Constitution of Quarks Ensemble

From Article 51A of the Indian Constitution. 1. Name The Club shall be called QUARKS ENSEMBLE. (Hereinafter called the Club). 2. Meaning of The Name Quark is the fundamental constituents of matter. Individually, there are many types of quarks (up, down, strange, charm, top, bottom), but they come together to form hadrons like protons and neutrons, which in turn form an atom, and hence all the stuff in the Universe. And an Ensemble can be defined as a group of separate things that come together to form a coordinated whole. So, the Club Quarks Ensemble aims to be a group of diverse individuals from varied fields of academic interests, who come together for the sole aim of creation of something of substance. 3. Affiliation The Club shall be approved by the Central University of Jharkhand. (Hereinafter called the University or CUJ). 4. Aims and Objectives The Club shall aim to build a link between ideas of different students in CUJ and provide interactive platform to students interests. The objective of the Club is to build up an inter-departmental relationship between the students and faculties of various Science and Engineering departments, and also people from all the other departments who wish to have a platform to express their scientific outlook. This will allow innovative minds of the University to come together for the nurturing of new ideas. The Club shall aim to cultivate an attitude of innovation in the students and promote an atmosphere of curiosity in the University. The Club shall actively combat the forces of intolerance and hostility towards novel ways of thinking.

Drafted by VVR

5.

Equality Statement The Club is fully committed to the principles of the equality of opportunity. No participant, volunteer, or member of the Club will receive more or less favourable treatment on the grounds of gender, age, colour, disability, ethnic origin, parental or marital status, religious belief, social class, caste or sexual orientation than any other. The Club will ensure that there is open access for all those who wish to participate in the activities of the Club, in whatever capacity and that they are treated fairly. The Club recognises its legal and moral obligations not to discriminate and will regard discrimination by any member, participant or volunteer as grounds for disciplinary action under the relevant Club rules.

6.

Membership and Mentors

6.1 The membership of the Club will be open to all the students of the University, after the payment of a nominal non-refundable fees decided by the Club. The membership shall be renewed yearly. However the positions in the Governing Body of the Club will be open only to those members who are the students either of School of Natural Sciences, or Engineering and Technologies, or Natural Resource Management, or any new Schools/Centres which start instruction in disciplines related to Science and Technology. 6.2 The members of the Governing Body will be divided into three main categories: Executives, Coordinators, and Apprentices, who will be eligible students from third, second and first year of their Undergraduate studies. In addition to above, two Senior Advisors and their board of Assistant Advisors shall also be in the Governing Body. 6.3 Apart from the above, there will be a group of faculty members called Mentors who will provide analytical and critical guidance to the Club, through the channel of the Senior Advisors. The Mentors will be the final authority in the disciplinary matters of the Club, as per the provisions of paragraph 10.

6.5 The Executive Board shall be responsible for ensuring a fair selection process for the induction of Apprentices. The decision to induct Apprentices shall be made in accordance with the Equality statement in paragraph 5. The applicable rules and the process of selection of Apprentices are as mentioned in Annexure: A. 6.6 In accepting membership, a person agrees to abide by the Constitution of the Club. No member of the Governing Body of the Club shall take part in any competition organized by the Club. 6.7 All members are also required to abide by the appropriate Code of Conduct of Central University of Jharkhand.

Drafted by VVR

7.

Structure of The Governing Body of The Club

7.1 The rough chain of command is as shown in the sketch above. 7.2 The Governing Body of the Club will be divided into five Executive Bodies (consisting of Executive Members)- Technical Cell, Public and Media Relations, Innovative Ventures, Cultural Activities Board, and Treasury and Accountancy, for an efficient functioning of the Club. Apart from Executive Members, each Executive Body shall have its own Coordinators and Apprentices. For policy of promotion, refer to Annexure: G. 7.3 Each Executive Body except the Cultural Activities will contain three members each. The Cultural Activities will have four members. The total number of Coordinators in each Executive Body will be one more than the number of Executives. The total number of the Apprentices in each Executive Body will be one more than the number of coordinators. 7.4 The above hierarchy is only for the purposes of smooth running of the club. In no way it implies the importance or superiority of one member of the club over others. All opinions and ideas of every member shall have equal chances of being heard and discussed. It shall be the first duty of the Senior Advisors to ensure that everyones views are heard. 7.5 The relevant powers, responsibilities and jurisdiction of the members of various Executive Bodies are as mentioned in related annexures later. Drafted by VVR

8.

Finance

8.1 All funds raised by, or on behalf of, the Club shall be applied to further the aims and objectives of the Club and for no other purpose. 8.2 Treasury and Accountancy is responsible for collecting membership subscriptions and maintaining the financial accounts of the Club detailing all income received and expenditure made. 8.3 The financial year of the Club starts on first day of an odd semester and ends last day of the next (even) semester. 8.4 The funds of the Club shall be lodged at a bank in an account in the name of the Club. All cheques, drafts, etc. drawn on this account shall be signed by one of the Senior Advisors, and any one Executive Member of the Treasury and Accountancy. 8.5 If a member of the Executive Board needs funds for the activities of the Club, then s/he must get a no-objection certificate (NOC) from at least 2/3rd of all the Executive Members, and present this NOC to the Treasurers.

9.

Voting Procedures for all meetings

9.1 All members entitled to vote at meetings shall have equal voting rights. 9.2 A motion shall be carried by a simple majority of those present and voting, except when the motion is for Expulsion of Executive Members, which shall require a twothirds majority. In case the motion is amendment of Constitution, rule 9.4 will apply. 9.3 In the event of equal votes being cast, the Senior Advisors shall have the decisive vote. 9.4 If the motion is amendment of the Constitution, then all the members of the Executive Board and both the Senior Advisors must be present for the voting to take place. Two-thirds majority shall be required for an amendment to be enacted.

Drafted by VVR

10.

Discipline and Appeals

10.1 If any members of the Club have solid grounds for suspecting any other members (who are not Senior Advisors) of such activities which are detrimental to the wellbeing of the Club and/or its members in any way, then they must submit a written complaint about the same to the Senior Advisors. 10.2 Within seven days of receiving such complaints as above, the Senior Advisors must form a Disciplinary Committee containing five members of the Executive Board. If the complaint is against a member of the Executive Board, then that member must not be in the Disciplinary Committee. 10.3 The Disciplinary Committee must set a date of hearing within ten days of its formation, after deliberation with both plaintiffs and defendants. If one or both of the parties are unable to be present on that day, then the Disciplinary Committee should arbitrarily set a final date of hearing. If one of the parties is unable to appear on this final date, then the Disciplinary Committee must decide in the favour of the party which is present. If both the parties are absent, then the case must be dismissed. 10.4 On the day of the hearing when both parties are present, the Disciplinary Committee must listen to each side. Then, if required, it can set aside no more than two days for deliberation. 10.5 The Disciplinary Committee must decide if the defendant is guilty or not by an anonymous vote. If the defendant is found guilty, then the Disciplinary Committee must decide a penalty keeping in view the severity of misconduct. This decision on the innocence or guilt of the defendant must come either on or within three days of the day of hearing.

10.6 If the misconduct is severe enough to guarantee expulsion (the termination of membership of the club), then the Disciplinary Committee must recommend this to the Senior Advisors, who will then set aside a day for the necessary voting in this matter. This day must be set within seven days of the verdict. The relevant rules for expulsion are discussed in paragraph 11. 10.7 If either of the parties is not satisfied with the verdict, then they must appeal for a retrial within seven days the original verdict. 10.8 The retrial will be conducted by a Supreme Committee comprising of the two Senior Advisors and one Mentor. The date of retrial must be set by deliberations with all the concerned parties, and this date must be within ten days of receiving the appeal for the retrial. 10.9 The Supreme Committee can either uphold or change the decision of the relevant Disciplinary Committee. The Supreme Committee is entitled to declare a verdict even if either or both the parties are absent on the day of the retrial. However, it can also set aside one final date for the retrial. The decision of the Supreme Committee will be final. No appeal of retrials regarding the judgement of the Supreme Committee shall be entertained. Drafted by VVR

11.

Expulsions (The Termination of Membership of the Club)

11.1 Expulsion of Apprentices and Coordinators: On being recommended for Expulsion by a Disciplinary Committee and/or a Supreme Committee, an anonymous vote should be cast by each member of the Executive Board regarding this matter on a day decided beforehand as per paragraph 10.6. The Apprentices or Coordinators in question must be given a chance to speak for themselves before such a vote is cast. 11.2 Expulsion of Executive Members: On being recommended for Expulsion by a Disciplinary Committee and/or a Supreme Committee, an anonymous vote should be cast by each member of the Executive Board regarding this matter on a day decided beforehand as per paragraph 10.6. The Executive Members in question must be given a chance to speak for themselves before such a vote is cast. 11.3 The outcome of above votes should be based on the rules as mentioned in paragraph 9. 11.4 Expulsion will mean a termination of Membership of the Club. Following expulsion, a candidate shall be barred from any and all activities of the Club, including events and competitions organized by it. 12. 12.1 Meetings and Reviews The Executive Board shall meet at least once a month to discuss the matters of the Club. The Technical Cell shall prepare a report of the meeting and forward it to the Senior Advisors after inputs from all the Executive Members. This report shall reach the Senior Advisors no later than seven days from the day of the meeting. Coordinators shall meet at least once a month for a discussion on the betterment of the Club and ways to further its aims and objectives. A group of three Coordinators who will prepare a report on the meeting shall be decided beforehand. This report shall reach the Senior Advisors no later than seven days from the day of the meeting, after inputs from everyone present at the meeting. Apprentices shall meet at least once a month for sharing of ideas. A group of three Apprentices who will prepare a report on the meeting shall be decided beforehand. This report shall reach the Senior Advisors no later than seven days from the day of the meeting, after inputs from everyone present at the meeting. The time and place of the meetings mentioned above must be intimated to the Senior Advisors beforehand. At least one of the Senior Advisors must act as a chair for at least one meeting at each level every semester. If the Senior Advisors will be unavailable for the meeting, then they shall appoint a chair from the same level of the Governing Body. A review of the Constitution must be called every two years. All the members of the Executive Board and both the Senior Advisors only are to be present at this review. Drafted by VVR

12.2

12.3

12.4

12.5

13. 13.1 13.2

Foundation Year Clause Foundation Year allows a specific provision of determining the powers of founder members of the club which has been termed as the Foundation Year Clause. As per this clause, the Founder Members of the organization will serve as the Executive Board members for the foundation year of the Club, even if they are not in the third year of their Undergraduate studies.

ANNEXURES
ANNEXURE A: Selection Process for Apprentices A.1. Eligibility: All the students of the first year who have taken the membership of the Club and belong either to the School of Natural Sciences, Engineering and Technologies or Natural Resource Management are eligible to apply for the induction to the Governing Body as Apprentices. There will be no fees for applying for the eligible candidates. The selection process will consist of first a written test. The written test will have questions related to general science and technology, along with a few long-answer questions to test the scientific temper of the candidate. After selection in the written test, the candidates will be called for an interview which will be conducted by the Executive Members of the body. There the candidates will be asked their preference of the Executive Body, and then the relevant skills shall be considered. Also, there will be some general questions about the candidates themselves. There will be no reservations whatsoever for the post of Apprentices, or any other post in the Governing Body. The merit list issued by the Club will be final.

A.2.

A.3.

A.4.

Drafted by VVR

ANNEXURE B: TECHNICAL CELL B.1. The Technical Cell shall have the responsibility of maintaining the website of the club and for handling the presence of the Club on internet, like social networking websites etc. The Technical Cell shall be responsible for maintaining and preserving the various paperwork: like the records of meetings, tracking of files etc. Only the paperwork which does not fall under the purview of other Executive Bodies shall fall under the jurisdiction of the Technical Cell. The Technical Cell, in collaboration with the PMR, shall be responsible for printing publicity material and creating promotional videos and making them available publically. The Technical Cell shall be responsible for archiving.

B.2.

B.3.

B.3.

ANNEXURE C: PUBLIC & MEDIA RELATIONS(PMR) C.1. C.2. The PMR shall be responsible for projecting a positive image of the Club, in collaboration with the Technical Cell. The PMR shall be responsible for bringing in the sponsors for the various activities of the Club. The PMR shall be accompanied by at least one member of the Treasury and Accountancy while negotiating with the sponsors about the funds. The PMR shall handle the outgoing notices and notification about the Club activities, including the information about events being organized by the Club. The PMR shall also handle all the correspondence regarding information etc. about the Club. The PMR shall be responsible for bringing out the Periodical of the club, in collaboration with Cultural Activities and other Executive Bodies.

C.3.

C.4.

Drafted by VVR

ANNEXURE D: INNOVATIVE VENTURES D.1. The Innovative Ventures shall be responsible for evaluating various scientific projects proposed by the member students of the University. If, upon evaluation and some minor changes, the project is judged to have promise by the Executive Members, then it shall be presented before Mentors belonging to the concerned field/s. Afterwards the Innovative Ventures should adopt the project, naming it Approved Venture. A project shall be adopted only if it is supported by at least 2/3 rd of the Executive Members. The proposer shall be present before the Executive Members to describe the project, prior to the voting. This voting shall take place before showing the project to the concerned Mentors. After the project is adopted, its proposers shall be given technical, financial and logistical support by the Club through the channels of Innovative Ventures. The Innovative Ventures, in collaboration with PMR, shall strive to raise funds for the realization of Approved Ventures. The number of on-going Approved Ventures shall not be more than three. Out of those three, at least one project shall have been proposed by a member who is not a part of the Governing Body. At least one Approved Venture shall be finalized each year. The purchase on behalf of an Approved Venture shall be made in the presence of one Executive member from T&A, and one member from any other Executive Body. The proposer of the Approved Venture shall also be present at the time of the purchase. During the development of any Approved Venture, a regular project report shall be presented to the Executive Board of Innovative ventures. The periodicity of such reports shall be decided beforehand by the Executive Members of Innovative Ventures for each project separately. Whatever be the outcome of the Adopted Ventures, the unused materials and instruments which have reuse value shall be taken back by the Club, if such materials are bought from funds of the Club.

D.2.

D.3. D.4. D.5.

D.6. D.7.

D.8.

D.9.

D.10. On successful completion of a project, the credit for it shall be shared by the proposer and the Club as a whole. No individual member shall pressurize the proposer to give him/her special credit against the wishes of the proposer.

Drafted by VVR

ANNEXURE E: CULTURAL ACTIVITES E.1. E.2. E.3. The Cultural Activities shall be divided into three sub-sections: Literary Forum, Debating Forum, and Fine Arts Forum. It shall be the responsibility of the Cultural Activities to organize cultural programmes during the various events and fests of the club. The Cultural Activities shall collaborate with PMR to bring about the Periodical of the Club.

ANNEXURE F: TREASURY AND ACCOUNTANCY (T&A) F.1. F.2. The Treasury and Accountancy shall have the responsibilities of regulating all the financial transactions of the club, including the points mentioned in 8.2 and 8.4. The T&A shall be responsible for submitting a financial report to the Senior Advisors at the end of a financial year, after that report is evaluated by Executive Members from all the other Executive Bodies. The T&A shall prepare the budget of the Club in collaboration with all the other Executive Bodies, and shall present it within the first month of a new financial year. The T&A shall prepare the intended financial statements, in collaboration with Innovative Ventures and PR&M, for the Approved Ventures to be sent to different potential sponsors for their consideration. The T&A shall prepare the intended financial statements, in collaboration with PMR, for different events, fests etc. to be sent to different potential sponsors for their consideration.

F.3. F.4.

F.5.

Drafted by VVR

ANNEXURE G: Policy for Promotion G.1. G.2. Not all Apprentices inducted will be promoted to be the Coordinators, and not all Coordinators shall be promoted to Executive Board. The promotion of Apprentices shall be decided on their performance and by the Coordinators. Similarly, the promotion of Coordinators will be decided on their performance and by the Executive Board. The outgoing members of the Executive Board shall first choose their successors from the Coordinators. Then these Coordinators shall decide upon their successors from the Apprentices.

G.3.

ANNEXURE H: SENIOR ADVISOR H.1. Apart from the abovementioned duties and responsibilities, the Senior Advisor must have a thorough knowledge of the Constitution of the Club. The interpretation of the Constitution shall be the obligation of Senior Advisors. All notices and circulars issued by the Club shall be approved and undersigned by one of the Senior Advisors. Outgoing Executive Members shall choose from among themselves four Executive Members by voting. During such voting, a member cannot vote himself/herself. This voting procedure shall be overseen by both Senior Advisors. The four selected members shall then meet a bench of three Mentors (decided beforehand by the Executive Board after deliberation with all the Mentors) for an interview. From them, the Mentors will then choose two for the post of Senior Advisor. In case of impeachment of Senior Advisor/s, the Mentors shall choose new Senior Advisor/s from the remaining two candidates in the last selection process for the post of Senior Advisors. ANNEXURE I: BOARD OF ASSISTANT ADVISORS I.1. The Apprentices and Coordinators who are not promoted may join the Board of Assistant Advisors if they want to for one year, and if the Senior Advisors approve. It must be noted that the post of Assistant Advisor is solely to assist the Senior Advisors in their Club-related activities. An Assistant Advisor shall have no say in the governing process of the club. The process of selection of Assistant Advisors shall be decided solely by the Senior Advisors. Drafted by VVR

H.2. H.3.

H.4.

H.5.

I.2.

ANNEXURE J: RESIGNATIONS J.1. If a member of the Governing Body of the Club wishes to resign, then s/he shall write an application addressed to the Senior Advisors, citing suitable reasons. If the reasons mentioned are deemed appropriate by the Senior Advisors, then only the resignation shall be accepted. If resignation of a member of Executive Members is accepted, then interviews shall be conducted to fill his/her post. Those Coordinators who were not promoted to the post of Executive Members during last promotions shall only be eligible for the interview. The interviewer shall be the two Senior Advisors. ANNEXURE K: IMPEACHMENT OF SENIOR ADVISORS K.1. If any member of the Club has strong reasons to believe that activities of any or both the Senior Advisors are not in the spirit of the Clubs Constitution, then they must submit their complaint in writing to any one of the Mentors. The Mentor, upon receiving such complaint, shall discuss its merit with other Mentors. If the complaint is considered to be genuine, then the Mentor shall convene a meeting of all Executive Members for a vote. For the motion for impeachment of Senior Advisor/s to be upheld, a 2/3 rd majority of the Executive Members shall be necessary.

J.2.

K.2.

K.3.

Drafted by VVR