AESA

CONSTITUTION OF THE ADULT EDUCATION STUDENTS ASSOCIATION (AESA)

UNIVERSITY OF GHANA

LEGON

PREAMBLE

In the name of God Almighty

We the students of Adult Education in the University of Ghana, Legon,

Upon realizing that, Adult Education as a discipline, having the has the necessary capacity to enhance and broaden the scope of scientific knowledge among individual and community and

Seeks to address all relevant issues that hinders national development

Do hereby adopt, enact and give to ourselves this constitution.

ARTICLE 1

NAME

The name of the association shall be called Adult Education Students Association (AESA)

ARTICLE 2

AIMS AND OBJECTIVES

The aims and objectives of the association shall be:

I. To promote unity and sense of belongingness among the members through excursions, fieldtrips, and organising volunteering activities for NGOs, Communities and corporate bodies.

II. To highlight the relevance of studying Adult Educators to students through seminars, lectures workshops. This will promote the field of study and practice of adult education in the academe and society in general.

III. To create a forum for the exchange of information and possibly undertaking exchange programmes with students in Adult Education in other educational institutions in other countries i.e. USA, UK, Canada, Nigeria, South Africa etc.

IV. To foster co-operation with other student associations in the University of Ghana and other tertiary institutions in order to enhance the academic and social well-being of students.

V. To liaise with Adult Education organisation, primarily in Ghana and in the future across the globe to help provide practical experiences to students of Adult Education in the form of internship and training.

VI. Organise AESA week celebration full of educational activities as well as socialization programs.

ARTICLE 3

HEADQUARTERS

The seat of the association shall be at the Institute of Continuing and Distance Education of the University of Ghana, Legon .

ASSOCAITIONS BRANCH

The Association shall have its branch on City Campus. The Executive Council on city Campus shall be required to report to the Headquarters at the end of every semester.

ARTICLE 4

CLAUSE 1

MEMERSHIP

Membership is open to all students and alumni (both on main and city campus) studying Adult Education at any level in the University of Ghana.

CLAUSE 2

ADMISSION TO MEMBERSHIP

Admission to membership shall be by qualification as laid down in Article 4(C1) upon the payment of the prescribed registration fees and dues.

CLAUSE 3

TERMINATION OF MEMBERSHIP

I. Membership of the Association shall cease automatically with non- payment of dues over a period of two consecutive semester after a verbal or written warning.

II. Any conduct or behaviour that on the part of a member, the Disciplinary Committee would consider to have subjected the association to disrepute.

CLAUSE 4

RE-ADMISSION TO MEMBERSHIP

I. Application for re-admission shall be considered by the Disciplinary Committee. The applicant shall submit written letter in that case

II. The decision of the committee shall be endorsed by the Advisor and the Executive Council of the Association

III. Payment of all outstanding dues and fees at current rates.

ARTICLE 5

CLAUSE 1

THE GENERAL ASSEMBLY

I.The General Assembly shall be the highest decision making body of the Association.

II. The members of the General Assembly shall be voted for by the Association.

III. Representatives from various levels shall constitute the General Assembly.

IV. The budget of the Association for the year shall be approved by the General Assembly before the Executives Body can carry on with any expenditure.

V. The General Assembly shall meet once in a year. However, emergency meetings may be convened either by two third majority of the members of the Executive Council voting in person, or at the request of a third (1/3)of members of the Association as the need arises

VI. The G.A chairman shall chair all General Assembly meetings.

VII. Shall authorize and approve all withdrawals, expenses and other financial transactions made by or on behalf of the Association

VIII. They shall have power to decide on who takes over in the event of a vacation of post, resignation, removal of office among others of an executive(s) before a bye election

CLAUSE 2

THE EXECUTIVE COUNCIL

The association shall be governed by Executive Council which shall be in this hierarchical other:

I. President

II. Vice –President

III. Secretary

IV. Financial Secretary

V. Programs and Project Coordinator

VI. Public Relations Office.

NOTE

The Executive Body which is elected by the Association does not include the Representatives from each level.

CLAUSE 2

TENURE OF OFFICE

The Executive Body shall hold office for one academic year only.

CLAUSE 3

DUTIES AND POWERS OF THE EXECUTIVE COUNCIL

I. The planning, organising and coordinating all activities of the Association.

II. Soliciting and presenting the views of the Association to the appropriate body/bodies.

III. Preparation of annual comprehensive report(s)

IV. Establishing links with other Association and monitoring the decision of the associations.

V. Appointing standing or ad-hoc committees to deal with specific matters when necessary.

VI. Appointment of patrons for the Association.

CLAUSE 4

DUTIES AND POWERS OF THE EXECUTIVES

PRESIDENTVICE PRESIDENT

I. Shall be the chairman of the Executive Council, leader and spokesperson for the Association.

II. Shall preside over all meetings of the Executive Council and general meetings. May also attend other sub - committee meetings as an ex-officio member.

III. Shall endeavour to secure the observance of the provisions of the constitution and bye - laws of the Association by all concerned.

IV. Shall have the power to summon emergency executive and general meetings in consultation and agreement with three (3) other executive members.

V. Shall ensure that the meetings are summoned regularly as outlined in the constitution.

I. The Vice President shall perform the duties of the president in the absence of the latter and such other duties as mandated by the Executive Council.

II. Shall act as president in the event of the resignation, interdiction or removal from office of the president until a bye election is conducted.

III. Shall be the chairperson to the welfare committee.

SECRETARY

I. Shall keep membership register and files of the Association.

II. Shall summon all meetings stating the agenda under the directives of the President.

III. Shall keep and present accurate records of proceedings at all meetings

IV. Shall be responsible for all correspondences of the Association.

V. Shall record proceedings/minutes of all meetings.

VI. Shall keep accurate records of all assets of the Association

VII. Shall encourage and publish all articles submitted by members

VIII. Shall read minutes of the previous meeting for endorsement at the commencement of each meeting.

PROGRAMS AND PROJECT COORDINATION

I. Shall coordinate all programs, projects and activities of the Association.

II. Shall be required to initiate at least a project during his or her tenure in office.

FINANCIAL SECRETARY

I.Shall receive and act as custodian of all monies on behalf of the Association

II. Shall keep all financial records and accounts of the Association.

III. Shall make available the Associations statement of account for auditing.

IV. Shall deposit all monies in the bank account operated by the Association

V. Shall keep imprest of an amount to be determined by the Executive Body

VI. Shall be responsible for preparing the budget statement of the Association in consultation with the Executive Body. This shall be finally be approved by the General Assembly.

PUBLIC RELATIONS OFFICER

I. Shall bring to the notice, information arising out of meetings or gatherings when necessary

II. Shall make known to the public, the stands of the Association on issues with the consent of the Executive Council.

III. Shall be responsible for all public relations matters.

CLASS OR COURSE REPRESENTATIVES

I. Course Representatives shall be elected by students every academic year. This shall be done by the electoral commissioner elected.

II. They shall serve as a link between the Executive Council and their respective classes/Levels.

III. They shall attend and take part in decisions of all Executive Council meetings.

ARTICLE 6

REMOVAL FROM OFFICE

I. Any or all the executives may be removed from office when found to have engaged in;

II. Embezzlement of funds

III. Any conduct or behaviour that brings or is likely to bring the image of the Association into disrepute.

IV. Violation of the oath of office among others.

V. Any twenty (20) members of the Association (specifically 5 each from Level) can petition the Legal Committee for the removal from office of any one or all the Executive Officers.

VI. The Legal Committee shall bring the charge/petition to the notice of members.

VII. The decision of the Legal Committee shall be published after satisfying Article 9(C3) (III)

VIII. All official documents of an officer who resigns or is removed from office shall be handed over to the Electoral Commissioner not beyond forty-eight (48) hours after resignation or removal from office. In the case of the Electoral Commissioner, it shall be handed over to the President.

IX. In case an officer refuses to comply with (IV) above, the officer shall be reported to the Advisor and action taken accordingly.

X. In a case where an officer do not attend meetings for 4 consecutive times.

XI. Poor performance on the part of the officer.

ARTICLE 7

CLAUSE 1

THE ELECTORAL COMMISSION

I. There shall be an Electoral Commission comprising (3) members; the Electoral Commissioner and two (2) deputies who shall be elected by the Association..

II. The Electoral Commission shall hold office for one (1) academic year and shall be independent of the Executive Council

III. The Electoral Commission shall organize, conduct and supervise all elections in the Association.

IV. The Electoral Commissioner shall be responsible for organising platform for vetting candidates, making rules for all elections, declaring results and swearing in of the elected officers in the Association.

CLAUSE 2:

ELECTIONS

I. General elections shall be held on the tenth week in the semester of every academic year and on a day set by the Electoral Commissioner in consultation with the Executive Council in the ninth week.

II. Without prejudice, elections shall be conducted not later than the tenth week of the second semester.

III. All candidates shall be required to go through a vetting process and the vetting panel may disqualify any candidate on grounds of non- performance.

IV. Only first year Diploma, third year (Level 300) degree and first year (Level 600) post-graduate students are eligible to contest for executive positions.

V. All executives shall be elected by a simple majority of members present and voted by a secret ballot.

VI. Where a candidate is sole, a simple majority is required for or against his/her assumption of office.

VII. In the event where a sole candidate loses, the candidate is automatically disqualified for that position and fresh nomination shall be opened.

VIII. Any candidate interested in any office shall complete nomination form seconded by any of the patrons and at least four members of the Association representing different levels

IX. In the event of a tie, there shall be fresh ballot on the candidates concerned. Series of election shall be conducted till a winner emerges

CLAUSE 3

BYE ELECTIONS

I. There shall be a bye election to fill any vacancy (ies) in the Executive Body as a result of vacation of post, resignation, removal from office or death.

II. Three weeks after resignation, removal etc. the Electoral Commission in consultation with the Executive Council. All electoral rules shall apply.

CLAUSE 4

CHALLENGING OF ELECTION RESULTS

I. The validity of the election of an executive officer(s) may be challenged by a member(s) who shall present a written petition for that purpose to the Legal Commission within forty - eight (48) hours after the declaration of the results

II. The Legal Committee shall publish the petition and sit over it for consideration. The Electoral Commission is compelled to act per the decision of the Legal Committee.

III. In the event where the petitioner is not satisfied with the decision of the Legal Committee, he/she shall have the right to seek a redress in any competent court of jurisdiction.

ARTICLE 8

CLAUSE 1

FUNDS OF THE ASSOCIATION

Funds of the association shall be provided by;

I. Annual subscription (All members shall pay annual subscriptions that shall be determined by the Executive Council).

II. Subsidies, grants, gifts and legacies.

III. Fund raising activities

IV. Levy (there shall be compulsory levies when necessary. The levy shall not exceed the annual subscriptions).

CLAUSE 2

BUDGET AND ACCOUNTS

The association’s budget shall be drafted by the Financial Secretary and circulated to members of the Executive Council one week before their meeting. The budget and the annual accounts shall be examined and approved by the Executive Council subject to ratification by the General Assembly.

The Financial Secretary and the programs and projects coordinator shall be responsible for raising funds for the Association and shall report to the Executive Council and General Assembly on the Association’s financial position. All monies raised by or on behalf of the Association shall be applied solely to further the aims and objectives of the Association.

CLAUSE 3

BANKING OF FUNDS

I. All monies of the Association which have no immediate use shall be paid to the Ghana Commercial Bank, Legon Branch.

II. Ghana Commercial Bank shall be the sole banker of the Association but could be changed in the event of a breach of agreement.

III. The signatories to the Association’s account shall be the;

I. President

II. Financial Secretary

III. Associations Advisor who shall be a nominated patron of the Association.

CLAUSE 4:

AUDITING

I. There shall be an independent Audit Committee; the composition of which shall be: two student experts from Business Administration. Economics and Mathematics and Statistics Department. Adult education student each from all levels shall feature in this exercise.

II. Members shall be appointed by their respective classes under the supervision of the class representatives.

III. The Audit Committee shall audit the financial transactions of the Association at least once a year.

IV. The Executive council shall submit a true and fair statement of its financial administration to the Audit Committee at least two weeks before it goes out of office.

V. For the purpose of its work. It shall be lawful for the committee to summon any person including the members of the Executive Council to appear before it.

VI. The report of the Audit Committee shall be pasted on the Associations notice board

VII. Copies of the report shall be submitted to the Special Advisor for examination.

ARTICLE 9

CLAUSE 1

WELFARE COMMITTEE

I. There shall be a Welfare Committee with a maximum of six (5) members of which the composition shall be one member each from Level 100, Level 200, Level 300, Level 400, Diploma.

II. Without prejudice, the head of the committee shall be the Vice President.

III. There shall be a Welfare fund which shall be 15 per cent of the dues paid by members

IV. The Welfare Committee shall be responsible for the disbursement of the Welfare fund and report accordingly to the Executive Council every semester.

V. The Welfare Committee in consultation with the Executive Council shall determine donations in the event of a death of a member, a member’s parent, spouse or child to be given to the member or the family. Other areas to be considered under this provision shall be in the event of a member hospitalized for more than two days, and marriage of a member.

VI. The committee shall determine honorarium for the Executive Body, committee members.

VII. The committee shall annually consider donation to charity.

CLAUSE 2

DISCIPLINARY COMMITTEE

I. There shall be a Disciplinary Committee made up of the, Advisor, the President and two post-graduate students appointed by the council of patrons.

II. They shall have the power to deal with all matters of indiscipline on the part of Executives, committee members and the entire members of the Association.

CLAUSE 3

LEGAL COMMITTEE

I. There shall be a Legal Committee made up of the Advisor, 3 Level 400 student and Level 300 student and 2 level 400 law students. These students must be well vest in the Adult Education Students Association( AESA) constitution

II. The Committee shall be independent and its decisions shall be binding on all members of the Association.

III. They shall have the power to resolve all legal issues relating to this constitution

IV. They shall sit on charges/petitions on the removal from office of an Executive officer(s) and determine the merit.

V. They shall have power to charge persons who misinforms or bring unfounded charges or petition.

VI. Shall be responsible for resolving electoral disputes

VII. For the purpose of its work, it shall be lawful for the Committee to summon any person in the Association to appear before it.

SECTION 4:

SUB- COMMITTEES

The Executive Council shall have power to institute sub-committees as may be necessary and may determine their terms of reference. Such sub-committees may include Sponsorship Committee and Project and Programs Committee.

CLAUSE 5:

VOTING

I. All decisions arising at any meeting shall be decided by a simple majority of those present and voting.

II. No member shall exercise more than one vote

III. In the case of a tie, series of election shall be conducted till a winner emerges.

IV. QUORUM

V. Four members of the Executive Body shall form a quorum

VI. One third of members shall form a quorum at all meetings

MINUTES

I. Minutes book shall be kept by the secretary of the Association and in the case of Committees, their Secretaries

II. The Executive Council and all committees shall keep records of all transactions at all meetings

III. The Secretary shall read minutes of the previous meeting for endorsement at the commencement of each meeting.

FREQUENCY OF MEETINGS

I. General executive meetings shall be held at least once every month.

II. General Assembly meetings shall be held once every semester and all decisions taken at such meetings shall be binding on all members of the Association.

III. At least any twenty-one (21) members can request in writing to the Secretary to convene an extraordinary meeting. The agenda/agendum shall be made available to the Secretary at least seventy-two (72) hours before such a meeting is convened.

ARTICLE 10

CLAUSE 1

PATRONS (HONORARY OFFICERS)

I. There shall be four persons as patrons from the University of Ghana.

II. The patrons shall serve as ex-officio members of the Executive Council.

III. Shall advise on all programs, projects and activities of the Association

IV. Shall follow with keen interest the progress of the Association as well as advise on financial matters

V. They shall have no voting rights

VI. One of the four patrons shall be appointed as Advisor to the Association.

CLAUSE 2:

TRUST PROPERTY

I. The title of all any real property which may be acquired for the purpose of the Association shall be vested in the trusteeship of the Executive Body.

II. They shall keep log/records of all property belonging to the Association.

ARTICLE 11

CLAUSE 1:

AMENDMENT OF CONSTITUTION

I. The constitution may be amended by a two-third (2/3) majority of members of the Association present and voting in person at a general meeting.

II. The proposed amendment must reach the Secretary two weeks before the General meeting.

III. The Secretary shall within one week forward the text of those amendments to all members who must send in comments and suggestions within one week.

IV. All decisions in this constitution shall not be made without the knowledge of the patrons of the Association.

CLAUSE 2:

INTERPRETATION OF THE CONSTITUTION

Any dispute as to the interpretation of any provision of this constitution shall be settled by the Legal Committee and its decision shall apply.

FIRST SCHEDULE

FORMS OF OATH

I. THE OATH OF THE PRESIDENT AND THE VICE PRESIDENT

I ……………......... having been elected to the high office of President /Vice President of this honourable Association do in the name of the Almighty God, swear that I will be true and faithful to AESA; and that I will at all times preserve, protect, and defend the constitution of the Association; and that I dedicate myself to the service and well-being of the members of Adult Education Students Association and to do right to all manner of them. I further solemnly swear that should I at any time break this oath of office, I shall submit myself to the laws of this Association and suffer the penalty for it. So help me.

II. OATH OF OTHER EXECUTIVES

I …………………. having been elected in to the office of ………………. Of Adult Education Students Association, do hereby in the name of the Almighty God, swear that I will be faithful to the president and fellow executives and that I dedicate myself to the service and well –being of the members of the Association and to do right to all manner of persons. I further solemnly swear that should I at any time break this oath of office, I shall submit myself to the laws of this Association and suffer the penalty for it. So help me God.

III. OATH OF CHAIRPERSONS AND COMMITTEE MEMBER

I …………………, do in the name of the Almighty God, swear that I will bear true faith and allegiance to the Association as by law established; that I shall be loyal and faithful to the president and the Executive council; that I will uphold the integrity of the Association and that I will faithfully discharge my duties as …………………(office) and that I will uphold, preserve , protect and defend Adult Education Students Association and that I will do right to all manner of persons in accordance with the constitution of this Association. . I further solemnly swear that should I at any time break this oath of office, I shall submit myself to the laws of this Association and suffer the penalty for it. So help me God.

NOTE: To be sworn on the assumption of office and administration by the Special Advisor.

SECOND SCHEDULE

TRANSITIONAL PROVISIONS

I. A person duly elected as officer of the Association under the law in force immediately before the coming into force of this constitution shall, notwithstanding anything to the contrary contained in this Constitution, be deemed to have been duly elected for the purpose of this constitution.

II. A person who held or was acting in an office shall also be deemed to be have been appointed to the equivalent office under this constitution, as far as it is consistent with the provisions of this constitution as from the day of coming into force of this constitution.

III. As stated in the sections 1 and 2, the person duly elected or appointed shall continue to perform their functions as per the provision of this constitution.

REPORT OF THE CONSTITUTIONAL DRAFTING COMMITTEE

The Constitution was formed in October, 2013 in order to administer the processes and procedures of drafting a constitution that will be used to govern the affairs of the Adult Education Students Association (AESA). Its members are:

Mr. Osei Bawuah Steward Chairman (Level 400)

Miss Benedicta Korlekie Course Rep (Level 400)

Mr Delali Amuzu Teaching Assistant (ICDE)

Legal review and editing of this draft was done by:

Mr Micheal Larbi Course Rep (Level 300)

Mr. Abrefa Eric Fmr. course Rep (Level 400)

Mr. Attakora Dwomoh Law Student (Level 200)

Mr.Nana Kwaw Manful Member (Level 400)

Miss Portia Danquah Course Rep (Level 400)

Mr. Anane Prince Course Rep (Level 200)

Made on this day of November, 2013

AESA

Wednesday, 18 February 2015

Thursday, 28 November 2013

CONSTITUION OF THE ADULT EDUCATION STUDENTS' ASSOCIATION

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