THE CONSTITUTION

OF SPEL

WRITTEN BY: HASSAN IRTZA CHAUDHRY & TALAL KHALID

EDITED BY: NABIT A. BAJWA

REVIEWED & APPROVED BY: DR. M. TAYYEB JAVED

SEPTEMBER 15, 2015

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Founding Members

1. Mr. Hafiz Muhammad Ali

2. Mr. Asyf-ur-Rehman

3. Mr. Maaz A. Shaykh

Previous Council Members

2014-2015

President: Ms. Ambreen Mustafa

Vice President: Mr. Hafiz Muhammad Farid

Secretary: Mr. Ameer Hamza Khan

Treasurer: Ms. Fatima Shams

2013-2014

President: Mr. Muhammad Ali

Vice President: Mr. Farhan Sheikh

Secretary: Ms. Ambreen Mustafa

Treasurer: Mr. Saqib Manzoor

Current Council Members

2015-2016

President: Mr. Hassan Irtza Chaudhry

Executive Director: Mr. Areeb Hussain Qureshi

Liaison Head: Mr. Ahsan Khan

Management Head: Mr. Utban Ahmad

Finance Secretary: Rehan Ahmad

Vision and Mission

SPEL, one of the most active societies of PIEAS, was formed to instill a

spirit of Entrepreneurship and Leadership among its students and hence

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prepare them to serve not only as competent engineers but also as

good practical leaders.

Since its foundation, the society strives to create an entrepreneurial

environment in the campus, and help students integrate their engineering

passions with entrepreneurial ones. The society’s tenacious efforts have

enabled students of PIEAS to develop the psyche of becoming job-creators

rather than job seekers.

SPEL has organized and plans to organize several activities to

encourage students to come up with innovative ideas and employ

entrepreneurial tools to commercialize them and run their own start-ups. In

the past few years, it has arranged mentoring workshops and business plan

competitions where students are guided by successful professionals and

entrepreneurs, who help strengthen their business plans and enlighten them

about ground realities of the practical business world.

We hope to create an incubation center soon for our aspiring students,

and to establish in the future the Center for Research Excellence and Techno

Entrepreneurship.

Advisory Board The Advisor, being a faculty member at PIEAS, is a respected authority which

will act as link between the Student Club and University. He/she will assist in

drafting the entrepreneurial policy for PIEAS, securing funds and

implementation of strategy for promotion of entrepreneurship at PIEAS in

particular and Pakistan in general. The society will operate under advisory

board constituted as below:

Director/Head ORIC

Head DCMS

Head LAO/Representative

Head SADiv

Executive Members (5 members)

*President, Liaison Head, Executive Director, Management Division

Head and Finance Secretary are included in the Executive Members of

society. All other members are excluded from the Executive Members Club.

1. President

The President, being the most senior member of the Executive Council, has

major authority and responsibility over the ruling of the society. President is

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responsible for the final approval of all the activities to be managed by

the SPEL.The roles of the President are briefly described (but not limited to) as:

Responsible for the vision and mission of SPEL:

The President is responsible to ensure the successful running of SPEL and

its events, and training of the future entrepreneurs in the society. She/he is

obligated to consider all ideas and suggestions given by the members

impartially and without bias.

As a mentor:

The President is obliged to mentor the members of society in

leadership, entrepreneurship training and networking. In each event, she/he

should encourage and guide members to talk to important people in

meaningful ways. Also, if someone requires help or guidance, the President

must help the member in his/her task.

Change/Dismissal of rules and/or members:

The President has the authority to change any rule in the constitution at

any time and/or expel any member (Executive or non-Executive) from SPEL.

This will be done in the light of Standard Voting of Society for dismissal (1) for

Executive Members and Standard Voting of Society for dismissal (2) for Non-

Executive Members.

*Dismissal of President SPEL

President can be dismissed but not through Standard Voting of Society

for dismissal (1) or (2). The process for his removal is as follows:

1) At least 4/5 Executive Members pass vote of no confidence against

him.

2) If Step 1 is passed successfully then the Executive Director will write an

application to Advisor SPEL explaining reasons which call for removal

of President SPEL. If the Advisor is convinced of his/her removal then

she/he will call for an open voting in the society.

3) In open voting, each member of the society will vote in favor or

against President. Each member will vote according to his/her rank

(amount of power).

4) If the results of the voting are a clear majority against President, then

the President will be dismissed and new Elections will be called.

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*Liaison Head, Executive Director, Management Division Head

and Finance Secretary enjoy equal status regardless of batch.

2. Liaison Head

Head Liaison is responsible for strengthening ties with external

societies/organizations nationally and internationally. She/he is responsible

for all the activities in Liaison department. CNO and CMO will be under

him. Liaison Head, in collaboration with the President is required to:

1) Contact and establish links with Organizations which would help

promote SPEL.

2) Contact and Invite leading professionals to SPEL events.

3) Make sure to collect feedback and opinions from all SPEL members

(and non-members) about ideas regarding events and workshops.

Anyone with suggestions or ideas is required to directly contact Head

Liaison.

4) Come up with new ideas for SPEL events.

*Dismissal of Liaison Head

Liaison Head will be dismissed if the performance of his/her department

remains unsatisfactory for at least one week. If she/he does not maintain

contact with President or Executive Director and this leads to a decline in

performance in the society, she/he will be considered as guilty of not doing

his/her job properly. She/he needs to communicate beforehand to the

President the reason for any lack of performance. Procedure to be followed

for his/her dismissal is the Standard Voting of Society for dismissal (1).

1. Chief Networking Officer (CNO)

Chief Networking Officer would be required to carry out research on

the upcoming Entrepreneurial and leadership events which includes:

1) Seminars

2) Workshops

3) Competitions (on all levels – local, national and international)

CNO is required to send the latest updates to all members of the

society through SPEL official Gmail account. Duties of CNO include but are

not necessarily limited to:

1) Establishing links with prominent Societies/Universities and be aware of

the competitions currently happening there.

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2) Becoming Ambassador of websites like Studentcompetitions.com,

istartup.org etc.

3) Search and connect with other external organizations which could

help us in our mission.

*Dismissal of CNO

CNO will be dismissed if there are no mail updates sent to society

members within a timeframe of one week (7 days). She/he needs to

communicate beforehand to the Liaison Head the reason for any lack of

performance. Procedure to be followed for his/her dismissal is the Standard

Voting of Society for dismissal (2).

2. Chief Marketing Officer (CMO)

An appointed social media marketer would be required to ensure

substantial social media presence of SPEL and its aims. The CMO will be:

1) Responsible for the marketing of SPEL events/activities on social media

whether inside or outside PIEAS.

2) Running SPELs’ (and its events’) Facebook page and Twitter handle

regularly

3) Sharing recent news, events and courses and anything related to

entrepreneurship and leadership (including memes, quotes, advice,

market conditions, statistics etc)

4) Making paid promotions on any social media platform.

The CMO will also head the team of members for Sponsorship Proposal to

attract any potential investor/sponsor for any event.

*Dismissal of CMO

CMO will be dismissed if there is no activity on SPEL page for 3 days.

She/he needs to communicate beforehand to the Liaison Head the reason

for any lack of performance. Procedure to be followed for his/her dismissal is

the Standard Voting of Society for dismissal (2).

3. Executive Director

Executive Director is responsible for maintaining and strengthening the

communication within SPEL. He will also be responsible for documentation of

any sort, carried out within SPEL. The documentation includes applications,

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formal invitation letters and membership forms/data in general. Chief

Communications Officer (CCO) and Chief Documentation Officer (CDO) will

work under his supervision.

*Dismissal of Executive Director

Executive Director will be dismissed if the performance of his/her

department remains unsatisfactory for at least one week. If she/he does not

maintain contact with President or Liaison Head and this leads to a decline in

performance in the society, she/he will be considered as guilty of not doing

his/her job properly. She/he needs to communicate beforehand to the

President the reason for any lack of performance. Procedure to be followed

for his/her dismissal is the Standard Voting of Society for dismissal (1).

1. Chief Communications Officer (CCO)

Chief Communications Officer is required to efficiently communicate all

events, meetings, activities and notices within SPEL (from the hierarchical

members to the nonhierarchical members). She/he will do this through Gmail,

Slack and SMS service. She/he will also keep a track of all the

activities/happenings in the society. CCO is required to form a Gmail ID for

SPEL and ensure distribution of information/ activities to all members

accordingly.

*Dismissal of CCO

CCO will be dismissed if he loses any contact with President/Executive

Director whatsoever. She/he needs to communicate beforehand to the

President the reason for any lack of performance. Procedure to be followed

for his/her dismissal is the Standard Voting of Society for dismissal (2).

2. Chief Documentation Officer (CDO)

Chief Documentation Officer is required to:

1) Document the meetings and keep of track of all records/ documents

of SPEL in one place. After every event in SPEL, CDO is required to do all

the documentation of SPEL events.

2) Keep and manage the SPEL Member Registration record (CDO has no

personal authority to dismiss any member. If an unjust case is reported

with substantial proof, CDO would be dismissed.)

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3) CDO will also be considered the most powerful candidate for

Chief Editor of SPEL Magazine, although President has the power to

choose anyone as he deems fit.

*Dismissal of CDO

CDO will be dismissed if he fails to complete the assigned task within

the given time or if his/her work is found to be unsatisfactory to the President.

She/he needs to communicate beforehand to the President the reason for

any lack of performance. Procedure to be followed for his/her dismissal is the

Standard Voting of Society for dismissal (2).

3. Graphic Designer

The Executive Director is responsible to manage/guide graphic

designers in the form of:

1) Designing Create’16 workshop and competition ID card, Certificates,

Promotion posters, prizes/cups etc.

2) Any form of digital graphic aid required by any other event of SPEL or

on social media.

3) Graphics required for sponsorship and/or other proposals.

*Dismissal of Graphic Designer

Graphic Designer is not an honorary rank in society. If she/he does not

complete the tasks within given time, without properly notifying to

President/Executive Director, she/he will be immediately disqualified by

Executive Director.

4. Management Division Head

The Management Division Head is responsible for organizing the various

managers of SPEL. She/he can form his department in any way he pleases.

General roles of the managers are described as follows:

1. Meetings

Managers/organizers of SPEL are required to set up and organize

meetings whenever and wherever asked by the President.

2. Office Set-up

The Office of SPEL (Room C-217) has to be set up by the managers. Their

responsibilities are:

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1) Ensuring the office is cleaned on a regular basis.

2) Arranging furniture for required tasks

3) In the future, the office would be turned into an incubation center. The

managers are obliged to manage the center and arrange everything

required for it, as asked by the President or Advisor SPEL.

3. Event management

All managers are obliged to form the organizing team of any event

under SPEL. Duties of the organizing team include:

1) Ensuring transport of participants (if required).

2) Ensuring accommodation of participants (if required).

3) Ensuring food provision for the participants (either by PIEAS Mess or by

an external provider).

4) On spot event management (managing the sitting arrangements,

guests, prizes etc)

5) Decoration (decoration made in previous events are to be collected,

taken care of and used in the current events. Any additional décor

material is also required to be kept safe)

6) Event coverage (in collaboration with the Social Media Marketer).

7) Comparing.

4. Applications

Applications needed for the following purposes are to be taken cared

by the managing team (in coordination with the President):

1) Approval application for any proposal by SPEL or its events.

2) Messing during events

3) Booking places for events (Auditorium, classes, or an external place, if

required)

4) Security clearance for participants

5) Accommodation application (if required in any case)

6) Any other application as asked by the President.

*Dismissal of Management Division Head

Management Division Head will be dismissed if the work of his/her

department is found to be unsatisfactory in any way. If there are logistical or

managerial shortcomings, and this affects society negatively, she/he will be

considered as guilty of not doing his/her job properly. She/he needs to

communicate beforehand to the President the reason for any lack of

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performance. Procedure to be followed for his/her dismissal is the

Standard Voting of Society for dismissal (1).

5. Finance Secretary

The Financial Secretary's primary responsibility is to assist the President in

overseeing policy formulation and implementation in financial, monetary,

employment and procurement matters. He is a member of the Executive

Council. Following are his detailed responsibilities and powers:

1. Financial record keeping: Finance secretary must keep accurate

records in full detail and maintain them appropriately.

2. She/he must be trustworthy and efficient. If there is any issue in the

records whenever reported by any society member, the Finance

secretary will have to face legal action through the Executive Council.

She/he can also be sacked if 3/5 of Executive Council so wills. Finance

secretary cannot take part in that voting.

3. The Financial Secretary is also in charge of the Society Budget. She/he

is responsible for laying before the Executive Council each year the

society's estimates of revenue and expenditure. In his annual budget

speech, she/he must outline the society's vision and policies for

sustainable economic growth of organization.

4. The Finance secretary must keep all the financial matters of Society

confidential. In case of any wrong act or mistake, she/he will be

immediately sacked by the Executive Council through voting.

5. The financial secretary must engage in spiritual practices that build a

relationship of attentiveness to God's will and direction.

6. Finance secretary must maintain all the Bank Accounts (physical

and/or electronic) and ensure their full security.

7. The financial secretary must work according to the guidelines

established by the Executive Council on finance to receive funds from

whatever source including through the mail and by electronic deposit,

record them, and report them to the Executive Council.

*Dismissal of Finance Secretary

Finance Secretary will be dismissed if the performance of his/her

department remains unsatisfactory and any irregularities are found in the

financial record of the society. Any irresponsible behavior will not be

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Advisor

President

Liaison Head

Chief Networking Officer

Chief Marketing Officer

Executive Director

Chief Communications Officer

Chief Documentation Officer

Graphic Designer

Management Head

Remaining members

Finance Secretary

tolerated. If she/he does not maintain contact with President and this leads

to a decline in performance in the society, she/he will be considered as guilty

of not doing his/her job properly. She/he needs to communicate beforehand

to the President the reason for any lack of performance. Procedure to be

followed for his/her dismissal is the Standard Voting of Society for dismissal (1).

Structure of Hierarchy

Standard Voting of Society for dismissal (1)

The Executive members can be dismissed in accordance with Standard

Voting of Society for dismissal (1). It is as follows:

1) Dismissal initiated by first reporting the guilty person to the Executive

Members in meeting or through email/slack or any other form of

communication.

2) If President finds it appropriate to call for further action, considering the

case with Advisor SPEL She/he can decide to call for further process.

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3) If President approves, the voting will take place for further

decision. It is as follows:

Number of votes by President = 2

Number of votes by Liaison Head = 1 (if involved)

Number of votes by Executive Director = 1 (if involved)

Number of votes by Finance Secretary = 1 (if involved)

Number of votes by Management Division Head = 1 (if involved)

Maximum number of votes = 5

4) If 3/5 votes are given in favor of dismissal of the concerned Executive

Member, She/he will be dismissed.

Standard Voting of Society for dismissal (2)

The members who can be dismissed in accordance with Standard

Voting of Society for dismissal (2) include CNO, CMO, CCO and CDO. It is as

follows:

1) This can be initiated by first reporting the guilty person to the Executive

Members in meeting or through email/slack or any other form of

communication.

2) If President finds it appropriate to call for further action.

3) If President approves, the voting will take place for further decision. It is

as follows:

Number of votes by President = 2

Number of votes by Liaison Head = 1 (if involved)

Number of votes by Executive Director = 1 (if involved)

Number of votes by Finance Secretary = 1 (if involved)

Number of votes by Management Division Head = 1 (if involved)

Maximum number of votes = 6

4) If 4/6 votes are given in favor of dismissal of the concerned Member,

She/he will be dismissed.

Standard Electoral Procedure of SPEL

The Elections for Executive Members (President, Liaison Head, Executive

Director, Finance Secretary and Management Division Head) will be carried

out every year at the end of preceding elections term. In addition elections

will also be called if any Executive Member is dismissed. Following are the

details of this process:

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1) The Incumbent President/Advisor will give a particular date of

Elections for next term. For example the Elections 2015-2016 will be held

from 27th March 2016 -8th April 2016.

2) The Elections dates/Schedule/Information/activities will be shared with

every member in the society through Social Media, Mobile SMS

Services, Slack and Gmail.

3) Voting procedure is as follows:

Number of votes by Advisor SPEL = 4

Number of votes by Previous President = 3

Number of votes by Previous Liaison Head = 2

Number of votes by Previous Executive Director = 2

Number of votes by Previous Finance Secretary = 2

Number of votes by Previous Management Division Head = 2

Maximum Number of Executive Votes = 15

4) The voter lists will be finalized by Executive Members, in accordance

with the Advisor SPEL. They must be made public at least a week

before Elections otherwise the Elections will be null and void.

5) All other members who are at least 5 months old in the society can

vote. Their vote will be counted as 1.

6) New members (At least 5 months) will not vote at any cost. They are not

advised to come on Voting Day.

7) The Elections must be conducted in the presence of Previous President

and Advisor SPEL; otherwise they will be null and void.

In addition elections will also be called if any Executive Member is

dismissed. The electoral procedure will be the same but the votes will be

casted by current members instead of former.

Idea Cell & Future Ideas:

1) An Idea Cell has been created on Slack. Submit your rough, useless or

maybe potential idea in idea cell. As this is an Entrepreneurship Society,

so all useless ideas are allowed (that others think are crazy!!!!) Every

idea will be valued!!!

2) Selected online courses on entrepreneurship/leadership to be made

compulsory on every member, each of whom would be required to

make a short word report on it and present the crux of the courses to

the hierarchy (and other members, if they want). Judgment of these

reports and presentations would decide top three overall winners at

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the end on the year, who would be awarded with certificates,

promotion and prize money.

3) An internal TEDx event to be organized.

4) Business Implementation Competition inside PIEAS where the

participants would be required to make a comprehensive Business Plan

Document pertaining to the market inside PIEAS and implement the

Business for two weeks. All the profit and analysis of the reports given by

the teams would decide an overall winner. This would provide students

with some business experience on a small level.

5) Workshops on Blogging, entrepreneurship, leadership, public speaking,

documentation and personal development.