New Student Organization Application For Recognition

NOTE: This form is only to be completed by those who have attended a
NEW STUDENT ORGANIZATION WORKSHOP.
For more information, please call: (313) 577-1010
This form must be Typed!

Name of Organization
The name of this organization shall be the Sri Lankan Student Association – Wayne State University, herein referred to as " SLSA-WSU".

Date Submitted 07 / 24 / 2006

List the goals and purposes of the organization:
To officially represent the Sri Lankan student community at the Wayne State University.
To assist new students in adapting to new environment.
To provide opportunities for Sri Lankan students to "give back" to their communities in Sri Lanka through service.
To encourage its members to participate fully in activities sponsored and co-sponsored by SLSA-WSU.

Statement of how the group intends to carry out these goals and purposes at Wayne State University:
Participate in all applicable events organized by Wayne State University as the official representative for Sri Lankan student community.
Organize events and activities such as social, cultural, educational etc. that will provide opportunities for SLSA-WSU members to actively engage with other communities within and outside the Wayne State University.
Provide prior information and facilitate new incoming Sri Lankan students of the Wayne State University to settle down.
Educate prospective Sri Lankan students about the opportunities of pursuing undergraduate and graduate studies at WSU.
Organize activities such as scholarship programs, pen pals, technology transfer, etc. to support identified communities in Sri Lanka as the official body of the Sri Lankan community at WSU.
Is your organization an affiliate with any national, regional, or local organization?
______ YES
___√___ NO
PLEASE NOTE: At such time as the purpose or regulations of any national, regional or local groups conflict with the policies of Wayne State University, the latter will prevail.

Requirements for membership:
Any student who has been admitted and is currently enrolled in accordance with the Wayne State University regulations shall be eligible for membership of the organization.
Any faculty or staff member of Wayne State University can be an affiliate member.
Spouse of WSU Sri Lankan student who has been admitted and is currently enrolled at the Wayne State University, faculty, and staff shall be eligible for affiliate membership of the organization. (Note: limited to twenty percent of total membership). If twenty percent limit is not exceeded, children of the members (over 15 years) are enrolled as members.
Spouse, children (over 15 years) of Wayne State University faculty or staff members and WSU-Alumni can be affiliate members.
Membership fee is US$ 5.00 per semester.
To be an active member, there must be at least fifty percent attendance for scheduled meetings during an academic year.

PLEASE NOTE: ALL FULL MEMBERS MUST BE REGISTERED STUDENTS OF WAYNE STATE UNIVERSITY
(20% can be non-registered affiliates who have no voting rights, but can participate in the group activities.)

Officers and their duties (Do not list individual's names)
The officers of the SLSA-WSU shall be: President, Vice-Presidents, Secretary, Treasurer, Committee Members, and Faculty Advisors. Except the Faculty Advisors, all other officers shall hold their positions only for one full academic year. The same member should not be elected as the President for two consecutive years. However, the officers can be elected to any other position in coming years, but to the same position.

The President is responsible for the proper conduct of all of the association's activities and meetings. The President is responsible for informing the membership of general, emergency and special meetings.
The Vice-President shall assist the president's duties in the latter's absence. The Vice-President will be an ex-officio member of all committees.
The Secretary is responsible for maintaining all records, preparing a written report of each meeting, and handling all the written correspondences. The Secretary shall perform other such related duties that the President may delegate.
The Treasurer is responsible for maintaining all financial records, for the proper handling and accounting of all funds, for the preparation of a budget, and for the preparation of the annual budget and financial statements. The Treasurer shall perform other related duties (such as separate budget preparation and financial coordination) that the President may delegate.
The Management Committee Members: Other than the office bearers, maximum of six members shall be selected at the Annual General Meeting as follows. Five members representing each of the five years of the graduate students, and other one representing the undergraduate students. One member from the affiliate members shall be elected for the committee but that member has no legal right to dealing with Wayne state University or Represent Sri Lankan student Association for the Wayne State University. Committee members are responsible for planning and assisting the association's activities. The Committee Members shall perform other such related duties that the President may delegate. At least 51 percent of the total membership of the management committee must be present for any decision making meeting. The approval of 2/3 of the attendees is required for the adoption of any such decision.
The Faculty Advisors shall serve the association in an advisory capacity consistent with all rules and regulations of Wayne State University. The faculty advisors may represent the organization officially to the Wayne State University but they have no voting rights.
The Order of Succession of office bearers is, the president, vice president, secretary, treasurer, committee members.
PLEASE NOTE: ONLY CURRENTLY ENROLLED WAYNE STATE UNIVERSITY STUDENT ARE ELIGIBLE TO BE OFFICERS

Eligibility requirements or qualifications necessary to run for office
The President of the SLSA-WSU shall be a member of the Association who has completed at least one full academic year as an officer of the SLSA-WSU but not as the President of the previous year.
The Vice President of SLSA-WSU shall be a member of the Association who has been an active member for at least one full academic year.
The Secretary of SLSA-WSU shall be a member of the Association who has been an active member for at least one full academic year.
The Treasurer of SLSA-WSU shall be a member of the Association who has been an active member for at least one full academic year.
The Committee Members of SLSA-WSU shall be members of the Association.
The Faculty Advisors of SLSA-WSU shall be affiliate members of the Association. Number of faculty advisors must be decided at the Annual General Meeting and should not exceed three.

Method of nominating and electing new officers
Any SLSA – WSU member has the right to nominate officers of SLSA-WSU but can only suggest two names maximum, if seconded and approved.
When there are two or more names suggested for the same position, before an election, the President or one of the faculty Advisors should announce a short period of time where one of the nominees could self withdraw his/her name from the election.
When there are two or more suggested names for the same position, the President or one of the Faculty Advisors should conduct an election where voters vote secretly. Majority of votes is needed to win. If equal number of votes for to or more contesters, toss-up or lottery method has to be used.
Officers shall be elected at the Annual General Meeting with at least 51% participation of the total membership. Each officer shall hold the office for a period of one full academic year or until he/she resigns or removed or disqualified for the membership, or until his or her successor shall be elected and qualified, whichever occurs first.
The committee member from the first year graduate students shall be selected at their welcome meeting.
If two or more members have equal number of votes, any of the Management committee members can handle a toss-up for the final selection.

Method of replacing officers during their term of office
Any officer may be removed by the decision of two-third of the attendees at a special meeting with at least 51% participation of the total membership, notified to all the membership ten days in advance either by the Secretary with the President, Secretary with Faculty Advisors or the President with Faculty Advisors. A secret ballet has to be conducted.
Any officer may be removed upon finding his/her violation of the constitution of SLSA-WSU or finding guilty for a particular misconduct by the Wayne State University officials.
Any officer may be removed due to his/her failure to attend three consecutive meetings without notice, or four consecutive meetings for whatever reasons. Valid medical reasons and any other exception have to be approved by the management committee.

Time of year for electing new officers
The election of members shall be done during the month of June.

Number of members and officers necessary to constitute a quorum in order to conduct legal membership meetings, committee meetings, etc. (List as a percentage (%) for members and officers)
At least 40% of the total members must be present to conduct a legal membership meeting and about 75% of the officers are expected to be present for committee meetings.
Quorums of 51% of the SLSA-WSU members are required in order to conduct any type of SLSA-WSU business where voting is involved.
Method of conducting meetings (Robert's Rules of Order or other established methods)
First, the presiding officer should briefly review the agenda and explain the goals and objectives of the meeting.
Then the Secretary should present the minutes of the previous meeting, reports of boards and standing committees, and reports of special committees.
The President or his representative might suggest that comments are welcome from the group and actually ask members to share their views.
Any member, except the presiding officer, may propose a motion. Motion should be stated in as concise manner as possible and needs to be seconded by another member.
Presiding officer states the motion to the assembly. Members may discuss the motion, if debatable. Presiding officer restates the motion and takes the vote. Finally, Presiding officer announces the results and states the course of action.
If a special meeting is called, officers must prepare an agenda and it should be distributed to the members at least 24 hours in advance allowing them enough time to prepare comments, questions or contribution to the discussion.
When all desired topics have been addressed, the presiding officer summarizes what was discussed and the goals and action steps agreed upon prior to the close of the meeting.

Method for members not officers to call emergency meetings or special events
Member(s) write to the President, Vice-President, Secretary, Treasurer, and the Faculty Advisors informing the reason(s) for calling an emergency or a special meeting. Members are called to emergency meetings or special events by emails (if necessary by phone calls) at least 24 hours before the meeting is scheduled.

Officer responsible for informing membership of emergency or special meetings
The secretary is responsible for informing the members. In the absence of the secretary, the next officer according to the Order of Succession bares the responsibility.

Method of informing membership of emergency meetings
Method of informing membership of emergency meetings is by sending emails (if necessary making phone calls) to them at least 24 hours before the meeting is scheduled.

Day and time of regular membership meetings
Day and time of regular meetings is decided by the SLSA-WSU president with the consultation of the SLSA-WSU officers.
In the event that the President is not present, the next officer according to the Order of Succession decides the day and time of the regular meetings with the consultation of the other SLSA-WSU officers.
In the event that the President is not present, the next officer according to the Order of Succession shall be the Chairperson of that meeting.

Membership dues (if applicable)
Membership fee is US$ 5.00 per semester.
Membership fee is collected only for fall and winter semesters.
The membership renewal must be paid no later than the 4th week of classes in the term and the dead-line shall be announced by the treasurer by an official email.
Membership fee is collected only from members.
Those members who have paid dues are considered members.
Spouses and children of active members are considered as active members.
To be an active member, there must be at least 50% attendance for scheduled meetings during an academic year.
New members can pay membership fee at any time and the membership will be activated 24 hours after the payment.
Donations from any person or organization are welcome at any time.
The process for amending this recognition application and number of votes necessary for passage (List as a percent (%)
Any portion of the SLSA-WSU Constitution and Bylaws may be amended.
Amendments may be adopted at general meetings and should be informed in writing or by email one week in advance. An Amendment to the Constitution of Bylaws of SLSA-WSU will force into effect immediately upon its adoption.
To vote on an Amendment to the Constitution, a quorum of 51% of the SLSA-WSU members must be present. For the adoption, an Amendment to the Constitution must receive at least 50% plus one vote of the votes. The power to vote shall be accord to members who fulfill the membership criteria.
The Motion to Amend must be properly recorded in the minutes of the SLSA-WSU general meeting.


18. Reservation and Utilization of WSU Facilities:

Wayne State University (WSU) facilities shall be reserved and utilized only for the activities sponsored or co-sponsored by SLSA-WSU.
For activities co-sponsored by SLSA-WSU, reservation and utilization of WSU facilities must receive a written approval of all the SLSA-WSU officers.

Dean of Students Office
351 Student Center Building
Phone: 313-577-1010