03/07/2012
RULES OF THE NATURAL SCIENCE CLUB
ALL RULES ARE TO BE ADHERE BY ALL MEMBERS
(Formulated on 03/02/2012)
The Natural science club is governed by the Head members of the City campus, which include the elected: President, Vice President, Secretary, Treasurer, Public Relation Officer, and the Organisation advisor.
The branches of the Natural science club of the various COSTAATT campuses, are governed by: Executive 1 (E1), Executive 2 (E2), Secretary, Treasurer, Public Relation Officer, and their Organisation advisor.
Note: The status of the President and Vice President of the branches in the Natsci. club are referred to as Executive 1 and Executive 2 respectfully.
Note: A letter must be written to the President and Vice president of the Natsci. club (City campus) requesting permission to form a branch of the Natsci. club at their campus. Upon the approval by the HEAD President and Vice president of the Natsci. club, an election must be held to elect the members for that committee: the names of the individuals and the status that they hold will be written by the Executive 1 of that branch to inform the President of the Natural science club.
1.Only the “Head”, elected President of the club has the authority to change the design and colour of club jersey, T-shirt, logo, motto, facebook account, and club rules presented official after a meeting is held by his or her team.
2.Only the Head Executive members, (President, V. President, Secretary, Treasurer, and P.R.O) of the club (City Campus) have the authority to form or remove any rule. The branches of the Natural Science Club can put forward a request by their respective Executive 1 to the President or Vice president of the City Campus concerning club rules.
3.At the start of every semester the President, Vice President, Executive 1 and Executive 2 of each campus should have an idea as to what activities they are willing to carry out in their respective campuses.
I. Activities can only be headed and carried out by either the President, Vice President, Executive 1 or Executive 2 (the Vice President and Executive 2 must inform their President or Executive 1 of the activity that they wish to do) of that campus..
II. The Club must carry out at least one socially oriented project, along the lines of a charity event within a two semester period.
III. The Head and beaches of the club are encouraged to do fund raising events to assist their club in carrying out activities.
IV. At the start of yearly duties, the President and Vice president will have to do a budget of the club’s annual expenditure. Hence every branch E1 and E2 will have to write a list of activities that they will like to carry out in order to receive funding from COSTAATT Student affairs and Student Gill which will be issued by the Head committee of the Natsci. club (City campus).
Note: this letter have to be sent to the President and Vice President of the City campus within two weeks after annual election by their respective Executive 1. Failure to do so CAN result in no FUNDING.
V. Depending on the activity thrown by the Head or branch of the club that will allow for the participation of both entities, both are asked to contribute 50% of the finances in order to offset any expenses enquired by that part of the club.
4. Lecturers from the Natural Science and Environmental department have the opportunity to bring forward projects/activities to the President or Executive 1 member of their respective campuses to the club.
I. The President or Executive 1 of that campus will then, has a meeting with his or her club members to decide whether or not this activity will be taken up.
5.Members of the committee are allowed one semester off excluding the short semester, within the 1 year of active duty, be it for personal reasons or for not having any courses in a semester.
I. A club member will be elected to act in their position until their return.
6.Elections are to be held at the start of every new academic year. Previous members of the pass committee can go up for re-election of their position or any other position of their choosing.
7.Qualifications needed to hold a position in the club’s executive team:
•For the position of President, Vice President, Executive 1 (E1) or Executive 2 (E2):
- Potential candidates must be a student of the Natural & Life science department and Environmental department.
-Candidates G.P.A. must be above 2.0
-Candidate should have at least taken part in two previous events held by the club and also a charity event (if a NEW branch of the Natsci. club is going to be formed at any of COSTAATT other campuses this rule is excluded only).
- When an election is called for the above positions mention, candidates of that campus must be stationed there for an entire year or until their academic term of study finishes, if it is to be before that year period.
•For the position of Secretary, Treasure or Public Relation Officer, P.R.O. at the Head and branches fractions of the Natsci. Club:
-ALL of the above criteria’s must be kept, with the exception that all potential candidates should have been involved in at least two previous events held by the Natsci. club (if a NEW branch of the Natsci. club is going to be formed at any of COSTAATT other campuses this rule is excluded only).
•For the position of the club’s Organisation advisor:
-ALL potential lectures have to be a lecturer of the Natural & Life science department and Environmental department.
8.The HEAD President, Vice President, Secretary, Treasure or Public Relation Officer, P.R.O. and Organisation advisor of the Natural Science club can ONLY be elected if they are a student or lecturer of COSTAATT City campus and ALL of the requirements as stated above are m**h.
9.The Natural science club will have only one facebook account which will be use by:
•the President, Vice president, Executive 1, Executive 2, (and secretaries upon the request of President, V.P., E1 or E2) of each campuses - to post official upcoming events and activities .
• Natsci. Club members - to post comments and items of interest towards the club.
•Once an individual is a present or past member of the Natural science club, the club have the authority to post pictures of that individual on our facebook account, page, and COSTAATT television screen unless stated by that person otherwise.
•However if a person is NOT a member of the Natural science club and they are in agreement for us to use their pictures in promoting the club they are asked to sign the club’s permission form to do so. All secretaries of the various campuses are asked to write up a permission form that includes the event and date when permission was give by the individual. This form can only be sign by the President, Vice President, E1 or E2 of that campus.
Noted: When E1 or E2 of respective branches are posting event, please state what campus the event is for or if the event is open to all campuses.
Note: When an EXECUTIVE MEETING is called by the HEAD President or the Executive 1 of a branch of the Natsci. club that ONLY include the: President, Vice President, Executive 1, Executive 2, Secretary, Treasure, Public Relation Officer, P.R.O., and the Organisation advisor (the O.A. – can be called to attend the meeting if the President or Executive 1 chooses) of his or her team it is EXPECTED that whatever discussions that takes place within that meeting stays among the members of that executive team.
“D Rank Meeting”
Removing of the Head or branch organisation advisor.
10.The removal of a head or branch organisation advisor, O.A. can only be done by the President or E1 of that campus once a meeting of the President or E1 team’s is held including the O.A. under question (for the removal of the head O.A. the Head of the Natsci. Department may chose to be present at the meeting, upon the request of the President).
•If a branch O.A. is remove from his or her post a request is put forward towards the Natural science lecturing department in search of a replacement. An election will be held 10 days after removal, to elect a new O.A. The E1 of the branch will inform the President, V.P., and Head of the Natural science department of the outcome, reasons and who will be the new elected lecture in writing (this can be done via e-mail).
•If the Head O.A. is to be removed a meeting comprising of the Head of the Natural science department, Head executive members, and including the Head O.A. under question. The verdict will be deliberated by the Head of the Natural science department, President, and Vice president. The President will announce the outcome and if the need be an election will follow within 10 days.
“C Rank Meeting”
Removing a Branch committee member.
11.The President or E1 is responsible for the performance of their team. However if the performance of an Executive member is brought into question, that requires their removal ONLY the President or E1 of that campus has the authority to do so.
I.The E1 of any branch must inform the President and Vice President of the City campus.
II.Before the removal of any Executive member (E2, Secretary, Treasurer, PRO) a meeting for that branch will be held by the Executive 1, his or her entire team, and organisation advisor. The meeting will be held to hear the reasons as to why the member was not performing.
III.Whatever the outcome of the meeting the President should be informed of the action taken along with the Head of the Natural Science department. Reasons for such actions, status, and name of the member under question.
IV.If the member is removed an election will be held 10 days after the removal of the member. A letter should then be written via e-mail stating who filled the position.
“B Rank Meeting”
Removing the Executive 1 of a branch.
12.Removal of the Executive 1 of a branch campus can ONLY be done when a letter from the Executive 2 of that branch is sent to the President and Vice President of City Campus.
I.A meeting will be held comprising of the Executive members of that team, the Head President, V. President, and organisation advisor of the club.
II.The verdict will be deliberated by the Head President, V. President, E2, and Head and branch organisation advisors. The result of the decision will be announced by the Head President. A letter is to be written up, informing the Head of the Natural Science Department of the outcome, by the President.
III.If the Executive 1 of any branch is removed the Executive 2 will take up the position of Executive 1 with immediate effect, until annual elections.
IV.An election will be held 10 days after the removal, to elect a new Executive 2. A letter will then be written, informing the President, Vice president, and Head of the Natural science Department (City Campus) stating who has filled the position.
“A Rank Meeting”
Removal of the Head President (City Campus).
13.Removal of the Head President (City Campus) can ONLY be done when the Vice President (City Campus) calls for such a meeting.
Note: The action of the removal of the Head Vice President is reverse.
I.The meeting will be held to hear all reasons why the President is to be removed and also for the President to state his or her defence.
II. A meeting will be held comprising of all members of the Executive Head team along with the Executive 1 and Executive 2 of the club branches of the various campuses (once they are viable to attend), the Head of the Natural Science Department, and Head and branch organisation advisors should also be present.
III. The outcome of the meeting will be deliberated by the Head of the Natural Science Department, Vice President, Head organisation advisor (City campus), and E1’s present.
IV. If the President is to be removed, then the position and powers of the President will be taken up by the Vice President. The V.P. will become the President of the Natural science club with immediate effect, until annual elections are called.
V. An election will be called 10 days after the removal of the President to elect a new Vice President. An official letter will then have to be written by the President (City campus) informing the Head of the Natural science department and to all of BRANCH E1’s of the new Vice President.
Note: If the Head Vice President is removed an election is called to elect a new V.P.
Note: If the Head Secretary, Treasurer or P.R.O is to be removed from office the meeting will be comprised of the Head of the Natural Science Department, executive Head team, Head O.A. and the Head member under question.
14.An Executive member (President, V. President, E1, E2, Secretary, Treasurer, and P.R.O) of the Club can resign from their position any time.
I. If this is the case a letter is to be written by the individual stating the reason why they wish to do so.
II.The letter must be submitted to their respective President or E1 a week before reliving their position. An announcement would then be made by the President or E1.
III. The E1 of various branches must inform the President if such a situation arises.
IV. If the Vice President or any E2 is to resign from their post they must submit a letter to their respective President or E1. This action can be vice versa.
Note: The removal of a Head or branch committee member from their position does not mean their deletion from the Natural science club, unless based on the evidence brought against the individual which will require such an ACTION to be taken.
Withdrawal of money
15. All of the club’s money will be put into a bank account. The treasurers of the Head and branches of the Natural science club are asked to open a club campus account in a bank of their choosing. When this is done all E1’s of various branches are asked to write to the President to inform him or her of the treasure’s name and bank that the account was open under.
I. When money is to be withdrawn from the bank account an approval form must be filled out. This form is to be done by the secretary of the club.
II.The form should include the amount to be withdrawn, the date of the request and the signature of the President, Vice President, and Treasurer or E1, E2 and Treasurer of that branch.
III. For each respective campus ONLY the President, Vice President, E1, E2 and Treasurer have the authority to withdraw money from the account and to check the club’s account records.
IV. At the end of each semester the club’s account book must be reviewed and signed by the President, Vice President, Head of the Natural Science Department, or E1,E2 and that campus organisation advisor.
V. A record of the club’s account book must be done by every campus secretary at the end of each semester. This is to be given to the respective President and Vice President or E1 and E2 of that campus.
VI. A record of the account book from each various branch must be submitted to the City Campus President and Vice President at the end of every two semesters.
16.If any member of the club is found to be in any illegal matter concerning the club’s bank account, the club’s account books and records, it will be taken up, NOT by the club but by the relevant authority.
17.The production, purchase, and distribution of the club shirts and jerseys can only be done by the Head of the Natural Science club, City campus. Branches are asked to place their orders, pay the amount required, and the club colours will be issued to them thereafter.
18. Only members of the Head, branches (President, Vice President, E1, E2, Secretary, Treasurer, P.R.O, and Organisation advisors),and the Head of the Natural science department are given 50% off on their jerseys because they will have to purchase two, a T-shirt to be used at a more semi-formal setting and the standard club jersey.
