THE

CONSTITUTION

OF

ACCOUNTING STUDENTS

ASSOCIATION

OF

KISII UNIVERSITY
TABLE OF CONTENTS

TITLE PAGE
Table of contents 2
Preamble 3
Section 1: NAME CLAUSE 4
SECTION 2: AIMS AND OBJECTIVES SECTION 5
SECTION 3: MEMBERSHIP 6
Eligibility 6
Termination of membership 6
Rights of members 6
Duties and obligation 6
SECTION 4: MEETINGS 7
Annual General Meetings 7
Special General Meeting 7
Executive Committee Meeting 8
Annual Dinner 8
Procedure at the Meetings 8
Quorum 8
SECTION 5: ELECTIONS 9
Procedure for elections 9
Candidature 10
Vote of no confidence 10
By-elections 12
SECTION 6: EXECUTIVE COMMITTEE Membership 12
Duties of the Executive 12
Duties of the Chairman 13
Duties of the Secretary General 13
Duties of the Financial Controller 14
Duties of the Vice Chairman 14
Duties of the Organizing Sec. 15
Duties of the Publicity Sec. 15
Duties of the Legal Affairs Sec. 15
SECTION 7: BOARD OF ADVISORS 16
SECTION 8: AMMENDMENTS 16
SECTION 9: DISOLUTION 17
SECTION 10: FINANCE 17
Uses of finance 17
Finance Guidelines 18
SECTION 11: PATRON 19
SECTION 12: ISSUING OF CERTIFICATES 19
ACCEPTANCE 20
PREAMBLE

We members of the Accounting Students Association, in pursuance of professionalism and academic

excellence, while striving to safeguard the interest of members, promote integrity and attain general
and specific objectives of the Association, hereby ordain this constitution for Kisii University.

While nurturing professionalism do assert that there shall be the Kisii University Accounting Students
Association herein referred to as A.S.A advance the interest of members according to provisions of this
constitution.
SECTION 1: THE NAME CLAUSE

The name of the association shall be Kisii University- Accounting Student Association. The name shall be
used as the associations letter head, including the associations’ logo shown below, in all the formal
documents of the associations’.

The association shall use the postal address of Kisii University in the letter head.

KISII UNIVERSITY
ACCOUNTING STUDENTS
ASSOCIATION

P.O BOX 408-40200 kisunico.asa@gmail.com

KISII Nurturing professionalism

www.asaksu.org
SECTION 2: AIMS AND OBJECTIVES

1. To assist its members exploit fully their potential in all areas of accounting and overall
organizational management through career development and advancement.
2. To network its members with other professional Associations, the corporate sector, and
international community.
3. To assist its members secure placement/attachment and be open minded to face challenges in
the job market.
4. To fasten unity and togetherness among its members and provide a forum to share academic
ideas and problems.
5. To participate in the campaign against social evils such as, child abuse, drug abuse and also to
promote HIV awareness, as well as conduct related research programs.
6. To set up income generating activities for self-support such as projects.
SECTION 3: MEMBERSHIP
i) Eligibility
Membership shall be restricted to only students of Kisii University
Membership is effective after registration with Kshs 100 and will be renewable ksh 50 every semester.
Full membership
A student pursuing undergraduate degree in business related field and is in third year and above those who have
pursued CPA up to part 2 and are pursuing a Bachelors degree in any Business related field.
Associate membership
A first year or second year student pursuing undergraduate in business related course.
A student in KSU pursuing a non-undergraduate business related course.
A student in KSU pursuing any other course and has undertaken at least level 1 in accounting professional course
such as ACCA, CPA, etc.
Any other student who wish to associate himself or herself with the association.

N/B. Associate member shall have the same right with full members except they are not eligible for the position of
Chairman.
ii) Termination of membership
A person shall forfeit the right of membership upon:
a) Failure to pay renewal fee for two subsequent semesters.
b) Voluntary surrender by the members either verbally or in writing,
c) On dissolution of the Association,
d) Conviction of unethical behavior e.g fraud and theft of the Association,
e) Graduation of the member from the university.

iii) Rights of members

Upon successful registration as a member, the member shall qualify for the following rights:
a) Right to examine the books of accounts, at least fourteen days before the Annual General Meeting.
b) Right to participate in any activity organized by the Association.
c) Right to participate in the election of Executive Committee.
d) Right to express an opinion in any matter pertaining to the interest of members, which fall within the
aims, and objectives of the Association.
e) Right to access facilities of the Association and use them for the welfare of the Association.
f) Right to institute a vote of no confidence, if need arises in the Executive Committee member (s).

iv) Duties and Obligations of Members

Registered and duly paid-up members shall be assumed to have the following Duties and Obligations:
a) Duty to attend any meeting called by the Executive Committee.
b) Duty to honor their financial obligations in time.
c) Duty to contribute to the implementation of decisions arrived at during the Executive Committee meeting,
AGMs and S.G.Ms.
d) Duty to take care of the Association’s property and facilities.
e) Duty to pay for damage of Association’s property due to personal negligence and malice.
f) Duty to vote in new officials of the Executive Committee during the election process.
g) Duty to participate in the workshops, symposiums and any other official activity organized by the
Association.
SECTION 4: MEETINGS

i. Annual General Meeting (AGM).

There shall be an AGM once in every academic year, at least three months before the end of that
academic year. The Secretary General shall communicate to other members to other members through
a notice at least seven (7) days before the date of such meeting.

During the AGM, annual reports shall be tabled on the undertakings of the Association. Similarly the
following shall be considered as key issues on the Agenda during the AGM:

a) Confirmation of the minutes of previous meeting

b) Reading of the report by the outgoing executives committee
c) Proposal for any constitutional amendment
d) The incoming chairperson speech.
e) Any other agenda or matters arising shall be discussed.
ii. Special General Meeting (SGM).

There shall be a special General Meeting called for any purpose by any member of the executive
Committee upon request in writing, signed by at least half of all members of the Executive. This shall be
communicated to other members by the Secretary at least seven days before the intended meeting.
 iii. Executive Committee Meeting

The Chairman shall call for the Executive Committee meeting to discuss any specific issue. In this
absence, the Vice-chairman shall call for such meeting.

iv. The Annual Dinner

There shall be an annual congregation of the members of Accounting Students Association and invited
guests for dinner. It is during this occasion that the following will be effected:

a) Presentation of official speeches from invited guests.

b) Presentation of certificates to outgoing members
c) Cerebrating the handing over of office.
v. Procedure at the meeting

At all meeting of the Association, the Chairman, or his/her absence, the Vice Chairman or any other
Executive Committee member shall chair the meeting.

The chairman may at his discretion limit the number of personals allowed to speak in favor and against
the motion.

Resolutions shall be decided by simple majority by show of hand.

 vi. Quorum
a) Quorum for the AGM and SGM shall be at least ten fully paid up members.
b) Incase of lack of quorum, the meeting shall be postponed.
c) The meeting shall go on in the subsequent call for the same regardless of whether the quorum is
attained or not as long as the members assume attendance to be reasonable enough.
d) Two thirds of the officials will constitute a quorum of the Executive Committee meeting.

SECTION 5: ELECTIONS.

The election of the Association’s office bearers shall be held annually during a Special General Meeting
at least one week immediately preceding the Annual General Meeting.

i. Procedure for Elections:

a) An aspirant shall be proposed for nomination and seconded by at least twenty five
registered and fully paid-up members.
b) The nomination shall be submitted to legal affairs secretary at least twenty four hours
before the date of election.
c) There shall be two returning officers, appointed by members and must be outgoing officials,
not eligible for the election.
d) Elections shall be conducted through secret balloting.
e) Only registered and fully paid-up members shall be eligible to vote.
f) Elections shall be held at least one week before the AGM.
g) Returning officers shall announce the results immediately after the counting exercise on
that same day.
h) The candidate with a simple majority votes will be declared the winner by the returning
officer.
i) Where there are two candidates for a given post, and they tie, the election for that post
shall be postponed for forty-eight hours.
 ii. Candidature

The nominees shall be required to have the following qualifications:

a) Should be a registered and duly paid-up member

b) As for the chairperson he or she must be taking Accounting option, as for the other members of
the executive they should be undertaking any related course as require by Section 3(amended),
sub section 1.
c) Should have been a registered member for at least one academic year before the election date.
d) Should be expected to retain his/her membership for the next Academic year.
iii. Vote of no confidence

Members shall move a vote of confidence in any member of /or the whole Executive Committee, in
regard of the following:

a) Non performance of their duties

b) Acting in a manner prejudicial to theconstitution.
In the light of the above grounds, any member shall make a proposal to the secretary General in writing:
supported by atleast one third of names and signatures of registered and paid-up members. The
chairman or any other member of the Executive Committee shall call for a special General Meeting
within seven days upon the reception of the proposal. Upon the expiry of the seven days immediately
after receiving the proposal, the mover of the motion of no confidence shall have a right to call for such
a Special General Meeting.

During the SGM;

c) The mover shall state the grounds of the motion.

d) The Executive member in question shall be given a chance to defend himself or herself.
e) Any Executive member who willingly absents himself or herself from such a meeting shall not
have the right to question the outcome of the meeting.
f) The motion shall be passed by at least three quarters of registered and fully paid-up members
present during the meeting.
g) Upon successful impeachment of the whole Executive committee, members shall establish a
caretaker committee to oversee the by-election in the next seven days.
h) Where only part of the Executive is impeached, the remaining Executive committee member(s)
shall act as the overseer of the by-election.
i) The nomination for the vacant post(s) shall be held during this meeting and by-elections
conducted within seven days.
j) It should be noted with utmost importance the issue of one man one vote should be upheld and
voting in absentia or in proxy will be not be allowed.
iv. By-elections

In the event of any elective post(s) falling vacant before the next annual general meeting, either the
steering committee or the remaining Executive committee members(s) shall announce the vacancy.
The elections shall be conducted within seven days, after the announcement.

SECTION 6: EXECUTIVE COMMITTEE

i. Membership

The Association shall be nm by the Executive Committee to ensure proper implementation of

the objectives of the Association. The membership of the Executive Committee shall include
holders of the following posts, elected by registered and fully paid-up members:

a) The Chairman
b) The Vice Chairman
c) The Secretary General
d) The Financial Controller
e) The Organizing Secretary
f) The Publicity Secretary
g) The Legal Affairs Secretary

ii. Duties of the Executive Committee

Members of the Executive Committee shall be entrusted with the following duties:
a) Management of the affairs of the Association
b) Authorization of the expenditure of the funds of the Association
c) Enhance marketing of the Association.
d) Represent the Association in various events
e) To appoint sub-committee(s) and define their duties and objectives.

iii. Duties of the Chairman

The Chairman of the Association shall perform the following duties:

a. Chairing the meetings of the Association.

b. Signatory to all matters on behalf of the Association in conjunction with Secretary General
and Finance Controller.
c. Ensuring smooth running of the Association.
d. Represent the Association and act on behalf of the Executive as members sanction it.

iv. Duties of the Secretary General

The Secretary General of the Association shall be entrusted with the following duties:
a) Listening and writing all the minutes in the meetings
b) Controlling the communication between the Association and other external parties.
c) Acting as the Spokesman of the Association.
d) Controlling the records of the Association and any other part from the constitution.
e) Signatory on behalf of the Association on cheques and other negotiable instruments
in conjunction with Chairman and financial controller.
f) Drawing the agenda in conjunction with Executive Committee members.
v. Duties of the Financial Controller

The financial Controller of the Association shall perform the following duties:

a) Be in charge of the Associations’ finances.

b) Be at any time when called to do so give a report on the financial status of the Association.
c) Be signatories on behalf of the Association on cheques and other negotiable instruments
with Chairman and Secretary General.
d) Receive and disburse finances under the directive of the Executive committee.

vi. Duties of the Vice Chairman

The Vice Chairman of the Association shall perform the following duties:

a) Presiding over the General and the Executive meetings in the absence of the Chairman.
b) Represent the Association on behalf of the Executive, as members will sanction it in the
absence of the Chairman.
c) Signatory on behalf of the Association for cheques and other negotiable instruments in
absence of the Chairman.
d) Shall be responsible in maintaining discipline in the association.
vii. Duties of the Organizing Secretary

The Organizing Secretary of the Association shall perform the following duties:

a) Notify members on meetings decide by the Executive Committee in coordination with

Secretary General.
b) Ensure the meeting place is ready by organizing venues for such meetings.
c) Organizing various activities including social activities.
d) Coordinating all formal meetings.

viii. Duties of the Publicity Secretary

The publicity Secretary of the Association shall perform the following duties:

a) Marketing the Association beyond the boundaries of the University.

b) Act in conjunction with the Secretary General to control communication and establish
linkages and networks.
c) Coordinating social events such parties.

ix. Duties of the Legal Affairs Secretary

The Legal Affairs Secretary of the Association shall be entrusted with the following duties:

a) He or she shall be the custodian of the constitution of the Association.

b) Acts in the capacity of the Secretary General in his/her absence.
c) Shall deal with Legal matters including the interpretation of the constitution and ensure
members know what the constitution contain.
d) Shall be responsible in membership registration & renewals and updating of members
register.
SECTION 7: BOARD OF ADVISORS

There shall be a Board of Advisors which shall be comprised of lecturers, Religious leaders and business
experts/professionals.

The primary function shall be to advice the Association on various issuing through the Executive
Committee.

i. Duties & responsibilities of Board of Advisor

a) Assisting the executive committee to propose & invite professionals to facilitate the association
activities such as career talks.
b) Facilitate to network members with the corporate world.
c) Actively participate in associations activities such as gracing the annual accounts dinner.
d) Advice & assist the association in securing members’ placement & internships.
e) Advice the association through the executive committee on any other issue they dim fit.

N/B: The board of advisors shall be coordinated by patron.

SECTION 8: AMMENDMENT OF THE CONSTITUTION

The constitution shall be subject and review due to dynamic situation.

The amendment shall be proposed during the AGM by one third of the registered and fully paid up
members present during the meeting.

Proposals of such amendments of the constitution or parts thereof must be presided over by the
Legal Affairs Secretary who shall sufficiently cause a notice to the members.

The Secretary General shall notify the Executive Committee, which shall call meetings where this will
be discussed.

The amendment shall be approved by two thirds of registered and fully paid up members.

Should the procedure fail to meet the above conditions then this constitution shall remain as the
constitution of ASA Kisii University.
SECTION 9: DISSOLUTION

A proposal for dissolution of the Association shall be submitted in writing to the members, Executive
Committee, Board of Advisors and all interested parties through official notice endorsed by two
thirds of registered and fully paid up members one month, before meeting convened for that
purpose. The association shall be dissolved by four fifths of members present during the meeting on
condition that at least 85% of registered and fully paid up members are present.

In case of dissolution the assets will be used to pay creditors and any remaining assets passed over
to the Alumni of Kisii University.

SECTION 10: FINANCES

i. The following shall be the main sources of funds for the Association:
a) Membership fees and Annual Subscription.
b) Donation from Well Wishers.
c) Fund Raising
d) Investments
e) Any Other Lawful Method As The Executive Shall Deem Fit.

ii. Use of Funds

The funds of the Association shall be used for the following purposes only:

a) Running and maintenance of office of the Association.

b) For realizing the aims and objectives of the Association.
c) The funds shall not be distributed among the committee members, officials or any
member of the Association. Only legitimate expenses that have been duly approved by
the Executive Committee and incurred for the disposal of Association business shall be
reimbursed.

iii. Financial Guidelines

a) The Financial Controller shall at no time keep more than one thousand shillings
(Kshs. 1,000) as petty cash.
b) All financial transaction shall be disclosed in the books of accounts, with supporting
documents where applicable.
c) The Chairman, the secretary General and the Financial Controller shall be
signatories to the financial transactions.
d) Claims for reimbursement of funds with respect to expenses incurred by a member
of the Association shall be made to Financial Controller in writing, attaching relevant
evidential material.
e) Where such evidence cannot be adduced the Executive Committee shall approve
the authenticity of the claim and advise accordingly.
SECTION 11: PATRON

There will be a patron of ASA to be appointed by the Executive Committee who will help in the smooth
link with the administration.

Qualifications:

He or she should be an employee of Kisii University who has an interest and knowledge in Accounting.

Duties

 Signing of certificates to dedicated and active members

 Advice ASA on matters regarding accounting
 Help the association to have a smooth link with the administration.
 Presenting students requests to the administration on matter regarding academic trips, internal
seminars and any duty that ASA may require his assistance.
 To assist ASA with links to the corporate world for both academic trips.
 Shall coordinate the board of advisors.

SECTION 12: ISSUING OF CERTIFICATES

QUALIFICATIONS

 To fully paid up out-going members (4th years)

 To out-going Executive Committee members
 To any other who the Executive is satisfied that he or she has done some explicit and
commendable work towards the progress of ASA.
 To active associate members.

N/B: For one to qualify for a certificate he must be a member of the association for at least 12 months
i.e 1 year.