ARTICLE I

NAME OF ORGANIZATION

• Section 01: The name of this organization will be “RUET Geographic Information Systems Club.” The use of the acronym GIS Club is permitted for advertising purposes.
• Section 02: In any event, the organization’s name must be written as “RUET Geographic Information Systems Club” while representing Rajshahi University of Engineering & Technology (RUET) through project, conferences, workshops, and any other involvements.
• Section 03: In any exceptional scenario where the full name may not be applied through proper measures, such as, merchandise, kits, logo, recognition on collaborative practices, the acronym can be applied and be written only as “RUET GIS Club.”
• Section 04: The name of the organization may be subject to change by vote amongst the organization’s founding officers and head advisors. The vote must be majority favored and approved by the head advisors before submitting any changes to the organization.
• Section 05: To change the name of the organization, the approval of the founding president is compulsory. If this condition is not met, nothing mentioned in section 04 of article I will make any difference. This section will never be changed in any kind of votes.

ARTICLE II

PURPOSE OF ORGANIZATION

The RUET Geographic Information Systems Club is an academic organization of Rajshahi University of Engineering & Technology campus that deals with the application of GIS and RS in our daily life, activities, and various aspects of research fields like discovery and application of new technologies, drone based mapping, statistical analysis with maps, and spatial & temporal observation of data along with student / teacher led info sessions, and create seminars and workshops related to GIS applications. The RUET GIS Club is working to contribute in the Sustainable Development Goals (SDG) with integration of SDG 06: Clean Water and Sanitation, SDG 11: Sustainable Cities and Communities, SDG 13: Climate Action in all of its’ activities.

ARTICLE III

OFFICERS OF THE CLUB

• Section 01: Committee Members
  Elected officers will be President, Vice President, General Secretary, Assistant General Secretary, Treasurer,Assistant Treasurer, Event Planning and Management Secretary, Assistant Event Planning and Management Secretary, Art and Graphics Secretary,Assistant Art and Graphics Secretary, Media Secretary,Assistant Media Secretary, Research and Publication Secretary, Assistant Research and Publication Secretary, Volunteer Management Secretary,Assistant Volunteer Management Secretary,Office Secretary, Assitant Office Secretary.
• Section 02: The mentioned officers will be responsible for all the works and initiatives taken by the respective club. But during an event, a separate group of organizers for the specific event can be formed by the elected officers of the club, if necessary.
• Section 03: Roles and Responsibilities
  • Part 01: The president will act as a drawbridge for communications between the club and the faculty and administration of Rajshahi University of Engineering & Technology (RUET). The president will manage the whole team and provide final input any kind of decision making (if not settled by vote). The current president will have to join all the meeting and holds the power to call for a meeting in any time necessary. The president of this club will only hold this position for a maximum of one year. Except the founding president, the following ones must proceed through election process. The president will approve any initiatives taken by the committee and listen to any objections or settle any dispute, if other officers failed to do so. The president will have the final say in all kind of disputes and decisions.
  • Part 02: The vice – president will act as an aid to the president and will perform duties of the President in his / her absence or inability to serve. The Vice President may perform the duties of other absent officers, not including Treasurer, as long as the officer claiming to be absent informs the Vice President three days before the date of absence or one week before absences on event dates. The Vice President is required to attend all off-campus field trips and half of the events on campus. Any member found unable to attend a field trip, conference, or event in which they have previously signed up for must inform the Vice President 48 hours in advance or be subject to fee charges as handled by the organization’s Treasurer.
  • Part 03: The general secretary will be responsible for maintaining documents and records related to the club’s activities, organizing meetings, and keeping members informed about the club's progress. He / She will also ensure that members are up to date with the club’s goals and current initiatives and the meetings and schedules or other kind of programs are scheduled and arranged efficiently. He / She will always inform the president about the club’s progress and consult with president and vice president in any decisive matter that directly affects the club.
  • Part 04: The assistant general secretary will act as a support to the general secretary and will act as the general secretary in his / her absence. The assistant general secretary will directly report to the general secretary about all documentation and ensure the members registration process. He / She will manage the recruitment process and registration process in different kind of events and workshops. He / She can plan different types of events and discuss that with the event planning and management secretary.
  • Part 05: The treasurer will be in charge of the club's finances, keeping track of expenses, and ensuring that the club stays within its budget. He / she will also collaborate with the President and other club members to raise funds for the organization's activities. In any event or workshop, the treasurer will be responsible for budgeting.
  • Part 06: The event planning and management secretary will be in charge of organizing GIS-related events and activities, coordinating with other members, and ensuring that events are well-managed and executed. They will also collaborate with the Media Secretary to publicize events or workshops. He / She will directly report to the general secretary about any kind of events or workshops. He / She will also be responsible for managing the interim teams formed during any event or workshop.
  • Part 07: The assistant event planning and management secretary will assist the event planning and management secretary in their duties and will take over in their absence. They will work closely with the event planning and management secretary to ensure that all club events are successful. In absence of the event planning and management secretary, the assistant event planning and management secretary will perform all the necessary actions.
  • Part 08: The art and graphics secretary will be responsible for creating new designs and creative banners during any event or workshop. They will also be responsible for any media attached in social media posts and promotions. The initial logo design and any changes necessary will be solely conducted by them. During any event, the art and graphics secretary can form a team of volunteer for ensuring efficient work schedule.
  • Part 09: The media secretary will be responsible for promoting the club and its activities through various forms of media, such as social media, newsletters, and flyers. They will also work with the event planning and management secretary to promote events to the wider community. In any social media platform, the media secretary will be responsible for the Club’s interest.
  • Part 10: The research and publication secretary will be responsible for publishing any documents and articles related to the Club’s interest in any time interval. He / She will also be responsible for coordinating and conducting research related to GIS and publishing the findings in various journals and publications. They will work with other members to identify research opportunities and ensure that all research conducted by the club is of high quality.
  • Part 11: The Volunteer Management Secretary will be responsible for recruiting and managing volunteers for the club's activities, ensuring that they are trained and supported throughout their work. They will work with other members to identify volunteer opportunities and ensure that all volunteers are contributing effectively to the club's activities.
• Section 04: The founding committee will serve a period of 6 (six) months and the later committees will serve a period of 1 (one) academic year. The members of the Founding Committee will hold their positions until the end of the six-month term or until their successors are elected and assume their duties. In order to ensure a smooth transfer of responsibilities and necessary information, departing committee members will work closely with their successors during the transition of power. According to the club's internal rules or election regulations, new committee members will take over their roles within a reasonable timeframe.
• Section 05: Removal of an Officer
  Any officer of the RUET GIS Club can be removed through following procedure:
  • Part 01: A written request by at least 3 (three) voting officers of the Club will be submitted to either president or vice president. Written notification shall be sent to the officer in question asking that officer to be present at the next meeting and prepared to respond to the removal request.
  • Part 02: A two – third majority vote of the officers is compulsory to remove the officer.
  • Part 03: In the event of the removal, a special provision may be granted to the remaining officers to appoint an interim replacement until an election or a selection may be held. In any event of a selection, half of the vote of present officers is needed to transfer the duties of the removed officer.
• Section 06: Election Procedure
  All the new officers will be appointed by either election or selection, as preferred by the present committee. As one committee will be responsible for their duties for one academic year (expect the founding committee), they can nominate one member for their respective position.
  In case of an election, 60 % vote for each position is needed for an appointment of an individual. In any event of no opposition, the nominated candidate will be directly selected for the respective position. If 60 % majority cannot be achieved for any candidate of a respective position, the elected president’s vote will be considered as final.
  And in case of the president’s position in the previously discussed scenario, the current president’s vote will be considered as the deciding one. The advisory committee can veto in this decision. In case of a veto from the advisory committee, a new election will take place between the previously nominated person and the new nominated person from the advisory committee. The nominee with at least 51 % vote will be selected as the new president.
  The current president will call the meeting for election before at least one month prior to end term of the current committee

ARTICLE IV

MEMBERSHIP

The president, vice president, general secretary can call for a meeting to discuss any topic they feel necessary. One meeting in every month shall be conducted by the present committee. In case of any special meetings during an event / workshop or any kind of emergencies, other officers can request to the president directly or through vice president and the president will can for the special meeting if he / she feels necessary.In any meeting, all of the members shall be present. If he / she cannot attend the meeting, he / she must inform the president prior to meeting. If any member does not attend at least 60 % of the total meetings, his / her membership will be revoked. Any topic can be discussed during a meeting and the president will give a closing discussion in every meeting.

ARTICLE V

ADVISORY COMMITTEE

Besides the committee elected by the students, an individual advisory committee will be present in the RUET GIS Club. It will only consist faculty members from RUET. Any faculty member on leave cannot remain in the advisory board. However, he / she can join again after rejoining with the respective department.

• Section 01:The advisory committee will serve as a resource body for the Club and provide advisory support for the officers and members of the Club.
• Section 02:The student organization advisor must be a full-time, salaried faculty or staff member not on leave during his or her advisor term.
• Section 03:The advisory committee must be informed of any decision taken by the present committee. The advisory committee can combinedly veto a decision if they feel necessary. If the committee veto a decision, the current president can present an alternate proposal to advisory committee but cannot perform on the previous proposal presented.

ARTICLE VI

AMENDMENTS

Amendments to this constitution may be made at any regular meeting of RUET GIS Club provided notice of the proposed amendment was given 2 (two) weeks prior to a vote. Amendments require a two-thirds vote of the voting members in attendance at the meeting, and are subject to final approval by the office of current committee. The amendments should be presented to the advisory committee for the final approval.

ARTICLE VII

AMENDMENTS

Amendments to this constitution may be made at any regular meeting of RUET GIS Club provided notice of the proposed amendment was given 2 (two) weeks prior to a vote. Amendments require a two-thirds vote of the voting members in attendance at the meeting, and are subject to final approval by the office of current committee. The amendments should be presented to the advisory committee for the final approval.

ARTICLE VIII

AFFILIATION

The RUET GIS Club can act as an affiliate with any international or national organization. During this affiliation period, no changes will be made in the constitution unless it is absolutely necessary. All of the members can be involved in the affiliated program and RUET GIS Club can recruit new members contractually and specifically for the program.
The RUET GIS Club can appoint a member as an officer for managing the affiliated program and the respectiveperson will directly report to the president. In case of no selection, the event planning and management secretary will play the respective role.
The RUET GIS Club can form a new team for successfully completing the affiliation program, if the president feels necessary. The selection process will be a direct selection process by the president and general secretary. In case of separate opinion between both of them, the president’s opinion will be respected.

ARTICLE IX

DISSOLUTION

In the event RUET GIS Club dissolves, all funds left in the treasury and merchandise, after outstanding debts and claims have been paid, shall be transferred to the hands of advisory committee. The advisory committee will take action for the remaining funds. The current president will ensure the funds are distributed correctly and the treasurer will be responsible for the accounts of the funds during this event.