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Rules of Procedure

GENERAL RULES REGARDING THE OPERATION OF COMMUNITIES

  • Communities must submit event petitions signed by the Academic Advisor and the Management Board to the Directorate of Cultural Affairs.

  • The evaluation of events within the scope of the Student Communities Procedures and Implementation Principles is carried out by the Directorate of Cultural Affairs and submitted to the Health, Sports, and Culture Department (HSCD).

  • Communities must apply to the Directorate of Cultural Affairs at least one week prior to the event.

  • The EVENT APPLICATION FORM must be used.

  • Communities prepare an EVENT EVALUATION REPORT after the completion of each event and submit it to the Directorate of Cultural Affairs.

  • Community Advisors prepare an END-OF-TERM EVENT EVALUATION REPORT and submit it to the Directorate of Cultural Affairs at the end of each academic term.

  • If the event is deemed inappropriate, the process ends and the Health, Sports and Culture Department (HSCD) is informed. The community is notified by the Directorate of Cultural Affairs.

  • Evaluated applications will be forwarded by the Rector’s Advisor to the General Secretariat, the unit where the event will take place, and the HSCD Presidency.

  • For guests attending community events from outside the university, if the number is 50 or fewer, the community academic advisor arranges their entry through the MetuPass system. If the number exceeds 50, a detailed list including guest names, vehicle license plates, or ticket/invitation copies must be submitted with a petition to the Directorate of Cultural Affairs at least one week prior. Correspondence is then conducted via the EBYS system to facilitate entry.

  • Event posters prepared by student communities must include the METU logo at the top left corner. If an official institution supports the event (e.g. TRT, MTA, State Theatres, Ministry of Culture), its logo should be placed at the top right corner opposite the METU logo. Sponsor company logos must be placed at the bottom of the poster. The name and logo of the organizing community, if any, must appear on the poster but not opposite the METU logo. No political party names, symbols, abbreviations, or logos are allowed on the posters.

  • When communities wish to participate in a domestic or international event, the official invitation letter and petition from the organizing institution/organization must be submitted to the Directorate of Cultural Affairs at least ten working days in advance.

  • For film and documentary screenings, according to the copyright law dated 09.06.2004 and numbered 5187, permission documents obtained from the producer/screenwriter/director’s agency or embassy must be attached to the event petition.

  • There are no restrictions on sponsorship except for alcoholic beverages and tobacco companies.

  • Communities must submit sponsorship agreements made with companies to the Directorate of Cultural Affairs prior to the event.

  • Students not officially registered with the Directorate of Cultural Affairs cannot benefit from course leave, per diem, or transportation expenses (train-bus).

  • Correspondence with external parties is conducted through the Directorate of Cultural Affairs.

  • Communities are not allowed to distribute flyers to prevent environmental pollution.

  • For the 2023-2024 academic year, a budget of 3,500 TRY has been allocated to each community. Budget expenditures are carried out in accordance with Budget Law No. 5018 and related implementation guidelines. Requests for stationery, computers, costumes, instruments, fixed assets, per diems, bus/train tickets, dormitory accommodations, etc., are covered from this budget. Some purchases may be restricted due to austerity measures issued occasionally. Communities must notify the Directorate of Cultural Affairs of their needs in advance.

  • Travel expenses (bus and train) for guests invited to community events are covered by the community’s budget. After the event is approved by the Rectorate, the petition must be submitted to the Directorate of Cultural Affairs at least ten working days before the event. Invited guests pay travel expenses upfront. After deducting stamp tax, the ticket amount is transferred to the bank account provided by the guest on the form submitted to the Directorate.

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