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Transcript of Constitution
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INDIAN INSTITUTE OF INFORMATION TECHNOLOGY, ALLAHABAD
Students Gymkhana Constitution
PRESENTED BEFORE THE SENATE ON 05-04-2014
PASSED BY THE SENATE ON 09-04-2014
APPROVED BY
PROF. G. C. NANDI
CHAIRMAN B.O.M & ACADEMIC COUNCIL
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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 self-
governing democratic organization called Students
Gymkhana and do hereby adopt this Constitution
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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. Its legislative body shall be known as the Senate, Students
Gymkhana and its elected members shall be known as Senators.
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 To foster and develop all student activities in the Institute.
2.2 To promote and develop organizational abilities in students.
2.3 Identify student issues and promote discussion on them.
2.4 To develop a well-informed, articulate and participative student community life,
and to increase social awareness.
2.5 To function as the office for all election/nominations of students for gymkhana
activities.
2.6 To offer clerical and office support for all recognized student activities.
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CHAPTER 3: ORGANIZATIONAL STRUCTURE
The Gymkhana will function with the following hierarchy.
The Councils will function with the following hierarchy.
The Standing Committees will have only 2 layers, the Chairperson and the Members and
will be under the aegis of their respective Councils.
Director
President
Vice-President
PG Academic
Sports
Science & Techology
General-Secretary
UG Academic
Cultural
Students' Welfare
Speaker Members
(2)
Chairperson
Coordinator Treasurer Members
(2)
Advisor
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CHAPTER 4: ELECTIONS
Elections will determine the Senators of the Gymkhana and it will ensure appropriate
representation of the students in the Gymkhana in terms of their batch-strength.
4.1 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.
4.2 The Director will appoint a member of the faculty to serve as the Chief Election
Commissioner (C.E.C) for that year.
4.3 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).
4.4 Elections will be held in fully automated online voting software developed by the
students.
4.5 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.
4.6 For a student to be eligible for being a nominee in the elections, She/He must
have at least an S.G.P.I. of 8.0 in the immediate previous semester.
4.7 The four (4) main office-bearers of the Gymkhana i.e., the President, the Vice-
President, the General-Secretary and the Speaker will be nominated and
appointed by the Director from among the elected members of the gymkhana.
4.8 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.
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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. She/He will be reporting directly to the Director
of the Institute. The President can issue rules, regulations, and instructions called
executive orders. She/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 Senate by the councils must need his/her prior approval;
however, she/he doesnt have any voting powers in the Senate.
5.2 The Vice-President: The Vice President of the Gymkhana is the Leader of the
Senate and reports to the President. She/He will act as the interface between the
President and the Senate. She/He will be a component in all the executive
decisions being taken by the President. She/He will be the ex-officio chairperson
of the following Councils:
PG Academic Council
Sports Council
Science & Technology Council
5.3 The General-Secretary: She/He will report directly to the President. She/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. She/He is also responsible for preparing the Budget of the
Gymkhana, although the Senate must approve it. She/He will be a component in
all the executive decisions being taken by the President. She/He will be the ex-
officio chairperson of the following Councils:
UG Academic Council
Cultural Council
Students Welfare Council
5.4 The Speaker: The Speaker is the presiding officer of the Senate. The Speaker
conducts the business in the house and is responsible for conducting the session.
She/He maintains discipline and decorum in the house and can punish a member
for their unruly behavior by suspending them. She/He will also be considered in
all the executive decisions of the President.
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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 Gymkhana as a whole.
6.2 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.
6.3 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.
6.4 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.
6.5 Students Welfare Council: It will be overseen by the General Secretary on behalf
of the President. The council will look after the following areas- hostel affairs,
discipline, infrastructure and grievance redressal. It must act in the general interest
of the Senate and take up matters affecting the welfare of the students as well as
the Institute.
6.6 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
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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.
6.7 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 (SWC) and will be chaired by Coordinator, SWC.
This committee will consist of the members of SWC and also Hostel
Representatives (to be appointed by SWC) from each hostel. The Hostel
Representatives will be responsible for the formation of their respective hostel
committees (erstwhile known as Mess Committees).
7.2 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.
7.3 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).
7.4 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
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policies and allotment of hardware & software to the Labs and will ensure the
state-of-the-art 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.
7.5 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.
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 Societies are the autonomous bodies affiliated to the Councils of Gymkhana.
8.2 Societies shall consist of following layers:
Coordinators(3 Members + 1 SPOC^)
Members(Not more than 15)
Volunteers(Open to all)
8.3 Appointment Procedure
Coordinators: Nominations will be open to students and then students will be
selected by the decision of following people:
o Presidential Council, Students Gymkhana
o Coordinator of Council to which the Society is affiliated
o Previous Coordinators of respective Societies
Members: members shall be appointed by the coordinators of Societies and
respective Council shall be informed about the same.
8.4 Societies shall have one member as Single Point of Contact^ (SPOC), who shall
be appointed by Gymkhana(who will be a Senator) to facilitate communication
between Societies and respective Councils as well as see functioning of Societies
and report the matter to Coordinator of respective Councils.
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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.
9.2 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.
9.3 Hobby Group shall function through a Captain/Coordinator/Manager, who shall
be held responsible for activities of the Group.
9.4 The Gymkhana will, however, facilitate in arranging Institute infrastructure for
the Hobby-groups, if intimidated at a prior stage.
CHAPTER 10: FESTIVALS
The Institute will annually host 2 student-festivals (1 cultural & 1 Technical) that will be
organized within the following framework. All the rest of the Institute functions like
Science-Conclave, Alumni-Meet, ASMITA etc will be solely organized under the aegis of
the Gymkhana with supervision of the Institute administration.
10.1 Festivals shall be organized by a Core Team, whose structure is defined.
10.2 Core Team Consists of following members:
Festival Chairperson
Festival Advisory Committee
Festival Coordinators (2 Members)
Head, Marketing
Head, Finance
Head, Events
Head, Security
Head, Public Relations
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10.3 Festival Chairperson: Festival Chairperson 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 looking into all aspects of Festival and
will suggest the Core Team in terms of urgent matters.
The Chairperson 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 Festival Chairperson 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 Chairperson: The Presidential Council shall recommend a panel of
faculties to the Director and She/He shall make final decision in this regard.
10.7.2 Nominations for the post of other core team members (including the Festival
Coordinators) shall be called by Presidential Council, Students Gymkhana.
10.7.3 Festival Core Team: Festival Core Team (including the Festival Coordinators)
shall be appointed on the basis of interview which consists of the following panel:
Presidential Council, Students Gymkhana
Coordinator of Respective Council (if applicable)
Previous Festival Coordinator
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.
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10.7.5 The nominations for coordinators of different event and volunteers shall be
called by Festival Coordinator and She/He shall recommend the names to
Festival Chairperson for approval.
CHAPTER 11: REPRESENTATION
The Students Gymkhana will be represented by the President and the Vice-President in
the entire Institute administrative bodies like the Academic Council, unless otherwise
specified by the Director.
Festival
Chairperson
Head, Marketing
Head, Finance Head, Security Head, Evnets Head, Pulic Relations
Festival
Advisory Committee
Festival
Coordinators(2)