Minutes: 1 st Meeting of the Students Senate, 24 th March, 2015. The 2015-16/ 1 st Meeting of the Students Senate was held on Tuesday, 24 th March, 2015 in the Senate Hall, New SAC. It was called to order by the Chairperson, Students Senate at 8:21 PM. The Agenda items were taken up for consideration. Item No. 1 To confirm the Minutes of the following meetings: i. 2014-15/9th Meeting ii. 2014-15/8th Special Meeting iii. 2014-15/9th Special Meeting iv. Joint Meeting, 2015. The Senate deferred the confirmation of the minutes to the next meeting Item No. 2 Announcements and Remarks, if any The following announcements were admitted by the Chairperson: The President, Students Gymkhana announced that the Gymkhana Day will be organized on 6 th April, 2015. Item No. 3 To note the decisions taken by the Students Senate over the mailing list since the last meeting. The Senate took the following decisions over the mailing list- The Senate ratified the composition of the panels for the various Gymkhana Awards. The details of the panel have been specified in the Minutes of the 2014-15/9 th Meeting, which have been presented for confirmation under Item No.1 of this meeting. The Senate ratified the list of names and the Special Task Force as submitted by the Festival Coordinator, Techkriti 15 The Senate noted and confirmed the aforementioned decisions. Item No. 4 To consider the Action Taken Report. 1 P a g e
The Chairperson, Students Senate (2014-15) was not present in the meeting, and thus could not present the agenda item. Hence, the agenda item was deferred for consideration in the next Meeting. Item No. 5 To note the results of the elections for the Office-bearers of Students Senate (2015-16) The elections for the various Office-bearers of the Students Senate (2015-16) were held on 10 th March, 2015 and following members were elected: Finance Convener, Students Senate. Sabyasachi Verma 12596 Parliamentarian, Students Senate. Vedant Goenka 13777 Incharge, Hostel Affairs, Students Senate Samyak Jain 13610 Incharge, UG Academic Affairs, Students Senate. Sparsh Grover 13711 Incharge, PG Academic Affairs, Students Senate. Vijay Pal 11205072 The Senate noted and confirmed the above results. Item No. 6 To consider the election of the members of the following standing committees and councils of the Students Senate: i. Finance Committee ii. Steering Committee iii. Rules and Procedures Committee iv. Nominations Committee v. Council of Students for Hostel Affairs (COSHA) vi. Undergraduate Students' Academic Council (UGSAC) vii. Postgraduate Students' Academic Council (PGSAC) Elections were held for the above mentioned standing committees and councils and the following members were declared elected: Finance Committee Rishikesh Mishra Senator, UG Y11 (5 Year) Harsh Toshniwal Senator, UG Y12 Amarjit P Kene Senator, PhD Steering Committee Kunal Kapila Senator, UG Y14 Shashi Kant Senator, PhD Rules and Procedures Jitendra K Katiyar Senator, PhD Committee Ayushya Agarwal Senator, UG Y14 Simrat Singh Senator, UG Y14 2 P a g e
Nominations Committee Anand Prakash Dwivedi Senator, PhD COSHA Richa Agarwal UG Girls Representative Kshitij Sareen Senator, MBA, MDes, Y14 UGSAC Gaurav Seth Senator, UG Y14 Ashutosh Ranka Senator, UG Y13 PGSAC Leeladhar Nagdeve Senator, PhD Anand Prakash Dwivedi Senator, PhD Item No. 7 To consider the resignation of a Students' Senate Nominee from the Senate Students' Affairs Committee (SSAC). The Chairperson, Students Senate presented this item for the consideration of the Senate. He informed that one of the Students Senate Nominees to the SSAC, Mr. Anurag Sahay has submitted his resignation from the post. He further informed the Senate that the nominations committee has recommended the name of Mr. Gautum Pratap Singh for this post, in case the resignation is accepted by the Senate. The Senate then accepted the resignation as well as the recommendation of the nominations committee. Item No. 8 To consider for ratification, the list of names of students for the Presidential Council. The President, Student s Gymkhana presented the list of names of students for the presidential council for the consideration of the Senate. The Senate ratified the appointment of the students to the corresponding posts. Item No. 9 To consider for ratification, the list of names of students for the Cultural Council. The General Secretary, Cultural Council presented the list of names of students for the Cultural Council for the consideration of the Senate. The Senate ratified the appointment of the students to the corresponding posts. Item No. 10 To consider the Gymkhana Calendar for the year 2015-16. The President, Students Gymkhana presented the Gymkhana Calendar for the year 2015-16 for the consideration of the Senate. He pointed out that the dates of the Senate meetings were provisional and may be changed. He further pointed out that the dates of Techkriti 16 are tentative and will be finalized only after the core team of Techkriti 16 is formed. 3 P a g e
Keeping in mind the above points, the Senate accepted the Gymkhana Calendar as presented. Item No. 11 To consider the updated SG-9 form. The Chairperson, Student s Senate presented the updated SG-9 form for the consideration of the Senate. During the course of discussion, the Senators suggested various changes in the form. After due deliberation, the Senate accepted the changes and directed the Chairperson, Students Senate to again update the form based on these changes. The updated SG-9 form along with the changes has been attached under Annexure-1 of the minutes. Item No. 12 To consider the Constitutional Amendment pertaining to the guidelines for Senator Seed Fund (SSF) The Parliamentarian, Students Senate presented the opinion of the Rules and Procedures Committee and the proposed constitutional amendments regarding the guidelines for Senator Seed Fund as proposed by the Committee. The Senate then unanimously accepted the constitutional amendment as proposed by the Rules and Procedures Committee. However, the Parliamentarian, Students Senate pointed out that the Appendix of the Constitution pertaining to Rules and Procedures regarding Financial Affairs is still under consideration. The constitutional amendment as accepted shall be reflected in the Appendix of the Constitution as and when it is presented for the consideration of the Senate. Consequent to the above decision of the Senate, the following guidelines shall be added to the Appendix of the Rules and Procedures regarding Financial Affairs: 1. The Finance Convener shall allocate an amount as seed fund to every senator at the beginning of each financial year. 2. The senator seed fund shall be used with due intimation to the senate. 3. The Senator Seed Fund shall be around 1/6 (one-sixth) to 1/8 (one-eight) of the total Gymkhana Budget, which shall be equally distributed among the Senators. 4. A Senator shall commit a maximum of 1/3 (one-third) of the seed fund allocated to him/her for a particular activity. 4 P a g e
5. An SSF form for any activity shall not be approved by the Finance Convener if it reaches him/her after the date on which the activity actually happened. 6. The seed fund committed by a Senator for any activity shall be valid only for two months after the date of signing. 7. Any Club shall in no condition be allowed to use Senator Seed Fund for any activity before a date pre-specified in the Gymkhana Calendar. This date shall be in the month of October. 8. The Chairperson, Students Senate shall have to authorise the concerned SSF form before circulation if a Club under the Students Gymkhana wants to use SSF. 9. In case any activity by a Gymkhana Club requires more than 1/10 (one-tenth) of the total budget allocated to Senator Seed Fund, the Students Senate shall decide on it. 10. The Finance Committee shall maintain an updated account of the Senator Seed Fund, accessible at any time to all General Body Members. 11. The Finance Convener shall re-allocate any unspent fund to other activities towards the end of the financial year Item No. 13 To consider the proposal for increasing the number of books available in the reserved section of Library. Ms Richa Agarwal (UG Girl s Representative) presented the proposal for the consideration of the Senate. After much deliberation the Senate decided to constitute an ad-hoc committee to look into the matter. The mandate of the committee shall be to look into the need for increasing the number of books available in the reserved section of the Library and to come up with a solution for the same. The Senate then elected the following members to the committee: Richa Agarwal (Convener) (UG Girl s Representative) Sagar Rastogi (Senator, UG Y13) Aditya Raj Somani (Senator, UG Y12) Gaurav Seth (Senator, UG Y14) The Senate directed the committee to submit its report by the end of April. Item No. 14 To consider the issue of the dilapidated condition of 'Indian Institute 5 P a g e
of Technology' sign at the entrance of the institute Mr Ayushya Agarwal (Senator, UG Y14) presented the issue for the consideration of the Senate. The President, Student s Gymkhana clarified that the proposal of a new entrance gate for the institute is already in the pipeline and the construction would be starting soon. Keeping in mind the clarification, the proposer decided to withdraw this item. Item No. 15 To consider the issue pertaining to the selection process of Associate Deans. The President, Student s Gymkhana presented the issue for the consideration of the Senate. After discussion, the Senate strongly felt that the opinion of the students should be considered during the selection process of Associate Deans, similar to the procedure as followed in the selection process of various Deans. The Senate then directed the President, Students Gymkhana to take up this issue with the Director & Patron, Students Gymkhana. Item No. 16 To consider the issue pertaining to the scheduling of academic activities on weekends and gazetted holidays. The Item was deferred for consideration in the next meeting. Item No. 17 To consider the post conduction report of Spectrum'14. The General Secretary, Films and Media Council presented the report for the consideration of the Senate. The Senators raised concerns over the recommendation regarding the conduction of Spectrum in two phases. After due deliberations, the Senate decided to reject this recommendation. The Senate then accepted the report without the above recommendation. Item No. 18 To consider the post conduction report of Josh'15 The General Secretary, Games and Sports Council informed the Senate that some of the bills have not been submitted due to which the details of the finances could not be included in the report. Keeping this in mind, the Senate directed him to submit the report after the bills are submitted. Item No. 19 To consider the constitutional amendment regarding Institute Teams. 6 P a g e
The Parliamentarian, Students Senate presented the opinion of the Rules and Procedures Committee and the proposed constitutional amendments regarding Institute Teams as proposed by the Committee. However, the General Secretary, Science and Technology Council informed the Senate that due to recent developments, the original proposal may no longer be appropriate. On behalf of the General Secretary, Science and Technology Council (2014-15), he requested to withdraw the original proposal. The Senate accepted the request and further directed him to resubmit the proposal keeping in mind the new developments. Item No. 20 To consider the report of the committee regarding Entrepreneurship. Mr. Pranay Jain presented the report on behalf of Mr. Samarth Bansal for the consideration of the Senate. He pointed out that this is an interim report and the final report will be presented later on. The Senate discussed the report at length. One Senator raised concern over the need for the Parental Consent Form as proposed in the report. The Senators also raised concerns over the eligibility criteria as proposed by the committee. The Senate felt that there should be some eligibility criteria for all the students rather than only 1 st and 2 nd year students. After due deliberations, the Senate directed the committee to look into the concerns raised by the Senators and submit a final report after duly addressing these issues. Item No. 21 To consider the proposal for an Intra-campus mini-bus service. Mr. Samyak Jain (Senator, UG Y13) presented this proposal on behalf of the Students Welfare Cell for the consideration of the Senate. After much discussion, the Senate agreed that there is a need for an Intra campus bus service. However the Senate felt that the details of the proposal as presented need to be further deliberated upon and verified. Keeping this in mind, the Senate accepted the proposal in principle and decided to constitute an ad-hoc committee to formulate the details of the proposal. The Senate then elected the following members to the committee: Samyak Jain (Chair) (Senator, Y13) Harpreet Singh (General Body Member) Gautam Pratap Singh Abhimanyu Yadav (Senator, Y13) Jitendra Katiyar (President, Student s Gymkhana) (Senator, PhD) 7 P a g e
Item No. 22 To consider the proposal for follow up of Manifestoes. The Item was deferred for consideration in the next meeting. Item No. 23 To consider the proposal for a Red Book for the Senate. The Item was deferred for consideration in the next meeting. Item No. 24 To consider the issue pertaining to the enforcement of anti-drug laws against the increasing use of Marijuana on campus. The Item was deferred for consideration in the next meeting. Item No. 25 To consider the issue related to mails from Vivekanand Samiti. The Item was deferred for consideration in the next meeting. Item No. 26 Questions and Remarks, if any. No questions were raised. Any other item, with the permission of the Chair No other item was presented. The meeting was adjourned at 12:30 AM by the Chairperson, Students Senate 8 P a g e
Attendance Record Total Strength of the Senate : 37 Total number of Senators present : 34 Total number of Senators absent : 3 Absent without notification : 3 Absent with permission : 0 The detailed attendance record is as follows: S. No. Senators Name of the Post Attendance 1. Shubham Atreja Chairperson, Students Senate Present 2. Gautam Pratap Singh President Students Gymkhana Present 3. Ashish Aggarwal General Secretary, Cultural Council Present 4. Chirag Jha 5. M. Surya Prakash 6. Prateek Mishra General Secretary, Science and Technology Council General Secretary, Games and Sports Council General Secretary, Films and Media Council Present Present Present 7. Anand Prakash Dwivedi Senator, PhD Present 8. Amarjit P. Kene Senator, PhD Present 9. Jitendra K. Katiyar Senator, PhD Present 10. Leeladhar Nagdeve Senator, PhD Present 11. Manoj Chahal Senator, PhD Absent# 12. Shashi Kant Senator, PhD Present 13. Sudhir Yadav Senator, PhD Present 14. Vijay Kumar Pal Senator, PhD Absent# 15. Vikram Kumar Senator, PhD Present 16. Aakash Jain Senator, MSc (2 Year) Y14 Absent# 9 P a g e
17. Kshitij Sareen Senator, MBA, MDes and Other Eq. Programmes Y14 Present 18. Abhishek Singh Senator, UG Y11 (5 Year) Present 19. Rishikesh Mishra Senator, UG Y11 (5 Year) Present 20. Aditya Raj Somani Senator, UG Y12 Present 21. Harsh Toshniwal Senator, UG Y12 Present 22. Navdeep Singh Senator, UG Y12 Present 23. Rishabh Bansal Senator, UG Y12 Present 24. Sabyasachi Verma Senator, UG Y12 Present 25. Abhimanyu Yadav Senator, UG Y13 Present 26. Ashutosh Ranka Senator, UG Y13 Present 27. Sagar Rastogi Senator, UG Y13 Present 28. Samyak Jain Senator, UG Y13 Present 29. Sparsh Senator, UG Y13 Present 30. Vedant Goenka Senator, UG Y13 Present 31. Ayushya Agarwal Senator, UG Y14 Present 32. Gaurav Seth Senator, UG Y14 Present 33. Kunal Kapila Senator, UG Y14 Present 34. Nikhil Bansal Senator, UG Y14 Present 35. Shubham Kumar Pandey Senator, UG Y14 Present 36. Simrat Singh Senator, UG Y14 Present 37. Richa Agrawal UG Girls Representative Present * Absent with permission # Absent without notification ^ Present (Nominee) 10 P a g e
Annexure-1 SG-9 Form Senator Seed Fund 11 P a g e