ON EAST

East Asian Studies Students’ Union

This constitution shall take effect immediately upon its ratification but shall not directly affect the tenure or responsibilities of any current officer of the Union without their consent.

Core Objectives and Values

The East Asian Studies Students’ Union is established to serve and benefit all undergraduate students in East Asian Studies and to facilitate broader community engagement throughout the department.  The Union aims to supplement student life by organizing social events, academic programming, and careers seminars.  The Union shall represent the interests and concerns of EAS students in communications with the Department, the Arts & Science Students’ Union, and the Faculty of Arts & Science.

Article 01. Defining Terms

1.1 ASSU shall mean the Arts & Science Students’ Union

1.2 The Union shall mean the East Asian Studies Students’ Union

1.3 Members shall mean members of the Union, unless otherwise specified.

1.4 The University shall mean the University of Toronto, St. George Campus.

1.5 The Department shall mean the Department of the East Asian Studies at the University.

1.6 The Executive Committee shall mean the branch of the Union responsible for its 

administration.

1.7 Officers shall mean members of the Executive Committee.

Article 02: Membership

Members of the Union shall belong to one of the following classes: general members and members of the Executive Committee.

2.1 Members of the Union

Membership in the EASSU is extended to all undergraduate students at the University who are:

i. Currently registered in at least one course offered by the Department, and/ or

ii. Currently enrolled in a program of study offered by the Department (minor, 

major, or specialist).

2.2 The EASSU Executive Members

The Executive Committee shall be composed of at least three (3) officers.  Every officer shall have the right to vote at executive meetings.  No member shall occupy more than one office at once.  The Executive Committee may appoint Directors and Facilitators to various committees and sub – committees; however, such positions do not hold executive decision – making authority.  The Executive Committee comprised of four (4) executive council members, along with five (5) council members.

The executive council term is terminated May 1st and the ingoing team is officially inaugurated. The outgoing and incoming team will endeavor to liaison and hold training over the summer. 

2.2.1 The President – Executive Member (1) shall:

  • Be the chief officer of the Union, responsible for the operations and management of all EASSU activities.
  • Call at least one (1) general meeting per semester (excluding the summer session).
  • Chair general and executive meetings.
  • Set the agenda for the year, in consultation with the rest of the Executive Committee.
  • Hold signing authority, along with the Treasurer, for the EASSU bank account.
  • Facilitate the transition of office to the future Executive Committee. 

2.2.2 The Vice –  President(s) – Executive Member (1 or 2) shall:

  • Assists the Presidential in administering EASSU affairs.
  • Assume the duties of the President in their absence. 
  • Oversee the various functions and committees of the Union.
  • Ensure that all EASSU activities meet the regulations and policies of the University.
  • Coordinate organizational recruitment efforts.

2.2.3 The Treasurer – Executive Member  (1) shall:

  • Record all financial transactions of the Union.
  • Hold signing authority, along with the President, for the EASSU bank account.
  • Maintain a budget of income and expenses along with receipts.
  • Advise members on the financial position of the Union at general meetings.
  • Oversee EASSU fundraising efforts.
  • Prepare an annual budget for the Union as well as budgets for specific events.

2.2.4 The Secretary – Executive Member  (1) shall:

  • Maintain a list of all registered members.
  • Maintain the member contact list.
  • Record minutes and motions for general and executive meetings.
  • Notify all members of meetings in advance.
  • Handle official correspondence of the Union.

2.2.5 The Regional Coordinators, “Japanese Cultural Coordinator” “Chinese Cultural Coordinator” and “Korean Cultural Coordinator” (3) shall:

  • To act as a liaison between the respective departments and the Union 
  • Assist in the organization of collaborative academic and cultural events involving relevant student groups and classes in the University.
  • Communicate within themselves and with the Social Coordinator in order to ensure that announcements of EASSU-related events are published in advance 
  • To translate various event announcements and conduct outreach within their individual regions 

2.2.6 The Social Coordinator (1) shall:

  • Manage the EASSU social media accounts.
  • Advertise EASSU – led events via the aforementioned social media accounts.
  • Assist in the design and printing of promotional materials.
  • Communicate with the Cultural Coordinator in order to ensure that announcements of EASSU related events are published in advance.
  • Act as a moderator of the EASSU Discord server.

2.2.7 Lower-Year Representatives (2) shall:

  • Assists the other officers in the performance of their duties.
  • Assists in EASSU recruitment efforts.
  • Inform other students enrolled in first and second – year East Asian Studies courses at the University of any EASSU – related events.
  • Be registered as first or second year students at the University during their tenure.

2.2.8 EASSU Journal Chair (1) shall:

  • Act as a liaison with the executive members such as the President, and Vice President of the council.
  • Oversea the incoming written work of students to be included in the journal.
  • Oversea the journal’s publication and printing.
  • Work with the Journal Editors (2) to ensure the Journal embodies the essence of the department and engaging with student life.

2.2.9 Journal Editors (2) shall: 

  • Assists the Journal Chair (1)
  • Responsible for the design and format of the journal.
  • Successfully edit, and make changes to submissions to include into the Journal.
  • Be able to also create original works or proofread peers and scholarly works to include in the journal.

2.3 Executive Meeting Absences

Should any officer be absent from two (2) consecutive executive meetings without reasonable excuse, or from four (4) non-consecutive executive meetings, that office shall, at the discretion of the Executive Committee, be considered vacant.  A two – thirds (⅔) majority vote of the Executive Committee in favour of vacating the office in question is required.  That office shall also be subjected to reassignment at the discretion of the Presidents, following the same procedures as those outlined in Article Five (V).

2.4 Impeachment

Any officer of the Union who commits an act negatively affecting the interests of the Union and its members, including non-disclosure of a significant or continuing conflict of interest, may be given notice of termination by the Executive Committee.  The officer up for removal shall have the right to defend their actions.  A vote will be held at an executive meeting, and a two – thirds (⅔) majority vote of the officers present in favour of impeachment is required.  The member must have the right to an appeal before the general membership, and the majority vote of the general membership will have the final say on the matter.  If the majority vote of the general membership is in favour of impeachment, the officer in question will have their office vacated effective immediately and will lose any privileges associated with being an officer of the Union.

Article 03. Meetings

3.1 General Meetings

The President shall convene a general meeting at least once per semester during each Fall and WInter Session.  The Executive Committee shall publish a notice of each general meeting at least two (2) weeks in advance, including the date of the meeting and a preliminary agenda, unless some urgent circumstance dictates otherwise.

At each general meeting, the President and any other officers who opt to do shall present reports on the activity of the Union in period since the last general meeting, and any constitutional amendments shall be ratified.  One general meeting per year shall be held at the school year according to the procedures outlined in Article Four (04).  Constitutional amendments shall require a two – thirds (⅔) majority of general members and officers in attendance for a vote to be cast.  Amendments to the agenda of a general meeting made during that same meeting shall be made only upon a unanimous vote of the members present.

3.2 Executive Meetings

The President shall convene a meeting of the Executive Committee at least once per month.  All officers of the Union shall be entitled and expected to attend executive meeting, at which each shall exercise one (1) vote, and for which quorum shall be fifty percent (50%) of officers, including either the President or their delegate.

Article 04. Elections

Elections shall be held at least once per academic year, or whenever any elected office becomes vacant, at a general meeting held for that purpose.  Elections shall be advertised at least two (2) weeks in advance.  Elections for Lower – Year Representatives shall be held at the first general meeting of the year along with those for any other office that remains vacant after the final general meeting of the preceding school year.

4.1 Nominations

Nominations shall open two (2) weeks in advance of the election and close at the time of the election.  Valid nominations shall include the name, year of study, and signature of the candidate, as well as the names and signatures of five (5) other members of the Union or two (2) current officers.  In the event that no nomination is submitted for an elected office, nominations from the floor shall be entertained at the general meeting during which the relevant election is held, or, at the discretion of the Executive Committee, a by – election shall be held at the next general meeting, compliant with the nomination procedure outlined above. Nominations may occur for the minimum of 1 role and maximum of 3 roles. Students eligible for nomination includes UofT full-time students who are in EAS programs or enrolled in EAS classes at the time of voting. 

4.2 Voting

Voting shall be conducted by secret ballot.  After the voting period is over, the candidate (s) wit the most votes shall be elected to the relevant office. Students eligible for voting includes UofT full-time students who are in EAS programs or enrolled in EAS classes at the time of voting. 

Elections shall be conducted by one of the following:

iii. An outgoing officer who is not running in the elections and will not be returning 

to the Executive Committee in the following academic year, or

iv. A Chief Returning Officer appointed at least two weeks prior to the election 

whose appointment must be ratified by a majority vote of the current Executive 

Committee.

In the event that a by – election is held, the President shall conduct the procedure outlined in Section Four Point Two (4.2).  In such a case, the President shall not be eligible to cast any votes.

Article 05. Resignation

In the event that an officer resigns from the Executive Committee, at the President’s discretion, the newly vacated position shall be handled in one of the following ways.

i. The position may be left vacant.

ii. If there are upcoming by – elections, the position could be opened to candidates 

interested in running, pursuant to the stipulations laid out in the Constitution;

iii. A call for applications could be opened up to the general membership;

iv. A current officer may be appointed to fulfill the role, provided that the decision is 

ratified by a two – thirds (⅔) majority of the remainder of the Executive Committee.

Article 06. Standing Orders 

6.1 The ASSU constitution

Should any contradiction arise between this constitution and by – laws the latter shall prevail.  All provisions of the ASSU constitution concerned with course unions not duplicated here shall, notwithstanding, be understood as applying to the EASSU.

6.2 Constitutional Conflicts

Should any contradiction arise within or between provisions of this constitutions, the President shall determine which provisions takes precedence pursuant to the interests of the Union and its members.

Article 07. Amendments

Any officer or general member of the Union may propose and vote on amendments to this constitution.  Proposed constitutional amendments shall be voted on at general meetings and shall require a two – thirds (⅔) majority vote of the officers and general members present at the time of a vote in order to be ratified.

Upon the ratification of a constitutional amendment, the Executive Committee shall formally adopt the new constitution and submit a copy of the revised constitution to the ASSU.