Regulations for the Use of the Interclub

Note

This is a translation of the original text. Only the German version of this regulation is legally binding.

The Interclub is not a club in the true sense of the word. It is space in the basement of House L that can be used for various events. The aim of the “Interclub” project is to provide an intercultural meeting place for events by and with international students as well as to serve as a meeting place for student initiatives. Based on the rental contract, the house rules of the Studierendenwerk and the statutes of the project “Interclub” of the student council at the TU Ilmenau (StuRa), the present rules of use shall regulate the proper allocation of the right to use the premises and the associated rights and obligations. The StuRa acts as the sponsor of the project “Interclub”.

§ 1 – Authorized users

  1. Entitled to use the Interclub are:

    1. all parts and sub-organizations of the student council of the TU Ilmenau

    2. student initiatives recognized by the Student Council of the TU Ilmenau

  2. Other organizations and persons can be authorized for use by resolution of the Interclub Department of the StuRa. If the Interclub Unit does not have a quorum, the StuRa decides by proxy.

  3. In the event of repeated violations of the rules of use or related agreements, the Interclub department may decide independently to exclude the user in question from further use. An objection against the exclusion can be submitted to the Student Council of the TU Ilmenau.

  4. The status of authorization does not establish a right to approval of a use.

§ 2 – Requirements for uses in compliance with the statutes.

  1. All uses must be consistent with the purpose and specifically the goals of the project description.

  2. Details are regulated by the project description of the Interclub in a separate document.

§ 3 – Granting of the right of use

  1. The allocation of the right of use to authorized persons for uses in accordance with the statutes is carried out by the Interclub Unit for the respective purpose.

  2. The allocation of usage rights is to be carried out according to prioritization. A distinction is made between the following types of use. These are to be prioritized in descending order:

    • Meetings and uses of all parts and sub-organizations of the Student Council of the TU Ilmenau.

    • Uses that are carried out over several days at a time.

    • One-day and shorter uses that occur on a regular basis.

    • Stand-alone and single-use.

  3. Die Nutzung des Interclubs soll beantragt werden, indem das Antragsformular 14 Tage vor dem gewünschten Nutzungsbeginn ausgefüllt und abgeschickt wird. Durch das Formular werden alle Details der Nutzung dokumentiert. Das Antragsformular kann unabhängig von der Nutzungsordnung aktualisiert werden.

  4. Regelmäßige Nutzungen werden einmal je Semester für die Dauer des laufenden Semesters angemeldet. Findet die regelmäßige Nutzung nicht mehr statt, ist sie durch die veranstaltende Organisation abzumelden oder kann durch das Referat Interclub aus dem Nutzungsplan gestrichen werden.

  5. The Interclub Unit provides a contact person for the allocation of the right of use and for the duration of the use. E-mail and telephone contact serve as the communication channel.

  6. The user shall provide a contact person for the Interclub Unit for the purpose of granting the right of use and for the duration of the use. This contact person should be permanently available for topics in preparation and follow-up of the use as well as for questions during the use. E-mail and telephone contact shall serve as the communication channel.

  7. When advertising events at the Interclub, the StuRa is to be effectively listed as the sponsor, taking into account the StuRa’s external funding guidelines.

  8. To obtain the right of use, all deposits and fees must be paid in full before the start of use. Details are regulated by §4.

§ 4 – Deposit and fees

  1. For the use of the Interclub a deposit has to be paid to the Student Council of the TU Ilmenau. The amount of the deposit is determined by the Finance Department.

    1. For all parts and sub-organizations of the Student Council of the TU Ilmenau the deposit is completely waived.

    2. A deposit is required for other uses. The amount of the deposit is determined in a separate deposit list. The deposit list can be updated independently of these usage regulations by the Finance Department and must be announced to the Ilmenau University Student Council after changes.

    3. For individual users, a deposit deviating from (b) may be set by the Finance Unit upon submission of a justification.

    4. The deposit can be made once per semester for each initiative entitled to use according to § 1, para. 1 (b). If the deposit amount has not been changed, the deposit period can be extended after consultation.

  2. For the use of the Interclub a fee has to be paid to the Student Council of the TU Ilmenau. The amount of the fee is determined by the Finance Department.

    1. For all parts and sub-organizations of the Student Council of the TU Ilmenau the fee is waived completely.

    2. A fee may be charged for other uses. The amount of the fee is determined in a separate list. This can be updated independently of these usage regulations by the Finance Department and must be announced to the Student Council of the TU Ilmenau after changes.

    3. For individual users, a fee deviating from (b) may be established by the Finance Unit upon submission of a justification.

§ 5 – Transfer and rules of use

  1. The transfer will be made by a member of the Interclub Unit to the user’s designated contact person.

  2. The Interclub Unit provides access to the Interclub for the user:

    1. For access to the Interclub, the “borrow token” is used by default.

    2. In case of regular use, the Interclub Unit may decide to release a personal token of the user for the Interclub.

  3. The handover is carried out on the basis of a checklist. Also, the condition and completeness of the inventory of the interclub is examined.

  4. The user must fill in the user book for each use. In the case of one-time use, a representative of the Interclub Unit may complete the book.

  5. The Interclub must be treated with care. The house rules of the Student Union must be observed.

  6. Die im Seminarraum und Wohnzimmer/Küche verbaute Musikanlage darf über die zur Verfügung gestellten Schnittstellen verwendet werden. Die Voreinstellungen der Anlagen und die Position der Boxen dürfen nicht verändert werden. Vom StuRa zur Verfügung gestellte Control Panels dürfen verwendet werden. Die Subwoofer sind während der in der Hausordnung festgelegten Ruhezeiten auszuschalten.

  7. Es ist gewünscht, dass Nutzungen auf den Korkplatten im Gemeinschaftsraum des Interclub verewigt werden. Verwendet werden können z. B. Sticker, Anstecknadeln, Bilder oder ähnliches. Andere Flächen im Interclub stehen dafür nicht zur Verfügung.

§ 6 – Return and damage

  1. The return and acceptance is carried out by a member of the Interclub Unit and the user’s specified contact person. The return takes place after consultation with the contact person of the Interclub Unit at the earliest possible time after completion of the use and at the latest before the start of the next use.

  2. The return is carried out on the basis of a checklist. Also, the condition and completeness of the inventory of the interclub will be examined. In addition, the layout plan of the Interclub must be observed. Used consumables must be replenished by the user after consultation. All floors and surfaces are to be cleaned.

    1. If damage is found, the amount of the damage will be charged. In this case, part or all of the deposit may be retained.

    2. If the damage is due to normal wear and tear, the invoice may be waived.

    3. If no damage is found, the entire deposit may be returned.

    4. If damage is discovered at a later date, the amount of the damage may be charged retroactively.

  3. For regular use, the Interclub will be randomly checked by a representative of the Interclub Unit. Regular returns may be waived.

  4. In the event of loss of Interclub inventory, replacement costs in excess of the amount of the deposit may be charged.

  5. Due to a caused damage from a value of 250,00 € or improper use, a usage block can be imposed against the user by the department Interclub for a period of up to 6 months. An objection against the blocking of use can be submitted to the Student Council of the TU Ilmenau.

§ 7 – Datenschutz

  1. Die im Zusammenhang mit der Anwendung dieser Ordnung erhobenen personenbezogenen Daten dürfen lediglich zum Zweck der Verwaltung der Nutzungsberechtigungen, Nutzungsvergaben und der in dieser Ordnung definierten Prozesse verarbeitet werden. Grundlage der Verarbeitung bildet diese Ordnung.

  2. Für die genannten personenbezogenen Daten gilt eine Mindestvorhaltefrist von einem Jahr. Es gilt eine maximale Vorhaltedauer von zwei Jahren. Nach Ablauf der Aufbewahrungsfrist werden die gespeicherten Daten DSGVO-konform vernichtet. Im Fall von nicht periodischen Nutzungen sind personenbezogene Daten nach Ende der Nutzung innerhalb von vier Wochen zu löschen.

§ 8 – Entry into force

  1. These usage regulations come into force with resolution 32/25-O02 of the StuRa of 12.12.2022.

  2. Die erste Änderung dieser Ordnung wurde am 10.04.2024 durch den StuRa beschlossen und tritt am darauffolgenden Tage in Kraft.

§ 9 – Anhänge

  1. The annexes and supplementary documents defined in these Regulations shall be observed. These include, among others:

    1. Statute and project description of the Interclub

    2. Interclub application form

    3. Kautions- und Gebührentabelle

    4. Interclub handover checklist and inventory list

    5. House Rules of the Studierendenwerk