a. The Chairperson serves as the team leader of a Society and its associated mentors.

b. The Chairperson serves as the main contact point for Student Affairs.

c. The Chairperson is responsible for all activities and events of their society.

1. The Chairperson must send a finalised list of their Society's event dates 20 days before the start of the Fall Semester to Student Affairs.

d. Once an event plan is finalised, the Chairperson shares the Event Requisition with Student Affairs via email to sa@biit.edu.pk.

1. Student Affairs must receive the email at least 3 working days before the proposed event.
2. Student Affairs will reply via email within 3 working days.
3. Student Affairs will forward the email to the Deputy Director Admin for approval or disapproval.
4. If an event is disapproved, the Chairperson may contact the Deputy Director Admin, then the Director, for reconsideration.
5. Funds for an approved event are released only after approval.
6. Each Chairperson must ensure their attendance at all Society meetings, activities, and events.
7. All manual entry or participation fees are prohibited.
8. Entry/participation fees must be collected through an entry pass receipt book provided by Student Affairs.
9. Expense records without bills are strongly discouraged; if unavoidable, the Chairperson must explain them to the Finance Committee.
10. Maintaining the record of the entry pass receipt book is compulsory and must be submitted to the Chairperson of the BIIT Finance Committee along with the closing sheet.

e. An individual can only be Chairperson of a single society at one time.

f. The Chairperson compiles a detailed report on each mentor's contribution by the end of the academic year and shares it with Student Affairs via email to sa@biit.edu.pk.

1. Student Affairs compiles a KPI-based report identifying the top 3 societies.
2. Student Affairs, two additional observers, and the Deputy Director Admin present this report to the Director at year-end for the final decision.

g. Procedure to change the Chairperson of a Society:

1. If a 2/3 majority of society mentors feel a change is needed, voting can be conducted among the mentors.
2. If a 2/3 majority votes in favour of a new Chairperson, the new Chairperson can be appointed.
3. At least one Student Affairs representative should be present at the appointment meeting.
4. A Society Chairperson can only be changed once per year unless indicated by Student Affairs, the Deputy Director Office, or the Director Office.

a. Professors, Associate Professors, Assistant Professors, and Assistant Directors can only be a member of a single society at one time.

b. Lecturers, Junior Lecturers, and admin staff can only be members of two societies at one time.

c. All personnel above may join more societies with approval from the Assistant Director Student Affairs or the Deputy Director Admin.

a. Society Registration:

1. Chairpersons must ensure their Society's registration desk is present during the first week of classes in both Fall and Spring semesters.
2. Chairpersons must record member details (Arid #, Name, Phone #, Semester #, Section) in an Excel sheet and submit to sa@biit.edu.pk by the end of the 6th week of the semester.

b. The Social Media Manager shares BIIT's Brand Guidelines with Society Chairpersons via email.

c. For design assistance, Chairpersons should contact the Social Media Manager at least 4 working days before the design is required.

d. Banner Design:

1. Finalised banner designs must be submitted to Student Affairs at least 4 working days before the event for printing.
2. Student Affairs forwards the design to the printer after Social Media Manager feedback.
3. If changes are required, Student Affairs contacts the Society Chairperson.

e. Pictures & Videos:

1. Student Affairs appoints a designated individual for photography & videography of each event.
2. Media is submitted to Student Affairs for archiving in a Google Drive.
3. Chairpersons may request event media from Student Affairs.
4. Student Affairs does not share media directly with students; media personnel should not be approached directly.

f. Information on WhatsApp:

1. Information regarding activities/events may only be shared on official WhatsApp groups after Student Affairs approval.
2. Student Affairs will CC the Assistant Director Administration in event approval emails, who ensures resource availability.

a. Students may join any number of societies from their 1st semester onward; membership forms are available from Reception or the concerned Chairperson.

b. Any student can participate in any event of any society.

c. Each student may serve as an Executive Committee Member of only one society at a time (President, Vice President, Secretary), roles which the Chairperson may redefine. Event organiser cards must be available in the Administration Office during events.

1. The Director or Deputy Director Admin may cancel or ban any event without justification.
2. Events with political or extremist religious themes are strongly banned.
3. Events that involve negative sentiment toward any religion or culture, or that create conflict, are discouraged and banned.
4. Elections or voting for "Mr. BIIT" and "Mrs. BIIT" are temporarily banned.

Chairperson of the Societies Finance Committee

The Chairperson is the team leader of the Societies Finance Committee, which holds the Societies Finance Fund , comprising the extracurricular fee submitted by each enrolled student and any revenue generated by the societies.

The Chairperson maintains a permanent hard and soft record of all financial requisitions received for events, along with original receipts, bills, and associated material.

1. Event Requisitions are submitted by the specific Society's Chairperson to Student Affairs at least 6 working days before the proposed event.
2. Student Affairs submits it to the Finance Committee Chairperson after due scrutiny.
3. The Committee can scrutinize, approve, reject, object, revisit, and suggest amendments by consensus.

Fund approval criteria:

1. Up to Rs. 5,000 , Chairperson can allocate individually or by committee consensus (within the society's approved budget).
2. Rs. 5,001 – 20,000 ,requires consensus of all committee members present (quorum: at least 2 members).
3. Rs. 20,001 – 50,000 ,requires consensus of all committee members (quorum: all members).
4. Above Rs. 50,000 ,requires consensus of all committee members and the Director.

After approval, the Finance Committee Chairperson contacts the specific society's Chairperson for release and return of funds. Within 5 working days after the event, all original receipts, bills, and associated material (including printed banners/standees) must be submitted. Transactions above Rs. 10,000 must be made by cheque.

Revenue Generated in Events

Revenue includes entry, participation, and registration fees. It is the Society Chairperson's responsibility to record all revenue and submit it to the Finance Committee Chairperson. Revenue is split as follows:

1. 50% deposited into the Societies Finance Fund
2. 30% (of the above 50%) added to the specific society's budget for the following year
3. 20% for refreshment of organisers of the specific society

Audit

After every event, the Society's Chairperson updates the Audit Form with vendor receipts (or the Receipt Form if a voucher is unavailable). The Finance Committee may audit any society's finances through Student Affairs. Revenue must be stated in full, without deduction of expenses. Unused allocated funds roll over to the next academic year for that society.

Logistics

Refreshments: Per-head refreshment for organisers is capped at Rs. 1,000 for the academic year and must be part of the event approval requisition. No society may arrange a post-event meal for organisers.

Inter-University Competitions: The Finance Committee attempts, within a reasonable budget, to cover registration/participation fees for inter-university competitions. Transportation within 50km of BIIT is funded by the Committee.

The Finance Committee ensures all event assets (stages, speakers, banners, standees, etc.) are properly maintained.