Constitution Revision: Amendments passed in SAC Meetings in 2010-11

S.No
Subject
1.
Increasing the number of PG
Councilors:

Old
M. Tech II Year Councilors: 3
MS Councilors from the Engineering program: 3
PhD Councilors from the Engineering program: 4

New
M. Tech II Year Councilors: : 5
MS Councilors from the Engineering
program: 5
PhD Councilors from the Engineering
program: 5

2.

Frequency of SAC Meetings:

Three Regular SAC meetings must be conducted every

year: one in the odd semester and two in the even
semester, the last meeting being a joint session of the
old and new SAC members.
The following schedule is recommended to be followed
for the conduction of Regular SAC meetings:
1. During the week following Quiz 2 of odd semester
2. During the week following Saarang.
3. Joint SAC meeting: During the week following Quiz
2 of the even semester.

A minimum of three Regular SAC meetings

must be conducted every year: at least one
in the odd semester and two in the even
semester, the last meeting being a joint
session of the old and new SAC members.

3.

Attendance in SAC Meetings

If any Councilor fails two consecutive meetings or a If any Councilor fails to attend two-thirds of
total of three meetings a semester, without prior the meetings (integer value) without prior
information and/or explanation, then the defaulter information and/or explanation, then the
stands automatically expelled from the SAC
defaulter stands automatically expelled from
the SAC

4.

General Secretarys Council

The General Secretarys Council shall consist of

The General Secretarys Council shall
1 representative from SAC
consist of:
1 representative from the weaker sections of the
All the Hostel General Secretaries

students
2 representatives from the GSB

5.

Monitoring Committee for

Student Facilities (MCSF)

6.

Alumni Affairs Council (Al

AC)

A maximum of 4 representatives
from the GSB appointed by the SGS
and HAS, ratified by SAC
These names shall be proposed by
the SGS and ratified by the SAC
Add:
The GSC shall assist the HAS in looking
into the maintenance problems of all the
hostels (Civil and Electrical) and the general
cleanliness of all the hostels.
a) The Dean-Students shall appoint a faculty
member, preferably a hostel warden, as the
chairman of MCSF.
b) SGS and HAS shall be members of the
committee, representing the students.
c) The MCSF shall look into the issues
regarding Laundry, Student Facilities Center
and Eateries.
d) SGS and HAS may appoint a maximum
of 3 members from the GSB who shall assist
them in discharging their duties related to
MCSF. This appointment shall be ratified by
SAC.
a) Composition:
1. The SGS shall appoint two students incharge of Alumni Affairs, ratified by SAC,
who shall organize and monitor the activities
of the Alumni Affairs Council.

2. The AlAC shall consist of all the Hostel

Alumni Affairs Secretaries.
3. It may also include representatives from
student organizations that may require
working with alumni office. Their
representation shall be ratified by SAC.
b) Functions and Responsibilities:
The Alumni Affairs Council shall assist the
Office of Alumni Affairs and the IITM
Alumni Association in their activities to
improve student-alumni interaction.
7.

Academic Affairs Council

(AAC)

8.

Research
(RAC)

Affairs

Composition:
1 representative from each branch of the B.Tech
program (i.e. all B.Tech Branch Councilors)
1 representative from the 1st year of the B.Tech
program
1 representative from the M.Tech program
1 representative from the M.Sc program
1 representative from the M.B.A program

Composition:
The AAC shall consist of all the officially
elected Branch/Class councilors from the
following constituencies:
B.Tech/Dual Degree
M.Tech I & II year
MBA I & II Year
MA
M.Sc I & II Year

Composition:
Council Composition:
2 representatives from the MS program
The RAC shall consist of all the elected
2 representatives from the PhD (Engineering and
Branch/Class
councilors
from
the
Humanities) program
following constituencies:
2 representatives from the PhD (Sciences) program
MS (Engineering and Humanities)
PhD (Engineering, Sciences, Humanities &

Management)
9.

Hostel Affairs Committees

(HACs)

10.

Removing the name of

Secretary for nominated
posts
Cultural Affairs Secretaries:

11.

a) For issues concerning the centralized supply of

commodities to the hostels, the HAS shall form a
CSU Committee (CSUC) consisting of 3 SAC
Councilors (1 PG and 2 UGs). The members of the
CSUC shall be the student representatives to the
Governing Council of the CSU.

a) For issues concerning the centralized

supply of commodities to the hostels, the
HAS shall form a CSU Committee
(CSUC) consisting of 3 SAC Councilors (2
PGs and 1 UG). The members of the
CSUC shall be the student representatives
to the Governing Council of the CSU.
Add:
b). The GSC shall assist the HAS in
looking into the maintenance problems of
all the hostels (Civil and Electrical) and the
general cleanliness of all the hostels.
c) The HAS shall form a Mess Monitoring
Committee (MMC) consisting of the Mess
Secretaries of all hostels and 2 members of
GSB appointed by the HAS, ratified by
SAC. The MMC shall look into the issues
regarding the messes, and shall assist the
HAS in discharging his duties on such
issues.

Club Secretary

Club Head (for all the clubs)

A. Functions and Responsibilities

A. Functions and Responsibilities

12.

The Co-Curricular Affairs

Secretary (CCAS)

f) The CASs shall present the annual budget of all co- f) The CASs shall present the annual
curricular affairs to the SAC for ratification.
financial report of all co-curricular affairs to
the SAC for its review.
Add:
d) All rules and details of selection
process, organizational hierarchy, duties
and responsibilities of each position in
Saarang shall be elucidated in the Cultural
Affairs Secretary Rule book. Changes to
these rules can be suggested by the CASs
together with the core members of Saarang
in consultation with the Cultural Affairs
Advisor. These changes should be ratified
by SAC and approved by the Dean of
Students. (Ref Article 12 of this chapter)
A. Functions and Responsibilities
A. Functions and Responsibilities
f) The CCAS shall present the annual
f) The CCAS shall present the annual budget of all co- financial report of all co-curricular affairs to
curricular affairs to the SAC for ratification.
the SAC for its review.
Add:
-d) All rules and details of selection
process, organizational hierarchy, duties
and responsibilities of each position in
Shaastra shall be elucidated in the Cocurricular Affairs Secretary Rule book.
Changes to these rules can be suggested
by the CCAS together with the core
members of Shaastra in consultation with

the Co-curricular Affairs Advisor. These

changes should be ratified by SAC and
approved by the Dean of Students. (Ref
Article 12 of this chapter)
13.

Executive Wing

14.

Mess Secretary (Hostel)

(Add)
A. Every Organization, Committee, Club
working for the students, through office of
Dean Students, shall be monitored or
represented by an Executive Wing member
or the SAC Speaker
B. The Executive Wing representative of
these clubs, committees and organizations
shall maintain a Secretary Rule Book
elucidating the composition, functions, rules
and regulations pertaining to each of them.
C. This book shall contain the details of
selection process, organizational hierarchy,
duties and responsibilities of each position
in the organization.
D. Changes to this Secretary Rule Book can
be suggested by the Secretary together with
the core members of the organization in
consultation with the faculty advisor. These
changes should be ratified by SAC and
approved by the Dean of Students.
The Mess Sec shall ensure the proper maintenance

A.

The Mess Sec shall be a member of

of all equipment, utensils and furniture of the mess.

the Mess Monitoring Committee
(MMC).
The Mess Sec shall ensure the cleanliness of the
B.
The Mess Sec shall be allotted one of
mess.
the messes, for monitoring, by the
The Mess Sec shall strive to ensure the
HAS. He/she shall look into issues
repair/replacement of all damaged equipment,
regarding the maintenance of the
utensil and furniture of the mess.
mess and shall assist the HAS in
The Mess Sec shall form a Hostel Mess
discharging his/her duties on such
Committee.
issues.
The Hostel Mess Committee (HMC:
The Mess Sec shall be responsible
1. The HMC may be either elected or C.
for arranging food requirements, if
nominated.
2. The membership, excluding the Mess Sec necessary, during the organization of social
events in the hostel.
shall be between 4 and 6.
3. The HMC shall assist the Mess Sec in the
discharge of his duties.
15.

Technical Affairs Secretary

A.

The Technical Affairs Secretary shall

be responsible for organizing Cocurricular activities in the hostel.

B.

The Technical Affairs Secretary shall

in consultation with the Cocurricular Affairs Secretary, will
initiate activities of the Hobby Club
and also organize intra-hostel
technical competitions.

C.

The Technical Affairs Secretary shall

assist the Election Officer in

conducting elections when his/her
hostel is one of the polling venues.
16.

Alumni Affairs Secretary

A.

The Alumni Affairs Secretary shall

maintain and update a database
containing the details of the Hostel
alumni like Name, Contact, Current
working position etc.

B.

The Alumni Affairs Secretary, in

coordination with the GenSec of the
Hostel, shall maintain a Hostel
Website and update news related to
hostel events, activities and interhostel competitions on it.

C.
The Alumni Affairs Secretary shall
assist the alumni visiting the hostel.
17.

The General Body Meeting

(GBMs)

There shall be at least one GBM convened by the There shall be at least one GBM convened
GenSec every semester.
by the GenSec every semester, chaired by
the Warden.

18.

Campus Publications and

Film Club

Appointment of Editors
Appointment of Editors
The SAC shall, through the Speaker, invite The SAC shall, through the Speaker,
applications for the posts of the Editors of the CPs.
invite applications for the posts of the
Each CP may have individual editors or editorial
Editors of the CPs. Each CP may have
teams with a maximum of three members.
individual editors or editorial teams.
There shall be a publication committee consisting For each CP, the Speaker and its

of one representative of each CP and two

representatives of SAC for the selection of the
Editorial Boards.
The SAC shall, after deliberations on the
recommendations of the publication committee,
appoint the various Editorial Boards of the CP.
Note: The members of the Editorial Boards shall not
hold any elected/nominated post in any of the
Institute/Senate standing committees, SAC
committees/sub-committees and Councils of the EW.
They shall not hold any elected post in the hostels or
in the Institute.
19.
20.

Film Club In-Charge

(Students) Appointment
and Responsibilities

Film Club Secretary (Students)

There shall be Film Club Committee consisting of
five councilors appointed by the SAC. In addition,
the current FCS shall be co-opted into the Film
Club Committee for the selection of the future
FCS. The function of the current FCS shall be
purely recommendatory in nature.
The SAC shall, after due deliberation on the
recommendation of the Film Club Committee
appoint the new FCS.
The FCS shall nominate three other members of the
GSB whose names shall be ratified by the SAC.
These members shall help the FCS in discharging
his or her duties, and shall also be members of the
Film Club Council (FCC) of the Institute.
The FCS shall not hold any other elected post in the
hostel or in the Institute.
The FCS shall present a financial picture of the

previous Editorial Board shall appoint

the new Editorial Board. This shall be
ratified by SAC.
.

Film Club In-Charge (Students)

The Speaker shall call for applications
and nominate a Film Club In-Charge
(Students), ratified by SAC.
The Film Club In-Charge (Students) and
the Cultural Affairs Secretary (Arts)
shall represent the GSB in the Film
Club Advisory Committee.
The Film Club Advisory Committee,
chaired by the Film Club President (a
faculty member appointed by the
Director), consisting of the Dean of
Students, Film Club Secretary (faculty
or staff member appointed by the Dean
of Students) shall consider the students
opinion through the FCIS.
The FCIS shall gather the opinion of
students on selection of movies and

21.

Election, Impeachment and

Referendum

Film Club to the SAC regularly.

The FCS and the student members of the FCC shall
be responsible to the SAC regarding all issues
concerning the Film Club, such as choice of
movies, budget, etc.
The FCS shall be responsible for informing the
GSB in advance of any changes in the screening of
movies and other related matters.

The Mode Voting

Preferential System of Voting
Each voter shall have as many preferences as there are
number of posts. Each first, second and third preference
vote shall carry 10, 5 and 3 points respectively. A voter
must cast all the preferences to validate the vote. The
counting procedure for the preferential voting system is
as follows:

convey the same to the Film Club

Advisory Committee
The FCIS shall be responsible for
activities related to Film Club student
membership like registrations,
distribution of Film Club Cards etc.

The Mode Voting

In the cases where there are 2 or more
equivalent posts allotted for a constituency,
each voter can vote for as many candidates
as the number of posts allotted for the
constituency.

The total points obtained by each candidate shall be

calculated on the basis of the number of first, second
and third preference votes the candidate secures. The
candidates shall be grouped according to their
constituencies. The candidates from each constituency
shall be ranked according to the descending order of the
total points obtained by them. The candidates shall then
be declared elected from the top of the ranking order
until all the posts in that constituency are filled.
22.

Qualifications and Electorate The following categories of SAC shall be elected by the For election of the following posts, each

preferential system of voting, since more than one

person may be elected to these posts:
a) I BTech/Dual Degree Class Councilors
b) I and II MTech Class Councilors
c)
MS Class Councilors (both Humanities and
Engineering)
d) PhD (Engineering, Science, Humanities) Class
Councilors

voter can vote for as many candidates as

the number of posts allotted for the
constituency:
a) I BTech/Dual Degree Class Councilors
b) I and II MTech Class Councilors
c) MS Class Councilors (both Humanities
and Engineering)
d) PhD (Engineering, Science, Humanities)
Class Councilors
Add:
The candidates should not have a U or W
or I grade in their grade sheets by the date
of filing the nomination.
The candidate should not have been
awarded punishment by any of the
Disciplinary Committees (Hostel,
Academic)

23.

Polling Officers - Duties and

Responsibilities

1. The POs shall collect the list of voters in

their respective booths from the EO.
2. They shall arrange for all the facilities
required for voting at their pre-assigned
polling booths (sealed and empty ballot
boxes or computers in case of electronic
voting system)
3. The POs shall ensure free and fair

elections in their respective polling booths.

4. They shall allow not allow only the
Technical Affairs to stay within the polling
booth during the polling.
5. They shall take the sealed ballot boxes
and deposit them with the EO immediately
after the polling is over. In case of
Electronic Voting, they shall shut the
systems down at the end of polling after
informing the EO.
6. They shall assist in the counting of
votes.
7. Technical Affairs Secretaries of the
Hostels shall assist the EO and POs in
conducting the elections in their respective
hostels.