Having in mind the minutes of the EC meeting of 29-9-2011 and of 24-07-2012, the discussions on the matter among the members and the way the matter is conducted in other sections, we introduce the following proposal.
CODEX OF ELIGIBILITY FOR PARTICIPATION IN ANNUAL MEETING AND DIVISION OF FUNDS
To the student section, participating in the SNAME annual meeting has the following main reasons:
- Representation of the section
- Education of the members
- Promote bonds among sections
- Motivate members to actively participate in the local section matters
Additionally, the principles of justice, equality and reward have to be followed, as well as the promotion of our science. Having in mind all the above, the following rules / guidelines are proposed:
- No member will be covered to participate in the annual meeting for more than three times.
- Attendants to the meeting, must have finished the third year of their studies. This ensures that attendants will be capable of actively participating to the meeting (i.e. they will have enough background knowledge). Additionally, participants must be members for at least two years. Exceptions can only be made for members of the executive committee.
- At least two months prior to the Annual Meeting, All members willing to ask for the section’s support, will have to apply for participation. The standing chair of the student section, will have to make announcement to all members, calling for applications and defining the rules of selection.
- Application may be followed by a resume and/or a letter of intent, which will be used by the student EC for selection purposes.
- All members including the EC will have to pay at least for the registration to the AM on their own. Accommodation will be covered (if possible and if it is to be covered) only for the days of the meeting plus the day before and the day after. Additional accommodation will have to be paid by the members, regardless of funds.
- In the case of sufficient funds (either too few candidates or too many funds), all eligible members will be covered for travelling costs and accommodation, as explained above. Non EC members, may have to pay for part of the accommodation if the EC requires it for the purpose of bringing more members to the AM.
- In case of insufficient funds, travelling costs (alone) will be covered for the eligible members according to the following list of priority:
1. members of Student Section Executive Committee
2. members of the Steering Committee (if any),
3. students that present papers in the AM (and are not covered by elsewhere)
4. members who have contributed to the section. Classification of the contribution of applicants will be judged by the EC and discussed and approved by the general assembly.
If after the previous selection and distribution there are remaining funds, these will be distributed to the accommodation of the EC first and to the other members after.
- If any member requires additional help for special reasons, this will have to be addressed to the general assembly of the student section and after it passes, it will have to be approved by the parent section as well.
- The EC, may require to be funded a percentage higher than other members, due to position, but this cannot be higher than 10% and will have to be approved by the general assembly of the student section.
- At least one month before the Annual meeting, a general assembly will be called, where the executive committee will bring the budget for approval and any objections will have to be settled. The minutes of this, will be posted in the website.
- After the Annual Meeting, all Participants must hand a report, regarding their activities, accomplishments and whether the initial goals were achieved. These reports will be available to all members through the student section website. Parts of those reports will be compiled into a report that will be handed to the SSC and the parent section as well as the school, or whoever requires it for justification of the funds.