INDIAN INSTITUTE OF INFORMATION TECHNOLOGY, ALLAHABAD

Students Gymkhana Constitution

PRESENTED BEFORE THE GYMKHANA ON 05-04-2014

PREAMBLE

To create an ambience of freedom and equality grounded in the basic human principles of justice and sound moral judgment. To foster innovation and create an atmosphere of academic excellence, for the holistic development of the students.

And
For advancing the general welfare of our fellow students

We, the students of Indian Institute of Information Technology, Allahabad resolve to constitute a selfgoverning democratic organization called Students Gymkhana and do hereby adopt this Constitution

CHAPTER 1: NAME AND LOCATION

The Congregation of the Members, the President, Students Gymkhana and the Advisory body, Students Gymkhana shall be known as and its address shall be: Students Gymkhana, Indian Institute of Information Technology Allahabad, Jhalwa, Allahabad 211012, India.

CHAPTER 2: OBJECTIVE

The Students Gymkhana shall strive to achieve the following objectives with the active help and support of its members and the infrastructure available at its disposal: 2.1 2.2 2.3 2.4 2.5 2.6 To foster and develop all student activities in the Institute. To promote and develop organizational abilities in students. Identify student issues and promote discussion on them. To develop a well-informed, articulate and participative student community life, and to increase social awareness. To function as the office for all election/nominations of students for gymkhana activities. To offer clerical and office support for all recognized student activities.

CHAPTER 3: ORGANIZATIONAL STRUCTURE The Gymkhana will function with the following hierarchy.

Director President VicePresident PG Academic Sports Science & Techology GeneralSecretary UG Academic Cultural Students' Welfare Speaker Members (2)

The Councils will function with the following hierarchy.

Chairperson Advisor Coordinator Treasurer Members

(2)

The Standing Committees will have only 2 layers, the Chairperson and the Members and will be under the aegis of their respective Councils.

CHAPTER 4: ELECTIONS

Elections will determine the members of the Gymkhana and it will ensure appropriate representation of the students in the Gymkhana in terms of their batch-strength. 4.1 4.2 4.3 Elections will be held in the month of January preferably around 15th of January. However, the elections cannot be postponed for more than one month. The Director will appoint a member of the faculty to serve as the Chief Election Commissioner. Elections will be controlled by the office of the Chief Election Commissioner who will act with the suggestions of an advisory panel consisting of Director, ex-officio Dean(A), ex-officio Dean(S.A.), faculty representatives and ex-officio D.R.(A). Elections will be held in fully automated online voting software developed by the students. Nominations will be accepted online and will undergo due scrutiny by the electoral advisory panel and then they will be either accepted or rejected by the Chief Election Commissioner. For a student to be eligible for being a nominee in the elections, he/she must have at least an S.G.P.I. of 8.0 in the immediate previous semester. The four (4) main office-bearers of the Gymkhana i.e., the President, the VicePresident, the General-Secretary and the Speaker will be nominated and appointed by the Director from among the elected members of the gymkhana. The C.E.C. will have the power of redistribution of seats among the different branches if there is a shortage of eligible candidates within a branch.

4.4 4.5

4.6 4.7

4.8

CHAPTER 5: OFFICE BEARERS The roles of the major office-bearers are described in this section. 5.1 The President: The President is the interface between the Students Gymkhana and the Institute administration. He will be reporting directly to the Director of the Institute. The President can issue rules, regulations, and instructions called executive orders. He can chair & preside over any meeting or council of the Gymkhana except the standing committee on Financial Affairs. Any bill that needs to be tabled in the Congress by the councils must need his prior approval.

5.2

5.3

5.4

The Vice-President: The Vice President of the Gymkhana is the Leader of the Senate and reports to the President. He will act as the interface between the President and the Senate. He will be a component in all the executive decisions being taken by the President. He will be the ex-officio chairman of the following Councils: Council of PG Academic Affairs Council of Sports Affairs Council of Science & Technical Affairs The General-Secretary: He will report directly to the President. He will be responsible for maintaining all the finances of the Gymkhana, making arrangements for funds as and when required by the other councils or standing committees. He is also responsible for preparing the Budget of the Gymkhana, although the Congress must approve it. He will be a component in all the executive decisions being taken by the President. He will be the ex-officio chairman of the following Councils: Council of UG Academic Affairs Council of Cultural Affairs Council of Students Welfare Affairs The Speaker: The Speaker is the presiding officer of the General Congress, aka the Congress of the Gymkhana. The Speaker conducts the business in the house and is responsible for conducting the session. He maintains discipline and decorum in the house and can punish a member for their unruly behavior by suspending them. He will also be considered in all the executive decisions of the President.

CHAPTER 6: COUNCILS The Councils have the organizational structure as defined in Chapter3. The roles of the various councils are described in this section. 6.1 The Presidential Council: This is the highest decision-making body of the Gymkhana responsible for all Executive decisions. This council will have six members the President, the Vice-President, the General-Secretary, the Speaker and two Directors Nominees who will be responsible for overseeing and coordinating the functioning of the Senate and the General body as a whole.

6.2

6.3

6.4

6.5

6.6

6.7

UG Academic Council: It will be overseen by the General Secretary on behalf of the President. This council will be responsible for decision-making in all academic matters related to undergraduate courses. This council will act as the interface to voice the concerns of the student body to the teaching Faculty. The council shall help individual students tackle their specific academic problems and shall take up their problems with the respective authorities. PG Academic Council: It will be overseen by the Vice President on behalf of the President. This Council must have at least 2 Members from 2nd Semester PG. This council shall effectively represent the views of the Student Body on academic matters, especially those related to postgraduate courses. The council shall help individual students tackle their specific academic problems and shall take up their problems with the respective authorities. Sports Council: It will be overseen by the Vice President on behalf of the President. It will be in charge of maintaining proper sports infrastructure system in the Institute. Its functions include organizing and coordinating all the sports events. Students Welfare Council: It will be overseen by the General Secreta ry on behalf of the President. The council will look after the following areas- hostel affairs, discipline, infrastructure and grievance redresser. It must act in the general interest of the Congress and take up matters affecting the welfare of the students as well as the Institute. Science & Technology Council: It will be overseen by the Vice President on behalf of the President. This council will be responsible for technical standardization, upgradation and advancement of the existing facilities. The council will provide the students support and opportunity to innovate, learn, create, try new things in the miraculous world of technology and showcase their talent. Cultural Council: It will be overseen by the General Secretary on behalf of the President. This council will be responsible for the promotion of music, dance, literary, drama activities in order to preserve the cultural heritage of the Institute and inculcate among students the sense of cultural unification.

CHAPTER 7: STANDING COMMITTEES In order for the Gymkhana to function smoothly, the following standing committees will be formed by the Presidential Council at the very onset of functioning of the Gymkhana. 7.1 The Hostel Affairs Committee: This standing committee will be under the aegis of the Students Welfare Council and will be chaired by Coordinator, SWC. This committee will consist of the members of SWC and also Hostel Representatives from each hostel. The Hostel Representatives will be responsible for the formation of their respective hostel committees. The Senatorial Disciplinary Committee: This will be a 3-member committee directly reporting to the President. This standing committee will ensure the regular and smooth functioning of the Gymkhana. The attendance and regularity of the Gymkhana members in their respective meetings will be ensured by this committee. The committee will follow a fixed warning-penalty system that will be applicable to all the gymkhana members. The Financial Affairs Committee: This committee will consist of all the treasurers of the various councils and will be chaired by the General-Secretary. The main role of this committee will be to approve all the financial bills. This committee will work in association with ex-officio D.R.(A). The IT Infrastructure Committee: This committee will consist of no more than 15 members (both from Gymkhana and outside). Ex-officio Speaker will chair this committee. This committee will be responsible for formulation of network policies and allotment of hardware & software to the Labs and will ensure the state-of-theart IT infrastructure is being maintained in the Institute. This committee will work in association with the Server-Room of the Institute and will be under the aegis of the Science & Technology Council. The Constitutional Affairs Committee: This will be a 3 member committee chaired by ex-officio Speaker and any change in the Constitution must be approved by this committee before being placed in the Senate.

7.2

7.3

7.4

7.5

CHAPTER 8: SOCIETIES In order to ensure a healthy co-curricular life of the students, the Gymkhana will form the societies within the following frameworks. 8.1 8.2 Societies are the autonomous bodies affiliated to the Councils of Gymkhana. Societies shall consist of following layers: Coordinators Members Volunteers Appointment Procedure Coordinators: Nominations will be open to students and then students will be selected by the decision of following people: o Previous Coordinators of respective Societies o Coordinator of Council to which the Society is affiliated o President, Students Gymkhana Members: members shall be appointed by the coordinators of Societies and respective Council shall be informed about the same. Societies shall have one member as Single Point of Contact (SPOC), who shall be appointed by Gymkhana to facilitate communication between Societies and respective Councils as well as see functioning of Societies and report the matter to Coordinator of respective Councils.

8.3

8.4

CHAPTER 9: HOBBY GROUPS AND OTHER AFFILIATED BODIES In order to encourage and nurture any creative activity among the students, the Gymkhana allows the students to form hobby groups within the following frameworks. 9.1 A hobby group is an association of 5 or more people united by a common interest or goal. Such Groups shall identify themselves with a Council with written consent of Coordinator of respective Council. Hobby Groups shall be responsible for generating their own funds. NO FUNDS from Gymkhana shall be given for Day-to-Day activities of Hobby Groups. Hobby Group shall function through a Captain/Coordinator/Manager, who shall be held responsible for activities of the Group.

9.2 9.3

CHAPTER 10: FESTIVALS The Institute will annually host 2 festivals that will be organized within the following framework. 10.1 Festivals shall be organized by a Core Team, whose structure is defined. 10.2 Core Team Consists of following members: Festival Chairman Festival Advisory Committee Festival Coordinators (2 Members) Head, Marketing Head, Finance Head, Events Head, Security Head, Public Relations 10.3 Festival Chairman: Festival Chairman shall be a Faculty Member who shall head the Core Team for the conduction of the festival. 10.4 Festival Advisory Committee Festival Advisory Committee shall be who shall looking into all aspects of Festival along and will suggest the Core Team in terms of urgent matters. The Chairman of Advisory Committee shall be President, Students Gymkhana and ex-officio members will be Senators. 10.5 Festival Coordinator The Festival Coordinator shall be responsible for overall conduct of the festival and his/her decision can be overruled only by Chairman or President, Students Gymkhana. The Festival Coordinator can propose extension of Core Team as per his/her requirements to suite his/her festival plan. 10.6 Festival Core Team Members (Head, Marketing/Finance/Events/Security/Public Relations) They shall be a part of Core Team to facilitate Festival Coordinator in their respective areas.

 They shall duly report all matters to the festival Coordinator and the task assigned to them will be decided by Festival Coordinator. 10.7 Appointment Procedures 10.7.1 Festival Chairman: The Presidential Council shall recommend a panel of faculties to the Director and he shall make final decision in this regard. 10.7.2 Nominations for the post of other core team members shall be called by Presidential Council of Students Gymkhana. 10.7.3 Festival Core Team: Festival Core Team shall be appointed on the basis of interview which composes of following: Previous Festival Coordinator Coordinator of Respective Council (if applicable) Presidential Council, Students Gymkhana Previous respective Core Team Member (Head, Marketing/Finance/Events/Security/Public Relations) for appointment of Core Team Members. 10.7.4 The Senators shall be invited to attend process of interview as observers. 10.7.5 The nominations for coordinators of different event and volunteers shall be called by Festival Coordinator and he/she shall recommend the names to Festival Chairman for approval.
Festival Chairman Festival Advisor Festival Coordinator(2)

Head, Marketing

Head, Finance

Head, Security

Head, Evnets

Head, Pulic Relations

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