Constitution of The Records and Archives Management Student Association of Zimbabwe [RAMSAZ]

Constitution of the Records and Archives Management Student Association of Zimbabwe [RAMSAZ] PREMIABLE We, the members of Records and Archives Management Students Association of Zimbabwe do hereby establish this Constitution in order that our purpose be realized to its fullest extent. Article I - Name The name of the organization will be Records and Archives Management Students Association of Zimbabwe henceforth referred to as RAMSAZ Article II - Purpose RAMSAZ is established for the expressed purpose of:- #Networking all Records Management and Library and Information Science students and staff, workers and professional from colleges, polytechnic, universities and organizations in Zimbabwe so as to provide a channel through which members can exchange ideas, opinions and views in the field of Records and Archives Management profession. # To create a way through which the Records and Archives students and professionals can liaise with other information scientists and institutions locally and abroad. # To educate and instill awareness to the general public on the significance of Records and Archives on the contexts of national development and advocate for the recognition of the records and archives management as a profession. # To promote cooperation with related professional bodies and organizations for academic and advancement of members. # To bring together all the Records and Archives Management students and form a link between Polytechnic, Colleges and University students of Records and Archives Management. # Assist members to get study attachments RAMSAZ understands and is committed to fulfilling its responsibilities of abiding by The Ministry of Higher and Tertiary Education Zimbabwe rules and regulations and the Zimbabwean Government laws. Article III - Membership -Active membership shall be limited to persons officially connected with the Zimbabwean Colleges, Polytechnics and Universities as faculty, staff or registered students from the departments of Records, Archives or Library and Information Science Management and to those employed in information management related positions. -Payment in full of financial obligations as determined by RAMSAZ -Attendance of at least 75% of all meetings during a given semester. -Active participation in all activities sponsored by RAMSAZ unless the activity interferes with either scholastic or financial constraints. RAMSAZ openly admits students and records, archives and information science professionals to its membership and does not discriminate on the basis of race, color, creed, sex, sexual orientation, marital status, personal appearance, age, national origin, and political affiliation, physical or mental disability. Article IV – Officers and mode of Governance RAMSAZ will be governed by the following structures: [1] The National Executive Committee which shall supervise all RAMSAZ operations at national level. [2] The Institutional Executive Committee which shall supervise RAMSAZ operations at each training institution. The National Executive Committee shall include the following officials, an elected President shall chair all RAMSAZ executive meetings and the President shall maintain the power to appoint all committee chairpersons. The Vice-President shall be elected also whose main duties will be to preside and chair meetings in the absence of the President. The Secretary General will be responsible to keep all RAMSAZ records, admission of new members, rule observances at stated meetings, protocol, etc. The Treasurer shall be responsible to keep all books of accounts, receive and bank all membership dues or any other RAMSAZ income. The role and duties of the adviser[s] shall include attending meetings, providing counsel to the organization's officers. The Sports Coordinator will be responsible for organizing all sporting activities of the organization. The Social and Fellowship Coordinator shall be elected to coordinate and social and fellowship events of the organization e.g. trips etc. The Editor will be responsible for the publication of the association’s bulletin. Other officers may be elected as determined by the Executive Committee or Congress. Article V - Operations 1. Voting Eligibility Those members meeting all requirements of active membership as set forth in Article III will be granted voting privileges. 2. Election Process All officers shall be elected by a simple majority vote of eligible voting members of RAMSAZ .All elections will be held bi-annually at a Congress to be held during the month of August. The President will take nominations from the floor, or those interested to be elected will forward their names to the Secretary General. All those nominated by people from the floor and those who would have forwarded their names to the Secretary General for election must be seconded by at least one person. All voting shall be done by either secret ballot or raising up of hands to be counted/collected and tabulated by the Secretary-General and one voting member of RAMSAZ appointed by the outgoing President. 3. Removal Any officer of RAMSAZ Executive Committee member in violation of the Organization's purpose or constitution may be removed from office by the following process: a. Written notification to the officer by the Secretary General or any other person appointed by the President, asking the officer to be present at the next meeting and prepared to speak. b. A two-thirds (2/3) majority vote of the Executive Committee Members is necessary to remove the officer. 4. Meetings All meetings will occur as announced by RAMSAZ Executive Committee and will follow the procedure set forth below: * Attendance * Report by the President * Committee reports * Vote on all committee motions and decisions * Any other business put forward by the members of the club * Dismissal by the President Article VI - Finances RAMSAZ will finance the activities it engages in by the following means: -Membership subscriptions -Fund raising Activities -Donations Article VII –Winding Up -The decision to wind up or dissolve RAMSAZ shall be made only by a resolution to that effect passed by a two-thirds majority of those personally present and entitle to vote at a at a CONGRESS convened specifically for the purposes of which not less than thirty days notice shall have been given , setting out the terms of the proposed resolution and reasons therefore. In the event of the being wound up for any reason, RAMSAZ shall, if necessary, sell sufficient movable or immovable property to pay any unpaid liabilities , and any movable or immovable property remaining shall be shared equally between fully paid-up RAMSAZ members. Article VII-Amendments The constitution is binding to all members of RAMSAZ. Amendments to the constitution may be proposed in writing by any voting member of RAMSAZ at any meeting at which 2/3 of the voting members is present at any meeting. These amendments will be placed on the agenda for the next regular meeting of the executive meeting. Proposed amendments will become effective following approval of two-thirds (2/3)-majority vote of active members at the Congress of RAMSAZ in August. …………. …………………………………. Signature Acting Secretary General ………….. ……………………………….. Signature RAMSAZ Steering Committee Chairperson ………………. ………………………………… Signature Witness