IIUM DENTAL STUDENTS SOCIETIES (DENSS) CONSTITUTION

25. Jul, 2010 0 Comments

PART I
PRELIMINARY

1. Name DENTSS (Dental Students Society)

2. Address Kuliyyah of Dentistry, IIUM, Bandar Indera Mahkota, Jln Istana, 25200 Kuantan, Pahang.

3. Marginal Notes In this Constitution, the Marginal Notes are for the convenience of reference only and are not intended to affect the construction of the articles of this Constitution.

4. Definition and Interpretation (1) In this Constitution, unless the context otherwise requires, the following word shall have the following meaning -

“Advisor” means the advisor of society as described in Paragraph 42;

“Deputy Rector” means the Deputy Rector of Student Affairs and Alumnni as may be appointed by the University;

“Management Committee” means the governing body of a society to whom the management of its affairs is entrusted;

“S-Dev.” Means Student Development and Co-Curricular Activity Division that is entrusted in supervising students activities;

“Rector” means the Rector of the International Islamic University Malaysia.

“University” means the International Islamic University Malaysia.

(2) In this Constitution, words importing any gender include all genders and references to the singular include the plural, and vice versa.

(3) References to this Constitution or any other document include the document as modified, amended or superseded in the manner specified therein.

(Shall interpret words and terms regularly used to avoid ambiguity).

5. Objectives (1) As a platform for Dentistry Students Co-Curricular Activities.

(2) As Dentistry Students representative in International Islamic University Malaysia.

(3) To voice out the needs of Dentistry students on welfare, sports, and etc.

(4) To instill the spirit of teamwork among the committee members.

(5) To polish and develop leadership capabilities on the students.

(6) To nurture good value in line to strengthen the relationship of the committee.

6. Activities (1) Camping

(2) Joining the family day

PART II
RIGHTS AND RESPONSIBILITIES OF MEMBERS

7. Membership (There shall be only one type of membership and shall be opened only to full time registered undergraduate students).

8. Signing of Declaration Before an applicant is admitted to be a member of this society he shall sign a declaration that he will be bound by this existing Constitution and by any amendment to this Constitution that may be legally effected during the period of his membership.

9. Termination of Membership The society shall remove from its membership any student -

(a) who is found guilty and convicted under the Disciplinary Rules of the University resulting in suspension from the University;

(b) who in the opinion of the majority of the Management Committee has acted in a manner prejudicial to the interests of the society;

Provided that in paragraph (b) the decision to terminate the membership of the said student shall not take effect without first referring the matter to S-Dev., who shall confirm or reverse the decision after conducting investigation and hearing.

(Paragraph (b) shall not be applicable to kulliyyah and department-based societies)

10. Withdrawal of Membership Any member who wishes to withdraw his membership may do so by forwarding a letter addressed to the Secretary of the society.

(This paragraph shall not be applicable to kulliyyah and department-based societies.)

11. Rights of Members Any member whose membership has been accepted and endorsed by the Management Committee shall exercise his right as a member, which includes to participate in the general meetings and activities conducted by the society and to vote and be voted as office-bearers of the society.

12. Register of Members The society shall maintain an up-to-date register of its members containing the particulars such as the name, matriculation number, contact number (if any), semester address (house address for non-resident students) and the dates he became and ceased to be a member.

(This paragraph shall not be applicable to kulliyyah and department-based societies.)

PART III
GENERAL MEETINGS OF MEMBERS

13. General Meeting Subject to the provisions of the University Constitution and other rules and regulations and to this Constitution, the highest decision-making authority of the society shall vest in the general meeting of its members, where every member by himself has the right to attend and vote.

14. Annual General Meeting The society shall hold its Annual General Meeting not later than the month of November of every year. The Annual General Meeting may be deferred to a later date with prior written approval from S-Dev.

15. Functions of Annual General Meeting The functions of the Annual General Meeting of the society are -

(a) to consider and confirm the minutes of the last Annual General Meeting and of any other intervening general meeting;

(b) to consider the reports of the Management Committee and any other any reports made by S-Dev. or its representative;

(d) to elect members of the Management Committee (and other office-bearers as may be decided by this Constitution); and

(e) to carry out any other general business of the society of which due notice has been given to the members.

16. Extraordinary General Meeting The Management Committee may on its own motion and shall on a requisition signed by one-fifth (1/5) or fifty (50) of the members of the society, whichever is less, convene the Extraordinary General Meeting.

17. Quorum at General Meeting The quorum necessary to conduct a general meeting shall be one-fifth (1/5) or fifty of the members of the society, whichever is less.

(For kulliyyah and department-based societies, one-fifth (1/5) or one hundred (100) of the members of the society, whichever is less.)

18. Voting at General Meeting All decisions made at the general meeting shall be decided by a simple majority vote. In the case of equality of votes, the Chairman presiding the meeting shall have a casting vote.

19. Minutes of General Meeting Minutes of the general meeting shall be kept and shall contain –

(a) The number of members present at the general meeting and the name of the chairman who presided;

(b) The time the general meeting commenced and ended; and

20. Minutes to be circulated to S-Dev. A copy of the minute and the supplementary report concerning the minute, if so required by S-Dev., shall be submitted to S-Dev. not later than seven (7) days after the general meeting.

21. Notice of General Meeting Notice of all general meetings shall be prominently displayed at least seven (7) days prior to the date of the general meeting. The notice shall state the date, time, venue and the matters for discussion and the resolutions to be proposed and other agenda of the general meeting.
22. Submission of Proposals by Member Any member who wishes to submit any proposals, resolutions or recommendations shall do so in writing to the Secretary of the society at least three (3) days before the date of the general meeting.

The submitted proposals, resolutions and recommendations can only be discussed in the general meeting with prior consent from the members, by a simple majority vote.
23. S-Dev. to be notified of all General Meetings (1) The society shall give S-Dev. reasonable written notice of all general meetings that it is to hold and shall furnish information relating to the date, time, place and agenda of such general meetings.

(2) Any officer of the University authorised by S-Dev. shall have the right to attend any such general meeting and to give advice on any matter discussed therein.

24. Delayed General Meetings (1) Where for any reason the general meeting has to be delayed, notice of such delayed general meeting shall be given to all the members at least two (2) full days prior to the date of the general meeting.
(2) The delayed general meeting shall be held not later than fourteen (14) days after the original date of the general meeting.

(3) Paragraph 21, 22 and 23 shall be correspondingly applicable to the delayed general meeting.

PART IV
ORGANISATION OF THE SOCIETY

25. Management Committee (1) The society shall be managed and administered by a Management Committee consisting of members, which shall include President, Deputy President, Secretary and Financial Controller.

(The mode of election, appointment, term of office, suspension or removal of members of the Management Committee shall be as set out in Appendix A.)

(2) At least three non-Malaysian students shall be appointed as the members of the Management Committee. If there are no qualified non-Malaysian candidates, with prior written approval from S-Dev., a temporary exemption for a period not exceeding 2 years shall be granted to enable the society to nominate the qualified non-Malaysian candidates.

(For a kulliyyah or department based society, if the society fails to appoint non-Malaysian committee members, the same shall be appointed by the Advisor at his own discretion provided that all the requisite qualifications are met.)

(The mode of formation of subcommittees shall be as set out Appendix B.)

26. Functions of President The President shall :

(a) Act as the head of the Management Committee;

(b) chair all meetings of the Management Committee;

(d) Be responsible to ensure that the activities of the society is in conformity with the Vision and Missions of the University;

(e) release public statements, press releases or hold press conferences on behalf of the society provided that :

(i) prior approval from the Deputy Rector (Student Affairs and Development) is obtained;
(ii) he represents the view of the society;
(iii) the statements are in accordance with the Quran and Sunnah;

and at the press conferences, S-Dev.’s representatives shall be present.

(f) delegates responsibilities to other committee members of either the Management Committee or subcommittees, as the case may be, from time to time; and

(g) Be responsible to ensure that the necessary procedures, rules and regulations set by S-Dev., kulliyyahs and the University authority is adhered to and followed diligently, which includes but not limited to during the request for approval of activities to be carried out by the society and that all activities of the society are in conformity with Islamic teachings.

27. Functions of Deputy President The Deputy President shall:
(a) assist the President in performing his duties efficiently;

(b) represents the President and act as the Chairman of the society meetings in the absence of the President;

(d) plan, execute and monitor the group bonding among the members of the Management Committee, the subcommittees and other members.

28. Functions of Secretary The Secretary shall:

(a) be responsible for all general administrative matters;

(b) prepare and keep minutes of all Management Committee meetings held, list of members and other relevant records;

(c) keep record of all activities approve by S-Dev., kulliyyahs and/or relevant University authorities and organized by the society;

(d) follow-up with the director of the respective activity in order to ensure that the activity report is up-to-date and submitted to the relevant University authorities within two (2) weeks after the such activity is held;

(e) prepare and present reports of all activities organised by the society during the Annual General Meeting; and

(f) represent the society, together with the President, in all dealings with the University authorities and other bodies.

29. Functions of Financial Controller The Financial Controller shall :
(a) Be responsible to handle all financial matters of the society;

(b) Ensure that all money and budget received and spent by the society, including the manner in which such receipt and expenditure takes place are meticulously and fully recorded and kept in proper and accurate accounts;

(d) keep records of all budget, monies or cheques issued by or through S-Dev. and/ or relevant University authorities to the society;

(e) follow-up with the director of the respective activity to ensure that the financial report is up-to-date and submitted to the relevant University authorities within two (2) weeks after such activity is held;

(f) prepare and present the yearly financial report of all activities organised by the society during the Annual General Meeting; and

(g) Be responsible to ensure that the necessary financial procedures, rules and regulations set by S-Dev. and/or any other relevant University authorities are adhered to and strictly followed.

(The functions of other office-bearers and subcommittees shall be prescribed in the Appendix C.)

30. Joint Responsibility In the conduct of affairs of the society, the members of the Management Committee shall exercise prudence and diligence and shall be jointly responsible to the society.

31. Particulars of Management Committee A list of members of the Management Committee (and Head of subcommittees) containing particulars such as name, matriculation number, kulliyyah and semester address shall be submitted to S-Dev. within fourteen (14) days of such appointment.

Notice of any change to the above particulars shall be given in writing to S-Dev. within seven (7) days of such change.

32. Members of Management Committee can only assume one office A member of the Management Committee can only assume one office in only one society and shall not be a member of the Management Committee of two (2) or more societies at one time.

33. Duties and Powers of the Management Committee The Management Committee shall represent the society in all dealings and transactions with third persons, with power to direct and supervise the activities of the society and shall exercise all necessary powers to ensure full and proper administration of the affairs of the society.

34. Expulsion of member of the Management
Committee The Management Committee may expel any of its members if a majority of the members of the Management Committee are satisfied that such member has acted in manner prejudicial to the interests of the society or that his appointment is in breach of this Constitution.

35. Expelled Member Not to Exercise Rights A member of the Management Committee who is expelled, shall with immediate effect, cease to exercise all of his rights in the management and administration of the affairs and activities of the society.

36. Right to Appeal Any member of the Management Committee who is aggrieved by the decision of expulsion, may, within seven (7) days of the date of such decision, appeal in writing to S-Dev., who shall confirm or reverse the decision after conducting investigation and hearing. Such order and the decision of S-Dev. shall be final and conclusive.

37. Expelled Member of Management Committee Not to Be Re-appointed When S-Dev. has confirmed the expulsion of a member of the Management Committee, such a person shall not thereafter be eligible to be re-appointed as a member of Management Committee of the society.

38. By-election A by-election shall be held in the event any expulsion or resignation of a member of Management Committee gives effect to the ability of the society to conduct its Management Committee meeting due to insufficient quorum.

39. A member representing the Society to Submit report Any member of the Management Committee who has been appointed to represent the society at any meeting, seminar, forum or any activities shall submit a brief report to the next earliest meeting held by the Management Committee. The Management Committee shall further include a brief summary of the report in its report to be tabled at the Annual General Meeting.
40. Meeting of Management Committee (1) The Committee shall meet as often as the activities of the society may require and in any case not less than two (2) times in every regular semester which normally runs for seventeen (17) weeks.

(2) The quorum for a Management Committee meeting shall be at least half (1/2) of the number of its members.

(3) Decisions shall be taken on a simple majority vote and in the event of equality of votes the chairman shall have the casting vote.

(4) Minutes of the Management Committee meetings shall be recorded by the Secretary and shall include:

(a) the number and names of those present;

(b) the name of the chairman of the meeting; and

(c) a brief record of activities done and decisions taken including whether each decision was taken unanimously or by a majority.

41. Minutes to be given to S-Dev. Minutes of the Management Committee meeting shall be submitted to S-Dev. within seven (7) days after the date of such meeting.

PART IV
MISCELLANEOUS

42.
Advisor
(1) An Advisor shall be nominated from amongst the staff of the University by the Management Committee and the nomination and shall be confirmed by the Rector after receiving advice from S-Dev.

(2) In the event the Advisor shall be absent from performing his role for a period of more than one (1) month but not exceeding three (3) months, he may propose another officer to perform his role as an Advisor. If the said Advisor shall be absent from performing his role for a period exceeding three(3) months, the Rector on the advice of S-Dev. may appoint another officer to replace him.

(3) The appointment of the Advisor shall not exceed a period of two (2) years. An extension period may be given by the Rector after receiving advice from S-Dev.

43. Roles of Advisor
An Advisor shall;

(a) give advise to ensure that the activity under taken by the members of the society is in line with this Constitution and not in contravention of the rules of the University.

(b) liaise, discuss and keep in constant communication with the director in charge of the activity.

(c) peruse all working papers and if necessary, give recommendations and comments before submission to the director in charge of the activity.

(d) peruse all activity reports before submission to the director in charge of the activity.

(e) If necessary be appointed as the accompanying officer for any activity and if for any reason he is unable to attend, he may suggest another officer to be the accompanying officer.

(f) help the Management Committee to produce its yearly list of tentative activities/ almanac.

44. Disputes If there is any disputes with regard to this Constitution, election of Management Committee, conduct of a general meeting, management or activities of a society arises;

(a) among members;

(b) between a member of the society and any member of the Management Committee of the society; or

Such dispute shall be referred to S-Dev. For a decision. S-Dev. may if necessary, further refer the matter to the Deputy Rector for a decision or confirmation of its decision.

45. Collection of fund Any money received shall be channelled to the IIUM Finance Division.

APPENDIX A

[Paragraph 25]

The mode of election, appointment, term of office, suspension and
removal of members of the Management Committee.

(1) The election, administration and activities of the society shall be in conformity with Islamic teachings. Any ordinary member shall object towards decision made by the Executive Committee which is felt to be at variance with the Islamic teachings and shall submit such objections in writing to the Secretary.
(2) The manner of selection of Mangement Committee for the next term of office shall be made by the Syura Committee. The Syura Committee shall consist of the current Chief Coordinator, Assistant Chief Coordinator, Secretary General, Treasurer and 2 Excos.
(3) All members are eligible to be elected by the Syura Committee for the posts in the Management Committee.
(4) The Management Committee at least consist of:
A President
A Deputy President
A Secretary
A Financial Controller
Five Head Committees
a. The President shall be a senior member and a male Muslim. The status of seniority is subjected to the decision made by Syura Committee.
b. There shall be no gender or seniority restrictions in any posts other than the President.
c. The posts in the Management Committee can be added by the Management Committee at anytime.
(5) The Management Committee shall have the discretion either to co-opt any ordinary member or to call for by the election to fill any vacancy in the committee created by death or resignation which may occur during its term.
(6) The term of office is one-year academic calendar.
(7) The Management Committee has the right to appoint any ordinary member of the society to be the Head Committees.
(8) Any suspension of any members of the society will be given warning letters (includes first and second warning letter) before hand.
(9) And any removal of member of the society will be given official letter supported by the Dean of Kulliyyah of Dentistry

APPENDIX B

[Paragraph 25]

The mode of formation of subcommittees.

The subcommittees such as the Welfare, Sports and Recreation, Publication and Promotion, Da’wah and Tarbiyyah and Education Lujnah’s Head Committees were nominated by the four Executive Committees of the society, looking through the capabilities, skills, interest and leadership of the candidates. And the candidates will later be presented upon all Dentistry students and be voted out. As for the subcommittees, all members of the society will be given a chance to choose their favoured Lujnah, and the Executive Committees will rearrange according to vacancy. The Management Committee can also expel any of its subcommittees if a majority of the members of the Management Committees are satisfied such that the subcommittees has acted in manner prejudicial to the interests of the society or that his appointment is in breach of this institution.

APPENDIX C

[Paragraph 29]

The functions of office-bearers (other than the President, Deputy President, Secretary and Financial Controller) and subcommittees.

There are four other subcommittees excluding the President, Deputy President, Secretary and Financial Controller. They are the Committees on Welfare, Sports and Recreation, Publication and Promotion and Da’wah and Tarbiyyah.
The Committees of Lujnah of Welfare are responsible for the welfare of the Dentistry students, such as on academic welfare, social welfare, financial problems and also rescheduling of classes.
As for the Committees of Lujnah of Sports and Recreation, they are responsible for scheduling any Co-Curricular Activities for Dentistry Students.
The Committees of Promotion and Publication are responsible for the publicity and announcements for any programmes or activities conducted by the society, so that information upon any programmes and activities will be known to people.
While the Committees of Lujnah of Education, are responsible for the activities related to the academic of the members of the society. They are to ensure good environment for the members to study and also build a study group.
Last but not least, the function of Da’wah and Tarbiyyah Committees are to ensure the discipline of dentistry students as well as showing good example to the rest. They are also responsible to conduct tazkirah, iftar and other programmes and activities that can improve the Islamic knowledge and awareness of the Dentistry students as well as the rest of the community.