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By-Laws of the AAUS

(As Amended by membership November 23, 2019)
AAUS Annual National Meeting, San Francisco, CA

I. General Purpose and Principles.

A. The American Association for Ukrainian Studies (AAUS) is an organization based in the United States of America and devoted to the advancement of Ukrainian Studies. It is guided by a humanistic and democratic respect for differing opinions and methodologies in the search for scholarly verity.

B. The AAUS is a constituent member of the International Association for Ukrainian Studies (IAUS) and subscribes to its statutes and by-laws where they do not conflict with the by-laws of the AAUS. In those cases in which a conflict between the by-laws of the AAUS and IAUS arise, the by-laws of the AAUS shall have the greater precedent for the members of the AAUS.

C. The purpose of the AAUS is to advance Ukrainian studies in the United States of America primarily and outside the United States of America secondarily. This goal is achieved through research, academic instruction, scholarly exchanges and conferences, publications, public outreach and other special projects. The AAUS supports intellectual endeavors in individual disciplines and in interdisciplinary and comparative contexts.

  1. Scholarly activities: The AAUS seeks to foster scholarship in the various fields of Ukrainian studies through informational outreach, including bibliographies, guides, newsletters, press releases, etc. and through supporting scholarly convocations, such as talks, conference panels, and electronic discussions. It may, at the discretion of the Board of Directors and with the approval of a simple majority of the membership, subvene the work of its membership.
    a. Research grants made to the membership shall in no single calendar year exceed ten percent (10%) of the total funds available to the AAUS at the beginning of that year. Applications for grant support must be made to a member of the Board of Directors no later than four (4) months preceding the national meeting and discussed by the Board of Directors no later than three (3) months preceding the national meeting. The Board of Directors shall at that time prioritize requests and prepare a proposal to be presented to the membership at the national meeting. Those members present at the national meeting will vote by secret ballot to approve or disapprove the recommendations of the Board of Directors as a whole. The result of the vote will be publicized on the AAUS website and in the AAUS Newsletter that subsequently follows the national meeting.

2. Academic Instruction: The AAUS seeks to further academic instruction in American universities and colleges by supporting the development of teaching and research positions, curricula and curricular resources (textbooks, sourcebooks, course bibliographies, syllabi, translations, etc.). It will further this goal by creating an information clearinghouse through electronic means (the World Wide Web, in particular the AAUS website, whereby materials pertinent to the teaching and propagation of Ukrainian studies will be stored and can be accessed by the AAUS members and members of the public).Financial support for the development of curricular resources as defined above will be made available within the same formula as research grants, as described by Clause I.C.1.a herein. The total funds available for curricular support will be no more than ten percent (10%) of the total resources available to the AAUS at the beginning of the year, so that no more than twenty percent (20%) of total resources will be used for individual or organizational research and curricular development in any given year.

II. Organizational Work

A. The AAUS undertakes measures to further the purpose of the AAUS as defined above. The AAUS coordinates the participation of American Ukrainianists in its two bi-annual meetings, which are to be held in conjunction with the annual meeting of the Association for the Study of Nationalities (ASN), hereafter referred to as spring meeting, and in conjunction with the annual meeting of the Association for Slavic, East European, and Eurasian Studies (ASEEES), hereafter referred to as the national meeting.

  1. In all organizational activity, the Board of Directors acts at the request of the membership and under its own initiative within the limits of the by-laws in a manner that is consistent with the purpose and principles of the AAUS and with prudence concerning the resources of the AAUS.

B. The AAUS sponsors panels at ASEEES and other meetings as determined by the membership and Board of Directors. It sponsors individual events outside the national meeting at the request of the membership and discretion of the Board of Directors.

C. The AAUS coordinates the participation of American Ukrainianists in the Congress of the IAUS and participates in preparing programs for these congresses.

D. Through the IAUS, the AAUS seeks to develop programs and projects with other national/regional associations of Ukrainian studies.

III. Organization Basis

A. The AAUS is comprised of individual members, which have the same rights, privileges, and vote, except as provided elsewhere in the by-laws.

B. Active membership in the AAUS is open to scholars engaged in Ukrainian studies and to other individuals that support the basic purpose of the AAUS . All rights entailed by “active membership” shall be enjoyed only by those members that have paid all such dues required by the by-laws in a given calendar year.

  1. Honorary membership may be proposed by the Board of Directors and approved by a vote of acclamation at the general meeting. AAUS Honorary Members shall not be required to pay dues to enjoy the rights of membership.
  2. Upon application, new membership is accepted by the Board of Directors of the AAUS. Membership shall not be denied anyone wishing to join the AAUS who subscribes to the purpose and principles of the organization.
  3. The Board of Directors may, upon approval of a two-thirds majority of the membership by secret ballot, remove from the membership of the AAUS any person that is shown to have harmed the AAUS—its purpose and principles—through that person’s actions or inaction. Members so removed may be reinstated only upon application to the Board of Directors and approval by
    secret ballot of two-thirds of the membership.Upon application, new membership is accepted by the Executive Board of the AAUS. Membership shall not be denied anyone wishing to join the AAUS who subscribes to the purpose and principles of the organization.

IV. Officers and Leadership

A. All business and property of the AAUS shall be administered by the Board of Directors, comprised of officers of the AAUS and Members at Large of the Board of Directors.

1. Officers of the AAUS are as follows:

  • President
  • Vice-President
  • Secretary
  • Treasurer
  1. There shall be 4 (four) Members at Large of the Board of Directors, one of whom shall be the departing President.
  2. An ex-officio member (with voice only) may be added to the Board of Directors when his/her experience or special qualifications warrant such inclusion and can contribute to the effectiveness of the Board.
  3. If an officer should vacate her or his position before the expiration of its term, that position shall be temporarily filled by the Board of Directors and will be permanently filled at the next annual meeting of the full membership. Once the membership has voted to permanently fill the position, the term of office will be the same as stipulated by Clause IV.B herein.

B. Officers and Members of the Board at Large are are elected for three-year terms at the national meeting of the AAUS. A quorum of twenty-five percent (25%) of the membership will be required and proxy votes in writing will be allowed. All members are eligible to run for office.

C. At meetings of the Board of Directors a simple majority of the members of the Board shall constitute a quorum. The Board of Directors is required by the by-laws to meet at least once yearly outside the national meeting. A “meeting” of the Board of Directors shall be understood to comprise either a physical meeting of a quorum of the Board or a real-time teleconference in which all members of the Board are present. The Board of Directors may meet at any other time as necessary and at its convenience.

D. The President shall exercise general leadership and supervision of the affairs of the AAUS and shall preside at its meetings.

  1. The Vice-President shall act for the President in her or his absence.
  2. The Secretary shall:

a. issue notices, keep minutes, and

b. keep records of the membership of the AAUS

  • The Treasurer shall:
  • c. receive and disburse moneys under the direction of the Board of Directors, and keep records of receipts and disbursements. All the records in the Treasurer's custody shall be open to inspection by the members of the Board of Directors and the Auditing Committee as described in Clause V.C herein.

    V. Committees

    A. There shall be an Executive Committee comprised of the President, Vice President, Secretary, and Treasurer and serve by virtue of their offices.G. There shall be an Auditing Committee, proposed by the Nominating Committee and elected by the membership at the national meeting for a three-year term, consisting of a Chairman, a Vice-Chairman, and a Secretary.

    B. There shall be a Nominating Committee, proposed and elected from the floor of the national meeting, consisting of a Chairperson and two members. The term of office of the Nominating Committee will be three years. It is charged with presenting nominations for all positions to be filled under the terms of the by-laws, except as described by Clause IV.B.2 herein. The Nominating Committee will convene to select appropriate candidates no later than two months prior to the national meeting. It will publicize the deadline for submitting recommendations for nominations to the Committees on the AAUS website and via AAUS email list and social media so that the membership may submit recommendations for nominations to the Committee before its deliberations. The Committee will forward its decisions to the Board of Directors at that time. The Nominating Committee will prepare ballot sheets for the national meeting and forward them to Board of Directors no later than three weeks prior to the national meeting.. The Executive Board will choose one or more AAUS members as representatives to the International Committee of the IAUS as stipulated by the by-laws of the IAUS.

    C. There shall be an Auditing Committee, proposed by the Nominating Committee and elected by the membership at the national meeting for a three-year term, consisting of a Chairman, a Vice-Chairman, and a Secretary.

    D. There shall be a Communications Committee, proposed by the Nominating Committee and elected by the membership at the national meeting for a three-year term, consisting of the AAUS Secretary, an Editor for a Newsletter, and two Outreach Officers. The Newsletter editor will be charged with producing a newsletter for the use of the membership, while the Outreach Officers will be jointly responsible for increasing the public outreach potential of the AAUS and for maintaining an electronic presence for the AAUS, including managing the AAUS email list, maintaining and updating the content of the AAUS website and AAUS Facebook and Twitter accounts, and maintaining the informational clearinghouse described in Clause I.C.2 above.

    1. An Editor for a Newsletter will be charged with producing a newsletter for the use of the membership once a year (typically published in September). In any given year, by vote of three-quarters of the Board of Directors, the Newsletter can be produced more frequently. Newsletter editor will be provided with funds necessary to produce the Newsletter.
    2. Each issue of the Newsletter shall typically include a letter from the AAUS President, AAUS member news, news from affiliate organizations, announcement about AAUS prize winners, minutes of the bi-annual AAUS business meetings held during the ASEEES and the ASN conventions, and other relevant information that the membership should know. Editor of the Newsletter has discretion to include additional information deemed relevant (for example, job postings in Ukrainian studies, funding opportunities, calls for papers, etc). The Newsletter will be posted on the AAUS website and disseminated electronically (via the AAUS email list, AAUS Facebook page, and AAUS Twitter).

    E. The AAUS, by the decision of the Board of Directors, can establish Ad Hoc Committees from time to time as necessary. Each committee shall be chaired by an individual appointed by the Board of Directors. The Board of Directors will also determine the size and composition of Ad Hoc committees.

    F. The AAUS can designate one panel submitted by AAUS members to the ASEEES annual convention as the “AAUS-sponsored panel.” Per ASEEES rules, all panel submissions are refereed. AAUS members wishing to have their panel proposal to be designated as AAUS-sponsored panel must send the panel proposal to AAUS Secretary no later than one month before the ASEEES submission deadline in a given year. The Board of Directors will select a panel for AAUS sponsorship designation. Preference will be given to panels featuring young scholars and panels with multiple AAUS members. The Board of Directors may establish an Ad Hoc Program Committee to select panel proposal for AAUS sponsorship.

    G. The Board of Directors will choose one or more AAUS members as representatives to the International Committee of the IAUS as stipulated by the by-laws of the IAUS.

    VI. Prizes

    A. The AAUS will keep and maintain three prizes for published works in Ukrainian studies: The Book Prize for the best scholarly monograph-length work, the Article Prize for the best article-length work, and the Translation Prize for the best translation into English of a book-length work in Ukrainian studies from another language. Nominees for for prizes need not be members of the AAUS, but honorands need to be members of the AAUS. The AAUS may at its discretion name these prizes for individuals or organizations only upon a three-quarters majority vote of the membership.

    1. A committee shall be elected from the floor of the annual meeting for each prize and serve for a term of one year. The committee will consist of a chairperson and two other members. Prize winner in each category will serve as the chairperson of the respective committee for the year following the year of his/her award. Each committee is charged with announcing the prizes in all possible venues and accepting submissions up to a period no later than three months prior to the meeting at which prize winners are honored (since prize winners will typically be honored at the spring meeting in May, submission deadline will typically be in February). Submissions (nominations and self-nominations) must be sent to all members of the respective committee, so that each member receives a copy of the nominated work. Decisions of the committees as to the prize Honorands shall be forwarded to the Board of Directors no later than one month prior to the meeting and shall be considered final. It is the responsibility of the individual committees to inform the Honorands of their decision in a timely manner so that the Honorands can, if they so desire, be present at the meeting to accept their award. The individual committees shall also inform
      relevant publishers and/or journals. The results of each year’s prizes will be announced on the AAUS website, via AAUS social media platforms (Facebook, Twitter), and in the AAUS Newsletter, as well as in other venues that the committees feel appropriate (such as the and the newsletter of the ASEEES, the newsletter of the Shevchenko Scientific Society, the Ukrainian Weekly, etc).
      1. The prizes shall consist of a certificate and letter from the respective prize committee. A cash prize will also be awarded in the following amounts: $150 for the Book Prize, $75 for the Article Prize, and $75 for the Translation Prize.
      2. Prizes will be awarded for published works that appear during the two calendar years immediately preceding the year in which the award is made. For example, an award made in the spring 2020 may be made to a work published in 2019 or 2018.
      3. “Published works” shall be understood to mean works that appear in paper or electronic form and are copyrighted. Works that are substantially unaltered reprints or re-editions of previous work shall not be considered.

      B. The AAUS will keep and maintain the Student Paper Prize for the best paper by a graduate student. Only papers under 8,000 words long will be considered for the prize. Nominees for for prizes need not be members of the AAUS. Honorands will receive one year fee-free membership in the AAUS.

      1. Student Paper Prize Committee shall be elected from the floor of either the annual meeting or the spring meeting for a term of one year. The committee will consist of a chairperson and two other members. The committee is charged with announcing the prizes in all possible venues and accepting submissions up to a period no later than two months prior to the annual meeting (since prize winners will typically be honored at the national meeting in November, submission deadline will typically be in September). Submissions (nominations and self-nominations) must be sent to all members of the committee. Decisions of the committees as to the prize Honorands shall be forwarded to the Board of Directors no later than one month prior to the meeting and shall be considered final. It is the responsibility of the individual committees to inform the Honorands of their decision in a timely manner so that the Honorands can, if they so desire, be present at the meeting to accept their award. The results of each year’s prizes will be announced on the AAUS website, via AAUS social media platforms (Facebook, Twitter), and in the AAUS Newsletter, as well as in other venues that the committees feel appropriate (such as the and the newsletter of the ASEEES, the newsletter of the Shevchenko Scientific Society, the Ukrainian Weekly, etc).
      2. The prizes shall consist of a certificate and letter from the respective prize committee. A cash prize in the amount of $50 will also be awarded. Additionally, the winner will receive one year of fee-free membership in the AAUS.

      VII. Meetings

      A. AAUS typically holds two bi-annual general meetings, held in conjunction with the annual meeting of the ASEEES in the fall, and in conjunction with the annual meeting of the ASN in the spring. At least one general meeting of the AAUS shall be held every calendar year. At the meetings members will receive reports, elect officers, and transact other business of the AAUS.

      B. A special meeting of the AAUS shall be called by the Secretary upon order of the President or upon written request of twenty percent (20%) of the members.

      1. Informational or fact-finding meetings may be called by the President or her/his designated representative(s). No official business may be transacted at such meetings.

      C. No official business may be transacted at any meeting of the AAUS or its Board of Directors until all business listed in preliminary notices for that meeting has been completed.

      D. At the meetings of the AAUS twenty-five percent (25%) of the membership, including duly received proxy votes, shall constitute a quorum.

      VIII. Finances

      A. The Budget of the AAUS consists of members’ dues, donations, and bequests.

      B. Annual membership dues will be fifty dollars U.S. ($50) for individual membership, and twenty five dollars ($25) for students, retired members, and members based in Ukraine. Three years individual membership shall be one hundred forty dollars ($140). Life membership will be one thousand dollars ($1000).

      C. By vote of the three-quarters of the Board of Directors, in any given year the AAUS may contribute a sum determined by the Board of Directors for the operating costs of the IAUS, particularly publications and congresses. This sum will not exceed twenty percent (20%) of the total income and available resources of the AAUS in the calendar year in which the subvention to IUAS is made.

      D. AAUS members will seek funds from their home institutions for pursuing and developing the basic functions of the AAUS. The Vice-President of the AAUS, in consultation with the President, shall be responsible for seeking grant funding and individual benefaction for the functioning of the AAUS.

      E. All paid members will receive a discounted subscription to the journal Harvard Ukrainian Studies (HUS). Currently HUS is offered to AAUS members at a 30% discount. In the event that the management of the journal changes this price structuring, the President is instructed to inform the membership within sixty (60) days.

      F. Any resources remaining after the payment of expenses as stipulated elsewhere by the by-laws shall be used by the President and other members of the Board of Directors for the good conduct of business of the AAUS. No member of the Board of Directors, except the President, may incur an expense on behalf of the AAUS over the sum of fifty dollars ($50.00) in any given year without the agreement of the President and two other members of the Board of Directors. The President shall be allowed discretionary spending of $250.00 in any calendar year. Presidential expenditures over that amount must be approved by consensus of the Vice-President and two other members of the Board of Directors. No discretionary spending of the members of the Board of Directors (including the President) shall exceed five hundred dollars ($500) in any given year without the approval of a simple majority of the membership. Discretionary spending shall be understood to mean payment of expenses not explicitly
      addressed in clauses of the by-laws other than the present clause.

      IX. Governance

      A. The clauses contained herein are individually severable and the disallowance or amendment of one shall not negate any other.

      B. These by-laws shall be governed by the laws of the state in which the financial accounts of the AAUS are maintained. The President and Treasurer will ensure that the AAUS maintains the status of a non-profit academic organization and will be responsible for promptly supplying all necessary records to local, state, or federal authorities if so requested.

      C. The conduct of the annual meeting of the AAUS shall be governed by Robert’s Rules of Order (revised), in the latest edition.

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