Page 1 of 10
TITLE: Student Support PolicyPolicy Number / 0076
Effective Date / Date of APPROVAL
Next Revision Date / 2011
Reviewed / 2008
APPROVAL / 17/02/2008
10.8CONSTITUTION OF THE STUDENT REPRESENTATIVE COUNCIL
- PREAMBLE
1.1.WHERE AS the student of Waterberg FET College recognized the need to act in unity and cohesion in our quest to contribute to the transformation process of further Education and Training Sector.
1.2.UPHOLD principles of transparency, accommodation, responsiveness and broad participation of the student community.
1.3.EMBRACE the vision, mission and values of the College.
1.4.THIS CONSTITUTION shall therefore be a legal and legitimate document governing Student Representative Council subject to the FET College Act, Act no 16 of 2006 as amended and Standard College statutes and any other relevant legislation.
1.5.ACKNOWLEDGING that Education is a basic right that has corresponding obligations, responsibilities and it must be accessible to all.
1.6.NAME: The name of the structure shall be called Waterberg FET College SRC. The Central SRC shall be called Institutional SRC whilst the local SRC shall be called Centre SRC.
1.7.APPLICATION: Each campus shall have its own SRC which shall be referred to as a campus SRC and the College as a whole shall have an Institutional SRC.
1.7.1.The ISRC and CSRC shall have the powers and functions as set out hereunder
1.7.2.In the event of there being any conflict, contradiction, and/or uncertainty as to the powers and functions of both the CSRC and the ISRC, the College Council shall assume/reserve such powers.
- DEFINITIONS
In this constitution, unless the context indicates otherwise, any word or expression has the meaning so assigned to it.
2.1.Act: means the Further Education and Training College Act, 2006(Act 16 of 2006);
2.2.Academic Board: means board of the college accountable to the council for all the teaching, learning, research and academic functions of the college as contemplated by Further Education and Training College Act;
2.3.Academic year: in respect of the student means a year commencing on the first day of January and ending on the last day of December of the same year;
2.4.Centre: Shall mean one of the registered delivery sites (with EMIS number) of the College i.e. Engineering and Skill Training Centre, IT and Computer Science Centre and Business Studies Centre.
2.5.Centre SRC: means the local SRC;
2.6.Chief electoral officer: means a person authorised by the College Council to be in charge of the entire SRC election process
2.7.College Council: Means highest governing structure of the college as stipulated in the further Education and Training College Act, Act 16 of 2006;
2.8.Electoral Committee: Shall consist of 7 members of which Management shall appoint three (3) full time members of the College Staff and the outgoing SRC shall appoint three (3) registered students.
2.9.Ex-Officio: Shall mean by virtue of his/her office and without voting rights
2.10.Institutional SRC (ISRC): Means the central SRC composed of representatives from all centres (CSRC)
2.11.Registered student: Means any person registered as a full time student at the Waterberg FET College
2.12.SRC: Means Student Representatives Council as contemplated in section 14 of Further Education and Training College Act;
2.13.Student body: Means registered full time students of the Waterberg FET College
2.14.Student Organisation: Mean any student society, clubs or association set on campus of the college;
2.15.Term of Office: SRC members are elected for the term of one (1) year. The term of office will be from February to February.
- ELECTION
1.1.Every class shall vote for the class representative according to the procedures set out in the relevant policy document. This group will form a class representative committee.
1.2.The class representative committee shall form the electoral body from which members will be chosen to serve on the SRC.
1.2.1.All members from the class representative committee, who have completed six months at the college successfully, are eligible for election.
1.2.2.The SRC members shall be nominated and elected by the class representative committee.
1.2.3.Voting shall take place by means of closed ballot.
1.2.4.The ballot shall contain the names of all the class representatives who qualify for election.
1.2.5.Each member of the electoral body will be allowed to vote for ten (10) of the candidates whose names appear on the ballot paper.
1.2.6.The chief electorate officer will oversee the election process.
- TERM OF OFFICE
2.1.SRC members are elected for the term of one (1) year. The term of office will be from February.
- THE FILLING OF VACANCIES
3.1.Should the position of the chairperson become vacant, the vice-chairperson shall fill it.
3.2.Should the vice-chairperson be unable to fill this position, the vacant position will be filled by electing a replacement from amongst serving SRC members.
3.3.Other vacancies will be filled by co-opting the available next person with the highest votes onto the SRC.
- ELEGIBILITY FOR ELECTION
4.1.The student must have completed six months at the college successfully.
4.2.Only full time students are eligible for election.
4.3.The student must be a class representative.
4.4.Proof of a good academic record - no subjects failed.
4.5.Good record of class attendance – at least 80%.
4.6.Good record of conduct – no record of any transgressions of the disciplinary code.
4.7.A student who is willing and able to attend meetings, functions and excursions and accompany students on sport, cultural or any college outing.
4.8.A student who is willing and able to attend the class representative and SRC training programme.
- TERMINATION OF MEMBERSHIP
The membership of any SRC member shall be terminated when:
5.1.The term of office, for which the member was elected, comes to an end.
5.2.A member terminates his/her studies at the college.
5.3.A written resignation is submitted.
5.4.The member has not successfully completed a semester at the college.
5.5.He/she does not attend classes regularly and does not submit proof of valid reason for his/her absence.
5.6.He/she is found guilty of any offence by any disciplinary body of the college.
5.7.The college council, the principal, college management or the SRC find the member unfit to serve on the college council.
5.8.A member has broken the code of honour.
5.9.He/she is absent from three class representative committee or student representative council meetings without written apology.
5.10.The member’s behaviour harms the name of the college.
- CODE OF CONDUCT
7.1Members of the SRC shall attend all SRC and class representative committee meetings, workshops and training sessions. In case of unavoidable absence, a written apology will be submitted to the chairperson, vice-chairperson or secretary of the SRC.
7.2No member shall bring the SRC or the college into disrepute through his/her public conduct.
7.3No member shall act in such a way as to create disunity and division in the SRC.
7.4No member shall distort SRC policy and misrepresent the SRC for personal gain.
7.5No member shall imply to represent the SRC without a proper mandate.
7.6No member shall involve his/herself in confrontations that will diminish the integrity and reputation of the SRC.
7.7No member shall use the name of the SRC for personal gain and abuse the SRC or college property for his/her own benefit.
7.8No member shall divulge information deemed to be confidential by the SRC.
7.9 No member shall neglect the performance of duties, which are assigned to him/her by the SRC constitution or the college.
7.10All members of the SRC are bound to honour the code of conduct and the rules of the college.
- DISCIPLINARY PROCEDURES
8.1As full time students of the college, all SRC members are subject to the rules and code of conduct of the college. Should the behaviour of any SRC member necessitate disciplinary action, the procedures as set out in the disciplinary policy of the college, will be followed.
- GENERAL AIMS, DUTIES AND RESPONSIBILITIES
9.1The SRC is accountable to the council, management, staff and students of the college.
9.2The SRC recognizes the college council as the highest decision making body of the college and agrees to accept its decisions.
9.3The SRC will carry out all duties assigned to them by the principal.
9.4All student affairs on the campus will be organized in co-operation with the student liaison officers appointed to the SRC and with the approval of the principal.
9.5It is the duty of the student representative council to:
-Represent the interest of the students, both as individuals and as part of the student community.
-Build a spirit of unity, loyalty, enthusiasm and pride among students.
-Promote academic standards and contribute to the creation of an environment that is conductive to study.
-Promote constructive extra-mural activities to assist the student community in self-development.
-Improve communication and facilitate understanding between students and management/staff.
-Pro-actively assist in the resolution of conflict and problems.
-Ensure the maintenance of order in the student community
-Safeguard and enhance the image, honour and interest of the college and its students
-Strive towards co-operation among SRC members and class representatives.
-Attend such functions of the college as is expected of them.
-To act as hosts at college functions should the need arise.
-To act as ambassadors of the college in the community.
-To lead by example in the appearance, behaviour and attitude.
- AUTHORITY OF THE SRC
10.1The SRC has the right to raise funds to contribute towards an SRC budget.
10.2The SRC members appointed to the portfolios sport, education, culture and media has the right to organize, arrange and control relevant extramural student activities in liaison with the student liaison officers.
10.3SRC members have the right to institute disciplinary steps against students who transgress the code of conduct of the college during college hours or while representing the college.
- COMPOSITION OF THE SRC
IT & CS CENTRE
A maximum of (10) ten members, voted for from the class representatives, by the class representatives, shall serve on the student representative council.
The SRC shall comprise the following positions:
Chairperson
Vice-chairperson
Member for Sport
Secretary
Treasurer
Member for Educational matters
Member for Cultural matters
Member for Media
Two members for the disciplinary committee
BUSINESS STUDIES CENTRE
A maximum of (10) ten members, voted for from the class representatives, by the class representatives, shall serve on the student representative council.
The SRC shall comprise the following positions:
Chairperson
Vice-chairperson
Member for Sport
Secretary
Treasurer
Member for Educational matters
Member for Cultural matters
Member for Media
Two members for the disciplinary committee
ENGINEERING & SKILLS CENTRE
A maximum of (10) seven members, voted for from the class
representatives, by the class representatives, shall serve on the student representative council.
The SRC shall comprise the following positions:
Chairperson
Vice-chairperson
Member for Sport
Secretary
Treasurer
Member for Educational matters
Member for Cultural matters
Member for Media
Two members for the disciplinary committee
CENTRAL SRC
The three campus chairpersons shall serve on the Central SRC as well as three additional members, one from each centre.
THE CENTRALSRC shall comprise the following six positions:
Chairperson
Vice-chairperson
Secretary/Treasurer
Member for Educational and Cultural Matters
Member for Disciplinary Matters
Member for Sport
11.1Student liaison officers will be co-opted from the staff and will be appointed by the principal to assist the SRC members.
- MEETINGS
11.1.All meetings shall be held after official college hours end or before official college hours commences.
11.2. The SRC shall meet not more than once a week and not less than once every fortnight.
11.3.After every SRC meeting a meeting will be held with the class representative committee to inform them of any matters of interest to the students.
11.4.The chairperson in consultation with the vice-chairperson may convene a special meeting.
11.5.The chairperson or, in his/her absence, the vice chairperson, will preside at all SRC meetings.
11.6.Decisions of the SRC will be based on a majority vote.
11.7.Voting shall be by secret ballot.
11.8.The chairperson of the SRC has a casting vote.
11.9.Decision can only be taken if a quorum is present. A quorum consists of two thirds (six) of the members. Decisions are binding.
11.10.Notice of meetings will be given at least three days prior to a meeting. The notice will be written and will indicate the day, date, time and venue of the meeting.
11.11.Apologies will only be accepted if they are received in writing by the chairperson, vice-chairperson or the secretary prior to the meeting.
11.12.The secretary or in his/her absence, an SRC member appointed by the chairperson, shall take responsibility for taking minutes at the meeting.
11.13.The chairperson and secretary shall sign the minutes of the previous meeting in the presence of the meeting after the minutes have been approved.
11.14.The signed minutes and agenda of every meeting, together with a register, will be filed in the LSO’s office.
11.15.All meetings will be conducted according to acceptable meeting procedure.
12.FINANCIAL MATTERS
12.1.All financial matters shall be dealt with according to the financial policy of the college. This includes the producing of quotations, invoices or other source documents, an income and expenditure according for each activity, a report on each activity and any other documents or report as required by the college council.
12.2.All requests for money will be considered by the college council and is subject to budget allocations.
12.3.All monies collected for student activities will be paid into the college account and all accounts in connection with student activities will be paid through the college account.
- TASKS OF SRC PORTFOLIOS
13.1.Chairperson
-Chairs SRC meetings
-Sets meeting dates and ensure that notices are sent out in time
-Ensures the orderly, constructive meetings take place
-Responsible for discipline of SRC body and individual members
-Represent the college by invitation at the official functions and meetings or nominates substitute from the SRC to go on his stead.
-Responsible for the smooth functioning of the SRC
-Liases with staff members appointed by the principal
-Reports to students, staff and college council about visits, meetings and events attended
-Assists members in requesting funds from the college council by ensuring that a written report is submitted
-Ensures that decisions taken by the SRC are carried out
13.2.Vice-chairperson
-Assists the chairperson
-Stands in for the chairperson when he/she is unable to fulfil duties
-Liases with staff member appointed by principal
-Ensures that all SRC members are involved in college functions where the assistance of the SRC is required
13.3.Secretary
-Informs SRC members of meeting s by means of written notice at least three days prior to meeting
-Request permission for the use of a meeting venue and prepares venue
-Keeps the register at meetings
-Keeps and files minutes of the meetings
-Receive and respond to all correspondence intended for the SRC. Copies to be filed.
-Ensures that all correspondence, minutes, reports, notices etc. issued by the SRC is without any errors in order to contribute to the positive, professional image of the SRC
-The secretary can be requested to assist with the sending out of invitations to guests at official college functions.
-Liases with staff member appointed by the principal.
-Should the secretary wish to type anything, permission can be requested from a staff member. No typing may be done during official class hours.
13.4.Treasurer
-Keeps record of money received by and spent by the SRC.
-Quarterly reports must be made to the SRC and the college council about income and expenditure.
-The treasurer is responsible for the procuring, filing and safe-keeping of all relevant source documents.
-The treasurer should assist students whom are experiencing financial problems regarding the payment of student fees to find ways of procuring money.
-Liases with staff member appointed by the principal.
13.5.Member for Educational matters
-Takes responsibility for health and safety issues.
-Promote awareness of health related issues.
-Procures and makes available information about health issues by means of posters, leaflets etc. that may be displayed in an area designated for that purpose and after consultation with management.
-Liases with staff member responsible for organizing the graduation ceremony
-Takes responsibility for safety and orderly conduct of students on an outing.
-Liases with designated staff member.
13.6.Member of cultural matters
-Takes responsibility for organizing extramural cultural activities at the college in liaison with responsible staff member(s)
-Takes responsibility for organizing outings
-Accompanies students on outings and ensures safety and orderly conducts
-Make students aware of nationally and internationally accepted awareness days by means of posters, leaflets etc. that may be displayed in designated areas after consultation with management.
-Liases with the staff member responsible for organizing the graduation ceremony.
-Liases with designated staff member.
13.7.Member for sport matters
-Takes responsibility for organising all extramural sport activities at the college in liaison with designated staff member(s)
-Organises activities and accompanies students
-Takes responsibility for student safety and orderly conduct during outings
-Liase with designated staff member
13.8.Member for media/marketing
-This member takes responsibility for compiling and publishing the in-house magazine together with the staff member responsible for this task.
-Assist SRC members in design and distribution of information about college activities.