I
UNIVERSITY OF LIMPOPO
MEDICAL SCIENCES STUDENT
SOCIETY CONSTITUTION
(TURFLOOP CAMPUS AS
AMMENDED 2022)
CONTENTS
PREAMBLE
1. Name
2. Aims and Objectives
3. Membership
4. Elections
5. Supervision
6. Nominations
7. Scrutinizers
8. Voting
9. Spoilt paper
10. Election Report
11. Term of Office
12. Finance
13. Alterations to the constitution and By-laws
14. Meetings
14.1. Executive Meetings (E.M)
14.2. General Meetings (G.M)
14.3. Annual General meetings (A.M.G)
14.4. E.E.C Meeting (E.E.C.M)
15. Quorum
16. Decision Making Bodies
17. Duties
17.1. Chairperson
17.2. Deputy Chairperson
17.3. General Secretary
17.4. Assistant Secretory
17.5. Treasure
17.6. General Project Officer
17.7. Deputy Project Officer
17.8. Sports and Entertainment Officer
18. Code of Conduct
19. Discipline
20. Dissolution
21. Awards
22. Academic trip
PREAMBLE
Here we, the students of Medical Sciences at the University of Limpopo, recognise: -
1. The need for unity amongst ourselves, with our academic staff, with other
Medical Science students in the country and the world, as well as with other
students and bodies on our campus.
2. The need to involve ourselves in education, training, research, and community
projects;
Hereby decide to form this body.
Mission
To unite all students of medical science in the campus, to represent medical science
students on all issues that affect them. To create and maintain links between the
staff and students of medical science and to establish and maintain relations with
other students and bodies on the campus. Encourage medical science students to
initiate and participate in community development.
Vision
Broaden the scope of knowledge of the medical science students to realize the
importance of the profession to society
Strive and raise funds to facilitate the realization of the aims and objectives of the
association and organizing recreational activities from time to time
Establish and maintain relations with medical science students nationally and
internationally
SECTION 1
NAME
The name of this body is and shall be The University of Limpopo Medical
Sciences Student Society, here after referred to as ULMSSS.
SECTION 2
AIMS AND OBJECTIVES
2.1 Unite all students of medical science in the campus
2.2 Create and maintain links between the staff members and students of Medical
Sciences
2.3 Represent medical science students on all issues that affect them
2.4 Establish and maintain relations with other students and bodies on the campus
2.5 Encourage medical science students to initiate and participate in community
development
2.6 Broaden the scope of knowledge of the Medical Sciences students to realize the
importance of the profession to society
2.7 Strive and raise funds to facilitate the realization of the aims and objectives of the
association and organizing recreational activities from time to time
2.8 Establish and maintain relations with medical science students nationally and
internationally
SECTION 3
MEMBERSHIP
3.1 Every person registered as an undergraduate Medical Science student at the
University of Limpopo shall be a member as outline below
3.1.1 A member should be registered with the Medical Science program for that
academic year and a compulsory affiliation fee will be debited from the students’
account in the university as determined by the general meeting of the year
3.1.2 Each person admitted to membership shall be; bound by the Constitution and
By-laws of the society.
3.1.3 Each person admitted to membership shall be; entitled to all advantages and
privileges of membership.
3.1.4 Any person who is a financial member of the society is entitled to hold any
office and enjoy the privileges of the club.
3.1.5 A member may at any reasonable time inspect the records and documents of
the society.
SECTION 4
ELECTIONS
4.1 Election shall be held annually not later than the final year examination
4.2 The executive committee shall not later than the last week in each year appoint
an electoral officer, who may be a final year student, out-going executive member or
anybody eligible for conducting elections
4.3 Candidates should be affiliated members of the society
4.4 A candidate will contest for at most 3 and at least 2 positions e.g. a person who
lost chairpersonship will be allowed to contest for any other position e.g. fundraiser
4.5 The position for deputy Chairperson should be a position on its own
CODE OF CONDUCT
This code of conduct shall be binding to all executive members of the ULMSSS. The
aim of this code of conduct is not to control the member’s style of living but shall be a
guide as far as ULMSSS issues are concerned. This section should be
complementary and reinforcing rather than replacing any of the fundamental
principles of association.
SECTION 5
SUPERVISION
5.1 Elections shall be conducted and supervised by an electoral officer
5.2 In an event of irregularities arising during the elections the electoral officer shall
report such to the executive
5.3 The electoral officer, together with executive members shall decide whether
irregularities are grave enough to warrant invalidation of the election as a whole or to
cause a disqualification of the candidates
5.4 Should any irregularities arise before or during voting it shall be rectified and
voting shall continue
5.5 Should the electoral officer in consultation with the scrutinizer deem irregularity
grave enough to influence the procedure of voting, they shall declare the voting null
and void, and together with the executive member call for a re-vote
SECTION 6
NOMINATIONS
6.1 The electoral officer shall be announced on the day which the ULMSSS election
will be held
6.2 Students shall be notified of nominations at least one (1) week before nomination
day
6.3 The executive committee shall issue nomination forms or papers during the
nomination day
6.4 Nominees will be nominated only for positions they want to contest
6.5 A nomination form or paper should have the consent signature of the nominee
and at least seconded by another association, together with their numbers
SECTION 7
SCRUTINEERS
The electoral officer subject to approval of the executive members, may appoint a
maximum of five (5) scrutinizers who may not be nominees, as he/she may deem
necessary
SECTION 8
VOTING
8.1 Voting shall be by ballot paper provided by the electoral officer
8.2 There shall be voting by proxy
8.3 Any student qualifying under section 3 shall be entitled to vote
8.4 Any student qualifying under section 3 shall be entitled to vote
8.5 Each individual financial member present shall have one (1) vote per position.
8.6 Each individual committee member present shall have one (1) vote per position.
8.7 Votes shall be counted at the end of polling by the electoral officer who shall be
assisted by his\her scrutinizers
8.8 . Chairperson position shall be contested by strictly final level students and
provided the member was once in the committee
8.9 . Secretary shall also be contested by qualifying students from 2 nd level to final
level
8.10 All other positions shall be contested by qualifying students from all levels
except 1st levels
8.11 However, they (1st levels) are eligible to cast their vote
SECTION 9
SPOILT PAPER
A ballot paper shall be deemed spoilt and rejected if:
9.1 The same preference is cast for more than one candidate
9.2 The paper contains preference for less than one (1) or more than required
number of candidates
9.3 If the electoral officer in consultation with the scrutinizers find good and sufficient
reason to declare the paper spoilt
SECTION 10
ELECTION REPORT
The electoral officer shall submit a report of conduct and results of the elections
together with any expenses incurred therein to the incoming executive members’ first
meeting
SECTION 11
TERM OF OFFICE
11.1 The out-going executive members shall hold office together with the incoming
members for one (1) month, i.e. the incoming committee’s first month in office for
orientation purposes
11.2 The term of office of elected representatives shall extend from the month of
election to the same month the following year.
SECTION 12
FINANCE
12.1 All funds of the society shall be deposited into the club’s accounts at such bank
or recognised financial institution as the executive committee may determine.
12.2 All accounts due by the club shall be paid by cheque, direct debit or cash after
having being passed for payment at the Executive Committee Meeting and when
immediate payment is necessary, account/s shall be paid and the action endorsed at
the next Executive Committee Meeting.
12.3 The treasury shall not spend more than a set amount Petty Cash without the
consent of the Executive Committee, and shall keep a record of such expenditure in
a Petty Cash Book.
12.4 A statement showing the financial position of the society shall be tabled at each
Executive Committee Meeting by the treasurer.
12.5 A statement of Income and Expenditure, Assets and Liabilities shall be
submitted to the Annual General meeting. The auditor’s report shall be attached to
such financial report.
12.6 The financial year of the society shall commence on soon after registrations
each year. The accounts, books and all financial records of the club shall be audited
each year.
SECTION 13
ALTERNATIONS TO THE CONSTITUTION AND BY-LAWS
13.1 No alteration, repeal or addition shall be made to the Constitution except at the
Annual General meeting, or General meeting, called for that purpose and notice of
all motions to alter, repeal or add to the Constitution shall be given to members
fourteen (14) days prior to the Annual General meeting, or seven (7) days prior to a
general meeting called for such purpose.
13.2 The secretary shall forward such notices of motion to each Executive
Committee member at least fourteen (14) days prior to the Annual General Meeting
or seven (7) days prior to a general meeting.
13.3 Alterations to the By-laws can be made only at Executive Committee Meetings
provided notice of the proposed alteration/s has been duly notified to Committee
Members.
13.4 Such motions, or any part thereof, shall be of no effect unless passed by a
seventy five percent (75%) majority (special resolution) of those present and entitled
to a vote at the Annual General Meeting, general meeting or Executive Committee
Meeting, as the case may be.
SECTION 14
MEETINGS
14.1 Executive meetings
14.1.1 The first meeting of the incoming and out-going executive members shall be
held within a week after the announcement of the voting results
14.1.2 The electoral officer shall preside over such a meeting and monitor the
handing over the power and assets from the outgoing to the incoming executive
members
14.1.3 Executive meetings shall be held at least once a month
14.1.4 Special executive meetings shall be held at the request of the chairperson or
at the request, in writing of the executive members
14.2 General Meetings
14.2.1 General meetings shall be held at least once a term or quarter
14.2.2 General meetings shall be attended by all members of the association
14.2.3 Emergency general meetings shall be called when deemed necessary by the
executive committee
14.3 Annual general meeting
14.3.1 Annual general meetings shall be held once a year
14.3.2 An executive member preferably the Chairperson and\ the General Secretary
shall give the annual organizational report
14.3.3 Every member as defined by section 3 is expected to attend the Annual
General Meeting
14.3.4 The agenda for an Annual General meeting shall be:
• Opening of Meeting
• Apologies
• Confirmation of Minutes of previous Annual General meeting
• Presentation of Annual Report
• Adoption of Annual Report
• Presentation of Treasurer’s statement
• Election of New Executive
• Vote of thanks to outgoing Executive
• Determination of Annual Membership Fee
• Notice/s of Motion
• Closure
SECTION 15
QUORUM
15.1 Quorum for the executive committee shall be two\thirds (2\3) of its composition
as defined in section 16.3
15.2 All the other meetings shall decide their own quorum but should not be less
than one third (1\3) of the members
15.3 In the event of there being no quorum at any meeting, the meeting shall stand
adjourned and shall re-assemble at the time appointed by the chairperson, shall be
convened not less than 48 hours and no more than 7 days.
15.4 The re-assembled meeting will be held with or without the quorum being
achieved.
SECTION 16
DECISION MAKING BODIES
16.1 The following shall be recognized as the decision-making of the Association:
16.1.1 Annual General Meeting
16.1.2 General Meeting
16.1.3 Extended Executive committee
16.1.4 Executive Committee
Executive Committee
16.2.1 This committee shall be composed of nine elected people according to the
section 14.3 in the AGM
16.2.2 The Executive Committee shall be responsible for the day to day running of
the Association
16.2.3 The executive shall be responsible for calling all meetings as outlined in
section 14
16.3 Composition of the Executive Committee
16.3.1 Chairperson
16.3.2 Deputy Chairperson
16.3.3 General Secretory
16.3.4 Deputy Secretory
16.3.5 Treasurer
16.3.6 General Project Officer
16.3.7 Assistance Project Officer
16.3.8 Sports and Entertainment Officer
16.4Composition of the Extended Executive Committee
16.4.1 The executive shall be as elected in section 14.3
16.4.2 All class representatives and their deputies as democratically elected by
various classes
16.4.3 No person shall hold more than one position on the executive committee at
any one time
16.4.4 All positions on the executive committee will be re-elected at the annual
General meeting and all previous office bearers will be eligible for re-election.
16.5 Benefits and privileges of the Executive Committee
16.5.1 Regalia
A representative forum is required to have a regalia/uniform that sets it apart from its
populace. This should comprise of a shirt and a jacket per committee member.
SECTION 17
DUTIES
17.1 Chairperson
17.1.1 Shall preside over general and executive meetings of the Association
17.1.2 Shall monitor the progress of all Executive Members
17.1.3 Shall monitor the progress of all the sub-committee
17.1.4 Shall in consultation with the secretory be responsible with for calling all
meetings of the Association
17.1.5 Shall give a report of all activities of the executive committee quarterly
General Meetings
17.2 Deputy Chairperson
17.2.1 Shall deputize the chairperson in all perspectives
17.2.2 Shall the head committee of class representatives
17.3 General Secretory
17.3.1 Shall co-ordinate all activities all activities of the Executive Committee
17.3.2 Shall be responsible in consultation with the Chairperson for calling all
meetings of the Association
17.3.3 Shall be responsible for all the correspondence of the Association
17.3.4 Shall keep all records of the Association, including minutes, correspondence,
and progress\failure of affiliated members. That is all records of all activities of the
Association
17.3.5 Shall be in liaison with the Education and Publicity Officer be responsible for
all publications of the Association
17.3.6 Shall together with the Chairperson write informal monthly report and send it
to the SAPSF executive committee
17.4 deputy Secretory
17.4.1 Shall take and keep minutes of all General and Executive meetings of the
Association
17.4.2 Shall deputize the General Secretory
17.5 Treasurer
17.5.1 Shall be the custodian of all matters to do with finance and assets of the
Association
17.5.2 Shall keep the records of all financial transactions of the Association in
consultation with other members of the Association
17.5.3 Shall present a financial statement at all quarterly General Meetings and a
full- term financial statement at the Annual General Meeting
17.5.4 Shall with approval of the Executive Committee, together with the Secretory of
the school of Medical Sciences be the custodians of the assets of the Association
17.6 Sports and Entertainment officer
17.6.1 Shall co-ordinate all the sporting and social activities of the Association
17.6.2 Shall see the final draft and implementation of the plan of action (POA) for
that year
17.6.3 Shall keep clear record of the activities throughout the year
17.6.4 Shall appoint and head a sub-committee on sports and entertainment
17.6.5 Shall promote good relations between Medical Sciences students, staff
members, and other students on campus, nationally, and internationally
17.6.6 Shall organize entertainment activities from time to time
17.7 General Project Officer
17.7.1 Shall be responsible for all the publications of the Association
17.7.2 Shall be responsible for periodic communiques to students
17.7.3 Shall responsible for educational documents
17.7.4 Shall be the Public Relations Officer (P.R.O) for the Association
17.7.5 Shall be responsible for all health related community development projects
17.7.6 Shall work in full with the report officer
17.7.7 Shall appoint and head a sub-committee on community development projects
17.8 Assistant Project Officer
17.8.1 Shall raise funds for the Association
17.8.2 Shall deposit all the money raised into the Association’s account
17.8.3 Shall report at the end of term in office
SECTION 18
18.1 Attendance of meetings
18.1.1 The executive members shall be expected to attend all meetings organised or
arranged by the ULMSSS during their term of office
18.1.2 In case of where an executive member cannot attend a meeting he or she
shall be expected to write an apology, stating clearly the reason(s) of his or her
absence. Such a letter shall be discussed in the meeting to determine its
acceptability to the Executive Committee
18.2 Behaviour at meetings
18.2.1 Hauling or knuckling shall be prohibited at all meetings of ULMSSS
18.2.2 The use of vulgar or abusive language shall be prohibited
18.2.3 Expression of racism, sexist, or ethicist shall be prohibited
18.2.4 Attending the meeting under the influence of intoxicating substances (such as
alcohol and drugs) shall be prohibited
18.2.5 Talking to the members of the Committee in such a way that is disruptive to
the smooth running of the meeting shall be prohibited
18.3 Public behaviour
The following is prohibited:
Executing the duties of ULMSSS under the influence of intoxicating substances or
smoking
18.4 Loyalty
The following are prohibited:
18.4.1 Misappropriation of ULMSSS funds by anyone
18.4.2 Tarnishing the name of ULMSSS in public
18.4.3 Public defiance of the position and it’s directives of the ULMSSS
18.4.4 Issuing of public statements contrary to the position of ULMSSS
18.4.5 Failure of willingness to carry out the delegated tasks or implement the
programme of action of ULMSSS
18.5 Classification of offences
18.5.1 Grave offences
These are offences against the association aimed at damaging the integrity of the
association and destroying its personnel and property, which is committed by a
person, and includes:
• Sabotaging the activities of the association
• Creating divisions within the ranks
• Impedes its proper functioning
• Attacks or threaten to put in jeopardy its personnel and property
• Does any calculated act to undermine the effectiveness of the association
• And any related acts and offences
18.5.2 Serious offences
These are any violations of the principle of the association and standards of the
behaviour expected of members, which seriously threatens the safety, property, and
good name of the association and such offences includes:
• Acting in a manner that exposes the members to serious physical harm and
even death
• Deliberately destroying the property of the association or recklessly exposing
it to danger
• Behaving dishonestly in relation to the association
• Behaving corruptly in seeking or accepting any kind of illicit reward for
performing or not performing any task on behalf of the association
• Abusing the office by using one’s position to obtain material, sexual favours,
or an undue advantage from other members
• Fighting or behaving in a grossly disorderly manner
• Sexually assaulting or in any way seriously offending the dignity of members
• Using and abusing intoxicating substances
18.6 Violation of Discipline
Any person who acts in an unruly or rude manner and branches the standards of
conduct normally expected of members, and whose behaviour is so serious as
constitute a grave or serious offence shall be guilty of violation of discipline. In
addition to all forms of misconduct in this code of conduct and other official
documents of the association, violation of discipline shall include:
• Rowdy and aggressive behaviour
• Excessive drinking
• Gossiping malicious so as to set members of the association against each
other
• Carelessness in relation to the property of the association
18.7 Classifying the offences as grave or serious
The difference between a grave and serious offence lies in the degree to which the
offenders conduct is directed towards destroying, sabotaging, or neutralizing the
effectiveness of the association. The difference between a serious and a violating of
discipline shall lie in the degree of intent of the offender, the extend of repetition and
what would normally be regarded as a breach of discipline
SECTION 19
DISCIPLINE
19.1 Any Executive Committee member absenting him/herself from two consecutive
Executive meetings, after being notified 48 hours prior to such a meeting, without
any tangible written apology shall be reprimanded before he/she is received from
his/her duties
19.2 Any Executive Member committee who fails to execute his/her duties or
behaves in a disrespectful and disorderly manner that tends, in the position of the
E.E.C, to discredit the association, while representing it, shall be subject to
disciplinary measures
19.3 Holding disciplinary hearings
19.3.1 A charge must be made within a reasonable period of time of the violation or
offence
19.3.2 A charge must be prepared on behalf of the association or officials of the
ULMSSS instituting the disciplinary proceedings. The charge must be in writing and
information must be arranged to form a reason for the alleged charge in reasonable
detail
19.3.3 The following persons should be present at the disciplinary hearing:
• The chairperson, minutes taker and members of the disciplinary
proceedings
• The presenter of the charge
• The defendant of the charged, who can be tried in his/her absence
• The witness
19.3.4 The chairperson of the disciplinary committee must ensure that the
disciplinary proceedings are held in a fair manner; witnesses are called in support
of the charge, and may produce the relevant documentation
19.4 The procedure for disciplining of the Association shall be:
19.4.1 Reprimand: reprimand shall be from the Executive Committee in the form of
writing
19.4.2 Suspension for a period should be decided on by the Executive Committee.
That is when a member is suspended the association shall state the period not
suspension and conditions of such a suspension. In respect of serious offenses
the period for suspension shall not exceed two (2) months
19.4.3 Demotion: A member who holds a position of responsibility will be demoted
if he/she fails to work competently
19.4.4 Expulsion: recommendation for the expulsion in cases of grave offences
lies within the powers of the E.E.C and the powers of expulsion with it
19.5 Appeal
The appeal may be lodged by:
• The charged person, against whom a finding has been made or a penalty
imposed by the disciplinary committee
• The department or officials who laid the charge against the person or
imposed a penalty
• An appeal hearing must be held by the Executive Committee unless the E.C
directs the appeal to the Disciplinary Committee. The Disciplinary
Committee is the final structure for appeals to be heard. However, the E.C
may act in its discretion to review the decisions of the Disciplinary
Committee in accordance with the standing orders adopted by the E.C
SECTION 20
DISSOLUTION
In the event of this association becoming defunct or declared null and void for
some or other presently unforeseeable reasons, the existing funds and assets of
the association shall be donated to the financial aid office to aid needy Medical
Science students
SECTION 21
21.1 Awards day should be held every year by the ULMSSS
21.2 The Prof Alberts award should be awarded every year
SECTION 22
ANNUAL ACADEMIC FIELD TRIP
22.1 Any person who is a financial member of the association as defined by section
3 is eligible to go to the academic trip provided that full payment of the trip is made.
22.2 Affiliates should not have to pay more than R3000 for the academic trip.
22.3 The deposit of R500 is a requirement to book space for the trip, and is
considered non-refundable.
