Institutional Policy on

Students Programming and Co-/Extra-Curricular Activities

Directorate of Students Affairs

University of Engineering and Technology, Lahore (UET Lahore), Pakistan
Email: office.dsa@uet.edu.pk
Ph: +92 (42) 99029244
 Contents

1. Introduction ………………………………………………………………………………..2
2. Registration and Renewal of Registered Societies………………………………………...2
3. SOPs for Student Societies………………………………………………………………...3
4. Structure of Societies and General Constitution……………………..................................4
4.1 Society Advisor………………………………………………………………………..5
4.2 Society Counsil………………………………………………………………………...5
4.2.1 Soceity Core …………………………………………………………………………...5
4.2.2 Society Team…………………………………………………………………………. 6
5. Tenure …………………………………………………………………...............................6
5.1 Advisor………………………………………………………………………….................6
5.2 Council……………………………………………………………………………………..6
6. Inductions and Layoffs…………………………………………………………………….7
6.1 Core ……………………………………………………………..........................................7
6.2 Other Counsil Members……………………………………………………........................7
7. Accounts Info……………………………………………………………………………....7
8. Alterations in the Constitution………………………………………..................................8
9. Arbitration and Interpretation…………………………………………...............................8
10. Student Event Organization…………………………………………….............................8
11. Annual Report……………………………………………………………………………..8
12. Society Registration/Renewal Form (Form-A)….………………………………………...9
13 . Undertaking Form (Form-B)……………………………………………….……………10
14. Event Approval Form (Form-C)………………………………………………………....11
15. Reflection Form (Form-D)……………………………………………………………...12
16. Annual Report Proforma (Form-E)……………………………………………………..13

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 1. INTRODUCTION
University of Engineering and Technology Lahore (UET Lahore) is one of the oldest
engineering institutions in Pakistan completing 102 years in 2023. UET Lahore has around
13,000 students studying in seven different faculties in five campuses. To promote student
programming through extra-currcular activities, around 24 registered student societies and
clubs are working at the main campus in addition to the societies at sattellite campuses. These
societies are technical, department specific and art and literary in nature.

To register and recognise these students societies, their formation and effective functioning,
this ‘Students Programming and Co-/Extra-Curricular Activities Policy’ has been drafted and
approved after consultation with all stakeholders.

2. REGISTRATION AND RENEWAL OF REGISTERED SOCIETIES

A group of students (more than 10) may apply to register themselves as a student society,
provided if they have,

a. Intension and plans to promote co-/extra-curricular activites among UET students

following stipulated rules, and
b. A unique and nonrepitive name, objectives and scope of activites with already
registered societies.

A department or DSA Office shall anchor a society where the Head of the Department/DSA
shall verify the same on a prescribed form (Form-A in the Annexture) and, that will be
submitted to Directorate of Students Affairs for approval and notification. The same form will
be submitted by each previously registered society for the renewal in next academic year along
with previous year’s activity report (Form-E). The Director Student Affairs (DSA) shall
consider all requests and notify the registered societies, along with their mandate and advisors
at the start of each academic year.

All societies executive shall sign and submit an undertaking to abide by all rules and regulations
(Form-B in the Annexture) along with Registration/Renewal form.

3. SOPs FOR STUDENTS SOCIETIES/ACTIVITIES

A number of students’ technical chapters and cultural society are functioning at the campus to
enrich the learning and personality grooming experience of the students at large. In order to
ensure the smooth and streamlined functioning of these societies, following guidelines are
proposed for societies activities.

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a. Only registered societies/chapters can arrange activities university-wide. However, the
students of various departments may arrange their activities within the premises of the
departments with the permission of their chairpersons under their guidance/supervision.
b. All activities shall be arranged following university rules and keeping in view the
society’s culture and norms.
c. The student societies shall organize their events strictly according to their mandate and
scope that are meaningful and non-repetitive with other societies. Such events shall be
planned in consultation with their Staff Advisors and proper approval of the Worthy Vice-
Chancellor shall be sought through Staff Advisor/Chairperson and DSA (Form C).
d. A society may arrange its event maximum spanning of two days at such timings that
minimum disturbance to academic activities is ensured. Each activity/module shall be
properly justified and planned well in advance. A meeting of all staff advisors and
coordinators will be arranged at the start of each academic year where all societies will
propose their event(s) plans that will be discussed and calendared in a joint meeting
convened by DSA.
e. The staff advisors will be responsible for all activities of their societies/events including
financial aspects. The societies shall not charge any money to UET students without
approval unless it is deemed necessary and decided by the staff advisor. Only in-kind
sponsorship will be allowed that will be properly invited and recorded. The societies shall
arrange all activities according to the scale and scope of the event. All Staff Advisors shall
submit an accounts balance sheet showing total income/sponsorship and expenditures
(approved by Vice-Chancellor for each event) to DSA office.
f. Outsiders shall not be allowed to UET events. However, the participating teams from
various institutions duly authorized by their parent institutions (through Registrar/DSA)
may be allowed with prior approval from DSA only.

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 4. STRUCTURE OF SOCIEITES AND GENERAL CONSTITUTION

The general structure of a registered student society is shown in Figure 1.

Structure of a Registered Student Society

Society Advisor

Financial Auditor

President
Vice President Core
General Secretary
Media Relation Officer
Executive Council Members Team Leads

Teams

Team Events Team Media & Documentation

Event Management Media Outlet Management

Logistics Design

Sponsorship Documentation

4.1 SOCIETY ADVISOR

Each student society requires an Advisor from the teaching faculty of the university, according
to University’s regulations. The advisor will guide students for any matter as needed and act as
the bridge between University’s top management and student society. The staff advisors will
be responsible for all activities of their societies/events including financial aspects. All Staff
Advisor shall submit an accounts balance sheet showing total income/sponsorship and
expenditures (approved by Vice-Chancellor for each event) to DSA office.

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4.2 SOCIETY COUNCIL

The student council of a society will consist of the following managerial structure.

4.2.1 SOCIETY CORE

The senior most committee in the student society will consist of 3rd and 4th year (4th and 5th in
the case of Architecture etc.) students as selected according to the induction criteria. The
designations and responsibilities, in addition to their general leadership role, will be:

President: • To lead the whole student society and its activities from the very front.
• To act as the liaison between the student society and all levels of higher
university management.
• To chair every decision-making process falling under the jurisdiction of
core.
• To manage the workspace / office if provided by the University.

Vice • To actively take part in all decision-making processes falling under the
President: jurisdiction of core.
• To act as President to the extent and while as instructed by the Advisor in
the absence of the President or in any other circumstances.
• To lead any team/domain in the execution of activities as instructed by the
Advisor/President and consulted in Core’s meetings.

General • To actively take part in all decision-making processes falling under the
Secretary: jurisdiction of core.
• To lead any team/domain in the execution of activities as instructed by the
President and consulted in Core’s meetings.
• To be the first go-to person for all disciplinary matters of the student body.
• To assist President and Vice President in general management of the
society.

The staff advisor may increase the number of core members if deemed necessary for proper
functioning of the society.

4.2.3 FINANCIAL AUDITOR

The Staff Advisor will appoint a student auditor who will audit all sponsorships/funds and
expenditures before and after every event of the society and furnish a confidential report to

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Staff Advisor only. The same audit report will be submitted to DSA Office with each bill and
with the Annual Report at the end of each Academic Year.

4.2.3 SOCIETY TEAMS

Based on the categories of tasks, the volunteers inducted will be placed in different teams of
specific work. Every team shall be led by a student of 3rd year or senior. The following teams
will be made initially:

Team Events • Event Management

• Logistics
• Sponsorship

Team Media & • Media Outlets Management

Documentation • Design
• Documentation

The number of teams and categories can be altered whenever found necessary by the core with
the approval of Staff Advisor. The duties of the Team Leads include but not restricted to:

• To lead the team/domain in the execution of activities as instructed by Core.

• To maintain decorum in their specific teams.
• Media Relations Officer will be responsible for maintenance of social media handles and
publicity campaigns of the society.
• Any general duties/roles as considered necessary adhering to the culture and mandate of
the society.

Note: The Staff Advisor shall act as the admin of the social media page(s) of the society.

5. TENURES

5.1 ADVISOR
There is no fixed tenure of the Advisor and he will hold the office unless notified otherwise by
DSA/Registrar Office.

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5.2 COUNCIL
The core and council will serve for 1 academic year (August - May). The Core members, the
final year students, will pass the charge to their successors till the end of Spring Semester of
each academic year after core nomination or approval process (Form-A).

6. INDUCTIONS AND LAYOFFS

6.1 CORE
The Staff Advisor shall nominate the core members and submit the names to DSA Office on
Form-A, latest by one month before the end of Spring Semester. The selection shall be made
on the basis of following three criteria:

• Previous involvement in Co-/Extra-Curricular activities

• CGPA (shall not be less than 2.7)
• Motivation for Extra-/Co-curricular activities
• Necessary condition: The student should not be involved in any act of indiscipline either
at the university and/or departmental/hostel level.

The layoff or any other strict action might be taken against any unacceptable act from core
members if it is reported with proof to the Advisor/DSA. The staff advisor/DSA may usually
issue written warning to the concerned core member and/or terminate/cease the core member
to work where and when deem feel necessary.

6.2 OTHER COUNCIL MEMBERS

All other members are to be inducted by the mutual consultation of core members and to be
approved by Staff Advisor. An induction form will be circulated and the criteria to be followed
are:

• Previous involvement in Co-/Extra-Curricular activities

• CGPA (shall not be less than 2.7)
• Motivation for Extra-/Co-curricular activities
• Necessary condition: The student should not be involved in any act of indiscipline either
at the university and/or departmental/hostel level.
For an act of indiscipline within society for other members, the General Secretary shall
issue a warning on the instructions of President (bringing it into the notice of Advisor) who
will then terminate/unregister the council member.

7. ACCOUNTS INFORMATION
Accounts Accessing Authority

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 Finance General Secretary / Specified Executive Council Member
Face book / other media
VP / Media Relations Officer
pages
Any other account As decided by Core
All Staff Advisor shall submit an accounts balance sheet showing total income/sponsorship and
expenditures (approved by Vice-Chancellor for each event) to DSA office.

8. ALTERATIONS IN THE CONSTITUTION

The Director Students Affairs (DSA) will have the right to alter any clause(s) of this policy.
The Staff Advisor, in consultation with Core Members may alter the specific clauses
concerning the matters of team leads, liaison committee, and other executives for the society.

9. ARBITRATION AND INTERPRETATION

In all cases, the decision of Advisor/DSA shall be the final and binding to all society
executives/members.

10. STUDENT EVENT ORGANIZATION

Various events are being organized at UET campuses by registered student societies in
technical and literature domains e.g. NAQSH’22, Technovation Week, UET Art and Literature
Week, Sada- e- Kashmir etc. All societies executives shall fill and submit Event Approval Form
(Form-C in the Annexture) before each event and Students Reflection Form (Form-D in the
Annexture) after everyevent.

11. ANNUAL REPORT

All Staff advisors shall submit Annual Report before 15th May of each year as per stipulated
format (Form-E, Annexture) to DSA office .

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 Form-A: Society Registration / Renewal Form
Date:
New Registration: This Form should be submitted with Hierarchy and previous
activities report (if any)
Registration Form should be submitted with new hierarchy and 3-page annual
Renewal: activities report signed by president and advisor

Purposed/Existing Society
Name
Induction
Registration Mobile
Name & Portfolio CGPA Email Interview Marks
No No.
(20)

Objectives of the Society

1.
2.
3.

Scope of the Society

1.
2.
3.

Activities Plan (Tentative)

Nature of Activity Venue Tentative Date

Endorsement of Chairperson/Office Head/ Staff Advisor

Name, Designation & Signs Director Students Affairs

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 Form-B Undertaking Form

Date:

I __________________ S/D of __________________ Reg# _______________

hereby undertake as_____________ (President) of_________ (Society) that we,

the society members, shall abide by all rules & regulations, policy and SOPs

stipulated for student activities and events and other discipline rules while

managing student society and organizing various events. If I fail to do so, a proper

disciplinary action may be taken against me (or any member of the society) under

stipulated Rues & Regulations.

Name: ______________________
Registration No #: ______________________
Signature: ______________________
Society: ______________________

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 Form-C: Event Approval Form
Date:
Approved Society
1.
Name

Title &Objectives
2.
of the Event

Is it a Calendared
3. Yes No
Event?
Activity Title & Detail Date Time Venue

4. Activity Schedule

1.
Budget and
5. 2.
Sponsorship
3.
Name of Society’s
President
6. Registration # and
Contact #
Signature

Remarks by
Society’s Advisor
7.

Name & Signature

Remarks by DSA
8.

Name & Signature

Approval by Vice-
9.
Chancellor

Form-D: Reflection on Students Programming through Students Activities

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 Date:

Name: Registration #:
Society: Designation:

1. What activities did you organize in this academic year (Aug-May-2023)?

2. How these activities have contributed towards students grooming and interpersonal skills?

3. What challenges have you faced while organizing these activities?

4. How did you cope with these challenges through effective leadership?

5. What leadership qualities did you find most helpful during these activities?

6. What team work challenges did you face and how did you overcome these challenges?

Form-E: Annual Report Proforma

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 Date:

Society Title:
Reporting Period: _______________ to ______________
Approved Objectives and Domain of the Society: ___________________________

Activities Detail

Sr.# Activity Title &Objective Date/ Time/ Venue Impact / Feedback

1.

2.

3.

Society President: (Name & Signature): ______________________

Staff Advisor: (Name & Signature): ______________________

Date: ______________________

Please attach 4-5 pages of events details consisting of 2-3 paragraphs of each
event and 2-3 pictures.

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