STUDENT ORGANIZATION OF NORTH COAST MTC

P.O BOX 1045-80109

MTWAPA-KENYA.

www.northcoastmtc.ac.ke

KEY CONSTITUTIONAL AMENDMENTS 2024.

1. THE CLUBS AND ASSOCIATIONS MINISTER.

There shall be the position of the Clubs and Associations Minister within the Student Council, established
to oversee the vibrant array of clubs and associations within NCMTC.

Qualifications:

1. Must be a bona fide student of NCMTC.

2. Must be atleast 6 months old in the college.

3. Should demonstrate leadership experience within student groups, clubs or associations, with a proven
ability to effectively coordinate and motivate teams.

4. Should demonstrate strong organizational skills, including the ability to manage multiple tasks,
prioritize responsibilities and meet deadlines in a fast-paced environment.

5. Should demonstrate excellent verbal and written communication skills, with the ability to effectively
communicate with diverse stakeholders, including club and association leaders, council members and
college administrators.

6. Should demonstrate strong interpersonal skills, with the ability to build positive relationships, resolve
conflicts and collaborate effectively with individuals from diverse backgrounds and perspectives.

7. Should demonstrate problem solving abilities, with a proactive approach to identifying challenges,
developing solutions and implementing effective strategies.

8. Should possess a collaborative mindset, with the ability to work effectively as part of a team, delegate
tasks and foster a spirit of cooperation and mutual support among clubs and associations leaders and
council members.

9. Must possess a solid understanding of clubs and associations operations, including membership
management, event planning, budgeting and risk management, with previous experience in club
leadership roles preferred.
10. Demonstrate high ethical standards and a commitment to upholding the values and principles of the
student council and the college community, including honesty , integrity and respect for others.

11. Should demonstrate a genuine passion for serving the needs and interests of the student body, with a
dedication to making a positive impact on college life fostering a sense of community and belonging
for all students.

ROLES.

I. Overseeing club operations - the minister shall help /support in the overseeing all student clubs and
associations within the college at the student level.

II. Club recognition process - the minister in collaboration with dean students is responsible for the
implementation, recognition and registration of new clubs and associations in collaboration with the
Dean of students.

III. Supporting club leaders - the minister shall provide and support club leaders helping them navigate
administrative processes, secure resources and ensure compliance with college policies.

IV. Facilitating communication- the minister shall serve as liaison between student clubs and the student
council as well as between clubs and college administration, ensuring effective communication
channels.

V. Resource allocation - the minister in collaboration with finance minister shall support the process of
coordination and allocation of resources (financial, physical and promotional) to student clubs and
associations based on their needs and activities.

VI. Event coordination - the minister shall support and help coordinate collaborative events and initiatives
among different student clubs and associations, fostering a sense of unity and community spirit.

VII. Training and development - the minister shall in collaboration with the dean of students and patrons
organize workshops, training sessions or seminars to enhance the leadership, organizational and
teamwork skills of club members and leaders.

VIII. Promotion and publicity - the minister shall develop strategies to promote student clubs and societies
and their activities including utilizing social media, newsletters, magazines and other communication
channels

IX. Public advocacy - the minister shall advocate for policies and resources that support the growth and
development of student clubs and associations within the college.

X. Evaluation and feedback - the minister shall establish mechanisms for evaluating the effectiveness of
student clubs and associations gathering feedback from club members and stakeholders and
implementing improvements as needed.

XI. Conflict resolution - the minister shall mediate conflicts or disputes that may arise between student
clubs and associations or between clubs, associations and College administration, promoting
constructive dialogue and resolution.

2. GENERAL QUALIFICATION OF THE STUDENT COUNCIL ASPIRANTS

1.Any student seeking the post of the president shall be a senior student in second year and above

that has portrayed good leadership qualities

2.All council members should have good academic performance records

3.All the candidates must not have any record of engagement in criminal activities, or any record of violation
of the laws of Kenya or institutions and students’ regulations and policies.

4.Must show good conduct from the records of the previous years in the college

5.The elected leaders who are not borders should take a responsibility of attending to issues in

the college at the right time

6.Any student seeking a seat in the council must have good communication skills.

3. ACTIVITIES AND STUDENT ENGAGEMENT CLAUSE:

Recognizing the importance of fostering a vibrant and inclusive student community, we propose an
enshrinement that acknowledges the rights and provisions and the pivotal role of extracurricular activities
in the holistic development of students within the college.

1. RIGHT TO PARTICIPATION

a. Every student enrolled in North Coast Medical Training College shall have the right to participate in
extracurricular activities organized or recognized by the student body, subject to reasonable
regulations established by the administration.

2. EQUALITY OF ACCESS.

a. Access to student activities shall be granted without discrimination on the basis of race,
colour,religion,gender, national origin, disability or any other protected status.

3. RECOGNITION OF STUDENT ORGANIZATIONS.

a. Student clubs and associations, representing diverse interests and ideologies shall have the right to
seek recognition from the student council upon fulfilling the criteria set forth by the college
management and other relevant governing bodies.

b. Recognition shall entitle the formerly mentioned groups to access institutional resources and facilities,
subject to compliance with applicable procedures.

4. FREEDOM OF EXPRESSION.

a. Students shall enjoy the freedom of expression within the institutions’ framework of student activities
, including but not limited to speech, assembly and association, provided such expressions are within
the constructs of institution governing policies , do not disrupt the functioning of the institution or
infringe upon the rights of others.

5.FUNDING AND SUPPORT.

b. Reasonable financial support and resources shall be allocated to support student activities, ensuring
equitable opportunities for all recognized student groups.

c. The allocation of funds and resources shall be transparent and subject to oversight by the SC and as
approved by Dean of students.

4. Co-Curricular Activity Allowances

Purpose.

The purpose of the Co-Curricular Activity Allowances is to provide financial support to students
participating in approved extra-curricular activities, enhancing their educational experience and personal
development.

Establishment

There shall be a provision for Co-Curricular Activity Allowances of KSH 350 established by the Student
Council to support each student participating in recognized co-curricular activities.

Eligibility

All students participating in recognized co-curricular activities under SC are eligible for the allowance.

5. Associations Kitty.

a. Purpose

The purpose of the Associations Kitty is to allocate funds to recognized associations within the college each
semester to support their activities and initiatives.

b.Establishment

There shall be an Associations Kitty established by the Student Council for the purpose of fund allocation to
college associations.

c. Funding

The Associations Kitty shall be funded by including but not limited to the student council budget. The
amount allocated to the kitty each semester shall be ksh.6,000 and a total maximum amount of ksh.10,000
support on transport for up to a maximum of 2 trips each semester.

Note: It is estimated that 1 trip will have a transport fuel cost of ksh. 5000.

d. Eligibility

All College recognized student associations within NCMTC are eligible to apply for funds from the
Associations Kitty.

e.Application Process
Eligible associations must submit a formal application to the Student Council through the Clubs and
Associations Minister, detailing the purpose of the funds, a budget breakdown, and expected outcomes.

f.Allocation Process

The Student Council shall review all applications and allocate funds based on need, urgency and previous
use of funds.

g. Reporting

Associations that receive funds from the Associations Kitty must submit a report to the Student Council at
the end of the semester, detailing how the funds were used and the outcomes of their activities.

H. Accountability and Oversight

The Finance Minister through the Clubs and Associations Minister shall oversee the management of the
Associations Kitty, ensuring transparency and accountability in the allocation and use of funds. Regular
audits shall be conducted to ensure proper use of funds.

6. ELECTION OFFENCES.

1. The electoral commission shall disqualify a candidate from elections for any of the following offenses
committed by a candidate:

a) Evidence of sponsorship by the College administration.

b) Rigging

c) Use of physical force

d) Abuse of social media in whatever form

e) Intimidation and harassment

f) Sorcery and magic

g) Bribery

h) Giving false or malicious information

i) Mounting campaign posters for any candidate outside designated places for such posters.

j) Verbal abuse.

k) Foul language

l) Drunkenness and rowdiness.

m) Campaigning outside the official campaign period.

n) Defamation of any member of the College Community

o) Receipt of funding or any other support from political parties or any other interest groups from
outside the college student community.
2. If the Electoral Commission convicts a winning candidate of an election offense, then the
chairperson of the Electoral commission shall declare a re-run of that affected elective position.

7. NOMINATED MEMBERS

a) There shall be one nominated member by the elected members of the SC who shall be nominated to
represent persons with special needs under the supervision of the Dean of Students within the first month
of office on need basis. Must be registered with the National Council for Persons with Disabilities (NCPWD)
established under the persons with disabilities act, 2003, of the Kenyan Constitution.

Oath or Solemn Affirmation of due Execution of Office for all Nominated Officials to the Student Council.

I..................................having been nominated as a member of the students council do solemnly swear that I
will bear truth, faith, allegiance and confidentiality to the students association and to the Student Council ;
that I will obey, respect, uphold, preserve, protect and defend the constitution of NCMTC Students’.
Organization: and that I will faithfully and diligently perform the functions assigned to me as defined by the
constitution and to the best of my ability.

(in the case of an oath; so help me God).

ROLES OF THE NOMINATED MEMBER.

1. Act as a voice for PWD students, ensuring their concerns and needs are addressed within the student
body and college administration.

2. Collaborate with the student body and college administration to develop and implement policies that
promote accessibility and inclusivity.

3. Regularly assess the effectiveness of existing policies and practices related to PWD students and
recommend improvements.

4. Work towards ensuring equal opportunities for PWD Students in academic, extracurricular and
leadership activities: advocate for necessary adjustments and accommodations during exams,
attachments and other academic activities.

5. Perform any other roles as shall be designated by the President.

8. ELECTION RUN- OFF.

In case two or more leading contestants running for the same position get an equal number of votes in an
election, the Chairperson of the Electoral Commission shall declare a re-run of elections between those
leading contestants within 5 days after the election and fresh elections conducted after 21 to 30 working
days.

9.APPOINTMENT PROCEDURE FOR VACANT POSITIONS.

 A.Declaration of Vacancy

A position shall be considered vacant under the following conditions:

If a member of the SONC:

I.Resigns from their position.

II.Is removed from office as per the procedures outlined in this Constitution.

III.Is no longer eligible to hold office due to academic, disciplinary, or other reasons.

IV.Incapacitation or death of the officeholder.

V.Any other reason deemed valid by the Executive Committee.

The Dean of Students shall officially declare the vacancy and communicate the same to all relevant
stakeholders within five (5) working days of the vacancy arising.

B.Notification and Call for Applications

B.1 Within seven (7) working days of declaring the vacancy, the Dean of Students shall:

Publicly announce the vacancy through official college communication channels.

Issue a call for applications, specifying the requirements and qualifications for the position.

B.2. The announcement shall include:

i. A description of the position and its responsibilities.

ii. Eligibility criteria.

iii. Application procedures and deadlines.

iv. Contact information for inquiries.

C. Application Process

C.1. Interested candidates shall submit their applications to the Dean of Students by the specified deadline.
The application must include:

I. A cover letter expressing interest in the position.

II. Brief details about the applicant including contact and school details.

III. Any additional documents or information specified in the call for applications.

C.2 The deadline for applications shall be no later than fourteen (14) working days from the date of the
announcement.

D. Shortlisting

D.1. The Dean of Students and students Council Executive Committee within five (7) working days after the
application deadline shall:
 Review all applications and shortlist candidates based on the following criteria:

a)Qualifications and experience.

b)Leadership and organizational skills.

c)Alignment with the college's mission and values.

E.Interview and Selection.

E.1Shortlisted candidates shall be invited for an interview with the Executive Committee and Dean of students
within five (5) working days of finalizing the shortlist.

E.2The interview process shall assess:

a.The candidate's knowledge and understanding of the position.

b.Problem-solving and decision-making abilities.

c.Communication and interpersonal skills.

d.Commitment to the role and the college community.

E.3The Executive Committee and Dean of students shall deliberate and make a decision within three (3)
working days following the interviews. The decision shall be based on merit and consensus.

F.Ratification and Appointment.

F.1The Executive Committee's recommendation shall be presented to the Student Council in the presence of
the Dean of Students for ratification within three (3) working days of the decision.

F.2The Student Council shall review and ratify the appointment by a majority vote.

F.3Upon ratification, the Secretary General shall officially announce the appointment and the newly appointed
individual shall assume office within five (5) working days.

G Interim Arrangements.

G.1 In cases where immediate action is required, the President may appoint an interim officeholder until the
appointment process is completed.

G.2The interim officeholder shall have all the responsibilities and authority of the position until a permanent
appointment is made.

H.Appointment Procedure for Vacant President Position

H.1. Declaration of Vacancy

H.1.A. The Dean of Students shall officially declare the vacancy and communicate the same to all relevant
stakeholders within five (5) working days of the vacancy arising.

H.2. Ascension of the Deputy President

H.2.A Upon the declaration of a vacancy in the position of President, the Deputy President shall immediately
assume the role of Acting President.
H.2.B The Acting President shall be formally sworn in as the President within five (5) working days of the
vacancy being declared.

I. Appointment of a New Deputy President

Within seven (7) working days of assuming the role of President, the new President shall:

• Announce the intention to appoint a new Deputy President.

• Invite applications from eligible candidates: the DP appointment shall follow the appointment procedure
provided hereinabove.

9. THE ELECTION PETITION PROCEDURE.

i. PURPOSE:

The purpose of this procedure is to provide a fair and transparent mechanism for addressing grievances
and disputes related to the student council elections within North Coast Medical Training College

ii. GROUNDS FOR FILING A PETITION:

A petition may be filed on the following grounds:

✓ Allegations of election fraud or malpractice.

✓ Violation of election rules and regulations as outlined in the SONC constitution.

✓ Any other substantial irregularities that may have affected the outcome of the election.

Iii. FILING OF PETITION:

⚫ Any student eligible to vote in the student council elections may file a petition within 72 HOURS after
the announcement of the election results.

⚫ The petition must be submitted in writing to the Petitions and appeals Committee (referred
under here and after as the committee) and should clearly state the grounds for the challenge,
along with any supporting evidence.

Iv. REVIEW BY THE PETITIONS AND APPEALS COMMITTEE:

⚫ Upon receipt of the petition, the Committee shall convene within 72 HOURS to review the petition
and any accompanying evidence.

⚫ The Committee shall conduct a thorough investigation into the allegations raised in the petition.

V.DECISION:

⚫ After reviewing the petition and conducting the necessary investigation, the Committee shall reach a
decision within 10 WORKING DAYS of receiving the petition.

⚫ The decision of the Committee shall be communicated in writing by the chair to the petitioner and
all relevant parties.

⚫ The decision of the Committee shall be final and binding to the committee however, it can serve its name
under the appeal process and receive an appeal to its former decision for redirection.
Vi. REMEDIES:
⚫ If the Election Committee determines that electoral fraud, malpractice, or other irregularities have
occurred and may have affected the outcome of the election, it may order appropriate remedies,
which may include but are not limited to:

I. Invalidating specific votes or ballots.

II. Ordering a recount or re-election for affected positions.

Vii. Appeal PROCESS:

⚫ In the event that either party is dissatisfied with the decision of the petitions and appeals
Committee, they may appeal to the Committee within 72 HOURS of receiving the decision.

⚫ The Committee whose name shall change upon receiving the appeal (to the Appellate Committee)
and reconstitution of its members (considered as deemed necessary) shall conduct a review of the
appeal and render a final decision, which shall be binding.

Viii. CONFIDENTIALITY:

⚫ All proceedings related to the petition and appeal shall be conducted with utmost confidentiality
to protect the privacy and rights of all parties involved.

Ix.PUBLICATION OF RESULTS:

⚫ The results of the election petition, including any actions taken by the Committees, shall be
made publicly available to the college community.

10. ELECTION PETITION AND APPEALS COMMITTEE.

a) There shall be established an Election petitioning Tribunal and Appeals Committee

which shall comprise of—

I. The Principal/ Director of College or their appointee.

II. Training Manager or their Representative.

III. 2 HODs.

IV. One of the Association patrons or their representative.

V. A finalist students’ representative nominated by the Principal or College Director.

VI. Any other neutral party as deemed necessary.

b) The committee shall have powers to:

I. Receive written petition against the results which shall be filed not later than 72 hours after the election
results have been announced.

II. Hear oral and written evidence on the petition.

iii. Uphold or nullify the election results as may be deemed fit by it, but not more than 48 hours after
hearing and determining all the petitions
iv. Notify the student community of its resolution in (iii) as soon as may be practicable.

v. Receive appeals to its former decision for redirection as guided by the appeal process.

11. CONDOLENCES KITTY.

Recognizing the importance of supporting and condoling with our fellow students during times of grief
and loss, here, now and after proposed stands an establishment of condolences kitty. It is our duty to
foster a compassionate and supportive community within our educational institution especially for those
students who have lost a parent.

1. ESTABLISHMENT OF THE CONDOLENCES FUND.

a. The student council establishes here a condolences fund of ksh.5000 aimed at providing financial and
emotional support to students who have lost one or both parents during their time at the institution.

DEFINE PARENT: One of the two persons from whom one is immediately biologically descended; a
mother or father.

b. The condolences fund shall be managed by the Student Council through its designee who in this case
shall be the Welfare Minister who shall be responsible for its administration and distribution.

2. ELIGIBILITY.

a. To be eligible for support from the condolences fund, a student must be enrolled at the institution and
have experienced the loss of one or both parents.

b. Eligible students may apply for support from the Condolences Fund by reaching to the office of the
welfare minister through their class representatives.

The grieved student may be accompanied by the class representative and or a member of the SC or
their appointees facilitated by the Welfare Minister’s docket.

3. ALLOCATION OF FUNDS.

a. The funds allocated to the Condolences Fund shall be determined by the Student Council during the
termly budgeting process.

4. TRANSPARENCY AND ACCOUNTABILITY.

a. The Student Council shall maintain transparency in the management of the Condolences Fund through
regular financial reports detailing the fund’s income, expenses and disbursements.

b. The Welfare Minister shall ensure accountability in the allocation of funds by adhering to established
guidelines and procedures.

5. RATIFICATION.

a. This amendment shall be ratified upon receiving a two-thirds majority vote from the members present
at the School Baraza.

b. Upon ratification, this amendment shall become an integral part of the SONC constitution and shall be
upheld accordingly.
 6. IMPLEMENTATION.

a. This amendment shall take effect immediately upon ratification.

7. SEVERABILITY.
a. If any provision of this amendment is found to be invalid or unenforceable, the remaining provisions
shall remain in full force and effect.

8. ENACTMENT.

a. This constitutional amendment shall be enacted upon ratification by the Students in a general meeting
and approval by the Management.

9. SUNSET CLAUSE.

a. This constitutional amendment shall remain in effect indefinitely unless repealed or amended in
accordance with the procedures outlined herein.

10. INTERPRETATION.

a. The interpretation of this amendment shall be guided by the principles of compassion, fairness and
equity.

12. FINANCIAL BENEFITS TO OFFICE BEARERS.

Purpose

This article recognizes the financial benefits accorded to the office bearers of the Student Council in
recognition of their commitment, effort, and time dedicated to serving the student body and enhancing the
college experience.

13. COMMITTEES.

There shall be establishment of the following committees in the SC.

A. Executive Committee and Planning Committee.

1: Executive Committee

Purpose

The Executive Committee shall be responsible for the overall leadership, strategic direction, ensure
implementation of SC decisions and governance of the Student Council.

Composition

The Executive Committee shall consist of the following positions:

i. President

ii. Deputy President

iii. Secretary General

iv. Finance Minister

Meetings

The Executive Committee shall meet at least once a month and additionally as required to address urgent
matters.

2. Planning Committee

Purpose

The Planning Committee shall be responsible for organizing and coordinating events, activities, and
initiatives of the Student Body.

Composition

The Planning Committee shall consist of:

a. Chairperson (appointed by the Executive Committee).

b. The Finance Minister.

c. The Clubs’ Minister

d. Additional member from the SC who shall be the secretary to the committee.

e. Representatives from each class or academic year as deemed necessary.

Duties and Responsibilities

a. The chairperson shall lead the Planning Committee and coordinate its activities.

b. The Secretary shall report to the SC sittings on the progress of planned events and activities.

c. The Committee shall assist in the planning and execution of events and activities.

d. The committee shall contribute ideas and support the logistical aspects of events.

e. Engage with the student body to gather feedback and suggestions for future events.

Meetings.

The Planning Committee shall meet regularly or bi-weekly, to ensure effective planning and coordination of
upcoming events and activities.

Event Approval

All events and activities planned by the Planning Committee must be approved at a SC sitting to ensure
alignment with the Student Council’s goals and budget.

Collaboration Between Committees

Joint Meetings: The Executive Committee and Planning Committee shall hold joint meetings as necessary
to ensure coordination and communication.

Shared Responsibilities: Both committees shall work collaboratively on major initiatives and events,
ensuring effective use of resources and personnel.

B. OTHER COMMITTEES.

The Students Council may establish the following committees and shall make standing orders and rules for
the orderly conduct of its proceedings including the proceedings of the committee.

ACADEMIC AFFAIRS COMMITTEE.

The academic affairs committee shall comprise.

a) The Academic Minister who shall be the presiding Chairperson.

b) A representative from each course.

c) One other member from the Student Council.

EXTERNAL AFFAIRS COMMITTEE.

This committee shall comprise:

a. Deputy President of the Student Council who shall be the chair to the committee.

b. Finance Minister and three other Student Council members.

c. At least 3 representatives from the student body.

SPORTS COMMITTEE

This committee shall comprise:

a) Sports Minister who shall preside as the Chairperson of the committee.

b) One SC member.

c) 5 representatives from Team captains

14. MEETINGS

SC MEETINGS

a. All meetings shall be convened by the Secretary General in consultation with the President and shall
have at least 9 (3/4) members representation of any members of the Students Council.

b. The Student Council shall meet two times every month.

c. For a meeting to convene a quorum must be achieved of at least 3/4 of total council members

AMENDMENT PROCESS.
a. The amendment to the constitution regarding the above sections may be amended or repealed by a
two-thirds majority vote of the student council provided that such amendments are consistent with the
principles of fairness, transparency and due process sand in accordance with the established procedures
for constitutional amendments.

ENACTMENT.

a. These amendments shall come into effect upon ratification by two-thirds of students at the school
baraza and approval of college administration.