USAC Constitution

CONSTITUTION

OF

THE UGANDA STUDENTS’ ASSOCIATION IN CHINA

AS OF September 2014

CONTENTS

Article 1-­‐NAME

Article 2–PREAMBLE

Article 3 –AIMS AND OBJECTIVES 

Article 4 – MEMBERSHIP OF THE ASSOCIATION

Article 5 –THE EXECUTIVE COMMITTEE

Article 6–DUTIES OF THE EXECUTIVE COMMITTEE

Article 7-­‐ELECTIONS OF THE ASSOCIATION

Article 8-­‐MEETINGS OF THE ASSOCIATION

Article 9-­‐MINUTES OF MEETINGS OF THE ASSOCIATION

Article 10-­‐STANDING ORDERS

Article 11-­‐VACANCIES AND REMOVAL FROM OFFICE

Article 12-­‐VISITORS

Article 13-­‐ RESIGNATION AND EXPULSION OF MEMBERSHIP

Article 14 – OBLIGATIONS AND RIGHTS

Article 15 – DISCIPLINE

Article 16-­‐THE HONOR CODE

Article 17-­‐ VOTE OF NO CONFIDENCE

Article 18-­‐ FINANCE

Article 19-­‐ SUSPENSION AND AMMENDMENT OF THE USAC CONSTITUTION

Article 20-­‐CLAUSES OF ASSOCIATION BINDING

DESCRIPTION

Article 1: NAME

The name of the association shall be; Uganda Students’ Association in China hereafter to be referred to as USAC. 

Uganda Students’ Association in China was formed on 3rd, April 1976 as a body of

Ugandan citizens of at least postsecondary level of education taking studies in the

People’s Republic of China. Since its formation, USAC has always kept the

Ugandan Embassy in Beijing, and the Ministry of Education of the People’s Republic of China, informed on the various issues Ugandan students face from time to time during the course of study in China.

Article 2: PREAMBLE

We, the members of USAC do hereby establish this constitution for the purpose of expressing our ideas, beliefs, concerns, and activities while in the Peoples Republic of China. We will not nor do we believe in promoting our own individual political, religious, or sectarian ideas BUT those of the group as a whole. We believe in creating an atmosphere where students can convene socially, culturally and academically to grow together as responsible men and women of Uganda.

Article 3: AIMS AND OBJECTIVES

 USAC was formed with the overall aim of uniting all Ugandan Students in China and to help in coordinating their study and research activities. It shall look after and cater for the interests of the members. USAC shall:

I.       Be the intermediary between the students and the Ugandan Embassy in the People’s Republic of China and the Ministry of Education on official matters.

II.     Advise members on conduct for projecting a good image of Uganda. III.     Take the responsibility to welcome new students, encourage active participation in receiving newcomers and play a great role in helping new students settle and adapt to foreign life in China.

IV.    Establish close and friendly relations with other students’ associations of similar nature when, where and while desirable.

V.      Ensure efficient circulation of information (newspapers, magazines) among all Ugandan students in China where possible.

VI.    Create an amicable academic atmosphere for the exchange of

academic ideas/knowledge among Ugandans and other international students in China.

VII.  Serve as a center of communication to promote and facilitate interaction and activities of social, intellectual and competitive nature among Ugandan students in China.

VIII. Make representations and submissions to relevant bodies on matters

affecting higher education and the need for education reform.   

IX.    Create and establish a technical human resource pool for the overall

benefit and development of Uganda.

Article 4: MEMBERSHIP OF THE ASSOCIATION

 Any Ugandan who travels to China with the purpose of studying for at least one year is eligible to become a member of USAC and all members shall have equal rights. 

Section I. 

 A register of members shall be maintained by the web-­‐administrator and

shall comprise lists of:

A.     All Ugandans studying in China.

B.     Members of the USAC alumni. 

C.     Individuals who support the objectives of the association.

D.     USAC shall not discriminate against students on the basis of their

race, sex, color, religion, disability, age, ethnic origin or national region. 

E.      All members of the association shall be free to participate in the general meetings of the association.

F.      An elected member of the Executive shall immediately cease to be an executive when he/she withdraws his/her membership. 

Section II.

Membership shall fall in the following categories:

A. Quasi Membership

i.       Shall comprise eligible persons who shall have not paid

membership fees.

ii.      Members under this category shall have no rights to vote or be voted into executive office.

iii.     New students shall become quasi members on arrival into

China and shall become active members upon registration and payment of the membership fee. B. Active Membership

i.       Shall comprise all persons who shall have paid membership fees.

ii.      Active members shall have the right to vote and be voted

into executive office.

C. Honorary Membership

                            i.        An honorary member shall be a person with outstanding eminence and character and who has contributed to the objectives of USAC.  ii.         Honorary membership shall be nominated by any member of USAC and the name shall be forwarded to the executive committee at least one month before the annual general meeting.

iii.     Honorary membership shall only be approved by the

executive committee on the basis of their contribution to USAC and the committee’s decision will be final.    

iv.     Honorary members shall not pay any membership dues.

v.      Honorary members shall have no right to vote or be voted

into executive office.

Article 5: LEADERSHIP Section I. Executive Committee

A.     The executive committee shall be elected at the annual general meeting or online through the Internet. 

B.     Elections of the executive committee will take place in March of

every year.

C.     The executive committee shall be responsible for the day to day affairs of the association for one year starting on 1st /April of every year but shall be eligible for re-­‐election for only one more term.

D.     The executive committee shall consist of the;

i.       President of the association

ii.      Vice-­‐president of the  

v.     Web-­‐administrator of the association

E.      No one shall represent the association without the consent of its members as shall be defined in this constitution. Section II. Regional Representatives

A.     A regional representative shall be an elected head of Ugandan

students who subscribe to USAC in any city in China.

B.     A regional representative shall be elected by only members of the

city from which he/she studies. 

C.     A regional representative will run all the affairs of USAC in his/her city and shall be free to appoint assistant(s) where the members in that city deem necessary. 

D.     The regional representatives shall implement and report to the

USAC executive on matters related to USAC activities.

E.      In case of one person in a city, he/she shall act as the regional representative and shall be a member of the executive committee.

F.      Regional representatives shall hold regular meetings at city levels to address matters concerning their welfare and the association progress.  Section III. The Patron

A.     Shall be the Ambassador of Uganda to China or an official appointed by him.

B.     Shall advise as deemed necessary on any matter concerning the

association. 

C.     Shall preside over the annual general meeting. 

Article 6: DUTIES OF THE EXECUTIVE COMMITTEE AND REGIONAL REPRESENTATIVES 

Section I.

The Executive Committee Shall be the administrative organ of the students association and thus shall, subject to the constitution, the regulations and the policy of the association:

A.     Be responsible for the planning, management and organization of

the association’s affairs.  

B.     Conduct meetings in a fitting manner with respect to the

accepted meeting procedures.

C.     Ensure that decisions taken by the general assembly meetings are

put into effect.

D.     Represent and make statements on behalf of the association at official functions and on public occasions upon approval of the president or the e  executive.

E.      Formulate by-­‐laws for adoption, repeal and amendment by the general meeting of the association, designed to promote the good governance and management of the association.

F.      Use organizational tools such as sub-­‐committees and discussion groups to encourage wider participation, develop increased responsibility and achieve effective results.

G.     Supervise general elections at the annual general meeting.

H.     Administer all funds accruing to the organization and to engage in any legal undertaking necessary to achieve the objectives or purpose of the association.

Section II. The President

Shall, subject to the constitution, the regulations and the policy of the association:

A.     Act as chief executive officer of the association, and be charged with the final responsibility for carrying out the legislation, policies, necessary constitution changes and by-­‐laws of the association.

B.     Be the head of the executive committee.

C.     Address the issues of the association in coordination with the

provincial representatives.

D.     Call and preside over meetings

E.      Act as the representative of the association at all official functions

as required and designate an appropriate representative of the association when more than one representative is required for such functions and occasions.

F.      Submit a written report outlining the events of his or her year's

tenure and recommendations for consideration by the succeeding executive.

G.     Prepare a written report at the end of his or her term and submit

the report to the patron.

H.     Discharge any additional duties as may be set out in the by-­‐laws.

Section III.  The Vice President

Shall, subject to the constitution, the regulations and the policy of the association:

A.     Exercise the powers of and be charged with the duties of the presidency in the absence of the president.

B.     Be responsible for implementation of activities of the executive committee and the regional representatives established by the members at provincial levels.

C.     Supervise the by-­‐laws of this organization and present them for approval to the total voting membership at the annual general meeting. 

D.     Discharge any additional duties as may be set out in the by-­‐laws.

Section IV. The General Secretary

       Shall, subject to the constitution, the regulations and the policy of the association:

A.     Maintain an authoritative approved copy of the USAC constitution and by-­‐laws of the association and any amendments thereto.

B.     Record and maintain accurate minutes of all questions, matters, resolutions and other proceedings of all the meetings save for regional meetings. 

C.     Record and keep the written proceedings of USAC and maintain an accurate attendance list of every meeting.

D.     Mail copies of minutes of the meetings of the association to

appropriate persons.

E.      Prepare a written report at the end of his or her term and submit

the report to the president.

F.      Discharge any additional duties as may be set out in the by-­‐laws.

       Section V.  The Treasurer 

Shall, subject to the constitution, the regulations and the policy of the association:

A.     Be the financial officer of the association.

B.     Be responsible for payment of outstanding bills of the association, direct collection of receipts and the administration of the funds of the association.

C.     Keep an updated list of members who have paid their membership fees. 

D.     Maintain accurate financial records of the association's finances and transactions.

E.      Remind members to meet their financial obligations as deemed

necessary.

F.      In consultation with the executive committee, draw up the

association budget.

G.     Handle all membership fees and the association's bank accounts.

H.     Prepare and present a brief monthly report on the financial status of the association to the USAC members.

I.       Advise the executive on financial matters

J.      Be a member of any committee involved in the financial affairs of the association, including, but not limited to any fundraising committee.

K.     Prepare a written financial report outlining the finances of the association at the end of his/her term and present the report to the

USAC members.

L.      Discharge any additional duties as may be set out in the by-­‐laws.

Section VI. The Web-­‐Administrator 

Shall, subject to the constitution, the regulations and the policy of the association:

A.     Be responsible for keeping the association active in the community and act as a liaison between the association and the community.

B.     Be responsible for promoting the association as well as any other activity the association sponsors.

C.     Be the USAC yahoo e-­‐group moderator ensuring the communication of USAC activities and decisions to the student body.

D.     Be the main channel of communication with the general members.  This communication shall be constantly maintained through e-­‐mails and the USAC website.

E.      Shall hold responsibility for the publication of newsletters, web

page, flyers, and other literature.

F.      Be responsible for the association's printing and advertisement needs.

G.     Preside over the voting for the executive during the annual general meeting.

H.     Organize and administer online polls for the executive when voting is done over the Internet.

I.       Be the USAC website moderator in liaison with the former web-­‐

administrators’ guidance, maintaining and managing website news and articles, uploading and managing USAC photos and files. 

J.      Ensure webhosting fees and web space fees are paid for on time.

K.     Discharge any additional duties as may be set out in the by-­‐laws.

L.      Prepare a written report at the end of his or her term and present the report to the USAC members.

     Section VII. The Regional Representatives

Shall, subject to the constitution, the regulations and the policy of the association:

A.     Promote and represent the interests of their respective groups

through appropriate mediums.

B.     Report to the executive on their activities and provide direction to the executive as to the promotion of their respective groups through the general business of the society. 

C.     Facilitate communication between the executive and the provincial members he/she represents.

D.     Prepare a written report at the end of his/her term and submit

the report to the president.

E.      Discharge any additional duties as may be set out in the by-­‐laws.

Article 7: ELECTIONS OF THE ASSOCIATION Unless this constitution provides otherwise, any representative of the Uganda Students Association in China elected under this constitution holds office for one year commencing on April in the year of his/her election.

A.     Two methods of voting shall be adopted:

i.     Paper balloting during the annual general meeting. ii.     Electronic online voting over the Internet.

B.     The elections must be conducted using an optional preferential system and in accordance with this constitution and the regulations.

C.     In case of electronic online voting, all voting shall be presided over or organized and administered by the web-­‐administrator.

D.     In case of paper balloting, voting shall be by secret ballot and will comprise of not less than half the members of the association.

E.      Electronic online voting shall be conducted through online polls

and will last for a period of five days.

F.      A notice will be posted to remind students voting that they are

bound by the Code of Honor.

G.     The electronic site will be determined by the electoral board and

will be announced on the e-­‐forum to the students.

H.     Results will not be official until they are announced by the presiding officer.

I.       Any decision made by the presiding officer about final vote tallies

is final.

J.      The  candidate  who  receives  the  most  votes  shall  be  declared elected, and in the case of two or more candidates receiving an equal number of votes, the president of the association shall have a casting vote.

Section II. Scheduling Elections

       Elections shall be held in the month of March of every year.

A.     Announcements for the elections shall be made by the presiding

officer in the last week of February every year.

B.     In the case of regional representatives, elections shall be scheduled by the sitting representative and election of a new leader shall take place on a date not later than 15th/April.

Section III. Eligibility for Election

A.     To be eligible to hold any position/office, a student shall be an active member of the association.

B.     The executive committee shall be elected from the association membership by the active members.

C.     To be eligible for the provincial representative position, you must be a member of that province you would wish to represent.

Section IV. Eligibility for Maintaining Office

In order to remain in office and association, a member shall:

A.     Attend appropriate association meetings.

B.     Fulfill the duties and responsibilities of their respective positions subject to the constitution.

Section V. Terms of Office

A.     The term of office for each officer or executive committee member shall be from 1st April to 30th March the following year, or until he/she is removed for disciplinary reasons, or until he/she ceases to be a member of USAC.

B.     Term of office for the elected executive members shall be one year.  An executive member shall be eligible for re-­‐election with the right to serve a maximum of two full terms in the one position.

C.     Having served the maximum term in one position, the member may stand for election for another position on the executive.

D.     A person shall not hold an executive position for more than three

consecutive terms.

E.      If an executive member has served his/her maximum term and no nomination is forthcoming for that position, USAC members may re-­appoint the incumbent to that position.

F.      If a person is elected to fill a casual vacancy in an office, that

person shall serve the remaining period of the term of that office.

Section VI. Nominations

A.     All students registered with the USAC secretary are eligible to make nominations or be nominated.

B.     Elections of the new executive committee shall be monitored by the outgoing executive committee.

C.     The nomination period shall last for 7 days followed by 4 days for

submission of manifestos and acceptance letters.

D.     All nominations shall be addressed to the web-­‐administrator who

shall organize and preside over the elections.

E.      The call for nominations shall state:

i.       The positions to be contested.

ii.      The eligibility criteria for members wishing to stand.

iii.     Details of how nominations may be lodged.

iv.     The date of the close of nominations.

v.      The days, times and places of polling.

F.      Nominations for the elected officers of USAC may be made by a

USAC member or the candidate himself/herself so long as he/she is a USAC member.

G.     Nominations must be seconded by at least one active member.

H.     Once nominated, the candidates for elective offices shall submit an acceptance letter and a manifesto. The acceptance letter and manifesto must be submitted by the end of the nomination period. The candidate statements will be sent via e-­‐mail to USAC members. Only those nominees who submit candidate statements shall be considered to be duly nominated candidates.

I.       A nominee can withdraw his/her nomination at any time up until

twenty four hours before the date of the close of nominations.

J.      No nomination may be accepted unless it is submitted during the

period that nominations remain open.

K.     If the number of candidates nominated for any position is equal to the number required to be elected, an election for that position may not be required.

L.      In the event of a single nomination, the nominee shall be deemed

acclaimed

M.    If the number of candidates nominated for any position is below the number required to be elected, an election for that position may not be required.  Any unfilled position is to be considered a casual vacancy, and shall be filled in accordance with the USAC constitution.

N.     If the number of candidates nominated for any position is greater than the number required to be elected, the web-­‐administrator shall conduct an election for that position.

Section VII. Eligibility for Voting

A.     All active USAC members are eligible to vote

B.     No fees shall be charged to the eligible voter to participate in the election process.

C.     All members shall have one vote per matter at general meetings and all executive members shall have one vote per matter at executive meetings save for the president who has a deliberate and casting vote.

Section VIII. Replacing an Officer

In order to replace an officer who has resigned or been removed for failure to perform respective duties, USAC shall:

A.     Announce the position opening at the next meeting or activity, and inform interested candidates of the election procedures.

B.     If more than two candidates file, the executive committee shall

organize a voting slate.

C.     A special election shall be held to elect a new officer.

Article 8: MEETINGS OF THE ASSOCIATION

All meetings of the association shall be held in accordance with the constitution and the regulations of the association. 

Meetings of the association shall include:

                Section I. Executive Meetings

To be held at least once every month for top executives and once every two

months for regional representatives.

                      Section II. The Annual General Meeting To be held at least once every year.                        Section III. Regularly Scheduled Meetings

To be organized and held monthly by USAC members in their different provinces.

Section III. Executive Meetings

A.     The executive may meet separately from the annual general

meeting as required during its term of office to exercise its functions. 

B.     Executive meetings shall be held at least once every month.

Online meetings may be conducted or convened at a convenient place.

C.     Two-­‐thirds of the executive members shall be the required quorum to hold a meeting.

D.     Executive meetings shall be held in accordance with the USAC

Constitution

E.      All members in attendance shall be given equal speaking rights at

executive meetings.

F.      Only executive members shall be eligible to vote at executive

meetings.

G.     Decisions at executive meetings shall, if consensus fail, be voted

on by a show of hands and passed with a simple majority vote.

Section II. General Meetings

A.     General meetings shall be chaired by the president or vice president, who shall not be allowed to vote if voted so by those present at the general meeting.

B.     General meetings shall be open to the general student body, but only active members shall have voting rights. Section III. Annual General Meeting (AGM)

A.     The association shall have an annual general meeting of the members of the association and invited non-­‐members, in order to conduct the official business of the association.

B.     The annual general meeting of the association shall be held once every year at a date agreed upon by members present at the previous annual general meeting.

C.     The annual general meeting shall serve:

i.     To receive and review a detailed written report of the overall affairs of the association from the president since the preceding annual general meeting.  ii.    To bring together members from different provinces to socialize and exchange ideas for the well being of the association.

D.     Matters to be brought before an association meeting shall be submitted in writing to the annual general meeting organization committee at least five days prior to the meeting, to facilitate circulation and inclusion on the agenda. 

E.      Minutes shall be taken of all rulings and proceedings of the

executive committee and general meetings.  These minutes shall be open to inspection by any member of the association who applies to the secretary.

F.      Financial reports shall be presented to each meeting of the

association indicating receipts, payments and the current balance available in the account.

Section IV. Powers of the Annual General Meeting

An annual general meeting of the association may, subject to this constitution and the regulations:

A.     Pass a resolution that determines the policy of the association.

B.     Pass a resolution that directs the executive committee as to how

it should act to give effect to the policy of the association.

C.     Make regulations, if carried by a two-­‐thirds majority resolution of those present and voting.

D.     Amend or repeal certain regulations, in accordance with the rules and procedures of the constitution.

E.      Pass a resolution recommending the dismissal of an executive officer or member.

F.      Dismiss any officer of the association, provided that half or more

of the members of the association are present. Notwithstanding any other section of this constitution, this resolution must be carried by a two-­‐thirds majority of those present and voting.

Section V. Annual General Meeting Procedures

A.     Quorum -­‐ shall be twenty percent of active members present or represented by proxy.

B.     Voting -­‐ shall be by a simple majority of full members present or represented at the annual general meeting. E-­‐mail voting is allowed.

C.     Standing Orders -­‐ shall be established for the conduct of all

general meetings.

D.     The agenda and proceedings of the annual general meeting shall be established and handled by the annual general meeting committee.

Section VI. Regularly Scheduled Meetings

Regularly scheduled meetings shall be held at least once a month during the academic year. The day and time of the regularly scheduled meeting shall be decided by a simple majority of the active membership.

Article 9: MINUTES OF MEETINGS OF THE ASSOCIATION Section I.     The secretary shall keep proper minutes of all proceedings of all general and committee meetings. These minutes shall be taken and then entered, as required, in a minute book or file kept for that purpose within 30 days of the holding of each general or committee meeting.

Section II.     The chairperson shall ensure that the minutes taken of a general or committee meeting are checked and signed as correct by the chairperson of the general meeting or committee meeting to which those minutes relate or of the next succeeding general or committee meeting as the case requires.

Section III.     When minutes have been entered and signed as correct under

this, they shall, until proven otherwise, be evidence that:

A.     The general meeting or committee meeting to which they relate

was duly convened and held.

B.     All proceedings recorded as having taken place at the meeting

did in fact take place.

C.     All appointments or elections purported to have been made at

the meeting have been validly made.

Article 10: STANDING ORDERS.

Section I. General Nature of the Regulations

A.     These regulations are made under the constitution of the

Uganda Students Association in China to govern the conduct of all meetings of the association required under the constitution.

B.     Quorum

i.       The presiding member shall ensure that a quorum is

present before declaring a meeting open.

ii.      Subject to the constitution, a meeting shall commence promptly at the time set out on the official notice of the meeting. iii.         If quorum is not reached within 30 minutes of the time set

for a meeting, then the meeting lapses and all business is stood over to a subsequent meeting.

C.     Agenda

i.       Where practicable, the agenda of a meeting shall be

prepared such that it is consistent with the schedule, unless otherwise determined by a resolution of the meeting.

ii.      The agenda shall be followed in the order in which it is set out, unless otherwise determined by a resolution of the meeting.

iii.     Subject to quorum being present, the meeting shall

continue until all business on the agenda is disposed of, unless otherwise determined by a resolution of the meeting.

D.     Conduct of Meetings

i.       The association shall maintain regulations covering the

procedure to be followed at meetings convened under this constitution, the responsibilities of such meetings, the manner and the time within which notices of meetings are to be given, published or circulated.

ii.      Written notice of all meetings shall normally be given one

month beforehand to all active members and to such other members who may be invited to attend.

iii.     Unless otherwise provided for by this constitution, at every executive meeting, annual general meeting, general meeting and special meeting, the president shall be the chairperson or in his/her absence, the vice president shall preside over the meeting.

iv.     In the absence of the secretary, the committee or the

general meeting, members shall appoint an acting secretary for the duration of the said meeting.

v.      The quorum for any general meeting shall be a two-­‐thirds

majority of the active members. 

vi.     The notice in convening the meeting shall specify the

resolutions to be moved and no other business other than those arising out of the resolution(s) so specified shall be dealt with or transacted at such meetings.

vii.    Unless otherwise provided for or implied by these rules

or by subsequent resolution or by decision of the committee or (in case of necessity) by a ruling of the chairman, a motion (duly seconded and in order) shall be voted upon by a show of hands and carried by a simple majority of those present and voting. In the event of an indeterminate result, the chairman may declare it null and void and refer the motion for further discussion and/or reformulation, or may exercise an additional or casting vote. viii.         Speakers may only address the meeting when called on

to do so by the chair.

ix.     Subject to these regulations, speakers must be heard in silence and may only be interrupted by the chair.

x.      All business of a meeting must be by way of motions and

amendments, except when reports are being considered and the meeting resolves itself into a committee of the whole.

E.      Apologies

Members and elected representatives must submit apologies in writing to the general secretary or the president who convenes the meeting prior to the commencement of the meeting. Where the nature of the apology prevents it being submitted in writing or in advance, this section may be waived at the discretion of the general secretary or the president.

Section II. Motions and Amendments

A.     All motions and amendments, other than procedural motions, shall be submitted in writing to the member convening or, if submitted during the meeting, to the member presiding.

B.     All motions and amendments shall have a mover and a seconder.

C.     Motions and amendments may be seconded pro forma.

D.     A motion or amendment may be altered by the mover subject to

leave of the meeting.

E.      Movers and seconders may reserve or waive their speaking rights.

F.      Motions and amendments may be withdrawn by the mover

subject to the right of any other member to take up these rights.

G.     A member may speak only once to a motion or amendment

unless they are the mover exercising their right of reply.

H.     No member may speak to any motion or amendment after it has

been put to the vote.

Section III. Special Procedure

A.     Points of Order

i.       A member may, at any time, move points of order in

regard to any irregularity in the proceedings, or interpretation of the constitution or regulations.

ii.      A member may, at the end of a speech, make a point of clarification over factual inaccuracies made by the previous speaker.

iii.     A member claiming to have been misrepresented may, at

any time, not interrupting another speaker, make a point of explanation. Such explanation must be confined to the alleged misrepresentation and shall not introduce argument or new matter.

iv.     Any point of order, point of clarification, or point of

explanation shall be clearly and concisely stated within 1 minute.

v.      The chair has the discretion to rule any point out of

order.                    

B.     Naming Procedure

i.       The chair must be heard in silence and without

interruption, and may name any person for unruly and disruptive behavior.

ii.      Where any person is named 3 times during the same meeting, that person shall not be recognized by the chair and shall leave the meeting.

iii.     Provided that an explanation is given to the meeting, the

chair may have the discretion to have any person removed immediately from a meeting for outrageous conduct.

C.     Discrimination on the Basis of Gender, Race or Sexuality

i.       During meetings governed by these rules, it is the

responsibility of the chair to protect members from any type of discrimination based on gender, race or sexuality.

ii.      The chair may have the discretion to have a person

immediately removed from the meeting for extreme types of discrimination based on gender, race or sexuality.

D.     Validity Given Departure from Standing Orders

Subject to the USAC constitution and regulations, any decision made by a validly constituted meeting is not void by reason only of a departure from these standing orders which were not detected until after the decision had been made.

Article 11. VACANCIES AND REMOVAL FROM OFFICE

Section I.

A.     The position of a representative of the association becomes

vacant if he/she:

i.       Ceases to be enrolled in China for studies. ii.              Resigns his/her position in writing to the general

secretary.

B.     With the exceptions as provided under the relevant regulations, a

representative of the association may only be removed from office if:

i.       He/she has willfully acted in a fashion contrary to the

constitution, the regulations or policy of the association.

ii.      He/she is not fulfilling his/her duties as outlined in this

constitution to the satisfaction of the voting membership.

C.     A representative of the association must be removed from office

if:

i.       A resolution is carried by a two-­‐thirds majority of those

present and voting at the annual general meeting of the association stating that he/she must be removed from office subject to the constitution.

ii.      The executive committee accepts that the representative of the association has acted in the fashion alleged by this resolution.

D.     Any elected representative who is constitutionally required to sit on any or all of the regional, general and annual general meetings and who fails to attend three meetings regardless of apologies or two meetings without providing apologies, is to be removed from office.

E.      The removed person may appeal to the executive committee, for reasons including, but not limited to, instances of personal emergency, consistent poor communication of meeting times, or insufficient notice of meetings.

F.      If a representative is successful in their appeal to the executive committee, the executive committee shall reinstate them in their position. Section II. Filling of Casual Vacancies

A.     The association shall maintain regulations providing for the filling of casual vacancies.

B.     If a vacancy occurs in the position of president:

i.       The vice president must become acting president and has all the powers and responsibilities of that office.

ii.      In the event that the presidency falls vacant and the office

of vice president is vacant, the general secretary will assume all presidential duties as acting president and then arrange a special election within two weeks to fill these positions.

iii.     The special election will be presided over by the web-­administrator provided that he/she is not seeking office in the special election.

C.  If a vacancy occurs in the position of vice president, general secretary, treasurer or web-­‐administrator:

i.       The president shall appoint, in consultation with USAC

members and the remaining executive, an acting vice president, acting general secretary, acting treasurer or acting web-­‐administrator as the case requires, and that appointee has all the powers and responsibilities of that office.

ii.      The general secretary or acting general secretary

shall call for nominations to fill the position within two weeks of the vacancy occurring.

iii.     The general secretary shall call for nominations and

convene a meeting for that purpose.

iv.     Any active member of the association may nominate or be nominated to fill the vacancy.

D. If a vacancy occurs in a position of regional representative to the executive committee and the regional representative was elected as a member of a particular province or group, that province or group may appoint an active member to fill the vacancy.

Article 12: VISITORS

Section I.         Visitors that are non-­‐members may attend the annual general meeting at the invitation of the executive committee.

Section II.   Visitors may be present during the transaction of business but under no circumstance have the power to vote.

Article 13: RESIGNATION AND EXPULSION OF MEMBERSHIP

Section I.     Any member of the association may, by written notice signed by him/her and addressed to the secretary, resign from membership of the association.

Section II.     The association and its members shall not engage in any activity considered by the members to detract from the professional status of its members.

Section III.     The executive committee shall have power pursuant to a resolution passed in the annual general meeting of the association to require the resignation of any member, but only after affording such member an opportunity of being heard on the subject of his/her expulsion from the association before resolving on such expulsion.  

Article 14: OBLIGATIONS AND RIGHTS

The following will apply to active members:

                Section I.         They shall abide by the constitution. Section II.         They have the right to elect and be elected to the different posts in accordance with the various requirements. They will be free to express their views in the running of the students’ affairs.

                      Section III.         They shall work for the good and success of the students’

association.

Article 15: DISCIPLINE

Section I.     Any member who gets involved in any activity which

misrepresents the association and violates the constitution shall be subject to disciplinary action. Indiscipline shall include but not limited to:

A.     Carrying out official matters on behalf of the association without

approval of the executive.

B.     Use of abusive and or vulgar language.

C.     Posting messages on the e-­‐forum that undermines the credibility

of members and objective of the association.

D.     Soliciting funds on behalf of the association without the

approval of the executive.

Section II.     Disciplinary action shall include:

A.     Warning.

B.     A suspension from the association/ forum or both which shall be

decided after consultation with the members.

C.     Dismissal from the association/ forum or both after

consultation with the members.  The Ugandan Embassy shall be informed promptly.

Article 16: THE HONOR CODE Ugandan students in China shall promote a stronger sense of mutual

responsibility, respect, trust, and fairness among all other members of the society they live in, and with the desire for greater academic and personal achievements, they shall adhere to the USAC Constitution and respect the code of honor.  

Article 17: VOTE OF NO CONFIDENCE

Section I.     In consideration of the fact that a general meeting may not be possible, the mover shall seek the support of the majority and thereafter submit the vote of no confidence to the executive committee.

Section II.     Any officer of the association in violation of the association's purpose, constitution, or who acts in any way that is detrimental to the progress of the association and/or its members, can and will be relieved of their executive duties.

Section III.    The executive committee shall, on receipt of the vote of no confidence, notify the official(s) concerned and give him/her an opportunity to defend him/herself.

Section IV.     If there is satisfactory evidence, the concerned shall be forced to resign.

Section V.     The executive committee shall appoint a new office bearer, within a period of one month pending general elections.

Section VI.     A written request from at least three members of the association is required to have an officer removed.

Section VII.      A two-­‐thirds majority vote shall be necessary to successfully

remove an officer.

Article 18: FINANCE

Section I.     Membership and Subscription Fees

A.     Membership shall be RMB 100.00

B.     There shall be a monthly subscription of RMB 15.00.

C.     The association shall maintain a bank account in the Bank of China or any other agreed upon bank where the money received shall be banked immediately.

D.     The regional representatives shall be responsible for collection of

membership and subscription fees from members within their regions.

Section II.     Proper books and accounts shall be kept and maintained showing the financial affairs of the association, and the particulars usually shown in books of like nature. Such books are to be open for inspection at all reasonable times by any member who applies to the treasurer for that inspection. The treasurer should present an updated report to each general meeting.

Section III.     The treasurer of the association shall hand to the successor in office all records and an account of the association, as soon as the successor has been appointed/elected.

Section IV.    If a treasurer of the association resigns during the term of office, the association shall arrange for an audit of the records and accounts of the association to be carried out before handing over to the new treasurer.

Article 19: SUSPENSION AND AMMENDMENT OF THE USAC CONSTITUTION

Section I.     This constitution shall not be altered, revoked, amended or added to in any manner and to any extent unless the proposed alterations are carried by a two-­‐third majority of the members at the annual general meeting of the association.

Section II.     The following procedures shall be applied to amend the constitution: 

A.     The amendment must be approved by a two-­‐thirds majority of

USAC members and signed by the executive members. 

B.     Notice of any proposed alteration to the constitution shall be

submitted in writing to the general secretary at least fourteen days prior to the annual general meeting of the association where the amendment is being considered for adoption.

C.     Votes on amendments may be conducted via email and at the

annual general meeting in order to achieve the required two-­‐thirds vote of USAC members. 

D.     Notice of proposed changes to the constitution shall be provided

to members of the association at least twenty one days before proposed meeting set down to discuss proposed changes.

E.      In the event of any notice of motion being defeated, three

months shall elapse before any further notice of motion dealing with the same matter can be dealt with.

F.      If the constitution is amended, altered or suspended after

nominations for any position have opened, or a referendum has been initiated in accordance with the constitution, that election or referendum must be conducted as if such amendment had not occurred.

Article 20: CLAUSES OF ASSOCIATION BINDING

These clauses bind every member of the association to the same extent as if every member of the association had signed and sealed these rules and agreed to be bound by all their provisions.