Operating Procedures

 

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Pittsburgh Asia Consortium

Operating Procedures

Approved:
Revised:
Last Revised:

1.         Name

The name of the organization is the Pittsburgh Asia Consortium (PAC).

2.         Mission Statement

The Pittsburgh Asia Consortium (PAC) is a collaboration of academic and non-profit organizations in and around the greater Pittsburgh area. PAC aims to foster through outreach and other efforts greater knowledge and understanding about Asia, which encompasses many peoples, languages, literatures, and disciplines, across a broad geographical area of the world. The goal is to bring together organizations with an interest in educating academics, students, and the community about Asia; but, who may individually lack sufficient faculty, resources, or finances to do so on a sustained basis. PAC is an equal partnership among all members. The definition of outreach activities is defined so as to fall within the Department of Education’s vision for National Resource Center (NRC) mission for Title VI grants in East and South Asian Studies. The University of Pittsburgh is a NRC.

The NRC’s mandate is to promote an enhanced understanding of the nations of East Asia, South Asia, Southeast Asia, and the Pacific Islands through exceptional undergraduate and graduate academic programs, strong interdisciplinary faculty development, and energetic community outreach.

The Asian Studies Center (ASC) of the University Center for International Studies (UCIS) at the University of Pittsburgh (Pitt) spearheaded the establishment of PAC and currently administers its financial accounts and provides other administrative and financial support.

3.         Members

Membership in the Consortium is extended to organizations endorsing the PAC mission statement and who are deemed as lacking the resources to support a substantial Asian Studies program at their institution (with the exception of the University of Pittsburgh.)  Representatives of member organizations may propose other organizations for membership.  Membership must be approved by two-thirds of the representatives present at a regular meeting. 

PAC is a democratic organization. Member organizations should identify one representative and one alternate to represent them on the Consortium. Representatives serve two year terms, which are renewable.  Representatives unable to attend a meeting should send an alternate.

Representatives should actively participate in subcommittees and are responsible for submitting information regularly to the PAC website.  Representatives fulfill their roles by maintaining appropriate contacts with faculty and administrators at their institutions, keep students and faculty informed about PAC activities and events, and maintain internal email distribution lists.

There is only one category of membership extended to non-member groups – affiliate member.  Affiliate membership is awarded in the same manner as membership listed above. Affiliate members may attend meetings, communicate with PAC members, and request funding; however, affiliate members may not vote.

4.         Meetings

Meetings will be convened on a regular basis.  There will be a minimum of one meeting per semester.   The Officers may meet frequently as needed, announcing such meetings to the representatives, any of whom may attend.

5.         Quorum

A quorum shall consist of one-third of the representatives.  In the event that a quorum is not present to act on any decision brought before the board, the board may solicit additional comment and votes via email.

6.         Officers

The Officers shall consist of a Chair, Outreach Coordinator, and Secretary/Treasurer, who, in consultation, make normal operating decisions (e.g., schedule meetings, set agendas).  Strategic decisions (e.g., institutional membership, expenditures, approval of proposals, etc.) are deferred to the representatives at meetings or distance communications (email, telephone, mail, web based voting, etc.).  A representative may be nominated by others or him/herself to serve as an Officer. Officers are elected by a simple majority of the representatives present at the first meeting of the academic year.  Terms of office are for two years, renewable.

The Chair shall chair all meetings, convene officers for operating decisions and PAC endorsement of events, and monitor subcommittee work. The Chair’s signature is required for all expenditures, including those voted on and approved by the Consortium.

The Outreach Coordinator shall seek new member institutions, represent PAC to the media, and participate in PAC programming.

The Secretary/Treasurer shall record and issue notes of meeting proceedings, provide a financial report at each meeting, and maintain the representatives’ contact information. Financial accounting shall be housed at UCIS at Pitt. The Secretary/Treasurer will consult with UCIS for financial information.

The Asian Studies Center (ASC) of the University Center for International Studies (UCIS) at the University of Pittsburgh (Pitt) spearheaded the establishment of PAC and currently administers its financial accounts and provides other administrative and financial support.

As the PAC account is maintained at the University of Pittsburgh, one of the Officers must be on the staff at Pitt.  The Officers shall judge events as consistent with the Mission Statement to receive PAC’s endorsement or co-sponsorship.  They approve regular operating expenditures. The Officers and representatives shall solicit contributions to PAC. 

PAC should not be included in funding proposals or solicitations to foundations or individuals without the express approval of the Officers.

7.         Voting

PAC strategic decisions will be presented at a regular meeting and will be approved by a vote of two-thirds of the representatives present at a regular meeting. When a regular meeting is not possible distance communications will be used.  The officers are responsible for recording all votes and reporting the results to all representatives in a timely manner.

8.         Subcommittees

Subcommittees shall be established as needed.  Representatives may volunteer to serve on a subcommittee and to serve as its chair.  Subcommittees report their activities and submit recommendations at PAC meetings.

9.         Membership Dues

A minimum of $250 in annual dues is required for organizations to become members of PAC.  These annual dues must be paid in full no later than August 1 of each year. Dues are assessed annually. 

Funds will be allotted for PAC’ educational programs, outreach activities, student enrichment, professional improvement, and other expenses as deemed by the Consortium as conforming to PAC’s mission statement. Expenditures of funds for the purpose of promoting Asian Studies may be requested by any member by submitting a funding request form. (See Appendix A) The request for funds will be considered and voted upon by PAC members, with approval requiring a simple majority.

All approved funds must be expended within the time frame stated on the request and when appropriate receipts or other forms of verification will be submitted. PAC requires a follow up report on all approved funding requests within one (1) month of the expenditure/event.

Should PAC decide to dissolve, all funds held at that time will be equally divided among the current (at the point of dissolution) member organizations of the group.

10.       PAC Listserv and Website

The PAC listserv and website maintenance are overseen by staff of the University Center for International Studies at the University of Pittsburgh.

11.       Review

These Operating Procedures will be reviewed for possible revisions every year or when called for by a member.

12.       Waiver of Responsibility

The activities of PAC do not necessarily reflect those held by collaborating member organizations.

 

Pittsburgh Asia Consortium News/Events

• Fifth Annual Pittsburgh Asia Consortium Undergraduate Research Conference
  April 8, 2017
  Indiana University of Pennsylvania
  More details here!