Procedure and Application form for Nomination/Election of Departmental UG Representative for the

Academic Session 2018-19

Office of the Dean of Undergraduate Studies (UGS)
Indian Institute of Technology Kharagpur

Introduction:

As per the directives given in 320th Senate, this notice is for mentioning the procedure to be followed for the
nomination/ election of Departmental UG Representative for the academic session 2018-19. This notice shall be
treated as the official notice from the Dean of Undergraduate Studies announcing the procedure, deadlines for the
Nomination/ Election. Any issue here in with the rules, deadlines or the procedure shall be directly addressed to the
Dean of Undergraduate Studies deanac@hijli.iitkgp.ernet.in.

Eligibility (for students to contest):

Any student from the existing 2nd, 3rd, 4th year batches of [B.Tech, five year Integrated M.Sc, Dual Degree, B.Arch]
and 1st year batch of 2-year M.sc, with no backlogs, have no previous record of disciplinary action taken against
him/her and having a good academic record preferably with a C.G.P.A of >=7.00 (recommended) is eligible for
nomination/ to contest for election. Students who have opted for interdisciplinary dual degrees are eligible to be
nominated/ contest from the home department. The same rule applies for the courses like Instrumentation
Engineering, QD, QE, QM and others.

The Current UG Representative of the Department cannot contest if he/she is eligible.

The student who ever wishes to become the UG Representative of the department should be available on campus
over the entire working duration of the academic session 2018-19.

Nomination vs Election:

If out of all the eligible students only one student applies for the position of responsibility – UG Representative of
the Department then he/she shall be nominated by the HOD.

If more than one of the eligible students apply for the position of responsibility – UG Representative of the
Department then a fair election has to be conducted to decide the final candidate for the post.

Authority to Nominate/ Conduct Elections:

The Head of the Department will be the sole authority either to nominate or conduct fair elections on a case to case
basis. Disputes arise (if any) during the process shall be resolved by the Head of the Department. But for smoother
coordination of the process the HOD should nominate at least one faculty member to look after the process.

Timeline to be followed:

Public notice to all students eligible to contest (on all available mail ID’s) Latest by 8th March 2018
Display of notice on all departmental notice boards Latest by 9th March 2018
Last date for candidates to file nomination 14th March 2018
Last date for withdrawal of nomination 16th March 2018
Circulation of filled nomination forms to all UG students of the department Latest by 20th March 2018
(by current UG Representative of the Department) through mails
Public defence of proposals by contenders in open seminar and Election (All Any date between 21st-27th
UG Students of Department should be a prior informed about this) March 2018
Submitting the name of candidate Nominated (in case of single nominations) Latest by 20th March
Submitting the name of candidate Elected (in case of >1 nominations) Latest by 28th March
Submission of candidate names should be made in sealed envelope to Office of Dean UGS

Logistical Support from the current Departmental UG Representative to the HOD

The current Departmental UG Representative shall visit the HOD after 16th March, open all the nominations in front
of the HOD, scan the filled nomination papers and will circulate it to all the available e-mail ID’s of all UG Students of
the department with the help of HOD. This circulation has to be done latest by 20th March 2018.

If it is a case of single nomination received out of the all eligible students, then the HOD can finalise the
Department UG Representative for the academic session 2018-19 and should send the name of the candidate to
the Office of Dean UGS in a Sealed Envelope Latest by 20th March 2018.

The case of single nomination shall also be informed to all the UG Students of the Department in the same fashion.

Eligibility to vote:

All the UG Students of the department are eligible to vote in the elections for choosing their dept. UG
Representative.

Procedure for election (in case of more than one application)

The current UG Representative of the department will be assist to the HOD and the nominated faculty in organising
the open defence and for providing all the logistical support for conducting the election. He shall do these
arrangements in close coordination with the Departmental Office.

Prior information should be given to all the UG students of the department regarding the date of defence, election
by the HOD. Both the defence and the election should be conducted within the department premises and no student
of other department is allowed to attend the defence except the UG Students, Professors of the home department.

The defence will be followed by an election. During the defence, each contender is allowed to present his ideas,
initiatives, statement of purpose in any form such as talk, speech presentation etc. for a maximum time of 12
minutes, which will be followed by a Q & A session for a time period of 8 minutes. All the moderation during the
defence will be handled by the current UG Representative of the department. Post the defence session, election will
be conducted.

The election will be a paper ballot-based election, all the related logistics will be coordinated by the current UG
Representative of the Department.

The defence and the election can be arranged in any convenient time on a date in between 21st March to 27th
March. The election duration can be scheduled as per the requirements of the department. The election should
happen only one a single day, without any time gap, in a continuous time interval. But there is no restriction for
the defence and the election to happen on the same day.

The counting should happen immediately after the elections and it should be rechecked twice. The results may be
announced by the HOD at his/her discretion. But submission of results to the office of Dean UGS is mandatory latest
by 28th March 2018.

During the entire time period of Defence and Election, the presence of HOD/ faculty (s) nominated by the HOD and
Office Staff nominated by the HOD to coordinate the process is mandatory.

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