Procedures Index

Here all the pupil's committee members can find useful information (steps to follow, forms to download) needed in order to follow a procedure from the pupil's committee statutes.

 

Applicable By all the committee members

Members of the committee can ask for a reimbursement by the committee for expenses they’ve covered for the committee.

Steps to follow:

  1. You must first discuss with one of the treasurers before making the purchase for if it’s possible to get a refund for the expense you are willing to do.
  2. If the treasurer judges that the committee can refund, you can proceed in making the transaction you want. You must keep the receipt otherwise you may not get refunded!
  3. After making the transaction, you can go to the treasurer with your receipt and ask for your refund.

You must keep the receipt, otherwise you might not get refunded!

Swapping positions with another member involves that two members in different entities agree to swap their positions.

Steps to follow:

  1. Find another member, in a different entity than yours’s, willing to change his position with yours’s.
  2. Fill the form PC-GEN-6-2016.
  3. After the form is filled, inform the president of the Pupil's Committee about your decision. An absolute majority vote following the default voting procedure will then take place to finalise the change. If the vote results in denying swapping of positions you would not be able to proceed further.

Downloads:

You may swap positions only after the nomination of the member’s positions at the beginning of the year.
You can only swap your position once during an active committee year.

Resigning from the Pupil's Committee is an easy process to follow. However, once you leave the committee you will not be able to re-join, unless if re-elected during following year's elections taking place at the beginning of the year.

Steps to follow:

  1. Fill form PC-GEN-3-2016 and have it approved by the president of the Pupil's Committee
  2. Once approved by the president, your resignation is official but you remain an active member of the committee for one week.
    During this week, you'll need to pass all the information you have gathered from the start of the year (contacts, information, passwords, ...) to the other people of your entity.
  3. After that week, your position at the committee expires.
  4. Your position is filled by one of the members from the priority list.

Downloads:

You may resign from the Pupil's Committee only after the nomination of the members’ positions at the beginning of the year.

This procedure can be launched by any member of the committee regardless of his position within the committee and it’s applicable over all active members of the committee. However, keep in mind that any demotion procedure must be duly motivated.

Steps to follow:

  1. Discuss about demoting a member of the committee with the president of the committee privately, give a reason why you believe this member needs to be demoted. The president is in obligation to keep your identity private.
  2. The president is obliged to organise an absolute majority vote (vote of non-confidence) in the next weekly meeting following the default voting procedure. The votes are secret.
    1. In the case the vote results in denying the demotion of the target member, he remains in the committee as a normal active member.
    2. In the case the vote results in denying the demotion of the target member the following steps must be followed:
      1. The demoted member must remain in the committee for one week during which he will pass all the information he has gathered from the start of the year (contacts, information, passwords, ...) to the other people in the same committee he is.
      2. After this week, he may leave the committee.
      3. The position of the demoted member is filled by one person from the priority list established at the beginning of the year.

Downloads:

The president of the pupil’s committee can be also demoted, in this case the member launching the procedure must address to the vice-president.
The member launching this procedure will remain anonymous during the whole process.

Here are described the steps to follow to perform an official vote. There are two kinds of votes: absolute majority vote and relative majority votes, both are explained below:

Absolute majority votes:

An absolute majority vote can only be performed if at least 2/3 of the committee members are present.

This kind of vote is used for making decisions that affect all the members of the committee or the committee as an entity.

A vote subject is judged as accepted if 50% + 1 of the present voters are in favour of this subject.

Relative majority votes:

A relative majority vote can only be performed regardless of the present committee members.

This kind of vote is used for making decisions that may affect all the members of the committee or the committee as an entity.

A vote subject is judged as accepted if the majority of the voters are in favour of this subject

Steps to follow for both kinds of votes:

  1. A vote can be asked by any member of the committee, every time the committee has difficulties in issuing a decision.
  2. All the present members must vote. Abstentions count as refusal. Remote votes (votes by proxy) are not accepted. The vote is public by default but is made private upon the request of any member.
  3. The president must fill the form PC-GEN-4-2016 after each vote.

Downloads:

The current version of the statutes can be modified anytime during the year and it’s an easy process to follow. However, to make the changes official, the majority of the committee must approve them.

Steps to follow:

  1. At least three members must mutually agree of making the changes to the statutes of the Pupil’s Committee and must fill form PC-GEN-5-2016.
  2. These members must then organise a relative majority vote on the next weekly meeting to accept the proposal for modifying the statutes. The vote is accepted if 1/3 or more members agree.
  3. A working group of 1 to 2 members is established and can work on writing a new version of the statutes.
  4. After the working group has finished the modifications, they present the modifications to the pupil’s committee and an absolute majority vote is organised to either accept or deny the changes.
  5. If the changes are accepted, the form PC-GEN-8-2016 must be filled and the working group takes care of updating all the public version of the statutes.

Downloads:

 

Applicable by the treasurers

The treasurers are asked to establish a purchase order that must be approved by the president or vice-president before making the transaction.

Steps to follow:

  1. The treasurers must list the expenses using the form PC-TRE-2-2016.
  2. They must then approve the form by the president or the vice-president.
  3. Once approved, they can make the transaction.

Downloads:

 

other procedures

A class representative assembly can be organised anytime during the year to inform class representative about ongoing projects and pass information coming from the administration.

The organisation hasn’t fixed rules; the members can decide how the assembly will be organised. However, the following must be done for each assembly:

  • The class representatives must give their presence using the form PC-GEN-7-2017.
  • Announce the assembly to the class representatives two days prior to the assembly date.
  • Announce the agenda prior to the assembly.

Downloads:

This steps must be followed to properly organise the committee at the beginning of the year.

Steps to follow:

The following must be done by the Electoral Board before the Pupil’s Committee general elections:

  1. Define the total number of members of the committee and distribute the places for each entity of the committee by filling the form PC-GEN-2-2016. However, the total number of members of the committee must be an odd number.
  2. Open a call for applications on the website of the Pupil’s Committee. The general elections must take place within two weeks after the announcement of the call for applications.
  3. The Electoral Board must organise the Pupil’s Committee general elections and the presidential elections. *

The following must be done by the Electoral Board after the Pupil’s Committee general elections and presidential election:

  1. The electoral board must organise the nomination of the members for each entity of the committee. The newly elected members must be informed for each position’s jobs.
  2. The form PC-GEN-1-2016 must be filled at the end of the nomination and a digital copy is to be send to the general counsellor of the school.
  3. The Electoral Board must:
    1. Give the money box keys and safe code to the treasures.
    2. Give the filled form PC-CDT-1-2016 to the new members of the Digital Technologies Committee.

The following must be done by each entity after the nomination of the members:

  1. The Treasurers must:
    1. Count all the money available in the money boxes, the bank account and the PayPal account and fill the form PC-TRE-1-2016.
  2. The Digital Technologies Committee must:
    1. Update the passwords for all the Pupil’s Committee’s online accounts.

Downloads:

* The Electoral Board members are asked to read and acknowledge all the electoral procedures indicated in the statutes (chapter 2).