Code for Student Organizations 2011_April 30

8/6/2019 Code for Student Organizations 2011_April 30

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LOVELY PROFESSIONAL UNIVERSITYPHAGWARA (DISTT. KAPURTHALA), PUNJAB

Code for Student Organization

2010-11

DIVISION OF STUDENT AFFAIRS

LOVELY PROFESSIONAL UNIVERSITY

PHAGWARA (PUNJAB)


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INDEX

hapterNo.

Topic Page no.I Short title, Extent and commencement 4

II Objectives 5

III Administration 7

IV Establishment and Dissolution 13

V Vacancies

VI Meetings

VII Funds and Finances 18

VIII Grievances and Redressal Mechanism 19

IX Nominations/ Selection 21X Evaluation of Student Organization 22

XI Interpretation, Reveal and Savings 23

Annexures

I New student Organization Proposal format 25

II Constitution of Student Organization format 27

III Roles and Responsibilities of Facilitator 32

IV Meeting Minutes 33

V

Vi

Privileges & Rights of Student Organisation

Online Self Appraisal Form

34

39 VII Event Planning Format 41

VIII Ticket format

IX Expense reimbursement form 43

X Cancellation of membership form 44

XI OB/ Members details 45


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CODE FOR STUDENT ORGANIZATIONS

Student initiatives are essentially to be promoted in order to look after the welfare of the students, to promote and co-

ordinate the academic, extra curricular, cultural, sports and other activities and to train them for better corporate,

entrepreneurial and professional life. With these objectives, student organizations are required to be constituted,

which will function under the guidance and directions of the Student Organization cell (hereinafter referred asSOC) and other persons nominated /appointed for such purposes.

A student organisation is a student body initiated, managed and run by the students of the University. Student

organisation associations may be divided into six categories for administrative and logistical convenience.

1. Academic & Educational2. Performing arts I: Dance and Singing3. Performing arts II: Theatre4. Social Service5. Hobbies and Recreation6. PublicationAny new category of organizations can be added or an existing one can be deleted by the Pro-Chancellor on the

recommendation of Head of Faculty (HOF)/Head, Division of Student Affairs.


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CHAPTER-I

Short Title, Extent and Commencement

1.1.0 Short TitleThese Rules shallbe called the Student Organizations code of Lovely Professional University.

1.2.0 Extent of Application and Commencement1.2.1 There may be such student organizations, as decided by the University, for the students of the

Lovely Professional University as a whole including its Faculty, Divisions, Schools/Institutes and

Departments existing or that may hereafter be created (hereinafter collectively referred as the

'University').

1.2.2 The code framed herein for the purposes of the student organizations may be treated and read as apart of the Statutes of the University.

1.2.3 Subject to the provisions contained in the University Act and Statutes, Regulations, Ordinances etc.made there under, these codes may be effective for an initial period of five years from the date of

its implementation and thereafter may be continued; unless otherwise provided for, or is contrary

or in contravention to any related policy for the time being in force.

1.2.4 Unless the context otherwise requires, any abbreviation or shortened form of a word, shallrepresent and mean exactly that word as defined in the Act and the Statutes, Regulations,

Ordinances, Rules, Orders, Codes, Manuals, Circulars, Memos, Procedures, Policies, Schemes and

such other documents of the University, as the case may be, as may be framed from time to time.

1.2.5 Nothing in these codes shall be deemed to debar the University to amend or revise these Rulessubsequently; and the amendment or revision so made, if any, shall apply to all the students

whether old or new, at the sole discretion of the University, and all other concerned.

1.3.0 JurisdictionThe Student Organizations may perform such activities as required to further its objects, subject to the

conditions prescribed herein, as approved by the University within the University Campus; provided that

off-campus or outside activity(s) may be allowed for special purpose at the sole discretion of the Patrons, if

deem appropriate.


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CHAPTER-II

Objectives

2.1.0 ObjectivesThe student organizations shall have the following objectives:

2.1.1 To foster academic, extracurricular, cultural, sports, artistic, literary and innovative activities and topromote active participation amongst students to develop their creative talents;

2.1.2 To generate intellectual, social, cultural environment and discipline in the University for the overallpersonality development of the students in pursuance of the true meaning of education, jointly with

teachers, members of the administrative staff and other University Officials;

2.1.3 To provide a platform for the students welfare and create opportunities to train them forforthcoming professional, entrepreneurial and corporate (Industry) life;

2.1.4 To foster fellow feeling and disciplined way of life among the students of the University;2.1.5 To work for issues of social welfare, environment, national interest and other concerns of national

and international importance;

2.1.6 To groom student personality so as to make them responsible citizens dedicated to the developmentof the nation as a whole;

2.1.7 To organize such other activities as may be necessary for and conducive to the furtherance of itsobjects and/or as may be advised by the Patrons;

Provided that the student organizations shall not;

i. Consider or canvass any matter relating to faculty/employees/individual students.ii. Undertake any activity that disturbs the academic calendar of the University or is contradictory to

the provisions of the University Act and Statutes, Ordinances, Regulations, Rules, Orders, Policies

etc. and any notification, order or announcement made by the University from time to time.

iii. Take up any matter which falls within the jurisdiction of a competent authority or officer of theUniversity and any other statutory or apex body;

iv.

Take up any activity that is against the code of conduct and discipline prescribed for the students ofthe University.

v. Associate itself with any outside association, group, union, organization, alliance etc., other thanspecifically created for such purpose.

vi. Employ the name of the student organizations or the University and of any of their constituents ortheir emblem or seal or material or any of its graphic identification symbols or abbreviations or

likewise, anywhere, to endorse or promote any kind of inside or outside activities or organizations

or unions, associations, groups, alliances and likewise to enhance private gain.

vii. Publicise or give any statement or disclose any information or such like thing to/for any media(including any print media, radio broadcast or telecast or through internet or announcements or


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posters, pamphlets or any other way) or public regarding any confidential matters related to the

University.

viii. Engage in any sort of political, semi-political, religious and such like activities that could harm thevalues, culture and the reputation of the university or could demean others on the basis of race,

ancestry, place of origin, color, ethnic origin, disability, citizenship, handicap, age, marital status,family status, cast, creed, gender and religion or promotes controversial agenda that could hurt

ethics, values, emotions, dignity or status of any concerned entities.

ix. Conduct or engage in such other activities prohibited by the University or debarred by law orotherwise detrimental to the interest of the University or the Country.


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CHAPTER-III

Administration

3.1.0 Patrons3.1.1 The Pro-Chancellor shall be the Chief Patron of student organizations.3.1.2 The Head, Division of Student Affairs or as appointed by Chief Patron shall be the Patron of

student organizations.

3.1.3 The Patron(s) shall be the custodian of the interests of the student organizations and shallhave the following powers-

a) To preside at any meeting and to address the members thereof or nominate any otherperson in this regard.

b) To decide all issues and disputes of student organizations suo-moto or as referred tohim and his decision in the matter shall be final and binding on all concerned.

c) To annul any resolution or proceedings of the student organizations, if he deems sucha resolution or the proceeding to be beyond the legitimate functioning of the student

organizations or detrimental to the interest of the University.

d) To take appropriate action in the event of violation of these Rules or other provisionscontained elsewhere.

e) To authorize the arrangement and allocation of funds and facilities for the studentorganizations.

f) To forthwith dissolve or demote any student Organization (s) and to suspend orremove any member(s) or office bearer(s) from his/her office either suo-moto or on

recommendation basis.

g) To issue suitable orders to suspend or halt the operation of the proceedings of anymeeting.

h) To represent the student organizations for the purpose of outside agencies,organisations, media, general public and likewise, either himself or by nominating

any other person(s).

i) To do all such acts as deemed appropriate for the furtherance of the objects of thestudent organizations.

3.2.0 Administrative Authorities3.2.1 Student Organizations shall be formed under the guidance, supervision and regulation of

Student Organization Cell (hereinafter referred as SOC).

3.2.2 The responsibilities of SOC will be:3.2.2.1 To set up policy, rules, procedures and norms for student organizations.3.2.2.2 To entertain requests for the formation of new student organizations.


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3.2.2.3 To assist student organizations in appointment of Facilitator.3.2.2.4 To allocate resources like venues, grounds, funds, dates for events etc.3.2.2.5 To devise the mechanism and form Tier Evaluation committee (TEC) for

evaluation of student organization performance.

3.2.2.6 To allocate facilities to various student organization as per the formalizedprovisions and to keep a check that the facilities are being used for the purpose

mentioned in the constitution of student organization or is implied by the

objective of the student organization.

3.2.2.7 To keep record of all the GBMs done by organizations and to entertain anyrequests thereby made.

3.2.2.8 To take decisions, suo-moto or on recommendation of facilitator, to beconsidered at the meetings of Student Organization.

3.2.2.9 To bring to the notice of Patron(s) and Head, Division of Student Affairs all thematters related to student organizations.

3.2.2.10To collect Online Self Appraisal Form (O-SAF) from the Student Organizationsand make arrangements for the Tier Evaluation process.

3.2.3 A student organization will be represented by a faculty/staff members who will be calledFacilitator of the Student Organization. Person not below the rank of Lecturer or equivalent

shall be nominated as the Facilitator of the Student Organization by the Head, Division of

Student Affairs suo-moto or on the recommendation of the student organization. Following

procedure will be followed for the nomination of Facilitator:

3.2.3.1 The Faculty member mentioned in the proposal as the facilitator, if foundeligible, will be appointed as Facilitator by the SOC immediately after the

approval of proposal.

3.2.3.2 If students are not able to find a facilitator themselves then SOC may help themby posting the request on UMS and asking for interested staff members. If no

positive response is received then suitable person will be nominated by the Head,

Division of Student Affairs on recommendation of SOC.

3.2.4 The Facilitator of Student Organizations shall have the following powers/ responsibilitieswith respect to their concerned Student Organization :

a) To guide the promoter in the formation of constitution.b) To coordinate the Nominations/Selections process and of Organization board and

members.

c) To be present at and observe the general body meeting and approve the agenda of allthe meetings.


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d) To exercise general supervision over the affairs and to advise in regard to theiractivities.

e) To be in charge of the funds and to ensure that no part thereof is advanced or spentwithout the proper authority or for purpose other than those for which they are

allocated.

f) To bring to the notice of the SOC, any resolution or proceedings or act of any of themembers or Organization board, which is in violation of the provisions or is likely to

be prejudicial to the interest of the University.

g) To facilitate issuance of rooms/labs and other required equipments for theorganization as per the University policy (Annexure V). This will be done by the

facilitator under Online Space Reservation System (OSRS).

h) To review and sign O-SAF prior to submission to SOC.i) To be a part of Tier Evaluation Committee (TEC).j) To cancel or suspend any ongoing or forthcoming meeting(s) or halt the

implementation of decisions taken thereon and such other things that seem

detrimental to the interest of the University or otherwise need prior approval by

higher authorities of the University.

k) To do all such acts as referred by the Patrons and deemed appropriate for thefurtherance of the objects of the student organizations.

l) To act as a point of contact for all the grievance redressals and be a part of GrievanceRedressal committee.

3.3.0 Student organizations3.3.1 Student Organization(s)

A Student organization will comprise of Organizational board members (hereinafter

referred to as OB members) and general members who will be jointly called members of

the organization.

3.3.2 The student organizations and their members will deal with and be responsible for all thelegal matters pertaining to or arising out of, the functions performed by them and/or liabilities

and responsibilities assigned /entrusted upon them and/or in exercise of various powers

conferred upon them.

3.3.3 The student organizations and their members shall deal with and be responsible, for obtainingrecognition/permission/approval/sanction etc. (as applicable for carrying out their activities),

for observing and ensuring the compliance of the rules, regulations, obligations etc. of the

government, semi-government and other regulatory authorities or any other body, Law of the

Land and/or any other law or policy for the time being in force, pertaining to or arising out of,


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the functions performed by them and/or liabilities and responsibilities assigned /entrusted

upon them and/or in exercise of various powers conferred upon them.

3.4.0 Members3.4.1 Promoter

3.4.1.1 A student who wants to establish an organisation will act as a promoter of theorganization.

3.4.1.2 A student can promote only one organization in an academic year.3.4.1.3 Any student who is registered in the current term, is not a freshman and is having

CGPA of at least 7.0 could be a promoter of an organization.

3.4.1.4 A student who is under disciplinary probation cannot be a promoter.3.4.1.5 After the constitution is framed, the promoter, along with the facilitator, will be a

part of the nomination process of the first organizational board of the

organization. Once the OB is nominated the designation of promoter will be

dissolved.

3.4.1.6 The promoter may or may not be a part of OB.

3.4.2 Organization membershipa) Any regular student on the rolls of the University attending a full time

programme of minimum one year duration, can at his/her option be a member of

any number of Student Organizations.

b) The membership criteria could be open or closed. If the membership is closedand the Organization feels it necessary to put eligibility criteria or conduct try-

outs to select members, it can do so by mentioning the criteria and selection

procedure clearly in the constitution of the organization.

c) The number of student in a student organization should not be less than 10 andshould not be more than 250 but however if the organization feels it necessary to

hold members less than 10 or more than 250 than it will have to take special

permission from SOC mentioning the reason for the request.

d) University recommends opening of fresh membership option twice a year for onemonth. The Organization as per their need can frame the norms relating to

induction of fresh members. All such norms should be clearly mentioned in the

constitution. The student organization will have to submit the updated list of all

the members to SOC within 45 days of the start of the term on format attached at

(Annexure XI).


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e) No membership fee will be charged to students joining an organization.However, members may be asked for contribution during the fundraising for

some particular event. Such requirements, if exist, should be mentioned in the

constitution along with the necessary norms.

f) Any student who has completed his/her programme and has left the universitycan be an alumni member of the organization, on the consent of the facilitator.

g) Member(s) are expected not to be involved in any acts of indiscipline. Suchinvolvement could lead to disqualification of the membership and would also be

taken as an input at the time of appraisal. Such involvement could also lead to the

dissolution of the Student Organizations.

h) If a member is willing to leave an organization, he can do so any time by giving awritten request for cancellation of membership to organization board members.

The board members will have to immediately intimate facilitator and the SOC

about exit of the member. The format of membership cancellation request is

attached. (Annexure X)

3.4.3 Organization Board (OB) Membera) The Organization board (hereinafter referred to as OB) is the group of appointed

students who are in charge of running the organisation. An eligible student who is a

member of a organization can become OB member of that organization by applying for

it.

b) A student can become Organization board member of one organization only.c) A student must have a CGPA of 6.0 or more to become a Organization Board member.d) The student organization will have to put the procedure for selection of OB and

procedure of replacement of a vacant OB member position in their constitution.

e) The Promoter should be a member of Organization board, though he may or may nothold the leading position depending upon the guidelines as specified by organization in

the constitution.

f) The organization is free to design its OB structure, designations and responsibilities asper its requirement. All such norms should be clearly mentioned in the constitution of the

organization.


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CHAPTER-IV

Establishment and dissolution

4.1.0 Establishment of a new Organization4.1.1 Any student who wants to establish an organisation will have to submit an initial proposal to the

Student Organisation Cell (SOC) and shall follow the prescribed format (Annexure I). The SOC will

review the proposal to study the feasibility and to make sure that a similar organisation does not exist

already. The promoter may be called for an interview to solicit further information.

4.1.2 If the proposal is found satisfactory by the SOC, it shall be forwarded to the Head, Division of StudentAffairs for confirmation. This process may take seven working days. If the proposal is not found

satisfactory then the promoter will have to resubmit the proposal with suggested modification within 7

working days.

4.1.3 Upon confirmation from Head, Division of Student Affairs, a Facilitator will be appointed either onrecommendation of students or by DSA as described in details in coming sections.

4.1.4 After appointment of Facilitator, the promoter is clear to frame the constitution of the organisationunder the guidance of Facilitator. The promoter will have to submit the constitution within 10 working

days after the approval of proposal.

4.1.5 The constitution will act as the framework against which the student organisation will be managed.The format of the constitution has been prescribed in the annexure (Annexure II).

4.1.6 Once the constitution is framed, it has to be submitted to the SOC for evaluation and checking. Thisprocess may take 7 working days. If the SOC is not satisfied, it may ask the promoter to make further

changes. In that case the promoter will have to resubmit the constitution, after making changes as

suggested by SOC, to the SOC within 7 working days.

4.1.7 Upon no objection from the SOC, the constitution will be forwarded to Head, Division of StudentAffairs, who, if finds satisfactory, will recommend it to office of Pro-Chancellor for final approval.

This constitution will prevail for one academic year without amendments. Any amendments in the

constitution can be done only once a year at the beginning of academic year.

4.1.8 After this approval, the organization will have to initiate an enrolment process under the supervision ofthe Facilitator. An OB will be formed after the enrolment which thereafter will be responsible for the

activities of the Organization. The promoter will be given 15 days for constituting the organization

board. The promoter can take help from SOC for initial promotion in terms of message on UMS and

notices on notice boards.

4.1.9 A student can only become an OB member if he/she is having a CGPA of more than or equal to 6.0.4.1.10 Once the board is decided, the organization will have to submit the list of names of OB members to

SOC which will be approved only after getting security clearance from Department of security and

Discipline. In case, any member is not approved by Department of security due to disciplinary chargesthen the Organization will have to replace him/her with another member.


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4.1.11 Once the OB is approved, the organization can proceed with promotion activities for adding membersto the organization. The SOC can help the organizations in terms of banners, posters, Y-TV and UMS.

The Organization will have to explicitly submit request for any such assistance.

4.1.12 To complete the registration process and to become a recognized organization, the organizationalboard will have to submit a Registration packet to SOC, containing the following:-

4.1.12.1The name, employee id, designation and contact number of the Student OrganizationFacilitator.

4.1.12.2The details of Organizational Board and members. The format is given (Annexure XI)4.1.12.3The Constitution of the Student Organization.4.1.12.4Account details of the bank account opened on behalf of the organization.4.1.12.5An acknowledgment signed by the Organizational Board members, that the rules and policies of

the University have been read, understood and upheld.

4.1.12.6An undertaking by the Promoter declaring the transfer of authorities to the Organization boardand the dissolution of the designation of Promoter.

4.1.13 A unique Student Organization registration no. (SOR no.) will be given to the organization for allfuture official references.

4.1.14 The position of promoter will be dissolved immediately after the registration. The Organization boardhere onwards will be responsible for all administrative tasks.

4.2.0 Dissolution or inactivation of a student organization4.2.1 The student organization shall have to frame rules and procedures regarding the dissolution of student

organization.

4.2.2 In case of inactivation or dissolution of a student organization, the balance of funds and/or property ofthe student organization shall be placed at the disposal of the Chief Patron for the support of other

student organizations.


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CHAPTER-V

Vacancies

5.1.0 Filling of vacancies5.1.1 Student Organizations will have to frame rules for the filling of any vacancy, casual or otherwise,

among the Organization board and will have to mention the same clearly in the constitution of the

Student Organization.

5.1.2 The vacancy arising for an OB member may not be kept unfilled. Any such vacancy arose shouldbe immediately refilled by following the procedure framed in the constitution and the replacement

should be informed to SOC.

5.1.3 The vacancy arising for a Facilitator may not be kept unfilled. Any such vacancy should beimmediately intimated to SOC and the facilitator could be appointed by following the same

procedure as that applied in the appointment of facilitator for a new organization.

5.1.4 The vacancy arising for a member of organization shall not be filled.5.1.5 The existence of a vacancy for Facilitator or an OB member shall invalidate any action or

proceeding of the student Organization until unless the vacancy is refilled.

5.2.0 Miscellaneous5.2.1 When a person selected to any office or any member incurs any of the disqualifications listed under

these Rules or otherwise provided under the University Act, Statutes, Regulations, Ordinances,

Rules etc., he/she shall be debarred from continuing in such office or body ipso facto, and the

position held by him/her shall deemed to be vacant.

5.2.2 An OB member may resign by submitting a letter to the Facilitator and the resignation shall takeeffect as soon as the resignation letter is accepted.

5.2.3 Notwithstanding anything contained in the provisions hereinabove, no decision of the studentOrganization shall be invalidated by the mere reason of any vacancy therein.


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CHAPTER-VI

Meetings

6.1.0 Meetings of the Organization, Organization(s) and Committee (s)6.1.1 Convening of meeting

a) At least two General body meeting (GBM) shall be held during the academicsession, one in each semester. The meeting will be called by the OB in

consultation with the Facilitator.

b) Any additional meeting may be called in the manner as provided under the aboveclause.

c) Meetings shall consider the Agenda which is placed before it by the OB with theapproval of the Facilitator or such other items as may be placed before it by the

Patrons.

d) Meetings shall be called at a notice of at least 7 days to the members and theSOC.

e) All the meetings of the Organization will be held in the presence and underobservation of the concerned Facilitator. No decision or proceedings of any

meeting held in his/her absence shall be validated in any circumstances.

6.1.2 ChairThe Facilitator or in his absence the Chief, OB will preside over the meetings. In their absence one

of the members, as decided by the Respective Facilitator present at the meeting will be voted to the

Chair.

6.1.3 QuorumFour members shall constitute the quorum and in the absence of the quorum the meeting will be

adjourned for such period as deemed appropriate by the Respective Facilitator. However for an

adjourned meeting no quorum shall be necessary.

6.2.0 Procedural matters6.2.1 Any agenda to be placed in the meeting of the student Organization , whatever it may be called,

should be necessarily approved by the SOC, before the conduct of such meeting.

6.2.2 It is mandatory for all student organization to disclose the financial information in every meetingand intimate about the same in meeting minutes to SOC.

6.2.3 It shall be the responsibility of the OB of the concerned student Organization, whatever it may becalled, to submit the proposed agenda for obtaining the approval of the SOC through the

concerned H.O.D(s).

6.2.4 The Patrons or the SOC may, whenever they think fit, call a meeting of any student Organization,


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on the dates, at the time and places as may be fixed by them.

6.2.5 The SOC may cancel or adjourn the meeting scheduled to be held on a particular date, as deemednecessary, at any time and at all adjourned meetings, any other business in addition to that on the

agenda of the original meeting may also be placed by the SOC.

6.2.6 The final decision of the SOC with regard to approval or otherwise of the agenda and theproceedings and decisions in respect of the meetings of the student organizations shall be final

and binding on all the concerned.

6.2.7 No amendments to the agenda or proceedings will be admissible after the same is approved by theSOC, unless decided otherwise.

6.2.8 Any omission, accidental or otherwise, to obtain prior approval in regard to the agenda orproceedings of any meeting shall ipso facto invalidate the meeting and its proceedings and

decisions taken thereon.

6.2.9 The SOC shall be competent to take a decision, suo-moto or on the recommendation of theFacilitator, at his discretion on any matter, otherwise to be considered at the meeting of student

organizations.

6.3.0 Special inviteesAny outsider may be invited to speak under the auspices of these organizations only with the prior

approval by the SOC.


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CHAPTER-VII

Funds and finances

7.1.0 Funds7.1.1 Funds placed at the disposal of the Student organizations by the Patrons together with any

donations raised by the members with the permission of the SOC shall constitute the funds of the

Student organizations under the head, "LPU Student organizations Funds".

7.1.2 Each student Organization will have to open an account in a bank as specified by SOC for thecollection and withdrawal of funds.

7.1.3 The balance in the account of the student organization at the end of academic year should notexceed Rs. 200,000 unless specifically mentioned to SOC and approved by Chief Patron.

7.1.4 Funds placed at disposal of student organization will be first submitted into account and only thenwill be used after withdrawing it as per the formal procedure.

7.1.5 The Facilitator on recommendation of OB with the approval of the SOCs shall draw amount(s).7.1.6 All the bills of expenditure shall be counter signed by the Facilitator and approved by the Head,

SOC.

7.1.7 Student organizations cannot, in any case, sell their services to university. The university expectsonly voluntary participation of student organizations in university endorsed events.

7.2.0 Financial support from University7.2.1 University expects the student organizations to be self sustained and as such do not holds the

liability to support the student organization financially.

7.2.2 University may provide support at the time of inception and after appraisal as an incentive to theorganizations as specified in Annexure V.

7.3.0 Financial powers7.3.1 Decisions regarding expenses up to Rs. 10,000/- for the entire academic session, can be taken by

the OB altogether with the approval of the Facilitator keeping the interest of the studentorganizations in mind.

7.3.2 For expenditure above Rs. 10,000/- and upto Rs. 1,00,000/- for the entire academic session, intotal, prior approval of the Head, SOC will be required.

7.3.3 For expenditure exceeding Rs 1,00,000/- for the entire academic session, in total, prior approvalof the Chief Patron will be required.


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CHAPTER-VIII

Grievances Redressal Mechanism

8.1.0 Grievances Redressal Committee8.1.1 There shall be a Grievances Redressal Committee with the following members to be approved by

the Patron:

a) Head, Division of Student Affairs Chairpersonb) Head, SOC Memberc) Facilitator of the concerned student organization Member

8.1.2 The Grievances Redressal Committee shall be mandated with the redressal of grievances related tobut not limited to breaches of the code of conduct of student representation and other related

complaints.

8.1.3 In pursuit of its duties, the Grievances Redressal Committee may prosecute violators of any aspectof the code of conduct or the rulings of the Grievances Redressal Committee. The Grievances

Redressal Committee shall serve as the court of original jurisdiction.

8.1.4 The procedure and conduct of the Grievances Redressal Committee shall be as decided from timeto time, in accordance with the set rules of instruction prescribed by the competent authority.

8.2.0 Appellate Jurisdiction8.2.1 The Chief Patron shall have discretionary appellate jurisdiction in all cases or controversies arising

out of the affairs of the students representative organizations, in which the Grievances Redressal

Committee has issued a final decision.

8.2.2 Any party adversely affected by a decision of the Grievances Redressal Committee may file anappeal with the Chief Patron within forty Eight (48) hours after the adverse decision is

announced.

8.2.3 The decision of the Grievances Redressal Committee shall stand and shall have full effect until theappeal is head and decided by the Chief Patron.

8.2.4 The Chief Patron shall hear appeals of Grievances Redressal Committee rulings as soon aspossible, but not within twenty four (24) hours after the Grievances Redressal Committee delivers

to the Appellant and the Chief Patron a copy of its written opinion in the case. Appeal may be

heard prior to this time, but only if the Appellant waives the right to a written opinion and the

Chief Patron agrees to accept the waver.

8.2.5 The Chief Patron can issue suitable orders to suspend or halt the operation of the ruling issued bythe Grievances Redressal Committee until the appeals are decided.


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8.2.6 The Chief Patron may review findings of the Grievances Redressal Committee when appealed. TheChief Patron may affirm or overturn the decision of the Grievances Redressal Committee or

modify the sanctions imposed or take such any other decision as deemed appropriate.


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CHAPTER-IX

Nominations/Selections

9.1.0 Nominations/ Selections9.1.1. For nomination of Organization board, student organization will have to frame the procedures for

the nomination of organizational board itself and put it in its constitution. Such procedures should

also be devised for filling the OB vacancies happened due to resignation, impeachment or any such

reasons.

9.1.2. The student organizations will be reconstituted every year through Nominations/Selections to benormally completed by 8 weeks from the date of commencement of the academic session.

9.1.3. Under ordinary circumstances, the entire process of Nominations/Selections should not exceed 10days.

9.1.4. Student Organizations are advised to constitute the OB keeping in mind the representation of allthe programmes and batches.

9.1.5. All the candidates applying for the membership shall be deemed to be understood these Rules ofthe Student Organization and other orders, policies etc. as applicable for students and shall abide

by the same in letter and spirit and also shall maintain perfect decorum and discipline in the

University.

9.1.6. A person nominated as an OB member of the student organizations being found guilty of non-compliance of these Rules and other orders, policies etc. as applicable may be liable to face the

disciplinary action as provided under these Rules and/or other provisions relating to the breach of

disciplinary conduct of the students at University contained in Statutes, Ordinances, regulations

and other documents of the University notwithstanding the legal action as per law of land. Any

statement made or action taken by such member(s), shall not be binding on the University.


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CHAPTER-X

Evaluation of Student Organization

10.1.0 Tier SystemStudent organisations will be placed in one of the four Tiers (1,2,3 &4; 1 being the lowest) and this will

determine their privileges and entitlements. It basically means that an organisation in Tier 1 will have the

least privileges in terms of usage of university resources like web space, venues etc. A student organisation

may jump up the tier level after appraisal if it shows considerable achievement and hard work throughout

the year.

10.1.1 A newly registered organisation is usually placed in the Tier1 and can avail the facilitiesaccordingly. But on the recommendation of SOC any newly registered organisation or

existing organisation can be placed directly in Tier 2 or Tier 3 after the Approval from the

Pro-Chancellor on recommendations of SOC.

10.1.2 The Tier slab, the table that determines the privileges of a certain tier is different for eachcategory and is attached at (Annexure V).

10.1.3 Every student organisation has to fill in an Organisation Self Appraisal Form (O-SAF) atthe end of every semester. The format for this form has been prescribed at (Annexure VI).

The O-SAF has to be countersigned by the facilitator prior to submission to SOC. If O-

SAF is not submitted within 15 working days after the end of semester, the organization

will not be considered for evaluation and could be dissolved.

10.1.4 The Tier Evaluation committee (TEC) will evaluate the organisations on the basis of thisappraisal. TEC consists of the Pro-Chancellor (or Pro-Chancellor office representative)

and SOC staff. If TEC is of the opinion that a student organisation has worked hard and

has generated results, it may choose to upgrade it to the next higher tier. Under

exceptional cases, an organisation may be upgraded by two or even three tier levels. TEC

reserves the right to dissolve the organisation in case of no results.

10.1.5 An organization at Tier 2 and Tier 3 level can be reduced in grade to a lower level by TECif the performance of the organization is not found satisfactory on the decided parameters.


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11.4.4 Notwithstanding such repeal, any action taken or anything done under other rules, circulars,instructions, notices, orders or policy for the time being in force, now so repealed shall be

deemed to have been validly taken or done under these Rules.

11.5.0 Overriding ProvisionThe provisions of the University Act and Statutes, Regulations, Ordinances, Rules, Orders etc. made there

under or any policy for the time being in force, other than these Rules, shall have an overriding effect

notwithstanding anything inconsistent therewith contained in these Rules.

11.6.0 Amendment to the RulesAny amendment of these Rules will be made in the manner as provided under the Statutes of the University.

___________________________


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(Annexure I) NEW STUDENT ORGANIZATION PROPOSAL

Student organization Name: ________________________Category___________________________

Student organization Promoter Name and Registration No.:_____________________________

Programme:________________class of (year of passing)____________ Current CGPA__________

Email: _____________________________________ Phone: _________________________________

Address________________________________________________________________________

_____

Purpose of Student organization:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

Anticipated student organization activities:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

Student organization Members Section (Optional):

We know that we are responsible for ensuring that our student organization knows and adheres to SOC

policies and procedures, relevant University policies and Schedule of Classes.

Please print: NAME, STUDENT REG. No., EMAIL, and then add your SIGNATURE*

# Name Registration No. Email Signature

1

2

3

4

5

*Signature indicates agreement to allow phone number and email to be given to LPU Faculty, Staff, students, and

off-campus persons/groups (including press and media personnel) seeking Student organization information.

Student organization Promoter Section:


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On behalf of the student organization members, I apply for recognition for our student organization. As

Student organization Promoter, I agree to attend all required meetings or designate a permanent,

alternative representative to attend the meetings.

Student organization Promoter (signature): _______________________Date: _________________

Student organization Facilitator Section (optional):

I am an employee of LPU agree to serve as Facilitator to this LPU Student organization. As a student

organization Facilitator I agree to attend and be physically present at all meetings, excursions and events

created by this student organization and to abide by the SOC Constitution and LPU policies and

procedures.

Student organization Facilitator (print name): ________________________Employee ID:_______

Designation__________________________

E-Mail: _____________________________ Phone Number/Extension:________________________

Signature, Facilitator: _______________________________Date__________________________

Department of Student Organizations Section:

I certify that SOC has recognized this new Student organization and has granted them recognition on said

date.

_________________________________________ _________________________________

Approved, Head, Department of student Organisation Date:


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(Annexure II) Constitution of Student Organisation

What follows is a sample constitution as prepared by the Division of Student Affairs (DSA).

A legend for reading the Constitution appears below:

Anything written in italics: Anything written in italics represents a comment by the SOC on

the immediately preceding text. There will be areas in the sample constitution we feel a

desire to explain our reason for setting a certain minimum standard, and those explanations

will appear in italics immediately following the section in question.

Anything written in plain text: Anything written in plain text (i.e. not italics, bold, or

underlined) represents those items which must be included as part of the constitution of

any student organization.

Anything written in bold text: Anything written in bold represents the header for the

following subsection. For example, the article numbers all appear in bold to denote that

they are the headers for the sections that follow them.(Anything written in parentheses): Anything in parentheses represents a place where we

are unable to supply standard information in plain text, as what is required is something

customized for your student organization alone. For example, if the phrase (insert student

organization name here) appears, what is required is your exact student organization name

in place of the text in parentheses.

Your student organization constitution must adhere to all requirements stipulated within

the LPU Student organizations manual. Once completed, your proposed constitution must

be approved by the SOC.

CONSTITUTION OF (INSERT YOUR STUDENT ORGANIZATION NAME HERE)

Article 1 Name, Category and Tier

The student organizations official name will be (Insert your student organization namehere). No other name will be used in the advertisement or representation of the studentorganization.

The category of this organisation is (Insert your student organization category here).

The tier of this organisation is (Insert your student organization tier here).

This article is self-explanatory. You must define the exact name of your student organization that will be used in

all official capacities. A new organization will be by default kept in Tier1 but SOC if desires so can keep a neworganization in higher tiers.

Article 2 Student organization Mandate

(1) List all purposes for which this student organization will serve..

Outline and describe the planned purpose of your student organization. It is important that you not define your

student organization too narrowly or too broadly. By this we mean that you should not simply say that: We want

to get students together to have a good time. While this is no doubt a laudable goal, it is much too broad a

mandate for us to ratify. Your student organization needs a more specific reason for existing, but try not to define

your student organization with such a focused precision that you leave no room for growth and different ideas to

emerge. What we recommend is that you give a good, but more general outline of your student organizationspurpose here, and then really define your thoughts and ideas in the cover letter that you will be submitting to us

and the SOC. When it comes to your student organizations purpose and mandate, we will hold you to, and


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sometimes constrain you to, what is written in your constitution, but we will not hold you to the contents of your

cover letter.

Article 3 Membership

Membership will be open to everyone; if not read below

If membership is not open to everyone then the organization must be having some criteria and selection

procedure for the selection of members. If such is the case then specify the closed status of membership

and the criteria along with the selection procedure in the above clause.

The criteria could be based on CGPA, Knowledge, skills, achievements etc. and selection procedure could

include shortlisting based on CV, Trials, written tests, Interviews etc. Though it is recommended that the

procedure should be such that it do not scare away prospective members.

Only students at the LPU are eligible to hold membership and Organization board

positions;

The membership option will be kept open twice a year and each time for one month,

probably in the month of September and February.

Above given is a recommended clause for inviting new joiners. Organization can design the clause according

to their needs. Though it is recommended to keep the option open for not more than three times a year as

each time the members will join, the organization will have to update SOC about the changes.

The number of members will not be less than 10 and more than 300.

Above given is the rule imposed by university. You can restrict your membership strength anywhere between

the given bracket.

Any member can leave the organization any time after informing Organization board

members.

Organization can frame a different leaving policy if they desires so. Organization are expected to intimate

SOC about leaving of any member immediately.

Firstly, student organization membership will be by default open to everyone. If student organizations seek to

limit their membership according to some criteria then they will have to mention it explicitly along with the

selection procedure. Secondly, this is a University and not the community at large, and as such we require student

organizations to restrict Organization board and membership privileges to current LPU students only. Thirdly, a

student organization is permitted to take in affiliation from a organization outside the university only after the

approval from SOC.

Article 4 Organization Board (OB)

(1) The Organization board shall consist of the following:

a. CEO/ Director/ Editor-in-chief;


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Above mentioned is the general procedure university recommends. Organizations are expected to lay down a

more detailed policy on the selections. The organizations are expected to frame the selection procedure in such

ways so that organization board consists of students from different years so as to smooth the transition and

selection of new Organization board at the start of a new academic session.

Article 7 Replacement of Organization Board member

(1)If a organization board member resigns from his/ her position or the position becomesvacant due to any other reason then, the Organization board member will be selected

by facilitator on the recommendation of remaining organizational board members and

general member from the general members keeping in mind the eligibility criteria of a

organizational board member.

(2)Before the end of every academic session, the Facilitator along with the organizationalboard will select new organizational board that will hold responsibility from the

commencement of upcoming academic session. The new board can consist of new

members or of that already existing depending on the past performance, consent of

general members, cases of passing outs and students leaving university by some other

reason etc.

Above mentioned is the general procedure university recommends. Organizations are expected to lay down a

more detailed policy on the selections. The organizations are expected to frame the selection procedure in such

ways so that organization board consists of students from different years so as to smooth the transition and

selection of new Organization board at the start of a new academic session. While writing this section please take

into consideration all the cases in which a position in the Organization board becomes vacant.

Article 8 Finances

(1) No fee will be charged on membership.

As per the university rules, no membership fee will be charged on students for joining an organization. However,

certain fundraising mechanism should be framed in case the fund is needed to conduct certain event. Such

mechanism should be mentioned in this article.

Article 9 Meetings

(1) At least two general body meetings shall be held during the term,

(2) Members will be informed of each of these meetings at least seven (7) days in advance.

These are the minimum requirements. Do not bother to get more ambitious than this and say that you will hold

numerous meetings per year because then you will have to. Just give us the above stated minimum that you will

need to hold, and try to hold more as required and as time and scheduling permits.

Article 10 Amendments

(1) Amendments to the constitution will be done by the facilitator on recommendation ofOrganization board. It could be done only once a year, at the beginning of the academic

year.


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(2) An amendment to the constitution must be approved by SOC, which must be presented

with a typed copy of the proposed amendment as well as typed minutes from the meeting

when the amendment was passed in order to prove that this amendment was adopted.

These are the precise requirements, so do not modify them beyond what is stated above.

Article 11 Impeachment

(1) Any member of the student organization who commits an act negatively affecting the

interests of the student organization and its members may be given notice of impeachment;

(2) The impeached individual shall have the right to defend his/her actions; and,

(3) A facilitator on recommendation of board will decide on the removal of the impeached

individual from the student organization and the loss of any privileges associated with the

student organization.

It is best to include impeachment procedures such as those outlined above. You will hopefully never use the

impeachment procedures. In the end, you will be glad that you included this part in your constitution.

Article 12 Grievance redressal mechanism

(1)The Facilitator along with Organizational Board will form the internal grievanceredressal committee. Any grievances can be reported to any of the mentioned

person(s).

(2)If the person is not satisfied by the response of the internal grievance redressalcommittee then he/she can appeal at SOC for the same.

Article 13 Refund Policy

As there is no membership fee, you may not need a refund policy but if implied by some fundraising clause you

may need to formulate a refund policy here.

Article 14 Undertaking

(1)The (Insert your student organization name here) is not an agent of the Division ofStudent Affairs and its views and actions do not represent those of the Division of

student Affairs or any other such official entity of LPU.

This is required exactly as stated above.

____________________________ ________________________________

____________________________ _______________________________

Name with Signature and date Name with Signature and date

Promoter/ OB member Facilitator


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Annexure III Role & responsibility of the Facilitator

1. The Facilitator will guide the promoter in the formation of constitution.2. The Facilitator will help and guide promoter in the formation of Organization Board.3. The facilitator will keep track of all the activities of the organization and must attend at least two

meetings in one month with the Organization board addressing their general queries and

discussing new plans. He/She is needed to be present at General body meeting and will have to

approve the meeting minutes before it is submitted to SOC.

4. Facilitator will act as a guide to organization and a interface between SOC and organization in allorganization events and activities.

5. The facilitator will be Responsible for issuing rooms/labs and other required equipments for theorganization as per the University policy. This will be done by the facilitator under SOCs Online

Space Reservation System (OSRS).

6. The facilitator will review and sign O-SAF prior to submission to SOC.7. The Facilitator will be a part of Tier Evaluation Committee.8. The facilitator shall monitor the working and management of the student organization and will

be his/her responsible for implementation of all policies and procedures prescribed in the

constitution and student organization manual.

9. All the requests submitted by organization including equipments and facility requests, venuebooking and reimbursement request in SOC will first be signed and approved by Facilitator.

10. In the event a facilitator cannot continue in his/her role, the activities of the organization shall besuspended until a replacement is identified.


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Annexure IV Meeting Minutes

Name of the Student Organization:

Time: Date:

Type of Meeting: Meeting Presided by: Minutes Prepared by:

S.No Subject

Matter of

Action

To be

actioned

by/

Mode of

Action

Start

Date

Follow up remarks and review(Completion status

vis-a vis the action points) Please mention

deviations from the set objectives (if any).To be

filled by concerned members

Any

amendment

Suggested in

constitution

End

Date

1

2

3

4

Meeting Coordinated by: Minutes Presided by:Minutes Vetted by:


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ANNEXURE V

Privileges & Rights of Student Organisation at TIER 1

Parameters CategoriesAnE P1 P2 SS HnR Publcn

Max. Allowances for initial Promotion 1000 1000 1000 1000 1000 1000

Suggestive no. of Events per year 4 4 4 4 4 4

Participation in Univ. events per year 1 1 1 1 1 1

Reimbursement for events per year Not Allowed Not Allowed Not Allowed Not Allowed Not Allowed Not Allowed

Outside Participation on University expenses Not Allowed Not Allowed Not Allowed Not Allowed Not Allowed Not Allowed

University Resources

Auditorium (times a year) Not Allowed Not Allowed Not Allowed Not Allowed Not Allowed Not Allowed

Room Large

As per the

availability

As per the

availability

As per the

availability

As per the

availability

As per the

availability

As per the

availability

Room small

As per the

availability

As per the

availability

As per the

availability

As per the

availability

As per the

availability

As per the

availability

Library/ Laboratory/ other special rooms

As per the

availability

As per the

availability

As per the

availability

As per the

availability

As per the

availability

As per the

availability

Instruments and Equipments Not Allowed Not Allowed Not Allowed Not Allowed Not Allowed Not Allowed

Website Not Allowed Not Allowed Not Allowed Not Allowed Not Allowed Not Allowed

Transportation facility Not Allowed Not Allowed Not Allowed Not Allowed Not Allowed Not Allowed

Promotions for Events

Posters and Flyers Allowed Allowed Allowed Allowed Allowed Allowed

Y-TV Allowed Allowed Allowed Allowed Allowed Allowed

UMS Allowed Allowed Allowed Allowed Allowed Allowed

Notices on Notice board Allowed Allowed Allowed Allowed Allowed Allowed

Banners and Flexes Not Allowed Not Allowed Not Allowed Not Allowed Not Allowed Not Allowed

Outside judges, speakers, participants Not Allowed Not Allowed Not Allowed Not Allowed Not Allowed Not Allowed

Sponsorship

Sponsorship inside the University Allowed Allowed Allowed Allowed Allowed Allowed

Sponsorship outside the University Not Allowed Not Allowed Not Allowed Not Allowed Not Allowed Not Allowed


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Reimbursement for events per yearAllowed as

per Policy

Allowed as

per Policy

Allowed as

per Policy

Allowed as

per Policy

Allowed as

per Policy

Allowed as

per Policy

Outside Participation on University expensesAllowed as per

the policy

Allowed as per

the policy

Allowed as per

the policy

Allowed as per

the policy

Allowed as per

the policy

Allowed as per

the policy


Auditorium (times a year) 2 2 2 2 2 2

Room LargeAs per the

availability

As per the

availability

As per the

availability

As per the

availability

As per the

availability

As per the

availability

Room smallAs per the

availability

As per the

availability

As per the

availability

As per the

availability

As per the

availability

As per the

availability

Library/ Laboratory/ other special roomsAs per the

availability

As per the

availability

As per the

availability

As per the

availability

As per the

availability

As per the

availability

Instruments and Equipments Allowed Allowed Allowed Allowed Allowed Allowed

Website Allowed Allowed Allowed Allowed Allowed Allowed

Transportation facility Allowed Allowed Allowed Allowed Allowed Allowed

Promotions for Events





Banners and Flexes Allowed Allowed Allowed Allowed Allowed Allowed

Outside judges, speakers, participants Allowed Allowed Allowed Allowed Allowed Allowed

Sponsorship

Sponsorship inside the University Allowed Allowed Allowed Allowed Allowed Allowed

Sponsorship outside the University Not Allowed Not Allowed Not Allowed Not Allowed Not Allowed Not Allowed


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Privileges & Ri ghts of Student Organisation at TIER 3





Reimbursement for events per yearAllowed as

per Policy

Allowed as

per Policy

Allowed as

per Policy

Allowed as

per Policy

Allowed as

per Policy

Allowed as

per Policy


the policy

Allowed as per

the policy

Allowed as per

the policy

Allowed as per

the policy

Allowed as per

the policy

Allowed as per

the policy




availability

As per the

availability

As per the

availability

As per the

availability

As per the

availability

As per the

availability


availability

As per the

availability

As per the

availability

As per the

availability

As per the

availability

As per the

availability


availability

As per the

availability

As per the

availability

As per the

availability

As per the

availability

As per the

availability




Promotions for events




Notices on Notice board Allowed Allowed Allowed Allowed Allowed AllowedBanners and Flexes Allowed Allowed Allowed Allowed Allowed Allowed


SponsorshipSponsorship inside the University Not Allowed Not Allowed Not Allowed Not Allowed Not Allowed Not Allowed

Sponsorship outside the University

Allowed as per the

policy

Allowed as per

the policy

Allowed as per the

policy

Allowed as per the

policy

Allowed as per the

policy

Allowed as per the

policy


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Parameters Categories

AnE P1 P2 SS HnR Publcn




Reimbursement for events per yearAllowed as per

the policy

Allowed as per

the policy

Allowed as per

the policy

Allowed as per

the policy

Allowed as per

the policy

Allowed as per

the policy


the policy

Allowed as per

the policy

Allowed as per

the policy

Allowed as per

the policy

Allowed as per

the policy

Allowed as per

the policy




availability

As per the

availability

As per the

availability

As per the

availability

As per the

availability

As per the

availability


availability

As per the

availability

As per the

availability

As per the

availability

As per the

availability

As per the

availability


availability

As per the

availability

As per the

availability

As per the

availability

As per the

availability

As per the

availability




Promotions for events





Banners and Flexes Allowed Allowed Allowed Allowed Allowed Allowed


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Sponsorship

Sponsorship inside the University Not Allowed Not Allowed Not Allowed Not Allowed Not Allowed Not Allowed

Sponsorship outside the University

Allowed as per the

policy

Allowed as per

the policy

Allowed as per the

policy

Allowed as per the

policy

Allowed as per the

policy

Allowed as per the

policy


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Annexure VI O-SAF

Name of Organization:

Category and Tier :< Mention the category and Tier>

Organization Board:

Number of members:

Meetings Held:

Events held:

Recent Achievements and initiatives:

Recent setbacks :

Planned areas of improvement:

Future plans:

Remarks by Facilitator:

Date of submission:

_______________________ _____________________

_______________________ _____________________

Name and Signature Name and Signature

Board Representative Facilitator


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Guidelines to Fill O-SAF

Organizations are expected to

Be honest

Always be truthful and honest while telling your accomplishments or failures. Dont exaggerateyour strengths and dont hide your weaknesses. Dont make personal judgments for anybody.

Do the preparation

Its always better to prepare yourself before the meeting. Get all the lists in place; prepare all the

evidences and references.

Be objective

Objectivity is important in selfappraisal. Dont exaggerate or downplay your achievements or

failures. Be specific and concise in your statements and if possible support them with examples orreferences or evidences with dates.

Cover all the aspects

Apart from past performance, express the opportunities you would like have for your

organizations development and improvement. Suggest ways to overcome the problems faced.

Assess your organizations capabilities and competence.

Seek future responsibilities

According to the assessment of the current sessions performance plan the short term and long

term goals for the next year.

Self appraisal should ideally include the accomplishments, the goals achieved, the failures, and

the growth the obstacles faced during the period, the efforts for removing them, the suggestions,

and the areas of support felt by organization.


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Annexure VII Event Planning Format


Category and Tier: < Write category along with Tier>

Name of the event: < here write the name of event>

Type:

Date: < Proposed date of event>

Venue:

Target Audience:

Advisory Committee:

Organizing Coordinator(s):

Committees:

Events:

Schedule:

Proposed Budget:

Sponsorship details: < List the expected sponsors inside and outside the university along with the

expected amount>Promotion and Advertisement plan:

Printing material requirements:

______________________ ___________

______________________ __________

Name and Signature of OB representative Name and Signature of Facilitator

Event/ activity detail format

Event/ activity Name:

Event Activity type: Cultural/ Sports/ Social/ Fun/ Academic/ Co-curricular

Competitive/ Non-Competitive

Event/ activity introduction:

Event/ Activity Description (with steps, rules, criteria):

Event Requirements:

Event Budget:

Event Schedule and Time limits:

Annexure

1. General Rules2. Judgment and Evaluation sheet3. List of Judges and speakers inside/ outside the university (name, designation, company, profile)

Others (to be used during event)


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Organization name

Event NameTime:

Date:

Venue:

OB member signature Facilitator

signature

(with seal) (with seal)

Rs.

Annexure VIII Ticket Format

The ticket will be of size A10 (26*37 sq. mm)

S.

Signature and Seal


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Annexure IX Expense Reimbursement Form


Category and Tier:

Phone: e-mail:

Be sure to list expenses below along with the reason for the requirement. Remember to attach all receipts to thisform.

Expenses to be considered for Reimbursement:

S. No. Date Item Quantity Bill No. Reason for requirementExpenseamount

1 Rs.2 Rs.3 Rs.so on Rs.

Total Expenditure Rs.

I certify that all expenses listed above were incurred for the benefit of the Student Organization.

Enclosers: Original Bills of above stated expenses

Date:

________________________________ ________________________________

____________________________ ___________________Name and Signature of OB representative Name and Signature of Facilitator


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Annexure X Cancellation of Membership Form

To

______________________

______________________

Date: ___________________(write date on which resignation submitted)

Subject: Cancellation of membership

Dear Sir/Madam,

I wish to inform that due to_______________________ I will not be able to

continue the membership of______________________< give the name of student

organization.>

I will be serving the notice period of One Week and wish to be relieved on

______________.

Write anything you want to convey.

Yours sincerely (Sign with date and Write name, registration no, Programmme and year and

Mob. No.)______________________________

_____________________________

_____________________________

-------------------------------- -----------------------------

(Signature of Board member) (Signature of Facilitator)

Note. Please forward a copy to SOC


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Annexure XI Format for details of OB /members


Category:

Tier:

Name

Registration

no. Programme Year CGPA Designation

email

id

contact

no.

_________________ __________

_________________ __________

Name and signature of OB representative Name with id and signature of facilitator

Documents

Code for Student Organizations 2011_April 30