Constitution

IISER-K Alumni Seal

ARTICLE I

The organization shall be referred to asThe Alumni Association of Indian Institute of Science Education and Research, Kolkata (AA of IISER-K). The body is being established under the policies of IISER, Kolkata.

ARTICLE II

Objectives

  • Contribute towards the growth of IISER-Kolkata and the community at large by volunteering time, talent and finance.
  • Promote aid towards growth and progress of IISER, Kolkata.
  • Build a strong IISER, Kolkata Alumni network across the world to achieve the goals.
  • Promote interactions among the alumni and current students of IISER, Kolkata.

ARTICLE III

Membership

Initiation of membership is subject to approval by the Secretary of the Alumni Association.

There will be three classes of members:General Members: Any individual graduated from IISER, Kolkata shall be eligible for Membership subject to approval. The individual must write to the Secretary expressing their intent.Associate Members: Faculty members are eligible to become Associate members. These members are exempt from Membership Dues.Honorary Members: Individuals who wish to facilitate the goals of the body may become an Honorary Member by obtaining a nomination from any of the officers. An officer may only nominate one Honorary member per term.

All the general members have voting rights. Only the general members can be elected to offices.

Dues: Dues for members shall be established by the Board of Directors of the body. The dues are subject to revision.

Expiry of Membership: Membership can be rescinded for the non-payment of dues for two consecutive years. However, any member can raise an appeal for the waiver of his/her dues addressed to the President of the board and forwarded by the Secretary.

Membership can also be rescinded for unparliamentary or criminal behavior both while conducting the affairs of the body as well as outside it. The proposal for disqualification of a member would require a notice to be raised by the President of the Body to the Executive Committee. The latter shall then decide on the merit of the case and provide its judgment within 14 days of such nomination. The final decision shall be based on an open ballot, and the reflected on the website of the organization under a relevant heading. A proven case of scientific malpractice/sexual harassment shall be subject to a lifetime ban on membership.

ARTICLE IV

Organization

The Alumni Association shall be made up of the General Body, Board of Trustees, Executive Committee, and an Advisory Board.

General Body: The General Body shall be responsible for voting the officers and commit their time and talent towards forwarding the goals of the Association.

Membership: The General Body will consist of all the members of AA of IISER-K.

Board of Directors: The Board shall be in charge of the financial health and proper functioning of the organization, provide long-term planning and responsible for conducting audits of the Alumni Association accounts.

Membership: The Board of Directors shall consist of President, Vice President, Secretary, Treasurer, One Associate Member as proposed by the President and One Honorary Member as proposed by the President. The Board shall maintain a quorum of three (3) directors.

Executive Committee: The body shall implement the policies as approved by the Board of Directors. It shall have the authority to manage the activities and for the conduct of the affairs of the Alumni Association. The Executive Committee can also establish ad hoc committees having a term of six months at a time to assist the Executive Committee in its actions. The members of the ad hoc committee shall be decided by nomination.

Appointment of staff personnel shall be done by the Executive Committee.

Membership: The Executive Committee shall consist of the President, Vice President, Executive Vice President, Secretary, Joint Secretary, Treasurer, Joint Treasurer, Chairperson of the Advisory Board and the past President.

Advisory Board: The Advisory Board shall direct and guide the activities of the Alumni Association by assisting the affairs of the Board of Directors. The Advisory body can also communicate with the General Body directly but only in the most extreme cases of misconduct by the both the Board of Directors and the Executive Committee.

Membership: The Advisory Board shall consist of The President, Executive Vice President, Presidents of Alumni Associations of other IISERs and Director/Dy. Director, IISER-Kolkata.

OFFICERS

President:

  • The President is the ex-officio chairman of all meetings.
  • The officer shall be an ex-officio member of the Board of Directors.
  • The officer shall present at each annual meeting of the organization and compile an annual report of the work of the organization.
  • The officer shall appoint all committees, temporary or permanent.
  • The officer shall see all books, reports, and certificates required by law are properly kept or filed.
  • The officer shall be one of the officers who may sign the checks or drafts of the organization.
  • The officer shall have responsibilities as powers as commonly construed to a chief executive of an organization.
  • The officer shall be the deciding vote in all voting ties while running the Association.

Vice President:

  • In the event of absence or inability of the President to successfully conduct his duties, the officer shall be considered as an acting president of the organization. The officer shall in such a case hold all the rights, privileges and powers of the office of president.
  • The Vice President shall assist the President in all the required roles.

Secretary:

  • The Secretary shall maintain the minutes and records of the organization.
  • The officer shall file any certificate required by any statute, union or state.
  • The officer shall give and serve all notices to members of this organization.
  • The officer shall be the official custodian of the records of this organization.
  • The officer may be one of the officers required to sign the checks and drafts of the organization.
  • The officer shall present to the membership at any meetings any communication addressed to him as Secretary of the organization.
  • The officer shall submit to the Board of Directors any communications which shall be addressed to him as Secretary of the organization.
  • The officer shall attend to all correspondence of the organization
  • The officer shall exercise all duties incident to the office of Secretary.

Treasurer:

  • The Treasurer shall be the custodian of all financial belongings of the organization and shall be solely responsible for maintaining its records.
  • The officer shall sign checks or drafts of the organization.
  • The officer shall furnish a report on the financial aspects of the body atleast once a year before the Board of Directors.
  • The officer shall exercise all duties incident to the office of Treasurer.

All the above officers shall by virtue of their office be members of the Board of Directors. Additional officers who do not occupy an ex-officio Board of Directors position are listed below.

Executive Vice President:

The Executive Vice President shall be responsible for communicating with the President all the proceedings of the body. The officer shall also be responsible for ensuring that the decisions of the Executive Committee follow their scheduled course. The officer shall also act as convener and chairperson for any ad hoc committees established by the Executive Committee.

Joint Secretary:

The joint secretary shall assist the secretary in all its roles. In the absence of the secretary, the Joint Secretary shall assume of the position of the Secretary.

Joint Treasurer:

The joint treasurer shall assist the treasurer in all its roles. In the absence of the treasurer, the Joint Treasurer shall assume the position of the Treasurer.

All officers shall be elected by the General Body. Any office vacated due to resignation, dismissal, etc. shall be filled by a nomination of the President in consultation with the advisory body within 14 days of the vacancy. The nominated member must be approved by the Executive Committee with a two-thirds majority within six months of such a nomination. The nomination shall only be active for the remainder of the term of the remaining officers.

No officer is ex-officio entitled to receive any salary or compensation, but nothing herein shall be construed to prevent an officer or director for receiving any compensation from the organization for duties other than as a director or officer.

ARTICLE V

Meetings

Regular Meetings

The Board of Directors and Executive Committee shall conduct their respective meetings at least twice per calendar year. Meetings shall be conducted at such dates, times and places as the individual Board/Committee shall determine.

Special Meetings

Special meetings involving multiple committees require the prior approval of the Board of Directors.

Notice

Meetings may be called by the President by notice emailed to each member of the Board not less than one week before such meeting. Committee/Board members can also request a meeting with the support of at least two other members.

Quorum

A quorum shall consist of two thirds of the Board/Committee attending in person or through teleconferencing. All decisions will be by majority vote of those present at a meeting at which a quorum is present. Attendance by proxy is not allowed.

ARTICLE VI

Voting, elections and terms of office

At all meetings, except for the election of officers and directors, all votes shall be by voice. For election of officers, voting shall be done by anonymous ballot alone.

At any regular or special meeting, if a majority so requires, any question may be voted upon in the manner and style provided for election of officers and directors. At all votes by ballot the chairman of such meeting shall, prior to the commencement of balloting, appoint a committee of three who shall act as “Inspectors of Election” and who shall, at the conclusion of such balloting, certify in writing to the Chairman the results and the certified copy shall be physically affixed in the minute book to the minutes of that meeting.

No inspector of election shall be a candidate for office or shall be personally interested in the question voted upon.

Terms of Office: The Officers of the organization will serve a term of four years and have no restriction on number of terms. The outgoing officers shall appoint “Inspectors of Election” who shall then hold all the powers of the Officers till the posts are assumed by newly elected members.

Nomination for Election: All candidates for office shall self nominate themselves for their intended posts.

ARTICLE VII

AA of IISER-K FUNDS

Fiscal Year

The fiscal year of the Corporation shall be April 1 – March 31 but may be changed by resolution of the Board of Directors.

Checks, Drafts, Etc.

All checks, orders for the payment of money, bills, warehouse receipts, obligations, bills of exchange, and insurance certificates shall be signed or endorsed by the Treasurer. The manner and accounts for such payment shall from time to time be determined by the Board of Directors or of any committee to which such authority has been delegated by the Board.

Deposits and Accounts

All funds of the Corporation, not otherwise employed, shall be deposited from time to time in general or special accounts in such banks, trust companies, or other depositories as the Board of Directors or any committee to which such authority has been delegated by the Board may select.

Investments

The funds of the Corporation may be retained in whole or in part in cash or be invested and reinvested on occasion in such property, real estate, stock, bonds, or other securities, as the Board of Directors in its sole discretion may deem desirable, with regard to the limitations, if any, now imposed or which may hereafter be imposed by law regarding such investments.

Books and Records

Correct books of account of the activities and transactions of the Body shall be kept at the office of the Secretary and Treasurer in duplicate. These shall include a minute book, which shall contain a copy of the Certificate of Incorporation, a copy of these Bylaws, and all minutes of meetings of the Board of Directors.

ARTICLE VIII

AA of IISER-K CONFERENCES

AA of IISER-K will hold biennial conferences, and the conference will bear the name “The ___________ AAIISERK Conference.” The site for the event will be decided by the Executive Committee. The Executive Committee shall nominate a team of seven members from within the General body who shall be responsible for conducting the event. The conference shall in all of its editions necessarily invite half of its speakers from within the General Body of the Alumni. The conference shall also be used to recognize outstanding achievements of the alumni body.

ARTICLE IX

RULES AND REGULATIONS

The following rules and regulations shall conclusively bind AA of IISER-K and all persons active for or on behalf of it:

No part of the net earnings of the Corporation shall inure to the benefit of any member, trustee, officer of the Corporation, or any private individual, except that reasonable compensation may be paid for services rendered to or for the Corporation affecting one or more of its purposes, and no member, trustee, officer of the Corporation, or any private individual shall be entitled to share in the distribution of any of the corporate assets on dissolution of the Corporation.

No substantial part of the activities of the Corporation shall be the carrying on of propaganda, or otherwise attempting, to influence legislation, and the Corporation shall not participate in or intervene in, including the publication or distribution of statements, any political campaign on behalf of any candidate for public office.

Upon the dissolution of the Corporation or the winding up of its affairs, the assets of the Corporation shall be distributed exclusively to one or more charitable, scientific, testing for public safety, literary, or educational organizations. Any such assets not so disposed of shall be disposed of by the Court of Common Pleas of the city in which the principal office of the Association is then located, exclusively for such purposes or to such organization or organizations as said Court shall determine which are organized and operated exclusively for such purposes.

ARTICLE X

AMENDMENTS

Amendment of Bylaws

These Bylaws may be amended by a majority vote of a combined electorate of Board of Directors, Executive Committee, and Advisory Body. Any amendment requires prior notice of at least one week to facilitate the members to properly study the amendment. Passing an amendment requires atleast a two-third majority of the electorate.


Signature of Directors