Article 1 – Definition and Aims and Purposes
The name of the organisation is the Swinburne Islamic Society (SIS) since 1999.
Swinburne Islamic society shall be a student organization
We are dedicated to serving the best interests of Muslim students at Swinburne through many activities and inspired by the Prophet Muhammad (peace be upon him). Our aim and purpose shall be to serve as a representative body of Muslims on campus which caters to their needs, while striving to be a vibrant, integrated and contributing body within the campus community
- To serve as the representative voice of Muslims at the Swinburne University, regardless of their nationality, school of thoughts, language and race.
- To cater to and accommodate the intellectual, spiritual and social needs of Muslim students
- To build a cohesive and unified community of Muslims on campus;
- To expand our scope of work and influence within the larger campus community;
- To provide opportunities for leadership development within Swinburne’s student body
- To enjoin what is right and forbid what is wrong in all facets of the Muslim community and to actively promote and propagate Islamic teachings and to adopt all means for the achievements of this objective in accordance with Shariah.
- To participate in community initiatives that complement SIS’s mission.
- Engage with all faiths and nationalities so we can foster peace, co-operation and understanding.
Article 2 – Affiliation
SIS shall be affiliated with the Swinburne Student Amenities Association (SSAA) for 2014
Article 3 – Membership & Address
- A full member of the congregation shall be a student of Swinburne university enrolled in 2014.
- Members who are requested to register our society through SSAA website. Go to www.myssaa.com.au/register. Fill up the form with your name, email address, Student Id phone number and click on register. Then go to the club section, Find our Islamic society in the religious category and clink on join.
- There is no membership fee for 2014.
- Voting privileges in elections and constitutional amendments, as well as eligibility to be nominated for an Executive position are given only to Current members.
Honorary Membership Shall enjoy all the privileges and rights that they possessed during their tenure as a registered student, corresponding to their prior membership status.
There is no office is allocated for this organization from the university. However, official postal address of the Congregation shall be room 308, Gs building, 34 Wakefield street, Hawthorne 3122 or Basic founding principles
Article 4 – Office Bearers
Only current members are eligible to run for an Executive position. As a part of the internal committee, member will be the face of Muslims on campus, will engage their peers and educate them in issues that relate to our faith. All the executive committee members have to offer unconditional consent to use his/ her photo in the social media of Swinburne Islamic Society. It is of no help to leave all the work to a few people while the rest sit back and enjoy the fruits of their labour.
To be nominated for the position of President, a nominee must have been an Executive or Director for at least one year, Must have to be a practicing Muslim who is capable to lead a prayer, be acknowledged by the Muslim students, staffs and alumni as a ‘highly active volunteer’ for at least two years.
The term of office for Office Bearers shall be February 1st of one year to January 31th of the following year.
Elected officials will be only three (President, Vice President and Secretary). Other executive positions will be appointed by the president. All the executives shall be primarily responsible for the overall administration of the SIS.
The Executive shall oversee the work of the SIS, taking responsibility for the leadership and management of the Directorships. The Executives shall approve of all plans which are executed under the SIS name.
The Executive may add and remove Directorships as it deems necessary. Removal of a Directorship requires it to be vacant.
All the positions are voluntary Typically, Muslims see volunteering as something that should be done when you have nothing else to do. This should not be the case. If people generally see volunteering as something secondary and less important, the quality of the effort is greatly diminished. Volunteering must be at least as important as other pursuits like preparing for exams.
Article 5 – Duties of Office Bearers
The President shall be responsible for:
- The general management of all the activities of the SIS;
- Being the public face for the SIS and acting as the representative of the SIS Executive;
- Presiding over meetings of the SIS Executive;
- Administering the overall strategic development of the SIS;
- Developing and implementing new strategies to improve organizational efficiency;
- Ensuring that SIS activities remain within the boundaries of Islam
- Maintaining liaison with the University administration, and other bodies on any secretarial matters, with the cooperation of the Vice-Presidents.
The Secretary shall be responsible for:
- Official contact person
- Calling meetings of the SIS Executive;
- Preparing and circulating the minutes of all SIS Executive and General Body meetings;
- Presenting at the beginning of every SIS Executive meeting the minutes of the previous meeting for approval by the SIS Executive;
- Preparing the agenda for the SIS Executive and General Body meetings and notifying the members of the SIS Executives.
- With the cooperation of the Communication officers, maintaining an SIS Volunteer Database, and overseeing activities related to volunteerism, such as volunteer recognition; assisting committees with the recruitment and deployment of SIS volunteers;
- Maintaining the list of members of the SIS;
- At the end of the SIS term, facilitating the process of handing relevant SIS documents to the next Executive;
- Official spokesperson of the SIS and shall be responsible for
- Representing the SIS at functions held by external parties, including meetings called by the University
- The Vice-President shall be responsible for:
- Shall be in charge of all social, sporting and female-specific activities for women
- Performing general administrative duties of the SIS
- Presiding over meetings between the SIS Executive and Directors, and ensuring that a proper agenda and minutes are completed for Directors’ meetings.
- Representing the SIS at functions held by external parties, including meetings called by the University
- Offering guidance to SIS Directors on various opportunities and challenges in social advancement;
- Shall be responsible to recruit volunteers to help organize the events;
- The Vice-President (Activity) shall be responsible for:
- Generating feedback from Muslim students on their religious and academic needs; developing, in coordination with Directors, strategies to meet students’ needs;
- Assisting the President in accomplishing the purpose of the SIS and implementing SIS policies; Liaising and strengthening relationships with other student clubs, the University Administration, and the wider community;
- Shall be in charge of all social, sporting and male-specific activities;
- Should have an open personality and be able to speak clearly with enthusiasm;
- Shall attend all necessary meetings as requested by the Executives;
- Mentoring Officer shall be responsible for:
- Should have an open personality to attract newcomers to the SIS;
- Welcoming new members and Public Relation (member registration, Dawah, social media etc)
- Overseeing and coordinating the work and activities of SIS Directorships which offer services to the Muslim community on campus, such as religious and academic services;
- Stay in the Public engagement table or Club promotional table (dawah table) and communicate with new members and exchange contacts.
- Shall arrange for the dissemination of academic advice and networking through career fairs and seminars;
- Shall hear and consider all requests for the SIS to assist with the academic success of students, and plan services and activities which cater to the academic needs of students;
- Communication officer shall be responsible for:
- Manage social networks efficiently
- Preparing flyers, bulletins, and newsletters of the Association and presenting the same before the Cabinet for their review.
- Shall maintain the SIS website at www.swinis.org, ensuring frequent updates of web page content to reflect planned SIS events and projects;
- Shall ensure all content has been reviewed by the Executive Committee and/or any other knowledgeable parties selected by the Executive Committee;
- Shall inform the Executives of any potential problems related to the website immediately;
- Shall maintain complete security over the various SIS-operated IT Projects;
- Shall ensure a current copy of the Constitution and the Handbook exists on the SIS web page at all times;
- Shall attend all necessary meetings as requested by the Executives;
Treasurer shall be responsible for:
- Event and Inventory management (hospitality, lectures, programs , Budget etc)
- Assisting the President in accomplishing the purpose of the SIS and implementing SIS policies;
- Maintaining the record of all the financial transactions of the SIS;
- Systematic bookkeeping for the SIS; Collecting and depositing of all funds on behalf of SIS;
- Preparing the annual budget of the SIS for the upcoming year in consultation with the Executive;
- Presenting, before the Executive, bimonthly reports on the status of the financial affairs of the SIS;
- Managing SIS finances and overseeing fundraising initiatives;
- Approving and reimbursing properly documented expenses.
- Shall maintain and supervise the SIS Scholarship Program
- Marketing and sponsorship officer is responsible for making a marketing report
- Shall be responsible for creating graphics design for event posters Preparing flyers, website and other promotional materials related to SIS events and projects;
- Shall work with the event directors in deciding the nature of the design and in ensuring the correctness of the information on any promotional material;
- Shall be given at least a weeks notice for a regular event posters and two weeks notice for a special event poster;
- Dawah officer is responsible for Making a half yearly dawah plan
- Ordering and distributing dawah books
- Circulating the Association’s publications with the help of the campus representatives, if any
- Editing and publishing literature as well as drafting on behalf of the Association and then presenting the same before the Cabinet for their view
Advisor to the Executives:
- Shall have served the SIS in an Executive capacity for one year;
- Shall be a resident of the GTA and be available to attend in-person meetings and events when called upon by the SIS;
- Shall assist the President in ensuring that SIS-related documents are successfully transferred from the previous Executives to the new Executives;
- Shall assist the President in arranging concise Executive and Director training sessions at the beginning of their term;
- Shall be willing and able to offer advice and suggest solutions to the Executive when called upon, in order to assist the Executive in arriving at decisions and resolving conflicts.
Masjid facility officer is responsible for keeping the prayer space accessible, clean and tidy.
SIS president can appoint new members in newly created position after consulting with other committee members.
Article 6 – Finances
Membership fees, if any, shall be determined by the SIS Executive.
The SIS may accept contributions in any form from any source consistent with the purposes of the SIS.
All funds collected for a specific cause shall be used for that cause unless a 2/3 majority of the SIS Executive authorize its use for a different purpose consistent with the goals and objectives of the SIS.
All proposals for expenses shall be authorized by the Vice-President Finance or an Executive member appointed by the Vice-President Finance.
All check or cash
Article 7 – Resignation or Removal from Office
An Executive member may be removed from office for:
- Committing a serious violation of the Constitution.
- Failing to fulfill the duties of office.
- Having conflict of interest of SIS with other organization or political parties.
- Failing to attend three consecutive meetings without informing any prior notice to the executive committee.
If a member of the Executive commits a serious violation of the Constitution, or fails to fulfill the duties of his office, or fails to attend three meetings without being excused by the Executive, he/she shall be asked to give an explanation for his/her behavior to the Executive. If the committee does not find the explanation to be satisfactory, the Executive shall vote to dismiss the member. A vote to dismiss a member requires at least a 2/3 majority vote of the Executive. If a member of the Executive is dismissed he/she may appeal the decision to the general body members.
A member of the Executive wishing to resign from office shall present the reasons for resignation in writing to the Executive committee. Resignation of a member of the Executive is pending acceptance by the Executive.
If a member of the Executive resigns or is dismissed from office, the Executive shall appoint the second ranking candidate from the previous elections within two weeks of the resignation or removal of office.
If the second ranking candidate is unavailable or refuses to accept the nomination, and there is no third ranking candidate, the SIS executive committee will either appoint a new person as committee members. A new committee member will be elected by the majodrity vote of existing committee members.
or shall hold by-elections to contest this position within one month of the resignation or removal from office. By-elections shall occur pursuant to the election guidelines in Article 11 of the Constitution. If no candidate can be found to fill the vacant position pursuant to Sections 1 and 2, or if the resignation or removal of office occurs following the first semester of the academic year, the Executive on a 2/3 majority vote shall appoint another member of the SIS to fill the vacated role within one month of the refusal or unavailability of the second ranking candidate.
The general members are not required to be informed of any changes in office of the members of the Executive.
Article 8 – Appointment of Directors
Those eligible for Directorship positions may apply to the SIS Executive for a Directorship using a form approved by the last SIS Executive committee.
Application to Directorship positions for the following term shall be opened either in conjunction with the opening of nominations for the Executive Elections or after the Election Results have been declared.
The Applications shall be submitted to and collected by the Elections’ Committee appointed by the Executive. (As described in Article 11, Section 2).
The members of the Election Committee shall not campaign on behalf of or against any applicant to a Directorship or comment on, favourably or unfavourably, any of the applicants.
The period to apply for Directorships must remain open for at least ten (10) days, and must be announced to the members of the Association via regular mail or email.
A candidate may apply for as many Directorships as s/he wishes. All applicants, excepting applicants to the Advisor Directorship, must be current U. of T. students.
A member who is not registered as a General SIS Member (as per Article 3) within 1 (one) week prior to the date of the opening of the application process shall have no right to apply to a Directorship.
There shall no campaigning in favour of or against any applicant.
The Elections Committee may censure publicly or disqualify any applicant who violates the Constitution.
Once an in-coming Executive has been elected, it shall appoint applicants to Directorships for the upcoming SIS term. The decision on whom to appoint to each Directorship shall at first be attempted to reach through consultation, with the aim of attaining consensus.
At least two-thirds of the Executive must be in favour of terminating discussion and passing decision via a majority vote. If less than two-thirds of the Executive are in favour of moving to a vote, attempt to attain consensus resumes. If at least two-thirds of the Executive are in favour of moving to a vote, the issue at hand will be resolved via a simple majority vote and the decision will come to pass. If the vote results in a tie, attempt to attain consensus will resume.
The out-going Executive shall review the list of applicants to the Directorship positions and submit recommendations to the in-coming Executive. Recommendations shall include a ranking of applicants for each Directorship and an explanation of the reasons behind the rankings. Recommendations shall be submitted within two weeks of the closure of the application process
The in-coming Executive committee shall attempt to appoint an applicant to every Directorship within two weeks of receiving recommendations from the out-going Executive committee. No person may be appointed to more than one Directorship at one time. This two-week period shall be known as the “Appointment Period.”
Article 9 – Activities and facilities
- Qur’an, Tajweed and Arabic learning
- Organizing month long ifter dinner during Ramadan
- Tarwi and Tahjjut prayers
- Jumuah prayers
- Masjid management
- Free BBQ for all students
- Information table over the year
- Inter University Islamic quiz, debates and sporting events
- Annual Youth Camp
- Lectures on Islam
- Screening of Islamic documentaries
- Student magazine or guide book
- Public relations workshops
- Inter- state trips and youth camps
- Regular public relations (dawah) activities
- Islamic awareness day
- Fund raising activity
- Mini library with lots of Islamic books
- Monthly Friday night circle
- Resourceful Facebook page
- Artistic workshops
- Sister only events
- We have a cricket team and participate in inter University cricket tournaments.
Article 10 – Activities and facilities- Importance of Voluntary work
Volunteering is the lifeblood of any community let alone in Islam. It’s therefore important that, there’s constant reminder, pertaining social work and community services.
In Surah Al-Maidah, 5:2, Allah says:
And cooperate in righteousness and piety, but do not cooperate in sin and aggression.”
As Muslims, our role isn’t just to make our salat and fast and pay zakat. We are encouraged to take on a broader role by working to improve the communities we live in;
ü We should be feeding the hungry,
ü Help Students with right information and advice, helping people who have no one to turn to.
ü People will forget our words, but not our deeds.
Islam is a faith of good action and we need to demonstrate our faith by working to make the world a better place. So my sincere request it, please contribute your skills, time and money in our efforts with a correct intention. The more effort and more resources will improve the quality of our work. Volunteer activity in Islam does not simply extend to running study circles or fundraising for the masjid. As Muslims, we see our role as world citizens. The idea of working for a better society or community shouldn’t be limited to the Muslim community but should extend to the broader non-Muslim community as well. Social Work Leads to Islaah and Da’wah at the Same Time. Because we live in that community too, whatever weaknesses are present affect us also. So we are always ready to involve in any projects that benefits our student community in Swinburne.
Article 11 – Advices
- Don’t burnout; balance your work and family life.
- No volunteer is to brag about giving his time, effort, energy, knowledge and memory when he is doing it fee sabeelillah (in the way of Allah)
- No volunteer should accept a job or a title for the sake of show, or else it will become hypocrisy
- No volunteer should accept a title or a job when he knows that he is not qualified for the job, for example, you should not be secretary if you don’t minimum knowledge about the procedures and paper works required to hold an event.
- No volunteer should accept a title, while knowing that he has no time to volunteer for such a job.
- Don’t put yourself in a conflict of interest in SIS in regards to make a policy for general students, when you are considering undertaking any political activity.
One of the greatest social work one can ever provide to mankind is to have an intention of doing everything for Allah’s sake (Ikhas), with a clear objective to serve mankind. Social services, once it’s understood, it is everyone’s responsibility in the community. We should be thankful to Allah for giving us such an opportunity to be volunteers and work for our community.