Statutes of the Students' Union

1. The Students' Union

1.1 Name

The STUDENTS' UNION of the Salvatorian Institute of Philosophy and Theology is the corporate association of all students of the Institute for the purpose of pursuing and attaining the aims and objectives stated below.

1.2 Membership

Incoming students become members of the Union upon formal registration at the Institute and reception of their individual ID-cards. They remain so while they continue as students at the Institute.

1.3 Aims and Objectives

The STUDENTS' UNION, through its various organizations and activities, and in line with the regulations of the Institute, strives to achieve the following aims and objectives:

1. To develop and strengthen unity and solidarity among the students of the different Institutes of religious life, societies of Apostolic life, and Private students attending lectures at the Institute.
2. To advance intellectual, social and cultural interests among its members by promoting co-curricular and extracurricular activities that will enhance their academic, spiritual, pastoral and human formation.
3. To give it's members' experience of collaborative efforts in organizing and realizing their commitments.
4. To contribute, to the good name and the well being of the Institute.
5. To establish relationships with similar organizations in other Institutes in matters of academic, athletic or social nature.

2. Organizational Bodies

2.1 General Assembly

2.1.1 General assembly of the Union is the meeting of all its members to deal with the matters contained in 1.3 and others in accordance with this Statute.

2.1.2 Fr the General Assembly to proceed validly at least 66% of the members of the Students' Union must be present.

2.1.3 There will be an ELECTIVE general Assembly on the last Monday of classes before the final Exams of the Second Semester to elect the members of the Students' Council for the coming academic year.

2.1.4 There will be an ordinary General Assembly in every Semester on a date set by the President upon consultation with the Students' Council and the respective deans of studies with the confirmation of the Rector.

2.1.5 Extraordinary General Assemblies may be called at any time of the year by the president with the approval of the Students' Council, to attend to important and urgent matters.

2.1.6 In the General Assembly at the beginning of the academic year, the President and his Council must present to the students' body. Their program of the semester, including the budget; in the General Assembly at the end of the academic year, the President and his Council have to present a report of their leadership.

2.1.7 The following are the duties and functions of the general Assembly:

1. To elect members of the Students' council;
2. To co-operate in realizing the goals, aims and objectives of the Students' Union;
3. To remove irresponsible leaders through the vote of no confidence;
4. To evaluate the aims and objectives of the students' union;
5. To discuss other matters affecting the members of the Union.

2.1.8 There will be a meeting of the Students' Union with the Rector at a specified date, to be agreed between him and the Students' Council, for the purpose of sharing information about the State of the Institute and of evaluating its progress. In the same meeting deans of studies will clarify academic matters that need to be brought to the attention of all students.

2.2 Students' Council

2.2.1 Name: The STUDENTS' COUNCIL is the coordinating and governing body of the Students Union, composed of the following officials:

1. A President-elected by all the members of the Union by absolute majority vote;
2. A Vice President-elected in the same manner as the president;
3. A Secretary-elected in the same manner as the vice president;
4. A treasurer- elected in the same manner as the secretary;
5. One representative of the faculty of Philosophy - elected by the absolute majority vote of the philosophy students;
6. One representative of Theology - elected by the absolute majority of the theology students;
7. One representative of every congregation or group not already represented in the person of any of the previously mentioned officials, elected by all the students of the said group.

2.2.2 After the approval of the Rector, the STUDENTS' COUNCIL takes office at the beginning of the first semester of the academic year.

2.3 Duties and Functions of the Council

2.3.1 Upon convocation and under the leadership of the President, the Council meets at least twice every semester.

2.3.2 Discusses, approves and implements issues or policies passed at the ordinary or extraordinary Assemblies of the Union.

2.3.3 Plans and evaluates those measures which are deemed necessary to achieve the aims and objectives of the Union.

2.3.4 Coordinates with the Administration and the staff and cooperates with them in matters concerning arrangements and preparations for various functions at the Institute.

2.3.5 Discusses and evaluates students' concerns prior to their presentation to the Administration, the Staff or individual officials of the Institute.

2.3.6 In consultation with the members of the union, organizes permanent and 'ad hoc' Committees and appoints members and the animator of these committees.

2.3.7 To prepare agenda for the General Assembly.

2.3.8 To approve the budget and evaluate the financial report from the treasurer.

2.3.9 To evaluate and approve suggestions put forward by various committees.

2.4 Duties and Functions of the Different Officials

2.4.1 The President

1. Serves as leader and spokesperson both of the Union and of the Council.
2. Convokes the Student' Council and, with its approval, the Assemblies of the Union, and chairs their meetings.
3. Attends, together with the Secretary, and on behalf of the Union, those acts, ceremonies, and meetings, which require representation of the students at different levels.
4. Coordinates with the Patron and or other Institute officials the different projects and programs of the Students' Union, which are incidental in the Institutes' programme.

2.4.2 The Vice-President

1. Supports, cooperates with, and assists the President as necessary and as requested by him.
2. Assumes corporately the duties and functions of the President when the president is absent or impeded.

2.4.2 The Secretary

1. Is responsible for keeping written records and accounts of the activities of the Union and for making them available to the members, as may be required.
2. Publicizes the dates, the agenda of the Meetings of the Union and of the Council, prepares and keeps the minutes of such meetings.
3. Assists the President in organizing and running the Assemblies of the Union and the Meetings of the Council.
4. Relates to the different bodies within the Union or outside it the pertinent information regarding decisions adopted or actions taken at Assembly or Council's level.

2.4.2 The Treasurer

1. Is responsible for keeping records of money spent by the Students' Union.
2. Is the one responsible, through consultation with the president of the Students' council, to draw money from the Rector for defined purposes.
3. He has to present an official annual report on the expenditure of the whole year to the Students' Council, and to the Students' Union, during the General Assembly.

2.5 Working Committees

2.5.1 After the STUDENTS' COUNCIL has been lawfully elected and after its confirmation by the Academic Senate, at the beginning of the new Academic year, it will proceed to the setting and organization of the different working COMMITTEES in consultation with the students and according to 2.5.2.

2.5.2 Each COMMITTEE will be composed of a member of the students' Council, as animator, and as many appointed members as necessary taking into consideration the activities entrusted to the Committee, the talents and qualifications of the individuals and their readiness and availability to serve the common cause of the Students' Union.

2.5.3 The following are the Committees and their functions:

2.5.3.1 Social and Cultural Committee

1. This is a working committee dealing with social and cultural affairs in the Institute.
2. The following are the functions of the social and cultural committee:
   • To organize and prepare for Inculturation week.
   • In cooperation with students or the Executive Council to organize entertainments on all social gatherings.
   • In cooperation with the Executive Council, to organize and establish cultural and social relationship with other Institutes and colleges.
   • To organize ways and means of making guests of the Students' Union feel welcome at our Institute, by directing them within the Institute compound.

2.5.3.2 Music-Liturgical Committee

• This committee in cooperation with the Students' Council is responsible for the preparation and organization of common liturgical celebrations in the Institute.
• To advise, and give suggestions to the Students' Council, on matters concerning common liturgical functions in the Institute.

2.5.3.3 Games and Sports Committee

• In consultation with the Students' Executive Council, to organize games and sports activities in the Institute and with other Institutes.
• To take care of sports and games equipments of the Institute.
• To make follow-ups, to ensure the availability of the needed sports and games equipments.

2.5.3.4 Artistic and Decorating Committee

This is a committee that deals with all matters of art, craft and decoration in the Institute. It forms the following duties and functions:

• To prepare the hall for common gatherings of the Institute General Assembly, inculturation week or any other gathering involving the students of this Institute.
• In cooperation with the liturgical committee, to decorate the church and the hall on days that need such preparations.
• To crate an atmosphere for the promotion of artistic talents of students.

2.5.3.5 Academic Committee

This is the committee that deals with academic matters. It consists of all the class representatives, faculty representatives and other appointed members. Its duties and functions are:

• To look into the students academic welfare.
• To promote good relationship between students and academic staff of the Institute.
• To arrange or organize for academic symposia with other higher learning institutes or colleges.
• To present students' academic problems to the students' executive Council.

2.5.3.6 Journalistic Committee

This committee deals with matters of journalism and publication of students' issues. Functions and duties of this committee are:

• To promote students' journalistic and communication skills and talents.
• To organize for the publication of the Students' Union's magazine.

2.5.4 When circumstances so demand, the students' Executive Council by itself or upon recommendation of any of the permanent Committees may appoint special 'ad hoc' committee to attend to particular events or to take care of some other relevant needs.

2.5.5 Working committees, whether permanent or 'ad hoc' are dependent upon the Students' Executive Council and accountable to it both in the decision making process and in the process of implementation of policies.

3. General Election

3.1 Active and Passive Voice in the Electoral Process

3.1.1 In as much as the electoral process will take place at the end of the School year (2.1.3), all students dully enrolled at the Institute will enjoy active voice in accordance with 1.2 of these statutes.

3.1.2 Considering however, the particular and stressful conditions of the III year of Philosophy and the IV year of Theology (with the writing and presentation of essays, and the written and oral Baccalaureate Examinations), students who at the time of election are enrolled in the II year of Philosophy and III year of Theology will not have passive voice, and cannot stand as candidates for general, departmental or congregational positions related to the Students Executive council, neither can they be later appointed as members of committees.

3.2 Procedures of Election

3.2.1 There will be an electoral commission consisting of the out-going members of the Executive Council. This commission is in charge for the preparation and conducting the election.

3.2.2 The election commission has to make known the day for election three weeks before.

3.2.3 For the election to take place validly at least 70%, that is two-third of the members of the students' union, must be present.

3.2.4 For the election to be valid, the Patron or any other member of staff must be present as observers and witnesses.

3.2.5 All members of the students' executive council must be elected by secret ballot and by absolute majority of those present.

3.2.6 The Patron and electoral commission will report the results of the election to the Rector for confirmation.

3.2.7 After the confirmation of the newly elected leaders, the electoral commission ceases to exist automatically. If the elected are not confirmed, a preparation for another election must start immediately under the same electoral commission.

3.3 Vacant Office and Termination of Period of Office

3.3.1 An office is considered vacant when the resignation of any official is accepted by the Rector or when the official is voted out of office by the vote of no confidence of the Students.

3.3.2 In case one ceases to be a student of the Institute, either by dismissal or by withdrawal, he/she automatically loses his membership, rights and privileges of his office and cannot continue holding the office.

3.3.3 In case an official is absent from office, without official information, for 15 days, the office is considered vacant and new by-election must take place within the next 15 days. In such a case the official loses the right to vie for the same office in the next by-election.

3.3.4 One is free to resign whenever he/she cannot fulfill the duties and responsibilities of a given office. However, just reasons for resigning must be given, and the procedures for resigning must be followed.

3.3.5 For any resignation to be valid, the following procedures must be followed:

1. The official concerned must declare his/her intention to resign, to the Students' Executive Council and the Patron.
2. Having informed the council and the patron, the official concerned must present a formal (official) resignation letter to the Rector of the Institute.
3. Once the Rector of the Institute approves the resignation, he (rector) must inform the Students' Union in person or through the patron of the Students' Union.
4. Once the Students' Union is informed of the resignation, the Office is considered vacant and therefore an extraordinary by-election must take place within two weeks.

3.3.6 For a just cause, the administration of the Institute can be requested to remove an official from office, or it may do so by its own initiative.

3.3.7 An official can be voted out of office through the vote of no confidence by at least 70% of all students, when they find that he/she does not execute his/her official duties properly. This vote has effect when approved by the Rector.

3.4 The Patron of the Students' Union

3.4.1 The Patron is a member of Staff who serves in an advisory capacity to the Students' Executive Council and to the Students' Union, assisting in their Organization and development and giving them moral support and counseling.

© 2005 Salvatorian Institute of Philosophy and Theology, Morogoro, Tanzania
Last update: July 19, 2005