THE 2017 PHILIPPINE INSTITUTE OF CIVIL ENGINEERS, INC.

ORMOC CHAPTER
VISAYAS STATE UNIVERSITY STUDENT CHAPTER
CONSTITUTION AND BY- LAWS

PREAMBLE

We, the members of the Philippine Institute of Civil Engineers, Inc. Visayas State
University Student Chapter, imploring the aid and guidance of the Almighty God, in order to
establish an organization that shall embody our common principles, objectives, ideals and
aspirations, promote the genuine welfare of our fellow students in our common pursuit for
academic excellence and to enhance our knowledge and skills towards the development of the
community, unite the civil engineering students, foster harmonious relations between student and
educators, do hereby ordain and promulgate this Constitution and By- Laws.

ARTICLE I
GENERAL PROVISIONS

SECTION 1. NAME OF THE ORGANIZATION

This organization shall be known as the Philippine Institute of Civil Engineers
Visayas State University Student Chapter, hereinafter referred to as the “PICE VSU SC”.

SECTION 2. HEADQUARTERS
The Student Chapter shall maintain a temporary headquarters office in the Visayas
State University- Main Campus, Visca, Baybay City, Leyte, 6521-A.

SECTION 3. OBJECTIVES
The objectives of the Student Chapter shall be:
3.1 the advancement of knowledge of civil engineering;
3.2 the achievement of academic excellence;
3.3 the fortification of a rigid foundation for future civil engineers;
3.4 the fostering and improvement of civil engineering education;

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 3.5 the guardianship of the right and welfare of the members;
3.6 the encouragement of relations with other allied technical and scientific
organizations;
3.7 the development of camaraderie among its members;
3.8 the establishment of an integrative and harmonious relationship among other
organizations, and among the constituents of the Visayas State University.

SECTION 4. COLOR AND STUDENT CHAPTER SEAL

4.1 The official colors of the PICE VSU SC shall be blue and white.
4.2 The Student Chapter shall adopt the PICE seal and the Visayas State University seal
as the PICE Ormoc Chapter- Visayas State University Student Chapter.

SECTION 5. DECLARATION OF PRINCIPLES

The following are the principles of the PICE VSU SC:
5.1 The PICE VSU SC shall be the official organization of the civil engineering students
of Visayas State University.
5.2 The PICE VSU SC shall instill unity and camaraderie among the members at
all times.
5.3 The PICE VSU SC shall serve, protect and promote the interest of the
members.

ARTICLE II
MEMBERSHIP

SECTION 1. CLASSIFICATION OF MEMBERS

All BS in Civil Engineering students are qualified to become member of
this organization upon enrolment. The membership of the organization shall consist
of PICE Accredited Members, Regular Members and Associate Members.

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SECTION 2. REGULAR MEMBERS
A Regular Member shall be one who is duly registered in the roster of
members for PICE VSU SC on the start of the school year. Whereas, the members
can either be a first, second, third, fourth or a fifth-year civil engineering student.

SECTION 3. PICE VSU SC ACCREDITED MEMBERS

A PICE VSU SC Accredited Member is a student whom his/ her standing
is not lower than in third year of the prescribed course leading to a degree of BS in
Civil Engineering.

SECTION 4. ASSOCIATE MEMBERS

An Associate Member is any member who has finished his/ her course in
the degree of BS in Civil Engineering. Membership on this classification shall cease
two (2) years after graduation.

SECTION 5. MEMBERSHIP PROCESS AND FEES

5.1 All willing civil engineering students shall fill up the Roster of Members of the
organization with their respective names, campus/ off campus address and their
contact numbers before the registration of the organization to the University
Student Services Office (USSO).
5.2 For PICE VSU SC Accredited Member, he/ she shall pay an amount of ten pesos
(Php 10.00) for membership fee as stipulated in Article 11, Section 4- b of the
National PICE’s Constitution.

SECTION 6. BILL OF RIGHTS OF THE MEMBERS

6.1 Every member has the right to academic freedom as provided by the 1987
Philippine Constitution Article XIV, Section 5- 1.
6.2 Every member has the right to be knowledgeable of the JPICE Constitution and By-
Laws.

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 6.3 Every member has the right to participate actively during activities conducted by
the organization.
6.4 Every member has the right to express his/ her views or opinions on all matters
affecting him/ her as a member of the organization, speak and be heard or may
present their views to the proper authorities before any policy or decision affecting
their rights, interests and welfare is adopted.
6.5 Every member shall have the right to be informed on all matters that the
organization is involved.
6.6 Every member has the right to access all documents of the PICE upon request and
the board shall produce such documents as soon as possible.

SECTION 7. DUTIES AND RESPONSIBILITIES OF MEMBERS

7.1 Every member shall uphold and protect this constitution.
7.2 Every member shall exert best effort in order to strengthen the organization wherein
he/ she is a member.
7.3 Every member shall pay his/ her fees levied by the organization.
7.4 Every member shall cast his/ her vote in every election/ plebiscite conducted by the
organization.
7.5 Every member shall attend all meetings conducted by the organization.
7.6 Every member shall be involved in any socio- cultural and academic activities
conducted by the organization.
7.7 Every member shall exercise his/ her duties and responsibilities.

SECTION 8. TERMINATION OF MEMBERSHIP

8.1 Membership ends upon transfer to another school, shift to another course and
discontinue of study.
8.2 Membership of the regular members will automatically terminate when the school
year ends.

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 ARTICLE III
MANAGEMENT OF THE CHAPTER

SECTION 1. MEMBERS OF THE BOARD

The PICE VSU SC Board shall be composed of the following:
a. President
b. Vice- President
c. Secretary
d. Treasurer
e. Assistant Treasurer
f. Auditor
g. Public Information Officer (P.I.O.)
h. Two (2) First Year Level Representatives
i. Second Year Level Representative
j. Third Year Level Representative
k. Fourth Year Level Representative
l. Fifth Year Level Representative

SECTION 2. DUTIES AND RESPONSIBILITIES OF THE BOARD

2.1 The President shall:
a. Be the head of the Student Chapter Board.
b. Preside over all meetings.
c. Be the Official Representative of the Student Chapter to the Department
of Civil Engineering, College of Engineering and other official
functions of the University.
d. Call for emergency and special meetings when the need arises.
e. Determine and prepare agenda of all meetings with the Secretary.
f. Bear the general responsibility of enforcing discipline within the
organization.
g. Form special committees and designate chairpersons as the need arises
in consultations with the Board.

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 h. Sign pertinent documents of the organization.
i. Oversee all approved activities of the organization.
j. Perform other functions if the need arises as approved by the PICE
Board.
2.2 The Vice- President shall:
a. Assist the President in the conduct of his/her duties and in the execution
of the functions of the PICE Board.
b. Assume the office of the President in case of his/her absence, incapacity
or resignation.
c. Perform other functions when the need arises as maybe determined by
the President.
2.3 The Secretary shall:
a. Keep all the pertinent records of the organization.
b. Prepare all official communications and documents of the organization.
c. Make termly reports covering all the activities of the organization for
review and approval of the President and advisers.
d. Issue call slips to the members and officers when meetings are to be
held.
e. Have the minutes of every meeting and records conducted by the
organization.
f. Perform other functions when the need arises as maybe determined by
the President.
2.4 The Treasure shall:
a. Keep the records of all the financial matters of the organization.
b. Make a termly financial report.
c. Collect dues, fines, and donations.
d. Process the disbursement of funds.
e. Properly record all financial transactions of the organization.
f. Perform other functions when the need arises as maybe determined by
the President.

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2.5 The Assistant Treasurer shall:
a. Assist the Treasurer in the conduct of his/her duties especially on all the
pertinent financial records of the organization.
b. Assume the office of the Treasurer in case of his/her absence, incapacity
or resignation.
c. Perform other functions when the need arises as maybe determined by
the President.
2.6 The Auditor shall:
a. Audit the records of the Treasurer.
b. Advise the Treasurer on financial matters.
c. Submit audited reports to the PICE- VSU SC Board.
d. Process canvassing papers for procurements amounting to PHP 100.00
and above.
e. Perform other functions when the need arises as maybe determined by
the President.
2.7 The P.I.O. shall:
a. Be responsible for disseminating information, distributing call slips, and
posting of announcements regarding meetings and activities of the
organization.
b. Be the head of the Committee on Information.
c. Perform other functions when the need arises as maybe determined by
the President.
2.8 The Year Level Representatives shall:
a. Be the voice of their respective year level.
b. Be responsible in managing his/ her respective year level during the
conduct of activities of the organization or any activities conducted by
the University.
c. Perform other functions when the need arises as maybe determined by
the President.

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SECTION 3. WORKING COMMITTEES
3.1 Income Generating Committee (IGC)
a. Shall plan and initiate income generating activities for additional source
of funds for the JPICE.
b. Shall select two (2) undesignated officers to be its members.
3.2 Committee on Socio- Cultural Affairs (CSCA)
a. Shall organize and is responsible for any socio- cultural activities
conducted by the organization for the benefit of the members.
b. Shall select two (2) undesignated officers to be its members.
3.3 Committee on Alternative Education (CAE)
a. Shall be responsible for any academic- related issue of the students and
shall conduct activities such as seminars, workshops and tutorials to
assist the students in their academic aspect.
b. Shall select two (2) undesignated officers to be its members.
3.4 Committee on Information (CI)
a. Shall manage and disseminate information regarding projects and
activities of the organization.
b. Shall select one (1) undesignated officers to be its members.

SECTION 4. TERM OF OFFICE

4.1 The newly elected set of officers shall assume office right after the conduct of the
election on the first semester of the school year.
4.2 The term of office of the PICE Board shall be one (1) year or until new set of
officers are elected.
4.3 No PICE Board Officer shall be eligible to serve more than two consecutive terms
in the same office.
4.4 The President and other elected officers shall commence their term of office right
after the conduct of the election on the first semester of the school year as stated in
Article III section 4.1.

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 4.5 The former set of officers shall work together with the newly elected set of officers
for one (1) month during the start of their administration for guidance, assistance
and training.

ARTICLE IV ADVISERS

SECTION 1. There shall be a minimum of one (1) and a maximum of three (3) Board Advisers
from the faculty of the Department of Civil Engineering.

SECTION 2. The Board Advisers shall be elected by the newly elected PICE Board
with the approval of the faculties they’ve chosen.

SECTION 3. The Board Advisers shall have no part in the PICE Policy Law Making.

SECTION 4. DUTIES AND FUNCTIONS OF THE STUDENT CHAPTER ADVISERS

4.1 Shall monitor the activities of the organization from commencement to finish.
4.2 Shall evaluate the activities managed by the organization right after the conduct of
the said activity.
4.3 Shall give advices to the Student Chapter Board pertaining to appointments, plans,
budgets, implementation and execution of the programs and activities.
4.4 Shall help settle internal disputes between and among the Student Chapter Board.
4.5 Shall sign any pertinent documents of the Student Chapter organization related to
any organizational activities.

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 ARTICLE V ELECTIONS

SECTION 1. SYSTEM OF ELECTION

1.1 The incumbent President of the Student Chapter Board shall call a meeting on
Thursday, two (2) weeks before the conduct of the final exams on the second
semester for the election of the new members of the Student Chapter Board.
1.2 Only the official members of the organization are allowed to vote for the election.
1.3 The incumbent President of the Student Chapter Board shall preside the election.
1.4 Election for the First Year Level Representatives and Shadow Representatives shall
be conducted during the second Thursday after the start of classes on the first
semester of the succeeding school year.

SECTION 2. FILLING OF VACANCIES

2.1 In vacancy of office of the President, the Vice- President shall automatically assume
the office as President.
2.2 If the office vacated is the office of Vice- President, Secretary, Auditor, Assistant
Treasurer and P.I.O, another meeting must be called by the President for the
election of the vacated positions.

ARTICLE VI MEETINGS AND ACTIVITIES

SECTION 1. CLASSIFICATION OF MEETINGS – The meetings of the organization are

classified as Board Meeting, General Assembly, Emergency Meeting and Special
Meeting.

SECTION 2. BOARD MEETING

2.1 The Proposal for Meeting Form shall be completed and approved first before the
conduct of the meeting.

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 2.2 The President of the Board shall call a board meeting every first (1 st) Thursday of
the month.
2.3 The meeting is to be attended by the Board and Advisers.
2.4 Call slips or any means of communication and other pertinent documents pertaining
to the conduct of the board meeting shall be distributed not less than two (2) days
before the scheduled day of the meeting.

SECTION 3. GENERAL ASSEMBLY

3.1 The Proposal for Meeting Form shall be completed and approved first before the
conduct of the meeting.
3.2 The meeting shall take place one (1) week after the conduct of the board meeting.
3.3 Announcements and agenda shall be posted not later than four (4) days before the
general assembly for the purpose of accepting any questions from a regular member
before the conduct of the meeting pertaining to the posted agenda.
3.4 The meeting shall be attended by all regular members, Board Advisers and any
invited faculties from the Department of Civil Engineering.

SECTION 4. EMERGENCY MEETING

4.1 The Proposal for Meeting Form shall be completed and approved first before the
conduct of the meeting.
4.2 The meeting shall only be called when a very important agendum or agenda will be
discussed.
4.3 Upon the approval of the PICE Board and the Board Advisers, information about
this meeting shall be disseminated to the members not less than five (5) hours before
the conduct of this meeting.
4.4 The meeting shall be attended by all PICE members, PICE Board Advisers and any
invited faculties from the Department of Civil Engineering.
SECTION 5. SPECIAL MEETING
5.1 The Proposal for Meeting Form shall be completed and approved first before the
conduct of the meeting.

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 5.2 The President of the organization shall call this meeting when there is an important
agenda to be discussed among the members.
5.3 Announcement shall be posted three (3) days before the conduct of the meeting
with the attached agendum/ agenda.
5.4 The meeting shall be attended by all regular members, Board Advisers and any
invited faculties from the Department of Civil Engineering.

SECTION 6. ORGANIZATIONAL ACTIVITY

6.1 The Proposed Activity Detail Form shall be completed and approved first before
the conduct of any organizational activity.
6.2 Activities that are listed in the Program of Activities should serve as the basis in the
conduct of the organization’s activities.
6.3 Any important events that the PICE is involve can be inserted on the organization’s
Program of Activities upon the approval of the PICE Board and the Advisers.

SECTION 7. SYSTEM OF ATTENDANCE

7.1 Checking of attendance shall be headed by the Secretary of the organization.
7.2 The Secretary has the right to appoint someone from the members of the
organization to help him/ her in the checking of attendance.
7.3 Attendance shall be checked electronically.
7.4 Attendance will be checked before and after the meeting.
7.5 Presentation of the Student’s I.D. per member must be strictly checked by the
checker before marking the member as present.
7.6 In case of the unavailability of a student’s I.D., the member can present his/ her
Certificate of Registration (COR) in replacement to his/ her I.D.

SECTION 8. ATTENDANCE TO MEETINGS AND ACTIVITIES

8.1 Checking of attendance will be made twice, first checking will take place 15
minutes before the meeting/ activity and the second checking will be after the
adjournment of the meeting or the completion of the activity conducted.

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 8.2 Attendance shall be ended when a signal from the Presiding officer/ any authorized
member has been given.
8.3 Late attendees should have their valid reason with proof why they are late before
marking their attendance present.
8.4 In case the member is excused, an excuse letter must be submitted or presented to
the Secretary not more than seven (7) days or one (1) week after the conduct of the
meeting.
8.5 A fine of five pesos (Php 5.00) shall be imposed for every absence in his/her
attendance.
8.6 For major activities, a fine of ten pesos (Php 10.00) shall be imposed for every
absence in his/ her attendance.

ARTICLE VII FINAL PROVISIONS

SECTION 1. AMENDMENT, REVISION, RATIFICATION AND ADOPTION
1.1 Only the PICE Members and the PICE Board can move for the revision and/ or
amendment of this constitution.
1.2 Any amendment to, or revision of this constitution maybe proposed by its members
through initiative upon a petition of at least three fourth (3/4) of the total population.
1.3 Save as to matters expressly provided by law, any amendment of this constitution
maybe ratified by a majority vote of all the PICE members.
1.4 No amendment or revision shall be made one (1) year after the ratification of this
constitution.
1.5 Only the PICE Board shall make the amendment and revision of this constitution.

SECTION 2. EFFECTIVITY OF PROVISIONS

2.1 All existing laws, policies, and resolutions not inconsistent with this Constitution
shall remain operative unless amended, repealed, or revoked.
2.2 Upon the ratification of this Constitution, the current PICE Board shall continue in
their office until the expiration of their term.

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2.3 This Constitution shall take effect immediately upon its ratification by a majority
of the votes cast in a plebiscite held for the purpose and shall supersede all
previous constitution.

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