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Chinese Young Professionals Association Seattle University Constitution

Name of Club: Chinese Young Professionals Association Seattle University

西雅图大学海外青年华人协会 (CYPA SU)

Last Revision: 5/31/2018

Ratified: 5/31/2018

ARTICLE I – NAME

The name of this organization shall be the (Chinese Young Professionals Association Seattle University), hereafter referred to as the Organization.

ARTICLE II – PURPOSE

The purpose of Chinese Young Professionals Association shall be:

1. Promoting personal growth of members;

2. Building favorable environment, platform, and network for Chinese students;

3. Helping and developing the growth of further leadership skill and other qualities;

The culture of the Organization shall be:

Advocating integrity, excellence, leadership, responsibility, and accountability.

The slogan of the Organization shall be:

“Be Powerful but Humble.”

The Mission of the Organization shall be:

Flourishing/cultivating an incubator for future Chinese Leader and focus on the internal growth of members.

ARTICLE III – MEMBERSHIP

The following must be stated directly:

Section 1

All officers of Chinese Young Professionals Association must be regularly admitted students of Seattle University.

Section 2.

Chinese Young Professionals Association shall not deny consideration for membership to any student because of gender, race, religion, creed, national origin, handicap, marital status, or sexual orientation.

Section 3.

A member may be removed from the Organization if said the member doesn’t comply with the mission of Seattle University or the culture and value of the Organization.

If anyone would be absent without proper reasons for more than three times, he or she will be removed from the association list automatically.

You can submit written request for leave for 5 reasons: sick, in-class, interview, important exams and working. (Please attach the written evidence)

Section 4.

Currently there is no required due for the club members and officers. We may collect dues based on members’ willingness if we meet financial deficiencies. The amount will be depended on the situations.

ARTICLE IV – OFFICERS

Section 1.

Officers of the organization shall be as follows:

President

Vice-Presidents

Functional Department：

Treasure Finance, Human Resource, Administrator

Operational Department：

Public relations,  Event planning, Marketing

Section 2.

ONLY the members who attend the club meetings and events 90% of one quarter can be voted for a club officer and can vote for candidates that are applied for club officers.

Election of Officers: Officers of the organization shall be elected (at the end of the school year during the week before last week of classes for the upcoming school year). Officers need at least 50% vote from the total active club members.

Section 3.

Officers shall take office during regular quarters (fall, winter and spring) and shall serve for a period of one year. Any current officers of the Organization can be reappointed for one year.

Section 4.

Officers shall not be on academic or disciplinary probation at the time of their elections and throughout their terms in the office. Officers must posses a 2.0 cumulative GPA or its equivalent and maintain a minimum of 2.0 GPA or its equivalent to serve during their tenure.

Section 5.

An officer may be impeached with a majority vote from active members if the officer is found to be not upholding the mission and values of the club. The vote will be supervised and counted by the Vice President and the Human Resources Manager. Only the active members can vote for impeachment. If the President is impeached, the Vice President will temporarily act as the President and organize the voting for the new President.

Section 6. (Explain procedure to fill vacancies).

To fill vacancies the candidate needs 60% of the voting members to approve the change in position. ONLY the club members who attend the club meetings and events 100% of one quarter can vote for the change in position.

Section 7.

Duties of Officers.

1. President

·      Preside and conduct all meetings and events

·      Represent the organization to communicate with officers from Seattle University and other organizations

·      Plan the overall strategy for the development of the organization

·      Create the short term and long term goal for the organization

·      Keep official minutes and records for the organization

·      Planning annual events;

·      Establishing internal structure and culture within the association;

·     Renewing the articles of association every quarter;

·     Updating the rewards scheme;

·     Handling conflicts with other groups, business partners, and big conflicts in public relations;

·     Be responsible for HR, General affairs, and Finance Department;

·     Approval for big events, and expenses over $100;

·     Maintaining relationship with Embassy

2. Vice President

·      Co-facilitate the club meetings and events with president

·      Coordinate with President to develop the overall governance strategy for the organization

·      Coordinate with President to create both short term and long term goals for the organization

·      Serve as President when there is a temporary vacancy in the President’s position

·      Assisting the President to do the annual events planning

·      Coordinating between departments

·      Be responsible for Marketing and Event planning department

·      External out reaching

·      Internal support

3. Treasurer

·      Keep all of the financial information accurate and appropriate for the organization

·      Plan budget for the organization at the beginning of each quarter

·      Manage the reimbursement for the organization

·      Apply for funding for the organization with the President

·      Assisting applying funds from Embassy and student government;

·      Recording the revenues and expenses; making statement of profit and loss for every event;

·      Collecting receipts and making reimbursements for events;

·      Making flowchart for the applying funds and making reimbursements;

·      Making financial analysis semi annually;

·      Making budgets for events and collect money from officers;

·      Written request for leave

4. Human Resources Manager

·      Manage all of the club members’ and officers’ contact information, and contact each of them on time when having meetings and events

·      Provide new members’ orientation and internal training programs

·      Manage the voting and impeachment procedures of the organization

·      Recording and updating the performance for every officer (apple tree);

·      Contact person for volunteer activity;

·      Recruiting officer;

·      Check in for events and give the name tags;

·      Keeping information of the people coming to the events;

·      Record and update the information of the people coming to the events;

5. Marketing & public relevance

Officers---

-       External reach out: other student associations; business cooperation;

-       Social medias: Wechat, Weibo, FB, instagram, etc;

-       Assisting the promotion and advertisement for Event planning department;

-       Drafting sponsorships documents and proposals;

-       Selling the Membership cards and maintenance;

Marketing department head responsibilities:

1.     Approval of We Chat articles and promotions;

2.     Scheduling and planning sponsorships, making deadlines for different stages of sponsorships;

3.     Being Representative of the association to communicate with business partners;

4.     Assigning the proper tasks to the officers;

5.     Reporting the important affairs relating to reputation of the association to Vice president and President;

6. Event Planning

1.     Brainstorming small and big events during the year.

2.     Event planning: flowchart, task assignments, people, deadlines. etc

3.     If the budget exceeds $500, creating PPT and making the presentation.

Leader:

1.     Approval of the events;

2.     Making proposals of those events and report material facts to Vice President;

3.     Organizing the internal meeting within department;

4.     Reserve the location of activities;

5.     Scheduling the events

ARTICLE V – MEETINGS

Section 1.

A regularly scheduled general meeting shall be held at least once a week.

Section 2.

A quorum shall consist of 70% of the active members.

Section 3.

A quorum shall be present in order for any official business to be conducted. Official business shall include election of officers, planning the important events, making the development goals and so on.

ARTICLE VI – COMMITTEES

The officers of the organization shall have the authority to create any standing or special committees that will further the purpose of the organization.

ARTICLE VII – FINANCES

Section 1.

If the organization dissolves, all funds in the account will be removed. The remaining funds will be returned back to the party that gives the fund. If there are some dues in the clubs account, the dues will be returned to each of the club members who paid the due.

Section 2.

The expenses over $50 should be reported to the head of the department.

The budget over $100 should be reported to Vice-President.

The budget over $500 should be reported to President.

ARTICLE VIII – PARLIAMENTARY AUTHORITY

The parliamentary authority shall be current edition of Robert's Rules of Order, Newly Revised or another form of parliamentary procedures.

ARTICLE IX – AMENDMENTS

Section 1. Prior to being voted upon, all amendments to this constitution require written notice of 15 days.

Section 2. All amendments require a 2/3 vote of a quorum for adoption.

Section 3. Amendments become effective only after approval by the club.

Section 4. Authorized person should renew the constitution every quarter.

Section5. Every 5 small events, I can give you the authorization to hold a mediate event, 2 mediate events you will be authorized to hold a big event.

ARTICLE X: VOTING SCHEME

Event: 60 % Agreement, you can get approval;

Revoke the decision from president: 75% disagreement, the president decision will be revoked.

Apple tree: whoever got the voting exceeds 50% will be the Department directors.

Date of Ratification: ___________

[Remember to also include the date of subsequent changes made by the amendments to the constitution].