Constitution 1

CONSTITUTION

International Development Association – TokyoTech

(put into effect on May 28, 2010)

Article 1: Mission Vision of the Association

The purpose of IDA-TokyoTech shall be to foster leadership development through the coordination of social development projects.
The Mission being:

  1. Contribute knowledge and awareness for social development problems. (Global Mission)
  2. Contribute to the internationalization of TokyoTech and the Japanese Educational System. (National Mission)
  3. Holistically develop the members to become leaders and engineers for social development. (Members Mission)

The Vision being:
To be the best student-led international development association in Japan.

Article 2: Officers and Organization Structure of the Association

Section 2.1. The officers of IDA-TokyoTech shall be the President, Vice-President for Finance, Vice-President for Documentations, and the Department Directors handling specific departments for Finance, Internal Affairs, External Affairs, and Projects.

The President and the two vice presidents make up the CORE officers. The CORE officers and the Department Directors collectively make up the Board of Directors. The creation of additional officer positions is allowed (e.g. Co-Director for Finance, Project Manager, etc.). Created position must be approved by a two-thirds vote of the officers and with the support of the advisor. The created position will be effective for only 1 service term.

Section 2.2. Only TokyoTech students may serve as officers.

Section 2.3. The duties of the President shall include:

A. Providing leadership to the association.
B. Chairing and coordinating the General , Core and Directors meetings.
C. Working directly with the Advisor to ensure the association is operating within the expectations of the University.
D. Acting as the chief spokesperson of the association.
E. Establishing an effective relationship with the University`s administrative departments relevant to the affairs of the Association.

Section 2.4. The duties of the Vice-President for Finance shall include:

A. Assisting the President with the his/her fulfillment of duties.
B. Co-chairing and coordinating the General and Directors meetings.
C. Coordinating and overseeing the financial transactions involving the association
D. Handles the Association Bank Account and keeps the financial assets of the association.
E. Meeting with the Advisor and the President on a regular basis to review account balances and financial transactions.
F. Coordinating and overseeing with the Director of Finance in the preparation of any and all budgets, financial budget requests/appeals, etc.
G. Prepare and approve, with consensus from the officers, the allocation of the yearly budget for the departments and the association in general.
H. See to the proper allocation and transaction of financial matters for the association and its projects.
I. Preparing and Submitting a yearly report of the financial transactions and standings of the association.

Section 2.5. The duties of the Vice-President for Documentations shall include:

A. Assisting the President with the his/her fulfillment of duties.
B. Co-chairing and coordinating the General and Directors meetings.
C. Keeping record of all documentations and reports of the association.
D. Oversee and coordinate with the board of directors for the proper documentations and monitoring of the department activities.
E. Preparing and Submitting a yearly report summarizing the activities and projects of the association.
F. Review and approve any document, (eg. reports, proposals, etc.) from the association that will be released for public consumption and/or for external entities dealing with the association.

Section 2.6. The duties of the Department Director for Finance shall include:

A. Coordinating and overseeing all financial transactions involving the association.
B. Keeping a record of all financial transactions and proposals.
C. Chairs and coordinates the departmental meeting for finance.
D. Co-handles the Association Bank Account and keeps the financial assets of the association.
E. Prepares financial reports, proposals and documentation for the association.
F. Reviews and recommends the financial transactions and proposals for the projects and activities prepared by each department.
G. Keeping record and monitoring the physical assets of the association. (ex. tools, club room, equipment and materials for projects)
H. Disbursing and reimbursing the funds to the purchasing and transacting department/person.
I. Collects and compiles the financial reports from each department.

Section 2.7. The duties of the Board of Director for Internal Affairs shall include:

A. Coordinating and overseeing internal transactions involving the association. “Internal” are activities or matters of the association scoping within the premises of TokyoTech.
B. Chairs and coordinates the departmental meeting for Internal Affairs.
C. Prepares financial reports, proposals and documentation for the Internal Affairs department.
D. Responsible for the proper coordination of partnerships and collaborations with groups within TokyoTech.

Section 2.8. The duties of the Board of Director for External Affairs shall include:

A. Coordinating and overseeing exteranal transactions involving the association. “External” are activities or matters of the association scoping outside the premises of TokyoTech.
B. Chairs and coordinates the departmental meeting for External Affairs.
C. Prepares financial reports, proposals and documentation for the External Affairs department.
D. Responsible for the proper coordination of partnerships and collaborations with groups and institutions outside of TokyoTech.
E. Handles the external publications of the association.

Section 2.9. The duties of the Board of Director for Projects shall include:

A. Chairs and coordinates the departmental meeting for Projects.
B. Coordinating and overseeing all projects undertaken by the association. “Projects” are undertakings for social development.
C. Chairs and coordinates the departmental meeting for Projects.
D. Collects and compiles financial reports, proposals and documentation per project for the Projects department.
E. Responsible for the proper coordination of partnerships and collaborations with groups and institutions involved in the projects.
F. Coordinates and monitors the Project Managers assigned per project.

Article 3 : Meeting of Association

Section 3.1 General Meeting

General meeting is a meeting of official bodies (members and directors) whose decisions can bind the organization. Meeting is convened by formal notice. The purpose of general meeting is to gather all members of the association and be acquainted with the current activities, plans and issues.
Every director and member of the organization is obligated to attend the meeting. General meeting should be held at least twice in one semester.

Section 3.2 Core Meeting

Core meeting is a meeting attended by the President and the Vice Presidents of the association. The purpose of the core meeting is to organize the general plans of the association. The core meeting is held as needed. Core meeting should be held at least once in every month.

Section 3.3 Directors Meeting

Directors meeting is a meeting attended by the department directors. The purpose of the directors meeting is to report the progress of each department.
Each department must be represented by the respective department director and/or an assigned representative. Directors meeting should be held at least once in two months.

Section 3.4 Department Meeting

Department meeting is a meeting held exclusively to each department member. Every member of the respective department is obligated to attend the meeting. Department meeting is held at least once in every month.

Article 4: Officers Election and Service Term

Section 4.1: Only CORE officers are elected and other Officer positions are appointed by the newly elected CORE officers.

Section 4.2: Election Committee shall be the outgoing CORE officers.

Section 4.3: Election process shall involve 3 steps:

A. Nominations – Nominations open through an election meeting held 2 months prior to the election date. Any eligible voting member of the association may nominate a fellow eligible voting member to CORE position. Nominations are not specific to which position as a CORE officer. Nominations close 1 month prior to the election date. The nominated persons shall be screened and approved by the Election Committee 2 weeks before the election date.
B. Elections – Elections start with a speech from each candidate, followed by a question and answer session with the audience members. Only the eligible members present at the elections meeting shall cast a vote, and only these votes shall count for the elections. The 3 most number of votes shall be proclaimed as the new CORE officers. In the event of a tie for the top 3 ranking, a clarification election round shall be held only for the tied candidates until the top 3 candidates are clearly ranked.
C. New CORE Convention – The new CORE officers are then asked to convene and decide and agree among themselves the appointments of positions for President, VP-Finance, and VP-Documentations. The New CORE decision is then announced by the Election Committee to the members and the election is closed; officially proclaiming the New CORE waiting for the induction to office.

Section 4.4: Officer Appointment for other positions shall be done by the New CORE prior to the induction ceremony.

The New Core shall interview and screen the potential officers to serve with them during their term. Candidates for appointment may volunteer for the positions and request a screening session from the New Core officers. The New Core shall agree among themselves the appointment of the officers.

Section 4.5: An Induction ceremony shall be organized by the Election Committee, inducting the new CORE and appointed officers and announcing the start of the service term.

Section 4.6: The officers shall serve 1 year from the induction date.

Section 4.7: Removal from Office

A. In the event that an appointed officer is judged to be deficient in his/her duties (as decided by the unanimous agreement of the member body and the officers) he/she may be removed with the consensus of the CORE officers.
B. In the event that a CORE officer is judged to be deficient in his/her duties (as decided by the unanimous agreement of the member body and the officers), he/she may be removed from office with the two-thirds vote of the club`s membership

Article 5: Association Advisors.

The association shall have at least one (1) Internal adviser and one (1) External adviser appointed by the CORE officers. The Internal adviser shall be a professor from TokyoTech. The External adviser may be a professor or respectable individual outside of TokyoTech. The advisers have the responsibility to oversee the activities of the association and ensure that the association and its officers are properly operating and guided.