IEEE UET PESHAWAR CONSTITUTION

7/29/2019 IEEE UET PESHAWAR CONSTITUTION

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IEEE UET- PESHAWAR

CONSTITUTION & CODE OF CONDUCT

Article I

NAME OF THE ORGANIZATION

The name of this organization shall be the Institute of Electrical and ElectronicEngineers (IEEE) University Of Engineering & Technology Peshawar StudentBranch.

Article II

PURPOSE

Purpose shall be the dissemination of knowledge of the theory and practice of allaspects of Electrical and Electronics Engineering. The Institute of Electrical andElectronic Engineers (IEEE) is a international Electrical Engineering organizationfor university students. Members of IEEE are students with academic and careergoals. The IEEE UET - PESHAWAR chapter strives to make our students

competitive in their academic endeavors as they proceed towards the corporateworld. We promote leadership, social interaction, exchange of ideas, teamwork

projects, mentorship, and service to our members as we emphasize thedevelopment of intangible skills of every member.

Article III

Section-1

OFFICERS

The officers of this organization shall be a President, Vice President, Secretary,and Treasurer. President will appoint officers for different responsibilitiesaccording to the requirement of the society.


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Section-2

POWER OF THE PRESIDENT

The decision of the President will be final. He/she is authorized to issue or cancelmembership of any student member . If all the team members feels at any timeduring the tenure that President is not performing his/her duties honestly ,they canremove the President by showing no confidence of 2/3 majority to the BranchAdvisor for the re-elections.

Section-3

QUALIFICATIONS

The qualifications for officers nominated & elected for this organization shall be:

1. A student of UET Peshawar.2. A minimum grade point of 2.0.3. Should hold IEEE International Membership.4. To be elected office bearer the individual must be a distinguished member.5. Students with good moral and ethical background.6. President & Vice President will be from the final year.7. General Secretary will be from the third or final year.8. Treasurer will be from the third year .9.No gender discrimination.10.Self nomination for positions is allowed.11.Current officers can run for re-election.12.All nominated candidates shall submit a statement stating their qualifications

and plans by an indicated deadline.13.Elected officers can hold only one position and on vote .


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Section-4

RESPONSIBILITIES

PRESIDENT

As the executive officer of the branch, the President is the key to promote effectivestudent leadership. The President is responsible for the overall management of all

branch affairs.

DUTIES

Preside at all meetings of the branch. Communicate frequently with other officers. If unable to attend any meeting requiring the branch Presidents attendance,

appoint a member to represent the branch.

Arrange for the election of Officers on a calendar year basis . Supervise the performance of other officers. Represent the student branch in relations with other organization. Ensure smooth transition of information and materials to newly elected

officers.

VICE-PRESIDENT

The Vice President always shares the workload of the President. This officer shallfrequently oversee committee responsibilities and effectiveness.

DUTIES

Perform all functions of President in the absence of the President or uponrequest.

Chair all committees and report the President. Organize field trips or special events. Assist the President in following up on assigned committee responsibilities. Set up the board meeting agenda. Maintain constant communication with the members.


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GENERAL SECRETARY

The Secretary maintains all the branch records and supplies for the branch

DUTIES

Be responsible for all branch correspondence. Promote the benefits of IEEE membership to fellow students. Arrange for an orderly transfer of all branch records to the incoming

secretary.

Prepare the necessary reports for IEEE Student Services.TREASURER

The treasurer is responsible for maintaining the financial accounts of the branch.Since final approval of a project may depend on the finances available, it isimperative that all records be kept current and as accurate as possible. Alltransactions must be approved by the President.

DUTIES

Maintain the appropriate branch accounts. Prepare the Financial Statement . Oversee all fundraising efforts. Fill out and file the necessary paperwork for funding request .

The duties for the officers appointed for the year2013-14 are described below ;

A.The duty of the Assistant General Secretary is to share the burden ofGeneral Secretary. His/her job is to execute all the activities of the societyalong with GS. In the absence of GS he/she will perform the duties of GS &

play role in decision-making as well.B.The duty of the Office Manager is to manage all the meeting agendas ,

meeting minutes etc. His/her core duties will be handling the file work anddocuments . He/she will report directly to the President and will work in co-ordination with the Documentation Officer.


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C.The duty of the Web Officer & Blog Admin is to design posters ,videos,forms of all the events .His/her duties includes to manage and update

website and blog of our branch. He/she will report to directly to thePresident.D.The duty of the Data Base Officer is to keep all the data of alumni of our

branch. He/she has to collect the information like emails, contacts etc of allthe students enrolled in Electrical Engineering UET- Peshawar. Once the

branch needs information of any student , he/she has to respond within 24hours. He will report directly to the Vice President.

E. The duty of the Public Relations Officer is to create awareness about IEEEin UET. He/she will manage all the banners, flyers etc of all event and willhelp all students about the event details. Also, he/she has to develop

relationships with all the societies of UET- Peshawar and will do positivelobbing for our branch.

F. The duty of the Documentation Officer is to write, compile & manage allthe documents of the society in formal English. He/she will work in co-ordination with the office manager and will report to the Vice President.

G.The duty of the Dcor Officer & Notice Board In charge is to decorate,manage and update IEEE Notice Board (Near Lecture Theater).She/he will

be responsible for all pre-event decoration .She will report directly to thegeneral secretary and GS will take her advise on all issues related to her

expertise.H.The duty ofMedia Officer is to cover all the events under the banner ofIEEE UET.He will be the advisor on the all the issues related to MEDIA. Hewill report directly to the Treasurer. He will hand over the media data to theBlog Admin for the update within one week after any activity.

I. The duty ofCreative Officer is to give innovative ideas about how to makean event successful .She will work in co-ordination with Decor Officer andBlog Admin .She will play her role in designing the society blog moreunique and attractive. She will report directly to the GS.

J. The duty of the Marketing & Publicity Officer is to publicize all the eventsamong the students and faculty members. He/she will play key role inmaking marketing & publicity strategies and will report directly to theTreasurer.

K.The duty ofInternal Affair officer is to assist Treasurer and Vice Chair inorganizing the events and activities. He will be responsible in organizingtrips, bookings of halls etc.


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L. The duty ofActivity Co-coordinator is to brainstorm and conduct activitiesduring all the events. She will assist Event Management Officer during all

events. She will report directly to the president.M.The duty ofMembership Development Officer is to spread the message ofIEEE -UET Peshawar among the students of UET.He will provideinformation regarding membership. He will be responsible to distribute

promotional stuff among the students. He will report directly to thePresident.

N.The duty of Web & Blog Manager is to update the blog with the recentarticles and news of the society. He/she will work in coordination with theBlog Admin and will regularly update the blog with the reports of the event.He/she will report directly to the President.

O.The duty ofLiaison & Alumni Co-coordinator is to co-ordinate with thealumni .He will co-ordinate with the industry persons , faculty , CareerDevelopment Center , Embassy's and administration of the University uponthe request of the President or Vice President.

P. The duty of the Event Management Officer is to plan, control and manageall the events. He will brief the President before and after all the events &will report about the performance of individual members after the event. Hehas the power to give responsibilities to any member during the event andmembers will follow his orders. He will be continuously in contact with the

Vice President.

Section-5

NEWSLETTER COMMETTIE

News sharing is the most important need of modern era so IEEE think tank decidedto issue a newsletter (minimum 40 pages) by the end of every session/year. Thisnewsletter will be E-Newsletter. However, and hopefully if team manages toarrange funds, they must publish the letter. Team includes minimum 3 members

(not necessarily members of executive committee ) lead by the Editorial Board .This board will hold all the responsibility of managing the stuff for the newsletter .However, if the committee needs any expert opinion or guidance the president isresponsible to facilitate them .This committee will work in co-ordination withmedia & blog officers and will report directly to the President.


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Section-6

RESTRICTION

No member is to allowed to hold dual posts in this society. No office bearer isallowed to hold any key position in any other society during the same tenure.He/she has to keep one post in a calendar year. It's up to him/her to decide but ifhe/she keeps the post of any other society in our campus , President reserves theright to assign his/her responsibilities to any other valued deserving member.However, there will be no effect on his/her membership.

Article IV

MEMBERSHIP

Membership in the UET- PESHAWAR chapter of IEEE is open to anyoneinterested regardless of race, creed, color, national origin, or sex. Non-members aswell as non-students are ineligible to vote. Membership will be application based.Applications must be turned in by the application deadline to be eligible formembership during that semester. If the application deadline is missed, studentsmay apply the subsequent semester.

A distinguished memberof IEEE is an individual who expresses a great interest inthe development of themselves and the UET PESHAWAR chapter of IEEE. Thesemembers play their role in the decision making , help in activities and hold

positions in the society . These members pay their annual dues, acquire 3 pointseach semester and will be considered in the annual elections to lead the society.

An associate memberof IEEE is an individual who shows an interest in the IEEEchapter at UET PESHAWAR. These members attend all the events and activities

performed by the society. These members will not be part of the committees and

top leadership but they will be volunteers in the society. They pay their annualdues, acquires 2 points per semester and they will be considered in the elections tolead the society on their performance.

An inacti ve memberis an individual who is interested in electrical engineering.


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Article V

DUES

Dues for this organization shall be established each year at the first officer meetingof the fall semester. Membership dues varies each year and every member has to

pay his/her dues otherwise his/her membership will be cancelled and will berenewed after the submission of the dues along with Rs/- 500 fine.

Section-1

INTERNATIONAL MEMBERSHIP

The full year IEEE International membership fee covers membership fromJanuary 1st through December 31st. This fee is charged when the application issubmitted between August 16th of the prior year and February 28th of the currentyear. If an application is submitted between March 1st and August 15th, it willautomatically be processed for half of the annual membership fee of $20, whichcovers membership through December 31st. Full year dues are $30.

Section-2

CHAPTER MEMBERSHIP

Dues for the Chapter membership is Rs/- 500 per semester for the year 2013-14and it has to be submitted to the Treasurer by the end of September. However, duescan be changed each year by looking at the society need after the approval ofBranch counselor and Branch President.

Article VI

MEETINGS

The branch shall hold regular and special meetings at such place and time asdesignated by the Executives, with the minimum of 2 meetings per semester . Thenew committees shall start planning out the events and the activities duringsummer quarter in order to prepare for the academic year.


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Meetings will be headed by the President. The agenda of the meeting should beemailed along with the invitation and minutes after the meeting.

Article VII

ELECTIONS

Section-1

TRANSITION OF POWER

The elections of this organization shall be held in the last general meeting of eachspring semester (16th week) . Vacancies of any office shall be filled at the nextmeeting occurring at least one week after the vacancy has been announced. Theterm of office for all officers shall be one year. A two-thirds majority of themembers voting shall elect the officers of IEEE. Only international membershipholders & executive committee members will vote in the elections. Everyone willcast one vote for a vacancy.

Current Brach President will be the chief election commissioner, his decisions willbe final. All the process will be done under his supervision and shall be directed by

the outgoing board of officers. Existing President will hand over the charge tonewly elected team and will make sure peaceful democratic transition. A copy ofthe minutes of the meeting that documents the election results by actual count shall

be placed on file as a record.

Section-2

SPECIAL CASES

In order to have a direct connection with entry-level students, the Freshmen

Representative position shall be reserved for freshmen status candidate. If avacancy occur in any office, it shall be filled by appointment of the remainingofficers. President reserves the right to appoint any member of IEEE anytime tohold the responsibility of a specific task/project or committee.


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Article VIII

BRANCH ADVISOR

The advisor shall be an IEEE member teaching electrical or electronics engineering& by the recommendation of the student members of the Branch. The facultyadvisor shall be charged with promoting the welfare of IEEE UET - Peshawarcampus particularly in matters relating to student activities.

Article IX

QUORUM

A quorum for this organization shall be 1/3 of the voting membership.

Article X

VIOLATION OF RULES

The actions and opinions of this organization do not necessarily reflect those of thestudents, faculty, or Administration of University of Engineering &Technology

Peshawar. However if any member is involved in any unethical, immoral activity,or if he/she violates laws of IEEE UET PESHAWAR than his/her membershipwill be cancelled and will never be renewed again.

Article XI

BY-LAWS

A by-law may be passed at any regular general meeting of the organization by amajority vote (2/3) of those in attendance provided a quorum is present.


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Article XII

REPORTING

Every member has to report in writing to the President by twice a semester. Thisactivity will help the President to know about the individual role played by allvalued members.

Article XIII

WOMEN IN ENGINEERING (WIE)

From the year 2013 WIE will be an independent body in our branch. All women inIEEE will automatically be the members of WIE .WIE will promote the culture ofvolunteerism among the female students in our branch. They will work for womenempowerment in our branch.WIE can also promote the concept of Women inEngineering in Girls colleges of Pesahwar.WIE chair will discuss all of their planswith the President but she will be independent in finalizing her decisions & willhold the right to do any organizational changes in WIE setup whenever she feels.

Article XIX

PARTNERSHIPS

After consultation with the executive committee members and analyzing the need& demand, IEEE UET-PESHAWAR will sign contracts in the form of MOU's withany non-profitable organization or on share basis with any profitable organization.

Article XX

AMENDMENTS

This constitution may be amended in any way provided that a 2/3 majority vote ofthe current voting members present at any general meeting contingent on theapproval of the existing President.


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CONCLUSION

I have taken efforts in writing this document. It would have not been possible

without the kind support and help of many individuals. I would like to extend my

sincere thanks to all of them.

This document highlights the basic organizational structure of IEEE UET -

PESHAWAR for the years to come. This document answers all the basic questions

& queries that are in the mind of any member of IEEE, from the roles and

responsibilities of each and every member up to the membership dues, and all the

aspects of society's structure are mentioned in this document.

Nothing is perfect in this world so I would appreciate all the suggestions from any

side regarding this document .We will make all necessary changes after the

approval of our committees.

I hope all the respected members, after taking their respective oath for performing

their duties, will sign this document and will follow the code and conduct as

written in this document.

BILAL ASGHAR FAROOQI

PRESIDENT'13

IEEE UET - PESHAWAR

Documents

IEEE UET PESHAWAR CONSTITUTION