Ordinanc

Ring
Of

Career Guidance Unit

Do Something
You Love

Career Guidance Unit

University of Ruhuna

1. Name of the society

The society shall be called The Ring of Career Guidance Unit, University of
Ruhuna, Matara which shall be abbreviated as Ring of CGU.

2. Aims and Objectives

Organizing programs that enhance the soft skills of the students.

Giving the support for the Career Guidance Unit in spreading out career

guidance activities and their benefits among the university student community.
Clearing the path for the students in making a strong network with the

business community.
Building up a strong inter personal relationship among the students of all the
faculties.

3. Independence
Career Guidance Student Society will function independently from all the other
societies, unions, associations and clubs.
The members of the club are not allowed to promote any political mission related to
country or student politics within the framework of the society. Therefore, all the
society activities should be independent from political activities of the members.

4. Membership

Student Membership
The students who are registered and engage in the Career Guidance Program (72hr) of
all the faculties of University of Ruhuna, will be given the membership of the society
by paying Rs 100/= For a one year period.

Renewal of Membership

5. Office Bearers

All office bearers are selected from the students who have registered for the Career

Guidance course in the university.

And the registered students have the voting right.
Patron: The patron should be the Career Counselor of the Career Guidance Unit of

University of Ruhuna.
Senior Financial Officer :Should be a senior lecturer (Faculty Advisor)
Senior Editor: Should be a senior lecturer
Office Bearers: The office bearers mentioned below will be elected by the members
of the society at the annual general meeting which is expected to be held at the
beginning of the each academic year.
Chairman
Chief Executive Officers
Secretary
Assistant Secretaries
Assistant Finance Officer
Assistant Editor
Other Executive Officers

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6. Selection of Office Bearers

The Chairman
a. Should have completed minimum 75% of the Soft Skills Course.
b. Should be a 2nd year or 3rd year student.
The Chief Executive Officers
a. Should have completed minimum 60% of the Soft Skills Course.
b. Should be a 2nd year or 3rd year student.

The Secretary
a. Should have completed minimum 60% of the Soft Skills Course.
b. Should be a 2nd year or 3rd year student.
Junior Financial Officer

a. Should have completed minimum 50% of the Soft Skills Course.

b. Should be a 2nd year, 3rd year student.
Junior Editor
a. Should have completed minimum 50% of the Soft Skills Course.
b. Should be a 2nd year, 3rd year student.
Other Executives Officers
a. Should have completed minimum 50% of the Soft Skills Course
b. Should be a 2nd year or 3rd year student
c. Special Skills will be an additional advantage

7. Executive Committee

The executive committee comprises of all the office bearers and over 60% of
the office bearers should be present for an executive committee meeting to be

conducted.
The executive committee can make decisions on important and urgent matters.
There are no limitations on the number of meetings of the executive

committee.
The executive committee should take decisions at the meetings by a majority
vote. Any member of the society can question these decisions and its needs to
be formally informed by a letter addressed to the secretary of the society.

8. Composition of the Meetings

Minimum attendance for general meeting of the society should be of the

members.

9. Cessation of Membership

Resignation from any post can be effected at any time by an office bearer by
writing a letter to the secretary of the society, giving one month notice.

The executive committee can make decisions on other executives if anyone of

them did not attend to three meetings continuously without any pre
notification.

10.
The duties and the responsibilities of office
bearers

All the office bearers of the society should be honest and should work to fulfill
the objectives and aims of the society. No office bearers can work against the

constitutions of the society.

Offices of all office bearers will be valid only for one year. It is the duty of the
incumbent chairman to hold an annual general meeting within the first three
months of the year and select the office bearer for that year.

Patron

Patron may advice the office bearers and the society whenever necessary.

Members of society also can seek advice at any time.

It is the responsibility of the patron and office bearers of the society to ensure
smooth functioning of the society at all times.

Chairman

Chairman should be able to win the cooperation of all office bearers at all

times.
Chairman should be able to lead the office bearers and members of the society.
Chairman should preside over all the meetings.
Chairman shall be excluded from voting at any General, Special and Executive
meeting of the society unless the vote is ties, in which instance the President
shall cast the decided vote.

Chief Executive Officers

Secretary

Should act as the Chairman in the absence of the chairman.

Should perform all the activities stipulated by the chairman.
Should help the chairman in all matters pertaining to the society.

The issue of notice for the Annual General Meetings, Special General

Meetings of the Executive Committee.

The preparation, circulation, presentation and maintenance of the minutes and

records of all meetings.

The circulation of the agenda and/or minutes of meetings, not less than 14

days prior to such a meeting.

The maintenance of the membership registers of the Society.
The Secretary shall convene a special meeting of the Society at the written
request of not less than twenty five members or in the request of the Executive
Committee, not later than thirty days from the date of the receipt of such

notice or order.
The Secretary shall prepare and present and annual report of the activities and
programs of the society at the Annual General Meeting.

Senior Financial Officer

All funding should be controlled with security and protection of the senior

financial officers.
The senior financial officer should advice the junior financial officer on the

preparation of financial reports and statements.

If there are any mistakes or incorrect cash transactions, he/she should inform
the office bearers as early as possible or should be presented to the executive

committee of the society.

All money should be deposited in a state bank in a state bank (decide at the

annual general meeting of the society) under the name of the society)
The sum of 2000/= rupees can kept with the senior financial officer as pretty
cash.

Junior Financial Officer

Should take responsibility for all money transactions of the society under the

guidance of the senior financial officer.

Should be responsible for all the expenses of the society to the university and

the senior financial officer.

At the end of every academic year, he should present a yearly budget.
Should present a comprehensive budget to the senior financial officer at the
end of every event.

Senior Editor

Should advice and encourage the junior editor to produce quality publications
for the benefit of members and the undergraduates of the university of
Ruhuna.

Junior Editor

Should maintain regular publication of magazine, newspapers, E-letters and

any other publications for the benefit of the society, with the approval of the

senior editor.
Editor may seek advice and help from the executive committee at any time.

Committee Members

Should inform the comments and suggestions of all the students before the

committee gathers.
Should give the maximum cooperation for all the activities organized by the
society.

11.

Cash Maintenance

All society money should be deposited in a state bank account maintained

under the societys name. However, allocated petty cash money can be kept

with the senior or the junior financial officer for recurrent expenses.
Money can be withdrawn with the consent of the senior financial officer only.
Two signatures should be necessary to withdraw money from the bank. One of
the signatures should be the senior financial officer and the other signatory
should the junior financial officer or the chairman or the secretary of the

society.
Resignation of the senior financial officer, junior financial officer and the
chairman should be informed to bank as soon as possible. When chairman post
is not vacated, the chairman is duty bound for performing this task and

otherwise patron is responsible for informing the bank about the resignation.
Either the chairman or secretary should inform the bank as soon as new office

bearers are selected.

The names of the newly appointed senior financial officer, junior financial
officer, the chairman and secretary and the names of the students who

proposed and seconded should be sent to the bank with copies of the resigning

letters of the office bearer, if applicable.

It is necessary to inform the bank about the resignation and new appointments

within a week.
Previous years budget and New Years estimated budget should be accepted
third majority. Unless otherwise these are passed by a 2/3 majority, the budget

will be considered invalid.

After confirming the budget estimated, it should be posted on the notice board.
Any member or an office bearer of the society should not be involved in
money transactions either with the members, or outsider organizations without

the consent of the executive committee.

Office bearers are prohibited from making any kind of commissions and

receiving presents from the society dealings.

Budget reports and all the other cash records should be audited by an auditor
appointed by the society who may not be a member of the society, if this task
is not formed by a person authorized by University of Ruhuna.

12.

Annual General Meeting

The AGM should be held within the 1st semester of each academic year,

preferably within the first four weeks.

The incumbent secretary should inform all the members, at least two weeks

before the proposed date of the annual AGM, by email and general notices.
If there are any amendments of the constitution, it should be informed two
weeks before the AGM by the secretary of the society and it should be passed
by at least 2/3 votes of the members present at the annual general meeting.

13.

Special General Meeting

Special General Meeting should be called upon by the secretary when a

request made by the chairman, a requesting letter is given by at least 15

members, or on the decision of the executive committee.

The society can have any number of Special General Meetings in the academic

year but should be kept to a maximum.

In a Special General Meeting no other matters except the matter of concern
should be taken up.

14.

Declaration

All members of the society are abided by the constitution.