Junior Philippine Institute of

Accountants

(JPIA)

Mindanao State University

Fatima Campus, 9500 General Santos City

CONSTITUTION AND

BY-LAWS

January 2012

PREAMBLE

We, the members of the Junior Philippine Institute of Accountants of Mindanao State

University, realizing the need for an organization to serve as a medium of expression and aspiration, to promote and protect the welfare and interests of accountancy students in particular and the accountancy profession in general, to nurture a dynamic and a responsible studentry and to strengthen the common tie that binds us altogether, do hereby obtain and promulgate this Constitution and By-Laws.

ARTICLE I

NAME AND DOMICILE

Section 1 The organization shall be officially known as the JUNIOR PHILIPPINE INSTITUTE OF ACCOUNTANTS of MSU-GSC also known as JPIA.

Section 2 The office of the organization shall be found in the College of Business

Administration and Accountancy.

ARTICLE II

NATURE AND PURPOSE Section 1 Nature

a. The JPIA is an organization of the bona fide students of the Accountancy Department.

b. The organization is an academic, non-profit and non-sectarian students’ organization.

Section 2 Purposes

a. To support academic activities for the purpose of broadening the students’ academic and professional competence.

b. To promote an environment for attainment of academic excellence. c. To serve as forum for the expression of student ideas and sentiments on

issues of general significance. d. To represent its members to any proper forum in all matters concerning

their general welfare. e. To develop a strong spirit of unity and understanding among students. f. To establish good relationship with other existing student organization in

order to foster community life. g. To undertake such projects and activities as may be necessary or useful

to promote the best interest of the members. h. To encourage, motivate and train members for leadership roles. i. To protect and promote the rights and interest of the members. j. To uphold and ensure genuine and democratic participation and

representation in all policy-making bodies that affects the students.

ARTICLE III MEMBERSHIP

Section 1 All students enrolled in the Accountancy Department who were able to pay its

membership fee are automatically members of the Junior Philippine Institute of Accountants.

Section 2 Members must abide the Constitution and By-Laws of the organization. Section 3 A students shall seize to be a member of the organization:

a. Upon graduation; b. Discontinuance of study; c. Lawful violation of the Constitution and By-Laws

ARTICLE IV RIGHTS AND DUTIES OF THE MEMBERS

Section 1 Every member has the right to:

a. Enjoy and exercise the freedom of expression and inquiry for the purpose not contrary on the law of the land, university and the organization;

b. Be informed of any activity and projects of the organization; c. Have his grievances or complaints heard and speedily addressed; d. Have access to all records and documents pertaining to the operations

and proceedings of the organization; e. Issue, circulate and publish manifesto on matters affecting the general

welfare of the students for purposes not contrary on law of the land, University and the organization;

f. Organized peaceful assembly for purposes not contrary to the law, rules and regulations of the University.

Section 2 Every member is bound to:

a. Pay membership fee every semester and other fees determined; b. Attend every meeting called by the organization; c. Actively participate in all activities undertaken and sponsored by the

organization; d. Preserve and protect the good image of the organization; e. Respect the rights of other members.

ARTICLE V COMPOSITION AND STRUCTURE

Section 1 The JPIA shall have a minimum of one (1) adviser and maximum of three (3)

advisers from among the faculties of Accountancy Department. Section 2 The JPIA set of officers shall be; Chief Executive Officer (CEO), VP for Academics,

VP for Non-Academics, VP for Audit, VP for Finance, VP for Communication, VP for Membership, Bookkeeper, and 1 Representative each year level.

ARTICLE VI DUTIES AND FUNCTIONS OF JPIA ADVISER(S) AND OFFICERS

Section 1 Adviser(s) shall:

a. Serve as an immediate consultant of the organization; b. Advice the officers at all matters concerning its proper organizational

mobilizations, financial and legal affairs societal relations; c. Propose or suggest Income Generating Project and programs beneficial to

the organization; d. Approve the projects as may be proposed by the officers;

e. Uphold the Law of the land and the JPIA CBL; f. Be at all times accessible to the organization and serve with outmost

responsibility, integrity, loyalty, honesty and efficiency;

Section 2 The Chief Executive Officer shall:

a. Preside among meetings of the organization; b. Create committees and appoints committee chair to assist him on the

implementation of rules and regulation, policies and programs of the organization as may be deemed necessary;

c. Supervise and coordinate the activities of the organization before BASCO, SSC and other organizations, institution and entities whether private or public;

d. Have the power to call an emergency meeting as the necessity arises.

Section 3 The Vice President for Academics shall:

a. Perform and discharge the powers and duties of the CEO in the latter’s absence and inability;

b. Supervise the implementation of academic project of the organization; c. Perform such other duties inherent to the position.

Section 4 The Vice President for Non-Academics shall:

a. Supervise and execute the complementary role curricular and extra curricular by integrating and coordinating cultural, spiritual, and sports activities and incorporate these in the general activities of the organization.

b. Act as the OIC of the Culture and Sports Committee; and c. Perform other duties inherent to the position.

Section 5 The Vice President for Membership shall:

a. Keep a complete and up-to-date list of names of all accountancy students:

b. Monitor the attendance, performance and degree of participation of each members in the Generals Assemblies and activities of the organization:

c. Act as OIC of the Membership Committee: d. Perform other duties that are inherent to the position.

Section 6 The Vice President for Finance shall:

a. Authorize together with the President the use of funds and properties; b. Handle and safeguard all funds and properties; c. Keep original documents pertaining to cash receipts and disbursement; d. Prepare the semi-annual financial statements within 15 days from the

end of every sixth month of the organization year; e. Have the duty to collect all fees, fines and other financial statements; f. Perform other duties that are inherent to the position.

Section 7 The Vice President for Communication shall:

a. Disseminate information to all members of the organization by posting, announcement and by using media related materials;

b. Act as the OIC of the Public Relations and Communication Committee: c. Perform other duties that are inherent to the position.

Section 8 The Vice President for Audit shall:

a. Monitor all receipts and disbursement of the organization every month: b. Audit the financial statements prepared by the Vice President for Finance

and submit the audited semi-annually within 10 days from the date of report;

c. Assure that the Financial Statements are fairly presented; d. Perform such duties delegated by the officers; e. Assist the treasurer in the pursuance of his/her duty.

Section 9 The Secretary General shall:

a. Be appointed by the Chief Executive Officer b. Be responsible for the recording of the minutes every meeting; c. Have the duty to keep all important documents of the organization; d. Have the duty to report the minutes of the previous meetings to the

General Assembly; e. Perform such duties inherent to the position.

Section 10 The Year Level Representatives shall:

ARTICLE VII STANDING COMMITTEES AND FUNCTIONS

Section 1 The JPIA shall have the following committees with their respective Executive

Officers as Liaison Officer:

a. Education and Research – Vice-Presidents for Academics b. Culture and Sports – Vice-President for Non-Academics c. Membership – Vice-President for Membership d. Finance – Vice-Presidents for Finance e. Public Relations and Communication - Vice-Presidents for

Communication f. Audit - Vice-Presidents for Audit g. Records and Documentation – Secretary-General

Section 2 The Functions of the Committees are:

a. Education and Research 1. To organized and coordinate academic activities and the projects with

regards to current events and issues on the accounting profession; 2. To perform such other functions as may be assigned by the CEO

b. Culture and Sports 1. To plan and coordinate activities for the development of social,

physical and cultural awareness of the members 3. To perform such other functions as may be assigned by the CEO

c. Membership 1. To keep a complete list complete and up-to-date list of names of all

accountancy students; 2. To monitor the attendance, performance and the degree of

participation of the members of the organization; 3. To perform such other functions as may be assigned by the CEO

d. Finance

1. To devise effective methods of generating funds for the organization; 2. To be responsible to the other committees regarding financial

matters; 3. To be responsible for the records of the organization funds; 4. To be responsible for the recording of the collections end

disbursement of the organization; and 5. To perform such other functions as may be assigned by the CEO

e. Public Relations and Communications 1. To handle all publicity, advertisements and such promotions of an

activity and/or functions of the organization; 2. To perform such other functions as may be assigned by the CEO

f. Audit 1. To devise effective procedures on auditing financial statements; 2. To assist the Vice-President for Audit in carrying out hid duties and

obligations; and 3. To perform such other functions as may be assigned by the CEO

ARTICLE VIII QUALIFICATIONS OF OFFICERS

Section 1 General Qualifications: All candidates or among position, either elected or

appointed must:

a. Be a bona fide students of Accountancy department; b. Not have any failing grades in any previous semester prior to the

elections; c. Not hold a waived, warning and dismissal status in the previous

semester prior to the election; d. Not have any derogatory record either inside or outside the school

premises; e. Not an overstaying student in the course he/she is enrolled; f. Not hold any major position form of organization inside and outside

the school premises, as CEO(President), Vice Presidents, Secretary and Treasurer;

g. Have at least one (1) semester residency in the college prior to the election except for the CEO, Vice Presidents who must have one academic year residency preceding their candidacy.

Section 2 In case of the vacancy on other positions except for representatives there shall be a special election.

Section 3 The candidate in the position of CEO must be an incoming 4th year student of Accountancy Department.

Section 4 The candidate for the Vice Presidents must be an incoming 3rd year or 4th year student except for the Vice Presidents for Audit that must be an incoming 5th year student.

Section 5 The candidate for VP for Communication must be good in public relations.

Section 6 The candidates for representatives shall be regular students and satisfy the general qualification.

Section 7 The Secretary General must be an appointed officer personally chosen by the CEO.

ARTICLE IX ELECTION OF OFFICERS

Section 1 Election of offices for the organization shall be in accordance with the

democratic representation processes; Section 2 Election of officers shall be done during the 2nd Semester’s Last General

Assembly. Section 3 The election of officers shall be done with the usual way of nomination and

division of the house and to be headed by the out going officers. Section 4 In case of failure of election (no positions of CEO, Vice Presidents); special

election shall be called for not more than a month after the preceding election.

ARTICLE X ACCOUNTABILITY OF THE OFFICERS

Section 1 All officers of JPIA must be at all times accountable to the members of the

organization and serve them with utmost loyalty, responsibility, efficiency and integrity.

Section 2 Any elected JPIA officer may be impeached or suspended by the two-third (2/3)

vote of the justices through secret balloting excluding the subjected officer.

ARTICLE XI GROUNDS FOR SUSPENSION AND IMPEACHMENT OF OFFICERS

Section 1 The following are the ground for Suspension:

a. Three (3) successive absences in all kinds of meetings and programs without any valid reasons;

b. Display of behavior contrary to the Constitution and By-Laws of the Organization;

c. Disrespect to any adviser, officer and any member of the organization d. Involvement in any unjustifiable brawl, riot and trouble within and

outside the campus and such other acts considered inappropriate.

Section 2 The following are the grounds for Impeachment:

a. Gross neglect of duties; b. Any violation of this Constitution and By-Laws; c. Gross misconduct or any immorality within or outside the campus

bearing the name of the organization; d. Graft and Corruption; e. Bribery.

ARTICLE XII PROCEDURES FOR SUSPENSION AND IMPEACHMENT

Section 1 Any officer or member mat file and present proof of complaint against any

officer on the grounds provided by Article X and submit such to the set of officers for further verification and approval.

Section 2 The defendant shall be notified of the complaint against his/her and shall submit

a counter affidavit to answer the allegation filed against him/her within three (3) days.

Section 3 The defendant shall be afforded with public, speedy and impartial trial. Section 4 Public notice shall be afforded to the members of the organization. Section 5 The officers and advisers shall serve as justices of the suspension and

impeachment proceeding. The position of the Chief Justice shall be from the advisers. The advisers shall choose among their selves the Chief Justice.

Section 6 The place of the proceedings shall take place in the office of the organization or

other place as deemed appropriate.

ARTICLE XIII SUCCESSION

Section 1 In case of the CEO’s incapacity, death or permanent disability, resignation or

recall, he or she shall be succeeded by the Vice President for Acad. Section 2 In case of Vice President for Acad’s incapacity, death or permanent disability,

resignation or recall, he or she shall be succeeded by the Vice President for Non-Acad.

Section 3 The successor shall serve only the unexpired term of office.

ARTICLE IX SANCTIONS FOR NON-OFFICER MEMBERS

Section 1 Non-officer Members shall not be exempted from sanctions, the circumstances

and penalties are as follows:

a. Every absence in the meetings of the organization and non-participation in the programs and activities will be equivalent to a hundred peso fine;

b. Any member displaying behavior contrary to the Constitution and By-Laws of the organization shall be subjected to disciplinary action that shall be decided by the set of officers;

c. Disrespect to any adviser, officer, co-member of the organization shall be subjected to disciplinary action that shall be decided by the set of officers;

d. Members who have committed three (3) accumulated absences in the activities of the organization and have violated the provisions in the paragraphs b and c of this section shall constitute the grounds for declaring them members not in good standing.

ARTICLE X MEETINGS

Section 1 There shall be weekly meeting of the officers. The officers shall determine the

day, time and venue. Section 2 Special meetings of the officers and/or of the heads of the committees may be

called by the President as deemed necessary. Section 3 There must be at least one (1) General Assembly/General Assembly Meeting

every semester, the date of which shall be determined by the set officers. However, the set of officers may call for a General Assembly/General Assembly Meeting.

Section 4 No meetings/assemblies shall be valid without a quorum. A quorum for executive and special meeting constitute a fifty percent plus one(50% + 1) of the officers while the quorum for the General Assembly means the number of members present during the assembly, provided further that the quorum not be less than thirty percent(30%) of the population.

ARTIICLE XI FUNDING

Section 1 The JPIA shall enjoy fiscal autonomy in all its financial matters. Section 2 There shall be a membership fee of four hundred pesos (Php 475.00) per

semester. However, such may be changed upon the approval of the set of officers and adviser(s).

Section 3 To sustain the organization’s mission and vision, the JPIA officers may engage in

any legal income generating project or endeavor upon the approval of the adviser(s).

Section 4 All income generating project must be deliberated and approved by the majority

of the officers. Section 5 The JPIA General Fund must be deposited on the bank chosen by the adviser(s)

and officers and must bear the name Junior Phil. Inst. of Accountants. The General Fund shall be comprised of the membership fee, and such other fees duly approved by the body.

Section 6 Any disbursement of funds shall be accompanied by a resolution duly approved by the council and a disbursement voucher signed by the VP for Finance. Disbursement of funds shall be liquidated within thirty (30) days after the completion of the activity.

Section 7 All disbursement of JPIA funds must be audited by the VP for Audit. Section 8 If deemed necessary, contributions for any activity from the JPIA members shall

be allowed.

Section 9 The JPIA may borrow money from other sources only on legal term subject to the approval of the majority of officers and adviser(s).

Section 10 Donations for financial assistance may be extended to the member

organization/s only if deemed necessary and upon the approval of the officers and the adviser(s).

Section 11 No money shall be taken out from the JPIA funds except for the pursuance of its

projects and activities duly approved by the majority of the officers. Section 12 The adviser, the CEO and the VP for Finance shall be the signatories of the

passbook.

ARTICLE XII GENERAL PROVISION

Section 1 The JPIA shall adopt its official seal and logo. Section 2 All rights and duties of the students not mentioned in this Constitution and By-

Laws shall be recognized and respected by the JPIA, provided however, that such rights and duties are promulgated by competent authorities.

Section 3 The General Assembly shall be the highest policy-making body.

ARTICLE XIII RATIFICATION AND AMMENDMENTS

Section 1 The JPIA Constitution and By-Laws can be amended and revised upon the

proposal of any of the officers or upon the initiative of the members of the organization duly approved and verified by the two-thirds (2/3) vote of the officers.

Section 2 Officers duly suspended or impeached shall be counted in the two-thirds (2/3)

vote approval of the officers as specified in the Section 1 of this article. Section 3 Amendments and revision of the Constitution and By-Laws shall be through

Constitutional Convention. Section 4 The members of the ConCon shall be the members of the organization and the

two elected representatives from every year level that will serve for such purpose.

Section 5 The members of the ConCon shall elect from among themselves a Presiding Officer.

Section 6 Any amendment to or revision of the Constitution and By-Laws shall only be

approved by the simple majority vote of the members present during the conduct of the ConCon.

Section 7 All approved amendment to or revision of the Constitution and By-Laws shall be

submitted to the organization’s adviser(s) for suggestion.

Section 8 If the adviser(s) have suggestions such will be sent to the members of the ConCon for approval. Such suggestions are subject to the approval of the simple majority of the members of the ConCon. If members of the ConCon decline such, the approved amendments and the revisions of the ConCon shall remain the same.

Section 9 All approved amendments or revisions of the Constitution and By-Laws shall be

ratified by the two thirds (2/3) vote of the total population of the organization. Section 10 Two-thirds (2/3) vote shall be determined through the affixed signatures of the

members of the organizations for the ratification. Section 11 Incapacitated, deceased or members not in good standing shall not be counted.

ARTICLE XIV EFFECTIVITY

Section 1 This Constitution and By-Laws shall take effect immediately upon the

ratifications of the members of the organization as provided by Section 9 of Article 1 of this Constitution and By-Laws.