Our Constitution

Constitution of the Asian Studies Students' Association

0. DEFINITIONS:

"Ordinary resolution" means a resolution passed by simple majority (greater than 50%) by a General Meeting of the ASSA.

"Special resolution" means a resolution passed by 2/3 majority by a General Meeting of the ASSA.

"Executive resolution" means a resolution passed by a simple majority of the ASSA executive members.

Quorum shall be 10 ASSA members or 2/3 of the total ASSA membership, whichever is less.

1. PURPOSE:

The Asian Studies Students' Association ("ASSA") shall be a voluntary organization, for the purpose of forwarding the common interests of students enrolled in Asian Studies and related disciplines at the University of Manitoba. These interests include, but are not limited to:

A. Academic interests:
i. Serving as a vehicle for the members of the ASSA to make known their opinions and desires on academic issues to the University, its Faculties & Departments, and to the world at large.
ii. Organizing seminars, lectures, and other academic events of academic interest to the members.
iii. Facilitating free exchange of information about Asian Studies, including tutoring programs textbook exchanges, and similar activities.
iv. Organizing members' involvement with outside bodies.
v. Organizing members' involvement with contests and competition in Asian Studies.

B. Career/Professional interests:
i. Serving as a body for liaison with business and education institutions.

C. Social interests:
i. providing a common forum for the members to discuss issues of interest to them
ii. Establishing and maintaining a common room for use by the members.
iii. Establishing and maintaining suitable study area(s) for the members.
iv. Organizing social events for the benefit of the members.
v. Organizing involvement by the members in intramural activities at the University of Manitoba.

2. MEMBERSHIP:

Members are divided into two types: voting and non-voting members. Voting members are allowed to cast a vote at the ASSA general meetings.
Voting membership shall be open to:
1) all students of the University of Manitoba who have or are currently registered in at least three credit hours in any course recognized by the Asian Studies Department.
2) all undergraduate & graduate students at the University of Manitoba in interdisciplinary areas relating to Asian Studies.
3) all undergraduate students or continuing education students taking at least one Asian Studies course through correspondence or challenge for credit.
4) such other persons whose admission may be approved by ordinary resolution of the ASSA.
Non-voting members include:

1) all other interested students of the University of Manitoba.
2) all University of Manitoba alumni.
3) all faculty members of the department of Asian Studies at the University of Manitoba.
Membership shall be subject to the following conditions:
1) there shall be a fee for membership set by ordinary resolution of the ASSA.
2) members may be expelled by special resolution of the ASSA.

3. EXECUTIVE:

There shall be an Executive composed of voting members of the ASSA as follows:
1) a President.
2) a Vice-President.
3) a Secretary.
4) a Treasurer.
5) such other officers as the Executive shall consider appropriate.
In the case of ties, the outgoing holder of each office shall hold the tie-breaking vote.
In addition, ASSA members may be chosen by the executive to fill the junior portfolios of web page maintainer, common room maintainer, and communications director. These positions may be filled be either executive or non-executive members. If the positions are to be filled by non-executive members, this must be approved by executive resolution. Details of these junior portfolios are to be left to the discretion of the executive.
The offices of President, Vice-President, and Treasurer of the ASSA may not be held together - that is, no two of these offices may be held by one person.
The office of Secretary may be held jointly with one other office. The junior portfolios may also be held with one other office.

4. THE PRESIDENT:

The President of the ASSA shall be responsible for:
1) representing to ASSA to other bodies, including the Asian Studies Department, the Faculty of Arts, and the University of Manitoba.
2) generally, overseeing the activities and affairs of the ASSA.
3) in particular, overseeing and organizing the activities of the ASSA relating to the academic interests of the members.
4) Liaison with business and educational institutions.
5) chairing any meetings of the Executive.
6) chairing any General Meetings of the ASSA.
7) any specific tasks delegated to her/him by the Executive or by resolution at a General Meeting.
8) attending relevant departmental meeting and committees or selecting a suitable ASSA member to attend.

5. THE VICE-PRESIDENT:

The Vice-President of the ASSA shall be responsible for:
1) deputing for the President when the President is unavailable or absent.
2) generally, overseeing the activities and affairs of the ASSA relating to class representatives and standing councils within ASSA.
3) liaisons with student and community organizations.
4) any specific tasks delegated to her/him by the Executive or by resolution at a General Meeting.

6. THE SECRETARY:

The Secretary of the ASSA shall be responsible for:
1) maintaining the records of the ASSA.
2) calling meetings of the Executive and General Meetings of the ASSA.
3) taking minutes of any such meetings and distributing the minutes thereof.
4) advising the Web Page Maintainer of content for the ASSA web site and/or other communication outlets. If there is no web page maintainer, the Secretary shall maintain and update the ASSA web site.
5) monitoring the ASSA newsgroup(s), if any.

7. THE TREASURER:

The Treasurer of the ASSA shall be responsible for:
1) maintaining the books and accounts of the ASSA
2) the administration and maintenance of any lounge, common area, study area, or any other area under the control of the ASSA.
3) providing a brief report on ASSA finances, expenses, and expected revenues at each ASSA General Meeting. If the Treasurer cannot attend, then they should pass this report to another ASSA Executive member to present.

8. CLASS REPRESENTATIVES / COUNCILS:

Class representatives will be a non-elected position and shall be responsible for:

1) the communication of information between the Executive and students enrolled in classes relating to the study of Asia.

Council members are a non-elected body and will be responsible for:

1) the fulfillment of any tasks or objectives defined by councils that are established within ASSA.

2) the promotion of ASSA, courses recognized by the Asian Studies department, and other Asian related topics approved by the Executive.

9. ELECTIONS:

The ASSA elections must be held in October each year. The election must be announced at least 3 weeks before the date it is to be held, with at least 2 weeks to receive nominations. Candidates will send their nominations to the Chief Returning Officer, who will ensure the nominations will be published either on the web page or the ASSA newsgroup. Candidates should be given the chance to include a brief campaign platform with their nomination. All nominations must be received, and the list of candidates finalized 7 days before the election. Candidates, may, if they wish, post their platforms in a public area accessible to Asian Studies students.
The Chief Returning Officer will be appointed by ordinary resolution at an ASSA general meeting. Duties of this job will include: receiving and publishing the nominations; supervising the election and making sure that it is fair; and announcing the results.
No ASSA member shall interfere with the electoral process. The Chief Returning Officer has the right to disqualify a candidate for disobeying this rule. Candidates shall campaign in a professional manner. Personal attacks or insults will not be tolerated. The Chief Returning Officer shall warn anyone who violates this rule. Repeated violations may result in the cancellation of the candidate's nomination. In the event that an election cannot reasonably be held, at the decision of the Chief Returning Officer and by Ordinary Resolution, the current executive can continue to serve until an election can be held.
Elections may be held in one of two ways:
A) If a web-based voting system exists;
1) polls shall be open on-line for a 24-hour period.
2) the Chief Returning Officer shall maintain voting software.
3) the source code of the software shall be made available for public inspection.

B) If a web-based voting system does not exist or is not available People may vote in the following three ways
1) through an advance poll – by e-mailing a ballot to the Chief Returning Officer to be held in confidence
2) by giving a written proxy to another ASSA member.
3) by voting at the meeting in which the election is held. The Chief Returning Officer is encouraged to conduct the vote via secret ballot. Where procedures for the election are not specified, details are to be determined by the Chief Returning Officer.

All voting members may vote at the election.

The Chief Returning Officer does not vote except in the case of a tie. The Chief Returning Officer may not run for any executive position, and shall serve without remuneration, except for expenses necessarily incurred in their duties.
The Chief Returning Officer shall officially announce the results of the election within one week of the vote-taking place (barring extenuating circumstances). If a vote is close, the Chief Returning Officer, may, at their discretion, hold a recount. If only one person is running for a position, they will be considered elected by acclamation. Otherwise, for each position, the candidate with the greatest number of votes shall be considered elected. The new executive shall take over within one week of the results being officially announced.
If a by-election is to be held, the same procedures shall apply. The vote shall be held within 3 weeks of the position becoming vacant. By-elections shall be conducted in the same manner as a regular election vote.

10. GENERAL MEETINGS:

The Secretary shall call a General Meeting by his/her own initiative, or upon the request of:
1) the President, Vice-President, or treasurer.
2) twenty (20) members of the ASSA, either in writing or by e-mail provided that the person or persons requesting the General Meeting (if not the Secretary) provide the Secretary with an agenda for the General Meeting.
Provided that the person or persons requesting the General Meeting provide the Secretary with an agenda for the General Meeting in question.

The Secretary shall give at least one (1) week's notice of the General Meeting by e-mail to all members of the ASSA, and on the ASSA newsgroup, if any, along with:
1) at whose request the General Meeting was called if not requested by a member of the executive.
2) the agenda provided by the person or persons requesting the General Meeting.
A reminder notice should be sent by e-mail to all ASSA members and posted on the ASSA newsgroup 24 to 48 hours before the start time of the meeting, along with the most current agenda.

Alternately, the Secretary may make provisions for discussions to be conducted on the ASSA newsgroup or website, if any, and ratified by electronic vote, in any way approved at a physical General Meeting by special resolution.

It is necessary to have quorum to hold a general meeting.
At least one ASSA meeting should be held every month during the regular session. At least one ASSA meeting should be held during the summer session.

The chairperson shall direct the agenda of any General Meeting. With the exception of formal votes and motions, meetings can be conducted in a relatively informal manner, provided that all attending members are courteous, polite, and do not attempt to dominate the debate.

Proposals and votes on proposals shall be conducted in the following manner:
1) a motion shall be made and seconded by ASSA members.
2) debate will begin on the motion.
3) when it appears debate has concluded, a call shall be made and seconded to end debate and to vote on the original motion.
4) members will then vote whether to end debate and put the motion to a vote.
5) if this passes, a vote will then be taken on the original motion with no further debate.
6) if this final vote passes, the motion shall be considered carried or passed.
7) if a call to put the motion to a vote has been made three times and defeated all three times, an executive decision may be made to either end debate and put the matter to a vote.

Any ASSA member is allowed to bring up new business at a General Meeting. The chair shall recognize the right of individual members to speak, provided they are not disruptive.

The meeting minutes shall be made available through the ASSA newsgroup and/or the ASSA website, or in another suitable manner.

11. ACCOUNTS:

Any funds belonging to the ASSA shall be kept in an account opened for the purpose at any bank or credit union approved by special resolution.

This account shall be under the signing authority of the Treasurer and President or Vice-President, jointly. That is, any document relating to the ASSA funds shall be valid if and only if it is signed by the Treasurer and by either the President or Vice-President.

12. AMENDMENT:

This Constitution of the ASSA may only be amended by special resolution of the ASSA.

In order to amend the constitution, the proposed amendment must be presented to the ASSA membership for consideration at least two weeks before the meeting in which it will be presented. This notice must be sent to all ASSA members via e-mail and posted to the ASSA newsgroup. As well, the proposal to amend the constitution must be included in the agenda for the meeting in which it will be presented. At the meeting, the proposal to amend the constitution shall be conducted in the manner outlined in Section 10 for voting on proposals.

13. ANNUAL GENERAL MEETING:

Unless otherwise specified by ordinary resolution, the second ASSA meeting held during the regular session of a given academic year shall be considered the Annual General Meeting. This Annual General Meeting will be conducted according to the regulations for a regular General Meeting.

14. THE ASSA WEB PAGE:

If possible, the ASSA shall provide a web page describing group activities and issues. A copy of the constitution shall be made available through the web page. The date and time of the next ASSA General Meeting shall also be posted on the web site. Efforts shall be made to keep the web site current and accurate.

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