Alumni Association

OBJECTIVES:

  1. To communicate on regular basis with the members of the Alumni and the University keeping mutually informed the developments of the Alumni as well as the University.
  2. To foster more extended relationships between present students and staff and others associated with the University.
  3. To organize, social, educational and networking events locally at the University, College / Institution / School / Center and at batch level.
  4. To encourage  Alumni  to  act  ambassadors  of the  University  and  assist in the further development of the members & the University.
  5. Generate funds for the development and betterment of the University and also for the promotion of the objectives of the association.
  6. To provide continuing education enrichment experience for alumni and present students of the University.
  7. To provide for the Alumni platform to connect to University and to assist recent graduates and current students in shaping their career.
  8. To institute prizes, scholarships to merit students and financial aid to poor and deserving students of the University.
  9. To hold periodical alumni meetings at Local, Regional, National and International levels and at University, college and batch level and publish the activities of the society periodically.
  10. To do all other things incidental or conductive to the attainment of the above objects.
  11. To maintain books of Accounts/bills/vouchers/Receipts and get the Annual Audit done.

Composition of Cell:

  • There shall be a president, Vice-president, secretary, Joint Secretary, Treasurer and two members of the Managing Committee of which at least one shall be a lady member.
  • Hon’ble VC or his / her nominee shall always be ex officio president of the Management Committee of the association.
  • Another officer of the University nominated by Board of Management shall always be ex officio member of the Management committee
  • Each of the constituent college / Institution / Department / School of Sumandeep Vidyapeeth shall have its respective Chapters and shall be called as “Sumandeep Vidyapeeth Alumni Association”
  • List of members of Governing body, SVAA
1 PRESIDENT
2 SECRETARY
3 TREASURER
4 VICE PRESIDENT
5 JOINT SECRETARY
6 MEMBER
7 MEMBER
8 MEMBER
9 MEMBER
10 REGISTRAR AS EX-OFFICIO MEMBER

 

Chapter namely at present;

(A) Sumandeep Vidyapeeth Alumni Association SBKS MIRC Chapter

(B) Sumandeep Vidyapeeth Alumni Association- KMSDCH Chapter

(C) Sumandeep Vidyapeeth Alumni Association – College of Physiotherapy Chapter

(D) Sumandeep Vidyapeeth Alumni Association- School of Nursing Chapter

(E)Sumandeep Vidyapeeth Alumni Association – Department of Pharmacy Chapter

(F) Sumandeep Vidyapeeth Alumni Association – School of Management Chapter

  • Wherever a constituent Institution / College / School / Department is started in future; each such constituent with will have its one chapter

RULES & REGULATIONS (BYLAWS) OFSUMANDEEP VIDYAPEETH ALUMNI ASSOCIATION

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  1. Name of the Association: The name of the Society shall be “SUMANDEEP VIDYAPEETH ALUMNI ASSOCIATION”
  1. Registered office of the Association: – The Registered office of the association shall be situated at Sumandeep Vidyapeeth At Piparia, Ta. Waghodia, Dist. Vadodara Pin-391760 (Gujarat)
  1. Definitions :
  1. Association means “SUMANDEEP VIDYAPEETH ALUMANI ASSOCIATION”
  2. “Act” means the Societies Registration Act, 1860.
  3. “Founder Members” means and includes the subscribers to the Association.
  4. “Members” means the persons whose names are already appearing in themembership Register maintained by the Association and all those persons who are hereafter admitted to the various categories of members of the association by the Managing committee and whose names are so recorded in the membership register.
  5. “The Managing Committee” means the managing body of the association.
  6. “Year” means the period commencing from 1st April of any calendar year and ending on 31st march of the following calendar year.
  7. Masculine gender and the singular number respectively include the feminine gender and plural number and vice versa.
  8. “Rules” means Rules now registered or amended from time to time by the Managing committee and accepted by the General Body.
  9. “Chapter” means representations wings of each constituent Institution in India or Abroad.
  1. Membership
  1. Any Graduate,Postgraduate (Degree/ Diploma), Post Doctoral, Diploma orCertificate DegreeStudent having passed from the constituent institutions/ colleges/ departments/Schools run by “Sumandeep Vidyapeeth Deemed To be University” u/s 3 of the UGC Act 1956 shall be eligible to become Alumni Members of the Association with voting Rights.
  2. a) For Medical and Dental students Alumni Life Members (ALM) – The alumni member who pays one time subscription of Rs.1000/- shall be Alumni Life Member (ALM).
  3. b) For Pharmacy, Physiotherapy,   Nursing, M.B.A.  etc,  Alumni Life Members (ALM):The Alumni   members   who   pay   one   time   subscription of Rs.500/- shall be Alumni Life Member (ALM).
  4. c) Has Voting rights.
  5. d) Not withstanding anything above, who became the member of the respective colleges is absorbed as Alumni Life Member (ALM) irrespective of fees paid so far.
  6. Alumni Life Patron Members (ALPM)
  7. a) Alumni Member, who pays donation, in cash or any kind worth Rs. 20,000/- or more shall be Alumni Life Patron Members (ALPM)
  8. b) Has voting rights.
  9. i. Present orPast staff of the institutions run by the   Sumandeep   Vidyapeeth, and their Associate organizations whopayof Rs.500/- are eligible to become a Honorary Member  (HM).
  10. These Members will have no voting rights. However they shall be eligible to derive benefits of the membership notified from time to time
  11. i. The Donors, philanthropists, sponsors who pay donations in cash or kind worth Rs.20, 000 or above are eligible to become the patron Members (TPM) for the period of five years.
  12. The patron members shall derive the notified benefits from time to time.

 

  1. Managing Committee
  1. a) The Managing committee shall consist of 10 members of which Registrar of the University shall always be ex officio member of the Management committee
  2. b) The managementand control of all affairs of the society shall vest in the Managing committee.
  3. c) The tenure of the Managing Committee shall be 3 years.
  4. d) The election of the Managing Committee shall be held before the General Body meeting scheduled during the 3rd year.
  5. e) The election will be   held as per the provisions under the rules. Ex- officio Member of the Management Committee shall act as are Election Officer.
  6. f) To be eligible to be member of the Managing committee one should have been AlumniMember who have attended at least 70% of the meeting / functions held during the period of last five years and,
  7. Should not have been involved in anti-university / anti- association activities.

iii. Should not have been involved in matters that are subjudice or otherwise.

  1. Vacancy in Membership

The following circumstances shall cause a vacancy in the membership.

  1. a) Death
  2. b) Resignation
  3. c) Insanity
  4. d) If any member is acting against the interest of the society/University
  5. e) Involvement in matters that subjudice or otherwise.
  6. f) Or any act that is considered contrary to the traditions and code of conduct, in such events and if after giving opportunity for explanation, the Managing committee shall decide with 2/3rd majority of the present members to remove such member.
  7. g) Coram: Minimum 4 (Four) members of the managing committee will be required for the quorum purpose.
  1. Filling up of Vacancies

Any vacancy occurring in the mid of tenure amongst Managing committee on account of death, resignation, removal, insanity or retirement, shall be filled up by co-opting eligible alumni member till the period of next election by the president.

  1. Powers and functions of the Managing Committee
  1. a) All the properties of Association, movable or immovable or any rights relating thereto shall vest in the Managing committee and shall be held by it for and on behalf of the Association. The properties so held shall be used exclusively for the purposes of the Association.
  2. b) To solicit, obtain, accept, donations contributions, subscriptions, grants, gifts devices and bequests from the donors or any person, firm, corporation, society, trust or from other institution interested in any of the objects of the association or from central Govt., State Govt. and any authority, official, semi-official or others.

c)) To acquire by gift, purchase, exchange, lease, on hire, bequests by will or otherwise, however, any land buildings, estimates, playgrounds, park and property movable and immovable and any estate or interest for the furtherance of all or any of the objects of the association.

  1. d) To accept and receive in any manner whatsoever cash or immovable properties, unconditionally or subject to any condition, from any donor for the furtherance of any one or more of the object of the society.
  2. e) Managing Committee shall have power to expand funds of the Association for purposes of the Association and the money not required for immediate expenditure for the purpose of the Association may be invested in such manner and in such securities, deposits and investment as may be permissible under section 11 (5) of the income tax Act, 1961 and the other relevant laws applicable to charitable society from time to time.
  3. f) The Managing committee may enter into contract; arbitration agreement(s)on behalf of the association in relation to any matter concerning the Association, directly, or indirectly, and may authorize one more or its members to pursuer arbitration proceedings.
  4. g) To appoint one or more sub-committees for specific purpose for specific duration and to appoint officers and personnel for routine, day-to-day management and administration
  5. h) To become the member of any other bodies of persons, association or persons, institutions, societies and bodies corporations for the benefit of the Association.
  6. i) To remunerate the office personnel for routine work and remunerate office bearers for the expenses incurred to conduct Association work.
  7. j) To do all such other lawful acts, deeds or things as are incidental or conductive to the attainment of any of the objects of the Association.
  1. Office Bearers

There shall be a president, Vice-president, secretary, Joint Secretary, Treasurer and two members of the Managing Committee of which at least one shall be a lady member.Hon’ble VC or his / her nominee shall always be ex officio president of the Management Committee of the association. Another officer of the University nominated by BOM shall always be ex officio member of the Management committee

A). President

The president shall preside over General Body and Managing committee meeting and shall generally supervise the function of Alumni Association

B). Vice- President        

The vice – president shall assist the president in his official duties and also discharge the duties and responsibilities of the president, in his absence.
C) Secretary

  1. a) The secretary shall maintain minutes of the meeting.
  2. b) Maintain various registers of the department.
  3. c) Send notices, convene the Managing committee meeting, the General body Meeting and the Extraordinary Meeting along with the agenda of the meeting with supporting documents.

D) Joint Secretary
Joint Secretary shall assist the Secretary in all mater and carry out functions in his / her absences.

E) Treasurer

Following are the functions of the treasurer.

  1. To maintain Books of Accounts.
  2. To prepare Receipts and payments accounts.
  3. To prepare Bank Reconciliation statement.
  4. To prepare Trial balance and Balance sheet.
  5. Annual Statutory post audit.
  6. Submit the financial position to the managing committee as well as to the general body.
  7. To file the annual return & submit to the charity commissioner with Annual Progress report.
  8. To prepare and present annual budget estimates of the Association to the managing committee for its approval.
  9. Any other duties that may be entrusted by the managing committee from time to time.

F) Members

There shall be provision for members of which at least one member shall be lady member and The Registrar of the University shall be the Ex Officio Member of the Association.

  1. Meetings

(A) Managing Committee

  1. a) The Managing Committee of the association shall ordinarily meet twice in a year on clear notice of seven days for reviewing the working of the society. However, it may, meet more often if so required.
  2. b) The Secretary shall have powers to convene an emergent meeting of the members on giving at least three days of prior notice.
  3. c) The quorum for the meeting of the Managing committee shall be four and its decision shall be by a majority vote. In case there is no sufficient quorum the meeting shall be adjourned for half an hour and thereafter no quorum is required and business the meeting shall be transacted with the members present.
  4. d) In case of any emergency, any resolution may be accepted by circulation among all the members and such resolution circulated and adopted by majority of members shall be effectual and bringing as if this resolution had been adopted in a regular meeting of the Managing committee.

(B)  General Body

An annual General Meeting of the general body shall be held within six months of close of financial year on a clear notice of fifteen days unless due to unforeseen circumstances it has to be postponed.

The quorum for the General body meetings shall be one-third of the total members. In case there is no sufficient quorum the meeting shall be adjourned for half an hour and thereafter No quorum shall be required for conduct the business of the meeting.

The following business shall be transacted at the Annual General body Meetings:

  1. Consider and approve Annual Report of the Association.
  2. Examine and adopt audited accounts including balance sheet & income & expenditure statement for the preceding year.
  1. Consider and sanction budget estimates of capital/ revenue expenditure of the ensuring year.
  1. Appoint statutory auditors and fix their remuneration.
  1. Review working of the association & lay down General policy and future program for the Guidance of all concerned.
  1. Consider any other matter placed before it with the permission of the President.
  1. To consider and approve the amendments in the constitution suggested by the managing committee.

(C)  Extraordinary General Meeting

  1. An Extraordinary General Meeting of the association may be called, at any time, by the President and shall be convened by Secretary on requisition of at least half the members ofthe managing committee to consider any matter relating to an affairs of the association sucha meeting shall be convened within fourteen days of the receipt of the aforesaid requisition.
  1. A clear notice of fifteen days is given for the Extra-ordinary General Meeting.
  1. The quorum of Extraordinary General Meeting shall be one -half of total members.

(D)  Chapters of the Alumni Association

Each of the constituent college / Institution / Department / School of Sumandeep      Vidyapeeth shall have its respective Chapters and shall be called as “Sumandeep Vidyapeeth Alumni Association”

Chapter namely at present;

(A) Sumandeep Vidyapeeth Alumni Association SBKS MIRC Chapter

(B) Sumandeep Vidyapeeth Alumni Association- KMSDCH Chapter

(C) Sumandeep Vidyapeeth Alumni Association – College of Physiotherapy Chapter

(D) Sumandeep Vidyapeeth Alumni Association- School of Nursing Chapter

(E) Sumandeep Vidyapeeth Alumni Association – Department of Pharmacy Chapter

(F) Sumandeep Vidyapeeth Alumni Association – School of Management Chapter

Wherever a constituent Institution / College / School / Department is started in future; each such constituent with will have its one chapter

  1. Financial Year

The financial year of the association will be from 1st April to 31st March.

  1. Bank Account

The Managing Committee may from time to time open, maintain and operate in the name the association a banking accounts or accounts with any Nationalized Bank or Scheduled bank.  Such Account shall be operated under the signatures of the President, Secretary & treasurer – Out of three any two will jointly sign the bank cheque and finance related matters.

  1. Audit of Accounts

The accounts of the association shall be audited once a year by the auditor / Finance officer or Accounts officer of the Sumandeep Vidyapeeth.

  1. Annual List of Members

Once every year, on or before the fourteenth day, succeeding the day on which the annual General Meeting is held, a Jest shall be filled with the Registrar of societies- Of the names, Addresses and occupations of the members of the association.

  1. Legal Proceedings

Subject to the approval of the Managing Committee, the Secretary shall have full power to institute, conduct, and defend compromise. Refer to arbitration of abandon legal proceedings for or against the association, through any member or other person specially authorized for the purposes in accordance with section VI of the Societies Registration Act, 1860.

  1. Rules, Regulations and Bye-laws

The managing committee by majority of three – fifth of members of General Body may frame bylaws and regulations and consider any amendment of such rules and by-laws. The meeting shall be called after giving fourteen days clear notice to members, with circulation of the proposed bye-laws / additions / amendments.

  1. Dissolution

If any time it becomes necessary to dissolve the association, Managing Committee may, by majority of three-fifth of the total number of its members, for the time being, dissolve accordingly and shall at the same time transfer the funds/movable I immovable property to Sumandeep Vidyapeeth endowment fund which shall be used for betterment of present/past students.

In the event of dissolution of the association, the procedure laid in Section 13 and 14 of the societies Registration Act, XXI of 1860 apply provided that funds and property shall in no case revert back to the donors or members of the association and no dissolutions, the property of the association shall be vested, transferred or applied to charitable institutions having objects similar to that of the association.

  1. Applicability clause

All the provisions of the societies Registration Act, XXI of 1860, as extended to the State of Gujarat, will apply to this association. We, the undersigned, three members of the Managing Committee of the association “Sumandeep Vidyapeeth, Alumni Association” do hereby certify that the above is a correct copy of the Rules and Regulations of the said association.

Sr. No. Name Designation
1. Dr. Chintan Aundhia President
2. Ms. Vruti Patel Vice President
3. Dr. Maharshi Patel Secretary
4. Dr. Maitri Shukla Joint Secretary
5. Dr. Ninad Bhatt Treasurer
6. Dr. Rippal Bhimani Member
7. Mrs. Shabana Khan Member
8. Dr. Harshil Joshi Member
9. Dr. Palak H. Shah Member

Standard operative procedures (SOP)

Sumandeep Vidyapeeth Alumni Association

Functions of the Association/ SOP of Alumni Association:

  1. Enrollment of alumni with association: Each constituent chapter of Alumni association shall enroll all the degree holders in their respective chapter. The treasurer of respective chapter shall provide and collect the filled enrollment form with the prescribed registration fees of respective chapter as per bylaws, from the degree holder. The treasurer shall provide the receipt with permanent Alumni Id number to the respective Alumni.
  1. Meetings:The meeting is conducted at governing body as well as chapter level at least two times a year. The minutes of meeting will be maintained by the secretary of the respective chapter and / or the secretary of Governing body of the association. The secretary of respective chapter/ governing body shall circulate the agenda at least seven days prior to the commencement of meeting. The secretary shall procure the action taken report as per requirement before commencement of next meeting.
  2. Activities: Each respective chapter of alumni association shall conduct at least minimum two activities per year. The activities shall include social activities, donation, carrier guidance seminar, Alumni get to gather, community outreach program etc. the copy of the final activity report with all the related proof for each activity should be given to the president of the governing body in both hard and soft copy after duly signed by the chapter president and secretary. All the activity reports with proof also have to be maintained at respective chapter level.
  3. Finance distribution: the treasurer of the governing body shall grant a sponsor of 10% from the yearly pool of the each chapter at the beginning of the financial year with the final approval from the president, Alumni Association. The treasurer has to maintain the books of accounts of the association. The annual audit of the finance shall be maintained by the treasurer after certification by an external certified public accountant. Financial year should be considered from 1st April to 31st March of respective year.
  4. Election and tenure: the tenure for the Governing body &/or chapter Members is restricted to the period of three years. Subsequently the new body shall be formed by conducting election under the supervision of the registrar, the ex-officio member of the Alumni Association.
  5. Resignation and Replacement: each member of the chapter/ governing body shall submit the resignation form as per the format of the alumni association counter signed by the president, secretary and treasurer of the governing body of the association. In case of resignation / replacement of the president of governing body, the vice president becomes the president. The president, secretary and treasurer of governing body have to submit the resignation letter to the registrar, the ex-officio member of the association for its further course of action.
  6. Disqualification or Removal: Any member of the association can be disqualified or removed when found to conduct activities that are harmful for the association as per the verdict of 2/3rdof the governing body members.
  7. Amendments: The bylaws may be amended at the annual meeting of the association called for that purpose by a majority of at least 3/5th of those present in the meeting. Written notice of the said meeting shall be sent to the active members at least 30 days prior to the date of meeting which notice shall include the proposed amendments.
  8. Feedback: Feedback from Alumni will be taken at enrollment time (Form-A) and at their next visit time (Form-B) by feedback coordinator of respective chapter. The copy of final feedback analysis and report of each respective chapter shall be submitted to the President of governing body for further action. The president shall analyze & compile the feedback report of all constituent chapters and the copy of the comprehensive final feedback report shall be submitted to the vice chancellor of the University for the Further Action once in two years.
  9. Quorums: Minimum 4 (Four) members of the governing body will be required for the quorum purpose.
  1. Social Event
  • Winter cloth donation program conducted by KMSDCH chapter, SVAA on 11th to 20th December, 2018. In this program, the old winter clothes were collected from the faculty of KMSDCH and was distributed among the poor people in and around Vadodara city.
  1. Academic Event
  • KMSDCH Chapter, SVAA had organized a Lecture on Human values and interpersonal relationship in hospital set up on 26th September, 2018
  • KMSDCH Chapter, SVAA had organized an Academic plus Career Guidance event in collaboration with institutional CCEF committee on 19th January, 2019 in which a Prominent Alumni of KMSDCH was invited to conduct an event.
  • School of Management Chapter, SVAA had organized a Seminar on Principles of Operation Management in Hospital and a Seminar on Do’s and Don’ts of Internship on 23rd May, 2019.

Contribution to Alma Mater