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CONSTITUTION OF THE ALUMNI ASSOCIATION IIT KANPUR

Name
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) .

Mission
The Mission of the Association shall be to:

1. provide a vibrant forum that promotes interaction and networking among alumni of the Institute,

2. help alumni achieve their professional goals,

3. facilitate the association of alumni with their Alma Mater, and

4. contribute to the Institute's vision of being recognized among the world's leading institutions in academics, research excellence and innovation .

Organization and the Governing Body

Patron
The Director of the Institute shall be the ex-officio Patron of the Association.

Membership

• The Association shall have the following categories of members:
  (1) regular members (hereafter referred to as members ) and
  (2) honorary members.

• Those
  (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.

The General Body

• 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 any.

• 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 Constitution.

The Board of Directors
The Association shall function through its Board of Directors (hereafter refereed to as the Board) which shall comprise of the following members:

Elected Members

• President

• Two Vice Presidents

• Secretary

• Treasurer

• Four members representing a broad-based cross-section of alumni

Ex-Officio and Nominated Members

• A distinguished alumnus/alumna

• President/Nominee of IITK Foundation or an equivalent body

• Past-President

• Past-Secretary

• Nominee of the Patron

• The term of the Board of Directors shall be of two years.

• The President 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 committees.

Elections and 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.

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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

President
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.

Vice Presidents
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.. They shall
(i) discharge the duties of the President during his/her absence and
(ii) other tasks as assigned by the Board.

Secretary
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, and
(2) the execution of the decisions and policies made by the Board and its Standing Committee(s).

Treasurer
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).

Members
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

Ex-Officio Members

1. Immediate Past-President and the Past-Secretary, who have completed their
   term,

2. the President or his nominee of IITK Foundation or an equivalent body and

3. Patron's nominee shall be the ex-officio members of the Board.

Distinguished Alumnus/Alumna

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 Chapters.

• 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 committees.

• The Executive 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.

• The Executive Committee shall comprise the following members of the Board:

  • President

  • Vice-presidents(2)

  • Secretary

  • Treasurer

  • Immediate Past-President

  • Immediate Past Secretary

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.

• The Executive 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 Association.

• 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.

2. General Body Meetings

1. 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.

2. 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 discussion.

3. 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 views clearly.

4. For the 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.

5. 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.

6. 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.

7. 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 majority.

3. Amendment of By-Laws

1. Amendments can be made in accordance with section 2.7 of the by-laws.

2. Proposals for amendments to by-laws may be made by any member of the Association in accordance with section 2.4 of the by-laws.

3. The Board of Directors shall be empowered to bring proposals for amendments in accordance with section 2.5 of the by-laws.

4. 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 Directors.

4. Elections

1. 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.

2. 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.

3. 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.

4. Nominations shall 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.

5. Every nomination 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.

6. 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 Election Officer.

7. 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.

8. Results of the voting shall be announced by the Election Officer.

9. The new Board shall take over the charge of the Association within one month of its election.

5. General

1. Members of the Association shall be kept informed about its activities through circulars, newsletters and/or any other means considered appropriate by the Board.

2. 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.

3. The Life Membership Charge of the Association shall be decided by the Board and may be amended from time to time.

4. 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.