Constitution for Student Offices of Department of Chemical Engineering IIT Bombay

1. Objective:   

To foster and develop all academic as well as non-academic student activities in the Department Identify student issues and promote discussion on them To develop a well-informed, articulate and participative student community life, and to increase awareness about Chemical Engineering and promote social interaction among students

2. Official Year: The official year for all working shall be from the first day of April to the thirty-first day of March of the ensuing Calendar Year. This is also the period during which student officials hold tenure. 3. Definitions:       

‘Student’ means any bona fide student of Department of Chemical Engineering, IIT Bombay ‘Year’ means the official year as defined above ‘Department’ means Department of Chemical Engineering, IIT Bombay ‘Office/Office Bearer’ refers to any of the below mentioned student office ‘Member’ means elected/nominated member of the concerned council for the same year ‘HoD/President’ means the Head, Department of Chemical Engineering, IIT Bombay ‘GSAA’ refers to the General Secretary, Academic Affairs under Students’ Gymkhana, IIT Bombay

4. Student Office Bearers in the Department: Department Council    

Department General Secretary [1 post] MTech Representative [1 post] PhD Representative [1 post] Class Representatives [1 post each for UG II year, III year, IV year]

ChEA Council    

ChEA General Secretary [1 post] ChEA Joint Secretary [1 post] ChEA Alumni and Seminar Secretary [1 post] ChEA Editor [1 post]

Web Council (nominated) 

Web Nominee [1 post]

Note: The Department General Secretary may nominate at most one extra web nominee during his/her tenure if required (for example, in case of new project being launched; ChEQ, etc.)

5. Rules and eligibility for serving as any of the above office bearer: 

During a given year, a student can serve in a maximum of one of the posts of the department listed above

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A student already holding any of the below mentioned offices cannot simultaneously hold any of the above offices in a given year:

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o Member of the Institute Council / Elected Body o Member of the Hostel Council / Elected Body o Member of the Placement Team o Member of the Core team of any Independent Body o Chief Editor / Executive Editor of any Media Body o Technic Overall Co-ordinator o Science Club Secretary A student who has exhibited bad conduct (for example, been punished for wrongdoing by a Disciplinary Action Committee) may be prohibited from serving for any of the above office. The decision of the HoD will be final and binding in all such cases A student who has an active backlog/dropped course as of March of a given year, will be unable to serve for any of the above office in the year immediately following (April of that year to March of the next). The following points may be noted about the definition of an active backlog: o o o o o o

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An active backlog is an XX/FR in any compulsory course, including zero credit courses, that has not been cleared as of March For a BTech, an XX/FR in a minor course or an honors course will not be considered an active backlog For a DD, an XX/FR in a minor course will not be considered an active backlog. However, an XX/FR in an honors course will be considered an active backlog A dropped compulsory course for any student will be considered an active backlog A dropped minor/honors course for any student will not be considered an active backlog NP (if the only backlog) in an NSO/NSS/NCC active as of March will not be counted

A student can contest for any of the offices mentioned above provided s/he falls in the electorate (described below) for the concerned office (in the case of ChEA council, a student to contest must be a member of ChEA)

6. Electorate:    

The electorate for the election of the Department General Secretary and entire ChEA Council will be entire student community of the department The electorate for the election of Class Representative will be the respective batches of the candidate. The electorate for the election of MTech Representative will be the MTech students of the Department The electorate for the election of PhD Representative will be the PhD students of the Department

7. Responsibilities of Office Bearers: Note: Unless amended with the unanimous assent of all the council members and HoD, an office bearer is expected to fulfil at least (besides all the other proposed in the Manifesto) the following responsibilities failing to which impeachment (refer to section 8 below) can be called for 7.1 Department General Secretary:   

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Represent Department’s student body at all meetings/events at the department (DUGC/DPGC) as well as Institute level (DGSC) Address student complaints regarding all issues, academic as well as non‐academic Serve as a member of Department Academic Mentorship Program and will be responsible for the following: o Ensure the timely evaluation of mid-sem papers of students having backlogs o Propose Time Table to Time Table Coordinator (TTC) to ensure minimum slot clashes for students with backlog Ensure smooth functioning of various Department activities- ChEA events and Research Scholar Symposium (RSS) Coordinate with council members to maintain and update the Department Webpage Organize work-visits to give an Industrial Exposure to students, if necessary Organize academic orientation at the beginning of the semester for freshmen Ensure timely and fair allotment of BTP/DDP/SLP Organize lab orientations for Freshmen in coordination with SAB member of department Ensure Internship coordinator and Placement Coordinator elections are carried out in a free and fair manner as per the instructions from Dean AP and Professor In-charge, Placements Organize at least one GBM in the given year of all the elected department council members and inform the student community of the same at least 3 days in advance (including ChEA council, Placement and Internship Coordinators)

7.2 MTech Representative     

Representation of MTech students in ChEA council, Department Post Graduation Committee (DPGC) and institute MTech representatives meeting To address academic as well as non academic issues of MTech students (such as MTP allocation, mentorship program, TA allotment, etc) To organize academic and ChEA orientation at the beginning of academic year for MTech freshmen To organize workshops/lecture series regarding softwares by experts in coordination with ChEA council Coordinate with DGSec and PhD representative to organize Research Scholar Symposium

7.3 PhD Representative   

Representation of PhD students in ChEA council, Department Post Graduation Committee (DPGC) and institute PhD representatives body (RSF) Nominate and lead a team to plan and execute RSS in coordination with other council members Coordinate with web nominee to regularly update department website especially information regarding the different lab facilities and ongoing projects under each faculty member

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Prepare and maintain a Lab Brochure along with Department Brochure to publicize the research status of the department Organize Lab Orientation Programme for 1st year Ph D student Organize Workshop/Lecture Series regarding simulation software/tools by experts Put forth infrastructural and other requirements related to labs before concerned committees

7.4 Class Representative 

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Coordinate with Department General Secretary to address all the academic and non-academic issues such as o Carry out Mid-semester evaluation with approval of the concerned faculty o Address all the registration and other curriculum related queries Coordinate with the professors to make all the notes and study material available for the batch Try to reschedule classes as per the convenience of the students and concerned faculty members Keep everyone in the batch informed about all the relevant issues Create a Google group and an SMS group to convey important information to the whole batch Assist ChEA council in organizing all the events throughout the year

7.5 ChEA General Secretary     

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Maintain ChEA Membership database and ensure regular update of the same Organize ChEA orientation program for both PG and UG to publicize the activities of ChEA and invite applications for membership Organize number of informal activities (such as Kurta Day, Formal Day, Department trip, Valedictory function, etc) to promote interaction among students Coordinate with web nominee to update and maintain the ChEA website and publicize various events of ChEA Co-head the team of AZeotropy and ensure following duties: o Ensure that new Overall Coordinator is selected by the old team by 1st April o Coordinate with OC to select the new team by August 15th o Handle all the expenditure and accounts of AZeotropy and convey the same to Treasurer, ChEA Convene monthly meetings of ChEA council (including PG representatives) to prepare the agenda and follow up on the various ChEA activities proposed/initiated by his/her council To initiate/follow-up on infrastructural changes in the Department if need be

7.6 ChEA Joint Secretary     

Coordinate with ChEA Gsec to organize Freshmen orientation Coordinate with ChEA Alumni and Seminar Secretary to ensure smooth execution of activities like ‘Industrial Perspective Lecture Series’ and Alumni Department Visit Organize a department trip and ensure that a Department T-shirt is made at a suitable time (as per the students’ feedback) Organize events like Kurta Day, Formal Day, Faculty-student informal session, etc to promote healthy interaction among department students and faculty members Extend full assistance in AZeotropy and ensure maximum participation of students in all ChEA activities

7.7 ChEA Alumni and Seminar Secretary      

Planning & Execution of 'Department Visits' of Alumni on the Institute Alumni Day in December - Making of 'Wish-List' of the Department for the same. Ensure smooth functioning of ‘Industrial Perspective Lecture Series’ Organizing 'Buddy Talk' sessions by recent pass-outs addressing placement issues of final year students in coordination with Department Placement Coordinator Maintain a record of the passing out batch with their immediate plans after passing out and ensure regular updating of the Alumni Database Maintaining Department Alumni Web-Page and updating it on a regular basis Representation of Department at all SARC meetings and events

7.8 ChEA Editor    

Bring out at least one edition of ‘ChEA Voice’ per semester reporting about all the major research and students activities of the department Coordinate with other council members to provide and update content for Department and ChEA website Invite articles from the entire student community as well as alumni for each edition Serve as the Media manager of AZeotropy and ensure following duties: o Timely preparation of content for the Marketing Brochure o Responsible for collecting and providing final content for Souvenir o Contact relevant media bodies to publicize AZeotropy; Prepare a report on AZeotropy and try to get it published in a recognized Chemical Engineering related weekly/bimonthly magazine

7.9 Web Nominee   

Responsible for updating and maintaining the department website as required with help of Web Master (faculty coordinator for the website) and other council members Maintaining and planning out updates for the ChEA website and ensuring data collection from concerned council members Responsible for the creating and maintaining websites for all events such as AZotropy, Research Scholar Symposium (RSS), etc.

8. Impeachment of an Office Bearer: 8.1 Department General Secretary    

Students can send in a request for impeachment to the GSAA. The plea should have signatures of at least 10% of the electorate The matter will be then taken to the HoD if the request if found genuine or if the GSAA himself thinks that the work done by the DGsec is not satisfactory The DGsec will be given a chance to defend himself in front of a committee containing the HoD, GSAA and the council The authority of impeaching the DGsec is with the HoD and the decision of the HoD would be considered final

8.2 All other Offices (including ChEA) 

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For offices with entire student community as the electorate (refer to section 6) at least 40 members; and for other offices (CR, MTech and PhD Representative) at least one-third of the electorate should be present in the General Body Meeting for the impeachment motion to be considered The impeachment motion should be proposed by a member of GBM mentioning the grounds for the motion and same should be supported by at least 6 members from the GBM to initiate the process After the process is initiated, a secret ballot voting shall be organized by the Department General Secretary (or the appointed Chair of the GBM) and all the members present in the GBM shall have the right to vote Simple Majority shall be considered to evaluate the result of the motion

Note: For any of the offices, all the office bearers are required to attend the GBM and are answerable. Absence of any office bearer from GBM without genuine reasons shall immediately lead to his/her impeachment motion.