Professional Documents
Culture Documents
NUST Civil and Water Engineering Club Constitution CAWES
NUST Civil and Water Engineering Club Constitution CAWES
CAWES
1. General Information
1.1 Location
1. Civil and Water Engineering Department.
2. Meeting venues are advised before meeting.
1.2 Contact Information
1. Mailing Address NUST Civil Engineering Club, Corner Cecil Avenue/Gwanda Road. P.P. Box 939, Ascot,
Bulawayo
2. E-mail ncwclub@gmail.com
3. Facebook NUST Civil and Water Engineering Club.
1.3 Club Purpose
1. The Civil and Water Engineering Club,, hereafter to be known as the Club, shall promote student
interaction and participation in various social and academic activities that aim to strengthen the student
community and experience. Furthermore, the Club will represent the interest of Civil and Water
Engineering undergraduate students to the Department, faculty, University at large and other influential
groups.
2.0 Membership
1. All undergraduate students currently enrolled in the Civil Engineering program at the University are
considered members of the Club and are hereafter to be known as Members. This includes Masters
students from our department.
2. The Club is an affiliate member to the Engineering Club Society, along with NIMES, NEEC and others.
3.0 Administration
3.1 Office Hours
1.The Club works on an open door policy, where students are encouraged to stop by and discuss any
questions, suggestions, concerns, problems or issues involving the Club when an Executive member is
aavailable, since we do not have an office yet.
3.2 Meetings
1. The Executive are to meet a minimum of once a month, announced by the Chair or Vice-Chair, greater
than 24 hours from the time and date.
2. Quorum during meetings is 50% + 1 of the current Executive.
3. An agenda must be distributed before the start of each meeting by the Chair.
4. Each of the Executive is entitled to one vote during meetings, with the exception of the positions
designated as non-voting members; in the event of a tie, the Chair shall have the deciding vote.
5. Attendance at meetings is mandatory for the Executive, unless otherwise noted for a particular meeting.
Executive who are unable to attend must send regrets must be sent to the Chair or Vice-Chair.
6. The Chair of the Club, hereafter known as the Chair, must be informed of any absence prior to the
beginning of a meeting,
7. Excused absences can only be granted by the Chair.
3.3 Dismissal and Resignation
1. Two unexcused absences from meetings by a member of the Executive will result in a warning from the
Executive. Three unexcused absences from meetings will result in a question of responsibility of the
Executive Member.
2. Any Executive may also motion for a vote on the dismissal of a member of the Executive due to nonfulfillment of duties.
3. Dismissals will be voted on through a secret ballot, and require quorum and a two-thirds majority of
votes cast to be successful.
4. In the event that a member of the Executive is dismissed or resigns, a bi-election shall be held to fill the
position.
1. If the Executive decide that a bi-election is not feasible to organize the following alternatives may take
place:
1. Applications for filling the empty position(s) are released and a candidate is chosen through majority
Executive vote,
2. A current Executive member assumes a role of the empty position(s),
3. A member who had previously been on the Executive, if possible in the same position, will be appointed
to the position.
4.0 Executive
4.1 Guidelines for All Positions
1. The term of office is one academic year.
2. Each position may be held by only one person at a time; however this is voided if a suitable candidate
cannot be found or role replaced.
3. Only Members are eligible to serve on the Executive.
4. At least three of the Executive must be elected by the Members of the Club, which must be the Chair ,
Secretary and Treasurer.
5.. All Executive are responsible for discussing their budgets with the Treasurer, Chair and Vice-Chair.
6. At the end of the term all Executive are responsible to transition with their counterpart within the
academic year, transition includes meet-up(s) and a transition document summarizing/detailing the roles,
responsibilities, difficulties, improvements and challenges that he or she faced in their term.
7. All Executives are responsible for maintaining their roles information, and to contribute information to
the Civil Engineering Club sssssocial networks in order to benefit students.
8. Executives are responsible for spreading awareness of Club events and services using their abilities.
9. Executives are responsible for updating and uploading information to the online file system.
4.2 President
1. The Chair must be in their third or graduating year.
2. In the event that there are no eligible candidates for the position of Chair, the outgoing Chair presently
in office may waive the previous eligibility requirements.
3. The Chair is responsible for overseeing all activities undertaken by the Club, and pursuing opportunities
and initiatives that do not fall under other Executive roles to improve student experience.
4. The Chair has signing authority on all monetary documents.
5. The Chair is responsible for the Club e-mail and sending mass mails.
6. The Chair is responsible for organizing meetings with the Civil Engineering Department Chair and
Department representative(s), and meeting with other Engineering Discipline Clubs to improve
collaboration, relationships and sharing of knowledge.
8. The Chair and Vice Chair are responsible to recruit and interview for (current and future) non-elected
positions that contribute to student experience and the Club.
4.3 Vice President
1. The Vice Chair must be in their third year.
2. The Vice Chair shall assist the Chair in all duties, including pursuing opportunities and initiatives that do
not fall under other Executive roles to improve student experience.
3. In the absence of the Chair, the Vice-Chair shall assume all the duties of the Chair with the exception of
having signing authority on monetary documents.
4.4 Treasurer
1. The Treasurer must ensure that appropriate financial systems and controls are in place, there is
adequate monitoring and reporting of cash flows, and the responsible use of funds.
2. The Treasurer is responsible for preparing and updating the term budget alongside the Executive.
3. The Treasurer has signing authority on all monetary documents.
4. The Treasurer is responsible for providing financial statements at meetings when requested.
5. The Treasurer is responsible for managing the amount of cash present in the Office, ensuring there is
minimum petty cash for upcoming activities and over minimum is deposited promptly after received. In
addition, the Treasurer is responsible for ensuring that floats are prepared prior to any activities requiring
them.
6. The Treasurer is responsible for the preparation and completion of an audit if required.
7. The Treasurer is responsible for renewing and applying for affiliation with external groups that benefit
the Club.
8. The Treasurer is responsible for applying for funding with external groups and seeking sponsorships
and discounts alongside other Executives.
9. The Treasurer is responsible for working alongside the Business Representative, and interested
Members, in organizing fundraising strategies and initiatives.
4.5 Business Representative
1. The Business Representative, hereafter to be known as the Business Rep, is responsible for the selling
and management during events and Business relations with external groups.
2. The Business Rep is responsible for the design and sale of Club merchandise throughout the school year,
including clothing, patches and other Club branded gear.
3. The Business Rep is responsible for stocking and keeping accurate records, and depositing the cash with
the Treasurer as necessary.
4. The Business Rep is responsible to identify and execute potential strategies with other Executives for
the Club to fund-raise and make money.
5. The Business Rep is responsible for looking at opportunities for the Club to offer new/alternative
services to students which include drawing tools, course tools/materials, Personal Protective Equipment
(PPEs), and other initiatives.
4.6 Social Representative
1. The Social Representative, hereafter to be known as the Social Rep, is responsible for organizing the
Civil Engineering Dinner Dance, hereafter to be known as the Dance. The Dance may be made in
collaboration with the Industrial Engineering Club, and all other existing engineering clubs.
2. The Social Rep is responsible for organizing social events to engage students and strengthen the student
community throughout the year.
4.7 Academic Representative
1. The Academic Representative, hereafter to be known as the Academic Rep, shall work with the
academic affair minister from the SRC.
2. The Academic Rep is responsible for academic advocacy within and external of the Civil and Water
Engineering Discipline, and communicating with students and the Department on academic planning,
concerns, and issues.
4.8 Secretary
1. The incoming Executive shall elect the Secretary.
2. The Secretary is responsible for the documentation of all meeting minutes and all plans of various
activities. Alternatively, meetings may be recorded, or a summary of the meetings action items may be
approved after adjournment.
3. The Secretary is responsible for updating the Clubs internal Club and external student calendar.
4. The Secretary is responsible for creating, compiling and sending the Clubs regular newsletter. The CM
is responsible for identifying the best means of spreading awareness and information to students.
5. The Secretary is responsible for posting updates related to the Club and Civil Engineering on the Club
Facebook page to engage users and build awareness of club and school news, events, and activities.
6. The Secretary is responsible for ensuring photos are taken at events and posted publicly to Civil and
Water Engineering students.