WILLIAM V. S.

TUBMAN UNIVERSITY
COLLEGE OF ENGINEERING AND TECHNOLOGY
DEPARTMENT OF ELECTRICAL ENGINEERING

BYLAWS AND CONSTITUTION OF THE

ELECTRICAL ENGINEERING STUDENTS ASSOCIATION
(EESA)

DESIGNED AND PRESENTED BY:

Student Abraham S. Martey

February 2016 Version

Electrical Engineering Students Association (EESA) Constitution First Version by Abraham S. Martey
 CONSTITUTION OF THE ELECTRICAL ENGINEERING
STUDENTS ASSOCIATION (EESA)
ARTICLE I
Preamble:
We, the students of the Electrical Engineering Department, of the College of Engineering and
Technology, William V. S. Tubman University form this student Association to unite
Electrical Engineering Students, faculty and staff to form a productive learning community
and foster academic success in and out of the classroom.

Name:
This Association will be known as the Electrical Engineering Students Association

Acronym:
The Acronym for Electrical Engineering Students Association shall be EESA

Vision:
Enhancement of Electrical Engineers’ for Brighter Tomorrow

Mission:
To inculcate in the students a work culture with fun and motivate them to express hidden
talents to yield creative and challenging notions and to enhance intellectual, physical and
overall personality in building a healthy technocrats

Motto:
We light up your life

Logo:

Website:
The official website of the Electrical Engineering Students Association will be:
www.eesa-tu.org

E-mails:
info@eesa-tu.org General Inquiry
name@eesa-tu.org Leadership Email address. All members of the leadership will have a
unique email address for the Association. It will be the initial of their first name plus their last
name, and the domain of the Association.
Example: Abraham S. Martey email address will be: amartey@eesa-tu.org

Electrical Engineering Students Association (EESA) Constitution First Version by Abraham S. Martey
 ARTICLE II
The aim of the Constitution:
The aim of this Constitution is to:
 Provide for a structured framework of governance of students and engagement with
relevant stakeholders for the overall benefit of the Electrical Department of the
College of Engineering and Technology, William V. S. Tubman University;
 Clarify the provisions relating to William V. S. Tubman University Student
Associations as relates to its status, membership, appointment, term of office and for
connected purposes.
 Ensure that the Students’ Association operates in a fair and democratic manner and
 Ensure proper management/structure is in place and that the structure functions to
maintain integrity, reputation and responsibility.

The Objectives of the Association:

The objectives of the Association include to:
 Promote students’ welfare, aspirations and interests;
 Global recognition and participation in International research
 Seek students’ representation and participation in the appropriate organs of the
University;
 Develop leadership capacity and promote mentorship
 Set and promote a high standard of ethics, integrity, transparency and cohesion among
members of the Association;
 Actively work in close solidarity with other students’ and professional organizations
within and outside the University;
 Promote and enhance the enjoyment of academic freedom and freedoms of
conscience, expression and association;
 Work hand in hand with the University Administration and other relevant bodies
towards enhancement of members’ conditions of living and improvement of facilities
at the University;
 Encourage student academic research, and provide an environment conducive for
learning,
 Intellectual and personal development of the members;
 Enhance and preserve high academic standards in the University;
 Promote positive student-lecturer relationship;
 Create, publish and distribute magazines, journals, or any other content accessible
through various media, including the Internet, through which students can express
views, thoughts and creative talents;
 Raise funds and mobilize resources through any lawful means for purposes of
achieving the aim and objectives of the Association;
 Promote participation in community service and environmental conservation;
 Carry out such other activities as may be incidental to the achievement of the above
objectives.

Guiding values and principles of the Association:

The Association shall, in its operation be guided by the following values and principles:
 Patriotism and national unity,
 Good governance and accountability transparency,
 Integrity and transparency,
 Gender equity;
 Inclusivity and diversity,
 Respect for the rule of law;
 Collective and responsible student leadership, and
 Commitment to academic excellence

Electrical Engineering Students Association (EESA) Constitution First Version by Abraham S. Martey
 ARTICLE III

Definition of Membership:
Membership and Participation is open to all undergraduate Electrical Engineering students as
well as First-Year Engineering students who are interested in pursuing a professional
undergraduate degree in the College of Engineering and Technology, William V. S. Tubman
University. All students from the Institution are also eligible to apply for membership.
Membership in the Electrical Engineering Students Association is free from discrimination
on the basis of race, religion, color, sex, age, national origin or ancestry, genetic information,
marital status, parental status, sexual orientation, gender identity and expression, and
disability. Only Tubman University students are eligible for regular or active membership in
the association. Tubman University staff and faculty are eligible for adjunct membership,
which means they may not vote or hold office.

Types of Membership:
 Department Membership
 Institution Membership

Eligibility of Membership:
 Membership to the Association shall be open to all students of the University.
 Members shall pay an annual subscription of One Thousand Liberians Dollars
($1000.00), or such amount as may be proposed from time to time by the Executive.

Rights, Privileges and Duties of Members:

 A member may seek election to any office or position established in this Constitution
and shall be entitled to vote at EESA elections.
 At least 10 members drawn equitably may petition the Secretary General to call a
Special General Meeting.
 An ordinary member shall have the right to access all relevant information relating to
the affairs of the Association including books and records of accounts, audit reports
and minutes of meetings, after providing a written notice in not less than 30 days.
 An ordinary member shall have the right to take part in all activities organized by the
Association.

Duties of Membership:
Every member shall:
 Comply and abide by the letter and spirit of this Constitution;
 Shall strive to promote non-discrimination and inclusivity;
 Be charged with the promotion of peace, integration, cohesion and tolerance in the
operation of the Association;
 Promote cultural, racial and religious diversity of the members of the Association;
 Actively participate in the electoral processes and other activities of the Association;
and
 Ensure that the Association complies with the Constitution, relevant laws, regulations
and good governance practices.

Electrical Engineering Students Association (EESA) Constitution First Version by Abraham S. Martey
Cessation of Membership:
Membership shall cease:
 Upon completion of the programme undertaken at the University (but can still be an
Institutional Member, as an alumni).
 Where a student transfers to another university
 Where a member dies,
 Upon expulsion from the University. However, the student shall be entitled to
membership in the Association upon readmission to the University.
 Discontinuation or deregistration from an academic programme
 Any other lawful reason provided by the Faculty Senate

Suspension of Membership:
 Membership to the Association shall be suspended in any of the following cases:
 Where a member has not registered for the academic year of study.
 Where a member is suspended from the University.
 A suspended member shall be automatically reinstated upon re-admission and
registration to the University

Limitation of Terms of Office:

 A member of the Student Council shall hold office for a term of one year and may be
eligible to re-election one term.
 A person who has held office as a member of Students Council of a University or
constituent College in Kenya is ineligible to be elected as a member of Students
Council.

ARTICLE IV
Officers:
The Executive Board will consist of a President, Vice President, Secretary, Treasure and two
Public Relations Coordinators. Non-Executive Board officers consist of committee Chairs
for Academics, Publicity, and Community Outreach. Interested members may self-nominate
and run for these positions. They will deliver a 3-5 minutes speech to the voting members on
why they want to hold the particular position, and winners will be determined by majority
vote. In the case of a tie, voting members will have an opportunity to ask nominees questions
and hold a re-vote immediately after. These positions will be elected on an annual basis in
April and will hold office for the following academic year.

ARTICLE V
Officers and Duties:
President: Oversee the decisions of the Executive Board and operations of the
Electrical Engineering Students Association; call and oversee all meetings. The
Executive Board; serve as liaison between the Electrical Engineering Students
Association and the advisor(s); ensure all events and activities of the Electrical
Engineering Students Association adhere to Tubman University Rules and Regulations.

Requirements:
 Must not have completed more than 103 credits hours during the time of application(Must be
a second semester Junior Student)
 Must have a Cumulative Grade Point Average (CGPA) of 3.00 at the time of application
Must be doing not less than a total semester credit of 15 during the time of Application

Electrical Engineering Students Association (EESA) Constitution First Version by Abraham S. Martey
Vice President: Oversee all Electrical Engineering Students Association general
meetings; serve as the Electrical Engineering Students Association representative when
the president is not available, and might lead the Association under direct order of the
President, even if the President is available, and in some cases in situations where the
president might be facing some medical issues.

Requirements:
 Must not have completed more than 103 credits hours during the time of application(Must be
a second semester Junior Student)
 Must have a Cumulative Grade Point Average (CGPA) of 2.800 at the time of application
 Must be doing not less than a total semester credit of 15 during the time of application

Secretary: Maintain record and notes of all Electrical Engineering Students Association
meetings, activities, and membership participation; notify members of upcoming meetings;
send minutes/reminders to committee chairs/members on agreed responsibilities; update and
changes to the EESA constitution for appropriate approval by 1/3rd of the Executive
including some members of the past leadership.

Requirements:
 Must not have completed more than 70 credits hours during the time of application(Must be a
second semester Sophomore Student)
 Must have a Cumulative Grade Point Average (CGPA) of 2.800 at the time of Application
 Must be doing not less than a total semester credit of 15 during the time of application

Treasure: Keep records of all deposits and expenditures in a manner approved by the
EESA Executive Board.

Requirements:
 Must have completed at least 50 credits hours during the time of application (Must be a
second semester Junior Student)
 Must have a Cumulative Grade Point Average (CGPA) of 2.500 during the time of
Application
 Must be during not less than a total semester credit of 15 during the time of Application
 Must have a letter of reference from a reputable faculty upon application

Public Relations Coordinators: Responsible for working with committee chairs to

coordinate and publicize all activities on and off campus. Ensure the Electrical Engineering
Students Association abides by all University Regulations in advertising and promoting
upcoming activities.

Requirements:
 Must have completed at least 36 Credits hours during the time of application (Must be first
semester Sophomore Student)
 Must have a Cumulative Grade Point Average (CGPA) of 2.500 at the time of the Application
 Must be doing not less than a total semester credit of 15 during the time of the application.

Committee Chairs:
Community Outreach Chair: Oversees the community outreach committee and reports
to the Public Relations Coordinators when needed.
Academics Chair: Oversees the academics committee and reports to the Public
Relations Coordinators when needed.
Publicity Chair: Oversees the Publicity committee and has the final say if advertisements
are appropriate and will be implemented. Also reports to the Public Relations Coordinators
when needed.

Electrical Engineering Students Association (EESA) Constitution First Version by Abraham S. Martey
 ARTICLE VI
Selection of Officers:
All officers will be elected annually at the beginning of the first semester annually.
The term officially begins one week after the elections.

Eligibility:
All Electrical Engineering Students who are in good academic standing are eligible for
election as officers.

Vacancies:
EESA must have a president and a treasure. If either position becomes vacant, the vice-
president shall assume the vacant office. If both become vacant, the vice-president shall
become president. The new president will select a willing member of the executive
committee to become treasurer; if no such member is found, any willing member of EESA
may be selected. For all other vacancies, the Executive committee may appoint a temporary
replacement. Special elections for a permanent replacement may be held upon a motion for
such election from the membership.

These elections will follow the election procedure as specified in the Bylaws. If no motion
for a special election is made, appointees will be named permanent and serve for the
remainder of the term. A vacancy is defined as the officer being either unable or unwilling to
carry out the basic duties of the office. This includes resignations, mid-term graduations or
withdraws, and forced removals.

Faculty Advisor:
After the Annual Election the officers-elect shall select a willing faculty advisor by majority
vote, for a term coinciding with their term of office. The faculty advisor is neither a member
of the Executive committee or EESA, and should be a Faculty of the Department of Electrical
Engineering.

ARTICLE VII
Election:
It shall be the responsibility of the Executive Committee to hold annual elections, through the
Election Commissioner who has been selected by the Executive Board, and special elections
as necessary. Every member of the Association shall have be eligible and given the
opportunity to vote in all elections. All voting of officers will be done by secret ballot and
will be decided by majority vote. The members who are eligible to vote are all the active
members. If members aren’t active, they may not participate in any EESA election events.
The necessary quorum is 2/3 active members for officer elections and 2/3 officers for
amendments. All appointed officers must be approved by the executive board.

Open Position:
This occurs from positions that are open due to an officer/committee chair graduating in a
Fall semester or stepping down from a position. An EESA member will be nominated for an
open position by the position’s current officer/committee head and then voted on by
executive board/committee heads.

Electrical Engineering Students Association (EESA) Constitution First Version by Abraham S. Martey
 ARTICLE VIII
Meetings:
The Association shall have three classes of general meetings per year, namely:
1. The Annual General Meeting (hereinafter referred to as ―the AGM‖)
2. Special General Meeting (hereinafter referred to as ―SGM‖); and
3. Extra-ordinary General Meeting

Annual General Meeting (AGM):

 The Annual General Meeting shall be held not later than three months prior to the
elections of the Executive.
 Notice convening the AGM shall accompanied by:
 The Agenda;
 The minutes of the last AGM;
 The Annual Report and Accounts.
 Notice of the AGM shall be issued within 21 days before the meeting, and shall be
advertised in the Association’s website, the University multimedia portal, Tubman
University Radio and notice boards on in the various colleges ,
 The Annual Report and Accounts shall be tabled at the AGM and shall be open for
inspection by members.
 The Agenda of any AGM hereof shall consist of the following:
 Confirmation of minutes of the previous AGM;
 Matters arising
 Annual Reports and Accounts;
 Auditor's Report;
 Such other matters as to which notice shall have been given in writing by a
member or members to the Secretary General at least fourteen days before the
date of the meeting;
 Handing over of office by the Students’ Council.

Special General Meeting (SGM):

 An SGM may be called for any specific purpose by the Executive through the
Secretary General.
 Notice in writing of such meeting and agenda shall be sent to all members not less
than seven (7) days before the date of such meeting.

Extra–Ordinary General Meeting:

 An Extra-ordinary General Meeting shall be called for any purpose or regarding any
emergency by the President or in their absence the Vice-President or in their absence,
any other member or members of the Association.
 The decisions shall be ratified by the members in the AGM.
 The basic agenda at regular meetings shall be as follows:
 Call to order/Moment of Silence
 Approval of minutes
 Executive Committee report
 Committee reports
 Old business
 New business
 Roll call
 Announcements
 Adjournment

Electrical Engineering Students Association (EESA) Constitution First Version by Abraham S. Martey
 ARTICLE IX
Revenue:
THIS SECTION SHOULD DEFINE ANY COLLECTION OF MONIES SUCH AS DUES, FUND-
RAISERS, ETC., AND SHOULD DEFINE HOW THE MONIES ARE TO BE DISBURSED AND WHO
SHALL BE RESPONSIBLE FOR THE ACCOUNTABILITY OF THE ORGANIZATION'S MONIES.

1. The annual dues shall be $1000.00 LRD AS DETERMINED by EESA payable in 5

(five) instalments, on the first of September, November, January, March and May.

2. Registered student organizations can generate revenue from sources (fundraisers,

bake sales) other than those defined in this section as determined by the student
organization’s Advisor, Executive Board and approved by the general body of the
student organization. The funds generated through fundraising must be used to further
the student group’s mission, programmatic efforts, or their support of philanthropic
efforts (i.e., Relay for Life).

3. The disbursement of said revenue shall be determined by the Executive Board with
the approval of the Department Association and in accordance with university
policies.

4. The Treasurer shall be responsible for the accountability of the Department Association’s,
and shall report to the Executive Board and the Department.

5. In case of dissolution of the Chapter and liquidation of its affairs, any money or other
assets remaining after the payment of all obligations shall be distributed in accordance
with the provisions of disbursement statement of the By-Laws.

Discipline:
THIS SECTION IS NECESSARY AND SHOULD EXPLAIN WHAT THE GROUNDS ARE FOR
TAKING DISCIPLINARY ACTION, WHAT IS THE PROCESS, WHO ADMINISTERS THE
PROCESS, AND THE POSSIBLE RESULTS 0F DISCIPLINARY ACTION.

1. Any member being two months in arrears in the payment of dues shall stand
suspended and shall be notified immediately, in writing, by the Secretary. Such
member, upon payment, and upon making application for reinstatement to the
Executive Board within thirty (30) days of such notice may be reinstated by two-
thirds (2/3) vote of the entire Executive Board. In the event such member is not
reinstated he/she shall be dropped from membership and shall be notified, in writing
by the Secretary

2. Any member charged with conduct not in accord with the purposes of the Student
Organization and against who such charges are sustained after due and proper hearing
before the Executive Board, may be expelled from membership by a two-thirds (2/3)
vote of the entire Executive Board.

3. Any student whose membership in the Student Organization has been terminated in
any manner shall forfeit all interest in any funds or other property belonging to the
Student Organization and may not use the organization's name in connection with any
further activities.

4. Appeal process: Any member whose membership in the Student Organization has
been terminated by action of the Executive Board of the organization may appeal
his/her expulsion, in writing, and within two weeks of the Executive Board's action to
the Student Organization's respective governing board If the expulsion is upheld by
the governing board, the student may appeal to the Student Organizations and
Activities Office in writing, and within two weeks of the governing board's action.

Electrical Engineering Students Association (EESA) Constitution First Version by Abraham S. Martey
Impeachment:
ANY MEMBER MAY INITIATE OFFICERS REMOVAL BY THE FOLLOWING
PROCEDURE.
1. Executive Board with signatures of 1/3 of all voting members petition should state reason
for removal.
2. Executive Board shall then notify officers and call for removal vote within fourteen
days of the filing of the petition.
3. Memberships shall be notified at least one week prior to removal vote meeting.

.
4 At the meeting for removal, the petition's stated grievances shall be made
public and the officer charged shall be allowed to respond to the charges
of the petition.
5. Removal from office shall require a vote of 2/3 of all voting members.

ARTICLE XI
Amendments:
All amendments to this constitution must be presented to and approved by 2/3 vote of the
Executive Board and Committee Chairs. All amendments to the constitution and bylaws
are subject to the approval of the Office of the Students Club and Activities. They MAY
NOT take effect until they have been approved.

Ratification:
ANSWERS HOW THE CONSTITUTION IS ACCEPTED/ADOPTED BY THE
ORGANIZATION.
Ratification by two-thirds (2/3) of the charter members of the Student Organization shall be
sufficient to establish this constitution between said members so ratifying and with the
approval of the appropriate governing board.

Bylaws:
Further specifications of the Association’s components, operations, and procedure shall be
defined and established in the Association’s bylaws. Amendments to these laws are proposed
the same way as amendments to the constitution. They may be implemented either by
1. Unanimous vote of the Executive Committee, or by
2. Two-thirds vote of the Association members present
At least three members of the Executive committee and twenty members of the Association
must be present.

February 2016
Date of Adoption Date of Recognition

Submitted by: Abraham S. Martey Director of Student Club & Activities

On behalf of EESA

Advisory’s signature

First Version I February, 2016

Electrical Engineering Students Association (EESA) Constitution First Version by Abraham S. Martey