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Draft Constitution of IEOR Association

Index

1 Name of the Association

The name of the Association shall be IEORSA, I.I.T. Bombay, hereinafter referred to as The Association.

2 Aims and Objectives

The objectives of the Association shall be:

  • To further the involvement and enthusiasm in the field of Industrial Engineering & Operations Research through discussions, quizzes, workshops and the like.
  • To create a spirit of camaraderie and co-operation among the students of IEOR.
  • To develop leadership and initiative, and to inculcate a sense of responsibility amongst the students.  

3 Membership

The membership of the Association shall be open to the following:

  • Students belonging to the IDP Industrial Engineering and Operations Research. All the students are by default member of the Association while admission.
  • Any other student with the approval of the President of Association.
  • The membership will be valid for a period of one year. The year begins from the month of July and ends on the last day of June of the following year.
  • All members shall pay subscription at the rates as decided by the Executive Committee of the Association and approved in the Annual General Body Meeting.
  • The head of the IDP/ The Convenor of the IDP is the ex-officio President of the Association.  

4 General Body

The general body will consist of all the members of the Association. All members are required to pay a yearly subscription fee as decided in the Annual General Body Meeting.

5 Executive Committee

The Executive Committee, (hereinafter referred to as (the) Committee), shall be the Governing body of the Association and shall be composed of:

  • President: The head of the IDP/ The Convenor of the IDP is the ex-officio President of the Association.
  • Treasurer: The Treasurer is nominated by the President of the Association and is a member of the Association. He/she will be nominated for a term of two years.
  • IEORSA General Secretary: A student elected by the student members themselves for a term of one year.
  • Joint Secretary (Academic): A student elected by the student members themselves for a term of one year.
  • Joint Secretary (Sports): A student elected by the student members themselves for a term of one year.
  • Joint Secretary (Cultural): A student elected by the student members themselves for a term of one year.
  • Joint Secretary (HR): A student elected by the student members themselves for a term of one year.
  • Joint Secretary (Library & Publications): A student elected by the student members themselves for a term of one year.
  • Web & Computer secretary: A student elected by the student members themselves for a term of one year.  

6 Executive Committee Rules

The Executive Committee holds the office for a term of one year (specified in the duration of membership ). At the end of the term the President may request the existing committee to continue in office for a maximum of six weeks for the smooth transition of organizational responsibilities from the previous year’s Executive Committee.

6.1 Executive Committee Elections

  • The elections to the Committee for the next year shall be held at the end of the current academic year. The elections will be held by a Election Officer as appointed by the President. It will be held by secret ballot on basis of simple majority.
  • Co-option: The Committee will co-opt members in the event of resignation of any member from the Committee before his/her term is over or if an elected post is uncontested.  

6.2 Meetings of the Committee

  •  The general secretary shall convene the meetings and give normally two days notice of every meeting. The notice will also mention agenda.
  • The President shall preside over all the meetings and in his absence a member of the Committee nominated by the President.
  • The minutes of the meetings shall be recorded by the general secretary and/or members and confirmed at the next meeting.
  • The absence of any member of the Committee shall not invalidate the proceedings of any meeting of the Committee.
  • Quorum: More than one third of the total strength of the Committee shall constitute a quorum for the meeting.
  • In all discussions an attempt will be made to reach a consensus, in the absence of which the resolutions shall be adopted on the basis of a simple majority of those present at the meeting.
  • In case of a tie in the voting on any resolution in the meeting, the President shall resolve the tie.
  • There shall be at least two meetings a semester.  

6.3 Responsibility Of The Executive Committee

  • To carry out the work of the Association.
  • To incur and defray all necessary expenses as provided in the budget to be adopted by the committee.
  • To appoint sub-committees and to create any other office within the Association as and when required.

 7 General Body Meetings : (GBM)

  • General Functions of the IEORSA will serve as General Body Meetings.
  • The GBM at the end of the year during which the Executive Committee will present the report of the activities of the year. The GBM at the start of the year during which the Executive Committee will be introduced to the General Body by the previous Committee.
  • The Executive Committee may at its discretion call as many GBM’s as it deems fit.

 8 Funds

  •  All subscriptions, donations, grants and other money of the Association shall be deposited in a registered bank in the name of the Association. The account of the Association shall be operated by any two of the following :
    • President
    • Treasurer
    • General Secretary
  • The names of these office bearers with the specimen signatures will be forwarded to the bank, every year, by the President, for the purpose of operating the account.
  • The surplus funds if any of the Association, whether of a revenue of capital nature shall not be distributed to the members but shall be utilized wholly towards the nourishment of the goal of the Association.
  • The Association will function strictly within its own resources.
  • The Treasurer shall place the Income and Expenditure Account duly audited by the person appointed by the Committee at the end of each academic year before the General Body for adoption.  

9 Amendments

 Any amendment of the constitution will be effective only when

  • Passed by a minimum of two-third majority in a General Body meeting, and
  • Approved by the President.  

10 OFFICIAL POSTS

  • IEORSA General Secretary
  • 5 Joint Secretaries
  • Web secretary
  • M.Tech 1st Year representative
  • M.Tech 2nd Year representative
  • M.Sc. Ph.D 1st Year representative
  • M.Sc. Ph.D 2nd Year representative
  • Ph.D Representative

10.1 ELIGIBILITY TO CONTEST

 All contestants should have academic commitments for at least 1 or more full semesters in the department. Only those who have completed one full year in the department can contest for the post of IEORSA General Secretary.

 10.2 FUNCTIONS AND RESPONSIBILITIES

10.2.1 IEORSA GENERAL SECRETARY

  • Will represent the student body at all meetings/events at the Department as well as the Institute level with the appropriate Joint Secretaries.
  • Will address general grievances of the students regarding all departmental facilities
  • Should initiate efforts with the appropriate Joint Secretaries to make students identify themselves with the Department. (like bringing out Department T-shirt, organizing extra curricular activity, departmental trip, department magazine etc.)
  • Will keep in regular touch with the class representatives.
  • Will be responsible for conducting awareness courses regarding computational lab and will coordinate with the web & computer secretary
  • Should convene at least two general body meetings every semester
  • Will nominate a suitable person, with approval of the President of the Executive Committee to any post in the event of any elected office-bearer resigning from the post
  • Will conduct the election of the next council at least 20 days before the last day of the spring semester
  • Will coordinate with all the Joint Secretaries for their respective area of work.  

10.2.2 CLASS REPRESENTATIVES 

  • Each class shall elect a class representative who
  • Will pass on information/messages from the faculty members to the class
  • Will convey the collective opinion of the class on issues of concern to faculty members
  • Should assist other office-bearers in carrying out their activities (valedictory functions, new entrants’ welcome) and other departmental activities with the respective Joint Secretaries.
  • Will collect the membership fees and coordinate with the Treasurer to submit the same.  

10.3 ELECTION PROCEDURE SCHEDULE

  • The election for all posts should be held on a single day, at least 20 days before the last day of the Spring Semester. However these cannot be held more than forty days before the last day of the spring semester.
  • The Convenor shall nominate any of the Faculty to act as the returning officer. The returning officer shall announce the election schedule- last date for filing nominations, last date for withdrawal, date and time of polling and declaration of results.
  • There should be a gap of 2 days between the last date for withdrawal of nominations and actual polling date. Voting shall be by secret ballot. The candidate securing the largest number of votes polled shall be declared elected. In case of a tie, a fresh vote should be taken the next working day. In case no candidate files his nomination for any post, the Head of Department will nominate an eligible student for the post.  

10.4 ELIGIBILITY TO VOTE

 All students of the program can vote

 10.5 RULES FOR THE ELECTION

  • No posters or banners can be put up in the Department premises.
  • Each candidate has to submit a one page (A4) manifesto to the Returning Officer by the last day of withdrawal of candidature The Returning Officer shall put up these manifesto’s on the notice board and/or website till the date of election.
  • The decision of the Returning Officer on any issue related to the election shall be final and binding on all concerned