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Approved on 23 August 2019
1
Constitution
of the
Convocation
Approved on 23 August 2019
2
Table of Contents Preamble: ..................................................................................................................................................... 3
1. Definitions ............................................................................................................................................ 4
2. Name..................................................................................................................................................... 5
3. Aims and Objectives of the Convocation .......................................................................................... 5
4. Membership ......................................................................................................................................... 6
4.1. Types of membership .................................................................................................................. 6
4.2. Rights pertaining to types of membership ................................................................................ 7
5. Office Bearers and Committees of convocation ............................................................................... 8
6. Election of Executive Committee ....................................................................................................... 8
7. Termination of office of Executive Committee members ................................................................ 9
8. Election of Convocation to Council, Senate and Institutional Forum .......................................... 10
9. The Executive Committee ................................................................................................................ 10
9.1 Functions of the Executive ....................................................................................................... 10
9.1.1 President ............................................................................................................................ 10
9.1.2 Deputy President ............................................................................................................... 11
9.1.3 Treasurer ........................................................................................................................... 11
9.1.4 Vice Chancellor ................................................................................................................. 12
9.1.5 Registrar ............................................................................................................................ 12
9.1.6 Co-opted Members ............................................................................................................ 12
10. Meetings of Convocation .............................................................................................................. 12
10.1. Rules of Convention .............................................................................................................. 12
10.2. Meeting Procedures of Convocation.................................................................................... 13
11. Amendment of the Constitution ................................................................................................... 15
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Preamble:
WHEREAS an association of graduates, diplomates and permanent staff
members, present or past, of the university or its predecessors known
as the Tshwane University of Technology Convocation (the convocation)
was established by paragraph 49 of the Statute of the Tshwane University
of Technology (2017) (the Statute) in accordance with section 26(2)(g) of
the Higher Education Act, 1997 (the Act);
AND WHEREAS the Statute provides in paragraph 49 for membership
of the convocation and the right to vote;
AND WHEREAS the Statute provides in paragraph 50 for the
president and executive committee of the Convocation;
AND WHEREAS the Statute provides in paragraph 51 for meetings of
the Convocation;
AND WHEREAS the Statute provides in paragraph 52 for the meeting
procedures of convocation
AND WHEREAS the Statute provides in paragraph 50(3) that the
convocation may establish its own committees, and may enter into
suitable arrangements with other bodies within or outside the University,
to achieve its objective;
AND WHEREAS the Convocation of the Tshwane University of
Technology recognises the important role it has to play in the life of the
institution to promote the interests of the University and actively
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contribute to shaping the future and achieving the strategic agenda of the
University;
NOW THEREFORE the Council approves this constitution with the
concurrence of the Convocation.
1. Definitions
In this Constitution, unless the context indicates otherwise any word or
phrase has the meaning ascribed thereto by the Act and the Statute, and
1.1. "Council" means the Council of the University as contemplated in
paragraph 7 of the Statute;
1.2. "Executive Committee" means the Executive Committee of the
Convocation as contemplated in the paragraph 50(3) of the Statute
and in section 5 of this Constitution;
1.3. “IF” means the Institutional Forum as contemplated in paragraph 29
of the Statute;
1.4. "Member" means a person contemplated in paragraph 49 of the
Statute and whose name appears on the Convocation roll as
contemplated in subsection 4.2.2 of this constitution;
1.5. "Secretary" means the Registrar of the University;
1.6. “Diplomates” refers to a person whom a diploma has been conferred
by the University;
1.7. “EXCO” refers to the Executive Committee of Convocation
1.8. “Graduates” refers to a person whom a degree has been conferred
by the University
1.9. “TUT” refers to the Tshwane University of Technology;
1.10. “University” refers to the Tshwane University of Technology;
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1.11. “Vice Chancellor” means the head, chief executive or accounting
officer of the University
2. Name
2.1. The Convocation is known as the Convocation of the Tshwane
University of Technology, hereafter referred to as the Convocation;
2.2. The Convocation is recognised as a structure of the University in
terms of paragraph 49 of the Tshwane University of Technology
Statute.
3. Aims and Objectives of the Convocation
3.1. To assist the University to attain and sustain a high level of academic
excellence;
3.2. To help promote the image of the University;
3.3. To assist the University to promote and build purposeful relations
with the alumni constituency;
3.4. To engage in a concerted effort of fundraising to improve the
financial position and status of the University,
3.5. To participate in the activities of the University Council or any
University structure as permissible by law or University policy;
3.6. To serve as a the official representative body for alumni on all
applicable University committees;
3.7. To facilitate meaningful communication and relay information
among members and the University through official University
communication platforms;
3.8. To support the University in attaining its strategic goals and
objectives as entrenched in the Strategic Plan;
3.9. To build relations with alumni associations and convocations of
other public higher education institutions;
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3.10. To build networks, create connections and open opportunities for
unemployed graduates of the University; and
3.11. To establish alumni chapter associations across the country and the
world.
4. Membership
4.1. Types of membership
The following persons are eligible for membership of Convocation at
Tshwane University of Technology:
(a) Graduates of the University;
(b) Diplomates of the University;
(c) The vice -chancellor, the deputy vice -chancellors and the
registrar
(d) Academic employees on the permanent staff of the University,
professors emeriti and other retired academic employees who were
employed by the University for at least five years prior to
retirement
(e) Members of Convocation appointed by council as per section 49
(1) of the University Statute
(f) The names of new graduates and diplomates of the University are
deemed to have been inscribed in the Convocation roll after degrees
have been conferred or diplomas have been awarded, but members
so registered are required to furnish their addresses to the Secretary
of the Convocation and to notify him or her of any change of
address.
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4.2. Rights pertaining to types of membership
4.2.1 A member referred to in subsection 4.1(a) and (b) may –
(a) Attend meetings of the Convocation;
(b) Vote on matters before the convocation;
(c) Nominate members for election and vote in an election of the
Executive Committee and council members to be elected from
among the members of the Convocation;
(d) Be elected to become a member of the Executive Committee, and
(e) Be elected to become a member of council and other University
committees.
4.2.2 A member referred to in subsection 4.1(a),(b), (c) and (d) may –
(a) Attend meetings of the Convocation;
(b) Vote on matters before the Convocation;
(c) Nominate members for election and vote in an election of the
Executive Committee and council members to be elected from
among the members of the Convocation
4.2.3 A member referred to in subsection 4.1 (c) and (d) may not –
(a) Be voted into the Executive Committee of Convocation
4.2.4 A member referred to in subsection 4.1 (e) may only –
(a) Attend meetings of the Convocation
4.2.5 A member referred to in subsection 4.1 (e) may not –
(a) Vote on matters before Convocation
(b) Nominate members for election and vote in an election of the
executive committee and Council, Senate and Institutional
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Forum members to be elected from among the members of the
Convocation
5. Office Bearers and Committees of Convocation
5.1 The Convocation, at its first meeting, elects from among its members
a President to act as chairperson at all its meetings, who holds office
for a period of three years from the date of the meeting at which he or
she is elected;
5.2 The Convocation establishes an Executive Committee and such other
committees as it may deem necessary to perform its functions;
5.3 The Executive Committee of the Convocation is composed of the
President, Deputy President and Treasurer, elected by the
Convocation, the Vice -Chancellor (ex officio) and the Registrar, who
is the Secretary of the Convocation;
5.4 The Executive Committee has the right of co- option and may co-opt
up to two members; and
5.5 The Executive Committee of Convocation should meet at least once
per annum.
6. Election of Executive Committee
6.1 At an AGM convened for the purpose of election, the Convocation
elects, at a meeting of the Convocation, from among its members,
an Executive Committee who will hold office for a period of three
years;
6.2 Nominations for the Executive Committee are submitted to the
Registrar in the meeting of the Convocation;
6.3 Each nomination must be seconded by at least two members of the
Convocation present at the meeting and accepted by the nominee;
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6.4 Acceptance of nomination can be verbal in the meeting of the
Convocation by the nominee or by way of a signed letter by the
nominee;
6.5 If more than one candidate is nominated voting is done by secret
ballot unless the Convocation meeting decides otherwise;
6.6 No voting proxy will be allowed;
6.7 A candidate who receives the highest number of votes for any
particular position is declared elected in that position;
6.8 If a vacancy occurs in the office of president of Convocation, the
provisions of sub-rules 50(2) of the Tshwane University of
Technology Statute shall apply;
6.9 The persons elected in terms of sub-rule (6.7) will hold office for a
period of three years;
6.10 Members of the Executive Committee are eligible for re-election but
may not hold office for more than two terms;
6.11 The President, Deputy President, Treasurer and other members of
the Executive Committee may not be elected from employees or
students of the University;
7. Termination of office of Executive Committee members
7.1 A member of the Executive Committee of convocation shall cease to
be a member of the Executive Committee when:-
7.1.1 A resignation letter is written and received by the secretary of
executive committee;
7.1.2 He/She is found guilty by the disciplinary committee of
Convocation and is expelled from Executive Committee as a result;
7.1.3 He/She dies
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8. Election of Convocation to Council, Senate and Institutional
Forum
8.1. Members of Convocation shall elect among themselves a member
or members to sit in Council, Senate and Institutional Forum as per
the Institutional Statute;
8.2. The election of such representation must take place at the meeting
of the Convocation;
8.3. Only members as per section 4.1 (a) and (b) not currently registered
as students at the University are eligible for such a nomination and
election;
8.4. For the purpose of these elections the meeting of the Convocation is
deemed a closed sitting from the last date on which ballot papers are
issued until the date of the election, both days inclusive;
8.5. Non-EXCO members elected to the Council, Senate and IF shall be
standing invitees and accountable to the EXCO in between the
meetings of the Convocation.
9. The Executive Committee
(1) The President;
(2) The Deputy President;
(3) The Treasurer;
(4) The Vice Chancellor ex officio
(5) The Registrar (Secretary) ex officio
(6) Co-opted members
9.1 Functions of the Executive
9.1.1 President
The President's duties shall include the following:
(a) Chairing EXCO meetings
(b) Overseeing the affairs of the EXCO
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(c) Convening meeting of Convocation in line with the University
rules.
(d) Reporting regularly on activities of Convocation and the alumni
office to the EXCO and Convocation AGM; and
(e) In the event of a tie in votes, members of Convocation shall proceed
for a re-vote, if there is a tie once again then the President shall
have a casting vote to break the tie.
9.1.2 Deputy President
The Deputy President’s duties shall include the following:
(a) In the absence of the President, the Deputy President shall preside
over meetings of the Convocation and the Executive Committee
and shall act as President;
(b) The Deputy President shall be the custodian of the Convocation
Code of Conduct and manage discipline; and
(c) The Deputy President shall be responsible for all policy initiatives
to be undertaken by Convocation
9.1.3 Treasurer
The Treasurer’s duties shall include the following:
(a) The Treasurer shall be responsible for the financial affairs of the
Convocation;
(b) The Treasurer shall, with the approval of the Executive Committee,
raise funds on behalf of Convocation in partnership with relevant
stakeholders in and outside the University; and
(c) The Treasurer shall submit a financial update to members of
Convocation during the meeting of the Convocation.
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9.1.4 Vice Chancellor
(a) Shall be an ex-officio member of the Executive Committee of the
Convocation.
9.1.5 Registrar
(a) Shall be the Secretary to Convocation as per section 50(4) of the
University Statute.
9.1.6 Co-opted Members
(a) The co-opted members shall be allocated their responsibilities
in a meeting of the Executive Committee.
10. Meetings of Convocation
10.1. Rules of Convention
10.1.1. The President, or if the office of the President is vacant1, the
Vice-Chancellor, may convene a meeting of the Convocation
annually or as often as required, and notice of such meeting must
be given at least four weeks prior to the date of the meeting, by any
means reasonably available, including electronic means;
10.1.2. In the absence2 of both the President and the Deputy President
the EXCO will nominate among themselves a member to preside
over the meetings;
10.1.3. A member who wishes to raise any matter at such meeting
must submit a written motion with regard to the said matter to the
Registrar or the President at least two weeks before the date of the
meeting;
1 The office of the President is deemed vacant if any of the provisions in section 6 are in effect 2 The President is deemed absent if they are unable to attend any sitting or meeting of convocation
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10.1.4. An extraordinary meeting of the Convocation may be
convened by the president or the Vice-Chancellor if and when
required;
10.1.5. An extraordinary meeting of the Convocation must be
convened by the president or, if the office of president is vacant, by
the Vice-Chancellor, upon a written request signed by at least 25
members containing the matters for consideration in the form of
separate motions;
10.1.6. An extraordinary meeting as contemplated in subparagraph
(10.1.5) must be held within two months after receipt of the request
10.1.7. Prior to the sitting of the extraordinary meeting, the Executive
Committee must:-
(a) Write to the petitioners within seven days of receiving the
petition; and
(b) If deemed necessary, meet with the petitioners.
10.2. Meeting Procedures of Convocation
10.2.1. Fifty members constitute a quorum at a meeting of the
Convocation, provided that, if no quorum is present, the meeting
may adjourn and an extraordinary meeting may be convened with
at least seven days' notice, at which the members present constitute
a quorum;
10.2.2. Notwithstanding the absence of a quorum at the start of an
annual meeting, such meeting may proceed to elect office bearers
and to dispose of other formal matters, but no motions may be
submitted at such meeting;
10.2.3. After its constitution, by reading the notice in terms of which
it was convened, a meeting commences with the reading and
confirmation, by the signature of the Chairperson, of the minutes
of the previous ordinary meeting and of all subsequent
extraordinary meetings;
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10.2.4. Any objection to such minutes must be raised and determined
prior to their confirmation;
10.2.5. A member may not, without the permission of the meeting,
speak more than once on a motion or amendment thereof, but the
mover of the motion or amendment may reply;
10.2.6. All matters are decided by a majority of the members present;
10.2.7. In addition to his or her ordinary vote, the Chairperson has a
casting vote in the event of an equality of votes;
10.2.8. If a meeting so resolves, the number of votes in favour of or
against a motion must be recorded in the minutes, and, at the
request of a member, the Chairperson must further direct that the
vote of such member be likewise recorded;
10.2.9. A motion or amendment thereof must be seconded, and if the
chairperson directs, such motion or amendment must be in writing;
10.2.10. A motion or amendment may not be withdrawn without the
permission of the meeting;
10.2.11. The Chairperson may permit the discussion of a matter of
which notice was not duly given, provided such discussion is
unopposed;.
10.2.12. The ruling of the Chairperson on a point of order, or any other
procedure is binding, unless immediately challenged by a member,
in which event such ruling must be submitted without discussion to
the meeting, whose decision is final;
10.2.13. A copy of the resolutions of the Convocation, and a statement
on such other matters as the convocation may determine, duly
certified by the Chairperson and Secretary, are submitted to the
Chairperson of the council for the information of the Council and
to the Vice -Chancellor for the information of the Senate.
10.2.14. The election of members of the Convocation to the Council is
in the manner as determined in the Institutional Rules.
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11. Amendment of the Constitution
11.1. Proposals for the amendment of this constitution for approval by
the Council may be adopted by a two-thirds majority of the
members present at an elective meeting of the Convocation which
takes place every three years.
11.2. At least two months before a general meeting where
amendments to this constitution are to be considered, written
notice of the proposed amendments must be given by the
Secretary to all members.
11.3. The requirements provided for in subsection 11.2 may be disposed
of if a two-thirds majority of the members present at a general
meeting approves thereof.
Chairperson of Council Vice-Chancellor and Principal
Dr B Masuku Prof LR van Staden