Bylaws for the Student Network

§ 1 Name and Domicile

The association’s name is the Student Network.

Subsection 2: The association’s domicile is Kolding Municipality, and its activities and purpose include students from the University of Southern Denmark (SDU), University College South (UC SYD), International Business Academy (IBA), and Design School Kolding (DKSD).

Subsection 3: The association was originally started under the name Student Council Kolding under Business School South in Kolding, but now operates under the University of Southern Denmark in Kolding, hereinafter referred to as “SDU Kolding”.

Subsection 4: The association was originally established as the Student Council Kolding at Business School South in Kolding, but now functions as an overarching student body for the four campuses, University of Southern Denmark (SDU), University College South (UC SYD), International Business Academy (IBA), and Design School Kolding (DSKD), which together constitute Campus Kolding.

§ 2 Purpose

The association aims to act as an interest organization for students at Campus Kolding (SDU, UC SYD, IBA & DSKD). The Student Network is politically independent.

Subsection 2: The association shall support the study environment at Campus Kolding by applying for funds for Campus Kolding’s student associations and student clubs, student hobbies, and collaborating with the management of Campus Kolding, as well as other student associations in Kolding and surrounding areas, Business Kolding, and Kolding Municipality.

Subsection 3: The Student Network is a non-profit association, and any surplus is used for the benefit of the overall study environment at Campus Kolding.

Subsection 4: The association also aims to apply for funds continuously to improve the study environment at Campus Kolding and act as a safety net for interested student associations’ unforeseen expenses.

Subsection 5: A central ambition of the Student Network is to promote sports, movement, and community for all students at Campus Kolding. The association recognizes the importance of physical activity and a sense of community as an essential part of a healthy and enriching student life and will actively work to include such initiatives in its activities on campus.

§ 3 Organization

The association is organized to function as a hub for the study environment at Campus Kolding, according to §2 Subsection 2.

Subsection 2: The association is responsible for keeping track of key persons, activities, and needs in the study environment at Campus Kolding, including chair positions in student associations and student clubs.

Subsection 3: The association shall function as an umbrella organization for all interested student associations at Campus Kolding and is therefore committed to representing their interests to the management of Campus Kolding.

Subsection 4: All student associations at Campus Kolding are welcome under the umbrella of the Student Network.

§ 4 The Board

The board consists of 3-5 regular board members and extraordinary board members.

Regular board members consist of:

• Chairperson
• Vice-Chairperson
• Treasurer
• Media Officer
• Sponsorship Officer
• Substitute(s)

Representatives consist of:

• Representative from the University of Southern Denmark (SDU)
• Representative from University College South (UC SYD)
• Representative from International Business Academy (IBA)
• Representative from Design School Kolding (DSKD)

Subsection 2: Extraordinary board members are appointed persons from each student association and/or student club at Campus Kolding that have agreed to join the Student Network. Each student association and/or student club at Campus Kolding that has agreed to join the Student Network appoints one person to join the board of the Student Network.

Subsection 3: If the chairperson is permanently absent, the vice-chairperson assumes the role of chairperson. The board then reconstitutes itself.

Subsection 4: Board members are elected for one year at a time at the ordinary general assembly and are implicitly part of the responsibilities and chairmanships. If the vice-chairperson, treasurer, or media officer withdraws from the board before the end of the election period, a substitute replaces the withdrawn member. The substitute’s term lasts until the next general assembly.

Subsection 5: The regular board members handle all matters related to the daily operation of the association.

Subsection 6: If you are elected as a leading part of student associations and/or student clubs, you cannot run for the positions of chairperson, vice-chairperson, treasurer, media officer, or substitute of the Student Network.

§ 5 Definition of Board Tasks

All members of the Student Network are responsible for upholding the association’s purpose as stated in §2 by collectively coordinating tasks and responsibilities internally. Furthermore, Subsections 2, 3, 4, and 5 below provide inspiration for what these tasks are and how their distribution should take place.

Subsection 2: The Chairmanship: The primary tasks of the association’s chairperson are to ensure that the board fulfills its leadership, strategic, and control-related duties. The chairperson should ensure effective board work, including good communication within and around the association, with strong and constructive relations in the study environment and its surrounding environments, including other educational institutions and municipal institutions. The chairperson is responsible for overseeing Campus Kolding’s student associations and student clubs and acting as an additional resource for development, improvements, or external collaborations. The chairperson should also ensure that the particular knowledge and skills of each member are utilized as effectively as possible for the benefit of the study environment at Campus Kolding. Additionally, the chairperson should be able to temporarily handle the tasks of other board members if an absence or other special situation occurs.

Subsection 3: The Vice-Chairmanship: The primary tasks of the association’s vice-chairperson are to ensure that the board fulfills its leadership, strategic, and control-related duties. The vice-chairperson should ensure an effective study environment, including good communication within and around the association, with strong and constructive relations in the study environment. The vice-chairperson is responsible for overseeing Campus Kolding’s student associations and student clubs and acting as an additional resource for development, improvements, or internal collaborations. The vice-chairperson should also ensure that the particular knowledge and skills of each member are utilized as effectively as possible for the benefit of the study environment at Campus Kolding.

Subsection 4: The Treasurer: The treasurer’s primary task is to ensure that there are receipts for all the association’s income and expenses to maintain accounts and in case both public and private entities demand documentation. Furthermore, it is the treasurer’s responsibility to maintain an overview of Nets, MobilePay, and tax and VAT reporting. Receipts should be kept for 5 years and include, among other things: invoices, bills, receipts, bank statements, payment slips, etc. Additionally, the treasurer is responsible for continuously comparing the receipts with the association’s bank statements and balances to ensure consistency. The treasurer should also ensure that the particular knowledge and skills of each member are utilized as effectively as possible for the benefit of the study environment at Campus Kolding. There should be a proper handover of NemID agreements when the election period ends.

Subsection 5: The Media Officer: The primary task of the association’s media officer is to keep track of the association’s total digital files either via Google Drive or another cloud-based solution. Additionally, it is the media officer’s responsibility to keep the association’s and Ubåden’s Facebook page and website updated with events and news relevant to the association’s stakeholders. The media officer should also be available as an additional resource for the student associations and clubs in Campus Kolding’s study environment for media tasks, and at a minimum, ensure that the association’s and/or club’s media are kept passively active until the association/club can resume its activities. The media officer should also update passwords and logins for various platforms and ensure that these are handed over securely.

Subsection 6: The Sponsorship Officer: The primary task of the association’s sponsorship officer is to maintain and expand relationships with current and potential sponsors. In this regard, it is important that the sponsorship officer ensures visibility for sponsors on the association’s and Ubåden’s Facebook page and website and ensures that relevant sponsor information and agreements are continuously updated. The sponsorship officer should also be available as an additional resource for Campus Kolding’s study environment’s student associations and clubs for sponsorship inquiries, ensuring that sponsorship agreements and terms are upheld and kept up to date. This includes an obligation to update agreement documents and contact information for sponsors and ensure that this information is transferred securely. The sponsorship officer should also integrate strategies for sponsorship work that align with Ubåden’s and other involved associations’ platforms, contributing to a consistent and coordinated effort in sponsorship work.

Subsection 7: Campus Representatives: The board members representing the various campuses are responsible for ensuring that their respective campus’ interests, concerns, and needs are accurately represented at board meetings. These representatives should maintain ongoing dialogue and feedback between their campus and the board. They are also responsible for contributing to the development and implementation of strategies and initiatives that benefit the entire organization’s network of campuses while recognizing and addressing unique local challenges and opportunities.

§ 6 Exclusion of a Board Member

Inappropriate handling of the association’s materials and funds: If the association’s materials and funds are used illegally, a member may be excluded, and positions will be assumed according to §4 Subsection 3 and §4 Subsection 4. Failure to report errors or deficiencies may result in exclusion.

Subsection 2: Decision on Exclusion: The board, according to §4, makes the decision on exclusion. However, exclusion cannot occur without first contacting the member orally to hear their version of the events that led to the possibility of exclusion.

Subsection 3: In special situations that conflict with the association’s purpose as per §2, the extraordinary board members may convene a board meeting to inform the individual about the situation and give them an opportunity to explain. A minimum two-month timeframe will then be set during which the extraordinary board members must reconvene with one week’s notice to vote, with a minimum ¾ majority, on whether the individual should be excluded. A written vote is used when requested by just one meeting participant.

§ 7 General Assembly

The general assembly is the highest authority of the association.

Subsection 2: The chairperson of the association is responsible for convening the ordinary general assembly, extraordinary general assembly, and board meetings.

Subsection 3: The ordinary general assembly is held once a year before the end of March and is convened with at least three weeks’ notice by posting on the association’s Facebook page and/or another sufficient platform that can reach Campus Kolding students about the meeting.

Subsection 4: The agenda for the ordinary general assembly must include at least the following items:

1. Election of chairperson
2. The chairperson’s report on the association’s work in the past year and plans for the coming year.
3. The treasurer’s report on the accounts
4. Consideration of submitted proposals
5. Election of regular board members as per § 4 Subsection 4.
6. Any other business

Subsection 5: Proposals to be considered at the general assembly must be submitted to the chairperson no later than 3 days before the general assembly.

Subsection 6: The general assembly makes its decisions by simple majority (more than half of the valid votes cast) and by a show of hands. A written vote is used, however, when requested by just one meeting participant.

Subsection 7: All students at Campus Kolding are considered members of the association and therefore have the right to vote. Votes cannot be cast by proxy.

§ 8 Extraordinary General Assembly

An extraordinary general assembly may be held when the board deems it necessary, and must be held when at least 1/3 of the members submit a justified request to the chairperson. In such cases, the general assembly must be held no later than four weeks after the request has been brought to the chairperson’s attention.

Subsection 2: The notice period for an extraordinary general assembly is 2 weeks.

§ 9 Finance

The association’s treasurer is responsible for the daily management of the association’s finances, including the preparation of tax and VAT accounts.

Subsection 2: No public accounts are prepared; however, as per § 7 Subsection 4, the association’s financial status is disclosed at the ordinary general assembly.

Subsection 3: The association’s own account shall act as a safety net for other interested student associations and student clubs as per §2 Subsection 4.

Subsection 4: All interested associations have the option to be provided with a bank account under the Student Network’s account, with a dedicated login.

Subsection 5: Any surplus from a student association or student club remains in their own account.

Subsection 6: Applications for funds for an event where multiple student associations are actively involved must go through the Student Network.

Subsection 7: A financial meeting is held with regular and extraordinary board members at the beginning of each semester, where the financial status of the association is reviewed, and applications for funds for joint events are discussed as per §9 Subsection 5.

Subsection 8: The Student Network has the right at any time to retain an amount that can cover the annual administrative costs necessary to ensure the association’s survival. Any remaining funds may be made available to the study environment if an application is made for this.

Subsection 9: A maximum of 20% of the available funds as per §9 Subsection 8 can be applied for per event by other interested student associations and student clubs. Expenses beyond this must be sought elsewhere.

§ 10 Amendments to the Bylaws

These bylaws can only be amended at an extraordinary general assembly or the annual general assembly.

Subsection 2: Proposals for bylaw amendments must be submitted to the board 3 days before the general assembly.

Subsection 3: Adoption of bylaw amendments requires at least a 2/3 majority of those present at the general assembly.

§ 11 Representation

The association is externally represented by the board. The association is bound by the signatures of two board members, one of whom must be the chairperson or vice-chairperson; however, the obligor must be at least 18 years old. The treasurer has financial authority.

§ 12 Dissolution

The Student Network can only be dissolved after adoption at two consecutive extraordinary general assemblies. At the first meeting of the representatives, which must be convened with at least 8 weeks’ notice, at least a ¾ majority is required for the proposal to be adopted.

Subsection 2: If there is a majority at an extraordinary general assembly, as per Subsection 1, a new extraordinary general assembly must be convened at least 4 weeks and no more than 12 weeks after this decision, with at least 3 weeks’ notice. At this extraordinary general assembly, the proposal for dissolution can be adopted if it achieves a simple majority of the votes cast. A decision must also be made regarding the use and disposal of the Student Network’s funds, which should go towards purposes that strengthen the study environment at Campus Kolding as per §2 Subsection 2.

§ 13 Special Provisions for the Association – Campus Sport Kolding

The association offers members access to sports and activity programs. To support these offerings, the following membership fee rules apply:

Subsection 1: The amount and payment terms of the membership fee are determined by the board. This is to ensure that the association’s operations and activities are financially sustainable.

Subsection 2: The board is responsible for collecting membership fees and will establish a collection method that facilitates a smooth payment process for members.

Subsection 3: Members who do not pay their membership fees on time will receive a reminder. If a member has not paid their membership fee after the reminder, they will automatically be removed as a member of the association. This termination of membership cannot be appealed to the general assembly.

§ 14 Commencement

The bylaws come into force on 15.03.2024.