House Rules of E.S.K.V. Odin

Disclaimer

The text below is a translation of the house rules of E.S.K.V. Odin. No rights may be derived from this publication. In matters regarding the house rules, you will be referred to the original (Dutch) house rules document.

Approved since: ALV 8 (06-02-2020)

Board during GMM:

• Chairman: Mathijs Vesters

• Secretary: Zeno van Cauter

• Treasurer: Jip Haarsma

Last edited by: Emma Vignoli (01-03-2026)

Definitions

Academic year: The period from September 1st to August 31th in the next year.

Article 1 — General provisions

1. All provisions in the house rules are subordinate to the law and the statutes.

2. These regulations are a supplement to the statutes of E.S.K.V. Odin established on 29-12-2016.

3. These regulations are applicable on every member and donator of the association, and they are expected to know the house rules, and act accordingly.

Article 2 — Membership and donatorship

1. The association consists of:

   • Members

   • Donators

Article 2a — Members

1. Members are those who have registered in writing at the board and admitted as member.

2. Members have to satisfy all of the following requirements:

   • a. Members have to be in possession of a SSCE sports card.

   • b. Members are registered as student or PhD student.

   • c. When a member graduates during the academic year, this member can stay member for the current and the following academic year. After this period, membership is suspended.

3. All requirements listed in Article 2a2 are not applicable in case a person is granted the 5-year ruling. Information regarding the requirements can be obtained at the board.

Article 2b — Donators

1. The association recognizes members, donators and sponsors.

2. Donators are the persons who are allowed by the board and those who are obliged to donate an amount equal or greater than the yearly contribution to the association.

3. Donators have no other rights and obligations other than those applied to them by the statutes and/or regulations.

4. One can become a sponsor with no additional rights by sponsoring the association monetarily.

Article 3 — Membership

1. The contribution is 27,50 euro for an academic year or 15,00 euro after the 1st of February until the end of the college year.

2. The membership/donator status is valid and valid only for the academic year in which the contribution was paid.

Article 4 — Rights and obligations of members

1. Members have the right to partake in every activity under the condition that the member has met the specified (financial) conditions of the activity.

Article 5 — Supplementary regulations

1. In the case of severe transgressions of the house rules of the SSCE, the board has the power to terminate membership as described in article 5.4 of the statutes.

2. The intended use, attempted intended use, possession or (attempt to) dealing of performance-enhancing drugs or other substances prohibited by the World Anti-Doping Agency (WADA) is forbidden. A distinction is made between two situations.

   • a. In case of an all-time banned substance, the board is obligated to terminate the membership following article 5.4 of the statutes. An exemption may be granted for medical reasons.

   • b. In case of an in-competition banned substance and if the member is caught on a competition by the Dopingautoriteit, the WADA or the board (with sufficient proof), the board must analyse the case and has the right to terminate their membership, unless the substance was used for medical reasons.

3. A confirmed case of harassment will result in disciplinary measures. These measures may extend up to termination of membership and shall be determined by the board.

   • a. Upon receiving disciplinary measures, the member concerned has the right to appeal them at a general members’ meeting. If the member concerned is part of any committees, they shall be suspended for the duration of the disciplinary measures.

   • b. In the case that a coach is involved the disciplinary measures can range from a temporary suspension up to ending of contract.

   • c. In the event that a board member is involved in such harassment, they shall not be permitted to participate in decisions regarding the relevant disciplinary measures and shall be at least temporarily, but as soon as possible, suspended from all board tasks.

4. The board is obligated to report these transgressions to the SSCE.

Article 6 — Association colors

1. The Odin logo consists of the following colors:

   • a. Dark red: digital RGB (124, 8, 19); print: PMS 1815 C

   • b. Light red: digital RGB (226,39,29); print: PMS 485 C

   • c. Black: digital: RGB (0 ,0 ,0)

   • d. White: digital: RGB (255,255, 255).

2. The background color and also the color of the association clothing is Navy Blue or a comparable color to Navy Blue. Other colors can be used for events of other limited editions, in which the logo is allowed to be monochromatic.

Article 7 — The Board

1. Members who perform a function in the board are not exempt to their obligation of paying the fixed contribution, nor will they renounce their right to vote during the general members meeting.

2. Tasks of the board, without prejudice the applicable statutes or house rules mentioned elsewhere in this document or other regulatory documents, are as follows:

   • a. The general management.

   • b. Preparation and timely planning of the general members meeting.

   • c. The execution of the decisions taken during the general members meeting.

   • d. The supervision on compliance of the statutes and regulations.

   • e. Taking care of and protecting the financial stability and solvability of the association.

   • f. Managing the member administration and documents and/or imagery whether in the archive or not.

   • g. Maintaining relations with external parties.

3. Members of the board preserve the right to make a change to the budget of their board year. This change can happen without explicit permission of the GMM. The size of this change cannot be more than 5% of the expected income of that board year. If a budget change exceeds 5% of the expected income, it may be implemented with the approval of either the General Assembly or the Audit Committee.

Article 8 — Candidate board

1. The board will place an open vacancy for the to be fulfilled board positions before March 31st of the academic year.

Article 9 — Audit committee

1. Conform article 14 of the statutes, by the members of the general members meeting, the members of the audit committee are appointed.

2. The audit committee consists of at least 2 members.

3. The audit committee supervises the management of the treasurer. The audit committee is expected to check the balances, the books and documents of the treasurer, at least 1 time per year.

4. In case the audit committee sees reason to discharge the treasurer, the audit committee will present a proposal concerning this aforementioned reason to the general members meeting. The audit committee is authorized to give proposals to the board regarding the financial management.

Article 10 — Activity committee

1. The activity committee, from now on referred to as AC, will try to organize at least 1 activity per month.

2. At least 1 board member must be in the AC, whether or not in an observing role.

Article 12 — Liability for members

Every member or donator is liable to caused damage to property of the association, caused by this member or donator.

Article 13 — Change of the house rules

The house rules can only be adjusted by a decision of the general members meeting, of which the proposal to change the house rules was announced in advance. The term of convocation to such a meeting has to be at least 14 days.

1. A decision to change the house rules has to have at least 2/3 of the valid cast votes to be valid.

Article 14 — Final provisions

1. Every member and association body has to adhere to the provisions in this regulation.

2. In cases where this regulation is not applicable, the board decides barring the board’s obligations towards the general members meeting.

3. The association is not liable for illness, accidents or damage of any kind. Members and donators are at all times responsible for their own safety and health.

4. After declaration of the regulation, the text will be made available to members as soon as possible. This regulation and all following changes to this regulation enter into force 14 days after the appearance of an information expression in which the text of the regulation is included.

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