convocation - tshwane university of technology · the convocation is known as the convocation of...

Approved on 23 August 2019

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Constitution

of the

Convocation


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Table of Contents Preamble: ..................................................................................................................................................... 3

1. Definitions ............................................................................................................................................ 4

2. Name..................................................................................................................................................... 5

3. Aims and Objectives of the Convocation .......................................................................................... 5

4. Membership ......................................................................................................................................... 6

4.1. Types of membership .................................................................................................................. 6

4.2. Rights pertaining to types of membership ................................................................................ 7

5. Office Bearers and Committees of convocation ............................................................................... 8

6. Election of Executive Committee ....................................................................................................... 8

7. Termination of office of Executive Committee members ................................................................ 9

8. Election of Convocation to Council, Senate and Institutional Forum .......................................... 10

9. The Executive Committee ................................................................................................................ 10

9.1 Functions of the Executive ....................................................................................................... 10

9.1.1 President ............................................................................................................................ 10

9.1.2 Deputy President ............................................................................................................... 11

9.1.3 Treasurer ........................................................................................................................... 11

9.1.4 Vice Chancellor ................................................................................................................. 12

9.1.5 Registrar ............................................................................................................................ 12

9.1.6 Co-opted Members ............................................................................................................ 12

10. Meetings of Convocation .............................................................................................................. 12

10.1. Rules of Convention .............................................................................................................. 12

10.2. Meeting Procedures of Convocation.................................................................................... 13

11. Amendment of the Constitution ................................................................................................... 15


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Preamble:

WHEREAS an association of graduates, diplomates and permanent staff

members, present or past, of the university or its predecessors known

as the Tshwane University of Technology Convocation (the convocation)

was established by paragraph 49 of the Statute of the Tshwane University

of Technology (2017) (the Statute) in accordance with section 26(2)(g) of

the Higher Education Act, 1997 (the Act);

AND WHEREAS the Statute provides in paragraph 49 for membership

of the convocation and the right to vote;

AND WHEREAS the Statute provides in paragraph 50 for the

president and executive committee of the Convocation;

AND WHEREAS the Statute provides in paragraph 51 for meetings of

the Convocation;

AND WHEREAS the Statute provides in paragraph 52 for the meeting

procedures of convocation

AND WHEREAS the Statute provides in paragraph 50(3) that the

convocation may establish its own committees, and may enter into

suitable arrangements with other bodies within or outside the University,

to achieve its objective;

AND WHEREAS the Convocation of the Tshwane University of

Technology recognises the important role it has to play in the life of the

institution to promote the interests of the University and actively


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contribute to shaping the future and achieving the strategic agenda of the

University;

NOW THEREFORE the Council approves this constitution with the

concurrence of the Convocation.

1. Definitions

In this Constitution, unless the context indicates otherwise any word or

phrase has the meaning ascribed thereto by the Act and the Statute, and

1.1. "Council" means the Council of the University as contemplated in

paragraph 7 of the Statute;

1.2. "Executive Committee" means the Executive Committee of the

Convocation as contemplated in the paragraph 50(3) of the Statute

and in section 5 of this Constitution;

1.3. “IF” means the Institutional Forum as contemplated in paragraph 29

of the Statute;

1.4. "Member" means a person contemplated in paragraph 49 of the

Statute and whose name appears on the Convocation roll as

contemplated in subsection 4.2.2 of this constitution;

1.5. "Secretary" means the Registrar of the University;

1.6. “Diplomates” refers to a person whom a diploma has been conferred

by the University;

1.7. “EXCO” refers to the Executive Committee of Convocation

1.8. “Graduates” refers to a person whom a degree has been conferred

by the University

1.9. “TUT” refers to the Tshwane University of Technology;

1.10. “University” refers to the Tshwane University of Technology;


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1.11. “Vice Chancellor” means the head, chief executive or accounting

officer of the University

2. Name

2.1. The Convocation is known as the Convocation of the Tshwane

University of Technology, hereafter referred to as the Convocation;

2.2. The Convocation is recognised as a structure of the University in

terms of paragraph 49 of the Tshwane University of Technology

Statute.

3. Aims and Objectives of the Convocation

3.1. To assist the University to attain and sustain a high level of academic

excellence;

3.2. To help promote the image of the University;

3.3. To assist the University to promote and build purposeful relations

with the alumni constituency;

3.4. To engage in a concerted effort of fundraising to improve the

financial position and status of the University,

3.5. To participate in the activities of the University Council or any

University structure as permissible by law or University policy;

3.6. To serve as a the official representative body for alumni on all

applicable University committees;

3.7. To facilitate meaningful communication and relay information

among members and the University through official University

communication platforms;

3.8. To support the University in attaining its strategic goals and

objectives as entrenched in the Strategic Plan;

3.9. To build relations with alumni associations and convocations of

other public higher education institutions;


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3.10. To build networks, create connections and open opportunities for

unemployed graduates of the University; and

3.11. To establish alumni chapter associations across the country and the

world.

4. Membership

4.1. Types of membership

The following persons are eligible for membership of Convocation at

Tshwane University of Technology:

(a) Graduates of the University;

(b) Diplomates of the University;

(c) The vice -chancellor, the deputy vice -chancellors and the

registrar

(d) Academic employees on the permanent staff of the University,

professors emeriti and other retired academic employees who were

employed by the University for at least five years prior to

retirement

(e) Members of Convocation appointed by council as per section 49

(1) of the University Statute

(f) The names of new graduates and diplomates of the University are

deemed to have been inscribed in the Convocation roll after degrees

have been conferred or diplomas have been awarded, but members

so registered are required to furnish their addresses to the Secretary

of the Convocation and to notify him or her of any change of

address.


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4.2. Rights pertaining to types of membership

4.2.1 A member referred to in subsection 4.1(a) and (b) may –

(a) Attend meetings of the Convocation;

(b) Vote on matters before the convocation;

(c) Nominate members for election and vote in an election of the

Executive Committee and council members to be elected from

among the members of the Convocation;

(d) Be elected to become a member of the Executive Committee, and

(e) Be elected to become a member of council and other University

committees.

4.2.2 A member referred to in subsection 4.1(a),(b), (c) and (d) may –

(a) Attend meetings of the Convocation;

(b) Vote on matters before the Convocation;

(c) Nominate members for election and vote in an election of the

Executive Committee and council members to be elected from

among the members of the Convocation

4.2.3 A member referred to in subsection 4.1 (c) and (d) may not –

(a) Be voted into the Executive Committee of Convocation

4.2.4 A member referred to in subsection 4.1 (e) may only –

(a) Attend meetings of the Convocation

4.2.5 A member referred to in subsection 4.1 (e) may not –

(a) Vote on matters before Convocation

(b) Nominate members for election and vote in an election of the

executive committee and Council, Senate and Institutional


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Forum members to be elected from among the members of the

Convocation

5. Office Bearers and Committees of Convocation

5.1 The Convocation, at its first meeting, elects from among its members

a President to act as chairperson at all its meetings, who holds office

for a period of three years from the date of the meeting at which he or

she is elected;

5.2 The Convocation establishes an Executive Committee and such other

committees as it may deem necessary to perform its functions;

5.3 The Executive Committee of the Convocation is composed of the

President, Deputy President and Treasurer, elected by the

Convocation, the Vice -Chancellor (ex officio) and the Registrar, who

is the Secretary of the Convocation;

5.4 The Executive Committee has the right of co- option and may co-opt

up to two members; and

5.5 The Executive Committee of Convocation should meet at least once

per annum.

6. Election of Executive Committee

6.1 At an AGM convened for the purpose of election, the Convocation

elects, at a meeting of the Convocation, from among its members,

an Executive Committee who will hold office for a period of three

years;

6.2 Nominations for the Executive Committee are submitted to the

Registrar in the meeting of the Convocation;

6.3 Each nomination must be seconded by at least two members of the

Convocation present at the meeting and accepted by the nominee;


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6.4 Acceptance of nomination can be verbal in the meeting of the

Convocation by the nominee or by way of a signed letter by the

nominee;

6.5 If more than one candidate is nominated voting is done by secret

ballot unless the Convocation meeting decides otherwise;

6.6 No voting proxy will be allowed;

6.7 A candidate who receives the highest number of votes for any

particular position is declared elected in that position;

6.8 If a vacancy occurs in the office of president of Convocation, the

provisions of sub-rules 50(2) of the Tshwane University of

Technology Statute shall apply;

6.9 The persons elected in terms of sub-rule (6.7) will hold office for a

period of three years;

6.10 Members of the Executive Committee are eligible for re-election but

may not hold office for more than two terms;

6.11 The President, Deputy President, Treasurer and other members of

the Executive Committee may not be elected from employees or

students of the University;

7. Termination of office of Executive Committee members

7.1 A member of the Executive Committee of convocation shall cease to

be a member of the Executive Committee when:-

7.1.1 A resignation letter is written and received by the secretary of

executive committee;

7.1.2 He/She is found guilty by the disciplinary committee of

Convocation and is expelled from Executive Committee as a result;

7.1.3 He/She dies


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8. Election of Convocation to Council, Senate and Institutional

Forum

8.1. Members of Convocation shall elect among themselves a member

or members to sit in Council, Senate and Institutional Forum as per

the Institutional Statute;

8.2. The election of such representation must take place at the meeting

of the Convocation;

8.3. Only members as per section 4.1 (a) and (b) not currently registered

as students at the University are eligible for such a nomination and

election;

8.4. For the purpose of these elections the meeting of the Convocation is

deemed a closed sitting from the last date on which ballot papers are

issued until the date of the election, both days inclusive;

8.5. Non-EXCO members elected to the Council, Senate and IF shall be

standing invitees and accountable to the EXCO in between the

meetings of the Convocation.

9. The Executive Committee

(1) The President;

(2) The Deputy President;

(3) The Treasurer;

(4) The Vice Chancellor ex officio

(5) The Registrar (Secretary) ex officio

(6) Co-opted members

9.1 Functions of the Executive

9.1.1 President

The President's duties shall include the following:

(a) Chairing EXCO meetings

(b) Overseeing the affairs of the EXCO


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(c) Convening meeting of Convocation in line with the University

rules.

(d) Reporting regularly on activities of Convocation and the alumni

office to the EXCO and Convocation AGM; and

(e) In the event of a tie in votes, members of Convocation shall proceed

for a re-vote, if there is a tie once again then the President shall

have a casting vote to break the tie.

9.1.2 Deputy President

The Deputy President’s duties shall include the following:

(a) In the absence of the President, the Deputy President shall preside

over meetings of the Convocation and the Executive Committee

and shall act as President;

(b) The Deputy President shall be the custodian of the Convocation

Code of Conduct and manage discipline; and

(c) The Deputy President shall be responsible for all policy initiatives

to be undertaken by Convocation

9.1.3 Treasurer

The Treasurer’s duties shall include the following:

(a) The Treasurer shall be responsible for the financial affairs of the

Convocation;

(b) The Treasurer shall, with the approval of the Executive Committee,

raise funds on behalf of Convocation in partnership with relevant

stakeholders in and outside the University; and

(c) The Treasurer shall submit a financial update to members of

Convocation during the meeting of the Convocation.


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9.1.4 Vice Chancellor

(a) Shall be an ex-officio member of the Executive Committee of the

Convocation.

9.1.5 Registrar

(a) Shall be the Secretary to Convocation as per section 50(4) of the

University Statute.

9.1.6 Co-opted Members

(a) The co-opted members shall be allocated their responsibilities

in a meeting of the Executive Committee.

10. Meetings of Convocation

10.1. Rules of Convention

10.1.1. The President, or if the office of the President is vacant1, the

Vice-Chancellor, may convene a meeting of the Convocation

annually or as often as required, and notice of such meeting must

be given at least four weeks prior to the date of the meeting, by any

means reasonably available, including electronic means;

10.1.2. In the absence2 of both the President and the Deputy President

the EXCO will nominate among themselves a member to preside

over the meetings;

10.1.3. A member who wishes to raise any matter at such meeting

must submit a written motion with regard to the said matter to the

Registrar or the President at least two weeks before the date of the

meeting;

1 The office of the President is deemed vacant if any of the provisions in section 6 are in effect 2 The President is deemed absent if they are unable to attend any sitting or meeting of convocation


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10.1.4. An extraordinary meeting of the Convocation may be

convened by the president or the Vice-Chancellor if and when

required;

10.1.5. An extraordinary meeting of the Convocation must be

convened by the president or, if the office of president is vacant, by

the Vice-Chancellor, upon a written request signed by at least 25

members containing the matters for consideration in the form of

separate motions;

10.1.6. An extraordinary meeting as contemplated in subparagraph

(10.1.5) must be held within two months after receipt of the request

10.1.7. Prior to the sitting of the extraordinary meeting, the Executive

Committee must:-

(a) Write to the petitioners within seven days of receiving the

petition; and

(b) If deemed necessary, meet with the petitioners.

10.2. Meeting Procedures of Convocation

10.2.1. Fifty members constitute a quorum at a meeting of the

Convocation, provided that, if no quorum is present, the meeting

may adjourn and an extraordinary meeting may be convened with

at least seven days' notice, at which the members present constitute

a quorum;

10.2.2. Notwithstanding the absence of a quorum at the start of an

annual meeting, such meeting may proceed to elect office bearers

and to dispose of other formal matters, but no motions may be

submitted at such meeting;

10.2.3. After its constitution, by reading the notice in terms of which

it was convened, a meeting commences with the reading and

confirmation, by the signature of the Chairperson, of the minutes

of the previous ordinary meeting and of all subsequent

extraordinary meetings;


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10.2.4. Any objection to such minutes must be raised and determined

prior to their confirmation;

10.2.5. A member may not, without the permission of the meeting,

speak more than once on a motion or amendment thereof, but the

mover of the motion or amendment may reply;

10.2.6. All matters are decided by a majority of the members present;

10.2.7. In addition to his or her ordinary vote, the Chairperson has a

casting vote in the event of an equality of votes;

10.2.8. If a meeting so resolves, the number of votes in favour of or

against a motion must be recorded in the minutes, and, at the

request of a member, the Chairperson must further direct that the

vote of such member be likewise recorded;

10.2.9. A motion or amendment thereof must be seconded, and if the

chairperson directs, such motion or amendment must be in writing;

10.2.10. A motion or amendment may not be withdrawn without the

permission of the meeting;

10.2.11. The Chairperson may permit the discussion of a matter of

which notice was not duly given, provided such discussion is

unopposed;.

10.2.12. The ruling of the Chairperson on a point of order, or any other

procedure is binding, unless immediately challenged by a member,

in which event such ruling must be submitted without discussion to

the meeting, whose decision is final;

10.2.13. A copy of the resolutions of the Convocation, and a statement

on such other matters as the convocation may determine, duly

certified by the Chairperson and Secretary, are submitted to the

Chairperson of the council for the information of the Council and

to the Vice -Chancellor for the information of the Senate.

10.2.14. The election of members of the Convocation to the Council is

in the manner as determined in the Institutional Rules.


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11. Amendment of the Constitution

11.1. Proposals for the amendment of this constitution for approval by

the Council may be adopted by a two-thirds majority of the

members present at an elective meeting of the Convocation which

takes place every three years.

11.2. At least two months before a general meeting where

amendments to this constitution are to be considered, written

notice of the proposed amendments must be given by the

Secretary to all members.

11.3. The requirements provided for in subsection 11.2 may be disposed

of if a two-thirds majority of the members present at a general

meeting approves thereof.

Chairperson of Council Vice-Chancellor and Principal

Dr B Masuku Prof LR van Staden

convocation - tshwane university of technology · the convocation is known as the convocation of...

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