Original Constitution updated here by : Shivam Patel (Ex-AC) and Amit Chitranshi (Ex-GS)
Second update by EC 2022-2024 by Secretary II - Abhilasha Rani .
Third update by EC 2022-2024 by Secretary II - Abhilasha Rani .

IET Lucknow Alumni Association Constitution & By-laws

MEMORANDUM OF ASSOCIATION

1. To establish and promote the spirit of brotherhood and esprit de corps amongst the alumni and the Institute.
2. To assist the institute in building and evolving a vision for itself and aid the Institute in meeting its objectives.
3. To build a database, for the welfare and promoting communication amongst the alumni, within the alumni association and from alumni to the association and the institute.
4. To foster contact between the Institute and industry, R & D organizations, other academic institutions in India and abroad for assisting in summer trainings, placements, curriculum delivery, pre-placement guidance, technical mentoring, project work facilitation etc for the students
5. To undertake and promote technology and management consultancy, technology transfer, publication of scientific and technical literature and other similar activities in conjunction with the Institute
6. To promote and execute scientific and industrial research amongst the alumni by utilizing the available infrastructure facilities at the Institute.
7. To help alumni achieve their professional goals.
8. To provide library, laboratories, computational facilities and other similar facilities existing at the Institute and also creating and enhancing them at the Institute.
9. To mobilize resources for supporting and fulfilling the aims and objectives of the association.
10. To promote activities that are essential to holistic personality development and which may receive less attention during regular curriculum, not as a pastime alone but as an opportunity of alternate profession and expertise.
11. To further such objectives as the General body may decide from time to time.

RULES AND REGULATIONS

1 - Name : “Institute of Engineering and Technology Lucknow Alumni Association”

2- Address : Institute of Engineering and Technology Sitapur Road Lucknow. 226021

3- Jurisdiction: Uttar Pradesh

4- Classification and Eligibility for Membership : The Association will have following categories of Membership : -

i) Patron : The Director of the Institute shall be the ex-officio Patron of the Association
ii) Members: There will be following categories of Members-

(a) Regular members: Following shall be considered as regular members of the Association after registration on alumni website www.iethub.org
(i) Those who have pursued a course at IET herein referred to as the Alumni,
(ii) Ex-faculty members who have served the Institute for at least two years

(b) Honorary members: Those
(i) Who are past directors of the Institute and
(ii) Who are eminent personalities honored by the Institute

In addition, the Association can also confer Honorary Membership to persons of eminence who have not received any degrees from the Institute but have contributed immensely or have shown a keen interest for development of the Institute.

(c) Star Members would be identified as members with significant contribution to the objectives of the association and would be valid for 2 years

In the case of death of a member, his/her membership will cease and opportunity would be given to the spouse to become a member.

(d) Lifetime Members

Alumni of IET who submit the prescribed membership fee after completing the process as given below shall be considered Lifetime Members of the Association-

The membership fees would be Rs 5000/- for Life Membership. In case the spouse is an alumnus of IET Lucknow, the membership fee for the couple shall be Rs 7500/-.

Eligible members are required to fill an online registration form which is available at the Alumni Website www.iethub.org. After the due identification & realization of membership fees, the members would be given a unique Membership Number.

(e) Suspension of the membership can be affected by the Executive Committee by two-third majority in the event of misconduct by any member, after affording him/her an opportunity to explain the reasons of his conduct within the prescribed time limit.

(f) A member can voluntarily surrender his membership by requesting the Executive Committee. No fee refund would be applicable in such cases.

(g) Payment gateway shall be introduced for ease of payment. Transaction Charges for the payment gateway shall be borne by IETLAA.

(h) EC can suspend for one to two months on the situation basis. If suspension is needed for more than two months or maximum till their EC tenure then approval of the Advisory Committee is required.

5. Privileges of the Members

(i) While all the members of the Association shall be eligible to participate and put forth their views in the GBM, only the Lifetime Members shall have the voting rights to vote on issues raised in GBM.

(ii) Only the Lifetime Members shall be eligible to hold posts in Executive and Advisory Committee of the Association and vote for electing the members of Executive and Advisory Committee

6- Termination of Membership:

Membership termination can be executed by the Executive Committee with a two-thirds majority vote in the occurrence of:

Acts of misconduct by the member provided that

(i) The termination will be subject to clearance by the advisory committee by simple majority within a month of the case being referred to the advisory committee by the executive committee, and

(ii) also that the Executive Committee shall give the member a reasonable opportunity of being heard and his/her explanation will be taken in writing and the reason for rejection thereof will be duly recorded and then sent to the advisory committee for final clearance of termination of membership.

7. Bodies of Institution: 1-General Body

2- Executive Committee

3- Advisory Committee

GENERAL BODY

The General Body shall consist of all the members and patron of the association.

Power and Function of the General Body :

The General Body shall comprise of patron and members (all the members) and shall be supreme in all matters relating to the Association and shall

1. Carry out the aims and objects of the Association and to lay down its policy.
2. Elect the office bearers of the Executive Committee.
3. Approve the annual account and pass the budget.
4. Amend the constitution

To collect, plan, support educational programs at the Institute and at such places as deemed appropriate by the association, establishment of faculty and student exchange programs, sponsoring lectures and debates providing fellowships and scholarships and supporting other such activities as to build, enrich and sustain academic, cultural scientific and literary heritage of the Institute.

The entire Executive Committee can be recalled by the General Body by a two third majority as per the procedures laid down in the Byelaws.

ELECTIONS

a) Elections shall be held under the supervision of the Advisory Committee who shall be responsible for proper conduct of the elections.

b) The date and time of the election will be decided by the Executive Committee only.

c) Normally there will be electronic voting on the alumni website www.iethub.org and the voter should be registered with an active Membership

d) The outgoing officer bearers should continue to hold their office till the results of the fresh elections are officially announced.

e) The members of the outgoing Executive Committee will handover the charge of their respective posts Including the documents, material and goods including money belonging to the Association in their possession within 15 days of the declaration of election results, to the newly elected office bearers of the Association.

GENERAL BODY MEETINGS

a) The Annual General Body Meeting (AGBM) of the Association shall be held every year on the date specified by the Executive Committee. Unless otherwise decided by the Executive Committee, the AGBM of the Association shall be held in the Institute. The date and time of the Annual General Body Meeting of the Association shall be notified by the President

b) For the purpose of taking the opinion of the General Body on specific issues, the President may also convene special meetings of the General Body. Special meetings of the General Body may also be requisitioned by members of the General Body, provided that such a request has the support of at least 10 other members and the request has been made at least 60 days in advance of the proposed date of the special General Body meeting. The business of special meeting shall be confined to the specific matter(s) for which it has been called and no other matters shall become admissible for the discussion.

c) The venue for holding special General Body meetings shall be decided by the Executive Committee. The mode of convening special general body meeting would be so as to allow members present in the meeting to express their views clearly.

QUORUM

a) For the General Body will be 1/10th or 30 whichever is lower.

b) For the Executive Committee 1/3rd of total numbers of their respective members.

In case a meeting is reconvened for want of Quorum, the Quorum restriction will not apply

RESIGNATION OF EC MEMBERS:

All office holders of the association shall have the option to resign, before the tenure of the office expires, with following provisions :

(i) Members of the Executive Committee shall submit their resignation to the President who shall be bound to inform the General Body of such a resignation

(ii) In the event of receiving such a resignation the President

a. may accept the resignation, or

b. ask the office holder to reconsider the decision to resign allowing a maximum of 14 days for the same.

c. If there is no reply within the period given or if the reply reiterates the desire to resign the resignation shall be deemed to have effected and final, provided that the President has to inform the General Body as to the fact of receiving a resignation, the reasons if any are cited for it, and if reconsideration has been allowed.

(iii) In the period allotted for reconsideration of any reasonable intervening period between the tendering of the resignation and its acceptance, the said office holder shall not be entitled to his office or its attendant responsibilities or privileges.

(iv) Once the resignation is effected, the Executive Committee shall inform the Advisory Committee of the vacancy and shall prepare for election for the relevant post/posts, provided that no elections shall be held for the vacancies generated out of resignation(s) if less than 6 months remain in the tenure of the EC

(v) If the President wishes to resign, the resignation shall be tendered to the Vice President, who shall serve as the President and the same provisions shall apply mutatis mutandis.

(vi) in case the entire Executive committee wishes to resign, such resignations shall be tendered to the Advisory Committee. In such a case the advisory committee shall take on the role of Election Commission and shall ensure that elections are held to elect new Executive Committee within the stipulated time.

(vii) In the interim period, the Advisory Committee shall serve as the ad hoc Executive Committee for a period of not exceeding three months and not extendable without prior ratification of the General body under essential circumstances which prevent an Election.

SAVING

Any point not covered by these rules and regulations shall be decided by the General Body. If necessary, a special meeting of the General Body could be called for the purpose.

EXECUTIVE COMMITTEE

• The Association shall function through its Executive Committee which shall comprise following lifetime members of the Association, who shall not be holding any office of profit in the Institute of Engineering and Technology, Lucknow at the time of their nomination:

a) One President – from batches who have passed out more than 30 years prior to date of election;

b) One Vice-President- only from batches who have passed out more than 25 years prior to date of election;

c) One General Secretary – only from batches who have passed out 15 to 25 years prior to date of election;

d) Two Secretaries (The post of Secretary-II shall be reserved for women alumni)- only from batches who have passed out within 20 years prior to date of election,

e) One Treasurer - only from batches who have passed out 10 to 20 years prior to the date of election.

f) The training & placement cell representative(s) of students (without voting rights).

Any office bearer can contest election for the same post for only two consecutive terms. He/She may however become eligible to contest election for the same post after a break of one term.

TENURE

All the members of the Executive Committee except for the student representative (as given in preceding paras) shall be elected once in every two years by the general body members. The tenure of individual members of EC shall be concurrent with the tenure of the EC they serve.

Power and Function of the Executive Committee:

All the Executive Authority of the Association shall vest in The Executive Committee, which shall be responsible to the General Body and shall:

a) Prepare annual budget and present before the General Body for ratification and to

operate funds of the Association.

b) Frame, amend or alter the By Laws necessary for the proper functioning of the Association In conformity with the Constitution subject to the ratification by the

General Body.

c) Fix the membership fee structure from time to time.

d) Organize functions and events of the Association

e) Present statement of Income and expenditure every 6 months for approval of the members of the Executive Committee.

f) Appoint auditor to check the account for the association.

g) Appoint employees as and when necessary, fix their salary/honorarium, initiate disciplinary action against employee as and when required.

h) Meet at least once in 6 months 30 days notice will be required for the ordinary meeting. The President can convene emergent meetings on the 24 hours notice.

i) Have powers to co-opt more members, from among the members of the association if deemed necessary and appoint sub-committees to transact specified business Co-opted members will also be eligible for membership of such sub-committees.

Power and Duties of the Office Bearers of the Executive Body:

PRESIDENT

a) Preside over all meetings of the General Body and Executive Committee

b) Call emergent meetings of the Executive Committee or the General Body on receiving representations from the members as per the necessary quorum.

c) May cast second vote in case of tie

d) Sign together with the General Secretary all the documents executed on the behalf of the Association

e) Be overall in charge and responsible for the working of the Association and see to it that the decisions of the general body, Executive Committee are carried out and the Constitution & extant By Laws of the association are followed.

f) Issue statements and press release on behalf of the association

VICE PRESIDENT

a) Act on behalf of the President during his absence.

b) Take other assignments as decided by the executive committee

GENERAL SECRETARY

a) Execute all the decisions of the Executive Committee and the General Body

and conduct day to day business of the Association

b) Maintain all the records of the association and keep the minutes of all the

meetings. Convene the ordinary meetings in accordance with the constitution.

c) Represent the Association at various bodies of the Institute

d) Hold such imprested money, as sanctioned by the Executive Committee.

e) Prepare annual report of the association, which after the approval of the

Executive Committee shall be presented before the General Body at the

Convention.

f) Issue statements and press release on behalf of the Association.

g) Coordinate with the Regional Chapters of the society and exercise all

administrative and financial powers with the approval of the President, which are

assigned to him by the General Body and the various Committees of the

association.

SECRETARY

a) Shall assist the General Secretary and work under his direction.

b) The senior Secretary shall act on behalf of the General Secretary during his/her

absence. Seniority will be decided by batch amongst Alumni and by age for

others.

TREASURER

a) Be the custodian of the funds of the Association, maintain accounts, get them audited and prepare the annual balance sheet.

b) Realize the annual subscription from the Members/Unit and will issue a

receipt for the same.

c) Sign all the Negotiation Instruments along with the General Secretary on the behalf of the Association

d) Provide advance to the General Secretary of the other office bearers an amount admissible to them as per sanction of the Executive Committee.

e) Make all the payments over Rs 500 through crossed cheques/NEFT only.

f) Present statement of income and expenditure of the Association every 6 months for approval

g) Prepare the balance sheet and have the same audited by the approved auditors and shall place them at the Annual General Moet after approval by the Executive Committee.

h) Jointly operate the bank account of the association along with the President/General Secretary.

i) Prepare the budget for the year and present it the Annual General Meeting of the Association for the current year

ADVISORY COMMITTEE:

Function:

The Advisory Committee will be a three members body that shall adjudicate on matters of interpretation of provisions herein incorporated, should a reference be made to it, either by members whose number should not be less than one tenth of the membership of the association or by the Executive Committee with consent of at least 50% members of EC. The Advisory Committee is placed to serve as an expert group which comes into action only at times of such situations wherein interpretational crisis has arisen or for a situation that the constitution (including its bylaws) has made no provision or at times of elections whereupon the Advisory Committee will serve as an Election Commission.

Composition:

The Advisory Committee shall be a three member body, whose all members must be lifetime members of the Association and shall not be holding any office of profit in Institute of Engineering and Technology, Lucknow at the time of their nomination, whose

1. First member shall be an alumnus who has passed out not less than 30 years ago from the Institute on the date of nomination,
2. Second member shall be an alumnus who has passed out not less than 20 years ago from the Institute on the date of nomination, and
3. Third member may be any alumnus as defined under this constitution.

Working:

The decisions of the Advisory Committee may be carried out by simple majority and in matters of administration and protocol, the first member shall be considered first among equals. Whenever a reference is made to the Advisory Committee in its capacity as an adjudicator and if its decision on the reference is not unanimous, the individual opinions/decisions of each member will be produced in writing before the General Body.

Formation and Tenure:

1. The Advisory Committee shall be constituted by the General Body through nominations. Names shall be discussed in GBM and nomination shall be approved by Two Third majority of the physical/online attendees of the GBM.

2. The tenure of the Advisory Committee will be four years.

3. The provisions for intermediate resignation shall apply in the same way except that the resignation may be tendered to the next in hierarchy within the Advisory Committee.

4. The Executive Committee shall call GBM to fill such a vacancy created within two months from the date of such a vacancy being created unless less than six months remain in its tenure.

5. The tenure of individual members shall be concurrent with the tenure of the Advisory Committee.

6. Any member of the Advisory Committee may remain in office for maximum of two consecutive terms. He/She may become eligible to be nominated again after a break of one term.

7. AMENDMENTS

a) Executive Committee can bring amendment in the ByLaws of the

association in conformity with the Constitution subject to the ratification by

the General Body within 1 year and before the end of the term of the

Executive Committee.

b) The General Body can amend the constitution with 2/3 rd majority.

9-BANK ACCOUNTS

a) The accounts of the association will be maintained in a recognized bank and will be operated jointly by the Treasurer and the General Secretary only through cheques/ NEFT.

b) in absence of either of these two, the President will be one of the operators of the account.

c) The annual account (Income and Expenditure) will be audited by an approved auditor.

(d) In case of Internet Banking, one of the office bearer shall have the password and other shall be the recipient of OTP. In no case, any single person shall be authorized to operate the bank account.

(e) For ease of operation, in case of outstation office bearers, EC may decide with unanimity on change of the authorized signatories and/or recipients of password/OTP to operate the Bank account.

(f) In case EC opens any Fixed Deposit out of membership fee collected or donations received, such Fixed Deposits can not be broken without the consent of two third of majority of the GBM called for and attended by lifetime members.

10- AUDIT AND ACCOUNTS

The accounts for each financial year (1" April to 31 Mar) shall be audited by the

competent auditors appointed for the purpose by the Executive committee and the Balance sheet and income and expenditure account for the year duly certified by the auditors shall be laid down before the annual meeting of the general body through executive committee

11-LEGAL PROCEDURE.

The society shall be sued in the name of the president, secretary or such other person who may be appointed by the body for the said purpose.

12-MAINTENANCE OF THE RECORDS

The General secretary shall arrange to maintain proper records like register for membership, minutes, cash book, stock book, attendance register for office staff and meeting ledger and guard filc etc. All receipts, register and vouchers shall be preserved for at least five year

13-YEAR

The year of the association for all purposes be the financial year (1st of April to March 31st)

14. DISPUTES & LITIGATION

a) The General Secretary shall represent the Association in all legal matters.

b) All disputes are subject to Lucknow jurisdiction

15- (a) Removal

• The Executive Committee can propose for removal of any of Executive Committee/ Advisory Committee member for any misconduct defined as under after affording him/her an opportunity to explain the reasons within the prescribed time limit. Removal proposal may be forwarded to GBM only with two third majority of EC.
• Proposal for removal shall be approved by General Body, in its meeting to be held within one month, by simple majority
• Following shall constitute the misconduct for the purpose of removal-
  • Absence from three consecutive meetings/programmes of the association without informing either the President or General Secretary. In case the President and/or General Secretary are unable to attend then such intimation has to be given to the Vice President.
  • Not abiding by the decisions of the EC taken by majority in its meetings
  • Gross negligence towards assigned duties at least on 3 occasions.
  • Acts done in relation to IETLAA without taking the Executive Committee into confidence.

An office bearer removed from the post once shall become eligible to contest elections/nomination after a compulsory wait period of one year.

15 (b) Impeachment

• The Executive Committee can propose for impeachment of any Executive Committee/ Advisory Committee member for any misconduct defined as under after affording him/her an opportunity to explain the reasons within the prescribed time limit. Impeachment proposal may be forwarded to GBM only with three fourth majority of EC.
• Proposal for impeachment shall be approved by General Body, in its meeting to be held within one month, by simple majority
• Following shall constitute the misconduct for the purpose of impeachment-
  • Acts to defame EC and/or IETLAA
  • Indulgence in acts detrimental to the interests of IETLAA
  • Indulgence in any act of financial misappropriation or fraud.
  • Commitment of any other act of moral turpitude.

An office bearer impeached from EC/AC once shall cease to be a member of IETLAA and shall never be admitted again.

16-DISSOLUTION

No office bearer or individual shall be empowered to dissolve the Association by whatsoever means. In the event of dissolution of the Association, its assets will be disposed off as per provision of the Society Registration Act as amended from time to time. Dissolution of the Institution and its property will be carried out under Act No. 13& 14 of Societies Registration Act- 1860