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CONSTITUTION OF THE ALUMNI
ASSOCIATION IIT KANPUR
The Alumni Association of the Indian Institute of Technology Kanpur
(hereafter referred to as the Association) shall function through
its registered office located in the Indian Institute of Technology
Kanpur (hereafter referred to as the Institute) .
The Mission of the Association shall be to:
provide a vibrant
forum that promotes interaction and networking among alumni of
achieve their professional goals,
association of alumni with their Alma Mater, and
contribute to the
Institute's vision of being recognized among the world's leading
institutions in academics, research excellence and innovation .
and the Governing Body
The Director of the Institute shall be the ex-officio Patron of the
shall have the following categories of members:
(1) regular members (hereafter referred to as members ) and
(2) honorary members.
(i) who have received degree(s)/diploma(s) awarded by the
Institute, herein referred to as the alumni, and
(ii) faculty members who have served the Institute for at least
one year, and have paid the life membership charge of the
Association, shall be the members of the Association.
(i) All the past
directors of the Institute and
(ii) eminent personalities honored by the Institute shall be the
Honorary Members of the Association. In addition, the Association
can also confer the Honorary Membership to persons of eminence
who have not received any degree from the Institute but have
contributed immensely or have shown a keen interest for the
development of the Institute.
Members of the
Association shall comprise the General Body of the Association.
The opinion of the
General body of the Association shall be supreme in taking any
decision regarding amendments to the Constitution and By-Laws, if
Annual meeting of
the General Body shall be held every year. The mode of holding
the meeting including the place, the date, the time, the agenda
and the quorum requirement shall be as per the by-laws of the
The Board of
The Association shall function through its Board of Directors
(hereafter refereed to as the Board) which shall comprise of the
of IITK Foundation or an equivalent body
Nominee of the
The term of the
Board of Directors shall be of two years.
shall be the chief executive of the Association and shall convene
and preside over the meetings of the Board and the General Body.
For the purpose of
implementing the decisions taken during its tenure, the Board
shall be empowered to create the required administrative
infrastructure for the registered office of the Association at
the Institute and/or at other locations.
For the purpose of
executing its responsibilities more efficiently, the Board shall
be empowered to constitute various committees, including standing
Procedures for Amending the Constitution
Elections for the
members of the Board shall be held as per the procedure laid down
in the by-laws of this Constitution. The electoral college shall
comprise all regular members of the Alumni Association. The
entire electoral college is eligible to vote for each of the
elected office-bearers, and on all issues brought up for vote to
the general body.
The Board as well
as members of the General Body may propose amendments to the
Constitution. All proposals for the amendment shall be put
forward to the General Body for a special vote with advance
notice of at least 60 days and shall be deemed to be passed if
supported by at least a 2/3 rd majority of the votes cast, with
the necessary quorum.
BY-LAWS OF THE ALUMNI ASSOCIATION
1. The Board
of Directors: Its Constitution and Functioning
1.1 Constitution of the Board of Directors :
A. Elected Members
The President, who shall be elected by the electoral college the
Chief Executive of the Association. He/She shall be a regular
member of the Association. . The President shall convene and
preside over the meetings of the Board as well as the General Body
and shall maintain their minutes. He/she shall make announcements
regarding General Body Meetings, Elections and proposed amendments
to the Constitution and/or By-Laws.
Both the Vice Presidents shall be elected by the electoral college.
However, one of them shall be resident within India and the other
resident abroad. They shall be regular members of the Association..
(i) discharge the duties of the President during his/her absence
(ii) other tasks as assigned by the Board.
The Secretary, who shall be elected by the electoral college and
shall be a regular member of the Association and an employee of the
Institute. He/She shall act as liaison between the Association and
the Institute on one hand and the Association and the IITK Student
body on the other. He/she shall also represent the Association in
various bodies of the Institute. On behalf of the Board and the
Executive committee, he/she shall oversee
(1) the functioning of the registered office of the Association,
(2) the execution of the decisions and policies made by the Board
and its Standing Committee(s).
The Treasurer shall be elected by the electoral college. He/She, an
employee of the Institute, shall be a regular member of the
Association. . The Treasurer shall oversee all the financial
matters of the Association, such as
(i) the collection of Membership Dues and
(ii) grants and donations received by the Association
(iii) the expenditure of the Association. He/she shall be
responsible for making all records available for the scrutiny to
the auditor and shall be responsible for presenting the Statement
of Accounts in the Annual General Body meeting (AGBM).
While two of the four elected members of the Board shall represent
alumni at large, the other two would represent post-graduate/MSc (2
Years) alumni of the Institute. In each of these categories, one
member shall be resident of India and the other abroad. Members
shall be responsible for carrying out duties assigned by the Board.
B. Ex-Officio and Nominated Members
Past-President and the Past-Secretary, who have completed their
the President or
his nominee of IITK Foundation or an equivalent body and
shall be the ex-officio members of the Board.
The out-going Board of Directors shall nominate a distinguished
alumnus/alumna as a member to the Board for a term of two years.
The Board shall
meet as and when required but at least once every year.
In order to
fulfill the identified goals of the Association enunciated in its
mission, the Board shall
(i) evolve the broad policy framework and
(ii) develop suitable strategies for achieving the same. Further,
for decentralizing the activities of the Association, the Board
shall actively support and promote the creation of its Local
The Board shall
discharge its responsibilities through its
(a) standing committees,
(b) special committees created for given specific purpose(s),
(c) the administrative infrastructure created by it and
(d) Local Chapters of the Association.
The Board shall be
empowered to co-opt members from outside in any of its
Committee of the Association shall be a Standing Committee of the
Board and shall be responsible for overseeing and directing the
execution of all activities of the Association.
Committee shall comprise the following members of the Board:
In case the
ex-officio members are unavailable or unwilling to serve, or are
serving a second term, any former President/Secretary can be
co-opted into the Executive Committee by the Board of Directors.
Committee shall meet as and when required but at least once every
two months. The President shall convene and chair the meetings.
The mode of
convening meetings would be so as to allow members present in the
meeting to express their views clearly.
On behalf of the
Board, the Executive Committee shall have the power to incur
expenditure necessary to achieve the declared goals of the
The method of
functioning of Board and its committees, including standing
committees, shall be democratic. The quorum requirement for
convening a meeting of the Board or its committees shall be the
presence of at least half of its members. The Secretary shall
maintain the minutes of the Executive Committee.
Any three members
of the Board or Executive Committee can respectively requisition
a meeting of the Board or Executive Committee by sending the
request to the President or the Secretary.
In the event of a
member of the Board or its standing committees resigning or not
being available for the rest of the term, the Board shall appoint
another member for the rest of its term. The member so appointed
shall hold office with full duties and privileges.
The Annual General
Body Meeting (AGBM) of the Association shall be held every year
on the date specified by the Board between December and March.
Unless otherwise decided by the Board of Directors, the AGBM of
the Association shall be held in the Institute. The date and time
of the Annual General Body Meeting of the Association shall be
notified by the President.
For the purpose of
taking the opinion of the General Body on specific issues, the
President may also convene special meetings of the General Body.
Special meetings of the General Body may also be requisitioned by
a member of the General Body provided that such a request has the
support of at least 50 other members and the request has been
made at least 60 days in advance of the proposed date of the
special General Body meeting. The business of special meeting
shall be confined to the specific matter(s) for which it has been
called and no other matters shall become admissible for the
The venue for
holding special General Body meetings shall be decided by the
Board. The mode of convening special general body meeting would
be so as to allow members present in the meeting to express their
consideration and voting by the General Body in the forthcoming
Annual General Body Meeting (AGBM) or a special General Body
Meeting, any member of the General Body may propose a motion
either by post or electronic mail. All such motions shall require
seconding by at least 10 other members. For being considered in
the forthcoming General Body meeting they shall be required to be
proposed 60 days in advance.
The Board of
Directors shall be empowered to propose motions at any time of
the year for the consideration and voting by the General Body.
However, all motions proposed by the Executive Committee shall
require a notice of at least 60 days before they are put up for
voting by the General Body.
In addition to
voting by members present in the General Body Meeting, any
matter, that requires a voting by the General Body of alumni,
may also be done by secure electronic media and/or postal voting.
BOD members shall not be involved in the counting/tallying of the
votes; an election officer appointed by the Executive Committee
from among the employees of the Institute will ensure the secrecy
and correctness of the vote and tally. The tally of the
electronic votes and postal votes will be taken in advance but
will be publicly revealed by the election officer just after
taking the vote of the members present in the GBM.
Passing of a
motion shall require a minimum of 100 votes to be polled. All
motions shall be deemed to be passed if supported by a simple
Amendments can be
made in accordance with section 2.7 of the by-laws.
amendments to by-laws may be made by any member of the
Association in accordance with section 2.4 of the by-laws.
The Board of
Directors shall be empowered to bring proposals for amendments in
accordance with section 2.5 of the by-laws.
The Board of
Directors is also empowered to provisionally amend any of the
by-laws, effective immediately upon approval by at least 2/3rd of
the votes cast by the members, with the necessary quorum. However
the provisional amendment should be brought to the General Body
for approval/ratification within 6 months and before the end of
the term of the Board of Directors. All
provisional amendments of by-laws shall be notified to members of
the general body immediately upon the decision of the Board of
All the elected
posts of the new Board of Directors shall be filled by the
elections in the Annual general Body Meetings every alternate
year. Elections shall be conducted by an Election Officer,
appointed 90 days in advance, by the outgoing Board.
On behalf of the
Board, the Election Officer shall be responsible for receipt,
scrutiny, acceptance and display of nominations, the acceptance
of withdrawals and the actual conducting of the elections.
All members of the
association shall have the right to vote, propose, second a
candidate for the elected positions of the executive committee.
All the alumni fulfilling the eligibility criterion for a given
post, shall have the right to be a candidate for the same.
be invited, on prescribed formats by the Election Officer, at
least two months in advance of the AGBM of alternate years, by
the General Circular to all members and Chapters.
shall be required to be duly proposed and seconded by members of
the Association and shall contain a proper consent of the
nominee. No member shall be eligible to be reelected to the same
post of the Association for more than two consecutive terms.
After the closing
date of the nominations, all valid nominations for all the posts
shall be brought to the knowledge of the General Body by the
In addition to
voting by members present in the Annual General Body Meeting,
voting may also be done by secure e-mail/postal voting. The tally
of the e-mail and postal votes shall be taken in advance but will
be publicly revealed by the Election Officer just after taking
the vote of the
members present in the AGBM.
Results of the
voting shall be announced by the Election Officer.
The new Board
shall take over the charge of the Association within one month of
Members of the
Association shall be kept informed about its activities through
circulars, newsletters and/or any other means considered
appropriate by the Board.
Fiscal year of the
Association shall be from 1 April to 31 March. However, at the
Annual General Body meeting the treasurer will present the
statement of accounts for the period since the previous Annual
General Body meeting.
Membership Charge of the Association shall be decided by the
Board and may be amended from time to time.
No member or an
employee of the Association shall be personally liable for the
debts, liabilities or obligations of the Association incurred by
his/her activities on behalf the Association. This shall not
apply in respect of such action in which he/she is finally
adjudged by suit or proceedings to have been derelict in the
performance of his/her duty on behalf of the Association nor in
respect of action resulting from willful disobedience of the law,
bad faith or gross negligence.