The legitimacy of student representation is conferred through an electoral process that meets the following democratic requirements:

a) Publicity of the electoral process as a whole;

b) Impartial coordination of the Electoral Commission;

c) Effective participation of students, prohibiting any type of restriction on voting or who can vote, that is, all members must have the possibility, if they wish, to register lists regardless of contributions or monthly fees to the association;

d) Democratic election, with publication of the election notice and the electoral rules, observing the statutory deadline of at least 30 (thirty) days in advance between the publication of the notice and the holding of the election. Furthermore, the election and part of the registration period for candidates must take place on a school day, in order to allow for broad participation by associated students;

e) Have the election and inauguration minutes duly registered at the competent Public Registry Office for Legal Entities in Porto Alegre.

The elections of the Central Student Directory, Academic Centers and Academic Directories must be preceded by an Election Call Notice that must contain:

I. identification of which Academic Center or Directory is opening an electoral process and which courses are covered by it;

II. indication of where and how the registration of the lists can be made and the deadline for doing so;

III. an indication of the documents that must be presented for the registration of each list (e.g.: it is suggested that a copy of identity card/CPF, updated proof of registration, declaration of intention of the members to participate in the list with the indication of the full name of the person running for each position in dispute be requested);

IV. the indication of the period in which the lists may carry out electoral campaigns;

V. the date and time of the election, including the estimated opening and closing times of the polls. The University's opening hours must be respected, and the elections must take place within these hours;

VI. the indication of the names and registration numbers of the members of the Electoral Commission, who must be students regularly enrolled in the course(s) covered by the student association that is in the election process;

VII. indicate that the Electoral Regulations will be made available to interested students and for each list that registers;

VII. the indication that a copy of the Electoral Regulations together with the Election Call Notice will be delivered, by means of a protocol, to the Student Representation Relations Sector (SRRE) of Proiin, which will assist in the publication of these documents.

* Note: The SRRE is available in room 222 of Living 360° (building 15), from 9 am to 18 pm, Monday to Friday.

IX. the minimum period of 30 (thirty) days prior to the election date must always be respected, as provided for in Article 65 of the University Statute.

The Electoral Commission must also contact Proiin at least 10 (ten) days before the election date to discuss monitoring the election, defining the locations where the ballot boxes will be installed, requesting space for counting votes (if necessary) and the lists of enrolled students. On this occasion, the Electoral Commission must indicate the names and enrollments of the students who will act as poll workers and inspectors indicated by the candidates.

If it is in the interest of the Electoral Commission, the SRRE space is available to hold a meeting prior to the election between the Electoral Commission and the registered lists, simply contacting the SRRE to schedule a date and time.

Elections must take place on a school day and not coincide with the final exam period (G2).

The Electoral Commission is responsible for obtaining the ballot boxes. It is possible to request the loan of ballot boxes from the Electoral Offices, which the Electoral Commission must do by means of an official letter to be filed with the Electoral Office of your choice. The Electoral Office will examine the request and respond to the Electoral Commission.

In the case of the Central Student Directory – DCE, elections must be held using electronic ballot boxes, which must be formally requested from the Electoral Office in November of the year preceding the election.

When the election is carried out using electronic voting machines, the Electoral Office will provide prior training on how to use the equipment, and the electronic files with the voter list must be sent to the Electoral Office in advance by the SRRE, along with the names and numbers of the approved ballots. Due to these technical and formal details, including the agreement that is drawn up by the Electoral Office and will be signed by the Electoral Commission, the Electoral Commission must act diligently and contact the Electoral Commission in advance to ensure success.

The Electoral Commission may request assistance from PUCRS, via SRRE – Proiin, in the removal and return of ballot boxes, and must monitor such procedures.

Once the election is over, the Election Minutes must be drawn up, which must include the names of the competing candidates, how many votes each received, the name of each of those elected, the position they were elected for, and the data required for the purposes of public registration of the minutes. As for the required data, it must include the data provided for in Article 2 of Provision 61 of the National Council of Justice.

The following guidelines are intended to assist PUCRS student associations in providing administrative procedures for requests to hold events on the University Campus, as well as to facilitate the holding of the events proposed by them.

From the requests
All requests from Academic Centers or Directories or the Central Student Directory must be submitted in the form of an official letter, containing an attachment with basic details (as per item 2 below).

Request flow: The request must first be submitted to the Secretariat of the respective School to which the course(s) is/are linked for a visa/acknowledgement/favorable opinion from the Dean or Administrative Coordinator of the School and, second, be forwarded to the Secretariat of the Student Representation Relations Sector (SRRE) of Proiin, in Living 360° (building 15), room 222, for analysis and further referrals.

If in doubt, always contact the SRRE Secretariat in advance by telephone (51) 3353-4956 or via email representacao.estudantil@pucrs.br, to check the availability of each of the desired physical spaces.

From the proposed event project
To request a reservation of physical space to hold an event on Campus, it is essential to provide basic information through a project, containing the following items (see the Physical Space Use Request Form in the Available Forms below).

Deadlines and physical spaces
PUCRS's physical spaces are in high demand, and therefore, the earlier the requests are made, the better and greater the possibility of their fulfillment. The spaces that require the most advance notice are usually the largest, and which, in addition to meeting the demands of the internal community, also serve the community in general, such as the Auditoriums, the Rua da Cultura, the Theater and spaces in the Sports Park.

Whenever the PUCRS student association wishes to hold an event in a closed space at the University (auditoriums, building lobbies, sports courts, among others), it is necessary to submit a written request to this effect, observing the deadline of 45 days in advance[1]. The same rule applies to Rua da Cultura. Regarding the use of open physical spaces on Campus, it must respect the regular operation of classes and any other institutional events already scheduled for the same time, in order to avoid clashing events and not interfere with classes.

It is worth remembering that the reservation process is as follows: 1st. The Academic Center, Academic Directory or Central Student Directory fills out the request form and submits it to the School (Dean or Administrative Coordinator) for approval and approval; 2nd. The Proiin Student Representation Relations Sector analyzes the feasibility of fulfilling the request based on the information and space availability and provides feedback to the student association.

They follow the same guidelines already presented, however, with some specificities, namely:

Culture Street – the student association contacts the SRRE/Poex Secretariat to find out about availability and presents the project for feasibility analysis;

Sports Park – the student association contacts the SRRE/Proiin secretariat to find out about availability and presents the project for feasibility analysis and feedback, as in some cases it is necessary to include specific items such as the presence of firefighters and ambulances.

Marketing
Regarding the dissemination of academic, cultural, student events, among others related to the management of the Academic Center, Academic Directory and Central Student Directory, the University advises that some precautions be taken:

PUCRS Brand – If the event involves any PUCRS brand, that is, the visual identity of any logo of the University, School, courses, etc., it is necessary that the student association that is organizing the event, before starting any publicity, forwards the material to SRRE/Proiin for analysis and approval, based on the opinion of the PUCRS Communications Office;

Sponsorship – If there is any type of sponsorship for the event, it is necessary to have a favorable opinion from Proaf before the announcement, which will analyze the viability due to existing contracts between the University and other organizations.

Events with registration and ticket payment
Events held by Academic Centers and Directories, including the DCE, that charge admission or require paid registration must follow the guidelines of Proaf, especially the PUCRS Events Center – Cepuc (http://cepuc.pucrs.br/espacos-locaveis/), it is necessary to sign a space rental contract and pay the costs of using the rented space. When using the University's infrastructure for activities that charge admission or registration fees, it is necessary to proceed according to a protocol for these situations. In this case, the SRRE/Proiin will make every effort to pre-book the space, which must be confirmed by signing the respective rental contract directly with the interested party at Cepuc or Sports Park.

Safety
All events require organization and communication. When the event is promoted by a student association, it is necessary to notify the SRRE/Proiin in advance so that it can carry out the internal procedures and communicate with the School, the University Surveillance Sector and other bodies involved. Depending on the number of participants in the event to be held, it may be necessary to have a civil firefighter accompanying the event.

If you have any questions, please contact the secretary of the Student Representation Relations Sector – SRRE, by phone (51) 3353-4956 or by email representacao.estudantil@pucrs.br.

Student associations play an important role in academic life and in the personal development and growth of students. They are associations with their own legal personality, governed by their own Statutes that establish the rights and duties of their members, how the association will be managed, what the assemblies are responsible for deliberating and whether there is a specific quorum for certain matters, as well as the length of each management and the electoral process.

At PUCRS, the Student Representation Relations Sector (SRRE), linked to the Proiin Community Affairs Department, is responsible for receiving, analyzing, forwarding and responding to requests submitted by student associations: Central Student Directory – DCE, Academic Centers and Directories.

One of the forms of support given by the University to student associations is the possibility of signing an agreement for the transfer of funds by PUCRS for the carrying out of academic, cultural, social, scientific, sports and student activities, aimed at the academic community, allowing the achievement of the statutory and institutional objectives common to the student association and PUCRS.

To sign a transfer agreement, the following requirements are required:
The legitimacy of student representation is granted through an electoral process that meets the following democratic requirements:

a) Publicity of the electoral process as a whole;

b) Impartial coordination of the Electoral Commission;

c) Effective participation of students, prohibiting any type of restriction on voting or who can be voted for, that is, all members must have the possibility, if they wish, to register lists regardless of contributions or monthly fees to the association;

d) Democratic election, with publication of the election notice and the electoral rules, observing the statutory deadline of at least 30 (thirty) days in advance between the publication of the notice and the holding of the election. The election and part of the registration period for candidates must take place on a school day, in order to allow for broad student participation;

e) Have the election and inauguration minutes duly registered at the competent Public Registry Office for Legal Entities in Porto Alegre.

The association's CNPJ must be in good standing with the Federal Revenue Service, that is, the CNPJ must be active, which presupposes that the association has filed its annual declaration with the Federal Revenue Service (Declaration of Economic and Fiscal Information for Legal Entities (DIPJ), which, as of 2016, is now done through Fiscal Accounting Records – ECF).

The bank account in the association's name must be active for indication in the agreement.

Have a loan agreement with PUCRS for the use of a room on the University Campus, where the association's headquarters are located, and strictly observe all the rules of the loan agreement and University regulations, of which the following stand out:

a) Not to carry out or allow any type of trade, direct or indirect, of products or services within the space provided by PUCRS to the student association, including photocopying, typing or framing of academic works in accordance with ABNT standards, as well as marketing advertising actions, such as, for example, any type of display, banner, backdrop or distribution of products for unauthorized promotion of brands on the University Campus;

b) The key to the room given on loan is the responsibility of the President of the association and cannot be made available under any circumstances to students who are not part of the management or to visitors (non-students);

c) Do not use the room given on loan for any purpose other than student representation. Smoking or similar products and alcoholic beverages are prohibited on the premises, and storing products on the premises is prohibited;

d) Respect the opening hours of the University Campus, so that the association room is open exclusively on the days and times when there are classes, that is, from Monday to Friday, during the shifts in which the course to which the Directory or Academic Center is linked operates, and on Saturdays in the morning shift.

Having rendered accounts to associated students and to PUCRS of the amounts received under the previous agreement. The rendering of accounts to associated students must take place at a meeting called to address this issue, with prior publication of the notice of convocation on the association's noticeboard and on the PUCRS website (with a request for publication filed with Proiin), or be made directly on the association's noticeboard and website, following the University's guidelines for rendering accounts: spreadsheet describing amounts received, expenses incurred, purpose of expenses, classification of expenses under the agreement, balance existing when the transfer was received and, at the end of the period, presentation of all invoices in the name of the student association and the association's bank statements for the period covered.

Important: In the event that the previous management of the association did not render accounts, the association must post on the bulletin board or on the association's website the decisions made at the meeting called to address the lack of accountability, and must inform all members of this situation, in particular the amount received as a result of the last agreement for the transfer of funds signed, what was not accounted for and the administrative measures that were adopted in relation to the previous managers (President and Treasurer), in accordance with the executive's responsibilities provided for in the association's Bylaws.

How does the value transfer agreement work?

From the formal expression of interest in signing an agreement, presentation of documentation and processing.

Once the student association has demonstrated that it meets the requirements listed above, it may submit a formal request to sign an agreement to transfer funds to the University (see the model in Available Forms below) and attach the required documentation to the request. Proiin forwards the documentation and a draft of the agreement or amendment (if the agreement is to be renewed) for review and validation by the University's Legal Department. With a favorable opinion and approval by the Legal Department, the agreement or amendment is returned for signature by the association and, subsequently, for signature by the University, which is done by the Pro-Rectory of Institutional Identity (Proiin) and the Pro-Rectory of Administration and Finance (Proaf).

The deadline for internal processing and validation of the agreement is normally one month and goes through several instances, as indicated above.

After the University signs the agreement, it will come into effect. The first deposit into the association's current account will be made within 12 (twelve) business days from receipt of the duly signed agreement.

Deadlines for rendering accounts

From the initial deposit, the association has a period of 45 (forty-five) business days to make the first accounting statement of the amounts received up to that date. The next accounting statement and the closing of the semester will be made by July 10th in the first semester and December 10th in the second semester. Therefore, there will be at least two accounting statements per semester, and the accounting statement must always be widely publicized and accessed by members, as provided for in the transfer agreement.

Accountability Model

An accounting model is available in Available Forms (below), which is recommended to be adopted by student associations for presentation, together with all related documentation (statements, invoices and proof of each expense entered in the accounting).

After preparing the financial report, it is necessary to initial all pages and sign it at the end.

If you have any questions, please contact SRRE – Proiin by phone (51) 3353-4956 or by email: representacao.estudantil@pucrs.br.