Constitution for the Assembly of International Students (AIS) Founder Mitsue Terao

Founding Organizations Wisconsin International Student Association Mitsue Terao, Dennis Villareal, Benny Kwan International Student Services Laurie Cox Singapore Student Association Maxine Lam Chinese Culture and Language Club Brian Busha Taiwanese Undergraduate Student Organization Ken Wei Drafted: 05/15/10 by Suet Yi Goh Revised: 10/10/10 by Hoo Hsiang Koo, Huiyu Deng, Phin Ying Ooi, Abdul Aziz Ab Fatah, Mou Jian Teo

Date of Adoption: April 1st 2011 Article I Name The name of this organization shall be Assembly of International Students (AIS). The student organization is an international student organization at the University of Wisconsin Madison. Article II Objectives The objectives of the organization shall be: A. To promote interest in international collaboration. B. To provide fellowship among students and faculty. C. To represent international student needs and wants in regard to administrative matters and funding. D. To provide a forum for the presentation of innovative ideas to benefit the university community.

Article III Membership

Membership rules as below: A. Assembly of International Students (AIS) is open to any international student based associations/clubs/organizations. Only registered (in accordance with the Center for Leadership and Involvement (CFLI) Office) and active University of Wisconsin-Madison international student organizations are eligible to become members of AIS. Individual membership is not granted. B. Non-students may act as advisors but may not hold office. C. Membership status is granted upon submission of formal application. D. International Student Organization is defined as an organization with at least 60% of international students as their members. E. AIS holds meetings on regular basis. Member organizations are encouraged to send one permanent representative to attend this council meeting in order to maintain membership status. One additional substitute can make up for possible absences of that permanent representative. F. Meeting Policy for Member Organizations i. ii. AIS general member organization meetings are held every week. AIS absence policy is enforced at every general member organization meeting. Please refer to the absence policy. General events that will take place in each general member organization meeting: a. Discussion and information exchange of tentative events by each member organization b. Presentation of funding proposals c. Planning for AIS events d. Disclosure of AIS financial status iv. Absence policy: a. Absences: i. After 3 absences per academic year, membership status will be void and there will be no funding rights for the group. A courtesy warning email will be sent to the group after the second

iii.

absence. ii. Membership can be obtained again if member group consistently attends 4 general members meeting in the same academic calendar year (in a probation status). iii. Funding application* can be submitted while still in probation but funding will only be given after a member has passed this probations *AIS Funding Policy is under Article V.

Article IV Officers 1. Election of Officers

A. The officers of this organization are Executive Director,

Assistant Executive Director, Secretary, Director of Finance, Director of Public Relations, Director of Technology and Director of Event Planning.

B. Officers will be elected through interviews. C. Officers will be elected through interviews by the Executive
Director, Assistant executive director, and Director of Finance together with one of the coordinators (Director of Public Relations, Director of Technology or Director of Event Planning). decisions will be made upon agreement of all existing students officers. spring semester. granting the

D. Selection

E. Election of officers will take place during the 13th week of the
F. Officers will assume office for the period of one year. 2. Recall of Officers A. Officers are subject to recall of malfeasance in the office. B. Recall procedures will be initiated at the request of 3 officers and members. C. A hearing will be conducted at a regular meeting for the presentation of evidence from all concerned parties. D. A majority of those voting in a recall at the end of the hearing is necessary to remove any office. 3. Responsibilities of Officers A. Executive Director

i. ii. iii. iv. v. vi. vii.

Coordinate all activities of the organization Liaison to University community Official representative of organization Calls regular and special meetings Presides at meetings Prepares agenda for meetings Contact with ISS and advisor on a regular basis

B. Assistant Executive Director i. ii. iii. Assumes duties of president, when necessary Assists presidents in coordinating activities Handles internal affairs of student organization

C. Secretary i. ii. iii. iv. v. Maintains accurate and current information of the organization and membership Assists executive director and assistant director to coordinate organization activities Keeps accurate minutes of each meeting and forward copies to other officers Keep attendance records for meetings both exterior and interior meetings Filing of hardcopy records of important documents for future references

D. Director of Finance i. ii. iii. Handle internal financial matters Apply for event and operational grant from ASM Renewal the grant from ISS/university each year 1. Will work with Assistant Director 2. Work with event coordinator iv. Work with treasurers of member organizations for funding applications. Financial planning of the fund that is reserved for member organizations. Good with numbers and trustworthy Work with ISS staff for AIS financial matter Have an eye for details and is good with meeting

v. vi. vii.

deadlines E. Director of Public Relations i. ii. iii. iv. Create and maintain the organizations social network Send out emails to member organizations and relevant parties Maintain an information database of relevant student organizations Maintain relation with ISS 1. Accommodate Director for meetings with ISS advisor v. vi. vii. Keep updated with events that are organized by member organizations Work with Media coordinator to publicize events Send email reminders to student orgs regarding events/weekly assembly

F. Director of Technology Work with Webmaster from ISS to update information on AISs website i. ii. iii. iv. v. Create/print documents (fliers, posters, etc.) Create Facebook events/maintain Facebook page (responding to anything) Responsible for setting up room/audio visual equipment/projector rental Create monthly newsletter to Member organizations and ISS Work with Public Relations Coordinator to publicize events 1. Information to be placed in newsletter/website

G. Director of Event Planning.

i. ii. iii. iv. Propose and mastermind events Initiate collaboration with relevant student organizations Maintain a schedule of events at the beginning of the semester Send event organize related emails to anyone responsible for kickoff meeting every fall semester

v. vi. vii.

Responsible for weekly assembly logistic matters (schedule, flow and so on) Work with Public Relations Coordinator to publicize events Submit event advertisement to ISS and relevant parties so that AIS events will be advertised in respective newsletters/blogs/websites/ etc

Article V- Funding Policy AIS applies chancellor grant each year. The grant will partially distribute to our member organizations for events upon application. Here is the AIS Funding Policy: Applicants must be a registered University of Wisconsin Madison international student organization and a member association of AIS. 1) Applicants must fill up a formal application form for all grant application. 2) Applicants must submit the grant application 4 weeks in advance of the event date. Failure to do so will result in unsuccessful passing of the grant application. 3) Two types of funding are available: 3.1) Collaborative events grant 3.2) Individual event grant 4) Applicants are allowed to apply for both categories of grants simultaneously but for separate events only. 5) AISs board of directors will review funding applications before the applicants can present their proposals to the assembly of member organizations. 6) Events that fall into any of the categories listed below cannot be funded 6.1) Discriminative events on the basis of sex, religion, race or sexual orientation 6.2) Events that are affiliated to a single political party or any types of election 6.3) Events that pose significant risk to the participants 6.4) Events that fail to open to the campus community 6.4) Events that violate the universitys Student Code of Conduct policy 7) Events remain negotiable if that is an income producing or not free for admission

8) Items listed below cannot be funded 8.1) Expenses occurred prior to the approval of the grant application 8.2) Salary, wages and compensation expenses for the event 8.3) Alcohol, accommodation, periodicals, ticket, rental fees, travel costs for the event and events that serves alcohol 8.4) Donations or contributions 8.5) Anything that committee board consider irrelevant 9) Funding for food and beverages will not include any extra cost incurred by the restriction of the room/space. (eg. Catering and food in Wisconsin Union space is not allowed.) 10) Treasurer from applicants student organization must work closely with AIS to successfully get the event funding. 11) Applicants are allowed to apply for grants that are scheduled in the future semester, as long as it is in the same academic year. 11) Grants will be given out until funds allocated for the specific semester has been exhausted. 12) Funding approval is decided exclusively by the executive board with the advice of International Student Service (ISS) officers. The decision is final. 13) Successful applicants are ONLY permitted to use AIS funds for the intended purpose as approved. Failure to comply with this regulation might result in tighter review process in future applications. 14) Successful applicants are required to acknowledge AIS as their sponsor by incorporating the AIS logo in their promotional materials. 15) This funding policy is subject to change with prior notice. 16) Both collaborative event grant and individual event grant will be voted exclusively within the AIS executive committee board. Article VI Voting This constitution and by-laws may be amended by a 2/3-majority vote of those voting, a quorum being present

Article VII Not For Profit Statement This is a not-for-profit organization.

Article VIII Statement of Non-discrimination

This organization shall not discriminate on the basis of sex, race, color, sexual orientation, gender identity and gender expression, religion, age, marital status, national origin, disability, or veteran status. This policy will include but not limited to recruiting, membership, organization activities or opportunities to hold office.

Article IX Statement of Compliance with Campus Regulations

This organization shall comply with all university and campus policies and regulations and local, state and federal laws.