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This document was drafted by Cultural Committee 13-14 and approved by the Dean on 24
th
of April, 2014
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The Secretary Panel (I)

1. Every Club will have their own Secretary Panel which will consist of
- One Secretary
- Four Assistant Secretaries
- 1 Freshman Coordinator

2. Every Club should have their own Faculty Advisor.

3. The names of the duty helpers in Secretary Panel should be refereed as the same as in
constitution (Secretary, Asst. Secretary) and cannot be changed without the consent of the
Cultural Committee.

4. No new Position shall be created within the club without the consent of the Cultural
Committee.

5. No two clubs can have the same Faculty as their Faculty Coordinator.

6. The start of every April will mark the end of the tenure of the Secretary Panel.

7. New Secretary Panel should be formed by the 1st week of April.

8. Freshmen Coordinator should be selected within 3rd week of Monsoon Semester.

9. The New Secretary Panel follows the Event Calendar till May as created by the previous
Panel.

10. The New Secretary Panel forms the Event Calendar from July to next July for which the
budget will be passed.

11. Clubs budget should be proposed to the Cultural Committee after duly approved by the
Faculty Advisor.


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Formation of New Club (II)

1. No new clubs will be entertained in the same area of Department.

2. Idea Proposal for new Club should be submitted to the Cultural Committee which will
proceed for the same with the consent of the Dean.

3. The proposal of a new club has to be submitted at the commencement of the Academic
Year. No new club will be introduced in the middle of the Academic Year which may affect
the budgetary allocation.

4. If any new club fail to gather enough support in the first three months, then the club shall
be dissolved by Cultural Committee if no new Secretary Panel is interested to take charge.


General Club Rules (III)

1. Every Club should have framed their own Rules & Regulations with respect to their field
by the first month of the elected Secretary Panels tenure which should be approved by
the Faculty Adviser. However the general rule should follow the overall spirit of the Club
Constitution.

2. Members list should be mailed to the Cultural Committee by the 3rd week of every
Monsoon Semester.

3. The Secretary Panel should have a meeting at least once every month with the members.

4. At the end of every month, every Club is supposed to submit their recent reports along
with the expenditure details. Without the report, no new financial expenditure request
will be accepted.

5. If the Club fails to send in reports about events/meetings for consecutive two months
irrespective of academic schedules will be considered inactive and thus the Cultural
Committee has the right to dissolve the club. However, at the request of a New Secretary
Panel, interested to take charge and are also welcomed by the members, the Club could
be allowed to continue wherein the decision lies in the hands of Cultural Committee.

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6. In case of any disagreement among the Secretary Panel, the Cultural Committee have the
right to involve themselves.

7. Every student except the organizers of the event are allowed to participate in Intra
College Events.

8. Prize distribution of each event should be finished within one week from the date of
result.

9. No Cash prizes are allowed for Intra College Events.

10. Budget sanctioned should be utilized properly or else the balance budget maybe
sanctioned to the other Club in the need.

11. If 3/4th of the members of the Club want to change/dissolve the members of the
Secretary Panel, the Cultural Committee shall take up the issue with the Dean and upon
his consent take necessary actions.

12. Only the members of each Club has to right to vote among the club for any changes.

13. If any Club fails to respond within the mentioned time for any emergency issues as
requested by the Cultural Committee, implies that the decision making authority falls in
the hands of the Cultural Committee and the Club has no right to interfere.

14. Requirement of things like Room allocation, etc. will be done only if the Club approaches
the Cultural Committee at least ten days prior to the event.

15. The Secretary Panel are not allowed to participate in any Intra College Events organized
by their respective Club.

16. Selection of teams for Inter College events should be consented by Faculty Coordinator
which shall be assisted by the Secretary Panel.

17. Every student gets only six days* of condonement for participating in any Inter College
Event in an Academic Year. *(To be confirmed with VC)

18. List of students to be sent for Inter College Event should be sent to the Cultural
Committee for the official approval one week before the last date which registers the
club for respective event.

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19. The participation of any team for Inter-College Event requires prior permission of the
Dean through the concern Faculty Advisor and the Secretary Cultural.

20. One member of the Cultural Committee is allowed to accompany the team sent for Inter
College Events.

21. Any Amendment in the Constitution shall be proceeded only with the consent of
Previous Cultural Committee and the approval of the Dean.

22. No member of the Secretary Panel of the Clubs is allowed to be a part of Cultural
Committee.

23. No student is allowed to be a part of more than one Secretary Panel.

24. No individual is allowed to hold or contest for the post of Secretary for more than one
tenure for a particular club.

25. One can hold the position of Assistant Secretary for a period of two tenures for a
particular club.

26. Assistant Secretaries are allowed to contest the position for Secretary.



- Every Monsoon Semester may have one Intra College Cultural Festival.