Constitution of Computer Engineering Students Society Hong Kong University of Science and Technology Students Union

Constitution of Computer Engineering Students Society Hong Kong University of Science and Technology Students Union 0 Definition of Terms 0.1 HKUST will refer to Hong Kong University of Science and Technology hereafter. 0.2 CPEG will refer to Computer Engineering Programme at the Hong Kong University of Science and Technology hereafter. 0.3 CPEG students will refer to all the full-time students currently registered in the Computer Engineering Programme at the Hong Kong University of Science and Technology hereafter. 0.4 University will refer to the Hong Kong University of Science and Technology hereafter. 0.5 Society will refer to Computer Engineering Students Society, Hong Kong University of Science and Technology Students Union hereafter. 0.6 General Polling will refer to all forms of voting involving all members of Computer Engineering Students Society, Hong Kong University of Science and Technology Students Union hereafter. 0.7 Constitution will refer to the most updated version of the Constitution of Computer Engineering Students Society, Hong Kong University of Science and Technology Students Union hereafter. Eligible SEng Students will refer to all undergraduates at HKUST who have already admitted to School of Engineering of HKUST but have not selected their major hereafter

1 General 1.1 Name of Society The full name of the Society shall be Computer Engineering Students' Society, Hong Kong University of Science and Technology Students Union (or in short, CPEGSS, HKUSTSU). The full name in Chinese shall be. 1.2 Official Languages The official languages of the Society shall be English and Chinese. Either of the two languages may be used at any formal meetings and functions of the Society. If both languages are used, the English version shall prevail whenever there are ambiguities. 1.3 Objectives The objectives of the Society shall be: 1.3.1 To cultivate a sense of belonging among CPEG students, members and the faculty. 1.3.2 To serve as a communication channel between its members and other interest groups within the University. 1.3.3 To serve as a communication channel between its members and individuals and groups at with other colleges and industrial companies outside the University. 1.3.4 To promote the general welfare to its members. 1.3.5 To promote interest of its members in the field of Computer Engineering. 1.3.6 To promote interest of its members in cultural, intellectual, social and sports activities. 1.4 Affiliation The Society shall be affiliated with Hong Kong University of Science and Technology Students Union. 2 Membership 2.1 Full Membership 2.1.1 Eligibility 2.1.1.1 All full time undergraduates first enrolled in or currently registered in the Computer Engineering Programme at HKUST shall be eligible for Full Membership of the Society on payment of the Full Membership fee, provided that they are HKUSTSU Full Members. 2.1.1.2 All postgraduates, who were graduated with the Bachelor of Computer Engineering Programme at HKUST, shall be eligible for Full Membership of the Society on payment of the Full Membership fee, provided that they are HKUSTSU Full Members.

2.1.1.3 All full time undergraduates currently registered in the Technology and Management Programme at HKUST shall be eligible for Full Membership of the Society on payment of 4-year Membership fee, provided that they are HKUSTSU Full Members. 2.1.1.4 All Eligible SEng Students and current Executive Committee members of the Society, shall be eligible for Full Membership of the Society on payment of the Full Membership fee, provided that they are HKUSTSU Full Members. 2.1.1.5 For the full time undergraduates who join the internship or exchange program, their Full Membership will be suspended until they are back from internship or exchange. 2.1.2 Privileges 2.1.2.1 To use all facilities provided by the Society. 2.1.2.2 To attend activities and functions arranged by the Society. 2.1.2.3 To be eligible for membership of sub-organizations of the Society. 2.1.2.4 To have the right to vote at a General Polling. 2.1.2.5 To have the right to nominate, to second, and to be nominated for Election. 2.1.2.6 To have the right to speak at any General Meeting (see Section 4). 2.1.3 Obligations 2.1.3.1 All eligible members shall have paid the admission fee and the annual fee to be considered as Full Members of the Society. 2.1.3.2 To follow the resolution of General Meetings. 2.1.3.3 To follow the Constitution of the Society. 2.2 Associate Membership 2.2.1 Eligibility 2.2.1.1 Any student or faculty member at HKUST approved by the Executive 2.2.2 Privileges Committee shall be eligible for Associate Membership of the Society on payment of the Associate Membership fee. 2.2.2.1 To use all facilities provided by the Society. 2.2.2.2 To attend activities and functions arranged by the Society. 2.2.2.3 For all Associate Members who have been an Executive Committee member from any of the past sessions of the Society or who have been approved as Honorable Member shall be eligible to speak at any General Meeting as an Honorable Member 2.2.3 Obligations 2.2.3.1 All Associate Members shall have paid the admission fee and the annual fee to be considered as Associate Members of the Society. 2.2.3.2 To follow the Constitution of the Society.

2.3 Honorable Member 2.3.1 Eligibility 2.3.1.1 All executive committee members should be eligible to be the Honorable Member of the Society on being the Executive Committee from any of the past sessions of the Society provided that they are not full members or associate members of CPEGSS, HKUSTSU. 2.3.1.2 Any person can be the Honorable Member of CPEGSS, HKUSTSU if the following requirements are met. 2.3.1.2.1 He/She should have a great contribution to CPEGSS, HKUSTSU 2.3.1.2.2 He/She should have been the Full Member of CPEGSS, HKUSTSU 2.3.1.2.3 He/She should be nominated by one Executive Committee member in any previous session 2.3.1.2.4 Fifteen Executive Committee members in any previous session (excluding the one who calls for the nomination) should be assent to the nomination. 2.3.1.2.5 Nomination should be discussed in any General Meeting if the above 2.3.2 Privileges requirements are met. 2.3.2.1 Honorable Member approved should be eligible to speak at any General Meeting 2.3.3 Obligations (see Section 4). 2.3.3.1 To follow the resolution of General Meetings. 2.3.3.2 To follow the Constitution of the Society. 3 Advisors and Honorary Auditor 3.1 Advisor Any person who may contribute to the Society and is recommended by the Executive Committee of the Society may be invited to be an Advisor of the Society. 3.2 Honorary Auditor Any person who may contribute to the Society and is recommended by the Executive Committee of the Society may be invited to be an Honorary Auditor. 4 General Meeting 4.1 Authority The resolution of a General Meeting shall possess the highest authority in the Society. The resolutions of a General Meeting can only be revoked by a subsequent General Meeting or by General Polling. 4.2 Chairperson 4.2.1 The Chairperson (see Section 5.3.1) of the Society shall convene and take the chair at all General Meetings.

4.2.2 In the absence of the Chairperson, either one of the two Vice-Chairpersons (see Section 5.3.2, 5.3.3) shall convene the meeting and take the chair. If neither of the Vice-Chairpersons shall be present, the Executive Committee shall elect one as the Chairperson. 4.3 Secretary The Internal Secretary (see Section 5.3.4) of the Society shall be responsible for taking notes and preparing minutes for all General Meetings. In the absence of the Internal Secretary, the Chairperson shall appoint one of the Full Members to preside as the Secretary. 4.4 Quorum Fifteen percent or above of the Full Members of the Society shall form a quorum of a General Meeting. If the quorum has not been met, the General Meeting is deemed to have failed, except the second called Annual General Meeting. 4.5 Annual General Meeting (A.G.M.) 4.5.1 The Annual General Meeting shall be held within the first eight weeks of every Spring Semester in the Academic Year of the University. 4.5.1.1 If the quorum cannot be met during A.G.M., a second called A.G.M. should be held within 14 days with at least 7 days of announcement in advance. For the second called A.G.M., all decision should be finalized even quorum cannot be met. 4.5.2 Business 4.5.2.1 To adopt, if thought fit, the agenda of the General Meeting. 4.5.2.2 No A.O.B. other than those matters listed in the agenda can be discussed in the Annual General Meeting. The Chairperson shall state that discussions other than those listed in the adopted agenda are not allowed. 4.5.2.3 To adopt, if thought fit, the minutes of the previous Annual General Meeting together with the minutes of all Extraordinary General Meetings, which may have been held since the previous Annual General Meeting. 4.5.2.4 To adopt, if thought fit, the Annual Report presented by the Chairperson for the current session of the Society. 4.5.2.5 To adopt, if thought fit, the audited Financial Report (see Section 7.5) including an audited Financial Statement and the Balance Sheet presented by the Financial Secretary (see 5.3.7) for the current session of the Society. 4.5.2.6 To introduce the Executive Committee in the next session. 4.5.2.7 To pass and approve or amend the proposed year plan and financial budget drafted by the Executive Committee in the next session. 4.5.2.8 To pass amendments to the Constitution, if any.

4.6 Extraordinary General Meetings (E.G.M.) 4.6.1 An E.G.M. shall be convened when: (i) the Executive Committee requests for, or (ii) above 50% of the Full Members request for. 4.6.2 Any business other than those matters listed in the agenda can be discussed in the Extraordinary General Meeting with approval from the chairperson of the General Meeting and the quorum with voting (see Section 4.7). The Chairperson shall state that any issues which discussed as Any Other Business (A.O.B.) in the General Meeting will be added as an agendum in the adopted agenda of the General Meeting automatically. The change of the adopted agenda shall be announced within 7 days or before the continuation of the current General Meeting (if any). 4.7 Voting 4.7.1 At any General Meeting a resolution put to the vote of the meeting shall be decided on a show of hands, unless the meeting decides on a procedural motion to vote on the resolution by secret ballot, or unless the Chairperson decides to do so in which a vote by secret ballot shall be held. 4.7.2 A decision resulting from the voting at a meeting will only be recognized if the total number of votes cast is greater than or equal to two thirds of the attendance. 4.8 Notice Notice of all General Meetings, together with the agenda shall be posted at least 7 clear days beforehand at the CPEG office. 4.9 Annual Report and Annual Financial Report The Annual Report and the Annual Financial Report shall be posted on the CPEG notice board at least 7 clear days before the Annual General Meeting. 5 Executive Committee 5.1 Authority 5.1.1 To represent the Society in all matters. 5.1.2 To organize functions by which to attain the objectives of the Society. 5.1.3 To handle the daily affairs of the Society. 5.1.4 To implement the resolutions of General Meetings and of General Polling. 5.1.5 To take appropriate actions in response to cases of emergency.

5.2 Composition 5.2.1 The Executive Committee shall consist of the following: i) a Chairperson, ii) iii) iv) an Internal Vice-Chairperson, an External Vice-Chairperson, an Internal Secretary, v) an External Secretary, and vi) a Financial Secretary. The Executive Committee might consist of vii) Academic Secretary(ies), viii) Promotion and Publication Secretary(ies), ix) Sports Secretary(ies), x) Internal Relations Secretary(ies), xi) Social Affairs and Welfare Secretary(ies), Each of the above posts shall be taken by at most have two persons. 5.2.2 The Executive Committee shall consist of at most 16 persons, at least 10 persons. 5.2.3 No member of the Executive Committee may have more than one post. 5.2.4 After the confirmation of major of Eligible SEng Students, forty percent or above of members in the Executive Committee shall be CPEG students, while CPEG students are the majority of the current session of Executive Committee. 5.2.5 Chairperson, Internal Vice-Chairperson, External Vice-Chairperson and Sports Secretary(ies) shall be Eligible SEng Students or CPEG students. 5.2.6 No member of the Executive Committee shall be any position of other Departmental Societies. 5.2.7 For case that if Chairperson, or both of Internal Vice-Chairperson, or both of External Vice-Chairperson or both of Sports Secretary(ies) of the current Executive Committee are both not an Eligible SEng Students or CPEG students, a position rearrangement of the current Executive Committee shall be called in any current General Meeting automatically, or the current Executive Committee shall call an Extraordinary General Meeting.

5.3 Duties of Executive Committee members 5.3.1 The Chairperson shall be the chief executive of the Society. He shall represent the Executive Committee in all affairs. 5.3.2 The Internal Vice-Chairperson shall assist the Chairperson in all internal affairs. He shall be responsible for the coordination among Sub-Committee (see Section 5.5). He should take the role of acting Chairperson during the absence of the Chairperson. 5.3.3 The External Vice-Chairperson shall assist the Chairperson in all external affairs. 5.3.4 The Internal Secretary shall be responsible for keeping all records of the Society except the financial reports and taking minutes at every meeting of the Society. 5.3.5 The External Secretary shall be responsible for the correspondence of the Society with the general public, concerning external affairs of the Society. 5.3.6 The Academic Secretary shall be responsible for all academic activities of the Society. He shall be a member of the CPEGSS Academic Committee (see Section 6). 5.3.7 The Financial Secretary shall be responsible for all financial matters of the Society, including preparing and keeping Financial Reports and Financial Budgets (see Section 7.4, 7.5). 5.3.8 The Promotion and Publication Secretary shall be responsible for all publications and promotions of all functions of the Society. 5.3.9 The Sports Secretary shall be responsible for organizing sports activities for members of the Society. 5.3.10 The Internal Relations Secretary shall be responsible for recreational activities for the members of the Society. 5.3.11 The Social Affairs and Welfare Secretary shall be responsible for social affairs and promotions of the general welfare of the members of the Society. 5.3.12 Two Executive Committee members of the Society, one of which should be either the Internal Vice chairperson or External Vice Chairperson, shall be appointed to be members of the Engineering Council.

5.4 Session The Executive Committee shall hold office from the conclusion of the Annual General Meeting in the year of their election until conclusion of the Annual General Meeting in the following year. 5.5 Sub-Committee The Executive Committee may appoint or dismiss a Sub-Committee for any specified purpose at any time and delegate power to it. The Sub-Committee members might be selected either from themselves or from the Society members. All Sub-Committee members shall be responsible to the Executive Committee for all of their actions. 5.6 Change in office-bearers 5.6.1 Any change in Executive Committee member shall be accepted at a General Meeting. The Society shall issue public notices to inform the members. 5.6.2 In case of resignation of any Executive Committee member, the Society should either co-opt a Full Member to take up that position, or by-election. The position(s) may be kept vacant if it is (they are) not the Chairperson, or both of the Vice-Chairpersons, or both of the Internal/External Secretaries or the Financial Secretary. 5.7 Resignation The resignation of any Executive Committee should be discussed together with the vote of non-confidence in any General Meeting. 5.8 Dissolution 5.8.1 The whole Executive Committee shall dissolve if the Chairperson, or both of the Vice-Chairpersons, or both of the Internal/External Secretaries or the Financial Secretary is(are) vacant in the committee, unless the vacancy(vacancies) is (are) filled by any other remaining Full Member(s) of the Society within 14 clear days after the vacancy(vacancies) occurred. 5.8.2 Administrative and Financial Matters 5.8.2.1 All property shall go to the benefit of the Society members and not be shared by the Executive Committee. 5.8.2.2 CPEG Office Executive Officer shall take over all administrative and financial matters.

6 The CPEGSS Academic Committee 6.1 The CPEGSS Academic Committee is composed of 4 faculty members, an Academic Secretary of the Society and 3 class representatives. These class representatives shall come from different years of the CPEG Class. 6.2 Duties of the CPEGSS Academic Committee 6.2.1 To review the academic curriculum of the previous school year. 6.2.2 To review the academic activities of the Class. 7 Finance 7.1 Financial Year The Financial Year shall follow the session of the current Executive Committee. 7.2 Capital Fund 7.2.1 The Capital Fund is used for extraordinary expenses of the Society. 7.2.2 The proceedings from members' admission fees shall go to this Capital Fund together with 20% of the previous financial year's surplus. 7.2.3 Withdrawals from this Fund may be permitted only once every financial year and be limited to 15%. Any deviation from either of the above conditions requires that permission be sought at a General Meeting. 7.3 Administrative Fund 7.3.1 The Administrative Fund is used for the ordinary expenses of the Society. 7.3.2 All proceeds from members' annual fees shall go to this Administration Fund together with any other income arising from profits of the current financial year, 80% of the proceeds from the previous financial year, and donations. 7.4 Financial Budget A Financial Budget shall be prepared and presented by the elected Financial Secretary for the next session at the Annual General Meeting for adopting. 7.5 Financial Reports An Annual Financial Report shall be prepared and presented at the following Annual General Meeting by the Financial Secretary. Quarterly Financial Reports shall be posted on the CPEG notice board every three months.

7.6 Expenditure Any expenditure of the Society shall be approved and signed by two out of three designated Executive Committee members including the Chairperson, the Financial Secretary, and another appointed Executive Committee member. 7.7 Membership Fees 7.7.1 The annual membership fee for Full Membership and Associate Membership of the next session shall be adopted at the Annual General Meeting. 7.7.2 Full Members shall contribute HK$20 admission fee at their first registration and an annual membership fee of HK$40 for each valid membership period. 7.7.3 For any reasons, a Full Member who has paid the annual membership fee need not pay any extra amount of money in case he becomes an Associate Member. 7.7.4 None of the above fees shall be refundable. 7.7.5 Once a member has paid the membership fee for the next year, no extra money will be charged or paid back in case there is a change in membership fee. 7.8 Loan If the Society has financial difficulties, the Executive Committee is permitted to borrow money from Students Union on the condition that the loan is approved at a General Meeting. The liability lies with the whole Society provided that the loan is not forbidden by the Constitution. 7.9 Fixed Assets Disposal of any fixed assets with net value greater than HK$1000 shall be passed at General Meeting or General Polling. 7.10 Bank Account The Society may open a current and/or savings account in any Government-approved financial institution with the names of the Financial Secretary and the Chairperson together with another appointed Executive Committee member, provided that money can be withdrawn only with at least two authorized signatures including the signature of the Financial Secretary and/or the signature of the Chairperson. At least two of the three bank account holders shall be CPEG students.

8 Election System 8.1 Election Board Committee 8.1.1 Composition The Election Board Committee shall be appointed by the Executive Committee in the current session. It shall consist of six members. Three of them shall be from the Executive Committee in the current session. The other three members shall be chosen from Full Members of the Society, who shall not be the Executive Committee members in the current session. 8.1.2 The Chairperson or the Internal Vice-Chairperson shall be the Chairperson of the Election Board Committee. 8.1.3 All nominators and nominees shall not be members of the Election Board Committee. 8.1.4 Duties of the Election Board Committee 8.1.4.1 To handle all administrative work and deal with complaints concerning the Election. 8.1.4.2 To define a set of rules for the nominated cabinet(s) to abide by. The rules should not conflict with any term in this Constitution. 8.1.4.3 To take appropriate actions on any nominated cabinet(s) that has (have) not abided by the rules. A nominated cabinet may be disqualified from the Election in case of extreme violation of the rules. 8.1.4.4 To investigate into all complaint cases, if any, within two working days after complaint letters are received by the Election Board Committee. 8.1.4.5 To announce the results of investigation in written form after the completion of investigation. 8.1.4.6 To approve and announce the result of Election officially, on condition that all complaints have been settled. 8.1.4.7 To set the maximum expenses allowed for the promotions of each nominated cabinet. 8.1.5 The Election Board Committee shall be set up at seven days before the nomination period starts. 8.2 Format The Executive Committee in the next session shall be elected in the form of a cabinet. 8.3 Nominations 8.3.1 Nominations for the Executive Committee of the Society shall be submitted to the Internal Secretary of the Society by the first week of the Spring semester. 8.3.2 Each candidate can join only one cabinet.

8.3.3 A cabinet shall not be qualified for nomination if it has more than three posts vacant. Allowed vacancies shall not include the following: i) the Chairperson, ii) the Internal Vice-Chairperson, iii) the External Vice-Chairperson, iv) the Internal Secretary, v) the External Secretary, vi) the Financial Secretary. 8.3.4 In the event of any position of the nominated cabinet becoming vacant, the Executive Committee can appoint any member to take up the post. 8.3.5 In case of no nomination received, the Executive Committee shall appoint a maximum of six Full Members at the Annual General Meeting to become the Provisional Executive Committee to take up the administrative work. 8.3.6 The Provisional Executive Committee shall be dissolved (a) when a nominated cabinet for the Executive Committee is deemed elected during the current session, or (b) at the end of the current session. 8.3.7 The Internal Secretary shall post a list of all nominations on the second day after the deadline of nominations. 8.4 Polling 8.4.1 Voting during the Election shall be in straight secret ballots. 8.4.2 Teaching staff (those listed on the board outside the CPEG office) will be invited to supervise the proceedings of the Election. 8.4.3 The counting of votes shall be computed within twenty-four hours after the closure of the voting and an official result shall be announced. 8.4.4 Objections can be made only before the announcement of the official result. 8.4.5 The total vote count should exceed 30% of all members for the election to be valid, otherwise re-polling is needed. 8.4.6 The result of voting is based on the method of simple majority. 8.4.7 The cabinet is successful upon receiving more Confidence votes than Non- Confidence votes in the event of only one cabinet running for the Election. 8.4.8 The cabinet is successful upon receiving a greater number of votes than any other of the cabinet in the event of more than one cabinets running for the Election. 8.4.9 When a nominated cabinet is deemed elected, the cabinet shall be the elected Executive Committee until the conclusion of the Annual General Meeting. 8.4.10 Notice of all Elections shall be posted at least 7 clear days beforehand at the CPEG office.

8.5 Ballot Definition 8.5.1 If there is only one cabinet, the ballot paper shall have three options: Confidence, Non-Confidence and Abstain. In cases there are more than one cabinet, the ballot paper shall have an option for each cabinets together with an Abstain option. 8.6 Abstained Votes: 8.6.1 If more than 40% of the total number of Votes is Abstain Votes, re-polling is needed. 8.7 Official Announcement of the result 8.7.1 Results of the Election shall be effective upon the official announcement by the Chairperson of the General Meeting. 9 Dissolution of the Society 9.1 Dissolution of the Society may only be resulted by passing a resolution with the presence of at least three quarters of all the full members at the General Meeting convened for that specific purpose 10 Constitution 10.1 Amendment 10.1.1 Any amendment of the Constitution shall be approved at the Annual General Meeting or at an Extraordinary General Meeting, with a specific agendum. 10.1.2 Any amended Constitution shall be in use immediately after the current session. 10.2 Interpretation The Executive Committee shall have the right to interpret the Constitution. First Edition: 15-11-1994 Second Edition: 27-03-1996 Third Edition: 06-04-2000 Fourth Edition: 06-02-2001 Fifth Edition: 23-02-2002 Sixth Edition: 27-02-2003 Seventh Edition: 20-03-2004 Eighth Edition: 24-03-2005 Ninth Edition: 18-03-2006 Tenth Edition: 20-04-2007 Eleventh Edition: 02-02-2010 Twelfth Edition: 13-05-2010 Thirteenth Edition: 02-09-2010 Fourteenth Edition: 09-08-2013