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Trainees Council

Designation
Section I

Article (1): Designation Saudi Mining Polytechnic Council of Apprentices

Article (2): Organizational Profile SMP Council of Apprentices is an elected trainee organization that represents the Institute trainees. The SMP Council of Apprentices reports back to the Trainees’ Affairs Department.

Article (3): Headquarters The Saudi Mining Polytechnic – the Northern Borders Province – the Administration Building – first floor.

Article (4): Logo of the Council

Goals of the Council
Section II Goals of the Council

Article (5): Goals As a trainee organization, the council aims to: Develop trainees’ personalities on the national, social, athletic, intellectual, and professional levels. Enhance cooperation and the concept of teamwork among trainees, and cultivate the relationship between the trainees on the one hand and the administrative and training staff on the other hand. Foster the spirit of leadership among trainees and provide them with an opportunity to express their opinions freely.

Provide the opportunity for trainees to express their opinions regarding all decisions made by the SMP administration whether they are related to the trainees and the training affairs, management, or even the services provided by the SMP administration to the trainees.

Help solve trainees’ social problems and training issues in cooperation with the relevant SMP authorities.

Enhance trainees’ academic achievement, and training process.

Work cooperatively with the Institute to spot and encourage top performers and talented trainees in order to help them improve their levels and nurture their talents.

Support trainees’ activities on the academic, intellectual, social, and athletic levels. Raise trainees’ awareness of their rights and duties in accordance with the policies followed by the Institute, and urge them to preserve SMP installations and facilities.

Urge trainees to maintain the accomplishments of the Institute and to contribute to its fine reputation and high public esteem.

Encourage trainees to constantly maintain order in line with the mission and goals of the Institute, and to participate with the administration in improving trainees’ services.

Organizational Structure of the Council
Section III Organizational Structure of the Council

Article (6):

The first meeting of each cycle is a statutory one for the Council, and is held under the supervision of an authorized SMP administrative member. During this statutory meeting, a Council chairman and vice-chairman are elected from within the members of the Council of Apprentices.

Article (7): The Council Chairman’s Tasks Managing the periodic and special meetings of the Council.

The Council chairman appoints a vice-chairman and a supervisor for each of the cultural, athletic, social, and trainee-service committees, as well as a secretary through a resolution issued by the chairman and voted on by the members for agreement.

The Council chairman has the right to give warnings and notices to any member of the Council if need be. (See: recall of membership)

The Council chairman, or his deputy, has the right to sign the official letters addressed to SMP administration.

During the discussions and inquiries in the Guest Speakers event, only the Council chairman has the right to address questions to the guest. The Council chairman, vice-chairman, and secretary hold a weekly session with the SMP administration member supervising the Council of Apprentices to deliberate on issues of concern.

The Council holds a bi-monthly session with the SMP Managing Director to deliberate on issues of concern.

The Council secretariat schedules a monthly open meeting between the Council chairman and the apprentices to address issues of concern. The Council chairman is the highest-level authority in the Council. Therefore, he can assume additional powers after referring back to the Council. He also represents all apprentices in and outside the Council.

Article (8): The Council vice-chairman He is to be elected from within the Council. He acts on behalf of the Council chairman when the latter is absent. He has all the chairman’s powers during the latter’s absence. He handles all the tasks delegated to him by the chairman. He deliberates with the Council chairman regarding the appointment of the administrators of the cultural, athletic, social, and trainee-service committees as well as the Council secretary.

Article (9): The Social Committee Administrator He is appointed by the Council chairman after proper consultation with the Council vice-chairman. He is to liaise with internal and external entities for coordination. He is responsible for the organization of conferences and trainee seminars held at the Institute in coordination with the competent SMP authorities. He undertakes all the tasks delegated to him by the Council chairman.

Article (10): The Cultural Committee Administrator He is appointed by the Council chairman after proper consultation with the council vice-chairman. He supervises the Cultural Committee. He oversees all cultural competitions and training and developmental courses. He is the editor-in-chief of the SMP periodical magazine. He undertakes all tasks delegated to him by the Council chairman.

Article (11): The Athletic Committee Administrator He is appointed by the Council chairman after proper consultation with the Council vice-chairman. He supervises the Athletic Committee, and organizes all sports events and competitions in the Institute. He oversees the representation of the Institute in external sports contests. He undertakes all tasks delegated to him by the Council chairman.

Article (12): The Council Secretary The Council secretary undertakes the following tasks: Taking the minutes and setting the agenda items. Informing members of the dates and times of meetings. He collects the points of discussion from the Council members via email four days before the session in order to schedule and report them to the Council chairman. Sending invitations to those the Council desires to host in its meetings.

Membership
Section IV Membership

Article (13): The Council of Apprentices is comprised of seven members, each representing an intake. The trainees elect these representatives by means of direct election or by acclamation, in which each intake must be represented by two trainees.

Article (14): A candidate for membership of the Council of Apprentices must satisfy the following conditions: He must be a full-time trainee at the Institute. He must have a good reputation and be known for good demeanour. He must not have been given any warnings by any SMP authority or have been issued any other violations. He must not have failed any training subject at the Institute. Membership

Article (13): The Council of Apprentices is comprised of seven members, each representing an intake. The trainees elect these representatives by means of direct election or by acclamation, in which each intake must be represented by two trainees.

Article (14): A candidate for membership of the Council of Apprentices must satisfy the following conditions: He must be a full-time trainee at the Institute. He must have a good reputation and be known for good demeanour. He must not have been given any warnings by any SMP authority or have been issued any other violations. He must not have failed any training subject at the Institute.

Recall of membership
Section V Recall of membership

Article (15): The Council is dissolved in the event of the resignation of half of its members.

Article (16): Membership is recalled in the following cases: Failure to attend the Council sessions without a valid excuse for three consecutive times or for five non-consecutive times. The Council chairman must issue a decision to that effect. Verified violation of any of the membership conditions on the member’s part. The membership is withdrawn with a decision issued by the Council chairman. Handwritten resignation In case a member has been given three warnings, he will be subject to a vote of confidence by the Council members. The administrative supervisor of the Council has the right to recall a member’s membership with a reasoned disciplinary decision in case of a verified act contrary to the goals of the Council or tarnishing of its reputation on the member’s part. This is to ensure good progress of the educational process and to maintain a spirit of brotherhood among trainees.

Meetings of the Council
Section VI Meetings of the Council

Article (17): Sessions of the Council The Council holds periodic meetings on a biweekly basis. The council holds a bimonthly periodic meeting that is attended by the SMP Managing Director. Special meetings are held whenever there is something urgent that has to do with the Institute or is of concern to the trainees. Members of the Council can invite the SMP Managing Director to attend their special meetings. The Council secretary is responsible for informing all members of the Council of Apprentices of the meeting agenda. Members set a date for the elections of the representatives of the first-year trainees in the statutory meeting. A member is considered absent in case he is tardy for more than half an hour or leaves early by one hour before the session ends without a valid excuse. In case a member desires to absent himself from attending a session, he must inform the secretary two days beforehand. The Council chairman, or his deputy, is entitled to count the absence or not, depending on the validity of the excuse.

Article (18): The presence of at least five members represents a quorum for the lawful convening of the Council. Resolutions shall be approved by an absolute majority of valid votes. In case the votes are equally divided, the issue at stake is discussed again, and the vote is repeated. In the event of an even split of votes, the Council chairman shall decide in favour of one of the two positions. In this case, the resolution is considered binding. Article (18): The period during which the Council performs its activities and holds its meetings goes on till the end of the academic semester.

Article (19): Working policies of the Council: In pursuit of its goals, the Council coordinates with the competent authorities of the Institute with regard to the following: Setting a general framework to carry out the Council policy in accordance with its goals. Taking part in drawing up the necessary annual plans relevant to trainees’ activities. Discussing the action plan for the trainees’ activities in the cultural, social, academic, and athletic spheres. The Council is entitled to form committees as appropriate to the job description and tasks of the Council. The subcommittees of the Council shall present periodic reports of their work to the Council. All committees shall submit their reports and recommendations to the Council for ratification. The Council is entitled to host members of SMP administrative or training staff to discuss apprentices’ remarks and ways to improve the academic level and the standard of services in the Institute. SMP Managing Director’s approval is required for organizing seminars, talks, lectures, conferences, and exhibitions. Inviting external guest speakers must also be carried out by the Institute through a formal invitation, via coordination with the SMP competent authorities. The Council shall appoint one of its members to be in charge of the bulletin board of the Council, on which the Council’s achievements, news, and dates of meetings are posted. The Council shall have a box for complaints and suggestions and an email address. The secretary shall be in charge of the Council’s correspondence. SMP administrative and training staff must send copies of any decisions they take relevant to the trainees to the Council of Apprentices so that it may discuss and comment on them. Council resolutions are issued by voting during sessions. All members shall vote on the issues related to the Institute, the services, and the general administrative decisions. However, voting shall be restricted to the representatives of a certain intake if the resolution is exclusively relevant to them. The Council is entitled to call for a vote by all trainees or by those of a particular intake based on the significance of the resolution. The Council coordinates all of its activities with the Trainee Affairs Department.

Elections
Section VII Elections

Article (20): The Trainee Affairs Department shall set the dates, the times, and the methods of conducting elections. It shall also appoint the committees supervising them.

Article (21): The committee supervising the elections shall announce all positions open to candidacy one full week prior to the date set for the elections. The application period must not be less than five consecutive days.

Article (22): Application forms are issued by the elections committee and are submitted on the dates and venues it sets. On submitting the application form, the candidate is given a receipt by the electoral committee. Elections are held at the beginning of each academic semester for the following session of the Council.

Article (23): The candidate is entitled to relinquish candidacy in writing at least three days before the date of the elections.

The working groups of the Council
Section VIII The working groups of the Council
The Council carries out its duties by relying on the working groups that are assigned specific tasks related to trainees’ activities.
The Volunteer Committee
Section IX The Volunteer Committee

Membership of the Volunteer Committees: Members of a particular volunteer committee supporting the main committees are appointed by the chairman of the Council of Apprentices. Members of the volunteer committee are to be nominated by the administrators of the main committees.

Membership in the volunteer committees shall be announced open to trainees. However, membership in each volunteer committee should not exceed three.

Management of the volunteer committees falls upon the administrators of the main committees. The Council chairman is entitled to dissolve any volunteer committee by issuing a decision after proper deliberations with its administrator.

Volunteer committees shall hold a monthly meeting with the Council chairman. The date and agenda of the meeting shall be set by the secretariat. Each volunteer committee is entitled to set the dates and times of the meetings as appropriate to the tasks.