EUNIS – Interim Internal Rules
Article 1: Aim of Internal Rules
The aim of the present document is to clarify issues which are not detailed in the statutes of the European University Information Systems Organization (EUNIS).
Article 2: Regular Member Admission
Procedures for a Higher Education or Research Institution to apply for membership in EUNIS:
a) The membership application form can be downloaded from the EUNIS web site www.eunis.org. The duly filled application form should be submitted by the web to be received by the Executive Secretary, Treasurer, President, webmaster..The automatic reply informs the applicant that he/she will be contacted by a EUNIS representative as soon as possible.
b) The Executive Secretary, Treasurer, President consult the application and accept or reject it on behalf of the Board.
c) The Treasurer sends the welcome letter and the invoice to the applicant
d) After this response to the applicant and subsequent payment of the membership fee, the applicant is eligible for the EUNIS membership benefits.
e) A new candidate becomes an official EUNIS member after the approval by the next General Assembly meeting. This approval could only assess eligibility of the candidate. Should the General Assembly find the candidate non-eligible for membership, the membership fee will be refunded.
Article 3: Events fees for EUNIS members
Individuals belonging to EUNIS member organizations (Regular Members, Members by Correspondence and Corporate Members), as well as Honorary Members and Personal Members, will get a discount fee at all events organized by EUNIS. Additionally, Personal Members not in employment (retired, unemployed, student) or self-employed might enjoy event fees lower than the members rate, what is up to the decision of the local organiser of an event.
By “individuals belonging to a EUNIS member organization” we mean: all employees of the university/institution/company being the current member of EUNIS.
Where the EUNIS member is itself a membership organization/consortium (e.g. a national body representing universities or other HE institutions as members) only the core staff of that organization/consortium qualify for the EUNIS discount.
Article 4: General Assembly
All the members of the association having paid their annual fee are convened by any means, including electronic mail, at least 15 days in advance before the day of the General Assembly. The agenda will be joined to this invitation. All demands to add a point to the agenda should be delivered to the Executive Secretary not later than one week before the holding of the General Assembly. The final agenda including possible additional items suggested by members shall be sent to all the members.
Proxies can be given to members of the same category only. The number of proxies is limited to one per person. Before any voting the attestation of a proxy should be delivered to the Executive Secretary in the form of a written paper signed by the member giving the proxy. This paper should mention only the name of the person who is casting the proxy.
– Candidates for positions in the Board of Directors
The full list of candidates is collected by the Executive Secretary by e-mail at least eight days before the holding of the General Assembly, and made public at least the day before the holding of the General Assembly.
Article 5: Board members
The Board of Directors of EUNIS commits itself to take all efforts to solicit candidatures of excellently qualified female candidates to run for vacant board positions and only consider such female persons for co-options to the board until a 40% share of female board members has been reached (5 persons). It does not diminish the freedom of all EUNIS member representatives (independently of the gender) to put forward their candidature for board director positions or change election procedures at the EUNIS General Assembly.
Convocations are sent to Board members at least 15 days in advance together with the agenda. Any add-on to the agenda shall be sent to the secretary not later than 5 days before the holding of the meeting and delivered to all the Board members at least 3 days before.
– Election for positions
Elections for positions in the Board are made by a secret ballot by the majority of the present Board members.
Any Board member can hold one proxy only. The signed attestation shall be delivered to the Secretary at the beginning of the meeting.
– Replacement of Board members
In case of necessity according to the statutes, a random assignment of Board members for the end of the term of their office should be done as follows:
Names of the current Board members, except of the President, will be put into a ballot. The names to finish their term first will be randomly selected out of the ballot. Another names to finish their term next year will be randomly selected out of the ballot. Each Board member can be reelected twice or more, serving at the Board up to 9 years in row. One third (three) of the Board members will be elected/re-elected by the General Assembly each year for the term of their office of three years.
Article 6: Awards
Three awards are usually given during the Annual Congress: EUNIS Elite Award, Jens Dørup E-Learning Award and Congress Best Paper Award.
– the Elite Award rewards excellence of an information system realisation. The Dørup rewards a “teaching and learning” experiment or innovation. Both are judged on full papers submitted to the Annual Congress. For each of these two awards, the jury is officially chaired by the President of EUNIS, who can delegate the chair to a board member or a member of the EUNIS permanent Scientific Committee. The winning papers are announced and rewarded during the gala dinner of the Congress.
– the “Best Paper Award” is designed to reward the oral performance. The process to choose it is left to the local organisers, who can make a jury or better an on-line survey among the Congress attendees. This award is announced and given during the final session of the Congress.
In addition to these three awards, EUNIS may act as a joint partner of other Higher Education IT associations, like e. g. the Vietsch Foundation or others. With the agreement of their authors, papers submitted at EUNIS events, especially the Congress, can be transmitted by the EUNIS Scientific Committee to these EUNIS partners, who at their deliberation can nominate them for their own awards. This is done by EUNIS as a mere mediator on a non-binding basis. In no case, EUNIS will directly award a monetary prize.