1. Financial Management Regulations of the Student Association
1 § The financial management of the student association shall comply, in addition to the Accounting Act and Decree, the Auditing Act, the rules of the student association, other laws and regulations concerning associations, as well as decisions of the board and membership, with the provisions of these regulations.
2 § The board of the student association is responsible for the assets and financial management of the student association.
3 § The activities of the student association are financed through membership fees, operational income, as well as donations and grants received.
4 § The board must justify payments deviating from the budget at a meeting of the association.
5 § Invoices and other obligations of the association may be approved and confirmed by the chairperson, vice-chairperson, or the person responsible for financial management. However, they may not approve their own invoices; in such cases, approval is given by another board member with signing authority. The approver must ensure that the payment is related to the association’s activities, complies with agreements, and is justified both substantively and financially. Approval must be confirmed with a signature.
6 § The primary users of the association’s bank account are the chairperson and the treasurer. In addition, the board may decide to grant a third board member access to the account if it is necessary for the smooth operation of the board.
7 § The financial transactions of the student association are handled by persons appointed by the board for this task, primarily those board members with account access rights. All expense receipts must include an explanation and confirmation by the payer.
8 § A board member or an ordinary member of the student association may propose a scholarship to an active member of the student association. The scholarship is granted by the board if it considers that the nominated member has been sufficiently active in contributing to the benefit of the student association. The nominated person may not participate in the decision-making concerning themselves. The board decides on the amount of the scholarship. The scholarship is awarded upon graduation from Metropolia University of Applied Sciences by the chairperson of the board, or if unavailable, primarily by the vice-chairperson or secondarily by another board member. A member’s activity may be considered particularly active when they have used a significant amount of their own free time and/or personal funds in managing the affairs of the student association.
9 § The financial statements are approved by the current board.
10 § A register of equipment and other movable property shall be maintained, clearly indicating the names and characteristics of items, quantities, acquisition costs, and storage locations. Changes shall be recorded without delay. The board decides on depreciation of fixed assets.
2. Rules of Procedure of the Board of the Student Association
1 § In addition to what is stipulated in the association’s rules regarding the board, the board shall follow these rules of procedure and general meeting practice in its operations.
2 § Board members, the chairperson, and the vice-chairperson are elected at the autumn meeting. The board defines the areas of responsibility of its members at its organizational meeting.
3 § At the beginning of its term, the board decides how meeting notices are delivered to board members.
4 § Agendas must be delivered to board members in the manner agreed at the beginning of the term and/or must be available at the student association office no later than two (2) days before the meeting.
5 § A board member who is unable to attend a meeting is obliged to notify the chairperson or vice-chairperson no later than one day before the meeting. If a board member is absent without notification and without a valid reason, it is recommended that they provide refreshments for the other board members at the next suitable opportunity.
6 § Board members shall comply with the principles of disqualification under the Administrative Procedure Act.
7 § A decision of the board shall be the position supported by the majority of board members present at the meeting. In the event of a tie, the decision shall be the position supported by the chairperson of the meeting.
8 § If an issue is presented for the first time, its consideration shall be postponed to the next meeting if at least one third (1/3) of the board members present so require. When the matter is considered for the second time, a decision shall be made. If a postponed matter is brought back for consideration in a substantially modified form, it shall be treated as if it were being considered for the first time on the agenda.
9 § The board meeting shall address the matters included on the agenda by the chairperson, or if they are unable to attend, by the vice-chairperson, as well as any matters raised at the meeting that the board decides to consider. Board members should, where possible, inform the chairperson in advance of any matters to be included on the agenda.
10 § If necessary, the financial situation of the student association shall be presented at meetings. The presentation is made by board members primarily responsible for financial transactions.