The LNM Institute of Information Technology JAIPUR STUDENTS’ GYMKHANA CONSTITUTION
We, the students of The LNM Institute of Information Technology Jaipur, do hereby
constitute a self-governing democratic organization called Students’ Gymkhana.
The primary objective of creating this important organ of the Institute is:
“To provide a forum to the students of the Institute, to be managed by the students
themselves, through which they can carry out various extra-curricular activities
which essentially help them in their academic pursuits.”
Examples of the kinds of extra-curricular activities which can be carried out under
the aegis of this forum are:
- to organize games and sports, on a regular basis, in the Institute campus;
- to participate in games and sports at the local/regional/state/national/international
- to organize cultural activities, on a regular/periodic basis, in the Institute campus;
- to organize cultural and other competitions in the Institute campus, in which participants
from other well known Institutions can also participate;
- to participate in cultural and other competitions organized by other well known
Institutions of the country; to start and manage various hobby clubs, of interest
to the students;
- to initiate and participate in social service activities, of interest to the students
and useful to the society at large;
- to organize lectures and debates on current issues, including science and technology;
- to participate in the academic administration of the Institute, wherever feasible
- to help Wardens in the management of hostel affairs, including the dining mess;
- to participate in the administration of the Students’ Placement Committee;
- to help in managing the transport facility between the campus and the city;
- to help in the administration of the medical facility for students;
- to promote the development of skills in leadership, communication, and self reliance,
amongst the students;
- to promote the core values of commitment, respect, excellence, and accountability,
amongst the students;
- reconciliation of differing opinions, amongst students, on various issues concerning
the growth of the Institute;
- reconciliation of differing opinions of students and Institute Administration, on
various issues of importance to the Institute;
- any other similar activity concerning the general welfare of fellow students and
the growth of the Institute.
The management of such important activities, apart from the participation of a large
number of students, requires a well defined organizational framework. We, therefore,
resolve to adopt the following CONSTITUTION for this purpose. The
guiding principles, which have been used for framing this Constitution, are:
- the decision making process is democratic, at all stages, through committees rather
- transparency in decision-making and its implementation, at all levels;
- participation of all students of the Institute in the decision-making process;
- the elected/nominated representatives have the power only to execute the well thought
out decisions, taken at various levels;
- listening carefully to the opinions of others, before forming one’s own opinion
on various issues of importance;
- expressing one’s well formed opinions fearlessly, lucidly, effectively, and logically,
irrespective of how much they differ from those of others, without hurting their
- right to have access to all relevant information;
- keeping the interest of the Institute above those of any individual.
2. CONSTITUENTS OF THE STUDENTS’ GYMKHANA
In this section, various constituents of the Students’ Gymkhana are described. The
aim, responsibilities and duties, composition, and the manner of election/nomination
of each of these constituents are stated in subsequent sections.
- 2.1. All registered students of the Institute shall be members
of the Students’ Gymkhana, and, shall constitute its General Body.
- 2.2. The Director of the Institute shall be the Patron of the Students’
- 2.3. The following posts of the Students’ Gymkhana shall be elected
directly by the General Body:
- (a) President of Students’ Gymkhana
- (b) General Secretaries of Games, Cultural, and Science & Technology
- 2.4. The required number of student representatives, called Senators,
of each batch, shall be elected by the students of the respective batches.
- 2.5. The Students’ Senate (referred to as Senate subsequently),
shall comprise of all the elected students, as mentioned in clauses 2.3 and 2.4.
- 2.6. The Convenor of the Senate is elected by the Senate, according
to the interactive process described in clause 3.8.
- 2.7. The Gymkhana Executive comprises of the President, General
Secretary Games, General Secretary Cultural, General Secretary Science & Technology,
and the Convenor of the Senate.
- 2.8. The Senate shall nominate the Chief Election Officer, who
is responsible for conducting all the Gymkhana elections, except that of the Convenor
of the Senate.
- 2.9. The Patron shall appoint the Chief Counselor of the Students’
Gymkhana, and other Counselors as and when required, from amongst the faculty members
of the Institute, in consultation with the Senate.
- 2.10. The Senate shall nominate the Chairpersons and other members
of the following Standing Committees of the Senate:
- (a) The Nominations Committee
- (b) The Committee of Students for Hostel Affairs (COSHA)
- (c) The Students’ Placement Committee
- (d) The Finance Committee.
- 2.11. In addition to the Standing Committees of the Senate, mentioned
in clause 2.10, the Senate may also appoint ad-hoc committees to perform specific
tasks. The Chairperson and members of any ad-hoc committee shall be nominated by
- 2.12. The Senate shall nominate the members of the following Gymkhana
- (a) The Presidential Council
- (b) The Games Council
- (c) The Cultural Council
- (d) The Science and Technology Council.
- 3.1. All elections, except that of the Convenor of the Senate,
whenever required, shall be conducted by the Chief Election Officer, to be nominated
by the Senate. S/he can take the help of other students in conducting elections.
- 3.2. The Annual Gymkhana Election shall be held around 20th of
January every year. However, under exceptional situations, the annual elections
can be postponed, by the Senate, for a maximum period of one month.
- 3.3. The Gymkhana President and the General Secretaries of the
Games, Cultural, and Science & Technology Councils shall be elected from the General
Body on the basis of a single transferable preferential voting system. Thus, for
a particular post, if there are n candidates, the voters shall be required to give
up to preferences. In the first round of counting, only the first preferences of
the voters shall be considered, and, the candidate receiving the least number of
first preference votes shall be declared unsuccessful. In the next round, the second
preference votes of the unsuccessful candidate shall be added to the first preference
count of continuing candidates. Again, the candidate with the lowest tally shall
be declared unsuccessful. This procedure shall be repeated, until a candidate, who
shall be declared successful, secures 50 percent or more of the total valid votes
cast. In the kth round of this procedure, the kth preference votes, of the voters
voting for the unsuccessful candidate, will be considered.
- 3.4. In a batch of n students, Senators will be elected, the voters
being the n students of the batch.
- 3.5. Senators, representing a batch, shall be elected on the basis
of a preferential voting system. Each voter shall have three preferences to be cast
in favor of three different candidates amongst those seeking to represent the batch.
The first, second, and third preference shall carry 5, 3, and 1 points respectively.
Senators, representing a batch of n students, shall be declared elected in the following
way. The names of all the candidates will be listed according to the decreasing
number of first preference points received by them. If more than candidates receive
225 or more first preference points, then the first m candidates of the list will
be declared elected, giving the required number of Senators representing the batch.
Otherwise, those getting 225 or more points will be declared elected, and the rest
will be listed again according to the first and second preference points together.
Now, 225 points of the first iteration will be replaced by 350 points and the procedure
repeated. In case m Senators are still not elected, then the third preference points
will also be considered and the required number of successful candidates declared
on the basis of all the first, second, and third preference points.
- 3.6. All PhD students of the Institute will be assumed to form
one batch. Similarly, all MS/MTech students of the Institute will be assumed to
form one batch.
- 3.7. The strength of female Senators must be at least 10% of the
total strength of the Senate. In case fewer female students are elected members,
then the Senate shall nominate additional female Senators to the extent required.
- 3.8. The Convenor of the Senate will be elected, from amongst the
students elected as per clause 3.5. However, the electoral college shall consists
of all members of Senate elected/nominated as per clauses 3.3, 3.5, and 3.7. The
election will be through an interactive process. In each round of voting the candidate
with the least number of votes is eliminated. At any stage, a candidate who receives
50% or more votes of those present and voting shall be declared as the Convenor
of the Senate. The Convenor of the outgoing Senate shall conduct the election for
the Convenor of the new Senate.
- 3.9. The Chief Election Officer shall ensure that the candidates
seeking election, for any position of the Students’ Gymkhana, is not expected to
complete his academic program during the period he is expected to represent the
interests of the students. This clause will not be applicable for electing senators
to represent the final year under-graduate students.
- 3.10. The Chief Election Officer shall ensure that the students
falling in any one or more of the following categories are not allowed to contest
election for any position of the Students’ Gymkhana:
- (a) Students whose CPI is less than 7.0;
- (b) Students on whom the AC SAC has imposed any penalty, for whatever
misconduct, during their stay in the Institute.
- 3.11. In case the AC SAC imposes some penalty on a student, while
s/he is holding some post of the Students’ Gymkhana, then s/he shall cease to hold
that post with effect from the date the penalty is imposed.
- 3.12. In case, the CPI of the student, while s/he is holding some
post of the Students' Gymkhana, falls below 7.0, then s/he shall cease to hold that
- 3.13. The Convenor of the Senate shall ensure that the students
barred from contesting Gymkhana elections, in clauses 3.9 and 3.10, are not nominated
for any post of Students’ Gymkhana, and are replaced immediately, if they are affected
by clauses 3.11 and 3.12.
- 3.14. The Chief Election Officer and the Convenor of the Senate
shall ensure that a student is not elected/nominated for more than one post of the
- 3.15. Whenever a vacancy arises, for any post of the Students’
Gymkhana, due to various unforeseen reasons, the Senate shall take any one of the
- (a) nominate some eligible student;
- (b) order mid-term election for the post
- (c) not fill the post, if desirable.
- 3.16. Norms and modalities for holding any election shall be fixed
by the Chief Election Officer. However, the Senate has the right to modify any such
norms or modalities.
- 3.17. Charge shall be handed over to the next Senate within two
weeks of completing all the election formalities of the incoming Senate.
4. STUDENTS’ SENATE
- 4.1. The Gymkhana shall function through the Senate and its four
Executive Councils, namely, the Presidential Council, the Games Council, the Cultural
Council, and the Science & Technology Council.
- 4.2. The Senate shall comprise of:
- (a) the Gymkhana Executives, namely: the President, General Secretary
Games, General Secretary Cultural, General Secretary Science & Technology; and the
Convenor of the Senate;
- (b) Senators representing different batches of students (with a
special provision for female students, as in clause 3.7)
- 4.3. The Senate shall be the Central Representative, Legislative
and Supervisory body of the students. It shall
- (a) serve as the main forum of expression of student opinion;
- (b) be in continuous touch with the general body, consult the students
and act as a feedback system;
- (c) act as the central policy making body;
- (d) guide and check the functioning of the executive wings of the
- (e) guide and check the functioning of its standing and ad-hoc
- 4.4. The Convenor of the Senate shall convene and preside over
all the meetings of the Senate. S/he shall ensure that the decisions of the Senate
are implemented, to the extent possible. Difficulties, if any, while implementing
the Senate decisions must be discussed in the next meeting of the Senate.
- 4.5. All meetings of the Senate shall be open to the students of
the Institute, as observers only (i.e., they cannot participate during the discussion
or at the time of taking decisions).
- 4.6. The Senate shall discharge its responsibilities mainly through
itself and its Standing Committees. The Senate shall ensure that the following Standing
Committees are formed:
- (a) The Nominations Committee
- (b) The Committee of Students for Hostel Affairs (COSHA)
- (c) The Students’ Placement Committee
- (d) The Finance Committee.
- 4.7. The Senate may, from time to time, appoint any other ad-hoc
committees to perform specific tasks.
- 4.8. In all the decision making bodies of the Gymkhana, at all
levels, the decision making process shall be democratic, i.e., decorum is maintained
during discussion and the decisions are based on well defined majority opinions.
- 4.9. The Convenor of the Senate shall prepare the Agenda for discussion
in the Senate. The items shall be categorized, prior to discussion, for decision
making as follows:
- (a) routine items, which require a simple majority (of those present
and voting) for approval;
- (b) critical items, which require at least two-third majority (of
those present and voting), and at least half the total strength of the Senate, for
- 4.10. In case a majority of the Senate members (of those present
and voting) favor approval of the items mentioned in clause 4.9 (b), which is not
adequate for Senate approval, then the Senate may consider referring such issues
to the General Body for its decision.
- 4.11. The Minutes of the meetings of the Senate shall be written
by the Convenor of the Senate. The Minutes shall be circulated to all the members
of the Senate, for their comments, within a specified time. The President and the
Convenor of the Senate shall examine the comments received, if any, and approve
the minutes to the extent possible. The items for which the minutes are approved
can be implemented by the Convenor of the Senate. Other items, on which comments
have been received and cannot be reconciled, shall be discussed in the next meeting
of the Senate.
- 4.12. The Chief Counselor/Counselors shall be invited to all the
meetings of the Senate.
5. GYMKHANA PRESIDENT
- 5.1. The President shall be the Chief Executive of the Gymkhana.
S/he shall supervise and coordinate the general affairs of the General Body.
- 5.2. There shall be a Gymkhana Office, which will be managed by
the President and the Convenor of the Senate. All records of the Gymkhana shall
be kept in the Gymkhana Office, electronically, as far as possible. At the end of
each Gymkhana year, a folder containing the description of all the Gymkhana activities
during the year, shall be created, and kept in the Gymkhana Office.
- 5.3. All records in the Gymkhana Office shall be open to the students
of the Institute.
- 5.4. The President, as the Chief Executive of the Gymkhana, shall
have the power to requisition a meeting of the Senate, or any Executive Council,
or any Standing or ad-hoc Committee of the Senate, and shall have the power to attend
the meeting as a full-fledged member.
6. GYMKHANA COUNCILS
- 6.1. The Gymkhana shall have the following Gymkhana Councils:
- (a) The Presidential Council;
- (b) The Games Council;
- (c) The Cultural Council;
- (d) The Science & Technology Council.
- 6.2. The President shall be the Chairperson of the Presidential
Council. The Chairpersons of the other three Gymkhana Councils, the Convenor of
the Senate, and the Convenor of the Finance Committee, shall be the members of the
Presidential Council. The aim of the Presidential Council shall be to help the President
in discharging his/her duties and any other duty assigned to him/her by the Senate.
- 6.3. The General Secretaries of Games, Cultural, Science & Technology
shall propose, for ratification/consideration of the Senate, the names of students
to be appointed in their respective positions as Members/Secretaries/ Coordinators/Captains
as members of their respective Councils.
- 6.4. The aim of the Games Council is to organize and promote all
extra-curricular activities in the field of games and sports and any other duties
assigned to it by the Senate.
- (a) The General Secretary Games shall be the Chairperson of the
Games Council and shall supervise and coordinate all its activities;
- (b) The Games Council shall consist of the General Secretary Games,
the President (or his/her nominee), one member of the Finance Committee, and other
members approved by the Senate (clause 6.3);
- (c) The Secretaries shall be responsible for the organizational
part of the work, especially the off-field activities, whereas, the Captains shall
be responsible for on-field activities.
- 6.5. The aim of the Cultural Council is to organize and promote
all cultural extra-curricular activities including festivals and competitions, and
any other duty assigned to it by the Senate
- (a) The General Secretary Cultural shall be the Chairperson of
the Cultural Council and shall supervise and coordinate all cultural activities;
- (b) The Cultural Council shall consist of the General Secretary
Cultural, the President (or his/her nominee), one member of the Finance Committee,
and other members approved by the Senate (clause 6.3);
- (c) The Coordinators shall be responsible for the organization
of all the cultural programs whereas the Secretaries shall promote the club activities.
- 6.6. The aim of the Science & Technology Council shall be to organize
and promote all scientific and technological activities, and any other duty assigned
to it by the Senate. (a) The General Secretary Science & Technology shall be the
Chairperson of the Science & Technology Council, and shall supervise and coordinate
all its activities; (b) The Science & Technology Council shall consist of the General
Secretary Science & Technology, the President (or his/her nominee), one member of
the Finance Committee, and other members approved by the Senate (clause 6.3). 7.
STANDING COMMITTEES OF THE SENATE 7.1 The Senate shall have the following Standing
Committees (a) The Nominations Committee (b) The Committee for Hostel Affairs (COSHA)
(c) The Students’ Placement Committee (d) The Finance Committee. 7.2 The Nominations
Committee shall nominate the students’ representatives to the various Institute
Committees, whenever required. (a) The Nominations Committee shall consist of the
President, the Convenor of the Senate, and two Senators (at least one member of
the committee shall be female); (b) The President shall be the ex-officio Chairperson
of the Nominations Committee. 7.3 The Committee of Students’ for Hostel Affairs
(COSHA) shall supervise and coordinate all matters of common interest to all the
hostels. (a) The COSHA shall consist of the President, the Senator In-Charge Hostel
Affairs (to be elected by the Senate from amongst the Senators), and Hall Representatives
(two from each hostel). (b) The Senator In-Charge Hostel Affairs, shall be the Convenor
of the COSHA. The meetings of the COSHA shall be chaired by the President. (c) The
Chief Warden/Wardens shall be invited to all the meetings of COSHA for their opinions
on various issues. 7.4. The primary aim of the Students’ Placement Committee (SPC)
is to express the students’ opinion regarding placements and it will act as the
students’ central advisory body for the Students’ Placement Cell of the Institute.
(a) The SPC shall consist of four members, all of whom shall be nominated by the
Senate; (b) The four members of the SPC shall distribute the work of the Committee,
as they deem fit 7.5. The primary aim of the Finance Committee (FC) is to manage
the finances of the Gymkhana. The FC shall consist of four members, including its
Convenor, all of whom shall be nominated by the Senate. 7.6. The Finance Committee
shall control and supervise the expenditure incurred by the Executive Wings of the
Gymkhana. The FC shall report the financial position to the Senate, periodically,
as prescribed by the Senate. 8. GYMKHANA FINANCES 8.1. The total funds of the Gymkhana
shall comprise of: (a) Contributions made by the Institute; (b) Contributions from
other sources collected by the students (e.g. fees of clubs, sponsorship). 8.2 After
taking into consideration the total yearly income, and the financial requirements
of various Gymkhana Councils, the FC shall prepare the Annual Budget Proposals of
the Gymkhana. While preparing the annual budget proposals, FC shall seek the advice
of the Chief Counselor. The Annual Budget Proposals of the FC shall be considered
by the Senate. 8.3 The Annual Budget, approved by the Senate, with or without modifications
of the budget proposals, shall be frozen for the whole year. 8.4 The Chief Counselor
shall ensure that in the budget approved by the Senate, the anticipated expenses
do not exceed the total funds available to the Gymkhana during the year. 8.5 The
FC shall ensure that the expenses incurred, throughout the year, conform to the
Annual Budget approved by the Senate. 8.6 Approval of the competent authority, as
given in clause 8.7 below, must be obtained before contemplating to spend the Gymkhana
funds. 8.7 The competent authority to approve the payment from the Gymkhana funds
shall be as follows (a) Upto Rs 1000/-, with the approval of the President; (b)
Upto Rs 20,000/- with the approval of the Chief Counselor; (c) Any Gymkhana expense,
including those mentioned in (a) and (b) above, with the approval of the Patron.
8.8. The guiding spirit in the expenditure of the Gymkhana funds shall be economy,
at all stages, and in all possible ways. 8.9. The standard norms for all official
financial transactions shall be followed. A brief note of such important norms (to
be prepared by the Accounts Section of the Institute) shall be kept in the Gymkhana
Office. All those students who utilize the Gymkhana funds, at any time, must follow
these norms. 8.10. The FC shall present its final report before the joint session
of the Senate. This report must include: (a) The approved Annual Budget (b) A balance
sheet (of income/expenditure) (c) Any exceptional expenditure; (d) Recommended action,
if any. 9. BYLAWS 9.1. Amendment of any article of the existing Constitution shall
require the support of at least two-third of the total strength of the Senate. The
amendment, after approval of the Senate, must be reported to the Academic Council
of the Institute, which reserves the right to disallow the amendment. 9.2. Critical
items of the agenda will include: (a) Impeachment of an elected Executive of the
Gymkhana. (b) Approval of Finance committee (c) Approval of Annual Budget (d) Approval
of Chief Election Officer (e) Any other item, so decided by Senate. 9.3. The Senate
can withdraw the nomination of any person to any committee/post, whom it had nominated
initially. 9.4. The President shall call and chair the General Body meetings. S/he
shall be obliged to call a General Body meeting if requisitioned by the Convenor
of the Senate, or at least 1/3 of the total strength of the Senate, or at least
¼ of the total strength of the General Body. The President may call a General Body
meeting on his own also. 9.5. The decisions in the General Body shall, normally,
be taken by a referendum, unless all the members present share the same opinion
(without any exception). The referendum shall be conducted by the Chief Election
Officer. 9.6. The Convenor of the Senate shall be obliged to call a meeting of the
Senate, within 48 hours, if requisitioned by the President or by at least 1/3 of
the total strength of the Senate. 9.7. The Chairperson/Convenor of any Council/Standing
or Ad-hoc Committee of the Senate shall be obliged to call a meeting of the same,
within 48 hours, if requisitioned by at least 1/3 of its total strength. 9.8. The
Senate shall prepare the “Rules and Procedures” to be followed by all the wings
of the Gymkhana. Any change in the existing Rules and Procedures shall be considered
a critical agenda item.