JOMO KENYATTA UNIVERSITY ACTUARIAL STUDENTS’

ASSOCIATION.

CONSTITUTION

Jomo Kenyatta University Actuarial Students Association.

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JOMO KENYATTA UNIVERSITY

ACTUARIAL STUDENTS’ ASSOCIATION.

2015

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Table of contents:

1. Name of Association.

2. Vision and Mission.

3. Aims and Objectives.

4. Membership.

5. Office Bearers.

6. Functions/Duties of Officials.

7. Election of JKUASA Council.

8. Term of Officials.

9. Activities of the Association.

10. Meetings.

11. Committees of the Association.

12. Finances of the Association.

13. Code of conduct.

14. Amendment of the constitution.

15. Dissolution of the constitution.

16. Name/office of patron.

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ARTICLE 1: NAME OF ASSOCIATION

i. The association constituted shall be known as JOMO KENYATTA

UNIVERSITY ACTUARIAL STUDENTS ASSOCIATION, hereafter

referred to as JKUASA.

ii. The JKUASA shall be registered with the management of Jomo

Kenyatta

University of Agriculture and Technology (JKUAT).

The registered office of JKUASA will be situated at JKUAT Main

Campus.

ARTICLE 2: VISION AND MISSION

To work in adding value of JKUAT actuarial science students in actuarial

knowledge and problem-solving skill as progress is made in the service

and leadership opportunities that come with the course.

ARTICLE 3: AIMS AND OBJECTIVES

i. To sensitize the public on the importance of actuaries and the actuarial

profession to the economy.

ii. To cultivate good relations between actuarial science students and their

prospective employers.

iii. To establish, encourage and maintain worthy academic, cultural and

social trends within the student body.

iv. To enhance cooperation with other actuarial science students in other

institutions of higher learning.

v. To keep actuarial science students aware of the developments in the

actuarial industry, for example the actuarial professional papers.

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vi. To act as a link between actuarial science students and the university

administration.

vii. To seek and represent the actuarial science students opinion in matters

affecting their welfare.

viii. Provision of past revision papers to JKUASA members as a way of

promoting their academic excellence.

ARTICLE 4: MEMBERSHIP

Membership is optional to all students enrolled in the actuarial science degree

program at JKUAT. In addition, students of financial engineering and all other

relevant courses are allowed to join, all having the same status. All members

shall pay the annual subscription fee per academic year as will be determined

from time to time by the JKUASA council.

For certification the member must have paid an equivalent of four academic

year subscription.

Provision is also made for former JKUASA members, to be classified as JKUASA

alumni members. They shall be, among other functions, a link to the corporate

world for purposes of networking.

ARTICLE 5: OFFICE BEARERS OF THE JKUASA COUNCIL

5.1 Composition

The JKUASA Council shall consist of the following:

Executive Committee of the officials stated below:

(a) Chairperson

(b) Vice-Chairperson

(c) Secretary General

(d) Organizing Secretary

(e) Academic Secretary

(f) Finance Secretary

(g) Public Relations team (Public Relations

Officer and the Editor)

h) Cohort representatives from each class

(one per class).

(i) Actuarial Students Society of Kenya

(ASSK) representatives.

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5.2 Interim JKUASA Council

In the event that a particular official of the JKUASA council is on a vocation the

existing members of the JKUASA Council shall appoint an interim official who

will assume his or her duties until the officer comes back to school after which

he or she will assume the duties automatically.

5.3 Responsibilities of the JKUASA Council

The JKUASA Council shall:

i. Be the supreme organ of JKUASA and shall have the right to decide on

matters concerning JKUASA subject to the provisions of the constitution.

ii. Decide on all matters and resolve on measures to be taken on behalf of

the association, making consultations with members when necessary.

iii. Formulate rules and regulations from time to time, concerning the

association officials and control the use of the organization funds within

the Jomo Kenyatta University of Agriculture and Technology (JKUAT) Act

and the regulation made under them.

ARTICLE 6: FUNCTIONS/DUTIES OF OFFICIALS OF THE JKUASA

COUNCIL

i. Chairperson:

(a) To chair the JKUASA council meetings.

(b) To coordinate the tasks of the council of the association.

(c) To oversee the activities of the association.

ii. Vice-Chairperson:

(a) To chair JKUASA council meetings in absence of the chairperson.

(b) Perform duties assigned to him or her by the executive that are in line

with the activities of JKUASA.

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(c) Take any other role assumed by the chairperson in the absence of the

chairperson.

iii. Finance Secretary:

(a) To manage the association funds including:

1. Collection of funds, keeping and availing of receipts for funds spent.

2. Accountable for the inflow and outflow of the association’s funds.

3. Budgeting.

(b) All matters regarding (corporate) sponsorship must be addressed in

conjunction with the Finance Secretary.

iv. Organizing Secretary:

(a) After planning by the entire council, the organizing secretary is

responsible for the actual organizing of events.

(b) Ensuring the availability of resources for events.

(c) Keeping a calendar of events.

(d) Take role in the absence of both the Secretary General and the

Academic Secretary.

v. Secretary General:

(a) Taking minutes during JKUASA council meetings.

(b) Keeping of minutes and providing them when need be.

(c) All official correspondence.

(d) Shall call JKUASA council meetings and the Annual General Meeting and

communicate the same to all members.

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vi. Public Relations Team :

(a) To build and maintain a good public image for the association.

(b) To facilitate communication and update of members and potential

members on the activities of the association through various platforms,

for example the social media.

vii. Academic Secretary:

(a) Acquisition of past revision papers from the department and any

other relevant sources.

(b) Safeguarding and availing past revision papers to members when

need be.

(c) Take a role in the absence of the organizing secretary.

(d) To look into matters that affects the academic welfare of the

actuarial science students

(e) To be the issuing authority of JKUASA certificates.

viii. Cohort representatives from each class:

(a) Act as a link between the association and the actuarial students from

their respective classes.

(b) Carry out registration of all JKUASA members from their class.

(c) Communicate to their respective classes about the association’s

plans if asked to do so by the council.

ix. Actuarial Students Society of Kenya (ASSK) Representatives.

(a) Act as a link between ASSK and the institution’s administration,

JKUASA and the actuarial students at large.

(b) Update the association on the calendar of events and activities of

ASSK.

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(c) Explain to the association and the actuarial students at large all

about ASSK, its importance and the need to join it.

ARTICLE 7: ELECTION OF JKUASA COUNCIL

7.1 Procedure

i. Election of the JKUASA COUNCIL shall be held annually in the middle of

the FIRST (1st) semester of each academic year.

ii. The JKUASA Patron shall be the Chief Returning Officer. The Dean of

Students, in consultation with the JKUASA Patron shall appoint the

returning officers.

iii. The Chief Returning Officer in consultation with the outgoing officials of

JKUASA shall determine and announce polling dates at least fourteen

(14) days before the polling day. The correspondence shall be through

the outgoing Secretary General.

iv. The Chief Returning Officer shall announce and display names of

candidates, chair campaign meetings and supervise elections.

v. Campaigns shall be conducted in a peaceful, responsible and orderly

manner. Any deviation from this norm shall lead to the disqualification of

the candidate involved.

vi. Once the election date is announced the outgoing council shall carry on

with their day- to- day administrative activities in a caretaker capacity

until the new council is formed.

vii. Before election is done, there shall be an interrogation for the aspirants

vying for the post of Finance secretary and Chairperson

viii. Voting shall be by secret ballot.

ix. Should there be a tie, the run- off election of the tying contenders shall

be held within a period of one (1) week following the general elections.

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x. In the case where only one candidate is nominated he/she shall be

declared elected unopposed.

xi. In case of any discontent with the announced results, the candidate

should appeal to the JKUASA Patron within 72hrs after the results are

announced. If the appeal is upheld, the patron shall call for a by-

election to be carried out within one week (7 days) after such a decision

is made. 7.2 Candidacy

i. A prospective candidate for any post in the JKUASA Council shall have

been a registered and fully paid up member of the JKUASA student

body.

ii. Only those students who will be able to serve on the JKUASA Council for

a period of at least twelve (12) months will be eligible to be elected.

iii. The candidate for the Chairpersonship shall have been in the University

for at least twelve (12) months, or one academic year- whichever is

greater.

ARTICLE 8: TERM OF THE OFFICIALS

The council shall be in office for a period of one academic year, after which

the council shall be dissolved following the end of their term of office. This will

be followed by the election of the new office bearers. After the dissolution of

the council, an official is free to stand for re-election. An official is also free to

stand for re-election on a different post. An official may serve on the council for

a maximum of two (2) terms.

ARTICLE 9: ACTIVITIES OF THE ASSOCIATION

The association is involved in a number of activities that include:

i. Organizing talks with professionals in the actuarial field, insurance and

financial securities industries.

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ii. Organizing seminars and workshops on issues concerning the actuarial

profession.

iii. Organizing social and academic activities with other actuarial students

from other universities.

iv. Any other activities towards the achievement of the goals of the

association.

ARTICLE 10: MEETINGS

10.1 Students Council Meetings

i. The JKUASA council shall meet at least twice each semester.

ii. At least two-thirds (2/3) of the JKUASA Council members shall constitute a

quorum.

iii. The Chairperson, or in his/her absence, the Vice-Chairperson shall

preside over the JKUASA Council meetings.

iv. An official who is genuinely unable to attend a Council meeting must

notify the Secretary General in writing at least two days before.

v. A JKUASA Council member who fails to attend any four consecutive

meetings of the council except as in (iv) above shall be removed from

the council, pending replacement after a disciplinary hearing.

vi. The agenda of the meeting shall be filed with the Dean of Students/

JKUASA Patron two days before the meeting, and the minutes of the

meeting at most fourteen days after the meeting.

vii. All the council deliberations shall be held in camera. No member shall

disclose matters of the deliberations without the Chairperson’s consent. A

member found guilty of this offence shall be suspended from the council

after a hearing. A suspended member may appeal to the council

through the Secretary General within seven (7) days from the date of the

suspension and the Council may take appropriate action.

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10.2 Procedure for Meetings

i. The Chairperson shall call the meeting to order and lead the members

systematically through the items of the agenda.

ii. The Chairperson shall use his discretion to limit the time and number of

speakers in any debate. A simple majority shall be used to adopt a

motion. In case of a tie, the Chairperson has the casting vote.

iii. Any other matters shall be discussed with the permission of the

Chairperson.

iv. The Chairperson shall close or adjourn the meeting as appropriate.

10.3 Consultative Meetings

i. All JKUASA Council members shall attend all scheduled meetings,

arranged with the Vice-Chancellor/Chairman, Department of Statistics

and Actuarial Sciences (STACS). The Dean of Students may be in

attendance.

ii. The Secretary General shall announce the meeting fourteen (14) days

before the meeting.

iii. Items of the agenda shall be forwarded to the appropriate secretaries

seven days before the date of the meeting.

iv. Minutes of the meeting shall be provided for display by the Dean of

Students and displayed to the student membership within fourteen (14)

days.

10.4 Extraordinary Meetings

i. When deemed necessary, the JKUASA council may call an extraordinary

JKUASA meeting.

ii. Such a meeting must have the approval of the Chairman STACS/Patron

JKUASA.

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iii. A notice and the agenda of such a meeting must be clearly stated and

posted to the students and filed with the Chairman STACS/ JKUASA

Patron at least forty eight (48) hours in advance. No other business shall

be discussed during an extraordinary meeting.

ARTICLE 11: COMMITTEES OF THE ASSOCIATION

The association will form committees to handle the various activities that are

deemed as important by the association. Some of the above committees shall

be:

(i) Finance committee.

(ii) Organizing committee.

(iii) Academic committee.

(iv) Public relations committee.

Specifically, the academic committee shall be composed of the

Academic Secretary and the respective cohort representatives from

the various classes.

ARTICLE 12: FINANCES OF ASSOCIATION

i. Finances of the association shall be the responsibility of the Finance

Secretary. They will be kept in an account, where signatories will be

required to give consent to any drawings.

ii. The Budget and Financial Report will be presented to the members at

the Annual General Meeting towards the close of the term of the JKUASA

Council.

iii. The signatories shall be:

(a) Chairperson/Vice chairperson.

(b) Finance Secretary.

(c) Secretary General.

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ARTICLE 13: CODE OF CONDUCT

13.1 Vote of No Confidence:

i. A vote of no confidence may be passed on any member of the

Executive by a two-thirds (2/3) majority vote of the entire Executive

Committee subject to confirmation by the JKUASA Council.

ii. A motion for such a vote shall be circulated to all the members of the

JKUASA Council within ten (10) days of the decision. A meeting of the

JKUASA Council will be held within seven (7) days after the circulation of

the motion.

iii. For the vote of no confidence in the Chairperson or the Vice-Chairperson

to be carried, a two thirds (2/3) majority of the total membership shall be

needed. If such a motion is passed by the JKUASA Council but fails to

gain the approval of the association, all members of the JKUASA Council

shall resign from office.

iv. The meeting shall appoint its Chairperson.

v. The Chief Returning Officer will call a by-election within two (2) weeks

with an electioneering period of two (2) weeks.

13.2 Resignation and Suspension from Office

i. Any office bearer except the Secretary General shall have the right to

resign by submitting in writing a letter of resignation to the Secretary

General and such a letter shall be copied to all members of the

Executive Committee. The Secretary General shall resign by submitting a

letter to the Chairperson.

ii. Any official intending to resign must give notice of not less than seven (7)

days before resigning.

iii. If the Chairperson should resign or be made unable to continue in office,

the Vice-Chairperson, pending a by-election, shall succeed him/her.

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iv. The JKUASA Council, pending a by-election, shall fill a vacancy in the

office of the Finance Secretary following a resignation in the said post.

ARTICLE 14: THE CONSTITUTION.

14.1 Amendment of the constitution

(a). Any proposals to amend the constitution shall be submitted to the

Secretary General in writing. Such proposals shall then be mentioned at the

association’s meeting held thereafter.

(b). Amendments to the constitution will be made at a meeting of the

association. A two- thirds (2/3) majority of total membership shall be needed.

(c). All members present shall take a vote. For the amendment to be

effected, a two-thirds (2/3) majority vote in favor of it must be gained.

(d). The amendment will then be forwarded to the Dean of Students through

the Department of STACS (Chairman STACS/Patron JKUASA).

14.2 Violation of the constitution

Any member who deliberately violates the JKUASA constitution shall be held

responsible of his or her actions by facing disciplinary actions which includes;

(a) Automatic expulsion from the association after a fair hearing by an

independent committee which shall be constituted by the JKUASA council.

(b) Any other punishment agreed upon by the JKUASA council in

collaboration with the patron.

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ARTICLE 15: DISSOLUTION OF THE CONSTITUTION

15.1 Dissolution through Vote of No Confidence

i. Should the association wish to remove the effective constitution, a vote

of no confidence may be initiated through a precisely stated petition

bearing the names and signatures of at least two thirds (2/3) of the

association’s membership.

ii. The petition shall be handed to the Dean of Students or Chairman

STACS/Patron JKUASA within a period of two (2) weeks after the

collection of signatures. The Dean of Students/Chairman STACS/Patron

JKUASA shall investigate the concerns and may call a General Meeting

of the association to discuss the petition.

iii. At the meeting, the points of view of both the electorate and the

Students’ Council shall be heard before the vote of no confidence is

accepted.

iv. The electorate shall then vote on the petition.

v. The constitution shall then be dissolved by a resolution passed at a

general meeting of members by a vote of two-thirds (2/3) of the

members present. If no quorum is obtained, the proposal to dissolve the

constitution shall be resubmitted at a later date. Notice of this meeting

shall be given to all members of the association at least fourteen (14)

days before the date of the meeting.

ARTICLE 16: NAME/OFFICE OF PATRON

i. The association shall have a patron who shall oversee the activities of the

association and be a source of advice to its members.

ii. The patron MUST be from the Department of STACS

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ARTICLE 17 ADOPTION OF THE CONSTITUTION:

This constitution was adopted by members present at the AGM meeting

held on:

Date: ____________________________________________________

Signed:

Chairperson:

Name: ______________________________ Signature: ______________________

Secretary General:

Name: ______________________________ Signature: ______________________

Patron:

Name: ______________________________ Signature: ______________________

Member:

Name: _______________________________ Signature: ______________________