AIPaD

The Association of Iranian People at DTU

Article of Association

Updated on August 6, 2025

Statutes of the Association of Iranian People at Danmarks Tekniske Universitet (AIPaD)

Chapter 1: Definition and Objectives

Article 1: Definition

The Association of Iranian People at Danmarks Tekniske Universitet (DTU), hereafter referred to as AIPaD, is a voluntary association constituted under Danish rules and regulations registered with CVR number 40814027 in the Municipality of Kongens Lyngby in Denmark.

Article 2: Objectives

The purpose of AIPaD is to create a suitable atmosphere for the integration of its members with Danish society through a committed community while facilitating networking, collaboration, and cooperation among its members. AIPaD’s objectives are:

  • Familiarizing its members with the Danish culture
  • Arranging cultural activities and cultural exchange
  • Creating informational networks
  • Holding various activities, gatherings, and events

Chapter 2: The Structure of the AIPaD

Article 3: Members and General Assembly

Note 1: All Iranians and individuals associated with DTU or any of the universities in Denmark as well as people interested and motivated in supporting and contributing to the objectives of the association, can be a member of the AIPaD (upon their request).

Note 2: The following defines the members:

  • University-affiliated: Undergraduate (BSc), graduate (MSc), and PhD students, post-doctorates, (guest) researchers and visitors, professors, and other employees who currently have an official affiliation with DTU or any of the universities in Denmark.
  • General: Individuals who support the association’s objectives with an interest in Iranian-Danish culture.
  • Trial: Individuals who are admitted to any of the universities in Denmark but currently living abroad, to be provided with communication and networking platforms for a limited time to ease relocation challenges and foster connections. A valid admission letter is required to verify eligibility.

Note 3: All the members who have active membership constitute the General Assembly. 

Note 4: AIPaD offers memberships exclusively to adults aged 18 and over. If any events or activities are open to individuals under the age of 18, they must be accompanied by their parents or legal guardians.

Article 4: The Board

The board is the central point of coordination and decision-making. Board members are elected in the annual General Assembly meeting for one year. The board’s term of office runs from April until the end of March the following year. The board hosts five main members and, if possible, two members appointed as substitutes. Each board member has specific responsibilities, which are defined in the board’s internal rulebook.

Chapter 3: Rights and Duties

Article 5: Members

Note 1: The General Assembly has supreme authority.

Note 2: Members can participate in and hold various activities and events, help the board, and participate in the General Assembly meetings of the AIPaD.

Note 3: Members should direct any inquiries, requests for clarification, concerns, or complaints related to board activities, the behavior of its members, the behavior of all members, club activities, or any other aspect of the association to the board for resolution. If a satisfactory response is not provided, these issues may then be escalated to the Inspector, who will facilitate further transparency and communication, as defined in Article 8.

Note 4: If more than one-third of the members request an extraordinary General Assembly meeting, the board should arrange the meeting within 60 business days of receiving the request. 

Note 5: If more than half of the members request to have the board dissolved, the current board will organize an extraordinary General Assembly meeting within a period of two months, and an election for a new board will be conducted.

Note 6: The General Assembly will be informed about all the activities and financial reports in the General Assembly meeting, held at least once a year. The General Assembly will also elect the board according to Chapter 4.

Note 7: Members, upon the board’s approval, can form different clubs to have any kind of social activities in compliance with the AIPaD’s statutes. To establish a club, at least 10 members should request and propose a solid activity plan to the board. 

Note 8: The Board shall notify the requesting members of its decision regarding any proposal to establish a club within 14 business days of receiving a comprehensive activity plan. The response shall include either approval or rejection, accompanied by reasons for any rejection. If the requester(s) disagree with the decision, the matter may be brought before the next General Assembly meeting, where a final decision will be made through a secret ballot.

Note 9: Upon the approval of the board, the club must be advertised on the association’s website and other communication platforms, and the association facilities may be used for their activities. The board will have the mandate to review club activities and monitor over time to ensure continued compliance.

Note 10: Each club must have at least one volunteer administrator, selected from current members with active membership and based on interest and motivation, to execute club activities and make decisions. This position does not require an election. The administrator(s) must maintain close collaboration with the board to ensure that club activities align with the association’s objectives and policies.

Note 11: Clubs are required to establish their own internal guidelines, which must not conflict with AIPaD’s statutes. These guidelines should define the club’s operations, responsibilities, and procedures, ensuring alignment with the overall objectives of the association.

Note 12: Clubs are exclusive to AIPaD members for regular participation. Guests may join club activities on a one-time basis, subject to prior approval by the club administrator(s). This ensures that guest participation aligns with the association’s objectives and maintains the integrity of club activities.

Article 6: The Board

Note 1: Developing, maintaining, and pursuing the objectives of the association and monitoring its compliance with the statutes.

Note 2: Preparing, developing, and refining the internal rulebook of the board. The internal rulebook, which follows the statutes, consists of the definition of responsibilities of the board members, execution procedures, and guidelines for financial, social, and other activities.

Note 3: Holding General Assembly meetings and preparing meeting reports.

Note 4: In accordance with Article 3 of the statutes, the board shall have the sole responsibility for defining and establishing membership categories and corresponding fees (based on the member definition in Article 3). The Board shall regularly review these categories and fees to ensure they align with the association’s objectives and financial strategy.

Note 5: Communication with different public or private institutions, organizations, municipalities, culture houses, etc.

Note 6: The board shall address all relevant complaints brought forth by members in a manner consistent with the principles of fairness and due process. The resolution of such complaints will be conducted in adherence to AIPaD’s statutes. The board must acknowledge receipt of any formal complaints or inquiries within 7 business days. A preliminary assessment should be conducted within 14 business days, and a final resolution or response should be provided within 30 business days of the initial complaint.

Note 7: In the event of a voluntary resignation by a board member, the responsibilities of the resignee may be assumed by the Chairman or, with board approval, by another board member. This arrangement shall remain in effect until a permanent replacement is appointed at the next General Assembly meeting.

Note 8: At least once a year, the board will invite the General Assembly, with a written invitation at least 21 business days in advance, to the General Assembly meeting, where the annual activity and financial report will be presented. The board will also hold the election of the new board (for next year) and provide the members with an opportunity to make suggestions or complaints.

Note 9: The board members are responsible for ensuring that the association’s information is utilized in compliance with General Data Protection Rules (GDPR) as declared in Chapter 7, and they must safeguard against unauthorized access or data breaches. They are also required to execute non-disclosure agreements pertaining to all sensitive information they access during their tenure.

Note 10: The board is authorized to establish guidelines for the use of the association’s communication channels and for member participation in various events and clubs. These guidelines must be in accordance with the association’s statutes. All members are required to adhere to these established guidelines to ensure cohesive and consistent application across the association.

Note 11: The board is responsible for ensuring the secure storage and management of the association’s data and documents. This includes implementing appropriate access layers and rights to ensure that only authorized individuals have access to sensitive information. The board must establish a regular backup schedule to protect against data loss, ensuring that all critical data and documents are adequately backed up and retrievable in case of an incident. The board shall regularly review and update data management practices to comply with relevant data protection laws and to address any emerging security challenges.

Note 12: The board is responsible for implementing a comprehensive handover mechanism to ensure a smooth transition to the succeeding board after the annual General Assembly meeting. This process must include detailed documentation of ongoing initiatives, responsibilities, and key communications. The outgoing board is required to hand over all relevant materials and access credentials within 30 business days following the General Assembly meeting.

Note 13: The board is responsible for preparing and overseeing contractual agreements with any individual, company, or organization with whom the association decides to cooperate. The board must ensure that all contracts are thoroughly drafted to reflect the agreed terms and conditions and that both parties uphold their commitments. The board is also tasked with monitoring compliance with these contracts to ensure that their content is respected and adhered to. Chapter 6 specifies the individuals who have the authority to sign contracts on behalf of the board, ensuring that all agreements are executed by authorized representatives. 

Article 7: Financial Supervisors 

Note 1: Two of the members, one as main and one as substitute, are elected each year in the annual General Assembly meeting as Financial Supervisors. Their role is to observe the financial activities of the association. 

Note 2: They have access to all the financial documents (including, but not limited to, invoices, bank statements, etc.) from the current term and the preceding year. 

Note 3: In each annual General Assembly meeting, they should provide their report on financial activities. Also, they can publish a half-year report, if needed. 

Note 4: Should Financial Supervisors observe any financial irregularities or concerns, they are mandated to first coordinate with the Inspector to determine appropriate further actions. Following this, they may request an extraordinary General Assembly meeting, which the board must organize within 30 business days of receiving an official request. This process ensures that critical financial issues are addressed swiftly and transparently, maintaining the integrity and financial health of the association.

Note 5: The Financial Supervisors, due to their access to sensitive members’ information, including but not limited to personal and financial data, must adhere strictly to all relevant data protection laws, including GDPR, as described in Chapter 7. They are required to exercise the utmost caution in handling this information, ensuring confidentiality, integrity, and security of data at all times. Any misuse or unauthorized disclosure of sensitive information may result in sanctions in accordance with organizational policies and Denmark’s General Data Protection Act.

Note 6: The decision-making regarding association’s expenditures is the responsibility of the board and the Financial Supervisors’ role does not include any involvement in such decisions.

Note 7: Each individual Financial Supervisor must not have any familial relationship with any members of the board, in order to maintain impartiality and independence in their responsibilities.

Note 8: In the event that a Financial Supervisor is unable to continue their responsibilities for any reason, the board shall appoint a temporary replacement within 14 business days to serve until a new Financial Supervisor is elected by the General Assembly at the next meeting. 

Article 8: Inspector

The association shall have an Inspector whose primary responsibility is to oversee board activities, maintain accountability, and ensure transparency in all proceedings. The Inspector shall be elected by the General Assembly during the General Assembly meeting, following the same procedure as the regular board members, as defined in Chapter 4.

Note 1: The Inspector must have been a member of AIPaD for at least two full years to ensure familiarity with the association’s operations and initiatives. If no suitable candidate is available, the board may appoint a member with at least one year of experience, subject to approval by a majority (more than half) of the General Assembly.

Note 2: The Inspector is responsible for investigating any ambiguities or issues in the board’s activities and is entitled to request precise responses from board members. If significant issues are identified or if responses, from the Inspector’s perspective, are inadequate, the Inspector is obliged to report these findings to the General Assembly, providing a detailed account to ensure that everyone is fully informed.

Note 3: The Inspector shall operate independently of the board members to maintain objectivity and impartiality. All investigations and communications handled by the Inspector must be meticulously documented, ensuring that all actions taken are within the framework of the association’s statutes.

Note 4: The Inspector shall have access to the minutes of meetings from the current year and the preceding year to effectively fulfill their supervisory role. The role does not extend to financial oversight, as that responsibility is reserved for the Financial Supervisors, as described in Article 7.

Note 5: The Inspector is responsible for addressing any conflicts that arise among board members, if not resolved internally within the board. Additionally, the Inspector manages inquiries from other members if the board is unable to address them with due diligence and in a timely manner. The Inspector acts as a neutral party to ensure fair and effective resolution in accordance with the association’s statutes.

Note 6: The Inspector’s term of service aligns with the duration of the board’s term, as defined in Article 4.

Note 7: The Inspector should prepare a comprehensive report to be presented at the annual General Assembly meeting, summarizing oversight activities and any unresolved matters.

Note 8: The Inspector must not have any familial relationship with any members of the board, in order to maintain impartiality and independence in their responsibilities.

Note 9: In the event that the Inspector is unable to continue their responsibilities for any reason, the board shall appoint a temporary replacement within 14 business days to serve until a new Inspector is elected by the General Assembly at the next meeting.

Article 9: Loss of Membership

Note 1: In the following cases, the board, inspector, and eventually the General Assembly (in that order) can decide on temporary or permanent expulsion of a member.

  • A member exhibits offensive behavior (according to Note 3 of Article 9) toward other members if this actionable case is supported by statements or evidence deemed acceptable to the board, inspector, and ultimately the General Assembly.
  • A member has repeated a behavior or an action, which has destructive consequences for the whole association. 
  • If any member has not paid/renewed the membership fee before expiration.

Note 2: The board can make the primary decision about permanently or temporarily suspending a member’s membership. If the expelled member disagrees, the case can first be reviewed by the Inspector. Should disagreement persist, the matter will be discussed in the next General Assembly meeting, where a final decision will be made through a secret ballot. In such cases, the board has the sole responsibility to decide on the temporary restriction of the member’s access to AIPaD’s services until the next General Assembly meeting.

Note 3: Offensive behavior includes actions or statements that are disrespectful, discriminatory, harassing, or otherwise harmful to the association’s members or its reputation. This includes, but is not limited to, behavior that violates the core values and principles of AIPaD as outlined in the statutes.

Note 4: Upon receiving written allegations of offensive behavior, the board must notify the member in question within 7 business days and will, afterwards, conduct a timely investigation, which may include interviews and evidence review. The accused member will have the opportunity to respond. Disciplinary actions by the board may range from warnings to expulsion. Members may appeal against the decision to ensure an objective review. All proceedings will be thoroughly documented, with oversight by the Inspector to ensure adherence.

Chapter 4: Elections and Changes

Article 10: Election of the Board

Note 1: The current active board holds the election in March every year. The exact date of the election can change based on the approval of the board.

Note 2: Call to sign up as a candidate for board elections must be announced publicly at least 30 business days prior to the election date.

Note 3: All members of the association who have had active membership for the full year prior are eligible to run for a seat on the board. If the number of candidates is fewer than the number of available seats, the one-year membership criterion will automatically be waived.

Note 4: To ensure fresh perspectives and equal opportunities for all eligible members, consecutive service on the board will be limited to a maximum of three consecutive years. This means that after serving three consecutive terms, a member must take at least one year off before being eligible to run for board again. If the number of candidates is fewer than the number of available seats, the limitation on consecutive board membership criterion will automatically be waived.

Note 5: Candidates who are elected for a new board are expected to reside in Denmark during the following year, actively participate in board meetings, and execute their designated responsibilities.

Note 6: After counting the votes, according to Article 4, five of which have the highest votes are elected as the new board. The next two individuals (6th and 7th with the highest votes) will be named substitute members for the board.

Note 7: Substitute members can join the board based on the approval of the newly elected board. In this case, the board will continue with (maximum) seven members, and there will be no difference (in terms of responsibilities, duties, and authority) among them.

Note 8: The election will take place in the annual General Assembly meeting, where all the candidates will have an equal opportunity to present themselves.

Article 11: Changes in the Statutes

Note 1: Proposal for any change in the statutes requires the following steps to be taken:

  • Approval by the board.
  • AIPaD members must be informed about the changes at least one month before to provide their comments and suggestions.
  • Holding an election for changes in statutes in the next or an extraordinary General Assembly meeting.
  • Changes are approved only if more than half of the General Assembly vote in favor of such changes.

Note 2: The board is responsible for facilitating the voting process for any proposed changes in the statutes. This includes providing a sufficient and secure voting mechanism and platform for the General Assembly. The voting period will be open for 48 hours to ensure all members can participate.

Note 3: After the voting period concludes, the board must release an announcement summarizing the outcome and properly document the voting results. This process ensures transparency, accountability, and inclusiveness in decision-making regarding the association’s governing documents.

Note 4: The statutes exist in a single official version, with English as the authoritative language. In the event of any discrepancies, ambiguities, or conflicts between the English version and any translated versions, the English version shall prevail and be deemed the binding document.

Article 12: Election Observers

To ensure the integrity and fairness of board elections and votes on changes to the statutes, Election Observers shall be appointed by the General Assembly prior to the start of the voting period. They must act impartially and without any conflict of interest to maintain credibility and trust in their oversight role. They are responsible for monitoring the election process and voting procedures.

Note 1: Election Observers must verify the validity and legitimacy of all votes cast, ensuring that each vote is from a registered and eligible member. They oversee the entire voting process to ensure it is conducted fairly, transparently, and in accordance with the association’s guidelines. 

Note 2: Additionally, they document any issues or irregularities encountered during the voting process, report findings to the board, and provide a final report to the General Assembly on the election outcomes, ensuring transparency and confidence in the association’s democratic processes.

Chapter 5: Financial Activities

Article 13: Funding Sources of the AIPaD

Note 1: Funding sources consist of grants from different municipalities, membership fees,, and surplus funds remaining from events and activities.

Note 2: Receiving funds from other institutions/organizations can be approved only if it follows the objectives and definitions of the AIPaD.

Note 3: Determination of any contradiction mentioned in Note 2 of Article 13 is under the responsibility of the board. In case of approval, the members must be informed.

Note 4: All financial transactions of the association must be conducted transparently through the official bank account or MobilePay (if applicable). In exceptional cases where this is not possible (for example, paying in cash), written authorization from the Treasurer and the Financial Supervisors is required prior to the transaction. All transaction records must be accompanied by official invoices and/or payment receipts.

Chapter 6: Signing Authority and Delegation

Article 14: Signing Authority

Note 1: The association is externally represented by the joint signatures of the Chairman of the board and the Treasurer. Both are empowered to enter into binding agreements on behalf of the association, including, but not limited to, agreements with public authorities, financial institutions, suppliers, and other third parties. This authority includes undertaking any necessary actions for the association’s operation and administration.

Note 2: The Chairman and the Treasurer are required to inform the board about any proposed activities, agreements, or signatures prior to their execution to ensure transparency and collective awareness.

Note 3: If either the Chairman or the Treasurer is unavailable, the Vice Chairman is automatically granted signing authority to act in their place.

Article 15: Delegation of Authority

Note 1: The Board may grant power of attorney to other board members or third parties to handle specific tasks or functions. Such authorization must be provided in writing and can be revoked by the board at any time.

Note 2: The delegation of authority should specify the scope and duration of the powers granted.

Chapter 7: Data Protection and Privacy

Article 16: Commitment and Responsibilities

Note 1: The board is committed to adhering to data protection laws, including the General Data Protection Regulation (GDPR). They shall ensure the security and privacy of all member data. The board is tasked to define policies and procedures regarding data protection, including member rights and board responsibilities, and make the document publicly available. Members are encouraged to review this document to understand their rights and the measures taken by the association to safeguard their personal information.

Chapter 8: Dissolution

Article 17: Dissolution of the AIPaD

Note 1: The dissolution of the association is considered a change in the statutes. Therefore, all the steps mentioned in Article 11 must be taken.

Note 2: In case of dissolution, remaining funds will be donated to UNICEF.

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