TITLE I: NAME

Article 1: NAME OF THE ORGANISATION

Erasmus+ Organization for Cooperation, Exchange, and Networking: Student & Alumni Network of International Exchange Programmes is abbreviated as OCEANS Network, OCEANS and E+ OCEANS, and is hereinafter referred to as OCEANS.

TITLE II: VISION, MISSION AND CORE VALUES

Article 2: VISION

OCEANS envision being the leading organisation for international cooperation, exchange and networking among International Credit Mobility students and alumni of the Erasmus+ programme.

Article 3: MISSION

OCEANS’ mission is to provide a platform for personal and professional development and to promote exchange through networking, communication and collaboration.

Article 4: CORE VALUES

SECTION 1: OCEANS is grounded on the core values of equality, mutual understanding, tolerance, and progressiveness.

1.1 Excellence

OCEANS members value and commit to achieving excellence through our work. With volunteerism as the bedrock of our organisation, we offer our expertise, knowledge and skills to provide to our members and partners with inclusive, quality services. We seek to have a positive impact at local, national and international level. 

1.2 Respect

As members of an international community, we value respect in interactions. We come from diverse backgrounds and respect each and every one’s singularities. As we work towards building strong international cooperation, OCEANS member are expected to showcase understanding and acceptance as well as embrace the individual differences that exist within and outside the organisation.

1.3 Accountability

As volunteers, we are accountable for every action and decision we take on behalf of OCEANS. Embracing and integrating accountability into everything we do, individually and collectively, honour our commitments and upholds the reputation of the organisation. We take ownership of our work and strive to deliver excellence, always focusing on finding sustainable solutions. As reliable members of the organisation, we take responsibility to timely accomplish our work with the highest quality possible. 

1.4 Progressiveness

As global citizens, we continue to aspire for OCEANS and our communities to progress and develop, adapting to the changes of the times. We give value to internationalisation, sustainable development, and celebrating diversity. As students and alumni of international exchanges, we utilise our knowledge, talents and skills in pursuing innovation and creativity that will serve the interests of every OCEANS member and our respective communities.

SECTION 2: The organisation adheres to the principles enshrined within the Universal Declaration of Human Rights. All members have the right to not be discriminated against based on any ground such as gender, race, religion, ethnicity or social origin. All members must adhere to these principles, which are essential in building an inclusive organisation.

TITLE III: STRUCTURE

Article 5: ORGANISATIONAL STRUCTURE

SECTION 1: OCEANS shall have the following governing bodies (as defined in Title V & VII):

  1. a. Annual General Meeting (AGM)
  2. b. Extraordinary General Meeting (EGM)
  3. c. The Board

SECTION 2: OCEANS shall further be structured into the following Departments (as defined in Title VIII):

  1. a. Communications
  2. b. Community Development
  3. c. Project Activity
  4. d. International Affairs
  5. e. Internal Affairs

Article 6: TIMELINE

For the purpose of these statutes, “one year” is defined as twelve (12) months between two consecutive Handover meetings, which may be shorter or longer than twelve months, but shall not be less than nine (9) months or longer than fifteen (15) months.

TITLE IV: MEMBERSHIP OF THE ORGANISATION

Article 7: GENERAL MEMBERSHIP

Students and alumni of Erasmus+ International Credit Mobility (ICM), and legacy mobilities prior to 2014 and the creation of Erasmus+ are eligible to become regular members of OCEANS.

Article 8: RIGHTS AND OBLIGATIONS OF A MEMBER

SECTION 1: A member can:

  1. a. Apply for a position in the Board;
  2. b. Vote in elections;
  3. c. Attend the AGM;
  4. d. Convene an extraordinary meeting as provided in Article 11.

SECTION 2: Every member shall:

  1. a. Respect the Statutes, Rules of Procedure, code of conduct, and all official documents;
  2. b. Provide truthful information, to keep their online membership profile updated;
  3. c. Help to promote and attain the goals of the organisation.

Article 9: TERMINATION OF MEMBERSHIP

SECTION 1: Any member may cancel their membership at any time by sending a written notice by email to the Board. The membership is immediately cancelled following the sending of the notice.

SECTION 2: OCEANS may cancel a membership at any time by an unanimous decision of the Board, provided indisputable evidence is presented that the individual has grossly violated in speech, or action, the core values of the organisation (as defined in Title II) or has severely damaged the reputation or interests of the organisation. The member in question has to be informed about the vote on the membership cancellation at least three (3) days before the decision is taken.

TITLE V: ANNUAL GENERAL MEETING (AGM) AND EXTRAORDINARY GENERAL MEETING (EGM)

Article 10: ANNUAL GENERAL MEETING

SECTION 1: The AGM is the highest policy-making body of the organisation. It shall determine the policies and direction of the organisation. The AGM and the EGM shall have the sole power to vote the OCEANS statutes amendments.

SECTION 2: The AGM is composed of all regular members of the organisation who attend the AGM in person or online.

SECTION 3: The AGM shall be convened each year no later than the end of August. It shall be presided over by the President.

SECTION 4: The principle of one member-one vote shall be followed in all deliberations of the AGM.

SECTION 5: Decisions of the AGM shall be made by an absolute majority (50%+1) of all votes casted.

SECTION 6: The Board announces the AGM to all OCEANS members at least four (4) months prior to the meeting.

SECTION 7: The Board is responsible for the selection of those members that will be invited to attend the AGM in person.

SECTION 8: In person participants are required to participate in the entire AGM.

SECTION 9: The AGM shall take place in a location within the European Union.

SECTION 10: Minutes shall be drawn up at each AGM. These shall be approved by the Board and kept in OCEANS’ archives. The minutes shall be published on the official website and other relevant platforms of the organisation within four (4) weeks of the conclusion of the AGM.

Article 11: EXTRAORDINARY GENERAL MEETING

SECTION 1: An EGM shall be organised if the Board decides to do so or if at least ten (10) OCEANS members request it.

SECTION 2: The EGM shall be organised within 4 weeks from the moment the Board has taken the decision or the request by at least ten (10) members has been submitted to the Board.

SECTION 3: An EGM is fully equivalent to an AGM. All provisions in these statutes related to the AGM shall therefore also apply to the EGM.

TITLE VI: THE BOARD ELECTIONS

Article 12: PRESIDENT AND VICE-PRESIDENT ELECTIONS

SECTION 1: The Commission on Presidential Elections is responsible for conducting the President and Vice-President elections. The Commission shall be composed of a Director and a Deputy Director appointed by the Board.

SECTION 2: The President and Vice-President elections shall be conducted in a timeframe within one year.

SECTION 3: The candidates for the President and Vice-President positions should present them-selves to the members of the organisation in an online Town Hall Meeting arranged by the Commission on Presidential Elections at least two (2) weeks prior to the start of casting votes.

SECTION 4: The candidates for the President and Vice-President positions receiving an absolute majority of all casted votes (50%+1) shall be proclaimed elected. In case the position remains vacant after a first round, a second round (run-off) shall be organised between the two candidates with the highest number of votes.

SECTION 5: The President and Vice-President shall have a term of one (1) year which shall begin on the occasion of the Handover meeting.

SECTION 6: The President and Vice-President can only hold one position in the organisation.

Article 13: HEADS OF DEPARTMENTS ELECTIONS

SECTION 1: The President and Vice-President shall be responsible for conducting the Heads of Departments elections.

SECTION 2: The Heads of Departments elections shall be conducted after the President and Vice-President elections and in a timeframe within one year.

SECTION 3: The candidate for the respective Head of Department position receiving a simple majority of all casted votes shall be proclaimed elected.

SECTION 4: The Head of Department shall have a term of one (1) year which shall begin on the occasion of the Handover meeting.

SECTION 5: The Head of Department shall hold only one position in the organisation.

Article 14: GENERAL RULES ON ELECTIONS AND PROCEDURES

SECTION 1: All members are entitled to one (1) vote per position being elected.

SECTION 2: Voting shall be made by secret ballot in the Online Community Portal.

SECTION 3: Voting on the President and Vice-President elections is open to all members. And voting on the Heads of Departments elections is open to the members of the respective Departments for which the positions are being elected.

SECTION 4: The completion of the Board elections shall be followed by organizing a Handover meeting in which the outgoing Board hands over to the incoming Board.

SECTION 5: The total number of terms a member can serve on the Board is two (2).

SECTION 6: Additional elections’ procedures are defined in the Rules of Procedure.

Article 15: VACANCIES

SECTION 1: A vacancy arises due to absence (over two months without formal communication and justification), death or resignation.

SECTION 2: In case of a vacancy in the position of the President, the Vice President shall automatically serve as President for the duration of the unexpired term.

SECTION 3: In case of a vacancy in the position of the Vice-President, the President shall cover the role of the Vice-President for the duration of the unexpired term.

SECTION 4: In case of a vacancy in the position of the Head of Department, an election within a month from the moment the position becomes vacant shall be conducted by the Board to fill the respective positon for the remainder of the term.

TITLE VII: THE BOARD

Article 16: COMPOSITION AND RESPONSIBILITIES

SECTION 1: The Board shall comprise the President, Vice-President, and the Heads of the Departments.

SECTION 2: OCEANS has an objective to ensure gender and geographical balance within the representatives of the organization, especially the Board.

SECTION 3: The Board shall be responsible for overseeing the functioning of OCEANS and shall be responsible for the daily management, administration, and representation of the organisation.

SECTION 4: The Board shall ensure compliance with all the statutory obligations and safeguard all corporate, legal documents and records of the organisation.

Article 17: PRESIDENT

SECTION 1: The President is the primary representative of the organisation in all its affairs, in particular regarding the cooperation with the European Commission's Directorate General for Education and Culture (EACEA) and the Erasmus+ Student and Alumni Alliance (ESAA) Service Provider (SP).

SECTION 2: The President is, with the assistance of the Board, responsible for ensuring the overall performance and regular operation of the organisation. The detailed duties of the President are described in the Rules of Procedure.

Article 18: VICE-PRESIDENT

SECTION 1: The Vice-President supports the work of the President.

SECTION 2: The Vice-President represents OCEANS in the ESAA Liaison Group.

SECTION 3: The Vice-President is responsible for reviewing the annual plans and making a follow up during the respective implementation periods.

SECTION 4: In case of the President's absence, the Vice-President shall assume the duties of the President. The detailed duties of the Vice-President are described in the Rules of Procedure.

Article 19: HEADS OF DEPARTMENTS

SECTION 1: Each Department is headed by a Head.

SECTION 2: The Heads shall appoint Deputy-Heads to assist them

SECTION 3: In case of the Head’s absence, the Deputy-Head shall temporarily replaces them and assume their duties.

SECTION 4: The Heads are responsible for ensuring the overall performance of the Departments and act as a nexus between the Board and each Department. The detailed duties of the Heads of Departments are described in the Rules of Procedure.

TITLE VIII: DEPARTMENTS AND OTHER UNITS

Article 20: NUMBER OF DEPARTMENTS

There are five (5) Departments serve for the well-functioning of the organisation, namely: Communications, Community Development, Project Activity, International Affairs, and Internal Affairs.

Article 21: MEMBERSHIP IN DEPARTMENTS

SECTION 1: Membership in Departments is subject to an application process in the Online Community Portal.

SECTION 2: Membership applications shall be reviewed and approved by the Heads of the concerned Departments to which such applications are submitted.

SECTION 3: The Heads have the right to regularly revise membership in their Departments for the sake of an effective functioning of them.

Article 22: NATIONAL REPRESENTATIVES

SECTION 1: There shall be National Representatives to represent OCEANS in their countries.

SECTION 2: The National Representatives belong to the International Affairs Department.

SECTION 3: The National Representatives’ selection shall be conducted by the Head of the International Affairs Department.

SECTION 4: The selection criteria shall be defined in a separate document.

Article 23: ADVISORY COMMITTEE

SECTION 1: An Advisory Committee shall support the Board on a consultative basis related to the strategic decisions and operational processes of the organisation.

SECTION 2: The Advisory Committee shall be composed of OCEANS members who have held a position in the Board as President or Vice-President.

SECTION 3: Members who are interested to serve in the Advisory Committee shall confirm their roles by writing an email to the Board.

SECTION 4: The Advisory Committee may participate in the Board meetings.

SECTION 5: The Advisory Committee does not have voting rights.

TITLE IX: OCEANS IN ESAA

Article 24: REPRESENTATION

SECTION 1: OCEANS shall be represented to ESAA.

SECTION 2: OCEANS representation to ESAA shall be through the ESAA Liaison Group.

TITLE X: THE EUROPEAN COMMISSION

Article 25: RELATIONSHIP

SECTION 1: OCEANS recognises the role and support provided by the European Commission’s Directorate-General for Education and Culture (DG EAC) and the European Education and Culture Executive Agency (EACEA), in particular the services provided via the ESAA SP.

SECTION 2: The European Commission (EC) shall, when relevant, be invited to attend and speak at the organisation’s meetings and receive meeting minutes and other documentation.

SECTION 3: The EC may mandate an SP to attend and speak at OCEANS’ meetings on the EC’s behalf. Neither the EC nor the SP has voting rights when attending such meetings.

TITLE XI: FINAL PROVISIONS

Article 26: STATUTE AMENDMENTS AND ADOPTION

SECTION 1: Any member that has the support of two other members has the right to propose amendment(s) to the statutes by formulating a concrete and specific proposal and sending it by email to the Board. The proposal shall include the reason(s) for the proposed amendment(s) as well as the names and contacts of the members proposing them.

SECTION 2: After the Board receives an amendment proposal, it shall submit it to a vote at either the following AGM (for non-urgent matters) or calling an EGM (for urgent matters).

SECTION 3: An amendment proposal voted upon at an AGM or EGM have to be made available to all OCEANS members at least two (2) weeks before the respective meeting. On an exceptional basis, proposals may also be submitted at a later time, including during an AGM or EGM, if they have the support of at least 5 members.

SECTION 4: To be approved, an amendment proposal shall receive a positive vote of two-thirds majority (2⁄3) of all casted votes.

SECTION 5: Amendments to the statutes are counted from the time of their approval and enter into immediate effect thereby.

SECTION 6: As long as the EC remains the main sponsor of the organisation, ratification to an amendment proposal needs to be consulted with the EC prior to voting. The EC shall respond to all relevant correspondences on this purpose at the appropriate time.

Article 27: RULES OF PROCEDURE

The Rules of Procedure define supplemental practicalities related to the work of the organisation. Amendments to the Rules of Procedure are done following the same procedures as those for amending the statutes.

1. Definition

1.1.        The Rules of Procedure serve as a supplementary document to the Statute of Erasmus+ OCEANS, outlining the practical aspects of the organization's operations.

2. Board Responsibilities

2.1.       Executive decisions are made by the Board when an absolute majority is achieved.

2.2.       Board members must be notified of all voting activities at least 4 calendar days in advance.

2.3.       If one or more Board members are absent for more than 4 days without notice, decisions can be made by a simple majority of the remaining members.

2.4.       If a Board member is unavailable to vote and requests an extension within 4 days prior to the vote, the Board should consider postponing. However, in urgent cases, the President may proceed with voting, providing justification for urgency.

2.5.       Anonymous voting requires the presence of at least one independent observer.

2.6.      At the end of each year, the Board must produce an Annual Report, which includes information on the use of the Statute, forming the basis for future amendments.

3. Board Meetings

3.1.       Board meetings may be convened by the President or by a majority vote of the Board.

3.2.       The President is responsible for scheduling meetings and preparing agendas.

3.3.       In-person meetings may be called by the President with at least 20 business days' notice, ensuring financial feasibility.

3.4.      Board decisions are made by a simple majority, with each member having one vote. In case of a tie, the President’s vote counts double.

3.5.        All members of the Network have the privilege of suggesting items for the Board meeting agendas. Such suggestions must be sent in writing to the Head of the Communication Department. Only items received at least five days prior to the meeting can be considered. The Board reserves the right to prioritize individual agenda items.

4. Duties of the President

4.1.       Presiding over Board meetings.

4.2.       Preparing meeting agendas.

4.3.       Leading the creation of the annual work plan.

4.4.       Coordinating amendments to the Statute and Rules of Procedure.

4.5.       Overseeing advocacy actions.

4.6.      Supervising department heads.

4.7.       Collaborating with ESAA partner organizations.

4.8.      Leading networking efforts and establishing partnerships.

4.9.      Leading networking efforts and establish partnerships with other profit and nonprofit organizations for joint projects.

4.10.     Taking part in relevant ESAA Working Groups and working jointly with sisters organizations

5. Requirements for Presidential Candidates

5.1.       Strong motivation and commitment to the Network.

5.2.       Awareness of key challenges faced by the Network.

5.3.       Understanding of ESAA partner organizations.

5.4.       Active membership for at least six months.

5.5.       A weekly average contribution of 10h/week.

6. Duties of the Vice-President

6.1.      Providing the President with active support in leading the network and coordinating its initiatives.

6.2.      Providing support in preparing the agendas for Board Meetings and chairing the meetings when the President’s not available.

6.3.      Co-Coordinating the establishment of the annual work plan of E+ OCEANS.

6.4.      Helping to establish social networks within E+ OCEANS.

6.5.      Participating in Board meetings.

6.6.      Undertaking ad hoc tasks depending on the strategic needs of the Network and ESAA.

6.7.       Proposing procedures to ensure the most efficient way of involving active E+ OCEANS members in joint activities.

6.8.      Taking part in relevant ESAA Working Groups, and working jointly with sisters organizations.

7. Requirements for Vice-Presidential Candidates

7.1.       Motivation and commitment to the Network.

7.2.       A good degree of awareness of the main challenges faced by the Network.

7.3.       A minimum degree of understanding of the functioning of other ESAA organizations.

7.4.       A weekly average contribution of 8h/week.

8. Election of President and Vice-President

8.1.       The election of the President and the Vice President of E+ OCEANS are held yearly.

8.2.      Any eligible E+ OCEANS member can submit an application to become the next President or Vice President. Eligible candidates are those that meet the criteria contained in rules 5 and 7 respectively.

8.3.      Candidates cannot run simultaneously for both the President and the Vice- President positions.

8.4.      If the outgoing President is not running again, he/she is responsible for creating the voting schedule and its communication. If the President is running again the Board nominates a different member of the Board for this task.

8.5.      All E+ OCEANS members are eligible to cast their vote online after identification.

9. Advisory Committee

9.1.       Purpose

The Advisory Committee serves as a consultative body providing expertise, guidance, and recommendations to the Board. It does not have decision-making authority but offers strategic advice to enhance the organization's performance.

9.2.      Composition

  • The Advisory Committee shall consist of an even number of members with relevant experience in OCEANS Network and have to be part of older boards of the organization. Ex-presidents and vice-presidents have preference to be added to the Advisory Committee.
  • Members are appointed by the Board based on their expertise and contributions to the Network.
  • Advisory Committee members may include external experts not currently involved in the daily operations of Erasmus+ OCEANS.

9.3.      Term of Service

  • Advisory Committee members serve a one-year term, which may be renewed based on the Board's discretion on an indefinite basis.

9.4.      Duties

  • Advising the Board on strategic initiatives, partnerships, and opportunities for organizational growth.
  • Providing feedback on key decisions, annual work plans, and significant amendments to the Statute and Rules of Procedure.
  • Supporting Board members in project reviews, offering expertise for the development of impactful projects and collaborations.
  • Offering insight into broader trends in international education and organizational development.
  • The advisory Committee can support and advise the running Board in measures in the network.

9.5.      Meetings

  • The Advisory Committee will meet at least twice annually, virtually, to discuss strategic
  • The Advisory Committee will submit an annual advisory report to the Board, summarizing its recommendations, key observations, and advice on future directions for the Network.

10. Duties of Heads of Departments

10.1.        Communications

  • Promoting OCEANS and Erasmus+ mobility programs.
  • Managing social media channels.
  • Developing toolkits and newsletters.
  • Co-managing website content.

10.2.       Community Development

  • Supporting events, networking, and membership growth.
  • Engaging members and assessing organizational needs.
  • Liaising with universities and related institutions.

10.3.       Projects Activity

  • Being a point of contact for project ideas.
  • Supporting project applications and offering guidance.
  • Reviewing successful applications to inform future projects.

10.4.       International Affairs

  • Liaising with universities and partner organizations.
  • Managing national representatives.
  • Developing international strategies.

11. Head of Department and Deputy-Head of Department

11.1.      Election process for Head of Department: Heads of Departments are internally elected by respective Department members yearly. To be a candidate for the Head of Department position, it is required to be an active member of the Department for at least 2 months. The election for the Head of Department is an internal process at the level of the Department. If the position of the Head of Department is not filled by a Department­ elected representative, the Board has the right to appoint a person for the position.

11.2.      Election of Deputy-Head: Deputy-Heads of Departments are internally elected by respective Department members yearly. To be a candidate for Head of

Department position it is required to be an active member of the Department for at least 2 months. It is the responsibility of the respective Head of Department to ensure that the Deputy- Head is nominated fairly within the Department within 3 weeks from the appointment of the Head of Department. The election of the Deputy-Head of Department is an internal process at the level of the Department. If the position of Deputy-Head of Department is not filled by a Department­ elected representative, the Board has the right to appoint a person for this position.

11.3.      Substitution for Inactivity or poor work: In case of uninformed absence or poor results of a Head of Department, 3 members of the Board or 3 members of the respective Department have the right to request initiating internal elections for the position. On such occasion, a written request must be sent to the Board on behalf of the Department members, ­or vice versa, in case the request is initiated by Board members. The document should also be made publicly accessible to the Core Network Group. The Board should investigate the matter and mediate. If no compromise is reached, a new election can be requested by the Board at the level of the Department. The election is to be made public to the Core Network Group. After a mediation period of two weeks, a new election must be held if the Board does not withdraw their request. The Department may elect the same person again.

12. Requirements for Head of Department Candidates

12.1.      Motivation and commitment to the Network.

12.2.     Awareness of the Network’s challenges.

12.3.     Active membership in the department for at least two months.

13. Elections of the Board

13.1. Board elections are held annually.

13.2 Eligible members meeting the criteria in rules 5 and 7 may submit candidacies.

13.3. Candidates cannot run for both President and Vice-President positions simultaneously.

14. Reporting and Documentation of breaches in the code of conduct

14.1.      Any member who witnesses or becomes aware of a potential breach of the Code of Conduct is obligated to report the incident promptly to the President of the Board or a designated member of the Advisory Committee.

The report should be submitted in writing detailing:

  • The nature of the breach
  • Individuals involved
  • Date, time, and location
  • Supporting evidence or witnesses

Upon receipt, the recipient must acknowledge the report within 24 hours and log it into a confidential incident register via the board e-mail. If the breach is made by a member of the board the report must be made to the Advisory Committee.

14.2 Initial Assessment

Within 7 days of logging the report, the Board will convene to conduct a preliminary assessment to determine the severity and credibility of the alleged breach.

This assessment may involve:

  • Reviewing the submitted report
  • Consulting with involved parties
  • Gathering additional information as necessary

Based on the initial assessment, the Board will decide whether to:

  • Dismiss the case if unfounded
  • Address the issue through informal resolution

14.3 The investigation committee is responsible for:

  • Conducting thorough interviews with relevant parties
  • Collecting and reviewing pertinent documents and evidence
  • Maintaining confidentiality and impartiality throughout the process

The investigation should be completed within 14 days of the committee's formation.

14.4. Reporting and Decision-Making

Upon conclusion of the investigation, the committee will compile a comprehensive report outlining findings, conclusions, and recommended actions.

The report will be submitted to the Board within 7 days of completing the investigation.

The Board will review the report and make a decision on the appropriate course of action within 14 days, which may include:

  • No further action if the breach is unsubstantiated
  • Informal resolution measures
  • Formal disciplinary actions such as suspension or termination of membership

14.5.     Communication of Outcome

The Board will communicate the decision in writing to the individual(s) involved within 7 days of making the decision.

A summary of the outcome, respecting confidentiality, will be shared with the Advisory Board and other relevant parties as necessary.

14.6.     Monitoring and Review

The Board will monitor the implementation of any actions taken to ensure compliance and effectiveness.

An annual review of this safeguarding procedure will be conducted to incorporate lessons learned and to update the process in line with best practices and any changes in legal or organizational frameworks.

© 2025 Oceans Network