Constitution and by-laws



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CONSTITUTION

AND

BY-LAWS


~ ARTICLE I ~

NAME AND DOMICILE


  1. The name of this non-profitable and recognized national student organization shall be known as the Institute of Computer Engineers of the Philippines Student Edition with the tagline CpE: Creating Pioneers for Excellence. Here after referred to as ICpEP.SE, its principal office location shall be at the institutional residence of its presiding president.




  1. All text documents regarding ICpEP.SE shall only be written with the font Garamond.



~ ARTICLE II ~

DECLARATION OF MISSION AND VISION


  1. Mission

The Institute of Computer Engineers of the Philippines Student Edition (ICpEP.SE) is committed in bridging the gap between the industry and the academe by empowering the interests, welfare, and ideals of its members, developing a strong and harmonious foundation within its community, and professionalizing the skills of its officers and members for global competitiveness and national progression.


  1. Vision

The Institute of Computer Engineers of the Philippines Student Edition (ICpEP.SE) envisions itself as the foundation of world class computer engineers and motivator of students’ interests towards excellence in Computer Engineering as their field of specialization.
~ ARTICLE III ~

MEMBERSHIP


  1. Membership is open only until the first week of September of the inclusive school year.




  1. Affiliate organizations are given one budget-approved activity to be sponsored.




  1. Affiliation

    1. Affiliation is open to all Computer Engineering Organizations of CHED recognized colleges or universities.

    2. Affiliation is done only for first time application and is good for one school year.

    3. An organization becomes an affiliate upon:

      1. Submission of duly accomplished affiliation application form to theICpEP.SE.

      2. Recommendation by the respective department head stating that the applying organization existed and was active for the past three school years.

      3. Approval by the concerned ICpEP.SE board of representatives.

      4. Payment of the required affiliation fee set and approved by the ICpEP.SE officers.

      5. Submission of requirements of at least 60% of the total population of computer engineering students qualified for associate membership.


Section 8: Affiliation Renewal

    1. Affiliation renewal is open to all affiliate organizations of the preceding school year.

    2. Affiliation is open only until the second week of August of the inclusive school year.

    3. An organization becomes renewed for affiliate upon:

      1. Submission of duly accomplished affiliation application form to theICpEP.SE.

8.3.2 Recommendation by the respective department head stating that the applying organization existed and was active for the past three school years.

8.3.3 Approval by the concerned ICpEP.SE board of representatives.

8.3.4 Payment of the required renewal fee set and approved by the ICpEP.SE officers.

      1. Submission of requirements of at least 60% of the total population of computer engineering students qualified for associate membership.


Section 9: Associate Membership

    1. The associate membership is open to all Computer Engineering Students that are already taking up specialization courses.

    2. The associate membership fee cost PHP 500.00 and is good for a year

    3. There will be an official receipt as proof of associate membership to the organization.

    4. Associate members can avail all the activities supported by the organization with minimal or no payment; Non-members therefore are charged for a higher or certain amount and may only attend selected activities of the organization.



~ ARTICLE IV ~

OFFICERS
Section 10: Executive Board

    1. The Executive Board shall be composed of the following:

      1. President

      2. Vice President – Internal

      3. Vice President – External

      4. Secretary

      5. Finance Executive

      6. Auditor

      7. Public Relations Officer

      8. Sports Coordinator


~ ARTICLE V ~

DUTIES AND RESPONSIBILITIES
Section 13: Executive Board

    1. The President shall:

      1. Be the chief executive officer of the organization.

      2. Decide for the organization without consultation from the officers in times of emergency and as may deem necessary.

      3. Preside over all meetings of organization.

      4. Acts as liaison between the ICpEP.SE and ICpEP.

      5. Delegate duties to the officers of the organization in line with the attainment of the organization’s vision and mission.

      6. Oversee all activities of the organization.

      7. Receive and review reports of the officers of the organization.




    1. The Vice President – Internal shall:

      1. Assist the President in the execution of his powers and responsibilities.

      2. Assume all the powers of the President in his absence.

      3. Internally represent the organization together with the President, or in the event that the President is unable to.

      4. Supervise all academic and special events of the organization.

      5. Accept all academic and special events requests from the affiliate organizations.




    1. The Vice President – External shall:

      1. Assist the President in the execution of his powers and responsibilities.

      2. Assume all the powers of the President and/or VP-Internal in his/their absence.

      3. Externally represent the organization with the President, or in the event that the President is unable to.

      4. Supervise all sports and community extension service of the organization.

      5. Deploy transactions concerning sports, outreach, and external organizations

      6. Accept all non-academic events requests from the affiliate organizations.




    1. The Secretary shall:

      1. Record the minutes of all meetings.

      2. Prepare the post activity reports of the organization.

      3. Prepare the semestral and annual accomplishment report of the organization.

      4. File the necessary personal information of the officers, advisers, and members.

      5. Maintain the database of all members and officers.

      6. Supervise the tasks of the Assistant Secretary.




      1. Accept and filter all incoming transactions/documents of the organization and will distribute the tasks of all officers as instructed by the president.

      2. Collect, keep, and organize all soft and hard copies of all organization files, reservations, permits, memos, invitations, and letters.

      3. Supervise the tasks of the Committee on Credentials and Committee on Programme.




    1. The Finance Executive shall:

      1. Act as custodian of the organization’s funds.

      2. Prepare the financial reports of all activities of the organization.

      3. Prepare the semestral and annual financial reports of the organization.

      4. Open and maintain an end-account for the funds organization with the ICpEP.SE head adviser and ICpEP President as co-signatories.

      5. Be liable to whatever funds he will release.

      6. Supervise the duties of the Assistant Finance Executive.

      7. Collect, keep, and organize all soft and hard copies of all organization monetary transactions.

      8. Surrender all internal and external receipts to the Auditor.




    1. The Auditor shall:

      1. Supervise the tasks of the Committee on Logistics.

      2. Audit and submit to the president all financial reports done by the Finance Executive.

      3. Approve and sign all the disbursements and receipts made by the Finance Executive.

      4. Be liable for whatever report he will submit to the President.

      5. Audit the performance of all officers.


    1. The Public Relations Officer shall:

      1. Maintain the official Internet groups and e-mail services of the organization.

      2. Coordinate the dissemination of the information regarding the organization’s activities and meetings in the form of phone calls, text brigades, internet services, posters, flyers, invitations, and campus announcements.

      3. Supervise the tasks of the Committee on Promotions and Committee on Membership.

      4. Supervise the recruitment and management of sponsors for the organization.

      5. Supervise the dissemination of information to affiliated schools.



    1. The Committee on Sports shall:

      1. Supervise the organization’s sports activities.

      2. Coordinates with ICpEP.SE officers regarding sports



~ ARTICLE VI ~

BOARD OF ADVISERS
Section 16: Head Adviser

    1. Stands as the chief executive of the Board of Advisers.

    2. Acts as the consultant of all organization activities.

    3. Signs the documents of the organization whenever necessary.



~ ARTICLE VII ~

ELECTION
Section 18: Election Proper

18 Shall be held once and every mid of 2nd semester


Section 19: Candidates for Election

    1. Must be a Computer Engineering student.

    2. Candidates for executive positions must be an active board member or

committee of ICpEP.SE during the previous school year.

    1. A member of its respective affiliate organization.

    2. Must at least be in the 3rd year level (both for semestral).

    3. Willing to serve one full academic year.




    1. May nominate themselves or be nominated by any student

representative or outgoing ICpEP and ICpEP.SE officer provided they have an endorsement from the adviser of the local organization.

    1. The affiliate school must be a member of ICpEP.SE for at least 1 year.



~ ARTICLE VIII ~

ACCOUNTABILITY AND VACANCY
Section 20: Accountability

    1. All members and officers of the association shall serve with the highest degree of responsibility, honesty, loyalty, efficiency, and shall be accountable to the association.

    2. All officers shall be held responsible for all actions of their respective offices.


Section 21: Absences

21.1 An officer will be excused from his absence if the reason/s of his/her absence is one of the following:

      1. Family

      2. Health

      3. Studies

      4. Representative of the school or organization outside the region/country.

    1. An absenting officer should submit a formal letter stating his/her reasons for his/her upcoming absence.



    1. The lengths of absences are subject for approval by the president, Chairman of the Board of Representatives, and Head Adviser of the organization.


Section 22: Impeachment

    1. Petition for impeachment on any officer shall be heard if:

      1. Violation of any absentee policy

      2. Four unexcused absences in Executive Board meetings

      3. Four unexcused absences in the activities of the association

      4. Failure to perform office duties as stated in this constitution

      5. Misuse of funds of the organization

      6. Using the name of the organization without the permission of the Executive Board and Board of Representatives

    2. The Chairman of the Board of representatives together with at least three executive board members may petition a call for impeachment by a formal letter signed by complainant/s.

    3. The Executive Board must call for a meeting after 14 days of the impeachment petition.

    4. The absence of any complainant/s on the day of the impeachment shall call for a reschedule of the impeachment meeting.

    5. The impeachment meeting shall only be rescheduled once before it is dismissed.

    6. During the impeachment meeting, the petitions stated shall be made public and the officer charged shall be allowed to respond.

    7. Removal from office shall require 2/3 of the vote of all current executive officers during the impeachment meeting.


Section 23: Vacancy

    1. Vacancy may be brought about by:

      1. Formal resignation of an officer.

      2. Impeachment of an officer.

      3. Expulsion from the school of the officer.

    2. In case of vacancy in the position of the President, the Vice President - Internal will automatically be the President of the organization.

    3. In case of vacancy in the position of the Secretary, the Executive Board, Working Committees, and Board Members shall elect a new Secretary.

    4. In case of vacancy in the position of the Finance Executive, the Executive Board, Working Committees, and Board Members shall elect a new Finance Executive.

    5. In case of a vacancy in the position of a Committee Head, the respective Committee Members and executive board may appoint a new Committee Head.

    6. In case of vacancy in any position and no successor is patterned with the vacant position, a soft election shall be called participated upon




    1. by the officers. However, if there is still any vacant position, schools may nominate a new officer from their local organization subject for election by the officers.

    2. A vacant position may be filled-up by an ICpEP.SE officer not related to the vacant position given the condition that he will be nominated and elected during the soft election called.

    3. All newly appointed officers would only finish the term of the officer he/she replaced.


~ ARTICLE IX~

MEETINGS

Section 24: Quorum

    1. The two-thirds of the official attending officers shall comprise the quorum of any meeting.

    2. The quorum may be disregarded on meetings called for critically urgent matters provided that the President and Chairman of the Board of representatives are present in the meeting.


Section 25: Time and Venue

    1. The time of any meeting must be set with respect to the flowchart submitted by all officers every after a semestral or trimestral shift.

    2. The venue of any meeting will rotate on the affiliate schools and shall be set by the Chairman of the Board of Representatives.


Section 26: Comprehensive Meeting

    1. Held whenever evaluation of events and restructuring is necessary.

    2. Composed of all the members of the Executive Board, Board of Representatives, Working Committees, and Board of Advisers.

    3. Shall be officially held twice a year or whenever necessary.


Section 27: Preparatory Meetings

    1. Held to plan for the upcoming events of the organization.

    2. Composed of all the members of the Executive Board and Working Committees.

    3. Shall be officially held three months before an activity.


Section 28: Board Meetings

    1. Held to discuss major and urgent matters regarding the organization.

    2. Composed of the President, VP-Internal, VP-External, Secretary, and all of the Board of Representatives.

    3. May be officially held whenever necessary.


Section 29: Conclusive Meetings

    1. Held to assure the preparedness for an activity.

29.2 Composed of all the members of the Executive Board, Board Members, and Working Committees.

    1. Shall be held one month before an activity.


Section 30: Emergency Meetings

    1. The President, Head Adviser, and/or Chairman of the Board of Representatives may call for an emergency meeting.

    2. The attendees of the meeting may be dictated by the officer/s who called for the meeting.


Section 31: Informative Meetings

31.1 Held to update the status of the tasks assigned to the Board Members and Working Committees for the upcoming activities.

31.2 Composed of all the members of the Executive Board, Board Members, and Working Committees.

31.2 Shall be held two months before an activity.

~ ARTICLE X ~

ALLOCATION OF FUNDS
Section 32: A fee will be submitted to the Mother Organization which depends on how many

members are registered and the price depends on them.



Section 33: Remaining funds will be use for Extra-Curricular, Co-Curricular, Outreach, Development funds etc.

~ ARTICLE XI ~

BANK ACCOUNT/S
Section 34: The signatories should be the President, Finance Executive, and Head Adviser.

Section 35: The signatory for “always” should be the head adviser.

Section 36: The bank account should have a checking account, passbook, and ATM.

Section 37: Every year, the new set of signatories shall renew the bank account.

~ ARTICLE XII ~

AMENDMENTS AND REVISION
Section 38: Amendments/revisions can be proposed to the President and Chairman of the Board of Representatives by at least two members of the Executive Board and/or Board Members.

Section 39: Any amendment/revision shall be consulted to the former President before subjected for voting.

Section 40: Any amendment/revision must be approved by a two-thirds vote from the Executive

Board and Board of Representatives.



Section 41: Amendments may be done whenever necessary to improve the performance of the

organization.





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