International Students
www.isu-norway.no
1.0 Reports and Orientation Cases
1.1 Welcome and Introduction
National Coordinator, Ruth J. Bett,
opened the assembly by welcoming all delegates and observers. She also thanked
the local branches of ISU in
All delegates and observers introduced themselves.
The National Coordinator proposed Ingrid Stranger-Thorsen, previous President of the Student Parliament of Oslo (UiO), as chair of the Meeting, and the Assembly seconded this proposal.
(List of participants: Appendix 1)
1.2 Approval of agenda and meeting plan
The proposed Agenda was adopted as proposed
(Agenda: Appendix 2)
The meeting plan was adopted as proposed with minor changes. Agenda item 6.0 and 7.0 was tentatively moved to Sunday, depending on progress of the meeting Saturday.
(Proposed meeting plan: Appendix 3)
1.3 Reports from the ISU Branches (8)
The ISU Branches (8) presented their reports to the Assembly.
(ISU-Branches Reports;
1.4 Report from the National Coordinator
The National Coordinator, Ruth J. Bett, presented her report
(NC Report: Appendix 12)
1.5 Report from the National Secretary (on Leave)
The National Secretary 2003-2004 (on Leave March-September 04), Kasia Piesla, presented her report
(NS Report: Appendix 13)
2.0 Organisational cases at the National Level
2.1 ISU Organisational Booklet / Financial Routines
The National Secretary 2003-2004 (on Leave March-September 04), Kasia Piesla, reported on the matter:
The organisational Booklet
¨ The Organisational Booklet had been planned for some time. The booklet was intended to include, amongst others; ISU-history, ISU-structure, info on the National Assembly, Office routines.
¨ For this National Assembly, it had not been possible to finalise the booklet as such, but the issues regarding Office routines and Financial routines had been prepared.
¨ The booklet should be ready for the National Assembly autumn 2004
Office Routines
¨ The current situation and challenges ahead was presented:
¨ ISU (National Administration) has currently a "free-station agreement" with NSU/StL, implying free office space and utilities.
¨ This agreement is not formalised in a written contract, and the new NS must follow-up on this matter
Financial Routines
The proposed financial routines were presented for discussion and decision by the National Assembly.
(Proposed financial routines: Appendix 14)
During the discussion many suggestions, as well as concrete amendments to the proposed financial routines, were presented by the delegates.
The proposed financial routines and the presented amendments were decided upon during the voting session Sunday morning. The presented amendments, as well as the results of the votes are included in these minutes at the end.
The new Financial Routines of the ISU were adopted as amended, and come into force at the end of this National Assembly.
In addition to the adoption of the Financial Routines, the NA made the following decisions on this agenda point:
- The National Assembly requested the National Administration to provide the local branches with info about the cheapest means of transportation in due time before the next Assembly.
- The National Assembly requested the National Administration to prepare for the next Assembly a paragraph on lodging to be included in the Financial Routines, as it is currently not covered.
The National Administration was also encouraged to look into the possibility of arranging a major activity in conjunction with the National Assembly.
2.2 ISU National Website
The National Secretary 2003-2004 (on Leave March-September 04), Kasia Piesla, reported on the matter.
Delegates were asked to contribute with ideas for changes and improvements of the site by email/mail to the National Administration
2.3 Certificates and Recommendation letters from National Administration
National Coordinator, Ruth J. Bett, reported on the matter. She stated that the National Administration upon request would provide certificates and recommendation letters to past and present Presidents of local branches.
(Certificate Presidents – Sample: Appendix 15)
2.4 "Ultimate Guide to Studies in
The National Secretary 2003-2004 (on Leave March-September 04), Kasia Piesla, reported on the matter:
The "Ultimate Guide" is planned to be published this year, however it depends on the funds.
ISU has to identify the needs -
who should we direct this guide to? Kasia asked presidents of local branches
to arrange meetings with the international offices at their respective institutions,
in order to find out what kind of guides they issues, and what they recommend.
The presidents would then give suggestions to the National Secretary. The National
Secretary should also contact international offices (
Regarding the Newsletter, it was informed that 1. May would be the deadline for contributing with articles (like last time). The Newsletter would be put on the web-site and sent to local branches in email. If ISU receives more funding, printed copies would be provided to the local branches.
2.5 Future of ISU - NSU co-operation
National Coordinator, Ruth J. Bett, reported on the matter. ISU has currently a general co-operation agreement, as well as an agreement regarding funding, with NSU. ISU has a permanent observer status in the General Assembly (Landsting) and National Board (Landsstyre) of NSU. ISU has currently a "free-station agreement" with NSU and StL, providing for the ISU National Office. This should be further clarified and confirmed in the coming year. The co-operation with NSU would have to bee seen in context with the development of co-operation with StL.
2.6 Status of co-operation with StL
National Vice Co-ordinator, Nina Rojina, reported on the matter. ISU has currently no permanent co-operation agreement with StL. ISU and StL decided 2002 to co-operate regarding establishment of new branches of ISU, and StL has provided ISU with 50.000 NOK for this work (transferred 2003). The status of co-operation between ISU and StL will have to be reconsidered when ISU reports on the development of new branches and provides a report on the spending of the 50.000 NOK. This is expected to take place before the next National Assembly.
2.7 Amendments to the ISU National Constitution
National Co-ordinator, Ruth J. Bett, introduced the proposed amendments to the ISU National Constitution. The amendments were presented to the National Administration within the deadline, 5 weeks before the National Assembly, as required in the Constitution §7.1. Amendments to the Constitution need 2/3 majority in order to be carried.
(Constitution with amendments: Appendix 16)
The amendments to the ISU National Constitution were decided upon during the voting session Sunday morning, except for the vote on 4.2 that was taken Saturday in order to formally include the new branches with voting rights. The results of the votes are included in these minutes at the end.
The revised Constitution of the ISU were adopted as amended, and comes into force at the end of this NA.
Though, § 4.2 came into effect
immediately after the vote (Saturday), thus granting
During the discussions on the amendments to §4.1 in the Constitution, the National Assembly requested a specification on the requirements for branch constitutions to be approved by the National Assembly. A proposal for specification on the requirements for branch constitutions, as well as a proposal for a formal procedure on acceptance of new members in ISU should be prepared for the next National Assembly
2.8 The post of National Co-ordinator
National Co-ordinator, Ruth J. Bett, reported on the matter. Elections for new National Co-ordinator are due at the next National Assembly, autumn 2004. However, the current National Co-ordinator, Ruth J. Bett, is finishing her studies this summer, and will not be able to continue her duties after July. The procedure would then be that the Vice National Co-ordinator, Nina Rojina, will function as the National Co-ordinator from August until the end of the next National Assembly. The National Assembly gave its support to this procedure.
2.0 Organisational cases at the Local Branch Level
3.1 Continuity in local branches
The National Assembly discussed how to ensure continuity in the local branches. Among the conclusions of the discussions were:
- It is important to keep contact with Student Parliaments, as they usually have student representatives that stay at the institution for a longer time, as well as with International Offices
- It is important to give ISU National Administration when people [ISU-representatives] are leaving
- The branches has to always keep a focus on continuity in their work
3.2 ISU and Student Parliaments
The National Assembly discussed the relations between ISU local branches and Student Parliaments. Among the conclusions of the discussions were:
- Student Parliaments are important in securing office, equipment and financial support for ISU local branches
- Some branches have difficulties in applying for money from the local Student Parliament
- Some branches have difficulties in getting recognised by the local Student Parliament
- Student Parliaments wants "political involvement", and might have difficulties to understand the importance of social activities as a necessary basis for political representation
- Political debates was suggested as a possible activity for ISU local branches - as it does not require too much effort and money
The observer from StL assured the National Assembly that StL will assure that ISU local branches will not have difficulties in being recognised by Student Parliaments at University Colleges.
3.3 ISU and University administration
The National Assembly discussed the relations between ISU local branches and Student Parliaments. Among the conclusions of the discussions were:
-
New branches were recommended to take contact / continue co-operation with the
University /
-
The "Buddy Program" was considered a key area for co-operation between
ISU and the University /
- ISU local branches not yet involved in into the local Buddy Program were encouraged to contact the program organisers at their institution.
In order to facilitate further exchange of experience between the representatives of local branches, regarding agenda point 3.1, 3.2 and 3.3, the formal proceedings took a break, so that the delegates could do this in a less formal context.
3.4 Branch websites
The National Assembly discussed the establishment and development of ISU local branches web sites. Among the recommendations that concluded from the discussions were:
- Presidents of new branches are recommended to find someone who can make web sites, and ask him/her to assist the branch in establishing a web site.
- Other ISU local branches that already have web sites can assist with practical help for those branches who are in a process of establishing their web site
-
Local branches are encouraged to link their web site to the web site of the
University /
4.0 ISU Financial Report and Budget
4.1 Financial report for year 2003
The National Secretary 2003-2004 (on Leave March-September 04), Kasia Piesla, reported on the matter.
(Financial Report: Appendix 17; Accounts 2003 & Budget 2004: Appendix 18)
The National Assembly approved the presented financial report for the year 2003
4.2 The budget for year 2004
The National Secretary 2003-2004 (on Leave March-September 04), Kasia Piesla, reported on the matter.
(Accounts 2003 & Budget 2004: Appendix 18)
The National Assembly discussed the budget for year 2004. The main emphasis of the Assembly was the lack of budgeted funding for local branches.
The Assembly disagreed on whether to postpone the vote on the budget until later at the meeting. Through a vote the Assembly decided not to postpone the vote on the budget (12 against postponing / 3 in favour of postponing).
During the discussion many suggestions, as well as concrete amendments to the proposed budget for the year 2004, were presented by the delegates.
The proposed budget for the year 2004 and the presented amendments were decided upon during a voting session. The presented amendments, as well as the results of the votes are included in these minutes at the end.
The issue of funding for new branches was a key concern for the Assembly. The Assembly did not see any opening for including such funding directly as budget lines in the budget for 2004, but decided to make an annex to the budget on this matter.
The budget for the year 2004 was adopted as amended, with the following annex regarding funding of new branches:
4.3 Funding for branches
The National Secretary 2003-2004 (on Leave March-September 04), Kasia Piesla, reported on the matter.
The matter had already been discussed in depth at the previous agenda point, with decisions being made as an annex to the budget for the year 2004.
The Assembly strongly stated that it is an important duty of the ISU on the national level to secure funding for the ISU local branches
4.4 Future Funding
The National Secretary 2003-2004 (on Leave March-September 04), Kasia Piesla, reported on the matter.
Among the possible alternatives for future funding that were brought up were:
- Increased support from the Ministry of Education through the general grant
- Increased support from the Ministry of Education through project applications (possibly in co-operation with other student organisations – NSU, StL etc.)
- “Frifond” [“Free-fund”] – a programme for small grants to local youth work, administered by NSU / StL for it’s members.
5.0 Establishment of ISU branches in the University Colleges
National Vice Co-ordinator, Nina Rojina, reported on the matter, and made a presentation on the establishment of new branches at University Colleges so far.
(Establishing of new branches – Report: Appendix 19)
University Colleges with existing ISU-branches:
University Colleges targeted for establishment of new ISU-branches:
The representatives (observers) from the University Colleges at Østfold and Agder gave a short presentation to the Assembly.
(Report Østfold: Appendix 20)
6.0 The Logo Competition
National Co-ordinator, Ruth J. Bett, introduced the agenda point. Over 50 proposals for new logo had been presented for the ISU National Administration, through a majority of the local branches.
The Assembly went through all the logo proposals, including the presentation of the symbolic intended in each logo by its creator. After a lengthy voting procedure, one logo was selected with an absolute majority (10 votes in favour / 7 votes distributed for other proposals); Logo nr. 43 – presented through ISU-Bergen.
The new logo is circular. It has
an outer rim with the name ”INTERNATIONAL STUDENTS’ UNION OF
The Assembly gave its compliments to the creator of the logo, who also thus won the prize (1.000,-) that had been set as the award to the creator of the winning logo.
(Winning logo – New ISU Logo: Appendix 21)
7.0 Political Matters / Resolutions
National Co-ordinator, Ruth J. Bett, introduced the agenda point. She stated that it is about time that ISU gets active on more political issues, and thus promoting and securing the interests of International Students. The National Co-ordinator presented the two matters the National Administration had proposed as subjects for possible resolutions from the Assembly
Further to the two proposed subjects, referred under the coming agenda points, it was by the Assembly mentioned other matters where ISU (locally) had been approached by media – matters directly concerning international students in Norway specifically - , and it was signalised that ISU should consider being active on such issues to a larger extent than present.
7.1 Treatment of International Students by Universities – Provision of information to the National Police Security Service
National Co-ordinator, Ruth J. Bett, introduced on the matter. The background for a resolution on the matter was the recent discussions in media and at campuses about the provision of information from Universities to the National Police Security Service, PST [Politiets SikkerhetsTjeneste], regarding international students. The key stance proposed by the National Co-ordinator was the demand for openness from the Universities towards its students.
The National Vice Co-ordinator, Nina Rojina, also reported on the matter, and made an orientation on the process on the issue in Tromsø. After discussions in media and at campus, and through hard work from ISU-Tromsø, the University has now promised to inform students when personal information is given out.
A key feature of this provision of information is that some geographical groups are specifically targeted.
The local Student Parliaments, as well as NSU at national level, has already taken action on the issue.
The Assembly agreed that it should be sent a message from ISU on this issue, and decided to present a resolution from the Assembly. The Assembly decided however not to vote on the mater during the meeting, but to mandate the National Co-ordinator to prepare a text to be communicated with the presidents of local branches and thus adopted as an Assembly resolution.
7.2 Renewal of Residence Permits for International Students
The National Secretary 2003-2004
(on Leave March-September 04), Kasia Piesla, introduced on the matter. The background
for a resolution on the matter was a recent law, that went into force
The fact that this law – establishing an extra financial burden for international students - was defended as a way to avoid frivolous applications was commented as ridiculous considering the effect on international students.
It was suggested by the Assembly to explore the possibilities for co-operation with other student organisations (e.g. NSU, StL, ANSA) in the work on this matter.
The Assembly agreed that it should be sent a message from ISU on this issue, and decided to present a resolution from the Assembly. The Assembly decided however not to vote on the mater during the meeting, but to mandate the National Co-ordinator to prepare a text to be communicated with the presidents of local branches and thus adopted as an Assembly resolution.
8.0 ISU Plan for 2004
The National Secretary 2003-2004 (on Leave March-September 04), Kasia Piesla, introduced the proposed ISU Plan for 2004 / 4-year Plan.
Among the additional suggestions that concluded from the discussions were:
- The need for further improvement of the internal procedures, specifically procedures for decision-making at the National Assembly (such as; proposals in written for all delegates before voting processes, procedures for dealing with proposals, routines for information to delegates on matters after the Assembly, etc.)
- The possibility to establish working-groups within ISU on national level – in order to meet, exchange views and develop common policies and actions.
- The establishment of means of communication between ISU local branches (Presidents) and between these and the National Administration.
(Proposed ISU Plan for 2004 / Four Years Plan: Appendix 22)
9.0 A.O.B.
There were no issues presented under the agenda point A.O.B.
The National Co-ordinator, Ruth J. Bett, thanked the Assembly for their good and productive work during the weekend. She thanked the local host branches; ISU-Oslo-UiO and ISU-Oslo-HiO for their excellent work arranging the National Assembly. She also thanked the two National Secretaries, as well as the excellent chairwoman, Ingrid Stranger-Thorsen.
The National Co-ordinator, Ruth J. Bett then closed the National Assembly.
Amendments and Votes
2.1 Amendments and votes to the Financial routines
2.1 Financial Routines - Proposal 1
Concerning new branches, and Narvik especially: We've been functioning in more than 1 month (almost 2), without any money. It's quite difficult to involve people in the work when we have no opportunity to do interesting things together. It's also difficult for new branches to get support on a local level, since there is not so many people that are informed about ISU. Why would they spend money for something "strange" - something they have never heard about?
Sent over to the National Administration for further consideration
2.1 Financial Routines - Proposal 2
As it is understood here; the establishment of new branches is a volunteer job. Why then NC is paid? Can it [NC] also be volunteer, and those money spent on good useful projects?
Sent over to the National Administration for further consideration
2.1 Financial Routines - Proposal 3
I suggest that 2 members of each branches come to the NA of October, and only 1 member of each branch comes to the NA of March. In this case ISU can save money, and thus can pay the expenses of everyone - including airfare.
Not considered, as it requires statutory changes
2.1 Financial Routines - Proposal 4
Amendment to: 4.1 Payment - 3rd paragraph
Any major financial transaction that is not covered in an approved budget, or has not been otherwise explicitly approved by the NA, must have the written approval from the NC and a majority of the local branches (represented by the presidents).
The meaning of "major" ["major financial transaction"] should be revised at each NA to fit the current financial situation of the organisation.
Withdrawn, considered included in Proposal 9
2.1 Financial Routines - Proposal 5
ISU should set a maximum amount to be spent on transportation based on the distance of the various cities, and this should be with respect to the current ticket price.
Not carried (unanimously - due to its technical difficulties)
2.1 Financial Routines - Proposal 6
ISU also covers travel expenses for travel to/from the airport [in case of more than 2-3 miles distance]
Withdrawn, considered included in Proposal 14
2.1 Financial Routines - Proposal 7
ISU local branches send information about [NA-]representatives to the National Administration. National Administration buys tickets for those representatives who have to come by plain.
Not carried (5 in favour / 8 against / 4 abstaining)
2.1 Financial Routines - Proposal 8
Amendment to: 4.3 Food expenses - 3rd bullet point - replace with:
- two dinners (maximum 150 NOK pr person) in a restaurant
[as meetings are usually 2 days]
Not carried (0 in favour / 13 against / 2 abstaining)
2.1 Financial Routines - Proposal 9
Amendment to: 4.1 Payment - 3rd paragraph - replace with:
NS can make transactions and/or purchases, which have not been approved by the last NA, only after the approval of the NC.
- If the amount is higher than 3.000 NOK, information and advice on the given transaction/purchase shall also be provided to the presidents of each branch in advance. If no disapproval is communicated within 3 days, the transaction/purchase can be made given the approval of the NC.
- If the amount is higher than 10.000 NOK, the given transaction/purchase must gain the 2/3 majority among the NC and presidents of all local branches in order to be approved.
- If the amount is higher than 30.000 NOK, the given transaction/purchase must gain the unanimity among the NC and presidents of all local branches in order to be approved.
Carried (17 in favour / 0 against / 0 abstaining)
2.1 Financial Routines - Proposal 10
Local branches send [information regarding travel-] costs of bus/train. National Administration gives an allowance and representatives travel as they want, [themselves] covering extra expenses (over allowance). Allowance should include travel to/from airport etc.
Not carried (1 in favour / 12 against / 4 abstaining)
2.1 Financial Routines - Proposal 11
Delegates should ensure that they use the cheapest means of transportation to the venue.
Carried (15 in favour / 2 against / 0 abstaining)
2.1 Financial Routines - Proposal 12a
Amendment to: 4.2 Travel expenses - 2nd paragraph - replace with:
ISU covers the cheapest method of travel available to delegates at the time of the NA.
Carried (13 in favour / 1 against / 2 abstaining)
2.1 Financial Routines - Proposal 12b
Amendment to: 4.2 Travel expenses - 3rd paragraph - delete:
Rejected (as Proposal 14 was carried)
2.1 Financial Routines - Proposal 12c
Amendment to: 4.2 Travel expenses - 4th paragraph - replace with:
Exceptions to this rule are made in the case of the NC, who must get to the NA location as quickly as possible, and otherwise on a case-to-case basis with the explicit approval of the NC. (there must be compelling reasons given for such a special request to be granted.
Not carried (1 in favour / 12 against / 4 abstaining)
2.1 Financial Routines - Proposal 13a
National Administration makes transactions which are higher than 3.000 NOK, and which have not been approved by the last NA only if it gets a written approval from 2/3 majority of presidents of branc presidents. If the presidents do not give response during one week from announcement, National Administration acts according to the general guidelines from last (year plan) NA.
Withdrawn, considered included in Proposal 9
2.1 Financial Routines - Proposal 13b
Amendment to: 3.0 Responsibilities - 2nd paragraph - add:
The National Secretary presents a balance sheet for the National Co-ordinator every 3 months.
Carried (17 in favour / 0 against / 0 abstaining)
2.1 Financial Routines - Proposal 14
Amendment to: 4.2 Travel expenses - 3rd paragraph - delete:
"in case of Tromsø"
Carried (14 in favour / 0 against / 3 abstaining)
Vote on adoption of the document as amended:
Carried (16 in favour / 0 against / 1 abstaining)
The new Financial Routines of the ISU were adopted as amended, and comes into force at the end of this NA.
17 delegates were present during the votes, except during the vote on;
- Proposal 8, when 15 delegates were present
- Proposal 12a, when 16 delegates were present
2.7 Amendments and votes to the ISU National Constitution
Amendment to: §4.2 [add
Carried (15 in favour / 0 against / 0 abstaining)
Amendment to: §3.1.2 [add that the NA should be organised where it is economically most convenient for ISU]
Carried (13 in favour / 3 against / 1 abstaining)
Amendment to: §3.2.2 [add that StL should be represented in the hiring board for the National Secretary]
Carried (17 in favour / 0 against / 0 abstaining)
Amendment to: §4.1 [add that branch constitutions should be presented the NA for approval]
Carried (14 in favour / 3 against / 0 abstaining)
The revised Constitution of the ISU were adopted as amended, and comes into force at the end of this NA.
Though, § 4.2 came into effect
immediately after the vote, thus granting
17 delegates were present during the votes, except during the vote on §4.2, when 15 delegates were present
(as the two delegates of
4.2 Amendments and votes to the budget for year 2004
Amendment regarding: Include financial support for ISU-ÅS, granted but not paid in 2003
Budget line 205: + 7.000,-
Budget line “Yearly result” (Balance) - 7.000,-
Carried (13 in favour / 1 against / 3 abstaining)
Amendment regarding: Prize for the winner of the logo competition for new ISU logo
Budget line 403: + 1.000,-
Budget line “Yearly result” (Balance) - 1.000,-
Carried (13 in favour / 1 against / 3 abstaining)
Amendment regarding: Annex to the budget regarding funding of new branches
· NS will prepare a document with guidelines for local branches about how/where to apply for money.
· 5 new branches established from now on will be granted NOK 4.000,- of the StL contribution. The rest of the money will be used on establishing (travel, organisation).
· Branches established at the beginning of this year i.e. Narvik and Stavanger will be allocated NOK 5.000,- each if they have not received any other funds by the time ISU receives funds from the Ministry of Education, and if the total operationg income of ISU is more than NOK 210.000,-
· Funding for ISU-branches will be prepared as an agenda item at the National Assembly autumn 2004
Carried (13 in favour / 1 against / 3 abstaining)
Vote on adoption of the budget as amended:
Carried (12 in favour / 1 against / 4 abstaining)
17 delegates were present during the votes
List of Appendixes
Appendix 1: List of participants
Appendix 2: Agenda
Appendix 3: Proposed meeting plan
Appendix 4: ISU-Branch Report -
Appendix 5: ISU-Branch Report - Narvik
Appendix 6: ISU-Branch Report - Oslo-HiO
Appendix 7: ISU-Branch Report - Oslo-UiO
Appendix 8: ISU-Branch Report -
Appendix 9: ISU-Branch Report - Tromsø
Appendix 10: ISU-Branch Report -
Appendix 11: ISU-Branch Report - Ås
Appendix 12: National Co-ordinator Report
Appendix 13: National Secretary Report
Appendix 14: Proposed financial routines
Appendix 15: Certificate Presidents – Sample
Appendix 16: Constitution with amendments
Appendix 17: Financial Report
Appendix 18: Accounts 2003 & Budget 2004
Appendix 19: Establishing of new branches – Report
Appendix 20: Report Østfold
Appendix 21: Winning logo – New ISU Logo
Appendix 22: Proposed ISU Plan for 2004 / Four Years Plan
Appendix 23: ISU Financial Routines - as adopted at the National Assembly March 2004
Appendix 23: ISU Constitution - as adopted at the National Assembly March 2004
Appendix 23: ISU Budget 2004 - as adopted at the National Assembly March 2004