Ngee Ann Polytechnic (Students’ Union) Rules

These Rules may be cited as the Ngee Ann Polytechnic (Students’ Union) Rules.

In these Rules, unless the context otherwise requires —“Bursar” means the Bursar of the Polytechnic;“constituent body” means a constituent body of the Union;“council” means the council of the Union constituted under rule 6;“executive committee” means the executive committee of the Union;“management committee” means the management committee of the constituent body;“student” means a student of the Polytechnic, but does not include a member of the staff who is pursuing a course of study at the Polytechnic;“Union” means the Ngee Ann Polytechnic Students’ Union.

“Bursar” means the Bursar of the Polytechnic;

“constituent body” means a constituent body of the Union;

“council” means the council of the Union constituted under rule 6;

“executive committee” means the executive committee of the Union;

“management committee” means the management committee of the constituent body;

“student” means a student of the Polytechnic, but does not include a member of the staff who is pursuing a course of study at the Polytechnic;

“Union” means the Ngee Ann Polytechnic Students’ Union.

The crest of the Union shall be that of the Polytechnic.

The place of business of the Union shall be the Ngee Ann Polytechnic, Clementi Road, Singapore.

The crest of the Union shall be that of the Polytechnic.

The place of business of the Union shall be the Ngee Ann Polytechnic, Clementi Road, Singapore.

The Union shall —

promote and safeguard the interests of the Polytechnic and the Union; and

uphold and respect the dignity and equality of each member of the Union without regard to religion, race or politics.

The Union shall not engage in such activity as the Council of the Polytechnic may determine to be of a political nature.

The Council of the Polytechnic may let any building or room at the Polytechnic to the Union upon such terms and conditions as the Council thinks fit.

The Union shall —

promote and safeguard the interests of the Polytechnic and the Union; and

uphold and respect the dignity and equality of each member of the Union without regard to religion, race or politics.

The Union shall not engage in such activity as the Council of the Polytechnic may determine to be of a political nature.

The Council of the Polytechnic may let any building or room at the Polytechnic to the Union upon such terms and conditions as the Council thinks fit.

Every full-time student shall be a member of the Union.

A person shall not be a member of the Union unless he is a full-time student.

A member may speak and vote at a general meeting of the Union and may participate in the Union’s activities and shall abide by the provisions of these Rules.

No person other than a member of the Union shall participate in any activity thereof without the prior approval of the Council of the Polytechnic.

Every full-time student shall be a member of the Union.

A person shall not be a member of the Union unless he is a full-time student.

A member may speak and vote at a general meeting of the Union and may participate in the Union’s activities and shall abide by the provisions of these Rules.

No person other than a member of the Union shall participate in any activity thereof without the prior approval of the Council of the Polytechnic.

The Union shall have a council to manage its affairs.

The council shall consist of —

Union representatives elected by the members of all the management committees; and

members of an executive committee (who shall not concurrently be members of any management committee) elected by the members of all the constituent bodies.

The council shall have a chairman elected in accordance with rule 19.

A Union representative shall be elected from a management committee by the members thereof.

Where there is a vacancy in the executive committee, the executive committee may appoint a member to fill the vacancy.

The executive committee shall not appoint any person to be a member of the committee under paragraph (5) without the approval of the Principal.

Where the executive committee fails to fill a vacancy in the committee, the Principal may appoint a person to fill the vacancy.

The Union shall have a council to manage its affairs.

The council shall consist of —

Union representatives elected by the members of all the management committees; and

members of an executive committee (who shall not concurrently be members of any management committee) elected by the members of all the constituent bodies.

The council shall have a chairman elected in accordance with rule 19.

A Union representative shall be elected from a management committee by the members thereof.

Where there is a vacancy in the executive committee, the executive committee may appoint a member to fill the vacancy.

The executive committee shall not appoint any person to be a member of the committee under paragraph (5) without the approval of the Principal.

Where the executive committee fails to fill a vacancy in the committee, the Principal may appoint a person to fill the vacancy.

A Union representative shall cease to be a member of the council if, before the expiry of his term of office, he ceases to be a member of the management committee of the constituent body which he represents and, if he is chairman of the council, he shall forthwith cease to be the chairman.

A member of the executive committee shall vacate his office if he resigns from the council.

A motion of censure or of no confidence passed against the council shall not take effect unless it obtains the endorsement of two-thirds of the management committees of all the constituent bodies.

A Union representative shall not be removed from his office except by a majority of members of the management committee which voted him in.

A member of the executive committee shall not be removed from his office except by a majority of the members of the constituent body which voted him in and the endorsement of two-thirds of the members of the council present at a meeting.

A person who is co-opted into the council under rule 6(5) or (7) shall not be removed from office except with the approval of the Principal.

A member of the council who represents two or more management committees shall have only one vote.

A member of the executive committee who represents two or more constituent bodies shall have only one vote.

The ratio of Union representatives to the members of a management committee shall be 1:5.

A person who is appointed to be a member of a management committee by the committee itself under the Ngee Ann Polytechnic (Clubs) Rules (R 2) shall not be a Union representative. (11) A member of the executive committee shall not concurrently be a member of a management committee.

A member of the executive committee shall be elected from a constituent body by the members thereof.

There shall be one executive committee member for a constituent body with up to 500 members and two executive committee members for a constituent body with more than 500 members.

Membership of the executive committee shall be confined to members of the Union who are Singapore citizens.

A Union representative shall cease to be a member of the council if, before the expiry of his term of office, he ceases to be a member of the management committee of the constituent body which he represents and, if he is chairman of the council, he shall forthwith cease to be the chairman.

A member of the executive committee shall vacate his office if he resigns from the council.

A motion of censure or of no confidence passed against the council shall not take effect unless it obtains the endorsement of two-thirds of the management committees of all the constituent bodies.

A Union representative shall not be removed from his office except by a majority of members of the management committee which voted him in.

A member of the executive committee shall not be removed from his office except by a majority of the members of the constituent body which voted him in and the endorsement of two-thirds of the members of the council present at a meeting.

A person who is co-opted into the council under rule 6(5) or (7) shall not be removed from office except with the approval of the Principal.

A member of the council who represents two or more management committees shall have only one vote.

A member of the executive committee who represents two or more constituent bodies shall have only one vote.

The ratio of Union representatives to the members of a management committee shall be 1:5.

A person who is appointed to be a member of a management committee by the committee itself under the Ngee Ann Polytechnic (Clubs) Rules (R 2) shall not be a Union representative.

A member of the executive committee shall not concurrently be a member of a management committee.

A member of the executive committee shall be elected from a constituent body by the members thereof.

There shall be one executive committee member for a constituent body with up to 500 members and two executive committee members for a constituent body with more than 500 members.

Membership of the executive committee shall be confined to members of the Union who are Singapore citizens.

A member of the Union who has been found guilty of a disciplinary offence under the disciplinary rules of the Polytechnic or who is repeating a course of study shall not be eligible to stand for election to the council.

The council shall -

determine the policies of the Union in accordance with its aims as specified in these Rules;

organise such functions as are cocsistent with the aims of the Union;

provide such facilities for the welfare of the members of the Union as it thinks fit;

maintain such premises as may be let to it by the Council of the Polytechnic in accordance with such conditions as the Council may impose;

publish the Union’s activities in an annual report which shall also include the Union’s annual accounts; and

publish such books, papers or articles as it thinks fit in accordance with the aims of the Union.

The council may —

exercise control of the executive committee and any other committee of the Union;

accept the resignation of any member of the council or executive committee or any other committee of the Union and cause the vacancy to be filled in accordance with these Rules;

allow any member of the Union to attend any of its meetings, and the member may take part in the discussions, but may not vote;

initiate disciplinary action against any member of the Union who has contravened or failed to comply with any provision of these Rules; and

employ, control and dismiss employees of the Union.

The council shall ensure that the activities of the executive committee and all other committees of the Union are not prejudicial to the public interest and that rules 40(2) and 41 are strictly complied with in respect of all publications of the Union.

The council may —

exercise control of the executive committee and any other committee of the Union;

accept the resignation of any member of the council or executive committee or any other committee of the Union and cause the vacancy to be filled in accordance with these Rules;

allow any member of the Union to attend any of its meetings, and the member may take part in the discussions, but may not vote;

initiate disciplinary action against any member of the Union who has contravened or failed to comply with any provision of these Rules; and

employ, control and dismiss employees of the Union.

The council shall ensure that the activities of the executive committee and all other committees of the Union are not prejudicial to the public interest and that rules 40(2) and 41 are strictly complied with in respect of all publications of the Union.

The election of every member of the council by the management committee of a constituent body shall be completed by the sixth week of the first semester of an academic year.

A member of the council shall hold office from the date of his election until the date of the election of the next council in the following academic year.

The election of every member of the council by the management committee of a constituent body shall be completed by the sixth week of the first semester of an academic year.

A member of the council shall hold office from the date of his election until the date of the election of the next council in the following academic year.

A meeting of the council shall be either an ordinary or an extraordinary meeting.

The council shall hold at least one ordinary meeting every two months.

The honorary general secretary of the council shall give 7 days’ notice of the meeting.

A member of the council shall give at least 3 days’ notice to the honorary general secretary of any proposed amendment to the agenda.

The council shall hold at least one ordinary meeting every two months.

The honorary general secretary of the council shall give 7 days’ notice of the meeting.

A member of the council shall give at least 3 days’ notice to the honorary general secretary of any proposed amendment to the agenda.

An extraordinary meeting shall be held when a matter requiring urgent attention arises or when a written request for such meeting signed by at least 5 members of the council is received by the honorary general secretary.

The meeting shall be held within 5 days’ of the receipt of any request.

Only those matters for which the meeting is convened shall be discussed at the meeting.

The honorary general secretary shall give at least 3 days’ notice of the meeting unless he decides that the urgency of the agenda requires a shorter notice, the decision being subject to a ratification by the council when it meets.

An extraordinary meeting shall be held when a matter requiring urgent attention arises or when a written request for such meeting signed by at least 5 members of the council is received by the honorary general secretary.

The meeting shall be held within 5 days’ of the receipt of any request.

Only those matters for which the meeting is convened shall be discussed at the meeting.

The honorary general secretary shall give at least 3 days’ notice of the meeting unless he decides that the urgency of the agenda requires a shorter notice, the decision being subject to a ratification by the council when it meets.

At least half of the members of the council shall constitute a quorum at a meeting.

The minutes of a meeting of the council shall be submitted for adoption at the following meeting.

A general report of every meeting shall be put on all the Union’s notice boards within 10 days of the meeting.

The minutes of a meeting of the council shall be submitted for adoption at the following meeting.

A general report of every meeting shall be put on all the Union’s notice boards within 10 days of the meeting.

A member of the council who absents himself from more than two-thirds of the total time of 3 successive meetings of the council without submitting a written explanation to the honorary general secretary shall cease to be a member of the council.

If, at the third meeting, a written explanation for his absence is submitted, the council shall consider the explanation and decide by a simple majority whether or not the absent member shall remain in the council.

A member of the council may absent himself for more than 15 minutes from any meeting of the council with the permission of the chairman to whom he shall also submit a written explanation.

The honorary general secretary shall produce such explanation if called upon to do so by the council.

A member of the council who absents himself from more than two-thirds of the total time of 3 successive meetings of the council without submitting a written explanation to the honorary general secretary shall cease to be a member of the council.

If, at the third meeting, a written explanation for his absence is submitted, the council shall consider the explanation and decide by a simple majority whether or not the absent member shall remain in the council.

A member of the council may absent himself for more than 15 minutes from any meeting of the council with the permission of the chairman to whom he shall also submit a written explanation.

The honorary general secretary shall produce such explanation if called upon to do so by the council.

The chairman of the council shall preside at every meeting and, in his absence, one of the members present, other than a member of the executive committee, shall be elected to preside at the meeting.

The first ordinary meeting of the council shall be convened by the honorary general secretary of the previous council not later than the eighth week of the first semester of the academic year and at least 4 weeks before the annual general meeting of the Union.

The minutes of the first meeting shall be recorded by the honorary general secretary of the previous council.

The first item on the agenda of the first meeting shall be the election of the chairman of the new council.

The election shall be presided over by the chairman of the previous council who shall have no vote unless he is also a member of the new council.

The council, presided by the newly elected chairman, shall then elect the office-bearers of the executive committee from among the members of that committee.

At the first meeting the provisional budget for the ensuing year as proposed by the financial committee of the previous council shall be considered and recommendations shall be submitted to the Principal for the approval of the Council of the Polytechnic.

The first ordinary meeting of the council shall be convened by the honorary general secretary of the previous council not later than the eighth week of the first semester of the academic year and at least 4 weeks before the annual general meeting of the Union.

The minutes of the first meeting shall be recorded by the honorary general secretary of the previous council.

The first item on the agenda of the first meeting shall be the election of the chairman of the new council.

The election shall be presided over by the chairman of the previous council who shall have no vote unless he is also a member of the new council.

The council, presided by the newly elected chairman, shall then elect the office-bearers of the executive committee from among the members of that committee.

At the first meeting the provisional budget for the ensuing year as proposed by the financial committee of the previous council shall be considered and recommendations shall be submitted to the Principal for the approval of the Council of the Polytechnic.

The second ordinary meeting of the council shall be held not later than two weeks after the annual general meeting.

The standing committees of the Union may be appointed at that second meeting.

The second ordinary meeting of the council shall be held not later than two weeks after the annual general meeting.

The standing committees of the Union may be appointed at that second meeting.

The executive committee shall consist of —

a president who shall be the chairman of the committee and the president of the Union;

a vice-president;

an honorary general secretary;

an honorary assistant general secretary;

a financial secretary;

a publications secretary;

a students’ welfare secretary;

a social secretary; and

other members of the committee elected or appointed under these Rules.

All the members of the executive committee, except the honorary financial secretary, shall be eligible for reappointment.

The executive committee shall consist of —

a president who shall be the chairman of the committee and the president of the Union;

a vice-president;

an honorary general secretary;

an honorary assistant general secretary;

a financial secretary;

a publications secretary;

a students’ welfare secretary;

a social secretary; and

other members of the committee elected or appointed under these Rules.

All the members of the executive committee, except the honorary financial secretary, shall be eligible for reappointment.

The executive committee shall carry out the policies of the council.

All communications between the Union and the Polytechnic or any other person shall be carried out through the executive committee.

The executive committee shall carry out the policies of the council.

All communications between the Union and the Polytechnic or any other person shall be carried out through the executive committee.

The executive committee may —

appoint such members of the Union to be present at its meetings and to participate in its deliberations as it thinks fit, but those members shall not vote;

accept the resignation of any member of a standing committee of the Union and fill the vacancy thus arising;

make rules regulating the proper management and approve applications for the use of such premises as may be let to the Union by the Council of the Polytechnic;

ensure that any such use of the premises is in accordance with the objects of the Union; and

convene all meetings of the council or of the Union.

Subject to the approval of the Council of the Polytechnic, the executive committee may make standing orders to regulate the procedure for all meetings of the Union, the council, the executive committee and all standing committees of the Union.

The executive committee may —

appoint such members of the Union to be present at its meetings and to participate in its deliberations as it thinks fit, but those members shall not vote;

accept the resignation of any member of a standing committee of the Union and fill the vacancy thus arising;

make rules regulating the proper management and approve applications for the use of such premises as may be let to the Union by the Council of the Polytechnic;

ensure that any such use of the premises is in accordance with the objects of the Union; and

convene all meetings of the council or of the Union.

Subject to the approval of the Council of the Polytechnic, the executive committee may make standing orders to regulate the procedure for all meetings of the Union, the council, the executive committee and all standing committees of the Union.

A member of the executive committee shall hold office from the date of his election until the first meeting of the council elected in the following academic year.

A member of the executive committee shall not hold more than one office in the executive committee.

A member of the executive committee shall hold office from the date of his election until the first meeting of the council elected in the following academic year.

A member of the executive committee shall not hold more than one office in the executive committee.

The executive committee shall meet at least once a month.

The honorary general secretary shall give at least 3 days’ notice of the meeting unless he decides that the urgency of the agenda requires a shorter notice, the decision being subject to ratification by the executive committee when it meets.

A meeting of the executive committee shall be convened by the honorary general secretary as directed by the president or at the request of at least 3 members of the executive committee.

At least half the members of the executive committee shall constitute a quorum.

The executive committee shall meet at least once a month.

The honorary general secretary shall give at least 3 days’ notice of the meeting unless he decides that the urgency of the agenda requires a shorter notice, the decision being subject to ratification by the executive committee when it meets.

A meeting of the executive committee shall be convened by the honorary general secretary as directed by the president or at the request of at least 3 members of the executive committee.

At least half the members of the executive committee shall constitute a quorum.

Any member of the executive committee who absents himself from 3 successive meetings of the executive committee, without submitting a written explanation to the honorary general secretary, shall cease to be a member of the executive committee.

If a written explanation for his absence is submitted by the third meeting, the executive committee shall consider the explanation and decide by a simple majority of those at the meeting whether the absent member shall remain in the executive committee.

The president or, in his absence, the vice-president shall preside at a meeting of the executive committee.

In their absence, one of the members present, other than the honorary general secretary, shall be elected to preside at the meeting.

Any member of the executive committee who absents himself from 3 successive meetings of the executive committee, without submitting a written explanation to the honorary general secretary, shall cease to be a member of the executive committee.

If a written explanation for his absence is submitted by the third meeting, the executive committee shall consider the explanation and decide by a simple majority of those at the meeting whether the absent member shall remain in the executive committee.

The president or, in his absence, the vice-president shall preside at a meeting of the executive committee.

In their absence, one of the members present, other than the honorary general secretary, shall be elected to preside at the meeting.

The president of the Union —

may call meetings of the council, the executive committee and the Union; and

shall sign all bills, invoices and vouchers for expenditure incurred by the Union.

The president or any person acting in his capacity shall have a casting vote at a meeting of the executive committee at which he presides.

The president of the Union —

may call meetings of the council, the executive committee and the Union; and

shall sign all bills, invoices and vouchers for expenditure incurred by the Union.

The president or any person acting in his capacity shall have a casting vote at a meeting of the executive committee at which he presides.

The vice-president shall —

in the absence of the president, carry out all the duties and functions of the president;

succeed the president for the remainder of the president’s term of office if his office falls vacant; and

assist the president in the performance of his duties.

The honorary general secretary shall —

take charge of the Union’s records and conduct the correspondence of the Union;

keep a register of all members of the Union;

keep an inventory of all property of the Union;

convene all meetings of the Union, the council and the executive committee;

keep minutes of every general meeting of the Union and of every meeting of the council and the executive committee, and post them on all the Union’s notice boards within 7 days of such meetings;

circulate copies of those minutes to all members of the council as well as to the Bursar within two weeks of the meeting;

submit at a meeting of the executive committee any matter received from a member of the Union for discussion;

submit the records of the Union for the inspection of any member thereof who shall give one week’s notice;

prepare and submit on behalf of the council an annual report of the Union at the annual general meeting; and

if the council ceases to remain in office before the expiry of its term, prepare and submit to its successor a report of the Union’s activities during its period of office within 4 weeks of the change in the membership of the council.

The honorary assistant general secretary shall —

assist the honorary general secretary in the performance of his duties;

assume the duties of the honorary general secretary during his absence;

if the honorary general secretary vacates his office, succeed him for the remainder of his term of office; and

maintain a permanent record of all policy decisions made by the Union and all the important activities of the Union.

The honorary financial secretary shall —

be the chairman of the Union’s financial committee;

receive from the Bursar and present on behalf of the committee at the annual general meeting the audited statement of income and expenditure and balance-sheet of the Union;

prepare and present on behalf of the committee the provisional budget for two periods, that is to say, from 1st October to 31st March and 1st April to 30th September of the ensuing year to the incoming Union council;

keep a record of the Union’s accounts;

receive, on behalf of the committee, any funds that may be paid to the Union;

remit those funds to the Bursar for credit to the Union’s accounts;

be responsible for posting up minutes of each meeting of the committee on all the Union’s notice boards within 7 days of the meeting, and for circulating those minutes to all members of the council within two weeks of the meeting; and

sign all bills.

The publications secretary shall —

be the chairman of the Union’s publications committee;

be an ex-officio member of every editorial board of the Union;

act as a liaison officer between the executive committee and the editorial board;

be responsible for co-ordinating the work of the editors of the Union’s publications;

publicise such activities of the Union as may be directed by the council or the executive committee; and

disseminate such information as may be directed by the council or the executive committee.

The students’ welfare secretary shall be the chairman of the Union’s students’ welfare committee.