SEDS-India constitution

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Contents

Preamble

SEDS India is the Indian Organisation of the international body SEDS-Earth. It is primarily composed of individuals who believe in the following: SEDS is an independent, student-based organization that promotes the exploration and development of space. SEDS pursues this mission by educating people about the benefits of space, by supporting a network of interested students, by providing an opportunity for members to develop their leadership skills, and by inspiring people through involvement in space-related projects. SEDS believes in a space-faring civilization and that focusing the enthusiasm of young people is the key to our future in space.

Objectives

  • To provide the necessary and sufficient information to the common man about the Indian initiatives in the Space programs and the efforts in Space exploration and development.
  • To coordinate efforts and empower the students studying in various colleges and educational institutions in developing ideas for Exploration and Development of Space and provide a platform for them to voice their opinions and ideas on a national & international scale.
  • To serve as a medium for the interaction of Indian SEDS members and SEDS associations throughout the world for discussions & exchange of ideas to accomplish the objectives laid out in the primary aim of SEDS.
  • To organize seminars, conferences & symposiums in an effort to bring forth the determined individuals who want to shape the future of the Indian space program and its initiatives and influence space related research on a global scale.

NAME

The official name of the Organisation would be: 

   STUDENTS FOR EXPLORATION & DEVELOPMENT OF SPACE IN INDIA
                        Abbreviated to
                           SEDS INDIA

NATIONAL STRUCTURE

In view of the diverse nature of educational institutions in India, the following would be the structure of SEDS India:

  • The IIT-NIT cluster
  • The University cluster

Each of these clusters encompasses all the type of Chapters that may be formed in the colleges throughout the country. Each cluster will have a well-defined Chapter representation from each college that is enlisted or which later registers itself as a chapter. The structure of each cluster is defined in the subsequent article.

The details of the colleges composing each structure are as follows:

The IIT-NIT cluster: This cluster of chapters would be from the 7 IITs and 17 NITs as listed below:

  • IIT Kanpur
  • IIT Kharagpur
  • IIT Delhi
  • IIT Roorkee
  • IIT Mumbai
  • IIT Chennai
  • IIT Guwahati
  • NIT Trichy
  • NIT Suratkal
  • NIT Warangal
  • MNNIT Allahabad
  • MNIT Jaipur
  • NIT Kurukshetra
  • SVNIT Surat
  • VNIT Nagpur
  • MANIT Bhopal
  • NIT Calicut
  • NIT Hamirpur
  • NIT Jallandhar
  • NIT Jamshedpur
  • NIT Patna
  • NIT Rourkela
  • NIT Silchar
  • NIT Srinagar

The University Cluster:This cluster would initially be composed of the following Universities:

  • Aligarh Muslim University
  • Anna University
  • Banaras Hindu University
  • University of Roorkee
  • Delhi University
  • Allahabad University
  • Osmania University
  • Jadavpur University
  • Mumbai University
  • Bangalore University

This group of 10 Universities would be the initial Council of Universities, responsible for the functioning of the cluster. Universities wishing to be part of this cluster shall later be inducted as and when brought to the notice of the Council. Deemed Universities (other than NITs) shall also be a part of this cluster.

The structure of each of the clusters is as follows:

  • IIT-NIT Cluster:

Each year a Chapter from an IIT/NIT would be elected to be the Principal Chapter (PC) of the Council of Chapters of the IIT-NIT cluster. It would prepare for the whole working year the following:

  • The IIT-NIT cluster newsletter – to be distributed in all these institutes.
  • The annual budget for the proposed inter-chapter events.
  • The venue and date for the Council of Chapters meeting to be held towards the end of its tenure to elect the subsequent Principal Chapter for the next working year.
  • The election of The IIT-NIT Cluster President, Vice President, Secretary, Treasurer, Public Relations Officer & Media Officer from among its Chapter members.
  • Documentation of the events during its tenure and pass on the same to the newly elected Principal Chapter.
  • The University cluster:

Each year a Chapter from one of the colleges affiliated to any of the Universities would be elected to be the Principal University Chapter (PUC) of the Council of Universities. The Principal University Chapter shall have the following responsibilities:

  • The CoU (Council of Universities) cluster newsletter – to be distributed in all these Universities.
  • The annual budget for the proposed inter-chapter events.
  • The venue and date for the Council of Universities meeting to be held towards the end of its tenure to elect the subsequent P.U.C for the next working year.
  • The election of The University Cluster President, Vice President, Secretary, Treasurer, Public Relations Officer & Media Officer from among its Chapter members.
  • Documentation of the events during its tenure and pass on the same to the newly elected Principal University Chapter.


THE STRUCTURE OF THE CHAPTERS

Each chapter – be it of the IIT-NIT cluster or the University cluster shall be structured as follows:

The responsibilities for each of these positions would be:

  • Chapter Head – Responsible for communication with the P.C/P.U.C, informing them of the activities of the Chapter in the form of bi-monthly e-mails or letters. Responsible for conceptualizing, co-ordinating and helping to publicise the events of the Chapter. Will preside over an annual meeting of the Chapter. Will be a signatory of the Chapter Bank account.
  • Secretary – Will prepare the draft of the annual events of the Chapter, the annual budget and contents of the FIR (First Information Report to be submitted to the Council in the respective Cluster within a month of Elections) in consultation with the Chapter members, Head, Treasurer & Public Relations Officer. Will schedule and prepare the agenda for the meetings of the Chapter and in consultation with the Council Secretary will plan out the time and venue for the Annual General Body meeting of the Council. Will be a signatory of the Chapter Bank account.
  • Treasurer – Responsible for preparing the financial report of the Chapter and submitting it to the Council by the end of the year of his/her tenure (1 year). Responsible for managing funds of the chapter, keeping account of the money exchanges and managing a fixed deposit account in a bank, decided by the Chapter. Will arrange for an outside auditor to examine the SEDS India finances prior to the election of a new Executive Committee at the Annual General Meeting. Will be a signatory of the Chapter Bank account.
  • Public Relations Officer – Will help in organizing events of the chapter, manage the chapter members, the complaints and suggestions and will submit the feedback of the members to the Chapter Head. Will address the Chapter Members in the annual General Body meeting regarding the changes that should be incorporated in the following year by the incoming Public Relations Officer.

THE ABOVE STRUCTURE SHALL BE TERMED – THE CHAPTER CORE COMMITTEE (C.C.C)

THE PRINCIPAL/PRINCIPAL UNIVERSITY CHAPTER STRUCTURE

The responsibilities of the person elected to each of these positions would be:

  • President – Shall preside over the Council (of Universities/Chapters) and have the final say in the decisions of the Council. Shall prepare the annual roster of events and shall be the chief editor of the newsletter. Shall preside over the Annual General Body meeting, present the annual report of events of the Chapters affiliated to the Council and shall put forth the proposed events of the next year. Shall be in constant consultation with the elected persons of the P.C/P.U.C and the Chapter Heads of various chapters of the Council. Will be a signatory of the SEDS INDIA bank account. Will caste the deciding vote at meetings of the Councils of both the clusters.
  • Vice-President – Shall handle matters related to inter chapter relations of the Council, assist the preparation of annual budget, annual roster of events and be the sub editor of the annual newsletter. Shall preside the General Body meeting in case the President is absent. Shall be elected the President in case of the premature end in tenure of the elected President. Will be a signatory of the SEDS INDIA bank account.
  • Council Secretary - Will prepare the draft of the annual events of the Council, the annual budget and assist the Media Officer in consultation with the P.C/P.U.C members - President, Vice-President, Treasurer & Public Relations Officer. Prepare the agenda for meetings of the Executive Committee and for the Annual General Body Meeting. Will write up the minutes of the meetings of the Council and the Annual General Body Meeting and distribute the same. Be responsible for the arrangements for the meetings of the Executive Committee. Co-ordinate central filing and archiving in the absence of a Secretariat.
  • Public Relations Officer – Will help in organizing events of the Council, manage the chapters & its members, the complaints and suggestions and will submit the feedback of the members to the Vice-President. Will address the Council in the annual General Body meeting regarding the changes that should be incorporated in the following year by the incoming Public Relations Officer. Will be responsible for registering new Chapters in the cluster.
  • Media Officer – Shall maintain relations with the media vis-à-vis the Council and its Annual Programme. Shall be responsible for gathering sponsorship for the proposed events and shall bring out the newsletter, inviting articles from Council chapters and if possible, media personalities.
  • Council Treasurer – Responsible for preparing the financial report of the Council and submitting it to the Council by the end of the year of his/her tenure (1 year). Responsible for managing funds of the Council, keeping account of the money exchanges and managing a fixed deposit account in a bank, decided by the Council. Arrange for an outside auditor to examine the SEDS India finances prior to the election of a new Executive Committee at the Annual General Meeting.


THE ABOVE STRUCTURE SHALL BE TERMED – THE EXECUTIVE COMMITTEE.

PLEASE NOTE THAT THE CHAPTER THAT SHALL BE ELECTED THE P.C/P.U.C SHALL RETAIN ITS FORMAL STRUCTURE AND ELECT ONLY THE COUNCIL TREASURER, THE VICE-PRESIDENT AND MEDIA OFFICER FROM ITS CHAPTER MEMBERS. THE CHAPTER HEAD SHALL BE THE PRESIDENT, THE COUNCIL SECRETARY SHALL BE THE CHAPTER SECRETARY AND THE P.R.O SHALL BE RETAINED. THE C.C.C WILL BE RENAMED THE E.C AS AND WHEN THE CHAPTER IS ELECTED AS THE P.C OR THE P.U.C.

MEMBERSHIP

SEDS India shall offer only Membership through the respective Chapters. Any Individual wishing to be member of SEDS India shall have to get in touch with the nearest Chapter and register himself as a member. This is solely to encourage student membership as opposed to individual membership. The criteria for being a SEDS India Member are as follows:

  • One should be below 25 years of age. Those who are 25 years of age will be given membership for only one year after which their membership will be annulled.
  • One should be an Indian residing in India. NRI Students are not eligible.
  • One should be a student; the field of study is irrelevant. One should have a keen interest in Astronomy and Space related topics.
  • The members of the Astronomy Club, Space Club, Astronomy & Space Club or any such club in any of the Institutions belonging to any of the clusters shall by default be the members of the chapter established in their Institute.

Financial Implications of SEDS India Membership:

  • Each Chapter at the time of registration will pay a sum of Rs. 50 to the P.C/P.U.C
  • The Annual Membership Fee shall be a matter of discussion and implementation of the Exec Committee of the P.C/P.U.C.
  • Each Chapter will charge a separate fee from each individual registering with it. The Chapter shall decide the amount. Although, the sum charged should not exceed Rs. 30.
  • The money will be deposited in the SEDS INDIA bank account to be set up in any one of the following banks. It will not be changed once the account is set up in any one of the following banks:
    • State Bank of India
    • Central Bank of India
    • ICICI Bank,
    • HDFC Bank
    • United Bank of India
    • Standard Chartered Bank

CHAPTER START-UP PROCEDURES

The following steps are to be followed to register a Chapter as a part of SEDS-India:

  • The proposed Chapter Head will write a letter termed – “Proposal for a new Chapter under the IIT-NIT cluster” or “Proposal for a new Chapter under the University cluster” as the case may be, to the respective Council head at the address mentioned by the P.U.C or the P.C.
  • The P.C/P.U.C will then communicate with the prospective Chapter and will brief them about the various responsibilities as a Chapter of the respective Cluster of SEDS India.
  • He shall be presented with a hardcopy of the Constitution & SEDS INDIA DECLARATION.
  • The day the Chapter receives the above-mentioned items & informs the P.C/P.U.C, they will declare themselves as an established Chapter and shall abide by the rules and regulations set forth by the presiding P.C/P.U.C.

ELECTION PROCEDURES

The IIT-NIT Cluster:

  • The elections would be done through an online polling set up at the IIT-NIT Cluster mailing group by the incumbent P.C.
  • One month prior to the end of its tenure the P.C should announce the beginning of the polls.
  • 2 days before the end of the month the P.C should end the polling and organize an online discussion preferably through a messenger – Yahoo, AOL etc.
  • The discussion should be to decide the outcome of the polls and the settle any dispute in the event of a tie. In that case, the President of the incumbent P.C shall have the final word.
  • 2 days after the end of the month the incumbent P.C should announce the winners of the election and send mails to all the Chapters.
  • Thereafter the winning chapter will assume power as the new P.C.

The University Cluster:

  • The elections would be done through an online polling set up at the University Cluster mailing group by the incumbent P.U.C.
  • One month prior to the end of its tenure the P.U.C should announce the beginning of the polls.
  • 2 days before the end of the month the P.U.C should end the polling and organize an online discussion preferably through a messenger – Yahoo, AOL etc.
  • The discussion should be to decide the outcome of the polls and the settle any dispute in the event of a tie. In that case, the President of the incumbent P.U.C shall have the final word.
  • 2 days after the end of the month the incumbent P.U.C should announce the winners of the election and send mails to all the Chapters.
  • Thereafter the winning chapter will assume power as the new P.U.C.

The method of election of Members of the C.C.C is solely a matter of concern for the chapters. They are not in any way a subject of discussion and are outside the scope of the Constitution.

TERM OF OFFICE

The incumbent E.C of the P.C / P.U.C shall have a term of 1 year. The same applies to the C.C.C of the individual Chapters.

MODUS OPERANDI

The IIT-NIT Cluster:

The mode of functioning of the Chapters is solely a matter for the concerned chapter. At the cluster level the following procedure should be implemented:

  • Any sort of proposals should be sent to the mailing address of the P.C and the discussion following it should be done online. If there exists a possibility of the C.C.C and P.C meeting on neutral grounds or at a predetermined venue then it should be done as soon as possible.
  • Decisions regarding passing of proposals will in the end rest with the majority. A two-thirds majority will be the deciding factor. The voting for this shall be done online.
  • There shall be an Annual General Body Meeting (AGBM) of the all the Chapters of the cluster. The quorum for the meeting shall be 6 Chapters excluding the host – P.C.
  • The Council Secretary will decide the date for the AGBM to be held at the P.C.
  • The events of the AGBM are as follows:
    • Opening address by the President
    • Events held in the year - by the Vice President.
    • Financial Conditions of the Council – address by the Council Treasurer.
    • Relations with the Media – Media Officer elucidates the influence the Council exerted on the Media.
    • Reforms to be introduced for Better Functioning – Public Relations Officer.
    • Election of the new Executive Committee – Results of the polls.
    • Summing up – Council Secretary.
    • End of Meeting.
    • The date for the AGBM should be after the polls and before the new E.C assumes power.
    • The date shall be the decision of the incumbent P.C.

Withdrawl of Membership

In case any Chapter in the cluster wants to withdraw membership the following procedure should be adopted:

  • A letter of withdrawal should be written by the C.C.C to the P.C explaining the reasons for the withdrawal.
  • Return of the copy of Constitution and SEDS INDIA Declaration.

The University Cluster:

The following shall be the procedure at the Cluster level:

  • Any sort of proposals should be sent to the mailing address of the P.U.C and the discussion following it should be done online. If there exists a possibility of the C.C.C and P.U.C meeting on neutral grounds or at a predetermined venue then it should be done as soon as possible.
  • Decisions regarding passing of proposals will in the end rest with the majority. A two-thirds majority will be the deciding factor. The voting for this shall be done online.
  • There shall be an Annual General Body Meeting (AGBM) of the all the Chapters of the cluster. The quorum for the meeting shall be 6 Chapters excluding the host – P.U.C.
  • The Council Secretary will decide the date for the AGBM to be held at the P.U.C.
  • The events of the AGBM are as follows:
    • Opening address by the President
    • Events held in the year - by the Vice President.
    • Financial Conditions of the Council – address by the Council Treasurer.
    • Relations with the Media – Media Officer elucidates the influence the Council exerted on the Media.
    • Reforms to be introduced for Better Functioning – Public Relations Officer.
    • Election of the new Executive Committee – Results of the polls.
    • Summing up – Council Secretary.
    • End of Meeting.
    • The date for the AGBM should be after the polls and before the new E.C assumes power.
    • The date shall be the decision of the incumbent P.U.C.

In case any Chapter in the cluster wants to withdraw membership the following procedure should be adopted:

  • A letter of withdrawal should be written by the C.C.C to the P.C explaining the reasons for the withdrawal.
  • Return of the copy of Constitution and SEDS INDIA Declaration.

Removal

The Executive Committee may remove and discharge any Executive officer on the following grounds:

  • Knowingly misrepresenting the Constitution;
  • Engaging in activities which create for that officer a conflict of interest, whether potential or actual;
  • Failure to fulfill executive duties; or
  • Misappropriation of SEDS India funds.

Any Executive officer may be removed by majority resolution of Executive Committee members, present at E.C meeting, provided that such officer shall be granted an opportunity to be heard at such meeting. Any officer of the Executive Committee may also be required to resign by a vote of three-quarters of P.U.C voting members, provided that such officer shall be granted an opportunity to be heard at such meeting. If no resolution can be achieved at either of the above-mentioned meetings, no disciplinary action shall be taken until the case has been brought before the member chapters, which will be notified by mail.

Vacancies

Should a vacancy in the Executive Committee occur for any of the reasons outlined in previous article at any time during the mandate of said Executive Committee, the members of E.C duly convened in a meeting or otherwise as provided by this Constitution may nominate and elect another member of the E.C for the time remaining in the term of the vacating officer.

Remuneration

No Executive of the E.C shall receive any remuneration but by resolution of the E.C may be reimbursed for reasonable expenses incurred in furthering the purposes of the P.C/P.U.C and/or the fulfillment of her duties as an officer of the organization.

Drafted by

In consultation with:

Constitutions referred to :

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