Emory Chinese Student Association (ECSA) Constitution

Chapter II: Mission, Vision, and Organizational Beliefs

Article 3: Mission Statement

The Emory Chinese Student Association is dedicated to providing comprehensive support and assistance to Chinese students at Emory University, helping them find a sense of belonging in a foreign environment, while actively promoting cultural exchange and community integration.

Article 4: Vision Statement

The Emory Chinese Student Association aspires to become a leading Chinese student organization among global universities and to serve as a vital bridge connecting Emory University and China.

Article 5: Organizational Beliefs

Since its establishment in 1998, the Emory Chinese Student Association has upheld its core mission of serving Chinese students and fostering cultural exchange. Over the years, it has grown into one of the largest and most structurally complete Chinese student organizations at Emory University.

We are committed to providing support and platforms across various domains—including cultural heritage, career development, academic exchange, and campus life—while fostering a community atmosphere of mutual assistance and collective growth.

As the most influential and comprehensive Chinese student organization at Emory, ECSA remains devoted to its mission of serving students, preserving cultural traditions, and facilitating personal and communal development. It seeks to build a solid bridge for mutual understanding and trust between Chinese and American cultures.

Article 6: Statement of Policy Compliance

This organization is committed to complying with all policies and regulations of Emory University. In particular, it shall strictly adhere to relevant university guidelines when organizing or participating in any on- or off-campus events.

Chapter IV: Organizational Structure

Article 16: Overview of Organizational Structure

The Emory Chinese Student Association (ECSA) adopts a structured leadership system to ensure efficient governance, clear delineation of responsibilities, and coordinated functioning across all operational units. The organizational framework comprises the following three core bodies:

• Executive Board: Composed of the Presidium and the Chairs of all departments, the Executive Board is responsible for overall strategic planning, daily administration, and execution of major decisions.

• Council: Consisting of former Executive Board members, the Council serves as an advisory body, offering strategic guidance and institutional knowledge to the current leadership. It also oversees alumni relations and supports intergenerational continuity.

• Functional Departments: Led by Department Chairs, these units are responsible for the practical implementation of the Association’s activities, including event planning, publicity, external affairs, and member services.

These three bodies operate with distinct responsibilities yet in close collaboration, working together to advance ECSA’s mission and long-term development.

Article 17: The Presidium

The Presidium is the highest leadership body of ECSA and consists of 1–2 Presidents, 1–2 Vice-Presidents, and 1 Secretary General. It is responsible for the overall operation and strategic development of the Association. As the core decision-making entity, the Presidium not only represents ECSA internally but also serves as the voice of the Chinese student community at Emory University in broader campus and public affairs. Its primary responsibilities include:

• Establishing the strategic direction and long-term development goals of the Association on behalf of all members;

• Defining and safeguarding ECSA’s organizational values, cultural identity, and mission orientation;

• Representing the Chinese student community in communication and negotiation with the university in cases where student rights are impacted;

• Assisting with communication between Chinese students’ parents and university departments in resolving relevant issues;

• Supervising and evaluating the performance and leadership of Department Chairs to ensure successful execution of events and initiatives;

• Managing the ECSA student and parent WeChat groups to facilitate effective communication and constructive interaction;

• Driving the daily operations of the Association and coordinating the development of annual and semester-based work plans;

• Handling all personnel arrangements and internal transfers outside of the Presidium, and overseeing interdepartmental task distribution;

• Nominating candidates for Presidential Assistant and Department Chair positions, and participating in appointments;

• Reviewing and approving external collaborations and partnerships to preserve ECSA’s public image and institutional relationships;

• Examining and supervising the use of organizational funds to ensure transparency and financial accountability.

Article 18: Council Overview

For details regarding the Council, please refer to Article 10, Chapter III of this Constitution.

Article 19: Academic and Career Development Department

The Academic and Career Development Department is one of ECSA’s most resource-rich and professionally oriented departments. It is committed to providing comprehensive academic support and career development opportunities for members. Through a variety of activities, the department connects students with on- and off-campus resources to enhance learning effectiveness and professional competitiveness. Primary responsibilities include:

• Organizing academic lectures, study-sharing sessions, and midterm/final exam preparation workshops;

• Facilitating mentorship programs between students and alumni to promote knowledge transfer and experience sharing;

• Partnering with reputable companies and external organizations to host career-related events such as job search workshops, résumé reviews, and industry panels;

• Consolidating and distributing information about internships, research opportunities, and scholarships;

• Supporting members in identifying career paths and strengthening overall professional readiness.

Article 20: Events Programming Department

The Events Programming Department is the core planning and execution team behind all ECSA events, responsible for bringing ideas to life from conception through on-site implementation. Through organizing warm, high-quality events, the department fosters a sense of community and belonging for Chinese students abroad. Primary responsibilities include:

• Designing and coordinating a wide range of campus events, both large and small;

• Managing venues, equipment, decoration, supplies, and staffing for events;

• Drafting detailed event proposals outlining procedures and execution plans;

• Collaborating with other departments to ensure safe, efficient, and orderly event operations;

• Creating engaging and culturally meaningful student experiences to strengthen the ECSA brand.

Article 21: External Affairs Department

The External Affairs Department serves as ECSA’s gateway to external partnerships and resource expansion. It is responsible for building and maintaining relationships with corporations, student associations at other universities, and community organizations—thus enhancing the Association’s external influence. Primary responsibilities include:

• Establishing collaborations with internal and external businesses, brands, and media outlets;

• Organizing joint programs and collaborative events with student organizations from other universities;

• Drafting partnership proposals and expanding ECSA’s long-term collaborator network.

Article 22: Finance Department

The Finance Department is the central unit for financial management within ECSA. It oversees budgeting, bookkeeping, and reimbursement procedures, ensuring that all events are financially supported and compliant. It serves as an indispensable pillar in ECSA’s administrative system. Primary responsibilities include:

• Updating and maintaining accurate, well-organized financial records for ECSA;

• Verifying and processing reimbursement claims, recording expense amount, date, purpose, responsible party, and payment method;

• Managing and reconciling ECSA’s official financial accounts, ensuring orderly cash flow;

• Holding the authority to audit departmental expenses, including sources and uses of funds;

• Handling procurement of supplies for events to ensure timely delivery and clear accounting.

Article 23: Publicity Department

The Publicity Department is ECSA’s primary channel for both internal communication and external visibility. It is responsible for visual design, brand management, and media operations. As the bridge between the Association and the public, this department enhances ECSA’s image and influence through professional content creation and strategic communication. Primary responsibilities include:

• Designing promotional posters, graphics, visual identities, and branding materials for events;

• Writing and publishing publicity content, including previews, event announcements, and post-event reviews;

• Managing ECSA’s presence on platforms such as WeChat Official Account, Instagram, and RedNotes;

• Collaborating with other departments to develop promotional strategies that ensure accurate and engaging communication;

• Capturing and editing photos and video footage of events, maintaining the organization’s visual archives;

• Upholding brand consistency and professionalism while cultivating a positive, credible, and culturally rich public image for ECSA.

Chapter V: Attendance Policy

Article 24: Categories of Attendance

ECSA’s attendance system is divided into two categories: Meeting Attendance and Event Attendance. All Core Members—including Department Officers, Department Chairs, and members of the Presidium—are required to strictly comply with the attendance regulations.

Article 25: Meeting Attendance Policy

• All Department Officers must attend their department’s regular meetings and general meetings on time. If unable to attend due to exceptional circumstances, they must submit a request for leave in advance to their Department Chair, stating the reason.

• If a Department Chair cannot attend a departmental or general meeting, they must request leave in advance from a member of the Presidium.

• If a Presidium member cannot attend a scheduled meeting, they must inform the other members of the Presidium in advance.

• Any member who is absent without valid excuse from two or more meetings may be subject to warning or disciplinary action, depending on the severity of the situation. In serious cases, personnel adjustments may be proposed.

Article 26: Event Attendance Policy

• Prior to each major event, the Presidium and the lead department responsible for the event shall evaluate the level of participation by each department during the preparation phase and determine which departments will be assigned on-site responsibilities during the event.

• Departments that had a relatively lighter workload during the preparation stage are generally expected to take on frontline tasks at the event, such as order maintenance, guest reception, venue setup, and process coordination.

• Members from departments designated for on-site execution duties must participate in on-site work. If a member is unable to attend due to special circumstances, they must request leave from their Department Chair in advance, who shall then report it to the Presidium.

• The Events Department is required to participate in on-site execution for every event it organizes.

Chapter VI: Leadership Transition and Election

Article 27: General Overview of Elections

The Emory Chinese Student Association (ECSA) shall conduct its annual Executive Board election between late April and early May. All current members, regardless of candidacy status, are required to participate in the election process in accordance with official procedures.

The election shall be conducted under the principles of openness, fairness, and impartiality, and shall be supervised by the Council to ensure organizational continuity and legitimacy.

Candidates for Presidium positions are expected to consult with the current Presidium before running, to gain a clear understanding of the roles and responsibilities involved. Likewise, candidates for Department Chair positions should consult with the incumbent Chair of their respective department.

Each candidate must prepare a campaign speech accompanied by 1 to 3 slides of presentation materials.

• Presidium candidates may deliver speeches of no more than 5 minutes.

• Department Chair candidates may deliver speeches of no more than 3 minutes.

Vote tallies must be announced immediately upon conclusion of the election.

Article 28: Election of the Presidium

• Members of the Presidium (President, Vice-President(s), and Secretary General) shall be elected by all current Core Members (including the current President, Vice-President(s), Secretary General, Department Chairs, and Department Officers).

• A weighted voting system shall be used:

  • • Each vote from the current President, Vice-President(s), and Secretary General counts as 5 points;

    • Each Department Chair vote counts as 3 points;

    • Each Department Officer vote counts as 1 point.

• The candidate with the highest total score shall be elected.

• Presidium candidates must have at least two years of work experience in ECSA.

• Members of the OCSA (Oxford Chinese Student Association) Presidium with prior experience in ECSA are eligible to run for ECSA Presidium positions.

• Each person may serve in a Presidium position for only one term; re-election is not permitted.

Article 29: Election of Department Chairs

• All current department members may apply to run for the Chair position of their respective department.

• A weighted voting system shall be used:

  • • Each Presidium member’s vote counts as 1 point;

    • Each Department Chair’s vote counts as 2 points;

    • Each Department Officer’s vote counts as 1 point.

• Candidates must have at least one academic year of experience working with either ECSA or OCSA.

• If the number of applicants does not meet departmental needs, the Presidium may, on the basis of fairness and impartiality and under the supervision of the Council, directly appoint or additionally elect qualified members to fill the role.

• Each person may serve as a Department Chair for only one term; re-election is not permitted.

Article 30: Department Officer Reappointment Policy

Department Officers who have completed their term and actively served for at least one semester may apply for reappointment.

Reappointment requires a recommendation from the Department Chair and final approval from either the President or Secretary General.

To ensure organizational vitality and renewal, the number of returning officers in any department may not exceed one-third of that year’s maximum recruitment capacity.

Chapter VII: Recruitment

Article 31: General Overview of Recruitment

The Emory Chinese Student Association (ECSA) conducts its annual recruitment in late August to early September, targeting all Chinese students and students of Chinese heritage enrolled at Emory University. The recruitment system is as follows:

• Recruitment typically takes place during the fall semester. Spring recruitment may be held at the discretion of the Presidium, depending on organizational needs.

• All applicants must complete an online application form. Applicants who pass the initial screening will be invited to an interview organized by the Chair of the corresponding department. Failure to attend the scheduled interview will be considered a voluntary withdrawal.

• Each department recruits 2 to 10 new members annually; the exact number is determined jointly by the Department Chair and the Presidium.

• Each applicant may indicate both a first-choice and a second-choice department. Priority is given to the first choice during the admission process.

• Final admissions are determined based on interview performance and are subject to approval by the Presidium before being officially confirmed.

Article 32: General Recruitment Requirements

All applicants must demonstrate a commitment to the ECSA Constitution, an appreciation for the organization’s values and culture, strong moral character, a sense of responsibility, and team spirit. They must also be capable of completing assigned tasks independently, proactively, and with professionalism.

• External Affairs Department: Applicants with strong communication skills, public relations awareness, and a background in partnership development or event planning will be given preference.

• Events Programming Department: Applicants should possess creative thinking, strong execution ability, and team collaboration skills. Familiarity with event planning and experience with large-scale events are considered strong assets.

• Academic and Career Development Department: Applicants should have a demonstrated interest in academic and career-related topics, with solid writing ability, critical thinking, time management, and stress-handling capabilities.

• Publicity Department: Applicants should demonstrate strong visual creativity and digital media fluency. Proficiency in content creation, layout design, graphic editing, and video production is required. Attention to detail and responsiveness to time-sensitive tasks are essential.

• Finance Department: Applicants with basic knowledge of finance or a strong interest in financial management are encouraged to apply. The role requires high attention to detail, a strong sense of responsibility and compliance, and the ability to manage data and processes accurately.

Chapter VIII: Amendment Procedures

Article 33: Authority of the Constitution

This Constitution serves as the sole governing document of the Emory Chinese Student Association (ECSA) and holds supreme authority within the organization. No individual shall have the power to unilaterally amend, delete, or add any provision of this Constitution.

Article 34: Amendment Process

Any proposed amendment, deletion, or addition to this Constitution must be formally initiated by a member of the Presidium and submitted to the Council for review. The proposal shall advance to the next stage only upon approval by a majority vote of the Council members.

Once approved, the proposed amendment must be made publicly available in the organization’s internal communication channels for no fewer than three (3) days, during which feedback shall be openly solicited from all members.

If no objections are raised during the public notice period, the amendment shall be deemed officially adopted.

The Constitution shall then be updated accordingly, based on the specific content of the approved proposal.

Appendix: Bilingual Glossary of Positions and Units

To ensure consistency in internal communications, document drafting, and external correspondence, this appendix establishes the official Chinese-to-English equivalents for key positions and organizational units within the Emory Chinese Student Association (ECSA).

• 执行委员会: Executive Board

• 主席团: Presidium

• 主席: President

• 副主席: Vice-President

• 秘书长: Secretary General

• 活动部: Events Programming Department

• 活动部部长: Chair of Events Programming

• 宣传部: Publicity Department

• 宣传部部长: Chair of Publicity

• 财务部: Finance Department

• 财务部部长: Chair of Finance (Treasurer)

• 外联部: External Affairs Department

• 外联部部长: Chair of External Affairs

• 学术与职业发展部: Academic and Career Development Department

• 学术与职业发展部部长: Chair of Academic and Career Development

• 部员: Member of [Department Name]

• 理事会: Council