Dear board members of the Rainbow locals,

hoping to find you all well with your exams/jobs and an amazing summer ahead, I have to contact you about some important deadlines that you should be aware of, if you want your local to continue regularly as part of the AEGEE Network and your members to be able to represent it at Autumn Agora Catania 2017.

1. Submitting members list and paying membership fee before July 16th
2. Approving your local's applicants to Agora Catania and assigning them a “participant type” before July 25th
3. Making sure that you submitted an activity report and activity plan with your last board elections and, if not, arrange a meeting with your NetCommie before the next Agora.

More details below:

As you know, there are several criteria locals have to fulfill (please find out more here).

1. One of these, is to submit a list of members and pay the membership fee before every Agora.
The deadline for completing this procedure is set on July 16th, at 23.59 PM. Please respect this deadline since no further members lists will be accepted after it.

The Comité Directeur and the Juridical Commission will use the members list to:

·   Check if a person is entitled to participate in the Agora;
·   Check if a person is entitled to be delegate in the Agora;

·   Calculate the membership fees of locals;
·   Allocate the amount of votes each local can have at Statutory meetings;
·   Check whether a person is a member of a local.


There is only one way for submitting member lists - through 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 (please follow the instructions there).

2. In order to have your participants accepted to the Agora, you will also have to approve the applications from your members and assign a “participant type”. This must also be done on the  Statutory events website before July 25th, once all your members have applied to Autumn Agora Catania 2017.

3. Other important news concern the implementation of the reformed antenna criteria, approved by Spring Agora Enschede 2017, in particular the part concerning the activity report and activity plan of each board term.

From now on, these reports will no longer be made by filling a form, but will be created by your Network Commissioner following an online call (with the old board regarding the report for the past year, and with the current one regarding the plan for the upcoming year). If you didn’t provide an activity report and/or an activity plan around the time of your last elections, please contact your Network Commissioner in order to arrange a date for the meeting.

Having this information is very important for AEGEE-Europe since reporting allows the organization to receive grants from important European institutions every year, without which the existence of our organization would be much harder, if not impossible.

I therefore ask you for understanding, aware that bureaucracy is not the most pleasant side of this organization, but nevertheless an important aspect to take care of.

Yours faithfully,