Guidelines for the Bhutanese Student
Associations (BSA) – Revised Edition
Department of Adult and
Higher Education
Ministry of Education
September 2009
DEPARTMENT OF ADULT AND
HIGHER EDUCATION
Guidelines for the Bhutanese
Student Associations (BSA) Abroad
1.0 Rationale/Importance
01.
|
In
the recent years, the Bhutanese students seeking admission to pursue higher
education abroad in particular to the Indian colleges and universities have
been on an increase. The number is likely to increase by many folds until
such time that provisions for higher education are strengthened within the
country. There are more than 3000 Bhutanese students (as of 2008) currently
studying in India alone. Majority of these students are pursuing higher
studies through their parental support while many are on a scholarship scheme
of the government.
|
02.
|
In
many parts of India and abroad where Bhutanese students are currently
studying, the Bhutanese Students’ Associations (BSA) remain as a distinct and
important forum for the students. The forum helps to maintain solidarity,
understanding and welfare amongst Bhutanese students, in addition to
preserving and exhibiting its culture and traditions by way of observing and
celebrating moments and days of national and historical significance to
Bhutan. Some of these include His Majesty’s Birthday celebration, observation
of the country’s national day, and a range of other important celebrations
and social activities that help in fostering higher degree of unity and
acquaintances among Bhutanese students abroad.
|
03.
|
In
the absence of funding from any established sources, the Bhutanese
|
students were facing problems to
continue with the traditions of BSAs, and its mission to promoting values and
culture. It was with this recognition that the Royal Government of Bhutan
through the initiatives of the Ministry of Education approved a sum of Nu.
1000/- per student per academic year to the Bhutanese Student Associations
outside the country starting 2004. The fund is expected to enable BSAs to
celebrate the national occasions and undertake other related activities for the
welfare of students at large.
2.0 Objectives:
04. While
the association caters to the Bhutanese students’ welfare studying abroad, it
has the following objectives that are expected to be achieved:
a)
To facilitate in extending support to Bhutanese
students seeking admissions in various colleges within the locality of the BSA
as and when required.
b)
To organize social gatherings of Bhutanese students
within the BSA that would foster solidarity and sense of oneness. However, the
use of alcohol and alcohol containing beverages is not permissible in the
social gatherings.
c) To
observe events of national and historical significance thereby sustaining and
promoting the Bhutanese values, traditions and culture.
d)
To promote team spirit, sense of brother/sisterhood and
the opportunity to interact among themselves while living and studying
abroad.
e)
To facilitate arrangements for administrative and
logistic supports to Bhutanese students who may require the assistance of the
BSA.
f)
To enable the BSA to provide necessary assistance and
proper attention in times of emergency situation affecting the health, safety
and wellbeing of the individual student members in a locality.
3.0 Formation and Registration of Bhutanese Student Associations
05. To be recognized as fully vibrant and
functional Bhutanese Student Association, there shall be a minimum of 10
regular students interested to be members of the BSA from a particular locality
or city. The BSA members shall largely comprise of undergraduate and post
graduate students. While,
Bhutanese students pursuing short courses of 6 months or below shall not be
eligible to receive the fund, they shall however be included to participate in
the activities of the association.
06. Only one BSA shall be eligible for
funding by the Ministry of Education from and around the city or locality. Under no circumstances shall BSAs be broken
up into different segments for various means and reasons, thus forming similar
associations within the same locality / city.
07. The
Bhutanese students intending to join the association as members shall fillup
the registration form in complete with a photograph attached and submit to the
president of the association.
08. The proposed association shall in turn
submit in prescribed format the membership details and details of executive
committee to the Department of Adult and Higher Education for registration.
4.0 Management Structures and Procedures
09. A standard BSA shall consist of a
proper structure with a President, a Vice President, a Treasurer and a General
Secretary who shall form the executive committee of the association.
10.
The above executive members shall be elected by the
members of the association, through a secret ballot. The person who secures the
highest vote shall be the elected President; the one with the second, third and
the fourth can be appointed as the Vice-president, the Treasurer and the
General Secretary respectively.
11.
These executive members, as far as possible must come
from different colleges.
12.
The executive committee may be supported in its
discharge of functions/responsibilities by representatives from various
colleges (as applicable) and various other committees as may be formed.
13.
College representatives must be involved actively in
planning and allocation of budget discussions and implementation of such
decisions.
5.0 Tenure and Terms of Reference
of the Executive Committee Members
14.
The tenure of the executive members shall be for one
academic year. They shall not stand for the forthcoming election. The
restriction to one single academic year is to provide opportunities to other
members. The broad responsibilities of the executive members are as follows:
a) President
i. To
head the BSA. ii. To preside over BSA meetings, liaison and communicate with the
BSA members on matters related to the BSA.
iii. To
operate the joint bank account with the Vice-president. iv. To
look after the welfare of the BSA members.
v. To liaise with the DAHE, Ministry of
Education.
b) Vice-president
i.
Will officiate the president in his/her absence.
ii.
Be the joint signatory with the president. iii. He/she will assist the president
directly in all matters related to the association.
c) Treasurer
i.
Operate the accounts and maintain the records of all
expenditures against the activities of the year.
ii.
Maintain book of accounts.
iii.
Will be actively involved in all matters pertaining to
the activities of the BSA.
d) General Secretary
i. Coordinate the activities of the
BSA. ii. Communicate with
the members of BSA. iii. Liaison among all stakeholders for
activities. iv. Documentation of the programmes.
v. Countersign on book of accounts.
e)
College Representatives
i.
Represent respective colleges in BSA meetings
ii.
Act as link between BSA and college members
iii.
Be involved in planning and decision making.
6.0 Bank account and Release and Operation of the Fund
15.
BSA(s) shall maintain a separate bank account in the
name of the association where possible or a joint account in the name of
President and the vice president, with any recognized banking services of the
city/area where BSA is functional. The account shall be operational only
through joint signatories of the President & Vice- president. However, in
the event that either or both of the president and vice-president have to be
away from station for an extended period of time, other member(s), shall be, in
writing, designated as joint signatory,
through an authorization letter to the bank.
16.
The Presidents of the BSA(s) shall furnish all these
banking details with the joint account number, to the Department of Adult &
Higher Education, immediately upon opening and subsequently upon changes in
case of joint account of the BSA.
17.
In order for the Department of Adult and Higher
Education to process for the release of funds, the following conditions shall
be fulfilled:
a)
The old BSA members should fill up the Ongoing BSA
member List form
b)
The prescribed individual registration form to be duly
filled in and a photo attached for the new BSA members.
c)
Handing –Taking Over note between the former and the
incumbent executive members (to refer Annexure A)
d)
The expenditure statement of the previous year (to
refer Annexure B).
e)
Submit the Proposal biannually for the financial year.
f)
Documentary evidence of having independent joint bank
account for the association.
18.
The BSA fund disbursement with effect from 2009-2010
fiscal year shall be made on the basis of submission of proposals which may
include number of activities and events. The proposals shall be the product of
discussion amongst all executive members including college representatives,
coordinators/in-charges and signed against their names and address as the case
may be. After being scrutinized by the Tertiary Education Division (TED),
Department of Adult and Higher Education (DAHE), it shall then be approved and
based on which the fund shall be released biannually through a bank draft,
payable to the BSA(s) account/ joint account only. No payment shall be made in
the name of the president alone or the vice-president or any members of the
executive committee. The BSAs should
submit to the department abstracts of the Expenditure Statement (original) of
the current release along with the proposal of the next release at the time of
requesting for the next release.
19.
The proposal for
the BSA fund should be made as per the prescribed
format (See Annexure C) and it should include the expenditure estimates to
be incurred in the particular event/activity. The expenditure estimates should be prepared after taking into
consideration the actual number of students who are expected to attend the
particular activity/function. Realistic plan should be made while preparing
the proposal and it has to be prepared event-wise and be submitted to TED for
approval and release of BSA fund.
20.
Upon receiving the money, a meeting has to be called of
all members to declare the total amount received. Immediately on receiving the
Demand Draft from the TED, DAHE, the BSA Presidents have to send a money
receipt to the TED, DAHE, Ministry of Education. The money receipt has to be
prepared as per the prescribed format (See Annexure D).
21.
The BSA Presidents have to ensure that all the BSA
activities are conducted in a very transparent manner by involving all the
executive members, student representatives and coordinators. At the end of every BSA event/activity, the
BSA Presidents and other executive members should share the information with
all the BSA members regarding the expenditure incurred in that particular event
and budget balance available at that particular point of time.
22.
Use of the BSA fund for the ‘Trips’ or ‘Excursions’ of any type is strictly prohibited. The fund is meant to benefit all members of
the association.
23.
The BSA President should
not lend any loan from the BSA fund to its members and others.
24.
Handing-Taking over of the charges by the President has
to be done in the presence of old Executive members and new Executive members
and upon satisfactory handing taking over, it has to be signed by old and new
executive members and as well old & new Presidents with their names and
date against their signatures. The new President has to receive duly endorsed
bills (original) along with other
necessary documents from the old President which have to be retained properly
at their respective place of study. The consequences of any discrepancy arising
out of these documents should be borne by the President and the executive
members of the respective years.
25.
The BSA Presidents will have to submit the
Handing-Taking Statement and Expenditure Statement to the Tertiary Education
Division, Department of Adult and Higher Education at the end of each financial
year (i.e. end of May or June). It is important that both these documents have
to be prepared as per the format given in the annexes of the BSA guidelines. In
preparing these documents, it should bear the signatures with date and name of
the President and all other Executive members to validate the expenditure
incurred on the activities/programmed held
(Please note that the documents have to be in the prescribed format, otherwise
it will not be accepted in the Tertiary Education Division and it will simply
delay the rest of the processes).
26.
The Royal Audit
Authority (RAA) will audit the utilization of BSA fund and if any discrepancies are observed by the RAA
team, the BSA Presidents along
with all other Executives members will
be held accountable as the operation of the fund is managed by them. The BSA
Presidents have to retain the duly endorsed bills & other necessary
documents (year-wise) properly at their respective place of studies for future reference such as for auditing
and monitoring activities. Each year, the bills of the previous years and
the current year have to be handed over to the new President while
handing-taking the charges, with a clear instruction to do the same in the
following year.
27.
A certificate will be issued by the DAHE to the
Presidents who perform well and as well as a negative report to the one/ones
who are not performing their duties well.
28.
A system of NOC will be instituted for BSA executive
members to ensure that they clear off all standing dues in their respective
names.
For Queries:
All correspondences pertaining to
BSA(s), or any clarification required thereof may be made on the following
addresses:
I. Director, Department
of Adult and Higher Education, Ministry of Education,
Contact No. 325648, email: directordahe@gmail.com
II. Chief Programme
Officer, Tertiary Education Division, Department of Adult and
Higher Education,
Contact No. 337176, email: teddahe@gmail.com
Annexure A
Handing-Taking over of the Responsibility of the old President of the
Bhutanese Students
Association to the new President
The format below is to be
furnished upon the handing-taking over of the association by the outgoing
president to the new president.
Handing-Taking Note
I, ______________, old President
of Bhutanese Students Association, _____________, hereby hand over of the
responsibility as the president of the BSA to Mr. /Ms. ___________, new
President of the Bhutanese Students Association, together with the following:
i. All
correspondences and account files ii. Expenditure Statements duly endorsed
iii. The balance fund
Name of old President:
Signature of old President:
I ___________, the new president of the Bhutanese Student
Association, __________, hereby take
over the responsibility as the president of the BSA from
Mr./Mrs.____________, old
president of the Bhutanese Students Association, together with the following:
iv. All correspondences and account files v. Expenditure Statements duly
endorsed
vi. The balance fund
Name of new President:
Signature of new President:
The above handing-taking over is witnessed and done in the
presence of the following executive members and student representatives:
1.
------------
2.
------------
3.
------------
4.
------------
5.
------------
6.
------------
7.
-------------
8.
-------------
9.
-------------
10.
------------
Annexure B
BSA: Expenditure Statement for the Period
(________ to ________)
Bhutanese
Students Association:_________________________________
|
Receipts (Debit)
|
|
Payments (Credit)
|
|
|
|||||
|
Sl.
No.
|
Particulars
|
Draft No. and date
|
Amount
|
Sl.
No.
|
Receipt No. & date
|
Details of
expenditure
|
Amount
|
Balance
|
Remarks
|
|
|
Example:
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Closing
balance: 80,000.00(Eighty thousand
only)
The undersigned Executive
members certify and declare that the above expenditure incurred are genuine and
we shall be held directly responsible in case of any misreporting on the BSA
Programme of activities.
Executive Committee members:
Signature
1
2
3
4
5
Signature
of President
Annexure C
Format: Preparing Proposal for BSA Activity
The proposal should include the following key information;
1.
Name of the
Bhutanese Student Association
2.
Name of the
activity
a.
Total registered members
b.
Estimated number of actual participant (to use the ‘List of the Actual Participants for the
Activity’ form)
3.
Details of
the Activity
a.
Purpose/goals of the activity
b.
Brief description of how the activity will be carried
out
4.
Item-wise
estimate of the expenditure:
Such as refreshment, materials
etc (telephone vouchers, transportation, fax, mailing, photocopying, should be
included and mentioned clearly)
5.
The proposal
should be read and signed:
By executive members of BSAs
including college representatives and coordinators/in-charges. (Include
telephone/mobile numbers and addresses of all the signing members.
Important Note:
This is a suggestive format intended to
create transparency and maximum participation of students. Other important
information which is not covered above may be included to make the proposal realistic and meaningful for all participants.
Annexure D
Money Receipt
I Mr. /Ms. ……………………, BSA
President of ………….. have received with thanks a sum of Nu. ………….. bearing the
Draft No. ……………. dated .……. for the first/second/third/fourth activity from the
Department of Adult and Higher Education on date……….month …….. Year …… for the
financial year……. to ……….. .
Name of the President:
Signature of the President:
Date:
MRS.IRENE QUERY FINANCE IS THE BEST PLACE TO GET A LOAN {mrsirenequery@gmail.com}
ReplyDeleteGod bless you Madam, I will not stop telling the world about your kindness in my life, I am a single mum with kids to look after. My name is Mrs.Rachel Alex, and I am from Singapore Center Drive, Miami Beach, FL . A couple of weeks ago My friend visited me and along our discussion she told me about MRS.IRENE QUERY FINANCE, that they can help me out of my financial situation, I never believed cause I have spend so much money on different loan lenders who did nothing other than running away with my money. I have been in a financial mess for the pass 7 months now,She advised I give it a try so I mailed her and explain all about my financial situation to her, she therefore took me through the loan process and gave me a loan of $180,000.00 at a very low interest rate of 3% and today I am a proud business owner and can now take good care of my kids, If you must contact any firm to get any amount of loan you need with a low interest rate of 3% and better repayment schedule, please contact MRS.IRENE QUERY FINANCE via email{mrsirenequery@gmail.com}
My name is Charles David,I am a Citizen Of USA.Have you been looking for a loan?Do you need an urgent personal or business loan?contact Mr James Eric Finance Home he help me with a loan of $320.000 some days ago after been scammed of $4500 from a woman claiming to been a loan lender but i thank God today that i got my loan worth $320.000.Feel free to contact the company for a genuine financial service. Email:{urgentfastloan@gmail.com}
ReplyDeleteLOAN APPLICATION FORM:
Full Name:................
Loan Amount Needed:.
Purpose of loan:.......
Loan Duration:..
Gender:.............
Marital status:....
Location:..........
Home Address:..
City:............
Country:......
Phone:..........
Mobile / Cell:....
Occupation:......
Monthly Income:....
Website You Heard About Us?......
Email Him at: (urgentfastloan@gmail.com)
Hello Everybody,
ReplyDeleteMy name is Mrs Sharon Sim. I live in Singapore and i am a happy woman today? and i told my self that any lender that rescue my family from our poor situation, i will refer any person that is looking for loan to him, he gave me happiness to me and my family, i was in need of a loan of S$250,000.00 to start my life all over as i am a single mother with 3 kids I met this honest and GOD fearing man loan lender that help me with a loan of S$250,000.00 SG. Dollar, he is a GOD fearing man, if you are in need of loan and you will pay back the loan please contact him tell him that is Mrs Sharon, that refer you to him. contact Dr Purva Pius,via email:urgentloan22@gmail.com Thank you
Hello Everybody,
ReplyDeleteMy name is Mrs Sharon Sim. I live in Singapore and i am a happy woman today? and i told my self that any lender that rescue my family from our poor situation, i will refer any person that is looking for loan to him, he gave me happiness to me and my family, i was in need of a loan of S$250,000.00 to start my life all over as i am a single mother with 3 kids I met this honest and GOD fearing man loan lender that help me with a loan of S$250,000.00 SG. Dollar, he is a GOD fearing man, if you are in need of loan and you will pay back the loan please contact him tell him that is Mrs Sharon, that refer you to him. contact Dr Purva Pius,via email:urgentloan22@gmail.com Thank you
We Offer Loan At A Very Low Rate Of 3%. If Interested, Kindly Contact Us Today.via email:(urgentloan22@gmail.com)
ReplyDeleteHello Everybody,
ReplyDeleteMy name is Mrs Sharon Sim. I live in Singapore and i am a happy woman today? and i told my self that any lender that rescue my family from our poor situation, i will refer any person that is looking for loan to him, he gave me happiness to me and my family, i was in need of a loan of S$250,000.00 to start my life all over as i am a single mother with 3 kids I met this honest and GOD fearing man loan lender that help me with a loan of S$250,000.00 SG. Dollar, he is a GOD fearing man, if you are in need of loan and you will pay back the loan please contact him tell him that is Mrs Sharon, that refer you to him. contact Dr Purva Pius,via email:(urgentloan22@gmail.com) Thank you.
I’m Charles David by name, i want to use this medium to alert all loan seekers to be very careful because there are scam everywhere, Few months ago I was financially strained, and due to my desperation I was scammed by several online lenders. I had almost lost hope until a friend of mine referred me to a very reliable lender called Dr Purva Pius ( A God fearing man) who lend me a loan of $237,000 under 72 working hours without any stress. I explain to the company by mail and all they told me was to cry no more because i will get my loan from this company and also i have made the right choice of contacting them i filled the loan application form and proceeded with all that was requested of me and to my shock I was given the loan, If you are in need of any kind of loan just contact him now via: {urgentloan22@gmail.com}
ReplyDeleteI‘m using this medium to alert all loan seekers because of the hell I passed through in the hands of those fraudulent lenders.
Thanks you Dr Purva Pius Loan service for your help.
Hello Everybody,
ReplyDeleteMy name is Mrs Sharon Sim. I live in Singapore and i am a happy woman today? and i told my self that any lender that rescue my family from our poor situation, i will refer any person that is looking for loan to him, he gave me happiness to me and my family, i was in need of a loan of S$250,000.00 to start my life all over as i am a single mother with 3 kids I met this honest and GOD fearing man loan lender that help me with a loan of S$250,000.00 SG. Dollar, he is a GOD fearing man, if you are in need of loan and you will pay back the loan please contact him tell him that is Mrs Sharon, that refer you to him. contact Dr Purva Pius,via email:(urgentloan22@gmail.com) Thank you.
This is an online loan from a Registered Loan Company with Government Approval and Licensed Company that gives out loans of various kinds, such Pay day loans, Personal loans, mortgage loans, Business loans, car finance Loans to all serious and interested parties against a very low cost affordable interest rate of 3%.
ReplyDeleteApply for loan now. We give out loan with low interest rate of 3% per annual. If you are interested contact us via: malwelamicrofinance@gmail.com and fill the below Loan Application Form.
LOAN APPLICATION FORM:
Full Name:...........
Country:..........
Address:.........
Phone Number:.......
Loan amount:.......
Loan Duration:......
Monthly Income:......
Gender:......
Age:......
Contact Company Email via malwelamicrofinance@gmail.com and you can also phone or Whapsap us to apply: +15592959218 PLEASE SHARE!!!.THANKS AND GOD BLESS YOU, DR. WILLIAM SMITH.
ReplyDeleteDo you need a Loan?
Are you looking for Finance?
Are you looking for a Loan to enlarge your business?
I think you have come to the right place.
We offer Loans atlow interest rate.
Interested people should please contact us on
For immediate response to your application, Kindly
Do you need an urgent loan at 3% APPLY:
Whats App +91-8546023893
clemalphafinance@gmail.com
Do you need Finance?
ReplyDeleteAre you looking for Finance?
Are you looking for a money to enlarge your business?
We help individuals and companies to obtain loan for business
expanding and to setup a new business ranging any amount. Get a loan at affordable interest rate of 3%, Do you need this cash/loan for business and to clear your bills? Then send us an email now for more information contact us now via Email:maxcreditfinance@googlemail.com
Do you need Finance?
ReplyDeleteAre you looking for Finance?
Are you looking for a money to enlarge your business?
We help individuals and companies to obtain loan for business
expanding and to setup a new business ranging any amount. Get a loan at affordable interest rate of 3%, Do you need this cash/loan for business and to clear your bills? Then send us an email now for more information contact us now via Email:maxcreditfinance@googlemail.com