CONSTITUTION OF THE CO-CURRICULAR AND ACADEMIC INTERACTION COUNCIL

Table of Contents Preamble 1. Terms of Reference 2. Constituent Bodies 3. Composition of the CAIC

a. The core membership of the CAIC b. The Class Committees c. DACS (UG) d. DACS (NonUG) e. Course Committee f. Composition of Postgraduate Students Committee g. Composition of Co-curricular bodies h. Office Bearers of The CAIC i. Tenure of Office

4. Elections

a. Election of CLCs b. Election of COCs c. Election of Representatives from the Undergraduate Students Committee

to the CAIC d. Election of Representatives to the Postgraduate Students Committee of the

CAIC e. Election/nomination of Representatives from Co-curricular bodies to the

CAIC f. Election of the General Secretary

5. Meeting Procedures 6. Functions 7. Responsibilities 8. Removal of Office Bearers 9. Nominees of Various Bodies 10. Amending and Interpretation of The Constitution

PREAMBLE The Co-curricular and Academic Interaction Council (hereafter called the CAIC) and its constituent bodies shall aim at ensuring maximal interaction between students and faculty, a good academic atmosphere, opportunities for co-curricular activities and an efficient decision making process based on consultation; and through these it will promote an overall development of students for the maximum realization of their potential. The CAIC receives its mandate from the Senate of the institution.

Chapter-I Terms of reference

1. The CAIC will be a forum for the expression of the views of all students in all academic matters

concerning them. 2. The CAIC may organize lectures/seminars/exhibitions concerning matters related to academic

and career planning, practical training, placements and technical subjects. 3. The CAIC will organise and coordinate different co-curricular activities and organizations

including entrepreneurship development cell. 4. The CAIC will act as an interface between the administration and students for implementation

of new academic initiatives.

Chapter-II

Constituent bodies II. The CAIC shall have as its constituent bodies: II.A Undergraduate Students’ Constituents::-

II.A.1 Class Committees (hereinafter referred to as CLCs): There shall be one each for II, III, IV, V years for each department/Centre offering an Undergraduate Degree. II.A.2 Departmental Academic Committees (hereinafter referred to as DACs) for each Department.

II.A.3 Course Committees (hereinafter referred to as COCs). There shall be one each for:

a) Each 1st year course b) Inter-departmental elective courses.

II.B Postgraduate Students’ Constituents :- II.B.1: Post graduate Student Committee: This will include all the Postgraduate student representatives to the CAIC. II.C All co-curricular bodies: II.C.1 All co-curricular bodies recognized by the Institute will be constituent bodies of the CAIC. These bodies currently are:-

a) Robotics Club b) Technocracy c) Automobile Club (consisting of FSAE, Mini Baja and High Powered Vehicle) d) Entrepreneurship Development Cell e) Student Exchange Cell

II.C.2 All new co-curricular bodies will be conditional members of the CAIC, pending official recognition. For becoming a member, any new co-curricular organization would present a proposal to a committee consisting of the Dean UGS, Dean PGS and the Council General Secretary at the beginning of the year. If approved, it would be given conditional representation for 3 years.  This step would be a requirement for official recognition of the body. II.C.3 Existing member bodies would be subject to review by the committee after every five years. If their functioning is found unsatisfactory, recognition and membership would be withdrawn.

Chapter-III Composition of the CAIC

III.A The core membership of the CAIC shall be as under: III.A.1 i. The Director (Chairman) ii. Dean, Postgraduate Studies iii. Dean, Undergraduate Studies iv. Immediate Past Dean, Postgraduate Studies v. Immediate Past Dean, Undergraduate Studies vi. Deputy Registrar (P.G. Studies) or any other person not so designated but working in that

capacity. vii. Deputy Registrar (U.G. Studies) or any other person not so designated but working in that

capacity. viii. Nominees of departmental Faculty Boards. ix. Representatives from the Undergraduate Students Committee x. Representatives from the Postgraduate Students Committee xi. Representatives from recognized Co-curricular bodies xii. General Secretary, SAC xiii. General Secretary, CAIC (Convener) III.A.2 The following shall be permanent invitees: i. Head, Training and Placements. ii. Chairman, Grades and Registration, PG studies. iii. Chairman, Grades and Registration, UG studies. iv. Chairman, Timetable Committee v. Immediate past General Secretary, CAIC if still a bonafide student of IIT Delhi. vi. Two members of the SAC nominated by General Secretary, SAC. vii. Two members nominated by the Mentorship Review Committee of the BSW to represent 1st year students viii. Two nominees of the Alumni Association of IIT Delhi (one of them should preferably be a non employee of IIT). ix. CAIC nominees to advisory Committee for the Library, Training and Placement Unit and Computer Users committee if not a member of the CAIC. III.A.3 The Chairman or General Secretary in Consultation with the Chairman may invite any of the following: i. Course Coordinator of any course. ii. Chairman of any CLC, already not a member. iii. Secretary of Departmental Societies. III.A.4 All invitees under claim shall not have full voting rights.

III.B COMPOSITION OF THE CLC III.B.1 i. Each departmental CLC of a year shall consist of: Faculty Chairman and two other faculty

members of the department (one to function as Convener of the CLC) to be nominated by the Head of Department.

ii. Course Coordinators of all the courses being offered by that department for that particular year. iii. One student group representative from each group iv. Student Coordinator, CLC. III.B.2 The chairman or the convener/ coordinator in consultation with the Chairman may invite any of the following: i. Any faculty member taking lecture/lab/tutorial. ii. Timetable in charge of the Department. iii. Any other person under a particular item of the agenda. III.C COMPOSITION OF THE DACs FOR U.G. DEGREE AWARDING DEPARTMENT III.C.1 Each DAC shall consist of: i. Chairman, who shall be the Head of Department. ii. Chairman of the II, III & IV year CLCs of that Department. iii. Course advisors of the I, II, III & IV years of that Department. iv. All coordinators of the II, III, IV and V year CLCs of that Department. v. Secretary of the Departmental Engineering Society. vi. Timetable in charge of the Department. vii. Coordinator, DAC shall be the IV year CLC Coordinator of that Department. III.D COMPOSITION OF THE DACS FOR NON UG-DEGREE AWARDING DEPARTMENT/CENTERS III.D.1 Each DAC shall consist of: i. Chairman, who shall be the Head of the Department ii. Course coordinators of all UG courses being run by the department for that semester. iii. One student representative for every three tutorial groups for each UG course being run by the department for that semester iv. Coordinator, DAC who shall be nominated by the head of the department from amongst the student members of the department.

III.E COMPOSITION OF COC III.E.1 Each COC shall consist of: i. Faculty chairman, who shall be the course coordinator for that course. ii. All faculty members associated with that course as lectures/tutors/practical incharge. iii. One student representative from each group, subject to a minimum of 6, chosen through a process of nomination. iv. Coordinator, COC. III.F COMPOSITION OF POSTGRADUATE STUDENTS COMMITTEE III.F.1 The PG Students Committee shall consist of 23 PG students, representing the entire PG student’s community, who shall also be representatives to the CAIC and the General Secretary of the CAIC. III.F.2 The Dean, Postgraduate studies will be the Chairman of the Committee. III.F.3 These reps will be elected after grouping of similar departments, from both Masters program students and PhD students. III.F.4 PG student representatives will be as follows: i. 1 Representative each from the 12 departments offering an M.Tech/MBA Programme ii. 2 Representatives in total from M.Tech and IDP Programmes in all Centers iii. 3 Representatives in total from all departments offering M.Sc Programmes

iv. 6 representatives in total from all departments offering MsR and PhD Programmes: - a) From Engineering– 3 representatives b) From Sciences – 2 representatives c) From Humanities/Social Sciences/ Management – 1 representative

III.G COMPOSITION OF UNDERGRADUATE STUDENTS COMMITTEE

III.G.1 The UG Students Committee shall consist of: - a) CLCs: There shall be one each for II, III, IV, V years for each department/Centre offering an Undergraduate Degree. b) DACs for each Department.

c) COCs: There shall be one each for:

i) Each 1st year course ii) Interdepartmental elective courses. III.G.2

22 Representatives shall be elected from within the members of the Class committees to represent the UG Students Committee in the CAIC.

III.H COMPOSITION OF CO-CURRICULAR BODIES III.H.1 Co-curricular bodies will be autonomous in their internal functioning. III.H.2 Each co-curricular body will be supervised by a Faculty Supervisor. III.H.3 The CAIC will act as an interface with the Institute in matters of coordinating, funding and other support mechanisms. III.I OFFICE BEARERS OF THE CAIC III.I.1 The Director of the Institute shall be the Chairman of the CAIC. III.I.2 The Dean of Undergraduate Studies and the Dean of Postgraduate Studies shall be the Vice-Chairmen of the CAIC. III.I.3 There shall be a student general secretary, who shall be elected as per provisions of chapter-4. III.J TENURE OF OFFICE III.J.1 The tenure of office of members of the CAIC shall be one year expiring the day the academic year ends.

CHAPTER-IV ELECTIONS

IV.A Elections for the CLCs IV.A.1Elections for student representatives (including Coordinator) shall be held at least four

weeks before the end of the academic session as per schedule, notified by the Chairman, CAIC.

IV.A.2 The concerned head of the department or his nominee shall be the Returning Officer for elections of the CLC. IV.A.3 The Returning officer shall call a general Body Meeting of the concerned class for the

purpose of the election. The Returning Officer shall give the notice of such a meeting to the students at least two working days in advance.

IV.A.4 Nomination shall be called for at the floor at the election meeting and voting shall be by

secret ballot. However, the Returning Officer may deviate from this procedure with the consent of the Electorate.

IV.A.5 For the formation of the UG departmental CLC’s a student shall be deemed to belong to the

electorate for a year if he/she has completed valid credits equal to 18 (n-1) where n is the number of semesters completed by the student.

IV.A.6 i. The candidate for the post of Coordinator of the CLC may be any member of the entire Electorate. ii. The entire Electorate shall vote for the election of the Coordinator. iii. A candidate must secure at least one half of the valid votes cast to be declared elected. In case

no candidate obtains such a majority there shall be re-election, at the same meeting; between the two candidates who secured the largest number of votes.

IV.A.7 i. The candidate for the post of a Group Representative in the CLC may be any member of the particular Group if he/she has completed valid credits equal to 18 (n-1) where n is the number of semesters completed by the student. ii. All the members of the group shall vote for the election of the Group Representative. iii. A candidate must secure at least one half of the valid votes cast to be declared elected. In case no candidate obtains such a majority there shall be re-election, at the same meeting; between the two candidates who secured the largest number of votes. iv. One Group representative will be elected from each group. IV.A.8 A chance mechanism shall be used to break a tie at any stage of the election. IV.A.9 If a person, under clauses IV.A.6 withdraws from the department he/she is elected to represent, he/she shall cease to be a member of the concerned body and fresh elections shall be held in accordance with the same procedure as for the original election.

IV.B ELECTIONS FOR COC’S IV.B.1 The concerned course coordinator or their nominees shall be the returning officers for elections of the COC. IV.B.2 Nominations shall be called for on the floor at the election meeting and voting shall be by secret ballot. However the Returning Officer may deviate from this procedure with the concern of the electorate. IV.B.3 For the formation of the COCs, students shall belong to the concerned electorate if he is registering for the course at the time of the election. IV.B.4 The representatives for the Departmental COCs shall be elected by the members of individual groups from amongst themselves. IV.B.5 The successful candidate will be the one securing the largest number of votes polled. IV.B.6 A chance mechanism shall be used to break a tie at any stage of the election. IV.B.7 If a person elected as above withdraws from the course he is elected to represent, he shall cease to be a member of the concerned body and fresh elections shall be held in accordance with the same procedure as for the original election. IV.B.8 The candidate for the post of Coordinator, COC, may be any member of the entire electorate. The entire electorate shall vote for the election of the coordinators. IV.B.9 A candidate must secure at least one half of the valid votes cast to be declared election. In case no candidate obtains such a majority there shall be a re-election, at the same meeting; between the two candidates who secure the largest number of votes. IV.C. ELECTION OF REPRESENTATIVES FROM UNDERGRADUATE STUDENTS COMMITTEE TO THE CAIC IV.C.1 Elections for representatives shall be held at least four weeks before the end of the academic session as per schedule, notified by the Chairman, CAIC. IV.C.2 A nominee of the Dean, Undergraduate studies shall be the Returning Officer for elections of the representatives. IV.C.3 Two Representatives to CAIC will be elected by each department from among all the

Coordinator and Group representatives who are members of all the CLCs of that department.

IV.C.4 The electorate for the Representatives from a department shall be all the coordinators

and group representatives who are members of all the CLCs of that department.

IV.C.5 The Returning officer shall call a general Body Meeting of the concerned group of students for the purpose of the election. The Returning Officer shall give the notice of such a meeting to the students at least two working days in advance.

IV.C.6 Nomination shall be called for at the floor at the election meeting and voting shall be by secret ballot. However, the Returning Officer may deviate from this procedure with the consent of the Electorate. IV.C.7

i. The representatives shall be elected by the members of the electorate from amongst themselves.

ii. The Quorum for such a meeting shall be one-half of the total electorate. iii. The successful candidates shall be those securing a simple majority of the voting

Electorate. In case no candidate obtains such a majority there shall be re-election, at the same meeting between the two candidates who secured the largest number of votes.

IV.C.8 A chance mechanism shall be used to break a tie at any stage of the election. IV.C.9 If a person withdraws from the department he/she is elected to represent, he/she shall cease to be a member of the concerned body and fresh elections shall be held in accordance with the same procedure as for the original election. IV.D ELECTION OF REPRESENTATIVES TO THE POSTGRADUATE STUDENTS COMMITTEE OF THE CAIC IV.D.1 Elections for representatives shall be held at least four weeks before the end of the academic session as per schedule notified by the Chairman, CAIC. IV.D.2 A nominee of the Dean, Postgraduate studies shall be the Returning Officer for elections of the representatives. IV.D.3 The electorate for the election of a particular Representative shall be all PG students

belonging to the concerned grouping of departments and program. IV.D.4 The Returning officer shall call a general Body Meeting of the concerned group

of students for the purpose of the election. The Returning Officer shall give the notice of such a meeting to the students at least two working days in advance.

IV.D.5 Nomination shall be called for at the floor at the election meeting and voting shall be by secret ballot. However, the Returning Officer may deviate from this procedure with the consent of the Electorate. IV.D.6

i. The representatives shall be elected by the members of the electorate from amongst themselves.

ii. The Quorum for such a meeting shall be one-half of the total electorate. iii. The successful candidates shall be those securing a simple majority of the voting

Electorate. In case no candidate obtains such a majority there shall be re-election, at the same meeting between the two candidates who secured the largest number of votes.

IV.D.7 A chance mechanism shall be used to break a tie at any stage of the election. IV.D.8 If a person withdraws from the department he/she is elected to represent, he/she shall cease to be a member of the concerned body and fresh elections shall be held in accordance with the same procedure as for the original election.

IV.D.9 Each member elected to the PG Students Committee shall be a representative to the CAIC.

IV.E ELECTION/NOMINATION OF REPRESENTATIVES FROM CO-CURRICULAR BODIES TO THE CAIC IV.E.1 Elections/nomination of representatives shall be held at least four weeks before the end of the academic session as per schedule notified by the Chairman, CAIC. IV.E.2 The concerned faculty supervisor shall be the Returning Officer for the election/nomination process of the representatives to CAIC. IV.E.3 Each co-curricular body will have 2 representatives to the CAIC. IV.E.4 The election/nomination process will be conducted by the particular co-curricular organization as a part of its internal processes. IV.F ELECTION OF GENERAL SECRETARY, CAIC IV.F.1 The election shall be held at least three weeks before the end of the session. IV.F.2 Chairman, CAIC or his nominee shall act as the Returning Officer. IV.F.3 Candidates for the post shall be past or present members of CAIC as per Clauses III.A.1 (ix) and (x). IV.F.4 The electorate for the election shall be constituted of the incoming and outgoing members of the CAIC as per clauses III.A.1 (ix), (x) and (xii). IV.F.5 No student may hold the post of General Secretary, CAIC for more than two terms. IV.F.6 The elected candidate must secure at least one half of the valid votes cast. If no candidate receives such a majority, a re-election shall be conducted at the same meeting between the two candidates securing the large number of votes. An abstention will not count as a valid vote. IV.F.7 A tie at any stage shall be broken by chance mechanism.

CHAPTER-V MEETING PROCEDURES

V.A MEETING PROCEDURES OF THE CAIC V.A.1 The CAIC shall meet as often as deemed necessary subject to a minimum of two meetings a semester. V.A.2 i. The meetings of the CAIC shall be convened by its General Secretary in consultation with the Chairman of the Council. ii. The Chairman may convene a regular meeting of the CAIC if the General Secretary, CAIC is absent from the Institute for a period of at least 14 working days. In such an event, he may request any student member of the CAIC to act as the Secretary for that meeting. iii. The General Secretary/Chairman of the CAIC may convene an emergency meeting of the CAIC

for a specific urgent purpose by giving at least 48 hours notice. In the absence of the Chairman, the senior most faculty members on the CAIC present at the meeting shall preside. If no faculty member is present and the general Secretary is satisfied that the absence is inconsequential, he shall chair the meeting himself.

V.A.3 A written notice of at least 4 working days is required for a regular meeting. The agenda shall be circulated at least 48 hours before the meeting. V.A.4 i. The quorum of the CAIC meeting shall be one half of the total membership. If a meeting cannot be convened for lack of quorum it must be reconvened within 8 days. The quorum requirements for such reconvened meeting shall be one third of the total membership of the CAIC. ii. Quorum for otherwise adjourned meeting shall be one third of the total membership. V.A.5 The council should attempt to make recommendations by consensus. A simple majority of the member voting shall however suffice except where otherwise specified. V.A.6 i. The agenda for a meeting of the CAIC shall be prepared by the General Secretary in consultation with the chairman. ii. An item not circulated in advance as per clause V.A.3 may be included in the agenda with the

permission of the Chairman. V.A.7 The minutes of the meetings of the CAIC shall be prepared by the General Secretary in consultation with the Chairman and confirmed at its next meeting. The minutes shall be circulated to all members and any invitees, if any, at least 48 hours before the next meeting for confirmation.

Confirmed minutes shall be recorded in a minute book and kept in safe custody of the Deputy Registrar (UG studies). V.A.8 The Chairman or the General Secretary in consultation of the Chairman may invite people not included under clause III.A.2 and III.A.3 to the meetings of the CAIC. However such invitees shall not have voting rights. V.A.9 Accepted Parliamentary conduct and discipline shall govern all meetings of the CAIC. V.A.10 Confirmed minutes of the meetings of the CAIC shall be placed before information. Points regarding the BUGs or BPGS shall be specified for including the agenda of the next meeting of the BUGS or BPGS. V.B MEETING PROCEDURES OF THE CLCs/COC V.B.1 The CLCs/COC shall meet as often as deemed necessary subject to a minimum of two meetings a semester. V.B.2 Meeting shall be normally be convened by the coordinator in consultation with the Chairman and the Convener. V.B.3 The quorum for the meetings of the CLCs/COC shall be one half of their total membership. If a meeting cannot be convened due to lack of quorum, it should be reconvened within three working days. The quorum requirement for the meeting shall be one third of the total membership of the CLCs/COC. V.B.4 Minutes of the proceedings shall be prepared by the Coordinator in consultation with the Chairman and circulation to the concerned bodies, persons, and to its members. V.B.5 Minutes shall be placed before the DAC and the CAIC in its next meeting. V.B.6 i. In the absence of the Chairman one of the faculty members present may, on the request of the Coordinator, chair the meeting. ii. In the absence of the Coordinator, the Chairman may ask one of the students present to act as Coordinator for that meeting. V.B.7 In the event of no meeting of the CLC during the entire semester, Coordinator shall be answerable to the CAIC as per clause VIII.A.8 (ii). V.C MEETING PROCEDURES OF DACs V.C.1 The DAC shall meet as often as necessary with a minimum of two meetings in a semester. V.C.2 The Head of Department shall be the Chairman.

V.C.3 Meetings shall normally be convened by the coordinator in consultation with the Chairman.

However, the Chairman may also convene a meeting if he deems it necessary. V.C.4 i. The quorum for the meeting shall be one half of the total membership of DAC. If a meeting cannot be convened due to lack of quorum, it should be reconvened within three working days. The quorum requirement for such a reconvened meeting is one-third of the total membership of the DAC. ii. The quorum requirement for an otherwise reconvened meeting is one-half of the total

membership. The Chairman or the Coordinator in consultation with the Chairman may invite any other person not a member of the DAC (as per clause III.C/III.D) for any specific item of the agenda.

V.C.5 The Chairman, or the Coordinator is consultation with the Chairman may invite any other person not a member of the DAC(as per clause III.C/ III.D) for any specific item of the agenda. V.C.6 The agenda for the meeting shall be prepared by the Coordinator in consultation with the Chairman. V.C.7 A written notice at least four working days before is required for a regular meeting. The agenda shall be circulated at least 48 hours before the meeting. V.C.8 The minutes of this meeting shall be prepared by the coordinator in consultation with the Chairman and should be confirmed in the next meeting. V.C.9 The minutes should be circulated to the member of DAC as well as to the concerned people at least 48 hours before the next meeting. V.C.10 The minutes of the meeting shall be placed before the CAIC in its next meeting. V.D MEETING PROCEDURES OF THE UNDERGRADUATE STUDENT’S COMMITTEE OF CAIC V.D.1 The Committee shall meet as often as deemed necessary subject to a minimum of two meetings a semester. V.D.2 i. The meetings of the UG Student Committee shall be convened by the CAIC General Secretary in consultation with the Dean, Undergraduate Studies, who will function as Chairman of the Committee. ii. The Chairman may convene a regular meeting of the Committee if the General Secretary, CAIC is absent from the Institute for a period of at least 14 working days. In such an event, he may request any student member of the Committee to act as the Secretary for that meeting. iii. The General Secretary/Chairman of the Committee may convene an emergency meeting for a specific urgent purpose by giving at least 48 hours notice. In the absence of the Chairman, the senior most faculty members on the Committee present at the meeting shall preside. If no faculty member is present and the general Secretary is satisfied that the absence is inconsequential, he shall chair the meeting himself.

V.D.3 A written notice of at least 4 working days is required for a regular meeting. The agenda shall be circulated at least 48 hours before the meeting. V.D.4 i. The quorum of the meeting shall be one half of the total membership. If a meeting cannot be convened for lack of quorum it must be reconvened within 8 days. ii. The quorum requirements for such reconvened meeting shall be one third of the total membership. iii. Quorum for otherwise adjourned meeting shall be one third of the total membership. V.D.5 The council should attempt to make recommendations by consensus. A simple majority of the member voting shall however suffice except where otherwise specified. V.D.6 i. The agenda for a meeting of the Committee shall be prepared by the General Secretary in consultation with the chairman. ii. An item not circulated in advance as per clause V.A.3 may be included in the agenda with the permission of the Chairman. V.D.7 The minutes of the meetings of the Committee shall be prepared by the General Secretary in consultation with the Chairman and confirmed at its next meeting. The minutes shall be circulated to all members and any invitees, if any, at least 48 hours before the next meeting for confirmation. Confirmed minutes shall be recorded in a minute book and kept in safe custody of the Deputy Registrar (UG studies). V.E MEETING PROCEDURES OF THE POSTGRADUATE STUDENT’S COMMITTEE OF CAIC V.E.1 The Committee shall meet as often as deemed necessary subject to a minimum of two meetings a semester. V.E.2 i. The meetings of the PG Student Committee shall be convened by the CAIC General Secretary in consultation with the Dean, Postgraduate Studies, who will function as Chairman of the Committee. ii. The Chairman may convene a regular meeting of the Committee if the General Secretary, CAIC is absent from the Institute for a period of at least 14 working days. In such an event, he may request any student member of the Committee to act as the Secretary for that meeting. iv. The General Secretary/Chairman of the Committee may convene an emergency meeting for a specific urgent purpose by giving at least 48 hours notice. In the absence of the Chairman, the senior most faculty members on the Committee present at the meeting shall preside. If no faculty member is present and the general Secretary is satisfied that the absence is inconsequential, he shall chair the meeting himself. V.E.3

A written notice of at least 4 working days is required for a regular meeting. The agenda shall be circulated at least 48 hours before the meeting. V.E.4 i. The quorum of the meeting shall be one half of the total membership. If a meeting cannot be convened for lack of quorum it must be reconvened within 8 days. ii. The quorum requirements for such reconvened meeting shall be one third of the total membership. iii. Quorum for otherwise adjourned meeting shall be one third of the total membership. V.E.5 The council should attempt to make recommendations by consensus. A simple majority of the member voting shall however suffice except where otherwise specified. V.E.6 i. The agenda for a meeting of the Committee shall be prepared by the General Secretary in consultation with the chairman. iii. An item not circulated in advance as per clause V.A.3 may be included in the agenda with the

permission of the Chairman. V.E.7 The minutes of the meetings of the Committee shall be prepared by the General Secretary in consultation with the Chairman and confirmed at its next meeting. The minutes shall be circulated to all members and any invitees, if any, at least 48 hours before the next meeting for confirmation. Confirmed minutes shall be recorded in a minute book and kept in safe custody of the Deputy Registrar (PG studies).

CHAPTER-VI FUNCTIONS

VI.A FUNCTIONS OF THE CAIC VI.A.1 The CAIC shall assist the BUGS and BPGS by providing feedback from the students on any academic matter of interest. VI.A.2 The CAIC shall liaise between student community and the Training and Placement Unit and the Alumni Association to provide feedback on all matters of relevance. VI.A.3 The CAIC shall suggest optimum utilization of and provide feedback on facilities for academic work. VI.A.4 The CAIC will coordinate between the different co-curricular organizations to ensure effective communication and functioning. VI.A.5 The CAIC will act as an interface between the administration and students for implementation of new academic initiatives. VI.A.6 The CAIC will be responsible for the organization of Tryst, IIT Delhi’s technical festival. VI.B FUNCTIONS OF CLC/COC VI.B.1 The CLC/COC shall solve regular and normal problems relating to classroom/course activities VI.B.2 The CLC shall assist the DAC and the CAIC by providing feedback from student side. VI.C FUNCTIONS OF THE DACs VI.C.1 The DAC shall coordinate of the various CLCs, if any, of the department. VI.C.2 The DAC shall represent the views of the students of the department on academic matters concerning them and recommends appropriate solutions to problems. VI.C.3 The DAC may organise functions/programme within the department to improve interaction among faculty and students. VI.C.4 The DAC shall assist the CAIC by providing feedback from student’s side.

CHAPTER-VII RESPONSIBILITIES

VII.A CHAIRMAN, CAIC VII.A.1 The Chairman shall ensure that the CAIC and all the members are given all the facilities required for the discharge of their assigned functions. VII.A.2 The Chairman shall ensure that the recommendations of the CAIC are communicated to and given the consideration by the relevant authorities. VII.A.3 The Chairman shall keep the CAIC informed of any development of interest to it. VII.A.4 The Chairman shall coordinate and lay down the schedule for the conduct of the elections to the CAIC and its constituent bodies in accordance with the procedure indicated in chapter IV. VII.B GENERAL SECRETARY, CAIC VII.B.1 The General Secretary shall convene all the meetings of the CAIC and in his absence the clause V.A.2 (ii) shall apply. VII.B.2 The General Secretary shall be the principal student spokesman of the CAIC when it is not meeting. He shall, however, be answerable to the CAIC for any views he may express on its behalf. He shall also be responsible to report to the CAIC follow-up action taken on recommendations/decisions of the CAIC. VII.B.3 The General Secretary shall in consultation with the Chairman invite invitees to meetings of the CAIC and decide on which items they shall have voting rights. VII.B.4 The General Secretary shall ensure that all the minutes of the meetings of the CAIC are recorded correctly and completely and that these are given wide publicity among the general student body. VII.B.5 The General Secretary shall be responsible to ensure that this Constitution is not violated. He must necessarily report to the CAIC any violation of this constitution within his knowledge, which may have occurred. The occurrence of the violation along with an explanation of its occurrence must be recorded in the minutes of the meeting of the CAIC at which it is reported. VII.B.6 The General Secretary shall attempt to integrate the functioning of the CAIC with that of the SAC. VII.C COORDINATOR, CLC

VII.C.1 The Coordinator of all departmental CLCs shall keep the CAIC informed of all significant decisions taken in his CLC. VII.C.2 The coordinator shall attempt to solve through suitable dialogue any problems of the members of their respective CLCs. VII.C.3 The coordinators shall covey to the CAIC any violation of the CLC constitution that comes to their notice. VII.C.4 The coordinators shall assist the General Secretary, CAIC whenever called upon. VII.D CHAIRMAN, DAC VII.D.1 The Chairman shall ensure that the recommendations of the DAC and all the members are given every facility for the discharge of their assigned functions. VII.D.2 The Chairman shall ensure that the recommendations of the DAC are communicated to and given the considerations of the relevant authorities. VII.D.3 The Chairman shall keep the DAC informed of any development of interest to it. VII.E COORDINATOR, DAC VII.E.1 The Coordinator DAC shall keep the CAIC informed of all significant decisions taken in his DAC, within a month of the meeting. VII.E.2 The coordinator shall convene all the meetings of his DAC. VII.E.3 The Coordinator shall covey to the CAIC any violation of the DAC constitution that comes to his notice. VII.E.4 The Coordinator shall assist the General Secretary, CAIC whenever called upon to do so.

CHAPTER-VIII REMOVAL OF OFFICE BEARERS

VIII.A.1 i) A vote of no confidence shall be considered carried against the General Secretary, CAIC/Members of the CAIC if at least one half of the student members of the CAIC petition for it in writing. ii) A vote of no confidence shall be considered carried against the coordinator and student members

of the CLC if at least one half of the student members of the CLC petition for it in writing. VIII.A.2 A vote of no confidence shall be considered after a special meeting convened for the purpose by the chairman, CAIC/CLC and shall be considered carried if at least one half of the total student members of the CAIC/CLC vote to remove the person in question. VIII.A.3 i) A student member of CAIC/its constituent bodies may close his membership/office of the CAIC/its constituent bodies if he fails to attend two consecutive meetings of the CAIC/its constituent bodies, including those which could not be held because of lack of quorum. ii) If a coordinator of CLC is unable to hold any meeting of his CLC, he shall lose his membership

office on the CAIC/concerned CLC. iii) If a student member of CAIC/its constituent bodies fails to carry out any of his duties as a

member of the CAIC, he is liable to lose his membership of the CAIC as per the discretion of the General Secretary, in consultation with the Chairman.

VIII.A.4 Members of the CAIC/its constituent bodies removed from the office due to the vote of no confidence (clauses VIII.A.1 and VIII.A.2) or under clause VIII.A.3 (i) shall also cease to hold the primary membership on the CLC/COC. VIII.A.5 i) An incumbent member/office bearer once removed under clause VIII.A.2 or VIII.A.3 shall not be

eligible for re-nomination/re-election for that academic session. ii) Vacancies resulting from any cause shall be filled as prescribed within 10 institute days. VIII.A.6 A vote of no confidence against any member/office bearer of CAIC/ its constituent bodies can be moved only once during the term.

CHAPTER- IX NOMINEES OF THE VARIOUS BODIES

IX.A NOMINEES TO SAC, BUGS, BPGS & SENATE IX.A.1 The nominations to SAC, BUGS, BPGS and Senate shall be made by the General Secretary in consultation with the chairman and put up for ratification in the next meeting of the CAIC. The nominees shall be from among the student members of the CAIC. IX.A.2 The general Secretary, CAIC shall be the ex-officio student representative of CAIC to SAC, BUGS. BPGS and Senate. The other nominations, if any to these bodies shall be made as per clause IX.A.1. IX.B NOMINEES TO OTHER BODIES IX.B.1 The nominees to other bodies - Training & Placement Unit, Computer users‘ committee, and Advisory committee for Library shall made by the General Secretary, CAIC and put up for ratification in the next meeting of the CAIC. The nominees may not be members of the CAIC. However, they shall be permanent invitees to the meeting of CAIC.

CHAPTER-X AMENDING AND INTERPRETATION OF THE CONSTITUTION

X.A AMENDING THE CONSTITUTION X.A.1 i. Any part of the constitution except the parts specified in clause X.A.2 can be amended. ii. The proposed amendment shall be circulated at least seven working days in advance of the meeting called. iii. The quorum for the meeting shall be two-third of the total membership of the Council. In case of lack of quorum, the quorum for a second and subsequent meeting shall be one half the total memberships. iv. In order to get an amendment carried it would be necessary to obtain a favourable vote of the

members present and voting. X.A.2 The preamble and the terms of reference of this constitution as well as the provisions of chapter X are subject to the amendments only on advice by the authorities of the Institute. X.A.3 All amendments and additions to this constitution shall be allowed only upon ratification by the Senate of the Institute. X.B INTERPRETATION OF THE CONSTITUTION X.B.1 In the event of a dispute in the interpretation of the provisions of any article of the constitution which concerns the relationship of the Council vis-à-vis the Institute authorities, the interpretation given by a committee consisting of Chairman, CAIC, Dean, UG Studies, Dean PG Studies and General Secretary, CAIC will be final and binding on all. X.B.2 In the event of a dispute in the interpretation of any article of the constitution other than that specified in clauses X.B.1, the interpretation given by two thirds of the total Council Membership shall be valid. In case of a statement, decision of the Chairman shall be final and binding. X.B.3 The Chairman shall determine which dispute is to be decided by him and which is to be put to vote. X.B.4 The particular article of the constitution shall be recorded to remove the ambiguity in the light of the interpretation given.