Policies

Last updated on August 5, 2018

KSEA
POLICIES

August 5, 2018

KOREAN-AMERICAN SCIENTISTS AND ENGINEERS ASSOCIATION, INC.

POLICY 1:  ELECTION OF PRESIDENT-ELECT AND FIRST AND SECOND VICE PRESIDENTS

 

 ARTICLE 1.  Purpose

This policy defines the procedure to elect the President-Elect and the First and Second Vice Presidents.

 

ARTICLE 2.  Candidates

All preliminary candidates for President-Elect and First and Second Vice Presidents should be regular members who paid their membership dues for the past three years and preferably had served KSEA at a local chapter, the HQ, and the Council. Directors, including the Executive Director and the Finance Director, serving at the current administration must not be nominated as candidates. A written consent of each candidate shall be submitted to the Nomination Committee or the Council prior to the Council meeting. Preliminary candidates shall be nominated by one of the following means:

 

  1. Nomination Committee.
  2. Floor nomination: at least 2/3 of the Councilors attending the Council Meeting.
  3. At least 60 regular members.

 

In cases where the number of nominees is less than the number of available positions, the President may propose to the council an exception for accepting floor nominations only with verbal consent from potential nominees who are present at the Council meeting. Upon the council approval, floor nominations with verbal consents may be accepted. The nominee must submit the written consent with the original signature to the president upon the time of acceptance. Names of the preliminary candidates nominated by Item 3 above must be submitted to the President before the date of the Council Meeting.

The Council shall select two final candidates for the President-Elect and four final candidates for the First and Second Vice Presidents from among those who have consented to accept the nomination according to Article 13-1 of the Bylaws. The top two and four vote getters shall become the candidates for the President-elect and the Vice Presidents, respectively. Any selected candidate shall have obtained a majority vote of the Councilors who are present at the time of voting.

For the selection of candidates, a Councilor shall vote for up to twice the number of the replacement position(s).  In case that the number of the candidates selected by the first voting is smaller than twice the number of the replacement position(s) and the number of nominees is larger than the twice the number of the replacement position(s), the Council shall vote one more time for the selection among the remaining nominees after excluding the nominee with the lowest number of votes from the first round of voting.

Any remaining candidate vacancies after the Annual Council meeting shall be filled at the Mid-term Council meeting using the same procedure described in this Policy.

 

ARTICLE 3.  Election Methods and Terms

The President-Elect elected in the previous year shall automatically succeed the outgoing President. The President-Elect and the First and Second Vice Presidents shall be elected according to Article 17-2 of the Bylaws by all voting members as defined by Article 7 of the Bylaws at the annual General Assembly as defined by Article 11 of the Bylaws. In case of Vice Presidents, a candidate who gets the highest number of votes at the General Assembly shall be the First Vice President while a candidate who gets the second highest number of votes shall be the Second Vice President.

The terms of all Officers defined by Article 17-1 of the Bylaws are one year corresponding to the fiscal year of KSEA according to Article 17-3 of the Bylaws.

 

ARTICLE 4.  Management of Election

Management of the election shall follow the policies of the Election Committee. In case of a tie vote, the Council shall decide the winner.

 

ARTICLE 5.  Election Date 

The election should be concluded at least two months before the current fiscal year of KSEA expires. The fiscal year of KSEA is defined by Article 26 of the Bylaws.

POLICY 2:  ELECTION OF TECHNICAL GROUP COUNCILORS, REPRESENTATIVES OF TECHNICAL GROUPS, YG REPRESENTATIVE AND AUDITORS

ARTICLE 1.  Purpose

This policy defines the procedure to elect Technical Group Councilors (Elected-Councilors), the Representatives of Technical Groups and Auditors.

TABLE 1. Number of Technical Group Councilors*

Technical Group [Major Field] Number of Technical Group Councilors until the 44th term Number of Technical Group Councilors for the 45th term Number of Technical Group Councilors from the 46th term
A. Physics 1 1 1
B. Chemistry 1 1 1
C. Others Physical Sciences (Math., Stat., Geology, Meteorology, Astronomy, Oceanography) 1 1 1
D. Life Science (Biology, Botany, Zoology) 2 2 1
E. Agriculture, Ecology, Food & Nutrition 1 1 1
F. Health Sci., (Med. Sci., Pharm. Sci., Vet. Med., Nursing & Physical Ed.) 1 1 1
G. Chem. Eng., Textile Eng., Nuclear Eng., Petroleum Eng., Appl. Chemistry 1 1 1
H. Mech. Eng., Naval Arch., Aerospace Eng. 2 1 1
I. Material Sci., Metallurgy, Mining 1 1 1
J. Civil Eng., Architecture, Env. Eng. 2 2 1
K. Elec. Eng., Electronic Eng. 2 1 1
L. Computer Sci., & System Eng. 2 2 1
M. Industrial Eng., Management Sci. and R&D Policy 1 1 1
Total 18 16 13

* The number of Technical Group Councilors until the 44th term is based on the distribution of voting members in each Technical Group, and was updated by the 34th and 39th Councils.

The total number of the Representatives of the Technical Groups is thirteen. The number of elected Councilors in each Technical Group shall be one following the three-year plan presented in Table 1.  The one elected Technical Group Councilor is the Representative of the Technical Group.  It is encouraged to achieve diverse professional and geographic representations in the Council.

ARTICLE 2.  Candidates

All preliminary candidates for Technical Group Councilors and one YG Representative according to Article 12-1h of the Bylaws and Auditors according to Article 19 of the Bylaws should be regular members who paid their membership dues for the past 2 years. Preliminary candidates for Technical Group Councilors should have served as an officer in their professional societies or also participated as an officer in KSEA activities at local chapters or the Headquarters (HQ). The term of a YG Representative is three years.  All preliminary candidates for YG Representative shall be regular members who have paid their membership dues for the previous two years. Preliminary candidates for YG Representative must have served previously as YG Director, Chair or Co-Chair of the YGTLC, Chair of the YG Committee, Chair and Co-chair of YG Chapter, Technical Group Councilor, or Local Chapter President. The nomination and election of the YG Representative shall follow the same procedure as that for the election of Technical Group Councilors.

Additionally, Technical Group Councilors are expected to actively participate in technical meetings and conferences of the Association related to their specialties.  YG representative is expected to represent YG group. Preliminary candidates for Auditors should have served KSEA at the HQ and have a good understanding of KSEA operations. A written consent of each candidate shall be submitted to the Nomination Committee or the Council prior to the Council meeting. All preliminary candidates shall be nominated by one of the following means:

 

  1. Nomination Committee.
  2. Floor nomination: at least 1/3 of the Councilors attending the Council Meeting.
  3. At least 20 regular members

In cases where the number of nominees is less than the number of available positions, the President may propose to the council an exception for accepting floor nominations only with verbal consent from potential nominees who are present at the Council meeting. Upon the council approval, floor nominations with verbal consents may be accepted. The nominee must submit the written consent with the original signature to the president upon the time of acceptance. The names of the preliminary candidates nominated by Item 3 above must be submitted to the President before the date of the Council Meeting. The Council shall select two final candidates for each Technical Group Councilor position, YG representative position and each Auditor position from among those who consented to accept the nomination. The top two vote getters for each position shall become the selected candidates. Any selected candidate shall have obtained a majority vote of the Councilors who are present at the time of voting.

 

For the selection of candidates, a Councilor shall vote for up to twice the number of the replacement position(s).  In case that the number of the candidates selected by the first voting is smaller than the twice the number of the replacement position(s) and the number of nominees is larger than twice the number of the replacement position(s), the Council shall vote one more time for the selection among the remaining nominees, excluding the nominee with the lowest number of votes from the first round of voting.

 

Any remaining candidate vacancies after the Annual Council meeting shall be filled at the Mid-term Council meeting using the same procedure described in this Policy.

 

ARTICLE 3.  Number of Technical Group Councilors 

The number of Councilors in each Technical Group shall be adjusted every five years by the Council based on the membership distribution. It is encouraged to achieve diverse professional and geographic representations in the Council. The number of Councilors is 13

 

ARTICLE 4.  Election Methods and Terms

Technical Group councilors according to Article 23-2 of the Bylaws and Auditors according to Article 19-1 of the Bylaws shall be elected by all voting members at the annual General Assembly.

 

The term of Technical Group Councilors is three fiscal years of KSEA according to Article 12-3 of the Bylaws. The term of Auditors is three fiscal years of KSEA according to Article 19-2 of the Bylaws.

 

ARTICLE 5.  Management of Election 

Management of the election of Technical Group Councilors and Auditors shall follow the policies of the Election Committee. In case of a tie vote, the Council shall decide the winner.

 

ARTICLE 6.  Election Date

The election should be concluded at least two months before the current fiscal year of KSEA expires.

 

ARTICLE 7.  Supplemental Election

Technical Group Councilor or Auditor who resigned for a personal reason shall be replaced by the Council or defined in the Bylaws, respectively. The term of the replacement shall be the remaining term of the replaced person.

 

ARTICLE 8.  Representatives of Technical Groups 

One Elected Technical Group Councilor from each Technical Group shall be the Representatives of Technical Groups who are the elected Councilors as defined in Bylaws Article 12-1-h.  The number of Representatives of Technical Groups is 13. In the case that two elected Councilors from the same Group attend a council meeting in person or via electronic voting, one of the two Councilors shall be the Representative of the Technical Group.

The roles and responsibilities of the Representatives of Technical Groups include those of the Councilors as defined in Bylaws and Policies.

POLICY 3:  ELECTION OF FORMER PRESIDENT COUNCILORS

 

ARTICLE 1.  Former President Councilors

According to Article 12-1g of the Bylaws, three Former Presidents, including the Immediate Past President if he or she is able to serve, shall serve as Councilors in the Council.

 

ARTICLE 2.  Election Method and Term 

Immediately following the annual Council Meeting, the Former Presidents shall nominate the candidates for and elect two Former President Councilors, except the Immediate Past President, according to Article 14 of the Bylaws. The candidates should have maintained their KSEA membership status as a voting member.

 

According to Article 12-3 of the Bylaws, all Former President Councilors shall serve for approximately one year from their election until the end of the following Council Meeting.

 

ARTICLE 3.  Management of The Election 

The Executive Committee shall manage the election. A written consent of each candidate shall be submitted to the Executive Committee prior to the election.

POLICY 4: LOCAL CHAPTERS AND BRANCHES AND AFFILIATED PROFESSIONAL SOCIETIES

ARTICLE 1.  Purpose

This policy defines Local Chapters, Branches, and Affiliated Professional Societies of KSEA.

 

ARTICLE 2.  Establishment of Local Chapters or Branches

Local Chapters or Branches of KSEA shall be established regionally in order to promote professional activities and fellowships among local members as stated in Article 1 of the Bylaws. Local Chapters or Branches of KSEA shall be established regionally according to the following procedure:

  1. When there are more than 30 voting members of KSEA in a local community and they wish to establish their Local Chapter, they shall submit the following documents to the President of KSEA:
  2. Letter application for a Local Chapter establishment
  3. List and signatures of the founding members
  4. Draft of the Bylaws of the Local chapter
  5. The President shall review the application with the supporting documents at the Executive Committee meeting. When the EC approves the application after careful consideration of the demographic distribution and density of the members as well as particular circumstances in the region, the President shall present the EC’s recommendation to the Council for approval to establish the proposed Local Chapter.
  6. When the number of voting members is less than 30, a Local Branch can be established following the same procedure as Local Chapter.

 

ARTICLE 3. Establishment and Maintenance of Affiliated Professional Societies

Affiliated Professional Societies shall be established in order to promote synergetic cooperation between KSEA and professional societies according to the following procedure.

  1. When there are more than 20 voting members of KSEA in a professional society active in the US and/or Korea and they wish to establish an Affiliated Professional Society of KSEA, they shall submit the following documents to the President of KSEA:
  2. Letter application for an Affiliated Professional Society establishment
  3. Bylaws of the professional society
  4. Records of the annual activities and budget
  5. The APS Committee shall review the application with the supporting documents and submit its recommendation to the Executive Committee. When the EC approves the application after careful consideration of envisioned synergy, the President shall present the EC’s recommendation to the Council for approval to establish the proposed Affiliated Professional Society.
  6. An Affiliated Professional Society shall maintain at least 20 voting members and the number of voting members shall be at least 30 in order to qualify financial assistance.
  7. The APS Committee shall review the qualification of an Affiliated Professional Society once every three years and makes its recommendation to the Executive Committee. When the number of voting members of KSEA in an existing APS is less than 20 for two consecutive years, the APS will be disqualified for a KSEA-APS. To recover the KSEA-APS status, they shall submit the following documents to the President of KSEA:
  8. Letter of application for an Affiliated Professional Society establishment
  9. Copies of a minimum of 20 KSEA membership application forms from members of the APS in question
  10. The recommendation from the President upon the EC’s approval shall be presented to the Council for approval.

 

ARTICLE 4.  Local Chapter and Branch Membership

 

The local Chapter or Branch membership consists of KSEA members who reside in the specific local area.  A person can simultaneously submit the membership application to KSEA and join the Local Chapter or Branch.

 

ARTICLE 5.  Business

A Local Chapter or Branch shall conduct businesses to promote the objectives of the Local Chapter or Branch or the HQ of KSEA, and also to enhance fellowships among its members. Affiliated Professional Societies can co-host technical projects, symposiums, and other businesses of interest to both Affiliated Professional Societies and KSEA.

 

ARTICLE 6.  General Meeting

Local Chapters or Branches shall hold at least one general meeting of all members annually.

 

ARTICLE 7.  Expenses

The HQ of KSEA may assist Local Chapters, Branches and Affiliated Professional Societies financially by returning part or all of the membership dues paid by the local members.  In addition, the HQ may assist a Local Chapter, Branch and Affiliated Professional Societies financially upon request for a special project that promotes the objectives of the Local Chapter, Branch and Affiliated Professional Societies depending on the EC’s decision.

 

ARTICLE 8.  Annual Report 

The Presidents of Local Chapters or Branches shall report their fiscal year budget, final balance sheet, membership list, and all activities to the President by May 31, that is, one month before the end of the fiscal year of KSEA.

 

ARTICLE 9.  Status of Local Chapter

The President-Elect shall review and designate the status of Local Chapters and Branches two months prior to the beginning of his/her term. When the number of voting members in an existing Local Chapter is less than 30 for two consecutive years, the Local Chapter will be demoted to a Local Branch. For the demoted Local Branch to recover the Local Chapter status, they shall submit the following documents to the President of KSEA:

  1. Letter of application for the reinstatement of a Local Chapter status
  2. Copies of a minimum of 30 KSEA membership application forms from the Local Chapter in question

POLICY 5:  AUDIT

 

ARTICLE 1.  Purpose

This policy defines audit regulations.

 

ARTICLE 2.   Authority and Responsibility

The Auditors shall audit all administrative affairs of the Administration to examine whether the administration conducted its affairs in accord with the Bylaws, the Policies, and other items adopted by the Council, and also audit the financial accounts in order to maintain financial health and efficient operation of KSEA. Auditors shall have the following authorities and responsibilities:

  1. They shall receive copies of all official documents issued by the HQ or the President, and all correspondences distributed to the Officers defined in Article 17-1 of the Bylaws related to the administrative affairs. They shall receive the quarterly financial and accounting reports of the HQ.
  2. They shall attend General Meeting and Council Meeting to report their audit results on the past administration.
  3. If they find any item in the administrative affair that violates the Bylaws or the Policies or that is contrary to the well-being and progress of KSEA, they shall immediately point out the item to the Officers for correction. If the item is not corrected, they shall directly report the item to the Council.

ARTICLE 3.  Timing of Audits

The majority of Auditors shall conduct the regular audit at the HQ twice during a fiscal year; the mid-term audit in January and the final audit in June.  Auditors shall conduct a special audit if the Council or the EC requests.

 

POLICY 6:  FINANCE AND ACCOUNTING

 

ARTICLE 1.  Purpose

This policy defines boundaries and procedures for the financial operations of the Association in order to assure accountable and legal financial operations.

 

ARTICLE 2.  Fiscal Year

The fiscal year of the Association shall commence on July 1 and end on June 30 of the following year according to Article 26 of the Bylaws.

 

ARTICLE 3.  Financial Management

The Finance Director shall manage the financial operations, keep records of all incomes and expenses with proper receipts or evidences, and report the financial status regularly to the Auditors. The financial status should be kept up-to-date in a manner readily available to the public.

 

ARTICLE 4.  Income Sources

Income of the Association shall be derived from the sources defined in Article 25 of the Bylaws.

 

ARTICLE 5.  Budget for the New Fiscal Year

The new President shall prepare the budget for the new fiscal year for approval by the Council. The budget for the new fiscal year shall be submitted by mail or e-mail or other written form to all Councilors at least 2 weeks before the scheduled Council Meeting for their review. Financial execution before the Council Meeting shall be based on the budget of the previous fiscal year except UKC budget. However, approval of the Council by mail or e-mail vote shall be required before execution if the expected expenditure exceeds 25% of the budget of the previous fiscal year or the expected expenditure for a special project exceeds $ 30,000.

 

ARTICLE 6.  Change of Budget Item 

Any proposed change in a budget item should be approved by the Council by mail or e-mail vote if the change is greater than the smaller amount of 25% or $30,000.

 

ARTICLE 7.  Bank Accounts and Method of Payment

All funds shall be deposited as KSEA accounts in the bank or banks designated by the Executive Committee (EC). Expenditures shall be allocated by the EC within the budget approved by the Council.  Payments for expenses shall be made by checks signed by the Finance Director based on the receipt of invoices, completed expense report form of the Association, and other documentation. In absence of the Finance Director, all checks shall be signed by the President, or the Executive Director per approval of the President. This procedure should have been authorized by the Bank.

ARTICLE 8.  Payment Procedure

The total expenditure of a fiscal year shall be within the budget approved by the Council. Approval of expenditures shall be according to the following conditions:

  1. Approval by the President before execution for any single expenditure equal to or exceeding $5,000.
  2. Approval by the Executive Director before execution for any single expenditure equal to or exceeding $2,500 but less than $5,000.
  3. Approval by the Finance Director for any single expenditure less than $2,500.

 

ARTICLE 9.  Financial Audit

The Finance Director shall immediately report the financial status to the EC or the Auditors upon request.

 

ARTICLE 10.  Final Financial Report

Before the transfer of administration, the Finance Director shall prepare a final financial report for the current fiscal year and submit it to the Executive Committee after receiving a satisfactory audit from the Auditors. President shall submit the final financial report to the Council Meeting for approval. The president and the finance director of the immediate past administration shall be invited to the annual council meeting to present the report of the accomplishments during their terms and financial report.

POLICY 7: FINANCIAL ASSISTANCE TO LOCAL CHAPTERS, LOCAL BRANCHES, TECHNICAL GROUPS, AND AFFILIATED PROFESSIONAL SOCIETIES

 

ARTICLE 1.  Purpose

This policy outlines the application procedure for financial assistance, and the reporting requirements for the progress and results of the project.

 

ARTICLE 2.  Categories of Financial Assistance

The Association can provide financial assistance for the following categories of projects:

  1. To support the progress of science and technology.
  2. To support academic and extracurricular academic activity of the members.
  3. To promote fellowship among the members.
  4. To promote activities of the student members.

 

ARTICLE 3.  Application for Financial Assistance

Financial assistance application for a project can be submitted to the HQ by the representative of a Local Chapter, a Local Branch, a Technical Group, an Affiliated Professional Society, or a Student Chapter of a local region or a college. The proposed project should satisfy the objectives of the Association.

To request financial assistance, the following documents shall be submitted to the HQ:

  1. Application letter describing the objectives and description of the project
  2. Project plan and milestones
  3. Itemized budget summary

 

ARTICLE 4.  Decision of the Amount of Assistance and Payment of Approved Assistance

The Council shall decide the total amount of assistance for all projects within the budget.  Seventy-five percent of the approved amount of assistance for a project shall be paid within 2 weeks after the approval of the project, and the balance of the approved amount shall be paid within 2 weeks after the HQ receives the mid-term progress report. Selected projects should be announced in a KSEA Letters together with the requested and approved amounts of assistance.

 

ARTICLE 5.  Assessment of Project Progress and Evaluation of Project

The EC should receive a mid-term progress report to assess the progress of a supporting project and publish the report in a KSEA Letters.  If a project proceeds deviating from the original plan in the application, the President shall clarify the reasons for the deviation. For a project that does not follow the original objective or does not make satisfactory progress, the President can terminate the project or retrieve the entire or a partial amount of assistance.

 

ARTICLE 6. Project Report

The organization, which received financial support for a project, should prepare and submit a final report to the EC within one month after the completion of the project.  The final report shall describe the progress and results of the project in detail.  Evaluation of the final report shall be made by the EC. However, the final report for a project related to Article 4-2 above shall require the approval by the Council. Approved final reports shall be reported to the members.

 

POLICY 8:  RULES COMMITTEE

 

ARTICLE 1.  Purpose

This policy defines the formation and responsibility of the Rules Committee.

 

ARTICLE 2.  Members

The committee shall have 8 members, consisting of 6 selected members and 2 ex-officio members.

ARTICLE 3.  Selection and Terms of Members and Chair

Two of the six selected members shall be selected annually at annual Council Meeting by vote from candidates nominated by the Nomination Committee. The candidates should have experience of serving as a Councilor or a member of the Executive Committee of the Association. The term of the selected members shall be approximately three years, covering the next three Council Meetings. The President-Elect and the Executive Director shall serve one-year term as two Ex-Officio members.  The Chair of the Committee shall be elected annually among the selected members administered by the Executive Committee, and the Executive Director shall serve as the Secretary.

 

ARTICLE 4.  Responsibilities

The committee shall interpret the Bylaws and the Policies. Whenever it is necessary, the committee shall develop drafts of new articles or amendments of the Bylaws and the Policies that are necessary for sound progress and effective operation of KSEA, and shall report the results to the President or to the Council.

 

POLICY 9:  NOMINATION COMMITTEE

 

ARTICLE 1.  Purpose

This policy defines the formation and responsibility of the Nomination Committee.

 

ARTICLE 2.  Members

This committee shall have seven members, consisting of the Immediate Past President, two Technical Group Councilors, two selected members with prior service as an officer, and two representatives of the Chapter Presidents Committee.  If the Immediate Past President cannot serve, the Council shall select the replacement.

 

ARTICLE 3.  Selection and Terms of Members and Chair

The committee members in each category according to Article 2 of this Policy shall be selected at annual Council Meeting from the candidates nominated by the current Nomination Committee. The Council shall select the Chair of the Committee among the committee members.

The term of the committee members shall be approximately one year from the end of a Council Meeting until the end of the next Council Meeting. In case of a member deficiency, the replacement member shall be selected through a supplemental election by the Council for the remaining term of the replaced member. Nomination Committee shall not nominate any of its members for any positions.

 

ARTICLE 4.  Responsibilities

 

The committee shall nominate preliminary candidates, minimum twice and maximum four times the number of replacement positions, for President Elect, First Vice President, Second Vice President, Auditors, and Technical Group Councilors to be elected by the General Assembly. No candidate may be nominated for more than one candidate position for the election by the General Assembly.

The committee shall also nominate preliminary candidates for members of various committees and all other positions to be selected by the Council from the pool of capable regular members who have maintained their membership status as voting members.  The number of nominees for these positions shall be at least equal to and maximum twice the number of available positions.

The committee shall submit the list of all nominees with their biographical sketches to the President and to the Council at least two weeks before the Council Meeting that will select the candidates. The committee shall nominate candidates for the members of an ad hoc or non-standing committee upon the President’s request. Furthermore, the committee shall acquire information on the interests of the Councilors to serve on specific committees and utilize the information for the nomination of committee members.

POLICY 10:  ELECTION COMMITTEE

 

ARTICLE 1.  Purpose

This policy defines the formation and responsibility of the Election Committee.

 

ARTICLE 2.  Members

The Committee shall have five members, consisting of four selected members and one ex-officio member. The Executive Director shall serve as the ex-officio committee member. A selected member may not also simultaneously serve as a member of the Executive Committee or the Directors Committee (refer to Appendix 13 for the effective date of this clause).

 

ARTICLE 3.  Selection and Terms of Members and Chair

At least one of the four selected members with a three-year term shall be selected at the annual Council Meeting from the candidates nominated by the Nomination Committee. The term of the selected members shall be three years covering the next three annual council meetings. The candidates should have a prior experience as a member of the Executive Committee or the Council. In case of a member deficiency, the replacement member shall be immediately selected by the Council through a supplemental selection process for the remaining term of the replaced member. The Chair of the Committee shall be elected among the selected members, administered by the Executive Committee and the Executive Director shall serve as the Ex-Officio Secretary of the Committee.  Any member nominated for a position to be elected by the General Assembly should immediately resign from the Committee.

 

ARTICLE 4.  Responsibilities

This Committee shall manage fairly and effectively the election processes for the President-Elect, First and Second Vice Presidents, Auditors, and Technical Group Councilors to be elected by the General Assembly as defined in the Bylaws, as well as for the members of Standing Committees and non-standing Committees, all other positions to be approved by the Council as defined in the Policies, and other elections delegated by the Council. The Chair of the Committee shall maintain direct communications with candidates and voting members through the support from the HQ staff.

The Committee shall have the following responsibilities:

  1. In order to assure smooth succession of all operations of the Association, the Committee shall check the terms of all Officers, Councilors, Auditors, and various committee members, and then notify all expiring positions to the Nomination Committee, the Executive Committee, and the Auditors by the end of May.
  2. The Committee shall confirm the membership status of each candidate required for the nominated position and also the accuracy of the candidate’s statement and curricula vitae.
  3. The Committee shall check and confirm the accuracy of the list of voting members together with the Finance Manager and the Administrative Manager preferably at the Headquarters in order to assure the fairness of elections. A voting member shall be a regular member, graduate student member, overseas member, distinguished service member, or honorary member as defined in the Bylaws. The committee may suspend voting rights of any voting member who does not provide accurate background information in the KSEA database.
  4. The Committee shall establish election schedule, uniform ballot forms, uniform candidate statements and uniform biographical formats to properly introduce the candidates. Different biographical formats may be used for different positions.
  5. The Committee shall supervise all election processes stated in the Bylaws or the Policies and determine the validity of the ballots. To be valid, the ballots must include, at a minimum, a full name, a personal phone number, a valid email address, and the current address.
  6. For opening and counting the ballots in elections by the General Assembly, at least two selected members or one selected member and an Auditor should be present in addition to the Systems Administrator and the Administrative Manager at the HQ. In case of tie vote, the winner shall be decided according to the Bylaws or the Policies for each case. The Committee shall immediately report the election results, including the number of total ballots received and the ballot counts for each candidate, etc., to the President and notify the winners of the elections to the General Assembly.
  7. If any illegal or unfair matter is found in the election, the Committee shall immediately report the matter to the Executive Committee and the Auditors. If the illegal or unfair matter is serious to the extent that it can change the election result, the Committee shall withhold the election result until the matter is resolved by the ad-hoc committee of Election Committee, EC and the Auditors. The Chair of the Election Committee shall serve as the chair of the ad-hoc committee. The matter should be resolved within one month after the election.
  8. If there is any objection to the election results, the Committee shall immediately report the objection to the EC and the Auditors. The ad-hoc committee of EC, Auditors and Election Committee should resolve the objection within one month after the election. The Chair of the Election Committee shall serve as the chair of the ad-hoc committee.

 

POLICY 11:  HONORS AND AWARDS COMMITTEE (“HAC”)

 

ARTICLE 1.  Purpose

This policy defines the formation and responsibility of the Honors and Awards Committee.

ARTICLE 2.  Members

The committee shall have seven members, consisting of one representative of Former Presidents and six selected members.

 

ARTICLE 3.  Selection and Terms of Members and Chair

Two of the six selected committee members shall be selected annually at annual Council Meeting by vote from among the candidates nominated by the Nomination Committee. The candidates should have experience of serving as Councilor, Executive Director, First Vice President, Second Vice President or President of the Association. The representative of Former Presidents shall be elected every three years by Former Presidents who are voting members, and the election shall be managed by the Executive Committee.

 

The term of committee members shall be approximately three years, covering the next three Council Meetings. The Chair of the committee shall be elected from all committee members by the committee members, administered by the Executive Committee immediately after the annual Council Meeting, and the term of the Chair shall be about one year until the end of the next Council Meeting.

 

ARTICLE 4.  Responsibilities

This committee shall manage the system of awards and grants, and also evaluate candidates for honorary membership, distinguished service membership, and distinguished sponsor membership. Another purpose of the committee shall be to examine a petition for disciplinary action against a member or an officer.

 

ARTICLE 5.  Awards

  1. The objectives of KSEA Awards are to recognize and honor those who have made outstanding contributions to KSEA, advances in science and technology, international cooperation, especially between the U.S. & Korea, and general welfare of the society.
  2. KSEA Award categories include:
    a. Outstanding Contribution to KSEA Award
    b. Scientist of the Year Award
    c. Engineer of the Year Award
    d. Entrepreneur of the Year Award
    e. Outstanding Chapter and Chapter President Award
    f. Outstanding Community Service Award
    g. Young Generation Leadership Award
    h.Young Investigator Grant (YIG)
  3. KSEA Awards can be bestowed upon members as well as non-members.
  4. The committee shall evaluate candidates recommended for a given award in the following cases:
    a. When a candidate is nominated by a KSEA regular member. The KSEA member shall submit a completed Award Nomination Form with supporting documents to HAC.
    b. When a candidate is recommended by the EC or the Council.
    c. When a member is installed as a distinguished service member.
    d. When other organizations request our Association’s recommendation of candidates for their awards.
  5. Selection and recommendation of KSEA Awards:
    HAC shall evaluate the candidates. In case of YIG, upon HAC’s request Technical Group Councilors evaluate the candidates and send the evaluation to HAC.  HAC shall submit a list of the selected candidates to the President and the Council for the Council approval.

 

ARTICLE 6.   Distinguished service, distinguished sponsor and honorary memberships

  1. The Committee shall evaluate candidates and recommend a list of candidates to the EC.
  2. The EC shall approve the distinguished sponsor and honorary memberships.
  3. The EC shall confirm the distinguished service memberships and then present them to the Council for approval.

 

ARTICLE 7.  Approval Procedure

  1. HAC shall submit the President a list of recommended awardees, DSMs and HMs along with each citation by May 15 in a fiscal year.
  2. The President shall complete all approval processes including council approvals by June 30 in the same fiscal year.
  3. EC shall prepare awards and ceremonies in consultation with HAC.
  4. HAC Chair shall chair award ceremonies and the sitting President shall present awards.
  5. HAC shall use the point system as the requirements for DSM and HM as shown below.

 

KSEA Service-point System for DSM and HM  

Member Name

Member number

   
Service Category

Points per year

Number of years

Total

President

10

President-elect

6

Vice President

5

Auditors

4

Executive/Finance Directors

4

Directors (both EC and DC)

3

Technical Councilors

3

Former President Councilors

3

Chapter Presidents (Chapter names)

5

APS Presidents (APS names)

3

Committee Chairs* (Comm. names)

3

Committee Members* (Comm. names)

1

Regular Membership

1

Total Service Points

* It includes UKC, NMSC, chapter NMSC, regional and APS conferences.  Each subtotal is (points per year) x (number of years).

a. Ex-officio or automatic membership or chair (for ex, P’s UKC chair, CP’s regional conference chair or ED’s RC member) is excluded to avoid duplicate credits.
b. For APS and chapter presidents, only one-year-service for each chapter or APS is allowed for each category.

c. For UKC services, the positions reporting directly to UKC chair (such as program chair, local arrangement chair, fund-raising chair, etc) are accounted to be as "committee chairs".

d. All other functions of UKC's, such as forum or symposium chairs, are accounted as "committee members."

e. For the service of “ad-hoc committee or task force”, if it served for more than 6 months or it reported the TF work to the council, it treats as a regular standing committee. Otherwise, do not count.

f. Qualifications:

  • Distinguished Service Membership (DSM): The total service point should be greater than 100.
  • Honorary Membership (HM): The applicant is at least 75 years old AND the sum of his/her age and total service point is greater than 100.
  • Membership dues are waived for Honorary & Distinguished Service Members. There is no voting right for non-paid members.

ARTICLE 8.  Petition for Disciplinary Action

  1. The committee shall investigate a petition submitted to the President for disciplinary actions against a member who is accused of violating the KSEA Bylaws or policies, interfering with KSEA objectives and business, or disgracing KSEA’s reputation as described in Article 10 of the Bylaws. One of the following groups can submit a petition:a. The majority of the Auditors
    b. ore than 10 Councilors
    c. ore than 50 voting members
  1. Processing of Petition: The President and the HAC shall very carefully process any petition in a confidential manner without public disclosure. Upon receiving the petition, the President shall immediately verify the qualifications of the petitioners and forward it to the HAC and the accused person.  The HAC shall carefully investigate the petition in the following manner:a. Immediately contact the accused person, forwarding all documents or materials related to the petition for rebuttal of the accusations by the accused person.
    b. Request the petitioners to submit additional documentation to substantiate the accused violation, if deemed necessary.
    c. Immediately forward any new document or material related to the petition to the accused person as it becomes available.
    d. Determine 1) whether the accused violation actually had occurred, 2) whether it was a violation of the Bylaws or the Policies if it occurred, and 3) whether it was an intentional violation by the accused person.
    e. Report the findings and recommendations to the President within one to three months in the same fiscal year from the receipt of the petition by the HAC.
    f. It is advised that legal counseling be solicited before the start of investigation and the report of recommendations.
  2. The President shall immediately inform the HAC’s findings to the accused person and shall report the HAC’s findings and recommendations along with the accused person’s rebuttals, if any, to the Council for its decision within a month from the reception of the HAC’s report. The Council shall deliberate and decide on the petition within three months from the reception of the report from the President and may suspend the rights and privileges of membership of any member or expel any member as described in Article 10 of the Bylaws if the member is found guilty as accused by the petition.
  3. If the President is the accused, the President's role in processing the petition will be assumed first by the First Vice President, then by the Second Vice President.

POLICY 12:  SCHOLARSHIP COMMITTEE

 

ARTICLE 1.  Purpose

The KSEA scholarships shall be awarded to post-secondary students (undergraduate and graduate students) to be used for educational purposes, in accordance with the scholarship committee’s guideline and/or operating procedures.

 

ARTICLE 2.  Members

This committee shall have nine members.

 

ARTICLE 3.  Selection and Terms of Members and Chair

The members shall be nominated by the Nominating Committee and selected by the Council such that the term of two selected members expires every year. The Chair of the Committee shall be elected annually among the members, administered by the Executive Committee. The term of the members shall be three years, and the term of the Chair shall be about one year until the end of the next Council Meeting.

 

ARTICLE 4.  Responsibilities

The committee shall be responsible for the following activities:

  1. Conduct scholarship programs as requested by the Executive Committee.
  2. Encourage students of Korean heritage to major in science and engineering.
  3. Provide opportunities for students of Korean heritage to contribute to Korean science and engineering community, and also to learn Korean history and tradition.
  4. Provide opportunities for Korean scientists and engineers who received their final degrees from Korean institutions to continue their research in the USA.
  5. Other scholarship activities to promote the objectives of KSEA.

 

 ARTICLE 5.  Expenditure

All expenditures of the committee for managing the activities of the committee shall be approved by the EC. The expenditures shall come from a portion of the HQ operating budget, donations, and interest of the scholarship funds.

 

ARTICLE 6.  Selection of Scholarship Recipients

All scholarship recipients shall be selected by the committee based on the application materials set by the committee, and then approved by the Executive Committee.

 

ARTICLE 7.  Scholarship Funds

The scholarship funds shall be secured by the following means:

  1. Existing Scholarship funds as of Aug. 14, 2005.
  2. Donations for scholarship funds by the members and benefactors.
  3. A part of the transfer fund carried forward each fiscal year as determined by the Council.

POLICY 13:  LOCAL CHAPTER PRESIDENTS COMMITTEE, AND REPRESENTATIVES OF LOCAL CHAPTERS

 

ARTICLE 1.  Purpose

This policy defines the formation and responsibility of the Local Chapter Presidents Committee (LCPC) and the Representatives of Local Chapters.

 

ARTICLE 2.  LCPC Members

The committee shall consist of all Local Chapter Presidents (CP) as regular members and all Local Branch Presidents as associate members. The associate members can exercise voting right only during their attendance at the meeting.

 

ARTICLE 3.  Selection and Terms of LCPC Chair

The Chair of the committee shall be elected among the Representatives of Local Chapters (RLCs) by all committee members. The term of the Committee Chair shall be approximately one year from the end of a Council Meeting until the end of the next Council Meeting in the following year.

 

ARTICLE 4.  Responsibilities of LCPC and its Chair

This Committee shall effectively promote and assist the activities of the Association through mutual cooperation and exchange between Local Chapters and Branches. The Chair of the Committee shall call for and conduct the committee meetings with the permission of the President and present the action items of the committee to the Council.

 

ARTICLE 5. LCPC Meetings
The committee members shall attend an in-person meeting prior to annual Council meeting set up by the Executive Committee.

 

ARTICLE 6. Representatives of Local Chapters

The Representatives of Local Chapters (RLCs), as defined in Bylaws Article 12-1-i, consist of up to twenty-two (21) Local Chapter Presidents (LCPs), the immediate past Chair of LCPC and one (1) Young Generation (YG) Representative. The 21 LCPs include 6 Super Chapter Presidents and 15 Chapter Presidents from the 8 Regions in the United States as defined in Policy 13 Article 7.

 The six Super Chapters shall be determined based on the three-year average of the number of members within a three-year term; these members shall include paid members and undergraduate members, with a 0.5 weight factor applied to the number of undergraduate members. The number of paid members as of May 1 of each year shall be used to calculate these averages. The six chapters that have the highest average number of paid members during the previous three-year term shall be designated as Super Chapters for the next three-year term

 Each three-year cycle shall begin with an administration whose Administration number is divisible by three (e.g., 45th Administration starting in July 2016, 48th Administration starting in July 2019, etc.).

Up to fifteen Chapter Presidents shall be selected from the eight Regions to serve as RLCs based on the provisions set forth in the following table.

 

No. of Chapters in a Region

No. of RLCs

1 - 3

1

4 - 6

2

Greater than 6

3

 

The rotation of CPs for the councilorship within a region is based on the number of paid members from the immediate past year.

In case that the selection method in the table provides more or less than 15 RLCs, the EC shall adjust the number to 15 on the basis of the number of the paid members.  The Chapter Presidents, except the Super Chapter Presidents in each Region, shall rotate to serve as an RLC every year. The RLCs in each Region shall be determined by the CPs in the Region at least one week prior to the start of a new term. Each CP shall serve as an RLC at least once during the three-year cycle.

If any CPs or acting CPs are not available to fill up the given RLC positions in any Region for any reason, the Chair of the LCPC shall assign a CP from any Region to serve the vacant RLC position.

The terms of the RLCs shall be one year in a fiscal year. The roles and responsibilities of the RLCs include those of the Councilors as defined in the Bylaws and Policies.

The term of a YG Representative is three years.  All preliminary candidates for YG Representative shall be regular members who have paid their membership dues for the previous two years. Preliminary candidates for YG Representative must have served previously as YG Director, Chair or Co-Chair of the YGTLC, Chair of the YG Committee, Technical Group Councilor, or Local Chapter President. The nomination and election of the YG Representative shall follow the same procedure as that for the election of Technical Group Councilors.

 

ARTICLE 7. Regions

There shall be eight Regions designated by each State in the United States, as follows:

 R1. Alaska, Idaho, Montana, Oregon, Utah, Washington, Wyoming:  Boise Idaho, Oregon, Utah, Seattle WA (total 4 chapters in 2016).

R2. Arizona, California, Hawaii, Nevada:  Arizona, Sacramento Valley, Berkeley, Silicon Valley (total 4 chapters).

R3. Illinois, Iowa, Minnesota, Missouri, Nebraska, North Dakota, South Dakota, Wisconsin:  Central IL, Chicagoland, Minnesota, North Dakota (branch), Iowa City, Central Iowa, Wisconsin, Saint Louis (total 7 chapters).

R4. Arkansas, Colorado, Kansas, Louisiana, New Mexico, Oklahoma, Texas:  Arkansas, Colorado (branch), Kansas (branch), Louisiana (branch), Oklahoma (branch), Austin TX, North TX (total 3 chapters).

R5. Indiana, Kentucky, Michigan, Ohio, Tennessee:  Indiana, Kentucky, Michigan, Ohio, SW Ohio, Tennessee, Nashville (7 chapters).

R6. Connecticut, Maine, Massachusetts, New Hampshire, New Jersey, New York, Pennsylvania, Rhode Island, Vermont:  New England, New Jersey, Philadelphia, Central PA (total 4 chapters).

R7. Delaware, Maryland, North Carolina, Virginia, Washington DC, West Virginia:  Baltimore, Central VA, Southern VA (total 3 chapters).

R8. Alabama, Florida, Georgia, Mississippi, South Carolina:  Alabama, Gainesville FL, Orlando, Tampa Bay, Georgia, Mississippi (branch) (total 5 chapters).

POLICY 14:  YOUNG GENERATION COMMITTEE

 

ARTICLE 1.  Purpose

This policy defines the formation and responsibility of the Young Generation Committee.

 

ARTICLE 2.  Members

The committee shall have up to 13members, including two Technical Group Councilors and 2 regular members with prior experience as a member of the Council or the Executive Committee of the Association. A Young Generation Director shall serve as the ex-officio secretary.

 

ARTICLE 3.  Selection and Terms of Members and Chair

The committee members shall be nominated by the Nomination Committee and confirmed by the Council considering geographic distribution. One third of the committee members should be replaced every year. The Chair of the committee shall be selected by the committee members, administered by the Executive Committee. The term of the committee members, who are not the Technical Group Councilors, shall be approximately three years covering the next three Council Meetings. The term of the committee members, who are the Technical Group Councilors, shall correspond to their term as the Councilors.

 

ARTICLE 4.  Responsibilities

In accordance with the purposes of the Association specified in the Bylaws, this committee shall enhance the welfare and the professional status of English-speaking and young generation Korean-Americans by conducting projects that promote their enthusiastic participation in the activities of the Association, as well as to conduct projects that attract their membership in the Association.  The committee shall have the following responsibilities:

  1. Establish a student activity committee in each region of the country, and develop the database for young generation undergraduate students, graduate students, and other young generation members in the region.
  2. Publish an English newsletter bimonthly for the young generation members with student activities and other items interesting to students.
  3. Raise funds necessary for the committee activities through close cooperation with the Executive Committee.
  4. Assign the committee members to be responsible for the activities of each region and have the assigned committee member or members to cooperate and consult with the student activity committee of the region to accomplish Items 1 and 2 of this Article.
  5. Select participants for the Young Generation Forum (YGF) in Korea from applicant pool and submit the participants’ list to EC for its approval.

 

ARTICLE 5.  Finance

The finance of this committee shall be treated as a separate account managed by the Executive Committee, supported by the funds raised by the committee and advertisement fees.

POLICY 15:  NATIONAL CONTEST COMMITTEE

 

ARTICLE 1.  Purpose

This policy defines the operation and responsibility of the National Contest Committee for all national contests and competitions conducted under the auspices of the KSEA, such as annual National Math and Science Competition (NMSC) and National High School Physics Contest (NHSPC).

 

ARTICLE 2.  Members

The committee shall have eight members, consisting of

(i)     National Math Contest Chair, designated by Korean American Mathematical Scientists Association (KAMSA),

(ii)    President or Vice President of KAMSA

(iii)   National Science Contest Chair

(iv)   National Physics Contest Chair, designated by Association of Korean Physicists in America (AKPA)

(v)    President or Vice President of AKPA

(vi)   Three ex-officio members, the first Vice President (VP1), the Executive Director, and the Chair of the Local Chapter Presidents Committee.

 

National Math Contest Chair and National Physics Contest Chair are to be recommended by KAMSA and AKPA, respectively, and the appointment shall be approved by the Council. National Science Contest Chair will be appointed by the VP1 and approved by the Council.

 

ARTICLE 3.  Selection and Terms of Members and Chair

All members are ex-officio members except National Science Contest Chair. The VP1 shall serve as the Chair of the committee. The terms of the ex-officio members shall correspond to their terms in their offices. The terms of the National Math Contest, National Physics Contest, and National Science Contest Chairs shall be one year.

 

ARTICLE 4.  Roles and Responsibilities

This committee shall administer (plan, prepare, coordinate, implement and execute) all national contests and competitions conducted under the auspices of the KSEA, such as annual NMSC and NHSPC. The problem sets for the national math competition will be developed by the National Math Contest Chair and the president of KAMSA. The exam questions for the national physics competition will be developed by the National Physics Contest Chair and the president of AKPA. The national science competition contents will be developed by the National Science Contest Chair.

 

ARTICLE 5.  Contest Operation Committee

The committee shall establish a Contest Operation Committee for each national contest or competition, such as Annual NMC Operation Committee, consisting of the Presidents and the chairs of the preparation committees of all participating local chapters. The Chair of the National Contest Committee shall serve as the Chair of all Contest Operation Committees. The Contest Operation Committee for each national contest or competition shall govern all aspects of the national contest or competition.

 

ARTICLE 6.  Place and Time of National Contest or Competition

A national contest or competition shall be held simultaneously at all participating local chapters, coordinated by the Contest Operating Committee. The time for each national contest or competition shall be decided by the Contest Operating Committee, considering the circumstances and traditions of the participating local chapters and their Korean-American societies.

POLICY 16:  LONG-RANGE PLANNING COMMITTEE (“LRPC”)

 

ARTICLE 1.  Purpose

This policy defines the formation and responsibility of the Long-Range Planning Committee.

 

ARTICLE 2.  Members

The committee shall have seven members.

ARTICLE 3.  Selection and Terms of Members and Chair

The committee members shall be recommended by the Nomination Committee and confirmed by the Council. Their term shall be approximately three years until the end of the next three Council Meetings.  The Chair of the committee shall be elected among the committee members, administered by the Executive Committee and serve for up to two years.

 

ARTICLE 4.  Responsibilities

This committee shall research and examine long-range plans for the following objectives:

  1. Recruitment of Korean-American scientist and engineers in America as the members of this Association, and protection of their rights and interests.
  2. Consultation and cooperation strategies for the long-term policies on science and technology of our motherland, Korea.
  3. Acquirement and management of financial resources of the Association.
  4. Review and update of the KSEA vision and mission statements.
  5. Establishment of the long-term strategies for the stable and continuous operation of KSEA.
  6. Enhancement of active and independent operation of the standing Committees.
  7. Encouragement of active participation of technical group councilors.
  8. Support for harmonious collaboration with affiliated professional societies.
  9. Promotion of more community services.
  10. Participation of mentoring services in the academic or professional fields by senior members.

This committee shall collect materials and analyze problems associated with the objectives stated in Article 1 of this Policy, and then frequently report and recommend long-range plans to achieve the objectives and resolve the problems to President and Council.

POLICY 17:  FUND MANAGEMENT COMMITTEE (“FMC”)

 

ARTICLE 1.  Purpose

This policy defines the formation and responsibility of the Fund Management

Committee.

 

ARTICLE 2.  Members

This committee shall have six members, consisting of five appointed members and one ex-officio member.

 

ARTICLE 3.  Selection and Terms of Members and Chair 

Five members shall be appointed by the President and confirmed by the Council. The appointed members should have broad knowledge in financial matters including investment. The Finance Director shall serve as the ex-officio member.  The Chair of the committee shall be appointed by the President and confirmed by the Council, and the term of the Chair is approximately two years. The term of the appointed members shall be approximately five years from the appointment covering next five Annual Council Meetings. The term of the ex-officio member shall coincide with the term of his or her office.

 

ARTICLE 4.  Responsibilities

The committee shall manage all established funds of the Association, including the KSEA endowment fund and the scholarship funds, to assure the long-term financial growth and security of the Association. The committee is responsible for making investment decisions and any disbursement of the established funds. Both FMC Chair and the Financial Director shall have a direct access to all accounts of the funds, and investment execution shall be carried out by the Financial Director. The Financial Manager is responsible for maintaining the fund records. FMC shall report to EC and former president councilors of the Committee’s activity and fund performance when the Council meetings are held.

 

ARTICLE 5. Accumulation of Established Funds

The following funds shall become the KSEA established funds:

  1. Part of the operating fund of the Association deposited as the established fund each year by the EC and approved by the Council.
  2. Rental income from the Association’s rental properties less rental expenses.
  3. Funds donated by members and benefactors as the endowment fund.
  4. All incomes from the investments.

 

ARTICLE 6.  Disbursement

 

  1. The Funds cannot be disbursed until the target amount determined by the Council is reached, and only the annual profit and interest beyond the target amount may be used by the EC for conducting the intended projects of the Funds. Only the FMC shall determine the amount of disbursement.
  2. In case of an unexpected financial emergency, the operating account of the Association may borrow, on a short-term basis, from the Funds upon the request of the EC and the approval by the Council. This loan shall be repaid at the earliest time during the same fiscal year.
  3. In case of a fiscal emergency without the capability of repayment during the same fiscal year, established funds other than scholarship may be disbursed with the approval of the Council which requires the two thirds of the total number of Councilors as defined in Bylaws Article 12.
  4. Only upon the recommendation of the EC, the RC or the FMC may amend POLICY 17 ARTICLES 6.3, 6.4 and 6.5, with the approval of the two thirds of the total number of Councilors.
  5. The Council agenda and motion related to POLICY 17 ARTICLES 6.3, 6.4 and 6.5 shall be notified to the Council at least 20 days before the scheduled meeting.

POLICY 18:  DIRECTORS COMMITTEE

 

ARTICLE 1.  Purpose

This committee shall effectively execute the Association’s important businesses in order to achieve the objectives of KSEA.

 

ARTICLE 2.  Members

This committee shall have 12-40 members, consisting of all Executive Committee members (6-9 members) as ex-officio members and up to 34 appointed Directors.

 

ARTICLE 3.  Selection and Terms of Members and Chair

Up to 24 Directors shall be appointed by the President. The Chair of the committee is the President and the secretaries are the Executive Director and/or another Director appointed by the President. The term of the committee members is one year from July 1 to June 30 of the next year.

 

ARTICLE 4.  Responsibilities

The committee shall be responsible for the following activities:

  1. Execute the items requested by the President or the Executive Committee.
  2. Increase KSEA memberships.
  3. Publish KSEA Letters and other publications.
  4. Maintain and update the Association’s information technologies and websites.
  5. Maintain and update membership database and member information.
  6. Coordinate young generation and scholarship activities.
  7. Coordinate external affairs with other institutions.

 

ARTICLE 5.  Meetings, Quorum and Voting

  1. The President shall convene Directors Committee Meetings
    as necessary. The President shall attempt to give all Committee members notice of the agenda at least seven days before the scheduled meeting. Any meeting may be conducted in person, by mail, or by electronic means.
  2. The presence at the commencement of such meeting of fifty percent (50%) of the members of the Committee shall be necessary and sufficient to constitute a quorum for the transaction of any business.
  3. At all meetings of the Committee, every committee member shall have one (1) vote. All questions shall be decided by majority vote. In case of a tie vote, the Chair shall have the deciding power.

POLICY 19:  MEMBERSHIP ADMISSION AND DUES

 

ARTICLE 1.  Admission

  1. Admission of regular, overseas, and student members shall be approved per a procedure prescribed by the Executive Committee.
  2. The EC may reject an applicant who does not provide accurate background information.
  3. Admission of distinguished service, distinguished sponsor and honorary memberships is defined in Policy 11 Article 6.

 

ARTICLE 2. Membership Dues 

The annual membership due shall be as follows:

  1. US $35 - for regular members and overseas members.
  2. US $15 - for graduate student members.
  3. No annual membership due for undergraduate student members.
  4. All rights and privileges of membership will be lost if the annual due is not paid for two consecutive fiscal years.

POLICY 20:  US-KOREA CONFERENCE ON SCIENCE, TECHNOLOGY, AND ENTREPRENEURSHIP (“UKC”)

 

ARTICLE 1.  Purpose

This policy defines the procedure to organize and implement the annual UKC.

 

ARTICLE 2.  Date of UKC

UKC shall be held annually, preferably in August.

 

ARTICLE 3.  UKC General Chair and USC Chair

Upon election, the President-Elect (PE) shall become the General Chair of the next year’s UKC and becomes the chair of the USC at the annual Council meeting of the current year. The UKC Chair has the authority and responsibility to organize and implement the entire conference.

 

ARTICLE 4.  UKC Steering Committee (USC)

 

  1. The purpose of UKC Steering Committee is to provide continuity and support for successful UKC operation.
  2. The USC shall support the UKC Chair to organize and implement the entire UKC.
  3. The Committee shall have 6 members, three ex-officio members and three selected members. Three ex-officio members shall be the current president elect and the two immediate past UKC Chairs. Three selected members shall have experience of serving either UKC Co-Chair or UKC Committee chairs (Program, Executive, Local Arrangement, and Finance). The members of the USC shall be nominated by the Nomination Committee and selected by the Council. The term of the Committee members shall be approximately three years, covering the next three Council Meetings, and the term of two members, one ex-officio member and one selected member, shall expire every year.  At the Annual Council, the current UKC chair and one selected member shall join the USC.

 

The roles and responsibilities of the UKC Steering Committee shall include:

a. Recommendation of chairs of UKC committees to UKC chair: programs, local arrangements, fund raising, public relations, and other ad hoc committees.
b. Selection of multi-year venue cities. The venue cities so selected by the USC shall be presented by the USC chair and approved by the annual Council.
c. To participate in the major UKC preparation meetings and provide information based on the past UKC experience.
d. To assist preparation for the Opening ceremony, Plenary sessions and Closing ceremony,
e. To discuss and help regularly the progress of UKC preparation with UKC Chair and Co-Chairs.
f. To compile and keep the written records of UKC operation and update as needed to provide necessary information to the next UKC Chair, and
g. To consult on important issues for the stable & successful operation of UKC.

 

ARTICLE 5.  UKC Committees

  1. The UKC Chair at the recommendation of USC shall form UKC program and fundraising committees; and may form other UKC committees such as executive, local arrangement, advisory and venue-search committees. All UKC committees shall report to the UKC Chair.
  2. The Chairs of the committee shall be KSEA members in good standing and co-chairs can be non-members.

 

ARTICLE 6. UKC Program and Approval

  1. The program committee shall develop a program that covers the current trends in science, technology, and entrepreneurship.
  2. The program shall encompass a wide range of subjects to give most members a chance to present papers.
  3. The program shall be of mutual interests to the US and Korea.
  4. The proposed program shall be approved by the Council at the mid-term council meeting.

 

ARTICLE 7. Fund-raising, Budget, and Budget Approval

  1. The UKC Chair is responsible for raising funds for the UKC in collaboration with the USC.
  2. Previous UKC chairs shall provide their records of fund-raising contacts and activities to the current UKC Chair.
  3. The UKC Chair shall set up a tentative budget with consents from the program and executive committees and authorize expenses until a final budget is approved by the Council.
  4. The tentative budget shall be approved by the Council at the mid-term council meeting. At least 30% of the total income shall be allocated to overhead for KSEA operations and Local Chapter support.
  5. The final budget shall be approved by the Council at least two weeks prior to the first day of the UKC.

 

ARTICLE 8.  UKC Registration

The UKC program committee shall propose the followings in consultation with the USC and obtain the approval from the UKC Chair:

  1. Registration fee
  2. Period of time for registration
  3. Reimbursement guidelines for UKC attendees

 

ARTICLE 9.  Report of UKC

  1. A UKC summary report shall be posted on the KSEA website and included in the first issue of KSEA Letters published during the incumbent President’s term.
  2. A financial report shall be submitted to the Council within 3 months after the UKC.
  3. The UKC report shall be publicized in the US and Korea.

 

 

POLICY 21:  HISTORY COMMITTEE

 

ARTICLE 1.  Purpose

This policy defines the formation and responsibility of the History Committee

 

ARTICLE 2.  Members

This committee shall have seven members.

 

ARTICLE 3.  Selection and Terms of Members and Chair

The members shall be selected at a Council Meeting from the candidates nominated by the Nomination Committee.  The term of the members, except for four of the committee established for the first time (first committee), shall be approximately three years covering the next three Annual Council Meetings. The terms of two members of the first committee shall be approximately two years and the terms of the other two members of the first committee approximately one year.  In case of a member vacancy, the replacement member shall be immediately selected by the Council to serve for the member’s remaining term.  The Chair of the committee shall be elected from the committee members by the members, administered by the Executive Committee and shall serve for up to two years.  The Chair shall appoint the Secretary of the Committee.

 

ARTICLE 4.  Responsibilities

The committee shall be responsible for collection, documentation and dissemination of historical information on the Association and its activities.  In addition, the committee shall organize events and prepare publications including multimedia to record and publicize significant anniversaries. The committee may organize special history sessions during conferences and events acknowledged by the Association.  Organization of such events or publications shall be approved by the Executive Committee or the Council.

 

ARTICLE 5.  Accuracy Check

Before publication of any historical information, the committee shall circulate its draft to all former presidents and the Executive Committee for their review and comments and obtain approval of the final document by the Council.

 

ARTICLE 6.  Budget
The budget submitted by the Committee shall be approved by the President.

 

POLICY 22: COMMITTEE ON AFFILIATED PROFESSIONAL SOCIETY

 

ARTICLE 1. Purpose

This policy defines the formation and responsibility of the Committee on Affiliated Professional Society (APS).

 

ARTICLE 2. Members

The committee shall have eight members, consisting of six elected members (at least three from current and former presidents of APS) and two ex-officio members (Second Vice President and Technical Group Director).

 

ARTICLE 3. Selection and Terms of Chair

The committee members shall be nominated by the Nomination Committee and confirmed by the Council considering the technical group areas. The term of committee members shall be approximately three years, covering the next three Council Meetings. One third of the committee members should be replaced every year. The Chair of the committee shall be elected among the regular members of the committee by all committee members, administered by the EC. The term of the Committee Chair shall be approximately one year from the end of annual Council Meeting until the end of the next Council Meeting in the following year.

 

ARTICLE 4. Responsibilities

This Committee shall effectively promote and assist the activities of the KSEA through mutual cooperation and exchange among Headquarters, Local Chapters and APS. The Chair of the Committee shall call for and conduct the committee meetings and present the action items of the committee to the Council.

Specifically, the committee shall have the following responsibilities:

  1. Make a recommendation for establishment of a new APS in the technical areas supported by the KSEA through evaluation of APS application.
  2. Review the qualification of an APS every three years and makes a recommendation to the Executive Committee.
  3. Work closely with APS presidents to encourage members of APS to join the KSEA and participate in various KSEA activities.
  4. Promote and coordinate with APS in support of the annual meeting of the APS.
  5. Encourage the APS President to be a candidate to serve as a Technical Group Councilor.
  6. Develop and recommend action items to President/EC for enhancement of the interactions between KSEA and APS.
  7. Report the status and activities of the APS to the Council.

 

POLICY 23: SMALL & MEDIUM-SIZED ENTERPRISES (SMEs) COMMITTEE

 

ARTICLE 1. Purpose

This policy defines the formation and the responsibilities of the Small & Medium-sized Enterprises (SMEs) Committee.

 

ARTICLE 2. Members

This committee shall have eight members.

 

ARTICLE 3. Selection and Terms of Members and Chair

The committee consists of six elected members and two ex-officio members, President-Elect (PE) and Executive Director (ED). Long-term continuity and consistency are essential for this committee and thus, the six starting members will serve for the first three years. After three years, two of the six members shall be selected annually for a 3-year term. Members shall be selected by the Council at the annual meeting from the candidates nominated by the nomination committee. This means the starting committee will consist of 2 members with 5-year terms, 2 members with 4-year terms and 2 members with 3-year terms. Every selected member thereafter will have a 3-year term. The chair of the committee shall be elected among the members of the committee for a two-year term.

 

ARTICLE 4. Responsibilities

This committee shall reach out to small and medium-sized enterprises (SMEs), both Korean and Korean-American, and develop mutually beneficial partnerships. Such partnerships entail networking between KSEA members and SMEs and holistic counseling on new business opportunities and marketing.

The committee shall report its activities regularly to the Executive Committee and to the Council at every council meeting.

POLICY 24: 50th ANNIVERSARY COMMITTEE

 

ARTICLE 1. Purpose

This policy defines the formation and responsibility of the 50th Anniversary Committee.

 

ARTICLE 2. Terms

The term of this committee shall be from the annual council meeting of the 47th Administration to the end of the 50th Administration. The terms of the members, Chair, and Co-Chairs shall be from the date of selection to the end of the 50th Administration.  This Policy also expires at the end of the 50th Administration.

 

ARTICLE 3. Members

The committee shall have up to 11 members, consisting of 5 former presidents and up to 6 invited members.

 

ARTICLE 4. Selection of Members, Chair, and Co-Chairs

Five former president members shall be selected by the Council at the annual council meeting of the 47th Administration from the candidates nominated by the Nomination Committee. The Chair shall be elected among the 5 former president members, and Co-Chairs from the invited members. The election of the Chair and Co-Chairs shall be administered by the Executive Committee. The invited members shall be recommended by the Committee and confirmed by the Council. Replacement shall be made by the same selection procedure described in this article.

 

ARTICLE 5. Responsibilities

The Committee shall raise KSEA funds in celebration of the 50th anniversary, and plan and execute the 50th anniversary events. The Committee may also develop, in collaboration with the Long-Range Planning Committee, a system to recognize and recruit excellent Korean-Americans in science, engineering, and entrepreneurship and a refined administrative structure that brings continuity and stability to KSEA. The Committee shall report major decisions to the President and report the progress to the Council at the annual and mid-term council meetings.

 

ARTICLE 6. Budget

The Committee’s activities shall be financially supported by each Administration’s voluntary contribution, starting from the 46th Administration. Any expenditure of the Committee shall be pre-approved by the sitting President of KSEA.

APPENDIX: AMENDMENT HISTORY

 

Appendix 1:

The Policies in English are direct translation of the original “Detailed Rules” in Korean with some amendments to meet the new English Bylaws by the 33rd Rules Committee:

The 34th Council approved the English Policies on August 14, 2005 held at University of California-Irvine campus and became effective immediately.

The change in the number of Technical Group Councilors was approved at the Council meeting via e-voting in February 2006.

 

Appendix 2:

The 36th Council amended Policies 12 (Scholarship Committee) and 15 (National Contest Committee) on August 12, 2007.

 

Appendix 3:

The 37th Council amended the Policies as above at the KSEA office on January 24, 2009. All amendments to the Policies regarding proposed amendments to the Bylaws became effective as the amendments were approved by the General Assembly on April 25, 2009.  Key amendments are related to the following clauses:

  1. Election of two Vice Presidents,
  2. Affiliated Professional Societies,
  3. Payment procedures in Finance and Accounting,
  4. Responsibilities of Rules and Nomination Committees,
  5. Fund Management Committee,
  6. KUSCO Board of Directors, and
  7. Installation of Directors Committee

 

Appendix 4:

The 39th Council amended the Policies 1, 2, 6, 7, and 11; and installed Policy 21 (UKC) and Policy 22 (History Committee) on January 15, 2011.  The Policies 1, 2, and 6 were amended to make them consistent with either the newly installed Policies 21 and 22 or with the new election practice adopted by the 38th Executive Committee.  Policies 7 and 11 were amended to implement the motions approved by the council.

 

Appendix 5:

The 40th Council amended the Policies 1, 2, 6-17, and 19-21 on January 7, 2012.

 

Appendix 6:

The 42nd Council amended the Policies 1-5, 6, 10-18, 21-22 and Appendix 1 on August 11, 2013, January 12, 2014, and June 30, 2014.

 

Appendix 7:

The 43rd Council amended the Policies 2 and 13 on August 9, 2014.

 

Appendix 8:

The 44th Council amended the Policy 1, Policy 2, Policy 10, Policy 11 and Policy 19 on August 2, 2015.

 

Appendix 9:

The 44th Council amended Policy 2, Policy 11, Policy 13, Policy 16 and Policy 17 on January 24, 2016

 

Appendix 10:

The 45th Council amended Policy 12 and Policy 13 on August 14, 2016.

 

Appendix 11:

The 45th Council amended Policy 20 on January 7, 2017.

 

Appendix 12:

The 46th Council amended Policy 6 and Policy 22 and newly added Policy 23 on August 12, 2017. Policy 15 was amended on August 13, 2017.

 

Appendix 13:

The 46th Council amended Policy 1, Policy 2, Policy 9, and Policy 10 on January 20, 2018. The 46th Council amended Policy 17, Policy 20 and added Policy 24 on March 12, 2018.

The exclusion clause of Policy 10(Election Committee) Article 2 will become effective from the 47th term.

 

Appendix 14:

The 47th Council amended Policy 18 on August 5, 2018.