This constitution is established as of the 2015/2016 academic session of Multimedia University.
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README.md

README.md

Constitution of IT Society, Multimedia University (Cyberjaya Campus)

This constitution was passed by the Annual General Meeting of IT Society at CQAR1003, Faculty of Computing Informatics, Multimedia University, at 8.01 pm on 3 August 2015 with immediate effect.

Regulation 1: General Information

1. Name of Society:

IT Society, Multimedia University (Cyberjaya Campus).

2. Address:
IT Society,
Multimedia University,
Persiaran Multimedia,
63100 Cyberjaya,
Selangor Darul Ehsan.
3. Vision

To empower students as active practitioners of information technology and to represent all FCI students.

4. Objectives
  1. To cultivate a hacking and startup culture in the campus.
  2. To better equip students with the IT skills required for the job market of today and tomorrow.
  3. To be the platform for students to connect with the industry at large.
  4. To act as a bridge between FCI and its students.
  5. To fight for the welfare and interests of FCI students.

Regulation 2: Definition of Membership in IT Society

  1. Members of IT Society are defined as:
  • current active students of the Faculty of Computing Informatics, and
  • current active students of Multimedia University who submits a membership form for registration in the membership database, and
  • individuals who agree to this constitution.

Regulation 3: Responsibilities of IT Society Members

  1. Consents and adheres to the regulations stated in this constitution.
  2. Takes care of the well being and reputation of IT Society.
  3. Have the right to be elected, to elect, to vote, and to voice out.
  4. Volunteer to help in IT Society events or carry out the tasks assigned by the committees.
  5. Support and participate in any activity organized by IT Society.

Regulation 4: Organizational Structure

  1. General Assembly

  2. The general assembly shall consist of all members of IT Society.

  3. The meetings of the general assembly shall be the Annual General Meeting (AGM) and the General Meeting (GM).

  4. The general assembly has the right to examine all records of the society.

  5. Executive Council

  6. The Executive Council shall consist of: * President * Vice President 1 * Vice President 2 * Secretary * Treasurer * Divisional Heads

  7. The Executive Council is the highest administrative body of IT Society and has absolute right on any administrative matters.

  8. The quorum for the Executive Council shall be 50% of its members.

  9. Executive Council members are elected from the membership of IT Society by a sitting Executive Council. They are officially appointed during an AGM, and their appoinments shall be effective until the next AGM, the period of which is approximately one year. Consecutive appointments are allowed. 1. The President of IT Society must be an active student of Faculty of Computing and Informatics. 2. The position of Vice President 2 may only be held by a member who is within their first year of Foundation, Diploma or Bachelor's Degree in Multimedia University.

  10. In the absence of a sitting Executive Council, Executive Council members shall be elected by the General Assembly during the AGM.

  11. Executive Council has the right as follows: 1. To organize any activity which is based on IT Society’s objectives. 2. To form Divisional Committees
    3. To form Event Committees. 4. To dismiss any member of the Executive Council with a two thirds majority vote. 5. To dismiss any other committee member with a simple majority vote. 6. Take appropriate disciplinary action on any member disregarding responsibilites stated in Regulation 3. Actions taken may be appealed to the General Assembly during an AGM. 7. In the case a position on the Council is vacated, appoint any member to hold the position.

  12. Divisional Committees

  13. Divisional committee structure is deteremined by the sitting Executive Council.

  14. There can be any number of divisions or no divisions at all.

  15. Divisions are usually created in order to fulfill specific roles or carry out a specific series of activities.

  16. Each division shall be led by a Head and a Deputy Head.

  17. Divisional Heads shall be considered a member of the Executive Council.

  18. A Divisional Head may appoint or dismiss the rest of his/her committee with advice from the Executive Council.

  19. An example of divisions and its structure can be as follows: * Outreach and Awareness Division

    • Head
    • Deputy Head * IT Services Division
    • Head
    • Deputy Head * Skills Development Division
    • Head
    • Deputy Head * Faculty Engagement Division
    • Head
    • Deputy Head
  20. Event Committees

  21. Event committees are formed as and when required in order to organize events.

  22. They will usually (but not necessarily) consist of: * Director * Deputy Director * Secretary * Treasurer

  23. Divisions may be formed to carry out specific tasks under event committees and will be led by Heads and Deputy Heads.

  24. An Event Director may appoint or dismiss the rest of his/her committee members and form divisions under the event with advice from the Executive Council.

  25. Advisors

  26. Provides advice on every perspective and the direction/objectives of the society.

  27. Advisors have the right to attend every meeting of society and also give necessary consultation and suggestion on the society’s activities.

  28. Advisors have the right to examine every meeting reports and documents including the financial records.

Regulation 5: Responsibilities of Executive Council Members

  1. President
  2. Leads the council members to set the society’s objectives, direction, and master plan.
  3. Observes and guides all council members in order that all activities pertaining to the society’s objectives and guides.
  4. Represents the society to deal with other organisations.
  5. Has the right to call for Executive Council meeting.
  6. Resolves conflicts among committee members.
  7. Vice President I
  8. In the absence of President, has the right of the president.
  9. Represents the society to deal with other organisations.
  10. Ensure smooth operations of IT Society.
  11. Carries out other tasks assigned by the President.
  12. Vice President II
  13. In the absence of President and Vice President I, has the right of the president.
  14. Represents the society to deal with other organisations.
  15. Ensure the continuity of IT Society by nurturing the next generation of committee members.
  16. Carries out other tasks assigned by the President.
  17. Secretary
  18. Responsible for administrative records and reports.
  19. Hands in the annual master plan to Student Representative Council.
  20. Keeps records of all incoming and outgoing letters, documents, e-mails, agendas, and activities report.
  21. Issues notice for society meetings when called by the president.
  22. Plans the agenda for meetings.
  23. Monitors and compiles all divisions’ and committees’ annual reports.
  24. Treasurer
  25. Keeps track of IT Society’s accounts, budgets and expenditures.
  26. Prepares financial reports for Annual General Meeting, and any meeting that requests for it.
  27. Ensure the transparency of budgets and expenditures of IT Society.

Regulation 6: Responsibilities of Divisional Committee Members

  1. Head of Division
  2. Responsible for planning, managing, and leading their respective divisions.
  3. Accountable for any events organized by the division.
  4. Heed the guidance of the executive council.
  5. Appoint members of the division to keep record and minutes and prepare reports for the division.
  6. Appoint members of the division to maintain record of budget and expenditures.
  7. Deputy of divisions
  8. Assists the head of divisions.
  9. Assume the responsibilities of the head of their division in their absence.
  10. General
  11. Members of the division must participate in the event or project at hand.
  12. Division members may help out with tasks from other divisions, however activities from their own division must take precedence.

Regulation 7: Responsibilities of Event Committee Members

  1. Director of Event
  2. Responsible for planning, managing, and leading their respective events.
  3. Accountable for their respective events.
  4. Heed the guidance of the executive council.
  5. Responsible for recruiting commitees of their respective events.
  6. In the absence of a secretary, appoint committee members of the event to keep record and minutes and prepare reports for the division.
  7. In the absence of a treasurer, appoint committee members of the event to maintain record of budget and expenditures.
  8. Responsible for ensuring success of their respective events.
  9. Deputy Director of Event
  10. Assists the Director of Event.
  11. Assume the responsibilities of the Director of Event in their absence.
  12. Secretary of Event
  13. Responsible for keeping records and minutes and preparing reports for the division.
  14. Must participate in the event or project at hand.
  15. Treasurer of Event
  16. Responsible for maintaining record of budget and expenditures.
  17. Must participate in the event or project at hand.
  18. General Committee Members of Event
  19. Responsible for their delegated task of their respective events.
  20. Must participate in the event or project at hand.

Regulation 8: Meetings

  1. Clear and purposeful agenda must be written down and shared with the notice of a meeting.
  2. Only those who are necessary to be present shall be invited.
  3. Minutes of the meeting must be recorded and circulated to attendees as a written record of deliberations and decisions made.

A. Annual General Meeting (AGM)

  1. The Annual General Meeting is an important event for IT Society committees and members to reflect on the past, discuss, and plan for the future.
  2. The date, time and venue of the AGM will be determined by the Executive Council.
  3. In the AGM, these matters shall be discussed:
  • Reports on events, activities, and lessons learned in the past year
  • Amendments to the constitution
  • Changes in committee structures
  • Appointment of new executive council and committee members and handover between the old and new committees.
  • Elections where committee positions where/if required
  • Sharing on events and activities that will be organised in the coming year
  1. Major amendments to the constitution require a two-thirds majority vote from the members that attend the AGM.
  2. Notice regarding the AGM must be made known to members at least a week before the event.

B. General Meeting (GM)

  1. The President of IT Society has the right to call for a General Meeting if and only if he/she has gained the approval of the Executive Council.
  2. Notice for the General Meeting must be made known at least a week before the meeting is held.
  3. The General Meeting when held has all the powers of the Annual General Meeting as stated in this constitution.
  4. In a time of need, the Executive Council and the members of the society has the right to call for a General Meeting provided the following requirements are met:
  5. A notice for the general meeting must be made known a month before the date the meeting is to be held.
  6. The support of 100 members must be obtained before the meeting is held.
  7. The meeting must have the attendance of 100 members to be considered valid.

C. Any other meetings

  1. Meetings can be called and held by any committee member, or suggested by IT Society members, in order to discuss about any topics pertaining to the society and to organize the society's activities.

Regulation 9: Committee Election and Appointment

  1. New Executive Council members are elected by current/sitting Executive Council members from a pool of candidates that have applied for the position, or nominated by current Executive Council members.
  2. All candidates must have the passion to improve status quo, solve problems, and help the community.
  3. Candidates successfully elected are normally appointed at the AGM.
  4. New Executive Council members may be elected by the Executive Council and appointed immediately when the appointment is to replace an existing member of the Council when an AGM is not due to be called.
  5. Other committee members may be appointed by the Executive Council at any time.

Regulation 10: Constitution

  1. This constitution should be available online for everybody to read. Currently, this constitution is available on https://github.com/its-cyberjaya/constitution.
  2. Amendments to the constitution may be proposed and voted on at the general assembly during the AGM.
  3. If there are clashes between the constitution of IT Society and the regulation of Multimedia University, the Executive Council must consider the latter and either propose amendments or take action to mediate.

Regulation 11: Resignation

  1. If a Executive Council member wishes to resign from his/her post, he/she must provide a resignation letter to the Society’s Secretary at least one(1) month in advance.
  2. All resignations will be made known to the Society’s advisors.

Regulation 12: Others

  1. Although certain documents or records may be considered confidential by the organization, the society's members and committee should strive to disclose records, reports and meeting minutes to the public as much as possible to maintain a high level of transparency and integrity.