ARTICLE I: Name
The Assyrian Student Association of Chicago (hereto referred to as ASA of Chicago) is the Assyrian student organization of the Chicagoland area.
ARTICLE II: Purpose and Objectives
The Assyrian Student Association of Chicago aims to provide a community and encourage the pursuit of higher education for the Assyrian youth in Chicagoland whilst fostering an appreciation of the Assyrian culture. This mission is achieved by promoting and facilitating activities based on educational, social, and humanitarian values.
ARTICLE III: Affiliation
ASA of Chicago shall maintain an unbiased stance toward political and religious matters. However, ASA of Chicago shall cooperate with organizations having officially invited ASA of Chicago to participate in an event or contribute to a project, whether it be political, religious, or cultural.
ARTICLE IV: Membership
- Early access to registration or events.
- Access to member only events.
- Eligibility to vote for ASA of Chicago elections.
- Eligibility for discounts on ASA of Chicago merchandise and events.
- Members must be between the ages of eighteen (18) and thirty (30) years old.
- Members must be of Assyrian/Chaldean/Syriac ancestry with good and moral character.
- Members must complete a membership form.
- Members may not have 3 consecutive unexcused absences across general body meetings and/or project-based meetings.
- Members may be excused from absences at the discretion of the Board of Directors.
- Members may be subject to suspension after 3 consecutive unexcused absences.
- Members are eligible to vote and receive the benefits and services of membership in the organization.
- Members of ASA of Chicago shall be mindful of their actions as they reflect on the organization.
- Members of ASA of Chicago shall be committed to providing an inclusive and welcoming environment for all individuals regardless of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its operations.
- Any member who is found in violation of the constitution may be subject to the suspension procedures outlined in ARTICLE XIII.
- Membership Fee
- Members may be subject to pay a fee at the beginning of each fiscal year.
ARTICLE V: Fiscal Year
- The Fiscal Year shall begin on July 1st and end on June 30th of any calendar year.
ARTICLE VI: Structure
- ASA of Chicago consists of the Board of Directors, the General Body, and if applicable, the University and College Branch Presidents.
- The Board of Directors is comprised of:
- Mandatory Officers:
- Vice President
- Directors, if applicable.
- The General Body shall consist of every member of ASA of Chicago, including the Board of Directors.
ARTICLE VII: Board of Directors
- The Board of Directors (hereto referred to as BOD) shall ensure the completion of activities and tasks within the organization.
- Members of the BOD must be current, former, or future students in a post-secondary education program, including but not limited to college and trade school.
- Members of the BOD shall not express views that are contrary to the organization’s stated mission.
- Members of the BOD shall be mindful of their actions in the public form, as they reflect on the organization.
- Members of the BOD cannot hold more than one position on the board concurrently.
- Members of the BOD shall prepare quarterly reports detailing the activities of the organization.
- The President shall be responsible for the delegation and implementation of ASA of Chicago policies in order to execute the stated mission.
- The President shall lead and direct the General Body meetings and BOD meetings.
- The President shall draft the agenda and the monthly email updates in coordination with the Vice President and Secretary.
- The President will be listed as the Secretary on the organization’s bank account and shall share the responsibility of overseeing purchases made on behalf of ASA of Chicago with the Treasurer.
- The Vice President shall be responsible for Presidential duties in the absence of the President.
- In the case of the President’s resignation, removal, or inability to continue fulfilment of duties, the Vice President shall act as both President and Vice President until a new President is elected in the next election or is appointed by the BOD.
- The Vice President shall assist in facilitating the progress of projects within the organization.
- The Secretary shall be responsible for the recording of the meeting minutes, attendance, and any agenda changes.
- The Secretary shall notify all ASA of Chicago members (hereto referred to as the General Body) via email at least four (4) days prior to General Body meetings.
- The Secretary shall email meeting minutes to the General Body no later than one (1) day following the General Body meeting.
- The Secretary shall email monthly updates to the General Body.
- The Secretary shall take attendance at all mandatory meetings.
- The Secretary shall announce all absences, unexcused or excused, at the following BOD meeting.
- The Treasurer shall present reports at each BOD meeting detailing the following:
- All remaining ASA of Chicago funds;
- Any funds previously appropriated but not spent; and
- Funds spent since the last BOD meeting.
- The Treasurer shall not disburse any funds until approved by the BOD.
- The Treasurer shall disburse all approved funds in a timely manner.
- All expenditures shall be recorded in the expense report.
- The Social Director shall be responsible for the implementation and delegation of social and humanitarian programs for ASA of Chicago.
- The Social Director shall serve as the liaison with external Assyrian aid groups.
- The Social Director shall be responsible for a minimum of two (2) social events and two (2) humanitarian events throughout the fiscal year.
- The Marketing Director shall be responsible for the implementation and delegation of marketing and advertising strategies pertaining to official ASA events, activities, and recruitment.
- The Marketing Director may designate members as social media administrators.
- The Marketing Director shall facilitate the upkeep of the organization’s social media outlets and website through collaboration with said social media administrators.
- The Marketing Director shall serve as the liaison with Assyrian high school clubs with the focus on recruitment and attendance to ASA of Chicago events.
- The Education Director shall be responsible for the implementation and delegation of educational programs and endeavors undertaken by ASA of Chicago.
- The Education Director shall be responsible for a minimum of two (2) educational events throughout the year.
ARTICLE VIII: University Chapter Presidents
The University Chapter President(s) shall be responsible for leading their respective chapter in accordance to the guidelines presented in this constitution.
- It is the responsibility of the President of ASA of Chicago to communicate monthly with the University Chapter Presidents regarding chapter updates.
ARTICLE IX: Project-Based Committees
- A project-based committee may be assembled to undertake a specific project or event and shall dissolve upon completion of its goals and duties.
- A project-based committee shall be led by any member of the organization with the approval of the BOD.
ARTICLE X: Meetings
- The ASA of Chicago BOD shall set dates, times, and locations for monthly BOD meetings based on majority availability.
- The President or any other member of the BOD – with the approval of the President or a majority vote of the BOD – shall have the authority to call upon the general BOD to hold an impromptu or ad-hoc meeting.
- General Body Meetings
- ASA of Chicago shall require mandatory attendance at General Body and BOD meetings, with the following exceptions:
- Excused absences must be reported to any BOD member no later than three (3) hours prior to the time of the meetings.
- Occupational conflicts, illness, family crisis, and other circumstances that are approved by the BOD are deemed to be valid excuses for absences.
- The President shall be responsible for setting the agenda in coordination with the Vice President and/or Secretary for each General Body meeting.
- Any active member may add new matters to the agenda before a meeting commences.
- Speakers at General Meetings
- The BOD may grant visitors the right to speak at General Body meetings if the subject matter to be presented directly or indirectly advances the organization’s Mission.
ARTICLE XI: Attendance
- Attendance Policy
- An absence is defined as missing a mandatory meeting or official function without a prior approved excuse.
- A director shall be considered not in good standing if they accumulate more than one (1) unexcused absence in one (1) fiscal year.
- An active member shall be considered not in good standing if they accumulate more than two (2) unexcused absences in one (1) fiscal year.
ARTICLE XII: Elections
- Members of the Board of Directors will be elected at the end of the fiscal year during a General Body Meeting.
- The President, Treasurer, Marketing Director, and Education Director shall be elected on even numbered years.
- The Vice President, Secretary, and Social Director shall be elected on odd numbered years.
- During the month following elections, namely the lame duck period, members of the BOD shall effect orientations for the respective successors.
- Any member in good standing absent during election can vote by written proxy to a member of the BOD prior to the election day.
- Directors will hold office for a two-year term and are permitted an additional term, not needing to be consecutive.
- No elected officer shall hold more than one (1) position concurrently in this organization including presidents of the university branch chapters.
- If at any time there is a vacancy on the BOD, an internal election shall be held to expeditiously fill said vacancy.
- Newly elected officials shall begin their term and assume the responsibilities of their respective offices after a probationary period of one (1) month.
- Nominees, nominated by self or another ASA of Chicago member, shall be active members who are:
- Current students or graduates of a post-secondary educational institution.
- In good moral standing at said accredited institution.
- Nominees must provide a written statement of qualifications for the desired position that will be reviewed by the current BOD.
- Elections and Nomination Procedures shall be followed as dictated below:
- The BOD shall oversee the election process, including but not limited to:
- Collection of nominations,
- Review of applicants’ qualifications, and
- Assurance of the integrity of the voting process.
- All elections shall be decided by a simple majority of votes by proxy and votes from those present at the meeting in which the election takes place.
ARTICLE XIII: Disciplinary Actions
Grounds for Suspension
- The following shall be considered necessary grounds for suspension of a member:
- Disruptive behavior at an official ASA of Chicago meeting or event.
- Abusive or hostile communication toward another member or guest at an official meeting, event, or online platform.
- Refusal or repeated failure to uphold the responsibilities and/or perform the duties of one’s official position.
- Repeated and/or intentional violation of ASA of Chicago bylaws.
Procedures of Suspension
- Any member may submit a written complaint to any member of the BOD. If submitted, it is the responsibility of the board member to present the written complaint to the President.
- Said complaint shall specify the alleged grievance and provide reasonably detailed support for the accusation(s).
- The President shall present valid complaints at a BOD meeting.
- A majority vote by the BOD shall constitute a response to a call for suspension.
- A suspended member may petition the BOD to have their suspension terminated no earlier than one (1) month following said suspension.
- If the petition to lift the suspension is denied, a final petition may be made no earlier than three (3) months following the first denied appeal.
Consequences of Suspension
- A suspended member shall lose voting privileges and be considered not in good standing.
- A suspended member may not attend meetings.
- A suspended member shall be relinquished from their duties and responsibilities until further notice or reinstatement.
ARTICLE XIV: Internal Recall
- Any member of the BOD whose position is a result of an internal election may be removed from office by a unanimous vote of the BOD, not including the member subject to possible removal.
- Said voting shall occur by a secret ballot.
- Following a successful recall:
- The President shall call for nominations to fill said vacancy at the next BOD meeting.
- The President shall allow nominated individuals to address the BOD within one (1) month of nomination.
- The President shall inaugurate the elected member following said election.
ARTICLE XV: Official Communications
- Official Press Releases and Spokespeople
- Only the BOD may speak on behalf of ASA of Chicago in an official capacity.
- Only the BOD may approve or disseminate press releases.
- ASA of Chicago letterhead may only be used for official business.
ARTICLE XVI: Dissolution
In the event that ASA of Chicago dissolves as an organization, all assets shall be given to the Assyrian Youth Federation of America (AYFA).
ARTICLE XVII: Amending the Bylaws
- The bylaws may only be amended through written requests from members of the BOD, approved by the BOD, and passage by a two-thirds (2/3) vote of the General Body.
- The current edition of Robert’s Rules of Order Newly Revised shall be referenced by the BOD as a guide for any unprecedented cases so long as the rules are not inconsistent with this Constitution. ASA of Chicago may adopt any special rules of order from the current edition of Robert’s Rules of Order Newly Revised.
ARTICLE XVIII: Oath of Office
- Board of Director Oath
- The oath of office shall be as follows:
“I, ________________, before God and the Assyrian Student Association of Chicago, having duly elected me, solemnly swear to uphold the office entrusted upon me in an honorable manner and with conscientious vigor, including the duties and responsibilities outlined in the bylaws, as a member of the Board of Directors of the Assyrian Student Association.”
ARTICLE XIX: Amendments
ARTICLE III: Affiliation: As of September 2018, by the approval of the Board of Directors, ASA of Chicago became an affiliate of the Assyrian Youth Federation of America (AYFA.)
Purpose: Said corporation is organized exclusively for charitable, religious, educational, and scientific purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code.
Dissolution: Upon the dissolution of the corporation, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not so disposed of shall be disposed of by a Court of Competent Jurisdiction of the county in which the principal office of the corporation is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.
In witness whereof, we have hereunto subscribed our names this ______ day of __________ , 2019 _______.