Office of Student Affairs
A student affair is a department or division of services and support for students at institution of higher education to enhance student’s growth and development globally and nationally. The student affairs practitioners work to provide services and support for students at institution of higher education.
Ziauddin University management took initiative to establish a student affairs department which is headed by the Director Student Affairs. Since the department was set-up, a wide range of extra- curricular activities, professional workshops for students, seminars have been conducted for the student’s capacity building, grooming and confidence building.
Student’s sense of belonging during their university education is essential component in enhancing diligence, persistence and success. Here at ZU co-curricular activities cover a broad range of sponsored on-campus programs, professional workshops for students and services that are designed to promote interpersonal skill, civic engagement and professional competence in students while increasing campus involvement.
To offer students prospects to acquire and develop through student-led initiatives, experiential learning and civic engagement.
To create opportunities for students to challenge their values, potential, roles and responsibilities within the University, the greater communities and the global society.
Department of Student Affairs cultivates and implements new strategies in order to involve all the students of different colleges under Ziauddin university umbrella. We continue to strengthen existing programs and initiate new platforms in order to have a lively student life at all our campuses and to cultivate a student community that is supportive, engaging and full of zeal and enthusiasm. The main aim for our department is to work towards a viable student life programs that manages and runs on its own and develop strategies that will guide our path towards financial sustainability. At our very centre, we are committedto our mission, vision and values and student will always be the centre of what we do.
Following are the objectives of the student affairs department:
- Facilitating student societies of Ziauddin University in order to conduct events that are according to their constitution and society objectives.
- Actively seek out student opinions on matters of concern.
- Advising the administration on any matters of concern to the student body.
- Maintaining communication and establish strong relations between the students and administration.
- Guiding the student body advice in the term of the actions they can or cannot initiate, as well as provide students with advice in matters concerning the university.
- Provide feedback on and suggest amendments to university policies in order to create a better atmosphere for the students.
- Maintaining proper communication between different student bodies of Ziauddin University.
- Assisting student of Ziauddin in there quaries, problems etc that they face while studying at Ziauddin which could be of academic or related to extra-curricular, co-curricular in nature.
- Promoting and ensuring accountability within the student societies that function for the purpose of providing recreation and extra-curricular activities for the student body.
- To provide, encourage and develop amongst its students the formation, organization and operation of clubs and societies for the above purpose and to guide, supervise and facilitate the activities of all student societies.
Arranging frequent extra-curricular activities for the students whose sole purpose would be to give recreational time to students that shall foster
CONTACT US
For queries kindly email: [email protected]
All the student societies shall formulate and update their relative constitutions or by-laws that shall be in accordance with the guidelines set herein:
- OBJECTIVES or AIM:
- The objectives or aim of each and every society has to be clearly mentioned as their perambulatory clause or under the heading of objectives or aims of the society.
- The objectives and aims of a society have to be in accordance to the philosophy, mission and vision statement of Ziauddin University.
- Anything mentioned under the heading of objectives or aims of the society must not contradict under the same banner of other societies of Ziauddin University.
- GENERAL RULES AND PROCEDURES:
- Definitive guidelines must be mentioned in the constitution or by-laws of a society that shall explain how the society shall govern its operations.
- The set rules may change time to time depending on the functioning of a society or the new initiatives that a society uptake during the course of its functioning that shall be subject to directors’ approval and amendment in the constitution or by-laws of the society.
- MEMBERSHIP:
- Membership for the general body members must be open for all the students of all the colleges of Ziauddin University and shall not be year bounded.
- A nominal annual fee that cannot exceed R.S 100 can be charged from new recruits and existing society members or can be taken as form processing fee which shall be submitted to the student affairs department after the collection and shall be maintained under the respective society head.
- The selection process for new recruits may differ from society to society but has to be approved from the office of the student affairs.
- The rules governing termination of membership of a general body member for any society has to be precise in the document.
- EXECUTIVE BOARD:
- Application for the executive board shall be open for all the general body members of the society and shall not be bounded by faculty of education, however it may be year bounded.
- The time duration for holding any executive position of a society must not exceed a year.
- No member shall hold the same position in the executive board of a society for two consecutive years.
- Every society has the right to formulate a just and fair executive body selection process that has to be approved by respective society patron and the director of student affairs.
- Every society may formulate an executive board structure that suffices the needs of the respective society however proper clauses regarding the job specification and job description for the office bearers needs to mentioned in the constitution or the procedural document of the society and has to be approved by the director of student affairs. (a sample of which is stated below)
- Patron of the society shall be an executive board member.
No member in the executive board may exercise or possess veto powers in any procedural matters or decision making processes in affairs of the society.
- A student or a group of students at ZiauddinUniveristy may propose a new society whose objectives, purpose and aim is different from already existing permanent societies at Ziauddin University.
- A formal written request (proposal) shall be given to the student affairs department which shall contain:
- The purpose, objective and aim of the society,
- Constitution or by-laws on which the society shall function,
- Patron nomination, that shall be a faculty member of Ziauddin University,
- Events or initiatives that the society want to uptake,
- Nominal budget requirement to carry out yearly operations of the society,
- Society structure or hierarchy based on which the society shall function,
- Job description and roles of all executive members based on the structure of the society to be mentioned clearly in the constitution or by-laws document;
- A society proposal shall only be considered “Complete” only if the document completes the above requirement.
- A society shall be given the status of “Approved” and go under “Probation” term after the approval of the student affairs department.
- A “New Society” shall start to function and carry out its operations only after the respective society has given the status of “Approved”.
EVENT CALENDER:
- At the start of the academic year, every society must submit an event calendar to the student affairs department.
- The calendar shall be considered ratified after the approval from student affairs department.
EVENT PROPOSAL:
- A society must submit an event proposal along with the event proposal form (can be taken from student affairs department; sample of which is posted below) ideally before a month of the event.
- The event proposal must clearly denote the nature of the event, purpose and its objectives.
- The proposal shall prudently denote the following:
- Venue of the event: whether if in university premises or an external venue,
- Date and Time of the event: days in case if the event is scheduled for multiple days,
- Total participants expected: internal and external,
- Indicate whether the event is for Ziauddin University Students or for external participants as well,
- Event expenses or finances (to be mentioned in the financial proposal);
- Event marketing: mentioning ATL, BTL or TTL channels that shall be used for event promotion,
- Logistics requirement: All the logistical requirement needed from Ziauddin university that shall be but not limited to merchandising, classrooms, auditorium, chairs and tables, parking space, special furniture requirement, A/V requirement, photocopy or printing facility, catering etc.
- The team responsible: The society members accountable for the event along with their designation;
- An incomplete proposal that does not complete the above requirement shall not be entertained.
- The event proposal must be approved by the Patron of the society.
- A society shall only start its operations for the event once only after the proposal is accepted from the department of student affairs.
MARKETING:
- All societies may advertise their society and its initiatives/events on all ATL, BTL and TTL platforms after notifying and by the approval of student affairs department.
- The marketing material shall contain the official logo of Ziauddin University or as per instructions of the student affairs department.
- Any marketing material that is put on marketing channels or platforms that has not been notified and being approved by the student affairs department, shall be put down immediately if the society is advised for the same from the student affairs department.
The general guidelines to be followed by all the societies are set herein for every calendar year:
Annual Recruitment Procedures: (New member induction)
All the student societies must participate in the annual society fair at the start of the academic year whose sole purpose would be to introduce their relative societies to the student of Ziauddin University and to induct new members. The procedure shall be govern under following guidelines:
- The purpose of the recruitment process is to involve all the students of Ziauddin University in the extra-curricular department and to hunt the new talent that wants to be involved in managing, operating activities of student societies.
- The process shall be highly objective and shall not involve any form of discrimination that shall be but not limited to race, gender, ethnicity, department of study, class or creed, religious etc.
- The general procedure may vary from society to society however all the processes shall be approved by the department of student affairs beforehand.
- All the societies are allowed to take a minimal form fee that shall act as annual membership fee or form processing fee from the students that are contesting themselves for the recruitment process. This fee would not be returned however to any student if he/she fails to become a general body member for any desired society. The form processing fee must not exceed R.S. 100 and all the funds generated during the society fair shall be submitted to the student affairs department where it shall be maintained under different heads of the society and would be treated as their society fund.
- All the societies shall maintain a proper sheet that must highlight and provide information to the student affairs department on the reasons pertaining to recruitment of the new students in the respective society and those who were not recruited to maintain a just and fair process.
- The entire recruitment process must be completed within a week after the end of the annual society fair and the final report containing the information about the new recruits has to be submitted in the week after which shall have signatures of all the executive body members of the concerned society.
- Societies shall inform the new recruits via email and by posting the names on the student notice board once the final report has been approved by student affairs department.
Executive Body Selection Procedures:
All societies shall develop a free and fair executive body selection process that shall be according to the objectives of the societies and student affairs objective. It shall be conducted under the following guidelines:
- Each society has the authority to formulate their own selection process which shall vary from society to society but has to be approved by the student affairs department before it is conducted.
- The process shall be conducted before the annual society fair and recruitment of new members.
- The process must involve the participation of the outgoing executive council and the patron of the concerned society.
- Keeping in mind the ZU philosophy and values, the process has to be made highly objective and the selection has to be done entirely on merit bases.
- The final selection of the candidates have to be announced on relative social media pages of the society and notice board once the candidates have been given the approval from the student affairs department.
- The term for the executive office shall be for one academic calendar.
- The process shall entertain candidates that have worked diligently for the respective society and shall entertain applications from all the faculty of studies.
- The process shall be in accordance to the relative constitutions of the societies.
Student govern societies at Ziauddin University have the autonomy to recruit as many members as they want to. Depending on the number of members in the society, the society must be structured in such a way to ensure that the activities conducted by the society are more organized. This will involve delegating some key roles and responsibilities to a few of the selected members of the society. An ideal structure for society may include 5 members in the executive board which shall be:
- Patron (Faculty member of Ziauddin University)
- President
- Vice-President
- General Secretary
- Treasurer
And a fully functional general body that shall be under the executive board and ordinary members of the society. However, a society has the autonomy to formulate a structure that is most feasible according to the work a society does but it is subject to approval from Director of Student Affairs. The role of Patron in the society is absolute and is not to subject to alter or change. Based on the above structure, the structural hierarchy of a student society shall be:
JOB DESCRIPTION OR RESPONSIBILITIES OF THE EXECTUIVE BOARD
Following is the job description of each every member of the executive board of a society; title of a position may differ after the approval from the Director Student affairs, however the responsibilities shall remain the same.
Patron:
The Patron of the society shall be a faculty member of Ziauddin University. He/she shall be a member of the executive body of the society and is responsible to deliver the much needed experience and expertise in matters concerning the society. Some of the responsibilities for the Patron of the society are but not limited to:
- The Patron shall address the entire student body of the society atleast once per semester.
- The Patron shall exercise one vote in case of executive body voting process and shall act as equal during the same.
- He/she shall approve the calendar of the events and the budget report for the entire academic year before it is submitted to the Director Student Affairs and shall ensure that the office members prepare it in timely manner.
- He/she shall approve the sponsorship proposals before it is sent to Department of student affairs for final approval.
- He/she shall act as the final authority in case of dispute during the executive body voting process which shall be subject to approval by the Director of Student Affairs.
- Minutes of the AGM (Annual General Body Meeting) shall not be approved unless signed by the Patron of the society.
- He/she shall approve the final candidates selected or elected (depending upon the constitution of the society) at year end for the new term or academic year of the society.
- In case of a disciplinary action against a particular general body member of a society; the Patron along with the executive board shall act as the deciding body for the issue in question. He/she shall make sure that all inter-disciplinary mattersof the society are dealt accordingly.
- The Patron of the society shall be accountable and responsible for well-ordered events organized by the respective society and should ensure that the funds allocated to the society for functioning and carrying out the necessary tasks were done economically. Under all necessary circumstances in the clause, the Patron of the society shall be accountable to the Director of student affairs for the same.
- He/she shall be available during the events of the society; opening and closing ceremonies and preside over awards or trophy presentation ceremonies.
President:
The role of the President is to provide leadership to the specific society and help carry out the goals of the organization. The President is the Chief Executive Officer of the organization.The President shall directly report to the Patron of the society and is answerable to Director Student Affairs and Management of the University if need be under special circumstances. He/she shall be considered as the overall head of the society. The Job responsibilities for a President include:
- The President is the selected or elected (depending on the executive body selection criteria of a society) Chief Executive Officer of the specific society and shall be responsible for overseeing the efficient and proper administration and operation of the respective society.
- The President is responsible for supervising the proper handling of the day-to-day governing of the respective society.
- The President shall be responsible for the implementation of the Guidelines, Standard Operating Procedures and the instructions set by the department of student affairs.
- The President shall be responsible for amendments to the respective constitution of the society. All changes to policies must be passed through the department of the student affairs.
- The President shall be responsible for representing the society at all official meetingscalled by Department of Student Affairs or by the University Management itself.
- The President shall along with the office bearers of the society decide the mega-event of the society for his/her term at office and minor events as per the plan of the society.
- He/she make shall make sure that the budget report and calendar of events for the society reaches the office of department affairs in timely manner.
- He/she shall play a leading role in organizing events of the society and ensure that all the teams for the event are working in orderly fashion.
- He/she must be present during all new recruitment interviews for the society and shall sign and approve the final list of candidates before the same is submitted to the department of the student affairs by the General Secretary of the society.
- He/she must be present during the AGM (Annual General Meeting) of the society and shall chair the session.
- The President of the society shall ensure that at the end of his/her tenure, an “Annual Performance Report” is compiled along with the “Financial Report” for the year of the tenureand is duly signed by the Patron before submitting it to the department of student affairs.
Vice President:
The role of the Vice President (VP) is to ensure that general body members of the society are efficiently working and that they are carrying out the duties that have been decided mutually by the executive body of the society. The Vice-President reports to the President and Patron and shall be the officer in charge to handle queries of the general body members upon any questioning. This position is the backbone of any society and ensures that things run smoothly. The Job responsibilities for the role include:
- The VP shall work under the direction of the President.
- The VP shall be the President’s alternate in the event the President is unable to carry out any, or all, of his/her functions.
- The VP may assume the powers of the President during the President’s temporary absence of his/her office upon the written authority of the President.
- To deal with all incoming communications and pass it on to the respective members of the general body. Be the regular point of contact for all the communication needs of the society.
- Organizing and finalizing the sponsorship proposal for the society and plan for fundraising activities for the same.
- The VP shall maintain and provide a full detailed and accurate list of society members and disseminate the same to the respective office bearers of the society and department of the student affairs.
- Work closely with the department of student affairs to develop and promote a strong support for the society.
- To work towards increasing memberships and retention for the society.
- Act as a member of the disciplinary committee for the inter-disciplinary matters of the society and act as the acting President for the same in the absence of the President.
General Secretary:
The General Secretary shall be responsible for recording the minutes and acting as official timekeeper of all society meetings. The Secretary shall maintain the permanent records of the society and he/she will assist the President in composing correspondence on behalf of the society. S/he shall preside at society meetings in the absence of the President, Vice-President, and the Treasurer. The General Secretary reports directly to the President and Patron of the society and shall be responsible to act as the liaison between the society and department of student affairs. The job responsibilities for the incumbent involves:
- Maintaining a strong communication between the department of student affairs and the society.
- Making sure that all the proposals of events, request, budget reports, and funds requisition e.t.c. reaches the department of student affairs in timely manner.
- Arranging venue for the meetings or book rooms for the same cause through department of student affairs.
- Acting as the officer incharge for the society constitution and making sure that society functions under the by-laws set by the society.
- Compiling an event report which must contain an event write-up and few photographs of the event, hardcopy and softcopy to be submitted to the department of student affairs withintwo days after the event.
- Notifying the student affairs department regarding any matters related to inter-disciplinary actions of the society and amendments to the society constitution which shall be subject to approval from Director Student Affairs.
- Submitting the “Annual Performance Report” and “Financial Report” to the student affairs department after being duly approved by the executive body of the society.
- Preparing the minutes of the “Annual General Meeting” and disseminate it to all the members of the society and the department of student affairs.
- Prepares and distributes the agenda of each meeting scheduled by the executive board to the members of the society.
- Maintains the attendance record of all members of the society, ensuring that they show up for all the meetings called up by the executive board and preparing a performance sheet if need be by the executive board to ensure that members are working efficiently.
- The General Secretary shall handle all the official correspondence of the society through but not limited to official Facebook page, twitter, Whatsapp, official email id, blogs etc. and respond in a timely manner.
Treasurer:
The Treasurer will beresponsible for the society’s accounts. He/she is the financial head of the society and maintains the track record of all financial transactions of the society. The treasurer reports to all the members of the executive council of the society and shall chair the official meeting in absence of the President and Vice-President. S/he shall make sure that the financial guidelines set by the department of student affairs is met according to the Guidelines. The specific duties of the treasurer include:
- Keeping track of all financial transactions of the society during the events and general expenses incurred during day to day governing of the society.
- Compiling an event wise financial report which shall clearly showcase revenue and expense account along with the official receipts in case of external vendors hired for the specific event. The complete report shall be submitted to the department of student affairs within 2 days after the official event to the department of student affairs for audit.
- Preparing an annual budget report (Annual Financial Report) at that end of academic year, getting it approved from all the members of the executive council and submitting it to the student affairs department for further audit.
- Preparing a pre-event budget requisition report preferably a month prior to the event and getting it approved from student affairs department.
- Develop a strong relation with Department of Student Affairs regarding matters of all financial concern.
- Prepare a list of preferred vendors and their approximate rates for requisition of food items, merchandising, logistics etc.
- Heading the preparation of Final Sponsorship Proposal of the society and getting it approved from the department of student affairs.
- The Treasurer shall be responsible during the proceedings for the audit of the society that shall be conducted by the department of student affairs and if need be, by the finance department of the Ziauddin University. The audit shall be once a year (at the end of academic year) or in certain extra-ordinary circumstances; event based.
An integral part of the Office of Student Affairs, the Co-Curricular Activities Office acts as the core facilitating and governing body for all clubs/societies administered by the student representative of the clubs. The key to the success of this program and each club is student leadership, interest, involvement, board-based participation and collaboration, act as the ambassadors of the institution and promote the image and reputation of Ziauddin University as an institution that encourages diverse extracurricular activities. Clubs are governed by the rules and regulation involving all recognizes student organization on the campus.
- ZU-P.S.S:Ziauddin Public Speaking. ZU-PSS has three fronts: MUNs, declamation and parliamentary style debating competition.
- e.B:Ziauddin E Battles. The core of this society is to promote online gaming, e-gaming competitions and to explore multiple avenues of computer and console gaming opportunities for recreational purposes.
- L.C.S: Ziauddin literary and cultural society. The main objective of the society is to organize cultural and literary events for the student of Ziauddin University.
- A.S:Ziauddin Adventure society organizes different adventure trips and tours (upnorth) for students of Ziauddin University.
- C.S: Zisuddin community service was established to cater to the needs of underprivileged community around the vicinity of all campuses of Ziauddin in order to serve the vision: “giving back to community”.
- WELFARE AID: Welfare Aid was established in 2009 with sole purpose to provide financial support for diagnostic tests, medications and surgeries on a daily basis for non-affording patients. Through conducting fund-raising events and collecting donations, they aim to assist the underprivileged patients of the Kemari Ziauddin Hospital, in getting the health care all people deserve. They have their own drug bank from which they dispense medications for free and a blood bank account with both Hussaini’s and Ziauddin Clifton laboratory. With the active participation of all of their members they hold fund raisers, both educational and recreational to support all their welfare activities.
- VFAHT-ZU: Volunteer Force against Hepatitis Transmission. This society aims to provide the perfect forum for the students of Ziauddin University to contribute towards the benefit of their community and the underprivileged. The planned activities that would not only improve their communication and leadership skills but urge them to think creatively to tackle the problem of Hepatitis Prevention, skills which are invaluable for their future prospects in both professional and personal life.
- IEEE: IEEE Student Branch is a society which gives students the opportunity to meet and learn from fellow students, as well as faculty members and professionals in the field. An active IEEE Student Branch can be one of the most positive elements in a department offering programs in IEEE designated fields of Engineering, Computer Science and Information Technology.
