RULES AND PROCEDURES OF THE STUDENTS' SENATE
CHAPTER I
SESSIONS OF THE STUDENT'S SENATE
1.1 Introduction:
The membership, duties, powers and privileges of the Students' Senate are defined in the Constitution of the Student's Gymkhana. These rules and procedures are in addition to, and in further clarification of the provisions of the Student's Gymkhana.
1.2 Frequency
The Student's Senate shall meet at least once a month.
1.3 Notification
A minimum notice of twenty four hours shall be given before every session of the Student's Senate to :
a. all members of the Student's Senate and
b. the General Body of the Students.
1.4 Agenda:
a. The agenda of the Sessions of the Students Senate shall be finalized by the steering committee of the Student's Senate. The agenda shall be circulated to the members of the Student's Senate. The agenda shall be circulated to the members of the Student's Senate and general body of Students by the Convener of Student's Senate at least three days in advance of the sessions. Late additions to the agenda are, however, permitted at the discretion of the Convener of the Students Senate. The agenda may be over-ruled by a simple majority in the Students' Senate.
b. The agenda cannot be overruled in a requisition meeting called under Article 7.07of the Constitution.
1.5 Quorum:
a. One-half of the total strength of the Students' Senate shall constitute the quorum. The quorum shall be required at the commencement of each session. Members shall not leave during sessions without the permissions of the Convener of the Student's Senate. If quorum is absent at the beginning of any session , the Convener shall adjourn the session for lack of quorum without transacting any business. Sessions adjourned for lack of quorum shall require quorum for reconvening.
b. For a requisition meeting called under Article 7.07 of the Constitution, adjourned once due to lack of quorum, the Convener will call another meeting within 3 days at the same place at the same time. For such a meeting if the quorum requirements of Article 1.5(a) of the rules and Procedures are not met then the matter shall be referred to the general body under the provision of Art. 2.13 of the Constitution.
1.6 Attendance:
In case any member of the Students' Senate is unable to attend a session, he shall communicate the reasons of the same to the Convener of the Students' Senate in advance of the Session and this communication shall be read out at the session. Any member who absents himself without explanation from two consecutive or non-consecutive sessions shall be served a show-cause notice by the Convener of the Student's Senate. If the member is unable to provide an explanation to the satisfaction of the Student's Senate, the Convener of the Students; Senate shall propose a censure notice against the defaulting member.
1.7 Presence of the General Body:
All sessions of the Students' Senate shall ordinarily be open to the General Body of the Students. However the Students' Senate may resolve to hold a closed door session on the basis of a simple majority. Members of the General body may express their views either through the members of the Students' Senate or ask for permission to speak themselves. The Convener of the Students' Senate shall request all members of the general body of the Student to leave in case any confidential matter comes up for discussion. The Convener of the Students' Senate shall request a General Body member to leave if found violating the code of conduct as per Art 1.8 below.
1.8 Code of Conduct during the presence of the General Body :
a. Members of the General Body should address the Convener of the Students' Senate during the course of discussion
b. Members of General Body shall have to take the permission of the Convener of the Students' Senate before expressing a viewpoint for maintaining the order.
c. Members of the General Body should not make any irrelevant personal comment on the floor of the house or make any coarse remark of offensive nature.
1.9 Presence of Counsellors and other special invitees:
The Students' Senate may, consensus invite the Counsellors of the Students' Gymkhana or may other special invitees as and when necessary.
1.10 Minutes:
a. The responsibilities for the recording of the minutes of the sessions of the Students' Senate shall rest with the Convener of the Students' Senate. The actual recording of the minutes shall be done by the steering committee of the Students' Senate. The recorded minutes shall constitute a draft and not an official record.
b. Circulation:
The draft minutes shall be published and circulated by the Convener of the Students' Senate amongst:
i. Members of the Students' Senate.
ii. Counsellors of the Students' Gymkhana.
iii. The General Body of the Students.
Within a period of two weeks of the session in question, if this has not been done, all subsequent sessions of the students senate shall be compulsorily adjourned if so demanded by even one member of the Students' Senate
c. Ratification:
When procedure laid down in Art. 1.9(b) above has been followed the draft minutes shall be placed for ratification at the first subsequent session of the Students' Senate. However, if less than twenty-four hours have elapsed since the circulation of the draft minutes, ratification shall be done in the next session if so demanded by even one member of the Senate. Ratification of the draft minutes shall constitute the first item on the agenda. Changes if any, shall be included in full in the minutes of session in which ratification is done. On ratification, the convener shall sigh the ratified minutes, whereupon they shall become official.
1.11 Parliamentarian:
The Parliamentarian to the Students' Senate shall be the Convener of the Rules and Procedures Committee. He shall advice the Students' Senate on procedural matters, and his interpretation of these rules and procedures shall be final. He shall also act as the Convener of the Students' Senate in the absence of Convener of Students' Senate.
1.12 Office of the Students' Senate:
a. An office of the Students' Senate shall be maintained by the Convener of the Students' Senate, who shall be responsible for the upto date maintenance of the following:
i. The Constitution of the Students' Gymkhana with amendments.
ii. Minutes of the sessions of the Students' Senate.
iii. The Rules and Procedures of the Students' Senate with amendments.
iv. Reports of the sub-committees of the Students' Senate.
v. All correspondence relating to the convening and functioning of the Students' Senate.
b. The Convener of the Students' Senate shall be responsible for the production, on demand, of all the above documents in original to the following:
i. Members of the Students' Senate.
ii. Members of the General Body of the Students.
iii. Any other person or body authorized by the Students' Senate.