10. Election Procedures
10.1.1. Executive Committee
10.1.2. These Rules relate to the Executive Committee (also called Governing Body of the Association) of the Jhargram Raj College Physics Alumni Association (JRCPAA in short for convenience).
10.1.3. The election for the Executive Committee of JRCPAA shall be held at the Annual General Body Meeting (AGM) and shall form a part thereof.
10.1.4. The election for the Executive Committee of JRCPAA shall be held once in every two years.
10.1.5. The election shall be held by the casting of votes through a secret ballot.
10.1.6. The President in consultation with the Executive Committee shall in writing nominate the Presiding Officer who shall conduct the election and shall declare in writing the date of the election at least 90 days in advance. A call for nominations from all members eligible to participate will be issued by the Election Officer through the association's website, to members with an e-mail address and in appropriate newsletters/magazines of the Association.
10.1.7. All eligible members will be entitled to place one nomination per vacancy and should provide evidence of the willingness of a nominee to serve for two years. The nomination should be submitted to the Election Officer at the alumni's primary mailing address.
10.1.8. On behalf of the Committee, the Election Officer shall be responsible for receipt, scrutiny, acceptance and display of nominations, the acceptance of withdrawal and the actual conducting the elections.
10.1.9. No member will be eligible to contest the election for two consecutive terms in the same post.
10.1.10. In case a member runs for a position on the Executive Committee for a particular English calendar year and succeeds in achieving the position, he will be under an obligation to pay his subscription for the two succeeding English Calendar years in order to continue his membership and avoid being debarred from the continuance of his position.
10.1.11. The Student Members attending the AGM neither will have voting rights nor can participate in the election process.
10.1.12. In addition to voting by members present in the AGM, voting may also be done by secure e-mail/postal voting. The total tally of the e-mail and postal votes shall be taken in advance but will be publicly revealed by the Election Officer just after taking the vote of the members present in the AGM.
10.1.13. The outgoing President shall not propose or second any candidate for election.
10.1.14. The Election Officer shall announce the results of the voting.
10.1.15. The new Board shall take over the charge of the Associations within one month of its election.
10.1.16. Prerequisites and qualifications for Office-bearers to be elected are given below:
10.1.16.1. Qualifications of a President
I. Must have studied after being enrolled in the Physics department, Jhargram Raj College.
II. Must be an Indian citizen.
III. Never been proven guilty of any criminal wrongdoing or served any sentence.
IV. Cannot have any criminal case pending.
V. Must be a registered life member of JRCPAA.
VI. Must have his/her personal system for global communications, particularly through e-mails and mobile.
10.1.16.2. Qualifications of Vice Presidents
I. Must have studied after being enrolled in the Physics department, Jhargram Raj College.
II. Must be an Indian citizen and residing in India.
III. Never been proven guilty of any criminal wrongdoing or served any sentence.
IV. Cannot have any criminal case pending.
V. Must be a registered life member of JRCPAA.
VI. Must be proficient with systems for global communications, particularly through e-mails and mobile.
10.1.16.3. Qualifications of Secretary
I. Must have studied after being enrolled in the Physics department, Jhargram Raj College.
II. Must be an Indian citizen and residing in India.
III. Never been proven guilty of any criminal wrongdoing or served any sentence.
IV. Cannot have any criminal case pending.
V. Must be a registered life member of JRCPAA.
VI. Must be proficient with systems for global communications, particularly through e-mails and mobile.
10.1.16.4. Qualifications of Joint Secretary
I. Must have studied after being enrolled in the Physics department, Jhargram Raj College.
II. Must be an Indian citizen and residing in India.
III. Never been proven guilty of any criminal wrongdoing or served any sentence.
IV. Cannot have any criminal case pending.
V. Must be a registered life member of JRCPAA.
VI. Must be proficient with systems for global communications, particularly through e-mails and mobile.
10.1.16.5. Qualifications of Treasurer
I. Must have studied after being enrolled in the Physics department, Jhargram Raj College.
II. Must be an Indian citizen and residing in India.
III. Never been proven guilty of any criminal wrongdoing or served any sentence.
IV. Cannot have any criminal case pending.
V. Must be a registered life member of JRCPAA.
VI. Must be proficient with systems for global communications, particularly through e-mails and mobile.
VII. Must be proficient with online banking operations and transactions.
10.1.16.6. Qualifications of Joint Treasurer
I. Must have studied after being enrolled in the Physics department, Jhargram Raj College.
II. Must be an Indian citizen and residing in India.
III. Never been proven guilty of any criminal wrongdoing or served any sentence.
IV. Cannot have any criminal case pending.
V. Must be a registered life member of JRCPAA.
VI. Must be proficient with systems for global communications, particularly through e-mails and mobile.
VII. Must be proficient with online banking operations and transactions.
10.1.16.7. Social Media (Alumni’s website, Youtube channel, Facebook group page etc.) Admin
I. Must have studied after being enrolled in the Physics department, Jhargram Raj College.
II. Must be an Indian citizen.
III. Never been proven guilty of any criminal wrongdoing or served any sentence.
IV. Cannot have any criminal case pending.
V. Must be a registered life member of JRCPAA.
VI. Must be proficient with systems for global communications, particularly through e-mails and mobile.
VII. Must have the knowledge to use MS-OFFICE, Internet, Google Drive, Webpage designing, proficient with social media (e.g., Facebook) activities.
VIII. Must have his/her personal computer to accomplish the activities as mentioned in VI and VII.
10.1.16.8. Qualifications of General Members
I. Must have studied after being enrolled in the Physics department, Jhargram Raj College.
II. Must be an Indian citizen.
III. Never been proven guilty of any criminal wrongdoing or served any sentence.
IV. Cannot have any criminal case pending.
V. Must be registered as a life member of JRCPAA.
VI. Must be proficient with systems for global communications, particularly through e-mails and mobile.
10.2. Functions of Presiding Officer:
10.2.1. The Presiding Officer shall devise nomination forms containing appropriate entries therein. Such entries must include the names of the persons who have proposed and seconded and the post for which nomination is submitted.
10.2.2. He / She shall then send them to all concerned at least 60 days prior to the date of the election with a request for transmitting nomination at least 40 days prior to the date of the election, failing which the nominations shall stand rejected.
10.2.3. He / She will scrutinize the nomination forms received and shall inform in writing, the list of candidates found eligible for election, to the President of Executive Committee of JRCPAA, at least 30 days prior to the date of the election.
10.2.4. He / She shall circulate the ballot paper forms and may seek assistance from the Secretary of JRCPAA.
10.2.5. He / She shall, in the presence of the candidates themselves seeking election or their duly authorized representative, open the envelope containing the votes cast and get the votes counted with the assistance from the Secretary, and thereafter certify in his own hand, the list of winning candidates with the number of votes polled by each of them and verbally declare the result then and there. He would also intimate the result in writing to the contesting candidates within seven days of the holding of the election. He shall have the power to reject any ballot cast for sufficient reasons, and such rejections shall not be challenged.
10.3. Eligibility to Cast a Vote:
10.3.1. Any, regular and life member whose name appears in the Register of Membership kept with the Secretary of the Executive Committee of JRCPAA, 60 days prior to the date of the election shall be eligible to cast a vote for relevant Executive Committee election.
10.3.2. One vote for each eligible member present at the AGM shall be counted subject to acceptance of the ballot paper by the Presiding Officer.
10.3.3. An eligible member attending the AGM may carry the proxy vote on behalf of other members, provided he/she also carries a letter of authorization, duly certified by the respective member/members on whose behalf he/she proposes to give a proxy vote.
10.3.4. Each ballot intended for the proxy vote shall be kept in a sealed envelope duly filled in and signed by the concerned voter. He / She shall then forward the sealed envelope to the Presiding Officer after he duly signs on the outer face of the envelope with an indication in his/her own hand along with his/her membership number.
10.3.5. If any member (regular or life member) of JRCPAA residing outside of India, he/she may cast his/her vote by the e-ballot process.
10.3.6. No other method of transmission of the ballot for the purpose of voting and except the methods above shall be allowed.
10.4. Eligibility for being a candidate for election:
10.4.1. Any life member eligible to vote as per clause 10.3 above is eligible to be a candidate for election subject to fulfilling conditions mentioned in relevant clause above.
10.4.2. The candidate should have cleared all his/her due membership fees at the time of nomination.
10.4.3. A member seeking to be a candidate for election shall have to fill in the prescribed nomination form duly supported by the names of the members who have proposed and submit it to the Presiding Officer at least 40 days prior to the date of the election, failing which the nominations shall stand rejected.
10.5. Posts for which election to be held
10.5.1. Executive Committee Structure:
a) President - 1 post
b) Vice-President - 1 posts
c) Secretary - 1 post
d) Joint Secretary - 1 posts
e) Treasurer - 1 post
f) Joint Treasurer - 1 post
g) Social Media Admin - 1 post
h) General Member - 6 posts
i) Student Representative: One student from classes (1st, 2nd, and 3rd-year degree course) of the Department of Physics, Jhargram Raj College will be allowed to attend all Executive Committee meetings, representing the students. However, representative students will not have any voting rights. The students will be allowed to choose their own representatives as they wish.
10.6.2. After the election, the post of Vice-President and Jt. Secretary may be designated as Senior and Junior, respectively at the Executive Committee for better control on the division of responsibility.
10.7. Tie:
10.7.1. In case two contending candidates seeking election for the same post secure the same number of majority votes with the consequence that a tie evolves, the outgoing President shall exercise a special power of casting a vote to resolve the tie.
10.8. Arbitration:
10.8.1. In case disputes or differences arise about any matter or matters relating to the instant Election Rules, so far as the conduct of election to the Executive Committee of JRCPAA is concerned, a written complaint must be made to the Presiding Officer within 24 hours after the election results are verbally announced. The same shall then be referred to an Arbitrator by the Executive Committee after obtaining his/her consent to such appointment.