How to StV

General rights & duties (HSG § 20)

As an StV, your general rights and duties include:

  • Represent the concerns of students of your programme
    • Try to raise issues internally in your department.
    • If that doesn’t work: get in touch with us…
  • Book rooms at Angewandte for StV-related events and activities.
  • Nominate StuKo members.

Read HSG § 20

What are the specific tasks of an StV?
  1. Hold at least two student plenums per semester and send a protocol to Hufak.
  2. Nominate StuKo members.
  3. Spend/manage the StV budget.
  4. Attend university-wide StV meetings for networking.
How do we organize a student plenum?

Hold at least one student meeting per semester.

Before

  • The invitation should go to all students of your programme.
  • Communicate the meeting at least 1 week in advance.
  • You can ask BiPol to get a list of e-mail addresses of all students.

During

  • Write a protocol. You can find a template in the shared cloud folder.

After

How do we nominate StuKo members?

Nominate 4 student members: 2 main members (Hauptmitglieder) and 2 substitute members (Ersatzmitglieder).

  • Ideally, members are decided in a student plenum and documented in the protocol.
  • Members can be changed at any time, including in the middle of the semester.
  • Commissions should be at least 40% women, so as a rule of thumb it would be great if your two primary members were of different genders.
  • Only two student members actually have to attend the meetings, so the substitutes might never have anything to do.

How do we communicate an updated member list?

E-mail the updated list to protocols@hufak.net using this format:

H: Lastname, Firstname first.last@student.uni-ak.ac.at +43 699 123 45 67

H: Lastname, Firstname first.last@student.uni-ak.ac.at +43 699 123 45 67

E: Lastname, Firstname first.last@student.uni-ak.ac.at +43 699 123 45 67

E: Lastname, Firstname first.last@student.uni-ak.ac.at +43 699 123 45 67

How do we book rooms for meetings/events at Angewandte?

As an elected StV, you have the right to hold events in the rooms of the university (§ 5 HSG).

  • Rooms need to be booked at least 72 hours in advance.
  • In theory, the university can assign any room that fits the expected number of attendees. In practice, you can usually request specific rooms.
  • Extra costs, such as security, need to be covered from the Hufak budget.

Angewandte room booking procedure

  1. Check “Zentral buchbare Räume” for desirable locations.
  2. For a normal class/lecture room, e-mail raumkoordination@uni-ak.ac.at. For event spaces marked in blue on the sheet, e-mail veranstaltungen@uni-ak.ac.at.
    • Room requests need to be made at least 72 hours in advance.
    • Include: preferred room or building, start and end time, type of event (student meeting, lecture/talk, etc.), and expected number of people.
    • For event spaces booked through veranstaltungen@uni-ak.ac.at, you can also specify the desired seating/chair arrangement. For a courtyard or Lichthof, you can ask whether Heurigentische + Bänke can be provided.
  3. Depending on the event time and number of attendees, Raumkoordination/event management might insist on a Portier extension or additional security. Check with BiPol/Wirtschaftsreferat/StV whether this can be covered from the Hufak budget.
How does StV budget access work?
  • Check your StV’s total budget on the last page of the Hufak budget. The amount is proportional to the number of students.
  • The budget is per study year (i.e. July–June) and does not get carried over to the next year.
  • ❗ Money not used by StVs is used to fund university-wide projects like the free German courses, so don’t feel compelled to spend it all!
  • To apply for a purchase or reimbursement of a payment you already made, use the StV budget reimbursement form from the shared cloud folder.
What are the StV budget limits?

Planned purchases from the StV budget need to be documented in an StV meeting protocol, which needs to be sent to the financial department at wirtschaftsreferat@hufak.net.

Individual items under €200

  • You buy them, keep the original receipt, and Hufak reimburses you.
  • If you buy something online, the booking confirmation is required.
  • ❗ If the item is over €100, Wirtschaftsreferat needs to confirm that the purchase is OK before you make it.

Individual items over €200

  • Offers from three different sellers have to be included (website links are sufficient), and then Hufak buys the item for you.
  • ❗ Any item over €400 will be included in the Hufak inventory list. You as StV are responsible for keeping the items safe and taking/sending a picture of each item once a year.
❗ What are the conditions for purchases and reimbursements?

The StV budget is meant to benefit ALL students of your programme equally. Therefore, only expenses that are open to all students can be reimbursed.

Social events, workshops and lectures

  • ✅ Food/snacks for social events or plenum meetings
  • ✅ Drinks (no alcohol!)
  • ✅ Going on a collective student-organized class trip, provided it is open to all students
  • ✅ Collective accommodation costs
  • ❌ Individual travel expenses
  • ❌ Individual accommodation costs
  • ❌ Covering student expenses for an excursion organized by the university

Collaborating with or supporting external organizations

  • ❌ Donations to a person or organization
  • ❌ Honorar/payment to StV members or students for organizing an event
  • ✅ Honorar for an external organization for running a workshop or event that is open to all students
    • If you advertise the event, please put the Hufak logo on posters and social media posts.

Equipment and materials

  • ✅ Acquisitions for the shared student space (studio), for example:
    • coffee machine
    • couch
    • etc.
  • ✅ Projects (e.g. exhibitions, materials) that are student-initiated, relevant and accessible to all students
  • ❌ Buying materials for use as part of a university course

ÖH training

  • ✅ Travel costs for ÖH trainings and seminars for StV members