Young Wizards Society

Young Wizards Society Constitution and By-laws (amended - 2012) Preamble: In the course of human event, as we strive to seek for wisdom bounded by the Recollect Charism, we, the Young Wizards Society, of Colegio San Nicolas de Tolentino - Recoletos de Talisay, imploring the inspiration & guidance of the Almighty God, & invoking the intercession of the Blessed Virgin Mary, in collaboration with the Augustinian Recollect Council of Students, bind ourselves to establish a society whose mission is to improve the academic performance of the students, thereby enhancing the student’s knowledge in discovering new ideas, principles, inventions and applications using the fundamental concepts of mathematics and science, organize a systematic government within the society that shall govern its officers and members, create program of activities that shall help improve the abilities and skills of the students, accomplish the society’s goals and objectives in achieving academic excellence, uphold the equality & rights among its members, in accordance with the principles of this institution, & guide the students to become productive citizens & competent leaders of our community, do ordain and promulgate this constitution. The LOGO Circle - represents unity and unending quest for new knowledge & principles yws_logofinal 3 Stars - represents the light & inspiration of the club Atom - represents the camaraderie and oneness in search for ideas and innovative skills Pythagorean Theorem - symbolizes the passion to things and be critical- minded Praestantia per perseverance et amorem - the guiding principle of the club which resembles dedication towards work in attaining excellence Article I: Name, Jurisdiction and Domicile of the Club Section 1. The name of the club shall be YOUNG WIZARDS SOCIETY Section 2. The principal place of business and sessions of the club shall be at Colegio San Nicolas de Tolentino - Recoletos de Talisay, City of Talisay, Province of Negros Occidental, Philippines. Section 3. The governing body of the club shall be the Young Wizards Society Officers (YWSO), with the supervision of the Club Moderator (CM). Section 4. The Club shall have full jurisdiction over all of its members as mandated in this Constitution & By-Laws, duly authorized by the Club Moderator & approved by the Academic Coordinator and/or School principal. Section 5. The Club also recognizes the significant role of the different campus organization of which, the club shall recognize the autonomy of these organizations and shall provide full diplomatic relation with them.Article II: Objectives Section 1. The Young Wizards Society aims to enhance the ability of the students in careful planning and provide worthwhile activities in the fields of mathematics & science; Section 2. The club intends to develop the critical, logical & analytical thinking of the students, creating challenging activities; Section 3. It also aspires improving the academic performance and social awareness through worthwhile academic programs and community involvements. Article III: Function Section 1: The Club must make policies, identify issues & priorities, and develop plans & programs in accordance with the general principles of the school using the fundamental concepts of Science and Mathematics. Section 2: The Club must coordinate with ARCS, together with the different campus organizations in the implementation of the club activities. Section 3: The Club, with the guidance of the Club Moderators through the Club Officers must create visible supervision in the implementation of the club activities, in relation to school policies & the discharge of financial matters. Section 4: The Club must have representation in the administrative policy-making bodies which directly affect them. Article IV: Membership Section 1. Interested High School students duly enrolled in this institution, who signed up during Registration Period are automatically members of the Young Wizards Society. Section 2. The Club may recommend for investigation to the Principal through the Club Moderator (CM) the suspension or dismissal of any student unworthy of being a member thereof. Section 3. Membership is terminated when the student is no longer enrolled in the institution. Article V: The YWS Club Officers Section 1. The Young Wizards Society Club officers is composed of following * Governor * Vice Governor * 10 Board Members * Year-Level Representatives Section 2: The position of the Governor shall be construed as President of the Club, Vice-Governor as Vice President and Board Members, replacing the Positions of the Secretary down to Business Manager. Section 3. The Governor & the Vice Governor of the Club may be allowed to be elected/appointed to the highest positions in other academic clubs, provided that the concerned officer/s shall personally inform the Moderator and the Executive Board, and that, he/she shall not neglect his/her duties in the club (amended, resolution #4, S2012). Section 4. Officers and members of the club can also be members of another academic club, as well as in the Campus Ministry, provided that the Club, to which they primary belong, must be given priority above the other club. Section 5. Senior Officers and members are allowed to be a CAT Officer. Section 6 ......... In cases where the CAT – I Unit fails to get the required number of applicants, and as the school deems it necessary for the club officers to join, the Moderator, after consultation and approval of the School Principal, may allow the officers of the club to join and occupy the highest position in the CAT – I Unit, should the club officer/s be appointed, after the COQC Summer Training (amended, resolution #4, S2012). Section 7: Functions of the Governor and Vice Governor A. Governor 1. He/She shall be the highest officer in position & is vested full authority to govern the club and all of its members throughout the academic year with the supervision of the Club Moderator, and the Mathematics and Science Teachers. 2. The governor shall convene and call for all official meetings of the club with the presence of the Club Moderator, and/or the Mathematics and Science Teachers. 3. He/She shall see to it that the constitution and by-laws and all resolutions & amendments adapted by the club are strictly complied with. 4. He/She shall have the right in authorizing financial transactions of the club with the approval of the Club Moderator. 5. The Governor shall have the power to direct or appoint any member and/or officer in any function/s and/or position/s, as approved by the Club Moderator, should there be a necessity to do such appointment. 6. He/She shall attend the council meetings of the ARCS or any other meetings called for or delegate another officer of the club on his/her absence. 7. He/She shall sign all club certificates, fund requests & disbursement vouchers and such other papers as covered by the policies of the club, with the approval of the club moderator. 8. He/She shall submit financial reports and other necessary correspondence to the office of the club moderator, particularly year-end report. 9. The governor performs other duties that may be assigned by the Club Moderator. B. Vice Governor. 1. The Vice Governor is the 2nd highest officer in position and is vested full authority in the absence, resignation, disability or death of the Governor. 2. He/She shall preside in all sessions of the club. 3. He/She shall have full authority to supervise all the committees of the club. 4. He/She shall serve as understudy of the Governor so that in the event of aforementioned absence or disability, he/she is prepared to assume the office of the governor without any prejudice to the affairs of the club. 5. He/She attends the council meetings of the ARCS or any official meetings called for by the school when delegated. 6. He/She shall coordinate, assist, and support systemically the various club activities in the school for better efficiency. 7. The vice governor may call for a meeting and/or special sessions of the different committees, with the consent of the Governor, as authorized and approved by the Club Moderator. 8. The vice governor performs other duties that may be assigned by the Governor, as authorized and approved by the Club Moderator. Section 3: The Board Members (10) shall be equally distributed to 5 Club Committees namely: * Committee on Records & Communications * Committee on Program & Activities * Committee on Finance & Budget Management * Committee on Discipline, Peace & Order * Committee on Ways & Means Section 4: Functions of the Different Committees: A. Records and Communication 1. The committee, headed by the Records Secretary, & assisted by the Undersecretary is responsible for keeping a complete list of all the club members, according to their year-level, throughout the academic year. 2. It is also the primary duty of the Records Secretary to record and keep an authentic record of the proceedings and minutes of the meetings during the club session of the club. 3. The committee shall have an accurate, chronological record of all activities of the club, and shall be supported with official documentation through the use of camera, computer-generated documents and other forms of publication, with the help of the School Publication Editorial Board. 4. The committee shall have a complete record of the Club’s Attendance in any club sessions or special sessions called for by the Governor, Vice governor or the club moderator. 5. The committee shall prepare and keep all correspondence pertaining to all activities of the club. 6. The committee shall be responsible for the dissemination of communications for notice of meetings and/or club sessions or any special sessions called for by the Governor, Vice Governor and/or Club moderator. 7 The records of violations, suspensions and/or expulsions and other cases committed by any member and/or officer shall be recorded properly and must be directly channeled to the Office of the Club Moderator. 8. The committee also serves as Property Custodian, keeping the records of all the properties owned and bought in the name of the club. 9. This committee shall keep a record of the in and out of the properties, being used or borrowed by any clubs or committees, evident by a log book. 10. The committee is also tasked to assist the Discipline, Peace & Order committee in the proper recording of violations committed by any members or officers, inside or outside the school campus. 11 The Records & Communications secretary shall make a monthly report of his/her committee during the monthly session of the club. 12. The Records and Communications Secretary shall turn over to his/her successor all books and properties in his/her possession belonging to the club. 13. The committee performs other duties that may be assigned by the Vice Governor and/or Governor, as authorized and approved by the Club Moderator. B. Programs & Activities 1. Headed by the Program Secretary, & assisted by the Undersecretary, the committee takes the responsibility of planning the programs of the club throughout the academic year. 2. The committee also coordinates with the different club committees in relation to the activities of the club. 3. The committee plans, organizes and presents to the club possible programs necessary for the welfare of the club and of the school per consultation with the Governor, duly approved by the Club Moderator. 4. The committee establishes activities that would enhance the camaraderie and bonding among the Club Members, develop and improve the physical, mental, emotional & more importantly, the spiritual life of every member through worthwhile activities and if possible, creating links with other academic clubs, subject to the approval of the Club Moderator. 5. The committee coordinates with the Office of the School Secretary the programs of the school as approved by the Principal. 6. The Program secretary shall make a monthly report of his/her committee during the monthly session of the club. 7. The committee performs other duties that may be assigned by the Vice Governor and/or Governor, as authorized and approved by the Club Moderator. C: Finance & Budget Management 1. This committee, headed by the Finance & Budget Secretary and assisted by the Undersecretary is responsible for receiving and disbursing financial transactions of the club, duly authorized by the Governor, with the approval of the Club Moderator, after consultation with the Mathematics and Science Teachers. 2. The committee, through the Finance & Budget Secretary serves as custodian of all money and other financial records (bank book, book of accounts) necessary to carry out the financial transactions of the club. 3. It also keeps a complete & accurate record of the club’s cash transactions, fund raising projects, donations and other sources of funds, evident by necessary legal documents. 4. It also campaigns for the collections, donations, fees and dues approved by the club; keeps the book of accounts open for examination and for audit purposes, as requested by the Club Moderator, should the need arises; and prepares financial statements once a month or as the need arises, to be posted on the bulletin board upon approval of the Club Moderator. 5. The committee issues receipts for all collections, fees and dues received, keeps an accurate record of the same and pays all authorized expenses. 6. The committee turns over all money (including bank book if there is), papers, books and other properties belonging to the club that the committee may have in its possession upon election of its successor. 7. The Finance & Budget Management Secretary shall make a monthly report of his/her committee during the monthly session of the club. 8. The committee performs other duties that may be assigned by the Vice Governor &/or Governor, as authorized & approved by the Club Moderator. D: Discipline, Peace & Order 1. This committee, headed by the Discipline Officer, and assisted by the Undersecretary has the primary duty of ensuring discipline, peace & order during the club sessions and other sponsored activities of the club. 2. This committee maintains order during Registration of members in every club session, and during the Election of Officers. It is also their primary duty to check the security of all the members during club sessions and other sponsored on and off-campus activities. 3. The committee is authorized to confiscate unnecessary accessories (e.g. caps, bracelets, necklaces, cell phones, etc.) & records the violation/s through a log book (including other violations), of any member and/or officer during club sessions & other sponsored on & off campus club activities. 4. The Committee is also tasked to maintain peace and order during club sessions and other sponsored on and off-campus activities of the club. 5. The Discipline Officer is vested full authority to conduct a regular audit of all money received, all disbursements made by the Finance and Budget Committee, supported with legal & official receipts, & properly account all properties of the club. 6. The Discipline Officer shall verify the accuracy of the book of accounts of the club at the end of the academic year, and shall submit findings/reports directly to the office of the club moderator. 7. The Discipline Officer shall make a monthly report of his/her committee during the monthly session of the club. 8. The committee performs other duties that may be assigned by the Vice Governor and/or Governor, as authorized and approved by the Club Moderator. E. Ways & Means 1. The committee, headed by the Utility Secretary, and assisted by the Undersecretary takes the responsibility of preparing all the materials needed during club sessions and other sponsored on and off-campus activities of the club. 2. The committee coordinates with other committees for possible programs and/or activities whenever they directly require the “manpower” force. 3. It is also the responsibility of the committee to establish links with the different clubs for assistance, to be coordinated with the Programs Secretary. 4. The Utility secretary shall make a monthly report of his/her committee during the monthly session of the club. 5. The committee performs other duties that may be assigned by the Vice Governor and/or Governor, as authorized and approved by the Club Moderator. F. Circle of Young Alchemists 1. The Circle of Young Alchemists (a.k.a. CYA) is the official Honor Guards of the Young Wizards Society. 2. The Circle of Young Alchemists, headed by the Prime Chancellor is directly under the supervision of the Creator/Founder of the Circle and is authorized to perform certain ceremonial drills on activities specifically under the program of the Young Wizards Society. 3. Upon consultation & approval of the Creator/Founder of the Circle, the Prime Chancellor, shall at all times, maintains utmost discipline and directs with firm principle, the integrity of the members of the circle. 4. The CYA is allowed to or may perform as Honor Guards in activities and other mandated, official affairs of the school and off-campus activities provided however, that such performance is properly coordinated and approved by the Executive Board of the Club, with the consent & approval of the creator/founder of the circle. Section 5. Functions of Year-Level Representatives 1. He/She shall facilitate & relay all the activities discussed in the club to his/her year level. 2. He/She shall assist and support the officers by promoting the activities of the club to his/her year level. 3. He/She shall perform other duties that may be assigned to him/her by the Vice Governor, Governor and/or Club Moderator. Section 6: Functions of the Club Members 1. The club members, after being officially registered, shall, at all times, support the activities of the club. 2. Official Members shall be distributed to the different committees of the Club during the First Club Session. 3. Members shall perform other duties that may be assigned by the Undersecretary, Head Secretary, Vice Governor, Governor and/or Club Moderator. Article VI: Rights and Responsibilities of the YWS Members Section 1. Members of the Club shall have the primary duty to ensure academic excellence in their respective subjects, particularly in the fields of Science & Mathematics; Section 2. Members of the club shall at all times uphold discipline and respect for themselves, as well as for the institution as a whole, with dignity & pride. Section 3. Every member of the club shall have the right to peaceful assembly in order to express his/her interests, grievances and complaints not contrary to the club’s policies and the school rules and regulations. Section 4. Every member shall have the right to exercise freedom of speech, press, political belief and conviction, provided that such exercise is not contrary to the Mission Statement of the Club and of the school. Section 5. Every member shall ensure that the rules and policies of the club are faithfully followed, in conformity with the club’s principle, not contrary to the mission of the school. Section 6. Officers and Members shall act as role model of the entire students, inside & outside of the school vicinity to ensure respect and uphold genuine leadership with dignity & pride, carrying the principle “Modeling by Example,” as mandated and clearly stated in the Augustinian Recollect Council of Students Manual. Article VII. Political system Section I: Qualifications of YWS Officers 01. There shall be at least 3 nominees (incoming Juniors & Seniors) for the position of the Governor. 02. The candidate who will get the highest votes will be proclaimed as the new governor, while the second highest candidate occupies the seat of the Vice Governor. 03. For the board members, there should be at least 15 nominees, 10 of whom, getting the highest votes shall be elected. 04. Nominees for the board members may come from the incoming Sophomores, Juniors and Seniors. 05. The first five highest candidates (1 to 5) for the position of board members shall automatically occupy the seat of a Secretary of 5 designated Committees, while the 2nd five highest candidates (6 to 10) shall occupy the seat of Undersecretary of 5 designated committees. 06. For the Year-level representatives, there should be at least 2 nominees for every year level (except for the incoming first year), and only one, getting the highest votes will be declared as the winner. 10. Nominees for the different positions must be official members of the club, do not have failing grades in any of the academic subjects and do not have any record of violations in the office of the Prefect of Discipline. 11. The nomination of candidates for the different positions shall be conducted at a regular session of the club, preferably on the 2nd week of January. 12. The official nominees for the different positions, after having freely accepted the nomination & after careful examination of their candidacy, which includes their academic and non-academic standings, shall be presented in the February Session of the club. 13. In the event that no incoming Junior or Senior Nominee is qualified for the Governor and/or Vice governor positions, the Club Moderator may open the nomination for the incoming Sophomores, or upon the recommendation and approval of the Mathematics & Science Teachers, the Club Moderator may appoint any incoming junior or senior, deemed to be fit for the said positions. Section 2: Election of Officers 1. The officers of the club shall be elected by secret balloting from among the chosen nominees of the club, who are probable candidates. 2. The election of officers shall take place on the first week of March. 3. All members shall be given the right to vote only during the Election day. 4. Al members are allowed to vote only once. 5. 3 club members designated as Student Electoral Board (SEB) of the club shall have the authority to read and tally the total votes of the members. 6. The members of the Student Electoral Board (SEB) shall sign the tally sheet before submission to the Club Moderator for the official proclamation of the winners. 7. In case of tie, a special election may be called for, subject for approval of the Club Moderator. 8. The proclamation of the newly elected officers shall take place right after the counting of votes, duly tallied and checked by the SEB, and approved by the club moderator. 9. The election of first year representatives shall be done on the third week of June, during the general assembly of the Club. Section 3: Induction of officers The induction of the newly elected YWS Officers, shall take place in the last Wednesday Mass of the Academic Year (MARCH), of which, turning over the key of responsibility from the outgoing Governor to the incoming Governor shall follow. Section 4: Meetings 1. The Executive Board composed of the Governor, Vice Governor, Board Members and Year – level representatives together with the club Moderator, & the Math & Science Teachers shall meet at least twice a month and/or as the need arises to plan, organize and implement new rules and/or programs of activities of the club. 2. The Club, in general, with all its members shall meet at least once a month and/or as the need arises, where the Executive Board will present to the body any program and/or policies agreed upon the club’s information and approval. Section 5: Tenure of Office Each elected officer shall serve and support YWS for the whole Academic Year. They may be terminated for any legal cause before the end of his/her term, as provided in this constitution and by laws. Section 6: Vacancy of Position When an officer is incapacitated, have committed any severe violations of the constitution, have explicitly shown lack of interest or, for any other reason becomes unable to function before the end of his term, the club shall decide on who shall fill the vacant position, after due consultation with the Officers and Club Moderator. ARTICLE VIII: FINANCIAL SYSTEM Section 1. The Governor must duly authorize all requests for cash donations/contributions (solicitation) and other cash disbursements pending upon approval of the Club Moderator, after due consultation with the Math & Science Teachers. Section 2. All requests shall be accompanied with a request form & an activity proposal sheet, duly signed &approved by the authorized signatories. Section 3. Official legal receipts, cash register tape/s and/or expense receipts must accompany all cash receipts and/or cash disbursements. Section 4. All authorized disbursements must be properly liquidated with supporting official legal documents, as stated in preceding section, three (3) school days after the activity is done. Section 5. Should there be a cash-in-bank account, there will be two official signatories to transact business of the club, duly authorized by the Governor. These signatories shall constitute the Finance Secretary and the Club Moderator. Section 6. The agreed stated contribution of every club member, as approved by the Club Moderator (may be waived or amended every year), per consultation & approval of the Math & Science Teachers, to be collected during the Club General Assembly shall form part of the Club’s General Fund. Section 7. Should the previous Club have Cash in Bank and Cash on Hand account balances, these fund should be turned over and shall form part of the Club’s General Fund. Section 8. Any unliquidated expenses without valid cause shall be borne by the officer/member concerned. ARTICLE IX: PROGRAM OF ACTIVITIES Section 1: There will be a program of activities for the whole academic year of the club. The following activities shall be acted upon with the approval of the Club Moderator: a. Orientation & Club Formation - June b. Planning & Seminar- Workshop - July c. Quiz Bee - July to March d. Peer tutorial (School) - July to March e. Peer tutorial (Adopted School) - August to September f. Math & Science Days - September f.1. Quiz Bee f.2. Exhibit of Math & Science Projects f.3. Botanical Booth f.4. Horror Room f.5. Film Showing f.6. Parlor Games g. World Teachers’ Day Celebration - October h. Tree Planting - November i. Educational Field Trip - January j. Accounting Seminar - March k. Club Session - every month Section 2: All activities must be properly channeled and coordinated with the office of the Club Moderator & the academic Coordinator before its implementation. Section 3: The Club recognizes the significant role of teachers as such the club shall make the celebration of the World Teachers’ Day every October 5, an annual event, jointly celebrated in the Club’s October session, and be included in the Program of Activities of the Club. Article X: Suspension, Removal & Dismissal of an Officer and/or Member Section1.Suspension of an Officer and/or Member A. Any officer/member may be suspended from the office in any of the ff. reasons: * Three absences in meetings or sessions without valid cause * Five times tardiness in meetings or sessions without valid cause * Failure to do the duties assigned by the club * Have shown disrespect to School Authorities and/or fellow students * Failing grades in any of the academic subjects * Have committed violations which are deemed less serious offenses (Minor Offenses stated in the 2009-2010 Student Handbook, pp. 40-41, 49-50) B. Any notice of suspension shall be effective from the day the CM has signed the notice. Section2. Removal of an Officer and/or Member A. Any officer/member will be removed from the office for the ff. reasons * Seven absences in meetings and sessions without valid cause * Ten times tardiness in meetings and sessions without valid cause * Gross negligence to do the assigned obligation * Gross disrespect to school authorities and/or students * Gross disrespect and/or severe violation of the constitution & by-laws and/or student manual (Major Offenses 2009-2010 Student Handbook, pp. 42-49) * Incapability of the officer/member to perform his/her duty due to body disability, expulsion from the school and other related reasons. B. Before an officer/member will be removed/dismissed from the council he/she will first undergo an impeachment trial to prove if he/she is really guilty of the accusation or not. Section 3: Impeachment Trial and Dismissal of Duties 1. The Office of the Club Moderator is responsible for the proceeding of the impeachment trial of any officer/member. 2. Any officer/member who is subject for removal shall be given the chance to speak or deliver his/her speech during the session. 3. All the officers & members shall witness the trial, and thereafter vote either for the removal of the officer/member, dismissal of the case or suspension, depending on the gravity of the act committed, if proven guilty or not. 4. Any impeachment case or removal petition, suspension or dismissal of the case will take effect upon approval of the Club Moderator, & upon consultation with the Mathematics & Science Teachers, and the Academic Coordinator. Article XI : Amendments Section 1: These by laws can be amended, modified or repelled by a two-third vote of all members of the club in a general assembly, conducted at any regular or special meetings called for the purpose, provided that all members shall have been duly informed at least one (1) month before the proposed amendments. Section 2: Any member of the club can or may propose and initiate the amendment, modification or repel of any provision of these by-laws, provide that such proposal is not contrary to the mission of the club, and of the school in general. Article XII. Club Sessions Section 1: The club shall follow a system of conducting the meeting/session on a given scheduled date, as approved by the Club Moderator. Section 2: The format of the club session, presided by the Vice Governor shall comprise the following: 1. Call to order by the Vice Governor 1. Opening prayer by the YWS Choir 1. National Anthem by the YWS Choir 1. YWS Hymn by the YWS Choir 1. Roll call of attendance & Reading of Minutes by the Records Secretary 1. Approval of the Minutes 1. Business arising from the minutes of meeting 1. Privileged Speech of the committee Secretaries: (Programs, Records, Finance, Discipline and Ways & Means) 1. Privileged speech of the Governor 1. Privileged speech of the Guest Speaker (optional) 1. Privileged speech of the Club Moderator 1. Call to adjourn by the Vice Governor Article XIII: Effectivity Section I: These by laws shall take effect fifteen days after approval by a two-third vote of all the members of the club with the approval of the math and science teachers, club moderators, academic coordinator and noted by school principal. Section 2: This Constitution and by laws shall take effect on September 20, 2008 signed and approved this 5th day of September 2008, during the 1st General Assembly of the Club, at the University of Negros- Occidental Recoletos de Talisay, City of Talisay , Province of Negros Occidental, Philippines. Section 3: The amendments, which were discussed and approved by the club, in its 5th Session on February 26, 2010 shall take effect on March 9, 2010. Signed by: MALUNA S. SANSING CHERYL V. SAPLAGIO Science Science JUCENA A. CURILAN REMIA A. GALLEGOS Mathematics Science MILLER E. LIM Moderator ARIEL G. EDIANEL Academic Coordinator

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