About the AAAFSC

The name of the organization shall be the Asian and Asian-American Faculty and Staff Council at the University of Kansas (Hereinafter referred to as the Council or as the AAAFSC). The official acronym shall be AAAFSC.

Purpose

We, the Asian and Asian-American Faculty and Staff Council (AAAFSC), serve to advance the professional growth, social support, and full participation of Asians and Asian-Americans at the University of Kansas. We engage these important endeavors with a commitment to affirm individuals, advocate for diversity and equity, and enrich the campus community as consistent with our institutional mission. In order to achieve these purposes, the AAAFSC is a resource for information sharing, networking, and leadership. It is also a forum for facilitating discussion, understanding, and outreach on matters of particular relevance to Asians and Asian-Americans.

Goals

1. To foster interaction and fellowship among Asian and Asian-American faculty and staff.
2. To address issues affecting Asians and Asian-Americans at the University of Kansas and beyond.
3. To promote the professional growth and involvement of Asians and Asian-Americans at KU.
4. To advocate for diversity, equity, and a campus environment characterized by fair treatment and respect for all.
5. To facilitate information sharing and communication amongst AAAFSC members as well as with the larger campus community (through such channels as meetings, a website, online newsletter, listserv, social media, etc.).
6. To advise university leaders and others regarding the needs and concerns of Asians and Asian Americans at KU.
7. To assist in the recruitment, retention, and success of Asian and Asian-American faculty and staff.
8. To collaborate with other faculty and staff councils, resource centers, advocacy groups, and other organizations striving to achieve inclusion and equity at KU.
9. To establish and maintain cooperative working relationships with various university leaders, campus units, alumni, community groups, and Asian and Asian-American faculty and staff at other Regents institutions.

Governance of the Council

As delegated by the Council, the responsibility for the administration, management and operation of the business affairs of the Council shall be vested in the Executive Committee.

The Executive Committee shall consist of the elected officers and the appointed chairpersons of the standing committees. The Executive Committee shall meet to conduct the Council's general business. The Executive Committee shall prepare the agenda for the Council's membership meetings.

Committees

Standing Committees — Each committee shall plan and develop programs and activities as they pertain to their areas of concern. Each committee is responsible for the conduct of the programs and should report at the regular meetings of the Executive Committee and at the general membership meetings.

Special committees shall be appointed as needed by the president to serve for a special purpose for such a time as determined by the Council.

Membership shall be open to all university faculty and staff who are interested in and supportive of the objectives stated above. Membership status is granted upon payment of annual dues. Members who do not pay their dues shall not be eligible to vote, serve as an officer or as a committee chairperson, but shall be able to participate as a committee member or in other activities of the Council.

Memberships are for one year, July 1-June 30, and are renewed annually upon the payment of the annual membership dues. Solicitation for the dues will commence each Fall semester and dues shall be payable on or before October 1 of each year.

The amount of annual dues shall be determined each year by the Council upon recommendation of the Executive Committee.

The Council shall have five officers on the Executive Committee: the Immediate Past President, President, Vice President, Secretary, and Treasurer.

The Council shall elect from its membership persons to serve as President of the organization and Vice President (President-Elect). The office of the Immediate Past President shall be filled as the President completes his/her term of office. The President and Vice President shall appoint the Secretary and Treasurer.

Nomination and Election of Officers

The election of officers shall be held during the last spring meeting; at least two weeks’ notice must be given for nominations for each office. Nominations must be submitted to the current President. Elections shall be by ballot and the person receiving the highest number of votes for each office shall be declared elected.

Newly elected and appointed officers shall assume the duties of their respective office on July 1 following the election.

Term of Office

Officers shall serve for two years beginning July 1, or until their successors are elected/appointed. The President may not serve for more than two consecutive years.

General membership meetings shall be held once per month during the academic year. Special or emergency meetings may be called by the Executive Committee when deemed necessary to expedite the purpose and work of the Council or to respond to an unexpected occurrence or circumstance.

A quorum for conducting the business of the Executive Committee shall consist of 50% of the Committee members. In the event 50% of the Committee is not present, the President shall have the power to designate the members present as a quorum.

Voting upon matters coming before the Council and the Executive Committee shall be determined by a majority vote of a quorum or of the members present as designated by the President.

The Constitution and By-laws may be amended at general meetings of the Council by a majority vote of the members present provided two weeks written notice of the proposed amendment has been given to the members. Amendments shall be proposed to the Council by the Executive Committee of the Council or upon the written request of any five members of the Council.

In the event an officer or standing committee chair must resign during the operating year, he/she shall notify the President or Executive Committee in writing.

If a vacancy should occur in the office of the President, the Vice-President may assume the office for the remainder of the term. If the Vice-President declines to assume the office, the Immediate Past President may assume the office for the remainder of the term. If both the Vice-President and Immediate Past President decline to assume the office, the Vice-President shall appoint a person to the presidency, subject to approval of the Executive Committee. The assumption of the office of the President shall be only until the next official election.

Vacancies in any other office shall be appointed by the President. The appointments are subject to the approval of the Executive Committee. The term of office under these circumstances shall be until the next official election.

Any appointee to an unexpired term of office is eligible to be nominated for that next year’s election.

Annual membership dues will be $10 for faculty/staff. The dues will be used to support Council activities.

Duties of the Officers

The President shall:

• Be the Chief Executive Officer of the Council.
• Preside at all meetings of the Council and the Executive Committee.
• Prepare the agenda for Executive Committee and general meetings.
• Appoint the Secretary and chairpersons of the standing committees.
• Prepare and present the annual report at the beginning and end of each academic year.
• Oversee any fundraising duties of the Council.

The Vice-President shall:

• Attend and participate in all meetings of the Council and Executive Committee.
• Review agenda for Executive Committee and general meetings.
• Serve as parliamentarian of the Council.
• Collaborate with the President to learn the role of the President and to develop and facilitate officer transition.
• Appoint the Treasurer.
• Be responsible for preparing and mailing AAAFSC correspondence.
• Serve as Historian of the Council.

The Immediate Past President shall:

• Provide advice and guidance to the President.
• Perform the duties of the President in the absence or disability of the President.
• Support the President and Vice-President on an as-needed basis.
• Attend and participate in all meetings of the Council and Executive Committee.
• Review agenda for Executive Committee and general meetings.

The Secretary shall:

• Keep complete minutes of all general and Executive Committee meetings and distribute minutes, legislation, and other important information to membership.
• Take attendance at meetings.
• Maintain an updated roster of the AAAFSC membership.
• Be responsible for the keeping of records, both electronic and physical, of all organization business.
• Shall take an inventory of the property of the Council.

The Treasurer shall:

• Maintain the Council’s bank account.
• Collect payment of dues.
• Pay all bills, keep all accounts, and make monthly budget reports.
• Monitor the fiscal status of the Council.
• Prepare and present budget reports at the general meetings of the Council.

The Advisor shall:

• Re-register student group each year, and set up student group email and/or webpage account.
• Serve as liaison with the University of Kansas.
• Provide guidance to the Council regarding University policies.