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In His Name the Most High

Draft Constitution of the Debating Society of Husayni Madrasah

Learn for the Almighty, Teach for the Almighty, Serve for the Almighty

Learn for the Almighty, Teach for the Almighty, Serve for the Almighty
Preamble Any student who has opted to become a student leader of one of the largest organizations in our community would be entrusted with the RESPONSIBILITY to SERVE and THEN to lead the Madrasah students. What is decided in Debating Society meetings have a direct impact on the religious and extra-curricular activities of all the Husayni Madrasah students. The intention for joining the Debating Society should be to serve and promote the true teachings and values of Allah (S.W.T), His Divine Prophet (S.A.W) and the Holy Ahlulbayt (A.S). All Members should remember that with both their actions and words they promise to pursue and promote this goal and keep the interest of the students BEFORE their own personal ambitions. These positions require an attitude of selfless sacrifice for the betterment of the Husayni Madrasah students. It is firmly believed that the actual reward for their services can only be granted by Him, for whom they are hoping to serve Almighty Allah (S.W.T). They should be aware that if selected, they become exemplary Student Leaders and should be conscious to the fact that their every action will be monitored by their fellow classmates and will be followed by Page 2 of 23 Last Amended on Jan 26st, 2012

the younger students in classes below theirs; therefore, it is of utmost importance that their overall discipline is maintained. Chapter 1- Founding Provisions Article 1 - Establishment and Name This organization is named "The Debating Society of Husayni Madrasah, which will be referred to in this Constitution as "Debating Society or DS Article 2 Husayni Madrasah The Parent body of the Debating Society is Husayni Madrasah henceforth referred to as Madrasah management or Management, and will encompasses both the Boys Section (HMBS) and the Girls Section (HMGS). The DS of HMBS and The DS of HMGS shall primarily be bound by all rules and regulations of the Managements of the HMBS and HMGS respectively. Article 3 Core values All articles of this Debating Society Constitution should not in any way violate the principles of the Shia Ithna-Asheri Faith and/or the Rules and Regulations of the Husayni Madrasah. Article 4 - Patronage of the Debating Society The Patronage of the Debating Society henceforth referred to as the Patronage, will act as liaison between the Husayni Madrasah Management and the Debating Society.

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1.4.1 The Patronage will consist of five (5) patrons, one (1) lead patron and various assistant patrons. 1.4.2 Three Patrons will be appointed by the management of the Husayni Madrasah Girls Section. 1.4.3 Two Patrons and the lead patron will be appointed by the management of the Husayni Madrasah Boys Section. 1.4.4 Patrons and assistant Patrons appointed by the Husayni Madrasah Girls Section shall take primary responsibility of the Debating Society of Husayni Madrasah Girls Section. 1.4.5 Patrons and assistant Patrons appointed by the Husayni Madrasah Boys Section shall take primary responsibility of the Debating Society of Husayni Madrasah Boys Section. 1.4.6 Assistant Patrons can be appointed by either the HMBS and/or the HMGS managements. 1.4.7 - Assistant Patrons will act under the guidance of and assist the patrons and the lead patron. 1.4.8 - The Patronage will be afforded the following privileges: 1.4.8.1 - Have the final say over all matters relating to the day-to-day activities the Debating Society. 1.4.8.2 Will have the right to override all chapters of the Debating Society By-laws. 1.4.8.3 - Will have the right to override all chapters except chapter one of the Debating Society Constitution.

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1.4.8.4 The lead patron shall have the ultimate responsibility over the patronage. 1.4.9 In case articles 1.4.8.2 and/or 1.4.8.3 are invoked by any patron, it has to be explicitly mentioned in the following weekly managing committee meeting by the particular patron and be clearly recorded and highlighted in the minutes. 1.4.10 The Patronage will hold an official meeting at least once a fortnight in which all patrons have to attend and shall be chaired by the lead Patron. Article 5 - Authority of the Debating Society Constitution This Constitution is the source of all rights and responsibilities within the Debating Society. 1.5.1 - In special cases, addition and subtraction to any or all the sections of this Constitution can be carried out in agreement between both Husayni Madrasah Managements (HMBS and HMGS) in collaboration with the Patronage without prior notification to any individual or organization. Article 6 Authority of the Debating Society By-Laws The Debating Society By-Laws shall have the Authority over all matters relating to the day-to-day activities of the Debating Society. 1.6.1 The Debating Society of Husayni Madrasah shall have two sets of independent By-laws, one for the girls side and one for the boys side. 1.6.2 - No By-Law of the Debating Society of Husayni Madrasah shall in any way, contradict the constitution of the Debating Society of Husayni Madrasah. Page 5 of 23 Last Amended on Jan 26st, 2012

1.6.3 - The By-Laws of the Debating Society may be amended by means voting of a majority (50%+1) only, or at the discretion of the patron. Article 7 Segregation of Financial Accounts 1.7.1 - The Debating Society of Husayni Madrasah shall have two sets of independent financial Accounts, one for the girls side and one for the boys side. Article 8 Debating Society Governing Structure Diagram HMBS Management HMGS Management

Key Report s

DS Patronage

DS of HMBS - By-Laws - Accounts

DS of HMGS - By-Laws - Accounts

Under the supervision of the Debating Society Constitution Page 6 of 23 Last Amended on Jan 26st, 2012

Article 9 Mission of the Debating Society The following shall be the Mission statement of the Debating Society of Husayni Madrasah: Learn For The Almighty, Teach For The Almighty, Serve For The Almighty Article 10 Purpose of the Debating Society 1.10.1 - Primary purpose: to serve and lead the students of the Husayni Madrasah. 1.10.2 - Secondary purpose: to serve the Community at large. Article 11 Objectives of the Debating Society The Debating Society shall organize various events throughout any given Madrasah year which can serve any/all three of the following objectives: 1.11.1 - Religious- Intended to explore religious, spiritual or theological themes and to foster a better understanding of the Islamic way of life among the students of Husayni Madrasah and Community at large. 1.11.2 - Educational- These events shall focus on providing students of the Husayni Madrasah with information regarding the Islamic faith and/or general knowledge in order to achieve a better Page 7 of 23 Last Amended on Jan 26st, 2012

understanding of various issues, personalities, concepts, traditions, ideas, achievements, events and historical phenomenon.

1.11.3 - Social / Physical These events shall strive to provide an enjoyable atmosphere by, in part, providing events that encourage socializing and meeting other students and/or Community at large, taking part in games/sports and activities, organizing off-campus group activities, as well as organizing activities intended for leisure. It is the responsibility of the coordinator of the event to ensure that these events occur within a strict Islamic atmosphere. Article 12 - The following are the emblems of the Debating Society of Husayni Madrasah:

Emblem A

Emblem B

1.12.1 Emblem A of Debating Society shall be utilized throughout the whole year except during the Islamic mourning months of Muharram and Safar, during which time Emblem B of Debating Society shall be utilized. Article 13 Debating Society Meetings 1.13.1 - The Debating Society Managing Committee and Sub committees must hold an official ordinary meeting at least once a Page 8 of 23 Last Amended on Jan 26st, 2012

week, including during Madrasah holidays but not including the time of Madrasah terminal / annual examinations. 1.13.2 - All DS meetings must start with the recitation from the Holy Quran followed by Dua e- Hujjat (A.S) and terminated by the recitation of Dua-e-Wahda both whilst standing. 1.13.3 All DS official ordinary meetings must be held under the presence of at least one Debating Society emblem. Article 14 Pledge of Office 1.14.1 - All Debating Society members have to recite the following Pledge of Office at the weekly MC meeting before officially taking over his/her post. I begin in the Name of the Allah, the Most Beneficent, and the Most Merciful. In my position as the _________ (Position) _______ of the Debating Society of Husayni Madrasah for the year 14_ _ / 20_ _ . Keeping all of you present here today as my witness I Pledge to the best of my ability to adhere to the rules and regulations of the Husayni Madrasah. I Pledge to the best of my ability to adhere to the constitution and the by-laws of the Debating Society of Husayni Madrasah. I Pledge to the best of my ability to serve and than lead the students of Husayni Madrasah.

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I pledge to learn for the pleasure of the Almighty Alone, to Teach for the pleasure of the Almighty Alone and to serve for the pleasure of the Almighty Alone. So help me my Lord. 1.14.2 - The DS Chief Justice and Associate Justices have to recite the Pledge of Office at the weekly Managing Committee meeting in front the managing committee members while addressing the DS lead Patron (in his/her absence any one DS patron) before officially taking over his/her post. The DS Patron and the DS Chief Justice and/or the Associate Justices have to be in standing position during the recitation of the pledge. 1.14.3 - The DS President has to recite the Pledge of Office at the weekly Managing Committee meeting in front the managing committee members while addressing DS Chief Justice before officially taking over his/her post. Both the DS Chief Justice and the DS president have to be in standing position during the recitation of the pledge. 1.14.4 - All Debating Society Managing Committee members except the DS Chief Justice have to recite the Pledge of Office at the weekly Managing Committee meeting in front the managing committee members while addressing DS President before officially taking over his/her post. Both the DS President and the incoming DS member have to be in standing position during the recitation of the pledge. 1.14.5 - All Debating Society Sub Committee members except the Associate Justices have to recite the Pledge of Office at the weekly Managing Committee meeting in front the managing committee members while addressing his/her Committee Chairman before officially taking over his/her post. Both the Committee Chairman and Page 10 of 23 Last Amended on Jan 26st, 2012

the incoming DS Sub Committee member have to be in standing position during the recitation of the pledge. Debating Society Domain Name 1.14.1 The official Debating Society shall use two domain names for its official website, the primary domain name shall be www.debatingsociety.org and the secondary domain name shall be www.husaynimadrasah.net (This cause has to be amended and its process is underway.) Chapter 2- Debating Society Membership The Debating Society membership is only open to all students of the Husayni Madrasah who wish to join the society. All Madrasah students are eligible for membership in the Debating Society without discrimination on age, mental or physical disabilities. 2.1 Segregation of Memberships The Debating Society of Husayni Madrasah shall have two sets of independent Memberships. For the girls side it will be made from H.M.G.S student body and for the boys side it will be made from the H.M.B.S student body. 2.2 Membership Privileges Following shall be the privileges afforded to Madrasah students with the prior approval of a Patron: 2.2.1 - Will be afforded the right to attend and raise his/her opinion during weekly meetings as an observer with prior approval of the chair.

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2.2.2 - Will be entitled to receive the minutes of the weekly meeting if attended. 2.2.3 - Will be entitled to view the financial statements of the Debating Society. 2.2.4 - Will be eligible to be selected, nominated or elected for the Sub- Committee or Managing Committee membership. 2.3 Expectations of all DS members Following shall be the expectations of all members with the exception of honorary membership: 2.3.1 - To show excellence in Madrasah attendance, behavior, discipline, and uniform. 2.3.2 - To adhere to the Madrasah Discipline Handbook. 2.3.3 - To adhere to the DS constitution and DS by-laws. 2.4 - Managing Committee Membership The Debating Society Managing Committee Membership shall consist of Debating Society Office Bearers and Debating Society Committee members. 2.4.1 Office Bearers of the Debating Society The Debating Society Office bearers shall be made up of Madrasah students only, who shall be elected by the Madrasah students Body or shall be selected by the Management, and shall consist of the following positions:

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1. President 2. Vice-President 3. Chief Justice 4. Secretary General 5. Principal Treasurer 2.4.2 Committee Members (MC) of the Debating Society The Debating Society Committee members shall be made up of Madrasah students only, who shall be elected by the Madrasah students Body or shall be selected by the management. The committee membership shall consist of sub-committee chairmen and appointed positions. 2.5 Sub-Committee (SC) Membership The Debating Society Sub-Committee Membership shall be made up of Madrasah students only, who shall be selected by the respective Sub-committee Chairman/lady and approved by the Managing committee. 2.6 - Honorary Membership The DS Honorary membership shall consist of Husayni Madrasah Graduates or former Debating Society members who have been approved by the management and will have to adhere to the DS constitution and DS by-laws. Chapter 3 Rules Pertaining to All Members 3.1 - Potential Dismissal Page 13 of 23 Last Amended on Jan 26st, 2012

Managing and Sub-Committee members can be potentially dismissed from the Debating Society for the following reasons: 3.1.1 - Failing to adhere to the rules and regulations of the Husayni Madrasah specifically pertaining to the Discipline Handbook. 3.1.2 - Failing in their duties and responsibilities as elaborated in the DS constitution and by-laws. 3.1.3 - Openly displaying or expressing negative attitude towards other Husayni Madrasah Students, Volunteers, Teachers or DS Patrons. 3.1.4 - Knowingly behaving in a way that makes other Madrasah Students, Volunteers or Teachers feel uncomfortable or intimidated. 3.1.5 - Behaving in a manner that damages the Debating Societys reputation within the Madrasah and/or the Community at large. 3.2 Dismissal 3.2.1 - Any DS member can be dismissed from the Debating Society by means of Voting by the Debating Society Managing committee and/or at the discretion of the Patronage. 3.2.2 Any dismissal has to be explicitly mentioned in the weekly managing committee meeting and be clearly recorded and highlighted in the minutes. 3.3 Discipline DS Members are expected to maintain the highest level of discipline and standards of ethics, failing to do so can lead to potential dismissal. Page 14 of 23 Last Amended on Jan 26st, 2012

3.3.1 For further disciplinary and other related issues please refer to the by-laws.

Chapter 4 Term in Office 4.1 Handover Ceremony The Managing Committee and Sub Committee members shall serve until the day of the Handover Ceremony which will be held a week after the Husayni Madrasah Annual Graduation. 4.2 Vacancy in the Office Bearer position 4.2.1 - If there is a vacancy in an office Bearer position due to an office bearer withdrawing from the Madrasah, or for a matter relating to Chapter 3 of the constitution, the President must appoint a Managing Committee member or a sub-committee member for his/her replacement within two weeks of the vacancy with the approval of the patronage. 4.2.2 - An office Bearer is required to remain in his/her position until S/he decides to depart the Debating Society, at such a time S/he must give at least one month prior written notice of his/her departure to the D.S President. During the aforementioned month the office bearer is required to train a DS Managing Committee member or a sub-committee member appointed by the D.S President with the approval of the patronage to take up his/her position. In case of an emergency departure, the D.S President will assume the particular office bearer responsibilities. Page 15 of 23 Last Amended on Jan 26st, 2012

Chapter 5 Office Bearers Responsibilities 5.1 Responsibilities of the D.S President 5.1.1 - Presiding over all weekly meetings. 5.1.2 - Supervising all Debating Society affairs and be responsible for the administration of the Debating Society. 5.1.3 - Being a representative of the Debating Society to: 1. Madrasah Students 2. Madrasah Management 3. Madrasah Teachers and Volunteers 4. Community at Large 5.1.4 - Nurturing the relationship between and the Debating Society and the following: 1. Madrasah Students 2. Madrasah Management 3. Madrasah Teachers and Volunteers 4. Community at Large 5.1.5 - Overseeing all official Debating Society events, that they meet the requirements outlined in Chapter 1, Article 11 of the Constitution, and that the nature of the event itself does not exclude any member, within reason. 5.1.6 -Follow up on the duties and responsibilities given to any individual member allocated to him/her by the Managing Committee and/or a Patron. 5.1.7 - Approving previous minutes after a thorough analysis before the start of the next meeting. Page 16 of 23 Last Amended on Jan 26st, 2012

5.1.8 - Keeping in mind that the buck stops with him/her. 5.2 Responsibilities of the Vice-President 5.2.1 - Representing the D.S President in his/her absence. 5.2.2 - Assisting the President in his/her responsibilities. 5.2.3 - Adhering duties allocated by the Managing Committee and/or the Patron. 5.3 - Responsibilities of the Chief-Justice 5.3.1 - Being well versed with the Debating Society Constitution. 5.3.2 - Being responsible for making sure that the Constitution is adhered by all D.S members. 5.3.2 - Being responsible for making sure that the election process is carried out in a fair and balanced manner. 5.3.3 - Administering the voting procedure in the meetings. And clearly recording in detail the outcome of the voting. 5.3.4 - Chairing the Discipline Committee and be bound by the rules outlined in the By-Laws. 5.3.5 - Chairing the Electoral Committee, as outlined in chapter 7.1 of the Constitution. 5.3.6 - To be responsible for duties allocated by the Managing Committee and/or the Patron.

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5.4 - Responsibilities of the Secretary General 5.4.1 - Attending all official MC meetings to record minutes. 5.4.2 - Sending minutes to all Managing Committee members, honorary members, Madrasah Management, and all Madrasah students who attended the meeting, via email within three days of the meeting. 5.4.3 - Assisting in various other clerical duties. 5.4.4 - Possessing DS documents and archives. 5.4.5 - Preparing a detailed MC event report (with photographs) in collaboration with the event coordinator to be presented to the Managing Committee for approval within 2 weeks of the termination of the event. 5.4.6 - Informing the Managing Committee about the time, date, day, venue and agenda of the meeting 1 day prior. 5.4.7 - Be responsible to record in audio all official meetings. 5.4.8 - To be responsible for duties allocated by the Managing Committee and/or the Patron. 5.5 - Responsibilities of the Principal Treasurer 5.5.1 - Introducing a statement of financial standing, explaining the Debating Societys financial position in the weekly meeting. 5.5.2 - Making monetary payments for any expenses incurred by the Society; by following a strict voucher system. Page 18 of 23 Last Amended on Jan 26st, 2012

5.5.3 - Reimbursing members for expenses up to Tshs. 15,000 they may have incurred on behalf of the Society. Any higher expenses are to be pre-approved at a weekly meeting and/or with the explicit approval of the Patronage. 5.5.4 Over seeing financial operations regarding donations as well as other revenues and expenses. 5.5.5 - All donations must be reported to the weekly meetings and deposited in the Debating Society account at the Dar es Salaam Tabligh Board office. 5.5.6 - A donor must receive a receipt of the KISJ Tabligh board for any donation made to the Debating Society. 5.5.7 - Making a budget in collaboration with the coordinator for any Managing Committee event and present it to the Managing Committee for approval. Once authorized by the Managing Committee forwarding it to the Madrasah Management for final approval. 5.5.8 Preparing managing committee event accounts in collaboration with the event Coordinator and presenting it at the post-mortem MC weekly meeting for approval. Once authorized by the Managing Committee forwarding it to the Management for final approval. 5.5.9 - Preparing Sub-committee event accounts in collaboration with the sub-committee treasurer and /or the subcommittee chairman and presenting it at weekly managing committee meeting for approval. Once authorized by the Managing Committee forwarding it to the Management for final approval. 5.5.11 - Be responsible for any other additional duties allocated by the Managing Committee and / or the Patronage. Page 19 of 23 Last Amended on Jan 26st, 2012

Chapter 6 - Elections Process The positions of the Managing Committee membership will be decided on by holding of the general election by the students of the Husayni Madrasah in their respective sections. (girls side by the H.M.G.S and Boys side by the H.M.B.S) and / or by selection of the Patronage in collaboration with the Madrasah Management. 6.1 Electoral committee A Committee shall be formed, in order to enhance the election and oversee the election process. This Committee shall be chaired by the Chief Justice and will comprise of ONLY Managing Committee members who are in their FINAL year of Madrasah. This committee will be named the Electoral Committee (year). 6.1.1 - In an event where the Chief Justice is running for another term as a committee member the patronage shall choose another chair for the electoral committee. 6.2 - In an event Elections can not be held In an event when a general election is not or cannot be held, the management will be responsible to select the Managing Committee members. 6.3 - Constitutional Quiz and Election Speech All candidates interested in running for the Managing Committee membership will have to undergo a quiz based on the Debating Society Constitution and the By-Laws and will have to give an election speech. Chapter 7 Forming Ad-Hoc Sub Committees Page 20 of 23 Last Amended on Jan 26st, 2012

The Debating Society managing committee shall be empowered to create Ad-Hoc sub committees by means of majority voting as and when required. Chapter 8 Annual General Meeting The Debating Society must hold an official Annual General Meeting (AGM) within two weeks after the Mid-year break. Chapter 9 Priority Dedication Expected Debating Society Members are expected to give their top most priority towards the Society for the year they are holding a position at the DS. Chapter 10 Constitutional Amendments 10.1- The Constitution of the Debating Society may be amended (with the exception of chapter 1 which can not be altered) in accordance with this chapter, by means of collective voting of a majority 75% (rounded up) + 1only; from both the Debating Society Managing committees (Boys and Girls) overseen by the lead Patron. 10.2 - No amendment to the DS Constitution by means of voting can take place without the prior knowledge and agreement of the patronage and both the managements (HMBS & HMGS) 10.3 - No amendment to the DS Constitution by means of voting can take place without the physical presence at the meeting of a DS Patron. Chapter 11 Approvals of the Constitution 11.1 This second constitution was approved by the Debating Society of HMBS Managing committee on the 6th of August 2011 Page 21 of 23 Last Amended on Jan 26st, 2012

(Refer MC Meeting Minutes 06/08/2011) and was approved by the Husayni Madrasah Boys Section Management on the 5th of November 2011(Refer Management Meeting Minutes 15/11/2011)

Learn for the Almighty, Teach for the Almighty, Serve for the Almighty Commitment Of Members and Parents.
If selected, I understand and promise to fulfill all the responsibilities mentioned in the Debating Society Constitution and the Debating Society By-Laws to the best of my Ability. Name: ________________________ Signature: _______________ Class: ______ Date:_______

Dear Parent / Guardian, Your son/daughter has opted to become part of the Managing Committee of the Debating Society of Husayni Madrasah. Your approval is needed before S/he can run for the Managing Committee. Page 22 of 23 Last Amended on Jan 26st, 2012

By signing below you accept and understand the responsibilities mentioned in the Debating Society Constitution and the Debating Society By-Laws and you will support and encourage your son/Daughter in rendering his/her services to the Debating Society of Husayni Madrasah. I, ___________________________ am the Parent / Guardian of the above mentioned student. Signature: _____________ Date:_______

Please note that whether you approve or not or whether your son/daughter is selected / elected or not, his/her mere intention of joining the Debating Society highlights his/her willingness to serve and help others for the sake of the Almighty, which reflects on his/her positive upbringing You have a right to be very proud of your Son/Daughter!

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