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Student Council Guidelines

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Table of Contents

1. Objective
2. Constitution of the Student Council

  • Selection Process
  • Eligibility Criteria

3. Role of the Student Council

  • Primary Functions
  • Roles and Responsibilities of Office Bearers

4. Student Council Meetings

  • Procedures
  • Sample Meeting Minutes Format

5. Dissolution of the Council

1. Objective

The purpose of establishing the Student Council (SC) is to create an effective communication bridge between the administrative authorities and the student body. While students can approach administrative officials individually, the SC acts as a collective platform for communication. Additionally, the SC plays a pivotal role in organizing and promoting cultural, sports, social, and educational events within the institution. It also provides students with an opportunity to develop leadership skills and engage in program planning and volunteering.

2. Constitution of the Student Council

The Student Council at PHCER comprises the following members:

  • General Secretary
  • Deputy General Secretary
  • Academic Incharge
  • Cultural Incharge
  • Assembly Incharge
  • Report Writing Incharge
  • Sports Incharge
  • Photography Incharge
  • Two faculty members serve as coordinators and advisors to the Student Council

Selection Process
All student office bearers are nominated for their positions. Nominations can come from self-nomination or teacher nominations. Nominees have the opportunity to present themselves, followed by elections. Candidates undergo an election process, and after vote counting, the Principal and teachers select the Student Council committee members. Ensuring gender balance in the Council is a priority.

Eligibility Criteria

  • All registered students of the institution are eligible for nomination
  • Nominees should have no academic arrears in the current academic year
  • Nominees should not have faced disciplinary actions from the institute authorities

3. Role of the Student Council

The primary role of the Student Council is to facilitate information exchange between administrative officials and students. The Council aims to:

  • Foster an environment conducive to educational and personal development.
  • Support the development of the institution by providing the Council’s opinions, suggestions, and feedback to the management, administrative officials, and faculty.
  • Represent the students’ perspectives on general concerns.
  • It’s essential to note that the Student Council cannot interfere with the decision-making process of administrative officials or the management. The Council operates on a two-year term, but if deemed ineffective by the Principal and faculty incharge, it may be dissolved and replaced through a selection process.

Primary Functions
The Student Council operates in alignment with its objectives. It collaborates with the administration on planning and development activities. Its key functions include:

  • Close collaboration with administrative officials, teachers, and students.
  • Accessibility to all students within the institution.
  • Involvement of as many students as possible in student development activities.

Office Bearers and Responsibilities

  1. General Secretary: Responsible for presiding over Council meetings, preparing meeting agendas with the Deputy General Secretary, and representing the Council in meetings with administrative officials. Must possess strong interpersonal, conflict management, and problem-solving skills.
  2. Deputy General Secretary: Assists the General Secretary in preparing meeting agendas and presides over meetings when necessary. Expected to be a team-builder.
  3. Academic Incharge: Gathers student input on academic matters, disseminates academic-related information to students, and maintains academic records. Must be organized and possess good subject knowledge.
  4. Assembly Incharge: Coordinates daily and special assemblies, focusing on enhancing the assembly experience for students and teachers.
  5. Cultural Incharge: Promotes cultural events and celebrations, plans special assemblies, and oversees the Annual Cultural Day celebration. Must excel in cultural event organization.
  6. Sports Incharge: Promotes sports activities, plans sports events, including National Sports Day, and organizes the Annual Sports Day. Knowledgeable about sports rules and event organization.
  7. Report Writing Incharge: Maintains records of various activities and events, ensuring timely reporting. Requires strong English communication and technical skills.
  8. Photography Incharge: Captures event moments, maintains photo records, and coordinates with the student body. Proficient in photography and event documentation.

4. Student Council Meetings

The Student Council convenes at least once per semester, and additional meetings may be called as needed. Attendance of faculty members and the Student Council is mandatory. Faculty members’ input is valuable for developing the leadership skills of student members.

Meeting Guidelines
Meeting notices must be sent to Council members at least two days in advance. Meetings cannot proceed without the presence of the Principal, faculty Incharge, General Secretary, or Secretary. Meeting minutes should be recorded and made available to the Faculty Incharge after obtaining the Principal’s signature.

Sample Meeting Minutes Format
Meeting minutes should clearly document agenda points and include:

  • Date, Time, and Venue
  • List of Attendees
  • Details of Invited Guests from Administration / Management
  • Agenda Items and Discussion Outcomes / Resolutions
  • Details of the Next Meeting (if discussed)

5. Reporting and Dissolution

The Student Council may be dissolved at any time, with or without prior notice, by the Principal, depending on the circumstances. If dissolution is contemplated, a one-week notice will be given, allowing the Council to provide explanations or justifications. The final decision to dissolve rests with the Principal