STUDENT COUNCIL PROCEDURE
1.0 DEFINITIONS SPECIFIC TO THIS DOCUMENT
1.1 The following words and expressions are specific to this document and shall have the meanings hereby assigned to them:
1.1.1 Academic Calendar: A representation of the periods associated with the University’s operations, containing the teaching periods, exam and holiday dates, and key deadlines, which is approved by the University's Board of Trustees.
1.1.2 Academic Dismissal: A decision of the University to revoke the enrollment status of a Student from a Program based on their Academic Standing.
1.1.3 Academic Standing: The standard set by the University to determine a Student’s eligibility to remain and/or progress in a Program.
1.1.4 Academic Year: Means the 12-month period defined in the University's Academic Calendar, as approved by the Board of Trustees.
1.1.5 Board of Trustees: The Board of Trustees of the University.
1.1.6 Campaign Contract: A signed agreement between a Student Council Candidate and the University wherein Student Council Candidate agrees to uphold the election campaign rules.
1.1.7 Clear Standing: The Academic Standing of a Student who has achieved the minimum Cumulative GPA required by the Program.
1.1.8 Course: A set of Learning Sessions in a particular subject, with a defined scope and duration, and specific learning outcomes.
1.1.9 Discontinued Student: A Student who has been enrolled in a Program and has either not registered for a subsequent Semester, registered in a current Semester but not attended any classes, has withdrawn voluntarily or involuntarily, or has been suspended.
1.1.10 Election Day: The day on which an election is held.
1.1.11 Foundation Program: A series of University Courses designed to prepare Students for their Program.
1.1.12 President: The President of the University, as nominated by the Board and appointed by the Minister of Education and Higher Education as President of the University.
1.1.13 Program: A prescribed set of Courses leading to a qualification, including a Certificate, Diploma (2 years), Advanced Diploma (3 years), Bachelor, Master, or Doctorate, according to the Qatar National Qualifications Framework.
1.1.14 Semester: A division of an Academic Year where a Student is enrolled in a Course(s) followed by an examination period.
1.1.15 Student: A person who is presently enrolled at the University in a credit Course or who is designated by the University as a Student.
1.1.16 Student Club: A Student-focused extracurricular group or organization.
1.1.17 Student Council: An elected body representing the University’s Students.
1.1.18 Student Council Advisor: A full-time University Employee appointed by the Vice President, Student Affairs, who serves as a non-voting member of the Student Council.
1.1.19 Student Council Annual General Assembly: A yearly gathering between Students and the Student Council.
1.1.20 Student Council Meeting: A formal meeting of the Student Council occurring monthly.
1.1.21 Student Council Candidate: A Student who is deemed eligible by the Student Council Selection Committee to seek Student Council candidacy.
1.1.22 Student Council Selection Committee: A committee of appointed individual(s) who evaluate the eligibility of applicants seeking candidacy to the Student Council, and supervise the voting process.
1.1.23 Student Misconduct: Conduct that is prohibited as outlined in the Student Conduct Policy (PL-ST-01).
1.1.24 Student Record: Any information directly related to a Student and maintained by the University.
1.1.25 Suspended Student: A Student that has, due to misconduct, been temporarily barred from the University.
1.1.26 Terms of Reference: A document outlining the business, membership, roles, and responsibilities and reporting mechanism of a Council, Committee or any group of appointed or elected individuals.
1.1.27 University: University of Doha for Science and Technology established by Emiri Resolution No. 13 of 2022.
1.1.28 Withdraw from the Semester: An action where the Student withdraws from all Courses he/she is registered in for the Semester.
1.2 Where the context requires, words importing the singular shall include the plural and vice-versa.
1.3 Where a word or phrase is given a particular meaning, other parts of speech and grammatical forms of that word or phrase have corresponding meanings.
2.0 PURPOSE
2.1 To support the implementation and administration of CNA Policy SS-205 STUDENT GOVERNANCE. The following procedures are to be read in conjunction with the aforementioned policy.
3.0 SCOPE
3.1 The procedure applies to:
3.1.1 Students.
3.1.2 Student Council Advisors.
3.1.3 Members of the Student Council.
3.1.4 Student Affairs.
4.0 PROCEDURE
4.1 Extent
4.1.1 This procedure supersedes the Student Governance Procedure (SS205-PR).
4.2 The Student Council is established by the Vice President, Student Affairs and is elected by Students in accordance with this procedure.
4.3 Student Council Responsibilities
4.3.1 The Student Council will:
4.3.1.1 Serve as a collaborative forum advancing the interests and serving as the voice of the University’s Students.
4.3.1.2 Serve as a consultative body to the Vice President, Student Affairs on matters impacting Students.
4.3.1.3 Endeavor to advance the goals and objectives of Student affairs with the University’s Students.
4.3.1.4 Serve as the link between Students and the Colleges / Foundation Program they are enrolled in.
4.3.1.5 Provide Students the opportunity to be part of the decision-making process.
4.3.1.6 Sponsor activities and events that expand Students’ co-curricular opportunities.
4.3.1.7 Incorporate elements of service learning into their service activities.
4.3.1.8 Work to make every Student feel welcome and a part of University life.
4.4 Student Council Candidate Eligibility
4.4.1 In order to be eligible to seek election, a Student Council Candidate must satisfy all of the following criteria:
4.4.1.1 Being registered for the Semester in which he/she seeks election.
4.4.1.2 Being in Clear Standing as defined in the approved Academic Standing Policy (Pl-ST-05).
4.4.1.3 Being enrolled in a Program in the College / Foundation Program they seek to represent.
4.4.1.4 Having no previous Student Misconduct recorded in the Student Record.
4.4.1.5 Being an undergraduate Student.
4.5 Application Process
4.5.1 A Student Council Selection Committee is established by the President. The Terms of Reference of the Student Council Selection Committee are attached to this procedure as Annex (C).
4.5.2 The Vice President, Student Affairs announces the application procedure and deadline through various communication channels.
4.5.3 Students wishing to seek election to the Student Council must complete and submit the application form to the Student Engagement Department before the application deadline, as announced by the Vice President, Student Affairs.
4.5.4 All applicants will be vetted for candidacy eligibility through a Student Council Selection Committee appointed by the President.
4.5.5 The Student Council Selection Committee will inform all applicants via their University e-mail account of the status of their candidacy eligibility.
4.5.6 The Student Council Selection Committee will communicate to Student Council Candidates the rules and guidelines for advertising and campaigning for election to the Student Council, which will be approved by the Vice-President, Student Affairs, and attached to these procedures as (Annex A).
4.5.7 The Student Council Selection Committee will ensure that all Student Council Candidates sign a Campaign Contract before they are authorized to campaign, as well as receive the Student Council (SC)–Candidate Guidelines document, outlining the responsibilities of prospective Student Council candidates (Annex A).
4.6 Student Council Membership Restrictions
4.6.1 Student Council members serve from the date they are elected until the end of the Academic Year during which they were elected.
4.6.2 There is no limit to the number of times a Student can seek election and serve on the Student Council, provided the eligibility of their candidacy is confirmed.
4.6.3 Student Council members will be deemed ineligible to continue to serve the remainder of their term on the Student Council if they:
4.6.3.1 Fail to register for each Semester of their tenure (Summer excluded); or
4.6.3.2 Are subject to a final disciplinary decision under the Student Conduct Policy; or
4.6.3.3 Withdraw from the Semester, are Discontinued, are Suspended, or are Academically Dismissed.
4.6.4 Student Council members may not lead/manage any Student Club during their tenure on the Student Council.
4.7 Election of the Student Council President and Student Council Vice President
4.7.1 Student Council President and Vice President
4.7.1.1 The Student Council President and Vice President are elected by Students.
4.7.1.2 The names of all eligible Student Council President and Vice President Candidates will be listed on the ballot.
4.8 Election Voting
4.8.1 A secure voting mechanism will be provided by Institutional Excellence.
4.8.2 Casting of vote ballots will occur on Election Day which will last for 1 business day in duration.
4.8.3 Voting will be supervised by the Office of the Vice President, Student Affairs through the Student Council Selection Committee.
4.8.4 Only University Students registered in the Semester during which Student Council elections take place are eligible to vote.
4.8.5 Eligible University Students may vote for:
4.8.5.1 A maximum of 1 Presidential candidate; and
4.8.5.2 A maximum of 1 Vice Presidential candidate; and
4.8.5.3 A maximum of 2 Student Council Candidates within their College / Foundation Program.
4.8.6 Regulations and requirements for voting are contained in the Student Council (SC) – Candidate Guidelines (Annex A), which are announced by the Vice President, Student Affairs 1 week prior to Election Day.
4.8.7 The results of voting will be announced publicly by the Vice President, Student Affairs within 24 hours of the close of voting.
4.8.8 The Vice President, Student Affairs will issue a decision confirming the constitution of the Student Council, its membership, and term.
4.8.9 In the event of a tied vote for a College/Foundation Program representative seat, the Vice President, Student Affairs will organize a run-off election within 1 week of the announcement of results, for the two tied Student Council Candidates.
4.8.10 In the event of a tied vote for a President or VP position, the Vice President, Student Affairs will organize a run-off election within 1 week of the announcement of results, for the two tied Student Council Candidates.
4.9 Student Council Organization Structure
4.10 Roles and Responsibilities
4.10.1 The Student Council President:
4.10.1.1 Serves as the chief spokesperson and representative of the Student Council.
4.10.1.2 Is responsible for communicating all Student Council related business, including ideas and concerns, and initiatives and recommendations approved by the Vice President, Student Affairs to the University leadership.
4.10.1.3 Is responsible for setting the agenda and chairing all Student Council meetings.
4.10.1.4 May be requested to serve on University councils and/or committees as appropriate and as stated within the relevant body’s Terms of Reference.
4.10.1.5 Represents the Student Council in meetings/communication with student councils or equivalent bodies at other post-secondary institutions.
4.10.1.6 Meets regularly to update the Vice President, Student Affairs on Student Council matters.
4.10.2 Student Council Vice President:
4.10.2.1 Assists the Student Council President in the execution of his/her duties.
4.10.2.2 Exercises the powers of the Student Council President and acts on the Student Council President’s behalf in his/her absence, or in the event that the office becomes vacant.
4.10.2.3 Is responsible for the internal operations of the Student Council including but not limited to ensuring Student Council meeting minutes are disseminated and approved, internal administrative reports, planning the Student Council Annual General Assembly, and scheduling Student Council meetings.
4.10.3 College and Foundation Program Representatives:
4.10.3.1 Serve as the direct liaison between the Student Council and the Program Heads and Deans of each College.
4.10.3.2 Represent their College / Foundation Program on the Student Council and keep the Student Council apprised regarding all Student events and activities within the College / Foundation Program.
4.10.3.3 Are active participants in College / Foundation Program functions and initiatives.
4.10.3.4 Convey information and maintain communication between the Student Council and Students within their College / Foundation Program.
4.11 Student Council Meetings
4.11.1 Student Council meetings should take place monthly during the Fall, Winter and Spring Semesters. The timing of these regular meetings will be determined by the Student Council at its first meeting of the Academic Year. Ad hoc meetings may be convened as deemed necessary.
4.11.2 In order for the Student Council to take any substantive recommendation, a Student Council meeting must be attended by:
4.11.2.1 The Student Council President or Student Council Vice President; and
4.11.2.2 A quorum of at least 10 additional Student Council members; and
4.11.2.3 The Student Council Advisor or designee.
4.11.3 In addition, the Student Council will hold a Student Council Annual General Assembly to review the work of the standing Student Council and to announce the future election.
4.11.4 All Student Council meetings must be conducted in accordance with Robert’s Rules of Order.
4.11.5 All Student Council meetings will be conducted as per the Student Council Terms of Reference (TOR), which will be approved by the Vice President, Student Affairs, and attached to this procedure as Annex B.
4.12 Student Council Advisor
4.12.1 The Student Council Advisor is appointed by the Vice President, Student Affairs. Only full-time University Employees are eligible for appointment and the role is voluntary.
4.12.2 At the discretion of the Vice President, Student Affairs, a secondary Student Council Advisor may be appointed.
4.12.3 There is no limit on the number of terms a Student Council Advisor may be appointed.
4.12.4 As a non-voting member of the Student Council, the Student Council Advisor will attend each Student Council meeting, providing guidance and advice when necessary.
4.12.5 The Student Council Advisor will:
4.12.5.1 Ensure that Student Council meetings follow Robert’s Rules of Order.
4.12.5.2 Provide an educational and co-curricular performance review for each Student Council member twice per Academic Year.
4.12.5.3 Act as a liaison between the Student Council and the Vice President, Student Affairs, by meeting regularly and updating the Vice President, Student Affairs on all Student Council operational and logistical matters.
4.12.5.4 Assist in the transition of the Student Council from one Academic Year to the next.
4.12.5.5 Monitor and assess the academic performance and attendance of all Student Council members against the Student Council eligibility requirements. This will take place midway and at the end of each Semester.
4.12.5.6 Serve as a mentor to the Student Council members.
4.13 Removal of a Student Council Member
4.13.1 In the event of Student Misconduct, actual or alleged as per the Student Code of Conduct, the Vice President, Student Affairs can suspend a member from the Student Council until the matter has been investigated, if deemed necessary. Once an outcome has been reached, if the allegation against the member is confirmed, they can be permanently removed from the Student Council, at the discretion of the Vice President, Student Affairs.
4.13.2 In the event of non-participation or unprofessionalism, the Student Council can elect to expel the Student Council President, or Student Council Vice President or an individual College / Foundation Program representative by vote of at least 11 Student Council members.
4.13.3 The decision to remove the Student Council President, or Student Council Vice-President or an individual College / Foundation Program representative from the Student Council is not final until ratified by the Vice President, Student Affairs.
4.14 Filling a Vacancy
4.14.1 In the event that a Student Council seat is vacated and there is at least 2 Semesters (Summer excluded) remaining in the Student Council term, the Vice President, Student Affairs will announce an election to fill the seat of the College / Foundation Program representative.
4.14.2 In the event that a Student Council seat is vacated with less than 2 Semesters (Summer excluded) remaining in the Student Council term, the Vice President, Student Affairs will select a representative from that College / Foundation Program whose seat was vacated. In such situations, the following applies:
4.14.2.1 The Vice President, Student Affairs will announce the process for candidates to apply.
4.14.2.2 The Vice President, Student Affairs will interview eligible candidates.
4.14.2.3 The Vice President, Student Affairs will select the candidate with the strongest record of Student participation and engagement, and who embodies the values of the University.
4.15 Dissolution of the Student Council
4.15.1 Under extenuating circumstances, the Vice President, Student Affairs may recommend to the President that the Student Council be dissolved.
4.15.2 In the event of the dissolution of the Student Council per a Presidential Decision, the Vice President, Student Affairs will announce an election for constituting a new Student Council.
4.16 Oversight and Adjudication
4.16.1 The Vice President, Student Affairs has the final responsibility of applying the approved University policies and procedures which may affect the eligibility and removal of Student Council representatives.
4.16.2 The Vice President, Student Affairs has the final decision on all Student Council matters requiring resolution.
4.16.3 With adequate, written justification, the Vice President, Student Affairs can change the Student Council Advisor appointment during an Academic Year.
5.0 Related Documents
5.1 PL-ST-01 Student Conduct Policy
5.2 PL-ST-05 Academic Standing Policy
5.3 PL-ST-09 Registration Policy
5.4 PR-ST-01 Student Conduct Procedure
6.0 Annex