Policy for Students’ Council

1. Preamble

Kalinga University recognizes the importance of student participation in institutional life and considers students as important stakeholders in the University's academic, cultural, social, and developmental activities. The Students' Council shall provide an appropriate platform for student representation, leadership development, communication, participation, and constructive engagement with the University administration.

This Policy establishes the framework for the constitution, functioning, responsibilities, conduct, and monitoring of the Students' Council of Kalinga University.

2. Objectives

The objectives of the Students' Council are to:

• Function mainly as a forum for getting feedback on students' issues and their welfare.
• Provide students with a structured platform to express their views, suggestions, and concerns.
• Develop leadership, communication, teamwork, and organizational skills among students.
• Encourage student participation in academic, cultural, sports, social, and institutional activities.
• Facilitate constructive communication between students and University authorities.
• Promote responsibility, discipline, inclusiveness, and democratic participation.
• Encourage students to contribute to campus development and student welfare initiatives.
• Support a positive and inclusive campus environment.

3. Scope

This Policy shall apply to the Students' Council and its elected/selected representatives, office bearers, student committees, and associated student representatives of Kalinga University.

The Council shall function within the University's rules, academic framework, code of conduct, and applicable regulatory requirements.

4. Constitution of the Students' Council

The Vice-Chancellor shall appoint on the Students' Council one student from each Department/Faculty who shall be a full-time student in the University and has secured the first position in order of merit in the preceding examination.

The Vice-Chancellor can also decide to involve other categories of students in the Students' Council depending upon the need of student participation for the benefit of the University. Students of all categories shall be given adequate representation in the Students' Council.

5. Eligibility of Student Representatives

Students seeking membership or office in the Students' Council shall fulfil the eligibility conditions prescribed by the University.

Eligibility may include:

• Active enrolment in an approved University programme;
• Satisfactory academic standing;
• Regular attendance as prescribed;
• Good conduct and discipline;
• No pending disciplinary action of a serious nature; and
• Compliance with other conditions notified by the University.

The University may prescribe additional eligibility criteria for specific positions.

6. Selection of Representatives

The Students' Council may be constituted through election, nomination, selection, or a combination of these mechanisms, as approved by the competent authority.

Where elections are conducted, the University shall prescribe the election schedule, eligibility, nomination process, voting procedure, code of conduct, and other relevant requirements.

The University may nominate representatives to ensure appropriate representation and continuity of student activities.

7. Functions and Responsibilities

The Students' Council shall:

• Represent student interests and communicate legitimate concerns to the appropriate University authorities.
• Collect and communicate constructive suggestions relating to student welfare and campus life.
• Assist in organizing academic, cultural, sports, technical, social, and co-curricular activities.
• Encourage student participation in University events and initiatives.
• Support activities related to health, wellness, sustainability, community service, and social responsibility.
• Promote a culture of mutual respect, inclusiveness, discipline, and cooperation.
• Assist in identifying student-related issues and directing them to the appropriate University authority.
• Encourage leadership, innovation, entrepreneurship, creativity, and teamwork among students.
• Support orientation and student-engagement activities.
• Participate in institutional initiatives when invited by the competent authority.

8. Meetings and Communication

The Students' Council shall conduct meetings at regular intervals or whenever necessary.

The Council shall maintain appropriate records of:

• Meeting notices;
• Agenda;
• Attendance;
• Minutes of meetings;
• Suggestions and representations; and
• Action taken or follow-up reports.

Student representatives shall communicate with the student community through approved University channels.

9. Student Representation and Grievance Support

The Students' Council may facilitate communication of genuine student concerns to the appropriate University office. However, the Council shall not replace the University's formal Grievance Redressal Mechanism, Internal Complaints Committee, Anti-Ragging Committee, disciplinary authorities, or other statutory bodies.

Sensitive or confidential matters shall be referred directly to the appropriate authority.

10. Code of Conduct

All members of the Students' Council shall:

• Maintain discipline and dignity of the University;
• Respect the rights and views of other students;
• Avoid discrimination, harassment, intimidation, violence, and misconduct;
• Use University facilities responsibly;
• Avoid unauthorized use of the University's name, logo, property, or communication platforms;
• Follow applicable academic and administrative rules; and
• Refrain from activities that disrupt academic or institutional functioning.

The Students' Council shall function as a student-support and representative body and shall not engage in activities contrary to University regulations.

11. Faculty/Administrative Coordination

The University may appoint a Faculty Advisor/Student Council Coordinator to guide and coordinate the functioning of the Council.

The Advisor/Coordinator may:

• Facilitate Council meetings;
• Guide student representatives;
• Coordinate activities with University departments;
• Ensure compliance with University policies;
• Maintain relevant records; and
• Submit reports to the competent authority.

12. Tenure and Vacancies

The tenure of the Students' Council and its office bearers shall be as prescribed by the University.

Membership may cease upon completion of the student's programme, withdrawal from the University, resignation, ineligibility, serious misconduct, or other conditions specified by the University.

Vacancies may be filled through the procedure prescribed by the competent authority.

13. Financial and Activity Management

Activities organized by the Students' Council shall require prior approval from the appropriate University authority.

Any expenditure shall be incurred only through approved procedures and within sanctioned budgets. Proper records of expenditure, participation, and activities shall be maintained.

14. Monitoring and Review

The functioning of the Students' Council shall be periodically reviewed by the designated University authority.

The review may consider:

• Student participation;
• Activities conducted;
• Student feedback;
• Representation of student concerns;
• Compliance with University rules;
• Meeting records; and
• Overall contribution to student development and campus life.

The University may modify the structure or functioning of the Council based on institutional requirements.