STUDENT LIFE

@BMU

TABLE OF CONTENTS
I.
Motto, Objectives and Values for Student Life @ BMU
II.
Structure of Student Life @ BMU
1. Governing Council
Role & Responsibility of the Governing Council
2. Student Life Council
Role & Responsibility of the Student Life Council
3. Executive Council
Role & Responsibility of BCCA & BTS
4. Club Council
Role & Responsibility of the Faculty Mentor
Role & Responsibility of the President
Role & Responsibility of the Vice President
III.
Basic Rules Governing a Club
IV. Benefits to being a Registered Club
V. Club Proceedings
Registration of new Clubs
Club mergers
Use of Cyberoam account
Inactivity/Defunct Clubs
Approval of use of university infrastructure
Organizing support/taking services from other Clubs
Getting permissions/support for attending events out of campus
Procedure for inviting guest speakers to the University
VI.
Club Elections
Procedure for holding the elections
Impeachment and votes of No confidence
VII.
Funding and Budgets
Procurement process
I.
Motto, Objectives and Values for Student Life @ BMU
Motto
LEAD: Leadership, Entrepreneurship & Academic Development.
Objectives
The objective of all the Clubs is to provide a platform to build, support and sustain an inclusive
and vibrant student community at BMU; where members have the opportunity to pursue their
passion, expand their horizons, develop leadership skills, reach their full potential and change the
world around them.
Core Values
The core values are the foundation blocks for all student life activities. They are as follows:
1

 Team Spirit: To foster a culture of mutual trust, support and encouragement in

order to create a friendly environment within the student community.
Entrepreneurial Spirit: To develop entrepreneurial orientation where Club
members are able to nurture their ideas, put them in practice.
Leadership Skills: To develop leadership skills where members are able to
confidently participate, develop and lead.
Scholastic Excellence: To encourage scholastic excellence by learning through
hands-on experience and exposure to latest academic developments.
II.

Structure of Student Life @ BMU

For effective and efficient functioning of student life, the structure of Student Life @ BMU is
designed at four levels:
1. Governing Council
2. Student Life Council
3. Executive Council
4. Club Council

1. Governing Council
The Governing Council is the apex decision making body for student life affairs. It constitutes
the President, Vice Chancellor, Deans (Student Welfare, School of Engineering & Technology,
and School of Management).
Roles & Responsibility of the Governing Council
Approval of annual budgets and resources for Clubs
Approval annual calendar for Club activities
Appointment of faculty mentors for various Clubs
Evaluation of annual performance of various Clubs
Evaluation of annual performance of Club faculty mentors
Evaluation of annual performance of student life council
Supersede any decision of the Clubs registered with BCCA & BTS
Institute and bestow awards, trophies, certificates and medals
2. Student Life Council

The Student Life Council constitutes Assistant Deans, Student Life responsible for guidance,
support and supervision of student life at BMU.
Roles & Responsibility of the Student Life Council
Ensure all Clubs are active and delivering their committed objectives
Organize university events: cultural, technical and management fests
Organize orientation programmes: undergraduate and graduate programmes
monitor financial activities of clubs: budget allocation within clubs, expense
settlements
Allocate resources: store room, equipment, cupboards, rooms and any other
resource requirement for Club activities
Provide guidelines and support for purchase
Arbitration and settlement of any conflict arising between/within Clubs
Ensure smooth functioning of Clubs and ensure all club activities are shared with
marketing and BMUpdate
To conduct Club elections for Executive Council members
Conduct monthly meetings with BCCA & BTS
Approval and sanction of leaves and expenses for participation in competitions;
subject to prior approval by Club faculty mentors
Reporting progress of the student life activities to the governing council
Creation, merger or dissolution of a Clubs
Prepare a calendar of events where BMU will participate and get approval from
governing council
3. Executive Council
The executive council is a student body representing BMU student community. It consists of all
the Presidents, Vice Presidents of various Clubs and a General Secretory. The Executive Council
represents two boards based on the nature of objectives; Board of Cultural and Creative
Activities (BCCA) & Board of Technical Societies (BTS)
Roles & Responsibility of the Executive Council
Represent the university in negotiating or planning inter-institutional events and
championships while ensuring the autonomy and flexibility of the clubs to initiate
and engage directly with other institutions
Seek sponsorships and provide benefits to sponsors
Publish annual report of activities and performance of different clubs
Prepare the annual calendar of events and competitions leading to championships
Publish annual report of activities and performance of different clubs
All roles and responsibilities of BCCA & BTS should be taken care by General
Secretory
4. Club Council
3

Club Councils are independent bodies within each Clubs constituting President, Vice President,
Treasury and any other member nominated/elected by the Club members. It is presided over by
the respective Faculty Mentor.
Faculty mentors
Every Club is guided by a faculty mentor. In case, there is no faculty mentor for a Club, the Club
would be run under the direct supervision of the Student Life Council.
Role & Responsibility of the Faculty Mentors
Plan and supervise the monthly and annual calendar of the club
Plan Club annual budget
Provide fair opportunity of representation to Club members
Select individuals and/or team for various competitions representing BMU
Ensure integrity of Club accounts
Review Club activities
Submit quarterly review of Club achievements
Ensure that Club is planning at least one event to have a larger impact on
community

President
Role & Responsibility of the President
Identify national level events and competitions for Club participation
Organize competitions to identify talent within the Club
Draft the monthly and annual calendar of events of the Club; and seek
approval from the respective faculty mentor
Send the monthly updated calendar to Student Life Council and the
concerned person of OSMM by the first week of the month unless agreed
otherwise with the OSMM Club.
Manage Club inventory
Send in an article for BMUpdate as and when required by the Editorial Board.
Ensure that the Club faculty mentor is kept updated about the Clubs proceedings
Responsible for getting the necessary permissions for its members who are
to represent the Club/University in outside events.
In the case of the Club being a chapter of an external body, additional
responsibilities are defined by the bodys requirements.

If any member/members of the Club have represented the University in

outside events, the President needs to send a report of their achievements to the
General Secretary, faculty mentor, OSMM Club and student life council within
three days.
Vice President
Role & Responsibility of the Vice President
Take on all the responsibilities of the President in their absence.
Execute any other responsibilities as directed by the President.
Maintain accounts of the Clubs finances.
In-charge of collecting dues from other Clubs or normal members of the
student community
Responsible for recording the minutes of each meeting.
Responsible for communicating information about meetings to all the
Club members through the Club activities mailing list and other channels.
Communicate all the reports of the various activities of the Club to the
General Secretary
Responsible for seeking permission for the use of University infrastructure
or any other resources

The Vice President is in charge of recording the achievements of the Club.

The list of which should be submitted to the General Secretary at the end of every
three month.
III.

Basic Rules Governing a Club

A Club is an organization of, for and by the students at the university, the membership of whom
consists typically of students and/or alumni. All Clubs must follow the rules and regulations laid
down in the Common Club Charter.
Membership is limited to currently registered students, faculty and staff. For
student chapters of external organizations, this restriction is exempted; however

executive members must be currently registered students, faculty or staff.

All student organisations shall not practice discrimination against a member or
prospective member on the basis of race, colour, religion, gender, sexuality,
national origin, ancestry, political affiliation, age, marital status etc.

All student organizations must agree to abide by all provisions stated in the

Common Club Charter.

The roles and purpose of student Clubs should not be redundant. If Clubs exist

with overlapping purposes they should be merged.

Only registered Clubs may request for funding.
Names of Clubs should:
o Not conflict with existing student Clubs
o Not be the same as a nationally registered Clubs unless it is a local chapter
of that Clubs
o Not be an acronym only
o Be in good taste.

Clubs are required to maintain a list of active members and their dates of joining.
This information must be made publicly available.

In order to retain active status, a Club is required to conduct a minimum of 1

activity per month as well as hold a minimum of 1 general meeting every quarter

All cancellations of events already in the Club calendar are liable to be fined of
upto 10,000. If the initiator of the process does so repeatedly, the clubs official
recognition can be revoked.

IV. Benefits to being a registered Club

1. Clubs are allocated an official email ID for Club related communications.
2. Cyberoam accounts are provided to all the Clubs/chapters. These accounts are to be used for
Club related activities only.
3. Registered Clubs may approach the University and their respective Boards for funding.
4. Registered Clubs may request access to University resources such as the auditorium, classrooms,
laboratories, sports field etc. for Club related activities.
5. Registered Clubs are given a representation in the Club Fair organised during the orientation
week every year to showcase their annual achievements. At this time, Clubs may open
registration to add

on new members.

V. Club Proceedings
Registration of New Clubs
In order to register a new Club the following is required
6

1. A group of 50 or more members as defined in the basic rules.

2. A Google form is to be created by the Student Life Council.
3. Clubs must submit a charter outlining the goals and potential outcomes of the Clubs formation
4.
5.
6.
7.

and why it would be an asset to the University.

The Charter must also distinguish the Clubs goals and purposes from currently existing Clubs.
Student Life Council would be the deciding authority for the registration of new Clubs.
The final decision on formation of the Club will be taken within three weeks.
In formation of new Clubs, the initiator of the Club process will be the president for the first

term, after which the Club follows standard election procedures.

8. The new Club year will start at the end of odd semester of a particular year.
Club Mergers
1. The Clubs will be merged at the beginning of the academic year.
2. In the event of a merger, an election is initiated to decide new Club Council of the combined
Clubs. Unless a mutual agreement between Club Council members of the involved Clubs can be
reached.
Inactivity/Defunct Clubs
Student Life Council may deem a Club defunct if
1. It fails to meet the minimum activity requirements as defined in the Club Charter
2. The defunct Club shall have its council dissolved. Club membership rolls shall also be wiped.
3. Defunct Clubs may be reactivated, however students that wish to reactivate a defunct Club must
follow the procedure outlined for the registration of a new Club.
4. Student life council may forward an application to mark a Club as defunct if he/she feels the
Club has not upheld the common Club charter to the best of their ability. Student Life Council
shall then take a decision to mark the Club as defunct or not. Clubs shall be given an opportunity
to defend their positions to the Student Life Council before it marks the Club as defunct.
5. Council of Club marked defunct will not be allowed to serve in the council for another Club for
at least 2 semesters.
Approval of use of university infrastructure
1. For infrastructure uses such as Auditoriums, classrooms etc. Club Council should mail the
request to the Student Life Council after the approval of faculty mentor
2. This request would then be forwarded to the concerned authority for further approval

3. For exigent circumstances (last minute events) the Club council or individual is responsible for
manually seeking permission for all required infrastructure from Sr. GM (Administration) and
General Secretary of the respective board.
4. All allocated University Resources such as rooms, funding, email IDs, internet access etc. are
subject to approval. If University resources are misused, access to these resources may be
revoked. Additionally, the Club may be marked as defunct.
Organizing support/ taking service from other Clubs
1. Clubs may offer support and/or services to other Clubs without charging any fee. In case of a
conflict, general secretary may arbitrate.
2. There can be no fund transfer between Clubs.
3. However, Clubs may charge fee to the participants in their Club activities for the purpose of
sustainability. Such activities must be reflected in the Clubs accounts.
Getting permissions and benefits/support for attending events out of campus
1. For attendance to be granted, the participants need to get prior approval from their respective
faculty mentors and Student Life Council.
2. If student/students are attending any event on the behalf of university, then it depends on the
university whether to provide allowance for travel, accommodation and food.
VI. Club Elections
Procedure for holding the elections:
1. Elections are to be announced at least one week in advance.
2. An Election Overseer is appointed by the Student Life Council. The Election
Overseers powers and responsibilities are defined as follows
a. Maintain a copy of the list of eligible voters
b. Organize election volunteers and polling locations
3. The voting would be carried out via secret ballot and the person with simple
majority would be assigned the post. In case of a tie, winner is decided on the basis of the
interview by Student Life Council and faculty mentor.
4. For the Club Council, the elections will be contested for President, Vice President.

5. President will be from the third year or 4th year or from final year of post graduate
programmes, Vice President will be from the second year/ third year batch. In case there
is no one contesting for presidential elections from the third year batch, then the second
senior most batches will be taken into consideration.
6. The students of final year of B. Tech will not be allowed to contest for the
elections.
7. If a Club Council member has resigned or been impeached, the post will now be
open to election for all members.
8. The tenure of a President cannot exceed two academic years. also cannot be 2
consecutive years
9. General Secretary will be nominated from the elected Presidents by Student Life
Council

Impeachment and votes of No confidence

1. Impeachment of Club Council member can be initiated on the jurisdiction of faculty mentor and
Student Life Council based on the complaints received from the club members
2. The Club Council member can only be impeached, if the votes are passed by simple majority.
3. Impeachment elections are to be announced to all the Club members at least 1 week in advance.
4. Impeachment of the General Secretary can be initiated on the jurisdiction of Student Life
Council based on the complaints received from the members of Executive Council
5. If Club Council Member/ General Secretary during his tenure face a Disciplinary Action against
him/her, then he/she will be expelled from their post with immediate effect and new Club
Council Member/ General Secretary will be selected based on the nominations.

Procedure for inviting guest speakers to the University

1. The decision on the speaker has to be cleared by the faculty mentor(s) of the Club as well
as Student Life Council
2. The Invite to the speaker should be made by the President of the Club or the Club mentor
of the relevant Club or society.
9

3. Once the invite has been accepted, the President of the Club will communicate the
following in an email to the Club mentor at least seven days in advance
a.
b.
c.
d.

Date and Time

Expected Audience and Required Venue
Name of Faculty present during the Event
Any other requirements (E.g. Conveyance, refreshments)
4. The faculty mentor will then decide upon the request and confirm the details to Sr. GM
(Administration) who will make necessary arrangements (Venue and Conveyance, if

required)
a. Sodexo to make necessary arrangements for hospitality as per the budget sanctioned by the
Mentor and President. This includes Water bottles to be placed in the car when it goes to pick-up
and drop the speaker(s).
b. President of the Club to collect the memento from the Dean, Administration three days prior to
the event taking place.
c. Communicate the event details and photographs to the marketing department, OSMM Club
along with faculty mentors, Student Life Council and to the Vice Chancellor and Presidents
office well in advance.

VII. Funding and Budgets

1. Club Funds are allocated to the respective clubs at the beginning of academic year
2. Clubs may request accounts department for petty cash to pay for incidentals for any amount up to
Rupees five thousand (2500) per semester. This amount shall be issued to the respective faculty
mentors and will be subtracted from the budget allocated to the Club. Its use must be accounted
by the Club Council (via invoices, bills etc.)
3. Club Council is personally liable for any discrepancies in the Clubs accounts or financial
misconduct.
10

4. All purchases require receipts/bills whose digital copies need to be kept for a minimum of one
year.
5. Club budgets and progress is reviewed every quarter by Student Life Council. Reviews cover
how much of their budget the Club expected to spend, how much was spent and what it
achieved.
6. In these reviews, if the Student Life Council believes the Club to be disingenuous in their
accounting, or believes that the Club has been lax in its activities, it has the ability to freeze the
Club's account and deregister clubs
7. All records of budgets (allocations as well as requests) as well as purchases are to be kept with
the Student Life Council.
8. If at the end of the academic year, the Club has not availed the budget allocated to the Club for
that year, it shall not be carry forwarded.
9. In the event that Clubs are able to generate funding, the funds are to be kept with the accounts
department may be used as by the Clubs. However, these expenses are subject to the same
amount of scrutiny as the funding provided by the University and same rules and procedures
apply. These amounts may be preserved across multiple years and may be used as seeding money
for procurement and/or events.
10. For Reimbursements, Club Council should submit the bills and receipts to the accounts
department within 7 calendar days with the detailed summary of the expenditure; after the
approval of faculty mentor and Student Life Council.
Procurement Process
1. Club council can initiate the procurement request only after prior approval of the faculty
mentor and student life council
2. For amounts below Rs. 5000/- , Clubs can purchase and then get the amount reimbursed
from accounts department with prior approval by mentor. The entry of each transaction
will be made in the name of the Club budget.
3. For amounts between Rs. 5000/- and Rs. 50000/-, the procurement will be done by the
Accounts department functioning at University campus, with prior approval of mentor
and student life council. The entry of each transaction will be made in name of the Club
budget.

11

4. For amounts above Rs. 50,000/-, the procurement can be done only after prior approval
from purchase department, Saket office, with prior approval of mentor and student life
council.
5. The procured item will be recorded in the store inventory from where it can be collected
by the respective Clubs.

12