DRAFT CONSTITUTION OF THE MZUZU UNIVERSITY ALUMNI ASSOCIATION

1.

CONSTITUTION
This document is the Constitution of the Mzuzu University Association.

2.

NAME
There is hereby established an Association to be called the Mzuzu University Alumni Association to be
referred to as the MZUNI ALUMNI, and hereinafter referred to as the ALUMNI.

3.

INTERPRETATION
3.1. Any matter requiring interpretation herein shall be interpreted by the chairperson in consultation with the
Executive Committee.
3.2.

4.

Where members are not satisfied with the interpretation the

matter shall be referred to an independent body.
MISSION STATEMENT
To uphold the values of Mzuzu University by promoting and complementing its efforts in providing quality
education, training and research and complementary services to meet the technological, social and
economic needs of individuals and communities in Malawi and beyond.

5.

OBJECTIVES
5.1 To promote fellowship among members of the Mzuni Alumni and between the University and its Alumni.
5.2 To advance the course of education and influence public policy of such.
5.3 To support the University where necessary

6.

PATRON
6.1 The Chancellor of the Mzuzu University shall be The Patron of the ALUMNI
6.2 Companies or institutions with outstanding contributions to the ALUMNI may be considered to be patrons)

7.

MEMBERSHIP
The term member shall be deemed to mean any individual who is recognized by Mzuzu University as an
Alumni and who has fulfilled the financial and any other requirements set forth herein. The alumni shall have the
following types of members;
7.1 Ordinary members: All graduates, diplomats or/and holders of any academic or professional qualifications
of Mzuni University having satisfied Council and any other requirements set (which for avoidance of doubt,
includes all honorary graduates).
7.2 Associate Members
7.2.1

All interested members of the Academic and Senior administrative staff of the Mzuzu University
who are accepted by the Executive Committee.

7.2.2

All individual and/or institutions desirous of being associated in the activities of the Mzuzu
University and the Alumni.

7.2.3

All individuals having attended courses being offered by Mzuzu University Centre for Continuing
Education.

7.3 Ex-Officio Members

The Vice Chancellor, the Deputy Vice Chancellor and the University Registrar shall be ex-officio members.
7.4 Honorary members
The members of the Council of the University shall be honorary members and any other person who have
distinguished themselves in the service of the Mzuzu University Alumni Association.
7.5 Life Members
These shall consist of those who are prepared to pay an agreed membership fee.
8.

Bodies of the Alumni

8.1 The Bodies of the Alumni shall be:
-

The Executive Committee

The Chapters
Committees of the Executive Committee

8.2 EXECUTIVE COMMITTEE

9.

8.2.1

The Alumni shall have an Executive Committee elected at the Annual General meeting, and shall hold
office for two years and its members shall be eligible for re-election, provided no member shall be reelected after two consecutive terms.

8.2.2

The Executive Committee shall consist of the Chair, the Vice Chair, Secretary, Vice Secretary, Treasurer
and Committee members.

8.2.3

The Secretary of the Alumni shall be an ex-oficio member of the Executive committee nominated from
amongst the University staff by the Registrar

8.2.4

The Committee members shall be two ordinary members from each chapter, shall be elected to the
executive committee to represent the interests of members in their chapters.

8.2.5

The Vice Chancellor, Deputy Vice Chancellor and University Registrar and shall be ex-officio members
of the Executive Committee.

8.2.6

In the event of the office of the Chairman becoming vacant for any reason, the Vice Chairman shall
assume the title and the responsibility of the Chairman until the next Annual General Meeting. In the
event of a vacancy of any other office the Executive Committee shall appoint a replacement to serve
until the next Annual general Meeting.

8.2.7

An Executive Committee member or other officer may resign at any time. Such resignation shall be in
writing and shall take effect at the time specified therein or if no time be specified at the time of its
receipt by the Chairman or Secretary.

8.2.8

A member may be from office due to an act or omission which is considered to be a misconduct by the
Executive Committee shall require a two-thirds of the members present at a General Meeting.

8.2.9

The Executive Committee Shall:

i.

The Executive Committee shall send a copy of the Minutes of every Meeting of the Alumni to the
Vice Chancellor.

ii.

The Executive Committee shall report to the Council the activities of the alumni and shall transmit
to the Chancellor, Council or Senate as the case may be any resolution passed by the Alumni.

iii.

The Executive shall meet as often as shall be deemed necessary and in any case not less than
once a quarter annually.

iv.

Nominate a representative to Council or any other association or Government committee.

Chapters
The Executive Committee may establish chapters, regional and district committees whenever necessary to
extend its activities in various regional and geographical areas in the interests of its members which shall
operate in accordance with the objectives and polices of the Alumni.

10. Committees of the Executive Committee

The Executive Committee shall also have powers: To appoint any of its members to form sub-committees or
ad-hoc committees for any purpose and with such terms of reference as may be defined and agreed upon by
the Executive Committee.
11. LONG TERM DEBT OR ASSESSMENTS
There shall be no long term debt incurred by the Association without such actions being approved by a twothirds affirmative vote of members present at a General Meeting. Long-term debt as used herein means any
more than one year thereafter.
12. CONTRACTS
Authority to execute any instrument on behalf of the Alumni rest with the Chairman subject to the approval of the
Executive Committee
13. INDEMNIFICATION
13.1

Each Executive Committee member or agent of the Alumni shall be indemnified by the Alumni against
liabilities imposed upon him/her and expensed reasonably incurred by him or her any action, suit or
proceeding to which he or she may be a party by reason of his/her being or having such an Executive
Committee Member or agent and against such sums as independent counsel selected by the Executive
Committee shall deem reasonable payment made in settlement of any such claim, action suit or
proceeding.

13.2

Provided however no Executive member or agent shall be indemnified with respect to matters as to
which he or she shall be adjudged in such action or proceeding to be liable for negligence or misconduct
in performance of duty.

14. ALUMNI ROLL

The Secretary shall cause to be compiled and maintained on Alumni Roll in which he shall enter the names of
all persons who are for the time being members of the Alumni.
15. COMMUNICATION
15.1

The Executive Committee shall contact members through such means as be appropriate from time to
time.

15.2

The Alumni shall publish a newsletter which shall be called The Voice of the Alumni at least once a
year. There shall be established an Editorial Committee which shall be composed of three members
appointed by the Executive Committee.

15.3

The Editorial Committee shall have power to co-opt other members.

15.4

The Alumni shall communicate with all members, Mzuzu University, Senate, Council and with other
Universities and Organisations by such means as shall seen appropriate.

16. GENERAL MEETINGS

16.1

There shall be a general meeting at least once in a year.

16.2

The Secretary shall give at least one-month notice of the date time and place of general Meetings of
every member.

16.3

The Chairman and in his absence, the Vice Chairman of the alumni shall preside over General Meeting
of the Alumni.

16.4

When both the Chairman and the Vice Chairman are absent, the members present shall preside over
that meeting.

16.5

Each, member shall be entitled to one vote; no proxy voting shall be permitted.

16.6

Treasurer to publicise financial report a month before the assembly through public media.

16.7

A decision of the majority of the members and voting at a meeting of the Alumni shall be deemed to be
the decision of the Alumni.
In the event of an equality of votes, the Chairman, Vice Chairman or Temporary Chairman as the case
may be presiding over the Meeting shall have a casting vote in addition to his deliberative vote.

16.8
17.

BYE LAWS
The Executive Committee shall have the power to make Bye-Laws for carrying out the objects of the
Association provided that such Bye Laws are ratified by the Annual General Meeting at its Meeting.

18.

AMENDMENTS
Amendments to this constitution shall be by a simple majority of the members present at the Annual
General Meeting or at such other Meetings as appropriate provided that such meetings are convened and
conducted in conformity with the provisions herein.

Annex A
Duties of Executive Committee Office Bearers:

A.1

Chairman shall:
a.
b.
c.
d.
e.

preside at all meetings of Association

communicate and interpret policy
coordinate and stimulate activities of the standing committees consistent with the goals and
objects of the Association
serve as a link between the Association members.
represent Association at University Council

A.2

Vice Chairman shall assume the duties of the Chairman in his absence, monitor membership activities and
carry out such duties as delegated by the Chairman.

A.3

Secretary shall:
a.
b.
c.

keep minutes of all meetings and correspondence of the Alumni.

Represent Association at University Council
Compile and maintain an alumni roll

A.4

Vice Secretary shall assume the duties of the Secretary in hi/her absence.

A.5

Treasurer shall be responsible for all financial records and shall render a statement of this account
whenever required.

A.6

Vice Treasurer

shall work hand in hand with Treasurer.

A.7
Committee members shall represent the interests of members in the constituent areas of appointment.
Annex B
Procedure for Election of Executive Committee
B.1

The alumni year shall begin on 31st August, at which 90 days before the end of every second year the
Executive Committee shall be dissolved.

B.2

A call for nominations from amongst all eligible members will be issued by the University Registrar through
Alumnis web-site, to members with e-mail addresses and appropriate forms of media. There shall be a 21
day window within which nominations would be made.

B.3

Eligible members will be entitled to place one nomination and should provide evidence of willingness of a
nominee to serve for a period of two years.

B.4

The University Registrar shall be responsible for the conduct of elections of the Executive Committee

B.5

The elections shall be held among those eligible members present at the annual general assembly of the
Alumni (or exceptionally, at an Extraordinary General Meeting)

B.6

The University Registrar shall appoint a team to act as a Nominations Committee, receiving nominations,
determining eligibility and preparing a list of candidates for election.

B.7

The Office of the Registrar will issue a notice for the elections, 90 days before the closure of the alumni
year, inviting nominations for office bears

B.8

A simple majority of the members present at the General Assembly will determine the nominees to become
office bears

Annex C
Conduct of Meeting
C.1

A simple majority of the Executive Committee shall form a quorum.

C.2

The Executive Committee shall meet before Councils meeting for not less than twice a year.

C.3

The Executive Committee shall report of its proceedings to the association through the General Assembly,
New letter, on the website and other means as devised form time to time.

C.4

The Executive Committee shall report to Council of its activities and those of the Association, and shall
transmit to the Chancellor, Council or senate and other bodies as the case maybe at the resolution passed
by the Assembly.

C.5

The Executive Committee shall have power to co-opt not more than three additional persons to serve on
the committee in an advisory capacity without voting power for such specified period as the committee
deems fit.