1.0 Introduction
The Cyprus Association of Educational Consultants (CAEC) is the body with which Educational Consultants, operating in Cyprus, are registered.
2.0 Purpose
To offer quality education counselling, consulting & other related services to students and parents as well as to build trust and respect among its members and potential clients.
3.0 Objectives
3.01 To raise awareness among prospective clients in order that the value of receiving assistance from the association’s members is recognised.
3.02 To protect and solidify the profession of Educational Consultants.
3.03 To promote the advantages of education counselling in Cyprus within government authorities.
3.04 To promote education counselling as an integral part of progression to higher education.
3.05 To improve the image and credibility of Educational Consultants with government and other education bodies, both in Cyprus and abroad.
3.06 To ensure high standards of service in the field of education counselling
3.07 To provide accurate information and assistance to prospective students.
3.08 To provide guidelines for promoting healthy competition amongst its members
3.09 To provide training and development to CAEC members and their staff
3.10 To organise promotional and marketing activities for the benefit of the association and its members
3.11 To strengthen links between existing national and international educational consulting associations and education providers.
3.12 To work alongside other recognised bodies such as the Cyprus Ministry of Education, the British Council and other education related organisations.
3.13 To promote the association’s services to other European and international institutions.
3.14 To promote further education providers to local students.
4.0 Members
An organisation or individual can register with the Association if they meet all the following criteria:
4.01 Provides education counselling services and/or represents higher education institutions in Cyprus or abroad.
4.02 Maintains a properly functional office with a license provided by the local authority.
4.03 Has a minimum of 4 years’ work experience in the education counselling profession.
4.04 Has a university degree in any subject.
4.05 Is VAT registered as per Cyprus law requirements.
5.0 Finances
5.01 An Application Fee of €50.00 is payable upon submission of a membership application.
5.02 A yearly subscription fee of €100.00 is payable on 1st February of every year.
5.03 Failure to pay the annual subscription fee within 3 months of the date mentioned in 5.2. will result in a 10% penalty being charged.
5.04 Membership is automatically suspended if the subscription fee is not paid by the dated specified in 5.03.
5.05 Suspended members are excluded from ALL CAEC activities and Association related issues, until the subscription fee is settled. This includes the right to vote during AGMs.
5.06 All membership applications must be approved by the CAEC Management Committee
6.0 Management of Funds
6.01 Funds are managed by the CAEC MC.
6.02 The CAEC Treasurer must provide a financial report at the request of the MC.
7.0 Code of Ethics
7.01 All members of the CAEC must respect and abide by the Association’s Constitution, the Association’s Code of Ethics and all MC decisions. Any member violating any of the above will face disciplinary action and the possible termination of his/her membership.
7.02 All members of the Association shall conduct their business ethically and offer advice to their clients with honesty, integrity and professionalism.
7.03 All members should disclose their fees either in advance or during their first meeting with the clients and describe in the best possible way the nature of the services which are offered to the client.
7.04 All members should avoid conflict of interest with other members of the association in terms of literature, advertisements, publicity and poaching of staff.
7.05 All members shall respect each other and act in an ethical and professional manner, avoiding conflict of interest. Where such disrespect, unethical or unprofessional behaviour and conflict of interest occurs, the member or members involved shall be subjected to the decision of the Disciplinary and Ethics Committee and the penalties imposed by it.
8.0 Amendment of Constitution
This Constitution in its current form can only be amended during the CAEC’s AGM (Annual General Meeting) or emergency AGM following approval by 50% plus 1 of its registered members.
9.0 Discipline
9.01 Members, who are accused of violating the CAEC’s Constitution, shall be referred to the Association’s Disciplinary and Ethics Committee (DΕC).
9.02 The DEC has the right to discipline any of its members if found to be in violation of the CAEC’s Constitution.
9.03 The disciplinary measures are a written warning, suspension from the Association or membership termination.
9.04 The period of suspension from the CAEC, if applicable, is at the discretion of the DEC.
9.05 Disciplinary issues must be referred to the DEC, through the MC, by the complaining member/s.
9.06 The MC is obligated to refer all disciplinary complaints to the DEC without discrimination.
9.07 DEC decisions are final and cannot be contested.
10. Disciplinary and Ethics Committee (DEC)
10.01 Depending on the seriousness of the matter, the MC will recommend a 3-member DEC.
10.02 All DEC decisions are made with a majority, with all members present.
11.0 Management Committee – (MC)
11.01 General elections for the CAEC’s MC will take place every 2 years.
11.02 The Association is managed by a seven-member Management Committee which is elected by all the registered members of the CAEC by secret ballot.
11.03 The Chairman of the CAEC is elected in a separate procedure to the other Committee Members.
11.04 The Chairman is the candidate that receives the majority of votes.
11.05 If candidates receive the same number of votes, the result shall be determined by a draw, unless an alternative agreement has been made between the drawing candidates.
11.06 The first MC meeting shall take place no later than 7 days after the election of the new MC members.
11.07 The six (6) other members shall occupy the positions of Vice-Chairman, Secretary, Assistant Secretary and Treasurer, Assistant Treasurer and Member.
11.08 The member positions referred to in paragraph 11.7, and the persons occupying these positions, will be determined during the first MC meeting, as per paragraph 11.6.
11.09 If an agreement cannot be reached on who will occupy the six (6) positions, then a vote between the seven (7) new members, including the Chairman, will take place to determine the result.
11.10 It is possible for the members of the MC to swap responsibilities as well as add further responsibilities to the responsibilities of a committee member, if deemed necessary by the MC.
11.11 If during the two (2) year period, up to three (3) committee members resign or are relieved of their duties, for whatever reason, then the MC will ask the next 3 inline candidates to replace them. If the next 3 candidates do not accept the invitation, then the MC will immediately call for elections to replace these 3 MC members.
11.12 If the Chairman resigns, new elections will take place for the position of the Chairman alone.
11.13 If more than 2 members of the MC resign, new elections shall take place for all MC positions and any member of the CAEC can submit their candidacy.
11.14 A member of the MC that is absent, without a reasonable excuse, from 3 consecutive MC meetings is considered as having resigned from his position in the MC and will be replaced.
11.15 The MC meets once every 2 months after an invitation from the chairman or whenever the chairman feels that it is necessary, in special circumstances. An MC meeting can also be arranged if it is requested by 3 members of the MC.
11.16 The MC can be managed by a minimum of 5 members where there is insufficient interest from the CAEC members.
11. 17 In the case of 11.16, the 2 remaining positions will remain vacant for the 2-year period preceding the next MC elections.
11.18 The MC plans and organizes the AGM and acts upon its instructions. It manages and administrates all association responsibilities as well as problems that may occur.
11.19 The MC is considered legally active when at least 4 members of the MC are present during its meetings. All decisions are taken after a majority vote, if necessary, and, where there is a draw between the members of the MC, then the chairman’s or acting chairman’s vote counts as double.
11.20 The MC has the right to appoint assistants during the organization of Association activities. These assistants can only be other Association members.
11.21 During MC meetings, only Directors, CEO’s and owners of the companies may be present.
Employees are excluded from any such meetings.
12.0 The Chairman
12.01 The Chairman is not above all other members but first among equals. He represents the association in all external issues, heads MC meetings and arranges association elections where necessary.
12.02 The chairman cannot act alone for any association’s issues before the prior decision of the MC.
12.03 The Chairman is responsible for the smooth running of the CAEC and countersigns all documentation, internal and external, signed by the Treasurer.
13.0 The Vice – Chairman
The Vice-Chairman substitutes the Chairman on all issues and CAEC responsibilities during his/her absence.
14.0 The Secretary
14.01 The CAEC Secretary keeps all CAEC records. This includes minutes of all MC meetings and AGMs.
14.02 The Secretary keeps records of all CAEC members.
14.03 Signs together with the Chairman all internal or external association documents and is responsible for the CAEC’s stamp.
14.04 Executes all MC decisions.
14.05 The Secretary is substituted by the Assistant Secretary in his/her absence.
15.0 The Assistant Secretary
The Assistant Secretary substitutes the Secretary on all issues and Association responsibilities during his/her absence.
16.0 The Treasurer
16.01 The Treasurer keeps records of all CAEC accounts and looks after all finances.
16.02 Produces finance records for the MC whenever requested.
16.03 Makes all necessary CAEC payments following approval by the MC.
16.04 The Treasurer cannot have more than €200.00 in cash. All funds over €200.00 shall be deposited in the association’s bank account.
16.05 All cash withdrawals are made following the approval of the MC.
16.06 The Association’s financial year ends on the 31st of December every year.
16.07 The Treasurer is substituted, in his absence, by the Assistant Treasurer of the MC.
16.08 Both the Chairman and Treasurer’s signatures need to appear on any payment transaction to be valid.
17.0 Assistant Treasurer
The Assistant Treasurer substitutes for the Treasurer on all issues and CAEC responsibilities during his/her absence.
18.0 The Member
The Member is an equal member of the MC, with an equal vote, who assists all other MC members in MC duties.
19.0 AGM – Annual General Meeting
19.01 All elections take place during the AGM.
19.02 The AGM is considered as being in session when at least 50% of the registered members are present.
19.03 If less than 50% of all registered members are present, then the AGM can wait 30 minutes, from the official publicised start time, after which it will be considered as being in session to carry out all its normal duties.
19.04 An AGM can only be in session if a minimum of 40% of its registered members are present.
19.05 If the percentage of registered members required are not present as per 19.4, an AGM is rescheduled to the nearest most convenient date.
19.06 Where 19.4 is active, a positive vote from at least 50% + 1 of the present members is required for a constitutional amendment of any kind.
19.07 Only registered members have the right to vote.
19.08 For eligibility to vote, registered members must have settled, in full, their subscription fee at least 3 months prior to the AGM.
19.09 Members wishing to be candidates for any CAEC committee must send their candidacy in writing at least seven (7) days before the AGM.