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)