ARTICLE I. NAME
The organization shall be known as the Chinese Students & Scholar Association at Notre Dame, henceforth abbreviated as NDCSSA.
ARTICLE II. PURPOSE
The purpose of the NDCSSA shall be:
- to represent the Chinese students and scholars of University of Notre Dame to persons or groups within and outside of University of Notre Dame;
- to promote social, intellectual and cultural activities for Chinese students and scholars of University of Notre Dame as well as other interested members in the Notre Dame Community;
- to provide opportunities and benefits for its members by facilitating the exchange of information between China and Chinese students at University of Notre Dame;
ARTICLE III. MEMBERSHIP
- Membership of the Chinese Students & Scholar Association at Notre Dame shall:
a) be automatically approved for any interested ethnic Chinese students in various academic departments or programs of University of Notre Dame;
b) be open to all students currently studying or working at University of Notre Dame;
c) continue until a student does not study or work at University of Notre Dame;
- membership shall be granted to any person who is interested in Chinese culture and society. The appointment of a non-voting member shall be confirmed by the Executive Committee;
- any member may formally withdraw from the NDCSSA by so informing in writing one of the NDCSSA officers.
- the NDCSSA committees shall be made up of an Executive Committee and a faculty or administrator advisor.
ARTICLE IV. OFFICERS OF THE NDCSSA
- Officers of the NDCSSA shall be: President, Vice-president, Secretary, Treasurer.
- The President shall:
a) serve as chairperson of the Executive Committee, establish the agenda, call and preside meetings of the Executive Committee;
b) sit ex officio on executive committee and subcommittees;
c) have final responsibility, along with the Treasurer, for the distribution of all NDCSSA funds;
d) prepare and propose each year's budget with the Treasurer;
e) supervise the operation of all committees of the NDCSSA;
f) appoint Vice-president, Secretary and Treasurer of the NDCSSA. Legislative intent: The President shall only appoint the officers named in this sub-clause, when the Executive Committee is not formed. The President has no power to dismiss them;
g) nominate to the Executive Committee the Subcommittee Chairs and Project Leaders;
h) represent the NDCSSA between the Executive Committee meetings;
i) be responsible for all physical property of the NDCSSA.
- The Vice-president of the NDCSSA shall:
a) assist the President in his or her duties;
b) oversee the progress of Subcommittees;
c) become President if the office of President becomes vacant;
d) temporarily serve as President during the absence or disability of the President;
e) be the NDCSSA Delegate to the Graduate Student Government.
- The Secretary shall:
a) supervise the NDCSSA newsletter;
b) publish the agenda of all Executive meetings, record and make available the minutes of all Executive Committee meetings;
c) publish any action taken by the committees of the NDCSSA;
d) keep track of the attendance of the officers at appropriate events and report to the President and Executive Committee;
e) maintain a historical archive of the NDCSSA;
f) coordinate the response to official correspondence.
- The Treasurer of the NDCSSA shall:
a) receive and disburse funds of the NDCSSA with the President, subject to the direction and review of the Executive Committee;
b) administer the budget of the NDCSSA in consultation with the Executive Committee;
c) have final responsibility, along with the President, for the distribution and accounting of all NDCSSA funds;
d) serve as a member of the subcommittees and as their Treasurer;
e) set financial procedures for the NDCSSA, in consultation with the President and with the approval of the Executive Committee;
f) Maintain a list of all physical property of the NDCSSA.
ARTICLE V. EXECUTIVE COMMITTEE
- The Executive Committee shall be made up of the officers of the NDCSSA.
- The Executive Committee shall be responsible to the members of the NDCSSA.
- The Executive Committee may establish subcommittees as deemed necessary. Subcommittees shall be composed of members of the NDCSSA.
- The Executive Committee may approve or reject any appointment made by any officer of the NDCSSA.
- The Executive Committee may expel any officer other than the President by a two-thirds majority.
- The Executive Committee shall be collectively responsible for any decision made in the Executive Committee meetings.
ARTICLE VI. PROCEDURES OF THE EXECUTIVE COMMITTEE
- All Executive Committee meetings shall be open to all members of the NDCSSA. Only by a majority vote may the Executive Committee close the meeting.
- The Executive Committee shall hold at least one meeting in August, December and March respectively. Only by a majority vote may the Executive Committee reschedule such meetings.
- In the event that business shall be discussed between regular meetings and to call a special meeting is not practical, the President may call electronic meetings, by means including, but not limit to, electronic mail, business bulletin system. The procedure of electronic meetings shall be as follow:
a) The only business that shall be discussed at such a meeting is the specific business that such a meeting is called.
b) Such meetings shall be at least 48 hours, or until a decision is made.
c) A second is not needed for a motion.
d) Any motion, with the exception of money related motion, shall be implicitly approved unless an objection or a motion amendment is heard. In such a case an electronic vote must be held.
e) The quorum of electronic vote is simple majority.
f) Electronic vote shall be at least 24 hours, or until the quorum is reached.
g) Two or more electronic meetings may be held concurrently.
- The President shall have the right to decide urgent businesses. The Executive Committee shall be informed within three days of the
decisions. The decisions may be overruled by the Executive Committee. In such cases, the President shall be responsible for the decisions and proper actions shall be taken to correct previous decisions Legislative Intent: This clause shall only be used in extreme cases when there is no time to call for meetings described in clause 2-4 of this ARTICLE. An example of such cases is to express positions on behalf of the NDCSSA in meetings with other organizations
- The President may decide the fate of a motion should there be a tie.
- Meetings shall be conducted by the Robert's Rules of Order unless otherwise specified by the Constitution.
ARTICLE VII. ELECTION PROCEDURE
- The President shall be elected in an election by the members of the NDCSSA.
- The President shall be elected before the end of fall semester.
- Election shall be conducted by secret ballot, except when this method is prohibitively difficult. In that event, only the Committee may have the access to the knowledge of how any member of the NDCSSA voted. The Committee shall not divulge such information.
- For an election to be valid, at least 15% of the total members of the NDCSSA must vote. If the quorum is not reached, the Executive Committee shall elect the President. In the case the President, or the entire Executive Committee, is under formal charge, and the quorum is not reached, the President and the Executive Committee under charge shall restore offices.
- The winner of an election shall be the candidate receiving the greatest number of votes. In case of a tie, the Executive Committee, or the Caretaker Committee, shall be empowered to break the tie.
- In the event of an unopposed race, the voters shall have the opportunity to express approval or disapproval of the candidate. If at least as many disapprovals as approvals are received, and the quorum is reached, the candidate shall be disqualified from office.
- In the event the Executive Committee shall elect the President, a vote by secret ballot shall be held within one week after the closing of the election. Should there be a tie in the Executive Committee, the current President shall decide the winner.
- In the event that the President, or the entire Executive Committee, is under formal charge, and should there be a tie in the election, the Caretaker Committee shall hold a vote by secret ballot within one week after the closing of the election. Should there be a tie in the Caretaker Committee, the President and the entire Executive Committee under charge shall restore offices.
- In the event of no candidates, the Executive Committee shall select the President. If the President, or the entire Executive Committee, is under formal charge, and there is no candidate, the President and the Executive Committee under charge shall restore office.
- An Election Committee shall be formed by the Executive Committee. In the event that the President, or the entire Executive Committee, is formally charged, the Caretaker Committee shall form the Election Committee.
a) The Chair of the Election Committee shall be approved by the Executive Committee or the Caretaker Committee. The Chair of the Election Committee may appoint additional members to the Election Committee if he or she deems it necessary. Confirmation from the Executive Committee or the Caretaker Committee for such appointments is required.
b) The Election Committee shall have at least three members.
c) No candidate shall be a member of the Election Committee.
d) The Election Committee shall ensure that the voting members of the NDCSSA are as informed as reasonable possible about the election.
e) The Election Committee shall advertise the election at least three weeks prior the election date.
- All nominations for the President must be received by any member of the Election Committee no less than 10 days before the election starting date. At that time, the Election Committee shall make the names of all qualified candidates public and inform each candidate of the nomination. Candidate statements must be received 3 days before the election starting date. Candidate statements, or web link containing candidate statements, must be distributed to all voting members of the NDCSSA no later than two days before the election starting date.
- The election shall last at least 5 days.
- The result of the election shall be posted on the NDCSSA website no later than three days after the closing of the election. The Election Committee may use electronic mass mailing, posters, or other means to inform all members of the NDCSSA the election result. In the event that this time limit is not met, the Executive Committee shall appoint another officer of the NDCSSA to count the votes and post the result, and this appointee shall also have three days to announce the result. If this fails, the Executive Committee shall allow any willing members of the NDCSSA to count the votes, after ensuring that any information identifying any member that cast a particular vote is removed.
- The current officers shall stay in office until the new President is elected in a valid election. All current officers, with the exception of those seeking offices in the new Executive Committee, shall automatically become Advisors. In the event that the President, or the entire Executive Committee, is under formal charge, none of the officers shall become Advisors.
- The new President shall take office immediately after the announcement of the election. The new President shall have at most three days to appoint Vice-president, Secretary and Treasurer. During that period, no business other than transferring offices shall take place. If this time limit is not met, the Advisory Committee shall have the right to appoint the remaining officers not yet appointed by the President.
ARTICLE VIII. AMENDMENT
- An amendment to this Constitution shall only be deemed accepted if it is approved in a referendum.
- The President shall submit the amendment/revision in writing to the Student Activities Office for review/approval.
ARTICLE IX. RATIFICATION AND TRANSITION
- Ratification of this Constitution shall require approval of a referendum of the voting members of the NDCSSA, in which a majority of at least 25% of all voting members of the NDCSSA shall approve the Constitution
- Ratification of a Constitution to replace this Constitution shall require similar approval to that described in Clause 1 of this ARTICLE.
- The officers of the NDCSSA are bound by the Constitution immediately after ratification.
- All current officers and advisors, with the exception of those seeking offices in the new Executive Committee, shall automatically form the Advisory Committee.
- This Constitution does not apply to all the ongoing projects.