CONSTITUTION OF IEEE SZABIST Student Branch 21st March, 2009 Preamble IEEE SZABIST Student Branch comes under the umbrella of Institute of Electrical and Electronic Engineers (IEEE), Inc, USA The aims and objectives of IEEE SZABIST Student Branch are: To foster awareness and appreciation of technology and relaxation activities within the university.
To create a support network for students from all around the world To promote awareness of technology and relation among other IEEE branches of various universities ARTICLE I Name This organization should be known as IEEE (pronounced as Eye-Triple E) SZABIST Student Branch ARTICLE II Membership Section A. Membership Executive Member: The President, Vice President, General Secretary(Branch Secretary) and Treasurer shall be the Executive Members and shall reserve the right to Plan, Decide, Manage, Organize and Lead the whole team along with the Branch Counselor. Committee Members: The head of departments shall be the committee members General Member: Other members who are not general or executive members shall be called as General Member Post Graduate Member: The members who are graduated and are doing Masters or Phd are the post graduate members. Section B. Membership Qualification(s)
Membership shall consist of any permanent students of Shaheed Zulifiqar Ali Bhutto Institute of Science and Technology (SZABIST) or those who have been students or staff at the University who wish to be members. The society shall be free to determine an annual fee for membership and may offer Life Membership and Honorary Membership on such terms as it may decide. The society and its members shall not discriminate against any individual(s) for reasons of race, color, creed, religion, sexual orientation, national origin, sex, age or handicap. Section C. Selection of Members New members shall be selected in the month of August (at the starting of each Academic year at SZABIST) every year but it can be changed upon the decision of executive members and branch counselor. Based on the memberâ€™s interview, the members shall be selected by the Committee & Executive Body along with the Branch Counselor(s). Candidates shall be required to submit their resumes/Membership forms and then give an interview in order to get selected. (If required) Section D. Voting Privileges Existing Executive Body, Committee members, General Members, and Post Graduate Members shall reserve the right to vote Executive Members during the elections. (who were the part of society for last tenure) Section E. Termination of Membership Voluntary Resignation If any member has failed to come up to the required expectations during his tenure, and/or decides to submit a written resignation without providing proper justification, he/she will be obligated to pay Rs. 500 PKR (OR pay fine equal to the damage caused by that act) as damages to the Organization decided upon the Executive members and Branch Counselor. In case, any of the Committee Head decides to resign, the same procedure stated above needs to be followed; however the vacant position will be occupied by the person eligible (already stated in the constitution) for the interim period; in this case the person eligible being the Assistant Committee Member for. Who will act in the Committee Memberâ€™s stead until another is chosen; however, if there is not sufficient time left until the end of tenure (4 months or less in this case), the Assistant Committee Member will continue with his role as Committee Member until a new tenure beings. However, the final decision will reside with Executive members and Branch Counselor.
With respect to Executive Body Membersâ€™ resignation, the same rule as above applies. If, for example, the V.P decides to resign, his/her post will be taken up by the General Secretary; who will simultaneously undertake his/her original duties. If there is sufficient time, a re-election will take place and a new V.P will be selected and the General Secretary will once again resume his post. Firing a Committee Member: If any Executive Member decides to terminate a committee member, they must forward a request to the Head of the H.R Department with valid justification, who will act as a medium between the President of the Organization and that particular Executive member. Then following procedure would be followed: First a warning letter will be issued in the name of the guilty party by the HR and if he/she fails to comply with the regulations set forth in the letter he/she will be discharged permanently. However, if the termination is seen, for any reason, to be biased in the eyes of the Branch Counselor, he/she has every right to declare the termination void. Only an Executive Member/Committee Member can fire a committee member. Firing an Executive Member If any Executive member needs to be fire, the above procedure will to be followed. However, final decision lies with Branch Counselor. Firing a Member: If a Committee Member decides to terminate a member of their department, they must forward a request to the Head of the H.R Department with valid justification, who will act as a medium between the President of the Organization and that particular Committee member. However, if the termination is seen, for any reason, to be biased in the eyes of the President, he/she has every right to declare the termination void. Then following procedure would be followed: First a warning letter will be issued in the name of the guilty party by the HR and if he/she fails to comply with the regulations set forth in the letter he/she will be discharged permanently. A committee member has the right to request the termination of only the member(s) of his/her own respective department. The President or the Branch Counselor has the right to declare void the termination of an Executive Member, Committee Member and Member.
ARTICLE III Organization Structure Officers Section A. Elected Officers 1. Executive Committee President The President is responsible for overall running and management of the society as well as to provide leadership to the rest of the committee. The President shall uphold the principles by which the society was founded and act in the best interests of the society and its members. The President shall preside at general meetings of the society and assist all the executive officers in the performance of their roles. The President shall be responsible to oversee external activities with other student branches of IEEE. Vice President The Vice Chairperson/Vice Chairperson/President is required to assist the Chairperson/Chairperson/President in decision making of the society and shall control all the departments of the society with the collaboration of President/chair and Branch counselor (if required). . General Secretary The General Secretary is required to keep the official files of the society. The General Secretary shall prepare the agenda along with the President and Vice President for general meetings, and shall minute all meetings. Should the President step down, the General Secretary shall call a by-election within 14 Full Term Days. The General Secretary shall be responsible for reporting activities to the IEEE Karachi Section. The General Secretary shall be responsible to submit Activities Plan before 31st July and Activities Report before 30th May (Tentative. Can be changes upon requirements) to the official IEEE relevant persons. Treasurer The Treasurer is responsible for managing the accounts of the society, as well as undertaking initiatives to acquire sponsorship and financial requirement. The Treasurer shall inform the board of all financial matters through a financial report.
The General Secretary, Vice-President & Treasurer are accountable to President and Branch Counselor’s queries at any point of time. 2. Committee Members Some Committee Members will be selected and assigned specific tasks in the handling of major society activities, events and also to actively contribute ideas and feedback during Committee Meetings resources for the society with the help of the Executive body. They will be appointed with a Committee Head and an Assistant Committee Head, who will take their place if/when a Committee Head is unavailable. 3. a. General Committees in IEEE SZABIST Student Branch Editorial Logistics Marketing Event Management Creative & Design Photography and movie Electronic Designing Hand art IT Human Resources Finance Research & Development Committee(s) could be amended by the Executive Body (If required) b. Sole Entities in IEEE SZABIST Student Branch • •
Public Relations Officer Auditor(s)
For further reference of individual roles and committee descriptions, please refer to Appendix A (i and ii). Section C. Selection of Executive Body It should be an elected body; elected by the previous executive body, committee members and members on voting basis – at the end of every annual tenure (spring semester). The candidates should submit their resumes to the previous Executive Body and once accepted; only the current IEEE SZABIST Student Branch members are eligible to vote. A person shall stand and apply for one position only. A member can cast one vote per position.
A member of the Executive body may hold office for a single term only, i.e. he/she will not be eligible to apply for the executive position again. Before the new tenure comes into effect, the previous Executive Body will continue acting as interim. However, after the new Executive Body comes into effect, the previous Executives may continue as members or serves volunteer services for the society. Section D. Qualifications for holding office Executive Body The Eligibility Criteria for Executive Body Nominees includes a minimum GPA of 2.5, with no probations currently in effect; there should not be any disciplinary issues relate to the said personnel. If, at that point, they are already in the Executive Body of another Society when applying for IEEE SZABIST Student Branch Executive nominations, they must resign from their previous Executive Position before being applicable. Nominees must consist of permanent students of Shaheed Zulifiqar Ali Bhutto Institute of Science and Technology (SZABIST). The Executive Body and Committee members shall be responsible for the elections. Committee Heads There should not be any disciplinary issues relate to the said personnel. Nominees must consist of permanent students of Shaheed Zulifiqar Ali Bhutto Institute of Science and Technology (SZABIST). The Executive Body and Committee members shall be responsible for the elections. Selection E. Selection of Committee Members It should be a selected body; selected by the new executive body. The candidates should submit their resumes to the new Executive Body. A person can stand for max 3 posts. Section E. Filling Vacancies In the absence of President, the Vice President shall be responsible and in charge. In the absence of both, General Secretary shall be responsible and in charge. However, in the absence of the entire Executive, they will mutually assign one committee member from the society to take charge. Section F: IEEE Membership
A member shall pay the membership fee for official membership required by the IEEE official, USA, so that he/she could be eligible to run for the Executive and departmental post. If the elected Committee Members (Heads and Assistant Heads) are not official members of the IEEE Organization by the month of May, they have one more month within which to become members. For both the Executive & Committee Members, the membership should be valid for the entire working tenure of the Society (1year). If Executive Body fail to comply with this condition, re-elections will be held by the previous Interim Body and incase of Committee Members, re-elections will be held under the supervision of elected Executive Body. Section G: Eligibility Criteria for Executive Body President • GPA of 2.5 • Computing Department • 3rd Year Student for Bachelors and 1st Year Student for Masters Vice-President • GPA of 2.5 • Computing Department (w.e.f elections 2012) • 3rd or 2nd Year Student for Bachelors and 1st Year Student for Masters General Secretary • GPA of 2.5 • Any Department • Any Year Student for Bachelors/ Masters
ARTICLE IV Advisors Section A. Advisors are in the form of Branch Counselors in IEEE. Branch Counselor shall be a fulltime faculty or staff member at SZABIST, an official IEEE member and shall be selected by the university/institute (in this case SZABIST). ARTICLE V Section A. Frequency of regular meetings Regular meetings shall be held at least once a month. The Annual General Meeting of the Society shall be held each year at the beginning of Fall Semester. The time and the venue of this meeting will be determined and publicized by the Committee at least two full term days beforehand. Section B. Special Meetings Special meeting may be called by Branch Counselor, committee members or Executive members. These will follow the following protocol: • Executive Body may call Committee and General Members of the Society • Committee Members can call General Members of their own respective departments). They may also have joint meetings with other departments. • The Branch Counselor may call on all three designations for Special Meetings; i.e. Executive Body, Committee Members and General Members. ARTICLE VI Section A. Duties and Assessments Duties and responsibilities are given to the members according to their skills which can be checked through their resume’s/or membership form. Head of department or Committee Members shall be made according to their skills, interest, and experience in that field. For so long as the Society shall be registered with the Junior Proctor, it shall be the duty of the Executive Committee to ensure that the Society complies with the requirements for registration as a University Society.
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Section B. Activities & Budget Planning Budget for the entire semester (i.e. two budgets to be made per tenure) shall be created by keeping the Activities Plan for the Current Semester in mind. Budget planning shall be done, before the starting of the semester, by the whole Executive Body along with the Branch Counselor (The committee members may be consulted if they wish to join). Treasurer should first approve the budget for every activity and then present it to the Branch Counselor, before it is further approved by the SZABIST Student Council Treasurer for processing. Tentative Annual Activity plan should be emailed to the IEEE Karachi Section. Section C. Banking Banking is totally handled by the Treasurer. The responsibility of getting and handling funds from the IEEE Region 10, IEEE Karachi Section & SZABIST Student Council shall be the responsibility of Treasurer, and the President. The Society shall maintain one banking account with a suitable Bank or Building Society to hold the Societyâ€™s funds, whose rights will simply be continually, transferred from one Treasurer to the next every tenure. A auditor will audit the Society's accounts; either after every activity or end of the semester. It shall be the responsibility of the Finance Department to ensure that funds received are properly accounted for and that the Societyâ€™s financial records are kept in good order. The Treasurer shall not be liable for any financial debt or other obligation of the Society unless he or she has personally authorized such a debt in writing. ARTICLE VII Amendments Section A. Amendments to the constitution may be proposed by any member of the society and must be submitted to the General Secretary in writing. This Constitution may only be amended during a meeting specially called for that purpose. Amendments to the constitution shall be passed by a 60% majority of the votes cast.
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