THE CONSTITUTION OF THE PETROLEUM ENGINEERING STUDENTS

ASSOCIATION (P.E.S.A)

UNIVERSITY OF DODOMA-2013

2013

Petroleum Engineering Students Association (P.E.S.A) Constitution 2013-UDOM Page 1

The following are the official version of the constitution of the Petroleum Engineering
Students Association University of Dodoma of 2013

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 PREAMBLE

Whereas we, the petroleum engineering students of the University of Dodoma, members of
the Petroleum Engineering Students Association have firmly and solemnly resolved to revive
and lay the foundation of a new democratic Association based on alliance, transparency
equality and solidarity.

DETERMINED to build an organization that will work with/for the petroleum engineering
students in order to improve their ability to engage in matters pertaining to oil and gas in an
impactful and accountable manner.

CONVINCED of the importance of having an organization that directly enhances technical

knowledge among our members to improve the livelihoods and opportunities of petroleum
engineering students.

ENSURING that the members of the association have a voice in oil and gas affairs and play a
key role in development efforts by working with the government and other policy makers
towards policy formulation and practice.

CREATING competency for the association members in all aspects of the oil and gas industry
in the country.

Now THEREFORE, this constitution of the Petroleum Engineering Students Association is

enacted by constituent committee and ratified by the members of the general assembly for
and on behalf of all members of the Association at the University of Dodoma for the
purpose of building the association and ensuring it is governed by well-defined principles.

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TABLE OF CONTENTS

Preamble

Part I

Preliminary provision

01. Name and character of the association

02. Office and address
03. Logo and stamp of the association
04. The mission
05. The vision
06. The language and correspondence

Part II

07. Goals and objectives of the association

08. Functions of the association

Part III

09. Membership and admission of members

10. Application for membership
11. Termination of membership
12. Duties of members
13. Rights of members

Part IV

14. Finance

Part V

15. General Assembly

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 Part VI

16. The executive committee

17. Functions of the executive committee
18. The chairperson
19. The role and function of the chairperson
20. The Vice Chairperson
21. General secretary
22. Programme coordinator
23. Director of planning and finance
24. Assistant director of planning and finance
25. Director of marketing and publicity
26. Assistant director of marketing and publicity
27. Class representatives
28. Termination of leadership
29. Tenure of the office

Part VII

30. Patron or matron

Part VIII

31. Miscellaneous interpretation

32. Amendment procedures

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 PART 1

PRELIMINARY PROVISION

1. NAME AND CHARACTER OF THE ASSOCIATION

1) It is hereby established a local grassroots level ,non-governmental independent, non-
profit, non-political and voluntary association of the students to be known as
“Petroleum Engineering Students Association of the University of Dodoma” here in
after referred to as the association
2. OFFICE AND ADDRESS
2) The association shall have a working headquarters office at the university of
Dodoma and its postal address shall be;
P.O BOX 259
UNIVERSITY OF DODOMA
EMAIL:
WEBSITE:
3. LOGO AND STAMP OF THE ASSOCIATION
3) There shall be an official emblem indicated in the first schedule of this constitution
and official stamp to be used in all association business that shall be approved by the
committee.
4. THE MISSION
4) To initiate and support petroleum students to acquire competitive knowledge and to
create awareness on new innovations in the petroleum industry.

5. THE VISION

5) To participate and engage in resolving the challenges and problems facing the
petroleum industry nationally and globally.

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 6. LANGUAGE AND CORRESPONDENCE

6) The official language of the association shall be either English and or Kiswahili for the
purpose of efficient discharge of the functions of the association and communication
shall correspond with association shall be channeled through the chairperson and or
secretary general office through contacts that may be provided from time to time.

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 PART II

7. GOALS AND OBJECTIVES OF THE ASSOCIATION

1) Goals and objectives of the association shall be;

a) To build a professional bond between member students and the oil and gas industry.
This will prepare students to succeed in an energy industry that is evolving in
Tanzania.

b) To expand the knowledge of students through improving their ways of studying this
can be from both theoretical and practical trainings to more ways such as having
external guest lecture programs in collaboration with Oil and Gas Companies as well
as students from other Universities through exchange programs.

c) To facilitate and ensure availability of academic materials for the Petroleum

department by building strong relationships between the Association and Oil and Gas
stakeholders who can facilitate Petroleum related academic materials.

d) To raise the standards of students, Petroleum department and college through

initiating and supporting social, technical and career events that can provide
competitive knowledge and create awareness on new innovations in the Petroleum
technology in the country.

e) To expose students to opportunities and benefits for their professional development

through exposure to Societies and associations such as the Society of Petroleum
Engineers (SPE) and the American Association of drilling engineers, through
interacting with members both in the academics and industry.

f) To develop students’ organizational and networking skills by participating in various

association activities.

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 g) To increase awareness and closeness of members by conducting dialogues that will
help in finding out solutions to problems and challenges facing the petroleum
industry.

8. FUNCTIONS OF THE ASSOCIATION

(1) The functions of the association will be as follows;

a) Petroleum Engineering Students association while fulfilling its goals and objectives
shall involve in conducting various guest lectures by inviting personnel from the oil
and gas industry and organizing student exchange programs
b) Organization of industrial visits and seminars
c) Collaborating with different stake holders in the oil and gas industry in the
preparation and hosting of conferences at the University
d) To impart knowledge to the general public by organizing awareness trips to provide
education to Tanzanians on the benefits of having Gas and Oil in the country.
e) To conduct training and induction to new members
f) To initiate direct delivery and implementation of association activities through mass
media, internet network services and other networking services.
g) To mobilize and collect funds ,fees so as to carry out its function and achieve its goals
h) To perform any other duty incidental or consequential to the activities of a civil
association.

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 PART lll

9. MEMBERSHIP AND ADMISSION OF MEMBERS

(1) Membership of the association shall be open to any petroleum engineering

student registered in the university of Dodoma who is physically and/or
mentally fit, provided he or she applied ,approved and paid the prescribed
registration fees and other dues
(2) The association shall have three categories of membership
a) Student membership : shall be open to any petroleum engineering
student registered as student of the university of Dodoma .if he or
she meets the conditions prescribed in(1) above
b) Associate membership: shall be open to the university of Dodoma
staff
c) Corporate membership; this type of membership shall be issued to
non-student in furtherance of association goals and objectives.
Corporate membership shall be granted to personnel, group of
persons, stakeholders in the oil and gas industry, financial
institutions, higher learning institutions and partners.
(3) Any student or person shall continue to be a member of the association even
after completing the course and graduate however shall cease to be
entitled to rights as provided under this constitution and shall continue to
participate in association activities as the association deem fit from time to
time
(4) Any member who fails to comply with provisions related to membership of
the association shall automatically not be entitled to the rights
enumerated under this constitution.
(5) Any academic staff at the university of Dodoma who shall be granted an
associate membership, however Corporate members are not contest and
shall not affect the quorum of the association meetings

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 10. APPLICATION FOR MEMBERSHIP

(6) (a)students or any other person wishing to become members of the

association under any categories shall apply to the association by filling
membership registration form
(b) Subject to the terms and conditions set by the association, the
committee may approve the membership applied.

11. TERMINATION FOR MEMBERSHIP

(7) Any person /student shall cease to be a member if he/she;
a) Dies
b) Resign in writing
c) Violates the provisions of this constitution
d) Fails to participate in the activities of the association without the
known reasons
e) Fails to pay membership subscription fees without justification or
reasonable cause for a period of twelve (12) months.
f) When it is proved that, he/she is involved in theft of association’s
assets and properties.

(8) No member shall be expelled from the association except the decision is firstly
presented to and discussed by the committee and approved by not less than two-
thirds majority of the votes in the assembly.

(9) The committee shall call and listen to any complain of the member who has
violated the provision of this constitution to expel him or her from membership of
the association.

12. DUTIES OF MEMBERS

1. Every member of the association shall have a duty to pay a subscription

fees of membership

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 2. Every members shall have the duty to attend meeting called by the
association
3. Every member shall have the duty to observe and abide by this
constitution
4. Every members shall have the duty to participate in all association
activities
5. Every member shall have the duty to protect and preserve the sanctity
of the association constitution and good image of the association.
6. Every member shall have the duty to respect his/her leaders and
decision reached by association’s meeting
7. To honor the decisions of the association and observe confidentiality.

13. RIGHTS OF MEMBERS

1. Every member has the right to participate at annual general meeting and vote.
2. Every member shall have a right to vote and be voted at the association
elections
3. Every member has the right to participate in association activities as provided
under this constitution
4. Every member shall have a right to express his/her views or opinions
5. Every member who has paid his/her subscription fee(s) shall have a right to
question ,be informed and inspect the records of the association as provided
under this constitution.

PART IV

14. FINANCES
1. The income of the association shall be delivered from member contributions,
dues, grants, donations, fund raising activities and from other sources
approved by the council.
2. The income and properties of the association, whatever its source ,shall be
used solely towards promotions of the objectives of the association
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 3. The fund of the association shall be kept in the bank account at the bank
operated at any place agreed and approved by the committee
4. There shall be three signatories of the association of which two of them shall
have power to draw funds from the account to pursuit the association
activities ,and that ,the signatories shall be the association chairperson
,general secretary and treasurer (director of finance and planning)
5. The association accounts shall be audited annually, in accordance with the
audited manner as suggested by the assembly. Any member of the
association shall have a right to ask for audited financial report in order to
clear for any doubt.

PART V

15. GENERAL ASSEMBLY

8(1) there shall be a general assembly of the members of the association that shall be the
governing body of the association.

(2) The assembly shall be composed of the following membership;

a) Student members
b) Associate members
c) Corporate members

(3) The assembly shall regulate its own procedures and arrange matters to be discussed as
presented by chairperson

(4) The assembly of the association shall meet at least twice per semester under the
association chairperson

(5) The assembly shall have to review all day-to-day activities and programs conducted by
the association

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(6) The assembly shall be a supervisory organ of all activities and programs conducted or
which are to be conducted under the umbrella of the association

(7) The decision shall always be made based on simple majority of all members present at
the meeting.

PART VI

16. THE EXECUTIVE COMMITTEE

9(1) There is hereby established the committee to be known as the executive committee of
the association, that shall have all the executive powers as conferred by this constitution.

(2) The executive committee shall consist of the following

a) Chairperson
b) Vice Chairperson
c) General Secretary
d) Programme coordinator
e) Assistant Programme coordinator
f) Director of finance and planning
g) Assistant director of finance and planning
h) Director of monitoring and evaluation
i) Assistant director of monitoring and evaluation
j) Director of marketing and publicity
k) Assistant director of marketing and publicity
l) Class representatives

(3)The executive committee, whom shall all, be officials elected by the general assembly
amongst its members, shall be administrative organ responsible and ensuring policies and
programs as determined by the general assembly are efficiently and effectively executed.

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(4) The committee shall be an independent organ and accountable to the general
assembly.it shall always be formed and obtained on the electoral basis amongst the
members of the association. The elected members of the executive committee shall be
holding their respective offices for a duration of one year as officials tenure and or as it shall
be agreed upon by the general assembly and may be eligible for re-election.

17. FUNCTIONS OF THE EXECUTIVE COMMITTEE

10. (1) the executive committee shall be responsible for;

a) Implementing the decisions and the instructions of the assembly

b) Supervising and directing the day to day functions of the association

c) Managing and controlling all the properties and funds of the association

d) Submitting annual reports to the assembly

e) Preparing strategic plans, monitoring, and give evaluation of programs, projects and
activities to be conducted by the association

f) Keeping back and up-to-date database of the entire association members

g) Coordinating and executing day to day administrative tasks of the association

h) Performing all other issues necessary in promoting the association policies and programs
as assigned by the assembly

i) ensuring the association is working to achieve its goals and objectives

j) To prepare the association annual budget

k) To organize seminars, guest lectures and conferences

l) To enter any contract for the interest of the association

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 DUTIES AND RESPONSIBILITIES OF EACH MEMBER OF THE EXECUTIVE COMMITTEE

18. THE CHAIRPERSON

1. (1) He/she is the chief supervisory officer of the association vested with full supervisory
authority in accordance to this constitution.

(2) The chairperson of the association shall be required to have the following qualification
as indicated hereunder;

a) he/she must be experienced enough with organization leadership post

b) he/she must not be a student of the first year or a finalist

c) he/she must be a person who knows the wellbeing of the association.

d) he/she must be honest, good character, committed and trustworthy person.

19. ROLE AND FUNCTION OF THE CHAIRPERSON

12 (1) he/she shall be the person in charge as the main spokesperson of the association.

(2) Shall be the person in charge of all the activities which are conducted by the
association

(3) To appoint the leaders where necessary to replace the open vacancies with the
approval of the executive committee

(4)He/ She shall be responsible for monitoring and management of the association.

(5) Shall be responsible for strengthening and expansion of the association within and
outside the university to include outside the country.

(6) Looking for donors to sponsor and support the association.

20. VICE CHAIRPERSON

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13 (1) There shall be a Vice chairperson of the association who shall be answerable to the
chairperson .the duties of the Vice chairperson shall be the following;

(2) To chair the association meetings whenever the chairperson is not present. If both the
Chairperson and the Vice chairperson are not present the General Secretary shall appoint
any of the assistant directors to chair the meeting.

(3) To assist in managing the tasks of the association

(4) To perform any other duty when called upon to do so by the Chairperson

21. GENERAL SECRETARY

14 (1) There shall be the general secretary of the association who shall be answerable to the
chairperson .the duties of the general secretary shall be the following;

(2) To keep all records of the association

(3) To prepare meeting minutes and document for review

(5) To supervise the planned and conducted programs by the association

(6) To prepare annual report of the executive committee and present it before the general
assembly

22. PROGRAME COORDINATOR

15(1) There shall be Programme coordinator of the Petroleum Engineering students

association who shall be responsible for the following duties and functions.

(2) To make sure that all activities that have been planned by the association are effectively
done

(3) To familiarize the Programme to the respective people and stakeholders

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(4) Shall be the ambassador of the Association

(5) Shall have the role to supervise all activities that are being conducted at a time.

23. DIRECTOR OF PLANNING AND FINANCE

16(1) there shall be the director of planning and finance who shall act as the treasurer of the
association

(2) he/she shall be responsible to make strategic plan for further investment and allocation
of resources that will be attained by the association

(3) To record all the expenditure and receive funds from association resources, sponsors and
stakeholders

(4)To formulate the budget estimation due to the particular activity

(5) To comment on the underuse, in use or overuse of the funds while conducting the
association’s activities

(6) To keep all records and information concerning association funds and resources

(7) he/she shall be the personnel in charge of money cases

(8) To prepare the financial reports of the association

24. ASSISTANT DIRECTOR OF PLANNING AND FINANCE

17. There shall be assistant director of planning and finance who shall be assisting the
director in day-to-day functions on directed to his office.

25. DIRECTOR OF PUBLICITY AND MARKETING

18. (1) There shall be the director of publicity and marketing who shall be responsible for the
following duties;

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(2)To publish information to all stakeholders concerning meeting, seminars, forums and
conferences

(3)To collect information from different areas so as to strength the association on matters
concerned

(4)To make forum about the ongoing attitude of the association that relate to the members
and other people timely.

(5)To search and prepare the appropriate venues for association activities

(6)To carry out all the announcement and information to the public consecutively

26. ASSISTANT DIRECTOR OF PUBLICITY AND MARKETING

19. There shall be an assistant to the Director of publicity and marketing that shall assist the
director as directed by the office.

27. CLASS REPRESENTATIVES

20(1)There shall be two class representatives from each year of study from every Petroleum
Engineering class, who shall seat in the executive committee and shall be elected by their
fellow students.

(2)The representatives shall be particularly a male and female person. That is adhering to
gender basis. In case there is one gender in the class, then two students of the same sex
shall be considered.

(3)The representatives shall form part of disciplinary committees

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(4)They shall receive and disseminate information about their classes as well as
implementing some activities of the association carried out in their classes as the committee
deems fit.

28. TERMINATION OF LEADERSHIP

21.The leaders of the association shall be terminated from leadership on the proof of the
following;

(i) where one leaks out the secrets of the association

(ii) the misuse and sabotage of the association funds and properties

(iii) on failure to abide by the association rules ,customs and provision of this constitution.

(iv) failure to discharge his/her function effectively.

(v) on the proof of misuse of his/her office

(vi) on failure to participate in the association activities as provided in this article.

(vii) legal or physical incapacity that renders one unable to discharge his/her functions.

It should be noted that, the termination shall be lawful when the disciplinary proceeding has
settled and discussed it and arrived at the decision.

29. TENURE OF THE OFFICE

22(1) THE association office bearers shall be elected among qualified members as carried out
by the electoral commission about one year of the university academic year .

(2) For the purpose of clarity, the tenure of office shall begin at the end of second semester
on after election and the next second semester upon calling of another election

(3) it is hereby advised that, the association leaders should not be the leaders in other
institutions to the extent of affecting their discharge of association functions.

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 PART VII

30. PATRON /MATRON

23(1)There shall be appointed matron or matron of the association by the executive

committee and approved by the general assembly who shall be an individual who is known
to be active in youth activities and promoting gender equality.

2) the duties and powers of the matron or patron shall be;

a) to advise the association in all matters of long medium and short terms

b) shall be able to link the association with other reputable persons or organizations
pursuing similar objectives

c) shall play a role in formulating various policy of the association and decisions making of
the association.

PART VII

31. MISCELANEOUS INTERPRETATION

24)this constitution shall be interpreted in purposive approach as shall be not to contravene

with the members wishes

32. AMENDMENT PROCEDURES

25)this constitution shall be amended where necessary by a special resolution as passed by

members of the association.

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This constitution has been approved and adopted by members of Petroleum Engineering
Students Association (P.E.S.A) ____________________________day of ________in_______

Signed by;

________________________
________________________

Chairperson

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