Constitution of the UDCT alumni association.

1. UDCT Alumni Association
Nathalal Parekh Marg, Matunga, Mumbai - 400019. India
Phone: +91-22-24141164/24141741 w Fax: +91-22-33611020
Email: uaasecretariat@yahoo.in / uaa@ictmumbai.edu.in
Web: www.udctalumni.org.in
Constitution
November 2014
????????????????????
????????????????????

2. 1
Constitution of the UDCT Alumni Association (UAA)
Article 1: Name, Objectives & Activities
1.1 The name of the Association shall be “UDCT Alumni Association”, hereinafter referred to as
UAA.
1.2 UAA shall be governed by this Constitution and such Byelaws and Rules in harmony therewith,
as may be amended or adopted, from time to time, as herein provided.
1.3 UAA shall be organized and operated as a non-profit Charitable Association, in conformity with
the relevant laws of India.
1.4 Primary Objectives
The Primary Objectives of UAA shall be to:
a. Foster fellowship and provide a forum to bring together members of UAA for their progress
and development.
b. Build an association with the parent institute, the “Institute of Chemical Technology”,
hereinafter referred to as ICT, which name encompasses earlier descriptions including
University Department of Chemical Technology (UDCT) and University Institute of Chemical
Technology (UICT).
c. Help members to contribute to the development and progress of ICT and society at large.
d. To assist and provide opportunities to students, teachers, non-teaching staff and alumni of
ICT for their academic and professional advancement.
e. Promote education, including special education, and employment enhancing skills at ICT.
1.5 Primary Activities
The UAA shall aim to fulfil its Charitable Objectives by carrying out the following charitable
activities on a not-for-profit basis:
a. Encourage, organize, promote, sponsor or support lectures, seminars, workshops, competitions,
training programmes, institutional courses and similar activities, in respect of topics and
personalities in the fields dealt with or adopted at ICT from time to time.
b. Institute and grant awards, scholarships, loans, fellowships and assistantships for students,
teachers, non-teaching staff and alumni of ICT and also for students & faculty associated
with ICT.
c. Seek, canvas and receive assistance, in cash or in kind, by way of endowment, patronage,
sponsorship, scholarship, gifts or donations of materials, assets and properties in the name of
UAA, to enable UAA carry out any or all of the above activities and to fulfil its objectives.
d. Buy, build, lease or rent properties (moveable and immoveable) and premises for the use of
the UAA and/or ICT to fulfil its objectives.

3. 2
e. Carry out above and any other similar activities jointly with associations, organisations
and/or similar bodies for furtherance of the objectives of the UAA.
f. Provide assistance, financial or otherwise, to institutes and establishments, equivalent
to ICT in class and status, and which impart education, training or carry out research
& development in chemical technology, chemical engineering, pharmaceutical sciences,
related basic & applied sciences, associated evolving areas and management studies.
g. Donate educational materials, scientific equipment, instruments, furniture, fixtures,
household goods and materials to institutes as mentioned above or for their staff and students.
h. Enable implementation or management of projects, programmes and activities for the benefit
of ICT and society at large.
Article 2: Membership
2.1 Categories of Members
There shall be the following Categories of Members of the UAA:
a. Life Members
b. Honorary Members
c. Patron Members
d. Well-wishers
Students of ICT who have paid part of the life membership fee will be termed as “Members in
Waiting”.
2.2 Eligibility for membership
a. The membership of UAA will be by invitation or upon approval of application of the Alumnus
by the Board of Governors (BOG). For the purpose of Life Membership, an Alumnus is defined
as any individual who has successfully completed any course offered by ICT.
b. Faculty, past and present, who have not completed any course offered by ICT, but have put in
more than three years of service as faculty at ICT, as on the date of their application to be a
Life Member, are eligible to be a Life Member.
c. The BOG can invite and elect eminent & distinguished persons of repute from industry, various
professions, academia or research as Honorary Members, based on the recommendation of at
least two members of the BOG and/or the Advisory Council.
d. Individuals, Corporations, Business Groups and other organizations, are eligible to be admitted
as Patron Members by donating fees as may be prescribed by the extant BOG.
e. Persons who have made contribution towards the objectives of ICT or UAA, but are not
eligible to be Life Member, are eligible to be admitted as Well-wishers by donating fees as
may be prescribed by the extant BOG.

4. 3
2.3 Acceptance of membership
a. Membership of the UAA is contingent to the applicant paying the Membership Fee, as
applicable.
b. BOG shall have an authority to reject membership of a person after giving appropriate reasons.
2.4 Rights and Privileges
a. A right to vote, hold elective office and propose/second candidates & resolutions shall be
restricted only to Life Members whose subscription and other dues are fully paid up to the
date of the election.
b. Members other than Life Members shall have all rights, privileges and facilities as may be
available from time to time for other members of UAA, save the right to vote, hold elected
office, and propose/second candidates & resolutions.
c. The rights of Patron Members will be defined from time to time by the BOG.
d. The rights and privileges of a Member shall not be transferable.
e. Any Member found guilty of misconduct, criminal offence or found acting against the interests
of UAA or ICT, may be expelled by a two-thirds vote of the BOG. Reasonable opportunity
shall be given to the Member to defend himself/herself. There will be no refund of fees paid
for Membership.
Article 3: Headquarters, Chapters & Networking Groups
3.1 Headquarters
a. The Headquarters of UAA shall be at Mumbai and ordinarily at ICT.
3.2 Chapters
a. Chapters can be set up in India and abroad provided the members in that region express, in
writing, to the BOG their desire for starting a Chapter and ask for a support by way of both
financial and relevant planned activities for starting a Chapter. Chapters being established in
India need to have minimum of 15 members.
b. Such Chapters will be recognized by the BOG, provided the objectives and functioning in
the Chapter are in conformity with the objectives, constitution, laws and byelaws of UAA,
in force.
c. In case of Chapters being established out of India, BOG shall be empowered to waive the
minimum membership requirement.
3.3 Networking Groups
a. BOG may encourage and grant approval to informal networking groups at clusters, including
but not restricted to companies, where significant number of alumni express their desire to
come together to further the cause of UAA and ICT.

5. 4
Article 4: Management of UAA
4.1 Board of Governors
a. The Management of UAA shall be vested in a Governing Body called the Board of Governors
(BOG) and shall function through its office bearers.
b. All funds, assets and properties (movable and immovable) of the Association will legally vest
in the BOG jointly and severally.
4.2 Advisory Council
a. UAA will also have an Advisory Council to guide, support and give directions to the BOG, as
and when required.
b. The Advisory Council will have 11+2 members consisting of 11 latest Past-Presidents of the
UAA and Chancellor & Vice-Chancellor of ICT.
c. Every two years the senior-most Past President (by tenure) will cease to be a member of
the Advisory Council and the latest Past-President who is not a member of the BOG will
automatically become a member of the Advisory Council.
d. No member of the Advisory Council shall be a member of the BOG.
e. The list of Members of the Advisory Council will be clearly communicated through UAA’s
newsletters, and/or posted on the UAA’s website by the newly elected Secretary within 15
days of his/her election.
f. Advisory Council will hold at least two interactive meetings with the BOG annually.
4.3 Constitution of BOG
a. The BOG shall consist of sixteen (16) representatives comprising Six (6) Office bearers
and Ten (10) Members. Vice-President, Technological Association (TA) of ICT will be an
additional ex-officio member of the BOG.
b. The Office-bearers of the BOG will be:
• President;
• Immediate Past-President;
• Senior Vice-President;
• Vice-President;
• Secretary; and
• Treasurer.
c. The Office-bearers will be assisted by 10 BOG Members and the Vice-President, TA.
d. Members of the BOG, aside of the Immediate Past-President, will be elected for a period of
two years.
e. Members of the BOG are eligible for reappointment.

6. 5
f. The President is not eligible for reappointment to any office at the end of his term. But the
outgoing President shall continue to be a member of the BOG for one more term as the
Immediate Past-President.
g. Other Office Bearers are eligible for reappointment, but can serve the same position only for
a maximum three consecutive terms.
h. Any casual vacancy amongst the members of BOG arising from death, resignation and
removal, or otherwise, may be filled by co-option by the BOG and the member so co-opted
shall hold office for the balance term of the member being replaced. Such co-opted member
shall be treated on par and have all the rights as enjoyed by the elected members.
i. BOG at their discretion can co-opt a maximum of five (5) members. The co-opted members
will not have any voting rights. The recognized Chapters should be encouraged to send
nominations for co-opted members. Information related to co-opted members should be
clearly communicated by the Secretary through the UAA newsletter and/or posted on the
UAA’s website immediately after their appointment as co-opted members.
j. Any member of the BOG who fails to attend three (3) consecutive meetings of the BOG,
except with prior leave of absence, is liable to be removed from membership of the BOG.
BOG may co-opt a replacement, if necessary. Special meetings convened by the President will
not be taken into consideration when determining attendance.
4.4 Election of the BOG
a. The general body shall elect, at its Annual General Meeting (AGM), 15 members to the BOG.
b. Life Members of the UAA who have completed minimum Two (2) years of membership of
UAA as on the last date of the receipt of nominations are eligible to contest election to become
a member of the BOG.
c. A Presiding Officer will be appointed by the outgoing BOG for the purpose of conducting the
elections.
d. The Presiding Officer will be a Life Member who has completed a minimum 10 years of
membership of the UAA, as on the date of his appointment.
e. The Presiding Officer will preferably be a former BOG member.
f. The list of the eligible candidates shall be clearly communicated by the Presiding Officer to all
alumni by email/post and/or posted on the UAA’s website, as well as displayed on the UAA’s
Notice Board within five (5) working days after the last date for nominations.
g. The updated list of the eligible candidates after the last date for withdrawals shall be clearly
communicated by the Presiding Officer to all alumni by email/post and/or posted on the UAA’s
website, as well as displayed on the UAA’s Notice Board within five (5) working days after
the last date for withdrawal of nominations.
h. The election will be held through secret ballot by a reliable physical and/or electronic based
voting. The election date will be communicated to all alumni by email/post and/or posted
on the UAA’s website as well as on the UAA’s notice board by the Presiding Officer at least
fifteen (15) days in advance.

7. 6
i. For the convenience of overseas as well as outstation members, voting by email will be
allowed. For the vote to be eligible the same should reach the specifically created e-mail
address of Presiding Officer five days before the date of AGM and should originate from the
e-mail address registered with the UAA by the member. The Presiding Officer will ensure the
authenticity of the e-mail address before counting the vote.
j. Information related to elected BOG members will be clearly communicated through the UAA’s
bulletin and/or posted on the UAA’s website as well as UAA’s notice board immediately after
their appointment. This will constitute the last responsibility of the Presiding Officer.
4.5 Election of the Office-bearers
a. The President, Immediate Past-President, Senior Vice-President, Vice-President, Secretary
and Treasurer will constitute the Office-bearers of the UAA.
b. The Office-bearers will be elected by the BOG from the 15 elected members, in the first
meeting to be held within 15 days after conclusion of the AGM, under the Chairmanship of
the outgoing President, who will serve as Presiding Officer.
c. Following BOG members are eligible to contest election for the post of President:
i. Life Members who have completed minimum ten (10) years of membership of UAA.
ii. Should have served as BOG member for minimum two (2) terms, at least one of which
should be as an Office Bearer.
iii. The nomination should be supported by two members of the BOG.
d. Following BOG members are eligible to contest election as Senior Vice-President, Vice-
President, Secretary and Treasurer:
i. Life Members who have completed minimum five (5) years membership of UAA.
ii. Should have served as BOG member for minimum one term.
iii. As far as possible, the BOG will elect a Secretary who is a current faculty member of
ICT, as this will help the BOG to effectively liaise with the ICT management.
4.6 Responsibilities of the Office Bearers and Members of the BOG
a. President
i. Set agenda, goal and objectives for his/her tenure and drive the same to successful
completion.
ii. Represent UAA at all functions and activities of ICT, and at outside forums.
iii. Preside over all the meetings of the UAA.
iv. Allocate suitable responsibilities to Members of the BOG.
v. Appoint Working Groups, Sub-committees etc. for a specific task or purpose.
vi. Initiate review of the Constitution, its Byelaws, and Guidelines for Chapters, from time
to time.
vii. Cultivate and enhance relationships with various Chapters, either directly or through
Sub-committees.
viii. Liaise between the UAA and ICT management.
ix. Ensure a dialogue between the Advisory Council and the BOG, and organise at least two
interactive meetings annually between the two.

8. 7
x. Call for elections for the next BOG at the appropriate time.
xi. Handover responsibilities, authorities and duties to the next President.
b. Senior Vice-President
i. Officiate as President in the absence of the President.
ii. Preside over BOG Meetings in the absence of the President.
iii. Mobilize resources for the UAA.
iv. Review and ensure that points raised in various meetings are taken to completion,
including by formulating Action Taken Reports.
v. Ensure major events of the UAA happen at the stipulated time.
c. Vice-President
i. Officiate as President in absence of both President and Senior Vice-President.
ii. Organise all functions of UAA along with Secretary.
iii. Enlarge membership of the UAA.
d. Secretary
i. Aid, assist and execute the decisions of the BOG.
ii. Attend to the correspondence and communications to and from UAA.
iii. Maintain the official records of the UAA.
iv. Ensure smooth functioning of the office of the UAA, and supervise the working of the
office staff.
v. Call meetings of the BOG in consultation with the President.
vi. Maintain the Minutes of all meetings of the UAA.
vii. Help the President liaise with the ICT management.
viii. File Annual Reports of UAA with all statutory bodies from time to time and in compliance
with the laws after every AGM and EGM.
e. Treasurer
i. Diligently manage the financial resources and maintain records of all the financial
transactions of the UAA.
ii. Frame the budget of the UAA and also conduct periodic reviews during BOG meetings.
iii. Maintain the accounts of the UAA.
iv. Act as Convener of the Finance Committee.
v. Serve as an ex-officio member of all Committees involving financial implications.
vi. Prepare the audited statement of accounts of UAA for presentation at the Annual General
Meeting and file the same with the Income Tax authorities when duly passed by the
General Body.
f. Members of BOG
i. Perform all duties legally or customarily required of Officers of Association in conformity
with the laws of the Government of India.
ii. Wholeheartedly participate/promote/project the objectives and activities of UAA.
iii. Add value to the functioning of BOG by taking initiatives and fully participating in the
various engagements/programmes undertaken during their tenure.

9. 8
iv. Cause the UAA Annual Report to be published and distributed to all members. The report
shall detail the progress and activities of the UAA during the term and it shall include the
audited Annual Accounts in a format in conformity with the statutory requirements and
good accounting practice.
4.7 Legal binding
a. No act of any Officer, member of the BOG or any other members shall be binding on the UAA
unless previously approved by the BOG.
b. The following statement shall appear on all publications bearing the name of UAA: “The
UAA shall not be responsible for statements or opinions advanced in publications, interviews,
reports, papers or in discussion at its meetings, unless specifically approved by the BOG.”
4.8 Appointment of Executive & Committees
a. The BOG shall have the right to appoint an Executive and such staff as needed and on such
terms and conditions as they may deem fit at their absolute discretion for smooth and proper
administrative functioning of UAA.
b. The BOG may appoint Committees, as needed to further the Objectives of the UAA. The
Executive employed by UAA may be the Secretary of the Committee and shall keep records
of all deliberations. All such Committees must have at least one member of the BOG
represented on the Committee. The member/s of the BOG on the Committee will report to
BOG about the progress of the work undertaken by the Committee. The committees so formed
may address issues such as Student Affairs, Fund Raising, Alumni Affairs, Publications, Public
Relations, Chapter Affairs and Placement Activities.
4.9 Notices
a. All members of UAA shall be deemed to have received due notice of all UAA matters if
sent by ordinary post or e-mail to the address on the records of UAA and if a notice has been
put up on a website of UAA or on the Notice Board maintained for that purpose at the
Headquarters of UAA for a period of 10 days.
b. The office bearers of BOG at their discretion can order submission of any matter to the entire
BOG or to the membership of UAA for vote by a suitable letter.
Article 5: Meetings of the UAA
5.1 Annual General Meeting
a. UAA shall hold an Annual General Meeting (AGM) once in every financial year (April 1 to
March 31).
b. The AGM shall be held not later than 31st July of each year, but in exceptional circumstances,
BOG may be empowered to postpone the AGM by not more than eight weeks.

10. 9
c. The Secretary shall send notice of the AGM to all the members at least twenty one (21) days
in advance by email/post and/or post it on the UAA’s website, as well as Notice Board.
d. The Notice for AGM shall be accompanied by:
i. An audited Statement of Accounts of the previous year, along with the Annual Report on
programmes and activities.
ii. Agenda for the AGM.
iii. Text of resolutions to be approved.
e. The quorum at the AGM shall be of 25 members with voting rights and whose dues are fully
paid up. If a quorum is not available at the time of meeting as stipulated in the Notice under
Section 5.1c, the meeting shall be adjourned for half an hour after which the adjourned
meeting will reconvene to consider the business.
5.2 Extraordinary General Meetings (EGM)
a. Special meetings of members called Extraordinary General Meetings (EGM) may be called
to consider urgent business.
b. The EGM shall be called by the President on written request of 25 members with voting
rights who do not have outstanding dues to UAA.
c. The Secretary shall send notice of the EGM to all the members at least twenty one (21) days
in advance, by email/post and/or post it on the UAA’s website, as well as Notice Board.
d. The Notice for EGM shall be accompanied by:
i. Agenda for the EGM.
ii. Text of resolutions to be approved.
e. The quorum at EGM shall consist of 25 members with voting rights and whose dues are fully
paid up. If a quorum is not available at the time of meeting as stipulated in the Notice under
Section 5.2c, the meeting shall be adjourned for half an hour after which the adjourned
meeting will reconvene to consider the business.
f. Discussions at the EGM shall be solely confined to the Agenda for which the EGM is convened.
5.3 Meetings of the BOG
a. Meetings of the BOG shall be convened by the President or, in his absence, by the Senior
Vice-President/Vice-President, not less than 10 times in a year, and preferably every month.
b. Matters reviewed and decisions taken by the BOG will be minuted by the Secretary.
c. President can call for and convene a special meeting of the BOG from time to time to discuss
and deliberate on subjects of special or urgent interest.
d. President can invite any person/s for a BOG meeting to consult/co-ordinate/take advice/
discuss relevant matters on the Agenda.

11. 10
5.4 Inspection of books & records
Minutes, books, registers, accounts and other records of the UAA shall be available for
inspection, to all members with voting rights and who have no outstanding dues to UAA
only at the office of the Headquarters of UAA on written request to the Secretary.
Article 6: Awards and Honours
UAA can constitute Awards and Honours to acknowledge/appreciate/encourage the contributions/
achievements of its members in various fields.
6.1 UAA-ICT Distinguished Alumnus Award
a. An Alumnus may be honoured by UAA as a ‘Distinguished Alumnus’ of UAA.
b. This award will be called as ‘UAA-ICT Distinguished Alumnus Award.’
c. To be elected as a ‘Distinguished Alumnus’, the candidate shall be a Life Member of UAA of
good standing who has distinguished himself in India and/or abroad.
d. Selection process
i. A special Awards Selection Committee of minimum four members will be constituted
by the President to select candidates for the award.
ii. One member of the Awards Selection Committee will be a representative of Vice-
Chancellor of ICT and the rest from members of BOG or eminent members of UAA
selected by the BOG.
iii. The Awards Selection Committee will work with pre-determined and well-publicised
criteria as defined by the extant BOG.
iv. The Awards Selection Committee is expected to work in a democratic, participative and
transparent manner.
v. The list of the candidates selected by the Awards Selection Committee will be put
forward to Vice-Chancellor of ICT and then presented to the BOG for ratification.
vi. The ratified list of the candidates will be circulated to the Advisory Council.
6.2 Other awards
a. UAA can also constitute other awards from time to time, keeping in mind the relevance and
sustainability of the same.
b. Selection of alumni for receipt of such awards should follow clearly set out norms, akin
to that outlined for the ‘UAA-ICT Distinguished Alumnus Award’ and must be through a
participative and clearly spelt out process.
c. For all awards suitable Selection Committees will be formed by the President.
Article 7: Constitution Amendment Process
7.1 Amendments to the Constitution of the UAA as formulated in these Articles will be only
through resolutions approved/rejected by the General Body assembled in any AGM or in an
EGM specifically called for the matter.

12. 11
7.2 Process of amendment
a. The BOG may initiate the process of amendment of the constitution. After deliberating the
proposed changes in the meetings of BOG, the BOG will put forward the proposed changes
along with requirements and reasoning for the proposed changes to the General Body for
approval/rejection.
b. The proposal to amend the Constitution may also be at the instance of any Life Member
of UAA. This proposal needs to be seconded by at least two Life Members of UAA. The
proposal should be accompanied by the requirement and reasoning for the proposed changes.
c. On receipt of the proposal from a Life Member of UAA, President of the BOG will include
the same in the agenda for the next BOG meeting or call for a special meeting. The BOG will
deliberate the proposed changes in their next BOG meeting or a specially conveyed meeting.
The BOG will put forward the proposed changes along with their considered opinion related
to proposed changes to the General Body for approval/rejection.
d. Notice of the proposed amendments shall be circulated along with the notice convening the
meeting for the purpose at least 21 days before the date of the meeting. Such a notice will
contain details of the Article(s) desired to be amended, the proposed text of the changed
Article(s) and the reason for seeking the amendment. The latter is meant as a guide for any
deliberations at the meeting.
e. An amendment will be considered approved provided at least two-thirds of the members
present and entitled to vote at the meeting vote in its favour. Otherwise, the amendment will
be considered as rejected.
Article 8: Winding Up
8.1 UAA may be wound up or merged with another similar body.
8.2 The decision in this regard would need to be ratified at an AGM/EGM called in accordance
with provisions of Section 5.1, 5.2, 5.3 above.
8.3 The funds, including reserves and assets can be donated/liquidated as per the prevailing laws
of the land. No member shall have a claim on the whole or a share of the funds, assets and
reserves.
8.4 All the Chapters/Sub-Chapters will be automatically wound up along with UAA.
Article 9: Indemnity
Officers of UAA or any member of the BOG acting on behalf or behest or a written authorization
of the officers and each member of the Managing Committee of the Chapters of UAA shall be
indemnified out of funds of UAA against all liabilities incurred by him/her in such a capacity
and in discharge of his/her duties in defending any legal proceedings, civil or criminal.