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Constitution:
Article A. Name

Article B. Objectives

Article C. Membership

Article D. Membership Fees

Article E. Advisory Committee

Article F. Hierarchy, Duties & Obligations of Executive Wings

Article G. General Meetings

Article H. Formation OF New Committee

Article I. Monetary & Financial

Article J. Amendments of Constitution

Article K. Mandatory Activities

Article L. Abbreviation
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Special Benefits:
Robotics isn’t just about building or programming machines; it’s an exciting journey into the world
of designing, problem-solving, and reimagining possibilities. Through robotics, students dive deep
into real-world engineering challenges, where they cultivate resilience, critical thinking, and the
creativity to innovate. Robotics empowers them to explore STEM (Science, Technology,
Engineering, and Math) in an engaging, hands-on way, equipping them early on with skills and
confidence for future careers. Beyond technical skills, it’s a playground for experimentation, big
ideas, and endless fun, making learning thrilling and inspiring.

Purpose:
The purpose of this club is to bring together a dynamic team dedicated to transforming innovative
ideas in science and technology into real-world solutions. By exploring creative concepts in the
fields of science and information technology, members will develop products with market potential
and prepare for both national and international competitions. This club offers students an enriching
academic experience, deepening their understanding and practical skills in science and technology
through hands-on projects and collaboration.

Mission:
To empower young minds to become leaders in science and technology through engaging, mentor-
guided programs that develop strong skills in science, engineering, and technology. By fostering
innovation and nurturing well-rounded capabilities—such as self-confidence, communication, and
leadership—this club aims to inspire students to embrace creativity, pursue excellence, and make a
positive impact in the world.
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ARTICLE B: Objectives

The objectives of this club are to:

 Enhance engineering skills among students of the Faculty of Engineering (FE) and the
Faculty of Science (FS).
 Compete in national and international project competitions, showcasing members’ talents
and innovative projects.
 Promote campus-wide awareness of the value and opportunities in science and
technology fields.
 Build connections among current students, alumni, and graduates, fostering a supportive
community.
 Provide guidance, resources, and support to club members and other students interested
in technology.
 Maintain a database of students’ skills across various areas to facilitate participation in
diverse programs.
 Inspire students to explore engineering projects and the possibilities they offer.
 Encourage teamwork and collaboration on multifaceted engineering initiatives.
 Foster creativity, critical thinking, and an appreciation for robotics and innovation.
 Create a robust network for all interested in robotics and related disciplines.
 Motivate students to pursue fulfilling careers in science, engineering, and technology.
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ARTICLE C: Membership

1. Eligibility:
 All currently enrolled students of Jamalpur Science & Technology University (JSTU) are
eligible to become members of JSTURC.
 To join, students must attend the Organizing Week or other official recruitment events held by the
club.
 Members must maintain a minimum CGPA of 3.00 out of 4.00 to retain their active membership in
the club.
 Any member whose CGPA falls below the required minimum will be placed under review by the
Executive Committee to determine continued eligibility.
2. Voting Rights:
 Only voting members are entitled to participate in the General Meetings (GMs) and Executive
Committee (EC) elections.
 Voting rights are granted to members who have been in the club for at least one academic semester
and have no outstanding dues or disciplinary issues.
3. Types of Membership:
 General Members: Any student who joins the club through official registration.
 Executive Committee Members: Members who are elected to take leadership roles in the club and
hold voting rights in Executive Committee meetings.
 Honorary Members: Faculty members, alumni, or industry professionals who contribute to the club
but do not participate actively in regular club activities.
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Article D : Membership Fees

1. Monthly Subscription Fee:
 The monthly membership fee for all members shall be decided by the Executive Committee during
the General Meeting (GM).
 The minimum membership fee shall be fifty taka (BDT 50) per month.
 Fees may be used for club operations, workshops, contests, events, and resource management.
2. Fee Payment:
 Members are required to pay their membership fees monthly or semesterly (based on the Executive
Committee's decision).
 The Executive Committee will notify members in advance about payment deadlines and provide the
necessary details for payment.
 Non-payment of fees may result in temporary suspension from club activities and loss of voting
rights until fees are paid.
3. Special Fees:
 Additional fees may be charged for special events, competitions, workshops, or trips organized by
the club. Members will be informed beforehand about any additional costs.
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ARTICLE E : Advisory Committee


An Advisory Committee will be formed to provide strategic guidance, mentorship, and oversight for
the Jamalpur Science & Technology University Robotics Club (JSTURC). The composition and
responsibilities of the Advisory Committee are outlined below:
1. Formation and Approval
 The Advisory Committee will be formed with the approval and consent of the Honorable Vice
Chancellor of Jamalpur Science and Technology University (JSTU).
 The Executive Committee is responsible for informing the Advisory Committee and obtaining
approval from higher authorities (including the Advisor Panel and the Students Affairs Department)
for any club activities, including events, projects, or initiatives that may require formal approval.
2. Composition
The Advisory Committee will consist of:
 Four (4) Faculty Members from JSTU who have expertise in fields related to robotics, engineering,
or technology.
 One (1) Official from JSTU (such as a member from the Students Affairs Department or a designated
administrative official) who will assist in administrative and organizational matters.

3. Responsibilities

The Advisory Committee will play a crucial role in:

i. Providing Strategic Guidance: Offering expert advice on the strategic direction of the club,
helping align its activities with academic and institutional goals.
ii. Ensuring Compliance: Ensuring that all activities, projects, and events are in compliance
with JSTU policies and regulations.
iii. Supporting Resource Mobilization: Assisting in identifying funding opportunities,
sponsorships, and partnerships that can support the club’s projects and initiatives.
iv. Mentorship and Capacity Building: Mentoring the Executive Committee and general
members of the club, especially in the areas of research, development, and robotics
innovations.
v. Approving Activities: The Advisory Committee will review and approve any significant
activities or projects initiated by the club, such as national or international competitions,
workshops, or large-scale events.

4. Communication with the Executive Committee

 The Executive Committee will regularly communicate with the Advisory Committee to
report on ongoing activities and seek approval for new initiatives or changes in existing
plans.
 Any request for resources, sponsorships, or other forms of institutional support must be
approved by the Advisory Committee before submission to higher authorities at JSTU.
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ARTICLE F: Hierarchy, Duties & Obligations of Executive Wings

Section 0 : Hierarchy Flow (From Top to Bottom)
o Presidential Body (are from most senior students with relevant skills- usually final
year)
I. Director of Robotics : Oversees all technical aspects and research.
II. Deputy Director of Robotics : Assists the Director and takes charge in their absence.
III. President : The highest authority, responsible for overall direction and decision-making.
IV. Vice Presidents : Support the President and can be delegated specific responsibilities.
V. General Secretary : Manages administrative tasks, records, and communication.
VI. Joint Secretary: Assists the General Secretary with administrative tasks and takes over in
their absence.
VII. Treasurer : Manages the financial affairs of the Club, including budgeting and financial
reporting.
o Managerial Body (are from second most senior students with relevant skills- usually
3rd year student)
I. Assistant General Secretary : Assists the General Secretary and handles responsibilities
in their absence.
II. Assistant Treasurer : Assists the Treasurer with managing the financial matters of the
Club.
III. Organizing Secretary : Manages and organizes events, coordinating between the
executive and general members.
IV. Secretary of Research and Development : Leads research and development efforts,
including overseeing technical projects and innovation.
V. Operations Secretary : Responsible for the smooth operation of the Club’s day-to-day
activities and logistical coordination.
VI. Secretary of School Program and Workshop : Oversees the planning and execution of
school programs and workshops organized by the Club.
VII. Head of Contents and Creations : Responsible for content creation and managing the
Club’s creative outputs.
VIII. IT Secretary : Handles all IT-related matters, including managing the Club’s digital
presence and technical support.
IX. Secretary of Projects and Planning : Oversees the planning and execution of all projects
undertaken by the Club.
X. Secretary of Strategy and Sponsorship : Responsible for creating strategies and securing
sponsorships for the Club.
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o Supportive Body (are from third most senior students with relevant skills- usually
2nd year)
I. Deputy Organizing Secretary : Assists in organizing events and ensures smooth
communication during activities.
II. Deputy Secretary of Research and Development : Assists in managing research projects
and development initiatives.
III. Deputy Operations Secretary : Assists in the management of operations and activities of
the Club.
IV. Deputy Secretary of School Program and Workshop : Assists in the coordination and
execution of school programs and workshops.
V. Deputy Secretary of Contents and Creations : Assists with content creation and manages
creative tasks under the guidance of the Head.
VI. Deputy IT Secretary : Assists the IT Secretary with managing IT-related matters and
technical support.
VII. Deputy Secretary of Projects and Planning : Assists in project planning and execution.
VIII. Deputy Secretary of Strategy and Sponsorship : Assists in securing sponsorships and
formulating strategies for the Club.
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Section 1: Director of Robotics

1. Policy & Strategy

 The Director of Robotics will formulate policies and devise strategies for the Research and
Development (R&D) wing of JSTURC, which serves as the core of the organization’s
research-based initiatives.

2. Additional Duties & Responsibilities

i. Skill Development: Spearheading initiatives to enhance the skills and expertise of the
organization’s members through structured programs and activities.
ii. Executive Meetings: Preparing agendas for Executive Committee meetings and engaging in
discussions with advisors, authorities, and executive members to determine the
organization’s strategic direction and explore available opportunities.
iii. Membership Growth: Driving efforts to expand the organization’s membership while
fostering a culture of innovation and inclusivity among members.
iv. Workshops, Contests, and Projects: Supervising workshops, competitions, and ongoing
robotics projects under JSTURC. The Director will design and update workshop syllabi,
ensure the smooth execution of projects, and seek out opportunities for new initiatives under
the organization’s banner.
v. Research and Development Oversight: As the cornerstone of JSTURC’s activities, the
Director of Robotics will take full responsibility for the organization’s R&D endeavors,
providing strategic direction, technical expertise, and leadership.
vi. Decision-Making Authority: The Director has the autonomy to make decisions concerning
the R&D wing, provided these decisions align with JSTURC’s constitution and bylaws and
serve the interests of the JSTURC community.
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Section 2: Deputy Director of Robotics

1. Position in the Executive Committee (EC)

 The Deputy Director of Robotics holds the second-highest position in the robotics division,
directly supporting the Director of Robotics.

2. Policy & Strategy

 The Deputy Director of Robotics will collaborate with the Director of Robotics in policy-
making decisions and strategy formulation for the Research and Development (R&D) wing,
the central pillar of JSTURC’s research-focused endeavors.

2. Additional Duties & Responsibilities

i. The Deputy Director’s responsibilities align closely with those of the Director of Robotics.
They will assist the Director in all activities to ensure seamless operations.
ii. They will act as a collaborator and support the Director in managing workshops, contests,
projects, and the overall functioning of the R&D wing.
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Section 3: President

1. Policy & Strategy

 The President of JSTURC will lead in formulating strategies and policies for the
organization. However, all policies and strategies must receive approval from the Executive
Committee (EC) before implementation.

2. Financial Oversight

 The President will collaborate with the Treasurer to oversee the organization’s bank account
and manage monetary matters, ensuring financial transparency.

3. Leadership of Committees

 The President will lead the Executive Wings and serve as a mentor and guide to all
members of the organization.

4. Additional Duties & Responsibilities

i. Skill Development: Developing initiatives and programs aimed at enhancing the skills and
competencies of the organization's members.
ii. Executive Meetings: Preparing agendas for EC meetings, engaging with moderators,
advisors, and other authorities, and exploring and presenting opportunities for the
organization's growth.
iii. Membership Growth: Promoting the organization to increase membership and foster a
sense of belonging and collaboration among members.
iv. Decision-Making Authority: While the President has broad decision-making authority, all
decisions must comply with the organization's constitution and bylaws, ensuring they align
with the interests of the student community.
v. Accountability: The President is ultimately accountable for upholding and adhering to the
organization's constitution.
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Section 4: Vice President

1. Position in the Executive Committee (EC)

 The Vice President (VP) holds the second-highest rank in the organizational hierarchy,
directly supporting the President.

2. Policy & Strategy

 The Vice President is responsible for formulating strategies and policies in the absence of the
President. However, all such policies must be approved by the Executive Committee (EC) to
ensure alignment with organizational goals.

3. Financial Oversight

 In the President’s absence, the Vice President assumes responsibility for overseeing the
organization’s bank account and managing financial matters.

4. Meeting Oversight

 The Vice President will preside over meetings if the President is unavailable or delayed,
ensuring that proceedings remain efficient and productive.

5. Additional Duties & Responsibilities

i. Overseeing the organizing team and providing necessary guidance for the smooth execution
of events and activities.
ii. Acting as a bridge between the General Members and the Executive Committee to facilitate
effective communication and collaboration.
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Section 5: General Secretary

1. Position in the Executive Committee (EC)

 The General Secretary (GS) is a key figure in the organizational hierarchy, ranking directly
after the Director of Robotics, President, and Vice President. The GS serves as the Co-Chief
of the Executive Committee (EC).

2. Policy & Strategy

 The General Secretary is responsible for formulating operational and administrative

strategies to ensure smooth functioning of the organization.

3. Financial Oversight

 The GS collaborates with the Director of Robotics, President, and Treasurer to manage the
organization’s bank account and financial matters.

4. Official Duties

 Record Management: Maintaining comprehensive records of the organization, including its

constitution, bylaws, guides, committee reports, rosters, and publications.
 Document Preservation: Ensuring that important documents are securely stored and readily
accessible.

5. Additional Duties & Responsibilities

i. Communication and Notes: Composing and disseminating monthly organizational notes,

summarizing key activities and updates.
ii. Relationships: Building and maintaining relationships with academic, local, national,
international organizations, and corporate partners to support the organization’s goals.
iii. General Meetings: Calling General Meetings, preparing agendas, and ensuring proper
communication among members.
iv. Liaison: Fostering organizational relationships both on and off-campus and promoting
collaboration within the committee.
v. Assistant General Secretary (AGS) - Responsibilities
o Support General Secretary: Assist the General Secretary in managing
organizational records and administrative tasks.
o Meeting Coordination: Help schedule and organize meetings, and prepare agendas
alongside the General Secretary.
o Documentation: Maintain and organize the club's official documents, including
meeting minutes, reports, and correspondence.
o Communication: Facilitate communication between the Executive Committee and
general members.
o Member Records: Keep track of membership records, ensuring all members are
properly enrolled and documented.
o Backup: Step in for the General Secretary during their absence, handling
responsibilities as needed.
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vi. Joint General Secretary- Responsibilities

o Assist the General Secretary in operational tasks, correspondence, and record-
keeping.
o Act on behalf of the General Secretary during their absence, illness, or incapacity.
o Coordinate with other secretaries to ensure smooth execution of Club activities and
events.
o Support in drafting and maintaining meeting minutes and reports alongside the
General Secretary.
o In the event of any disputes within their scope, the Joint General Secretary's
decisions are subject to review by the General Secretary and the President.
o Additional Duties: Assist with various administrative tasks, ensuring smooth
operations within the club.
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Section 6: Treasurer

1. Financial Policy & Strategy

 The Treasurer is responsible for creating and implementing financial and monetary
policies and strategies to ensure the organization's fiscal health.

2. Reports & Statements

 The Treasurer will compile and present all financial reports and statements, maintaining
transparency and accuracy in the organization's financial dealings.

3. Maintenance of Bank Account

 The Treasurer is the primary responsible member for managing the organization's bank
account.
 Works in collaboration with the President to oversee all financial matters.

4. Budget Preparation

 The Treasurer will prepare event budgets in consultation with the President and General
Secretary, ensuring financial feasibility and proper allocation of resources.

5. Membership Fees

 The Treasurer will handle the collection of membership fees from Executive Committee
members when required, ensuring that the process is organized and documented.

6. Assistant Treasurer - Responsibilities

 Support Treasurer: Assist the Treasurer in managing the club’s financial matters, including
documentation and reporting.
 Fee Collection: Help collect membership fees and event registration fees from members.
 Record Maintenance: Maintain accurate records of all financial transactions under the Treasurer's
supervision.
 Budget Assistance: Collaborate with the Treasurer in preparing budgets for events and activities.
 Bank Account Management: Aid in managing the bank account and related financial activities
when required.
 Backup Role: Step in for the Treasurer during their absence to ensure financial operations continue
smoothly.
 Additional Duties: Handle any other financial responsibilities assigned by the Treasurer or
Executive Committee.
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Section 7: Organizing Secretary

1. Organizing Week and Recruitment

 The Organizing Secretary (OS) is responsible for planning and executing the Organizing
Week, aimed at recruiting new members. Tasks include:
o Developing a recruitment plan.
o Securing necessary permits.
o Reserving event spaces.
o Appointing committee chairs to assist in the process.
 The OS oversees annual recruitment sessions, ensures efficient management of workshops,
and plays a significant role in organizing all events for the club.

2. Other Duties & Responsibilities

i. Sustaining Membership: Ensuring the organization maintains its membership levels despite
natural turnover, uniting all members, and maintaining an organized flow within the club.
ii. Leadership Development: Promoting leadership activities to nurture the next generation of
club leaders.
iii. Assistant Organizing Secretary's Role:
a. Collaborates with the Organizing Secretary on recruitment activities, which may
include organizing events, campus booths, and promotional campaigns such as
posters.
b. Assists the Organizing Secretary in accomplishing assigned tasks.
c. Steps into the full role of the Organizing Secretary in their absence.
d. Takes an active role in leadership generation and recruitment strategy.
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Section 8: Secretary of Research & Development

1. Providing Intelligence for Workshops and Contests

 The R&D Secretary is responsible for providing the technical and intellectual resources
required for all workshops and contests organized by JSTURC.
 Oversees the planning and execution of workshops and contests to ensure alignment with
organizational goals.
 Operates directly under the command of the Director of Robotics, ensuring cohesive
leadership and execution.

2. Other Duties & Responsibilities

i. Pre-Contest Preparation: Responsible for organizing workshops and seminars to train

members before major national or international robotics contests.
ii. Collaboration with the Organizing Wing: Works closely with the organizing wing of the
committee, receiving assistance in logistics and event execution.
iii. Project Oversight: Monitors and supervises all projects initiated under JSTURC’s name,
ensuring quality and progress.
iv. Strategy Development: Devises strategies for workshops, contests, and project execution to
enhance their impact and effectiveness.
v. Mentorship: Acts as a mentor to robotics enthusiasts, encouraging active participation and
growth within the field.
vi. Research Passion: Demonstrates dedication to advancing research and development, with a
commitment to elevating JSTURC’s reputation in the robotics community.
vii. Deputy Secretary of Research and Development:
o Act as a supporting role to the R&D Secretary in overseeing the research projects,
workshops, and contests organized by the club.
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Section 9: Operations Secretary

General Duties & Responsibilities

 Property Management: Responsible for overseeing and maintaining all physical assets and
properties of JSTURC, ensuring they are in line with the organization’s regulations.
 Document Security: Works collaboratively to establish a secure system for storing and
backing up official papers and important documents, safeguarding against data loss.
 Laboratory Automation: In case the laboratory is in use, the Operations Secretary ensures
that automation systems are in place to maintain security and facilitate easy access to
necessary equipment.
 Tool and Equipment Management: Assists other members with the storage, location, and
replacement of tools and machinery, ensuring that all resources are easily accessible and
well-maintained.

Other Duties & Responsibilities

 Actively engages in the routine operations of the organization, ensuring the smooth day-to-
day running of all activities and processes.
 Deputy Operations Secretary:
o Assist the Operations Secretary in managing and overseeing all operational activities within
the club, ensuring smooth functioning of day-to-day operations.
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Section 10: Secretary of School Programs & Workshops

General Duties & Responsibilities

 Workshop Management: Responsible for organizing and conducting workshops both on

and off-campus, ensuring they meet the educational goals of JSTURC.
 Collaboration with Organizing Secretary: Works closely with the Organizing Secretary
to coordinate and execute workshops effectively.
 Outreach to Schools & Colleges: Actively approaches students from schools and colleges,
encouraging participation in workshops organized by JSTURC.
 Workshop Structure & Curriculum: Develops and defines the structure and curriculum
for each workshop, ensuring the content is educational, engaging, and aligned with
organizational goals.
 Liaison Role: Acts as the primary point of contact between JSTURC and external
educational institutions, fostering relationships with schools and colleges to expand the reach
of the workshops.

Other Duties & Responsibilities

 Participates in the regular activities of the organization, contributing to the smooth operation
of all functions and events
 Deputy Secretary of School Programs & Workshops:
o Collaborate closely with the Secretary of School Programs & Workshops to plan,
organize, and execute workshops and outreach programs.
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Section 11: Head of Content and Creations

General Duties & Responsibilities:

 Content Strategy Development: Develop and oversee content strategies to promote the club’s
vision, events, and achievements across various platforms.
 Content Creation Management: Lead the creation of diverse content, including written articles,
videos, graphics, and social media posts.
 Team Leadership: Manage and supervise the content creation team, ensuring all content meets
quality standards and deadlines.
 Brand Alignment: Ensure all content aligns with the club's branding, voice, and goals.
 Collaboration with Other Departments: Work closely with the event, PR, and IT teams to create
content that supports organizational activities and initiatives.
 Campaign Management: Organize and execute content campaigns that engage members and
promote key events or projects.
 Content Calendar Maintenance: Develop and manage a content calendar to ensure regular and
timely content distribution.
 Performance Tracking: Monitor content performance across platforms, providing regular reports
and recommendations to optimize engagement.
 Workshops & Trainings: Organize content creation workshops or training sessions to enhance the
skills of the team members.
 Additional Responsibilities: Perform other tasks related to content creation as directed by the
Executive Committee or Director of Robotics.
 Deputy Secretary of Content and Creations:
o Collaborate with the Secretary of Content and Creations to develop engaging and high-
quality content for the organization's events, workshops, and publications.
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Section 12: IT Secretary

General Duties & Responsibilities

1. Website and Digital Presence

o Designing, maintaining, and updating the club's website or portfolio.
o Managing the club’s social media accounts alongside the Public Relations Officer.
o Ensuring accurate and timely updates about events, achievements, and
announcements online.
2. Technical Support
o Setting up and managing technical equipment during events, such as projectors,
sound systems, and computers.
o Troubleshooting any software or hardware issues during workshops or club activities.
3. Event IT Management
o Creating and managing registration systems for events, workshops, or competitions.
o Developing and maintaining databases of participants and members.
4. Club Projects
o Assisting members with technical aspects of projects (coding, circuit design, etc.).
o Documenting and storing technical knowledge for future reference.
o Managing version control systems (e.g., GitHub) for collaborative projects.
5. Cybersecurity
o Ensuring the security of the club’s digital accounts and data.
o Regularly updating passwords and monitoring for suspicious activity.
6. Resource Management
o Organizing and cataloging software licenses or subscriptions used by the club.
o Keeping an inventory of IT-related assets, like laptops, project kits, or cameras.
7. Deputy IT Secretary:
o Assist the IT Secretary in planning, developing, and maintaining the organization's website
and applications.
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Section 13: Secretary of Project & Planning

General Duties & Responsibilities:

 Project Management: Oversee the planning, execution, and completion of all projects
within the organization. Ensure projects are aligned with the club’s goals and objectives.
 Proposal Development: Develop and submit project proposals, including objectives,
timelines, resources required, and expected outcomes, to the Executive Committee for
approval.
 Collaboration with Sponsors & Partners: Identify potential sponsors and partners for
projects, establishing relationships to secure funding, resources, and technical support.
 Strategic Planning: Collaborate with the Executive Committee to develop long-term and
short-term strategic plans for projects. Ensure alignment with the overall vision and mission
of the club.
 Resource Management: Ensure that all projects have the necessary resources, including
funding, equipment, and human resources, to be successful.
 Project Monitoring: Track the progress of ongoing projects, providing regular updates to
the Executive Committee. Identify potential risks and suggest corrective actions as needed.
 Industry & Institutional Collaboration: Build bridges between the club and industries,
organizations, or academic institutions to foster collaboration and open opportunities for new
projects related to robotics.
 Documentation: Maintain proper documentation for all projects, including progress reports,
budgets, and final project outcomes.
 Pitching & Presentations: Lead the preparation of presentations and pitches to
stakeholders, including sponsors, potential partners, and external organizations.
 Workshops & Training: Plan and organize workshops and training sessions related to the
club’s projects, ensuring they enhance member skills and knowledge.
 Additional Duties: Assist with other administrative tasks and responsibilities related to
project planning and execution, as assigned by the Executive Committee or Director of
Robotics.
 Deputy Secretary of Project and Planning
o Support to Secretary of Project and Planning: Assist in the development and
execution of project proposals and planning strategies.
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Section 14 : Secretary of Strategy and Sponsorship

General Duties & Responsibilities:

 Strategic Planning: Develop and implement long-term strategies to support the club’s
growth, activities, and overall mission. Work closely with the Executive Committee to align
all strategies with organizational goals.
 Sponsorship Acquisition: Identify potential sponsors for club events, projects, and
activities. Approach organizations, businesses, and individuals to secure financial or material
support.
 Partnership Development: Establish and maintain partnerships with external organizations,
including industry partners, academic institutions, and businesses, to enhance the club's
resources and visibility.
 Sponsorship Proposals: Draft and submit sponsorship proposals, ensuring that they clearly
outline the benefits for sponsors and how their involvement will contribute to the club’s
objectives.
 Negotiation & Agreements: Negotiate sponsorship deals, ensuring that agreements are
mutually beneficial. Work with legal or advisory staff, if necessary, to finalize contracts and
terms.
 Sponsorship Reporting: Track the status of sponsorships and partnerships, ensuring that
sponsors receive the agreed-upon benefits and recognition. Provide regular updates to the
Executive Committee on sponsorship success and areas for improvement.
 Budgeting and Financial Strategy: Assist the Treasurer in preparing financial strategies,
ensuring that funds from sponsorships are effectively allocated to club activities and
projects.
 Event Strategy: Collaborate with the Organizing Secretary and other relevant positions to
ensure the club's events are strategically planned and aligned with its mission. Work to
attract high-profile sponsors for major events.
 Brand Promotion: Enhance the visibility of the club through strategic marketing efforts.
Ensure sponsors receive proper recognition in all club communications and event
promotions.
 Networking & Outreach: Actively participate in networking events and build relationships
with potential sponsors and partners in various sectors, including tech, robotics, education,
and local businesses.
 Regular Evaluation: Continuously assess and adjust sponsorship strategies to ensure long-
term success and sustainability for the club's activities and projects.

Additional Responsibilities:

 Assist with any other related activities as requested by the Executive Committee to further
the success of the club.
 Deputy Secretary of Strategy and Sponsorship:
o Assist the Secretary of Strategy and Sponsorship in developing and implementing
strategic plans for the organization’s growth and activities.
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Section 13: Executive Committee Member(s)

General Duties & Responsibilities

 Attendance at Meetings: Must attend all executive committee meetings, actively

participating in discussions and decision-making processes.
 Assisting with Official Tasks: Supports other committee members in accomplishing any
official tasks or duties related to the club’s activities and operations.
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ARTICLE G: Meetings

1. Weekly Meetings

Objective:

 To review the progress of ongoing projects and discuss upcoming tasks.

Frequency:

 Conducted once a week on a fixed day.

Participants:

 All Executive Committee members, Supportive Body members, and relevant team members
involved in current projects.

Penalty for Absence:

 1st absence: Verbal warning.

 2nd absence: Written warning.
 3rd absence: Penalty of 100 BDT fine or temporary suspension from projects

2. Workshop Planning Meetings

Objective:

 To plan and organize workshops, ensure proper distribution of responsibilities, and manage
resources.

Frequency:

 Conducted prior to any workshop or event.

Participants:

 Organizing Secretary, Workshop Coordinator, relevant project team members, and advisors
(if applicable).

Penalty for Absence:

 1st absence: Verbal warning.

 Repeated absences: Removal from workshop organizing responsibilities and 100 BDT fine.

3. Mid-Year General Meeting (Mid-GM)

Objective:

 To review half-year progress, adjust strategies, and set new mid-term goals.
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Frequency:

 Held once in the middle of the academic year.

Participants:

 All club members, Executive Committee, and Advisory Panel members.

Penalty for Absence:

 Non-EC Members: Warning for first absence; repeated absence leads to loss of voting rights
for the next term.
 EC Members: 100 BDT fine for unnotified absence.

4. Annual General Meeting (AGM)

Objective:

 To review the club’s achievements, set new goals, and approve the new Executive
Committee.

Frequency:

 Conducted once a year at the end of the academic session.

Participants:

 All club members, Executive Committee, and the Advisory Panel.

Penalty for Absence:

 Non-EC Members: Warning for first absence; repeated absence leads to loss of voting rights
for the next term.
 EC Members: 200 BDT fine or removal from their position for repeated absence.

5. Emergency Meetings

Objective:

 To address urgent matters or issues that require immediate discussion and resolution.

Frequency:

 As needed, based on urgency.

Participants:

 Executive Committee and specific members relevant to the issue.

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Penalty for Absence:

 Fine of 100 BDT for unnotified absence.

General Attendance Policy for All Meetings

 Members must notify the Organizing Secretary or General Secretary at least 24 hours before
the meeting if they cannot attend.
 Absence without prior notification will result in penalties as outlined above.
 Members with consistent absences (three or more without valid reasons) may face
suspension or removal from the club.

Reasonable Excuses for Absence

 Medical emergencies (with proof).

 Academic obligations (exams, presentations, etc.).
 Family emergencies.

The Organizing Secretary and General Secretary will review and approve the validity of excuses.

Penalty Management

 Fines collected will be added to the club’s general fund.

 Suspension decisions will be made by the Executive Committee with the approval of the
Advisory Panel.

By implementing this policy, the Robotics Club aims to ensure accountability, discipline, and active
participation from all members.
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ARTICLE H : Formation Of New Committee

Section 1: Executive Committee

1. Formation of New Executive Committee:

a. The new Executive Committee (EC) will be formed by the current EC committee,
which will be headed by the previous committee president, alongside the Vice
President and General Secretary.
b. If the Treasurer remains from the same batch, they will provide a recommendation
for the new EC members.

c. Selection by Current Supportive Body:

i. The Current Supportive Body will identify potential candidates from the General
Members for the new Supportive Body.
ii. The selected names will be presented to the Managerial Body for approval.

d. Selection by Current Managerial Body:

i. The Current Managerial Body will nominate members from the Current
Supportive Body to form the new Managerial Body.
ii. The Managerial Body may make adjustments to the new Supportive Body, if
necessary.
iii. The finalized New Managerial Body and Supportive Body will then be presented
to the Presidential Body.

e. Selection by Current Presidential Body:

i. The Current Presidential Body will select the New Presidential Body from the
Current Managerial Body.
ii. If needed, they may also make necessary modifications to the proposed structure.
iii. Once finalized, the New Committee will be officially formed and announced.

2. Dispute Resolution:
o In the event of a disagreement or failure to reach a decision on the new EC
formation, the Advisor will have the final say and make the decision.
3. Validity of the New Committee:
o The new Executive Committee will not be considered valid unless it is approved
with the signature of the Advisory Committee.
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ARTICLE I : Monetary & Financial Section

Section 1: Bank Account

1.1 Organization Bank Account

 JSTURC will maintain a bank account in the name of the organization at Janata Bank
Ltd, JSTU Branch
 The President and Treasurer will be the authorized signatories for the account. In the
absence of the President, the Vice President will act as the signatory.

Section 3: Funding

The organization can raise funds through the following methods:

 Sponsorship for Events

 Event Registration Fees
 Workshop Registration Fees
 The Executive Committee will determine the amount of donation from ECM and GM
(Executive Committee Members and General Members).
 For Organizing Week, the Executive Committee will decide on the fee for general
membership forms and any associated donations.

Section 4: Documentation, Budgeting, and Reporting

 The Treasurer will ensure that all financial documents are kept up to date.
 The Executive Committee will prepare a budget for each term and event.
 The Treasurer will submit a financial report to the EC after every meeting.
 After the dissolution of an EC, the Ad-hoc Committee will be responsible for handing over
all financial documents and accounts to the new EC, including official documentation.
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ARTICLE J : Amendments of Constitution

Section 1 : Votes

 To amend the constitution, a 2/3 majority vote from both the Executive Committee (EC)
and Honorable Members is required.

Section 2: Approval of Advisory Panel

 Any amendments to the constitution must also be approved by the Advisory Panel to be
valid.

Section 2 : Approval of Advisory Panel

To amend the constitution, approval of Advisory Panel is required.
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ARTICLE K : Mandatory Activities

The Jamalpur Science & Technology University Robotics Club (JSTURC) will engage in the
following mandatory activities to ensure the continuous development, growth, and visibility of the
club within the university community:

1. General Meetings (GM)

o At least two general meetings per year will be held to discuss the club's activities,
plan upcoming events, and ensure all members are informed and engaged in the
decision-making process.
2. Organizing Week
o Organizing Week will be conducted annually to recruit new members, with
activities like booths, seminars, and workshops to introduce students to robotics and
the club's objectives.
3. Workshops and Seminars
o Workshops will be held periodically to provide hands-on training in robotics,
programming, and other relevant technical skills.
o Seminars will be organized to enhance the academic and professional knowledge of
members, inviting experts from industry or academia to share insights on robotics
and related fields.
4. Competitions and Contests
o Participation in robotics competitions (both national and international) will be a
core activity. This includes training, project development, and representing JSTU at
major robotics events.
5. Project Development
o Members will be encouraged to participate in ongoing robotics projects, including
research, prototyping, and system design, as part of their practical learning and
contribution to the club's goals.
6. Networking and Collaboration
o Regular interactions with other clubs, universities, and industries will be organized to
build collaborations and explore opportunities for joint projects, funding, and
technical expertise.
7. Community Outreach
o Activities such as school workshops or public demonstrations will be conducted to
promote robotics awareness and engage with the broader community.
8. Documentation and Reporting
o Regular reports on club activities, financials, and progress on projects will be
submitted to the Advisory Committee and JSTU authorities as required.
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ARTICLE L: Abbreviations

 AGS = Assistant General Secretary

 AOS = Assistant Organizing Secretary
 EC = Executive Committee
 ECM = Executive Committee Member
 GS = General Secretary
 GM = General Meeting

 AGM = Annual General Meeting.

 OS = Organizing Secretary
 JSTU = Jamalpur Science & Technology University
 VP = Vice President

 Club = Refers to the Jamalpur Science and Technology University Robotics Club
(JSTURC).
 Robotics Club = Refers to the Jamalpur Science and Technology University Robotics Club
(JSTURC).
 JSTU Robotics Club = Refers to the Jamalpur Science and Technology University Robotics
Club (JSTURC).
 Executive = The elected Executive Committee of the Club.
 University = Refers to Jamalpur Science and Technology University.
 Lifetime Member: A person granted permanent membership to the Club by resolution at a
General Meeting. The Immediate Past President will automatically be a lifetime member of
the Executive Committee.