1. The Aims

The FEJS aims to create an international understanding among students of journalism. It does so by:

• Promoting cooperation between faculties/schools of journalism on a national and international level;

• Fostering exchange projects and work experience possibilities for journalism students;

• Arranging seminars and meetings on relevant topics;

• Assuming the function of a network for journalism students and young journalists;

• Being an information centre for European journalism students.

 

2. The Status

The FEJS is an independent forum and is not linked or attached to any governmental, political, religious nor commercial organisation. It is strictly a non-profit-making organisation.

 

3. The Bodies

The FEJS consists of three levels. Level 1 (L1): the General Assembly (GA), the Supervisory Board (SB) and the Secretariat (Sec). Level 2 (L2) are the national groups, and they can choose to have Level 3 groups (L3), which are regional groups.

 

3.1. The General Assembly

The General Assembly (GA) is the legislative body of the FEJS. It consists of representatives of the following FEJS Bodies: the FEJS national groups (L2), the Supervisory Board (SB) and the Secretariat (Sec), who assemble once a year.

The GA takes place in autumn and is organised and chaired by the Supervisory Board. It is the responsibility of the SB to find an OC for the GA, which will be in charge of the logistical realisation of the GA. The SB should find the OC at the latest one month after the AC.

If needed, an extraordinary GA can be called at any time by the SB directly or after a common request of a minimum of 10 countries represented in the previous GA.

 

3.1.1. The General Assembly Participants

- at least one member from each national group should attend the GA;

- if there is no national group, the contact person will be the representative;

- FEJS members with experience are especially advised to take part in the GA.

 

The SB can choose to accept extra participants, who will also be considered a part of the country’s delegation. The SB members and the Secretariat members have the duty to participate in the GA, but are not considered as representatives from their country.

 

3.1.2. The General Assembly’s Duties and Powers:

The GA’s main duties and powers are:

· to propose, discuss and vote on proposals for changes to Rules and Regulations;

· to define the long term stratey for FEJS;

· to vote on the financial plan for the upcoming year;

· to elect an Organising Committee for the Annual Congress of the next but one year and to vote on the topic of this AC;

· to elect new Supervisory Board members (every year) and Secretariat (every two years)

 

3.1.3. The General Assembly Voting

 

Voting is valid if at least half of the national groups are represented at the GA. Each national group represented at the GA has one vote. The Secretariat has one vote. Voting is done by secret ballot. Changes to R&R must be supported by one half of voters to be valid, changes to the Statutes must be supported by 2/3 majority.

 

3.2. The Supervisory Board

The FEJS Supervisory Board consists of five members who are not from the same school, university nor country. All members of the SB have a mandate of one year. They are elected during the General Assembly and start their mandate in January the following year. SB members are allowed to rerun for another mandate.

The members of the SB have to fulfil three conditions:

• Have already attended one AC and one GA before they are candidates;

• Be third year journalism students (or higher), post-graduate journalism students, or graduated journalism students;

• Cannot have any other official position in the FEJS during their mandate.

 

The Supervisory Board (SB) is supervising the work of the FEJS. Its main duties are:

• To monitor the finances and activities of the FEJS;

• To act as a complaint board in case of disputes between the bodies within the FEJS or the FEJS and third parties. The SB can only act after receiving a formal complaint from either party. The decision of the SB concerning the dispute is final;

• To organise and chair the General Assembly (GA);

• To register the FEJS discussion and voting sessions at the General Assembly;

• To write reports about the FEJS discussions at the GA. The reports must be sent to the Secretariat at the latest one months after the GA. The reports must include Secretariat, SB and Organising Committee election results. The SB will publish these reports on the website.

Whenever a member of the SB cannot attend a meeting, the next in line at the vote will replace him/her.

 

3.3. The Secretariat

The Secretariat is the executive body of the FEJS. It is elected by the General Assembly for an official term of two years, starting its mandate in January the following year. Therefore, each new Secretariat has an experience period from the GA until January, when the official term starts. During this period, the newly elected Secretariat will work together with the ruling Secretariat.

The members of the Secretariat are students of journalism from the same school/university. A group of students from the same journalism teaching institution or country cannot run for the Secretariat for more than two consecutive terms. The chairperson of the secretariat is also the Secretary General (SG) of the FEJS. The

Secretary General chooses a substitute who is called the Vice-Secretary General (VSG). The VSG assists the SG and acts as a substitute in case the SG is temporarily unable to fulfil his/her duties.

The Sec’s main duties are:

• To provide the continuity of the FEJS and so assuring the long term policy making;

• To follow all the activities and projects organised by the FEJS;

• To work on FEJS promotion in countries not represented;

• To coordinate all the FEJS international fundraising;

• To coordinating the FEJS PR/image strategy;

• To supply the FEJS corporate identity guidelines and to monitor adoption of these guidelines by all National & Regional Groups and other FEJS Bodies.

• To provide the FEJS monthly Newsletter;

• To maintain and update the FEJS official website;

• To provide information about journalism-related issues to journalism students and young journalists;

• To maintain, update and expand the databases and all the information archives of the FEJS. To set up new databases and archives related to the field of journalism;

· To keep database of FEJS Alumni up-to-date;

• To do the participants application procedure for the Annual Congress;

• To manage the Solidarity Fund and grant money from it;

• To collect project reports, L2s’annual reports etc. and keep them in an organised file, which must be of easy access. The Sec will publish these reports on the website

• To present Solidarity Fund money transactions at the GA (under no condition should there be reference to the names or countries of the recipients);

• To be represented at the GA, AC and the Task Force Meeting(s);

• To inform the Supervisory Board about actions and taken decisions at least on a monthly basis;

• To inform the Supervisory Board on a monthly basis about the financial situation of the FEJS;

• To submit to the GA the current year activities report and budget;

• To submit to the GA the FEJS plan of activities and budget for the upcoming year.

The Secretariat can nominate working groups to delegate specific tasks and projects that are their direct responsibility.

The Secretary General is the only person who is allowed to sign contracts on behalf of the FEJS (Level 1) and who is allowed to open and manage bank accounts in the name of the FEJS (Level 1). There is an exception to the above rule:

Heads of National Groups and of Organising Committees with a mandate from the GA can open a bank account and sign contracts on behalf of the FEJS (Level 1), but can use these powers only concerning issues that are related directly to their activities and responsibilities. The SB has the right to take away these powers in case of abuse.

 

3.4. The National & Regional Groups

The FEJS National Groups (Level 2) are local FEJS structures that form the working basis of the FEJS at a national level.

National level is usually defined by national borders. There can be an exception to this rule in order to combine two or more national groups. This can be approved by the Supervisory Board, when two thirds of members of all groups involved support the combining. The second exception is splitting a national group. In this case two thirds of the possible new group need the approval of the Supervisory Board. SB decides on the grounds of the individual problem. If a long-term problem (such as cultural, social etc.) occures, SB is advised to approve the combining or splitting of the national group. If a short-term problem occurs within a national group (such as personal differences etc.), SB is advised not to approve the splitting or combining. Regional groups can be for a region, which does not have to correspond with geographical or political borders, a city or even a school. Decisions are made by the National Group.

The formation, structure and operation of the National Groups should be realised in the light of different local realities, and will reflect the spirit and aims of the FEJS and of these Rules & Regulations.

It is the aim of the FEJS to be geographically represented throughout Europe by National Groups for 100 percent.

A group of journalism students that wants to form and establish a National Group has to present and register itself with the Secretariat and be approved by the Supervisory Board. During the next upcoming General Assembly, the new National Group has to present itself and its activities. The L2 also presents its Rules & Regulations. At this point the General Assembly will, if all criteria are met, accept the new National Group as an official branch of the FEJS.

To be officially established a National Group must:

• Have its own Rules and Regulations (or a similar document) based on the FEJS R&R. Therefore, it must follow the articles 1 and 2 from these Rules and Regulations;

• Be officially recognised by the GA as an “FEJS National Group”. Without that, it is not allowed to act in the name of the FEJS; Before the General Assembly allows any L2 to be established, it must take into consideration other already established L2s in that country and/or region.

 

The L2’s main aims and duties are:

• To promote the FEJS activities at the local level, and to increase the participation of students and journalism teaching institutions in these activities;

• To realise the aims and goals of the FEJS on the local level;

• To organise FEJS events and projects, local as well as international;

• To maintain and promote communication between the Secretariat and schools/FEJS members from that country (and neighbouring countries in case there is no L2/Contact Person there);

• To assist the Secretariat in Sec duties and responsibilities for issues that concern the geographical or thematic field of action of the L2, if so asked by the Sec;

• To follow the FEJS Corporate Identity guidelines

• To write an annual report on their past activities (projects, the development of the L2, etc.) and plans for the future. The annual report should also include the full financial report (all the incomes and outcomes should be specified). The report should be presented to the SB and the Sec at the latest 15 days before the GA takes place. It is the SB’s responsibility to make the activities report and future plan public in the best effective way.

• To attend the GA and make a short presentation about its activities, plans and finances for the past and the upcoming year;

• In case a National Group does not fulfil its tasks or acts against the Rules & Regulations, the Supervisory Board has the right to intervene and take the steps deemed necessary.

 

3.4.1. Contact Person

In any country, or part of a country, where there is no L2, the Secretariat can choose to nominate a Contact Person (CP) who will represent the FEJS in that country. As opposed to National Groups, which can be formed under any regional criteria of their choosing, a CP will always represent a certain country, or those parts of a country where no National Groups are established. When an L2 is formed in this country, the position of Contact Person will automatically disappear. A National Group can candidate to fulfil the function of the CP of a certain country, if this L2 is established in only part of that country and wishes to expand it’s field of communication, but not its field of activities. In this case (an) L2(s) can still be founded in those regions where another L2 has only CP-function.

Contact Persons are nominated once a year at the GA for those countries or regions where no L2 is active, in accordance with the participants from that country present at the GA.

The Contact Person main duties are:

• To promote the FEJS activities at the local level, and to increase the participation of students and journalism teaching institutions in these activities;

• To enlarge its own activities in order to achieve the establishment of a National Group in his/her country;

• To work in cooperation with the Secretariat for any matter related to his/her country, mainly to maintain and promote communication between the Secretariat and schools/FEJS members from that country (and neighbouring countries in case there is no Contact Person there).

 

3.5. Resignation of an FEJS Body or Body Member

When an FEJS Body or Body Member resigns from its (his/her) position, it is its (his/her) obligation to keep on fulfilling its (his/her) duties until a replacement is elected by the GA, to ensure the continuity of the FEJS. The resignation should be made public at the latest one month before the GA takes place.

 

3.6. Dismissing an FEJS Body or Body Member

3.6.1. Grounds for Dismissal

The GA can dismiss an FEJS Body or Body Member if it (he/she) has harmed the good

name of the FEJS or has harmed the organisation in any other way. This can include:

- abuse of power

- unauthorized use of the FEJS name

- obscure financial transactions

- disrespecting these Rules and Regulations

- etc.

3.6.2. Motion for Dismissal

A motion for dismissal can be put forward by a common request of all 5 SB members or by a

common request of at least 5 countries. The GA has to decide on the motion as soon as

possible.

3.6.3. Procedures of dismissal

Each party involved has to be provided with an equal opportunity to present its case in front

of the GA. If the party refuses or is not able to attend the GA, it should be provided with the

means to present its case anyways (via email or any other way).

The GA will decide by a 2/3 majority, by secret ballot. The body or body member dismissed

continues to fulfil its (his/her) duties until a replacement is elected.

 

3.7 FEJS Membership

 

FEJS has the following types of members:

· Active members are those who payed the membership fee;

· Honorary members are those who were given the honorary membership;

· Affiliated members are national and regional groups;

· FEJS Alumni are those who participated in at least two international events, but are not students anymore.

 

Membership fee is the same for all members in all countries. The amount is 5 Euros and can be changed by the GA every year. 50% of the membership fee collected goes to the higher level.

 

3.8 FEJS Partnerships - Cooperations

 

Partnership or cooperation with Universities (or University Colleges) on international and national level can make the relationship better between students of these Universities. Regional level needs approval from national group to engage partnerships.

 

 

 

 

4. Activities

The aim of all FEJS Activities is to create an international understanding among students of journalism (see Article 1) and by doing so to also promote the FEJS on local and international level. The FEJS activities are organised by FEJS bodies (except the GA) or individuals. The organiser of an FEJS event is an Organising Committee (OC). The OC organises the event in cooperation with the FEJS Secretariat.

The duties and powers of the OC are:

• To organise an event in the spirit of R&R;

• To gather financial means for the realisation of the event;

• To prepare the program for the event;

• To provide food and lodging

• To report to the Secretariat and the Supervisory Board on the working progress;

• To inform the Secretariat and the Supervisory Board on their financial situation;

• To submit a Project Report to the Secretariat 2 months after the event.

The duties and powers of the Secretariat are:

• To work closely with the OC on the event (to help with advice to solve logistical and other problems, to provide the necessary information on possible international funding, propose lecturers, lobby with possible partners etc.);

• To help the OC with the applications and selection of participants.

The General Assembly (see Article 4.1.) and the Annual Congress are events of general importance for the FEJS.

 

4.1. The Annual Congress

The Annual Congress (AC) is held every year in spring, unless the GA votes for a different date. The AC is organised by the Organising Committee (OC). The members of the OC consist of journalism students of one or more European countries and of one or more Journalism Teaching Institutions. Every General Assembly elects a new OC for the Annual Congress of the 2nd upcoming year. All the candidates for the OC have to prepare and present their candidacy at the GA. The candidacy should include:

• A clear written promise from some of the future project partners, namely the Journalism Teaching Institution(s) which will host the event and/or other partners;

• An organisation and working plan for the project;

• A realistic budget;

• A clear structure of the OC, its members and its future responsibilities. If the candidate OC cannot provide the above, it has to motivate this.

Special duties of the OC of the Annual Congress are:

• To organise the AC in close cooperation with the Secretariat;

• To set a limit for the number of participants in cooperation with the Secretariat;

• To report on a monthly basis to the Secretariat and the Supervisory Board on the working progress. The OC is entitled to take decisions on its internal affairs on its own. If, however, decisions will conflict with the FEJS Secretariat’s long-term policy, the OC has to consult the Secretariat and find a solution together. If the conflict

persists, the SB has the final word. If decisions taken by the OC conflict with the Rules & Regulations the OC has to consult the Secretariat and the SB. If conflict persists, the SB has the final word;

• To inform the Secretariat and the Supervisory Board on their financial situation once a month;

• To submit a report on all the preparations done, the programme and the budget for the AC to the General Assembly held in the autumn before the AC for the GA to approve.

 

4.1.1. The AC Participants

The participants of the Annual Congress are students who study Journalism or with journalism connected course in Europe. The whole SB and, if possible, all the members of the Secretariat have the right to participate in the AC. If there are no places available for the entire Sec, at least 3 of its representatives have the right to participate at the AC. Also, a maximum of 3 participants per country of the previous GA are invited to attend the AC. A small amount of places should be reserved for guests, observers and participants with special status both for partnership, PR or institutional reasons. Older members of the FEJS and/or professional journalists are also included in this group. This group should not be larger than 10% of the whole participants’ group.

The participants application and selection procedures are a responsibility of the Secretariat (see 4.3).

In the participants’ selection process, the Secretariat will strive for a maximum diverse and balanced representation of schools, countries and National Groups. When making the final decisions, the Sec should consult heads of National Groups/CPs.

 

4.2. The Lab

The FEJS Lab is an event, oriented to professional and advanced level apprentices. The main purpose of a Lab is to provide participants with a practical experience of journalism, and to help improve participants’ technical skills. The Lab is also one of the tools to help develop the national offices. The FEJS Lab has no time restrictions. The FEJS Lab can be organised with a local, national or international perspective, addressing any journalism related issue.

 

4.3. Other Activities

Any other FEJS Projects on a local or European level can be launched respecting these R&R background.

 

4.4. Final Report

After every international FEJS event, the OC must write a final report. The report must include:

• the name and the dates of the event

• the program

• the list of participants

• list of lecturers

• summary of the content

• final outcomes of the project

• self-evaluation

• feedback from the participants

• a complete financial report

• the financial status at the time the report is filled

The report should be presented to the SB and the Sec at the latest 1 month after the event finishes. It is the SB’s responsibility to make it public in the best effective way, except for the financial report and list of participants, which should not be disclosed publicly.

 

5. The FEJS Solidarity Fund

The FEJS Solidarity Fund (SF) is an institution, which enables journalism students with financial problems to attend the FEJS events of general importance.
It is a way of stimulating participation of countries and journalism students that could otherwise not be represented at these FEJS events and could therefore feel excluded from FEJS activities.
The SF gets financial support from the FEJS events’ fees, solidarity auctions organised at FEJS events and from other sources. The SF is managed by the Secretariat.

5.1.1. Priorities in Getting the Financial Means from the SF

A student is entitled to get financial support from the SF if he/she fulfils one or more of the criteria listed below:

• Is the only representative of a certain country at the FEJS event;

• Is a representative of a journalism teaching institution new to the FEJS or a representative of a journalism teaching institution, which has not participated at FEJS events in the last 3 years. Applicants should supply a copy of papers proving they are enrolled in a journalism teaching institution;

• Is a new participant at FEJS events;

• Can prove he/she got or was trying to get other types of financial support (applicants who can prove that they were also seeking financial support elsewhere have priority over those who can not, but fit the same criteria listed above). Applicants, whose request for financial support at another organisation was denied, must provide the reason for the rejection;

• Is a member that has contributed to FEJS events in the past but is financially not able to come.

5.1.2.Procedure to Apply for the SF

An application for the SF financial support is valid only if the official request has been written on the Solidarity Fund Application Form.
The request has to contain:

· basic information about the applicant (personal data, information about the studying process)

· description of the applicant’s financial situation and explanation, why SF financial means are needed

· detailed budget of the applicant’s trip and participation to the given FEJS event

· description of the attempts to obtain financial support elsewhere.

The SF request form must be attached to the Application Form for the given FEJS event – the deadline for applying to the SF for support is the same as for applying for the given FEJS event. Any documents proving that the applicant was also trying to obtain financial support elsewhere must accompany the request.

 

5.1.3. The use of Solidarity Fund money

The SF money given is limited:

· To a maximum of 70 % of transportation costs and participation fee;

· People who get money from the SF need to prove the costs made (with receipts);

·

· People who benefit from the SF are obliged to follow the entire program of the event.

5.1.4. Interpretation of the articles 5, 5.1.1., 5.1.2 & 5.1.3.

FEJS Secretariat is authorised to interpret these articles and make decisions about individual applicants for the SF means, based on the guidelines listed above. Supervisory Board supervises management of the SF and Sec’s decisions. Any issue/decision, which is not covered by the background given by these R&R must be ratified by the Supervisory Board.

 

6. FEJS Corporate Identity

 

All official communication from FEJS bodies, levels and groups should be layouted according to the FEJS identity guidelines. The Secretariat has to provide these guidelines in the form of a Toolkit.