Constitution and Bylaws

The Constitution of the Alumni Association

Article I: Name of the Alumni Association
Article II: Location of the Alumni Association
Article III: Mission of the Alumni Association
Article IV: Membership of the Alumni Association
Article V: Chapters of the Alumni Association
Article VI: Governance of the Alumni Association
Article VII: Finances of the Alumni Association and the Chapters
Article VIII: Conflict of Interest
Article IX: Amendments to the Constitution and Bylaws

Article I: Name of the Alumni Association

The name of the organization shall be “The Alumni Association of the Lebanese American University.”

Article II: Location of the Alumni Association

The main office of the Alumni Association Board shall be on the Beirut Campus of the Lebanese American University. The Association is considered at all time a part of the University, and as such has no independent legal status.

Article III: Mission of the Alumni Association

The mission of the Alumni Association of LAU shall be to advance the interests of LAU and its alumni through advancing its mission, vision and values. The Alumni Association will strive at all time to strengthen the ties between the University and its alumni.

Article IV: Membership of the Alumni Association

Section 1

All graduates and former students (who have successfully finished 15 undergraduate credits or 9 graduate credits) of LAU, BUC, BCW and AJCW and all those who have received honorary degrees from LAU, are considered alumni of the University.

Section 2

All present and former full time members of the Faculty, LAU Administration, and of the Board of Trustees and Board of International Advisors, shall be considered honorary members of the Alumni Association.

Section 3

The Alumni Association, with the approval of the President of LAU and through recommendation, may confer honorary membership upon those persons who have made extraordinary personal commitment to the Lebanese American University.

Article V: Chapters of the Alumni Association

The members of the Alumni Association will be organized into Chapters established on the basis of a geographical area or school. The name of such Chapters shall be (the name of the geographical area or the school) chapter of the Alumni Association of the Lebanese American University. All Chapters will need a letter acknowledging their existence from the administration to become active.

Article VI: Governance of the Alumni Association

Section 1

The Alumni Association receives from the University’s Board of Trustees its right to exist and its authority to establish ties with the alumni body on behalf of the University. To this end, the Director of Alumni Relations or a representative of the Office, is the delegated officer of the Administration to deal with issues related to the Alumni, their Association and Chapters.

Section 2

There shall be an Alumni Association Board and one Executive Committee for each of the Chapters.

Section 3

There shall be three elected officers for the Alumni Association Board, hereafter referred to as the Steering Committee:

President
Vice-President
Treasurer/ Secretary

The Director of Alumni Relations is an ex-officio member of the Alumni Association Board.

Section 4

There shall be four elected officers for each of the Chapters.

President
Vice-President
Treasurer
Secretary

The Director of Alumni Relations or a representative from the office is an ex-officio member of the Chapters.

Article VII: Finances of the Chapters

Section 1

The Fiscal Year of the Alumni Association Board and the Chapters shall coincide with the University’s Fiscal Year.

Section 2

All accounts managed by the Alumni Association Board and the Chapters must be settled at the end of any Fiscal Year, i.e. on September 30.

Section 3

All contributions received by the Alumni Association Board and Chapters shall be made directly to LAU and shall be credited as may be designated by the donor. The net income generated by activities carried out by the Chapters shall be transferred to LAU and credited as may be designated.

Section 4

The Alumni Relations Office, with the assistance of the Association and Chapters, shall plan and pay for activities such as, Homecoming, Annual Reunions, and Alumni Gatherings. The expenses of the Alumni Relations Office and of University publications (printing and mailing) related to Alumni shall be paid for by LAU. Other expenses, and the costs of activities that may be organized by the Chapters, shall be incurred by the involved party.

Section 5

At the end of the Fiscal Year (September 30 of any year), 75% of the Chapters’ account that was not used, shall be transferred to LAU’s account, and shall be credited as may be designated and acknowledged. The remaining 25% shall be kept with the Chapter and transferred to the following academic year.

Section 6

Officers and members of the Alumni Association Board and Chapters are volunteers. Hence, no member of the Alumni Association Board or the Executive Committee of the Chapters shall receive financial support or monetary benefit, incidental or otherwise, from any sanctioned activity of the University, the Association or its Chapters.

Section 7

The Alumni Association Board and Chapters shall not hold any financial portfolio or real estate investments.

Section 8

Financial transactions of the Chapters shall be authorized and approved jointly by the President of the concerned body (Vice-President in his/her absence), and by the Treasurer. The President, the Vice-President and the Treasurer of the Chapter shall open a joint personal account to manage banking operations. At the beginning of every Fiscal Fear the Executive Committee Members of the Chapters shall inform the Director of Alumni Relations of the authorized persons to carry out such transactions.

Article VIII: Conflict of Interest

The Alumni Association Board and Chapters, shall not be precluded from conducting business with one or more member of their Executive Committees provided any business relationship is established and maintained on an arm’s length basis.

Article IX: Amendments to the Constitution and Bylaws

Amendments to the Constitution or Bylaws shall be made by at least a majority motion of the Alumni Association Board subject to an affirmative vote of the 2/3 majority. To become effective, amendments to the Constitution and to the Bylaws must be ratified by the Administration of the University.

Preamble:

This document has been prepared in conjunction with the Constitution of the Alumni Association and as such it is governed by its articles.

Article I: Specific Goals

In line with the University policies and procedures, the goals are set:

Build awareness, understanding and unity among the alumni as to the developments at LAU.
Provide alumni input on University issues.
Support student recruitment efforts and provide a network of contacts to this end.
Conduct social and cultural activities that are of interest to alumni.
Encourage the alumni to provide and update their information with the Chapters’ Executive Committees and Alumni Relations Office. Identify ways alumni can be involved in the campus life of LAU and encourage distinguished alumni to serve as speakers in workshops and seminars.
Provide a career network for graduates.
Increase alumni participation in University advancement activities, including financial and other types of support.

Article II: Membership

Section 1

Members of the Alumni Association who settle their annual dues are considered active members. As such they are entitled to nominate and elect the Executive Committees of their Chapters, and enjoy the Alumni Associations benefits.

Section 2

Alumni who are graduates of AJCW, BCW, BUC & LAU and who have settled their Alumni Association Annual Membership dues, are eligible to run for any office of an Executive Committee of a Chapter.

Section 3

Members of the Alumni Association shall be associated with one and only one Chapter of the Alumni Association of the Lebanese American University.

Section 4

Alumni interested in establishing a Chapter in a certain geographic area or school, shall petition the Director of Alumni Relations in writing.

Section 5

Members petitioning to establish a Chapter shall be informed of the University’s decision concerning their status within a period of 2 months of receiving their appeal.

Section 6

Any request by the Alumni Association to confer honorary memberhip upon those persons who have made extraordinary personal commitment to the Lebanese American University, shall be relayed to the Director of Alumni Relations who will seek the approval of the President of LAU.

Article III: Governance

The Alumni Association shall have the following governing entities:

The Alumni Association Board (AAB)
The Executive Committees of alumni Chapters

Section 1: The Alumni Association Board

The AAB shall be a self-perpetuating governing entity.

The AAB shall consist of:

President of AAB
Vice President of AAB
Secretary/ Treasurer of AAB
Presidents/ Representatives of Chapters
Alumni Relations Officer as an ex-officio member without vote.

The term of office of elected members shall be for 3 years with a limit of 2 consecutive terms. At least a 1-year hiatus from the AAB is required before regaining eligibility to serve again.

All AAB elected members are required to be graduates of AJCW, BCW, BUC or LAU.
All AAB members are expected to attend the annual meetings.
A Steering Committee shall be composed of the President, Vice President and Secretary/ Treasurer.
Only candidates who have served in officers positions on chapters may run for officer on the Steering Committee of the AAB. Two terms to run for President and one term for Vice President and Secretary/Treasurer.

The role of the Transitional Committee of the AAB will consist of the following duties:

To help the Alumni Relations Office organize the elections of all the Chapters.
To evaluate the Progress Reports of the Chapters, together with the Alumni Relations Office and make recommendations accordingly.
To assist the Alumni Relations Office in preparing for the first AAB elections to be held before the end of Fiscal Year 2006 - 2007, whereby the President would be elected for three years, the Vice President for 2 years and the Secretary for 1 year, to ensure continuity.
To help and assist the Alumni Relations Office with alumni matters whenever needed.
To prepare and organize the annual meeting in July 2007 for the AAB.

Section 2: The Duties of the AAB

To oversee the Alumni Association activities and make sure that it is set for reaching its goals.
To make appropriate recommendations to the University concerning the welfare of alumni.
To make recommendations to the Administration concerning the yearly renewal of Chapters’ recognition.
To recommend appropriate amendments to the Constitution and Bylaws of the Alumni Association.
To give the recommendations to the Director of Alumni Relations who will take them up with the Vice President for Advancement and the President of LAU.

Section 3

A. The Elective Body:

The Steering Committee of the AAB shall be elected by alumni who are currently serving or have previously served on an Executive Committee of an Alumni Chapter.

B. The qualifications of the Steering Committee Officers:

To be a graduate of AJCW, BCW, BUC or LAU.
To be currently serving or have previously served on an Executive Committee of Alumni Chapters.
To be a resident of Lebanon.

C. Duties of the Steering Committee of the AAB

To assist the Alumni Relations Office in organizing the elections of Chapters.
To evaluate the Progress Reports of the Chapters, together with the Alumni Relations Office and make recommendations accordingly.
To assist the Alumni Relations Office in preparing for the AAB elections that will be held before the end of each fiscal year to replace the outgoing officers.
To help and assist the Alumni Relations Office with alumni matters whenever needed.
To meet quarterly.
To prepare for and organize the annual meeting in July for the AAB.

Section 4: The Duties of the President of the AAB

To chair the AAB and preside at its meetings.
To represent the Alumni Association on the Board of International Advisors.
To call for meetings of the Steering Committee and AAB.
To represent the alumni community in events upon the request of and in collaboration with the Alumni Relations Office.

Section 5: Duties of the Vice President of the AAB

To Chair the meetings of the AAB in the absence of the President.
To represent the President of in the duties and events when needed.
To assume the duties of the office and complete the balance of the current President’s term, in the event of a vacancy in the office of the President.

Section 6: The Duties of the Secretary/Treasurer

To minute meetings, and communicate the approved minutes.
To prepare in collaboration with the Alumni Relations Office the Quarterly Progress Reports to be transmitted to all members of the AAB.
To be responsible for holding the accounts of the AAB.

Article IV: Chapters

Section 1: Purpose of a Chapter

To assist LAU in carrying out its objectives and to sponsor various activities designed to bring together alumni residing in a specific area, or of a specific school.

Section 2: Chapter Governance

The activities of the Alumni Chapter shall be administered by a Chapter Executive Committee composed of at least 3 members but no more than 15.

The Executive Committee shall be elected by active members of the Chapter for terms of 3 years. Such terms are to be staggered so that, to the extent possible, an equal number of terms expires each year. Members may be reelected for 1 additional term after which a hiatus of 1 year is required before running for office again. A term that was not completed for any reason will be filled by the next runner up from the candidates. Nominations for the Executive Committee shall be made throughout the Fiscal Year ending on the 30 of September. Elections will follow during the month of October.

All candidates must notify in writing both the President of the Chapter and the Director of Alumni Relations of their intention to run for office.

For chapters that have been established for over 10 years, only alumni who have been members of executive committees of chapters for a period of three years and more are eligible to run for an officer position (President, Vice President, Secretary, and Treasurer).

During elections and in case of a tie, the candidate with most seniority wins.

Section 3: Duties of Officers of the Chapter

The officers of the Chapter are:

President
Vice President
Treasurer
Secretary
Members at large
The Director of Alumni Relations as an ex-officio member without a vote

President

The President shall carry on the duties of that office.
The President shall call and preside at all meetings of the chapter.
The President shall appoint the chairpersons of standing or adhoc committees of the chapter.
The President shall approve and co-sign all bank transactions with the Treasurer.
The President shall be responsible to submit a quarterly comprehensive Progress Report to the Alumni Relations Office on the state of the Chapter.

Vice-President

The Vice-President shall assume the duties of the President in her/his absence.
The Vice-President shall approve and co-sign all bank transactions with the Treasurer in the absence of the President

Treasurer

The Treasurer shall be responsible to manage all funds and bank transactions for the Chapter, shall insure adherence to proper accountancy procedures, and collect the Alumni Membership Dues.
The Treasurer shall submit an annual financial report to the Alumni Relations Office at the end of the Fiscal Year.

Secretary

The Secretary shall be responsible to minute meetings, and communicate them.
The Secretary shall be responsible to update alumni lists and submit them to the Alumni Relations Office.

Section 4: Requirements from Chapters

The Executive Committee or Chapters are required to meet at least once a month. The time and place of meetings shall be decided by the President of the Chapter.
The Executive Committees of Chapters are required to organize at least one major annual event and two gatherings per year.
The Executive Committees of Chapters are required to fully abide by the Articles of the Alumni Association Constitution and Bylaws.
The Executive Committees of a Chapter has the right to suspend by majority vote any member of the committee if abscentiated three times during a year without justified reason.
All Executive Committee members will be required to pay their Annual Dues.

Section 5: Suggested Standing Committees of Chapters

Following are suggested standing Committees for Chapters, with their scope of work:

Development and Scholarship Committee

Encourage alumni to donate and participate in the development efforts of LAU.
Assist the Director of Alumni Relations and recommend effective methods of increasing support to LAU.

Alumni Activities and Services Committee

Establish and administer an annual calendar for activities for approval during the fall session.
Recruit volunteers and students to assist in organizing events.

Student recruitment and Career Networking Committee

Assist the Admission Office of LAU in establishing strong relationships with officers of High Schools both in Lebanon and abroad.
Assist University Admissions officers in recruitment activities.
Help recent graduates in career development and placement, by inviting interested graduates to place CV’s with the committee chair.

Communication and Public Relations Committee

Assist the Director of Relations and the Director of Alumni Relations in promoting LAU and the Alumni activities.
Prepare a quarterly progress report about the chapter activities.

Article V: Finances

Section 1

All annual dues shall be set by LAU.

Section 2

All dues by members of a Chapter shall be paid directly to the Chapter or to the Alumni Relations Office. 20% of all dues shall be credited to the AAB account.

Section 3

All donations received by the Chapter shall be made directly to LAU and shall be credited as may be designated by the donor.

Section 4

Any donation or sponsorship must be reported immediately to the Alumni Relations Office for proper acknowledgment.

Section 5

All costs of the necessary activities of a Chapter shall be incurred by the Chapter and paid out of monies collected. Proper accounting and recording shall be kept in the office of the Chapter.

Section 6

All financial transactions of the chapter must bear two signatures, that of the Treasurer and the President (or the Vice President in his/her absence). The President, Vice-President and the Treasurer shall open a joint personal account on behalf of the Chapter to carry out all banking operations. Proper and detailed accounting should be kept in the office of the Chapter.

Section 7

At the end of the Fiscal Year (September 30 of any year), 75% of accumulated accounts that were not used, shall be transferred into LAU’s account and shall be credited to —————————————— Fund and acknowledged as such. The remaining 25% shall be kept with the Chapter and transferred to the following academic year.

Section 8

LAU may review at its own discretion the books of a Chapter to insure the proper recording of monetary transactions.

Article VI: LAU name and logo

Chapters of the Alumni Association are authorized to use LAU’s name and logo for all their authorized activities. Any abuse of the grant to use the LAU name and logo by any person or group of people may result in dissolving the Chapter and/or pursuing legal recourse against wrong doers.