THE CONSTITUTION

OF STUDENTS WELFARE

1
2
 PREAMBLE
We, the students of Vijaybhoomi University have solemnly resolved to constitute our
democratic student council and to secure for all students:

i. Equality of growth and opportunities in the University

ii. A thriving and sustainable campus

iii. An effective bridge between management and students

iv. Promote a vibrant student eco-system in the University

v. Upholding the values and ideals of our University

In our congregation on this 20th day of February 2022 do hereby, adopt, enact and give to
ourselves this constitution

3
 PLEDGE

For the purpose of:

(a) Nurturing a sense of unity and equality among students, irrespective of the differences
based on their caste, gender, race, religion, place etc.
(b) Ensuring comprehensive, holistic, and versatile development of students.
(c) Encouraging and sustaining the growth of Innovation and Creativity among the students.
(d) Creating an amicable environment conducive for physical and mental development of
students on the campus.
(e) Stimulating students to be socially responsible and better citizens of the country.
(f) Furthering the purpose of the University which is knowledge creation and learning.

We, the students of the Vijaybhoomi University, resolve to constitute a democratic self-
organization, called the Student Council of Vijaybhoomi University, and do hereby adopt this
Constitution on this day, 10 February 2022.

4
 CONTENTS
Sr. No. PARTICULARS Page No.
1. General Body, Student Council, Advisory Board (Student Affairs) 6
2. Student Council 9
2.1 President 9
2.2 Secretary 11
2.3 Treasurer 13
2.4 Vice President – Department of Career Services (DOCS) 15
2.5 Vice President – Department of Marcom Activities (DOMA) 16
2.6 Vice President – Department of Cultural Activities (DOCA) 17
2.7 Vice President – Department of Sports Activities (DOSA) 18
2.8 Vice President – Department of Residence and Facilities (DORF) 19
2.9 Vice President- Sustainability
3. Students
4. Limitation of Powers
5. Constitutional Bodies – Committees 21
5.1 Department of Career Services (DOCS) 21
5.2 Department of Marcom Activities (DOMA) 22
5.3 Department of Cultural Activities (DOCA) 23
5.4 Department of Sports Activities (DOSA) 24
5.5 Department of Residence and Facilities (DORF) 27
5.6 Department of Sustainability (DOS) 27
6. Elections 27
6.1 Screening of Candidature 27
6.2 General Elections 27
6.3 Eligibility Criteria 27
6.4 Code of Conduct for Candidates and Elections Administrators 28
7. Functioning of the student council 31
7.1. Decision Making by Student Council 31
7.2. Impeachment 32
8. Grievance Redressal Mechanism (Ticketing System) 35
9. Constitutional Amendment 37

5
General Body,
Student Council,
Advisory Board (Student
Affairs)

6
1. GENERAL BODY, STUDENT COUNCIL, ADVISORY
BOARD

1.1. All regular full-time students of Vijaybhoomi University shall constitute its
General Body. All the elected representatives shall constitute the Student
Council.
1.2. The General Body shall elect the following people as its Student Council at the
beginning of each academic year:
a. President
b. Secretary
c. Treasurer
d. Vice President – Department of Career Services (DOCS)
e. Vice President – Department of Marcom Activities (DOMA)
f. Vice President – Department of Residence & Facilities (DORF)
g. Vice President – Department of Sports Activities (DOSA)
h. Vice President – Department of Cultural Activities (DOCA)
i. Vice- President Sustainability
1.3. The term of office shall be one year from the date of issuance of the Office
Order by the University for each of the Student Council members.
1.4. The elected Student Council members shall be supported by the following
Bodies consisting of representation from across the General Body as well as
the faculty of the University:
a. Department of Career Services (DOCS)
b. Department of Marcom Activities (DOMA)
c. Department of Cultural Activities (DOCA)
d. Department of Sports Activities (DOSA)
e. Department of Residence & Facilities (DORF)
1.5. The Student Affairs shall have an Advisory Board consisting of the following
people:
I. Chairperson of Student Affairs, Vijaybhoomi University
nominated by Vice Chancellor
II. Chief of Warden/Faculty I/c Department of Residence &
Facilities (DORF)
III. Faculty Advisor/In charge of all approved Constitutional
Bodies viz. DOCS, DOMA, DORF, DOSA, and DOCA nominated
by Vice Chancellor
IV. Registrar/Deputy Registrar/Assistant Registrar, Student
Affairs, Vijaybhoomi University nominated by the President

The following can be the special invitees:

a. Sports Officer for advice relating to sports activities

7
 b. Chief Medical Officer of the University, to offer critical advice
and support towards the well-being of the General Body of
Students.
c. Security Officer of the University, to offer critical advice and
support towards the safety of the General Body of students.
d. Any other person with the permission of the Chairperson of
Student Affairs.
1.6. The President of Vijaybhoomi University, ex officio, may arbitrate in any
matter concerning to the Student Affairs.
1.7. The Student Council shall convene an Annual General Body Meeting (AGBM)
to propose its annual goals and action plan to the members of the General
Body in presence of the member of Student Affairs, Vijaybhoomi University.
The General Body Meeting shall be an open house meeting in which the
Student Council shall collect the feedback and concerns of the General Body
and Student Affairs. The Council must table the Annual Report capturing all
activities of the Council for a specific academic year which will be duly signed
by all council members. The AGBM will also require the budget to be
presented by the Council and approved by the student body. The Secretary
will maintain records of the minutes of meeting of the AGBM along with these
documents.
1.8. The members of the Student Council may convene an Extraordinary General
Body Meeting (EGBM), as and when the need may arise, up on the approval
of the Chairperson of Student Affairs by issuing the clear agenda for the
meeting not less than 3 days prior to the scheduled meeting date.

8
Student Council and
Students- Duties, Powers
and Limitation

9
2. STUDENT COUNCIL

The roles, responsibilities, and duties of the elected Student Council members are
described in the sub-sections below.

The Student Council shall meet at least once every month regarding issues and new
proposals for the welfare of the students.

Any attempt to obstruct/dissolve implementation of policies laid down in the Statute,

Ordinances, Rules and Regulations of University. Any such attempt amounts contempt
of the constitution and will lead to immediate suspension of powers. If such attempts
are not rectified within two days of such attempt, the council will be immediately
dissolved.

The Council will abstain from interfering in academic, administration and financial
processes of the University.

2.1. President

2.1.1. The President shall act as official spokesperson for the council in its
relations with the students and the University’s administration.
2.1.2. The President will act as a representative of the entire student body.
2.1.3. He/she shall be the Chairperson of the Student Council and shall
chair the council meetings.
2.1.4. He/she shall lead, organize, and coordinate matters concerning the
General Body.
2.1.5. He/she shall liaise with the University's Administration on all
matters concerning the academics, well-being, and safety of the
General Body.
2.1.6. He/she shall be a UG/PG representative of the General Body.
2.1.7. He/she shall analyze the situation of the General Body and generate the
agenda for the next meeting of the Student Council.
2.1.8. He/she shall convene meetings of the Student Council and of the
General Body as and when the need may arise.
2.1.9. He/she shall ensure that the minutes of the General Body Meetings
and Student Council meetings are recorded correctly by the
Secretary of the Student Council.
2.1.10. He/she shall work closely with the other Student Council members
in relation to the council events.
2.1.11. He/she shall supervise the tasks of the council members.
2.1.12. He/she shall take part in all special committees formed by the
council or send a representative to such committees.
2.1.13. He/she shall address and represent the students on official
occasions.

10
 2.1.14. He/she shall work to promote the interests of students among the
University administration, staff, and parents.
2.1.15. He/she shall inform students about any matter that concerns them.
2.1.16. He/she shall identify and help solve problems encountered by
students in the University.
2.1.17. He/she shall ensure that the Student Council participates in
developing the University’s educational projects and to promote it
to the students.

11
 2.2. Secretary

2.2.1. The role of the Secretary is to support the President of the Student
Council in ensuring the smooth functioning of the Student Council.
The Secretary will represent the President in the absence of the
President. The responsibilities of the Secretary include, but not
limited to,

i. Ensuring meetings are effectively organized and the minutes

are recorded

i. Liaising with the President of Student Council to plan

meetings
ii. Receiving agenda items from the Vice Presidents of
departments and liaising with them to conduct the
proposed meetings
iii. Circulating agendas and reports with the Student
Council and the invitees
iv. Taking the minutes of the meetings and getting them
approved by the Chairperson of Student Affairs
v. Circulating approved minutes with the invitees and
attendees of the meetings
vi. Ensuring that the actions agreed in the meetings are
carried out.

ii. Maintaining effective records and administration

i. Ensuring the approved student council calendar is

being followed.
ii. Keeping up-to-date contact details (i.e., names, email
IDs, addresses and telephone numbers) of the
members of the Student Council, Constitutional body
and (where relevant) General Body.
iii. Filing minutes and reports of the Student Council
Meetings with the Chairperson of Student Affairs
iv. Compiling lists of names and contact details that are
useful to the Student Council, Constitutional Bodies,
and General Body, including those of appropriate
officials.
v. Keeping a record of the activities of the Student
Council
vi. Keeping a diary of future activities

iii. Upholding legal requirements

i. Checking quorum is present at meetings

12
 ii. Ensuring elections are in line with stipulated
procedures
iii. Ensuring Student Council’s activities are in line with its
objectives
iv. Sitting on disciplinary panels, as required.

iv. Communication and correspondence

i. Responding to all Constitutional Bodies

correspondence
ii. Filing all department correspondence received and
copies of replies sent
iii. Keeping a record of any of the Student Council’s
publications like Constitution, Notices, Cultural &
Sports Calendars, etc.
iv. Reporting the activities of the Student Council and
future programs to the members of the department
and General Body (if required)
v. Preparing a report on the Student Council activities
for the year, for the Annual General Meeting.
2.2.2. He/she shall be a link between the University’s Administration and
the Student Council on all matters.
2.2.3. He/she shall work closely with the Student Affair’s Office at
Vijaybhoomi University and support in communicating important
notices of the registrar with the General Body.
2.2.4. He/she shall convene the General Body members to circulate
important notices as and when the need may arise.

13
 2.3. Treasurer

2.3.1. The treasurer is the financial manager of the student council.

He/she shall ensure accountable and transparent financial
management practices being followed for the effectiveness of the
Student Council.
2.3.2. The Treasure shall be responsible for the following and these are
categorized as financial activities for all the further clauses as such -

i. Budgeting:

i. Ensuring that activity-wise budgets are prepared in

advance by the Vice Presidents of all the
Constitutional Bodies of the Student with clear budget
heads corresponding to the activity plan
ii. The budget prepared shall be presented to the
University’s BOM (Board of Management) in its
monthly meetings and get approved for
implementation.
iii. The approved budget is adequately implemented and
monitored
iv. Regular reports are generated and shared with the
Financial Department of the University on budget
variance

ii. Accounting:

i. Support the financial department of the university in

maintaining adequate books of accounts of the
matters related to Student Council
ii. Adequate accounting and vouchering documentation
are prepared by the Student Council
iii. The budget heads should match with the account
heads

iii. Asset Management:

i. Ensure that adequate control exists in the physical

assets of the Student Council
ii. Policies for the use of the assets are in place
iii. There is adequate control over custody and
disbursement of cash
iv. The assets are stored and maintained properly

14
 iv. Audit:

i. Ensure full co-operation from the Student Council for

audit process followed by the auditors
ii. The management letter issued by the auditors is
adequately addressed
iii. If needed design a proper internal audit process for
the Student Council
iv. Has direct interface with the auditors
2.3.3. He/she shall be a link between the University’s Administration and
the Student Council on all financial matters.
2.3.4. He/she shall manage the Student Council Fund by supporting in the
process of annual budget allocation for all the constitutional bodies
of the student council
2.3.5. He/she shall maintain an overview of monthly finances to ensure
that appropriate procedures are in place so that the approved
programs can be implemented without any delay or disruption.
2.3.6. He/she shall ensure that the financial management practices within
the Student Council are adequate
2.3.7. He/she shall ensure that the financial reporting structures exist and
are clear between the Student Council and the University’s
Administration
2.3.8. He/she shall ensure adequate emergency funds are being allocated
to the student council which are accessible upon approval of the
Chairperson of Students Affair or the Registrar of Vijaybhoomi
University.

15
 2.4. Vice President DOCS

2.4.1. The Vice President DOCS shall promote and address Career Services
and activities including but not limited to:
a. Placements
b. Internships
c. Attract better internship and placement opportunities for
students
d. Organisation of recruitment activities and career fairs
e. Identification of mentors
f. Managing students during internship and recruitment
activities
g. Outreach for more placement opportunities
2.4.2. He/she shall be supported by the representatives of Internships, and
Placements cells for all matters related to the Students’ Career
Services.
2.4.3. He/she shall plan a schedule of Career Services activities to be held
during the year along with budgetary requirements, and present the
same to the Faculty Advisor, DOCS for discussion and coordination
with the other student events.
2.4.4. He/she shall provide support to the University on all matters related
to the Career Services of the students.
2.4.5. He/she shall work with the Faculty Advisor, DOCS to liaise with
external agencies regarding matters related to Career Services for
the students of Vijaybhoomi University.
2.4.6. He/she shall form necessary clubs/cells to carry out DOCS activities
and ensure their smooth functioning
2.4.7. He/she shall work with the Faculty Advisor, DOCS on all matters
listed in 2.4.1. He/she is to plan a schedule for the list of activities to
be held throughout each semester.
2.4.8. He/she shall analyze the situation periodically related to matters
listed in 2.4.1 and generate Agenda for the next meeting of the
DOCS.
2.4.9. He/she will be the ex officio, convener of the Working Body for the
Annual Placement Drive of Vijaybhoomi University.

16
 2.5. Vice President DOMA

2.5.1. The Vice President DOMA shall promote and address the Marketing
and communication activities of the University, including but not
limited to:
a. Managing social media reputation of the University
b. Providing student related content for social media handles
c. Building relationship with peers and promote events
conducted by VU including inviting participation
d. Developing official newsletter of the University
e. Handling and updating VUTV on relevant social media
f. Publishing weekly newsletter
g. Supporting the Admission team of Vijaybhoomi University in
all matters related to marketing and communication.
h. Work with the design team of Vijaybhoomi University to
ensure that all necessary visuals are in place during any event.
2.5.2. He/she shall develop and execute marketing tactics to meet the
marketing goals established by the committee seeking feedback
from the committee on an ongoing basis.
2.5.3. He/she shall work with other committees to ensure any marketing
efforts are consistent across all committees
2.5.4. He/she shall provide support to the University on matters related to
Marketing and Communication.
2.5.5. He/she shall plan a schedule of Marcom activities to be held during
his term along with the budgetary requirements, which shall be in
sync with the Student Council Annual Activities Calendar, and
present the same to the Faculty Advisor, Department of Marcom
Activities for discussion and coordination with other student events.

17
 2.6. Vice President DOCA

2.6.1. The Vice President DOCA shall promote and address Arts and
Cultural skills, including but not limited to:
a. Music
b. Dance
c. Arts & Crafts
d. Theatre
e. Audio-visuals (including Movie and Photography)
f. Formal and Informal events related to Arts and Culture
g. Workshops for arts and culture
h. Design
i. Organise the cultural fest of the University
2.6.2. He/she shall plan a schedule of arts and cultural activities to be held
during his term along with budgetary requirements, and present the
same to the Faculty Advisor, Department of Cultural Affairs for
discussion and coordination with the other student events.
2.6.3. He/she shall convene all meetings of the Department of Cultural
Activities and prepare their minutes.
2.6.4. He/she shall seek advice from Faculty Advisor, Department of
Cultural Activities of the University on all matters related to Arts and
Cultural activities of the students.
2.6.5. He/she shall provide support to the University on matters related to
Arts and Cultural activities.
2.6.6. He/she shall work with the faculty advisor, Department of Cultural
Activities of the University to liaise with matters external agencies
regarding matters related to Arts and Culture.
2.6.7. He/she shall organize activities related to Arts and Culture in the
University.
2.6.8. He/she shall work with Faculty Advisor, Department of Cultural
Activity of the University regarding all matters listed 2.6.1. He/she is
to plan a schedule for the list of activities to be held throughout
each semester.
2.6.9. He/she shall analyze the situation periodically related to matters
listed in 2.6.1 and generate agenda for the next meeting of Arts &
Culture Committee.
2.6.10. He/she shall coordinate the arts & cultural activities related to Inter-
Collegiate events held by Student Council of Vijaybhoomi University,
or by the other Institutes, Universities and Colleges across the
country.
2.6.11. He/she will be the Convener of the Working committee for the
annual cultural festival of the University.

18
 2.7. Vice President DOSA:

2.7.1. The Vice President DOSA shall promote and address sports and
games among students, including but not limited to:
a. Inter-Departmental Events
b. Inter-Hostel Events
c. Inter-Collegiate (National) Events
d. Inter-college Sports Meet
e. State and National Games and Sports
f. Organising Annual Sports fest of the University
g. Maintenance of all the sports equipment and facilities of the
University.
2.7.2. He/she shall plan a schedule of games and sports activities to be
held during the year along with budgetary requirements, and
present the same to the Faculty Advisor, Department of Sports
Activities for discussion and coordination with other student events.
2.7.3. He/she shall convene all meetings of the Department of Sports
Activities and prepare their minutes.
2.7.4. He/she shall seek advice from the Faculty Advisor, Department of
Sports Activities of the University on all matters related to sports
and games of students.
2.7.5. He/she shall provide support to the University on matters related to
sports and games.
2.7.6. He/she shall ensure protection and maintenance of sports facilities
and sports equipment of the university.
2.7.7. He/she shall work with the faculty advisor, Department of Sports
Activities of the University to liaise with external agencies regarding
matters related to sports and games.
2.7.8. He/she shall organize activities listed in 2.7.1 through the various in
their smooth functioning.
2.7.9. He/she shall work with the Faculty Advisor, Department of Sports
Activities of the University, regarding all matters listed 2.7.1. He/she
is to plan a schedule for the list of activities to be held throughout
each semester.
2.7.10. He/she shall analyze the situation periodically related to matters
listed in 2.7.1 periodically and generate Agenda for the meetings of
the Department of Sports Activities.
2.7.11. He/she shall coordinate the Sports activities related to Inter-
Collegiate events held by the Student Council of Vijaybhoomi
University, or by the other Institute, Universities and Colleges across
the country.
2.7.12. He/she will be the Convener of the Working Body for the Annual
Sports Festival of the University.

19
 2.8. Vice President DORF:

2.8.1. The Vice President DORF shall be responsible for the overall
functioning of the Hostels, which shall include, but not limited to,
a. Hostel maintenance and management
b. Mess maintenance and management
c. Library & Classroom maintenance and management
d. Misc. Hostel Activities
2.8.2. He/she shall be supported by the captains of each hostel wing and
mess, for all matters related to hostels.
2.8.3. He/she shall plan the budgetary requirements for the hostel in
consultation with the hostel and Mess captains and discuss it with
the President who will forward it to the Chief Warden.
2.8.4. He/she shall seek advice from the Chief Warden on all matters
related to the hostels.
2.8.5. He/she shall provide support to the University on all matters related
to mess, library, and classroom.
2.8.6. He/she shall work with the Faculty Advisor of DORF to liaison with
external agencies regarding matters related to mess activities.
2.8.7. He/she shall present detailed account of all expenditures to the
Student Council President for all students led expenditures related
to hostels at the end of his term.
2.8.8. He/she shall ensure that the process for preparing monthly food
menu exists and is clear between the Student Council and the Mess
Administration
2.8.9. He/she shall ensure that all the catering during college events is
undertaken and supervised by the committee.
2.8.10. He/she shall ensure that discipline is maintained, and the rules and
regulations laid by the University are followed by the students in the
campus.

2.9. Vice- President Sustainability

The Vice-President shall be responsible for achieving the sustainable goals
of the University and the functions of this post will include the following:
i. Conservation of water and water harvesting
ii. Conservation of energy and generating energy from renewable sources
iii. Making the University plastic free
iv. Reducing the carbon footprint of the campus
v. Ensuring green cover on the campus
vi. Working with the local communities and students to promote
sustainability in the area.

20
3. STUDENTS
3.1. Each student of the University shall be bound by the following duties:

i. to uphold the values and philosophy of the University

ii. to promote institutional growth of the University

iii. to follow the highest standards of honesty and integrity in academics and all other activities
of the University

iv. to abide by the decisions of the leadership and faculty of the University

v. to safeguard the environment of the University

vi. to create a vibrant student ecosystem at the University and promote growth of fellow
students

vii. to not engage in any kind of discrimination at the University

viii. to maintain a peaceful, calm and safe environment on campus

ix. to engage and participate in all university events and activities

x. to actively participate and abide by student council deliberations and decisions.

4. LIMITATION OF POWERS
All powers possessed by the student council and students shall be subject to the decisions of
the University management. The university Management is the final authority in all matters
pertaining to the University and students.

21
Constitutional Bodies –
Committees

22
5. CONSTITUTIONAL BODIES

The section presents the Organization of the Bodies supporting each member of the
Student Council.

All the constitutional bodies shall meet at least once every month pertaining to issues
and new proposals for the welfare of the students.

5.1. Department of Career Services – DOCS

5.1.1. Members:
i. Faculty Member (max 2) Nominated by the Vice
Chancellor/Deans, Vijaybhoomi University (Advisory)
ii. Vice President DOCS (Chairman).
iii. Representatives of various clubs under the Department of
Career Services (DOCS)
5.1.2. Various clubs shall be established under the Department of Career
Services (DOCS) which shall be funded by the DOCS account of
Student Council Fund and/or by the University/Vice Chancellor/Dean.
These clubs shall promote and organize activities related to
Internships and Placements of the students. Each club shall have
representatives leading the club. They shall prepare a budget for the
activities they plan to organize and discuss it with the Vice President
of DOCS.
5.1.3. The clubs can be created at any time of the year with the consent of
the Department of Career Services. Regular evaluation of the clubs
will be undertaken by the Vice President and in case of inactivity of
the club over a period of up to 3 months, he/she may request the
Faculty Advisor, Department of Career Services to either change the
representatives or dissolve the club with the consent of the
Department.
5.1.4. The Department shall assist the Vice President DOCS in all matters
related to Career Services Activities of the University.

23
 5.2. Department of Marcom Activities – DOMA

5.2.1. Members:
i. Faculty Member (max 2) Nominated by the Deans / Associate
Deans, Vijaybhoomi University (Advisory)
ii. Vice President DOCS (Chairman).
iii. Representatives of various clubs under the Department of
Career Services (DOCS)
iv. Director of Admissions and Marketing, Vijaybhoomi University
5.2.2. Various clubs shall be established under Department of Marcom
Activities (DOMA) which shall be funded by the DOMA account of
Student Council Fund and/or by the University/Vice
Chancellor/Dean. These clubs shall promote and organize activities
related to Marketing and Communication of the University. Each
club shall have representatives leading the club. They shall prepare a
budget for the activities they plan to organize and discuss it with the
Vice President DOMA, President Student Council and Faculty Advisor
of the DOMA.
5.2.3. The clubs can be created at any time of the year with the consent of
the Department of Marcom Activities. Regular evaluation of the
clubs will be undertaken by the Vice President and in case of
inactivity of the club over a period of up to 3 months, he/she may
request the Faculty Advisor, Department of Marcom Activities to
either change the representatives or dissolve the club with the
consent of the Department.
5.2.4. The Department shall assist the Vice President DOMA in all matters
related to Marcom Activities of the University.

24
 5.3. Department of Cultural Activities – DOCA

5.3.1. Members:
i. Faculty Member (max 2) Nominated by the Deans / Associate
Deans, Vijaybhoomi University (Advisory)
ii. Vice President DOCA (Chairman).
iii. Representatives of various clubs under the Department of
Cultural Activities (DOCA)
5.3.2. Various clubs shall be established under the Department of Cultural
Activities (DOCA) which shall be funded by the DOCA account of the
Student Council Fund and/or by the University/Vice
Chancellor/Dean. These clubs shall promote and organize
extracurricular activities related to Arts and Culture. Each club shall
have representatives leading the club. They shall prepare a budget
for the activities they plan to organize and discuss it with the Vice
President DOCA, President Student Council and Faculty Advisor of
the DOCA.
5.3.3. The clubs can be created at any time of the year with the consent of
the Department of Cultural Activities. Regular evaluation of the
clubs will be undertaken by the Vice President, DOCA, and in case of
inactivity of the club over a period of up to 3 months, he may
request the Faculty Advisor, Department of Cultural Activities to
either change the representatives or dissolve the club with the
consent of the Department.
5.3.4. The Department shall assist the Vice President DOCA in all matters
related to Arts and Cultural Activities of the University.

25
 5.4. Department of Sports Activities – DOSA

5.4.1. Members:
i. Faculty Member (max 2) Nominated by the Vice
Chancellor/Pro Vice Chancellor/Deans, Vijaybhoomi University
(Advisory)
ii. Vice President DOSA (Chairman).
iii. Representatives of various clubs under the Department of
Sports Activities (DOSA)
iv. Sports Officer(s)
5.4.2. Various clubs shall be established under the Department of Sports
Activities (DOSA) which shall be funded by the DOSA account of
Student Council Fund and/or by the University/Vice
Chancellor/Dean, Vijaybhoomi University. These clubs shall promote
and organize activities related to Sport and Wellness for the
students and staff of the University. They shall also be responsible
for maintenance of the University facilities for sport and wellness.
They shall prepare a budget for the activities they plan to organize
and discuss it with the Vice President DOSA, President Student
Council and Faculty Advisor of the DOSA.
5.4.3. The clubs can be created at any time of the year with the consent of
the Department of Sports Activities. Regular evaluation of the clubs
will be undertaken by the Vice President and in case of inactivity of
the club over a period of up to 3 months, he may request the
Faculty Advisor, Department of Sports Activities to either change the
representatives or dissolve the club with the consent of the
Department.
5.4.4. The Council shall assist the Vice President DOSA in all matters
related to sports and games for the year.

26
 5.5. Department of Sports Activities – DORF

5.5.1. Members:
i. Chief Warden and Hostel Wardens, Vijaybhoomi University
(Advisory).
ii. Food Officer, Vijaybhoomi University
iii. Mess Representatives (min 2)
iv. Wing Captains from each hostel/wing.
v. Chief Librarian
vi. Quality Manager, Vijaybhoomi University
vii. Admin In charge, Vijaybhoomi University
5.5.2. The committee shall assist the Vice President DORF in all matters
related to the Hostel, Mess, Library, and Classrooms.

5.6. Department of Sustainability – DOS

5.6.1. Members:
i. Faculty, Vijaybhoomi University (up to 3; Advisory).
ii. Student Representatives (min 6)
iii. Quality Manager, Vijaybhoomi University
iv. Admin In charge, Vijaybhoomi University

The committee shall assist the Vice President DOS in all matters related to
conservation of water and water harvesting, energy and generating energy
from renewable sources, making the University plastic free , reducing the
carbon footprint of the campus, ensuring green cover on the campus, and
working with the local communities and students to promote sustainability
in the area.

27
Elections

28
6. ELECTIONS

The elections for the posts of President, Secretary, Treasurer, Vice President DOCS, Vice
President DOMA, Vice President DOCA, Vice President DOSA, Vice President DORF shall take
place once a year at the beginning/end of the even semester.

The elections shall take place in two stages, namely Faculty Screening and General Elections.
The Chairperson of Students Affairs of the Institute shall be the Election Officer and responsible
for the entire procedure of Elections. The Chairperson of Students Affairs shall constitute an
Election Commission to Oversee the whole election process right from the start to the end.

6.1. Screening of Candidature:

a. Candidates for each post must be a member of the General Body.

b. A Panel of faculty members/deans (max 5) shall be appointed by the Vice
Chancellor of Vijaybhoomi University.
c. The candidate shall present their manifesto to the Panel.
d. The Board shall decide if the candidate is fit to contest the elections or
not.
e. The candidates who qualify this stage shall be eligible for General
Elections.

6.2. General Elections:

6.2.1. Direct voting (if the contestants are more than one for each of the
posts) shall take place for each post, wherein each student of the
General Body shall vote for only one of the candidates per post,
whom he/she judges to be best suited for the post.
6.2.2. The entire process of elections, commencing from the date of filing
of nomination papers to the date of declaration of results, including
the campaign period, should not exceed 15 days.
6.2.3. Elections will be held on a yearly basis.

6.3. Eligibility Criteria:

6.3.1. The candidate should in no event have any academic

arrears/backlog and shall not be under academic probation etc. in
the years of contesting the election.
6.3.2. The candidate should have attained the minimum percentage of
attendance as prescribed by the university or 75% attendance,
whichever is higher.
6.3.3. The candidate shall not have a previous criminal record or a record
of indiscipline of the University, that is to say, he should not have
been tried and/or convicted of any criminal offence or

29
 misdemeanor. The candidate shall not have been subject to any
disciplinary action by the Institute authorities.
6.3.4. The candidate must be a regular, full-time student of the
Vijaybhoomi University and should not be a distance/proximate
education student. That is to say that all eligible candidates must be
enrolled in a full-time course, the course's duration being at least
one year.
6.3.5. Candidates contesting for the post of President and Secretary must
have held official designations in the Council earlier. Re-nominations
for posts held by candidates earlier is barred.
6.3.6. Campaigning with regards to political, religious, regional sentiments
etc. are strictly prohibited and will invite for disqualification.

6.4. Code Of Conduct for Candidates and Elections Administrators:

6.4.1. No candidate shall indulge in, nor shall abet, any activity, which may
aggravate existing differences or create mutual hatred or cause
tension between caste and communities, religious or linguistic, or
between any group(s) of students.
6.4.2. Criticism of other candidates, when made, shall be confined to their
policies and programs, past record, and work. Candidates shall
refrain from criticism of all aspects of private life, not connected
with the public activities of the other candidates or supporters of
such other candidates. Criticism of other candidates, or their
supporters based on unverified allegations or distortion shall be
avoided.
6.4.3. There shall be no appeal to caste or communal feelings for securing
votes. Places of worship, within or without the campus (if exist) shall
not be used for election propaganda.
6.4.4. All candidates shall be prohibited from indulging of abetting, all
activities which are considered to be “corrupt practice” and
offences, such as bribing of voters, intimidation of voter,
impersonation of voter, and holding public meetings during the
period of 24 hours ending with the hour fixed for the close of the
poll.
6.4.5. No candidate shall be permitted to make use of printed posters,
printed pamphlets, or any printed material for the purpose of
canvassing.
6.4.6. No candidate shall be permitted to carry out processions, or public
meetings, or in any way canvass or distribute propaganda outside
the university campus.
6.4.7. No candidate shall, nor shall his/her supporters, deface or cause any
destruction to any property of the university campus, for any
purpose whatsoever, without the prior written permission of the
University authorities. All candidates shall be held jointly and

30
 severally liable for any destruction/defacing of any university
property.
6.4.8. During the election period the candidates may hold procession and/
or public meetings, provided that such processions and/or public
meetings do not, in any manner, disturb the classes and other
academic and co-curricular activities of the University. Further, such
procession/public meeting may not be held without the prior
written permission of the University authority.
6.4.9. The use of loudspeakers, vehicles, and animals for the purpose of
canvassing shall be prohibited.
6.4.10. On the day of polling, student organizations and candidates shall:
i. Co-operate with the officers on election duty to ensure
peaceful and orderly polling and complete freedom to the
voters to exercise their franchise without being subjected to
any annoyance or obstruction.
ii. Not serve or distribute any eatables, or other solid and liquid
consumable, except water on polling day.
iii. Not handing out any propaganda on the polling day.
6.4.11. Excepting the voter, no one without a valid pass/letter of authority
from the election commission or from the Institute authorities shall
enter the polling booths in case of offline elections.
6.4.12. The election commission/University authorities shall appoint
impartial observers. If the candidate has any specific complaint or
problem regarding the conduct of the elections, they may bring the
same to the notice of the observer. Observer shall also be appointed
to oversee the process of nomination of students in the university.
6.4.13. Any contravention of any of the above recommendation may make
the candidate liable to be stripped of his candidature, or his elected
post, as the case may be. The election commission/University
authorities may also take appropriate action against such a violator.

31
Functioning of
the Student Council

32
7. FUNCTIONING OF THE STUDENT COUNCIL
7.1. Decision-making by the Student Council:

7.1.1. Consensus shall be attempted in all decision making. Only when

consensus building fails, voting shall be resorted to.
7.1.2. To decide on any matter in student council by voting, the following
shall be required:
i. Presence of Chairperson of Student Affairs of the Body in
discussion.
ii. Presence of at least 50% of the strength of the Student
Council Members and the Advisory Board in discussion.
iii. The announcement for voting on any matter should be made
at least 1 week prior to the elections.
7.1.3. To decide on any matter in a Department recognized by the Student
Council by voting, the following shall be required:
i. Presence of Vice President and the Faculty Advisor of the
Department in discussion.
ii. Presence of at least 50% of the strength of the concerned
Department in discussion.
iii. The announcement for the voting should be made at least 1
week prior to the elections.
7.1.4. In case of a tie, the decision of the President of the Student Council
shall be binding.
7.1.5. The Student Council recognizes that on the serious matters related
to the safety and well-being of students, academics and discipline,
the decision of the Vice Chancellor or Deans shall be binding on all
students.

33
 7.2. Impeachment

If the Vice Chancellor of the University feels at any time of the year that a person is not
capable of holding an office of responsibility, he/she can be impeached, and all his
responsibilities would by default be passed on to the President to which he/she is
responsible till somebody replaces the person. In case of the impeachment of the
President, the President/Vice Chancellor of Vijaybhoomi University can nominate any
person from the Student Council or any member of the General Body to act as President
till fresh elections are announced.

7.2.1. An Executive Council Member of the Student Council can be

impeached only by the Chairperson of the Student Affairs,
Vijaybhoomi University, under the following conditions:
i. If any disciplinary action is taken by the University against
him/her.
ii. The Faculty Advisor/s of his/her supporting departments or
the Vice President feels that he/she is not able to perform
his/her duties. In such a case, The Vice President of that
Department or the Faculty Advisor/s shall have to convince
the Chairperson Student Affairs of his/her insincerity by
proper evidence.
iii. If he/she resorts to objectionable behavior at any public
event/forum or meeting.
7.2.2. The Club Representatives can be impeached only by the Faculty
Advisor/s of the respective department only under the following
conditions:
i. If any disciplinary action is taken by the University against
him/her
ii. If he/she resorts to objectionable behavior at any public
event/forum or meeting.
iii. The Vice President of the Department to which he/she is
responsible feels that he/she is not able to perform his/her
duties. In such a case, the Vice President or the Faculty
Advisor/s shall have to convince the Chairperson Student
Affairs of his/her insincerity by proper evidence.
iv. The Faculty Advisor/s of the responsible body is convinced
that the person is no longer capable of holding the office.
7.2.3. The Hostel Representatives/Wing Captains can be impeached by the
Chief Wardens under the following conditions:
i. If any disciplinary action is taken by the University against
him/her
ii. If he/she resorts to objectionable behavior at any public
event/forum or meeting.
iii. The President Student Council feels that he/she is not able to
perform his/her duties. In such a case, the President will have

34
 to convince the Chief Warden of his/her insincerity by proper
evidence.
iv. The Chief Warden is convinced that the person is no longer
capable of holding the office.

In case of impeachment of a Hostel Representative/Wing Captain, the

Chief of Wardens can nominate any person from the Hostel to act as
Hostel Representative/Wing Captains till fresh elections are conducted.

35
Grievance
Redressal Mechanism
(Ticketing System)

36
8. GRIEVANCE REDRESSAL MECHANISM

8.1. There shall be a Grievance Redressal Mechanism which will allow all the members
of the General Body to raise their issues/concerns to the Student Council which
shall be monitored by the Chairperson of the Student Affairs and be assigned to
the concerned department/official of the University.
8.2. All grievance concerning the departmental issues shall be resolved/addressed by
the assigned department/official within 48 hours of the grievance raised. If
delayed, it shall be escalated to the President of Student Council who shall address
in the next 24 hours. If delayed by the President of Student Council, it shall be
escalated to the Chairperson of the Student Affairs and addressed accordingly.
8.3. All grievances concerning issues with the Student Council Members shall be
addressed by the President of Student Council within 48 hours of the grievance
raised. If delayed, it shall be escalated to the Chairperson of Student Affairs and
shall be addressed accordingly.
8.4. All grievances concerning issues with the President of Student Council shall be
directly addressed by the Chairperson of Student Affairs.
8.5. Privacy of the data of all the grievances raised, assigned, addressed, escalated,
dismissed, and resolved shall be protected by the Student Council and Students
Affairs.
8.6. Any attempt/act of data tampering shall attract strict actions by the University
which might also include appropriate legal actions.
8.7. The data of grievances raised, assigned, addressed, escalated, dismissed, and
resolved may work as a reference for the Chairperson of the Student Council in
evaluating the effectiveness of the work done by the Student Council and its
members.

37
 Constitutional
Amendment

38
 CONSTITUTIONAL AMENDMENT

This constitution can be amended as directed below.

1. The proposed amendment shall be expressed in writing to the President,

Student Council.
2. The President of the Student Council shall get sign-off of the proposal from the
Deans of all the Schools, Pro Vice Chancellor and Registrar of Vijaybhoomi
University.
3. After the sign-off, the President of the Student Council shall submit the
proposed amendment to the Vice Chancellor and the President, Vijaybhoomi
University, for the final review.
4. Post review, the President or the Vice Chancellor, Vijaybhoomi University shall
put it through the Board of Management (BOM) for approval wherein the
student council members will be invited to present the highlights of the
amendment.
5. On approval from the Board of Management (BOM), the same shall be pushed
for ratification by the Governing Body.
6. Post ratification, the proposed amendment shall be institutionalized.
7. All amendments to the Constitution shall be approved by the Governing Board
of the University.

The records of all the amendments shall be kept with the Registrar’s Office, Vijaybhoomi
University, and the same shall be published in the Vijaybhoomi Student Welfare Official
Website, Link: “to be assigned”, for the public view.

39
40