The name of this association shall be Tokyo International University International Relations Student Association or TIU IRSA in short, hereafter referred to as the Association or IRSA.

The purposes of TIU IRSA are:

To foster a more cohesive community of International Relations students (including both E-Track and J-Track), faculties, and future practitioners at Tokyo International University,
To promote an ecosystem of knowledge-sharing pertaining to global issues in world politics, economy, culture, and the discipline of International Relations,
To create an official intermediary between the IR student body and the faculty members,
To facilitate the flow of knowledge between the IR Alumni network of TIU and the current IR student body via Academic Seminars from accomplished Alumni,
To provide members of TIU IRSA and TIU students with the opportunity to develop their skills in research, reading, writing, event organization, and job-seeking,
To inform the IR student body of internship and research opportunities, as well as graduate school information via the Academic Bulletin and Academic seminars,
To enable all of the above by arranging regular events and creating platforms and avenues to guide and encourage the self-development of TIU IRSA members and TIU students.

1. Students of the International Relations major (both E-Track and J-Track) currently enrolling in Tokyo International University are automatically eligible to join the IRSA as Core Members during the recruitment period
2. Activities and events of TIU IRSA are open to students of all majors at Tokyo International University,
3. There are no membership fees to be paid,
4. Should there be any participation fees needed for a particular event, such details will be made known to students,
5. All Core Members are eligible for Executive positions of TIU IRSA,
6. Membership will be terminated upon leaving Tokyo International University, with graduating members receiving the Alumni title on our internal platforms (such as Discord)
7. The Executive Committee and Members can request the termination of their roles through a written request to the Internal Affairs Officer,
8. Unless extraordinary circumstances arise, there is an expectation of conducting recruiting on a semestrial basis. The Executives are responsible for conducting these recruiting procedures in sync with other events on Campus that facilitate and promote club enrollment (such as the Club Fair, Freshmen Orientation, etc). The goal is to secure regular admission of core members who would eventually become Officers or Executive Committee.

Section 1 – Scope of Term

All executives and officers must commit to serving a full academic year, encompassing both the Spring and Fall terms, from January to December. Students who are unable to fulfill this commitment, due to reasons such as exchange programs, early graduation, or arising internship or job opportunities that commence in the middle of the academic year, will not be eligible to participate in executive elections.
This requirement ensures continuity and stability within the student organization, allowing for effective planning and execution of initiatives throughout the academic year,

Section 2 – The Executives:

1. The Executives are responsible for administering the Association,
2. The Executive Positions shall consist of one President and two Vice Presidents (External and Internal Affairs respectively),
3. A member shall not hold the same Executive Position for more than one academic year.

Section 3 – The Officers:

1. Officer Positions shall include the following:
   • Internal Affairs Officer,
   • Public Relations Officer,
   • Academic Officer,
   • And any other position deemed necessary by the President,
2. A member shall not hold the same Officer Position for more than one academic year,
3. Cooperation with other organizations on campus is done through the Executive Committee and the team that is relevant to the nature of that cooperation.

Section 4 – Ad hoc Committees:

1. In order to improve operational efficiency and coherence in organizing an event, ad hoc Committees may be formed with a consensus from the Executive Committee,
2. The Committee undertakes to perform to the best of its ability the mandate given by the Executive Committee,
3. The Committee shall consist of a Chair and Committee Members,
4. The President shall assign members to the Committee,
5. The members of the Committee shall determine their Chair through internal voting.

Section 5 – Faculty Advisor(s):

1. The Association must have at least one member of the TIU Faculty of International Relations serve in an advisory capacity, as it functions as an official organ of the School of International Relations,
2. Faculty Advisor(s) must be informed of the Association’s meetings, meeting minutes, activities, and events. While they should not organize or manage the Association’s daily operations, a main Faculty Advisor shall be responsible for supervising the Association’s daily activities, ensuring alignment with the goals and objectives of the School,
3. The Executive Committee is required to convene with the main Faculty Advisor at least once a month during term time. These meetings must be scheduled to occur prior to the monthly Faculty Meeting,
4. The Executive Committee is required to present the Association’s latest plan and activities during the monthly Faculty Meeting
5. Faculty Advisor(s) should be responsible for promoting the Association’s activities and events among Faculty members, or offering assistance whenever it is necessary,
6. If a Faculty Advisor wants to resign from his or her position, he or she shall nominate interested Faculty members to be the new Faculty Advisor(s),

Section 1 – Executive Committee:

General Duties and Tasks:

1. The Executive Committee are primarily in charge of managing and are ultimately responsible for the operation of TIU IRSA,
2. Working with Officers and Core Members to ensure proper administration of the association’s operations,
3. Engaging in direct communication with the School, Faculty Advisors, alumni and other organizations outside of TIU,
4. Performing any other reasonable duties not explicitly stated within these Bylaws,
   
   More specifically, the Executives shall:

1. Facilitate communication between teams, partners, and Faculty Advisors,
2. Provide work plans for all the teams listed below,
3. Prepare ad-hoc committees if need be,
4. Handle the financial matters of IRSA,
5. Work on any other required matter not attributed to other teams,
6. Assure that the rules of the by-law are respected and, if necessary, updated based on the Association’s progress (with the consent of the School, the Faculty Advisors, and a majority of Executive Committee, Officers and Core Members via vote).
   
   Specific Tasks and Duties:

1. The President shall:
   • Preside over meetings and set the agenda,
   • Supervise and control all affairs of IRSA, including but not limited to: events, recruitment, projects, and documents produced by the IRSA,
   • Have the power to make suggestions and approve the agendas/events of the Term Plan/Activity Proposal,
   • Create the budget proposal in tandem with other Executive members;
2. The Vice President of External Affairs shall:
   • Be in charge of direct communication with the University, School, Alumni, and other clubs/organizations inside or outside the university,
   • Be in charge of collaborations with other organizations should occasions or opportunities arise,
   • Be in charge of overseeing the Public Relations and executing all promotional activities;
3. Vice President of Internal Affairs shall:
   • Be in charge of overseeing the performance and functioning of the officers and the members (coordination of and among committees),
   • Create a written report detailing the activities of IRSA (once every semester),
   • Generate the meeting minutes for each of the IRSA’s meetings and send a copy to the faculty advisors
   • Be in charge of organizing and overseeing semestrial recruitment,
   • Be in charge of logistics and execution of events included in the Activity Proposal,

Section 2 – Officers:

General Duties and Tasks:

1. Officers are in charge of specific duties within the Association, which are either laid out in the present constitution or deemed necessary by the Executives,
2. Officers should carry out their duties responsibly, acting only in the best interests of the club and its membership,
3. Officers should be prepared to report on their activities and areas of responsibility to the Executives,
4. Officers should show a collaborative manner toward the Executives, other Officers and Core Members,
5. Officers should seek areas in which their contribution can be enhanced and take appropriate action to improve their effectiveness as an Officer,
6. Officers shall be responsible for the training, the conduct, and the actions of Core Members under their direction,
   
   Specific Tasks and Duties:

Internal Affairs Officer shall:

1. Be in charge of all internal communication affairs via the communication tools used by the Association, such as Discord and email, and mainly ensure all Executive Committee and Officers are informed of the ongoings of the Association in a timely manner, which includes but is not limited to: IRSA events, projects, meeting agendas and meeting minutes,
2. Keep track of new and existing Core Members’ contact information via appropriate documentation, and update the list of Executive Committee, Officers, and Core Members on all communication and information platforms every semester,
3. Manage all affairs related to Human Resources, which includes but is not limited to: recruitment of new Core Members, ensuring the integration and proper utilization of new and existing Core Members within the Association by tracking their tasks and contributions, and informing Executive Committee of under-utilized Core Members,

Public Relations Officer shall:

1. Plan and execute PR campaigns and strategies to promote all events and activities of the IRSA,
2. Manage social media accounts and website of the TIU IRSA,
3. Manage promotional material and publications (CIP, brochures, social media posts, videos, etc),
4. Assist the Vice President of External Affairs in seeking partnerships and sponsorships from inside and/or outside of TIU,
5. Develop plans for and organize social events,

Academic Officer shall:

1. Develop plans for and organize academic events, including but not limited to: Undergraduate Paper Series, Academic Seminars, and other activities alongside the President and preparing slides when necessary for academic events,
2. Closely work with the President and reviewers under the Undergraduate Paper Series project,
3. Attend Global Dialogues and/or assign members from the Academics team to attend the dialogues to prepare the summaries for the website,
4. Be in charge of all educational materials and activities within the Association;

Section 1 – Definitions:

A majority vote is defined as the number of votes that is more than one-half of all eligible votes, excluding absentations,
A two-thirds vote is defined as the number of votes that is two-thirds of all eligible votes, excluding absentations,

Section 2 – Eligibility:

All members, including Executive Committee, Officers and Core Members are eligible to vote,
One member shall have one vote,

Section 3 – Nomination:

All members are allowed to nominate any member for any administrative position,
All nominations are to be sent to the Voting Committee and confirmed by the acting President and Vice President in a disclosed, open document,
All nominations should be accompanied by a remark stating the reason(s) for the nomination,
All nominations must be received one week prior to the voting date at the latest,

Section 4 – Voting Date:

The election will be conducted in the Annual General Meeting (AGM), which is held once a year in January,

Section 5 – Ballot:

The Voting Committee shall be responsible for conducting and tallying the votes,
The vote shall be conducted in a closed ballot by members present at the Annual General Meeting,
The vote shall be counted openly and the elected positions will be pronounced immediately,

Section 6 – Appointment:

Members shall take the duty of their offices only after they have been appointed through the election,
The President, Vice Presidents, and Officers shall be approved by a two-thirds vote,
A majority vote shall approve Committee Officers,
Committee Members are directly appointed by the Officer of the Committee or the Executive Committee.

Section 1 – Executive Impeachment:

1. An elected President, Vice President, or Officer, can be removed from their position if it is deemed to be in the interest of the group,
2. The Executive Impeachment procedure shall be initiated by a Statement of Removal clearly stating the reason(s) for the removal and signed by at least half of all members,
3. The voting procedure for the removal shall be conducted no sooner than the Statement of Removal has been received and verified by the Internal Affairs Officer,
4. The acting Executive Committee such as President and Vice Presidents shall be removed by a two-thirds vote,
5. Any executive may resign by filing a written resignation with the Internal Affairs Officer,
6. An election to replace the leaving Executive will be conducted no later than a week following the announcement of the resignation or the voting procedure for the removal,

Section 2 – Officer Removal & Resignation:

1. An Officer shall be removed from their position if it is deemed that they have not satisfactorily undertaken their duties and it is in the best interest of the group to do so,
2. The Officer Removal Procedure shall be initiated when a member lodges a written complaint with the Executive Committee and/or if the Executive Committee deem it is appropriate to remove the Officer from their position,
3. Once the Officer Removal Procedure has been initiated, the Executives Committee shall hold a vote,
4. A two-thirds vote shall remove the acting Officer,
5. Any Officer may resign by filing a written resignation with the Vice President of Internal Affairs,
6. An election to replace the leaving Officer will be conducted no later than a week following the announcement of the resignation or the voting procedure for the removal,

Section 3 – Committees:

The same procedure as the Officer Removal Procedure and the resignation process shall apply to the Committee Members,

Section 4 – Interim President

1. In the event that the President can no longer tend to their duties due to extraordinary circumstances or they resign from their post, the responsibilities of the President will be jointly shared by the two Vice Presidents until the role of the President is filled again,
2. Either of the two VPs may step up as President via internal discussion with each other if the President leaves in the middle of the school year (anytime before December),
3. In the event that there is a conflict between the two VPs and a decision on Presidency could not be reached, an election will be held via which the new President will be elected through a two-thirds majority vote
4. If any other positions open up on account of this election, other elections need to be held to fill them accordingly.

Section 1 – Regular Internal Meeting:

The date for regular meetings will be designated by the Executive Committee once elected,

Section 2 – Special Meeting:

1. The Executive Committee may call for a special meeting with the participation of selected Officers, Core Members, whichever deemed necessary,
2. Any members can call for a special meeting with the Executive Committee or Officers only when it is agreed by the Executive Committee,

Section 3 – Annual General Meeting:

1. The date will be determined and made known to all members via Social Media posts and Emails two weeks prior to the date of the meeting,
2. The meeting must be scheduled in January annually for the elections of new Executive Committee and Officers.

Section 4 – Tardiness and Absence Policy:

The members shall:

1. Attend all general Association sessions unless they have reasonable excuses, in which case they shall notify the Executive Committee through any means necessary 6 hours prior except for emergency cases,
2. Not be absent for two consecutive meetings without communicating a reasonable excuse for absence,
3. Be present in the meeting room no more than twenty (20) minutes after the starting time except for emergency cases.

1. The main Faculty Advisor has the authority to modify and amend the Bylaws with the aim of enhancing the transparency and organizational capacity of the Association,
2. Any member can also submit a written request to amend the Constitution and Bylaw of TIU IRSA to the Executive Committee,
3. The amendment must be received, reviewed, and approved by the Executive Committee and the main Faculty Advisor.