(Updated May 2014)

Constitution

Nanyang Technological University Graduate Student Council
Nanyang Technological University
Singapore

Article 1: Name & Office

1.1 The name of the organisation shall be the “Nanyang Technological University Graduate Student Council” and shall hereinafter be referred to as “the Council”.

1.2 The official place of business of the council shall be at

C/O Student Affairs Office
Student Services Centre
Level 6, 42 Nanyang Avenue
Singapore 639815

or such other address(es) as subsequently decided upon by the Executive Committee and approved by Student Affairs Office (SAO).

Article 2: Objectives

The Council’s objectives are to,

(a) Represent the interests of graduate students and communicate them to the university administration with the purpose of exploring ways to resolve them

(b) Organize an orientation programme for new graduate students

(c) Improve the student life of graduate students on campus by planning and organizing activities and events, which may not be limited to just social, recreational, sporting, cultural, educational, and career related purposes.

(d) Foster a strong and meaningful relationship between the graduate student population, and the undergraduate student population, faculty, staff, and administrators.

Article 3: Representation and Membership

3.1 The Council shall represent the entire graduate student population in Nanyang Technological University (NTU), and shall address any relevant issues related to graduate students, as far as their resources and authority allows them.

3.2 All current graduate students are entitled to participate in the Council’s activities and events subject to any rules, regulations, and capacity limitations that may apply

3.3 All current graduate students are entitled to attend the Council’s Annual General Meeting or any Extraordinary General Meeting, and to vote on any resolutions that are presented

3.4 A ‘member’ of the Council shall be defined as any graduate student who is actively involved in the organization of any of the Council’s activities or events. This includes all members of the Executive Committee, any official subcommittees, and any volunteers who have been recruited on an ad-hoc basis.

Article 4: Office Holders and Elections

4.1 Overall administrative authority of the Council shall be vested in the Executive Committee

4.2 The Executive Committee shall consist of the following members:

(a) The “Top 6”: President; Executive Vice President; Vice President (Communications and External Relations); Vice President (Welfare and Policy); Honorary General Secretary; Honorary Treasurer
(b) a maximum of 17 other members, known as Directors

4.3 The duties and responsibilities of the various office holders will be as they are described according to the document titled, “Organizational Structure and Roles and Responsibilities of Office Holders”, which are a part of the Council’s sub-regulations under Article 7.

4.4 Office Holders shall be elected / appointed at the Council’s Graduate Student Leadership Convention, based on the guidelines as they are described in the document title, “Graduate Student Leadership Convention (Elections)”, which is a part of the Council’s sub regulations under Article 7.

4.5 The Executive Committee shall be vested with the following powers (subject to simple majority vote):

(a) to modify the Council’s sub-regulations under Article 8, subject to a majority vote of the Executive Committee;

(b) to appoint special or ad-hoc committees, and to delegate to such committees powers as deemed necessary;
(c) to accept the resignation of any office bearer, and to take disciplinary action, including the termination of their office and membership against any member who fails to attend meetings regularly and/or did not meet their responsibilities, and/or acts in ways deemed prejudicial to the Council

(d) to authorize the publication or release of official statements on behalf of the Council, where such publications and statements shall be consistent with the objectives of the Council, and official statements shall be made only by the President or one of the “Top 6”;
(e) to convene meetings of the Council;
(f) to fill Executive Committee positions, if they are still vacant or vacated after the electoral process, by a simple majority vote of the current members of the Executive Committee.

4.6 The Executive Committee shall:

(a) be responsible for the formulation of policies and organization of activities which are consistent with the objectives of the Council;
(b) have charge of the properties of the Council;
(c) be responsible for proper income and expenditure of the Council’s finances;
(d) publish annual reports, newsletters, and / or other publications required in the course of business of the Council;
(e) function in such ways that all its activities are subjected to and in accordance with the laws of Singapore, including The Societies Act;
(f) where relevant, seek advice from the appropriate offices in NTU, not limited to the  Graduate Studies Office (GSO) and Student Affairs Office (SAO).

4.7 The Executive Committee shall meet as often as the business of the Council may require but at least once in every two months and at every meeting, not less than one half of the Executive Committee members shall constitute a quorum.

Article 5: Finance and Audit

5.1 The financial year of the Council shall begin on 1st April and end on 31st March the following year.

5.2 The Honorary Treasurer shall bear overall responsibility for maintaining a proper account of all financial transactions, and is required to keep himself or herself updated with the Council’s current financial position, so as to be able to update the Executive Committee at any meeting.

5.3 The Honorary Treasurer shall have the power to retain in hand for current expenses of the Council, a sum of money not exceeding SGD 500.00 (Singapore Dollar Five Hundred) in cash and to deposit the excess of this in a bank account to be jointly opened by both the President and Honorary Treasurer;

5.4 The Honorary Treasurer will present a report on the Council’s financial activity throughout the work year at the Annual General Meeting;

5.5 The Honorary Auditors shall also present their findings at the Annual General Meeting.

Article 6: General Meetings

6.1 The General Meetings of the Council shall be the Annual General Meetings and the Extraordinary General Meetings, and their proceedings shall only be presided over by the President or any of the member of the “Top 6”, if the President is unavailable.

6.2 The Annual General Meeting of the Council shall be held in April or May each year, at a place, date, and time to be fixed by the Executive Committee for the following purposes:

(a) to receive a report from the outgoing Executive Committee on the Council’s activities in the preceding year, the audited statement of accounts, and the list of members;

(b) to endorse by a simple majority vote, or selectively reject subject to Article 6.3, the Executive Committee election results arising from the Graduate Student Leadership Convention;
(c) to decide on any other resolution which may be duly submitted to the Honorary General Secretary at least 1 week before the date of the meeting;

6.3 A resolution to selectively reject the election results of any members of the incoming Executive Committee may be submitted to the Honorary General Secretary or the Students Affairs Office at least 7 days after the date of the meeting, and must be accompanied by a physical document that must provide specific reasons as to why they oppose the elected candidate. The document must be signed by at least 75 current graduate students, where no more than 50% of the signatories are from the same nationality and school.

6.4 Notice of the Annual General Meeting shall be sent by the Honorary General Secretary to all current graduate students, via e-mail, not less than 7 days before the date fixed for the meeting.

6.5 The Executive Committee may at any time for special reason, call an Extraordinary General Meeting of the Council and shall do so within two months upon the requisition in writing of at least one-fifth of the Members of the Council, stating the object and reasons for such a meeting.

6.6 Notice calling an Extraordinary General Meeting shall be sent to all current graduate students, via e-mail, not less than 7 days before the date fixed for such meeting and shall state the business to be discussed.

6.7 Unless otherwise provided in this Constitution, a motion or resolution at any General Meeting shall be carried by a simple majority of attendees present and voting.

6.8 Voting shall be conducted by a show of hands unless a ballot is demanded by a person presiding or by at least twenty attendees present and eligible to vote.

6.9 Votes may only be cast be current graduate students who are present at the meeting. Voting by proxy is not permissible.

6.10 On a show of hands, every attendee shall have one vote. Upon a ballot, every attendee present in person shall have one vote. In the event of a tie, the person presiding shall cast the tie breaker vote.

6.11 At all Annual and Extraordinary General Meetings, a quorum shall constitute a minimum of, whichever is smaller:

(a) one quarter of the total attendees who are eligible to vote; or
(b) fifty members who are eligible to vote.

6.12 In the event of there being no quorum, the meeting shall be adjourned for half an hour and should the numbers present be still insufficient to form a quorum as per Article 6.11, those present shall be considered a quorum but shall have no powers to alter, amend, or make additions to any clauses of the existing Constitution.

Article 7: Council Sub-regulations

7.1 The Council shall also follow other sub-regulations not included in the constitution. These sub-regulations go into greater detail on the day-to-day administration of the Council. However, they will not be stated specifically within the constitution to allow the Council to respond more quickly to changing circumstances.

7.2 The sub-regulations may not contravene the constitution or any laws of Singapore, including The Societies Act.

7.3 All sub-regulations must be presented as complete documents, and be passed by at least a majority of the current Executive Committee. Where applicable, the relevant university administration office must be consulted and/or consent to the sub-regulation, prior to it being voted on by the current Executive Committee.

7.4 All sub-regulations that have been passed must be listed and presented in detail on the Council’s webpage.

Article 8: Advisors

The Advisor of the Council shall be the Director of Students of Nanyang Technological University or his/her nominee.

Article 9: Amendments to the Constitution

This Constitution shall remain in force until a resolution for its amendment is passed by more than half of the total voting attendees present at a Council’s General Meeting called for such purpose subject to the fulfilment of quorum requirements as per Articles 6.11 and 6.12. Such amendment shall have the approval of the Director of Students of Nanyang Technological University. No part of the Constitution may be in violation of the laws of Singapore.

Article 10: Dissolution

The following procedures shall apply in the event of the Council being dissolved:

(a) The Council shall not be dissolved, except with the consent of not less than half of the members of the Council for the time being resident in Singapore expressed, either in person or by proxy, at a General Meeting convened for the purpose or upon the closure of Nanyang Technological University.
(b) In the event of the Council being dissolved as provided in Article 10 (a), all debts and liabilities legally incurred on behalf of the Council shall be fully discharged, and the remaining funds shall be donated to the Nanyang Technological University or disposed of by the Members at a General Meeting to other Charities.

Article 11: Prohibitions

11.1 Gambling is defined as the playing of any game of chance for stake. Gambling of any kind is forbidden on University premises. The introduction of materials for taking prohibited drugs and of bad characters into the premises is prohibited.

11.2 The funds of the Council shall not be used to pay fines and / or legal expenses of members who have been convicted in court.

11.3 The Council shall not attempt to restrict or in any other manner interfere with the trade or prices or engage in a Trade Union activity as defined in any written law relating to Trade Union for the time being in force in Singapore.

11.4 The Council shall not indulge in any political activity or allow its funds and / or premises to be used for political purposes.

11.5 The Council shall not hold any lottery, whether confined to its members or not, in the name of the Council or its office bearers, committee, or members.

11.6 The Council shall not raise funds from the public for whatever purpose without the written approval from the Graduate Studies Office or Student Affairs Office of NTU. All donations to the Council must be made payable to Nanyang Technological University.

11.7 All personal data collected shall subject to Singapore Personal Data Protection Act 2012/13.

Article 12: Interpretation

In the event of any question or matter arising out of any point which is not expressly provided for or there being any ambiguity about interpretation of any part / clause of the Constitution, the Executive Committee shall exercise their own discretion.

End of Constitution