LOVELY PROFESSIONAL UNIVERSITY

PHAGWARA (DISTT. KAPURTHALA), PUNJAB

Code for Student Organization

2010-11

DIVISION OF STUDENT AFFAIRS LOVELY PROFESSIONAL UNIVERSITY PHAGWARA (PUNJAB)

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INDEX Chapter No. I II III IV V VI VII VIII IX X XI Annexures I II III IV V Vi VII VIII IX X XI Topic Short title, Extent and commencement Objectives Administration Establishment and Dissolution Vacancies Meetings Funds and Finances Grievances and Redressal Mechanism Nominations/ Selection Evaluation of Student Organization Interpretation, Reveal and Savings New student Organization Proposal format Constitution of Student Organization format Roles and Responsibilities of Facilitator Meeting Minutes Privileges & Rights of Student Organisation Online Self Appraisal Form Event Planning Format Ticket format Expense reimbursement form Cancellation of membership form OB/ Members details Page no. 4 5 7 13 15 16 18 19 21 22 23 25 27 32 33 34 39 41 42 43 44 45

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CODE FOR STUDENT ORGANIZATIONS Student initiatives are essentially to be promoted in order to look after the welfare of the students, to promote and coordinate the academic, extra curricular, cultural, sports and other activities and to train them for better corporate, entrepreneurial and professional life. With these objectives, student organizations are required to be constituted, which will function under the guidance and directions of the Student Organization cell (hereinafter referred as SOC) and other persons nominated /appointed for such purposes. A student organisation is a student body initiated, managed and run by the students of the University. Student organisation associations may be divided into six categories for administrative and logistical convenience. 1. 2. 3. 4. 5. 6. Academic & Educational Performing arts I: Dance and Singing Performing arts II: Theatre Social Service Hobbies and Recreation Publication

Any new category of organizations can be added or an existing one can be deleted by the Pro-Chancellor on the recommendation of Head of Faculty (HOF)/Head, Division of Student Affairs.

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CHAPTER-I Short Title, Extent and Commencement 1.1.0 Short Title These Rules shall be called the Student Organizations code of Lovely Professional University. 1.2.0 Extent of Application and Commencement 1.2.1 There may be such student organizations, as decided by the University, for the students of the Lovely Professional University as a whole including its Faculty, Divisions, Schools/Institutes and Departments existing or that may hereafter be created (hereinafter collectively referred as the 'University'). 1.2.2 The code framed herein for the purposes of the student organizations may be treated and read as a part of the Statutes of the University. 1.2.3 Subject to the provisions contained in the University Act and Statutes, Regulations, Ordinances etc. made there under, these codes may be effective for an initial period of five years from the date of its implementation and thereafter may be continued; unless otherwise provided for, or is contrary or in contravention to any related policy for the time being in force. 1.2.4 Unless the context otherwise requires, any abbreviation or shortened form of a word, shall represent and mean exactly that word as defined in the Act and the Statutes, Regulations, Ordinances, Rules, Orders, Codes, Manuals, Circulars, Memos, Procedures, Policies, Schemes and such other documents of the University, as the case may be, as may be framed from time to time. 1.2.5 Nothing in these codes shall be deemed to debar the University to amend or revise these Rules subsequently; and the amendment or revision so made, if any, shall apply to all the students whether old or new, at the sole discretion of the University, and all other concerned. 1.3.0 Jurisdiction The Student Organizations may perform such activities as required to further its objects, subject to the conditions prescribed herein, as approved by the University within the University Campus; provided that off-campus or outside activity(s) may be allowed for special purpose at the sole discretion of the Patrons, if deem appropriate.

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CHAPTER-II Objectives 2.1.0 Objectives The student organizations shall have the following objectives: 2.1.1 To foster academic, extracurricular, cultural, sports, artistic, literary and innovative activities and to promote active participation amongst students to develop their creative talents; 2.1.2 To generate intellectual, social, cultural environment and discipline in the University for the overall personality development of the students in pursuance of the true meaning of education, jointly with teachers, members of the administrative staff and other University Officials; 2.1.3 To provide a platform for the students welfare and create opportunities to train them for forthcoming professional, entrepreneurial and corporate (Industry) life; 2.1.4 2.1.5 To foster fellow feeling and disciplined way of life among the students of the University; To work for issues of social welfare, environment, national interest and other concerns of national and international importance; 2.1.6 To groom student personality so as to make them responsible citizens dedicated to the development of the nation as a whole; 2.1.7 To organize such other activities as may be necessary for and conducive to the furtherance of its objects and/or as may be advised by the Patrons; Provided that the student organizations shall not; i. ii. Consider or canvass any matter relating to faculty/employees/individual students. Undertake any activity that disturbs the academic calendar of the University or is contradictory to the provisions of the University Act and Statutes, Ordinances, Regulations, Rules, Orders, Policies etc. and any notification, order or announcement made by the University from time to time. iii. Take up any matter which falls within the jurisdiction of a competent authority or officer of the University and any other statutory or apex body; iv. Take up any activity that is against the code of conduct and discipline prescribed for the students of the University. v. Associate itself with any outside association, group, union, organization, alliance etc., other than specifically created for such purpose. vi. Employ the name of the student organizations or the University and of any of their constituents or their emblem or seal or material or any of its graphic identification symbols or abbreviations or likewise, anywhere, to endorse or promote any kind of inside or outside activities or organizations or unions, associations, groups, alliances and likewise to enhance private gain. vii. Publicise or give any statement or disclose any information or such like thing to/for any media (including any print media, radio broadcast or telecast or through internet or announcements or

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posters, pamphlets or any other way) or public regarding any confidential matters related to the University. viii. Engage in any sort of political, semi-political, religious and such like activities that could harm the values, culture and the reputation of the university or could demean others on the basis of race, ancestry, place of origin, color, ethnic origin, disability, citizenship, handicap, age, marital status, family status, cast, creed, gender and religion or promotes controversial agenda that could hurt ethics, values, emotions, dignity or status of any concerned entities. ix. Conduct or engage in such other activities prohibited by the University or debarred by law or otherwise detrimental to the interest of the University or the Country.

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CHAPTER-III Administration 3.1.0 Patrons 3.1.1 3.1.2 The Pro-Chancellor shall be the Chief Patron of student organizations. The Head, Division of Student Affairs or as appointed by Chief Patron shall be the Patron of student organizations. 3.1.3 The Patron(s) shall be the custodian of the interests of the student organizations and shall have the following powersa) To preside at any meeting and to address the members thereof or nominate any other person in this regard. b) To decide all issues and disputes of student organizations suo-moto or as referred to him and his decision in the matter shall be final and binding on all concerned. c) To annul any resolution or proceedings of the student organizations, if he deems such a resolution or the proceeding to be beyond the legitimate functioning of the student organizations or detrimental to the interest of the University. d) To take appropriate action in the event of violation of these Rules or other provisions contained elsewhere. e) To authorize the arrangement and allocation of funds and facilities for the student organizations. f) To forthwith dissolve or demote any student Organization (s) and to suspend or remove any member(s) or office bearer(s) from his/her office either suo-moto or on recommendation basis. g) To issue suitable orders to suspend or halt the operation of the proceedings of any meeting. h) To represent the student organizations for the purpose of outside agencies, organisations, media, general public and likewise, either himself or by nominating any other person(s). i) To do all such acts as deemed appropriate for the furtherance of the objects of the student organizations. 3.2.0 Administrative Authorities 3.2.1 Student Organizations shall be formed under the guidance, supervision and regulation of Student Organization Cell (hereinafter referred as SOC). 3.2.2 The responsibilities of SOC will be: 3.2.2.1 To set up policy, rules, procedures and norms for student organizations. 3.2.2.2 To entertain requests for the formation of new student organizations.

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3.2.2.3 To assist student organizations in appointment of Facilitator. 3.2.2.4 To allocate resources like venues, grounds, funds, dates for events etc. 3.2.2.5 To devise the mechanism and form Tier Evaluation committee (TEC) for evaluation of student organization performance. 3.2.2.6 To allocate facilities to various student organization as per the formalized provisions and to keep a check that the facilities are being used for the purpose mentioned in the constitution of student organization or is implied by the objective of the student organization. 3.2.2.7 To keep record of all the GBMs done by organizations and to entertain any requests thereby made. 3.2.2.8 To take decisions, suo-moto or on recommendation of facilitator, to be considered at the meetings of Student Organization. 3.2.2.9 To bring to the notice of Patron(s) and Head, Division of Student Affairs all the matters related to student organizations. 3.2.2.10 To collect Online Self Appraisal Form (O-SAF) from the Student Organizations and make arrangements for the Tier Evaluation process.

3.2.3

A student organization will be represented by a faculty/staff members who will be called Facilitator of the Student Organization. Person not below the rank of Lecturer or equivalent shall be nominated as the Facilitator of the Student Organization by the Head, Division of Student Affairs suo-moto or on the recommendation of the student organization. Following procedure will be followed for the nomination of Facilitator: 3.2.3.1 The Faculty member mentioned in the proposal as the facilitator, if found eligible, will be appointed as Facilitator by the SOC immediately after the approval of proposal. 3.2.3.2 If students are not able to find a facilitator themselves then SOC may help them by posting the request on UMS and asking for interested staff members. If no positive response is received then suitable person will be nominated by the Head, Division of Student Affairs on recommendation of SOC.

3.2.4

The Facilitator of Student Organizations shall have the following powers/ responsibilities with respect to their concerned Student Organization : a) To guide the promoter in the formation of constitution.

b) To coordinate the Nominations/Selections process and of Organization board and members. c) To be present at and observe the general body meeting and approve the agenda of all the meetings.

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d) To exercise general supervision over the affairs and to advise in regard to their activities. e) To be in charge of the funds and to ensure that no part thereof is advanced or spent without the proper authority or for purpose other than those for which they are allocated. f) To bring to the notice of the SOC, any resolution or proceedings or act of any of the members or Organization board, which is in violation of the provisions or is likely to be prejudicial to the interest of the University. g) To facilitate issuance of rooms/labs and other required equipments for the organization as per the University policy (Annexure V). This will be done by the facilitator under Online Space Reservation System (OSRS). h) To review and sign O-SAF prior to submission to SOC. i) j) To be a part of Tier Evaluation Committee (TEC). To cancel or suspend any ongoing or forthcoming meeting(s) or halt the implementation of decisions taken thereon and such other things that seem detrimental to the interest of the University or otherwise need prior approval by higher authorities of the University. k) To do all such acts as referred by the Patrons and deemed appropriate for the furtherance of the objects of the student organizations. l) To act as a point of contact for all the grievance redressals and be a part of Grievance Redressal committee.

3.3.0

Student organizations 3.3.1 Student Organization(s) A Student organization will comprise of Organizational board members (hereinafter referred to as OB members) and general members who will be jointly called members of the organization. 3.3.2 The student organizations and their members will deal with and be responsible for all the legal matters pertaining to or arising out of, the functions performed by them and/or liabilities and responsibilities assigned /entrusted upon them and/or in exercise of various powers conferred upon them. 3.3.3 The student organizations and their members shall deal with and be responsible, for obtaining recognition/permission/approval/sanction etc. (as applicable for carrying out their activities), for observing and ensuring the compliance of the rules, regulations, obligations etc. of the government, semi-government and other regulatory authorities or any other body, Law of the Land and/or any other law or policy for the time being in force, pertaining to or arising out of,

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the functions performed by them and/or liabilities and responsibilities assigned /entrusted upon them and/or in exercise of various powers conferred upon them.

3.4.0

Members 3.4.1 Promoter 3.4.1.1 A student who wants to establish an organisation will act as a promoter of the organization. 3.4.1.2 A student can promote only one organization in an academic year. 3.4.1.3 Any student who is registered in the current term, is not a freshman and is having CGPA of at least 7.0 could be a promoter of an organization. 3.4.1.4 A student who is under disciplinary probation cannot be a promoter. 3.4.1.5 After the constitution is framed, the promoter, along with the facilitator, will be a part of the nomination process of the first organizational board of the organization. Once the OB is nominated the designation of promoter will be dissolved. 3.4.1.6 The promoter may or may not be a part of OB.

3.4.2

Organization membership a) Any regular student on the rolls of the University attending a full time programme of minimum one year duration, can at his/her option be a member of any number of Student Organizations. b) The membership criteria could be open or closed. If the membership is closed and the Organization feels it necessary to put eligibility criteria or conduct tryouts to select members, it can do so by mentioning the criteria and selection procedure clearly in the constitution of the organization. c) The number of student in a student organization should not be less than 10 and should not be more than 250 but however if the organization feels it necessary to hold members less than 10 or more than 250 than it will have to take special permission from SOC mentioning the reason for the request. d) University recommends opening of fresh membership option twice a year for one month. The Organization as per their need can frame the norms relating to induction of fresh members. All such norms should be clearly mentioned in the constitution. The student organization will have to submit the updated list of all the members to SOC within 45 days of the start of the term on format attached at (Annexure XI).

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e)

No membership fee will be charged to students joining an organization. However, members may be asked for contribution during the fundraising for some particular event. Such requirements, if exist, should be mentioned in the constitution along with the necessary norms.

f)

Any student who has completed his/her programme and has left the university can be an alumni member of the organization, on the consent of the facilitator.

g) Member(s) are expected not to be involved in any acts of indiscipline. Such involvement could lead to disqualification of the membership and would also be taken as an input at the time of appraisal. Such involvement could also lead to the dissolution of the Student Organizations. h) If a member is willing to leave an organization, he can do so any time by giving a written request for cancellation of membership to organization board members. The board members will have to immediately intimate facilitator and the SOC about exit of the member. The format of membership cancellation request is attached. (Annexure X)

3.4.3

Organization Board (OB) Member a) The Organization board (hereinafter referred to as OB) is the group of appointed students who are in charge of running the organisation. An eligible student who is a member of a organization can become OB member of that organization by applying for it. b) A student can become Organization board member of one organization only. c) A student must have a CGPA of 6.0 or more to become a Organization Board member.

d) The student organization will have to put the procedure for selection of OB and procedure of replacement of a vacant OB member position in their constitution. e) The Promoter should be a member of Organization board, though he may or may not hold the leading position depending upon the guidelines as specified by organization in the constitution. f) The organization is free to design its OB structure, designations and responsibilities as per its requirement. All such norms should be clearly mentioned in the constitution of the organization.

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g) A sample OB structure is given below:

Academic Educational and Performing arts I: Performing arts II: Theatre Social Service Hobbies Recreation and Media Publication and

Dance and Singing

Chief

Operating

COO

Director

COO

COO

Editor

Officer (COO) Co-COO Event Manager Marketing Manager Treasurer Co-COO Choreographer-in-chief Marketing Manager Treasurer Deputy Director Producer Marketing Manager Treasurer Co-COO Event Manager Marketing Manager Treasurer Co-COO Event Manager Marketing Manager Treasurer Co-Editor Graphics Designer Marketing Manager Treasurer

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CHAPTER-IV Establishment and dissolution

4.1.0

Establishment of a new Organization 4.1.1 Any student who wants to establish an organisation will have to submit an initial proposal to the Student Organisation Cell (SOC) and shall follow the prescribed format (Annexure I). The SOC will review the proposal to study the feasibility and to make sure that a similar organisation does not exist already. The promoter may be called for an interview to solicit further information. 4.1.2 If the proposal is found satisfactory by the SOC, it shall be forwarded to the Head, Division of Student Affairs for confirmation. This process may take seven working days. If the proposal is not found satisfactory then the promoter will have to resubmit the proposal with suggested modification within 7 working days. 4.1.3 Upon confirmation from Head, Division of Student Affairs, a Facilitator will be appointed either on recommendation of students or by DSA as described in details in coming sections. 4.1.4 After appointment of Facilitator, the promoter is clear to frame the constitution of the organisation under the guidance of Facilitator. The promoter will have to submit the constitution within 10 working days after the approval of proposal. 4.1.5 The constitution will act as the framework against which the student organisation will be managed. The format of the constitution has been prescribed in the annexure (Annexure II). 4.1.6 Once the constitution is framed, it has to be submitted to the SOC for evaluation and checking. This process may take 7 working days. If the SOC is not satisfied, it may ask the promoter to make further changes. In that case the promoter will have to resubmit the constitution, after making changes as suggested by SOC, to the SOC within 7 working days. 4.1.7 Upon no objection from the SOC, the constitution will be forwarded to Head, Division of Student Affairs, who, if finds satisfactory, will recommend it to office of Pro-Chancellor for final approval. This constitution will prevail for one academic year without amendments. Any amendments in the constitution can be done only once a year at the beginning of academic year. 4.1.8 After this approval, the organization will have to initiate an enrolment process under the supervision of the Facilitator. An OB will be formed after the enrolment which thereafter will be responsible for the activities of the Organization. The promoter will be given 15 days for constituting the organization board. The promoter can take help from SOC for initial promotion in terms of message on UMS and notices on notice boards. 4.1.9 4.1.10 A student can only become an OB member if he/she is having a CGPA of more than or equal to 6.0. Once the board is decided, the organization will have to submit the list of names of OB members to SOC which will be approved only after getting security clearance from Department of security and Discipline. In case, any member is not approved by Department of security due to disciplinary charges then the Organization will have to replace him/her with another member.

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4.1.11

Once the OB is approved, the organization can proceed with promotion activities for adding members to the organization. The SOC can help the organizations in terms of banners, posters, Y-TV and UMS. The Organization will have to explicitly submit request for any such assistance.

4.1.12

To complete the registration process and to become a recognized organization, the organizational board will have to submit a Registration packet to SOC, containing the following:4.1.12.1 The name, employee id, designation and contact number of the Student Organization Facilitator. 4.1.12.2 The details of Organizational Board and members. The format is given (Annexure XI) 4.1.12.3 The Constitution of the Student Organization. 4.1.12.4 Account details of the bank account opened on behalf of the organization. 4.1.12.5 An acknowledgment signed by the Organizational Board members, that the rules and policies of the University have been read, understood and upheld. 4.1.12.6 An undertaking by the Promoter declaring the transfer of authorities to the Organization board and the dissolution of the designation of Promoter.

4.1.13

A unique Student Organization registration no. (SOR no.) will be given to the organization for all future official references.

4.1.14

The position of promoter will be dissolved immediately after the registration. The Organization board here onwards will be responsible for all administrative tasks.

4.2.0

Dissolution or inactivation of a student organization 4.2.1 The student organization shall have to frame rules and procedures regarding the dissolution of student organization. 4.2.2 In case of inactivation or dissolution of a student organization, the balance of funds and/or property of the student organization shall be placed at the disposal of the Chief Patron for the support of other student organizations.

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CHAPTER-V Vacancies 5.1.0 Filling of vacancies 5.1.1 Student Organizations will have to frame rules for the filling of any vacancy, casual or otherwise, among the Organization board and will have to mention the same clearly in the constitution of the Student Organization. 5.1.2 The vacancy arising for an OB member may not be kept unfilled. Any such vacancy arose should be immediately refilled by following the procedure framed in the constitution and the replacement should be informed to SOC. 5.1.3 The vacancy arising for a Facilitator may not be kept unfilled. Any such vacancy should be immediately intimated to SOC and the facilitator could be appointed by following the same procedure as that applied in the appointment of facilitator for a new organization. 5.1.4 5.1.5 The vacancy arising for a member of organization shall not be filled. The existence of a vacancy for Facilitator or an OB member shall invalidate any action or proceeding of the student Organization until unless the vacancy is refilled. 5.2.0 Miscellaneous 5.2.1 When a person selected to any office or any member incurs any of the disqualifications listed under these Rules or otherwise provided under the University Act, Statutes, Regulations, Ordinances, Rules etc., he/she shall be debarred from continuing in such office or body ipso facto, and the position held by him/her shall deemed to be vacant. 5.2.2 An OB member may resign by submitting a letter to the Facilitator and the resignation shall take effect as soon as the resignation letter is accepted. 5.2.3 Notwithstanding anything contained in the provisions hereinabove, no decision of the student Organization shall be invalidated by the mere reason of any vacancy therein.

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CHAPTER-VI Meetings 6.1.0 Meetings of the Organization, Organization(s) and Committee (s) 6.1.1 Convening of meeting a) At least two General body meeting (GBM) shall be held during the academic session, one in each semester. The meeting will be called by the OB in consultation with the Facilitator. b) Any additional meeting may be called in the manner as provided under the above clause. c) Meetings shall consider the Agenda which is placed before it by the OB with the approval of the Facilitator or such other items as may be placed before it by the Patrons. d) Meetings shall be called at a notice of at least 7 days to the members and the SOC. e) All the meetings of the Organization will be held in the presence and under observation of the concerned Facilitator. No decision or proceedings of any meeting held in his/her absence shall be validated in any circumstances. 6.1.2 Chair The Facilitator or in his absence the Chief, OB will preside over the meetings. In their absence one of the members, as decided by the Respective Facilitator present at the meeting will be voted to the Chair. 6.1.3 Quorum Four members shall constitute the quorum and in the absence of the quorum the meeting will be adjourned for such period as deemed appropriate by the Respective Facilitator. However for an adjourned meeting no quorum shall be necessary.

6.2.0

Procedural matters 6.2.1 Any agenda to be placed in the meeting of the student Organization , whatever it may be called, should be necessarily approved by the SOC, before the conduct of such meeting. 6.2.2 It is mandatory for all student organization to disclose the financial information in every meeting and intimate about the same in meeting minutes to SOC. 6.2.3 It shall be the responsibility of the OB of the concerned student Organization, whatever it may be called, to submit the proposed agenda for obtaining the approval of the SOC through the concerned H.O.D(s). 6.2.4 The Patrons or the SOC may, whenever they think fit, call a meeting of any student Organization,

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on the dates, at the time and places as may be fixed by them. 6.2.5 The SOC may cancel or adjourn the meeting scheduled to be held on a particular date, as deemed necessary, at any time and at all adjourned meetings, any other business in addition to that on the agenda of the original meeting may also be placed by the SOC. 6.2.6 The final decision of the SOC with regard to approval or otherwise of the agenda and the proceedings and decisions in respect of the meetings of the student organizations shall be final and binding on all the concerned. 6.2.7 No amendments to the agenda or proceedings will be admissible after the same is approved by the SOC, unless decided otherwise. 6.2.8 Any omission, accidental or otherwise, to obtain prior approval in regard to the agenda or proceedings of any meeting shall ipso facto invalidate the meeting and its proceedings and decisions taken thereon. 6.2.9 The SOC shall be competent to take a decision, suo-moto or on the recommendation of the Facilitator, at his discretion on any matter, otherwise to be considered at the meeting of student organizations. 6.3.0 Special invitees Any outsider may be invited to speak under the auspices of these organizations only with the prior approval by the SOC.

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CHAPTER-VII Funds and finances 7.1.0 Funds 7.1.1 Funds placed at the disposal of the Student organizations by the Patrons together with any donations raised by the members with the permission of the SOC shall constitute the funds of the Student organizations under the head, "LPU Student organizations Funds". 7.1.2 Each student Organization will have to open an account in a bank as specified by SOC for the collection and withdrawal of funds. 7.1.3 The balance in the account of the student organization at the end of academic year should not exceed Rs. 200,000 unless specifically mentioned to SOC and approved by Chief Patron. 7.1.4 Funds placed at disposal of student organization will be first submitted into account and only then will be used after withdrawing it as per the formal procedure. 7.1.5 7.1.6 The Facilitator on recommendation of OB with the approval of the SOCs shall draw amount(s). All the bills of expenditure shall be counter signed by the Facilitator and approved by the Head, SOC. 7.1.7 Student organizations cannot, in any case, sell their services to university. The university expects only voluntary participation of student organizations in university endorsed events.

7.2.0

Financial support from University 7.2.1 University expects the student organizations to be self sustained and as such do not holds the liability to support the student organization financially. 7.2.2 University may provide support at the time of inception and after appraisal as an incentive to the organizations as specified in Annexure V.

7.3.0

Financial powers 7.3.1 Decisions regarding expenses up to Rs. 10,000/- for the entire academic session, can be taken by the OB altogether with the approval of the Facilitator keeping the interest of the student organizations in mind. 7.3.2 For expenditure above Rs. 10,000/- and upto Rs. 1,00,000/- for the entire academic session, in total, prior approval of the Head, SOC will be required. 7.3.3 For expenditure exceeding Rs 1,00,000/- for the entire academic session, in total, prior approval of the Chief Patron will be required.

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CHAPTER-VIII Grievances Redressal Mechanism 8.1.0 Grievances Redressal Committee 8.1.1 There shall be a Grievances Redressal Committee with the following members to be approved by the Patron: a) Head, Division of Student Affairs Chairperson Member Member

b) Head, SOC c) Facilitator of the concerned student organization

8.1.2

The Grievances Redressal Committee shall be mandated with the redressal of grievances related to but not limited to breaches of the code of conduct of student representation and other related complaints.

8.1.3

In pursuit of its duties, the Grievances Redressal Committee may prosecute violators of any aspect of the code of conduct or the rulings of the Grievances Redressal Committee. The Grievances Redressal Committee shall serve as the court of original jurisdiction.

8.1.4

The procedure and conduct of the Grievances Redressal Committee shall be as decided from time to time, in accordance with the set rules of instruction prescribed by the competent authority.

8.2.0

Appellate Jurisdiction 8.2.1 The Chief Patron shall have discretionary appellate jurisdiction in all cases or controversies arising out of the affairs of the students representative organizations, in which the Grievances Redressal Committee has issued a final decision. 8.2.2 Any party adversely affected by a decision of the Grievances Redressal Committee may file an appeal with the Chief Patron within forty Eight (48) hours after the adverse decision is announced. 8.2.3 The decision of the Grievances Redressal Committee shall stand and shall have full effect until the appeal is head and decided by the Chief Patron. 8.2.4 The Chief Patron shall hear appeals of Grievances Redressal Committee rulings as soon as possible, but not within twenty four (24) hours after the Grievances Redressal Committee delivers to the Appellant and the Chief Patron a copy of its written opinion in the case. Appeal may be heard prior to this time, but only if the Appellant waives the right to a written opinion and the Chief Patron agrees to accept the waver. 8.2.5 The Chief Patron can issue suitable orders to suspend or halt the operation of the ruling issued by the Grievances Redressal Committee until the appeals are decided.

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8.2.6

The Chief Patron may review findings of the Grievances Redressal Committee when appealed. The Chief Patron may affirm or overturn the decision of the Grievances Redressal Committee or modify the sanctions imposed or take such any other decision as deemed appropriate.

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CHAPTER-IX Nominations/Selections 9.1.0 Nominations/ Selections 9.1.1. For nomination of Organization board, student organization will have to frame the procedures for the nomination of organizational board itself and put it in its constitution. Such procedures should also be devised for filling the OB vacancies happened due to resignation, impeachment or any such reasons. 9.1.2. The student organizations will be reconstituted every year through Nominations/Selections to be normally completed by 8 weeks from the date of commencement of the academic session. 9.1.3. Under ordinary circumstances, the entire process of Nominations/Selections should not exceed 10 days. 9.1.4. Student Organizations are advised to constitute the OB keeping in mind the representation of all the programmes and batches. 9.1.5. All the candidates applying for the membership shall be deemed to be understood these Rules of the Student Organization and other orders, policies etc. as applicable for students and shall abide by the same in letter and spirit and also shall maintain perfect decorum and discipline in the University. 9.1.6. A person nominated as an OB member of the student organizations being found guilty of noncompliance of these Rules and other orders, policies etc. as applicable may be liable to face the disciplinary action as provided under these Rules and/or other provisions relating to the breach of disciplinary conduct of the students at University contained in Statutes, Ordinances, regulations and other documents of the University notwithstanding the legal action as per law of land. Any statement made or action taken by such member(s), shall not be binding on the University.

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CHAPTER-X Evaluation of Student Organization 10.1.0 Tier System Student organisations will be placed in one of the four Tiers (1,2,3 &4; 1 being the lowest) and this will determine their privileges and entitlements. It basically means that an organisation in Tier 1 will have the least privileges in terms of usage of university resources like web space, venues etc. A student organisation may jump up the tier level after appraisal if it shows considerable achievement and hard work throughout the year. 10.1.1 A newly registered organisation is usually placed in the Tier1 and can avail the facilities accordingly. But on the recommendation of SOC any newly registered organisation or existing organisation can be placed directly in Tier 2 or Tier 3 after the Approval from the Pro-Chancellor on recommendations of SOC. 10.1.2 The Tier slab, the table that determines the privileges of a certain tier is different for each category and is attached at (Annexure V). 10.1.3 Every student organisation has to fill in an Organisation Self Appraisal Form (O-SAF) at the end of every semester. The format for this form has been prescribed at (Annexure VI). The O-SAF has to be countersigned by the facilitator prior to submission to SOC. If OSAF is not submitted within 15 working days after the end of semester, the organization will not be considered for evaluation and could be dissolved. 10.1.4 The Tier Evaluation committee (TEC) will evaluate the organisations on the basis of this appraisal. TEC consists of the Pro-Chancellor (or Pro-Chancellor office representative) and SOC staff. If TEC is of the opinion that a student organisation has worked hard and has generated results, it may choose to upgrade it to the next higher tier. Under exceptional cases, an organisation may be upgraded by two or even three tier levels. TEC reserves the right to dissolve the organisation in case of no results. 10.1.5 An organization at Tier 2 and Tier 3 level can be reduced in grade to a lower level by TEC if the performance of the organization is not found satisfactory on the decided parameters.

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CHAPTER-XI Interpretation, Repeal and Savings 11.1.0 Interpretation and Empowerment 11.1.1 If there is any doubt about the interpretation of any clause or

sub-clause of the Rules framed herein and the subsequent rules or for anything not provided herein or in case of any dispute, the same shall be referred to the Chancellor and his decision shall be final and binding on all concerned. 11.1.2 Notwithstanding anything contained in the rules framed herein and the subsequent rules, or anything under the purview of the Student organizations, and in respect of all the matters, whether expressly provided herein or not, the Chancellor shall have the power to do all such acts as may be required for removal of difficulties and to further the objectives of the student representation & decision taken by the Chancellor shall be final and binding for all concerned. 11.1.3 Notwithstanding anything stated for any unforeseen issuers arising that is not covered by these Rules, or in the event of dispute/differences of opinion in interpretation of any provision of these Rules the Vice-Chancellor with the approval of Chancellor may take such measures as may be necessary. 11.2.0 Power to make Orders, Codes, Manuals, Circulars, Memos, Procedures, Policies etc. The Chancellor shall, if he is of the opinion that Orders, Codes, Manuals, Circulars, Memos, Procedures, Policies, Schemes etc. are required to be made subsequently, in respect of any matter(s), whether expressly provided herein or not, be empowered in this regard to make/approve such documents, as deemed necessary from to time, for the smooth functioning of the University. 11.3.0 Delegation of Powers The Chancellor may, by a general or special order, authorize such officer or authority to exercise any of the powers, exercisable by him, under these Rules or otherwise, as may be specified in the order. And, the decision of the Chancellor shall be final and binding on all the concerned. 11.4.0 Amendment, Repeal and Savings 11.4.1 The Rules framed herein and the subsequent Rules may be added to, amended, repealed or deleted and every new Rule or addition to the Rules or any amendment shall require the approval of the Chancellor, who may sanction, disallow or remit it for further consideration and it shall be effective from such a date as prescribed in the notification. 11.4.2 Notwithstanding such amendment, addition etc., anything done or any action taken under the said Rules shall be deemed to have been done or taken under the corresponding provisions of the Rules. 11.4.3 The provisions of these Rules, when effective, will prevail in regard to all issues with respect to student representation, and now therefore, any other rules, circulars, instructions, notices, orders or policy for the time being in force, in relation to the student representation, shall thereafter be deemed to have been repealed.

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11.4.4

Notwithstanding such repeal, any action taken or anything done under other rules, circulars, instructions, notices, orders or policy for the time being in force, now so repealed shall be deemed to have been validly taken or done under these Rules.

11.5.0

Overriding Provision The provisions of the University Act and Statutes, Regulations, Ordinances, Rules, Orders etc. made there under or any policy for the time being in force, other than these Rules, shall have an overriding effect notwithstanding anything inconsistent therewith contained in these Rules.

11.6.0

Amendment to the Rules Any amendment of these Rules will be made in the manner as provided under the Statutes of the University.

___________________________

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(Annexure I) NEW STUDENT ORGANIZATION PROPOSAL

Student organization Name: ________________________Category___________________________ Student organization Promoter Name and Registration No.:_____________________________ Programme:________________class of (year of passing)____________ Current CGPA__________ Email: _____________________________________ Phone: _________________________________

Address________________________________________________________________________ _____
Purpose of Student organization:

___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________

Anticipated student organization activities:

___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________

Student organization Members Section (Optional): We know that we are responsible for ensuring that our student organization knows and adheres to SOC policies and procedures, relevant University policies and Schedule of Classes. Please print: NAME, STUDENT REG. No., EMAIL, and then add your SIGNATURE*
# 1 2 3 4 5 Name Registration No. Email Signature

*Signature indicates agreement to allow phone number and email to be given to LPU Faculty, Staff, students, and off-campus persons/groups (including press and media personnel) seeking Student organization information.

Student organization Promoter Section:

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On behalf of the student organization members, I apply for recognition for our student organization. As Student organization Promoter, I agree to attend all required meetings or designate a permanent, alternative representative to attend the meetings. Student organization Promoter (signature): _______________________Date: _________________

Student organization Facilitator Section (optional): I am an employee of LPU agree to serve as Facilitator to this LPU Student organization. As a student organization Facilitator I agree to attend and be physically present at all meetings, excursions and events created by this student organization and to abide by the SOC Constitution and LPU policies and procedures. Student organization Facilitator (print name): ________________________Employee ID:_______ Designation__________________________ E-Mail: _____________________________ Phone Number/Extension:________________________ Signature, Facilitator: _______________________________Date__________________________ Department of Student Organizations Section: I certify that SOC has recognized this new Student organization and has granted them recognition on said date. _________________________________________ Approved, Head, Department of student Organisation _________________________________ Date:

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(Annexure II)

Constitution of Student Organisation

What follows is a sample constitution as prepared by the Division of Student Affairs (DSA). A legend for reading the Constitution appears below: Anything written in italics: Anything written in italics represents a comment by the SOC on the immediately preceding text. There will be areas in the sample constitution we feel a desire to explain our reason for setting a certain minimum standard, and those explanations will appear in italics immediately following the section in question. Anything written in plain text: Anything written in plain text (i.e. not italics, bold, or underlined) represents those items which must be included as part of the constitution of any student organization. Anything written in bold text: Anything written in bold represents the header for the following subsection. For example, the article numbers all appear in bold to denote that they are the headers for the sections that follow them. (Anything written in parentheses): Anything in parentheses represents a place where we are unable to supply standard information in plain text, as what is required is something customized for your student organization alone. For example, if the phrase (insert student organization name here) appears, what is required is your exact student organization name in place of the text in parentheses. Your student organization constitution must adhere to all requirements stipulated within the LPU Student organizations manual. Once completed, your proposed constitution must be approved by the SOC. CONSTITUTION OF (INSERT YOUR STUDENT ORGANIZATION NAME HERE) Article 1 Name, Category and Tier The student organizations official name will be (Insert your student organization name here). No other name will be used in the advertisement or representation of the student organization. The category of this organisation is (Insert your student organization category here). The tier of this organisation is (Insert your student organization tier here).
This article is self-explanatory. You must define the exact name of your student organization that will be used in all official capacities. A new organization will be by default kept in Tier1 but SOC if desires so can keep a new organization in higher tiers.

Article 2 Student organization Mandate (1) List all purposes for which this student organization will serve..
Outline and describe the planned purpose of your student organization. It is important that you not define your student organization too narrowly or too broadly. By this we mean that you should not simply say that: We want to get students together to have a good time. While this is no doubt a laudable goal, it is much too broad a mandate for us to ratify. Your student organization needs a more specific reason for existing, but try not to define your student organization with such a focused precision that you leave no room for growth and different ideas to emerge. What we recommend is that you give a good, but more general outline of your student organizations purpose here, and then really define your thoughts and ideas in the cover letter that you will be submitting to us and the SOC. When it comes to your student organizations purpose and mandate, we will hold you to, and

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sometimes constrain you to, what is written in your constitution, but we will not hold you to the contents of your cover letter.

Article 3 Membership Membership will be open to everyone; if not read below

If membership is not open to everyone then the organization must be having some criteria and selection procedure for the selection of members. If such is the case then specify the closed status of membership and the criteria along with the selection procedure in the above clause. The criteria could be based on CGPA, Knowledge, skills, achievements etc. and selection procedure could include shortlisting based on CV, Trials, written tests, Interviews etc. Though it is recommended that the procedure should be such that it do not scare away prospective members.

Only students at the LPU are eligible to hold membership and Organization board positions; The membership option will be kept open twice a year and each time for one month, probably in the month of September and February.

Above given is a recommended clause for inviting new joiners. Organization can design the clause according to their needs. Though it is recommended to keep the option open for not more than three times a year as each time the members will join, the organization will have to update SOC about the changes.

The number of members will not be less than 10 and more than 300.
Above given is the rule imposed by university. You can restrict your membership strength anywhere between the given bracket.

Any member can leave the organization any time after informing Organization board members.
Organization can frame a different leaving policy if they desires so. Organization are expected to intimate SOC about leaving of any member immediately. Firstly, student organization membership will be by default open to everyone. If student organizations seek to limit their membership according to some criteria then they will have to mention it explicitly along with the selection procedure. Secondly, this is a University and not the community at large, and as such we require student organizations to restrict Organization board and membership privileges to current LPU students only. Thirdly, a student organization is permitted to take in affiliation from a organization outside the university only after the approval from SOC.

Article 4 Organization Board (OB) (1) The Organization board shall consist of the following: a. CEO/ Director/ Editor-in-chief; 28 | P a g e

b. Co-CEO/ Deputy Director/ Co-Editor; and, c. Treasurer.

You are not restricted to an Organization board consisting of only these listed positions, but these positions represent the sample minimum requirements. For further help on category specific designations, students can go through student organization manual. It is highly recommended that you frame the positions and responsibilities of your Organization board members as per the requirements of the organization. However, do not include extra positions just for the sake of doing so. Determine what positions you can consolidate and merge. A small and efficient Organization board can get things done better than a large cumbersome bureaucracy.

Article 5 Responsibilities of the Organization Board (1) The CEO/ Director/ Editor-in-chief will: a. Oversee the other members of the Organization board in fulfilling their responsibilities; b. Chair all meetings; and, c. Have signing authority for the student organization. (2) The Co-CEO/ Deputy Director/ Co-Editor will: a. Assist the CEO/ Director/ Editor-in-chief in his/her duties; b. Assume all powers of the CEO/ Director/ Editor-in-chief in his absence; and, c. Be responsible for recording the minutes of all meetings. (3) The Treasurer will: a. Be responsible for overseeing all financial dealings of the student organization; b. Keep complete records of all financial dealings of the student organization; and, c. Have signing authority for the student organization.
The above responsibilities represent the minimum duties required of each Organization board in order to ensure that the student organization is run smoothly. Please note that these are presented as a sample and organization are recommended to design roles and responsibilities as per the specific requirements of organization. You may add responsibilities as you see fit and of course if you have added further Organization board positions, you will have to define duties for each new position.

Article 6 Selections of Organization Board (1) In a new organization the Organization board will be selected by facilitator on the recommendation of promoter.
A promoter may or may not hold any position in the organization board.

(2) In all other cases Organization Board will be selected by the Facilitator on the recommendations of members of the Organization.

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Above mentioned is the general procedure university recommends. Organizations are expected to lay down a more detailed policy on the selections. The organizations are expected to frame the selection procedure in such ways so that organization board consists of students from different years so as to smooth the transition and selection of new Organization board at the start of a new academic session.

Article 7 Replacement of Organization Board member (1) If a organization board member resigns from his/ her position or the position becomes vacant due to any other reason then, the Organization board member will be selected by facilitator on the recommendation of remaining organizational board members and general member from the general members keeping in mind the eligibility criteria of a organizational board member. (2) Before the end of every academic session, the Facilitator along with the organizational board will select new organizational board that will hold responsibility from the commencement of upcoming academic session. The new board can consist of new members or of that already existing depending on the past performance, consent of general members, cases of passing outs and students leaving university by some other reason etc.
Above mentioned is the general procedure university recommends. Organizations are expected to lay down a more detailed policy on the selections. The organizations are expected to frame the selection procedure in such ways so that organization board consists of students from different years so as to smooth the transition and selection of new Organization board at the start of a new academic session. While writing this section please take into consideration all the cases in which a position in the Organization board becomes vacant.

Article 8 Finances (1) No fee will be charged on membership.

As per the university rules, no membership fee will be charged on students for joining an organization. However, certain fundraising mechanism should be framed in case the fund is needed to conduct certain event. Such mechanism should be mentioned in this article.

Article 9 Meetings (1) At least two general body meetings shall be held during the term, (2) Members will be informed of each of these meetings at least seven (7) days in advance.
These are the minimum requirements. Do not bother to get more ambitious than this and say that you will hold numerous meetings per year because then you will have to. Just give us the above stated minimum that you will need to hold, and try to hold more as required and as time and scheduling permits.

Article 10 Amendments (1) Amendments to the constitution will be done by the facilitator on recommendation of Organization board. It could be done only once a year, at the beginning of the academic year. 30 | P a g e

(2) An amendment to the constitution must be approved by SOC, which must be presented with a typed copy of the proposed amendment as well as typed minutes from the meeting when the amendment was passed in order to prove that this amendment was adopted.
These are the precise requirements, so do not modify them beyond what is stated above.

Article 11 Impeachment (1) Any member of the student organization who commits an act negatively affecting the interests of the student organization and its members may be given notice of impeachment; (2) The impeached individual shall have the right to defend his/her actions; and, (3) A facilitator on recommendation of board will decide on the removal of the impeached individual from the student organization and the loss of any privileges associated with the student organization.
It is best to include impeachment procedures such as those outlined above. You will hopefully never use the impeachment procedures. In the end, you will be glad that you included this part in your constitution.

Article 12 Grievance redressal mechanism (1) The Facilitator along with Organizational Board will form the internal grievance redressal committee. Any grievances can be reported to any of the mentioned person(s). (2) If the person is not satisfied by the response of the internal grievance redressal committee then he/she can appeal at SOC for the same. Article 13 Refund Policy
As there is no membership fee, you may not need a refund policy but if implied by some fundraising clause you may need to formulate a refund policy here.

Article 14 Undertaking (1) The (Insert your student organization name here) is not an agent of the Division of Student Affairs and its views and actions do not represent those of the Division of student Affairs or any other such official entity of LPU. This is required exactly as stated above. ____________________________ ____________________________ Name with Signature and date Promoter/ OB member ________________________________ _______________________________ Name with Signature and date Facilitator

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Annexure III

Role & responsibility of the Facilitator

1. The Facilitator will guide the promoter in the formation of constitution. 2. The Facilitator will help and guide promoter in the formation of Organization Board. 3. The facilitator will keep track of all the activities of the organization and must attend at least two meetings in one month with the Organization board addressing their general queries and discussing new plans. He/She is needed to be present at General body meeting and will have to approve the meeting minutes before it is submitted to SOC. 4. Facilitator will act as a guide to organization and a interface between SOC and organization in all organization events and activities. 5. The facilitator will be Responsible for issuing rooms/labs and other required equipments for the organization as per the University policy. This will be done by the facilitator under SOCs Online Space Reservation System (OSRS). 6. The facilitator will review and sign O-SAF prior to submission to SOC. 7. The Facilitator will be a part of Tier Evaluation Committee. 8. The facilitator shall monitor the working and management of the student organization and will be his/her responsible for implementation of all policies and procedures prescribed in the constitution and student organization manual. 9. All the requests submitted by organization including equipments and facility requests, venue booking and reimbursement request in SOC will first be signed and approved by Facilitator. 10. In the event a facilitator cannot continue in his/her role, the activities of the organization shall be suspended until a replacement is identified.

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Annexure IV Name of the Student Organization: Time: Type of Meeting:

Meeting Minutes

Date: Meeting Presided by: Minutes Prepared by:

S.No Subject Matter Action

To be Start of actioned Date by/ Mode of Action

Follow up remarks and review(Completion status vis-a vis the action points) Please mention deviations from the set objectives (if any).To be filled by concerned members

Any amendment Suggested in constitution

End Date 1

Meeting Coordinated by: Minutes Vetted by:

Minutes

Presided

by:

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ANNEXURE V Privileges & Rights of Student Organisation at TIER 1 Parameters

Max. Allowances for initial Promotion Suggestive no. of Events per year Participation in Univ. events per year Reimbursement for events per year Outside Participation on University expenses AnE 1000 4 1 Not Allowed Not Allowed P1 1000 4 1 Not Allowed Not Allowed

Categories
P2 1000 4 1 Not Allowed Not Allowed SS 1000 4 1 Not Allowed Not Allowed HnR 1000 4 1 Not Allowed Not Allowed Publcn 1000 4 1 Not Allowed Not Allowed

University Resources
Auditorium (times a year) Room Large Room small Library/ Laboratory/ other special rooms Instruments and Equipments Website Transportation facility Not Allowed As per the availability As per the availability As per the availability Not Allowed Not Allowed Not Allowed Not Allowed As per the availability As per the availability As per the availability Not Allowed Not Allowed Not Allowed Not Allowed As per the availability As per the availability As per the availability Not Allowed Not Allowed Not Allowed Not Allowed As per the availability As per the availability As per the availability Not Allowed Not Allowed Not Allowed Not Allowed As per the availability As per the availability As per the availability Not Allowed Not Allowed Not Allowed Not Allowed As per the availability As per the availability As per the availability Not Allowed Not Allowed Not Allowed

Promotions for Events

Posters and Flyers Y-TV UMS Notices on Notice board Banners and Flexes Outside judges, speakers, participants Allowed Allowed Allowed Allowed Not Allowed Not Allowed Allowed Allowed Allowed Allowed Not Allowed Not Allowed Allowed Allowed Allowed Allowed Not Allowed Not Allowed Allowed Allowed Allowed Allowed Not Allowed Not Allowed Allowed Allowed Allowed Allowed Not Allowed Not Allowed Allowed Allowed Allowed Allowed Not Allowed Not Allowed

Sponsorship
Sponsorship inside the University Sponsorship outside the University Allowed Not Allowed Allowed Not Allowed Allowed Not Allowed Allowed Not Allowed Allowed Not Allowed Allowed Not Allowed

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Privileges & Rights of Student Organisation at TIER 2 Parameters

Max. Allowances for initial Promotion Suggestive no. of Events per year Participation in Univ. events per year Reimbursement for events per year Outside Participation on University expenses AnE 1000 4 1 Allowed as per Policy Allowed as per the policy P1 1000 4 1 Allowed as per Policy Allowed as per the policy

Categories
P2 1000 4 1 Allowed as per Policy Allowed as per the policy SS 1000 4 1 Allowed as per Policy Allowed as per the policy HnR 1000 4 1 Allowed as per Policy Allowed as per the policy Publcn 1000 4 1 Allowed as per Policy Allowed as per the policy

University Resources
Auditorium (times a year) Room Large Room small Library/ Laboratory/ other special rooms Instruments and Equipments Website Transportation facility 2 As per the availability As per the availability As per the availability Allowed Allowed Allowed 2 As per the availability As per the availability As per the availability Allowed Allowed Allowed 2 As per the availability As per the availability As per the availability Allowed Allowed Allowed 2 As per the availability As per the availability As per the availability Allowed Allowed Allowed 2 As per the availability As per the availability As per the availability Allowed Allowed Allowed 2 As per the availability As per the availability As per the availability Allowed Allowed Allowed

Promotions for Events

Posters and Flyers Y-TV UMS Notices on Notice board Banners and Flexes Outside judges, speakers, participants Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed

Sponsorship
Sponsorship inside the University Sponsorship outside the University Allowed Not Allowed Allowed Not Allowed Allowed Not Allowed Allowed Not Allowed Allowed Not Allowed Allowed Not Allowed

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Privileges & Ri ghts of Student Organisation at TIER 3 Parameters

Max. Allowances for initial Promotion Suggestive no. of Events per year Participation in Univ. events per year Reimbursement for events per year Outside Participation on University expenses AnE 1000 4 2 Allowed as per Policy Allowed as per the policy P1 1000 4 2 Allowed as per Policy Allowed as per the policy

Categories
P2 1000 4 2 Allowed as per Policy Allowed as per the policy SS 1000 4 2 Allowed as per Policy Allowed as per the policy HnR 1000 4 2 Allowed as per Policy Allowed as per the policy Publcn 1000 4 2 Allowed as per Policy Allowed as per the policy

University Resources
Auditorium (times a year) Room Large Room small Library/ Laboratory/ other special rooms Instruments and Equipments Website Transportation facility 4 As per the availability As per the availability As per the availability Allowed Allowed Allowed 4 As per the availability As per the availability As per the availability Allowed Allowed Allowed 4 As per the availability As per the availability As per the availability Allowed Allowed Allowed 4 As per the availability As per the availability As per the availability Allowed Allowed Allowed 4 As per the availability As per the availability As per the availability Allowed Allowed Allowed 4 As per the availability As per the availability As per the availability Allowed Allowed Allowed

Promotions for events

Posters and Flyers Y-TV UMS Notices on Notice board Banners and Flexes Outside judges, speakers, participants Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed

Sponsorship
Sponsorship inside the University Not Allowed Allowed as per the policy Not Allowed Allowed as per the policy Not Allowed Allowed as per the policy Not Allowed Allowed as per the policy Not Allowed Allowed as per the policy Not Allowed Allowed as per the policy

Sponsorship outside the University

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Privileges & Rights of Student Organisation at TIER 4 Parameters

Max. Allowances for initial Promotion Suggestive no. of Events per year Participation in Univ. events per year Reimbursement for events per year AnE 1000 4 3 Allowed as per the policy Allowed as per the policy P1 1000 4 3 Allowed as per the policy Allowed as per the policy P2 1000 4 3 Allowed as per the policy Allowed as per the policy

Categories
SS 1000 4 3 Allowed as per the policy Allowed as per the policy HnR 1000 4 3 Allowed as per the policy Allowed as per the policy Publcn 1000 4 3 Allowed as per the policy Allowed as per the policy

Outside Participation on University expenses

University Resources
Auditorium (times a year) Room Large Room small Library/ Laboratory/ other special rooms Instruments and Equipments Website Transportation facility 4 As per the availability As per the availability As per the availability Allowed Allowed Allowed 4 As per the availability As per the availability As per the availability Allowed Allowed Allowed 4 As per the availability As per the availability As per the availability Allowed Allowed Allowed 4 As per the availability As per the availability As per the availability Allowed Allowed Allowed 4 As per the availability As per the availability As per the availability Allowed Allowed Allowed 4 As per the availability As per the availability As per the availability Allowed Allowed Allowed

Promotions for events

Posters and Flyers Y-TV UMS Notices on Notice board Banners and Flexes Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed Allowed

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Outside judges, speakers, participants

Allowed

Allowed

Allowed

Allowed

Allowed

Allowed

Sponsorship
Sponsorship inside the University Not Allowed
Allowed as per the policy Sponsorship outside the University

Not Allowed
Allowed as per the policy

Not Allowed
Allowed as per the policy

Not Allowed
Allowed as per the policy

Not Allowed
Allowed as per the policy

Not Allowed
Allowed as per the policy

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Annexure VI

O-SAF

Name of Organization: <Write name of the organization> Category and Tier :< Mention the category and Tier> Organization Board: <Enlist name along with designations> Number of members: <Write number (add details as an annexure)> Meetings Held: <Enlist here type along with date (add details along with Minutes of meeting as an annexure.)> Events held: <Enlist here name along with date (add details as an annexure)> Recent Achievements and initiatives: <Mention each one in a line or two (add details as an annexure)> Recent setbacks :<Mention if some mishaps or failure happened in recent past. Remember, its good to acknowledge failure and recognize ones weakness as it helps one to improve> Planned areas of improvement: <enlist the areas in which you feel a need to improve. Only mention those in which the organization is actually planning to improve> Future plans: <Plan could cover anything including events, promotions, membership review, amendments etc (add details as an annexure)> Remarks by Facilitator: <Write a short note describing the improvements in the organization.>

Date of submission:

_______________________

_____________________

_______________________ Name and Signature Board Representative

_____________________ Name and Signature Facilitator

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Guidelines to Fill O-SAF Organizations are expected to Be honest Always be truthful and honest while telling your accomplishments or failures. Dont exaggerate your strengths and dont hide your weaknesses. Dont make personal judgments for anybody. Do the preparation Its always better to prepare yourself before the meeting. Get all the lists in place; prepare all the evidences and references. Be objective Objectivity is important in self appraisal. Dont exaggerate or downplay your achievements or failures. Be specific and concise in your statements and if possible support them with examples or references or evidences with dates. Cover all the aspects Apart from past performance, express the opportunities you would like have for your organizations development and improvement. Suggest ways to overcome the problems faced. Assess your organizations capabilities and competence.

Seek future responsibilities According to the assessment of the current sessions performance plan the short term and long term goals for the next year. Self appraisal should ideally include the accomplishments, the goals achieved, the failures, and the growth the obstacles faced during the period, the efforts for removing them, the suggestions, and the areas of support felt by organization.

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Annexure VII

Event Planning Format

Name of Organization: <Write the name of Organization> Category and Tier: < Write category along with Tier> Name of the event: < here write the name of event> Type: <whether the event is cultural, sports, technical etc.> Date: < Proposed date of event> Venue: <venue(s) of event along the specific arrangements (seating, mike, PAR, projectors etc.)> Target Audience: <Description and expected number of audience> Advisory Committee: <the authorities involved in advisory job for the event> Organizing Coordinator(s): <Detail of coordinator(s)> Committees: <write all the involved committees, there functions and number of members> Events: <Detailed description of events (refer to activity details format below) > Schedule: <Step by step schedule of events> Proposed Budget: <Estimated budget with the details of anticipated means of fund procurement> Sponsorship details: < List the expected sponsors inside and outside the university along with the expected amount> Promotion and Advertisement plan: <details of promotion and advertisement plan along with the expectations from DSA> Printing material requirements: <Flexes, posters, pamphlets, tickets etc.>
______________________ ______________________ Name and Signature of OB representative Event/ activity detail format Event/ activity Name: Event Activity type: Cultural/ Sports/ Social/ Fun/ Academic/ Co-curricular Competitive/ Non-Competitive Event/ activity introduction: Event/ Activity Description (with steps, rules, criteria): Event Requirements: Event Budget: Event Schedule and Time limits: Annexure 1. General Rules 2. Judgment and Evaluation sheet 3. List of Judges and speakers inside/ outside the university (name, designation, company, profile) Others (to be used during event) __________________________ __________________________ Name and Signature of Facilitator

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Annexure VIII

Ticket Format

The ticket will be of size A10 (26*37 sq. mm) S. No. Time: Date: Venue: Organization name Event Name Rs.

OB member signature signature (with seal) Signature and Seal

Facilitator (with seal)

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Annexure IX

Expense Reimbursement Form

Name of Organization: Category and Tier: Phone:

e-mail:

Be sure to list expenses below along with the reason for the requirement. Remember to attach all receipts to this form.

Expenses to be considered for Reimbursement:

S. No. 1 2 3 so on Total Expenditure Date Item Quantity Bill No. Reason for requirement Expense amount Rs. Rs. Rs. Rs. Rs.

I certify that all expenses listed above were incurred for the benefit of the Student Organization. Enclosers: Original Bills of above stated expenses

Date: ________________________________ ________________________________

____________________________
Name and Signature of OB representative

___________________
Name and Signature of Facilitator

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Annexure X

Cancellation of Membership Form

To ______________________<Write Designation> ______________________<Write name of student organization> Date: ___________________(write date on which resignation submitted) Subject: Cancellation of membership Dear Sir/Madam, I wish to inform that due to_______________________ <give reason> I will not be able to continue the membership of______________________< give the name of student organization.> I will be serving the notice period of One Week and wish to be relieved on ______________<Write date of relieving>.

Write anything you want to convey. Yours sincerely (Sign with date and Write name, registration no, Programmme and year and Mob. No.)
______________________________ _____________________________ _____________________________

-------------------------------(Signature of Board member)

----------------------------(Signature of Facilitator)

Note. Please forward a copy to SOC

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Annexure XI

Format for details of OB /members

Name of Organization: Category: Tier:

Registration Name no. email Designation id contact no.

Programme Year CGPA

_________________ _________________ Name and signature of OB representative

______________________ ______________________ Name with id and signature of facilitator

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