ADBU Alumni Association Constitution

Profile of Assam, Don Bosco University

Assam Don Bosco University is an educational institution belonging to and managed by the Salesians of Don Bosco. It is a State Private University established by an Act of the Government of Assam and recognized by the UGC.

The Salesians of Don Bosco, an International Society founded by St. John Bosco (1815-1888) in Italy, has more than 15,000 members who are known as Salesians of Don Bosco. They are present in more than 130 countries, and specialize in education and social service institutions for the youth. Assam Don Bosco University is the first university established by the Salesians in India and now joins the 15 other universities established by the Salesians of Don Bosco worldwide.

Guided by the religious and educational philosophy of St. John Bosco, Assam Don Bosco University was founded with the vision of “moulding intellectually competent, morally upright, socially committed and spiritually inspired persons at the service of India and the world of today and tomorrow.” The University expects its alumni to be shining examples of this vision, truly making a difference to the society they are part of.

Art. 1: The Association

The Assam Don Bosco University Alumni Association (AAA) is made up of past students of the university who have voluntarily organized themselves into an association attached to Assam Don Bosco University.

Art 2: Aims of the Association

1. The general aims of the Association are:
   • to keep in touch with and animate all former students so as to help them to preserve, develop and live the values of the Salesian education they received;
   • to uphold and promote the values and the rights of the human person and the family;
   • to work towards building up a social and political order based on justice, peace and harmony in keeping with Don Bosco's vision for the youth; and
   • Maintaining a close contact with the Alma Mater, Assam Don Bosco University, by providing a 'feed-back' to it and collaborating in its growth and development.
2. The Association aims at serving all former students, irrespective of whether they are registered or not. The Association will endeavour to keep alive the ties of fraternal friendship initiated by Don Bosco and continued through his Salesians.

Art 3: Enrolment, Membership and Chapters

1. To become a member of the Association, one should have passed from Assam Don Bosco University, having completed a course of minimum one year duration.
2. He/she has to submit a written application for membership to the Association secretary, together with the membership subscription. If the Association committee finds the application in order, the applicant is enrolled. The membership is for life and all the members shall receive a Life Membership Card.
3. There could be sub-units or Chapters of the Assam Don Bosco University Alumni Association in other parts of the world, with due approval of the parent body. The Chapters could also be on the basis of the university departments, campuses or schools.

Art 4: Rights of Members

Registered members have the right to:

1. Vote during meetings and elections of the Association
2. To receive the official news organ and other communications.
3. Enjoy other facilities granted by the Association.

Art 5: Activities

Any activity of the Association is .valid if it corresponds to the aims of the Association. The Association encourages its members to be active as a group and as individuals in any work or project in keeping with the objectives of the Association.

Art 6: Tasks of the Association

1. To hold the Annual General Assembly (AGA).
2. To hold periodic programmes for the on-going formation of the past students so that they, as individuals and groups, grow in their awareness of the obligations of being members of the Association. This, in concrete, would involve various activities like:
   • Study of the situation of the youth of the area, especially of those who are marginalized or neglected, with a view to addressing their most urgent needs.
   • Study of the situation of the youth of the area, especially of those who are marginalized or neglected, with a view to addressing their most urgent needs.
   • Organizing educational, social, cultural and spiritual activities for themselves and for the young people of the University/locality.
   • Organizing programmes to develop in young people the sense of responsibility and concern for society.
3. The Association aims at serving all former students, irrespective of whether they are registered or not. The Association will endeavour to keep alive the ties of fraternal friendship initiated by Don Bosco and continued through his Salesians.

Art 7: Annual General Assembly (AGA)

The Annual General Assembly is the Directive Organ of the Association. The AGA is held once a year, to which all past students are invited. However, only those who are registered and have paid the membership subscription may vote at the AGA.

Art 8: Tasks of the Annual General Assembly

1. To pass resolutions on the activities of the Association.
2. To approve the Annual Report and the Statement of Accounts.
3. To elect the Committee members of the Association.
4. To fix membership subscription.

Art 9: The Executive Committee

The Executive Committee is the executive organ of the Association. It consists of the Delegate, President, Vice-President, Secretary, Joint-Secretary, Treasurer and 6 other Executive members.

1. The Committee may co-opt other past students, taking care to give a cosmopolitan character to the Executive Committee. Co-opted members have no right to vote and their number should always be less than that of the elected members.
2. The quorum is one more than half of the elected members.
3. The Committee meets once a month, and whenever the President deems it necessary.
4. To foster the growth of the Association and create better relationship among past students, the monthly meetings of the Executive Committee may be followed by an informal meeting with all past students who are able to attend.

Art 10: The Delegate

1. The Delegate is not an elected member. He is appointed by the Salesian Provincial of the Guwahati province. He takes the place of Don Bosco, as a spiritual animator and guide.
2. He is directly responsible for the on-going formation of the past students.
3. He carries out his work of animation through his interventions during the meetings and gatherings, through his communications, personal contacts, visits, etc.
4. If he is not himself the Vice Chancellor, he takes care to brief the Vice-Chancellor regularly regarding the plans and activities of the Association.
5. As an animator and guide, he is present at all meetings and gatherings. Whenever he is unable to attend, he keeps himself informed of what takes place at the meetings.
6. As a member of the Executive Committee, he takes full part in all its deliberations, decisions and activities. He ensures that everything is done in the spirit of Don Bosco.
7. He acts as a link between the past students and the Salesian community of the University.

Art 11: The Association President.

1. The president represents the Association in all its dealings.
2. The president convenes the Annual General Assembly, the Association Committee meetings and all other meetings of the Association. S/he prepares the agenda for these meetings and presides over them.
3. The president keeps the Association Delegate informed of how things are in the Association and what happens in meetings which the Delegate is unable to attend.
4. The president ensures that all committee members carry out their duties diligently and in keeping with the regulations.
5. After every major activity, the president conducts an evaluation of it. Besides that, once in four months s/he makes an assessment of the overall performance of the Association (membership, finances, formation, deliberations carried out, etc).

Art 12: The Association Vice-President

1. The vice-president takes the place of the President in his/her absence.
2. S/he is present at all Committee meetings and assists the President in her/his duties.

Art 13: The Secretary

1. The secretary keeps up-to-date the list of the members and the list of all the past students of the University.
2. The secretary prepares and sends out notices for meetings of the Executive Committee and of the AGA as advised by the president.
3. The secretary attends to the correspondence of the Association.
4. The secretary draws up the minutes of the meetings of the Executive Committee and of the AGA and presents the same at the meetings.
5. The secretary prepares the chronicles and statistics of the Association and maintains the documentation pertaining to the Association.
6. The secretary looks after and preserves the archives of the Association, taking special care to file all correspondence and to keep them up-to-date.
7. The secretary keeps the President informed of all happenings in the Association and ensures that no decision is made or any correspondence goes out of the office without the President's knowledge and consent.
8. On the completion of her/his tenure, s/he hands over all files and documentation regarding the Association to the incoming Secretary.

Art 14: The Joint Secretary

1. The joint secretary takes the place of the Secretary in the latter’s absence.
2. S/he is present at all Committee meetings and assists the Secretary in her/his duties.
3. S/he will assist the secretary in all matters pertaining to the Association.

Art 15: The Treasurer

1. The treasurer receives subscriptions, donations and any other income, and accounts for the same.
2. The treasurer prepares the internally audited Statement of Accounts to be approved by the AGA.
3. The treasurer maintains the registers and books of accounts and carries out the administrative tasks.
4. The treasurer deposits the money of the Association in a Bank account in the name of the Association which is to be operated by two signatories (any two from among President, Secretary and Treasurer).
5. On completion of her/his tenure, s/he hands over to the incoming treasurer all registers, books, cash and documents relating to finance.

Art 15: The Treasurer

The Executive members take part in the Committee meetings with full and equal rights as the other members. They may be assigned special tasks by the Executive Committee. Co-opted members will not have the right to vote.

There are six executive members at present. If the association has chapters and any chapter has no member in the executive committee of the association, one member from such chapter may be elected by it to serve as a link between the chapter and the association. To accommodate such members in the executive body, the number of executive members may be increased accordingly, if required.

Art 17: Election Rules

1. Elections are held once in three years.
2. The AGA elects the members of the Executive to their designated posts by simple majority. If no candidate gets simple majority in the first ballot, in the subsequent ballots the election will be restricted to the first 'n' number of candidates from the top together polling a minimum of 50% of the votes of those present.
3. The election of the members of the Executive Committee is the privilege of the registered members who have paid the subscription and are present at the General Assembly.
4. Whether a member qualifies to vote in or contest an election is decided by the Electoral Commission (EC). The decision of the Commission in this regard is final and may not be questioned.
5. Members desiring to contest election shall submit their nominations in writing, using the prescribed format, endorsed by two registered members of the Association, as per directives of the EC.

Art 18: Electoral Commission (EC)

1. The EC consists of the Delegate, a nominee of the Executive Committee and an independent person who is not a member of the Association. The nominee shall not contest the election.
2. The independent member is named by the outgoing Executive Committee.
3. The Delegate presides over the EC.
4. The EC is the final authority on all matters related to elections.
5. The EC has a right to reject a member's nomination if, in its opinion, a candidate is found to be unsuitable. The decision of the electoral commission in this regard will be final and shall not be questioned.
6. The EC shall record and file all correspondence and minutes of the nomination and election of candidates.
7. Before the election, the EC will once again brief the members about the procedures.
8. The EC shall announce the results of the election.
9. The Electoral Commission shall be constituted afresh at least 2 months before the election.

Art. 19: Vacancies

When the office of an Executive member becomes vacant, the AGA will elect another member.

Art 20: Discipline

1. Any office bearer who does not attend three consecutive meetings shall cease to hold office.
2. A past student will cease to be a member if, in the considered opinion of the Executive Committee, s/he is guilty of unbecoming behavior or any action harmful to the Association.

Art 21: Secretariat of the Association

The Association has its office in Assam Don Bosco University.

Art 22: Newsletter of the Association

The Association is expected to publish a newsletter. Its periodicity is decided by the AGA.

Art 23: Association Emblem

The Association shall have an emblem approved by the AGA.

Art 24: Past Students' Motto

The motto of the Association: "MAKE A DIFFERENCE"

Art. 25: Finances

The Association can receive subscriptions, donations and grants from individuals and organisations

Art 26: Relationship with the Salesian Congregation

he identity of the Association springs from the recognition that each of its members is an ex-student of Assam Don Bosco University, one of the many institutions run by the Salesians of Don Bosco internationally. Hence

1. The members of the Association see in the Rector Major, the superior of the Salesians, the image of Don Bosco and they accept him as their guide. They share in the mission of the Salesian Congregation and pledge themselves to be signs and bearers of God's love to all, especially to the young and to the poor.
2. The Association acknowledges the Provincial of Guwahati Province and the Vice Chancellor of Assam Don Bosco University as the representatives of the Rector Major and the Salesian Congregation. They are, by right, members of the Executive Committee but, as a rule, they exercise that responsibility through a Salesian appointed to act as their Delegate.
3. The basic working principle of the Association is that all deliberations are made with the concurrence of the Salesians according to the family spirit of the educative community, which is characteristic of the Association.

Art. 27: Adoption of the Constitutions

The constitutions of the Association will be approved by two-thirds of the members of the AGA present.

Art. 28: Amendments

Any amendment to the Constitution needs the approval of more than half the members of the AGA present and voting.