• CKYC House Association Bylaws

Article I – Name

The name of this organization is the University of Macau Choi Kai Yau College (CKYC) House Association, hereinafter referred to as HA.

Article II – Purpose

To further the mission of the University of Macau Residential College System, and to promote the goals of CKYC – the College Tripod. Advance the living and learning goals of RC, promote peer education, the Five Competencies, collaboration with other RCs, and interacts with the Committee on Inter-College Activities (CICA).

In particular, to foster, encourage, and promote a strong spirit of leadership and citizenship; to provide a safe and positive cultural, educational, and social atmosphere; to encourage participation in extracurricular activities, aid the College administration in improving living conditions, and to repre-sent the residents of CKYC. The duties of HA are as follows:

1. To serve as a community-wide voice for all CKYC students.
2. To represent the best interest of the residents of CKYC to the University administration, and to the UM community as a whole.
3. To act as a liaison between the College administration and the residents for the enhancement of CKYC.
4. To aid the College administration – the Master, the Academic Staff, and the General Office – in the formulation, review, and maintenance of College housing policies and procedures.
5. To co-ordinate the work of the five Working Groups of the College.
6. To improve the quality of life for all CKYC members.
7. To create unity among members and to provide social, cultural, and intellectual development for them.
8. To develop leadership skills necessary for the future of CKYC and CKYC student organizations.

Article III – Membership

All students living in CKYC as well as all students in the 4-in1 Education Model who had moved out of the College shall be considered members of HA. All members will receive equal representa-tion, but only those who are resident can hold office.

Article IV – HA Executive Board

A. The HA Executive Board shall consist of eight (8) Executive Board Members. The Board shall meet at least once a month and a simple majority of its members shall constitute a quorum. Making up the officers of the HA, their membership is as follows:

1. President, Vice President, Secretary, and five (5) Working Group Chairs. The five (5) Working Groups include: the Sport and Health Group, the Student Activities Group, the Communication Group, the Arts and Culture Group, and the Community Service Group.

a. The President, Vice President, and Secretary shall begin service in the first instance after the election. Their term shall commence on May 1 every year but under special circumstances, the Election Committee shall decide another appointment period for the HA group to begin their service;
b. The Working Group Chairs’ service shall begin after they are elected and shall commence on May 1 each year or appointed in the period as suggested by the Leaders Interview Board.

2. All Officers shall:

a. Live in CKYC during their term of service;
b. Co-ordinate and organize events and activities for the whole College;
c. Have the right to vote on any motion or action item on Executive Board Meetings;
d. Attend all required HA Executive Board meetings, activities, events, programs, and leadership training sessions before or during the academic year;
e. Be full-time students at University of Macau and maintain a cumulative GPA of 2.0 or higher;
f. Hold elections each April for the next Executive Board whose members shall assume office on the following May 1;
g. Attend HA leadership training program organized by the College (normally twice a year);
h. Not be re-elected for the same position for more than two consecutive terms;
i. Not allow to hold for second leadership position in RC or University unless approval is obtained from College Master;
j. Additional duties as assigned.

B. The Executive Board shall have a College Advisor who shall normally be the Associate Master and Chief of Students.

Continued on Next Page

Article IV – HA Executive Board (Cont’d)

C. The President’s Duties

The President shall:
1. Be an elected member of the Executive Board;
2. Preside over all Executive Board meetings;
3. Maintain contact with key administrators of the College vital to the interests of its members;
4. Co-ordinate and organize events and activities for the whole College;
5. Attend HA related activities;
6. Assist in the Year One Student Orientation, reception of new residents, High Table Dinners, and the like;
7. Represent the CKYC community to campus student organizations, community groups, local businesses, and other organizations or affiliated groups;
8. Serve as the chief administrator and executive of all Association functions. She or he shall oversee and coordinate the day to day operations and activities of the Association. The President shall see to it that all measures adopted by the Association Board are carried out and enforced;
9. Be the chief representative and liaison between the Association and others within CKYC, the University and outside. Work with the Associate Master and Chief of Students to develop goals for the Executive Board. Work with the Associate Master and Chief of Students to maintain the HA budget;
10. Submit a Mid Semester Report in the fall semester and an End of the Semester Report in the fall semester to the Associate Master and Chief of Students for publishing to the entire College. The report shall include a financial statement, a description of the activities in the preceding period, events and programs, any Constitutional changes, any changes to the Executive Board, and the number of residents in attendance of all HA events throughout the past semester. The previous reports for the fall semester should be consolidated with that of the spring semester to form an annual report. The report must be submitted to the Associate Master and Chief of Students by the 31st of May each year;
11. Assist in the preparation of training for all incoming Executive Board Members;
12. Along with the Vice President, meet biweekly with the Associate Master and Chief of Stu-dents;
13. Have the power to call special meetings of the House Association in general;
14. As the Association’s chief executive, the President shall be accountable to the HA Board and to the members of the Association for all actions carried out in her/his official capacity.
15. As the Association’s chief executive, the President shall be responsible for organizing graduation ceremony of the CKYC.

Continued on Next Page

Article IV – HA Executive Board (Cont’d)

D. The Vice President’s Duties

The Vice President shall:
1. Be an elected member of the Executive Board;
2. Serve as President in the event of the president’s absence or incapacitation;
3. Maintain contact with key College administrators vital to the interests of its members;
4. In conjunction with the President, co-ordinate and organize events and activities for the whole College;
5. Attend HA related activities;
6. Assist in the facilitation of Year One Student Orientation, reception of in-coming students, High Table Dinners, and the like;
7. Call attendance at each meeting and take the roll calls and count votes;
8. Shall be responsible for HA calendar of events;
9. Work with the Associate Master and Chief of Students to develop goals for the Executive Board;
10. Work with the Associate Master and Chief of Students to maintain the HA budget.
11. Submit a Mid Semester Report in the fall semester and an End of the Semester Report in the fall semester to the Associate Master and Chief of Students for publishing to the entire College. The report shall include a financial statement, a description of the activities in the preceding period, events and programs, any Constitutional changes, any changes to the Executive Board, and the number of residents in attendance of all HA events throughout the past semester. The previous reports for the fall semester should be consolidated with that of the spring semester to form an annual report. The report must be submitted to the Associate Master and Chief of Students by the 31st of May each year;
12. Assist in the preparation of training for new, incoming Executive Board Members;
13. Along with the President, meet biweekly with the Associate Master and Chief of Students.

Continued on Next Page

Article IV – HA Executive Board (Cont’d)

E. The Secretary-Treasurer’s Duties

The Secretary-Treasurer shall:
1. Be an elected member of the Executive Board;
2. Prepare agendas for HA Executive meetings;
3. Maintain, distribute, and post minutes for HA Executive meetings;
4. Keep a roster of all HA Executive Board Officers, Working Groups Executive Officers and members, and Student Clubs Officers and members;
5. Keep accurate and up-to-date records of the status of each of the HA accounts;
6. Present a Treasurer’s report to the Executive Board twice a semester and have them available for all members of the College;
7. Serve as a financial advisor to the Executive Board;
8. Be responsible for the establishment and enforcement of HA’s financial policies;
9. Be responsible for preparing HA’s annual budget, to be approved by the Executive Board;
10. Order supplies and equipment and process purchase requests;
11. In conjunction with the President and the Vice-President, co-ordinate and organize events and activities for the whole College;
12. Attend HA related activities;
13. Assist in the facilitation of Freshmen Orientation, reception, High Table Dinners, and the like;
14. Work with the Associate Master and Chief of Students to develop goals for the Executive Board;
15. Work with the Associate Master and Chief of Students to maintain the HA budget;
16. Assist in the preparation of training for all new, incoming Executive Board Members;
17. Meet biweekly with the Associate Master and Chief of Students.

Continued on Next Page

Article IV – HA Executive Board (Cont’d)

F. Working Group Chairs’ Duties

The Working Group Chairs shall:
1. Be an elected member of the Executive Board;
2. Attend HA Executive Board Meetings;
3. Serve as the liaison between committees, student clubs, and HA;
4. Liaise with all student clubs and committees under its specialized area;
5. Oversee the recruitment of the Working Group members;
6. Preside over all its respective Working Group meetings;
7. Prepare agendas for its respective Working Group meetings;
8. Co-ordinate and organize events and activities in its specialized areas for the whole College;
9. Attend HA related activities;
10. Assist in the Year One Student Orientation, reception of new, incoming students, High Table Dinners, and the like;
11. Represent the CKYC community to campus student organizations, community groups, local businesses, and other organizations or affiliated groups that are related to its specialized are-as;
12. Appoint a temporary officer if any position becomes vacant. The appointed individual shall serve until a new officer is selected to fill the position by the Working Group committee;
13. Work with the Associate Master and the Resident Fellow(s) to develop goals for the Working Group;
14. Work with the Associate Master and the Resident Fellow(s) to maintain the Working Group budget;
15. Submit a Mid Semester Report in the fall semester and an End of the Semester Report in the fall semester to the Associate Master and Chief of Students for publishing to the entire College. The report shall include a financial statement, a description of the activities in the pre-ceding period, events and programs, any Constitutional changes, any changes to the Executive Board, and the number of residents in attendance of all HA events throughout the past semester. The previous reports for the fall semester should be consolidated with that of the spring semester to form an annual report. The report must be submitted to the Associate Master and Chief of Students by the 31st of May each year;
16. Assist in the preparation of training for all Working Group Members;
17. Meet biweekly with the Associate Master and Resident Fellow(s).

Continued on Next Page

Article IV – HA Executive Board (Cont’d)

G. General Meetings

1. Annual General Meetings

The business of the Annual General Meeting shall include the following:

a. Receive and adopt the minutes of the previous Annual General Meeting and the minutes of all subsequent Extraordinary Meeting;
b. Receive and adopt the annual activities plan;
c. Introduce the group leaders to the all members;
d. Present and promote the policies of CKYC such as operation affairs, Code of Conduct of CKYC, etc., if any.
e. Collect suggestions and recommendations from All Members, if any.

2. Regular Meetings

a. Members of the regular meeting consist of the HA executive members, working group leaders and/or the invited Members.
b. Regular Meeting shall be held every two weeks. The first meeting shall take place within four weeks after the Election Day.

Continued on Next Page

Article IV – HA Executive Board (Cont’d)

H. Resignation

1. Any member of HA may resign from his/her position as long as a formal letter of resignation is presented to their HA Executive Board and the Associate Master and Chief of Students two weeks in advance.
2. Should an HA Executive, other than the President, resign his/her position, the resignation shall be announced; nominations for the vacant position shall occur throughout the week; and hustings and elections shall take place the week following.
3. Should the President resign, the Vice-President shall become the new President, and a new Vice- President will be appointed by the Election Commission.
4. Other than the above situation, should a voting member resign from HA, it is the responsibility of the Election Commission to decide the method to refill the vacancy.
5. The HA subsidy is on a pro-rata basis according to the time of resignation if a HA Executive resigns his/her position before the academic year ends.

I. Removal of Officers

1. All officers are subject to removal upon gross neglect of responsibilities or willful acts against the purpose and intent of the Bylaws. Removal for failure to carry out the duties of office may occur by a 2/3 vote of the remaining Executive Board Members. No-confidence motion can also be proposed to any members of the Board. If this situation happens, members need to demonstrate a good reconciliation process with attempts to solve the differences and conflict.
2. If there is a concern that an officer is not fulfilling his/her duties, the following will occur:
a. The officer will be asked to meet with the remaining officers and the Associate Master and Chief of Students to discuss the areas of deficiency. If the officer does not attend this meeting, it will be considered the member wants to vacate the position.
b. If the officer is unable to continue in his/her position, the officer will be placed on probation and a contract will be created with additional expectations for the officer to complete in order to regain good standing.
3. In exceptional circumstances, when an officer is judged to be incompetent, negligent, or in violation of these Bylaws or University Policy, he/she will be removed from his/her position by the Master. The position will be handled as a vacancy and no letter of resignation, or a vote for his/her removal by the HA Executive Board will be required.
4. The HA subsidy is on a pro-rata basis according to the time of resignation if a HA Executive resigns his/her position before the academic year ends.

Article V – Amendments

A. These Bylaws may be amended by 6 out of 8 votes of the HA Executive Board Members in any two consecutive meetings.

B. Amendments to these Bylaws must be submitted to the College Master for approval.