SCHEDULE II – MEETING PROCEDURES

¶ 1. General Body Meetings

A) The General Body Meeting shall consist of five phases.

(1) The first phase shall be dedicated to presentation of the Council’s report on the status
of activities for the ongoing trimester.
(2) The second phase shall consist of discussions for all activities in the subsequent
trimester.
(3) The third phase is devoted to the voting on amendments and other major decisions of
the Council, and swearing in of new Council members subsequent to impeachment.
(4) The fourth phase is dedicated to presentations by the University’s cells and centres
including call for volunteers and other such matters, and
(5) The last phase is dedicated to the Director’s address to the Student General Body.

B) The Council shall nominate two members from its ranks to present the trimester report,
which shall include the functioning of the Council in all major matters of importance to
the Student General Body, which includes changes in rules and regulations appertaining
to University life which has been passed by the Administration, decisions of the
Executive & Academic Council for that trimester, status of various student classes,
intra university competitions, procurement of new books in the library and usage of
funds, if any, among other things.

C) All discussions shall be done as informally as possible, so as to enable maximum

student participation.
(1) A Council member from the fourth year of the B.A.LL.B.(Hons.) Course shall preside
over the discussions, with the choice of such member changing in each trimester till
ordinary dissolution.
(2) The presiding shall only regulate the speaking order of students, with every student
wishing to speak being given that opportunity at least once.

D) The second phase shall involve an open house, with the Council members’ main focus
being on gathering information as to proposed activities for the subsequent trimester.
(1)Two members of the Council shall open the house discussion by briefly and
summarily suggesting, by way of reading a report, the activities for the subsequent
trimester.
(2) Upon completion of presenting the report, the Student General Body may make its
suggestions, all of which shall be duly recorded by the Council for further discussion
in an Ordinary Meeting.
(3) The suggestions leg of this phase shall be presided by the fourth year Council member
who has been selected by mutual agreement from the three Council members of that
batch.
E) The third phase shall consist of the voting on amendments, other major decisions of the
Council and swearing in of Council members subsequent to impeachment, in that order
necessarily.
(1) The voting shall be done by show of hands for amendments, and shall be done as
expeditiously as possible, with due regard being given to tallying by Council
members. The Faculty Advisor shall be present at the voting to ensure its
impartiality.
(2) Decisions on amendments will require a brief explanation by the Council members
as to the implications of the amendment and how it shall change the procedure
already established by this Constitution, so as to enable a reasoned and speedy
judgment on the part of every student. The same procedure shall be followed for all
major actions envisaged by the Council.
(3) The swearing in of the Council member subsequent to impeachment shall be the last
item to be completed, as the last leg of this phase.

F) The fourth phase shall consist of presentation of reports by cells and centres of the
University, including calls for volunteers, and other such important announcements
which shall be of interest to the Student General Body. The Council has the duty to
verify the reports presented and shall assist the cells and centres in preparation of such
reports, if requested.

G) The Director or the Director’s representative shall present the address to the Student
General Body as part of the last phase which has the purpose of improving
communication between the Administration and the Student General Body.

H) Regard shall be given to effective communication, keeping in mind the large nature of
the gathering in the General Body. The same procedure laid out herein shall be
applicable to Emergency Sessions, with only a single phase consisting of presentation
of the impugned issue by way of a report and subsequent voting.

¶ 2. Ordinary Meetings

A) The presidency in Ordinary Meetings shall be on a rotating basis, with regard being
given to seniority and date of birth of the Council members.
(1) No Council member shall preside over an Ordinary Meeting until all Council
members have presided over at least one Ordinary Meeting, with due regard being
given to the attendance at that meeting.
(2) As the functions of the President in all meetings consists of regulating the
procedure laid out herein, with equal opportunity being offered to all members, the
members shall be expeditious in deciding the presidency for each Meeting before its
commencement.

B) The President at an Ordinary Meeting shall ensure that every Council member or their
representative has an opportunity to voice out their concern over the impugned issue at
least once, with the rule of seniority being applicable in providing that opportunity.
 (1) Upon completion of the first opportunity to be heard which shall not last for
more than two minutes per member or representative, informal discussions shall
ensue. The President shall continue to regulate the discussion, and shall be
restricted to taking note of misdemeanours during the informal discussion.
(2) The second opportunity to be heard shall be granted subsequently, with Council
members stating their reservations to a particular mode of action, which shall not
last for more than a minute per member.
(3) It shall be noted that every Council member has the right to waive any
opportunity to being heard, to allow for quicker decision making.

C) Students who have been invited to an Ordinary Meeting, which has been convened for
their purpose, or are the cause for the convening of an Ordinary Meeting and if present
shall be the first to speak, after which the first opportunity to be heard shall be
provided.

D) The views of the public if present shall be entertained by the President upon the close
of the second opportunity to being heard, upon which the Council shall consider all
opinions presented and shall engage itself in the task of drafting the Resolution for that
Ordinary Meeting.

E) The Ordinary Meeting shall not be adjourned without a Resolution, which shall include
the decision to be taken by the Council. Adjournment without a decision and
corresponding Resolution shall give rise to the prospect of appeal being available, with
such appeal being made to the Faculty Advisor, who shall take note of it and question
the Council.

F) The Resolution shall be concise and typewritten and it shall not exceed two pages
unless necessary.
(1) The Resolution shall begin with a short preamble which states the reason for
convening the Ordinary Meeting.
(2) An operative portion shall be included, which states the decision taken and all
reservations made which may qualify the proposed course of action. The operative
text shall end with the proposed course of action.
(3) The names of the dissenting members of the Council shall be the last item in the
Resolution, with a line stating their reservation and their reason.
(4) The cumulative vote count shall also be mentioned prior to stating the
dissenting members.

G) The Resolution shall be typed by one member of the Council, upon dictation by the
president, with the dissenting members supplying their statement for recording.
(1) A copy of the resultant Resolution shall be forwarded to the student upon whose
request the meeting has been convened & to the Faculty Advisor.
(2) One copy shall be posted on the Academic Block’s notice board, if necessary.

H) All Resolutions of the Council shall be freely accessible by any Faculty member,
Administration and any member or members of the Student General Body, and a record
 all Resolutions shall be maintained for future reference by the first year members of the
Council.

I) Misdemeanours during Ordinary Meetings shall include usage of foul language,

repeated interferences with the procedure by interjection, and other such behaviour
which impedes the speedy resolution of the impugned issue.
(1) The Council member or the student who engages in such misdemeanours shall
be deprived of their opportunity to be heard where applicable, in addition to an
appeal being made to the Faculty Advisor.

J) Regard shall be given to ensuring that Ordinary Meetings do not exceed for more than
two hours, and all possible decisions shall preferably be discussed during informal
consultations, which shall include the students where applicable. The convening of the
Ordinary Meeting shall preferably be treated as a procedural requirement to draft the
Resolution alone.

¶ 3. Ad Hoc Meetings

A) Ad Hoc Meetings which occur with the Faculty Advisor shall observe the procedure, if
any, which is expected by the Faculty Advisor who shall make such requirement known
during intimation of the agenda.

B) Ad Hoc Meetings which occur with the Administration, or with the Director
specifically, shall observe the procedure if any, which is expected by the relevant party
who shall make such requirement known during intimation of the Agenda.

C) Mediation sessions organized under the auspices of Article VI(10)(a) of this

Constitution shall comply with the following procedure;
(1) The Faculty Advisor or the Faculty Advisor’s representative may act as the
mediator for any difference arising between the Administration and the Student
General Body or an individual member thereof, with the mediator so selected
receiving the approval & consent of all parties at the table, without which a
more suitable representative shall be chosen jointly.
(2) The Students shall be represented by three Council members who have been
elected by way of Resolution at an Ordinary Meeting or by informal
consultation if paucity of time is a constraint
(3) The Administration may nominate Council Members to represent its choices,
who shall faithfully comply with representing such choices. The Administration
is encouraged herein to make itself available for the mediation, with the venue
being decided by the Administration.
(4) The neutral appointed mediator shall conduct the mediation process, which shall
comply with the mediation procedure that is generally followed at the
International Chamber of Commerce.
(5) Regard shall be given to good faith efforts, which shall be made by all parties to
reach an amicable solution that caters to all parties.