PROPOSAL TO RESTRUCTURE

THE COMMITTEES AND CLUBS

- Student’s Council 2022-23
NIT Puducherry
 INTRODUCTION

◎ Committees and Clubs play a huge role in the overall growth of both students and
the college.
◎ They act as a platform for students to showcase , learn and mould their skills and
talents.
◎ Committees and clubs make sure proper working of various student activities like
the Gyanith, LeCiel and numerous other events.
◎ With this proposal, we intend to induce slight changes in the current structure and
working of these student bodies.
 CURRENT STRUCTURE

◎ Following are the existing student bodies;

1.Student Council
2.Committees (3 Nos)
3.Clubs(9 Nos)
◎ Currently, there is no proper structure in place.
◎ The student body is mentored by the student welfare deans and each of both the
committees and clubs have respective faculty advisors to monitor and mentor their
works.
◎ Lack of proper coordination affects the effectiveness of these bodies.
◎ Details about each body explained in the following slides.
 STUDENT COUNCIL

◎ The student council includes the President, Vice-President and one secretary each from
second year, third year and MTech/PhD.
◎ The selection of the representatives are done by Election.
◎ President and Vice President are elected by the all the current students of the college.
◎ General secretary (Position reserved for 3 rd year) and Joint secretary - ll (Position reserved
for 2rd year) is elected by the students of the respective batch.
◎ Joint secretary - l position is reserved for the MTech/PhD students.
 COMMITTEES

Following are the existing committees:

1.Cultural committee
2.Training and placement committee
3.Sports committee

CLUBS

Following are the existing clubs:

1.Literary club 6. Design Club

2.Arts club 7. Coding club
3.Dance club 8. Rotaract club
4.Music club 9. Tamil club
5.Photography club
 WORKING

◎ The working of the committees and clubs are mentored and guided by the respective
faculty advisors.
◎ No formal selection procedures are followed currently.
◎ Members, once selected, becomes part of the body for his remaining period of stay
at NITPY, irrespective of his/her performance..
◎ No formal procedure for the selection of the portfolio members of each committee
or clubs.
 DRAWBACKS

◎ No proper structure in place and therefore lack of coordination and communication

between student council, clubs and the committees
◎ The selection procedure of the members for the committees and clubs are done
informally and no transparency in the procedures followed.
◎ Committee and clubs remain dormant for the major part of the academic year and are not
put to scrutiny.
◎ Committees are forced to carry uninterested and inactive members which affects the
effective working of the body drastically.
◎ No scope for improvement as the working of the committees are not checked and given
timely feedbacks for improvement.
PROPOSED CHANGES
NEW COMMITTEES (ADDED/CHANGED)

◎ Cultural committee ◎ Prep committee

◎ Sports committee ◎ Alumni committee

◎ Placement committee ◎ Infrastructure committee

◎ Development committee ◎ Tech committee

 NEW CLUBS (ADDED/CHANGED)

◎ Literary club ◎ Rotaract Club

◎ Arts club ◎ Coding club

◎ Dance club ◎ Automotives club

◎ Music club ◎ Robotics club

◎ Photography club ◎ Gardening Club

◎ Design club ◎ Adventure club

 STUDENT COUNCIL

COMMITTEES CLUBS

CULTURAL INSTITUTE DEVELOPMENT

TRAINING ALUMNI

SPORTS PREP
 PROPOSED WORKING STRUCTURE

◎ Student Council heads and coordinates the working of all the student bodies.

◎ Each committee and club will be allotted one faculty advisor (No. fixed based on
the need and working of the body) to mentor, guide and regulate the working of the
committee.
◎ The selection of the members to the Student Council and Committees will be based
on the cumulative points scored by the student in the Preliminary Rounds and
Elections ( Details in the following slides).
◎ Each Committee and Club will have a Secretary (Final Year Student) and Treasurer
(Third Year Student), who will elected by the members of the respective body. The
tenure of the portfolio will be one year.
◎ A meeting in the presence of required deans (and Director, if possible) to be
conducted at the beginning and end of each semester to plan, evaluate and assess the
working of each club and committees.
 PROPOSED WORKING STRUCTURE

◎ Student Council:-
○
No change in the existing positions and working.
○
Minor changes made in the selection procedure, which is explained in the coming slide.

◎ Committees:-
o
A student can be part of only one committee.
o
Each year will have 6 seats in the committee. (Except the Placement Committee)
o
Each committee will have a Secretary (Fourth Year) and Treasurer(Third Year), elected by
the committee in the even semester.
o
Placement Committee will have 10 members (2 members from each department) each
from Final year and Third Year.
o
Selection procedure to these 6 seats is explained in the coming slide.
◎ Clubs:-
o
A student can be part of more than one club and no restrictions for joining after first year
too.
o
No major changes in the structure and working.
o
Each club will have a Secretary(Fourth Year) and Treasurer(Third Year), elected by the
club heads in the even semester.
 SELECTION AND INDUCTION(Committees and Student Council)

◎ One selection drive will be conducted in the odd semester ( for 1 st semester students)
and even semester (for the 4th semester students).
◎ The selection drive will include:-
Stage-1: Preliminary rounds (Min. 2 Rounds) and Stage-2: Elections.
◎ Candidates maybe shortlisted after the preliminary rounds based on the cumulative
points scored. All the candidates qualifying the preliminary round cut-offs will be
considered for the elections.
◎ Weightage given to stages are;
->Preliminary round (60%)
->Elections (40%)
◎ Final selection is based on cumulative points scored by the candidates in Stage-1 and
Stage-2.
 SELECTION PROCESS FOR COMMITTEES

◎ Each member of the committee will have membership of two years, after which, if he wishes
to continue, will have to go through the selection process again.
◎ Each year will have 6 seats in each committee. (Except Placement Committee – 10 Seats per
year)
◎ The elections will be conducted in the odd semester (for 1 st semester students) and in the
even semester(for 4th semester students).
◎ The odd semester selection process will be conducted by the existing third year members and
the even semester elections by the existing fourth year members of the respective committee.
◎ Each student will have 6 votes per committee and the elections may be conducted on an
online platform for convenience.
◎ The candidates are shortlisted after the preliminary rounds and only those qualified can
participate in the elections and are elected by all the students of the respective year.
◎ Placement committee will have elections in the even semester (for 4 th semester students) only
and will have 10 seats each for upcoming 3 rd year and 4th year. Remaining procedures
remain the same.
 GENERAL GUIDELINES

◎ The Student Council is responsible to supervise the smooth functioning of the committees and
clubs, including the selection drives.
◎ The student council, considering with the student welfare deans, will publish a date each semester
as the deadline for the clubs and committees to finish the selection process for members as well as
for the portfolio members and publish the results.
◎ To initiate this new structure, this odd semester, we will have the selection drive for the current 3 rd
semester, 5th semester and 7th semester students.
◎ The elections are to be conducted by the existing committee final years, and in the case of new
committees, the allotted faculty advisor, with the help of the current student council will have to
take up the responsibility.
 BENEFITS OF THE NEW STRUCTURE

◎ A proper structure for the smooth functioning of the student body’s will be put in place. This
will help improve the working and efficiency of these bodies.
◎ A secretary and treasurer for each body will make sure accountability.
◎ The meetings proposed in the beginning and end of each semester, will make the sure the
bodies are active and will execute properly the tasks assigned and promised. It will also act as
a platform to review feedbacks and make improvements.
◎ The two year membership scheme for the committees will help students give broader
experience and also make sure only interested candidates are part of the committee.
◎ Stage wise selection drive will make sure that the candidates are tested on a broader criteria
and only the best will get selected.
◎ The new selection drive will make sure eradicate any kind of bias and discrimination and will
ensure proper transparency in the working.
◎ The new proposal will make sure there are more activities being conducted in the college and
will help in the growth of both the students and our college.
THANK YOU