CONSTITUTION OF THE SOCIETY FOR SINO-AMERICAN STUDIES
Article I – Name
The name of this organization shall be the Society for Sino-American Studies, hereinafter referred to as SSAS. When necessary to distinguish SSAS’s nature, it may be referred to as the Society for Sino-American Studies at Truman State University.
Article II – Purpose
The purpose of this organization shall be to promote greater understanding and appreciation of Asia and Asia-US relations as well as cultivate diverse relationships among the community.
Article III – Membership
1. Qualifications of Members
1. There are no requirements for membership, e.g., GPA, class level, major, etc., except that members be part of the Truman community.
2. Must sign and abide by the Constitution.
2. Membership Benefits
1. Access to all SSAS meetings and events (both public and private).
2. Reduced rates to SSAS organized campus-wide events for which there is a fee.
1. The fee reduction is subject to the discretion of the executive board and may not be applicable to all events.
3. Voting privileges
1. Only members who have a 75% attendance may participate in officer elections. For details, refer to Attendance Policies.
2. Voting privileges will be determined the meeting before elections are held according to the records kept by the secretary.
3. Assessments and Dues
1. Dues of $15 per academic year will be collected from each member, either all at the beginning of the academic year or $10 per semester. Membership fees are non-refundable. Due dates are as specified by CSI roster.
4. Membership Termination
1. Members may terminate their membership at any time.
2. The President may terminate members for continued disruptive behavior, unconstitutional practices, or conduct which embarrasses SSAS, under the oversight of the Faculty Advisor and a 2/3 majority vote of the Executive Board of Officers.
Article IV – Officers
1. All officers must be regularly enrolled students at Truman State University.
2. Must have been a member of SSAS for at least one semester prior to seeking office.
3. Election and Removal
1. Time of the election will be determined by the executive board each year.
1. Nominations will be opened at the executive board’s discretion no later than one week before the first election meeting. Nominations will be closed right before the election of the position.
3. Election Process
1. All candidates will be elected by a simple majority. In the case of a tie, votes will be recounted. If no mistake was made, another vote will be cast including all candidates until a majority is achieved.
1. All voting will be on secret ballots which will be collected and counted by a member of the executive board.
2. The election process may include speech, questions, discussion, and vote. Refer to Election Policies for specifics.
1. Whenever vacancies occur, a special election will occur to fill the vacancy.
1. Officers may be removed by a 2/3 majority of the total active membership with voting privileges.
2. Duties and Responsibilities
1. Represent SSAS as the leader of the organization on and off-campus.
2. Is responsible for working with the university and other organizations (external matters).
3. Run all meetings and keep them efficient, prepare agendas for each meeting.
4. Oversee officers to ensure all duties are being fulfilled.
5. Organize executive meetings when necessary, having at least one per semester.
6. Keep the advisor informed, meeting at least once a month.
7. Pick up organization mail.
1. Stand in for the President when the President is not available.
2. Cooperate with President to do any administrative tasks.
3. Handle all internal matters with members.
4. Oversee educational and varied topics for discussions throughout the year.
5. Take minutes when the secretary is not present.
1. Collect and keep track of dues, enforcing timely payment.
2. Monitor expenditures and keeps books.
3. Collect and organizes the collection of fees for events (tickets, etc).
4. Keep members generally informed of organization’s financial status.
5. Assist the President in picking up mail.
1. Attend all meetings (including executive meetings) and takes minutes.
2. Responsible for getting minutes on the Truview group and email, and sent to the webmaster no later than 3 days after each meeting.
3. Responsible for effective communication within the organization.
4. Keep and updates the contact list.
5. Keep attendance records for meetings. These records will be used to determine members’ eligibility for voting during election.
5. Social Chair (1 or 2):
1. Organize details of events and delegate duties to general members.
2. In charge of making all reservations as needed for events through the SUB, Media Services, etc.
3. Prepare at least one member social event per semester.
4. Cooperate with the Public Relations Chair on media distribution and information.
5. Cooperate with Public Relations
6. Responsible for member recruitment.
6. Public Relations Chair (1 or 2):
1. Release event info to campus and community media in a timely manner.
2. Organize distribution of posters, fliers, and other promotional items.
3. Cooperate member recruitment with the Social Chair.
4. Be the networking liaison with other organizations, resources, etc.
1. Maintain and update the website with minutes and other relevant information.
2. Cooperate with secretary for the distribution of information.
3. Take and collect event photos and videos.
4. Maintain a scrapbook each year for the organization, updated regularly during the year.
5. Maintain the SSAS Database
1. The executive committee shall be comprised of the elected officers of the organization and shall hold separate meetings to finalize agenda items, prepare informational reports, and collaborate on the business of the organization.
2. The President may appoint others to committees as needs arise.
Article V – Meetings
Meetings shall be held weekly during the academic year, or as decided by the executive committee. Members shall be notified of meetings via e-mail.
Article VI – Decision Making
1. The process of decision making (including the expenditure of funds) shall be a simple majority of a quorum unless otherwise specified in this constitution. A quorum shall constitute a minimum of 50% of the membership in attendance at a scheduled meeting.
2. The executive committee may, with a majority vote, authorize expenditures as long as the amount left in the account is at least 1/3 of the total budget as of the first day of the academic year.
Article VII – Advisor
A faculty/staff advisor shall be selected by a simple majority vote of the voting membership and shall be removed only by a 2/3 majority vote of the voting membership. The advisor position is continuous.
Article VIII – Amendment Process
1. This constitution may be amended at any time by a 2/3 vote of the total membership.
2. Amendments may be introduced to the Executive Board of Officers two weeks in advance to examine the proposed amendment and then a date will be scheduled for debate and voting.
3. If the Constitution is amended, all members must sign a copy of the new Constitution which takes effect immediately after amendments have been added.
Article IX – Disbursal of Assets
Should the organization disband, the executive committee shall disburse the assets to the Director of the Center for Student Involvement.
Article X – Rules of Order
SSAS accepts both the informal and Roberts Rules of Order as its rules of order. The President will determine the order of business for regular and special meetings.
Article XI – Amendments
Amendment I. – Interpretation
1. Should any conflicts pertaining to the interpretation of the Constitution arise, the advisor will have the final decision on the correct interpretation unless a 2/3 majority of members present at the meeting can be obtained.
2. Should the advisor be unavailable, a simple majority vote of present members will be conducted.
POLICIES OF THE SOCIETY FOR SINO-AMERICAN STUDIES
1. SSAS campus events and associated preparation meetings/rehearsals will each have sign-up sheets providing members the opportunity to accrue “extra-credit” to cushion members’ 75% minimum attendance to attain election voting rights.
II. Election Process
1. President and Vice-President
a. Candidates for President and Vice-President will be required to hold a short speech no longer than three minutes during the election meeting. Afterwards, members will have the opportunity to pose no more than three questions, consisting of no more than a single answer (ie. no multiple-part questions) and which take no longer than two minutes to answer. Following the questions, members will submit ballots without further debate.
b. The time and question restraints for the President and Vice-President elections may be extended by a 2/3 vote of all present members with voting privileges.
2. Other Executive Board Members
a. Candidates for all other executive board positions will be required to hold a short speech no longer than three minutes during the election meeting. Afterwards, members will directly vote for candidates without further questioning.