Singapore Polytechnic (Clubs) Regulations

A full-time student shall be an ordinary member and a part-time student shall be an associate member of the club related to the department or institution in which he is enrolled.

A full-time student may be an ordinary member and a part-time student may be an associate member of any of the clubs referred to in regulation 3(i), (j), (k) and (l).

A student may change his membership in any club in accordance with paragraph (1) or (2) by notice in writing addressed to the Polytechnic’s officer-in-charge of the Union and clubs.

Any such change shall be made during the first 2 weeks of the commencement of an academic year.

No club with less than 50 members may be formed.

A club may not be dissolved except by resolution of the Board.

A person shall cease to be a member of a club if he ceases to be a student.

Every club shall foster corporate life among its members without regard to race, religion, politics or nationality.

Every club shall organise activities consistent with its aims as defined in these Regulations.

A club shall not make pronouncements on matters of a political nature or engage in political activities.

A club shall be managed by a management committee elected by its ordinary members.

The management committee shall consist of the following members:

In determining the number of other members under paragraph (2)(d), the Principal shall take into consideration the total number of members of the club.

Subject to paragraph (2), the ratio of the members of a management committee to the total number of members of the club shall be not more than 1:100.

All members of the management committee shall be elected annually by the members of the club not later than the sixth week from the date of commencement of the academic year.

The office-bearers of the management committee shall be elected by the management committee from among its own members.

A member of the management committee shall hold office until a new management committee is elected.

A member of the management committee shall cease to be such when he ceases to be a full-time student.

All the names of the members of the management committee shall be submitted to the Principal within one week of their election to the committee.

Where there is a vacancy in the management committee, the committee may appoint an ordinary member of the club to fill the vacancy.

A management committee shall not appoint any person to be a member of the committee except with the approval of the Principal.

Where a management committee fails to appoint a person to fill a vacancy on the committee, the Principal may appoint a person to fill the vacancy.

Every club formed under the relevant academic department or institution referred to in regulation 3 shall promote among its members the specific interest served by the club.

The Sports Club shall —

The Community Service and Cultural Club shall —

The Current Affairs and Debating Club shall promote the interests of its members in current affairs and debates.

The management committee of a club may —

An appointment made under paragraph (1)(c) shall not be made from among the members of the management committee.

Any publication or statement issued under paragraph (1)(i) shall be consistent with the aims of the club.

Only the President or Honorary Secretary of the club may, with the approval of the management committee, make and issue statements on behalf of the club.

All publications and statements issued shall be in the name of the club and not the Union.

A meeting of a management committee shall be either an ordinary or extraordinary meeting.

Half of the number of members of the management committee shall constitute a quorum.

In the absence of the President of the club at any meeting, the management committee shall elect a member of the management committee, other than the Honorary Secretary, to preside over the meeting.

An ordinary meeting shall be held at least twice a term.

The Honorary Secretary shall give at least 7 days’ notice of an ordinary meeting.

A member of the management committee shall give at least 3 days’ notice to the Honorary Secretary of any matter to be included in the agenda for the ordinary meeting.

The date and time of an ordinary meeting shall be determined by the President of the club, but the first ordinary meeting in an academic year shall be held by the end of the first term.

An extraordinary meeting shall be held whenever a matter requiring urgent attention arises, or when a written request signed by the President of the club or by not less than 3 members of the management committee is received by the Honorary Secretary.

Only the matter for which the extraordinary meeting is called shall be on the agenda.

An extraordinary meeting shall be convened by the Honorary Secretary within 5 days of the receipt of a written request for the meeting; but if the urgency of the matter requires a shorter notice, it may be convened within 3 days of, but at least 24 hours after, the receipt of the request.

The President of the club —

The President of the club or in his absence a member of the management committee, other than the Honorary Secretary, elected to preside over the meeting of the management committee, shall have a casting vote.

All bills, vouchers or invoices for expenditure incurred by the club and any of its committees shall be submitted to the Treasurer who shall endorse and forward all such bills, vouchers and invoices to the Bursar of the Polytechnic for payment.

A bill, voucher or invoice for expenditure incurred by a club shall be countersigned by the President of the club before it is forwarded by the Treasurer to the Bursar for payment.

A management committee shall not incur any expenditure on behalf of a club if there is no provision for such expenditure in the budget endorsed by the Union and approved by the Board.

All sub-committees of the club shall, before making any collection of moneys on behalf of the club, obtain the approval of the management committee and the Polytechnic.

All funds collected shall be paid by the club to the Bursar of the Polytechnic for credit to the appropriate account.

The auditors of the Union shall be the auditors of the club’s annual accounts.

The fees for the audit of the club’s accounts shall be paid from the club’s funds.

The returning officer shall give notice of the elections at least 7 days before the date fixed for the receipt of nomination papers.

The returning officer shall then publish the register of voters and announce the seats that are to be filled in accordance with these Regulations.

Each candidate nominated for election shall have a proposer and a seconder.

No proposer or seconder may sign more nomination papers than there are vacancies to be filled.

On the close of nominations, if the valid nominations received by the returning officer is less than the vacancies to be filled, he shall declare the candidates nominated to be elected.

If the returning officer receives more valid nominations than there are vacancies to be filled, a secret ballot shall be held for the contested seats.

Balloting shall take place not earlier than one week and not later than 10 days after the close of nominations.

The time, date and place for such ballot shall be announced on the Union’s notice boards by the returning officer.

All general meetings of a club shall be convened by its Honorary Secretary.

Ordinary and associate members of the club, and officers of the Polytechnic, shall be entitled to attend and speak at general meetings of the club.

Notice of a general meeting of a club shall be given by posting the notice on the club’s notice board.

The annual general meeting of a club shall be held not later than the last week of September.

Notice of the meeting shall be given at least 10 days before the date of the meeting by posting the notice on the club’s notice board.

Any matter to be included in the agenda for the annual general meeting shall be handed in writing by any 2 members to the Honorary Secretary at least one week before the meeting.

An extraordinary general meeting shall be convened by the Honorary Secretary of the club —

An extraordinary general meeting shall be held within one week of the receipt of the request for the meeting by the Honorary Secretary under paragraph (1).

Notice of an extraordinary general meeting shall be given not less than 3 days before the date of the meeting by posting the notice on the club’s notice board.

No extraordinary general meeting shall be convened during the Polytechnic’s vacations, or on a Sunday or public holiday.

Only the matter for which an extraordinary general meeting is called shall be on the agenda.

A vote of censure or of no confidence against the management committee or any member thereof may be taken at the annual general meeting or at an extraordinary general meeting if it is on the agenda for that meeting.

If the motion is passed, the club shall elect a new management committee or another member of that committee, as the case may be, at that meeting for the remainder of the term of office of the management committee or the member.

Twenty-five per cent of the total number of members or 100 members of the club, whichever is the less, present at the commencement of a general meeting of a club shall constitute a quorum.

Where there is no quorum, the meeting shall be postponed to a date within one week of the postponement, but not within 72 hours, when irrespective of the number of members present, and at such meeting, the business fixed shall be proceeded with.

No alteration of the agenda shall be made during the period of postponement of a general meeting under paragraph (2).

A motion shall be carried by a simple majority vote and a member shall not vote by proxy.

All decisions made at a general meeting shall be binding on all members of the club.

Disciplinary action may be recommended by a club’s management committee to any disciplinary committee constituted under any regulations made under the Act relating to the conduct and discipline of the students against any member of the club who contravenes or fails to comply with any of the provisions of these Regulations or the Singapore Polytechnic (Students’ Union) Regulations (Rg 1).

Paragraph (1) shall not apply to ragging by a member of the club.

Any dispute between the students arising over the interpretation of any provision of these Regulations shall be referred to the Principal.

The Principal to whom a dispute is referred under paragraph (1) shall hear and determine the dispute, and his decision shall be binding on all parties without appeal.