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The AAA Constitution
The AAA Constitution
Harvard-Radcliffe Asian
American Association
Founded 1976
Article
I: Purpose
Section
1
The
Harvard-Radcliffe Asian American Association (H-R AAA) exists to
meet the political, cultural, educational, and social needs of Asian
American students at Harvard-Radcliffe.
Section
2
To
achieve these goals, the H-R AAA provides a flexible medium through
which Asian Americans may gather and share experiences and heritage
through a wide range of activities.
Section
3
3.0
The H-R AAA recognizes the existence of many injustices and inequalities
in this society against Asian Americans, other minorities, and women,
and firmly supports actions to correct such situaitons. On campus,
the H-R AAA:
3.01
stands for the rights of Asian Americans and other minority groups
for determination in their education, especially by fostering the
development of Asian American studies in the curriculum;
3.02
shall maintain and expand Asian American recruitment and input into
the admissions process, and attempt to strengthen affirmative action
programs that correct for discrimination;
3.03
supports the more effective recruitment of qualifies minority faculty;
3.04
seeks to eliminate misleading and harmful Asian American stereotypes
in the media and general public;
3.05
exists to educate the student and faculty bodies about the experiences
and culture of Asian Americans, recognizing that sharing such information
is essential to any well-rounded education.
Section
4
The
H-R AAA exists to establish communications and to build relations
between Asians on and off campus so that its members may learn from
our Asian American communities, support community issues for social
and economic progress, and share experiences with students on other
campuses as well.
Article
II: Structure
Section
1
The
purposes outlined in Article I shall be facilitated by the H-R AAA
Steering Committee, the external representatives, and affiliation
groups.
Section
2
2.0
The Steering Committee of the H-R AAA shall include the officers,
chairs of Standing Committees, and representatives to other organizations.
2.1
The President(s), the Vice President for Programs, the Vice President
for Administration and Secretary-Historian shall constitute the
officers.
2.2
The Cultural, Public Relations, Social, and Educational/Political
Committees shall constitute the Standing Committees.
2.3
The H-R AAA Steering Committee shall have representatives to the
Harvard Foundation and the Minority Student Alliance (MSA).
Section
3
The
H-R AAA shall have representatives to other committees and organizations
as determined by the Steering Committee.
Section
4
4.0
The number of Presidents shall not exceed two.
4.1
Other officers shall not number more than one per office.
4.2
The Standing Committees shall have at most three chairs.
4.3
There shall be two representatives to the MSA. There shall be one
representative to the Harvard Foundation.
Section
5
5.0
The General Meetings shall be as their name implies: meetings of
the general membership of the organization. They shall convene whenever
the Steering Committee calls them. Their main functions are:
5.01
to bring the membership in touch with Asian American issues, culture,
and social life;
5.02
to inform the membership of the various actions that have been taken
or are planned, which includes progress reports and projections
of all committees;
5.03
to provide a forum where important policies or issues can be decided;
5.04
to carry out elections as appropriate according to this Constitution.
Article
III: Duties
Section
1
1.0
The President shall call and preside at all Steering Committee meeting.
He/She shall also determine the agenda for such meetings.
1.1
He/She shall represent this organization at functions within the
Harvard-Radcliffe community and at activities in which the organization
participates; and he/she shall act as spokesman for it, in the event
that the Steering Committee cannot convene to formulate a public
statement consistent with the view of its constituents and the principles
and purposes upon which this organization is based. In the event
he/she is unable to perform this duty, he/shall appoint a Steering
Committee member(s) to act in his/her stead.
1.2
The President shall act as vice-chair for all H-R AAA activities.
1.3
The President shall be the official liaison to the Administration.
1.4
The President shall work with the MSA representative in acting as
liaison to other ethnic organizations on campus.
Section
2
2.0
The Vice-President for Programs shall assist the President in fulfilling
presidential duties.
2.1
The Vice-President for Programs shall serve as supervisor and counsel
to the Steering Committee.
2.2
The Vice-President for Programs shall be the representative to the
East Coast Asian Student Union (ECASU).
2.3
The Vice-President of Programs shall serve as freshman liaison and
be in charge of the Big Sibling Program.
2.4
The Vice-President of Programs shall act as the secretary during
the PresidentÕs meeting of sister groups.
Section
3
3.0
The Vice-President for Administration shall assist the President
in fulfilling presidential duties.
3.1
The Vice-President for Administration shall serve as supervisor
and counsel to the Steering Committee.
3.2
The Vice-President for Administration shall receive and hold all
funds of the organization and shall make disbursement and payment
of money:
3.21
with approval of the officers in transactions involving $100 or
less;
3.22
in accordance with decisions made by the Steering Committee in transactions
involving over $100.
3.3
The Vice-President for Administration shall keep an accurate account
of all receipts and disbursements and shall submit a financial report
to the Steering Committee at the beginning of each academic term
and prepare a financial report at the end of his/her term covering
all transactions for which he/she was responsible.
3.4
The Vice-President for Administration shall be in charge of coordinating
fundraising and the grants process.
Section
4
4.0
The Secretary shall be responsible for maintaining an Asian American
Alumni Association.
4.1
The Secretary shall be responsible for keeping the minutes and taking
attendance at all Steering Committee meetings.
4.2
The Secretary shall be responsible for maintaining the files of
the organization: copies of all correspondences, leaflets, pamphlets,
flyers, newsletters, and minutes of Steering Committee Meetings.
4.3
The Secretary shall type and distribute the agenda for all Steering
Committee Meetings.
4.4
The Secretary shall be in charge of compiling a membership list
in the fall and establishing a phone tree.
4.5
The Secretary shall be in charge of handling notification of events
to the Crimson and other matters pertaining to it.
4.6
The Secretary shall conduct all votes in Steering Committee, General,
and Special Meetings. The Secretary shall conduct all votes in Elections
Meetings provided he/she is not running for office. If this not
the case, this duty will be passed onto another officer who is not
running for an office.
4.7
The Secretary shall accept all nominations for Elections Meetings.
4.8
The Secretary shall accept all resignations from Steering Committee
members and external representatives.
Section
5
5.0
The Historian shall write, update, and/or maintain an accurate and
thorough history of the H-R AAA, which shall be updated periodically
and distributed to members to promote a sense of collective memory
among the members of the H-R AAA and to give new members a sense
of AAAÕs historical mission.
5.1
The Secretary-Historian shall clip, archive, and duplicate any articles
concerning or mentioning the H-R AAA in newspapers, periodicals,
scholarly publications or other printed matter; and shall compile
these into a permanent scrapbook or record to be used by future
members.
5.2
The Secretary-Historian shall archive and label photographs, posters,
newsletters and other files of the H-R AAA and preserve them for
future reference and use.
5.3
One Historian shall be appointed each letter by the H-R AAA President(s)
for a one-year term, with the counsel of the previous Historian
and the Steering Committee.
Section
6
The
Cultural Chairs shall be responsible for the implementation of events
concerning Asian/Asian American culture.
Section
7
7.0
The Public Relations Chairs shall be responsible for the design
and implementation of a postering scheme for the entire college
so as to publicize all H-R AAA events, functions, and meetings.
7.1
The Public Relations Chairs shall be the editors-in-chief of the
H-R AAA newsletter. They shall be responsible for the design and
implementation of a distribution scheme for the newsletter.
7.2
The Public Relations Chairs shall work with the Secretary and Historian
to compile a membership list in the fall.
Section
8
The
Social Chairs shall be responsible for the implementation of social
functions.
Section
9
9.0
The Harvard Foundation representative shall attend Student Advisory
Committee Meetings and Student/Faculty Advisory Meetings, and notify
the Steering Committee of upcoming events and issues.
9.1
The Harvard Foundation representative shall represent the interests
of the H-R AAA during the Harvard Foundation Student Advisory Committee
and Student/Faculty Advisory meetings.
Section
10
10.0
The Minority Student Alliance (MSA) representative shall attend
MSA meetings and notify the Steering Committee of upcoming events
and issues.
10.1
The MSA representatives shall represent the interests of the H-R
AAA during MSA meetings.
10.2
The MSA representatives shall work to improve interethnic relations
so as to benefit the Steering Committee and the H-R AAA.
10.3
The MSA representatives shall work with the ECASU representative
to improve Asian unity on campus.
Section
11
The
Educational/Political Chairs shall be responsible for the implementation
of events concerning Asian/Asian American educational and political
awareness and action.
Section
12
12.0
The Steering Committee members must exhibit conduct becoming an
H-R AAA Steering Committee member.
12.1
The Steering Committee shall determine specific policies and programs
of the H-R AAA in accordance with the constitution and its by-laws.
12.2
The Steering Committee shall not convene unless a quorum is present.
A Steering Committee quorum shall be one half its entire membership
as states in Article II, Section 2.
12.3
Steering Committee members may add topics to the agenda of Steering
Committee meetings by informing the Secretary, who then shall inform
the President of such additions. They may also call Steering Committee
meetings against the will of the President if a two-thirds majority
of the Steering Committee members approve.
12.4
The Steering Committee shall make efforts to inform interested H-R
AAA members of their meetings and encourage members to attend.
12.5
The Steering Committee shall deal with monetary matters involving
more than $100.
12.6
The Steering Committee shall have the power and responsibility to
form and dissolve ad hoc committees.
12.7
The Steering Committee meetings are open to all H-R AAA members
except for special situations as decided by the Steering Committee.
12.8
Steering Committee members may vote in Steering Committee meetings.
External representatives may not vote in Steering Committee meetings
because they do not represent elected offices. The President shall
only vote to break a tie.
12.9
The Steering Committee shall call General Meetings and appoint one
or more H-R AAA members as chair(s). The chair(s) shall set the
agenda for the General Meeting.
12.10
Steering Committee members and external representatives shall be
responsible for calling meetings of their respective committees
or organizations. They shall chair and take attendance at these
meetings. Copies of these attendance lists shall be submitted to
the Secretary.
12.11
Steering Committee members are required to be present at every Steering
Committee meeting, General meeting, and event. Only in the case
of extreme necessity and prior notification of the officers is a
Steering Committee member excused from these duties. Three unexcused
absences from any combination of Steering Committee, General meetings,
or events shall be reason for removal proceeding as detailed in
Article VII, Section 2.
12.12
External representatives are encouraged to participate in all Steering
Committee functions, but are not obligated to be present at every
such function. They are, however, subject to removal proceedings
for negligence of duties.
Section
13
13.0
The annual Asian American Intercollegiate Conference is an opportunity
for the H-R AAA to reach out to students from outside Harvard and
help build a larger community of socially and politically conscious
Asian Americans. Through political events, speakers, cultural workshops,
social functions and/or other events, each conference shall focus
on a theme in Asian American history, culture and/or society.
13.1
The Conference directors shall be responsible for he financial and
administrative planning of the intercollegiate conference; for scheduling
appropriate events, activities and speakers; and for publicizing
the conference across other schools and on campus.
13.2
The Conference directors shall recruit and supervise a staff of
volunteer students to help plan the conference and schedule activities
and speakers.
13.3
The Conference directors shall work with the Vice President for
Administration and the Steering Committee to determine an appropriate
budget for the conference, based on the money available in the H-R
AAA account and on the need for an equitable allocation of resources
to all H-R AAA programs.
13.4
One or two Conference directors shall be appointed each year by
the H-R AAA President(s) for a one-year term, with the counsel of
the previous conference directors and the Steering Committee.
Section
14
14.0
The student guide to the Asian American experience at Harvard is
an information resource available to undergraduates, especially
first-years, to provide information on academic, extracurricular
and social opportunities of Asian American undergraduate life at
Harvard.
14.1
The student guide shall be published once each year, preferably
in the autumn, if the H-R AAA budget permits.
14.2
The editor and business manager of the student guide shall recruit
and supervise a staff of volunteer students to help plan the guide,
write articles and reviews, layout the guide and solicit advertisements.
14.3
The editor and business manager of the student guide shall work
with the Vice President of Administration and the Steering Committee
to determine an appropriate budget for the guide, based on the money
available in the H-R AAA account and on the need for an equitable
allocation of resources to all H-R AAA programs.
14.4
One editor and one business manager of the student guide shall be
appointed each year by the H-R AAA President(s) for a one-year term,
with the counsel of the previous guide editor and business manager
and the Steering Committee.
Section
15
15.0
The first-year representatives shall promote involvement in the
H-R AAA among first-year students, transfer students and new members,
by planning events and other ways to attract and retain new members.
15.1
The first-year representatives shall also assist other Steering
Committee members with their duties.
15.2
One, two or three first-year representatives shall be elected to
a one-year term at a General Meeting each fall, designated in advance
as a special Election Meeting. Nominations should be submitted in
advance to the Secretary but will remain open throughout the Election
Meeting. The first-year representatives will be chosen by a simple
majority of votes cast in the special Election Meeting. In the case
that more than three candidates are running, run-offs between the
top candidates will be conducted in the event that no one candidate
receives more than 50 percent of the votes cast.
Section
16
16.0
Asian American Association Players (AAAP) exist to promote awareness
of Asian American issues through the performing arts and to provide
Asian American playwrights and actors a visible forum for their
showcasing talents. The executive directors of AAAP are to supervise
the production of at least one project per semester, whether that
be a play, musical, or other such performance. Each production should
be supplemented by a guest speaker. AAAP may also choose to undertake
and support other projects in keeping with its mission.
16.1
The selection of no more than two producers is to occur at the end
of the first semester, through an application and interview process,
with the AAA Steering Committee and the former AAAP executive directors.
16.2
The term for AAAP producers shall span three semesters, with the
first semester overlapping with the former producers. During this
first semester, the new executive producers must cement programming,
and should assist the former producers.
16.3
Responsibilities of the producers are:
16.31
programming for two semesters (in the case of productions, the producers
may select the productions after consulting the Steering Committee
or entertain student proposals)
16.32
to act as production managers in assembling a production team, soliciting
proper funding, and finding performance space
16.33
maintenance of files and library
Article
IV: Affiliation Groups
Section
1
Affiliation
groups of the H-R AAA shall be defined as groups initially formed
and funded by H-R AAA that reach a state of maturity where they
no longer need the full sponsorship of the H-R AAA.
Section
2
2.0
These groups may become independent organizations which are affiliated
with the H-R AAA, thus remaining eligible to the privileges provided
by the H-R AAA:
2.1
They may apply for more grant money, but need not forfeit their
name on which their reputation is built upon nor their credibility;
2.2
They may recruit more members at all H-R AAA sponsored functions;
2.3
They may request for a loan or a stipend from the H-R AAA or file
for additional grants under the H-R AAA name.
Section
3
3.0
Affiliation group status will be conferred onto an organization
through a two-thirds vote of the Steering Committee.
3.1
Affiliation groups must get prior permission from the Steering Committee
before recruiting more members at H-R AAA functions and filing for
additional grants under the H-R AAA name.
Article
V: Membership
Section
1
1.0
All students of Harvard-Radcliffe are eligible for membership in
the H-R AAA.
1.1
Non-undergraduate affiliates of Harvard University may attend H-R
AAA functions and meetings, but they shall not have a vote.
Article
VI: Elections
Section
1
1.0
All full members of the H-R AAA (excepting second semester seniors)
are eligible to hold a Steering Committee office or external representative
position.
1.1
A person who plans to be away for a semester is eligible for an
elected office provided that he/she is running jointly with another
candidate and that he/she makes such plans known at all election
proceeding.
1.2
A person may hold only one office per term.
Section
2
2.0
The Election Meeting will be held annually and as such all terms
for Steering Committee members last approximately one year.
2.1
A Nomination Meeting for elected offices shall be held at least
one week before the Election Meeting. Nominations shall be taken
at this meeting. However, Nominations will remain open throughout
the Elections Meetings, to be accepted by the Secretary.
2.2
All Steering Committee members except for the appointed officers
shall be chosen by a simple majority of the votes cast in an Elections
Meeting. In the case that more than one candidate is running for
the same office, a run-off between the top two candidates will be
conducted in the event that one candidate does not receive more
than fifty percent of the votes cast.
2.3
The Steering Committee shall determine procedures concerning position
papers and speeches, as well as other election procedures not mentioned
in the Constitution.
Section
3
External
representative shall be selected in the first half of the second
semester through a selection process determined by the Steering
Committee. The term for external representatives shall last approximately
one year.
Section
4
4.0
Incoming Steering Committee members shall serve a one-year term.
Appointed officers and representatives shall begin serving their
term whenever they are selected.
4.1
Outgoing Steering Committee members and external representatives
shall be responsible for facilitating transfer of office to incoming
Steering Committee members during the one month following the election.
Section
5
5.0
A vacated office is defined as:
5.01
all holders of that office depart;
5.02
one holder of that office departs and the remaining holder opts
for assistance.
5.1
Any vacancies of elected offices during the year shall be filled
by election, and the vacated offices shall be announced at least
one week prior to a special Elections Meeting. Nominations shall
be taken prior to and during the Elections Meeting by the Secretary.
Any vacancies of appointed offices during the year shall be filled
by appointment as specified in Article III.
Article
VII: Removal
Section
1
Failure
to abide by the principles and by-laws of the Constitution and/or
negligence of the duties required of a member of the Steering Committee
or an external representative (as outlined in Article III) shall
be cause for removal.
Section
2
2.0
Notice of such failure shall be brought to the officers who will
raise the point at the next Steering Committee meeting.
2.1
Removal is performed by a two-thirds vote cast as a closed Steering
Committee meeting. However, if such failure of duties was brought
to the officers by a non-Steering Committee member, that person
shall have the option of attending the meeting but he/she shall
have no vote.
2.2
A Steering Committee member or external representative so accused
shall have the privilege of defense at this meeting.
2.3
Any person removed from office may not hold another H-R AAA office
or representative position until the next regularly scheduled Elections
Meeting.
Section
3
All
Steering Committee members and external representatives may submit
a resignation to the Secretary at any time during their term of
office.
Article
VIII: Referendums
Section
1
Steering
Committee and all general members shall have the power to bring
referendums to a general membership vote.
Section
2
A
Steering Committee-sponsored referendum requires a two-thirds vote
of the Steering Committee to call for a Special Meeting of the general
membership. Such a meeting must be held within three weeks of the
Steering CommitteeÕs decision, reading and exam periods and
vacations excluded. Such a meeting must also be publicized in the
manner of Election Meetings.
Section
3
3.0
A referendum sponsored by a general member(s) shall be presented
to the Steering Committee, provided it is signed by thirty percent
of the general membership.
3.1
Upon receipt of such a referendum, the Steering Committee is required
to call for a Special Meeting of the general membership to vote
upon the referendum. Such a meeting must be held within three weeks
of the receipt of the referendum, reading and exam periods and vacations
excluded. Such a meeting must be publicized in the manner of Election
Meetings.
Section
4
4.0
There shall be time allotted for debate on the referendum at this
Special Meeting.
4.1
A simple majority vote passes a referendum at the Special Meeting.
No absentee ballots will be allowed.
4.2
Results of referendums shall be binding.
Article
IX: Amendments
Section
1
1.0
Amendments to the Constitution or its by-laws may be initiated by
petition to general members and must be submitted in writing to
the Steering Committee with the signatures of ten percent of the
general membership.
1.1
An amendment to the Constitution requires a two-thirds vote of the
Steering Committee in order to be initiated.
Section
2
All
proposed amendments must be submitted by the Steering Committee
to the general membership through publication at least two weeks
in advance of its consideration by members at a General Meeting.
Section
3
The
adoption of the proposed amendment shall require a two-thirds majority
of all votes cast at a General Meeting. No absentee ballots will
be allowed.
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