Constitution


The executive committee (or execom) is the governing body of a student branch. It is the responsibility and duty of the execom to take appropriate actions and decisions for the benefit of the student branch and its entities.

Duties of Executive Commitee

  1. CHAIRPERSON
    • Rights
      1. The ultimate decision maker.
      2. Has the authority to sign all official letters of the IEEE SB
      3. Exercises the ultimate authority to call meetings and all meetings conducted in the absence of the chair has to be pre-informed. Minutes of such meeting shall be mailed to the chair.
      4. Exercises the right to assign duties to all members.
    • Duties
      1. Maintain contact with the branch mentor and branch councilor.
      2. All decisions have to be discussed with SB councilor
      3. Update the SB mentor regularly.
      4. Pre plan all the year activities and chart out the year calendar. Ensure that all deadlines are properly met.
      5. Ensure that he/she works for the welfare of SB and not for any personal interest.
  2. VICE CHAIRPERSON
    • Rights
      1. Has the authority to sign official letters in the absence of SB chair.
      2. Can call meetings in the absence of chairperson.
    • Duties
      1. Monitor the progress of works allotted to all others and update regularly about the progress to the chairperson.
      2. Must be capable of reporting to the chair the status of all works at any point of time.
  3. WIE CHAIRPERSON
    • Rights
      1. In charge of all WIE activities of the SB. All WIE activities must be conducted after getting sanctioned by WIE chair.
      2. All important decision of the chair may be discussed with the WIE chair before execution.
      3. Can address meetings with the knowledge of the chairperson.
      4. Also has the right to sign letters in the name of WIE
    • Duties
      1. All decisions have to be taken with the knowledge of the SB Chair.
      2. Should maintain an active set of WIE volunteers in the SB Chair
      3. Should be capable of giving periodic updates of WIE activities in the SB
  4. WIE VICECHAIRPERSON
    • Rights
      1. Assist WIE Chair in all WIE activities in the SB.
      2. Has right to sign letters in the name of WIE in the absence of Chair.
    • Duties
      1. Monitor over all WIE activities in the SB and give regular updates to the Executive committee.
      2. Keep all reports and documentation works up to date.
  5. LINK REPRESENTATIVE
    • Rights
      1. All important decisions of the Chair and WIE Chair may be discussed with LINK rep before execution.
      2. In charge of SB year calendar
      3. Should be updated with SB activities and future plans.
      4. SB group administration right lies in the hand of LINK Representative.
    • Duties
      1. Must me in constant touch with the groups and hence must keep the SB updated on all latest developments in LINK.
      2. Year plan of the SB has to chart out, i.e. schedule all SB activities of the year.
      3. Has to ensure that reports of all the SB events are updated on the SB and LINK groups
      4. LINK Representative can take the assistance of Joint Secretary.
  6. TREASURER
    • Rights
      1. All financial deals must be approved by the Treasurer and the Branch councilor.
      2. All expenditure or income must pass by the SB only with the knowledge of theTreasurer.
    • Duties
      1. Manage the finance of SB and Robotics Lab under the SB.
      2. Assist the LINK Representative in managing the SB calendar. If in case the LINK Representative is a post holder of LINK Executive committee, then calendar becomes Treasurer’s responsibility.
      3. Budget for all SB events must be reviewed by the Treasurer.
      4. All financial settlements after all SB events have to be done in discussion with the SB councilor.
  7. SECRETARY
    • Rights
      1. All meetings have to be called via the Secretary. i.e., Secretary possesses the right to arrange all meetings.
    • Duties
      1. Has to make sure that Executive committee meetings are conducted regularly and make sure the presence of all Executive committee members.
      2. Arrange all meeting which included informing all, fixing venue and the attendees has to be fixed discussing with whoever has called the meeting.
      3. The duty of a Secretary does not confide in just arrangement but the main duty is to make minutes of all meetings.
      4. Minutes of all meetings have to be prepared within 3days of the meeting and have to be mailed to the Executive committee and documented with the help of Joint Secretary and WIE secretary.
      5. Yet another important duty of the Secretary is to make sure that report of all events conducted in the SB is documented on time. Secretary need not do the reports by himself/herself but has to ensure that all reports are submitted to all concerned and filed in one week time after the event.
  8. WIE SECRETARY
    • Rights
      1. In charge of all WIE activity reports andDocumentation.
    • Duties
      1. Of all other activities WIE events has higher priority. It is hence essential to document all the events, be it small or big. This is the prior duty of the WIE secretary.
      2. Has to coordinate that reports are submitted and filed within a week after all WIE events.
      3. Has to call for WIE meetings as per necessity and must mail the minute of such meetings to the Executive committee. (All such activities will take place only with the knowledge of SB Chair, WIE Chair and Branchcouncilor).
  9. JOINTSECRETARY
    • Rights
      1. Provide assistance to all Executive committeemembers.
      2. He/ She will be the head of the proposed GUILD in2011.
    • Duties
      1. Assist secretaries in their documentation and report works.
      2. Must update the branch mentor and branch councilor about the SB activitiesperiodically.
      3. If GUILD exists, the Joint Secretary must monitor over the activities of every GUILD and ensure smooth functioning.
  10. WEBMASTER
    • Rights
      1. SB website administration is the monopoly ofwebmaster.
    • Duties
      1. Regular updating of the SBWebsite.
      2. Any new feature added or information modified must be with the knowledge of Executive committee and branch councilor. (Features will add on as per the SB requirement and as year advances).
      3. SB Website must have the followingfeatures:
        1. Current Executive committee details
        2. Year calendar (Futureplans)
        3. Brief history
        4. Reports of events hosted

Meetings are one of the most important activities that any organization. This is the place where all the members and the Execom meet to discuss the activities of the organization. This shall be the occasion where the decisions are taken and the strategies are formulated.

  1. RECOMMENDATIONS

    Meetings can be called at whenever a new plan has to be implemented or whenever the Execom requires to be updated on some progresses. Recommendations are as follows:

    • Meetings may be called in advance of hosting any program under IEEE SB. This to give a clear idea about the SB activities to all Execom members. This may also help avoiding confusions about the program within the Execom.
    • After an AGM, the meetings of the new Execom may be informed to the previous Execom and they may be invited to meetings as per the need. This may help in getting experienced opinions. Decision making power always lies in the hands of presiding chairperson.
  2. CALL FOR MEETINGS
    • Execom meetings can be called when any of the Execom members have matters to be discussed.
    • All meetings have to be called informing the Chairperson. Secretary of the Execom arranges for the meetings.
    • Chairperson shall preside over the meetings. In case of his/her absence the Vice Chair shall preside over the meeting. In case of the absence of both, the meeting shall be presided over a member, appointed by the Chairperson.
    • Agenda for every meeting shall be made available to everyone attending the meeting at least 2 days in advance. Expected agenda for next meeting shall be mentioned in the previous one, if possible.
    • The meeting shall be called and everyone shall be informed at least 2 days in advance. This is very important for the effectiveness of the meetings.
    • All the expected attendees shall be reminded about the meeting on the morning of the day of the meeting.
    • At least 2 Execom meetings have to be held in a month and at least one general body meeting in a semester.
  3. RULES TO CONDUCT MEETINGS
    1. The chairperson shall be the ultimate decision maker.
    2. The chairperson shall simply assimilate all the ideas and take the decision. But if majority does not agree on the decision then the discussion shall continue. She/he shall take a drastic decision only in case of arguments. Otherwise he/she shall derive the best outcome from the suggestions made.
    3. No one shall reject any ideas that come forward. All the ideas shall be discussed in terms of feasibility and then rejected or accepted.
    4. Everyone shall respect each other’s dignity and position he/she holds.
  4. MINUTES OF MEETING

    Meetings are occasions where ideas and opinions are discussed and strategies are planned. While planning for future, duties will be assigned to different members and deadlines will be formulated. Hence it is very important that minutes of all execom meetings are made are mailed to all execom members. This shall also serve as a summary of the meeting for future reference.

      RULE TO MAINTAIN MINUTES OF MEETING
      1. Minutes of the meetings is the responsibility of Secretary. In case of absence of Secretary Minutes of meeting shall be prepared by Joint Secretary or WIE Secretary. Also, minutes of meeting can also be prepared by the member assigned by the Chairperson.
      2. Minutes of meeting shall be prepared and mailed to all the Execom members within 3days of the meeting.
      3. Minutes of meeting must contain the following the details,
        1. List of attendees( Name and post)
        2. Agenda
        3. Discussions and conclusions made in the meeting have to be mentioned as points
      **Sample format is given in Appendix A

Documentation is the most important duty of an Executive Committee. It is highly essential that every Execom document its activities so that it remains as a relic of their achievements in future. Also they provide guidance to future Execoms in organizing events, problems that can be expected and how to tackle them.

Documentation has been one of the most neglected parts in most of the organizations. This has created lot of confusions during the change of the Execom. There have been situations where new volunteers have had to start from the scrap for events which had been conducted successfully in the past.

Let this situation not happen in the future. Let out juniors have something to refer and study how we did things. Let them analyze the trends and make the events more efficient and useful. Let them see the benchmark that we have set and let them work for a better event.

  1. HOW TO DOCUMENT SBACTIVITIES

    The documentation of an event will start from the day of starting of the planning for the event. This is a very important part of the management because this will be the only document for reference for the future volunteers and this is where professionalism in the event management starts. The documents recorded shall be complete and shall record every single action taken right from planning to execution.

    ESSENTIAL DOCUMENTS
    1. Proposal

      This is the preliminary plan of the event that is submitted to the authorities for permissions and modification. The proposal shall cover the complete plan. Depending on the scale of the event the proposal can be customized. A suggested format is given inappendix Bwhich could be adapted to any small or mega event.

    2. Event Management Documents

      These are the documents which will contain the information about the different event heads, the teams, the HR documents, the flow of delegation, authority and responsibility, permissions for rooms & resources, sponsorship confirmation documents, brochures, posters. Essentially these documents shall be the complete paper works of the event. There shall be no work that has not been appreciated. This lets the future managers of similar event know that these were the people were the ones behind.

    3. Statistics

      This is a document that will be made after the event is completed. This document will include the details such as the number of committees, number of volunteers, number of participants, number of colleges etc. This will be used for a quantitative analysis of the event and also to analyze the trend of participants for future ventures. This would be better represented in a spreadsheet. A graphical representation of the data with comparison to previous similar events shall also make the document more professional.

    4. Report

      This shall be a formal document that shall be sent to the authorities and shall act as a “Summary at a glance”. The Document will include the statistics, trend and all other information represented briefly. This shall be the duty of the secretary. It may also be delegated to any of the team members.

    5. Feedback

      The feedback is a very important aspect of every event because that is only way to understand how good the program was. It essentially reflects the quality of the event. The feedback can be taken from the participants before they move out of the event. The feedbacks have to be compiled into a single spreadsheet and also can be represented graphically.

  2. RULES FOR REPORT AND DOCUMENTS

    The front page of the report shall have the following details

    1. The event name and the single linedescription E.g. Gnistra: All Kerala WiE Forum
    2. The date
    3. The institution that hosted the event
    4. The Number of participants
    5. Special Guests attended

    These details would make it easy for documentation and reference in the future.

    1. General requirements of a document/report
      1. Front page: must contain IEEE logo, FISAT logo and associate sponsor logos, date and name of the event.
      2. Content page: with all main headings and subheadings numbered appropriately.
      3. Content:text must include date, venue, no. of colleges (if it’s an inter college event), no. of participants. Also attach appropriatephotos.
      4. Must end with the name of members involved in documenting.
    2. Report of every even must be prepared andsubmitted within 1 week. Reports must be submitted to
      1. Principal and VicePrincipal
      2. Branch councilor
      3. Soft copy has to be mailed to Branch Mentor.
      4. Edited and a brief soft copy to be posted on LINK groups, SB groups (If necessary, copies may be submitted to the management. All the above is a must).
    3. In addition to the report, excel/ spread sheet containing the details of registration must be filed and mailed to the LINK team, especially for the LINK Events.
  3. **Refer Appendix B for sample format

It is one of the most important errands of an Execom. Duties of an Execom are not just conducting, coordinating and organizing events. It must also have a proper plan about the future Execom. They must cautious about whom their duties and responsibilities has to handed over such that activities are carried out with more efficiency.

  1. SELECTION CRITERION
    SL NO. POST CRITERION REMARK
    1 CHAIRPERSON
    1. S6, 3rdYear
    2. Preferably the vice chair of previous Execom
    Can Be Changed By The Execom
    2 WIE CHAIRPERSON
    1. S6, 3rdYear
    2. Preferably the vice chair of previous Execom
    Can Be Changed By The Execom
    3 VICE CHAIRPERSON S4, 2ndYear Must be a able candidate who is very likely to be the chairperson next year
    4 LINK REPRESENTATIVE S4-S6 2ndYear or 3rdyear Must be the most probable candidate to get a post in LINK inthe following year.
    5 TREASURER S6, 3rdYear Must have an experience working with IEEE in the past year.
    6 SECRETARY S6, 3rdYear Good documenting skills
    7 WIE SECRETARY S6, 3rdYear Good documenting skills
    8 WIE VICE CHAIRPERSON S4, 2ndYear Must be a able candidate who is very likely to be the WIE chairperson next year
    9 WEB MASTER S4-S6 2ndYear or 3rdyear Must be a able candidate who is very likely to be the chairperson next year
    10 JOINT SECRETARY S4, 2ndYear Must be a able candidate who is very likely to be the Secretary next year
  2. RULES FOR EXECUTIVE COMMITTEE TRANSFER
    1. Primary nominations must be taken during an Executive committee meeting. Such a meeting must be conducted in September.
    2. A core meeting must be kept between the Chairperson, WIE Chairperson and Secretary. (Consider including any other final year Executive committee member as per necessity). Chart out a Nominee list.
    3. Final list has to be prepared after discussion with Branch Councilor and Branch Mentor.
    4. (All three must be completed during the month of September itself)
    5. Final list has to be announced to the Executive committee and a minimum to 10 days is provided to receive oppositions and make corrections.
    6. Finalized decision has to be mailed to Executive committee and Branch Mentor along with the date of AGM.
    7. Executive committee has to be transferred in the month of October itself.
  3. ADDITION OF NEW POSTS IN EXECOM

    IEEE constitution defines all the posts mentioned in the hierarchy; besides all the upcoming Execoms are free to add new posts as per their obligation. The duties of newly added posts can be set by the Execom. While expanding an Execom the following points are recommended to be considered;

    1. ADVISORY BOARD

      Such a post is added in an Execom when experienced members are present who would help the chair in taking decisions.

      Remark:
      • He/she must be an IEEEmember
      • He/she must have a valuable experience of working with the student branch for at least 2years
      • More than one member can be added to the advisory board.
      • Though they serve as advisors the ultimate decision comes from the chairperson.
    2. ASSISTANTS

      Active junior volunteers who are required in an execom can be medal with this post. Eg; Technical assistance, assistant treasure or secretary

      Remark
      • He/she must be an IEEEmember
      • Must have a remarkable experience of being a volunteer in the previous year.
      • All such posts come undersecretary.
  4. RULES TO CONDUCT ANNUAL GENERAL BODY MEETING(AGM)
    1. Organization of AGM is theresponsibilityof the newExecom.
    2. Presence of current Execom, New Execom, Branch concillor, Branch mentor (if possible) and all IEEE members of SB has to be ensured for AGM.
    3. Treasurer has to present the financial report and the secretary has to present the activity report. The retiring chair gives a felicitation where he/she thanks the team and the others and welcome the new Execom and anounce the awards.
    4. WIE Chairperson may present WIE Activity report
    5. Till the new Execom is announced and brought to the chair, the retiring chair precides the meeting. Thereafter, the new chair precides it
    6. New Chairperson has to present his/ her year plan and also give away the certificate of service to the leaving Execom members.
    7. The New Execom takes charge right after the AGM.

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