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BALIUAG UNIVERSITY

COLLEGE OF ENVIRONMENTAL DESIGN AND ENGINEERING


ASSOCIATION OF ELECTRONICS AND COMMUNICATIONS ENGINEERING STUDENT’S

AECES
CONSTITUTIONS
AND
BY-LAWS
PREAMBLE

We, the students of Electronics and Communications Engineering of the Baliuag University, imploring the aid of
Divine Providence, bound by a common desire to promote the interest and welfare of the studentry in their quest for
knowledge in this vital field of science and technology; aware of our duties and responsibilities to the Electronics
and Communications Engineering studentry and to the University as a whole, that it is only in unity that we can
effectively serve our fellow students, bind ourselves into a body, the ASSOCIATION OF ELECTRONICS AND
COMMUNICATIONS ENGINEERING STUDENTS, do hereby promulgate these by-laws.

ARTICLE I: OBJECTIVE

Section 1: To consolidate all ECE students of this University.

Section 2: To promote, through scientific inquiry and study, the advancement of Electronics and Communications
Technology both in theory and in practice, and in its application to allied fields.

Section 3: To promote closer relationship, cooperation, and fellowship among students of Electronics and
Communications and allied fields of engineering to have free exchange of ideas, mutual help and respect among
themselves.

Section 4: To provide a forum for discussion on the various aspects of Electronics and Communications and allied
fields of engineering where the interests of students are concerned.

Section 5: To discover and encourage outstanding talents among students in our fields who can contribute to the
promotion of advancement this vital field of study.

Section 6: To work for the establishment of an effective relationship with similar student organization from other
institutions for the promotion and safeguarding the welfare and mutual interest.

ARTICLE II: OFFICIAL NAME, DOMICILE AND FISCAL YEAR

Section 1: The official name of the Organization shall be ASSOCIATION ELECTRONICS AND
COMMUNICATIONS ENGINEERING STUDENTS

Section 2: The principal office of the Organization shall be at the Baliuag University, Gil Carlos Street, Baliuag
Bulacan

Section 3: The fiscal year of the Organization shall be in accordance with the BALIUAG UNIVERSITY school
calendar.
ARTICLE III: MEMBERSHIP

Section 1: The students to be accepted, as members should be:


a. Students taking up ECE of any year load / level.
b. Students without any derogatory records with respect to the previous administration such as
disciplinary actions, suspensions or cancellation of his/her right to be an AECES member due to a
serious offense which has violated the integrity of the Organization.

ARTICLE IV: BILL OF RIGHTS

Section 1: Members shall have the right to information on matters affecting them.

Section 2: Members shall have the right to enjoy freedom of speech.

Section 3: Members shall have the right to peaceably assemble for the redress of grievances and to seek speedy
action thereof.

Section 4: Members shall have the right to appeal any decisions affecting their rights, interests, and welfare.

Section 5: Members shall have the right to attend all general and special meetings for members and participate in
the deliberation of proceedings.

Section 6: Members shall have the right to enjoy to the fullest adequate facilities and services provided by the
Organization.

Section 7: Members shall have the right to due process of law.

Section 8: Members shall not be subjected to exploitation, involuntary servitude, harassment, or cruel and unusual
punishment.

Section 9: Members shall have the right to exercise freedom of ideological and political belief.

Section 10: Members shall have the right of suffrage.

ARTICLE V: DUTIES AND RESPONSIBILITIES OF MEMBERS

Section 1: Every member shall abide the by-laws of the Organization at all times.

Section 2: To obey all the rules and regulations of the Organization at all times.

Section 3: To conduct themselves at all times in such manner as to reflect honor and credit to the Organization.

Section 4: To report any member who fails to comply with his / her duty to the President or any Officers.

Section 5: Every member shall exercise his/her rights and responsibilities with due regards for the rights of his/her
fellow members of the Organization.

Section 6: Every member shall pay all fees levied by the Organization.
ARTICLE VI: EXECUTIVE OFFICERS

Section 1: All Executive Officers of the Organization shall be elected by all the members of Association of
Electronics and Communications Engineering Students

Section 2: All members in good standing of this Organization has the right to be voted in any position as Executive
Officer.

Section 3: The Executive Officers of the Organization shall be:


a. A President (A Senior student shall occupy this seat.)
b. An Internal Vice-President (A Senior student shall occupy this seat.)
c. An External Vice-President (A Senior student shall occupy this seat.)
d. A Secretary General (A Senior student shall occupy this seat.)
e. A Treasurer
f. An Auditor
g. An Internal Public Relations Officer
h. An External Public Relations Officer
i. A Business Manager
j. 5th Year Level Representative
k. 4th Year Level Representative
l. 3rd Year Level Representative
m. 2nd Year Level Representative
n. 1st Year Level Representatives
o. Muse
p. Escort

Each of the Year Level representative shall also sit as the President of the class in which he or she belongs and over-
all chair of his/her year level.

Section 4: The Executive Officers shall have the right to chose their own Executive Adviser(s) from among the
regular ECE faculty, temporary/permanent, of this University.

Section 5: Duties of the President


a. Preside overall regular and special meetings of the Organization.
b. With the concurrence of the majority of the Officers formulate broad policies of the Organization and
issue such directives, circulars, or memoranda to any or all members for proper implementation at the
same time.
c. Sign all important correspondence, legal documents and contracts, which needs immediate actions.
d. Approve or disapprove expenditures of the Organization in accordance with the current budget of the
Organization.
e. Submit to the members of the Organization during its annual convention or General Assembly, his
annual report of activities and accomplishments.
f. Represent the Organization in:
1. All affairs wherein it has interests; and
2. Whatever function to which the Organization may be invited to participate, which is to the
advantage of the Organization.

Section 6: Duties of the Internal Vice-President


The Internal Vice-President shall perform the following duties:
a. Assume the duties of the President in case of absence or incapacity.
b. Serve as Executive Officer of the Organization and as much shall:
1. See to it that the policies laid down by the President are carried out.
2. Coordinate the activities of different Year Level Officers to prevent overlapping of
functions and assure efficiency and success in their undertakings.
3. Inspect, from time to time, but at least once at the close of the fiscal year, the records
of the Organization, to see that they are properly kept.
4. Perform such and other duties a may be assigned to him by the President.

Section 7: Duties of the External Vice-President


The External Vice-President shall perform the following duties and responsibilities:
a. Assume the duties and responsibilities of the Internal Vice-President in case of absence or
incapacity of the latter.
b. Will assume the post of the President in case of his incapacity if and only the Internal Vice-
President will not accept the position due to his commitment to his present position.
c. Coordinate the external commitments of the Organization, such as, but not limited to
seminars, conferences, sportsfest and others.
d. Coordinate with the Internal Vice-President regarding the activities and other related projects
of the Organization towards its upliftment and development.
e. Perform such and other duties as may be assigned to him by the President.

Section 8: Duties of the Secretary


a. Attend all meeting of the Organization, both regular and special, as well as the Annual General
Meeting of the Organization and keep the record of the proceedings thereof.
b. Report the minutes of the previous meeting and every meeting thereafter.
c. Inform Officers of all amendments to the by-laws as soon as these are amended.
d. Handle the correspondence of the Organization and keep complete records of the documents papers.
e. Perform such and other duties as the President may assign from time to time.

Section 9: Duties of the Treasurer


a. Be responsible for and exert efforts to realize the early collection of fees, dues and whatever accounts
that may be due the Organization.
b. Effect properly authorized disbursements and keep records of the same.
c. Keep and have custody of the books of account of the Organization and furnish any and/or all Officers
information regarding the same for official purposes.
d. Act as Property Custodian of the Organization and be accounted for the same.
e. Prepare monthly and annual reports on the finances of the Organization for approval of the officials
and conventions, respectively.
f. Serve as financial adviser to the President.
g. Keep its coordination with the Auditor.
h. Perform such and other duties as the President may assign from time to time.

Section 10: Duties of the Auditor


a. Pass after proper audit, all disbursements of the Organization.
b. Audit the book of account of the Organization as often as the case may require, but not less than once
per quarter.
c. Act as Property Inspector of the Organization, and as such make periodic checks and inventory of all
properties of the Organization to see to it that they are properly and safely taken care of and/or used
and make appropriate reports to the officials.
d. Keep coordination with the Treasurer.
e. Perform such and other duties as the President may assign from time to time.
Section 11: Duties of the Public Relations Officers
Internal
External
It shall be the responsibility of the Public Relations Officer to:
a. Promulgate a public relation program that shall disseminate information on and explain the
various projects, policies, activities, programs and accomplishments of the Organization to
make better understood and appreciated by the public.
b. Promulgate a program that will promote better understanding about the aims of the
Organization, promote, enhance report, exchange ideas and respect among members of the
Organization, University officials and other students of the Polytechnic University of the
Philippines.
c. Prepare press statements for proper clearance, designed for better understanding and
appreciation of the Organization in particular and the Electronics and Communications
Technology to the studentry.
d. Initiate the publication of a chapter organ that will explain the aims and purposes of the
Organization and at the same time chronicle its growth and development and activities in the
field.
e. Keep its coordination with the other Officers.
f. Perform such and other duties as the President may assign from time to time.
Section 13: Duties of the Business Manager

Section 14: Duties of the Muse and Escort

Section 15: The President shall have the power to create any committee as may be deemed necessary.

Section 16: Filling Vacancies


In case the President nor the Vice-Presidents can properly perform the duties of the President5, the
remaining Officers shall elect from among themselves, an acting President and/or the Vice-President the period of
incapacity of the President and/or the Vice-Presidents.

ARTICLE VII: YEAR LEVEL REPRESENTATIVES

Section 1: All members of this Organization shall be divided into five Assemblies, namely:
a. Freshman Assembly, which shall be composed of all the members under the First Year Level.
b. Sophomore Assembly, which shall be composed of all the members under the Second Year Level.
c. Junior Assembly, which shall be composed of all the members under the Third Year Level.
d. Fourth Year Assembly, which shall be composed of all the members under the Fourth Year Level.
e. Fifth Year/Senior Assembly, which shall be composed of all the members under the Fifth Year Level.

Section 2: The Chairman and (4) four Co-chairman shall compose the Year Level Officers.

Section 3: The Year Level Officers shall:


a. Consolidate all members of the year level it represent.
b. Implement the program of activities to the year level it represent for the academic year.
c. Coordinate their activities to the other Year Level Officers.
d. Be responsible to their year level fund.
e. Present to the Executive Officers before and other activity the purpose and financial aspects of the
project, which will include net income, net loss, expenses (like food, materials, etc.) with the
corresponding receipts.

Section 4: Each Year Level Assembly has the right to have their own Year Level Adviser.

ARTICLE IX: SYSTEM OF ELECTION

Section 1: There shall be a definite system to be observed in the elections of certain Executive and Year Level
Officers of the Organization.

Section 2: The system for the election of Executive Officers shall be as follows:
a. All members in good standing can vote and be voted.
b. The election shall be enforced and administered by their currents adviser and past executive officers.
c. The election of Officers shall be held not later than the 4th week of June of each fiscal year.

Section 3: The system for the election of the Year Level Officers shall be as follows:
a. The Year Level Officers shall be elected by their respective level constituencies during the election of
the Executive Officers
ARTICLE XI: ORGANIZATIONAL FUND

Section 1: The Organization shall maintain an organizational fund to consist of (a) General Fund, (b) Special Fund

Section 2: The General Fund shall be drawn from:


a. The former balance fund.
b. The membership fees to be collected by the Treasurer.

Section 3: The General Fund shall be allotted accordingly.

Section 4: The allocation of the General Fund shall be strictly based on the availability of the General Fund.

Section 5: Each Assembly may have its own year level fund.

Section 6: The Year Level Fund is a personal and independent fund of its respective assembly. This can be used in
any purposed agreed by its respective constituencies with the consent but not the approval of the Executive Officers.

Section 7: Responsibility under each Year Level fund shall be given to their respective Year Level Officers.

Section 8: The Year Level fund shall be drawn from special fees, independent of the General Fund, for
special/specific purpose that may be determined by the Assembly.

Section 9: Over-all income from any activities implemented by a certain Assembly shall be allotted accordingly,
respective of the prerogative of the Assembly.

Section 10: The audited financial report of the General Fund of the Organization shall be submitted to the
University Internal Auditor for review.

Section 11: All balances of the allotted fund, all the close of operations, shall be returned to the general fund,
provided that the balances or allotted special funds shall be correspondingly returned.

ARTICLE XII: SEPARATION, SUSPENSION OR DISMISSAL OF OFFICER

Section1: Any member or Officer, may, at his/her own request, be separated from membership with the Organization
either temporarily or permanently upon approval by the Officials, provided that before any action is taken upon
request. The member concerned shall have paid his/her current account with the Organization and shall be cleared of
any money or property accountability.

Section 2: Any member shall be separated from his/her membership in the Organization upon his/her graduation.

Section 3: A member may be warned, suspended or expelled upon his/her offense such as:
a. Non-payment of fees continuously for a period of or exceeding one year.
b. Continued and unexplained absence from meetings for a period in excess of one month.
c. Conduct unbecoming of the Officer on position he/she was elected to, or failing to perform
satisfactorily the duties pertaining there to.
d. Violation of the by-laws.

ARTICLE XIII: FEES, ACCOUNTS, DUES, EXPENSES

Section 1: The amount of membership fees for each member shall be determined by the Officers.
Section 2: Annual dues maybe paid in on lump sum in advance at the beginning of the fiscal year. He shall be
required to pay the dues corresponding to the unexpired portion of the year only. Members shall endeavor to pay the
dues on time.

Section 3: All payments must be paid in cash, such payments to be covered by their respective year level treasurer
which indicate the amount paid, purpose for which it was made in case dues, the period covered by the payment.
The Executive Treasurer is authorized to accept the total payments from each year level treasurer.

Section 4: All general funds shall be deposited on accounts with a reputable bank designated by the officer,
withdrawal from which shall bear the signature of the President and the Treasurer.

Section 5: General fund may be for the following:


a. Operating expenses such as publications of the Organization organ, its staff, rentals and other
necessary expenses.
b. Publication of proceedings of the Organization and other technical papers or reports.
c. Acquisition of equipment.
d. Awards for deserving members.
e. Expenses of food and other refreshments during the meetings of the Officers and for official functions
given by the Organization of such occasions as may be authorized by the Officials.

Section 6: All expenses shall be supported by vouchers approved by the Executive President and countersigned by
the Executive Auditor/Treasurer.

ARTICLE XIV: MEETINGS, CONFERENCES AND DECISIONS

Section 1: There shall be the following classes of meetings of the Organization:


a. Annual meeting shall be held during the annual convention. The annual convention shall be held
during the month of June of each year at a place and date to be determined by the acting Officers of the
Organization. During the convention, matters of general interest like annual report of the Organization,
financial status of the Organization, reading of important technical papers and such other matter of
importance that may be taken up.
b. Year Level Assembly shall be held on the first semester of the school year.
c. Regular meeting is held monthly for the purpose of transacting business of the Organization. Date will
be set upon by the majority.
d. Special meetings are held when there are matters of general interest, which need urgent action and
cannot wait for the regular meeting.

Section 2: Except in cases of or where the law provides, otherwise in annual meetings, majority of all the members
in good standing shall constitute a quorum In regular meetings, a majority of the Officials shall constitute a quorum.

Section 3: A majority decisions shall at all times be upheld, but in matters of financial decisions, a 2/3 vote shall be
required, otherwise.

ARTICLE XV: AMENDMENTS

Section 1: Amendments to the by-laws shall be made by majority with the Officers in good standing in a meeting
called for the purpose.

Section 2: Whenever any amendments to the by-laws are adopted by the Organization, the Secretary of each year
level shall, as soon as possible, circulate among its Officers, so they may be duly informed.

Section 3: Executive President is given a power to issue a decree or order.


Section 4: All other officers is given power to prepare and pass a motion that shall be reviewed by the President for
approval or disapproval.

Section 5: Amendments to the by-laws may be proposed by the incumbent Officers upon their own initiative or by
written petition signed by at least 2/3 voting members in good standing and filed with the Executive Officers for
them to process for at least one week term.

Done this 15th day of September, year of our Lord Two Thousand and Three…

_____________________
Rufino R. Valles
President

_____________________
Ervinson Castillo
VP Internal

_____________________
Jayson Ocampo
VP External

_____________________
Jasmin Sto. Domingo
Secretary

_____________________
Catherine Kaye Mesina
Treasurer:

_____________________
Jeanette Cruz
Auditor: P.R.O.
INTERNAL: EVELYN CARANGAN
EXTERNAL: CRISPIN SANCHEZ
BUSS. MANAGER: MANLY ALCANTARA
REPRESENTATIVES:
5TH YEAR: MARK SERPA JUAN
4TH YEAR: JOEBEL CENTENO
3RD YEAR: ROCHELLE MALLARI
2ND YEAR: JAKE MACALINAO
1ST YEAR: WILVER LALU
MUSE: ROSEMARIE TURLA
ESCORT: ULYSSES GONZALES

Noted by: _____________________________


Engr. Dennis Mercado
AECES Adviser SY. 2003 - 2004

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