Rules - Approximate Translation

For the exact official wording, see the rules as written in Finnish here: LINK

1§ Name, Registered Office and Language

The name of the association is Automaatio-opiskelijoiden kilta ry, and its registered office is in Vantaa. The official language of the association is Finnish.

 

2§ Purpose and Activities

The purpose of the association is to promote the professional competence, sense of community and well-being of students studying electrical and automation engineering at Metropolia University of Applied Sciences, and to uphold the traditions of its field of study.
To fulfil its purpose, the association may organise, for example, industrial visits, discussion events, networking events and cooperation with companies in the field.
To support its activities, the association may collect membership fees, accept donations and bequests, own movable and immovable property necessary for its activities, organise events, and carry out or arrange voluntary work within the limits permitted by law.

 

3§ Members

The association may have regular members, supporting members and honorary members. Regular and supporting members are accepted by the Board on the grounds specified in the Administrative Regulations.
Honorary members are accepted by a meeting of the association upon the proposal of the Board, on the grounds specified in the Insignia Regulations.

 

4§ Resignation and Expulsion of a Member

A member may resign by notifying the Board in writing or by having their resignation recorded in the minutes of a meeting.
The Board may expel a member if the member no longer meets the conditions of membership or causes harm to the association.

 

5§ Membership Fees

The Autumn Meeting determines the membership fees for regular and supporting members for one academic year at a time. Honorary members are not charged a membership fee.

 

6§ Board

The Board manages the affairs of the association and consists of a Chair and 3–11 ordinary members, as well as 0–3 deputy members, elected at the Autumn Meeting. At the beginning of their term, a Board member must be a regular member of the association. The term of office of the Board is one calendar year.
The Board elects 1–2 Vice-Chairs from among its members and appoints a Treasurer and any other necessary officers from among its members or from outside the Board.
The Board has a quorum when the Chair or a Vice-Chair and at least half of the ordinary members are present. Deputy members may substitute for absent ordinary members according to the order of precedence specified in the Administrative Regulations. Decisions are made by a simple majority. In the event of a tie, the Chair has the casting vote; in elections, the result is decided by drawing lots.

 

7§ Signing on Behalf of the Association

The name of the association shall be signed by the Chair of the Board and other persons authorised by the Board, always by two persons jointly.

 

8§ Financial Year and Operations Inspection

The financial year is the calendar year. The financial statements and annual report shall be submitted to the operations inspectors no later than six weeks before the Spring Meeting. The operations inspectors shall issue their report no later than two weeks before the meeting.
The financial statements are approved and the discharge from liability for the preceding term is decided at the Spring Meeting of the association. If necessary, these decisions may be postponed at the Spring Meeting for consideration at the next meeting of the association, provided that they are considered no later than at the Autumn Meeting.
At the Autumn Meeting of the association, or at an Extraordinary Meeting if necessary, one or two operations inspectors and their deputy operations inspectors are elected for the following term.

 

9§ Meetings of the Association

The Spring Meeting of the association is held annually at a time determined by the Board between February and May. The Autumn Meeting is held annually at a time determined by the Board between September and December. Remote participation in a meeting may be permitted if so decided by the Board or by a meeting of the association.
In addition to the matters specified in Section 23 of the Finnish Associations Act and the statutory and general meeting procedures of the association, the matters to be considered at meetings of the association are specified in greater detail in the Administrative Regulations.
The notice of a meeting shall be published on the association’s website at least seven days before the meeting.

 

10§ Decision-Making at Meetings

Each regular member has one vote. Honorary members and supporting members have the right to attend and speak at meetings.
Decisions are made by a simple majority unless otherwise specified in the regulations. In the event of a tie, the Chair of the meeting has the casting vote; in elections, the result is decided by drawing lots.

 

11§ Amendment of the Rules and Dissolution of the Association

Amending the rules or dissolving the association requires a three-quarters (3/4) majority at two consecutive meetings of the association. The matter must be specifically mentioned in the notice of each meeting.
If the association is dissolved, its assets shall be used to further its purpose in the manner determined by the final meeting. If the association is ordered to be dissolved, its assets shall be used for the same purpose.

Administrative Regulations - Approximate Translation

1§ Conditions of Membership

1.1 A student of Metropolia University of Applied Sciences may be accepted as a regular member if they are enrolled in:
– the Degree Programme in Electrical and Automation Engineering, – the Degree Programme in Electronics, – the Degree Programme in Smart Automation,
– the Degree Programme in Robotics Engineering.
1.2 A regular member must commit to the rules and purpose of the association.
1.3 A private individual, legal entity or organisation that supports the activities of the association may be accepted as a supporting member.
 

2§ Membership Fees

2.1 The amount of the membership fees is determined by the Autumn Meeting upon the proposal of the Board.
2.2 The Board determines how the membership fees are collected (e.g. through an online service or in cash at events).
2.3 The Board decides at its discretion whether a membership fee is refunded.
 

3§ Activities of the Board

3.1 The Board may organise itself into different teams or areas of responsibility as necessary (e.g. events, communications or corporate relations).
3.2 Members and deputy members of the Board are required to attend at least every second meeting of the Board. Absences must be reported to the Chair or a Vice-Chair in advance.
3.3 Deputy members may substitute for absent ordinary members to establish a quorum at a meeting. The order of precedence of the deputy members is determined by their assigned roles. The first deputy member substitutes first, followed by the second deputy member, and so forth.
3.4 If a member is unable to participate for an extended period, they may explain their absence internally to the Board and request a leave of absence.
3.5 The Board may use internal guidelines that do not form part of these Administrative Regulations.
 

4§ Procedures for Electing the Board

4.1 If there is more than one candidate for Chair, the election is conducted by a simple majority vote.
4.2 If no candidate receives more than half of the votes in the first round of the election for Chair, a second election is held between the two candidates who received the most votes. Any subsequent tie is decided by drawing lots.
4.3 If there are more candidates than available positions for ordinary members of the Board, the election is conducted using the proportional voting method specified in Section 29, subsection 3 of the Finnish Associations Act.
4.4 In the event of a tie, the result is decided by drawing lots.
4.5 If there are more candidates than available positions for deputy members of the Board, the election is conducted using the proportional voting method specified in Section 29, subsection 3 of the Finnish Associations Act. Based on the election results, the elected deputy members are assigned the roles of first deputy member, second deputy member and third deputy member, according to the number of deputy members decided upon. In the event of a tie, the role is decided by drawing lots.
4.6 If the number of candidates for deputy membership of the Board is equal to or lower than the number of available positions, the Board decides the allocation of the roles referred to in section 4.5 at its organisational meeting.
4.7 If the number of deputy members is lower than the number decided for the term at the Autumn Meeting, the Board may, if necessary, propose the election of additional deputy members at a meeting of the association.
 

5§ Communications and Meeting Procedures

5.1 The association’s official communication channel is its website. The association may also use other communication channels, such as Instagram or Discord.
5.2 Notices of meetings are published through this channel and include the date, time and location of the meeting, as well as the agenda and appendices.
 

6§ Spring and Autumn Meetings

Matters to be considered at meetings of the association, in addition to those specified in Section 23 of the Finnish Associations Act and the general meeting procedures.

Insignia Regulations - Approximate Translation

1§ Purpose of the Honours

The association may express its gratitude and appreciation to its members and stakeholders by granting various honours. The purpose of these honours is to recognise individuals who have made a significant contribution to the association’s activities, objectives and sense of community.
The following honours are used: – Honorary membership – Gold Medal of Merit – Silver Medal of Merit – The right to wear the guild ribbon – Guild pins
 

2§ Honorary Membership

Honorary membership may be granted to a person who has made an especially significant and/or long-term contribution to the association, its members or its objectives.
Examples of grounds for granting honorary membership: – exceptionally long and successful service in positions of trust within the association, – significant work to improve the association’s operating conditions, position or reputation, – supporting the association’s activities in a manner that has been essential to its development.
Honorary members have the same rights as regular members unless otherwise specified in the rules of the association. For this reason, particular care should be exercised when granting honorary membership.
 

3§ Gold Medal of Merit

The Gold Medal of Merit is the association’s highest regular distinction. It may be granted only to an exceptionally distinguished person whose contribution to the association has been long-term, wide-ranging and highly significant.
Examples of grounds for granting the Gold Medal of Merit: – former Chairs or long-serving officers whose work has made a lasting contribution to the association, – work that has decisively improved the association’s operating conditions or position, – partners or influential individuals who have significantly advanced the association’s position, opportunities or activities.
The Gold Medal of Merit is not a continuation of the Silver Medal of Merit but is always granted at the association’s discretion. Annual maximum: no more than one Gold Medal of Merit may be granted, and it does not have to be granted every year. The Ministry for Foreign Affairs’ guidelines on wearing decorations shall be followed when wearing medals of merit. A member who has been expelled from the association may be denied the right to wear a medal of merit.
 

4§ Silver Medal of Merit

The Silver Medal of Merit may be granted to a person who has participated in the association’s activities or supported its objectives in a sustained and significant manner.
Examples of grounds for granting the Silver Medal of Merit: – several years of active involvement in the association, – particularly significant voluntary work or organisation of events, – distinguished service on the Board of the association, – supporting the association through cooperation or expertise.
Annual maximum: no more than five Silver Medals of Merit may be granted. The Ministry for Foreign Affairs’ guidelines on wearing decorations shall be followed when wearing medals of merit. A member who has been expelled from the association may be denied the right to wear a medal of merit.
 

5§ Guild Ribbon Regulations

5.1 Purpose of the Guild Ribbon The guild ribbon is a symbol of the association, and wearing it demonstrates a sense of belonging to and appreciation for the association.
5.2 Colours of the Guild Ribbon From the outer edge inwards, the colours of the guild ribbon are orange, black, orange and silver.
5.3 Right to Wear the Guild Ribbon The following persons have the right to wear the guild ribbon at formal events of the association and on other appropriate occasions: – current members of the Board, – former members of the Board, – regular members of the association, – honorary members of the association. The Board may also grant a non-member the right to wear the guild ribbon in recognition of distinguished service to the association. This is a lesser honour than the Silver Medal of Merit. A member who has been expelled from the association shall lose the right to wear the guild ribbon.
5.4 Manner of Wearing the Guild Ribbon The guild ribbon is worn diagonally from the right shoulder across the chest to the left side. With a dark suit, the ribbon is worn underneath the waistcoat and over the tie. With a tailcoat or tuxedo, the ribbon is worn underneath the waistcoat. Alternatively, the guild ribbon may be folded into a rosette or worn as a short piece attached to the collar or chest of a jacket or dress on representative occasions. The guild ribbon must not touch bare skin. When representing AOK ry, its ribbon shall be worn uppermost. If several ribbons are worn, it is recommended that no more than three be worn at the same time. If required by the occasion or by the regulations of another organisation being represented, the direction or side on which the ribbon is worn may, at the wearer’s discretion, differ from the methods described above. The total width of the rosette should be approximately 8 cm. The rosette consists of three folds, with each upper fold approximately 1 cm shorter than the fold beneath it. After folding, the ribbon is turned downwards at a 90-degree angle and wrapped around the folds. The end remaining at the back should be carefully heat-sealed or sewn in place to prevent fraying. A stapler, needle and thread are useful tools when making the rosette. A safety pin may be sewn onto the back of the rosette to attach it to a suit.
 

6§ Granting Procedure

Honorary membership is granted at a meeting of the association upon the proposal of the Board. A written and reasoned proposal for granting honorary membership may be submitted to the Board. The Silver and Gold Medals of Merit are granted at a meeting of the association upon the proposal of the Board. A written and reasoned proposal for granting a medal of merit may be submitted to the Board. The right to wear the guild ribbon may be granted by a decision of the Board. A written and reasoned proposal for granting an honour may be submitted to the Board.
 

7§ Presentation Procedure

Medals of merit, honorary memberships and certificates of honour should, whenever possible, be presented at a ceremonial event of the association or on another formal occasion. Honorary members are presented with a gold pin and a certificate of honour. A recipient of a medal of merit is presented with the medal and a certificate of honour. A person granted the right to wear the guild ribbon is presented with a guild ribbon and a certificate of honour.
 

8§ Pin Regulations

The pin depicts the guild’s official logo and is coloured copper, silver or gold. The pin has a diameter of 25 mm. It shall be attached to the centre of the guild ribbon or rosette. It may also be attached to the left breast or lapel of a suit. – Every current and former regular member of the guild has the right to wear the copper pin. – Current and former members of the AOK Board have the right to wear the silver pin. – Honorary members of the guild have the right to wear the gold pin. – A member who has been expelled from the association shall lose the right to wear a guild pin. Only one guild pin may be worn at a time, and it shall always be the most prestigious one to which the wearer is entitled.