Guild Constitution – Page 2

Note: This is an unofficial translation of the Finnish version of the Agent Guideline (Toimijaohjesääntö), which serves as the official document.

Agent Guideline

The Guild is functionally divided into the Board, Divisions, Officials and Committees. Every Guild member may participate in the activities of the Divisions, as well as in the activities of a Committee, unless otherwise has been decided when appointing it.

1 § Board

The affairs of the Guild are managed by the Board under the leadership of its President. The Vice President of the board handles the duties of the President when they are inhibited or barred.
The Board has a quorum, when over half of the Board members participate in processing a matter, but also when exactly half of the board led by the President or the Vice President handling their duties participate. The general division of duties between Board members is decided by the Guild Meeting before election. The President of the Board, and its members by duty, are elected by the Guild Meeting. If the composition of the Board does not include the duty of Vice President, the Board appoints a Vice President from among them. The duties of the board include

convening Guild Meetings when necessary;
preparing the matters that come up in the Guild Meetings and implementing the decisions made in them;
preparing a proposal for the plan of action, the budget, the annual report and the financial statement of the Guild;
managing the financial affairs and assets of the Guild;
maintaining the membership register of the Guild;
tending to the property of the Guild;
Developing the operation of the Guild to meet the needs of the membership;
tending to the functionality of the Divisions;
founding and supervising Committees;
appointing Officials and supervising activities; and
representing the Guild.

2 § General duties of the Divisions

Within their respective domains, the duties of each Division include

keeping contact and following the processing and development of matters within Aalto University and the Aalto community;
partaking in institutional bodies of AYY and represent the Guild moreover;
making plans and proposals to develop the operation of the Guild; and
planning and organizing the events of the Guild.

3 § Divisions

The Information Division administers the announcement activities of the Guild, and its duties include

publishing the magazine of the Guild;
arranging the declaring of the decisions of the Guild;
maintaining the webpages, mailing lists and other electronic services of the Guild;
tending to the visibility of the Guild in social media;
announcing the events of the Guild to its members and the media; and
maintaining the computers of the Guild.

The Fuksi Division administers the fuksi activities of the Guild, and its duties include

managing the familiarization of fuksis with Aalto University and activities of the Guild and AYY, guiding them in practical matters especially at the start of their studies together with AYY and Aalto University; and
nurture fuksis during their first year of studies into proper teekkaris worthy of bearing the teekkari cap.

The Study Division administers the study matters of the Guild, and its duties include

shaping the study politics of the Guild;
monitoring prevalent flaws in study matters and devising proposals to correct them;
monitoring the development of the degree, contents of education and teaching methods within the studies of engineering physics and mathematics;
coordinating the activities of the Study Tutors of the Guild; and
offering Guild members services supporting their studies.

The External Affairs Division administers the international activities of the Guild as well as external affairs, and its duties include

managing the relations between the Guild and other associations and communities outside AYY both domestically and abroad, for example student and civil organizations, alumni organizations, universities and universities of applied sciences, as well as professional associations;
partaking in an institutional body within AYY responsible for the comfort of foreign students;
managing the orientation of exchange students and new Master’s students along with their familiarization with the Guild; and
maintain and develop alumni collaboration.

The Corporate Relations Division administers the Guild’s relations with business life, and its duties include

organizing company visits, excursions and other career events for Guild members;
promoting the status of students from our study tracks in the labor market;
reporting on open jobs and other career opportunities; and
tending to the Guild’s relations with partner companies, as well as other companies and entities relevant to our study tracks.

The Event Division administers the leisure events of the Guild, and its duties include

organizing and conceiving leisure events for Guild members;
tending for its part to the depository of the Guild;
helping other Divisions and Officials in practical arrangements of events; and
maintaining the song culture of the Guild and familiarizing new students with it.

The Welfare Division administers the activities supporting the well-being of Guild members, and its duties include

planning and tending to the cultural and sports activities of the Guild
organizing recreational activities supporting the vitality of students;
organizing different occasions about interesting societal and scientific questions for Guild members; and
maintain and develop the Guild Room.

4§ Appointing, tasking and releasing Officials and Committees

Appointing Officials and committees, and tasking the aforementioned, is decided by the Guild Meeting or the Board. Expelling an Official, releasing them from duty and dissolving a Committee is decided by the body that appointed the Official or Committee. At their own request, the Board may release an Official from duty.

5§ Alderman

The Alderman is appointed from within the faculty to keep contact with the faculty. The Alderman is appointed for a fixed term, and at least two years at a time is recommended for the length of their term. The Alderman is decided by the Guild Meeting. The emblem of the Alderman is the Alderman staff, which is passed on to the new Alderman in the annual ball of the Guild, if possible. Inside the Alderman staff is the founding document and registration decision of the Guild.

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