1. NAME OF THE ASSOCIATION
The official name of this Association is: the A.U.K. Alumni Association (A.U.K.A.A.) hereinafter referred in these Bylaws as the “Association” or “A.U.K.A.A.”
2. ENTITY AND LOCATION
The A.U.K.A.A. is a subsidiary within the A.U.K. The office of the association shall be in the university campus.
• To support the interests of A.U.K. and its alumni, by maintaining relations of friendship and mutual support among present and former students of A.U.K. and RIT;
• To build links between A.U.K. and the broader community resulting in productive relationships, sharing of knowledge, and lifelong mutual support;
• To promote the alumni and the community of A.U.K. and RIT, as the best institution of higher education in Kosovo and the South East Europe;
• To connect A.U.K. alumni with each other and with the institution;
• To advance the interests of the Alumni;
• To provide valuable services and programs that are in accordance with the educational aims of the A.U.K.;
• To establish and maintain a mutually beneficial relationship among a diverse alumni body.
4. MEMBERSHIP AND QUALIFICATION
The following persons shall be eligible for membership in the Association and shall hereinafter be referred to as “Alumni” or “Alumnae.” Membership in this Association shall consist of the following groups: Regular, Contributing, Honorary and Associate Memberships – hereinafter referred as Members.
All officially recognized graduates of A.U.K. shall be regular members of the Association. All regular members are entitled to vote in the elections for the Association’s Board officers.
To become a Contributing Member to the Association, the individual must be an officially recognized graduate, a regular member, and shall pay either an annual membership fee or purchase a life membership, the terms for each of which shall be set by the Alumni Association Board. The membership fee is paid in advance before each calendar year for current alumni/ae.
Any person who has made substantial contributions to the welfare of the A.U.K, its alumni, or the A.U.K.A.A. may be awarded an honorary membership to the A.U.K.A.A. by a majority of vote of its Board.
Faculty members present and past, current and former members of the A.U.K. Board of Trustees, senior students, parents of students or of Alumni, or other loyal friends of the University may be admitted as Associate Members in this Association.
Associate Members shall be accorded the privileges of membership except that they may not vote in Association elections or hold office in the Association.
Regular Membership is discontinued upon death. Contributing Membership is reversed to Regular Membership upon failure to submit the membership fee for the next calendar year to the Association.
The A.U.K.A.A. shall have the following governing entities:
• The Alumni Association Board (AAB) composed of minimum five (5) officers but not more than nine (9).
Membership on committees of the Association is an important means of encouraging broad and active participation by members of the Association in its activities. To facilitate execution of its powers and duties, the Alumni Association Board may establish committees. The Board may appoint standing or special (ad hoc) committees – as deemed necessary. The President shall appoint the chairperson of each committee, except that of Nominating Committee, of the Association. The chairperson and the members of each committee shall be members of the Association.
6. THE ALUMNI ASSOCIATION BOARD
The Association is governed by a body known as the A.U.K. Alumni Association Board. The Board shall guide the business and affairs of the Association. It is referred to in these Bylaws as “the Board” or “AAB”.
The Board shall be the representative body of the Alumni. The Board is responsible for overall policy and direction of the Association. The Board officers receive no monetary compensation for their service. The Board officers shall be elected in accordance with Article 7 of the Bylaws.
Three shall be elected officers whereas minimum two shall be appointed officers, all of whom shall be voting officers of AAB. Alumni Relations Officer may also serve as ex-officio officer without vote.
The Board may appoint Board Advisors who shall not have any voting power.
The President presides at all meetings of the AAB. The president shall serve as the chairperson of the board, shall set its agenda and shall lead board meetings. The president shall also be responsible for overseeing board initiatives and shall serve as the Associations’ Representative. The President represents the Association on the A.U.K. Board of Trustees.
The Vice-President serves as acting President in the absence of the President and in this capacity presides at meetings of the AAB as well as other official functions of the Association. The Vice-President carries out duties as delegated by, and reports to, the President.
The secretary shall give notice of all meetings of the club and the Board and shall keep accurate minutes of such meetings. Minutes should be sent to the Board officers.
Have the right to vote and are involved in all matters standing before the Board.
7. BOARD ELECTIONS
The three Board officers shall be elected by the alumni members every three (3) years. Candidates for election must themselves be Regular or Contributing Members of the Association.
The AAB, through a Nominating Committee and in coordination with Alumni Relations Office, shall organize elections for the succeeding AAB.
The Nominating Committee is responsible for identifying candidates for election to the Board under provisions outlined in these Bylaws. The President of A.U.K. shall nominate the chair and the members of the Nominating Committee. The Nominating Committee shall consist of at least five Alumni members, including at least one officer of the Board.
The Nominating Committee is responsible to send the call for running teams and the elections shall take place when there are at least two running teams. Teams shall run in groups of three members. The three elected officers are elected by direct vote by the regular membership and hold office for three years until their successors are elected.
Elections for Alumni Association Board will be carried out in April and the newly elected and appointed members will assume their positions on June 1st of that same year.
The election for Board officer shall be organized as following:
There must be three regular members running as a team for the position of the President, Vice-President, and Secretary of the Board. The team that gets the highest number of votes will have the responsibility to lead the Association for the next three years. A minimum of two additional Board officers appointed shall include the running President and Vice-President of the second winning team. In cases of refusal, the next running team who received highest votes will be approached. Should other members of the team not accept to be part of the Board, it is at the discretion of the three elected officers to appoint minimum two additional Board officers from the regular or contributing membership.
The elections for the Alumni Association Board shall be organized by the Nominating Committee. Voting shall be done electronically through the Association’s web site or other electronic means. Notice of an election must be given on the web site no less than fifteen (15) days from the opening of the vote, and the electronic poll must be held open for not less than five (5) working days.
The retiring A.U.K.A.A. Board shall appoint a Returning Officer to oversee the conduct of each election and the count of votes. The Returning Officer may not be a candidate at that election and must be disinterested in its outcome. The Returning Officer need not be a Member of the Association.
In the case of a vacancy (through death, incapacity, or resignation) of any Board officers, the vacant position will be filled as following:
• President’s position shall be filled by the Vice President.
• A vacancy in the office of Vice President shall be filled by Secretary.
• A vacancy in the office of the Secretary shall be filled by appointment from AAB officers.
In the event of any vacancy occurring, the necessary changes of Office to fill the vacant next-highest position shall be deemed to occur simultaneously and immediately. Thus, for example, in the event of the President resigning, the Vice President immediately becomes President; the Secretary becomes Vice President; and so on.
Within 30 days of a vacancy occurring on the A.U.K.A.A. Committee, a new election shall be held to fill the vacancy. In the event of between three and four vacancies occurring simultaneously, an election shall be held simultaneously to fill the vacant positions – the person with the highest number of votes filling the highest vacant position, the person with the second highest number of votes filling the next highest position, and so on. The Returning Officer for a special election shall be appointed by the remaining Members of the Committee.
In the event of the resignation of all members of the Committee, administration of the Association shall be the responsibility of the President of A.U.K. and his/her designees, until an election is held for a new Board. In this event, the Returning Officer for the election shall be appointed by the President of A.U.K.
9. MEETINGS AND ATTENDANCE
The AAB shall meet at least 4 times per year, including an Annual Meeting. Additional meetings may be scheduled by the President as necessary, but no meeting may be held with less than five days electronic notice to members of the Board.
All members of the Alumni Association Board are expected to attend meetings. If an officer does not attend three (3) meetings in sequence, the officer will be deemed to have resigned. The procedure for replacement of such officer is that set out under ‘Vacancies’ above.
A member of the Association may bring a complaint against the Board, or any member thereof, regarding their actions in their official capacity as Officers of the Board, by filing a complaint in writing with the Secretary and copying it to the President of A.U.K.. The President of A.U.K. will have the power to direct the Secretary to reject any such complaint as frivolous or malicious.
Complaints will be addressed by a Hearing Committee of three members, which shall be empowered to question Members of the Committee, to examine the Association’s accounts, minutes and other records, and to remove a Member of the Committee from office in the event of a finding of serious misconduct.
The Hearing Committee shall be appointed by the President of A.U.K. after consulting with all Officers of the A.U.K.A.A. Board against whom no complaint has been filed. The Hearing Committee will normally include two Regular Members of the Association and one Associate member (preferably A.U.K. current faculty). The Hearing Committee will determine its own Chairperson and Secretary. The Hearing Committee will maintain records of its proceedings that shall be kept confidential and stored for three years in the custody of the President of A.U.K., after which time the records shall be destroyed.
11. RESPONSIBILITIES OF THE A.U.K.A.A.
a) General Responsibilities
• Make sure that the A.U.K. President, staff, faculty, and students understand and know the problems, suggestions, and concerns of A.U.K. Alumni;
• Propose and implement projects, and solve obstacles which will result in an improved well-being of A.U.K. Alumni;
• Increase the linkages amid A.U.K. and the Alumni;
b) Specific Responsibilities
The responsibilities below are sorted in alphabetical order as each of the segments carries a crucial importance for the development and the very existence of the Alumni.
• Alumni marketing;
• Comment and suggest regarding the A.U.K. academics;
• Create and maintain a Jobs Board;
• Foster the initiation and development of Clubs in A.U.K.;
• Fund Raising:
• Organize Reunions;
• Recruit volunteers and recognize their work;
• Serve as a link between Alumni and A.U.K. student body and A.U.K.;
• Encourage active participation in alumni activities by all alumni and friends;
• Foster communication between the schools and the alumni and friends.
12. CHANGES TO THESE BYLAWS
The A.U.K. Alumni Association has the right to vote on any changes in these Bylaws as may be deemed necessary by 2/3 of the Board officers.
Any subsequent amendment to these Bylaws must also be approved by the President of A.U.K.