Society of Physics Students

2015 CONSTITUTION AND BY-LAWS

PREAMBLE

We, the members of the Society of Physics Students, seeking the aid of Almighty
God, in order to establish an organization that shall embody our ideals, promote and

ARTICLE I
NAME, NATURE AND DOMICILE OF THE ORGANIZATION

Section 1
The organization of the Physics students of the Department of Physics, Mindanao
State University-Main Campus, Marawi City shall be officially called as the Society of
Physics Students. It is a pure academic organization which endeavors, promotes and
revitalizes the need of a strong awareness and active participation of the studentry in the
field of Physics in the University.
Section 2
The Society of Physics Students shall adopt its seal, which must be reflective to
its principles and objectives as stated in Article II.
Section 3
The Society of Physics Students shall hold office at the room besides Room 232

(Majors’ Room) or any room determined by the Physics Department provided that it is
accessible to the constituents of the student body.

ARTICLE II
DECLARATION OF PRINCIPLES AND OBJECTIVES

Section 1
The Society of Physics Students shall be the only legitimate and duly recognized
student organization that possesses the right to represent the Physics student body to the
College of Natural Sciences and Mathematics Student Assembly and to the key policy-
determining bodies of the College on policy matters that affect the interest and welfare of
the Society of Physics Students and the Physics Department studentry.
Section 2
The Society of Physics Students shall determine, adopt, and pursue its policies,
programs and activities, which shall be in consonance with this constitution, the CNSM-
Student Council constitution, the Mindanao State University–Supreme Student
Government (MSUSSG) constitution, the University Code, and the existing laws of the
land.
Section 3
 Democracy in the expression of the goals and expectations of the Society of
Physics Students shall at all times be upheld.
Section 4
The development among its members of the scientific attitude and well-being in
the search for truth and excellence in the sciences and other academic fields shall be its
primary objective.
Section 5
The Society of Physics Students shall promote and encourage scholastic
endeavors, fellowship, collaboration, integration and goodwill among the members and
with other legitimate organizations.
Section 6
The Society of Physics Students shall carry out relevant and scientifically oriented
programs for the intellectual enrichment of the members.
Section 7

The Society of Physics Students shall discover and develop skills and motivate
active participation of the members to the affairs sponsored by the Department of Physics
in particular, College of Natural Sciences and Mathematics and the Mindanao State
University in general.

ARTICLE III
MEMBERSHIP

Section 1
There shall be two forms of membership of the organization namely; regular
membership and honorary membership.
Regular members are those who are bona fide Bachelor of Science in Physics students
officially enrolled in the current semester of the department.
Graduates from the Physics Department may retain their membership as honorary
members.
Section 2
Discontinuance of the study, leave of absence, withdrawal and expulsion from the
College are grounds for the termination of membership.

ARTICLE IV
RIGHTS AND PRIVILEGES

Section 1
All bona fide members are entitled to all rights and privileges as provided for in
this constitution.
Section 2
Regular members of the organization shall have the right to vote on matters
concerning the election of the officers and on matters of the organization functions.
Section 3
Members shall have the right and privilege to suggest any idea contributive to the
welfare of the whole organization.
Section 4
Free access to the records of the Society of Physics Students shall be guaranteed
and be made readily available at all times to every member.
Section 5
Regular members shall be given first priority to any activities which involves the
Physics department in particular.
Section 6
No member shall be deprived of his/her rights and privileges without due process.

ARTICLE V
DUTIES AND OBLIGATIONS

Section 1
It shall be the duty of every member of the organization to uphold the constitution,
to contribute to its development and welfare, to abide by its rules and regulations and to
cooperate with the constituted authorities in the furtherance of its principles and
objectives.
Section 2
Every member shall pay the Society Fee, the amount of which shall be set per
semester subject to the approval of the Society Adviser and Physics Department
Chairperson. The Society fee is an obligation of every Regular member of the Society of
Physics Students for the organization to be fully operational.
Section 3
Every member is obliged to engage in any gainful activities related to the
objectives of the Society of Physics Students’ constitution. Appropriate sanctions shall be
imposed pursuant to existing laws.

ARTICLE VI
ORGANIZATIONAL STRUCTURE

Section 1
The Society of Physics Students shall be composed of the following elected and
duly recognized officers:
i.) The President
ii.) The Vice–President
iii.) The Secretary
iv.) The Treasurer
v.) The Auditor
vi.) The Press Relation Officer
vii.) Business and Social Manager
viii.)Representatives
ix.) Property Custodian

Section 2
The Society of Physics Students shall be supervised by a Society Adviser who is
duly authorized and appointed by the Department Chairperson. The Society Adviser shall
be the principal adviser of all operating procedures, policies, programs, activities and
governance of the student organization.
Section 3
“Check and Balance policy” shall be applied at all times to expedite the standard
operating procedures of the organization for the welfare of the student body.
Section 4
All recognized and duly elected officers shall be at all times hold liable to their
actions and conducts in relation to their governance and must uphold the principle of “A
public duty is a public trust”.

ARTICLE VII
FUNCTIONS OF THE SET OF OFFICERS

Section 1
The following are the functions of the duly elected set of officers:
1. The President shall
i.) Call for and preside over all meetings of the Society of Physics
Students;
ii.) Oversee and responsible of all operations of the student
organization;
iii.) Represent the student body to the executive committee of the
department, college and university;
iv.) Have the power to sign in behalf of the organization any and
all
resolutions on policies formulated by the organization; and
v.) Perform other functions which are necessary to carry out the
objectives of the Society of Physics Students and those required of him
by the organization.
2. The Vice–President shall
i.) Take the president’s place in the absence or incapacity of the
latter; and
ii.) Perform such functions as maybe assigned to him by the
organization.
3. The Secretary shall
i.) Keep all the records of all the meetings of the executive body
and all special sessions called for by the president;
ii.) Keep all past and present records concerning all the
undertakings of the student body;
iv.) Provide a semestral report in all matters pertaining to the
organization’s activities, undertakings and accomplishments; and
v.) Perform such functions as maybe assigned to him by the
organization.
4. The Treasurer shall
i.) Be responsible for the financial affairs of the organization;
ii.) Make a financial report in the meeting after every affair of the
organization and monthly and semestral report on the financial status of
the organization;
iii.) Prepare monthly and semestral reports of the financial status
of the society to the organization’s advisers and members as well; and
iv.) Have the power to withdraw and deposit funds in the name
of the organization with the president as co-depositor through the
recommendation of the auditor and the advisers.
5. The Auditor shall
i.) Assess/audit the funds of the organization monthly and attests
as to the correctness of the financial reports of the treasurer; and
ii.) Recommend withdrawals of the organization’s funds upon
approval of the president and the advisers.
6. The Press Relations Officers shall
i.) Take charge of disseminating information concerning on the
policies and activities initiated by the organization and other important
matters instituted by the university; and
ii.) Perform other duties or organizational functions as may be
assigned to them by the organization.
7. The Business and Social Manager shall
i.) Be accountable as a buyer of all the necessities in society.
ii.) Be mentally and socially intelligent.
iii.) Plan and develop strategies for the future goals of the
society.
8. The Property Custodians shall
i.) Take charge of the properties of the organization;
ii.) Make inventories of the properties of the organization; and
 iii.)Submit monthly reports regarding the status of the properties
to the body as may be deemed necessary.
9. The Representatives shall

i.) Represent the year level where he/she belongs in all meetings
or sessions called by the President;
ii.) Make suggestions in behalf of the year level he/she belongs;
and
iii.) Perform such other functions as may be directed by the
organization.
Section 2
All duly elected and appointed officers shall serve during enrolment period to
expedite the enrolment process and allows a smooth flow of the enrolment procedures of
the Department. It is also their duty to ensure that freshmen are well-guided and well-
informed of the standard operating procedures of the enrolment.

ARTICLE VIII
HANDLING OF FUND

Section 1
The collected membership fees shall be accounted for and shall be deposited to
the bank in consultation with the Society Adviser in the name of the organization and shall
become the trust fund of the organization.
Section 2

The Treasurer with the President shall be the signatories of the bank account and
shall have the authority to withdraw from the deposited fund with the approval of the
Society Adviser and the Department Adviser.
Section 3

There shall be a budget allocation plan to be made by the society before the
academic year starts in consultation with the Society Adviser and the Department
Chairperson.
Section 4

After the budget has been approved, all disbursements shall be made where these
disbursements fall in the appropriate budgetary allocations. In case the approved budget
allocations are altered, disbursement of funds impertinent to an appropriate budget is not
allowed.

Section 5
Any other fund generated by the organization aside from the Society fees such as
those from fund raising and income generating projects shall be accounted for by the
organization.
Section 6
There shall be a semestral financial report to be made by the treasurer and attested
by the auditor which shall be presented to the members during the general assembly duly
approved by the Society Adviser in behalf of the general membership. All operational
expenses and income generating funds within the semester shall be included in the
semestral report.
Section 7
Any project formulated and initiated by the Society shall be in consultation with
the Society Adviser and Department Chairperson to enhance and ensure transparency in
all financial transactions involving funds collected and generated by the organization.

ARTICLE IX
SANCTIONS AND FINES

Section 1

Any member of the organization who did not participate in any institutionalized
activities by the organization, department, college or university shall be sanctioned with
fines or community services provided that proper and enough information on the matter
is disseminated among the studentry.
Section 2
Any member of the organization who is not able to actively participate in any
institutionalized activities due to unforeseen events beyond the member’s control or the
day of the said activities falls on the day that is contrary to his/her religious background
and beliefs shall not be sanctioned provided that proper documents and evidences are
presented.
Section 3
Any member who does not and will not pay reasonable fines shall not be cleared
from monetary and accountability in the student organization. Clearance will not be signed
by the authorized representative.

ARTICLE X
ELECTION OF OFFICERS

Section 1
Election of officers shall commence at the end of the academic year whose date
is to be determined by the incumbent officers duly approved by the Society Adviser or
any member of the Electoral Board. Election must observe and follow the usual
parliamentary proceedings.
Section 2
Each member of the organization is entitled to only one vote. He/She may suggest
or nominate from among the members who are qualified to hold office. In-absentia
members should not be nominated; hence their right to vote is also forfeited.
Section 3
No election shall commence or be held if the members of the organization does
not reach majority or quorum of the total number of enrollees of the BS Physics program
within the semester.
Section 4
Students vying for a position in the Society of Physics Students must vacate their
positions in other organization within the college prior to the election. No student will be
nominated for the position in the organization if derogatory record is inflicted against
him/her.
Section 5
Those who vie for the Presidency and Vice-Presidency must be a regular third
year student at the day of the election with a CGPA of not less than 2.50, of good moral
character and without any derogatory record.
Section 6
Any member who wishes to be nominated/elected to other Society of Physics
Students positions must not have any incomplete INC’s or a failing grade in their
transcript of records and they must have a CGPA of not less than 2.50.
Section 7
Should there be political parties, they must abide by the regulations set by the
Electoral Board composed of Society Adviser and Department Chairperson.

ARTICLE XI
TERMS AND SUCCESSION OF OFFICE

Section 1
The tenure of office of the officers will end a week before the end of the academic
calendar.
Section 2

In case of incapacity of the President, the Vice–President will immediately take

the office a day after.
Section 3
Special elections shall be called for in case of permanent incapacity or death of
any elected officers.

ARTICLE XII
ELECTORAL BOARD

Section 1
The electoral board shall constitute the Commission on Election (COMELEC)
along with the Society Adviser and Department Chairperson or his/her authorized
representative.
Section 2
The official result of the election shall be announced three (3) days after the
election.
Section 3
Casting of ballots shall be done by secret balloting.
Section 4
Protest of election results shall be done or entertained within twenty-four (24)
hours after the formal announcement of the election results.
Section 5
Filling of candidacy by independent candidates and political parties should be
made to the electoral board not later than two (2) weeks before the election.
Section 6
The year level standing as well as their academic status shall be determined and
certified by their academic advisers.
Section 7
A campaign period of one (1) week shall be given to the respective candidates
and their respective political parties.
Section 8
The election shall start at eight o’clock in the morning (8:00 AM) and shall end
at three o’clock in the afternoon (3:00 PM) with a 12:00 NN – 1:00 PM break at the
respective precincts in the vicinity of the two CNSM buildings.
Section 9

Canvassing shall take place at the Chairman’s Office or at the pre-announced

place right after the voting hour.
Section 10
All regular members are allowed to vote. However, honorary members are not
allowed.
Section 11
There shall be no proxy voting or block voting allowed.

ARTICLE XIII
GENERAL PROVISIONS

Section 1
There shall be two regular meetings of the student body officers every month,
which shall be scheduled whichever time or day of the month is appropriate for them to
convene.
Section 2
Emergency meeting shall be called by the President whenever matters of
importance which need prompt actions and response by the organization arise.
Section 3
There shall be a general assembly at the end of each semester whose date is to be
determined by the body in connection with the College Student Assembly.
 ARTICLE XIV
AMENDMENTS AND RECOMMENDATIONS

Section 1
Any amendment to, or revision of this constitution may be proposed by the
members upon a vote of 2/3 of all its members.

Section 2
Any amendment to, or revision of this constitution shall be valid when duly
ratified by a majority vote cast by all members of the organization after the approval of
such amendments or revisions.
Section 3
Impeachment and recall cases shall be submitted to the Department Chairperson
for proper and immediate action.

ARTICLE XV
EFFECTIVITY

This constitution shall take effect upon the ratification by the majority of the voting
members of the organization.