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Kenya Science and Engineering Fair Association KSEF Constitution

An online version of the Kenya Science and Engineering Fair Association, KSEF constitution. KSEF was formerly known as the Kenya Science Congress. KSEF association operates under the Ministry of Education.

Below is the online copy of the KSEF Association’s constitution.

THE CONSTITUTION

‘He’ shall apply to both genders.

1.0.0. NAME

The name of the activity shall be “The Kenya Science and Engineering Fair Association”. Here-in referred to
as a Science Fair.

2.0.0. PREAMBLE

Science fair is a non- profit-making organization under the Ministry of Education that shall endeavor to encourage scientific, technological, and innovative activities in all Kenyan Secondary Schools

3.0.0 AIMS AND OBJECTIVES OF THE KENYA SCIENCE AND ENGINEERING FAIR ASSOCIATION

  • To promote scientific and technological innovations and project work within Kenya secondary schools.
  • To co-ordinate and organize Secondary schools’ science Fairs at all levels
  • To promote interregional and international Science Fairs.
  • To co-ordinate and promote the patenting of students’ ideas in science Fairs.
  • To closely liaise with or work under the overall supervision of the Ministry of Education Science and Technology (MOEST).
  • To raise funds and solicit for sponsorship for the achievement of the objectives
  • To promote National Cohesion and Integration
  • To inspire learners to pursue STEM pathways

4.0.0 CORE VALUES OF KENYA SCIENCE AND ENGINEERING FAIR KSEF

This activity will be founded on strong core values that include:

  • Integrity
  • Inclusiveness
  • Fairness
  • Professionalism

5.0.0. AFFILIATION

The Kenya Science and Engineering Fair (KSEF) shall be affiliated to other regional and international fairs. KSEF shall also be affiliated to other research bodies and government agencies involved in scientific activities

6.0.0    COMPOSITION OF THE KENYA SCIENCE AND ENGINEERING FAIR KSEF ASSOCIATION

6.1.0    MEMBERSHIP

All secondary schools in Kenya registered by the Ministry of Education Science and Technology are eligible for participation in these Science Fairs.

6.2.0
PATRON

  • The patron shall be the Director of the Directorate in-charge of co-curricular activities in the Ministry of Education (MOE).
  • The Regional Coordinator of Education will be the Science Fair Regional Patron.
  • The County Director of Education will be the Science Fair County Patron.
  • The Sub County Education Officer shall be the Patron of the Sub-County Science Fair

6.3.0    NATIONAL ORGANIZING COMMITTEE


6.3.1 COMPOSITION
  1. The National Executive members
  2. Two elected representatives (Chairman and Secretary) from each of the Regional Fairs who shall have been elected during the Regional Organizing committee convened for that purpose.
  3. One representative from the MOE office of each Region who shall have no power to vote.
  4. Executive Secretary appointed by the MOE who shall have no power to vote
  5. One representative co-opted from private schools by the National Executive Committee
  6. A maximum of two other members co-opted for special interest by the National Executive Committee
6.3.2 FUNCTIONS
  1. Organize and coordinate Science and Engineering Fair at ALL levels
  2. Fix dates and identify the host Regions for the National Science Fair.
  3. Issue the calendar of events and guidelines to be followed at ALL levels.
  4. Take stock of the assets and liabilities of the Fair and make recommendations.
  5. Discuss and approve the decisions of the National Executive Committee.
  6. Remove and replace National Executive Committee members if and when such becomes necessary.
  7. Approve or make amendments to this constitution.
  8. Approve and/or amend the Marking Scheme.
  9. Vet and approve the appointment of the Chief Judge and other Judges.
  10. Approve budgets

6.4.0 NATIONAL KSEF EXECUTIVE COMMITTEE.

The affairs of the Science Fair shall be managed by the National Executive Committee. The National Executive Committee shall appoint a sub-committee if and when necessary.

6.4.1. COMPOSITION
  1. The Executive Secretary appointed by the Director of the Directorate in-charge of co-curricular activities.
  2. The following office bearers will be elected at the National Organizing Committee meeting convened for that purpose as follows:
  • The Chairman, Vice-Chairman, Treasurer, and vice treasurer who are principals
  • Organizing Secretary and Assistant Organizing Secretary who are not Principals
6.4.2. TENURE OF OFFICE

The national executive will serve for a renewable 5-year term

6.4.3 RESPONSIBILITIES OF THE MEMBERS OF THE KSEF EXECUTIVE COMMITTEE.
6.4.3.1 CHAIRMAN
  • Shall chair all the meetings of the National Organizing Committee and the National Executive Committee.
  • Shall represent and carry out any other responsibility on behalf of the Science Fair as may be approved by the National Executive Committee and the National Organizing Committee.
6.4.3.2. VICE CHAIRMAN
  • The Vice-Chairman shall perform the duties of the chairman in his absence and any other duty delegated to him by the chairman.
6.4.3.3 EXECUTIVE SECRETARY
  • Shall be the Head of the secretariat and oversees day to day running of the Science Fair in consultation with the National Executive Committee.
  • Shall liaise and work closely with the MOEST on Science Fair activities.
  • Shall preserve all the records of proceedings and assets of the Science Fair.
  • Carry out any other duties as may be assigned by the National Executive Committee.
  • Convenes meetings when necessary.
  • An official spokesman of the Science Fair.
6.4.3.4 ORGANIZING SECRETARY
  • Shall organize all National Fairs and Meetings in consultation with the National Executive Committee.
  • Shall take the minutes of all meetings.
  • Shall perform any other duty as may be assigned by the National Executive Committee.
6.4.3.5 ASSISTANT ORGANIZING SECRETARY    
  • The assistant Organizing Secretary shall perform the duties of the Organizing Secretary in his absence, and any other duty delegated to him by the organizing secretary.
6.4.3.6 TREASURER
  • Shall receive under the direction of the National Executive Committee all funds and distribute according to decisions of the committee.
  • Shall preserve all vouchers and records of such receipts and expenditures.
  • Shall perform any other duties as may be assigned by the National Executive Committee.
6.4.3.7 VICE TREASURER
  • Shall perform duties of the Treasurer in his absence and any other duty delegated to him by the Treasurer.

7.0.0     REGIONAL SCIENCE AND ENGINEERING FAIRS

7.1.0 THE REGIONAL KSEF ORGANIZING COMMITTEE

The Regional Organizing Committee shall have jurisdiction on all matters regarding the science fair at the Regional level.

7.1.1 COMPOSITION
  1. The Regional Executive Committee.
  2. Two elected representatives (chairman and secretary) from each County Science Fair.
  3. Regional coordinator Regional co-curricular activities, or a representative
  4. A maximum of two co-opted to cater for special interest.

7.2.0 KSEF REGIONAL EXECUTIVE COMMITTEE

  1. The Chairman, Vice-Chairman, Secretary, Vice Secretary, Organizing Secretary, Vice Organizing Secretary, the Treasurer, and Vice-Treasurer who shall have been elected in a Regional Organizing committee meeting convened for that purpose.
  2. A maximum of two co-opted to cater for special interest.
  3. A representative of the County Director of Education coordinating co-curricular activities
  • The Chairman, vice-chairman, and treasurer shall be Principals.
7.2.1 TENURE OF OFFICE
  • The Executive committee shall hold office for five years and can be re-elected for another term.

7.3.0 ROLES OF KSEF SECRETARY AND ORGANISING SECRETARY

7.3.1 SECRETARY:
  • Communicates to members on meetings Schedules and venues
  • Takes minutes during meetings
  • Circulates minutes to members
  • Any other duty delegated by the Regional Executive Committee
7.3.2 VICE SECRETARY

     Shall perform the duties of the secretary in his absence.

7.3.3 ORGANISING SECRETARY:
  • Organization of the scheduled meetings
  • General organization of hospitality issues during the regional Science Fairs and other meetings.
  • Any other duty as delegated by Regional Executive Committee

8.0.0 COUNTY KSEF ORGANIZING COMMITTEE.

  1.    7.1.0 – 7.3.3 above shall apply accordingly
  2. A National and/or Regional official are automatic members of the County Executive Committee.

9.0.0
SUB-COUNTY KSEF ORGANISING COMMITTEE

  1.       7.1.0 – 7.3.3 above shall apply accordingly.
  2. Regional and/or County officials are automatic members of the Executive Committee of subsequent lower levels.

10.0.0 KSEF MEETINGS

  1. The Executive Committee shall meet at least 3 times in a year when there are matters of the Science Fair requiring attention.
  2. The quorum for the Executive Committee meeting shall be at least four members.
  3. The Executive Committee may invite any person to a meeting if necessary and that person shall not cast any vote.
  4. The National Organizing Committee meeting shall be held at least three times a year.
  5. The quorum for the Organizing Committee meetings shall be at least two-thirds of the Regional representatives plus members of the executive.

NB: A representative is allowed to vote but cannot be elected

11.0.0 ELECTIONS OF THE KENYA SCIENCE AND ENGINEERING FAIR KSEF OFFICIALS

11.1.0 NATIONAL OFFICIALS

  1. A special National Organizing Committee will be called for the exercise after elections are conducted at the Sub-County, County, and Regional respectively.
  2. All New Regional Chairs, Secretaries, and a representative of Regional MOE officials will attend the function.
  3. All incumbent officials SHOULD be allowed to contest (defend) their seats even if they are not elected at lower levels.
  4. In cases of transfers within the Region and County, the official should be allowed to defend their seats
  5. Elections will be conducted every five years.
  6. The quorum for any election should be two-thirds of the officials called for that purpose
  7. In case the office of the chair, secretary, or treasurer falls vacant, their vices take over.
NB: A representative is allowed to vote but cannot be elected

11.1.1 OTHER LEVELS:

The Regional, County, and Sub-County will also conduct elections where Section 11.1.0 (i-vi), will apply

11.1.2 BY-ELECTIONS

A by-election can result when:

  1. Official leaves the service
  2. Official resigns by writing to the patron
  3. Natural attrition occurs
  4. Transfer of official outside their area of jurisdiction
  5. Dismissal of an official because of disciplinary matters

12.0.0 TROPHIES AT THE KENYA SCIENCE AND ENGINEERING FAIR KSEF

Trophies at the Kenya Science and Engineering Fair KSEF
Trophies at the Kenya Science and Engineering Fair KSEF. [Image/File]
Trophies shall be returned to the treasurer before the competition. Any damaged/lost trophy shall be paid for or replaced by the concerned team/ region before competition as per the rates determined by the National Organizing Committee.

NB: This will be applicable to regional, county and sub-county

13.0.0 DISCIPLINING OF TEAMS DURING KSEF COMPETITIONS

A National, Regional, County, and Sub-county Committee may discipline any team or person. Such disciplinary action may cover oral / written warning or expulsion from the competitions or residential camp/ villages.

14.0.0 SPONSORSHIP-COLLECTION OF FUNDS OR OTHER MATERIALS

I. No individual member of the National, Regional, County, and Sub-County Science Fair Committee shall collect money or other forms of material gifts without the permission of their respective committees.

II. All funds expenditure and collection will always be sanctioned by the executive and/or organizing committees.

III. The National Organizing committee will run an account for all the collected and/or donated funds where the signatories will STRICTLY be The National Chairman, National Treasurer, Executive Secretary, and National Vice-Chair.

15.0.0 JUDGES AT KENYA SCIENCE AND ENGINEERING FAIR KSEF

15.1.0 NATIONAL CHIEF JUDGE

  1. Shall be appointed by the National Organizing Committee.
  2. Shall oversee the judging process and compilation of results.
  3. Shall be responsible for the training of judges before competitions.
  4. Shall write a report to the executive after every competition.

The Regional, County, and Sub-county bodies shall have a provision for a chief Judge where section (i), (ii), (iii) and (iv)Shall apply accordingly.

15.2.0 OTHER JUDGES

A criterion will be developed by the Organizing committees on how to vet, select, and reward judges and should reflect:

  • National / Regional out-look
  • Gender parity

The marking scheme/score sheet shall be the device/tool for judging.

16.0.0 AMENDMENT OF THE KENYA SCIENCE AND ENGINEERING FAIR KSEF CONSTITUTION

The amendment of the constitution will be done by the National Organizing Committee as the need arises. Rules and Guidelines shall be developed to be used to run KSEF activities.


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