1. General provisions

1.1. These rules of procedure are established pursuant to the statutes of the Student Body of TalTech University and stipulate the following:
1.1.1. The organization of work the bodies of the Student Body;
1.1.2. The organisation of work for committees of the Student Body;
1.1.3. The procedure for electing the Student Body Board;
1.1.4. The procedure for electing student representatives to the decision-making bodies;
1.1.5. The procedure for removal of elected bodies or persons;
1.1.6. The duties and working procedure of the Audit Committee.

2. Work Plan of Student Parliament

2.1. The Student Parliament workplan establishes the timeline and agenda for meetings in each academic year.

2.2. The Chairman of the Student Body and Student Body Board is required to propose a draft work plan, subject to approval by the Student Parliament and enacted within the first month of the academic year.

2.3. The Student Body committees possess autonomy in management of their organization, subject to adherence to their work plan.

2.4. The work plan can be amended by a decision adopted by the corresponding body.

3. Student Body Meetings

3.1. The work format for committees of the Student Body includes ordinary and extraordinary meetings.

3.2. An extraordinary meeting is defined as an unscheduled meeting outside the work schedule of a student body.

3.3. A written application for the extraordinary meeting is required, which include:
3.3.1. Reason for the calling the meeting;
3.3.2. Signature and names of those who requested to convene;
3.3.3. Date of application;
3.3.4. Agenda.
3.3.5.

3.4. Calling the meeting for Student Bodies
3.4.1. The Chairperson of each body is responsible for organizing meetings, including preparing meeting materials, setting the agenda, managing various issues and ensuring proper conduct. The Chairman of the Student Body is responsible for the preparation of materials for the meeting of the student council.
3.4.2. The materials for the Student Parliament meeting must be submitted to the Chairman of the Student Body at least seven working days before the meeting at 14:00. In case there is a need to translate the meeting materials into English, the materials must be submitted nine working days before the meeting starts.
3.4.3. The person who calls an extraordinary meeting must send an email to the Student Body representatives, providing the agenda, time, place, and location to review the meeting within three working days.
3.4.4. The notification for the meeting is considered delivered to the representatives of the Student Body at the time of dispatch to the member’s email address.
3.4.5. Each representative of the Student Body shall provide the Student Body Board a valid email address within two working days and inform them of any subsequent changes.
3.4.6. The meeting materials of the Student Parliament shall be accessible via the document management system when the invitation is sent. The Chairperson of the relevant body must ensure that other body’s meeting materials are either included in the invitation of made accessible.
3.4.7. In the event of a fundamental breach of the procedure for calling a meeting, there shall be no power to take decisions during the meeting, unless all Student Body representatives are present.

3.5. Meeting procedure for Student Bodies
3.5.1. The Chairman of the Student Bodyor a person appointed by the Student Parliament shall preside over Student Parliament meetings, while meetings of other bodies shall be chaired by the Chairperson of the respective body or a designated substitute.
3.5.2. The Student Body meetings commence and end at the discretion of the Chairperson, once the agenda has been addressed, the quorum has been lost, or as established by legislation.
3.5.3. All Student Body meetings are prohibited to end until completion of the ongoing procedure.
3.5.4. The conduct of Student Body meetings is enforced by the Chairperson. The first warning is issued on violation of order. Upon issue of a second warning, the offender is obligated to leave the meeting room.
3.5.5. If the Chairperson’s behaviour while chairing the meeting is controversial or obstructs/delays the agenda, the corresponding body may elect a new Chairperson with a 2/3 majority vote.
3.5.6. During a closed meeting or agenda item, only members of the relevant body and persons authorized to do so by the relevant body may be present during meetings. This protocol is formalized through decision in the meeting minutes.
3.5.7. The ordinary meetings of Student Body are held in Tallinn, unless the corresponding has decided otherwise. Extraordinary meetings are held only in Tallinn. All students shall be guaranteed, as far as possible, free access to Student Parliament meetings.
3.5.7.1. Representatives of the Student Parliament have right to participate in meetings by electronic means. (e.g., MS Teams or another channel agreed by the Student Body Board). Other bodies of the Student Body have the right to decide independently whether members are allowed to participate in meetings electronically.
3.5.7.2. The intention to participate electronically must be notified to the Student Parliament secretary at least the day2 before the meeting.
3.5.8. The quorum for the meeting of the Student Body is 51% of the members of the entire body.
3.5.9. If the required quorum is not met, at the start or during a Student Body meeting, the Chairperson shall declare a 15-minute recess. If quorum is not restored at end of recess, the Chairperson shall adjourn or terminate the meeting.
3.5.10. If the required quorum is not met, the Chairperson or in the case of Student Parliament the Chairman of the Student Body shall reconvene the meeting with the same agenda within three working days.

3.5.11. The Chairperson of meeting is responsible for monitoring the quorum. The secretary of the meeting keeps the records of the persons attending and leaving the meeting. All attendees may be asked  for identification by the Chairperson.

3.5.12. All attendees at Student Parliament and committee meetings must register their attendance and all the members of the body with the right to vote must inform the Chairperson or meeting secretary when leaving.

3.5.13. The Chairperson of Student Body meetings shall announce 15-minute recess:
3.5.13.1. if requested by at least 1/3 of the members in the case of Student Parliament;
3.5.12.2. If requested by at least 1/2 of the members in the case of other bodies;
3.5.12.3. if the meeting has lasted for 2 hours.

3.5.13. A break may be announced once every 60 minutes.

The Chairperson of the meeting of the relevant body or, in the case of a Student Parliament, the Student Body Board gives an overview to the public about the course and results of the closed meeting.

3.6. Decision making without a meeting
3.6.1. The Student Body committees may adopt decisions through electronic voting without holding a meeting. This procedure is communicated via email list and will last for three working days or until all members have voted.
3.6.2. Decisions may be made without holding a meeting on all drafts and issues except those prohibited by the Statutes. The draft follows the general procedure.
3.6.3. Electronic voting for drafts may not be allowed by the Chairman of the Student Body if there are less than 15 working days until a scheduled ordinary meeting. Instead, it may be added to the agenda of the regular meeting by the Chairman of the Student Body.

3.6.4. When voting, representatives must express their will unambiguously.

3.6.5. Decisions made without calling a meeting shall be made public.

3.6.6. The voting procedure outlined in the Statutes shall apply, with consideration given to the particularities of the situation.

3.6.7. If there is fundamental breach of procedure during the decision-making process, the decision is declared void, and the draft can be reintroduced into the agenda of the relevant body’s meeting.

3.7. Absence of Student Body meetings
3.7.1. In the event of absence from a meeting of the Student Parliament or committee’s, the member must provide written notice to the Chairperson of the meeting, including a valid reason of absence.
3.7.2. Three instances of arriving 15 minutes late or leaving early from the meeting without a valid reason will be considered as an absence. Members are required to provide notification of lateness or early departure in accordance to established provision of absence.

3.7.3. A reason is considered valid if:
3.7.3.1. the member of the body is ill
3.7.3.2. attending regular studies;
3.7.3.2. there is a traffic disruption;
3.7.3.3. other such circumstances.

3.7.4. A written vote statement from a member is considered valid reason for absence.

3.7.5. If a member of the body does not notify the Chairperson of the meeting about the reason for the absence no later than 24 hours before the meeting, the member is considered absent without a valid reason, unless the reason for the failure to notify is an unexpected circumstance.

3.7.6. In accordance with clause 3.7.5, the Chairperson of the Student Body or the Audit Committee may request additional information to verify an absence. The Student Body Board will determine the validity of absence in five working days.
If the absentee appeals, a secret ballot shall be held to review the results.

3.7.7. The Chairperson of the meeting is responsible for ensuring that the names of absentee members are included in the Student Parliament meeting minutes.

3.7.8. In the case of other bodies, the Chairperson of the relevant body is responsible for verifying valid reasons for absence.

If the absentee appeals, a secret ballot shall be held to review the results.

4. Agenda of the Student Body Meetings

4.1. Principles of processing a draft

4.1.1. Each body is obliged to take the submitted draft or other issue into the proceedings, if its processing is within the competence of the relevant body and there are no deficiencies in the initiation of the draft or other issue. The Chairperson of the meeting or, in the case of Student Parliament, the Chairman of the Student Body is required to inform the initiator of the proposal’s admissibility within three working days prior to formal discussion.

4.1.2. If the submitted draft requires the opinion of a committee, the chairperson shall forward it to the relevant committee for review.

Once the committee has formed a position, the draft is added to the agenda of the Student Parliament meeting.

4.1.3. The following persons and committees have the right to initiate a draft
4.1.3.1. a member of the Student Parliament;
4.1.3.2. Committee;
4.1.3.3. Student Body Board;
4.1.3.4. Student Council;
4.1.3.5. students on a student initiative.

4.1.4. A bill initiated by a student initiative is taken up by the body of the Student Body or the Student Counsil in accordance with the general procedure. A bill initiated through a student initiative shall be forwarded to the committee of the relevant area of competence for discussion by the Student Body Board or the Student Counsil.

4.1.5. At least 1/3 of the members of the Student Parliament, the university council, the rector or at least 200 students with a joint application have the right to initiate amendments to the statutes of the student body.

4.1.6. At least 1/3 of the members of the Student Parliament, the board or the Audit committee have the right to initiate changes to the student body’s development plan.

4.1.7. A proposal to amend the articles of association and the development plan must be submitted to the Student Parliament through the Student Body Board. The Student Parliament must discuss the proposal at the next meeting of the Student Parliament.

4.2. Agenda of the Student Parliament meeting
4.2.1. In order to make a decision, a draft must be initiated, indicating the name, signature and date of the initiator. An explanatory memorandum is attached to the draft, which sets out the reason for initiating the draft, the most important changes and their expected impact. The Student Parliament establishes the form of the explanatory memorandum to the draft.
4.2.2. The draft must be submitted to the Chairman of the Student Body no later than seven working days before the regular meeting. In the case of an extraordinary meeting of the Student Parliament, the draft must be submitted no later than one working day before the extraordinary meeting is convened.
4.2.3. Each member of the Student Parliament has the right to initiate an agenda item that is not on the agenda of the meeting. To this end, a written proposal must be submitted to the Chairman of the Student Body by the beginning of the meeting at the latest, accompanied by a draft decision on an additional agenda item and an explanatory memorandum, which must be dated and accompanied by the name and signature of the initiator.
4.2.4. The inclusion on the non-agenda item to the agenda shall be decided by a public vote at the beginning of a meeting of the body. In the event of a negative decision, the petitioner has the right to request that the matter be placed on the agenda at the next meeting.
4.2.5. Once the agenda has been adopted, it shall not be possible to amend the agenda.

4.3.  Agenda for meetings of other bodies
4.3.1. In order to include topics or other items on the agenda of meetings of other bodies, it is not obligatory to initiate a bill.
4.3.2. The originator of a subject or other matter must ensure that the other members of the body are adequately informed within a reasonable time before the beginning of the meeting.
4.3.3. Other bodies shall have the right to adopt procedures for the inclusion of subjects and other matters on the agenda of the meeting. The above arrangements may be established for a period not exceeding one year.

4.4. Discussion of agenda items
4.4.1. The discussion of an item on the agenda shall begin with a presentation of the item by the initiator or his co-speaker. The maximum length of the presentation shall be determined by the Chairperson of the meeting.
4.4.2. Following the rapporteur’s speech, the debate shall be opened. The desire to speak is signalled by a raise of hands.
4.4.3. The chairman of the meeting has the right to interrupt the performance if this is not appropriate, conflicts with good manners or has exceeded the time limit set by the chairman of the meeting.
4.4.4. Each member of the Body shall have the right to propose amendments to items on the agenda which require a decision.
4.4.5. All guests can participate in the meeting of the Student Parliament with the right to speak. Only persons invited by the decision of the relevant body may take part in the meetings of other bodies with the right to speak.
4.4.6. The head of the meeting of the Student Parliament gives the floor to those who wish in the order in which the wish is expressed. Outside the queue, the chairman of the meeting has the right to give the floor on the procedure for discussing the agenda item and factual remarks after the speaker has finished for up to two minutes. Other bodies have the right to independently determine the procedure for discussing agenda items at their meetings.
4.4.7. The chairman of the meeting shall declare the debate closed if, at his discretion, the opportunity for discussion has been exhaustive and shall put the bill or other matter to a vote.
4.4.8. The chairman of the meeting shall no longer give the floor to anyone after the close of the discussion of the item on the agenda. It is forbidden to speak during the vote.

4.5. Voting at a meeting
4.5.1. Voting shall be open to the public at a meeting of the bodies of the Student Body, unless otherwise provided in the statutes.
4.5.2. You can vote for, against or abstain from the decision. Each member of the body shall have one vote.
4.5.3. In the case of a roll-call vote, the decision of each member of the body shall be recorded in the minutes of the meeting.
4.5.4. A member of the body of the Student Body may not vote and shall be excluded from the quorum if the body proceeds to enter into a transaction with him or a person having an equal economic interest with him or her, or to make a claim against the aforementioned person(s) or in the event of any other obvious conflict of interest.
4.5.5. Immediately before taking a vote, the chairman of the meeting shall repeat the proposal to be put to the vote, if necessary, reformulate it together with the author of the bill, make sure that the question to be put to the vote is equally understandable to the members of the body and put the matter to a vote.
4.5.6. In the case of several competing proposals or bills, the proposals or bills shall be voted on in the order in which they are submitted. If the initiator of the bill agrees with the amendment, the corresponding amendment is introduced into the bill without a vote.
4.5.7. The counting of votes shall be organised by the chairman of the meeting.

4.6. Secret voting procedure
4.6.1. Secret voting is done electronically. If it is not possible to conduct the vote electronically, the vote is organized using paper ballots. The procedure for secret voting with paper ballots is set out in the Appendix.
4.6.2. Electronic voting can be done using such an electronic voting system that ensures the secrecy and reliability of voting.
4.6.3. Each member of the body votes either for, against or abstains.
4.6.4. The chairman of the meeting will immediately inform the members of the body of the voting results. The protocol of the secret ballot is approved during the public voting.
4.6.5. The chairman of the meeting will announce the adopted decision after the voting results are revealed. Voting results are recorded. At the request of a member of the student body, his dissenting opinion is added to the minutes of the meeting.
4.6.6. Every member of the student body has the right to demand a repeat vote if the voting procedure has been significantly violated. The right to request a repeat vote ends at the end of the meeting.

4.7. Written and electronic statement of vote
4.7.1. A voting statement is a written or electronic declaration of intent made by a member of the Student Parliamentby which he or she expresses his or her position on a bill pending before the Student Parliament without directly participating in the vote.
4.7.2. The application for a vote must be submitted to the Chairman of the Student Body no later than one day before the meeting of the Student Parliament at which the relevant agenda item is discussed.
4.7.3. The electronic voting application shall be submitted by e-mail to the Chairman of the Student Body in a digitally signed form no later than two hours before the meeting.
4.7.4. The voting statement is valid if the bill on which the latter is based has not been substantially amended. A conditional declaration of vote shall be null and void.

5. Minutes of the meeting of the Student Body

5.1. Obligation to take minutes of meetings of the body
5.1.1. The meetings of the student body (other than the audit committee) shall be recorded in minutes. The minutes shall be drawn up by a person appointed for that purpose by the chairman of the relevant body or, in the case of a Student Parliament, by a decision of the board.
5.1.2. The Chairman of the Student Body is responsible for keeping minutes of the meetings of the Student Parliament. Student Parliament meetings are taped. The recording is deleted after two months and is not subject to archiving.
5.1.3. The chairman of the meeting is responsible for the preservation of materials. The bodies of the student body, by their decision, appoint a person who registers the minutes together with the materials accompanying them and keeps them until archiving.
5.1.4. The chairman of the audit committee informs the members of the Student Parliament of the decisions of the committee via the general mailing list.

5.2. The minutes shall include:
5.2.1. meeting number (meeting number/year);
5.2.2. the time of occurrence;
5.2.3. place of occurrence;
5.2.4. the time of the start of the meeting;
5.2.5. the time when the meeting ends;
5.2.6. the names of those present (members of the student body and guests separately );
5.2.7. agenda of the meeting;
5.2.8. the topics to be discussed;
5.2.9. presenters;
5.2.10. the questioners and the brief content of the questions;
5.2.11. speakers and brief content of speeches;
5.2.12. adopted decisions (only the title is indicated);
5.2.13. dissenting opinions;
5.2.14. the names of arriving and departing body members during the meeting and the times of arrival and departure;
5.2.15. names of those who are absent from the meeting;
5.2.16. other relevant data.
5.2.17. The list of participants, together with the signature of each participant, will be destroyed after two months.
5.2.18. The materials of the meeting, which have been discussed in writing, shall be attached to the minutes in a scanned form.

5.3. Disclosure of decisions of the body of the student body
5.3.1. The decisions of the body of the Student Body must be available in digital copy and on paper no later than five working days after the meeting is held at the Student Union office and published on the official website of the Student Parliament.
5.3.2.The originals shall be kept at the Student Union office until the archives are provided. Information about the most important decisions of the Student Parliament is published in the information channels of the Student Parliament.

6. Student Parliament Committees

6.1. The permanent committees of the Student Parliament are the student life committee and the academic committee.
6.1.1. The list of standing committees shall be approved by the Student Parliament on a regular basis after the first meeting of each new Student Parliament composition. Meetings of the standing committees shall not be convened before the first ordinary meeting of the new legislature.
6.1.2. The setting up of a temporary committee may be decided at any time. The ad hoc committee has been set up for a substantive and in-depth preliminary discussion of major decisions/regulations, policy positions or changes concerning the student body prior to the Student Parliament meeting.
6.1.3. In order to amend the list of committees, a corresponding bill must be initiated.

6.2. Approval and amendment of committee configurations
6.2.1. The composition of the committees shall be approved by the Chairman of the Student Body.
6.2.2. The chairman of the Student Body finds out the preferences of the members of the Student Parliament regarding the composition of the committees. Each member must declare their preference to the Chairman of the Student Body within five working days of the first regular meeting of the Student Parliament.

6.3.  The committee prepares and processes drafts for discussion at the Student Parliament meeting, monitors the activities of the board and staff within its field, and performs other duties arising from legislation.

6.4. Committee’s management
6.4.1. The meetings of the standing committees are chaired by the respective board member, the academic committee is chaired by the Board Member in the Field of Education, the student life committee is chaired by the Board Member in the Field of Student Life.
6.4.2. The chairman of the meetings of the temporary committees shall be regularly elected at committee first meeting of the committee.
6.4.3. In the election of the chairperson of the temporary committees, the candidate with the majority of votes will be elected. If, due to an equal distribution of votes, no candidate is elected, an additional round of elections will be held between those who received equal votes. If the votes are equally divided in the additional round, lots will be drawn.
6.4.4. The chairman of the committee meeting represents the committee and directs and organises its work.

6.4.5. The Chairman of the Committee meeting shall:
6.4.5.1. convene and chair meetings of the Committee;
6.4.5.2. ensures the consistency and regularity of the Committee’s documentation;
6.4.5.3. invite members of the Student Body Board and other guests to attend meetings of the Committee;
6.4.5.4. ensure cooperation between the Committee, the Student Body Board and the Student Parliament;
6.4.5.5. at the meeting of the Student Parliament, submit at least one candidate from its committee to a vote-counting committee;
6.4.5.6. appears on behalf of the Committee at the meeting of the Student Parliament.

6.4.6. At least 1/3 of the members of the committee may initiate the removal of the Chairman of the temporary Committee.

6.4.7. The chairman of the meeting of the temporary committee is deemed to have been removed based on a decision made by the majority of the members of the committee.

6.5. Organization of the Committee’s work
6.5.1. The regular meeting of the standing committee of the Student Parliament shall take place at least once a month, except before the first regular meeting of the composition of the new Student Parliament, in the summer period from 15 June to 15 August and in the winter period from 22 December to 12 January.
6.5.2. The chairman of the committee meeting shall forward the invitation to the meeting of the committee to the general mailing list of the Student Parliament no later than five working days before the meeting of the committee.
6.5.3. The meeting request shall include the agenda of the meeting and, in the case of a mailing list and a website, also references to the texts and documents of the agenda items.
6.5.4. Extraordinary meetings of the Committee shall be convened by the Student Body Board or by the Chairman of the committee meeting on his own initiative or at the request of at least 1/3 of the Committee’s members.
6.5.5.   A meeting of the committee shall be public, unless it is declared closed by a majority of 2/3 of the votes cast in favour.
6.5.7. The Commission shall be empowered to:
6.5.7.1. request from the Student Parliament the data and resources necessary for their work;
6.5.7.2. invite members of the Student Body Board and other guests to a meeting of the committee;
6.5.7.3. other rights conferred by the Committee.
6.5.8. A committee may validly vote if at least half of its members are present. The committee makes decisions with the majority of votes in favour of the composition. If no member of the committee present at the meeting requests a vote, the decision shall be deemed to have been taken by consensus.
6.5.9. Minutes shall be taken of the meeting of the committee. The minutes shall indicate:
6.5.9.1. the time of the beginning and end of the meeting,
6.5.9.2. the place of the meeting;
6.5.9.3. the names of the participants in the meeting;
6.5.9.4. the names of those absent from the meeting;
6.5.9.5. the agenda of the meeting and the decisions taken;
6.5.9.6.Voting results.

6.5.10. At the request of the speaker, his or her views shall be recorded in the minutes.

6.5.11. The minutes shall be available at the Student Parliament no later than five working days after the committee meeting.

6.5.12. The minutes shall be signed by the secretary and the chairman of the meeting. The signed minutes are placed in the archives of committee documents. The chairman of the committee shall be responsible for organising the minutes.

6.5.13. The position of the committee shall be published at a meeting of the Student Parliament.

7. Election of the Student Body Board

7.1. General provisions for the election of the Student Body Board
7.1.1. Any member of the student body who meets the conditions set out in the articles of association and has duly set himself or herself up may apply for membership of the board.
7.1.2. The election of the members of the Student Body Board shall be conducted by a three- to five-member selection committee set up for that purpose. The composition of the selection committee is approved by the Student Parliament
7.1.3. If the required number of candidacy applications has not been submitted to the selection committee, the list of candidates shall be opened in the Student Parliament meeting next to the agenda item for the election of the members of the Student Body Board.
7.1.4. The members of the Student Body  Board shall be elected in accordance with the decision of the Student Parliament no later than three months before the expiry of the term of the respective board member. If the election of a board member with terminating powers fails, the Student Parliament shall decide on the extension of the mandate of the terminating board member or the appointment of a replacement for him or her.
7.1.5. The term of office of a member of the Student Body Board is two years. By decision of the Student Parliament, the term of office of each board member is determined.
7.1.6. By its decision, the Student Parliament shall establish, no later than one month before the regular board elections, the application form and the list of documents required to apply for membership of the board.
7.1.7.  A student applying for board membership may not preside over a meeting of the Student Parliament to decide on his or her election as a board member. In this case, the Student Parliament elects a new meeting chair.

7.2. Election of the Student Body Board
7.2.1. The election of a member of the Student Body Board shall be subject to the provisions of clauses 9.1 to 9.7.14 of these Rules of Procedure, subject to the exceptions set out in the chapter on the election of the Student Body Board.
7.2.3. Regular elections for board members are held annually in accordance with the decision of the Student Parliament.

7.2.4. The materials of the candidates for the position of a member of the Student Union Board shall be made public no later than seven working days before the elections are held.
7.2.5. The members of the Student Body Board are elected to the positions of Chairman of the Student Body, Board Member in the Field of Student Life, Board Member in the Field of Education.
7.2.6. A member of the Student Parliament can elect only one candidate for each board member’s position.

7.3. Extraordinary election of a Student Body Board member
7.3.1. The extraordinary election of a member of the board is announced by the Student Body Board.

7.3.2. In order to conduct extraordinary elections, the election committee is formed at the meeting of recalling a member of the Student Body Board. In the event of the resignation of a member of the Student Union Board, the selection committee shall be constituted at the first regular meeting after the resignation or at the extraordinary Student Parliament meeting.

7.3.3. The selection committee shall organise the election of a new member of the Student Body Board in accordance with the provisions of these Rules of Procedure.

8. Election of representatives of the student body to the decision-making bodies

9.1. For the purposes of these Rules of Procedure, a representative of the Student Body is a person who, elected by the Student Parliament, represents the Student Body in the decision-making body of the University or other organisation.

9.2. Representatives of the Student Body are elected for up to two academic years in accordance with the relevant decision of the Student Parliament. All students at Tallinn University of Technology can stand as candidates in the elections.

9.3. Announcement of elections
9.3.1. Elections are announced by decision of the Student Body Board.
9.3.2. Notice of the elections shall be given at least ten working days before the deadline for the nomination of candidates.

9.4. How to apply
9.4.1. In order to be nominated, the student must submit a written application.
9.4.2. The application must contain the following information:
9.4.2.1. first and last name of the candidate, student code, name of the faculty;
9.4.2.2. the level of higher education at which the candidate is studying;
9.4.2.3. contact details of the candidate (address, telephone number, e-mail address).

9.4.3.  The board has the right to impose requirements for the submission of additional documents up to two working days before the announcement of the elections.

9.5. Registration of applications
9.5.1. In the event of deficiencies in the registration of applications, it is possible to supplement the application materials and bring them into compliance with the requirements until the deadline for submitting the application materials.
9.5.2. A student who has submitted application materials may request a letter of confirmation of receipt of documents. The letter of confirmation shall indicate the time of receipt of the documents and the name of the recipient. The person who received the documents shall sign the letter of confirmation.
9.5.3. The board has the right to declare the application to be correct. The person concerned may lodge a complaint against the board’s decision in this regard no later than at the meeting of the Student Parliament, where representatives of the student body are elected to the body for which the applicant wished to apply.
9.5.4. The complaint shall be decided by the Student Parliament by secret ballot.
9.5.5. If the required number of applications to be a representative of the student body has not been submitted to the Chairman of the Student Body, the list of candidates will be opened next to the relevant election agenda item.

9.6. Presentation of candidates
9.6.1. The names of the candidates will be published no later than 5 working days before the start of the elections on the website of the Student Parliament.
9.6.2. At the beginning of the agenda item for the election of a representative of the student body, the duties and expected knowledge and skills of the representative to be elected are presented. Candidates shall be given the floor in the order in which the application is submitted. .
9.6.2. The candidate has the right to present himself/herself at the election agenda item at a meeting of the Student Parliament. The length of the self-promotion and the number of questions to be asked shall be decided by the chairman of the meeting.

9.7. The procedure for the election of representatives of the student body
9.7.1. The election shall take place at a meeting of the Student Parliament by secret ballot. Voting by secret ballot shall be carried out by ballot papers.
9.7.2.To organize a secret ballot, an electronic ballot is sent to each member of the body physically or electronically participating in the meeting.
9.7.3. The names of all candidates shall be entered on one ballot paper in alphabetical order.
9.7.4. A member of the Student Parliament shall indicate on the ballot paper which candidates he or she prefers. The number of preferred candidates may not exceed the number of seats standardised in the executive or supervisory body or in the representative or decision- making body.
9.7.5. The results of the vote shall be announced by the chairman of the meeting.
9.7.6. The minutes of the voting results shall be approved by the Student Parliament in a public vote.
9.7.7.  A candidate who is supported by a simple majority of the meeting shall be deemed to have been elected.
9.7.8. If there are two or more candidates and one candidate is not supported by a simple majority, a repeat vote shall be held between the two candidates with the most votes.
9.7.9. If a candidate fails to obtain a simple majority in a repeat vote, a re-election shall be held at the next regular or extraordinary meeting to fill the seat.
9.7.10. If a candidate fails to obtain a simple majority in a re-election (including a repeat vote), a second re-election shall be held within 10 working days at the latest. In a second re- election, a candidate who is supported by a simple majority shall be elected.

9.8. Contesting election results
9.8.1. After the election results have been made public, the person concerned has the right to challenge the result of the election within three working days by contacting the board with a complaint.
9.8.2. The Student Body Board is obliged to resolve the complaint within five working days after receiving it.
9.8.3. The complaint will be upheld if the facts set out therein are confirmed and had a significant impact on the outcome of the election. If the objection is upheld, the election announcer announces a re-election.
9.8.4. If the complaint is rejected, the elected person(s) shall be deemed to be the member(s) of the respective representative or decision-making body.
9.8.5. If a representative of the student body has lost his or her authority in accordance with the bylaws, the board shall hold the election of a new student body representative at the next regular Student Parliament meeting.

9. Removal or termination of the mandate of members of the body of the Student Body and representatives of the Student Body

10.1. General provisions for the recall of the selected person
10.1.1. In order to recall persons elected by the Student Parliament, at least 1/3 of the members of the Student Parliament must submit a written and reasoned application to the Chairman of the Student Body. If the board or one of its members is to be removed, the application is submitted to the Audit Committee.
10.1.2. The body receiving the application shall arrange for the Student Parliament to be informed of the proposal to recall no later than the next working day after the submission of the application.
10.1.3. Changes in the composition of the Student Parliament shall be approved by the Rector.

10.2. Procedure for the removal of the selected person

10.2.1. The procedure for the removal of persons and bodies elected by the Student Parliament is carried out as follows:
10.2.1.1. the chairman of the meeting shall read out a request for removal drawn up by the members of the Student Parliament;
10.2.1.2. the floor shall be given to the representative of the members of the Student Parliament who initiated the application for recall;
10.2.1.3. the speech of the recallee(s);
10.2.1.4. a round of asking and answering questions;
10.2.1.5. speeches;
10.2.1.6.  closing statement by the recaller(s);
10.2.1.7. voting.

10.2.2. The chairman of the meeting and the representative of the members who initiated the recall shall have time to present the text of the request for removal, and the member of the body to be removed shall have the right to present his or her views within a time limit set by the chairman of the meeting.

10.2.3.

10.3. Appointment of a replacement for a recalled or resigned Student Body Board member

10.3.1. The Student Parliament shall, at the latest at the meeting of the removal of a member of the Board, appoint a replacement for him or her. A proposal for a replacement shall be made by the
Student Body Board. The alternate may be either a member of the board with valid powers or a member of the Student Parliament.
10.3.2. The mandate of the alternate shall last until the election of a new member of the Student Body Board.

10.4. Termination of the term of office of a member of the body of the Student Body.
10.4.1. A member of the body of the Student Body who wishes to resign from his position of his own volition shall submit a signed written application to the Student Body Board.
10.4.2. The term of office of a member of the body of the Student Body ends at the moment of approval of the application.
10.4.3. The Student Body Board shall approve the application submitted by a member of the body of the Student Body within three working days at the latest.

10.5. Termination of the mandate of a member of the Student Parliament or a representative of the Student Body in other cases
10.5.1. In the case referred to in clause 3.8 or 5.9.2 of the Statutes, the authorisation of a member or representative shall terminate from the day following the last absence or ex- matriculation. In the event that the representative is simultaneously a member of the board of the student body, his authority does not end with ex-matriculation.
10.5.2. The member or representative shall be obliged to notify the Student Body Board of his/her ex-matriculation in writing or electronically within three working days at the latest.

10. Reporting by representatives elected by the Student Body Board, the Audit Committee and the Student Parliament

11.1. Representatives of the Student Body and the bodies of the Student Body elected by the Student Parliament shall be accountable to the Student Parliament.

11.2. Student Body Board Accountability
11.2.1. The Board reports of its activities at every other regular meeting of the Student Parliament, presenting a written summary of the activities carried out in the corresponding period according to the action plan.
11.2.2. The report shall reflect the actions taken by the members of the Student Body Board to achieve these objectives for the reporting period.
11.2.3. The reporting period begins on the day of the end of the previous reporting period or from the moment of taking office.
11.2.4. On the basis of the action plan, the member of the Student Body Board shall submit the half-yearly occupancy report at the regular meeting in January and the annual occupancy report at the regular meeting in June. The board’s activity report must be available at the Student Parliament location.

11.3. Accountability of the Student Body Representative
11.3.1. At least 1/3 of the members of the Student Parliament jointly have the right to invite a representative of the student body to report on their activities to the meeting of the Student Parliament. The corresponding application is submitted to the Chairman of the Student Body, who arranges for the elected representative to be notified and to appear at the meeting.
11.3.2. A representative who is invited to report has the right to give an overview of his activities. Thereafter, each member of the Student Parliament has the right to ask questions.

11.4. Accountability of the audit committee
11.4.1. During the academic year, the audit committee prepares an interim report, which is presented at the regular meeting of the Student Parliament in December, and a final report, which is presented at the regular meeting of the Student Parliament in June.
11.4.2. By decision of the Student Parliament, the preparation of an additional report is decided, if necessary.

11. Election, functions and rules of procedure of the audit committee

12.1. The provisions of clauses 8.1 to 8.7.9 of these Rules of Procedure shall apply to the election of the members of the audit committee.

12.2. The audit committee shall examine:
12.2.1. The compliance of the activities of the Student Union, staff and board with the statutes, development plan, decisions of the Student Union and other documents regulating the work of the Student Union;
12.2.2. activity reports submitted by board members at regular meetings of the Student Parliament;
12.2.3. Financial reports presented by the Executive Manager of the Student Union at the Student Parliament meetings;
12.2.4. Student Parliament work plans and action plans and submits an assessment of them to the Student Parliament before approving work plans and action plans;
12.2.5. at the end of each semester, checks the implementation of the board’s action plans and submits and assessment of them to the Student Parliament after the submitting the board members’ action plan reports;
12.2.6. the correctness of the accounting of the Student;
12.2.7. the purposefulness and legality of the use of the assets and funds of the Student;
12.2.8. the legality of the acts and documentation of the Student Council;
12.2.9. archiving the acts and documentation of the Student …;
12.2.10. complaints about the activities of members of the Student Council;
12.2.11. calls for proposals from the Student Council;
12.2.12. the work of the Annual Grants Committee of the Student Council and the distribution of annual grants;
12.2.13. the legitimate activities of student bodies;
12.2.14. all other transactions and operations for which competence to control is not the responsibility of any other body under any other legal act.

12.3. The audit committee keeps records of:
12.3.1. the participation of members of the Student Council in the meetings of the Student Council;
12.3.2. on the participation of representatives of the student body in representative and decision- making bodies.

12.4. Rights of the Audit Committee
12.4.1. The audit committee has the right to initiate a discussion on the removal of representatives of the student body from the representative and decision-making bodies.
12.4.2. The audit committee has the right to request explanations and documents from all persons in the positions to be reviewed.

12.5. Basics of the organisation of the work of the audit committee
12.5.1. The audit committee shall be chaired by a chairman elected from among its members. In the absence of the Chairman of the Audit Committee, the work of the Audit Committee shall be chaired by a substitute appointed by the Chairman of the Audit Committee accordingly.
12.5.2. The chairman of the audit committee is elected at the first meeting of the audit committee.
12.5.3. When adopting a decision, a member of the audit committee who disagrees may submit his or her written dissenting opinion to the discussion of the decision or other matter or request that the dissenting opinion be recorded in the minutes.
12.5.4. A member of the audit committee is obliged to keep the work and business secrets of the student body and not to disclose the data that has become known to him or her to third parties. The obligation of confidentiality shall be open-ended.
12.5.5. In order to better organize its work, the audit committee may cooperate with the Internal Audit Department of Tallinn University of Technology.

12. Implementing provisions

13.1. These Rules of Procedure shall enter into force on the day following their adoption.

13.2. Upon the entry into force of these Rules of Procedure, the rules of procedure adopted on 6 July 2023 by the decision of the Student Parliament No. 14 will become invalid.

EXTRA

The procedure for secret voting with paper ballots

1.1  To conduct a secret ballot, the body of the Student Body shall elect a vote-counting committee of at least three members. The members of a committee must appoint its chairman from among their number.

1.2 The vote-counting committee shall issue ballot papers against signature. A member of the body shall mark his or her choice on the ballot paper in such a way that his or her will on the matter put to the vote is unambiguous. Ballot papers are collected in the ballot box.

1.3 The ballot is invalid if the voter’s stated preference is not legible or unambiguous.

1.4 In the event of a dispute, the ballot will be decided by a vote of the vote-counting committee.

1.5  The members of the vote-counting committee shall count the votes, fill in the minutes and sign them. The chairman of the vote-counting committee shall immediately communicate the results of the counting of votes to the members of the body.

1.6 The minutes of the secret ballot shall be confirmed by public vote.

1.7  The chairman of the meeting shall, after the results of the vote have been known, announce the decision taken. The results of the vote shall be recorded in the minutes. At the request of a member of the body of the student body, his or her dissenting opinion is attached to the minutes of the meeting.

1.8 Each member of the body of the student body has the right to request a repeat vote if the voting procedure has been significantly violated. The right to request a repeat vote shall end at the end of the meeting.

1.9 The minutes of the secret ballot and the ballot papers shall be safely destroyed after two months. The signature sheet for the receipt of ballot papers is scanned and archived together with the minutes of the meeting.