Introduction

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Welcome to the official post-policy document of "ANANT" NIT KKR, The Mathematical Society. This document explains the rules and procedures for the roles, responsibilities, behaviours, and operations of our society. We are dedicated to promoting mathematics and technology and highlighting professionalism, respect, and integrity in all our activities. These policies ensure the clarity, fairness, and efficiency of managing society's affairs and create a supportive environment in which members can work together, innovate, and succeed.

                         

This document outlines the team structure, including office-bearers and executive members, and details their roles and responsibilities. It also provides guidelines for selection, withdrawal, and disciplinary procedures for various positions in society. By following these policies, we maintain a united and effective society that achieves its goals while adhering to the highest standards of ethics and responsibility.

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1. Office Bearers:

1.1. Overall Coordinator (PG): Responsible for leading the society, providing vision and direction, conducting meetings, and representing the society externally.

1.2. Coordinator (PG): 2: Assists with administrative tasks, communication, and logistical arrangements.

1.3. Coordinator (UG): 3: Manages internal and external communications, manages memberships, and support event logistics.

1.4. Treasurer (Faculty): Manages financial matters, oversee budgeting, and ensure compliance with financial policies.

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Note:

• At least one female candidate will be selected for the position of Overall Coordinator (PG) or Coordinator (PG) in the office, in alignment with ANANT’s commitment to gender diversity and inclusivity.

• At least one candidate from the Coordinator (UG) should be female to ensure gender diversity among the team members

 

   2. Executive Members:

2.1. Tech Team Member: Maintains society’s website, manages technical aspects, and supports online events.

2.2. PR/Social Media Team Member: Manages public relations, develop promotional strategies, and create content for social media.

2.3. Content/Newsletter Team Member: Produces and edits content for publications and newsletters, ensuring accuracy and relevance.

2.4. Management Team Member: Plans and coordinates events, manages logistics, and facilitates communication among teams.

2.5. Education Outreach Team Member: Develops educational programmes, organise workshops and seminars, and collaborate with educational institutions and communities.

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Roles and responsibilities

 

1.1. Overall Coordinator

1.1.1. Responsibilities

• Leadership and Vision: Serves as the primary leader and spokesperson for society by providing strategic vision and direction.

• Meeting facilitation: responsible for all meetings and ensuring effective communication and collaboration among members.

• Representation: represents society in external affairs and fosters collaborations and partnerships.

• Decision-Making: Oversees the decision-making process, ensuring that decisions align with society’s goals and values.

• Coordination: coordinates the activities of various teams and committees to ensure alignment with society’s objectives.

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1.1.2. Selection Procedure

• Nomination and Election: Candidate is nominated and elected by office bearers of anant  . 

• Active Participation: Candidate must demonstrate significant involvement in ANANT and its activities.

• Academic Performance: Evaluation includes academic performance, with a focus on MSc Mathematics. Candidate must have no active backlogs to ensure academic consistency and commitment.

• Leadership Qualities: leadership skills, teamwork, and commitment to society’s mission.

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1.1.3. Withdrawal Procedure

• Voluntary Resignation: The overall coordinator may resign by notifying the Office Bearers of ANANT in writing.

• Incapacity or Removal: In cases of incapacity or disciplinary action, society's bylaws dictate the procedure for removal.

• Interim Leadership: A Coordinator (PG) will assume the interim role until a new general election is held.

• Continuity Measures: Established procedures to ensure smooth transition and continuity in leadership to maintain operational stability within ANANT.

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1.1.4. Term Duration

• The overall coordinator serves a term of one academic year, with the possibility of re-election based on performance and contributions.

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1.1.5. Disciplinary Procedures

• Investigation: The Executive Committee will conduct thorough investigations into any reported violations of conduct or policy.

• Due Process: The coordinator under investigation will have an opportunity to explain their actions and present relevant information.

• Resolution: Depending on the findings, disciplinary actions may include a warning, suspension, or expulsion from society. Decisions are made to uphold the integrity and standards of ANANT.

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1.2. Coordinator (PG)

1.2.1. Responsibilities

• Academic Liaison: Serves as a bridge between ANANT and the academic community, promoting collaboration and support for mathematics-related initiatives.

• Event Coordination: Plans and oversees the execution of social events, including seminars, workshops, and guest lectures, focusing on research and job readiness for postgraduate students.

• Research Support: Facilitates opportunities for research dissemination and academic growth among postgraduates and fosters a culture of inquiry and innovation.

• Executive Team Assignment: Each coordinator (PG) will be assigned to oversee one executive team, ensuring effective communication and alignment with the organisation’s objectives.

• Job Readiness: organises workshops and sessions aimed at preparing members for job placements, focusing on the skills required and professional development.

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1.2.2. Selection Procedure

• Nomination and Election: Candidates are nominated and elected by Office bearers.

• Active Participation: Candidates must demonstrate significant involvement in ANANT and its activities.

• Academic Performance: Evaluation includes academic performance, with a focus on MSc Mathematics. Candidates must have no active backlogs to ensure academic consistency and commitment.

• Positions Available: There will be two coordinators (PG).

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1.2.3. Withdrawal Procedure

• Voluntary Resignation: The overall coordinator may resign by notifying the Office Bearers of ANANT in writing.

• Incapacity or Removal: In cases of incapacity or disciplinary action, society's bylaws dictate the procedure for removal.

• Interim Leadership: The remaining coordinator (PG) will assume the role of interim coordinator until a new election is conducted.

• Continuity Measures: Establish procedures to ensure smooth transition and continuity in leadership to maintain operational stability within ANANT.

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1.2.4. Term Duration

• The coordinator (PG) serves a term of one academic year with the possibility of re-election based on performance and contributions.

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1.2.5. Disciplinary Procedures

• Investigation: The Executive Committee will conduct thorough investigations into any reported violations of conduct or policy.

• Due Process: The coordinator under investigation will have an opportunity to explain their actions and present relevant information.

• Resolution: Depending on the findings, disciplinary actions may include a warning, suspension, or expulsion from society. Decisions are made to uphold the integrity and standards of ANANT.

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1.3. Coordinator (UG)

1.3.1. Responsibilities

• Student Outreach: acts as a liaison between ANANT and undergraduate students and promotes participation and engagement in mathematical activities and events.

• Event coordination: seminars, workshops, and guest lectures focusing on research and job readiness for undergraduate students.

• Skill development: This module organises skill-building workshops and sessions tailored to the needs of undergraduate students in preparation for job placements.

• Executive Team Assignment: Each coordinator (UG) will be assigned to oversee one executive team, ensuring effective communication and alignment with the organisation’s objectives.

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1.3.2. Selection Procedure

• Nomination and Election: Candidates are nominated and elected by Office bearers of Anant.

• Active Participation: Candidates must demonstrate significant involvement in ANANT and its activities.

• Academic Performance: Evaluation includes academic performance, with a focus on M&C (B. Tech). Candidates must have no active backlogs to ensure academic consistency and commitment.

• Positions Available: There will be three coordinators (UG) with at least one female member.

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1.3.3. Withdrawal Procedure

• Voluntary Resignation: The overall coordinator may resign by notifying the Office Bearers of ANANT in writing.

• Incapacity or Removal: In cases of incapacity or disciplinary action, society's bylaws dictate the procedure for removal.

• Interim Leadership: A Coordinator (UG) will assume the interim role until a new election is held.

• Continuity Measures: Established procedures to ensure smooth transition and continuity in leadership to maintain operational stability within ANANT.

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1.3.4. Term Duration

• Coordinators (UG) serve a term of one academic year with the possibility of re-election based on performance and contributions.

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1.3.5. Disciplinary Procedures

• Investigation: The Offcie Bearers will conduct thorough investigations into any reported violations of conduct or policy.

• Due Process: The coordinator under investigation will have an opportunity to explain their actions and present relevant information.

• Resolution: Depending on the findings, disciplinary actions may include a warning, suspension, or expulsion from society. Decisions are made to uphold the integrity and standards of ANANT.

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1.4. Treasurer (Faculty)

1.4.1. Responsibilities

• Financial Oversight: oversees all financial activities in society and ensures proper fund management.

• Budgeting: Prepares and manages the annual budget, allocating funds appropriately for social activities and events.

• Record keeping: This involves keeping accurate financial records, including receipts, expenditures, and financial reports.

• Compliance: All financial activities must comply with relevant policies and regulations.

1.4.2. Selection Procedure

• Appointment: The treasurer is a staff member appointed by the faculty coordinator of the mathematics department.

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Executive Team

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2.1. Tech Team Member

2.1.1. Responsibilities

• Website Management: Develops and maintains a society’s website, ensuring it is up-to-date and secure.

• Technical Support: Manages technical aspects such as domain hosting, security, and updates.

• Event Support: Provides technical support for online events and activities.

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2.2. PR/Social Media Team Member 

2.2.1.Responsibilities

• Public Relations: Manages public relations and social media presence.

• Content creation: Creates engaging content for social media platforms and websites.

• Media Relations: Develops relationships with media outlets and other organisations.

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2.3. Content/Newsletter Team Member

2.3.1.Responsibilities

• Content Production: Produces content for publications and online platforms.

• Research and Writing: Researches and writes articles on mathematical topics.

• Editing: Edits and proofreads content for accuracy and clarity.

• Newsletter Management: Compiles and distributes the society's newsletter.

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2.4. Management Team Member

2.4.1.Responsibilities

• Event Planning: Oversees the planning and execution of events and projects.

• Logistics Coordination: Coordinates logistics and volunteer management.

• Team Communication: Ensures effective communication among different teams.

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2.5. Education Outreach Team Member

2.5.1.Responsibilities

• Educational Programmes: Develops educational material and programmes to promote mathematics.

• Event organisation: workshops, seminars, and outreach events are planned.

• Community collaboration: Works with educational institutions and community organisations.

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Guidelines for Executive Team Members

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Withdrawal Procedure for Executive Team Members

• Disciplinary Action: If an executive team member is found guilty of any disciplinary violation, office bearers has the right to suspend the member from his or her position.

• Inactivity: If an executive team member is found to be inactive and not fulfilling their responsibilities, office bearers has the authority to suspend the member from their role.

• Resignation: If an executive team member wishes to resign from their position, they must inform office bearers, who will review the situation and process the resignation accordingly.

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Selection Process for Executive Team Members

• Nomination: Candidates may be nominated by existing members or recommended by office bearers.

• Evaluation: office bearers assess candidates based on qualifications, experience, and commitment to society.

• Selection: After evaluation, office bearers collectively decide on the selection of executive members.

 

Discipline Guidelines for Executive Team Members

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Executive members are expected to adhere to high standards of conduct and professionalism that reflect the values of ANANT. The key disciplinary guidelines are as follows:

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• Ethical Conduct: Executives must uphold ethical standards in all actions and decisions while maintaining integrity and honesty.

• Responsibility: They are responsible for fulfilling their designated roles and duties promptly and effectively.

• Respectful Behaviour: Executives should demonstrate respect towards fellow members, volunteers, and stakeholders to foster a positive and inclusive environment.

• Attendance and Participation: Regular attendance at meetings, events, and activities is essential. Active participation in discussions and initiatives is also expected.

• Compliance: Adherence to ANANT's constitution, bylaws, and policies on financial matters, event management, and overall governance.

• Accountability: Executives are accountable for their actions and decisions. They should be prepared to justify their decisions and actions when required.

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Conclusion

This policy document serves as a comprehensive guide to ensure effective governance, transparent operations, and a supportive environment within ANANT. By adhering to these policies and procedures, we uphold the values of professionalism, integrity, and inclusivity, thereby fostering a community where members can thrive and contribute to the advancement of mathematics and technology.