[Last Revised November 6th, 2008]

Japan Club Constitution

Preamble

The purpose of Japan club is to create and maintain a bridge between Japanese students and other students at Western Michigan University and the Kalamazoo community, and to provide an opportunity to understand and experience, in first hand, the Japanese language and culture. The Japan Club also supports Japanese students from abroad and students interested in studying abroad, or otherwise interested Japanese language and culture.

 Article I

Name 

This organization shall be known as Japan Club. 

Article II

Membership 

Section A. Types of Membership 

Japan Club has a “general membership”

. This includes those who attend Japan Club events and those who have joined the Japan Club mailing list. General members may join into Japan Club events, and make use of services offered by Japan Club. 

Section B. Membership Qualifications 

·      Japan Club has no stipulations for membership, and any student, faculty member, or member of the local community may join.
·      No individual will be denied membership because of race, sex, religion, color, height, weight, age, handicap, national origin, sexual orientation, or veteran status. 

Section C. Obtaining Membership 

·      Japan Club membership may be obtained by joining the Japan Club mailing list and by attending events organized by Japan Club.
·      Membership is automatic, therefore new members will not be notified of membership, nor will dues be collected. 

Section D. Termination of Membership 

·      If a Japan Club member wishes to terminate their membership, they should request to be removed from the Japan Club mailing list, and stop attending Japan Club events.
·      Grounds for the involuntary termination of membership include dangerous or disruptive activities at Japan Club events or on the Japan Club mailing list. These activities include verbal or physical hostility towards other Japan Club members, or the breaking of Michigan State law.
·      Membership will be terminated in the form of removal and/or banning from the Japan Club mailing list, and banning from future Japan Club events.
·      Japan Club officers, in cooperation with Japan Club advisors, will decide the validity of membership termination on a case-by-case basis. 

Article III

Officers 

Section A. Appointed Officers

 President

The duties and responsibilities of the President are as follows:

·      Keeping an open and frequent channel of communication with Japan Club advisors and officers.
·      Seeking assistance from Japan Club advisors and other officials if and when necessary.
·      Supervising the organization of events and services by other Japan Club officers.
·      Key contact official for other groups and organizations wishing to become affiliated with or sponsor Japan Club.
·      Management of Japan Club on the SOAP network.
·      Maintenance of all other web or university registered officer lists.
·      Organization and maintenance of Japan Club office.
·      Scheduling Officers for Japan Club office, minimum total of 15 hours.
·      Responsible for overall success and/or failure of Japan Club related events or activities.
·      Organization of at least 1 Japan Club Officer meeting each week during academic period.
·      Assuring Japan Club upholds the rules and regulations written in the Registered Student Organization Handbook.
·      Responsible for reporting to Japan Club advisor in case of full organization inactivity.

 Internal Vice President

The duties and responsibilities of the Internal Vice President are as follows:

·      The organization and maintenance of internal matters for Japan Club.
       o   Internal matters mean: Any on campus activities, membership matters including mailing list, on campus relationships with other organizations or offices, etc.
·      Keeping an open and frequent channel of communication with Japan Club members.
·      Key contact official for those wishing to obtain or terminate Japan Club membership.
·      Publicizing Japan Club on campus.
·      Assuring Japan Club upholds the rules and regulations written in the Registered Student Organization Handbook. 

External Vice President

The duties and responsibilities of the External Vice President are as follows:
·      The organization and maintenance of external matters for Japan Club.
       o   External matters mean: Any on off campus activities, off campus relationships with other Japan Club organizations or offices, etc.
·      Keeping an open and frequent channel of communication with other student Japan Club organizations and Japanese supporting offices in regional area.
·      Key contact official for Japan Club with regard to external matters.
·      Publicizing Japan Club off campus.
·      Assuring Japan Club upholds the rules and regulations written in the Registered Student Organization Handbook. 

Treasurer

The duties and responsibilities of the Treasurer are as follows:

·      Must obtain all financial documentation and accounts from previous Treasurer by the end of the academic year.
·      The organization and maintenance of accounting and financial matters for Japan Club.
·      Seeking assistance from Japan Club President and Vice Presidents if and when necessary.
·      Key contact official for Japan Club with regard to financial matters.
·      Formulation and submission of Japan Club budgets in order to receive Student Assessment Fee funding.
·      Formulation and submission of any funding proposals or sponsorship requests.
·      Assuring Japan Club upholds the rules and regulations written in the Registered Student Organization Handbook.
·      Must transfer all financial documentation and accounts to new Treasurer by the end of the academic year. 

Secretary

The duties and responsibilities of the Secretary are as follows:

·      Recording notes/minutes of every officer meeting and events.
       o   Notes must include: Date of activity, attendance/participation level, and summary
·      Keeping an open and frequent channel of communication with Publishing Officers.
·      Compile and archive all notes into a single file by the end of the academic year. 

Programs Officer

The duties and responsibilities of the Programs Officer are as follows:

·      Organization and maintenance of an Events Coordination Team consisting of at least 2~5 members from Japan Club.
·      Organization of at least 1 Events Coordination Team meeting each week during academic period.
·      Proposing ideas for future Japan Club events and ideas of improvement upon current events and services.
·      Formulation and submission of any funding proposals to Treasurer.
·      Organization of select Japan Club events and services. 

Promotions Officer

The duties and responsibilities of the Promotions Officer are as follows:

·      Organization and maintenance of a Promotion Team consisting of at least 2~5 members from Japan Club.
·      Organization of at least 1 Promotion Team meeting each week during academic period.
·      Creation of advertising materials for Japan Club.
·      Encouraging students to become involved in Japan Club activities.
·      Formulation and submission of any funding proposals to Treasurer.

Publishing Officer

The duties and responsibilities of the Publishing Officer are as follows:

·      Publishing upcoming activities/events to web based outputs.
·      Combined support and effort with Secretary and other necessary Officers to publish a yearly archive of Japan Club.
       o   Archive must include: Japan Club Constitution, all notes/minutes recorded by Secretary, copy of all published advertisement and documentation by Japan Club, and other Japan Club related material. Storage is available in Japan Club office and university library for archival purposes.

 Representing Officer

The duties and responsibilities of the Representing Officer are as follows:

·      Representing Japan Club at following offices or organizations.
       o   Possible chair positions: CAB (Campus Activities Board), IPC (International Programs Counsel, WSA (Western Student Organization), etc.
·      Requesting support from Treasurer for formulation and submission of any funding proposals or sponsorship requests. (Requests must be made 2 months prior to any proposed event.) 

All officers are expected to support each other and perform duties another officer may be unable to handle alone. Attendance of meeting(s) is mandatory. Repetitive unexcused absences will be subject to termination of Officer position. 

Section B. Qualifications for Holding Office 

·      Officers must be currently enrolled WMU students.
·      Officers must be of good academic standing. (GPA 2.5 or above)
·      Officers must be able to competently perform the duties appointed to their position.

 Section C. Selection of Officers 

·      Japan Club officers are appointed to their position.
·      The Japan Club President, in cooperation with Japan Club Officers and advisors, will select officers.
·      In the event that the President is unable to perform these duties due to graduation, etc., Japan Club Officers and advisors will appoint officers as they see fit.
·      If unable or unwilling to perform their current duties in the proceeding academic year, Japan Club officers must make this known to the President and Advisors by the end of the current academic year.
·      The Japan Club President, Internal Vice President, and External Vice President must be selected by vote by Japan Club members by the end of academic year.
·      The Japan Club President, in cooperation with Japan Club Officers and advisors, must select Treasurer and support transfer of all financial activity, account, and documentation before the end of the academic year.
·      The Japan Club President, and/or advisors of Japan Club must select all remaining officer positions by September 1st.
·      Newly appointed officers will assume their duties immediately.
·      Officers must establish office hours by September 1st. 

Section D. Filling Vacancies 

·      Positions that unexpectedly become vacant will have its duties fulfilled by the remaining Japan Club officers until the time in which a new officer is appointed.
·      Vacant positions will be filled by an officer appointed according to the procedures described in Section C. 

Section E. Recall of Officers 

·      Grounds for the removal of an officer are the same as those described in Section D. In addition to those conditions, failure to correctly perform appointed duties and excessive absenteeism are additional grounds for removal.
·      The recall of an officer shall be decided by Japan Club advisors, and only after lengthy discussion with all Japan Club officials and attempts at problem-solving. 

Article IV

Finances

Section A. Accounts 

·      Japan Club will follow and be subject to all University policies, procedures, and practices regarding student organization accounts and finances.
·      The management of all funds in on-campus accounts shall be the responsibility of the Treasurer with support and advising of Japan Club President, Internal Vice President, and External Vice President. 

Section B. Dues, Assessments, and Initiation Fees 

·      Japan Club does not charge its members dues or initiation fees.
·      Events that may cost charge for members must be properly informed of payment options and due date prior to proposed event.
·      Payments must be received before approval of member participation of cost events. 

Section C. Financial Policy 

·      The financial records of Japan Club will be audited at the beginning of every year.
·      Newly appointed Treasurer will attend any required University financial workshops. 

Section D. Disposition of Non-University Funds in the Case of Inactivation 

·      In the case that Japan Club becomes inactive or dissolves, all non-University funds will remain in the accounts, and a record of these funds will be left with the previous Japan Club advisors. Transfer all account information and resources to Japan Club advisor.
·      If Japan Club becomes active at a later date, they will be allowed access to these funds at the discretion of the advisors. 

Article V

Statement of Compliance 

Japan Club will comply with all SA&SL and University policies, procedures, and practices and all local, state, and federal laws. 

Section A. Registration/Reactivation 

·      The President of Japan Club will be required to complete and follow-through on the annual reactivation process as set forth by SA&LP.
·      The President shall be in charge of all activities involving the SOAP network. 

Article VI

Events and Services 

Section A. Events

·      Japan Club will hold events as funds and time permit.
·      Events serve the purpose of creating opportunities for interaction between Japanese students and other WMU students, and create opportunities to learn about both Japanese and American Culture.
·      Events may include parties, movie nights, field trips, sports events, and other activities.
·      Japan Club members will be notified of events through the mailing list. 

Section B. Services 

·      Japan Club will offer services as funds and time permit.
·      Services provided by Japan Club may include conversation partners, Japanese Language tutoring, Japanese culture classes, services to help incoming Japanese students acclimate themselves to the Kalamazoo area, etc.
·      Services will be advertised through the mailing list, web site, and in all applicable University offices and departments. 

Section C. International Education Week 

·      International Education Week is a joint initiative of the U.S. Department of State and U.S. Department of Education. It is an opportunity to share Japan Club with the greater community as the participation acquires a sponsorship and funding for a high budget event.
·      Japan Club is strongly advised to participate in annual International Education Week sponsored by the Federal Government.
·      Extensive organization and preparation is required, request participation at the beginning of academic year. Contact Haenicke Institute for Global Education office for further information.
·      Refer to previous archive of Japan Club participation history and Japan Festivals. 

Section D. International Festival 

·      The International Festival is a global open house that attracts about 3,000 students and community members each year. Participation is limited to 15 registered student organizations. It is an opportunity to share Japan Club with the greater community as the participation acquires a sponsorship and funding for a high budget event.
·      Japan Club is strongly advised to participate in annual International Festival sponsored by Western Michigan University’s Haenicke Institute for Global Education.
·      Extensive organization and preparation is required, request participation at the beginning of academic year. Contact Haenicke Institute for Global Education office for further information.
·      Refer to previous archive of Japan Club participation and history of International Festival. 

Section E. External University Relationships 

·      In 2006 and 2007, Western Michigan University was successful in organizing 1 event per semester for 2 years with University of Michigan’s Japanese Student Association, Michigan State University’s Japan Club, Eastern Michigan University’s Japan Club, and more.
·      Dai Undokai during Fall semesters (Japanese sporting festival) acquired over 100 participants from all Japan Clubs.
·      Japan Club Soccer Tournament during Spring semesters also acquired over 100 participants.
·      Both events were followed by a social hour hosted by a local restaurant.
·      These events were opportunity of sharing experiences and binding knowledge and relationship within the Michigan area.
·      Japan Club is strongly advised to participate in external relationships.
·      Extensive organization and preparation is required, request participation at the beginning of academic year. Contact various Japan Club offices for further opportunities.
·      Sponsorship is available from Japanese-American companies.
·      Refer to previous archive of Japan Club participation and history of external affairs. 

Article VII

Advisors 

Section A. Advisor Qualifications 

·      Advisors will be faculty or staff members of Western Michigan University.
·      Advisors should have accurate knowledge of Japanese language and/or culture. 

Section B. Selection of Advisors 

·      Japan Club officers will select advisors as they see fit, and if possible discuss their selection with current advisors before extending an invitation.
·      Japan Club advisors may also appoint advisors, though only after receiving the approval of Japan Club officers.
·      Once a candidate has been selected, the President shall extend an offer to become a Japan Club advisor. 

Section C. Advisor Responsibilities 

·      Advisors may help Japan Club as they see fit, but should avoid taking control of too many Japan Club activities.
·      Advisors may assist officers in reserving rooms, making new contacts, organizing events, and any other administrative matters in which Japan Club officers feel they need assistance with.
·      It is the responsibility of Japan Club advisors to ensure officers perform their duties sufficiently and remain on task.
·      It is the responsibility of Japan Club advisors to know Japan Club’s activity status, if Japan Club is inactive the advisor has full rights to Japan Club. Advisor must obtain all finances before inactivity.