File number: HSZ-HP/3-3/2024.
RULES OF PROCEDURE OF THE
ASSESSMENT COMMITTEE FOR
STUDENT ASSOCIATION
SCHOLARSHIPS
Adopted under resolution number DBB/20240320/1.
Budapest, 20.03.2024
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Rules of procedure of the ACSAS
Table of Contents
Preamble .......................................................................................................................................................... 3
Scope of the Rules of Procedure ....................................................................................................................... 3
Competence and composition of the Committee ............................................................................................. 3
The Chairperson ............................................................................................................................................... 4
The Secretary ................................................................................................................................................... 5
Rights and obligations of members and rules on conflicts of interest ............................................................... 5
Invitees to the committee, their rights and obligations .................................................................................... 6
Absence from Committee sessions ................................................................................................................... 6
Procedure and exercise of powers by the Committee ...................................................................................... 7
Decision-making by holding a session .............................................................................................................. 8
Preparation and convening of sessions ............................................................................................................ 8
Conduct of the session, quorum ....................................................................................................................... 8
Adoption of resolutions ................................................................................................................................... 9
Decision-making in writing ............................................................................................................................... 9
Decisions taken within the scope of competence of the Chairperson ............................................................. 10
Document management................................................................................................................................. 10
Final provisions .............................................................................................................................................. 11
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Rules of procedure of the ACSAS
Preamble
1. §
(1) The Corvinus University of Budapest (hereinafter: University) hereby establishes the rules
of operation (hereinafter: Rules of Procedure) of the Assessment Committee for Student
Association Scholarships established on the basis of paragraph e) of Subsection (2) of
Section 5 of the Regulation on Student Fees and Benefits (hereinafter: RSFB) constituting
Part 4 of the Student Requirements (hereinafter SR), Volume III of the Rules of
Organisation and Operation (hereinafter: ROO), as follows.
Scope of the Rules of Procedure
2. §
(1) The personal scope of the Rules of Procedure shall apply to all members of the Assessment
Committee for Student Association Scholarships (hereinafter: Committee) and to all
persons invited to sessions of the Committee.
(2) The material scope of the Rules of Procedure covers procedures on any matter falling
within the scope of competence of the Committee.
(3) All matters relating to the operation of the Committee which are not covered by these
Rules of Procedure shall be governed, mutatis mutandis, by the relevant provisions of the
Procedure for the Assessment of First Instance Applications and Legal Remedy Requests
in Relation to Student Status (SSP) constituting Part 2 of the Student Requirements (SR),
Volume III of the Rules for Organisation and Operation (ROO), the Study and
Examination Regulations” (SER) constituting Part 3 of the SR as well as the relevant
provisions of the RSFB.
(4) These Rules of Procedure shall remain in force until the adoption of the next valid Rules
of Procedure.
Competence and composition of the Committee
3. §
(1) The competence, number of members and composition of the Committee shall be
determined by the RSFB.
(2) As a general rule, the Committee exercises its competence in accordance with the rules of
decision-making laid down in these Rules of Procedure.
(3) If, however, the case is simple and does not allow any discretion, the Chairperson of the
Committee (hereinafter: Chairperson) may assume decision-making powers for a specific
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Rules of procedure of the ACSAS
case group. This requires the consent of the other members of the Committee. In such a
case, the Chairperson shall decide on his/her own authority, by delegation of the powers
of the Committee, on the matter falling within the scope of competence of the Committee.
Such case categories may include, but are not limited to, decisions on questions of
competence, refusals on formal grounds, and refusals to accept applications submitted out
of time where it is not possible to correct deficiencies.
(4) The members of the Committee are appointed in writing. Those appointed shall sign a
written declaration of acceptance of the appointment and of confidentiality. The document
on the appointment and its acceptance, as well as the confidentiality, shall be pu t on file
by the Student Services.
The Chairperson
4. §
(1) The Chairperson of the Committee is subject to the RSFB.
(2) The Committee is chaired by the Chairperson. The Chairperson shall be responsible for
the legality and professionalism of the Committee’s decisions, its lawful functioning and
compliance with data processing requirements.
(3) The Chairperson’s responsibilities and competence shall cover, in particular:
a) submitting the Rules of Procedure to the Committee and issuing them,
b) convening the sessions of the Committee,
c) deciding on the persons to be invited and on conflicts of interest,
d) deciding on the matters to be discussed and the way decisions are taken (by holding a
session or by adopting decisions in writing),
e) chairing the sessions of the Committee,
f) ordering votes and establishing the result of the votes,
g) liaising with Student Services, Education Management and other organisational units
of the University,
h) issuing the minutes of the Committee,
i) and deciding on matters under Subsection (3) of Section 3.
(4) The Chairperson may involve student assistants to support the preparatory and
administrative processing of applications. Those involved in the processing of applications
shall be appointed in writing by the Chairperson of the Student Union HÖK. Those
appointed shall sign a written declaration of acceptance of the appointment and of
confidentiality. The document on the appointment and its acceptance, as well as the
confidentiality, shall be put on file by the Student Services.
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Rules of procedure of the ACSAS
(5) If the Chairperson is prevented from performing his/her duties, he/she shall designate a
substitute from among the members in the invitation convening the session. If this is not
possible, the Chairperson of the Student Union has the power to appoint a substitute. The
person so acting in place of the Chairperson shall exercise the powers of the Chairperson.
The Secretary
5. §
(1) . The secretarial duties shall be performed by the Chairperson.
(2) The administrative tasks and professional preparation of the Committee shall be
performed by the Secretary. The Secretary shall be responsible for the administrative
conditions for the functioning of the Committee, as well as for the professional preparation
of the cases and ensuring that deadlines are met.
(3) Duties and powers of the Secretary:
a) preparing the Rules of Procedure, maintaining them and coordinating changes with
Student Services,
b) preparing the cases to be discussed and the decision-making,
c) performing all the administrative tasks of the Committee, preparing sessions in this
context (ensuring the technical arrangements for the sessions), sending out invitations
to sessions and the proposals, collecting any written suggestions, opinions or comments
from members, drafting the minutes of the sessions, and performing the tasks related
to the document management of sessions (receipt, filing, archiving, etc.) in accordance
with the Document Management Regulation.
Rights and obligations of members and rules on conflicts of interest
6. §
(1) Committee members shall
a) attend Committee sessions,
b) in case of absence, announce the fact and the reason for the absence in writing to the
Secretary,
c) prepare for decision-making and contribute constructively to the Committee’s work,
d) make proposals, comments and opinions to the best of their ability and do so in a timely
manner,
e) keep the order of decision-making and voting and vote,
f) declare any conflict of interest in writing to the Secretary in advance,
g) carry out the tasks set by the Chairperson within the specified deadline.
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Rules of procedure of the ACSAS
(2) Members of the Committee are entitled to
a) ask questions, invite persons to attend, request further information,
b) ask for the memorandum to be supplemented or corrected.
(3) If a member fails to attend a session for three (3) consecutive times, the Chairperson shall
report the absence to the immediate direct supervisor of the absent member or, in the case
of a student member, to the Chairperson of the Student Union, who shall revoke the
appointment and appoint a new member.
(4) Conflict of interest: No person involved in the case or who cannot be expected to give an
objective assessment of the case may take part in the decision. A member of the Committee
may not participate in the commenting, acceptance or rejection of his/her own application.
The existence of a conflict of interest shall be reported by the member to the Secretary, but
may also be taken into account ex officio. The Chairperson shall decide and act on conflicts
of interest, and the Chairperson of the Student Union shall decide and act on conflicts of
interest and disqualifications of the Chairperson.
Invitees to the committee, their rights and obligations
7. §
(1) The Chairperson may invite other participants to the Committee’s sessions in connection
with its activities. The invitation shall be sent out by the Secretary and is accepted or
rejected in writing. Invited persons shall participate in the session in a con sultative
capacity.
(2) Invited persons are entitled to
a) discuss cases in which they have been invited to participate,
b) appoint a substitute,
c) ask questions, make comments, express opinions or make proposals to the
Chairperson, Secretary, members or invitees on a given case.
Absence from Committee sessions
8. §
(1) A member of the Committee or a person invited to attend a session who is unable to attend
shall notify the Secretary of his/her absence without delay after receiving prior notification
of the session. A member may not be substituted at the session, but the person invited may
be substituted by the person designated by him/her.
(2) In the absence of the Chairperson, he/she shall be replaced by a substitute appointed by
the Chairperson of the Student Union. If both are prevented from attending, the session
shall be postponed.
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Rules of procedure of the ACSAS
Procedure and exercise of powers by the Committee
9. §
(1) The Committee exercises its powers mainly at its sessions. The sessions shall not be public.
(2) A session of the Committee may be
• ordinary session in person: (meeting requiring physical presence on University
premises) – ordinary meeting,
• online session, where appropriate: (meeting using Microsoft Teams) – online
session,
• written: written (email) opinions on documents forwarded by email, adoption of
such documents if the nature of the matter is decided in a simple manner and does
not require consultation or, in the case of decisions which have been discussed in
advance but postponed, by written vote without a session – written decision,
• urgent sessions held in person or online – extraordinary sessions.
(3) The form of the session is primarily an ordinary session.
(4) The Committee shall meet during the assessment period of the scholarship applications for
whose evaluation and monitoring it is responsible, depending on the applications received,
and otherwise as and when required. Committee sessions shall be held on weekdays during
the working hours of the employee member.
(5) At the initiative of the Chairperson or of any member, a Committee session shall be held at
the decision of the Chairperson.
(6) In the event of the termination of the Chairperson’s mandate for any reason, any member
of the Committee may call a session.
(7) Members may also join an ordinary session online, with the permission of the Chairperson
of the Committee, where appropriate. In this case, members who join online have the same
rights as members who are present in person, and should be taken into account when
establishing the quorum.
(8) Extraordinary sessions may be convened on the initiative of the Chairperson or any
member in urgent cases where decisions are urgent. The Chairperson of the Committee
shall decide on the question of urgency.
(9) If the Committee delegates its powers to its Chairperson under these Rules of Procedure,
the procedures of the Chairperson shall be subject to these Rules of Procedure, subject to
the provisions of its Section 14.
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Rules of procedure of the ACSAS
Decision-making by holding a session
Preparation and convening of sessions
10. §
(1) In preparation for the session, members of the Committee check, comment on and prepare
for decision the applications and requests received.
(2) The results of the applications received by the Committee shall be checked and aggregated
by the Secretary.
(3) The session shall be convened by the Secretary by sending out the invitation and a summary
of the matters to be discussed. The invitation shall state the place, date and time, nature
(ordinary, extraordinary or online), expected duration, summary of the bu siness to be
discussed, the names and positions of the persons invited, and the date and place of the
invitation. The invitation shall be signed by the Chairperson.
(4) The invitation shall be sent in electronic form from the official university email address of
the Secretary to the members and invitees to their official university email address.
(5) The invitation shall be sent to the official university email address of the members or
invitees at least 24 hours before the session. The deadlines may be deviated from with the
permission of the Chairperson in extremely justified cases.
(6) Invitations can also be sent by calendar entry. In this case, Subsections (4) to (6) shall apply
mutatis mutandis and care shall be taken to ensure that the proper convening of the session
can be demonstrated (e.g. by screenshot, note taking).
Conduct of the session, quorum
11. §
(1) The session is opened by the Chairperson.
(2) After the opening of the session, the Chairperson shall check the quorum.
(3) The existence of a quorum shall be examined before adopting any resolution.
(4) With the exception of Subsection (5), a simple majority (50%+1) of the members of the
Committee shall constitute a quorum.
(5) Two-thirds of the members shall be present to adopt or amend the Rules of Procedure of
the Committee.
(6) If a quorum exists, the Chairperson shall present the business to be discussed, if there is
no quorum, he/she shall postpone the session.
(7) In the event of a reconvened session due to a lack of quorum, the provisions of
Subsections (4)-(5) shall apply to determine whether the Committee has a quorum.
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Rules of procedure of the ACSAS
(8) A new session of the Committee shall be reconvened not later than 15 days after the date
of the session adjourned for lack of quorum. A session so convened shall constitute a
quorum according to the general rules.
Adoption of resolutions
12. §
(1) Every member of the Committee shall have one vote.
(2) Except as provided for in Subsection (3), the Committee shall adopt its resolution by a
simple majority of votes. In the event of a tie, the Chairperson’s vote shall be decisive.
(3) The adoption and amendment of the Rules of Procedure of the Committee requires the
unanimous vote of the members present.
(4) Resolutions are adopted by oral vote in public, with the Chairperson casting the last vote.
(5) A member may vote yes or no. Abstaining is not an option.
(6) The Committee, if it meets, shall draw up minutes within 3 (three) days of the date of the
session. The minutes shall record the manner, place, starting and closing times of the
session, the names of the persons present, and the opinions, proposals and dec isions of
the Committee (in the case of scholarships, the professional opinion on the proposals
examined and evaluated and, where relevant, the ranking). The reasons for the opinion or
decision may be annexed to the minutes. The minutes, bearing a file num ber, shall be
signed by the Chairperson or, in the absence of the Chairperson, by the member acting as
Chairperson, and shall be transmitted electronically to Student Services (SS). This shall
not prevent the minutes from being signed by any member or members in addition to the
Chairperson. The minutes shall be forwarded to Student Services (SS) by a member of the
(usually, but not exclusively, the Chairperson or the Secretary).
(7) The Committee’s decisions on scholarships and applications are recorded in an electronic
resolution generated in Neptun by the designated staff member of the SS. The resolution
shall be signed by the decision -maker in accordance with the rules of the RSFB. The
content and form of the Resolution shall be as set out in the documentation of the calls
and the SSP.
(8) If the Chairperson decides by delegation on a matter falling within the scope of competence
of the Committee, he/she shall report to the Committee on his/her decisions.
Decision-making in writing
13. §
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Rules of procedure of the ACSAS
(1) If the nature of the matter (simple, not requiring discussion) allows, and 50%+1 of the
members agree by confirmation email, a vote in writing (decision -making in writing)
without holding a session is possible. In this case, a quorum exists because the mem bers
are considered present.
(2) Decision-making in writing shall be initiated in the same way as the convening of an
ordinary session, with the following exceptions:
a) The Chairperson shall initiate decision -making in writing instead of a session
invitation, for which the invitation shall be sent by the Secretary.
b) The order for decision making and the submissions shall be sent to the members at
least 12 hours before the close of voting.
c) Members have 24 hours from the date of ordering the decision -making to cast their
votes.
d) Voting is either done via an email sent by the member, where the member shall clearly
indicate his/her support or opposition to the student’s request (by marking “yes/no”,
“I support/I don’t support”), or using the O365 Forms application. (Incoming emails
containing votes do not need to be filed separately, but the minutes/memorandum shall
include
e) the date, time and content of the vote.)
f) In the case of decision -making in writing, it is not possible to put questions, propose
amendments or additions. If the need for consultation arises during the process of
decision-making in writing, a session shall be held.
g) Decision-making in writing shall be in the form of electronic mail from the members’
official university mailing addresses.
Decisions taken within the scope of competence of the Chairperson
14. §
(1) If the Chairperson decides by delegation of the powers of the Committee (including the
authorisation under the provision on exceptional scholarships based on social needs of the
RSFB) on a matter falling within the scope of competence of the Committee, Sections 9-11
shall not apply.
Document management
15. §
(1) Case documents may be handled as paper or electronic documents.
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Rules of procedure of the ACSAS
(2) Paper-based documents are issued with the signature of the authorised person and the
stamp of the SS and dated; electronic documents are issued with a timestamp and the
electronic signature of the authorised person or with an electronic stamp.
(3) The invitation shall be filed under a main number in the Committee’s filing book (in the
Poszeidon File and Document Management System) and placed there. The
memorandum/minutes shall be filed under a sub -number in the Committee’s filing book
(in the Poszeidon File and Document Management System) and placed there.
(4) The Committee shall record its other resolutions in the minutes/memorandum and shall
not include them in a separate document and, accordingly, shall not file them separately.
(5) Whereas paper copies of Committee case documents (if the original document is created
as a paper -based document) (rules of procedure, letters of invitation, invitations,
minutes/memoranda, any other documents) shall be kept in the Committee’s temporary
physical file registry, electronic copies of paper copies and electronic copies of the case
documents (if the original document is created as an electronic document) shall be
archived on the shared drive of SS in the folder of the Committee for the Assessment
Committee for Student Association Scholarships per session and stored in the Poszeidon
File and Document Management System.
(6) Otherwise, the Committee’s case documents shall be handled in accordance with the
Document Management Regulation.
Final provisions
16. §
(1) The names of the members of the Committee and of its Secretary and the rules of procedure
of the Committee, for which the Chairperson is responsible, shall be fully visible on the
University’s website.
(2) These Rules of Procedure were adopted by Committee Resolution No. DBB/20240320/1
and entered into force on 20.03.2024.
(3) With the entry into force of these Rules of Procedure, the Rules of Procedure adopted by
Committee by a resolution on 11.10.2021 are repealed.
………………………….
Chairperson
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Rules of procedure of the ACSAS
Legally compliant: Approved:
………………………2024 ………………………2024
……………………………………………. ……………….…………………
dr. Barbara Bíró Dr. Réka Franciska Vas
Legal Director Vice-Rector for Education
Made in one original (registry of the Assessment Committee for Student Association
Scholarships), with a copy provided to Legal, Administrative and Regulatory Services (LARS
regulations drive).