The
name of the organization shall be University of the Philippines Geological
Society.
SECTION
1.
Any
undergraduate student of the University of the Philippines, Diliman, enrolled
in the BS Geology course is eligible for membership upon fulfillment of the
requirements as approved by the Executive Council. Any student enrolled in another course in the UP system may be
allowed to apply for membership upon the approval of the Executive
Council. The applicant must also
fulfill the basic requirements as set by ARTICLE X. (Application for
Membership) of this constitution.
SECTION 2.
There
are four types of membership. These
are:
a) Resident Members. These are members who are currently enrolled
in an undergraduate course in the University of the Philippines, in good
standing with the Society and have renewed their membership status.
b) Alumni. These are members who have served the
Society and who may not have left the University of the Philippines. PhD and MS
students may renew their membership status and avail of the privileges and
service offered by the Society except lockers and the right to run for office.
c) Non-Resident Members. These are members who have not renewed their
membership status. They may not avail
of the rights and/or privileges given to Resident Members.
d) Honorary Members. This title may be bestowed upon any
non-member who has done exemplary service for the Society as recognized by the
Executive Council and fully accepted by an 80% vote of the General
Assemble. Honorary Members receive the
same privileges given to Resident Members.
On the other hand, s/he may not run for office and is not allowed to
vote during meetings.
SECTION 1.
The
General Assembly shall be composed of Resident Members who as defined in Article II, Section 2,a) (Resident
Members).
SECTION 2.
The General Assembly shall have the following rights:
a) The right to vote on issues
presented by the Executive Council.
b) The right to avail of
privileges offered by the Society.
c) The right to veto powers on
policies and decisions of the different committees. This shall require a 60% vote of the General Assembly.
d) The right to propose the
suspension or impeachment of a member of the Executive Council.
SECTION 1.
The Executive Council shall be
composed of Resident Members duly elected by the General Assembly as set by
ARTICLE VII (Elections) of this constitution.
The Executive Council is the highest decision making body of the
Society.
SECTION 2.
The
Executive Council shall be composed of the following offices:
a) PRESIDENT
1) The
President shall be the head of the Executive Council and of the whole Society.
2) S/He shall
be the presiding officer of all meetings unless specified otherwise in this
constitution.
3) S/He shall
be an ex-officio member of all committees.
4) S/He shall
vote only in case of a tie during Executive Council and General Assembly
meetings.
5) S/He shall
vote when decisions regarding the expulsion of a member are to be made.
b) VICE PRESIDENT FOR INTERNAL
AFFAIRS
1) The vice
President for Internal Affairs shall be the presiding officer of meetings if
the President is not present, unless specified otherwise by him/herself.
2) S/He shall
serve as a temporary head of the Society in case the President’s office is
vacated until a special election is held.
3) S/He shall
be the chairperson of the Membership Committee unless specified otherwise by
him/herself and upon the approval of the General Assembly.
c) VICE PRESIDENT FOR EXTERNAL
AFFAIRS
1) The Vice
President for External Affairs shall be responsible for all communications and
representations outside of the Society unless specified otherwise by
him/herself
2) S/he shall
be the chairperson of the External Affairs Committee unless specified otherwise
by him/herself and upon the approval of the Executive Council.
3) S/He shall
act as liaison officer to the Adviser(s).
4) S/He shall
be responsible for the marketing.
d) SECRETARY
1) The
Secretary shall be the chairperson of the Secretariat Committee unless
specified by him/herself and upon the approval of the Executive Council.
2) S/He shall
take down the minutes of the Executive Council and General Assembly meetings.
3) S/He shall
represent the Society in case the Vice President for External Affairs is
absent.
e) TREASURER
1) The
treasurer shall be the chairperson of the Finance Committee unless specified
otherwise by him/herself and upon the approval of the Executive Council.
f) CHAIRPERSON OF THE ACADEMICS
COMMITTEE
1) The
Chairperson of the Academics Committee shall be responsible for monitoring
Academic Status of the Resident Members.
2) S/He shall
be responsible for performance of its members and shall be over-all in charge
in any academic-related project or activities sponsored by its committee.
g) CHAIRPERSON OF THE LOGISTICS
COMMITTEE
1) The
Chairperson of the Logistics Committee shall be responsible for the performance
of its members and shall be the over-all in charge in any exhibit-related
project or activity sponsored by the Society.
SECTION 3.
The Executive Council shall follow the chain of
command as stated below when presiding over General Assembly meetings, unless
ordered otherwise by the President.
President
Vice President for Internal Affairs
Vice President for External Affairs
Secretary
Treasurer
Chairperson of the Academics
Committee
Chairperson of the Logistics
Committee
SECTION 4.
Proclamation
of the newly elected Executive Council shall hold immediately after the ballots
have been cast. Turnover ceremonies on
the other hand, shall be held a week after the proclamation. The term of office of every Executive
Council shall start one week after the turnover ceremonies.
Article v. Adviser(s) to the Society
SECTION 1.
The
Adviser(s) to the Society shall be chosen by and serve co terminus with the
Executive Council in power.
SECTION 2.
The
Executive Council shall choose at most two advisers based on the following
conditions:
a) S/He must
fulfill the requirements for Advisers as stated in the College of Science
Guidelines for Student Organizations.
b) S/He need
not be an alumnus/alumna of the Society.
SECTION 1. ACADEMICS COMMITTEE
a) The
Academics Committee shall be responsible for the maintenance and update of the
Society’s library
b) The
Committee shall be responsible for providing tutorial services to the Resident
Members, as well as BS Geology undergraduates who may request for such.
c) This
Committee shall inform the General Assembly of the status of the Society’s
library and shall provide a list of available materials, which may be utilized
by any Resident Member.
SECTION 2. EXTERNAL AFFAIRS COMMITTEE
a) The
External Affairs Committee shall be responsible for the publicity and
promotions of the Society unless specified otherwise for special projects.
b) This
Committee shall be responsible for the establishment and maintenance of Alumni
relations.
c) This
Committee shall be responsible for acquiring recognition(s) by the College
and/or University.
SECTION 3. FINANCE COMMITTEE
a) The
Finance Committee shall be responsible and in-charge of the Society’s fund
raising projects.
b) This
Committee shall be responsible for any financial collections, transactions,
purchases and safekeeping for the Society.
c) This
Committee shall provide a financial report, written or otherwise, upon the
request of the President.
SECTION 4. INTERNAL AFFAIRS COMMITTEE
(A.K.A.
MEMBERSHIP COMMITTEE)
a) The
Internal Affairs Committee shall be responsible for monitoring the performance
of the Resident Members regarding the Society’s activities (e.g. attendance,
participation etc.).
b) This
Committee shall set criteria and/or guidelines for applications, acceptance,
impeachment, expulsion and suspension other than those stated in this
Constitution.
c) This
Committee shall be responsible for the recruitment and membership application
process and ultimately, the recommendation of new members to the Executive
Council.
d) This
Committee shall provide a membership status report, written or otherwise, at
every General Assembly meetings and/or upon request of the President.
SECTION 5. SECRETARIAT COMMITTEE
a) The
Secretariat Committee shall be composed of the Secretaries of all Committees.
b) This
Committee shall be responsible for the safekeeping of the records of the
Society.
c) This
Committee shall be responsible for all official correspondence.
d) This
Committee shall be responsible for all official announcements (e.g. call for
meetings etc.) by the Society.
SECTION 6. LOGISTICS COMMITTEE
a) The
Logistics Committee shall provide the General Assembly an inventory of all the
property and equipment of the Society including those held under the name of
the Society.
b) This
Committee shall be responsible and in charge of handling the manpower for
sports and social events participated by the Society.
c)
This Committee shall also be the Exhibit Committee.
SECTION 7. AD HOC COMMITTEE
The
creation of Ad Hoc Committees such as Electoral Committee, Technical Board on
Amendments Committee and Special Projects Committee(s) shall be upon the
discretion of the Executive Council.
a) The
Electoral Committee shall follow the rules as stated in ARTICLE VIII
(Elections). This committee shall be
formed at least two weeks prior to Election Day. Committee members shall be chosen by the Executive Council
against the following criteria:
a.1 Resident Members ineligible to run
for office.
a.2 Volunteers in case there are no
ineligible members.
b) The
Technical Board on Constitutional Amendments shall follow the rules as stated
in ARTICLE XII (Amendments). This Board
shall be responsible for the collating of the proposals from the different
Committees and shall serve as moderators/arbiters during the Amendment Night.
c) Special
Projects Committees shall be formed as needed.
SECTION 1. COMMITTEE MEETINGS
a) Committee
meetings shall be attended by all committee members and/or resource persons as
deemed necessary by the chairperson.
b) These
meetings are to discuss policies and/or issues subject to the approval of the
Executive Council and/or the General Assembly.
c) These
meetings should be called at least a day before an Executive Council meeting
except for emergency situations.
d) Each
committee is required to have a logbook for announcements; any important
information and minutes of meetings shall be written.
SECTION 2. EXECUTIVE COUNCIL MEETINGS
a) Executive
Council meetings should be called by the President at least two days before a
General Assembly meeting.
b) These
meetings are to discuss the proposals, updates etc. of the different committees
and to decide upon a course of action.
c) These
meetings should be attended by all seven officers otherwise there is no quorum.
d) A member
of the Executive Council may assign a representative/proxy in case s/he cannot
attend the meeting. Proxies shall be
chosen by the committee heads and under the discretion of the Executive
Council.
SECTION 3. GENERAL ASSEMBLY MEETINGS
a) General
Assembly meetings should be called by the President at least once a month. Emergency meetings may be called, upon
approval of the President.
b) These
meetings should be attended by all Resident Members. In case of emergency, a Resident Member may assign his/her vote
to another Resident Member. Applicants
for membership may be invited to take part or even vote in some of these
meetings.
b.1 Resident Members are required to give an
official excuse letter to the Vice President for Internal Affairs to inform
him/her of the member’s absence in the said activity or meeting. Otherwise s/he is considered absent for that
matter.
c) Quorum shall be 65% of the General Assembly. Majority vote shall be equal to
50% + 1 of the quorum.
SECTION 1. CRITERIA FOR CANDIDACY
All prospective candidates must
satisfy the following requirements:
a) A
candidate for the office of the President and Chairperson for the Academics
Committee must be a BS Geology undergraduate and must stay as one throughout
his/her term. Candidates for other
offices need not satisfy this requirement.
b) All
candidates must be Resident Members in good standing with the Society.
c) A candidate
should preferably be in good scholastic standing for a year prior to his/her
candidacy.
d) A
candidate must not hold any office in another organization simultaneously with
his/her possible term-to-be in the Society.
SECTION 2. ELECTION PROPER
a) Elections
shall be held within two- to eight weeks prior to the last day of classes of
the first semester as determined by the University calendar.
b) An
election is valid only if at least 80% of the General Assembly cast their
votes. Otherwise, another election must
be held.
c) For all
offices excluding the Office of the President 50% +1 in favor of an unopposed
candidate and 60% for an opposed candidate, of the total number of votes cast
is required to be officially elected into office.
d) For the
Office of the President, 60% in favor for an opposed candidate and 75% in favor
for an unopposed candidate of the total number of votes cast is required to be
officially elected into office.
SECTION 3. SPECIAL ELECTIONS
a) Special
Elections shall be held if, for some reason, position is vacated in
midterm. They are conducted by the
Executive Council.
b) Special
Elections may also be held if an office was not properly filled during the
regular elections.
c) In any
case there are no candidates for a vacant office, the Executive Council shall
appoint any qualified Resident Member.
This rule may not apply if the vacant office is that of the President’s;
in which case special elections must be held.
SECTION 1 MEMBERS IN GOOD STANDING
a) A Resident Member is defined to be in good
standing with the Society if:
1) S/He has
renewed his/her membership status.
2) S/He is
not under suspension by his/her respective college or under any other
disciplinary action.
3) S/He has
fulfilled any other requirements as set by the Membership Committee, as
approved by the Executive Council.
SECTION 2. SUSPENSION
a) A Resident Member may be placed under
suspension due to disloyalty as defined by the following grounds:
1)
Disloyalty to the constitution
1.1 Gross
neglect of duties in activities of the Society.
1.2 Excessive
absences from Society meetings.
b) A Resident Member is suspended upon a
majority vote of the Membership Committee.
The suspension takes effect when the Member receives his/her letter of
notification and has one week to vacate his/her locker and surrender any
property of the Society currently borrowed under his/her name. The term of suspension is determined by the
Membership Committee as they see fit.
SECTION 3. IMPEACHMENT
a) An
Executive Officer may be impeached upon a 75% vote of the General Assembly
b) S/He may
be impeached under any of the following grounds:
1)
Gross neglect of duties.
2)
Disloyalty to the Constitution.
3)
Dismissal from the College.
4)
Graft and corruption.
c) Impeachment of an Executive Officer is initiated
by a Resident Member by submitting a letter to the
Executive Council. Stated therein is/are the grounds against the Executive Officer.
SECTION 4. EXPULSION
a) Any
Resident Member may be expelled upon unanimous vote of the Executive Council
including the President.
b) Any
Resident Member may be expelled under any of the following grounds:
c) S/He
accumulates four suspension sentences
d) Any other
criteria set by a signed letter by another Resident Member submitted to the
Executive Council. Stated therein
is/are the case(s) against the Resident Member charged.
SECTION 5. DEFENSE
All
those covered by SECTIONS 2,3 and 4 of ARTICLE IX (Suspension, Impeachment and
Expulsion) will be summoned to defend their positions before a decision is
voted upon and handed down.
SECTION 6. APPEALS
a)
Appeals to the Executive Council may be made after decision
is handed down. Appeals against
impeachment will not be entertained.
b)
All appeals should be submitted within a week after the
charged member has been notified of the Executive Council’s decision.
SECTION 7.
All
parties concerned shall have access to all information regarding their case.
SECTION 1.
All applicants eligible for
membership must fulfill the requirements as stated by the Membership By-Laws.
SECTION 2.
An
applicant may attend the Induction Ceremony if s/he receives an invitation from
the Membership Committee as approved by the Executive Council and General
Assembly.
SECTION 1. MEMBER OF THE YEAR AWARD
This award is bestowed upon a
Resident Member who has shown exemplary performance and enthusiasm in
performing his her duties as a member of the Society. Executive Officers may not be included on the selection for the
award.
SECTION 2. APPLICANT OF THE YEAR
SECTION 2.
The
Membership Committee shall select the Applicant of the Year, while the
Executive Council shall select the Member of the Year. Both recipients shall be selected by a
majority vote within the respective committees. These awards shall be given
before the end of the second semester.
SECTION 1.
The review
of the Constitution and proposals for the Amendments should be made within the
months of January to March. The
Amendment Night shall be held only if voted upon by the General Assembly during
the second semester. A proposal must
have a 50% + 1 vote for it to be passed to the General Assembly.
SECTION 2.
A rule
shall be amended by a majority vote equal to 60% + 1 of the quorum.
SECTION 3.
All amendments shall take effect
immediately after it has been approved.
I, ___________, do solemnly swear to
abide by the Constitution of the University of the Philippines Geological
Society, and obey its rules and regulations.
I
promise to be selfless in my dedication and to work wholeheartedly to uphold
the dignity of the Society.
I
will strive to do my very best to develop my intellectual capabilities to the
utmost as to be able to contribute to the academic excellence of the Society.
I
will never waiver in my respect for the Society’s Officers and will maintain
harmonious relationships with all the members of the Society.
My
loyalty to the University of the Philippines Geological Society will always
come foremost among all considerations.
By
my god and honor, so I swear.
Preamble
We, the members of the University of the Philippines
Geological Society, realizing the need to organize an academic society,
dedicated to the pursuit of honor and excellence in the field of geology, aware
of the importance of providing a conduit between the academe and the actual
practice, and convinced that such noble goals can be achieved only through
concerted actions and dedication, do hereby associate ourselves and work
together under this constitution.