⚠️ This is an unofficial translation of the official Finnish rules. The translation may contain inaccuracies.
1 § Name and Domicile
The name of the association is Luuppi ry. In these rules, it is referred to as "the association." The association’s domicile is Tampere, and its official language is Finnish.
2 § Purpose and Activities
The purpose of the association is to act as the advocacy organization for students of mathematics, statistical data analysis, computer science, and related international degree programs at Tampere University. It aims to promote and support the study of these fields at Tampere University and to enhance general employment opportunities in the aforementioned areas.
To fulfill its purpose, the association organizes meetings, lectures, discussions, and excursions, facilitates peer support for studies, nominates student members to university administrative bodies, and seeks to maintain good relations with the staff of the Faculty of Information Technology and Communication Sciences at Tampere University. Additionally, the association may engage in research, information dissemination, publishing, and recreational activities.
To support its activities, the association may accept grants, donations, and bequests; acquire and manage movable and immovable property necessary for its activities; distribute and sell materials related to studies and hobbies, such as study tools, textbooks, and overalls patches; organize entertainment events, fundraisers, and lotteries with appropriate permits; and conduct economic activities in accordance with Section 5 of the Associations Act, provided such activities do not generate financial benefit or profit for participating members.
3 § Membership
Any student of Tampere University’s Faculty of Information Technology and Communication Sciences with a valid right to study in one of the following master's degree programs (FM) may join as a full member
- Mathematics and Statistical Data Analysis Degree Program
- Computer Science Degree Program
- International degree programs in the aforementioned fields
The association's board may accept as a supporting member any private individual who demonstrates a particular interest in the activities of the association, mathematics, statistical data analysis, or computer science, as well as any legal entity or foundation wishing to support the association's objectives. Supporting members do not have voting rights in the association’s meetings and cannot be elected to the board or other positions of trust.
The association may appoint as an honorary member a person who has significantly contributed to the association's activities. A proposal to appoint an honorary member can be made by a full member of the association. Approval of the proposal requires a unanimous decision by the board. Honorary members have voting rights in the association's meetings.
4 § Member Obligations
Full members of the association must pay a membership fee, either as a one-time payment (lifetime membership fee) or as an annual fee (annual membership fee). Supporting members must pay an annual membership fee. Honorary members are not required to pay membership fees.
Full members and supporting members must annually submit their address information between September 1 and November 30.
5 § Decision-Making Authority
The decision-making authority of the association resides in the association’s meeting, and the executive authority resides in the board of the association.
6 § Association Meetings
The association holds an annual meeting, a financial meeting, and extraordinary meetings. The annual meeting takes place between November 1 and December 14, and the financial meeting between January 11 and April 30. Association meetings are convened by the board of the association.
7 § Annual Meeting and Financial Meeting
At the annual meeting, the following are elected for the next term of office: the chairperson, vice-chairperson, secretary, treasurer, and other members of the board. The annual meeting approves the budget and action plan for the next term. Additionally, two auditors and their personal deputies are elected for the association's financial and operational term, and the annual and lifetime membership fees are determined.
At the financial meeting, the following matters are addressed: the activity report for the previous term, the financial statements, and the auditors' report. The financial statements are approved, and the granting of discharge from liability to those accountable is decided.
8 § Financial and Operational Term and Auditing
The association’s financial and operational term runs from January 1 to December 31.
The administration and finances of the association are supervised by two (2) auditors. The auditors’ term coincides with the association’s financial and operational term. Documents related to the administration and bookkeeping of the association must be submitted to the auditors for review no later than thirty (30) days before the financial meeting or upon request by the auditors. The auditors must submit the audit report and related documents to the board no later than seven (7) days before the financial meeting.
9 § Extraordinary Meetings
The association convenes for an extraordinary meeting when deemed necessary by the board or upon the written request of one-tenth (1/10) or at least thirty (30) voting members of the association, specifying the purpose of the meeting. In such a case, the meeting must be convened within fourteen (14) days of the board receiving the request.
10 § Convening Association Meetings
Notice of an association meeting must be published at least fourteen (14) days prior to the meeting via email to the address provided by the member or on the association’s website homepage.
If the meeting agenda includes matters such as the dissolution of the association, a motion of no confidence against the board or its member, amendments to the bylaws, changes to the composition of the board, dismissal of a board member, transfer or mortgaging of property, or other significant asset transfers, these must be specified in the agenda included with the meeting notice.
However, association meetings cannot be convened or held between June 1 and August 25 or December 15 and January 10.
11 § Decision-Making Procedure
Each regular member and honorary member of the association has voting rights at association meetings. Each eligible voter has one vote. Voting by proxy is not permitted.
A decision is adopted if it receives a simple majority of the votes cast, except in cases involving the dissolution of the association or amendments to the bylaws, which require a three-fourths (3/4) majority of the votes cast, or the dismissal of the board or a board member, which requires a two-thirds (2/3) majority of the votes cast. In the event of a tie in a non-personal election, the chairperson’s vote decides. In the event of a tie in a personal election, the outcome is determined by a lot as specified by the meeting.
When counting votes cast, eligible voters who are absent, abstain from voting, or submit blank or invalid ballots are not included in the vote count.
12 § Minutes
Minutes must be kept of all association meetings and board meetings. The minutes are signed by the chairperson and the secretary of the meeting. The minutes of an association meeting are verified by the meeting’s appointed minutes reviewers, and the minutes of a board meeting are verified by the board itself.
13 § Composition and Election of the Board
The association’s board consists of a chairperson, vice-chairperson, secretary, treasurer, and three to eight (3–8) other members, all of whom are elected by personal vote. Board members must be regular members of the association. The annual meeting elects board members in the following order:
- Chairperson
- Treasurer
- Vice-chairperson
- Secretary
- Other board members
In the election, each eligible voter may vote for as many candidates as there are board positions to be filled.
A board member may resign during their term by notifying the board in writing or by announcing their resignation at an association meeting. The resignation becomes effective immediately upon notification. A replacement for a resigned board member may be elected at an association meeting for the remainder of the term, provided the matter is mentioned in the meeting notice.
14 § Duties of the Board
The board is responsible for leading the activities of the association and managing its finances and property. The board prepares matters to be addressed at association meetings and implements the decisions made at those meetings. The board is tasked with drafting proposals for the activity report, financial statements, action plan, and budget. The board is accountable for its actions to the association's meetings.
15 § Board Meetings
Board meetings are convened by the chairperson or, in their absence, by the vice-chairperson. A board meeting has a quorum if at least half of the board members, including the chairperson or, in their absence, the vice-chairperson, are present. If a vote in a board meeting results in a tie, the chairperson's vote decides, except in personal elections, where a tie is resolved by a lot as determined by the board.
16 § Committees and Personnel
The board may appoint committees for tasks it deems necessary and may hire or designate personnel for the association as needed.
17 § Resignation of a Member
A member may resign from the association by notifying the board or its chairperson in writing or by declaring their resignation for inclusion in the minutes of an association meeting. Upon resignation, the member must pay any fees owed to the association as stipulated in these bylaws and return any property belonging to the association.
18 § Expulsion of a Member
The board may expel a member who has caused harm to the association, failed to fulfill their obligation to provide address information, or neglected to pay their membership fee. A member is deemed to have resigned if they fail to pay their membership fee for one year. Before making a decision, the member in question must be given an opportunity to provide an explanation, except when the reason for expulsion is non-payment of the membership fee.
An expelled member may appeal the decision to the association’s general meeting by submitting a written appeal to the board within thirty (30) days of being notified of the board’s decision. The decision of the general meeting is final. An expelled member must return any property belonging to the association.
19 § Disciplinary Measures
Disciplinary measures may be imposed on a member if their conduct within or outside the association has significantly harmed the association, if they seriously or repeatedly violate the principles of safer spaces adopted by the association in its activities, or if they breach the current rules or regulations issued under the association’s rules.
The authority to impose disciplinary measures lies with the association's board. Disciplinary measures may include warnings, temporary denial of member services, banning the member from association premises and events, or expulsion.
20 § Signing for the Association
The association’s name is signed by the chairperson, vice-chairperson, and three other individuals selected from among the board members, always two together. One of the signatories must be either the chairperson or the vice-chairperson.
21 § Rules of Procedure
The association has a tradition rulebook that governs its traditions.
The association has a disciplinary rulebook that defines how the board may implement disciplinary measures through its decisions.
The association has an equality plan and principles for safer spaces to promote equality in the association’s activities.
Amendments to these documents are decided by the association’s general meeting with a simple majority.
22 § Dissolution of the Association
In the event of the association's dissolution, its assets shall be donated to the Faculty of Information Technology and Communication Sciences at Tampere University for the purchase of software and hardware intended for its students.
23 § Other Provisions
Acquired membership rights are retained.
In other respects, the provisions of the current Finnish Associations Act shall apply.