quarks ensemble constitution

7/27/2019 Quarks Ensemble Constitution

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Constitution of Quarks Ensemble

FromArticle 51A of the Indian Constitution.

1. Name

The Club shall be called QUARKS ENSEMBLE. (Hereinafter called the Club).

2. Meaning of The Name

Quark is the fundamental constituents of matter. Individually, there are many typesof quarks (up, down, strange, charm, top, bottom), but they come together to formhadrons like protons and neutrons, which in turn form an atom, and hence all thestuff in the Universe. And an Ensemble can be defined as a group of separatethings that come together to form a coordinated whole.

So, the Club Quarks Ensemble aims to be a group of diverse individuals fromvaried fields of academic interests, who come together for the sole aim of creation ofsomething of substance.

3. Affiliation

The Club shall be approved by the Central University of Jharkhand. (Hereinaftercalled the University or CUJ).

4. Aims and Objectives

The Club shall aim to build a link between ideas of different students in CUJ andprovide interactive platform to students interests. The objective of the Club is tobuild up an inter-departmental relationship between the students and faculties ofvarious Science and Engineering departments, and also people from all the otherdepartments who wish to have a platform to express their scientific outlook. Thiswill allow innovative minds of the University to come together for the nurturing ofnew ideas.

The Club shall aim to cultivate an attitude of innovation in the students and promotean atmosphere of curiosity in the University. The Club shall actively combat theforces of intolerance and hostility towards novel ways of thinking.


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8. Finance

8.1 All funds raised by, or on behalf of, the Club shall be applied to further the aims andobjectives of the Club and for no other purpose.

8.2 Treasury and Accountancy is responsible for collecting membership subscriptions

and maintaining the financial accounts of the Club detailing all income received andexpenditure made.

8.3 The financial year of the Club starts on first day of an odd semesterand ends lastday of the next (even) semester.

8.4 The funds of the Club shall be lodged at a bank in an account in the name of theClub. All cheques, drafts, etc. drawn on this account shall be signed by one of theSenior Advisors, and any one Executive Member of the Treasury and Accountancy.

8.5 If a member of the Executive Board needs funds for the activities of the Club, then

s/he must get a no-objection certificate (NOC) from at least 2/3

rd

of all the ExecutiveMembers, and present this NOC to the Treasurers.

9. Voting Procedures for all meetings

9.1 All members entitled to vote at meetings shall have equal voting rights.

9.2 A motion shall be carried by a simple majority of those present and voting, exceptwhen the motion is for Expulsion of Executive Members, which shall require a two-thirds majority. In case the motion is amendment of Constitution, rule 9.4 will apply.

9.3 In the event of equal votes being cast, the Senior Advisors shall have the decisivevote.

9.4 If the motion is amendment of the Constitution, then all the members of theExecutive Board and both the Senior Advisors must be present for the voting to takeplace. Two-thirds majority shall be required for an amendment to be enacted.


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10. Discipline and Appeals

10.1 If any members of the Club have solid grounds for suspecting any other members(who are not Senior Advisors) of such activities which are detrimental to the well-being of the Club and/or its members in any way, then they must submit a writtencomplaint about the same to the Senior Advisors.

10.2 Within seven days of receiving such complaints as above, the Senior Advisors mustform a Disciplinary Committee containing five members of the Executive Board. Ifthe complaint is against a member of the Executive Board, then that member mustnot be in the Disciplinary Committee.

10.3 The Disciplinary Committee must set a date of hearing within ten days of itsformation, after deliberation with both plaintiffs and defendants. If one or both of theparties are unable to be present on that day, then the Disciplinary Committee shouldarbitrarily set a final date of hearing. If one of the parties is unable to appear on thisfinal date, then the Disciplinary Committee must decide in the favour of the party

which is present. If both the parties are absent, then the case must be dismissed.

10.4 On the day of the hearing when both parties are present, the DisciplinaryCommittee must listen to each side. Then, if required, it can set aside no more thantwo days for deliberation.

10.5 The Disciplinary Committee must decide if the defendant is guilty or not by ananonymous vote. If the defendant is found guilty, then the Disciplinary Committeemust decide a penalty keeping in view the severity of misconduct. This decision onthe innocence or guilt of the defendant must come either on or within three days ofthe day of hearing.

10.6 If the misconduct is severe enough to guarantee expulsion (the termination ofmembership of the club), then the Disciplinary Committee must recommend this tothe Senior Advisors, who will then set aside a day for the necessary voting in thismatter. This day must be set within seven days of the verdict. The relevant rules forexpulsion are discussed in paragraph 11.

10.7 If either of the parties is not satisfied with the verdict, then they must appeal for aretrial within seven days the original verdict.

10.8 The retrial will be conducted by a Supreme Committee comprising of the twoSenior Advisors and one Mentor. The date of retrial must be set by deliberations withall the concerned parties, and this date must be within ten days of receiving theappeal for the retrial.

10.9 The Supreme Committee can either uphold or change the decision of the relevantDisciplinary Committee. The Supreme Committee is entitled to declare a verdicteven if either or both the parties are absent on the day of the retrial. However, it canalso set aside one final date for the retrial. The decision of the Supreme Committeewill be final. No appeal of retrials regarding the judgement of the SupremeCommittee shall be entertained.


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11. Expulsions (The Termination of Membership of the Club)

11.1 Expulsion of Apprentices and Coordinators: On being recommended for Expulsionby a Disciplinary Committee and/or a Supreme Committee, an anonymous voteshould be cast by each member of the Executive Board regarding this matter on aday decided beforehand as per paragraph 10.6. The Apprentices or Coordinators in

question must be given a chance to speak for themselves before such a vote is cast.

11.2 Expulsion of Executive Members: On being recommended for Expulsion by aDisciplinary Committee and/or a Supreme Committee, an anonymous vote shouldbe cast by each member of the Executive Board regarding this matter on a daydecided beforehand as per paragraph 10.6. The Executive Members in questionmust be given a chance to speak for themselves before such a vote is cast.

11.3 The outcome of above votes should be based on the rules as mentioned inparagraph 9.

11.4 Expulsion will mean a termination of Membership of the Club. Following expulsion, acandidate shall be barred from any and all activities of the Club, including eventsand competitions organized by it.

12. Meetings and Reviews

12.1 The Executive Board shall meet at least once a month to discuss the matters ofthe Club. The Technical Cell shall prepare a report of the meeting and forward it tothe Senior Advisors after inputs from all the Executive Members. This report shallreach the Senior Advisors no later than seven days from the day of the meeting.

12.2 Coordinators shall meet at least once a month for a discussion on the bettermentof the Club and ways to further its aims and objectives. A group of threeCoordinators who will prepare a report on the meeting shall be decidedbeforehand. This report shall reach the Senior Advisors no later than seven daysfrom the day of the meeting, after inputs from everyone present at the meeting.

12.3 Apprentices shall meet at least once a month for sharing of ideas. A group of threeApprentices who will prepare a report on the meeting shall be decided beforehand.This report shall reach the Senior Advisors no later than seven days from the dayof the meeting, after inputs from everyone present at the meeting.

12.4 The time and place of the meetings mentioned above must be intimated to theSenior Advisors beforehand. At least one of the Senior Advisors must act as achair for at least one meeting at each level every semester. If the Senior Advisorswill be unavailable for the meeting, then they shall appoint a chair from the samelevel of the Governing Body.

12.5 A review of the Constitution must be called every two years. All the members ofthe Executive Board and both the Senior Advisors only are to be present at thisreview.


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13. Foundation Year Clause

13.1 Foundation Year allows a specific provision of determining the powers of foundermembers of the club which has been termed as the Foundation Year Clause.

13.2 As per this clause, the Founder Members of the organization will serve as theExecutive Board members for the foundation year of the Club, even if they are notin the third year of their Undergraduate studies.

ANNEXURES

ANNEXURE A: Selection Process for Apprentices

A.1. Eligibility: All the students of the first year who have taken the membership of theClub andbelong either to the School of Natural Sciences, Engineering andTechnologies or Natural Resource Management are eligible to apply for theinduction to the Governing Body as Apprentices. There will be no fees for applyingfor the eligible candidates.

A.2. The selection process will consist of first a written test. The written test will havequestions related to general science and technology, along with a few long-answerquestions to test the scientific temper of the candidate.

A.3. After selection in the written test, the candidates will be called for an interviewwhich will be conducted by the Executive Members of the body. There thecandidates will be asked their preference of the Executive Body, and then therelevant skills shall be considered. Also, there will be some general questionsabout the candidates themselves.

A.4. There will be no reservations whatsoever for the post of Apprentices, or any otherpost in the Governing Body. The merit list issued by the Club will be final.


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ANNEXURE B: TECHNICAL CELL

B.1. The Technical Cell shall have the responsibility of maintaining the website of the

club and for handling the presence of the Club on internet, like social networkingwebsites etc.

B.2. The Technical Cell shall be responsible for maintaining and preserving the variouspaperwork: like the records of meetings, tracking of files etc. Only the paperworkwhich does not fall under the purview of other Executive Bodies shall fall under the

jurisdiction of the Technical Cell.

B.3. The Technical Cell, in collaboration with the PMR, shall be responsible for printingpublicity material and creating promotional videos and making them availablepublically.

B.3. The Technical Cell shall be responsible for archiving.

ANNEXURE C: PUBLIC & MEDIA RELATIONS(PMR)

C.1. The PMR shall be responsible for projecting a positive image of the Club, incollaboration with the Technical Cell.

C.2. The PMR shall be responsible for bringing in the sponsors for the various activitiesof the Club. The PMR shall be accompanied by at least one member of theTreasury and Accountancy while negotiating with the sponsors about the funds.

C.3. The PMR shall handle the outgoing notices and notification about the Clubactivities, including the information about events being organized by the Club.The PMR shall also handle all the correspondence regarding information etc.about the Club.

C.4. The PMR shall be responsible for bringing out the Periodical of the club, incollaboration with Cultural Activities and other Executive Bodies.


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ANNEXURE D: INNOVATIVE VENTURES

D.1. The Innovative Ventures shall be responsible for evaluating various scientificprojects proposed by the member students of the University. If, upon evaluation

and some minor changes, the project is judged to have promise by the ExecutiveMembers, then it shall be presented before Mentors belonging to the concernedfield/s. Afterwards the Innovative Ventures should adopt the project, naming it

Approved Venture.

D.2. A project shall be adopted only if it is supported by at least 2/3rd of the ExecutiveMembers. The proposer shall be present before the Executive Members todescribe the project, prior to the voting. This voting shall take place before showingthe project to the concerned Mentors.

D.3. After the project is adopted, its proposers shall be given technical, financial and

logistical support by the Club through the channels of Innovative Ventures.

D.4. The Innovative Ventures, in collaboration with PMR, shall strive to raise funds forthe realization of Approved Ventures.

D.5. The number of on-going Approved Ventures shall not be more than three. Out ofthose three, at least one project shall have been proposed by a member who is nota part of the Governing Body.

D.6. At least one Approved Venture shall be finalized each year.

D.7. The purchase on behalf of an Approved Venture shall be made in the presence ofone Executive member from T&A, and one member from any other ExecutiveBody. The proposer of the Approved Venture shall also be present at the time ofthe purchase.

D.8. During the development of any Approved Venture, a regular project report shall bepresented to the Executive Board of Innovative ventures. The periodicity of suchreports shall be decided beforehand by the Executive Members of InnovativeVentures for each project separately.

D.9. Whatever be the outcome of the Adopted Ventures, the unused materials andinstruments which have reuse value shall be taken back by the Club, if suchmaterials are bought from funds of the Club.

D.10. On successful completion of a project, the credit for it shall be shared by theproposer and the Club as a whole. No individual member shall pressurize theproposer to give him/her special credit against the wishes of the proposer.


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ANNEXURE E: CULTURAL ACTIVITES

E.1. The Cultural Activities shall be divided into three sub-sections: Literary Forum,Debating Forum, and Fine Arts Forum.

E.2. It shall be the responsibility of the Cultural Activities to organize culturalprogrammes during the various events and fests of the club.

E.3. The Cultural Activities shall collaborate with PMR to bring about the Periodical ofthe Club.

ANNEXURE F: TREASURY AND ACCOUNTANCY (T&A)

F.1. The Treasury and Accountancy shall have the responsibilities of regulating all thefinancial transactions of the club, including the points mentioned in 8.2 and 8.4.

F.2. The T&A shall be responsible for submitting a financial report to the SeniorAdvisors at the end of a financial year, after that report is evaluated by ExecutiveMembers from all the other Executive Bodies.

F.3. The T&A shall prepare the budget of the Club in collaboration with all the otherExecutive Bodies, and shall present it within the first month of a new financial year.

F.4. The T&A shall prepare the intended financial statements, in collaboration withInnovative Ventures and PR&M, for the Approved Ventures to be sent to differentpotential sponsors for their consideration.

F.5. The T&A shall prepare the intended financial statements, in collaboration withPMR, for different events, fests etc. to be sent to different potential sponsors fortheir consideration.


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ANNEXURE G: Policy for Promotion

G.1. Not all Apprentices inducted will be promoted to be the Coordinators, and not allCoordinators shall be promoted to Executive Board.

G.2. The promotion of Apprentices shall be decided on their performance and by the

Coordinators. Similarly, the promotion of Coordinators will be decided on theirperformance and by the Executive Board.

G.3. The outgoing members of the Executive Board shall first choose their successorsfrom the Coordinators. Then these Coordinators shall decide upon theirsuccessors from the Apprentices.

ANNEXURE H: SENIOR ADVISOR

H.1. Apart from the abovementioned duties and responsibilities, the Senior Advisormust have a thorough knowledge of the Constitution of the Club. Theinterpretation of the Constitution shall be the obligation of Senior Advisors.

H.2. All notices and circulars issued by the Club shall be approved and undersigned byone of the Senior Advisors.

H.3. Outgoing Executive Members shall choose from among themselves four ExecutiveMembers by voting. During such voting, a member cannot vote himself/herself.This voting procedure shall be overseen by both Senior Advisors.

H.4. The four selected members shall then meet a bench of three Mentors (decidedbeforehand by the Executive Board after deliberation with all the Mentors) for aninterview. From them, the Mentors will then choose two for the post of Senior

Advisor.

H.5. In case of impeachment of Senior Advisor/s, the Mentors shall choose new SeniorAdvisor/s from the remaining two candidates in the last selection process for thepost of Senior Advisors.

ANNEXURE I: BOARD OF ASSISTANT ADVISORS

I.1. The Apprentices and Coordinators who are not promoted may join the Board ofAssistant Advisors if they want to for one year, and if the Senior Advisors approve.It must be noted that the post of Assistant Advisor is solely to assist the Senior

Advisors in their Club-related activities. An Assistant Advisor shall have no say inthe governing process of the club.

I.2. The process of selection of Assistant Advisors shall be decided solely by theSenior Advisors.


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quarks ensemble constitution

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