Article I - General Provisions
1. The name of this organization shall be the Malaysian Students Association at UCLA. Any usage of the term “organization” in the constitution would refer to the Malaysian Students Association.
2. The membership of this organization shall consist of any UCLA students, undergraduates, graduates or faculty members.
3. For the purposes of this Constitution, an active or registered member is defined as one who attends meetings on a regular basis.
4. Regular basis is defined as at least one meeting a quarter.
5. The financial records of this organization shall be made available to university administrators upon request.
6. The Malaysian Students Association does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, handicap or age in any of its policies, procedures, or practices.
Article II - Purpose
1. Provide a forum for social, cultural, recreational and professional activities for the Malaysian community in UCLA or those who wish to partake in Malaysian culture.
2. Provide peer support and orientation for all members.
3. Provide greater awareness of and exposure to Malaysian culture to the campus community.
4. To advance goodwill and understanding between Malaysian and American cultures.
5. To foster a greater sense of interaction and a stronger community bonding among members.
6. To help Malaysians integrate into American culture
Article III – Special Rules
1. The organization or committee members or members shall impose no limitation on the freedom of speech in under any circumstances guaranteed by the first amendment to the United States Constitution.
2. In any official events, committee members do not have the responsibility of catering to any specific groups, including but not only religions, races and national origins on the basis that everyone is treated equally. The organization shall not be under the influence of any governments or any other groups (including Malaysia and United States of America), government agencies or officials at any circumstances. When conflicts arise, the interests of the university and Malaysian Students Association will be prioritized.
3. The Constitution of United States of America prevails over Malaysia’s Constitution and any contracts (including educational sponsorship contracts).
4. Members have the freedom to practice and express their views and the organization will not interfere as long as the members participate as an individual.
5. No member or committee member shall engage in any activities that will result in conflicts involving the organization’s or member’s personal interests by communicating or colluding with any governments or groups. Personal interests include but are not only related to freedom of speech and also any possible actions taken by any governments or groups before and upon leaving United States of America etc.
6. Members or committee members violating Article III, Section V will be recalled and removed immediately without voting if sufficient evidence is provided of the violation but he/she will have the rights to address the recall. Sufficient evidence defined as 80% accepted by the organization. Zero tolerance allowed.
7. Ignorance of this constitution is no excuse.
8. Use of organization’s official email (malaysia.ucla@gmail.com) is limited to committee members only and advisors with committee members’ agreement. Anyone sending emails using the official email needs to sign his/her name at the end of the email. No one shall delete any emails sent or received. Usage of the email for personal purposes or in an unprofessional manner shall result in the offender losing access to the account and further disciplinary action decided by the committee.
Article IV - Organization
1. The Board
A. The board shall consist of the following offices in order of succession
i. The President
ii. The Vice President (optional)
iii. The Secretary
iv. The Treasurer
v. The Event Chair
vi. Two Students Representative (Optional)
vii. Advisors (Optional)
B. If the president decides, under the power granted to him/her by the Constitution, that a new, appointive position is necessary for his/her administration, the appointee must be confirmed by a vote of the general membership or all of the previous committee members.
2. The President
A. Powers
i. Appoint committee chairpersons (if there are no elections for that particular academic year)
ii. Appoint members to newly-created positions (if there are no elections for that particular academic year)
iii. Fill vacancies in elective and appointive offices
iv. Call special meetings of the entire organization or Board when deemed necessary
v. Act as an ex-officio member of all committees
vi. Call a special election when necessary
vii. In charge of all elections
B. Duties
i. Preside over all meetings of the organization
ii. Act as official representative of the organization
iii. Sign all necessary correspondence
iv. Explain the constitution to new members at orientation or first event
3. The Vice President
A. Powers
i. The Vice President shall assume all the powers of the President when the President is absent or is unable to execute the duties of the office
ii. Act as an ex-officio member of all committees
iii. Sign all necessary correspondence
B. Duties
i. Perform the duties of the President in his/her absence or when he/she is unable to execute the duties of the office.
ii. Coordinate internal and external affairs
iii.
4. The Secretary
A. Duties
i. Keep an accurate written record of each general meeting or board meeting
ii. Keep a record of all committee decisions and activities
iii. Handle all correspondence
5. The Treasurer
A. Duties
i. Handle all financial transactions
ii. Keep track of where the money of the organization goes to and comes from, i.e. expenses and revenue.
iii. Finish up accounts after each event
iv. Write checks for refunds. Source for and contact potential sponsors for sponsorship for events
v. Keep an accurate record of all income and expenditures
vi. Report quarterly to the President and the general membership on the financial status of the organization
6. The Event Chair
A. Duties
i. Generate ideas and execute them with the support of the committee
ii. Responsibilities include provision of logistics, organization of games, etc.
iii. The hands, legs, and creative juice of the committee!
7. Student Representatives
A. Duties
i. Act as a bridge between the committee and the members
ii. Keep in touch with all members
8. Advisor(s)
A. Duties
i. Advice the committee on any decisions
ii. Provide any information or contacts that might be helpful to the organization
iii. Ensure smooth transition process
Article V - Elections
1. Voting
A. All members shall be allowed to vote
B. All officers appointed by the President shall be approved by consent of the general membership or all of the previous committee members
2. The Election Process
A. The election for office shall be held by secret ballot
B. Elections for office shall be held annually. They are to be held no later than Friday of the second week of spring quarter. The newly elected officers shall begin their terms immediately at the third week of spring quarter
C. Write-in voting shall be legal and possible on all ballots for the election of officer candidate(s) for the office in question
D. A recount, and if necessary, another election shall take place if desired by the candidate(s) for the office in question
E. A simple majority (fifty percent plus one vote) of votes cast is required for election to any office except student representatives where only the highest number of votes is required. If no candidate receives a simple majority, then a runoff election between the two candidates receiving the most votes for the office (s) in question shall be held the following week
F. Members are given two votes for each position except Student Representatives, where they can cast five votes
G. In the event that a candidate is elected to more than one position, that candidate will have to decide which position he or she would like to accept. The position(s) that is (are) rejected shall go to the candidates with the next highest number of votes.
H. The advisor is appointed from the pool of previous committee members still in UCLA but not holding any positions for that year. The new committee has the right to refuse the appointment of any advisors.
3. The Elected offices shall be:
A. President, Vice President (optional), Secretary, Treasurer, Event Chair and Student Representative(s)
4. Qualifications
A. Any member desiring to be considered a candidate, for any elective office shall meet the following requirements:
i. Be an active member of the Malaysian Students Association (unless approved by the committee members).
ii. Candidates for President, Vice President must have served at least 2 (1) quarters as an active member of the Malaysia Students Association.
Article VI - Recall Elections
1. All elected officers are subject to recall by a petition signed by at least twenty percent (20%) of all active members. Such recall elections shall be held within fifteen (15) school days after said petition is submitted to the general membership and to the officers in question, provided that the petition is found to have the required number of valid signatures.
2. The petition that is presented must state the reasons for which the officer is being recalled. All signers of the petition must know that they are requesting a recall of an officer on the specific grounds stated on the petition.
3. A two-thirds (2/3) vote is necessary for recall
4. Any officer subjected to recall shall be given the opportunity to address the organization before the election. After the officer being recalled has had the chance to address the organization, he/she must not be present during pre-vote discussion or during the vote for recall.
5. Any appointed officer may be removed by a simple majority vote of the general membership. Any stipulations from Article V, Section IV that are not mentioned in this section must also be adhered to.
6. If an officer is recalled, the President, under the powers granted to him/her by the Constitution may appoint a different member to fill the vacant office.
Article VII - Amendment Process
1. Amendments will be proposed by committee members and a general meeting will be called via mass email at least one week before the meeting.
2. This email will state specifically the agenda of the meeting and that a club vote is necessary for amendments to be passed.
3. Three days before the meeting, a reminder of the meeting is to be sent out via mass email again.
4. The amendment changes will be carried through only if half of the active members are present at the meeting, and there is a two-thirds majority vote in favor of it among those present.
5. All amendments, additions or deletions must be filed with the Student Activities and Services office within one week of adoption.
6. Any proposed amendment shall go into effect immediately, unless otherwise specified, but never later than the last day of the quarter when it was approved.
7. Amendments to Article III (except adding any clauses without contradicting the first and original copy of constitution) requires the attendance of at least 50% of all members (both active and non-active) and a 80% majority vote in favour of it among those present and absent.
