If for some reasons you will not submit the Members' lists including Membership fee, the following things will happen: 

1. If your local doesn’t submit the Members' list -> then a criterion is not fulfilled!

2. If your local doesn't submit the Membership fee with the members' list, The Financial Director cannot calculate your fee -> you cannot pay fee to AEGEE-Europe  -> the criterion is not fulfilled!

3. The Comité Directeur and the Chair team cannot cross-check if the members applying for the Agora are (still) members and it's impossible to accept delegates -> the local cannot take part in the Agora  ->  Criterion is not fulfilled!

Result = Your local is not fulfilling 3 criteria -->  you risk to be downgraded or deleted!

You can find a really brief FAQ regarding the submission and how to upload it according to all requirements. I would like to ask Board members to pay double attention to correct spelling of each name, and make sure it's the same name as members are registered in Intranet!

Here you can also find a survival guide for the file submission which will lead you through the whole process (you need to log in to download it).

For further description and information, please, continue reading.

The Comité Directeur and the Juridical Commission will be using the members list:

·   To check if a person is entitled to participate in the Agora;

·   To check if a person is entitled to be delegate in the Agora;

·   To calculate the membership fees of locals;

·   To allocate the amount of votes each local can have at Statutory meetings;

·   To check whether a person is a member of a local.

There is only one way for submitting member lists - through the Statutory events website:

·   Members lists on paper will not be accepted;

·   Members lists on excel file will not be accepted;

·   Members lists by email will not be accepted;

·   Members lists submitted not according to all requirements explained before in this email will not be accepted;

A special function has been implemented at the Statutory events website.

Click on the left bar on "Board", and you will have access through your intranet account or through the password that was sent by mail to your local.

The password has already been sent to all locals and contacts if at least one member of your local has already applied to the Agora (it's the same password to approve applications for the Agora). You can also use your own intranet account to upload instead of the local's password.

In case you have not received the password, check the contact email of your Local on intranet and in case it is wrong, please correct it and send an email to [log in to unmask] requesting to resend you the password.

You will then have to upload the file with the members list file to the website. You can find the instructions, first at IT-language (bullet points) and then in non-IT language (the rest).

You can also find the instructions on the website!

Keep in mind that Agora applicants that are not present in your members list will not be able to participate at the Spring Agora Bergamo 2016, nor to be delegate / envoy at the Autumn Agora Chisinau 2016, according to the CIA. 

(Working Format of the Agora, Article 3 / 2: "1 The delegates and envoys of AEGEE locals to the Agora of AEGEE-Europe are elected by the local agora of the respective AEGEE local. 2 In order to get elected, the delegates and envoys of locals must be on the members list the respective local submitted before the preceding Agora, with the exception of members who have been announced as members of the local board at least three months before the start of the Agora.") 

In order to ensure that also those members who join your local between the end of the deadline for submitting the members list on 29th of March and the start of Spring Agora Bergamo 2016 on 18th of May can be delegates for Autumn Agora Chisinau 2016 you can send an updated members list to [log in to unmask] until 17th of May. 

(Working Format of the Agora, Article 3 / 2 "3 An updated members list can be sent up to the day before the preceding Agora. 4 The newest members list will be taken into consideration.")  

I would like to remind that Locals are obliges to pay Membership fee to AEGEE-Europe every Agora.

(CIA: 1) General Financial Rules, Membership Fee, Article 2, 3 and 5 and 2) Antennae Criteria, Article 4 / 1, 5 / 5 and 6 / 5).

Please don't forget about including Membership fee to Members list, and to paying Membership Fee of your local before Agora Bergamo.

For more information or questions you can always write to Financial Director email: [log in to unmask].

Locals who will not pay Membership Fee are going to be at risk to be excluded from participation at Agora.

Waiting for your cooperation and understanding!

And of course your Members' lists!

Sincerely yours,

Maryana