Rules and Regulations

These Rules and Regulations are based on the statutes of the Stichting Forum for European Journalism Students International based in The Netherlands.
The Forum for European Journalism Students International, abbreviated as Stichting FEJS hereinafter, will be referred to as the Foundation. Both the full and the abbreviated names may be used indistinguishably.

The Stichting FEJS is the umbrella organisation of all local FEJS Satellites.

The Forum for European Journalism Students was founded informally in 1985 by Danish and Dutch journalism students.

All acts, invoices, announcements, publicity, letters, orders and other documents issued by the Foundation shall indicate the full name or the abbreviated name of Foundation.

2. The Status of Stichting Forum for European Journalism Students International

The Foundation is an independent forum and is not influenced by any governmental, political, religious nor commercial organisation. It is strictly a non-profit-making organisation. No governmental, political, religious or commercial actors may under any circumstances in any way influence the bodies of the Foundation, nor may they have any impact or influence over the events arranged by the Foundation.

3.1 The Foundation Board

The Foundation Board is formed by the legal representatives of Stichting Forum for European Journalism Students International in the Netherlands. They are registered at the Dutch Chamber of Commerce and in the UBO-register.

It cares for the continuity of the Foundation and takes care of the legal and administrative requirements of a Foundation (Stichting) in the Netherlands. It is bound by the Statutes filed with the Dutch Chamber of Commerce and is ultimately responsible for the actions of the Foundation.

The Foundation Board is not involved in the day-to-day activities necessary to achieve the Foundation’s goals, but rather oversees the long-term strategy of the Stichting Foundation together with the Executive Board and the Secretariat. However, it will be kept aware of the activities of the Foundation and its bodies.

To ensure this, EB, Sec and Foundation Board will meet on a quarterly basis at minimum. These meetings require a minimum of one member of every Body. Every member of every Body prepares a written overview of their actions during the last quarter.

Furthermore, the Foundation Board will receive a copy of the meeting documentation from both the meetings of the EB as well as the Secretariat. In turn, it shares documentation of its own meetings with the EB and Sec as well.

3.1.1. The Foundation Board’s Duties and Powers

1. Submit an annual report at the Chamber of Commerce with an overview of the Foundation’s activities in accordance with the statutes.
   1. This report will be written in consultation and cooperation with the Executive Board and Secretariat.
   2. Submit a Financial Report to the tax office of the Netherlands every year, keeping with the requirements of the law and the statutes.
   3. Advise the EB in matters regarding administration, especially regarding matters concerning Dutch law and practices.
   4. Has the ability to remove members of any body within Stichting FEJS that are direct subsidiaries of Stichting FEJS, i.e. the Executive Board, the Secretariat, National Coordinators and representatives serving on the Supervisory Board.
   5. Has the right to disaffiliate Satellites from Stichting FEJS; however cannot dissolve Satellites as they are organisations in their own right.

3.1.2 The accountability of the Foundation board

1. The Foundation Board will act in correspondence with the Dutch laws for Foundations and Associations. (Het Nederlands Stichtingen- en Verenigingsrecht)
2. The Foundation board is not an almighty body, it is accountable to the SUB of the Foundation. In its actions, the Foundation Board is guided by the Statutes of the Foundation, in which the Dutch text will be the leading interpretation. A translated copy of the Statutes can be requested from the Foundation Board.
3. The Foundation Board will present its activities and actions at the annual General Assembly. The presentation will be physical or online. At the GA, the SUB will be asked to discharge (decharge under Dutch law) the FB for their work in the previous year. If the SUB declines to discharge the FB, the FB is required to address and resolve the issues identified by the Supervisory Board.
4. The Year Report will be discussed with the SUB at the GA. The SUB will discuss the report with the FB and either accept or reject the report. If rejected, the FB will amend the report. If needed, an Extraordinary GA will be called to accept or reject the amended report.

3.2. The Supervisory Board

The Supervisory Board (SUB) is the legislative body of the Foundation. It is made up of all the delegations from each respective country, each represented by a delegation leader. They assemble at least once a year.

A country is defined by a nation that has at least one active participant in the Foundation. If there are several regional Satellites in a country, or a Satellite and a National Coordinator, they must form a common delegation and thus have one vote.

Delegations in the SUB cease to exist at the beginning of the yearly General Assembly (GA) if the delegation is not present at the new General Assembly’s Internal affairs session and has not applied for extension of their status despite their absence.

Outside of the format of the General Assembly, the SUB may also be called upon in an advisory format to discuss matters concerning the work of Stichting FEJS. In these meetings, only delegation leaders (or their representatives) will be asked to attend.

3.2.1. Delegation leaders

Each delegation elects a delegation leader. In case there is an active Satellite that represents the delegation, the person in charge of the Satellite is the presumed delegation leader. The same principle applies in case there is a National Coordinator for the delegation’s country.

In case the delegation leader is not able to participate in a meeting, they can appoint a different representative from their delegation.

In the General Assembly, the delegation leader submits the vote of their delegation according to the discussion among the members of the delegation. Members of the delegation may request to check the vote submitted for their delegation with the Election Committee after any election.

3.2.2. The SUB’s Duties and Powers

1. Proposing changes to the Rules and Regulations.
2. Give input on the long-term strategy for the Foundation
3. Voting on the financial plan for the upcoming year for the Foundation
4. Electing a new Executive Board annually and Secretariat every second year
5. Electing an Organising Committee for the General Assembly of the next year and the Annual Congress of the second upcoming year, as well as the leader of the respective Organising Committees.

3.2.3. Decision-making at the General Assembly

1. In order to guide the voting, the EB and Sec will establish an independent Election Committee to lead and supervise the votes.
   1. In support of the Election Committee, an election/voting guide will be established at the start of every GA by the SUB. The guide is prepared by the Secretariat.
   2. After the General Assembly, the Election Committee will write a comprehensive report that must include all proposals, votes and discussions. The report must be sent to the Secretariat and EB within one month after the GA. The EB and Sec may request a revision of the report in case there are any faults or inaccuracies. It shall be published on the internal area of the Association’s website. If at least half of the countries represented at the GA agree that the report contains faults or is incorrect they may contact the Sec and ask for an Extraordinary GA
2. Each delegation represented at the GA meeting has one vote through the SUB. The leader of every delegation is responsible for the vote of the delegation. The leader of the delegation must vote in accordance with the decision of the delegation of that country
3. Proposals have to be presented to the Sec at least two hours before the voting session takes place. The delegations must obtain the list of proposals that will be voted on at least one hour before voting
4. The voting is done by a secret ballot in the case of EB, Sec and OC. For Rules and Regulations and other voting sessions there can be a free vote
5. The results of the voting session can be obtained from the Election Committee after the decision in order to ensure that the representative has voted according to the decision of the country if the delegation wishes so
   1. Changes to the Rules and Regulations of the Foundation are valid if two-thirds of the represented countries support the proposal. In all other voting sessions, a simple majority is sufficient.
6. In order to guide the voting, the EB and Sec will establish an independent Election Committee to lead and supervise the votes.
   1. In support of the Election Committee an election/voting guide will be established at the start of every GA by the SUB.

3.3. The Executive Board

The Executive Board of the Foundation (EB) consists of a president, a secretary, a treasurer, an OC-coordinator and director and a director for Satellites, Veterans and
Partnerships. All members of the EB have a mandate of one year. An individual member of the Foundation cannot be a member of the EB for more than three full terms. Newly elected EB members will divide the positions among themselves in a meeting after the elections.

All decisions by the EB must be agreed by four out of five members to be valid. The EB can also perform the duties that are allocated to the Secretariat if needed. The EB may veto the actions of the Sec if four out of five members vote for it.

The old EB is discharged (decharge under Dutch law) by the Supervisory Board at the General Assembly. The Supervisory Board has the right to discuss and question actions of the EB. If the SUB declines to discharge the EB, the EB is required to address and resolve the issues identified by the Supervisory Board. Each new EB has an experience period after the General Assembly. During this period, the newly elected EB will work together with the previous EB. The preceding EB is obliged to assist the new EB for the duration of the first two meetings. After that, the old EB is dismissed. They are asked to advise the EB upon request, especially concerning matters that took place during their term.

3.3.1. Members of the Executive Board have to fulfil three conditions:

1. Have already attended one AC and one GA before they run
2. During their mandate, they cannot be in any other official body within the Foundation
3. The five members cannot be from the same satellite nor the same nationality.

In case of having no other option than having two candidates with the same nationality, an extra vote on that specific situation is needed. Likewise, the requirement to have attended one AC and one GA can be lifted ahead of the elections if the SUB votes for it.

3.3.2. The Executive Board’s main duties are:

1. To monitor the activities of the Stichting FEJS and to monitor the Secretariat, Satellites and other participants that act in the name of the Foundation
2. The EB is obliged to assist the local Satellites and Organizing Committees with events organized in the name of the Foundation, required that the events have been approved by the EB and the Sec
3. The EB should be represented at all events organized by the Foundation
4. It is obligatory for all EB members, re-running or not, to be present at the GA
5. The EB has the mandate to act in the name of the Foundation, apply for funding and collect post in the name of Foundation
6. To act as a complaint board in case of disputes between the bodies within the Foundation or the Foundation and third parties
7. To create a promotion plan for the Foundation in countries not represented
8. Making sure that the GA can take place and providing FEJS related discussion points

3.3.3 The positions within the Executive Board (EB)

1. The President
   1. The President oversees the work of the EB but is not in any way more liable than the other members of the EB
2. The Secretary
   1. The Secretary is obliged to attend all board meetings. If they cannot attend, one of the Coordinators shall perform their duties
   2. The Secretary also must document all official Board meetings accordingly and present them to the EB and send them to the Secretariat and the Foundation
      Board. In case that there are several documentations during a meeting, the Secretary of the EB is obliged to take them into account in the official report
3. The Treasurer
   1. The Treasurer supervises the FB and monitors its activities concerning the budget of the Foundation and the use of finances, but is not responsible for managing the daily financial duties
   2. The Treasurer is obliged to report to the rest of the EB about the Foundation’s finances monthly
   3. The Treasurer, along with select helpers, pursues funding opportunities for the Foundation.
4. The OC-Coordinator (OCC)
   1. The OCC is the main connection of information and communication between Organizing Committees (OC) and the EB
   2. The OC-Coordinator provides the OC with all necessary information, guidelines and documents regarding the upcoming event
   3. The OC-Coordinator supervises the OC’s actions and makes sure they are within the Statutes and Rules and Regulations of the Foundation
5. The Veterans, Satellites, Cooperations-Coordinator (VSCC)
   1. The VSCC is the main connection between EB and Satellites
   2. The VSCC makes sure to keep Satellites updated about further actions of Stichting FEJS
   3. The VSCC provides Satellites with any assistance, information, guidelines or documents needed
   4. The VSCC is the main connection between the EB and organisations that are connected to FEJS
   5. The VSCC is obliged to keep existing collaborations alive and assures further shared policy-making
   6. The VSCC provides collaboration partners with any information needed for further collaborations
   7. The VSCC is the main connection between EB and veterans
   8. The VSCC is obliged to build up a working network between veterans and FEJS participants, to build up and administrate a database of everything regarding the collaboration of FEJS and its veterans
   9. The VSCC is always in contact with the OCC to make sure veterans are implemented in the program of upcoming events, for example:
      1. Ask veterans to hold lectures, workshops etc.
      2. Ask veterans to attend as speakers during anniversaries and other important meetings
      3. Ask veterans to attend as honorary participants

3.4. The Secretariat

The Secretariat consists of at least two active members from the same country. It is led by the Secretary General (SG), who is elected by the members of the Secretariat upon formation. The SG chooses a substitute named the Vice-Secretary General (VSG). The VSG works in cooperation with the SG and acts as a substitute in case the SG is temporarily unable to fulfil their duties.

The EB may veto the actions of the Sec if four out of five members vote for it.

The Secretariat is elected by the SUB for an official term of two years, starting its mandate immediately after being elected at the GA. Therefore, each new Secretariat has an experience period from the GA until the next event. During this period, the newly elected Secretariat will work together with the previous Secretariat. The preceding Sec is obliged to assist the new Sec until the first Annual Congress or Task Force Meeting has been organised, if the new Sec or EB finds this necessary.

3.4.1. The Secs main duties are:

1. To provide the continuity of the Foundation by collecting all the data. By doing that they assure the long term policy making
2. To follow and accept all the activities and projects organised by the Foundation
3. To implement the promotion plan in countries that are not represented
4. To implement all the Foundation’s international fundraising
5. To implement the Foundation’s PR/image strategy in cooperation with the EB
6. To represent the Foundation corporate identity guidelines and to monitor adoption of these guidelines by all the Satellites and other Foundation Bodies
7. To supervise that the name, visual look and image of the Foundation is not used without the approval of the Sec and the EB
8. To inform the participants and the public about recent ongoing activities by e-mail, website and social media on a regular basis
9. To maintain and update the Foundation’s official website in the collaboration with the EB
10. To maintain, update and expand the databases and all the information archives of the Foundation
11. To maintain and archive all reports, documents, participants, finances and receipts from all matters concerning the Foundation. These must be open for any participant of the events upon request after approval by the EB
12. To keep a database of FEJS Veterans up to date
13. To do the participants application procedure for the Annual Congress and General Assembly
14. To supervise the Solidarity Fund and grant funding from it approved by the EB
15. To collect project reports from both the Foundation and the Satellites annual reports and keep them in an organised database, which must be of easy access via the restricted area of the website
16. To register the discussions, proposals and the results of the voting sessions at the General Assembly of the Foundation
17. To be represented at the GA, AC and the Task Force Meetings
18. To be in continuous contact with the Executive Board concerning actions and decisions and allow the EB to check the crucial correspondence if requested
19. The Secretariat can nominate working groups to delegate specific tasks and projects that are their direct responsibility

3.5. The Stichting FEJS Satellites

The Foundation’s Satellites are local Stichting FEJS structures that form the working basis of the Stichting FEJS at a national level. The national level is usually defined by national borders. There can be an exception to this rule in order to combine two or more Stichting FEJS Satellites. This can be approved by the EB when two-thirds of members of all groups involved support the combining. The second exception is splitting a national group into several Satellites within a nation. In this case two-thirds of the possible new group needs the approval of the EB.

In case of national-level problems which cannot be solved within the Satellite, the national group has to ask the EB for advice who decides on the grounds of the individual problem and the possible solution. If a long-term problem (such as cultural, social etc.) occurs, the EB 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.), EB 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 Stichting FEJS Satellites should be implemented in the light of different national realities and will reflect the spirit and aims of the Stichting FEJS and of these Rules and Regulations. It is the aim of the Stichting FEJS to be geographically represented throughout Europe.

A group of journalism, media and/or communication students that want to form and establish a Satellite has to apply for the status as an official Satellite of the Association to the Secretariat and be approved by the EB. Thus the group can act in the name of the Stichting FEJS until the next upcoming GA where the new Satellite has to present itself and receive the approval of the GA.

To be officially established a National Group must:

1. Have its own Rules and Regulations based on the Stichting FEJS Statutes and Rules & Regulations. Therefore, it must follow the Statutes concerning Satellites and articles 1 and 2 from these Rules and Regulations
2. Be an official organisation in their country of origin, or have a similar status
3. Be officially recognized by the GA as a Stichting FEJS Satellite

3.5.1. The Satellites main aims and duties are:

1. To promote the Stichting FEJS activities at the local level, and to increase the participation of students and journalism teaching institutions in these activities
2. To realize the aims and goals of the Stichting FEJS on a local level
3. To organise Stichting FEJS events and projects, local as well as international
4. To maintain and promote communication between the Secretariat and educations in journalism, media and communication and among the Stichting FEJS members from that country (and neighbouring countries in case there is no Satellite or National Coordinator there)
5. To assist the Secretariat in their duties and responsibilities with issues that concern the Satellite and its neighbouring regions
6. To follow the Stichting FEJS Corporate Identity guidelines as stated in these Rules and Regulations and in the Statutes of the Association
7. To provide an update twice a year a week prior to each event concerning their past activities and plans for the future. It is the EB’s responsibility to make the activities report and future plan public in the best effective way, however, the Satellite must see to that its members can access the report at any time
8. To attend the GA and hold a presentation of its activities, plans and finances of the past and for the upcoming year

In case a Satellite does not fulfil its tasks or acts against the Rules & Regulations or the Statutes of the Foundation, the EB has the right to intervene and take the steps deemed necessary. The EB in cooperation with the Sec may refuse the Satellites right to act in the name of the Stichting FEJS. A full dismissal of the group must be voted on upon at a GA.

The Sec or the EB has the right to refuse the use of the Foundation’s name in context with events, competitions and fundraisings if it sees that it is in conflict with the Rules and Regulations.

3.5.2. National Coordinators

In any country that has no official Satellite, the EB or the Secretariat in agreement with the EB can choose to nominate a National Coordinator, hereinafter referred to as an NC, who will represent the Stichting FEJS in that country. As opposed to the Stichting FEJS Satellites which can be formed under any regional criteria of their choosing, an NC will always represent a certain country or those parts of a country where no Stichting FEJS Satellites are established.

When a Satellite is formed on a nationwide basis, the position of NC will automatically disappear. A Satellite can candidate to fulfil the function of the NC of a certain country, if this Satellite is established in only part of that country and wishes to expand its field of communication, but not its field of activities. This must be agreed upon at a GA. In this case Satellites can still be founded in those regions where another Satellite only has the function of an NC, required that the Satellites cooperate and have annual meetings.

The National Coordinators main duties are:

1. To promote the Stichting FEJS activities at the local level, and to increase the participation of students and journalism, media and/or communication teaching institutions in these activities
2. To enlarge its own activities in order to achieve the establishment of a National Group in their country
3. To work in cooperation with the Secretariat for any matter related to their country, mainly to maintain and promote communication between the Secretariat and the Universities and members from that country
4. The National Coordinator is urged to promote the Foundation in neighbouring countries if there are no members, an NC or a Satellite in that country

3.6. Resignation or Dismissal of a FEJS Stichting Body or Body Member

3.6.1. Resignation of a Stichting FEJS Body or Body Member

When a Foundation Body or Body Member resigns from their position, it is their obligation to fulfil their duties until a replacement is elected by the General Assembly, to ensure the continuity of the Stichting FEJS, unless another member of the same body can take over the duties. A resignation should be made public within a week before the next event takes place, and within a week after the resignation to the EB and the Sec.

3.6.2. Dismissal of a Stichting FEJS Body or Body Member

The SUB can dismiss a Foundation Body or Body Member if they have harmed the good name of the Foundation or have harmed the organisation in any other way.

This can include:

1. Abuse of power.
2. Unauthorized use of the name of the Foundation.
3. Obscure financial transactions.
4. Disrespect for these Rules and Regulations or the Statutes of the Foundation etc.

3.6.3. Motion for Dismissal

A motion for dismissal can be put forward by a shared request of four EB members, at least half of the members of the Sec, or by a request supported by at least five countries within the Foundation. The GA has to decide on the motion as soon as possible.

3.6.4. Procedures of dismissal

A proposal for dismissal must be presented to the SUB one day before voting. An Extraordinary GA may be called upon for a 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 online conference call, video message, email or any other way). The Body or Member must receive notice of the proposal of dismissal within a week before the voting. The SUB will decide by a two-thirds majority via secret ballot. The body or body member dismissed continues to fulfil their duties until either a replacement is elected or their duties are temporarily re-assigned to another member of the same body

4. Stichting FEJS Partnerships Cooperations, Partnerships and Sponsors

The Foundation should promote cooperation, partnership and contact with Universities, University Colleges, individual professors, teachers, as well as other Journalism or Communication educations on both national and international level. Partnerships on a regional level require a consultation with local Satellites if these exist.

The Foundation may also initiate cooperation or partnerships with corporations, companies and other organisations as long as they promote the journalistic values of the Association and follow the Statutes and Rules & Regulations. The EB will present any new cooperations at the next General Assembly, as well as in a chapter in the annual report. The same applies to activities within any existing cooperations.

The OCs are recommended to avoid sponsors at events that do not support the values of the Foundation, especially if they intervene with the schedule of the Foundation’s events

5. Activities

The aim of all the Stichting FEJS European activities is to create an international understanding among journalism students, people working in journalism or communication and like minded. By doing so, it is also the aim to promote the Foundation on a local and international level.

The Foundation’s activities can be organised by the Foundation’s bodies themselves or individuals. In case an event is organised not by a body of the Foundation, an Organising Committee (OC) is formed. It is made up of a group of students and volunteers of at least one university or college, or members of the Foundation. The OC organises the event in cooperation with the Foundation’s Secretariat and the EB. The head of the OC is elected at the GA.

5.1.1 The duties and powers of the OC are:

1. To sign the contract including the Rules and Regulation for organising the event. For an Annual Congress the contract has to be signed one year prior to the event. For the General Assembly the contract has to be signed six months prior to the event. The contract has to be signed by every OC member
2. To organise an event in accordance with the Rules and Regulations and the Statutes of the Foundation
3. To gather financial means for the implementation of the event
4. To prepare the program and three information letters for the event
5. To provide food and lodging for accepted participants during the event
6. To report to the Secretariat and the EB on the working progress
7. To inform the Secretariat and the EB of their budget plan and financial situation on a regular basis starting at least three months prior to the event
8. To submit a Project Report to the Secretariat two months after the event
9. To be in close contact with the Sec and the EB during the process, if not the EB has the right to stop the process of organising or replace the OC members
10. To help participants with practical issues related to an event arranged in the name of the Foundation

5.1.2 The duties and powers of the Sec during events:

1. To manage the applications and selection of participants during events
2. To be in charge of the application procedure in association with the EB and the OC, including sending out the invitation letters, acceptance letters, confirmation letters and rejections
3. To be in charge of the finances of the Participation Fee and Solidarity Fund, including collecting the Participation Fee and distributing the Solidarity Fund
4. To be in charge of the Foundation’s finances during and after the event, but not the finances of the National Group arranging the event
5. To support the National Groups financially and legally for events if the EB and the Sec together deems it necessary, and under certain circumstances, within the financial limitations of the Foundation
6. To advise the OCs with raising funds if needed

5.1.3 The duties and powers of the EB during events:

1. To work closely with the OC during, before and after the event including advice with logistical and other issues
2. To advise participants as much as possible with practical issues if needed during and before the event, if the OC cannot be of sufficient help
3. To provide the necessary information on possible international funding
4. To work with the OC concerning lectures, workshops and events during TFMs, ACs, labs and GAs. The EB has the right to refuse any activities suggested by the OC at an event arranged in the name of the Foundation if it is not in accordance with the Rules and Regulations, or if the EB by full majority rejects the suggested activity.
5. To lobby with possible partners etc.
6. To hold a presentation of the Foundation at events (FEJS for Beginners or similar).
7. To organize a fund-raising auction in co-operation with the OC at the events.

5.1.4 Participants in Stichting FEJS events

Stichting FEJS has the following types of participants:

1. Participants from Stichting FEJS Satellites (see paragraph 3.4)
2. Individual participants: An individual participant is a member who fulfils the requirements as stated in the Rules and Regulations of the Foundation
3. The EB, members of the Secretariat and the Foundation Board.
4. Delegation leader: A participant in charge of a local FEJS satellite
5. National Coordinators: A participant who is in charge of being in contact with Universities and other educations and organisations within their region or nation that are involved in journalism, media and/or communication, in order to spread the knowledge about the Foundation to possible future members
6. Honorary participants: A participant can be promoted to an Honorary member
7. Affiliated participants or partners: Persons from other organisations that have prominently aided the Foundation

The EB and the Sec have the right to exclude certain participants who do not follow the program of the events or are in violation of the Rules and Regulations. A participant can be excluded with a minimum of two thirds of the votes of the EB and the Sec and will be banned for at least the next two upcoming events

5.2. 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 an Organising Committee (OC). 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:

1. An organisation and working plan for the project
2. A realistic estimation budget
3. 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
4. Ideally, an OC should consist of at least five members

5.2.1 The duties and responsibilities of the OC during an event:

1. To organise the AC in close cooperation with the EB and the Secretariat
2. To set a limit for the number of participants in cooperation with the EB
3. To report on a regular basis to the Secretariat and the Executive Board on the working progress. The OC is entitled to take decisions on its internal affairs on its own (The OC is entitled to take its own decisions in accordance with 5.1.3)
4. To inform the Secretariat and the Executive Board on their financial situation on a regular basis from the moment the OC is formed or upon demand by the Sec or the EB

If conflicts occur within the OC, or with the Foundation’s Bodies, Statutes or Rules and Regulations, the OC must take the issue to the EB that will decide on the matter how to proceed.

5.2.2. The AC Participants

The participants of the Annual Congress are primarily majors in journalism or students attending courses in journalism, media and/or communication. If interested, also others can 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. A small number of places should be reserved for guests, observers and participants with special status both for partnership, PR or institutional reasons. Honorary, alumni and affiliated participants of the Foundation and/or professional journalists are also included in this group.

5.2.2.1 Application procedure

The participant application and selection procedures are the responsibilities of the Secretariat in accordance with point 5.1.2. In the participant selection process, the Secretariat will strive for a maximum diverse and balanced representation of educational facilities, countries and the Foundation’s Satellites. When making the final decisions, the Sec and the EB can consult the heads of the Stichting FEJS Satellites and/or NCs.

The decision by the Sec and the EB concerning participants at events organized by the Stichting FEJS is final and cannot be overruled, except by calling an Extraordinary GA. Applicants must follow all deadlines set by the EB and the Sec for the event. If an applicant is not accepted, they have the right to contact the Sec and/or the EB to ask for motivation on why they were refused. The Sec is obligated to help applicants with Visa-issues, additionally participants that respected the Statutes and R&R and have been present at all activities during the event must receive a certificate of attendance.

5.3. The General Assembly

The General Assembly (GA) is the event dedicated to internal matters of FEJS. It will look back at the previous year and present the reports, have discussions about the
future of FEJS and is the place to make changes to the Rules & Regulations and other documents of the Foundation.

During the General Assembly, the Supervisory Board discharges (decharge under Dutch law) the Foundation Board, Executive Board and the Secretariat for their activities in the previous year. Elections for the Executive Board will be held annually, and elections for the Secretariat bi-annually.

The General Assembly consists of representatives of the following Foundation bodies:

1. The EB
2. The Sec
3. The SUB
4. The Foundation’s Satellites
5. The National Coordinators and individual participants of the Foundation

5.3.1. The General Assembly Participants

1. At least one member from each satellite should attend the GA meeting. If there is no satellite, the National Coordinator will be the representative
2. The attenders of the Foundation that have attended several events are especially advised to take part in the GA
3. The members of the EB and of the Secretariat. All members must attend the GA meeting but are not considered as representatives from their country. The Sec can choose to accept extra participants, who will also be considered a part of the country’s delegation.
4. Individual participants, including first-time members, are also welcomed, especially if they would represent a delegation by other applicants.

5.3.2. Extraordinary General Assembly

If needed, an Extraordinary GA can be called at any time by the EB directly or after a common request of a minimum of five delegations represented in the previous GA. An Extraordinary GA is also the means by which a conflict between bodies within Stichting FEJS, that could not be mediated otherwise, will be dealt with. An extraordinary GA is a heavy instrument and should not be requested and organised lightly.

An Extraordinary GA may be held online or in-person. For online events, invitations must be sent out at least a week ahead of the meeting. For physical events, invitations must be sent out at least a month ahead of the meeting; and hybrid participation must be possible

5.4. 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 practical experience of journalism and to help improve participants’ technical skills. The Lab is also one of the tools to help develop the Satellites. The FEJS Lab has no time restrictions. The FEJS Lab can be organised with regional, national or international perspective, addressing any journalism-related issue

5.5. Other Activities

Any other Stichting FEJS projects on a local or European level can be launched in accordance with these Rules and Regulations and the Statutes of the Foundation.

For example:

• Task Force Meeting
• Cultural Field Trip

5.6. Final Report

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

1. The name and the dates of the event
2. The program
3. A list of participants
4. A list of lecturers
5. A summary of the content
6. The final outcomes of the project
7. A self-evaluation
8. A feedback form completed by the participants
9. A complete financial report
10. The financial status at the time the report is filed

The report should be presented to the EB and the Sec at the latest one month after the event is finished. It is the EB’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 but should be posted in the restricted area on the website

6. The FEJS Solidarity Fund (SF)

The FEJS Solidarity Fund (SF) is a fund which supports participants with financial issues to attend the events of the Foundation. It is a way of stimulating the participation of participants that could otherwise not be represented at these events. The SF is funded by participation fees from events, solidarity auctions organised at events and from other sources. The SF is managed by the Secretariat. The SF is primarily in use for ACs and GAs, but the EB and the Sec may decide to implement it at other events if the finances of the Foundation support it. Participants who are reimbursed by the solidarity fund are asked to do something in return.

6.1.1. Criteria to get financial support from the SF

All members can apply for the Solidarity Fund if financial support is needed to participate in an event. The Secretariat decides upon possible funding and the amount, supervised by the EB. Financial support can only be given for travel costs and possible Visa fees required to attend an event, provided that the travel arrangements are at the lowest cost possible and have to prove that.

The total amount of funding provided to applicants is in relation to the finances of the Foundation. The applicants agree on fulfilling individual journalistic tasks given by the
EB during the event. The Sec and the EB obtain the right to refuse the funding to an applicant.

6.1.2. Procedure to Apply for the SF

An application for financial support from the Solidarity Fund is valid only if the official request has been submitted through the Solidarity Fund Application Form.

The request has to contain:

1. Required information about the applicant
2. A description of the applicant’s financial situation and an explanation of why financial assistance is needed
3. A detailed budget of the applicant’s trip, including a description of the attempts to obtain financial support elsewhere
4. A description of the participation to the given event

The SF request form must be attached to the Application Form for the given event. The deadline for applying to the SF for support is the same as for applying for the given FEJS event.

6.1.3. The use of Solidarity Fund money

1. The funding provided to applicants is limited to a maximum of 70% of their complete travel costs
2. Participants who get money from the SF need to provide receipts of transportation costs to obtain the funding
3. Participants who benefit from SF are obliged to follow the entire program of the event. If the applicant doesn’t respect this rule, the Sec has the right to refuse to pay the SF
4. The SF will be handed over at the end of the event which the applicant is attending

6.1.4. Interpretation of the articles in article 6

The Foundation’s Secretariat is authorized to interpret these articles and make decisions about individual applicants for the means of the Solidarity Fund, based on the guidelines listed above. The Executive Board supervises the management of the Solidarity Fund and the Sec’s decisions in accordance with these Rules and Regulations and the Statutes of the Foundation

7. Stichting FEJS Corporate Identity

The identity of the Foundation is stated in the Statutes.

8. Changes in the Rules and Regulations

Changes of the Rules and Regulations can be put forward by the Executive Board, the Secretariat and the Supervisory Board.

It is the EB’s duty to collect and implement the proposals ahead of the upcoming General Assembly.

Every change has to be openly discussed during the GA and only comes into force by a positive vote of at least two-thirds within the Supervisory Board.

The last changes in the Rules and Regulations were made by the Foundation Board and Executive Board (EB) 2024/2025 from 14th to 18th of September 2016 in Ede, The
Netherlands.

This EB consisted of the following persons:

• Robert van Loon (NL)
• Ana-Vita Leban (SLO)
• Matija Maver (SLO)
• Paula Protzen (GER)
• Nienke Wensveen (NL)

The Rules and Regulations came into force during the GA Porto 2025 after a positive vote the present delegations on the 25th of October 2025.