ASSOC CONSTITUTION

SECTION 1. NAME. This body shall be known as the University of Santo Tomas – Asian Studies Society-AB and may be referred to as UST-ASSOC-AB.

1.1 The abbreviated name may be affixed in legally tendered documents of the society, provided that proper citation on the name has to be included alongside with the abbreviation.

SECTION 2. OFFICE. The principal office of the University of Santo Tomas – Asian Studies Society-AB is located at St. Raymund Peñafort Building, University of Santo Tomas, España Ave., Sampaloc, Manila.

SECTION 3. LOGO/SEAL. The logo/seal of the Asian Studies Society-AB is represented by a black background with a silver Dominican cross which symbolizes the unity of the University of Santo Tomas as a Royal and Pontifical University. The cross contains the face of the Greek Goddess Athena which symbolizes the Faculty of Arts and Letters’ quest for wisdom. The logo has a saber on the upper-left quadrant that symbolizes courage, a dragon on the upper-right quadrant that symbolizes power and excellence, a lotus on the lower-left quadrant which symbolizes purity and a spontaneous generation, and a bundle of rice on the lower-right quadrant that symbolizes the primary industry of Asian countries.

3.1 Alterations of the Asian Studies logo can be done only for promotional purposes (e.g Event-themed UST-ASSOC-AB Logo) and shall be deemed as unofficial and non-binding.

3.2 Modifications may be done upon the original Asian Studies Logo, upon discretion of the Executive Board, even prior to the quinquennial ratification of the Articles of Association granted that it is under any of the following circumstances:

a. Electronic or physical publication materials;

b. Official merchandise;

c. Printing or reproduction of other official UST-ASSOC-AB paraphenalia;

3.3 Modify or alter the original logo but not in any way remove, replace, or drastically change the original elements and design, if so officially and legally warranted by superior organizational bodies of the University of Santo Tomas such as but not limited to:

a. UST Office for Student Affairs (UST OSA);

b. UST Student Organizations Coordinating Council (UST SOCC);

c. UST Central Student Council (UST CSC);

d. UST Faculty of Arts and Letters (UST AB);

3.4 That, upon notice and approval of the members of the Asian Studies Society, through the Board of Representatives, the Asian Studies Logo that have been modified or modernized prior to the quinquennial ratification period may be used for official use;

SECTION 4. Purpose. The organization seeks to orient students on the true nature of the Asian Studies program as a major in the Faculty of Arts and Letters, to promote harmony, understanding, and cooperation among its members, and to organize activities that will be geared toward promoting Asian consciousness that will enhance to the Thomasian values.

4.1 The UST Asian Studies Society - AB shall organize, promote, coordinate, and carry out activities designed to develop the student’s intellectual growth, leadership, moral character, and personal discipline.

4.2 The organization shall extend its assistance and support to the academic needs of its members and shall endeavor to settle conflicts that may arise among its members and concerned faculty members.

SECTION 1. VISION. First and foremost, the UST Asian Studies Society - AB and its student members commit themselves to the three core values of the University of Santo Tomas - competence, compassion, and commitment. As the society intends to become a recognized organization, it aims to cultivate understanding among the students about their course with the use of various inclusive activities. The society is oriented in promoting the Asian consciousness as it engages the students to integrate their knowledge, modes of thinking, and experience to apply and to help the community. In the next 30 years, the UST Asian Studies Society foresees itself as an important organization within the Faculty of Arts and Letters, not only striving for the betterment of the Asian Studies majors but also actively participating in the promotion of the Catholic institution, its academic linkages, and partner communities, whether inside or outside of the University in order to promote social transformation, professional and moral formation

SECTION 2. MISSION. The UST-ASSOC-AB is committed to the Vision-Mission of the University of Santo Tomas through its mission to:

2.1 Excel in different aspects that would allow the members of the Asian Studies Society, through implementation and promotion of local and international academic spheres such as conferences and summits, to boost their capabilities and to reach their maximum potential.

2.2 Emerge from the traditional methods of learning and come up with new approaches that are in line with the needs of the course to assist every member of the society as well as to strengthen the society’s connection with embassies, government offices, NGOs, CSOs, and other academic institutions.

2.3 Empower each member of the society, especially the freshmen, to actively participate in present and future endeavors by involving them in inclusive team-buildings, assemblies, seminars, workshops, and discussions.

SECTION 1. RECRUITMENT. This organization will conduct recruitment for its Committee Members during the period prescribed by the Dean’s office of the Faculty of Arts and Letters.

SECTION 2. QUALIFICATIONS. All members of the organization must be bona fide Asian Studies students currently enrolled in the Faculty of Arts and Letters of the University of Santo Tomas. The students of the Asian Studies program shall automatically become members of the society.

SECTION 3. MEMBERSHIP FEE. Student organizations may charge membership fees in the amount as may be deemed sufficient to support the needs of the organization. However, it must not exceed the amount of P250.00 annually.

SECTION 4. DURATION. Any student admitted as a member shall remain in good standing unless otherwise, and he/she has paid the annual membership fee.

SECTION 1. It is the duty of the member organization to respect, observe and honor these Articles of Association.

SECTION 2. Member organizations are encouraged to participate in activities organized by the UST-ASSOC-AB.

SECTION 3. Member organizations are required to submit all requested documents deemed necessary by the UST-ASSOC-AB Executive Board.

SECTION 4. Duly informed member organizations are required to attend meetings called by the UST-ASSOC-AB/Student Organizations Coordinating Council (SOCC)/OSA.

SECTION 5. Only bona fide student members of the organization in good standing shall have the right to vote and be voted upon in any election conducted within the organization. No other class of members shall have the right to vote and voted upon.

SECTION 6. It shall be the duty of every member to show firm and constant support and allegiance to the society.

SECTION 7. It shall be the duty of every member to contribute to the attainment, promotion and preservation of the Society; in line with this, every member is mandated to pay the imposed amount that will cover the Society’s expenses. (Amount and breakdown shall be included in Annex III).

SECTION 8. It shall be the duty of every member to participate in the activities of the Society and to coordinate with its duly elected officers

SECTION 1. It shall be the right of every member to exercise suffrage.

SECTION 2. It shall be the right of the students to information on matters directly affecting their welfare and interest shall be recognized. Access to the official records and other pertinent documents and papers pertaining to official acts, transactions or decisions affecting his own interest and welfare shall be afforded the students subject only to reasonable regulations that may be imposed.

SECTION 3. It shall be the right of every member to be heard through the Society on matters pertaining to his/her welfare.

SECTION 4. It shall be the right of every member to act as a part of the consultative body, through the class officers, that engages in constant interaction with the Executive Board on matters of welfare of the Society and its members.

SECTION 5. It shall be the right of every member to participate in all the Society’s activities and endeavors without any reservations unless on matters of competitive proceedings and mandated regimentation.

SECTION 6. It shall be the right of every member to advocate progressive reforms to the society for purposes not contrary to the provisions of this Articles of Association.

SECTION 1. THE EXECUTIVE BOARD. The Executive Board of the organization shall be composed of at least seven (7) positions. The seven (7) following positions are President, Vice-President External, Vice-President Internal, Secretary, Treasurer, Auditor, and Public Relations Officer (PRO).

SECTION 2. The Executive Board shall be the planning, administrating, implementing, and coordinating body of the UST Asian Studies Society.

SECTION 3. QUALIFICATIONS AND DISQUALIFICATIONS. It shall be necessary that all those who shall form part of the Executive Board be:

a. A bona fide student of the University of Santo Tomas - Faculty of Arts and Letters major in Asian Studies.

b. A student of good academic standing, with minimum weighted average of 2.5 prior to his/her election and able to maintain such average during his/her stay in office.

c. Must have good moral character as certified by the Office of the Dean of the Faculty of Arts and Letters.

d. A member of the organization for at least one (1) academic year prior to being elected.

e. Must not have incurred any failing grade a semester immediately preceding the elections.

f. Must not hold any duly elected or appointed executive position in any school organization upon filing of his/her candidacy. It shall be upon the discretion of the school organization that the ASSOC Executive Board candidate is affiliated in with regards to what existing positions in their organization are classified or officially identified as “Executive”;

g. All Council officers shall discharge their corresponding duties and functions in all duly elected or appointed executive positions after they shall have been duly sworn into office, which shall not be later than one week after the election.

h. The term of office of all ASSOC Executive Board shall commence at the time of their election and shall terminate after their successor shall have been duly sworn into office.

i. No one shall hold more than one elective position in the ASSOC Executive Board at any time during the Academic Year.

j. Any ASSOC Executive Board member impeached or removed from office shall thereafter be permanently disqualified from holding any position in the Executive Board.

k. All those who aspire to run for office must have a GWA of 2.5, shall not have a failing grade upon its stay as member of the UST ASSOC, shall take a minimum of 15 units per semester starting at the beginning of the term, and must be of good moral character.

l. The President, Vice-President External, and Vice-President Internal shall come from the incoming junior/senior class.

m. The Secretary, Treasurer, Auditor, and Public Relations Officer (PRO) shall come from the incoming sophomore/junior/senior class

SECTION 4. DUTIES AND RESPONSIBILITIES. It shall be necessary for all members of the Executive Board to perform his/her respective duties and responsibilities bestowed to him/her by the Articles of Association.

4.1 The President shall:

a. Shall preside over all meetings whether among the executive board or the assembly;

b. Shall uphold the constitution and by-laws of the organization under his supervision;

c. Shall oversee the preparation of the budget and the statement of accounts of the organization;

d. Shall represent the organization at all functions and proceedings;

e. Shall sign all legal documents of the organization;

f. Shall make reports necessary for the organization.

g. Sign, endorse and deliver jointly with the Treasurer all the checks, drafts, bills of exchange, promissory notes and other records of payment of money in the name and behalf of the Society.

4.2 The Vice-President External shall:

a. Supervise and coordinate the operations for all off-campus affairs.

b. Create projects that primarily aim in strengthening the network and marketing of the Asian Studies Society to external societies and institutions.

c. Perform such other functions as may be required by his/her office.

d. Have all the powers and authority and shall be required to perform all the duties of the President during the absence, incapacity, or vacancy of the latter for any cause.

4.3 The Vice-President Internal shall:

a. Supervise and coordinate the operations for all intra-society affairs.

b. Maintain the stability of the internal affairs of the society and encourage camaraderie among the members of the society.

c. Create projects that primarily aim to achieve the duties of the Vice President Internal.

d. Perform such other functions as may be required by his/her office.

e. Have all the powers and authority and shall be required to perform all the duties of the President and/or Vice President-External during their absence, incapacity, or vacancy of both positions for any cause.

4.4 The Secretary shall:

a. Properly inform the Executive Board of the dates of and the agenda for all its meeting.

b. Call the roll and record the minutes of the General Assemblies and Executive Board meetings.

c. Keep the records of the minutes and other documents of the Society and receive all correspondences addressed to the council or any of its officers.

d. Prepare all correspondences and submit them to the President for his or her approval and signature.

e. Perform such other functions as may be required by his/her office.

4.5 The Treasurer shall:

a. Collect and keep all fees and dues required of the members, and act as custodian of all funds of the Society;

b. Deposit in the name and in to the credit of the Society in such bank or banks as may be designated from time to time by the Executive Board, all the moneys, funds, securities, bonds and similar valuable effects belonging to the association which may come under his/her control.

c. Sign checks and other orders of payments jointly with the President.

d. Make financial reports at the end of every semester and post a copy thereof on the Society’s bulletin board

e. Render an annual statement showing the financial condition of the Society during the expiration of tenure and such other financial reports as the President may time to time require.

f. Perform such other functions as may be required by his/her office.

4.6 The Auditor shall:

a. Examine the financial standing of the Society and other related financial statements submitted by the Treasurer to the Executive Board.

b. Study all requisitions, reimbursements and disbursements of the Society funds.

c. Ensure the updated inventory of the society, and act as a custodian of items that are named under the society.

d. Perform such other functions as may be required by his/her office.

4.7 The Public Relations Officer shall:

a. Disseminate information regarding plans, activities, and achievements of the Society.

b. Disseminate information, memoranda, resolutions and other concerns of the Faculty, and university through the Executive Board to the student body.

c. Disseminate information, memoranda, resolutions and other concerns of the Faculty, and university through the Executive Board to the student body.

d. Perform such other functions as may be required by his/her office.

SECTION 5. Term of office shall begin at the end of every academic year, particularly to be valid only for one (1) academic year. However, reelection is permissible for a maximum of two terms.

SECTION 6. Regular meetings of the Executive Board shall be held at least twice a month, and special meetings shall be held if deemed necessary.

SECTION 7. A notice of at least three days shall be given prior to all regular meetings.

SECTION 8. The quorum for the meeting shall be the two-thirds of all the Executive Board.

SECTION 9. The basic agenda for regular meetings shall follow:

i. Call to order

ii. Roll call

iii. Reading of the previous minutes of the meeting

iv. Discussion of the agenda

v. Discussion of other matters

vi. Announcements

vii. Adjournment of the meeting

SECTION 10. Any Executive Board that has incurred two consecutive or four non-consecutive absences on regular meetings shall be subjected to disciplinary action and can be used as a ground for impeachment due to negligence.

SECTION 11. The Asian Studies Society shall convene for a general assembly every academic year, or upon the request by the majority of the Executive Board.

SECTION 1. Elections shall be conducted only within the month of April, and must not coincide with the activities of the University, or respective faculty, college, institute, school, or organization.

SECTION 2. The organization shall give prior notice to all its members of at least one (1) week before the scheduled election.

SECTION 3. Election and Appointment of the Executive Board officers shall be administered by the Asian Studies Elections Committee (UST-ASSOC-AB Elections Committee), upon the guidelines followed primarily by this Articles of Association, supplemented through the Faculty of Arts and Letters Commission on Elections Implementing Rules and Regulations, and the UST Student’s Election Code of 2011..

SECTION 4. Only present members of the organization in good standing, during the scheduled election, shall have the right to vote and to be voted upon

SECTION 5. Nomination for Executive Board shall be done through secret balloting. The names of the nominees shall be made known to the public, three (3) days prior to the election of the Executive Board. Any objections regarding a candidate should be raised before the election date.

SECTION 6. FAILURE OF ELECTIONS. If, for any reason, less than two-thirds (2/3) of the voting population cast their votes in any election, the UST-ASSOC-AB Elections Committee shall declare a failure of elections.

SECTION 7. CANDIDACY COMPETITION. In circumstances where there are at least two candidates running for the same position, the winning candidate must garner a majority vote of the whole Asian Studies Society voting population, by virtue of a majority vote where a candidate must obtain a vote greater than the individual votes of other candidates, including abstain votes.

SECTION 8. LONE CANDIDACY. In circumstances where there is only a sole candidate running for any of the positions in the Executive Board, the winning candidate must garner affirmative votes by virtue of a simple majority from the Asian Studies Society voter turnout, which translates to fifty percent plus one (50% +1) of the total votes casted.

SECTION 9. VOTING SCHEDULE. The elections for Executive Board members, excluding special elections, must be conducted during the month of April of the current academic year. The UST-ASSOC-AB Elections Committee has the authority to schedule the election day/s within that month of April at a period of time deemed best and appropriate according to the society or the university’s calendar of events and the academic schedule of its members.

SECTION 10. VOTING HOURS. The UST-ASSOC-AB Elections Committee has the authority to set the best, and most appropriate time, day, and precinct hours to be provided for voters to cast their votes during the elections upon consideration of the general circumstances of the society and/or the university.

SECTION 11. The guidelines of the UST-ASSOC-AB Elections Committee should follow the guidelines indicated in the Faculty of Arts and Letters Commission on Elections Implementing Rules and Regulation of the current Academic Year, and UST Students’ Election Code of 2011 (USEC) for matters otherwise not stated in this Articles of Association.

SECTION 1. Any member of the organization, including the members of the Executive Board, may, in any instance, file a resignation. He/she shall file before the Executive Board a formal letter of resignation, as proof of his intent to resign from his membership or position in the organization.

SECTION 1. Any member of the society may appeal for the removal of any Executive Board officer, for lack of interest in the affairs of the society, gross inefficiency, disloyalty, negligence of duties as prescribed in this Articles of Association, and violation of Student Handbook Code of Conduct. or any other cause, which the members may deem inimical to the best interest of the Society or its members.

SECTION 2. The Board of Representatives shall sit as the Impeachment Tribunal. All issues pertaining to the status of any member of the Society may be appealed to and shall be settled by the Board of Representatives. However, no member from the Board of Representatives can initiate any impeachment proceeding.

SECTION 3. The Board of Representatives shall preside over the impeachment proceedings, formulate impeachment procedures and decide on it with two-thirds vote, wherein the decisions shall be final.

SECTION 1. In case of resignation or removal from office, any unexpired term of any position in the Executive Board is deemed vacant. However, it may be filled by the majority vote prescribed in herein Article VI on Election Procedures.

SECTION 2. In case of vacancy in any office of the Executive Board after one special election , each member of the Board of Representatives shall elect, through secret ballot to be facilitated by the UST-ASSOC-AB Elections Committee, any qualified member of the Board of Representatives. The winner shall assume office immediately and shall be deemed ipso facto resigned as member of Board of Representatives.

SECTION 3. An elective office vacated due to death, resignations, disability, incapacity, disqualification or removal all permanent vacancies in the Executive Board shall be filled by up to two special elections.

SECTION 1. SCHEDULE. It shall be deemed necessary for any organization to call upon their members, at least once every academic year, for a general assembly/meeting, or upon the request by the majority of the Executive Board.

SECTION 2. ELECTIONS. The General Assembly shall convene within the Month of April of each academic year to elect their EB in the manner as herein provided.

SECTION 3. QUORUM. The presence of at least forty (40) percent of this organization shall constitute a quorum.

SECTION 4. POWER. The general assembly shall have the power to ratify amendments, revision of the Articles of Association, elect an officer.

SECTION 1. PEACE COMMITTEE. This committee will be dedicated to creating an atmosphere of peace, kindness, helpfulness and happiness between and among the members of this organization. Moreover, this committee shall be responsible for the following:

i. Resolve conflicts within the society in relation with society matters.

ii. Accept grievances of the students which may affect their rights as a member in line with this Article of Association.

iii. Be open to all suggestions and criticisms in line with the roles and responsibilities of the society.

iv. Relay any grievance to ASSOC Executive Board.

v. Ensure the usability of the university facilities.

vi. Perform the duties assigned by the Vice President-Internal.

SECTION 2. MONITORING AND EVALUATIONS COMMITTEE. This committee will be responsible for designing feedback mechanism on the programs, projects or activities conducted by this organization. Specifically, this committee shall:

2.1 develop evaluation instruments to measure the attainment of the goals/objectives of the organization’s program/projects/activities;

2.2 evaluate results and outputs for dissemination and utilization;

2.3 submit report regarding the same to SOCC-BOD / OSA.

2.4 Assist on overseeing the Executive Board, Board Committees, and students in all their duties.

2.5 Work alongside other Board Committee members.

2.6 Report on any development, problem, and any possible action to be taken when preparing for future events with regards to the Board Committee, and involvement of students.

2.7 Develop evaluation instruments to measure the attainment of the goals/objectives of the organization’s program/projects/activities

2.8 Perform the duties assigned by the Vice President-Internal

SECTION 3. RESEARCH COMMITTEE. This committee will be encouraged to conduct research on topics/agenda determined by OSA. Research results and outputs will be disseminated and utilized.

3.1 Be encouraged to conduct research on topic/agenda determined by the Asian Studies Society.

3.2 Disseminate and utilize the research results and outputs for application within the society

SECTION 4. Each officer of the Executive Board shall establish committees to fully exercise their duties and responsibilities

SECTION 5. The committees that shall be established are the Board Committees i.e. Presidential Board Committee, External Affairs Board Committee, Internal Affairs Board Committee, Secretariat Board Committee, Finance and Audit Board Committee, Public Relations and Communications Board Committee, Peace Committee, Research and Evaluation Committee, and Elections Committee.

SECTION 6. The Presidential Board Committee shall:

i. Assist the President with its tasks on managing and monitoring the progress of each office in terms of their duties and responsibilities.

ii. Support the President in its commitments on accomplishing its plans for the academic year.

iii. Provide assistance as needed to other offices besides the President.

iv. Perform the duties assigned by the President.

SECTION 7. The External Affairs Board Committee shall:

i. Be accountable for overseeing and coordinating all off-campus affairs.

ii. Engage and assist in the organization of community development projects.

iii. Be accountable for monitoring alumni and notifying them of the society’s project and other institutions initiatives.

iv. Perform the duties assigned by the Vice President- External.

SECTION 8. The Internal Affairs Board Committee shall:

i. Assist on taking of society’s issues and concerns.

ii. Assist on enhancing the well-being and the general development of the student body.

iii. Assist on providing cohesion among the members of the society with programs and seminars which aim to accentuate the skills and talents of the students.

iv. Manage and guide the society’s guilds and ensure their active participation inside and outside the society.

v. Maximize the student participation in all ASSOC activities.

vi. Establish guilds to cater members’ special interests and inclinations

vii. Perform the duties assigned by the Vice President-Internal.

SECTION 9. The Secretariat Board Committee shall:

i. Make the minutes of the Board Committee meetings

ii. Secure the photocopies and softcopies of documents and records of the society with confidentiality.

iii. Monitor paper works.

iv. Perform the duties assigned by the Secretary

SECTION 10. The Finance and Audit Board Committee shall:

i. Help in handling all the financial transactions of the Asian Studies Society.

ii. Be in-charge in seeking possible sponsors and partners that would team up with society events.

iii. Be accountable of the monthly financial statements to inform the outflow and inflow of money in the society.

iv. Hold the seminars and programs that are deemed necessary and essential for the society.

v. Perform the duties assigned by the Treasurer and Auditor.

SECTION 11. The Public Relations and Communications Board Committee shall:

i. Ensure the ASSOC has a good connection with the society members, and the public.

ii. Be in-charge of the proper dissemination of important information regarding the projects and events within the Asian Studies Society.

iii. Assist the PRO on relaying university-wide announcements, managing the official ASSOC media accounts, ASSOC Bulletin Board, and promoting through room to room announcements.

iv. Perform the duties assigned by the PRO

SECTION 12. The Environment Committee shall:

i. Be headed by the Thomasian Green Marshall

ii. Spearhead and promote environmental campaigns on behalf of the Asian Studies Society and the University of Santo Tomas

iii. Maintain the upkeep of venues and be mindful of the resources used before, during and after the activity

iv. Initiate activities adhering to the Laudato Si of Pope Francis and practice environmentalism through sustainable actions

v. Perform the duties assigned by the Vice President-Internal

SECTION 13. Each board committee shall have a head, which shall act as the Executive Assistant of each Executive Board Committee. The officers-in-charge shall appoint the committee heads.

SECTION 14.  The committees shall help the Executive Board in their constitutional duties and work together to organize projects of the society.

SECTION 15.   The Executive Board shall decide on the selection process of the members of each committee.

SECTION 16. Each member of the society shall join only one board committee. He/she may, however, participate in the activities of the other committees.

SECTION 17. UST-ASSOC-AB ELECTIONS COMMITTEE.. This committee will be responsible for electoral procedures, concerns, and matters of the organization. Specifically, this committee shall:

17.1 Primarily follow the provisions established in this Articles of Association. For matters otherwise not mentioned in this very Articles of Association, the UST-ASSOC-AB Elections Committee shall follow the guidelines from the Faculty of Arts and Letters Commission on Elections Implementing Rules and Regulations of the current Academic Year, and the UST Students’ Election Code of 2011 (USEC);

17.2 Be the official body of the organization that administers the election process and other purposes that deem necessary that include, but not limited to:

A. Executive Board (EB) Elections;

B. Ratification and amendment of the Asian Studies Society Articles of Association;

C. Class OffIcers Elections;

17.3 Have, but not limited to, a Chairperson, Secretary to the Executive, Secretary to the Adjudicatory, Operations Officer, and Legal Head.

17.4 The Chairperson shall:

A. Perform executive duties, functions, and responsibilities, such as but not limited to signing of all documents and communications of the ASSOC Elections Committee;

B. Preside over the meetings of the ASSOC Elections Committee;

C. Present the UST Students’ Election Code to ASSOC Elections Committee;

D. Exercise such other powers, which are inherent in his/her office and shall perform such other duties as maybe necessary or incidental to the performance of his/her function may provide.

17.5 The Secretary to the Executive shall:

A. Prepare and file communications and documents of ASSOC Elections Committee

B. Record the proceedings of the meetings of the ASSOC Elections Committee

C. Be responsible for the safekeeping of the records and documents of the ASSOC Elections Committee.

D. Furnish copies of the minutes of the meetings to the members of ASSOC Elections Committee on the immediately succeeding meeting and provide copies of other records and documents as may be requested;

17.6 The Secretary to the Adjudicatory shall:

A. Receive and file complaints and other legal documents of the Adjudicatory Legal Division;

B. Prepare the Resolutions and Decisions of the Adjudicatory Board and Legal Division;

C. Prepare policies and memoranda of the Adjudicatory Board and Legal Division;

D. Present the filed complaints and other legal documents of the Adjudicatory Board and Legal Division to the ASSOC Elections CommitteeAdviser;

E. Perform such other functions as may be required by their office or as the Chairperson may assign.

F. Perform such other functions as may be required by their office or as Chairperson of the ASSOC Elections Committee.

G. Adopted and prevailing rules and by-laws of the Student’s Election Code shall be the by-laws of the ASSOC Elections Committee.

17.7 The Operations Officer shall:

A. Organize projects, events, and mandated activities of the ASSOC Elections Committee, such as preparing of project proposals, reservation of venues, and program flow; and

B. Perform such other functions as maybe required by their office or as the chairperson of the ASSOC Elections Committee may assign.

C. Have a maximum of 2 staff members to assist in the events and mandated activities of the committee.

17.8 The Legal Head shall:

A. Take on the role of Chair of the Legal Division;

B. Facilitate in the decision-making process regarding election controversies involving Executive Board candidates;

C. Recommend guidelines for the efficient conduct of elections; and

D. Perform such other functions as may be required by their office or as Chairperson of the ASSOC Elections Committee.

17.9 The Public Relations Officer shall:

A. Ensure the proper announcements of the ASSOC Elections Committee by means of publication materials and advertisements through the official social media accounts of the committee.

B. Plan and layout the design of the information paraphernalia;

C. Have a maximum of 2 staff members to assist in creating such paraphernalia; and

D. Perform such other functions as may be required by their office or as Chairperson of the ASSOC Elections Committee.

SECTION 18. The Asian Studies Executive Board shall:

i. establish guilds to cater members’ special interests and inclinations.

ii. establish the following guilds, but not limited to:’

a. Ars Oratoria

b. ASCoustics

c. AS Debate Chamber

d. AS Dragons

e. AS Gazette

f. AS Vision

g. Furasia

iii. Have a head, which shall act as the Guild Head. The Vice President Internal shall appoint the guild heads upon the approval of the Executive Board.

iv. Implement activities and projects for the society, provided a proposal is sent to the Vice President Internal upon approval.

v. Ensure that each member can join a maximum of three (3) guilds, provided they can exercise active participation to all affiliations.

SECTION 1. The Board of Representatives shall be composed of the Presidents of each class.

SECTION 2. The Board of Representatives shall:

i. Raise the concerns of their class to the Executive Board;

ii. Be the representatives of each block on terms of decision-making process concerning the society’s function, interests, and welfare on matters deemed necessary such as but not limited to:

A. Events, projects, and activities of the Society;

B. The implementation of this Articles of Association.

II. Be responsible for statutory construction of the University of Santo Tomas - Asian Studies Society-AB Articles of Association (UST-ASSOC-AB AOA);

SECTION 3. Each section shall send one representative to the Board of Representatives, elected by majority of the members of each class.

SECTION 4. The Board of Representatives shall elect from among themselves, a speaker, who shall call and preside overall its meetings and prepare the agenda for the same.

SECTION 5. The Board of Representatives shall be the sole interpreter of this Articles of Association. As such, it is the responsibility of the Board of Representatives, and no other entity, to interpret, clarify, and rectify inter alia any ambiguous provisions indicated in this Articles of Association, if so warranted. A two-thirds vote of all its members shall be required to declare an act as unconstitutional. The Board of Representatives shall release a Board Resolution for every interpreted, clarified, or rectified provisions in this Articles of Association that has been rendered ambiguous.

SECTION 1. University-wide Student Organization Adviser shall be appointed by the Director of the Office for Student Affairs. College-Based Student Organization Adviser shall be appointed by the Dean/Director of its Faculty/College/Institute/School.

SECTION 2. The Regent of the Faculty of Arts and Letters, University of Santo Tomas shall be the Spiritual Leader of the Asian Studies Society.

SECTION 3. The lay adviser shall be the coordinator of the program.

SECTION 1. DURATION. The length of term that a particular fund will run in the organization or the process of carrying over a particular amount to the next financial term.

SECTION 2. AUTHORITY. Shall contain the list of authorities that must sign every report or document related to financial management.

SECTION 3. REPORTS. Shall contain the terms by which an organization should submit or declare its cash flows/financial report.

3.1 Classification. Shall contain the types of fund that the organization has.

3.2 Fund Raising. Shall contain the manner and means of fund raising.

3.3 Bank Account. Shall declare that amounts of money are in custody of a bank.

SECTION 4. The source of funds of the Asian Studies Society seeks to provide orientation on Asian culture and to promote consciousness among the students of the Asian Studies Society, Faculty of Arts and Letters, University of Santo Tomas. This includes, but not limited to:

i. Student Activity Funds (SAF)

ii. Membership Fee

a. The said membership fee must not exceed Php 250.

iii. Sponsorships

iv. Merchandises

SECTION 5. All reports or documents related to financial management shall be signed by the ASSOC Treasurer and Auditor – in their absence, the ASSOC Officers-in-Charge. The reports and documents shall also be undersigned by the Adviser, Student Welfare Development Board (SWDB), Dean, and Faculty Regent.

SECTION 6. The ASSOC Office of Finance i.e. Treasurer and Auditor, shall submit and/or declare the following documents to the necessary offices:

a. Budget Report before every event;

b. Liquidation report and reimbursement report after every event

c. Financial report at the end of the academic year.

SECTION 7. The Asian Studies Society’s funds shall be comprised of the following:

a. Organization Fund or Beginning Balance

b. Registration Fees and Collections

c. Subsidies (SAF, community development fund, athletic fund, amongst others

d. Cash Sponsorships and Solicitations

e. Interest Income

SECTION 8. The ASSOC Office of Finance shall open an account in Security bank, in which:

a. The bank account must be handled by both the ASSOC Treasurer and Auditor;

b. The ASSOC Treasurer and Auditor are the only ones who have access to the

organization’s bank account;

c. Only the ASSOC Treasurer and Auditor are allowed to deposit and withdraw to funds to and from the account;

d. In the absence of the Treasurer and Auditor due to vacancy, impeachment, and other valid reasons, the account will be handled and managed by the ASSOC officers-in-charge.

SECTION 1. Any proposal for amendment to or revision of this Articles of Association can come from the Executive Board or from any other member of the society.

SECTION 2. Any amendment or revision of this Articles of Association shall be valid when ratified by a two-thirds affirmative votes casted by the Board of Representatives

SECTION 3. Any proposed amendment / revision to this Articles of Association shall be submitted to the Director of the Office for Student Affairs (OSA Director) for his/her approval

SECTION 4. No part of this Articles of Association shall be repealed, amended, or revised within the next five Academic Years, unless the need for such repeal, amendment, or revision is favored unanimously by the Board of Representatives.

SECTION 5. Upon approval of the proposed amendments/ revision by the OSA Director, it shall be submitted to the General Assembly for ratification by a vote of the majority of all the members of the General Assembly.

SECTION 1. This Articles of Association shall take effect immediately upon ratification and approval by the UST Office of Student Affairs.

SECTION 1. SEPARABILITY CLAUSE. If any part hereof is held invalid, the remainder of this Articles of Association not otherwise affected shall remain in full force and effect.

i. Invalidity of certain provisions can be declared if certain provisions impede the usual functions of the organization.

ii. Declaration of invalidity shall only be limited into individual provisions.

iii. The Executive Board shall furnish the declaration and the invalidity should not deem permanent.

SECTION 2. For Academic Year 2020-2021, the Chairperson of the ASSOC Elections Committee shall be appointed by the current Board of Representatives through two-thirds affirmative votes.

SECTION 3. In circumstances such as, but not limited to, a global pandemic and a natural calamity, where elections are postponed indefinitely, the current Executive Board will serve as Interim officers until the next elections where a new set of officers are elected.

Wherefore, we resolved to approved the UST ASIAN STUDIES SOCIETY-AB Articles of Association and submit the same to the Director of the Office for Student Affairs for approval and the General Assembly for its ratification.

EXECUTIVE BOARD

[sgd]
JOHANNES ADRIAN D. DE GUIA
President, UST Asian Studies Society-AB, 2022-2023

[sgd]
JOSHUA YMAN R. PEÑALES
Vice President for External Affairs, UST Asian Studies Society-AB, 2022-2023

[sgd]
MARY CARL P. BUASEN
Vice President for Internal Affairs, UST Asian Studies Society-AB, 2022-2023

[sgd]
GABRIEL EMMANUEL D. GABRILLO
Secretary, UST Asian Studies Society-AB, 2022-2023

BOARD OF REPRESENTATIVES

[sgd]
ALYSSA BEATRICE M. NICOLAS
1ASN1 President, UST Asian Studies Society-AB, 2022-2023

[sgd]
KYLE ANGELO M. PEIG
1ASN2 President, UST Asian Studies Society-AB, 2022-2023

[sgd]
SOFIA JORDAN S. HUBILLA
2ASN1 President, UST Asian Studies Society-AB, 2022-2023

[sgd]
RAEZA NATHALIE JACOB
2ASN2 President, UST Asian Studies Society-AB, 2022-2023

[sgd]
CHELSEA MARI R. LIVIOKO
3ASN1 President, UST Asian Studies Society-AB, 2022-2023

[sgd]
CHARLES PHILIP P. PEDRO
3ASN2 President, UST Asian Studies Society-AB, 2022-2023

[sgd]
BEATRIX ROSE R. DE VERA
4ASN2 President, UST Asian Studies Society-AB, 2022-2023

[sgd]
KHATE NICHOLE M. JACOBA
4ASN1 President and BOR Speaker, UST Asian Studies Society-AB, 2022-2023

DONE IN THE UNIVERSITY OF SANTO TOMAS, PHILIPPINES, ON AUGUST 31, 2022

ATTESTED BY:

[sgd]
MR. JONATHAN ELI A. LIBUT, MSc
Adviser, UST Asian Studies Society-AB
A.Y. 2022-2023

WITNESSED BY:

[sgd]
JULIA VANESSA D. ORILLAZA
Chairperson, UST ASSOC-AB ELECOM, 2022-2023

CERTIFIED BY:

[sgd]
FRANZ ANGELO SORIANO
Chairperson, AB COMELEC, 2022-2023