Regulations for the Recognition of Student Initiatives
Note
This is a translation of the original text. Only the German version of this regulation is legally binding.
§ 1 – Tasks and purpose of the regulations
In these regulations, the requirements for student initiatives in Ilmenau are regulated and described, as well as the procedure for recognition as a university-internal student initiative of the TU Ilmenau. The recognition is an important step for the planning security of the program of the different student initiatives at the TU Ilmenau. Recognized student initiatives can apply for various specific funding and support in an easier way. With the recognition, the student initiatives receive the rights and obligations listed in these regulations.
§ 2 – Student initiatives
Student initiatives are organizations with a student background of the members that pursue a common purpose to promote student life. Student initiatives can exist as a registered association or as a non-legally binding organizational form known as a “university group”.
§ 3 – Requirements for recognition of student initiatives.
Student initiatives are recognized in the sense of these regulations if they meet the following requirements and the student council of the TU Ilmenau agrees to a recognition:
Regular membership in the student initiative shall not be denied on the basis of age, gender, sexual identity, religion or belief, nationality, origin, ethnicity, physical impairment, chronic illness, or course of study.
The student initiative must adopt a constitution that complies with the principles of association law and in which, in particular, the name of the student initiative, the purpose, the organs, as well as processes concerning the appointment and/or election, respectively the admission of contact persons and the ordinary members are regulated.
The student initiative shall operate on a non-profit basis or in a manner that serves to promote social or university purposes of the student body in accordance with Section 80 (1) ThürHG (as of May 2018).
The purpose of the student initiative must not violate applicable legal norms or general rules of conduct among students. It should serve to promote student life in Ilmenau.
The purpose of the student initiative must not contradict and be compatible with §§ 5, 6, 8, 79 para. 2 and 80 ThürHG (as of May 2018).
The members of the student initiative shall work in them on a voluntary basis. The student initiative shall be organized predominantly in student administration. In individual cases, exceptions are possible if the purpose of the initiative requires this.
The full members of the student initiative must be at least 50% enrolled at the TU Ilmenau or 75% members of the TU Ilmenau.
The regular members of the student initiative have voting rights in their general meeting and can be elected to the board of directors.
If an umbrella organization or higher-level organizational structure exists, or if the student initiative has emerged from another association, the statutes of the respective organization can also be used to examine the student initiative.
If a review of the recognition shows that not all requirements mentioned in § 4 are fulfilled, the recognition will be rejected or withdrawn. A review of the recognition can take place at the request of the presidium of the university or from the student council of the TU Ilmenau and is carried out by the student council of the TU Ilmenau.
The procedure for recognition is governed by § 4.
§ 4 – Procedure and duration of recognition
Der Studierendenrat der TU Ilmenau überprüft die Voraussetzungen zur Anerkennung nach § 3 und deren Einhaltung durch die studentischen Initiativen. Dazu müssen die folgenden Unterlagen beim Studierendenrat der TU Ilmenau eingereicht werden:
An application for initial registration or renewal of registration. (Annex 1)
A current constitution of the student group including all annexes and regulations of the student initiative. If the student council of the TU Ilmenau has the current version of these documents, it is not necessary to resubmit them.
An application can only be checked if it has been completed in full. The person submitting the application is responsible for the correctness of the information. The student council of the TU Ilmenau can appoint a person by resolution to check the information, who must be granted access to member structures of the student initiative. In this case, the statement of the person determined by the student council of the TU Ilmenau is valid.
The initial recognition can be applied for at any time and is valid until repeated recognition but for a maximum of one year.
The period for submitting documents for repeated recognition begins annually at the start of the lecture period of the winter semester and lasts six weeks. The recognition of the student initiative is valid for two semesters.
The Student Council of the TU Ilmenau can decide on a temporary extension of the recognition of a student initiative for a maximum of three months. The extension of the deadline can be applied for at any time with written justification.
In principle, a positive decision of recognition does not constitute a permanent entitlement to this status.
The student initiatives can appeal against the decisions of the Student Council of the TU Ilmenau regarding their recognition or extension of recognition.
The list of recognized student initiatives will be updated immediately after the review and published following the recognition period, or within four weeks after the initial recognition by the Student Council of the TU Ilmenau. The recognition or rejection will be communicated informally to the student initiatives.
§ 5 – The rights of recognized student initiatives
The student council of the TU Ilmenau supports the work of the student initiatives structurally, if possible.
The Student Council of the TU Ilmenau honors the active members of the recognized student initiatives at their graduation on the basis of the Guideline for the Awarding of Honorary Certificates.
The Student Council of the TU Ilmenau promotes and manages the exchange between student initiatives, the university, the Studierendenwerk and other sponsors. Especially towards the university, recognized student initiatives are treated as internal to the university.
After application by a student initiative, the Student Council of the TU Ilmenau takes over the communication and mediation between the initiative and third parties. The Student Council of the TU Ilmenau can assert the rights for student initiatives that are granted to recognized student initiatives according to § 5 No. 2.
Recognized student initiatives can apply to the Student Council of the TU Ilmenau for financial support for their work. Recognition does not constitute a claim to the granting of financial support. The funding guidelines of the Student Council of the TU Ilmenau apply.
The Student Council of the TU Ilmenau shall keep an overview of current support possibilities and make it accessible. For own support possibilities the student council of the TU Ilmenau provides specific orders.
§ 6 – Data protection
The personal data specified in § 4 para. 1 may only be used for the purpose of registration and communication with the student initiative. The basis of the processing is this order. The basis of communication is the cooperation between the student council and the initiatives.
The personal data specified in § 4 para. 1 are limited to first and last names, the initiative affiliation and the current enrollment status. Insofar as the initiative is an association with articles of association, the members of the executive board are to be named with their positions. The provision of this personal data is necessary according to § 4 para. 1 in order to be able to carry out the recognition procedure. Failure to provide this data will result in immediate rejection of the procedure.
A minimum retention period of two years from submission as part of the annual re-registration shall apply to the documents referred to in § 4 para. 1, irrespective of any retention obligations to the contrary. A maximum retention period of five 5 years applies. After expiry of the retention period, the stored data will be destroyed in accordance with the BDSG.
The data protection officer of the TU Ilmenau and StuRa is responsible for the processing and storage of personal data collected in the context of recognition. The data protection officer of the StuRa can be reached at datenschutz@stura.tu-ilmenau.de.
Data subjects have the right to information according to DSGVO Art. 15. on the part of the controller about the personal data concerned as well as the right to rectification or erasure. A right to restriction of processing or a right to object to processing as well as the right to data portability cannot be guaranteed due to the basis of data collection.
There is a right of appeal to a supervisory authority.
The personal data specified in § 4 para. 1 will not be passed on to third parties or third parties abroad.
There is no automated processing of the personal data specified in § 4 para. 1 in accordance with DSGVO Art. 22 para. 1 and 4.
§ 7 - Entry into force
These regulations come into force with resolution 32/32-O01 of the StuRa from 01.02.2023.
Application for registration as a recognized student initiative