Organization Structure and Responsibilities

for AIT-Myanmar Family (AIT-MF) Asian Institute of Technology

TT'AHIJ}P
Dr. Than Lin Advisor AIT.MF
Advisor

Mr. Salai Myo Min Latt AIT.MF

Advisor AIT-MF

President

ATT.MF Executive Committee Members

AIT-MF

Mr. Sai Hnin Aung (Chairpersorq AIT-MF Buddhist Association)

Ms. Khaing Thwe Oo (Co-chairperson, AIT-MF Buddhist Association)

Ms. May Oo Htet (freasurer, AIT-MF)

Ms. May ThatZin(General Secretary-l of SEI AIT-MF)

&

16

Mr. Ko Ko Naing (Generat Srcretary-2 of SET, AIT-MF)

Ms. Ainzali Kyaw Soe (General Secretary-l of SERD, AIT-MF)

d-r

Ms. Hnin Shwe Zin Hlaing (General Secretary-2 of SERD, AIT-MF)

Ms. Yin Yin Aung (General Secretary-l of MBA' Aff-MF)

Mr.

Sai Nay Shine (General Secr*ary-2 of

MBd AIT-MF)

Mr.Zay Yar Myint

(General Secretary-l of UG, AIT-MF)

Ms. Khaing Thandar Hnin (General Secretary-2 of UG, AIT-MF)

Mr. Aung Phonn Kyaw (Chairperson of Cultural Community, AIT-MF)

II

Table of Contents
Article
ARTICLE I ARTICLE II ARTICLE III ARTICLE IV ARTICLE V ARTICLE VI ARTICLE VII ARTICLE VIII NAME AND LOGO OBJECTIVES MEMBERSHIP AIT-MF EXECUTIVE COMMITTEE MEMBER FINANCE VOTING OFFICIAL COMMUNICATION WEB AMENDMENT

Title

Page
1 2 2 2 6 6 7 7

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ARTICLE I NAME AND LOGO 1.1 The organization shall be called Asian Institute of Technology Myanmar Family, hereinafter referred to as AIT-MF 1. The name of the organization is represented the meaning which is the organization of Myanmar students and staffs/faculties of AIT to take part the social, traditional and cultural activities like a family with excellent relationship among members. The logo of the organization will be as follows;

1.2

During the January 2013 semester, the name of the AIT-Myanmar community was decided by voting system and suggestions of all of the members from this community, students (both new and already graduated) and stuffs. This issue was done and approved as AIT-Myanmar Family (AIT-MF).

ARTICLE II OBJECTIVES The objectives of AIT-MF shall be: 2.1 To organize the Myanmar students ceremonies, traditional festivals and religious activities in AIT such as welcome ceremony, graduation ceremony, sports, culture show, Thinggyan festival, Thatinkyut festival, countrys represented activities in SU etc. To take all necessary actions to safeguard the rights and privileges of its members. To share gender equality among students and the community. To ensure views and opinions of the members are effectively well organize for the aforementioned activities in Article 2.1. To promote the well being and friendship among its member by developing social activities.

2.2 2.3 2.4

2.5

ARTICLE III MEMBERSHIP 3.1 All Bridging, Diploma, Under-Graduate, Master and Doctoral Myanmar students of the AIT shall be member of AIT-MF which is also not limited to the students who are graduated and leave from AIT. All Myanmar staffs and faculties in AIT who are currently working or resigned after worked in AIT. For those who are covered by both Article 3.1 and 3.2 have voting rights.

3.2

3.3

ARTICLE IV AIT-MF EXECUTIVE COMMITTEE MEMBER 4.1 The AIT-MF committee shall be composed of the following: the Advisor of AIT-MF the President of AIT-MF the Buddhist Association Chairperson of AIT-MF the Treasurer of AIT-MF the General Secretaries of each main school that is SET, SERD, SOM and UG the Representative of staffs/faculties (Optional) the Cultural Community Chairperson of AIT-MF the Sport Community Chairperson of AIT-MF

4.2

Organization Chart Advisers

President

Chairperson Buddhist Association Co-chairperson Buddhist Association

Treasurer

Representative of Staffs/Faculties

Co-treasurer

General Secretary -1 (SET) General Secretary-2 (SET) 4.3

General Secretary-1 (SERD) General Secretary-2 (SERD)

General Secretary-1 (SOM) General Secretary-2 (SOM)

General Secretary-1 (UG) General Secretary-2 (UG)

Chairperson Cultural Community Co-chairperson Cultural Community

Chairperson Sport Community Co-chairperson Sport Community

The Advisors of AIT-MF The advisors of EC committee 2 shall be Senior Staff/Faculty who is currently working in AIT, Former President of AIT-MF and the Invited Person.

4.3.1

The Clarification among Different Types of Adviser (a) Senior Staff/Faculty He/she shall be the one who are currently working in AIT. The high experience and high position person who is likely to have long-term relationship with AIT shall be selected for this position. There will be only one person for this position. He/she will be replaced if he/she resigns from AIT or is permanently away from AIT. (b) Former President of AIT-MF The students who designated as the president of AIT-MF in the previous semesters are included. He/she shall be the one who is currently studying in AIT. One or more persons will be designated for this position as long as they are studying at AIT. He/she will be enlisted from committee member after he/she is graduated from AIT.

EC committee members represent for all the members in EC committee which is not limited to president and other committee members.

(c) The Invited Person The Invited Person means the person who is specially invited by current president 3 of AITMF to take his/her suggestion due to his/her experience and knowledge on the AIT-MFs activities. The invited person is intended to designate as advisor only for the semester that is invited. It is only an optional position depending on the needs from the committee. 4.3.1 Duties and Responsibilities The role of the adviser is to give advice and necessary support to the EC committee to guide upon the activities of AIT-MF. He/she is not related to manage finance and activities of AITMF. He/she is also not related to the conflicts and problems due to AIT-MF actions. 4.4 The President of AIT-MF The president of AIT-MF shall be the one who is selected from three general secretaries (SET, SERD and SOM) of previous EC committee. The president shall be selected by voting system. The eligible persons for voting shall be the current students. The president shall be the one who has already studied in AIT for at least one semester. The president is responsible to attend the General Assembly (GA) meeting that managed by Student Union (SU). For the other activities that have to work with SU, the president shall attend by himself or can assign the respective person. The president has right to give appreciation certificates or presents which is not more than 1,000 Baht of total cost to the honourable persons such as special donators, organizers of the activities and the persons who help to develop the external relationship of AIT-MF. There will be only one president for one semester. He/she will be assigned as president for one semester only. 4.4.1 Duties and Responsibilities The president is responsible to organize all the activities of AIT-MF which are not limited to financial matter, activities arrangement, activities celebration date etc . The president is only the one who can make decision upon the activities of AIT-MF. 4.5 The Buddhist Association Chairperson The chairperson for this position will be selected by voting system among students. There will be one or two persons for this position depending on the needs, namely, chairperson and cochairperson. The chairperson shall be the senior EC member and co-chairperson will be newly selected person in that semester. He/she shall be the person whose religion is Buddhist. 4.5.1 Duties and Responsibilities The Buddhist association chairperson is responsible to manage all the Buddhists religious activities of AIT-MF. He/she also has the right to make decision on financial usage on the religious activities and donation activities of AIT-MF Buddhist Association. He/she is also responsible to communicate and manage the activities which are carried out by AIT International Buddhist Association. If it is required to represent as Chairperson of AIT International Buddhist Association, he/she has to manage for this position also.

Current president means the person who is assigned as president in that semester.

4.6

The Treasurer The treasurer shall be selected by voting system among students. There will be one or two persons for this position depending on the needs, namely, treasurer and co-treasurer. The treasurer shall be the senior EC member and co-treasurer will be newly selected person in that semester.

4.6.1

Duties and Responsibilities The treasurer is responsible to manage the bank account of AIT-MF. He/she has the right to check the financial usage of AIT-MF to avoid from dishonest or misuse by EC committee members. The treasurer shall record all the financial usage of AIT-MF. The lost or miscalculation of funds of AIT-MF will have to take responsible by treasure.

4.7

The General Secretaries The general secretaries for each school (SET, SERD, SOM and UG) shall be selected by voting system among students of those schools only (Example: for the general secretaries of SET, the students from SET only have the right to vote for it). There will be one or two persons for this position of each school depending on the needs, namely, general secretary-1 and general secretary-2. The general secretary-1 shall be the senior EC member and general secretary-2 will be newly selected person in that semester.

4.7.1

Duties and Responsibilities The general secretaries are responsible to collect funds from the students of each respective school. All of them also have equal responsible to collect funds from the staffs/faculties. The general secretaries have to manage to organize the required volunteers from their respective school for the AIT-MFs activities.

4.8

The Representative of staffs/faculties Basically, the person in the article in 4.2.1 (a) is the representative of the staffs and he/she shall distribute important information and activities of AIT-MF among AITs staffs. However, this position shall be by assigned to one of the staffs if it is necessary. This is only optional position by EC committee member.

4.9

The Cultural Community Chairperson The chairperson shall be selected by voting system among students. There will be one or two persons for this position depending on the needs, namely, chairperson and co-chairperson. The chairperson shall be the senior EC member and co-chairperson will be newly selected person in that semester.

4.9.1

Duties and Responsibilities He/she is responsible to manage all the cultural activities related to AIT-MF. He/she may be required to attend the meeting for culture show that mange by SU. However, the designation for this activity is depended on the decision of the president of AIT-MF. He/she is responsible to recruit require participates for the cultural activities.

4.10

The Sport Community Chairperson The chairperson shall be selected by voting system among students. There will be one or two persons for this position depending on the needs, namely, chairperson and co-chairperson. The chairperson shall be the senior EC member and co-chairperson will be newly selected person in that semester.

4.10.1 Duties and Responsibilities He/she is responsible to manage all the sport activities related to AIT-MF. He/she is also responsible to recruit require participates for the sport activities. Election of Committee Members The election of new president shall be done in last activities of AIT-MF in that semester. The election of new committee members shall be done in welcome ceremony of next semester and the new members shall be from the new students. The new members have the right to select from the senior students if the number of new students is less than 10 students. In this case, the senior students who are selected as new members should have minimum of two expected semesters to continue in AIT. The election shall be done by respective voting system. The election shall be announced officially before the ceremony. If there is any person who is resigned from the committee during the semester, the committee members are right to replace new member without official voting to public.

4.11

ARTICLE V FINANCE 5.1 The funds of AIT-MF shall be collected from all of the AIT-MF members who are currently studying or working in AIT. The fees for the funds shall be decided by EC committee of that semester. The acceptance upon the donation or funds from external association or person shall be decided by president of that semester. The extra funds from the current semester should be kept as reserve for the next semester that is the total balance after the semester shall be carried forward to next semester. The reserve funds are right to use if necessary. The donation to other external activities from AIT-MFs budget shall be decided by voting system among all the students (not for AIT-MFs Buddhist Association). There shall be separate bank account for AIT-MF and AIT-MFs Buddhist Association. The AIT-MFs bank account shall be managed by Treasurer and AIT-MFs Buddhist Association bank account shall be managed by AIT-MFs Buddhist Association Chairperson.

5.2 5.3

5.4

5.5

5.6

ARTICLE VI VOTING 6.1 The election for all the new committee members shall be decided by voting system. The election voting for new presidents and new committee member under article VI shall be done by only the students currently studying in AIT. The graduated students and staffs/faculties are not allowed for this voting. The current students and staffs/faculties at AIT are eligible for voting upon the activities of current semester announced by AIT-MF EC committee. The graduated students and resigned staffs are not allowed for this voting.

6.2

6.3

There shall be announced officially for the decision by voting for the important activities that are related to all members of AIT-MF. (Example: renaming of AIT-MF, donation or supporting activities to external association and activities by the name of AITs students etc.) All the members of AIT-MF are allowed to vote for Article 6.3.

6.4

ARTICLE VII OFFICIAL COMMUNICATION WEB 7.1 The Facebook Communication Page named as AIT-Myanmar Family shall be used as official communication web. The discussion and making decision in other named communication web will not be acknowledged as official. The voting shall be announce in the communication web in Article 7.1 or the voting can be done during ceremony if the activity is related to current students only. The admin of Article 7.1 shall be the current EC member only.

7.2

7.3

ARTICLE VIII AMENDMENT 8.1 The Organization Structure and Responsibilities should be reviewed annually per semester and it is right to amend if there is necessary strong reason. The constitution can be revised or modified as per following two steps: Step 1 The permission from the advisors and current president shall be taken if there is any strong reasons. Step 2 The amendments shall be done by the discussion and agreement among EC members. Voting shall be done for the decision among EC members. 8.2 The amended revision shall be approved by EC members and announced officially.