Bylaws and Policies

Source: https://www.qu.edu.qa/en-us/students/student-representative-board/bylaws-and-policies Parent: https://www.qu.edu.qa/en-us/students/international-students/students-visa/

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Bylaws and Policies

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Chapter 1: Preamble

In recognition of the significant role of student participation in the responsibility of achieving Qatar University educative goals while enhancing its vision and mission, the Student Representative Board was established and guided by the following principles:

• The Student Representative Board is based on participation and consultation and is the sole legitimate representative of Qatar University students.
• Serving and acting in the interest of the QU community in general, and of the students in particular.
• Committing to the letter and spirit of the rules and regulations of QU, as well as the Laws of State of Qatar.
• Promoting and maintaining the quality education and academic excellence.
• Enhancing student life and non-academic engagement.
• Contributing to raise the awareness among students in various scientific, religious, national and social fields.
• Cooperating with all departments and individuals in the university, and deepening the spirit of national affiliation.

The name of this entity shall be Qatar University Student Representative Board (QUSRB); hereinafter referred to as the Board. It is an elected board under the jurisdiction of QU Vice President of Student Affairs inside the campus.

It represents the undergraduate students. Graduate student representation shall be the under the jurisdiction of QU Office of Graduate Studies.

Chapter 2: Glossary (Terminology)

University:Qatar University

Board:University Student Board, composed of members elected by QU Colleges’ Boards. Its membership includes 16 members.

Colleges Representative Boards:Members of the 16 Colleges’ Boards elected by the General Assembly.

General Board:Members of all Colleges’ Boards

General Assembly: All regular undergraduate students enrolled in QU colleges.

Fall Session:Board session that begins with academic fall semester.

Spring Session: Board session that begins with academic spring semester.

Chapter 3: Composition

Article (1): The Board

The Board is composed of 16 members, who are presidents of the male and female colleges’ boards.The Board's Executive Committee is composed of:

• President; to be elected by the General Board.
• Vice President; to be elected from amongst the Board members.
• Secretary; to be elected from amongst the Board members.
• Treasurer; to be elected from amongst the Board members.

Article (2): College Boards

Each college will elect two boards: one for males and the other for females, where one (1) representative shall serve for each 500 students; and no board is less than 3 members.

Article (3): General Board

The General board is composed of all elected representatives of QU students, i.e. the total members of the colleges’ boards. It is called the QU Students General Board.

Article (4): Board Coordinator

Nominated by the Office of the Vice President of Student Affairs and must be a member of the university, but does not have the right to vote. He provides support and guidance to the board, enriches the discussion with ideas and views, encourages and helps members achieve their goals by guiding them towards institutional work.

Article (5): Objectives

The Board shall have the following objectives:

• Represent QU students by voicing their opinions and speaking up their suggestions.
• Participate in decision making through initiatives and activities that would promote the interest of QU students through effective participation in various university academic and non-academic committees.
• Provide help in enacting and enforcing the QU policies and regulations; in particular those related to student rights.
• Participate and carry out activities and events in all areas.
• Represent students, express their voice, and lead the student community.
• Contribute to the development and modernization of public facilities and services at the university, and achieve whatever that would benefit the interests of students and the university by communicating students' problems and suggestions.

Chapter 4: Terms of reference of the Student Representative Board

Article (6): Obligations and Duties

The QUSRB shall have the following duties and responsibilities:

• Prepares suggestions that address concerns and issues of interest to QU students.
• Uses proper channels of communication to convey to the students information about and news of the Board.
• Informs the university leadership of the interests and concerns of the students, as well as recommends objective and practical solutions through the official administrative channels.
• Works through the official channels to solve students' problems and defend their rights and causes in all areas according to the policies and procedures followed.
• The representative board has the right to request access to student data in accordance with the procedures and policies adopted; without prejudice to the privacy of students and university policies.
• The representative board has the right to publish questionnaires that serve its ability to solve students' issues in accordance with the policies and procedures governing the questionnaires.

Article (7): Major Action Areas

• Participates in decision-making through actions and activities that would enhance the general interest of students and refer students' issues to QU management via the official and administrative channels followed.
• Represents students in the University Council if the university council's secretary invited the Board's president or the vice president of the board.
• Follows up the issues of interest to the university community through contact with the departments and sections of the university in accordance with the procedures and policies followed and via the official channels.
• Contributes to the enhancement of university life within all academic and non-academic domains.
• Raises the awareness and knowledge of the student community.
• The Board shall be the sole representative of Qatar University students in meetings, conferences and activities related to official forums inside and outside Qatar.
• Participates and carries out various student activities in accordance with the policies and objectives of the board.

Article (8): Terms of reference of the Colleges’ Boards

Each College Board shall have the following duties and responsibilities:

• Raises students’ issues to the College’s Deanship and its departments and propose practical solutions according to the procedures and policies followed and via the official channels.
• Serves as a link between the college administration and students.
• The Board is entitled to publish questionnaires that helps to solve the issues. It also has the right to obtain the contact data of college students in accordance with the procedures and policies adopted; without prejudice to the students privacy and university laws.
• Participates in the membership of college’s committees that deal with students’ affairs and issues and attend the committees’ meetings that discuss topics related to students.
• Participate with the college’s administration in developing the academic and non-academic aspects in the college in accordance with the procedures and policies adopted and via the official channels.
• Participates in the College council if invited by the President of the council.
• Participates through the Student Affairs Committee, in selecting representatives of the College in meetings, conferences and activities related to official forums inside and outside Qatar.

Chapter 5: General Provisions

Article (9): President Vote

In the event of a tied vote, the President shall have the casting vote.

Article (10): Members Votes

Each board member shall have one vote. Proxy voting shall not be allowed. Voting shall be overseen by the secretary.

Article (11): Voting

The resolutions of the Board shall be passed by absolute majority of the attending members.

Article (12): Minutes of Meetings

Minutes of all meetings shall be kept in the archives of the Secretariat, audited by the Internal Affairs Committee and then sent to the Board Coordinator to be posted on the University website.

Article (13): Holding Posts

Members are not entitled to hold more than one post in the Executive Committee and chair the permanent committees in the board; except:

• The President can chair the Student Concerns Committee.
• The Vice-President can chair the Internal Affairs Committee.

Article (14): Membership Term

The Term of the General Board is three regular academic semesters without counting the summer:

• Fall Session: It shall take up its duties in the 3rd week of August until the next spring session.
• Spring Session: It shall take up its duties in the 2nd week of January until the next fall session.
• No representative of college boards shall have the right to apply for more than two election cycles.

Article (15): Member of Honor

By a request from the executive committee, the Board may invite a member of the university community to seek advice based on one’s expertise - without the right to vote on the decisions taken during the meeting.

Chapter 6: Membership Elections

Article (16): Conditions of Nomination

Any undergraduate student enrolled at Qatar University is eligible to run for board election, provided he/she fulfills the following criteria at the time of the election:

• Is registered and enrolled at QU.
• Has completed at least 24 credit hours.
• Has not received any warnings for the last year before the election.
• Has at least 30 credit hours to graduate..
• Has a cumulative GPA not less than 2.0.

Article (17): Positions In Student Organizations

Once elected to QUSRB, the elected members shall resign from any chairmanship position they held previously in any student organization. Moreover, they are not eligible to run for any position in other student organizations.

Article (18): Condition of running for the Board Presidency

To run for the Board Presidency, the applicant must be a Qatari National.

Article (19): Elections Calendar

Fall Session:

• Candidacy opening in the 2nd week of March.
• Election of College Boards members in the 1st week of April.
• Election of College Boards Presidents in the 2nd week of April.
• Election of President of Representative Board in the 3rd week of April.
• Election of Executive Committee in the last week of April.

Spring Session:

• Candidacy opening in the 3rd week of October.
• Election of College Boards members in the 1st week of November.
• Election of College Boards Presidents in the 2nd week of November.
• Election of President of Representative Board in the 3rd week of November.
• Election of Executive Committee in the 4th week of November.

Article (20): Election of College Boards Members

• All College Boards members shall be elected electronically by college students through the self-service system.
• Elections are only held when at least two students for each college board are running for the membership.

Article (21): By-election of College Board Membership

• If the post of a college board member becomes vacant before the end of his term for any reason, the Board shall inform the Office of the Vice President for Student Affairs and announce the vacancy of the member's office. Then, by-elections shall be held and overseen by the Board and its coordinator with the assistance of the Assistant Dean for Student Affairs.
• By-elections shall be held electronically by college students through the self-service system.
• Running for by-elections is based on Article (16); Conditions for Nomination.

Article (22): Election of College Board Organizational Structure

The organizational structure of each College Board, which is composed of the President, the Secretary and the Treasurer, shall be elected within one week after the election of the members of the College Board and overseen by the Board and its coordinator with the assistance of the Assistant Dean for Student Affairs.

Article (23): By-election of College Board President

• If the seat of the College Board President becomes vacant by losing his membership in the Student Representative Board without losing his membership in the College Board, the president shall be elected from amongst the members of the College Board.
• If he lost the presidency along with the membership in the College Board, the College Board President shall be elected after holding by-elections to fill the vacant seat of the members of the College Board.

Article (24): Election of Executive Committee

• QUSRB Executive Committee shall be elected in the mentioned date set in Article (19); Elections Calendar.
• General Board will elect the president of the QUSRB. Two thirds of the votes are required in the first round of elections and a majority in the second round. In case of a tie, the voting shall be repeated at the same session. In case the tie continues for the second time, the student who has the highest number of earned credit hours will assume the position. In case the tie of earned credit hours, the student with the higher GPA will hold the position.
• The Vice-President, Secretary and Treasurer of the QUSRB shall be elected from amongst the members of the Board at its first meeting. The candidate who shall obtain an absolute majority of the board’s members shall be announced the winner.

Article (25): By-election of Executive Committee

In case of a vacancy in the Executive Committee, the priority shall be given for the completion of the executive committee term rather than holding by-elections of the College Board. The candidacy shall be open for 24 hours, and the elections shall be held in accordance with Article (24).

Article (26): Appealing the Election Results

In the event of contesting the election results, an electronic appeal may be filed through the self-service system one week after the announcement of the results.

Chapter 7: Election Committee

Article (27): Scope of Election Committee

Elections of Boards shall take place on the dates mentioned in Article (19); Elections Calendar. An election organizing committee shall be established from the Board members and the university community headed by the Vice President for Student Affairs or his delegate. Representatives of the election organizing committee shall be elected from amongst the members of the Board 60 days before the start of the elections provided that the Boards representatives are not eligible to run for a second term if they are members of the organizing committee. The quorum of seats for the board members in the Committee shall be one half of the members of the Election Commission.

Article (28): Election Committee terms of reference

• Conduct fair, honest and transparent elections.
• Validate the electoral procedures and results.
• Make sure that all candidates meet the candidacy conditions.
• Review the election guidelines to improve, modify or change them as necessary.
• Announce voting results upon the end of voting period.
• Organize the election in accordance to QUSRB policies.

Chapter 8: Executive Committee Duties and responsibilities

Article (29): Board President Duties and responsibilities

• Manages Board meetings.
• Follows up and supervises the daily work of the Board.
• Signs agreements and partnerships on behalf of the Board.
• Represents the Board in the University Council.
• Holds members accountable according to the operating procedures stipulated in the bylaw of the Board work.

Article (30): Board Vice-President duties and responsibilities

• The Vice President shall resume the responsibility of the President during the absence of the latter.
• Takes over the tasks assigned to him by the President.
• Chairs the Internal Affairs Committee.

Article (31): Secretary duties and responsibilities

• Prepares the agenda of meetings referred to him by the QUSRB President.
• Prepares the minutes of QUSRB meetings.
• Calls for the Executive Committee and QUSRB meetings, prepare meetings agendas, and signs its minutes.
• Receives correspondences for the QUSRB and archives all documents, papers and seals. The secretary is the person in charge of the Board’s email.
• Receives and keeps members' projects and proposals regarding the work of the Board.
• The secretary is the only party authorized to reserve rooms for the meetings and activities of the board.
• The Secretary is entitled to appoint an assistant from amongst the members of Board, if necessary.

Article (32): Treasurer duties and responsibilities

• Prepares and requests the QUSRB budget.
• Monitors all financial affairs of boards.
• Submits a balance statement at the end of the Board's term.

Chapter 9: General Assembly

Article (33): meeting of General Assembly

The General Assembly shall be convened in order to present what the Board will do or what has been accomplished during the session. The General Assembly shall be called for by the Board at least once each semester or whenever the need arises.

Article (34): College Board General Assembly

The General Assembly of the college board shall be composed of all undergraduate students enrolled in the college. The General assembly shall be called for by the president of the college board at least once each semester and whenever the need arises.

Chapter 10: Board Committees

Article (35): Permanent Committees of the Board

The Board shall set up the following committees to streamline the Board's workflow; namely: the Communication Committee, the Activities Committee, the Internal Affairs Committee and the Student Concerns Committee.

Article (36): Communication Committee

• This Committee shall be responsible for disseminating information on matters and decisions of the Board to the QU Community via social media networks.
• It shall be responsible for the coverage and dissemination of activities, meetings and issues on which the board works in various social media networks.
• It shall Follow up and receive students' complaints and suggestions from social media, and submit them to the Board.
• It shall be responsible for public relations of the Board.

Article (37): Activities Committee

• The committee shall cooperate with the student life and services committees and shall be responsible for implementing programs and projects that are student-oriented and affect the University as a whole.
• The committee shall present proposals and plans for participation and carrying out student activities in all fields.

Article (38): Internal Affairs Committee

• The Committee will be responsible for all matters related to the work of the members of the Board and their assigned responsibilities, including, but not limited to attendance and accomplishment of tasks.
• Oversees the drafting of official statements and letters of the Board.
• Follows up the work of the committees of the Board and the College Boards through periodic plans and reports.
• Based on the Committee's follow ups of members, committees and college boards, the Committee shall submit recommendations for actions by the members of the board.
• Monitors all members of the General Board.
• The Committee shall monitor the attendance of the members and determine whether the excuses for absence are valid or not.

Article (39): Student Concerns Committee

• The Student Concerns Committee shall be responsible for academic and nonacademic issues that are of interest to students within QU Campus, and responsible for communicating with concerned parties in the university.
• It shall be chaired by the President of the Board who shall be responsible for the distribution of issues among the members and follow them up.
• It shall document issues including defintions and proposed practical solutions.
• It shall deliver and discuss issues with the concerned authority.
• The committee consists of all 16 members of the board.

Article (40): Election of Permanent Committees Chairpersons

Chairpersons of the permanent committees shall be elected from amongst the members of the Board at its second meeting. The candidate who shall obtain an absolute majority of the board’s members shall be announced the winner. The vote shall be based on a projection of future work of the committee submitted by each candidate to the Board.

Article (41): Permanent Committees Membership

• The Committees of Communication and Activities shall be composed of at least 4 board members.
• The Internal Affairs Committee shall be composed of at least 8 board members.
• Membership in the Student Concerns Committee shall be mandatory for all members of the Board.
• Membership shall be up to the member’s choice. Each member should be part of at least one committee and shall not enroll in more than two committees; excluding the Student Concerns Committee.
• The Board has the right to have the committees open for the members of the General Board, except the Internal Affairs Committee. A member of the General Board may not participate in more than one committee or chair any committee.

Article (42): Ad hoc Committees

• The Board has the right to form non-permanent committees, as the need arises.
• The Board has the right to accept membership of the general board members to any of the committees. neral Board.

Chapter 11: Board Convention

Article (43): Periodic Meetings

The QUSRB shall hold bimonthly meetings or whenever the need arises. During the first meeting, the board members will schedule the place and time of subsequent meetings for the semester. Changes in time and place are allowed at the beginning of the following semester.

Article (44): Quorum for the Meeting

The quorum shall be formed by a majority of the board members, namely, 9 members. In case of lack of a quorum, a meeting will be held after 15 minutes and those who are present shall constitute a quorum provided, they are not less than one third (6) of the members of the board.

Article (45): Extraordinary Meetings

Extraordinary meetings of the board can be called upon by the chairperson of the board.

Article (46): General Board Meetings

Meetings of the General Board shall be held at least twice during each semester, or whenever necessary.

Chapter 12: Resignation & Expulsion of Members

Article (47): Resignation of Members

Any member may resign from the Board membership and submit his resignation in writing to the President of the Board. The resignation shall be deemed acceptable from the date of submission. It shall be submitted to the Board for its information at its first meeting after informing QU Vice President for Student Affairs.

Article (48): Expulsion of Members

The Board may vote to expel any elected member, including the President and the Vice-President. Two thirds of the members must be present. The expulsion voting shall be made by a two-thirds majority of the members present and the approval of the Vice President for Student Affairs. The expelled student is entitled to lodge a complaint to the Vice President for Student Affairs.

No vote may be taken on the expulsion of a member during an extraordinary meeting, except if all Board members are present.

Article (49): Reason of Member Expulsion

• If the member refuses or does not participate e in the college committees.
• Not joining any of the Board Permanent Committees.
• Misconduct or acts of violence.
• Non-attendance of two Board’s meetings with QU President or any of his deputies without an acceptable excuse.
• Failure to complete the tasks entrusted to him for more than two months.

The completion of tasks means the follow-up of issued and seeking their resolution, as well as any other tasks entrusted to him by the chairpersons of the committees and as the President of the College Board.

Article (50): Reason of Membership Termination

• Violation of the QUSRB by-laws.
• Non-attendance of regular or extraordinary meetings for three consecutive sessions without valid reason or for 7 times with valid reasons. If the Board meeting is held at a time that conflicts with the lectures of a member, it is not counted for as absence.
• Receive an academic warning.
• Transfer from one college to another.
• Receiving a disciplinary punishment for academic or nonacademic violations.
• Withdrawing from the semester.
• Completion of credit hours and graduation.

Chapter 13: Amendments

Article (51): Amendment of Bylaws

QUSRB by-laws can be partly or fully amended or modified once each session. Proposed amendments shall be approved by two- thirds of the members of the QUSRB and then addressed to the Vice President of Student Affairs for approval before being submitted to the University President for approval.

Amendments shall take effect immediately upon approval.

Chapter 13: Budget

Article (52): Financial Statement

At the end of each session, the Treasurer shall submit a detailed financial statement of all Board's expenses to the Executive Committee for review. Then, it shall be presented to the Vice President for Student Affairs for final review. .

Article (53): Budget

At the beginning of each session, the Treasurer shall receive and review the financial statement of the previous session to serve as a reference for the budget required for the session. The budget will be presented to the Vice President for Student Affairs to be approved by the fourth week of spring.

Article (54): Budgets of Colleges’ Boards

The leadership of each college shall allocate a special budget for College Student Representative Board based on a plan prepared by the Board and approved by the Dean of the College during the period specified for preparing the budget at the University of Qatar.

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