Regulation 1: General Information
Regulation 2: Membership
Regulation 3: Organizational Structure
Regulation 4: Responsibilities of Executive Council Members
Regulation 5: Responsibilities of Divisional Committee Members
Regulation 6: Responsibilities of Event Committee Members
Regulation 7: Meetings
Regulation 8: Committee Election and Appointment
Regulation 9: Constitution
Regulation 10: Resignation
Regulation 11: Others
IT Society, Multimedia University (Cyberjaya Campus).
IT Society,
Multimedia University,
Persiaran Multimedia,
63100 Cyberjaya,
Selangor Darul Ehsan.
To empower students as active practitioners of information technology and to represent all FCI students.
I. To cultivate a hacking and startup culture in the campus.
II. To better equip students with the IT skills required for the job market of today and tomorrow.
III. To be the platform for students to connect with the industry at large.
IV. To act as a bridge between FCI and its students.
V. To fight for the welfare and interests of FCI students.
a. Current active students of the Faculty of Computing Informatics.
b. Current active students of Multimedia University who submit a membership form for registration in the membership database.
c. Individuals who agree to this constitution.
a. Consent and adhere to the regulations stated in this constitution.
b. Take care of the well-being and reputation of IT Society.
c. Have the right to be elected, to elect, to vote, and to voice out.
d. Volunteer to help in IT Society events or carry out the tasks assigned by the committees.
e. Support and participate in any activity organized by IT Society.
a. The general assembly shall consist of all members of IT Society.
b. The meetings of the general assembly shall be the Annual General Meeting (AGM) and the General Meeting (GM).
c. The general assembly has the right to examine all records of the society.
a. The Executive Council shall consist of:
I. President
II. Vice President of Goal Execution
III. Vice President of Internal Support
IV. Secretary
V. Treasurer
VI. Divisional Heads
b. The Executive Council is the highest administrative body of IT Society and has absolute right on any administrative matters.
c. The quorum for the Executive Council shall be 50% of its members.
d. Executive Council members are elected from the membership of the IT Society by a sitting Executive Council.
They are officially appointed during an AGM, and their appointments shall be effective until the next AGM, the period of which is approximately one year.
Consecutive appointments are allowed.
I. The President of IT Society must be an active student of the Faculty of Computing and Informatics.
II. The position of Vice President may only be held by a member who is within their first year of Foundation, Diploma, or Bachelor's Degree in
Multimedia University.
e. New Council members may be elected by the sitting Council and appointed immediately when the appointment is to replace an existing member of the Committee
when an AGM is not due to be called for another month.
f. In the absence of a sitting Executive Council, Executive Council members shall be elected by the General Assembly during the AGM.
g. Executive Council has the right as follows:
I. To organize any activity which is based on IT Society’s objectives.
II. To form Divisional Committees
III. To form Event Committees.
IV. To dismiss any member of the Executive Council with a two-thirds majority vote.
V. To dismiss any other committee member with a simple majority vote.
VI. Take appropriate disciplinary action on any member disregarding responsibilities stated in Regulation 2.
Actions taken may be appealed to the General Assembly during an AGM.
VII. In the case of a position on the Council being vacated, appoint any member to hold the position.
a. Divisional committee structure is determined by the sitting Executive Council.
b. There can be any number of divisions or no divisions at all.
c. Divisions are usually created in order to fulfill specific roles or carry out a specific series of activities.
d. Each division shall be led by a Head and a Deputy Head.
e. Divisional Heads shall be considered a member of the Executive Council.
f. A Divisional Head may appoint or dismiss the rest of his/her committee with advice from the Executive Council.
g. An example of divisions within ITS and their structure can be as follows:
I. Outreach and Awareness Division
-Head
-Deputy Head
II. Technical Division
-Head
-Deputy Head
III. Skills Development Division
-Head
-Deputy Head
IV. Student Engagement Division
-Head
-Deputy Head
a. Event committees are formed as and when required in order to organize events.
b. They will usually (but not necessarily) consist of:
I. Director
II. Deputy Director
III. Secretary
IV. Treasurer
c. Divisions may be formed to carry out specific tasks under event committees and will be led by Heads and Deputy Heads.
d. An Event Director may appoint or dismiss the rest of his/her committee members and form divisions under the event with advice from the Executive Council.
a. Provides advice on every perspective and the direction/objectives of the society.
b. Advisors have the right to attend every meeting of the society and also give necessary consultation and suggestions on the society’s activities.
c. Advisors have the right to examine every meeting report and documents, including the financial records.
a. Leads the council members to set the society’s objectives, direction, and master plan.
b. Observes and guides all council members in order that all activities pertaining to the society’s objectives and guides.
c. Represents the society to deal with other organisations.
d. Has the right to call for Executive Council meeting.
e. Resolves conflicts among committee members.
a. In the absence of President, has the right of the president.
b. Represents the society to deal with other organisations.
c. Ensure smooth operations of IT Society.
d. Carries out other tasks assigned by the President.
e. Assists the president in overseeing divisions related to goal execution and ensures divisions are achieving their goals.
a. In the absence of President and Vice President of Goal Execution, has the right of the president.
b. Represents the society to deal with other organisations.
c. Ensure the continuity of IT Society by nurturing the next generation of committee members.
d. Carries out other tasks assigned by the President.
e. Assists the president in overseeing divisions related to supporting society operations and ensures divisions are getting the support they require.
a. Responsible for administrative records and reports.
b. Hands in the annual master plan to Student Representative Council.
c. Keeps records of all incoming and outgoing letters, documents, e-mails, agendas, and activities report.
d. Issues notice for society meetings when called by the president.
e. Plans the agenda for meetings.
f. Monitors and compiles all divisions’ and committees’ annual reports.
a. Keeps track of IT Society’s accounts, budgets and expenditures.
b. Prepares financial reports for Annual General Meeting, and any meeting that requests for it.
c. Ensure the transparency of budgets and expenditures of IT Society.
a. Responsible for planning, managing, and leading their respective divisions.
b. Accountable for any events organized by the division.
c. Heed the guidance of the executive council.
d. Appoint members of the division to keep record and minutes and prepare reports for the division.
e. Appoint members of the division to maintain record of budget and expenditures.
a. Assists the head of divisions.
b. Assume the responsibilities of the head of their division in their absence.
a. Members of the division must participate in the event or project at hand.
b. Division members may help out with tasks from other divisions, however activities from their own division must take precedence.
a. Responsible for planning, managing, and leading their respective events.
b. Accountable for their respective events.
c. Heed the guidance of the executive council.
d. Responsible for recruiting commitees of their respective events.
e. In the absence of a secretary, appoint committee members of the event to keep record and minutes and prepare reports for the division.
f. In the absence of a treasurer, appoint committee members of the event to maintain record of budget and expenditures.
g. Responsible for ensuring success of their respective events.
a. Assists the Director of Event.
b. Assume the responsibilities of the Director of Event in their absence.
a. Responsible for keeping records and minutes and preparing reports for the division.
b. Must participate in the event or project at hand.
a. Responsible for maintaining record of budget and expenditures.
b. Must participate in the event or project at hand.
a. Responsible for their delegated task of their respective events.
b. Must participate in the event or project at hand.
3. Minutes of the meeting must be recorded and circulated to attendees as a written record of deliberations and decisions made.
a. The Annual General Meeting is an important event for IT Society committees and members to reflect on the past, discuss, and plan for the future.
b. The date, time and venue of the AGM will be determined by the Executive Council.
c. Notice regarding the AGM **must** be made known to members at least a week before the meeting.
d. If half an hour after the time appointed for the meeting a quorum is not present, the meeting shall be postponed to a date (not exceeding 30 days) to be decided by the Committee; and if a quorum is not present half an hour after the time appointed for the postponed meeting, the members present shall have the power to proceed with the business of the day but shall not have the power to alter the rules of the Society or make any decision affecting the whole membership.
e. In the AGM, these matters shall be discussed:
I. Reports on events, activities, and lessons learned in the past year
II. Amendments to the constitution. Any amendments to the constitution require a two-thirds majority vote from the members that attend the AGM
III. Changes in committee structures
IV. Appointment of new executive council and committee members and handover between the old and new committees.
V. Elections where committee positions where/if required
VI. Sharing on events and activities that will be organized in the coming year
a. The President of IT Society has the right to call for a General Meeting if and only if he/she has gained the approval of the Executive Council.
b. Notice for the GM must be made known at least a week before the meeting is held.
c. The GM when held has all the powers of the AGM as stated in this constitution.
d. In a time of need, the Executive Council and the members of the society have the right to call for a General Meeting provided the following requirements are met:
I. A notice for the general meeting must be made known a month before the date the meeting is to be held.
II. The support of half the voting membership of the club or twice the total number of Committee members, whichever is the lesser number,
is obtained in writing before the meeting is held.
III. The support of half the voting membership of the club or twice the total number of Committee members, whichever is the lesser number,
is obtained in writing to be considered valid.
a. Meetings can be called and held by any committee member or suggested by IT Society members, in order to discuss any topics pertaining to the society and to organize the society's activities.
1. New Executive Council members are elected by current/sitting Executive Council members from a pool of candidates that have applied for the position, or nominated by current Executive Council members.
2. All candidates must have the passion to improve status quo, solve problems, and help the community.
4. New Executive Council members may be elected by the Executive Council and appointed immediately when the appointment is to replace an existing member of the Council when an AGM is not due to be called.
1. This constitution should be available online for everybody to read. Currently, this constitution is available on https://github.com/its-cyberjaya/constitution.
2. Amendments to the constitution may be proposed and voted on at the general assembly during the AGM.
3. If there are clashes between the constitution of IT Society and the regulation of Multimedia University, the Executive Council must consider the latter and either propose amendments or take action to mediate.
1. If a Executive Council member wishes to resign from his/her post, he/she must provide a resignation letter to the Society’s Secretary at least one(1) month in advance.
1. Although certain documents or records may be considered confidential by the organization, the society's members and committee should strive to disclose records, reports and meeting minutes to the public as much as possible to maintain a high level of transparency and integrity.
This constitution was passed by the Annual General Meeting of IT Society at CQAR1003, Faculty of Computing Informatics, Multimedia University, at 8.01 pm on 3 August 2015 with immediate effect.
Details below are already reflected in the constitution above and are not to be treated as amendments to be read separately in addition to the constitution. They merely record details of changes to the document over time.
Changelog
- 3/8/2015 : The Constitution was adopted by IT Society during its inaugural Annual General Meeting.
- 26/7/2024 : Amendments by renaming Regulation 2: Definition of Membership in IT Society to Regulation 2: Membership. Merging Regulation 3: Responsibilities of IT Society Members into Regulation 2: Membership. General Meeting.