REPUBLIC OF TURKEYMIDDLE EAST TECHNICAL UNIVERSITY
STUDENT CULTURE CLUBS PROCEDURES AND IMPLEMENTATION PRINCIPLES
CHAPTER ONE
Purpose, Scope, Basis, and Definitions
Purpose
ARTICLE 1 – The purpose of this document is to regulate the procedures and implementation principles regarding the establishment, operation, and supervision of student clubs to be formed by Middle East Technical University students based on their interests, in order to enable their participation in social, cultural, artistic, and sports activities.
Scope
ARTICLE 2 – This document covers student clubs that can be established by undergraduate students enrolled in programs at Middle East Technical University for professional, educational, scientific, social, cultural, artistic, and sports purposes, and to which graduate students may also become members.
Basis
ARTICLE 3 – This document has been prepared based on the "Regulation on the Implementation of the Medical-Social, Health, Culture and Sports Affairs Department of Higher Education Institutions" published in the Official Gazette dated 3 February 1984 and numbered 18301, which regulates the services to be carried out by the Health, Culture and Sports Department, in accordance with Articles 46 and 47 of the Higher Education Law No. 2547, as amended by Law No. 2880.
Definitions
ARTICLE 4 – (1) In this document;
a) Academic Advisor: The faculty member responsible to the Rectorate for the establishment, operation, and supervision of the student club,
b) Club: Student clubs established by Middle East Technical University students in accordance with procedures and principles to engage in social, cultural, artistic, scientific, and sports activities,
c) Rectorate: The Vice Rector and Student Dean assigned by the Rectorate of Middle East Technical University to carry out necessary tasks and procedures,
d) Club Advisory Board: The unit composed of members corresponding to 5% of the club’s total membership, which can provide consultancy to the club when needed,
e) Club General Assembly: The highest decision-making body of the club, consisting of registered members, where only METU students can vote in elections,
f) Club Audit Board: The unit responsible for auditing the club’s activities,
g) HCSD: Health, Culture and Sports Department,
h) CIM: Directorate of Cultural Affairs under the Health, Culture and Sports Department,
i) University: Refers to Middle East Technical University.
CHAPTER TWO
PRINCIPLES AND PROCEDURES FOR THE ESTABLISHMENT OF CULTURAL CLUBS
ARTICLE 5 – Principles for the Establishment of Clubs
5.1. The establishment of student clubs at Middle East Technical University is under the authority of the Rectorate, aimed at helping students develop socially and culturally in line with Atatürk’s principles and reforms, nurturing them as inquisitive and creative individuals, and meeting their social needs such as recreation and use of free time.
5.2. Clubs cannot engage in attitudes, behaviors, or activities that violate the indivisible unity of the state and nation, the principle of the rule of law, fundamental rights and freedoms, secularism, or laws.
5.3. Clubs cannot participate in activities that contradict the Higher Education Board Student Disciplinary Regulations, are inappropriate for the academic environment of the University, or are likely to cause the University to be misrepresented publicly.
5.4. Clubs cannot engage in activities that do not comply with METU’s vision, mission, and values.
5.5. Student clubs conducting extracurricular activities at Middle East Technical University shall carry out their activities within the following rules. The Rectorate exercises its authority and duties regarding these activities through the Health, Culture and Sports Department, Directorate of Cultural Affairs, and the clubs' academic advisors.
ARTICLE 6 – Academic Advisors of Clubs
6.1. The Academic Advisor is appointed by the Club’s Executive Board from among the University's full-time faculty members. After obtaining the approval of the faculty member, the appointment is submitted to the Rectorate for assignment as the club’s academic advisor.
6.2. Academic Advisors are responsible for ensuring that the activity applications and Activity Evaluation Reports of the student clubs they advise are prepared in accordance with the Student Culture Clubs Procedures and Implementation Principles.
6.3. Academic advisors assist clubs in the establishment phase with the preparation of their bylaws and work programs in line with club establishment principles.
6.4. Within the general principles determined by the University, the academic advisor supervises and supports the execution of club activities.
6.5. They assist in budget preparation according to the needs of the club.
6.6. They supervise the work of the Executive Board and the keeping of the minutes book.
6.7. They contribute to the healthy communication between clubs and the University administration by attending meetings organized by the Rectorate related to student clubs.
6.8. Activity requests from clubs not signed by the advisor are not considered by the Directorate of Cultural Affairs.
6.9. The advisor may attend the Club General Assembly meetings if deemed necessary.
6.10. Each club shall have a single responsible advisor. A faculty member cannot be an advisor to more than one club. The advisory term is a maximum of 3+3 years.
ARTICLE 7 – Establishment of Clubs
7.1. Proposed clubs must operate in the fields of culture, art, or science.
7.2. Students apply for the initial establishment of a club to the Directorate of Cultural Affairs between May 1 and May 31 of each academic year. The results of the applications are finalized by the end of November of the following academic year.
7.3. If there is already an existing club working in similar areas within the scope of the proposed club’s objectives, permission to establish a new club will not be granted.
7.4. Students wishing to establish a club must submit, through the Directorate of Cultural Affairs, to the Rectorate for approval: a petition indicating the acceptance of the task by the proposed Academic Advisor, a temporary Executive Board, a member list signed by at least 20 students including their names, surnames, departments, and student numbers, a project file detailing planned activities, a written approval for the club room from the relevant department/unit, and the club’s bylaws.
7.5. A club granted provisional establishment permission undergoes a 12-month trial period and is evaluated by the Rectorate. Upon approval, the General Assembly convenes to elect a new Executive Board and informs the Directorate of Cultural Affairs.
7.6. If the provisionally established club fails to fulfill the necessary activities during the trial period and does not receive approval, its activities are terminated upon the recommendation of the Directorate of Cultural Affairs and the approval of the Rectorate.
7.7. Members of clubs whose establishment is finalized must fulfill the membership requirements specified in Article 8.
ARTICLE 8 – Conditions for Membership in Clubs
8.1. Membership is realized by submitting the membership form, prepared by the Directorate of Cultural Affairs and completed and signed by the student, to the Directorate of Cultural Affairs and the issuance of a membership card.
8.2. Students applying for membership must be registered students at METU. Graduates and specialists may be represented on the Advisory Boards of the clubs.
8.3. Memberships of students who graduate or whose registration is canceled for any reason automatically end.
8.4. A student may be a member of more than one club.
ARTICLE 9 – Club Bylaws
9.1. Each club prepares its own bylaws. These bylaws must not contain provisions contrary to the Student Culture Clubs Procedures and Implementation Principles. The main headings that must be included in the club bylaws are: Establishment, Purpose and Activities, Membership, General Assembly and Its Duties, Executive Board and Its Duties, Audit Board and Its Duties,
Documents
9.2 Membership:
9.2.1 Membership is finalized upon receiving the membership card from the Directorate of Cultural Affairs.
9.2.2 Active membership is determined by the Executive Board based on the member’s active participation in club activities and attendance at General Assemblies during an academic year.
9.2.3 Only active members have the right to vote and be elected.
9.2.4 Every member has the right to resign from the club. Membership rights end once the resignation letter reaches the Executive Board. The Executive Board forwards the resignation letter, signed by the club’s academic advisor, to the Directorate of Cultural Affairs. If the student wishes to rejoin, they must meet the membership conditions again.
9.2.5 The Executive Board can expel members who behave against the club’s purpose with the advisor’s approval and justified reasons. The decision is made by a qualified majority vote (2/3 of the Executive Board) and notified to the member.
9.2.6 The member may appeal this decision to the club’s Executive Board and academic advisor within one (1) week.
9.2.7 If the appeal is reviewed and the decision remains unchanged, the Executive Board notifies the Directorate of Cultural Affairs of the expulsion by petition. The decision becomes final with Rectorate approval.
9.3 General Assembly:
9.3.1 It is the highest decision-making body of the club.
9.3.2 It consists of the club’s registered members, and only METU students may vote in elections.
9.3.3 It convenes at least once per academic year with attendance of more than half of the eligible voting members. If quorum is not met, a second meeting is automatically called one week later, announced once more by email from the Executive Board. No quorum is required at the second meeting.
9.3.4 Each member entitled to attend the General Assembly has one vote. Voting must be done in person; proxy voting is not allowed.
9.3.5 A list of members eligible to attend the General Assembly is prepared by the Executive Board and kept at the meeting venue to be signed by attending members. The Executive Board is responsible for safeguarding this list.
9.3.6 Members attending the meeting sign the prepared list. The determination of quorum must be recorded in the minutes.
9.3.7 After confirming quorum, the General Assembly is opened by the Chairperson of the Executive Board or a designated member. A Presiding Committee is then formed to manage the meeting. The Presiding Committee consists of one chairperson and two secretaries. Members present may nominate themselves or others as candidates for the committee. The committee is elected by open vote. The Presiding Committee is responsible for maintaining order and preparing the minutes, which they sign and submit to the Executive Board.
9.3.8 Agenda items are discussed during the General Assembly. Additional issues may be added by a vote of members present.
9.3.9 Decisions and elections require more than half of the votes of members present.
9.3.10 The General Assembly may convene extraordinary meetings upon recommendation of the Executive or Audit Boards, or written request of more than half of members.
9.3.11 The General Assembly approves and amends the club’s bylaws.
9.3.12 Elects principal and substitute members of the Executive and Audit Boards.
9.3.13 The Executive Board must notify members of regular and extraordinary General Assembly meetings at least ten days in advance.
9.3.14 The club’s academic advisor may attend General Assembly meetings as an observer if deemed necessary.
9.4 Executive Board:
9.4.1 The Executive Board consists of at least three and at most seven principal members and three substitutes, elected by secret ballot at the General Assembly. The number of members must always be odd (3, 5, or 7), clearly specified in the bylaws.
9.4.2 A member can only serve on one club’s Executive Board but may be a member of other clubs.
9.4.3 Applications for Executive Board membership must be submitted to the Board at least one week before the announced General Assembly date. The Board announces candidate names to all members via email.
9.4.4 Elections are by secret ballot. The Executive Board prepares ballots listing candidates alphabetically by surname. Each voting member receives a ballot against signature. Members mark at least one and up to the number of Executive Board seats. Ballots with no marks, more marks than allowed, or names not on the ballot are invalid. Votes are counted openly during the General Assembly, and the highest-voted candidates form the Executive Board.
9.4.5 Candidates not elected are ranked by votes received on a substitute list and called to fill vacancies.
9.4.6 If a Board seat becomes vacant (due to resignation or other reasons), the first substitute is invited to join. The Board then redistributes roles internally.
9.4.7 At its first meeting, the Board elects a Chairperson, Vice Chairperson, and Treasurer. The Chairperson is responsible for all decisions and execution. The Treasurer manages all financial affairs and keeps documents regularly.
9.4.8 Election results are submitted with minutes to the Directorate of Cultural Affairs within one week.
9.4.9 Decisions are made by majority vote. Failure to attend two consecutive meetings without excuse terminates membership automatically.
9.4.10 The Board determines the date, time, and place of General Assembly meetings.
9.4.11 Under the Chairperson’s responsibility, the Board ensures achievement of club objectives, fulfills duties and exercises authorities outlined in bylaws, and implements General Assembly decisions.
CHAPTER THREE
IMPLEMENTATION PRINCIPLES
ARTICLE 10 – Community Activities
10.1. Communities apply to the Directorate of Cultural Affairs with the official approval of the academic advisor and the signature of the president/management board member for their planned activities.
10.2. Community activities must be in accordance with the objectives stated in the community's bylaws.
10.3. Activity petitions accepted by the Directorate of Cultural Affairs are evaluated by the Rectorate. Activities that do not comply with the objectives in the community bylaws are not permitted.
10.4. The community is responsible for adhering to the rules of the venue where the activity is held. If rules are violated, the venue manager has the right to prohibit the community from using the venue.
10.5. Community activities must end by 23:00.
10.6. After each activity, the community must submit an Activity Evaluation Report to the Directorate of Cultural Affairs. Submission of previous activity reports is required before applying for the next activity.
10.7. Communities conduct correspondence outside the university through the Directorate of Cultural Affairs.
10.8. Community activity posters must display the METU logo in the top left corner. If an official institution supports the event (State Theatres, Ministry of Culture, TRT, etc.), its logo is placed on the top right corner opposite the METU logo. Sponsor logos should be placed at the bottom. Posters must include the organizing community’s name and logo, which should not be opposite the METU logo. No political party names, symbols, abbreviations, or logos are allowed on posters or promotional materials.
10.9. Communities may not engage in any political party or political formation activities or express related views or actions outside their founding purposes. Violations will be processed according to relevant articles of the Higher Education Student Disciplinary Regulations.
10.10. Community logos must not contain drawings suggesting political parties or formations.
ARTICLE 11 – Audit Board
11.1. The body responsible for auditing the activities of the community.
11.2. The Audit Board consists of three principal and one substitute member elected by the General Assembly from community members who are not on the management board.
11.3. Members may nominate themselves or be nominated by others. Elections are by secret ballot and elected members choose their chairperson among themselves.
11.4. The Audit Board meets upon the call of the chairperson. Vacant principal seats are filled by the next substitute member.
11.5. The Audit Board audits the Management Board’s activities and prepares a report to be presented to the General Assembly and the academic advisor before the General Assembly meeting.
11.6. It reviews budget and accounting books and documents at the end of each academic term, reporting results and recommendations to the Management Board.
11.7. It attends meetings discussing the next term’s program and budget prepared by the Management Board to provide suggestions.
ARTICLE 12 – Documents
12.1. A membership registry book is kept.
12.2. Decision books for the Management Board and General Assembly are kept.
12.3. An annual activity plan book is maintained.
ARTICLE 13 – Disciplinary Matters
13.1. Communities violating Articles 5.2, 5.3, 5.4, and 10.9 of this document
13.2. Communities making statements against founding purposes and general principles in visual, written, or social media
13.3. Communities engaging in actions contrary to their purpose or Student Disciplinary Regulations
13.4. Communities failing to comply with Article 10.1 during activities
will be subject to procedures under the Higher Education Student Disciplinary Regulations upon the recommendation of the academic advisor, Management Board, Directorate of Cultural Affairs, or by the Rectorate’s approval.
13.5. Communities attempting to obstruct official activities approved by the Rectorate will have their activities suspended for 45 days.
13.6. Communities whose Management Board is disciplined and penalized may be closed upon recommendation of the Directorate of Cultural Affairs and Rectorate approval.
13.7. Communities that do not hold at least three purpose-appropriate activities or fail to elect a Management Board within the timeframe specified in the bylaws will receive a written warning from the Directorate of Cultural Affairs with Rectorate approval. Failure to comply in the subsequent academic year may result in closure.
13.8. If the academic advisor resigns, a new advisor must be appointed within two months. Failure to appoint within three months after the former advisor’s resignation results in a warning; if unresolved by the end of the sixth month, the community may be closed upon recommendation of the Directorate of Cultural Affairs and Rectorate approval.
13.9. Communities with fewer than 20 registered members outside the Management Board cannot hold activities.
13.10. All disputes related to communities are resolved by the Rectorate.
ARTICLE 14 – Financial Provisions
14.1. Transportation, accommodation, and similar requests for community events are covered within the community budget.
14.2. University budget support for community events is available only to registered university students who are members.
14.3. Communities deposit income such as donations and sponsorships into their account held with the METU Development Foundation.
ARTICLE 15 – Enforcement
15.1. These principles come into effect as of 17/01/2023 with the approval of the University Executive Board.
15.2. Any amendments after enforcement are submitted by the Directorate of Cultural Affairs for Rectorate approval.