THE STRUCTURE FOR THE STUDENTS ASSOCIATION

CONTENTS 1. Name of the Association. 2. Our Vision. 3. The Core purpose. 4. The Value statement 5. The Aims & Objectives of the Association. 6. The Association Structure. 7. Hierarchical Structure. 8. The Election Process. 9. The Election Guidelines. 10. Election Commission. 11. Election Procedures. 12. Candidates Campaigning Rules. 13. Conditions. 14. Monthly Meeting. 15. General Meeting. 16. Duties and Responsibilities. 17. Accounts. 18. Amendments and Resolutions. 19. Alteration to rules. 01. NAME OF THE ASSOCIATION The Name of the Association shall be called IIPD Students Association. 02. OUR VISION Students connecting with others and team-building 03. THE CORE PURPOSE a) To improve the organizational skills of the students, such as Project management, Financial management, Communication, Community engagement etc. b) To generate creative ideas and energy to make things happen. c) To do team-building with students and engage with the management team. d) To be outgoing, sociable. fun, caring and to help to make a difference 04. THE VALUE STATEMENT Our work will be guided and we will be committed to: a) b) c) d) e) f) Integrity: Fairness and integrity in dealing with others. Self Improvement: Continuously strive to grow. Ownership: Empower to plan and resolve problems. Participation: To contribute and participate voluntarily Quality - we strive for excellence through continuous improvement. Openness - we are committed to teamwork and the aims and objectives of the Association.

05. THE AIMS & OBJECTIVES OF THE ASSOCIATION a) To plan, co-ordinate and organize activities such as events, an entertainment program, various competitions, picnics, cultural activities etc., in collaboration with the IIPD Management. b) To represent students in bringing forward all students thoughts and ideas, requests and other matters of concern. c) To assist the management and to develop IIPD, so as to assist in promotional events, public advertising etc. d) To provide a positive purpose for the Association and a commitment to the role and the aims and objectives of the Association. 06. THE ASSOCIATION STRUCTURE a) The Association will consist of eleven members, the President, Vice President, Secretary, Treasurer, Event Coordinator (1x male & 1x female) and six general members. b) The President, Vice President, Treasurer, Secretary and the Event Coordinator (1x male & 1x female) should be following a course which runs for a minimum of 12 months at IIPD. c) The General members should be following a course which runs for a minimum of 8 months at IIPD. d) The CEO of the IIPD will be the Patron and the Principal will be the Vice Patron of the Association. e) There should a minimum of two female members in the Association. f) The election process is detailed in point 8-10. 07. HIERARCHICAL STRUCTURE 08. THE ELECTION PROCESS
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The annual election of the Association will be held during the first week of June The Association contains eleven members from the major courses and in the following proportions, namely: 1. 2. DIP Course Batch I DIP Course Batch II 03Members 02 Members 02 Members 03 Members 01 Member

For Example:

3. Certificate I 4. Certificate II 5. Certificate III 09. THE ELECTION GUIDELINES

a) Every student member who is following a minimum 12 month course is entitled to be the President, Vice President, Secretary, Treasurer and the Event Coordinators (x 2). b) All the students have the right to vote to elect the President, Vice President, Treasurer, Secretary and the Event Coordinators.

c) The general members i.e. those following courses which last a minimum of 8 months, will be elected only by those students from the same course. The representation should be reviewed and changed according to any changes in the titles of the courses. d) All the interested candidates names must be submitted to the Reception Counter. 10. ELECTION COMMISSION a) The Patron/Vice Patron shall appoint members for the Election Commission. b) The appointees will be selected from the IIPD Management and the Students. c) The Election commission consists of Chairman (Course Coordinator), Vice Chair, Secretary, and 2 x Independent Representatives. d) The Chair shall be responsible for overseeing all the activities of the election. e) The Vice-Chair shall be responsible for assisting the Chairman f) The Secretary is responsible for the minutes of the Commission meetings, agendas and all administrative works. g) The Independent Representative is responsible for overseeing all the activities which ensure the privacy and the fairness of the balloting. h) The Election Commission will be disbanded after the election process has been completed and will be re-formed prior to the next election. 11. ELECTION PROCEDURES a) b) c) d) e) f) g) h) i) j) The Election Commission shall conduct the election to form the new Association. The Election Commission shall verify the eligibility of all the candidates applied. The final list of candidates should be displayed on the Student notice board. Notice for nomination of candidates and the election timetable should be released ten (10) days prior to the election date. All the positions in the Students Association shall be elected by secret ballot. The ballot shall be conducted in such a way that allows all students the opportunity to vote. Votes will be cast by ballot papers only. Upon completion of the voting, the ballot box will be under the supervision of the Election Commission. In the event of a tie, a run-off election should be held. The candidate receiving the highest number of votes cast in the election shall be declared as the elected member. The Election Commission shall keep records of the voting. The Commission shall count the votes in the presence of all candidates and/or their designees if requested, and shall keep proper tallies of the count. The votes cast for candidates shall be counted immediately after the close of voting and shall be announced as soon as is possible, but no later than three (3) days after the ballot. No candidate shall have access to the ballot box prior to, or during the election. The Election Commission shall have sole access to the ballot to ensure the privacy and the fairness of the voting. Candidates shall ensure that their supporters do not create obstruction to or break up the election process. This Constitution and any subsequent amendments must be approved by The Patron/Vice patron.

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12. CANDIDATES CAMPAIGNING RULES a) b) c) d) e) All candidates are responsible for their campaigns. Candidates are only allowed to campaign in the Institute during the week of election. Candidates may only use promotional materials within the Institute. Candidates must not remove, destroy, or cover over other students' posters. After elections, Candidates must clean up all of their campaign materials - flyers, posters, signs etc f) Candidates must not wear campaign materials in voting areas. 13. CONDITIONS a) If any Association Member leaves the IIPD, the Patron will appoint another suitable member to replace them. b) If an Association Member does not attend (4) four consecutive meetings, he or she will lose their position as a Member. c) Any member, who attends 75% of the meetings and performs effectively, will be awarded a certificate of recognition at the Annual General Meeting. d) The Patron has the right to change a member of the Students Association if a member is reported committing any misconduct. 14. MONTHLY MEETING a) The Association shall meet on a monthly basis (frequency, time and venue as decided by the Association) to communicate and conduct affairs concerning their objectives. b) The Association should draw up an activity calendar, within 1 month of election, with an estimated budget, which should be submitted to management. c) The secretary shall inform all members in advance about such meetings and shall record the minutes of meetings and circulate the same to all members. d) The Patron and the Vice Patron shall be notified, at least one day in advance, of a meeting and give their approval of any meeting that is scheduled by the Association. e) The Association shall notify all students of the scheduled meeting by displaying a memo on the students notice board. f) The Association shall minute all affairs discussed and decided at the meeting and shall forward the minutes to the Patron / Vice Patron. After approval they shall be displayed on the students notice board. 15. GENERAL MEETING a) The Annual General Meeting should be held every calendar year during which the main item on the agenda shall be to formally hand over all responsibilities to the elected Association by the outgoing Association. 16. DUTIES AND RESPONSIBILITIES a) The Students Association will empower its members to represent the students in bringing up proposals of concern to the Patron. b) The Patron or the Vice Patron must approve all proposals before they are carried out. c) Any proposal put forward, either by the Association or by the students, should be agreed by at least 55% of the Association i.e. a minimum of five members, before being forwarded for the approval of the Patron.

d) All proposals and requests should be reviewed and approved by the Students Association and forwarded to the Patron for approval. 17. ACCOUNTS a) The entire management activity budget will be accounted for by the IIPD Management. b) The management may contribute or share funds in order to run activities initiated by the Students Association after reviewing any proposals. c) The funds raised or utilized by the Students Association will be managed by the treasurer of the Association. d) The Association shall ensure that true accounts are kept and the Treasurer shall maintain proper books of accounts with respect to the assets and liabilities. e) The Treasurer shall prepare and submit to the Association a statement of any income and expenditure and a Balance Sheet of the Students Fund. They should be discussed monthly and a copy shall be displayed on the students notice board with any proposals on how to spend the fund. 18. AMENDMENTS AND RESOLUTIONS Amendments to the constitution should be effected only under the following conditions: a) Either at a monthly gathering of the Association or if an urgent decision needs to be taken, a special Association meeting should be called. b) The amendment should be sanctioned by at least 75% of the Association membership. c) Any decision regarding an amendment to the constitution should be approved by the Patron. d) Once an amendment is made, a memo should be prominently displayed on the students notice board with the approval and signature of the Patron. 19. ALTERATION TO RULES a) Any alteration to the rules can only be carried out with the approval of the Patron, Vice Patron or a representative nominated/appointed by the Patron.