Student Council Guidelines

Table of Contents

1. Objective
2. Constitution of the Student Council

• Selection Process
• Eligibility Criteria

3. Role of the Student Council

• Primary Functions
• Roles and Responsibilities of Office Bearers

4. Student Council Meetings

• Procedures
• Sample Meeting Minutes Format

5. Dissolution of the Council

1. Objective

The purpose of establishing the Student Council (SC) is to create an effective communication bridge between the administrative authorities and the student body. While students can approach administrative officials individually, the SC acts as a collective platform for communication. Additionally, the SC plays a pivotal role in organizing and promoting cultural, sports, social, and educational events within the institution. It also provides students with an opportunity to develop leadership skills and engage in program planning and volunteering.

2. Constitution of the Student Council

The Student Council at VPCE&R comprises the following members:

• General Secretary
• Deputy General Secretary
• Class Representatives
• Intramural Coordinators

Selection Process
All student office bearers are nominated for their positions. Nominations can come from self-nomination or teacher nominations. Nominees have the opportunity to present themselves, followed by elections. Candidates undergo an election process, and after vote counting, the Principal and teachers select the Student Council committee members. Ensuring gender balance in the Council is a priority.

Eligibility Criteria

• All registered students of the institution are eligible for nomination
• Nominees should have no academic arrears in the current academic year
• Nominees should not have faced disciplinary actions from the institute authorities

3. Role of the Student Council

The primary role of the Student Council is to facilitate information exchange between administrative officials and students. The Council aims to:

• Foster an environment conducive to educational and personal development.
• Support the development of the institution by providing the Council’s opinions, suggestions, and feedback to the management, administrative officials, and faculty.
• Represent the students’ perspectives on general concerns.
• It’s essential to note that the Student Council cannot interfere with the decision-making process of administrative officials or the management. The Council operates on a two-year term, but if deemed ineffective by the Principal and faculty incharge, it may be dissolved and replaced through a selection process.

Primary Functions
The Student Council operates in alignment with its objectives. It collaborates with the administration on planning and development activities. Its key functions include:

• Close collaboration with administrative officials, teachers, and students.
• Accessibility to all students within the institution.
• Involvement of as many students as possible in student development activities.

Office Bearers and Responsibilities

1. General Secretary: Oversees the overall functioning of the student council, including planning and executing events, coordinating with faculty, and representing student interests to the administration
2. Deputy General Secretary: Assists the General Secretary in their duties, fills in during their absence, and manages specific projects or initiatives delegated by the General Secretary.
3. Class Representatives : Serves as a liaison between students and the council, relaying concerns and suggestions, facilitating communication, and promoting unity and cooperation within the student body..
4. Intramural coordinators Organize and oversee intramural sports activities and events within the college, ensuring fair play, safety, and participation among students, and fostering a culture of physical fitness and teamwork..

4. Student Council Meetings

The Student Council convenes at least once per semester, and additional meetings may be called as needed. Attendance of faculty members and the Student Council is mandatory. Faculty members’ input is valuable for developing the leadership skills of student members.

Meeting Guidelines
Meeting notices must be sent to Council members at least two days in advance. Meetings cannot proceed without the presence of the Principal, faculty Incharge, General Secretary, or Secretary. Meeting minutes should be recorded and made available to the Faculty Incharge after obtaining the Principal’s signature.

Sample Meeting Minutes Format
Meeting minutes should clearly document agenda points and include:

• Date, Time, and Venue
• List of Attendees
• Details of Invited Guests from Administration / Management
• Agenda Items and Discussion Outcomes / Resolutions
• Details of the Next Meeting (if discussed)

5. Reporting and Dissolution

The Student Council may be dissolved at any time, with or without prior notice, by the Principal, depending on the circumstances. If dissolution is contemplated, a one-week notice will be given, allowing the Council to provide explanations or justifications. The final decision to dissolve rests with the Principal