msa vsmu constitution 2010

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Malaysian StudentsAssociation

Volgograd State Medical UniversityConstitution

2010



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MALAYSIAN STUDENTS ASSOCIATION

VOLGOGRAD STATE MEDICAL UNIVERSITY

CONSTITUTION 2010

Introduction

The Constitution of Malaysian Students Association (MSA), Volgograd State Medical

University (VSMU), was formed by the committee of MSA on the 25th

November 2010,

with reference from Registrar Society of Malaysia and Constitution of Persatuan

Perubatan Islam Malaysia Russian Student Chapter (PPIMRSC). It was approved by the 3

major organizations in VSMU, namely PPIMRSC, Volgograd Malaysian Indians Association

(VMIA) and Malaysian Chinese Students Association (MCSC) on the 10th

Dec 2010.

The aim of forming the constitution is to set a guideline for the MSA committee and its

members in regards to their responsibilities and conducting the election.

Content

Clause 1: Name and Type of Organization

Clause 2: Logo and Description

Clause 3: Aims and ObjectiveClause 4: Membership

Clause 5: Annual Fees

Clause 6: Responsibility of Members

Clause 7: Termination of membership

Clause 8: Extraordinary General Meeting

Clause 9: Committee

Clause 10: Advisor

Clause 11: The MSA committee’s office

Clause 12: Election committee

Clause 13: NomineesClause 14: Election

Clause 15: Invalidity of Votes and Election

Clause 16: Financial Provisions

Clause 17: Amendments of Constitution



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1. 1.1 Name

MALAYSIAN STUDENTS ASSOCIATION, VOLGOGRAD STATE MEDICAL UNIVERSITY

(PERSATUAN PELAJAR MALAYSIA, UNIVERSITI PERUBATAN VOLGOGRAD)

1.2 Type of Organization

Non-profit students organization, registered under Volgograd State Medical

University.

2. Logo and Description

2.1 The letters MSA stand for Malaysian Students Association.

2.2 The 3 pyramids represent the Malaysian community.

2.3 They are arranged side by side to symbolize unity.

2.4 A Pyramid is used to symbolize continuity.

2.5 The pyramids are reversed to symbolize that the MSA committee serves to lead.

Welfare of students is priority.

2.6 The red, blue and yellow colors represent colors of Malaysian flag.2.7 The white color symbolizes neutrality and transparency.

3. Aims and Objective

3.1 TO MAINTAIN AND PROMOTE UNITY AND HARMONY AMONG MALAYSIANS.

3.2 BEING AN OFFICIAL REPRESENTATIVE FOR ALL MALAYSIANS IN ENSURING

MEMBER`S WELFARE, EDUCATION, SOCIAL AND OTHER NEEDS ARE BEING WELL

TAKEN CARE OF.

3.3 ACT AS A MEDIATOR IN DISCUSSING & PASSING INFORMATION FROM THE

UNIVERSITY TO THE STUDENTS.

3.4 TO ASSIST AND DEAL WITH PROBLEMS AFFECTING THE MALAYSIAN

COMMUNITY AS A WHOLE.



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3.5 TO PROMOTE & TO IMPROVE THE PRODUCTIVITY AND COMPETITIVENESS OF

ALL MALAYSIAN STUDENTS ESPECIALLY IN THE FIELD OF MEDICINE.

4. Membership4.1 Malaysian students studying in Volgograd State Medical University are

automatically members.

4.2 Every new Malaysian student is required to fill in the membership form

provided by MSA.

5. Annual Fees

Each student is required to pay an annual fee of 20 rubles within a month from the

date of election.

6. Responsibility of Members

6.1 Members of MSA are required to attend all general meetings.

6.2 Members are also expected to abide by the constitution of MSA.

6.3Members are required to uphold and support the visions and missions of MSA

in general.

6.4Members are prohibited from releasing any letter, documents or statements

concerning MSA without prior permission from the committee.

7. Termination of membership

Any member who fail to comply with the rules of the association or has acted in a

manner to bring disrepute upon the association may be expelled or suspended fora period of time as the Committee deems fit. Before the Committee expels or

suspends the member, the member shall be informed of the grounds for such

expulsion or suspension in writing and be given an opportunity to explain and clear

himself in person. Such suspension or expulsion shall be enforced, unless

otherwise reversed by a general meeting upon appeal by the said member.

8. Extraordinary General Meeting

8.1 Extraordinary general meeting of the Society shall be convened:-

(a) Whenever the Committee deems it desirable; or

(b) At the joint request in writing of not less than twice the number of

committee members, stating the objects and reasons for such

meeting.



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8.2 Extraordinary general meeting requisitioned by members shall be convened for

a date within fifteen days of the receipt of such requisition.

8.3 Notice and agenda for an extraordinary general meeting shall be forwarded by

the Secretary to all members at least 3days days before the date fixed for the

meeting.

8.4 Voting membership of the Society present must represent twice the total

number of committee members, for its proceedings to be valid and to

constitute a quorum.

8.5 If half an hour after the time appointed for the meeting a quorum is not

present, the meeting shall be postponed to a date (not exceeding 30 days) to

be decided by the Committee; and if a quorum is not present half an hour after

the time appointed for the postponed meeting, the members present shall

have the power to proceed with the business of the day but shall not have thepower to alter the rules of the Society or make any decision affecting the

whole membership. No extraordinary general meeting shall be requisitioned

for the same purpose until after the lapse of at least six months from the date

thereof.

8.6 The Secretary shall forward to all members a copy of the draft minutes of

extraordinary general meeting as soon as possible after its conclusion.

9. Committee

9.1 A committee consisting of the following, shall be elected at the annual generalmeeting:-

A President

2 Vice-Presidents

A Secretary

An Assistant Secretary

A Treasurer

An Assistant Treasurer

An Academic DirectorAn Assistant Academic Director

A Media Director

An Assistant Media Director

A Welfare Director

An Assistant Welfare Director



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A Sports Director

An Assistant Sports Director

Batch Representatives (1 for each batch)

9.2 The function of the Committee is to organize and supervise the day-to-day activities of

the Society and to make decisions on matters affecting its running within the general

policy laid down by the general meeting. The Committee shall not act contrary to the

expressed wishes of the general meeting without prior reference to it and shall always

remain subordinate to the general meeting.

9.3 The Committee shall meet at least once every three months, a 3 day notice of each

meeting shall be given to the members. The President acting alone, or not less than

three of its members acting together may call for a meeting of the Committee to be

held at any time. At least one half of the Committee members must be present for itsproceedings to be valid and to constitute a quorum.

9.4 Where any urgent matter requiring the approval of the Committee arises and it is not

possible to convene a meeting, the Secretary may obtain such approval by means of

MSA Facebook Group. The following conditions must be fulfilled before a decision of

the Committee is deemed to have been obtained:-

(a)The issue must be clearly set out in MSA Facebook Group;

(b)At least one-half of the members of the Committee must indicate whether they are

in favor or against the proposal; and

(c)The decision must be by a majority vote.

9.5 Any decision obtained by MSA Facebook Group shall be reported by the Secretary to

the next Committee meeting and recorded in the minutes thereof.

9.6 Any member of the Committee who fails to attend three consecutive meetings of the

committee without satisfactory explanation shall be deemed to have resigned from

the Committee.

9.7 In the event of the resignation of a member of the Committee, the Committee shallhave the power to co-opt any other member of the society to fill the vacancy until the

next election of office-bearers.



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9.8 The Committee shall give instructions to the Secretary and other officers for the

conduct of the affairs of the Society. It may appoint such officers and such staff as it

deems necessary. It may suspend or dismiss any officers or member of the staff for

neglect of duty, dishonesty, incompetence, refusal to carry out the decisions of the

Committee, or for any other reason which it deems good and sufficient in the interest

of the Society.

9.9 The Committee may appoint any sub-committee for any purpose arising out of or

connected with any of the duties, functions and aims laid down under the rules. Any

members can become members of these sub-committee.

10. Advisor

The president of the previous term is the advisor for the following term by default.

His duties are to smoothen the transition and assist the new committee in dealings

with the university for a period of one semester.

11. The MSA committee’s office

11.1 President

(a) To serve as one who upholds the welfare and interest of the Malaysian

community as a whole.

(b) To decide on any issues concerning Malaysians with the counsel of both vice

presidents.

(c) To act as a mediator between students and authorities of the university and the

Malaysian government.

(d) To plan and implement programs which will result in a positive change in the

Malaysian community.

(e) To plan an agenda and chair meeting which concerns the interest of

Malaysians.

(f) To ensure that the MSA as a whole runs effectively.

11.2Vice president

(a) The interests and responsibilities of the president and vice president aresynonymous.

(b) The vice presidents are required to share the work load and complement the

president in every occasion.



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(c) In addition, the vice president carries the responsibility of making decisions and

supporting those of the president’s therefore any decision made by the president

goes with the approval of both vices. In the event of a conflict in interest, both

vices and the president acts as a three party body to vote out a decision

11.3 Secretary

(a) To document the proceedings of every MSA meeting or event.

(b)To collect and update information concerning the Malaysian community as

needed by the president.

(c)To prepare reports and letters as required.

11.4 Treasurer

(a) To document any financial transactions.

(b) To advice on the allocation of funds.

(c) To prepare a financial report as required.(d) To plan a budget for the term.

11.5 Academic Director

(a) To plan and implement programs that will benefit students in regards to

academics

(b) To be informed of the requirements of Malaysian hospitals

(c) To work on increasing and maintaining the standard of education amongst

students

11.6 Media Director

(a) To inform the Malaysian community of Volgograd of activities and notifications,which concern them, through a number of mediums including, but not limited to,

the official MSA Facebook pages, the official MSA blog, the official MSA forum, e-

mail and onestopvolgo.

(b) To maintain the official MSA Facebook pages, the official MSA blog, the official

MSA forum

(c ) To be the ‘public face’ of the MSA, meaning the Media Director has to address

every issue raised with the answers provided by the MSA in a calm, clear and

politically correct way.

11.7 Welfare Director(a) To serve students on an individual basis within the capabilities of the welfare

director and his assistant.

(b) Priorities on matters regarding health, safety, social and in relation to the

university.



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11.8 Sports Director

(a) To take charge of any Malaysian sporting event.

(b) To lead the Malaysian team during the annual Malaysian games and facilitate

the preparation, training, permissions, finding of sponsors, lodgings etc.

(c) To act as a mediator between the university and students in regards to sports

events.

11.9 Batch representatives

(a) To assist the welfare director in his duties.

(b) To relay information effectively between the MSA and the students.

(c) To provide necessary information for students of his or her batch. E.g. exam

and class schedule.

12. Election committee

12.1 The election committee is to be formed during the first week of October andthe election conducted within the month of October every term.

12.2 The election committee should consist of a chairperson, three

representatives, a secretary, treasurer, media director, head of usher and batch

representatives from each course. All of whom must currently be in their final year

except for the three representatives and batch representatives.

12.3 The representatives are selected by the organizations representing the three

major races (Malay, Indian, and Chinese). One representative from each group.

Their responsibilities are as follows:

(a) To conduct the election;

(b) To advice and decide on any issues that may arise during the election process.

In an Event of conflict in interest, they act as a three person party to vote out a

decision.

(c) To ensure that the election is carried out in a fair manner.

12.4 The chairperson, secretary, treasurer, media director, head of usher are

elected by the MSA committee and the three representatives.

12.5 6th

year committee members from MSA can be elected as members of the

Election Committee.

12.6 The election committee Media director will work hand in hand with the media

bureau of MSA.



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12.7 Batch representative is elected by their own batch respectively.

12.8 The responsibilities of the chairman are as follows:

(a) To facilitate and oversee the election process;

(b) To ensure that the election is carried out in a fair manner and its integrity isupheld;

(c) To observe that the election abides the guidelines provided

12.9 The Election committee (chairperson, three representatives, secretary,

treasurer, media director, head of usher and batch representatives) cannot

nominate, be nominated or vote during the election for the same year.

13. Nominees

13.1 President

13.1.1 Only a student in his or her 5th year can be nominated for the Presidential

post.

13.1.2 The post for president can only be nominated by students of the 5th year.

13.1.3 A student from each of the major race (Malay and Bumiputera, Indian,

Chinese) with the highest number of votes will be a nominee for the presidential

post and be invited to campaign during the day of election.

13.1.4 Campaigning is compulsory for nominees.

13.1.5 Each student of the 5th year is allowed to nominate one candidate.

13.2 Secretary, Treasurer, Media Director, Academic Director, Welfare Director

and Sports Director

13.2.1 The nomination for these posts can only go to students of the 3rd, 4th, and

5th year.

13.2.2 The nomination for each post can only be made by students of the 2nd, 3rd,

4th, 5th and 6th year.

13.2.3 A maximum number of three names can be nominated for each post per

group.

13.2.4 The three highest will be the nominees during the Election Day

13.3 Course representatives13.3.1 Are only elected by students of the particular year.

13.3.2 Each student is allowed to nominate one candidate.

13.3.3 The student with the highest number of nomination automatically becomes

the batch representative and will be announced during the election.



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14. Election

14.1 The presidential nominee with the highest number of votes will be the MSA

president for the term. The two runner ups automatically hold the posts of vice

presidents.

14.2 The nominees with the highest number of votes hold the posts of Secretary,

Treasurer, Media Director, Academic Director, Welfare Director and Sports

Director respectively. The first runner up for each post automatically becomes the

assistant.

14.3 The counting of votes will be the responsibility of the three representatives

and the Election committee (Secretary, Treasurer and Head of Ushers).

14.4 A detailed report of the election stating the number of votes and how the

votes are distributed must be prepared by the election committee and presentedto the major organizations representing the three major races.

14.5 A yearly report and financial report for the previous term should be

presented during the election.

14.6 MSA committee of the previous term will be dissolved automatically after the

speech from the President during the Day of Election.

15. Invalidity of Votes and Election

15.1 If the number of votes for any particular post exceeds the number of

registered voters on the day of election, the results will be considered to be

invalid.

15.2 If more than 1/3 of the votes for a particular post are invalid, the results will

be considered to be invalid.

15.3 If less than 2/3 of the Malaysian community is present to vote on the Day of

Election, the Election shall be postponed.



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16. Financial Provisions

16.1 No expenditure exceeding 3000 rubles at any one time shall be incurred

without the prior sanction of the committee.

16.2 Expenditure less than 3000 rubles at any one time may be incurred by thePresident, the 2 vice presidents together with the Treasury body. Nevertheless, all

committee must be informed regarding the expenditure.

17. Amendments of Constitution

15.1 Suggestions concerning amendments to the constitution are to be brought up

to the Secretary of MSA at least 3 weeks before the Day of Election.

15.2 The draft of the proposed changes are to be discussed and agreed by at least

half of the MSA committee before it can be presented during the election. Theproposals shall be presented as two options to be voted upon.

15.3 The Constitution cannot be changed unless with the support of no less than

2/3 of the total members who are present on the Day of Election.

15.4 The changed constitution will take effect after the nearest Election.



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Every detail in the constitution has been read and agreed upon by:

________________

(Kelvin Yii Lee Wuen)

Advisor,

Malaysia Chinese

Students Community

________________

(Chai Chan Sin)

President,

Malaysian Students

Association

________________

(Ahmad Faiz Bin

Ahmad Tamidi)

President,

Persatuan

Perubatan Islam

Malaysia

________________

(Yuveneswara Murti)

Advisor,

Volgograd Malaysian

Indian Association

msa vsmu constitution 2010

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