Rules and Regulations Revision Committee 2024

KUAS Student Council Detailed Regulations
These Detailed Regulations provide for matters supplementary to Student Council General Regulations.

Chapter 1.

Organization

Clause1. General Student Conference
Section1.Matters to be discussed
The General Student Conference shall discuss the following matters.
Matters concerning the revision of the Regulations
Financial reports of the Student Council funds for the previous fiscal year and matters concerning theallocation of Student Council funds for the current fiscal year
Matters concerning promotion and demotion of extracurricular activity organizations
Other matters deemed necessary by the General Student Conference
Section2.Convention regulations
1.

Holding of regular conventions

Regular conventions shall be held second Wednesday of June every year.
2.

Notice of conventions
Notice of holding of regular conventions shall be given by the President of the Central Committee at least
two weeks before the day of the convention.
Notice of holding of special conventions shall be given by the President of the Central Committee at least
one week before the day of the convention.

3.

Presidents
At the time of the holding of General Student Conference, the Presidents shall be appointed as facilitatorsof the proceedings.
The Presidents shall consist of one or more persons appointed by the President of the Central Committee.

Clause2. Student Council Executive Committee
Section3.Matters to be discussed
The Student Council Executive Committee shall discuss the following matters:
Matters concerning the establishment and abolition of extracurricular activity organizations in KUAS
Matters concerning the contents of activities of various institutions and extracurricular activity organizations
Other matters deemed necessary by the Central Committee
Section4.Public Notice
Matters resolved in the Executive Committee shall be publicly notified as necessary.

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Section5.Resolution
1.

All resolutions of the Student Council Executive Committee shall be submitted to the President of theCentral Committee.

2.

Voting rights in the Student Council Executive Committee shall be held by all executive officers except
the President.

3.

Decisions of the Committee are subject to the approval of the President of Central Committee. Approvalshall be given at the conclusion of the meeting.

4.

If the President finds that deliberation or investigation is insufficient, the President may remand theapproved proceedings after clarifying the reasons.

5.

In the Student Council Executive Committee, the President of the Central Committee shall have the power
to veto.

6.

If two veto powers are enforced for the same matter, the Central Committee President shall leave thematter to the discretion of the President.

Clause3. Central Committee
Section6.Purpose
The Central Committee shall carry out activities related to the following:
Matters related to the supervision of Student Council
Matters related to projects resolved in the General Student Conference
Other matters concerning the general affairs of the Student Council
Section7.Officers
The Central Committee shall consist of the following four senior officers:
President

1 personVice President

1 person

Accountant

1 person

Auditor1 personIn addition to the above members, a general Committee Member may also be appointed.
Section8.Appointment Provisions
President
Vice President

Elected by candidacy of Student Council Executive Committee officers.
Elected from among the members of Student Council.

Accounting General Director

Selected from those with experience in accounting and auditing among the

Auditing General Director

Student Council members or those with experience in Central Committee.

Any institution whose election results in a shortfall in the number of officers shall be filled.
In principle, members are not allowed to serve concurrently as an executive officer.

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Section9.Filling of vacancies
Vacancies in the Central Committee shall be filled within 30 days. Elections shall be made by the Student Council.
Clause4.

Executive Committee

Section10.

PurposeThe Executive Committee is the highest executive organ of the Institute.
The Executive Committee shall carry out activities relating to:
Matters to be resolved in the General Student Conference
Matters to be resolved in Student Council Executive Committee
Work related to opening the Kyoto Kameoka campus clubhouse building, club rooms, committee rooms, andrelated facilities to all students as a place to develop independent and self-governing activities. Kameoka
Campus as a place for all students to develop their own activities.
Lending of equipment
Lending of keys for committee rooms, etc.
Section11.

Officers

The Executive Committee shall consist of the following four executive officers:
President

1 personVice-president 1 person
Accountant

1 person

Auditor1 personIn addition to the above members, a general Committee Member may also be appointed.
Section12.

Appointment Provisions

The President of the Executive Committee shall be elected from among persons who have belonged to the Student
Council for one year or more.
There shall be no restriction on the election of other officers.
Section13.

Filling of vacancies

A vacancy in the Executive Committee shall be filled within 30 days. Elections shall be made by the officers of the
Executive Committee.

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Clause5. Culture and Sports Federation Council
Section14.

PurposeThe Culture and Sports Federation Council is a council of extracurricular activity organizations recognized byStudent Council.
The Culture and Sports Federation Council holds regular meetings to revitalize extracurricular activities. This iscalled the Culture and Sports Federation Council Conference.
Section15.

Officers

The Culture and Sports Federation Council shall consist of the following officers:
President

1 personVice-President

1 person

Accountant

1 person

Auditor1 personIn addition to the above members, a general Committee Member may also be appointed.
Section16.

Appointment Provisions

The election of officers shall be based on nominations from the active club organizations.
If there are no candidates, the President shall take charge.
Section17.

Filling of vacancies

The filling of vacancies for each officer shall be left to the President.
However, the final decision shall require the approval of Student Council Executive Committee.
Clause6. Ryubisai Festival Executive Committee
Section18.

PurposeThe Ryubisai Festival Executive Committee shall conduct activities related to the following:
Planning and management of school festivals (Ryutosai Festival and Ryubisai Festival)
Section19.

Officers

The Ryubisai Festival Executive Committee shall consist of the following four executive officers:
President

1 personVice-president 1 person
Accountant

1 person

Auditor1 personIn addition to the above members, a general Committee Member may be established.

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Section20.

Appointment Provisions

Each officer shall be elected by election.
The right to stand for election shall be granted to those who have experienced the Ryubisai Festival as aCommittee Member.
Each officer shall be chosen through an election.
The right to stand for election shall be given to those who have experienced the Ryubisai Festival as a Ryubisai
Festival Executive Committee member.
In the event that no one can be elected or there are no candidates, the officers shall be decided by nomination
among the committee members. In this case, those who have experienced Ryubisai Festival as Ryubisai Festival
Executive Committee members shall be eligible for nomination.
Section21.

Filling of Vacancies

To fill the vacancies of each officer post, candidates for officers are selected by the recommendation of one of thefour executive officers, and another election shall be held specifically for those candidates.
Section22.
1.

Dismissal

The Ryubisai Festival Executive Committee shall dismiss from office any officer who has received a majority
vote of no confidence at a Student Council Executive Committee meeting.

2.

The Ryubisai Festival Executive Committee shall dismiss from office any officer who has received a majority
vote of no confidence at a meeting of the Central Committee.
Section23.

Supplement

The Ryubisai Festival Executive Committee may appoint a clerk by appointment of the Director of Committee
Member for the administration of its affairs.
Clause7. International Student Council
Section24.

PurposeThe International Student Council shall conduct activities related to the following:•

Matters related to the policies of international exchange within the Student Council•

Matters related to the student life for international students.

•

Other matters related to international exchange

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Section25.

Officers

The International Student Council shall consist of the following four executive officers:•

President

1 person•Vice-president

1 person•

Accountant

1 person•

Auditor1 personIn addition to the above members, other general committee members may be appointed.
Section26.

Appointment Provisions

Executive Committee members shall be elected by a vote within the International Student Council.
Eligibility for election shall be in accordance with the provisions of Article 3, "Requirements for Candidates for
Executive Committee Members," Sections 1 and 2 of the Bylaws of the International Student Council.
In the event that there are no candidates for election, candidates shall be elected from among the general council
members.
Section27.

Filling of Vacancies

Committee members shall be elected from the general body of the Committee.
However, the final decision shall be approved by the Student Council Executive Committee.
Section28.

Dismissal

The International Student Council may submit a motion of no-confidence to the Student Council Executive
Committee in accordance with the "Bylaws of the International Committee/ Article 5: Motion of No-Confidence."
Upon receipt of the no-confidence motion, the President of the Central Committee will discuss the motion with
the Student Council Executive Committee.
If the Student Council Executive Committee passes the no-confidence motion with a 2/3 majority, theInternational Student Council shall remove the subject officer from office.
Clause8. Public Relations Committee
Section29.

PurposeThe Public Relations Committee deliberates and conducts activities concerning the following matters:
Public relations activities related to Student Council activities and student life

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Section30.

Officers

Public Relations Committee shall consist of the following four executive officers:
President

1 personVice-president 1 person
Accountant

1 person

Auditor1 personIn addition to the above members, other general committee members may be appointed.
Section31.

Appointment Provisions

4. There shall be no restriction on the appointment of officers.
Section32.

Filling of Vacancies

The filling of vacancies for each officer shall be left to the discretion of the President.
However, the final decision shall require the approval of the Student Council Executive Committee.
Clause9. Shinryusai Festival Executive Committee
Section33.

PurposeThe Shinryusai Festival Executive Committee conducts activities related to the following:
Planning and management of the Shinryusai Festival, a new student welcoming event officially recognized by
the Student Council
Creation of Frontier Spirits
Section34.

Officers

The Shinryusai Festival Executive Committee consists of the following four executives.
President

1 personVice-president 1 person
Accountant

1 person

Auditor1 personIn addition to the above members, other general committee members may be appointed.
Section35.

Appointment provisions

4. There shall be no restriction on the appointment of officers.
Section36.

Filling of Vacancies

The filling of vacancies for each officer shall be left to the discretion of the President.
However, the final decision shall require the approval of the Executive Committee.

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Clause10.

Appreciation Council Executive Committee

Section37.

PurposeAppreciation Council Executive Committee plans, prepares, and manages the Appreciation Council.
Section38.
President

Officers
1 personVice-president 1 person
Accountant

1 person

Auditor1 personIn addition to the above members, a general Committee Member may be established.
Section39.

Appointment Provisions

The President of the Committee shall be a third-year student or younger.
The other four executive officers will be elected with preference given to third-year students.
Section40.

filling of vacancies

The filling of vacancies for each officer position shall be left to the discretion of the President.
However, the final decision shall require the approval of the Student Council Executive Committee.
Clause11.

Special Committees

The following organizations shall be designated as Special Committees.
1.

Rules and Regulations Revision Committee

2.

Organizations deemed necessary by the Student Council Executive Committee
Section41.

Purpose

These special committees shall be established by the Central Committee and the Student Council Executive
Committee to resolve issues when deemed necessary.
Section42.

MemberMembers shall include one or more executive members from the other Permanent Committees.
Section43.

Dismissal

In the event of a majority vote of no confidence by the Student Council Executive Committee, the temporarycommittee shall be dissolved.

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Chapter 2.

Officers

Clause12.

President

1.

The President of the Central Committee represents the Student Council and oversees the overallbusiness of the Council.

2.

The President of the Central Committee Committee convenes the meeting of the General Student
Conference.

3.

The President of the Central Committee represents the Central Committee.
Clause13.

Vice-President

1.

The Vice-president of Central Committee assists the President.

2.

If the President is unable to fulfill his duties, the Vice-president acts as a substitute for the President.
Clause14.

Accounting General Director

The Accounting General Director represents Student Council's accounting and oversees all aspects of accounting.
In the event that Accounting General Director is unable to fulfill its duties, the Vice President of the Central
Committee will act in its place.
However, in the event that the Vice President of the Central Committee is also unable to fulfill his duties, Student
Council aid will be frozen.
1.

Business(1)

Accounting General Director prepares fair and appropriate budget drafts for accounting in Student
Council, Kyoto University of Advanced Science. He also oversees all aspects related to execution.

(2)

Accounting General Director is required to prepare a budget in order to prepare a fair and appropriate
budget.

(3)
2.

Accounting General Director is responsible for managing the Student Council Archives.

Budgeting(1)

Budgeting refers to the work to allocate the Kyoto University of Advanced Science Student Council
project costs and grants to each council and committee.

(2)Budgeting is carried out by the Accounting General Director and the accounting of each council andcommittee. As an exception, the participation of the Student Council officers authorized by the
Accounting General Director is permitted.

(3)

Budget preparation is convened by the Accounting General Director.

(4)

At the time of budget preparation, a quorum shall be at least a majority of the members.

(5)

General Director shall decide on budget preparation.
However, if necessary, the resolution may be made with the consent of a majority of the attendees
excluding General Director.

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3.

Right of investigation
The Accounting General Director shall, as necessary, conduct investigations and hold hearings on thebudget, etc. to each institution and each department and related parties.
(1)

Voluntary investigation rights shall be granted to each institution and each department and relatedparties.

(2)

If approved by Central Committee, investigation rights shall be granted to each institution and eachdepartment and related parties, as well as the seizure of goods purchased with Student Council aid.

4.

Confidentiality
A person who attends the budget preparation shall not divulge any information that he/she has come toknow from each organization, department, or related party. The same shall apply after his/her resignation.
However, this shall not apply to the contents of the budget and financial statements after the student
conference report.
(1)

In principle, only the total of the budget and financial statements shall be disclosed.

(2)

Detailed accounting documents shall be disclosed to the public upon a request for inspection, whennecessary matters are entered in the application documents, and when the grounds for application are
judged to be appropriate, inspection and copying of the documents shall be permitted.

(3)

Members of the Central Committee Budget Committee shall be permitted to inspect and copy detailed
accounting documents.

5.

accounting document
Accounting is responsible for the management of the original accounting document.
(1)

The original accounting document shall be retained for a period of time.

(2)

During the term of office, each member of the budgeting organization shall manage the budget andsettlement of accounts for the relevant fiscal year and pass them on to the members of the next fiscal
year.

6.

Penal Provisions
If an agency official who attended the budget preparation does not comply with these detailed regulations,
the Accounting General Director shall impose penalties based on the accounting manual for the relevant
fiscal year in accordance with Student Council Articles of Incorporation, Detailed Regulations, and Penal
Provisions.

7.

Supplement
In budgeting, students are not allowed to intervene except by Student Council executives.

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Clause15.

Audit General Director

Audit General Director represents Student Council's audits and oversees all audit activities. However, if Audit
General Director is unable to perform its duties, Executive Committee Audit shall act on its behalf.
1.

Business
Audit General Director shall perform the following business.
(1)

He shall be in charge of the accounting audit of Student Council aid and shall publish the results to allmembers once a year.

2.

(2)

However, when requested by members, he shall publish the results as needed.

(3)

He shall conduct a survey on the actual state of business of persons belonging to the organization.

(4)

He shall confirm the activities of extracurricular activity organizations and audit them as necessary.

Audit Officer
An institutional audit officer means an audit officer of each permanent Committee as specified by Student
Council.

3.

Accounting Audit
Audit General Director mandates that fair and appropriate accounting audits:(1)

Standards for conducting accounting audits shall be confirmed by all Audit Officers of each institution
and approved with the consent of at least 2/3 of all Audit Officers of each institution. These standards
shall be included in the Accounting Manual. However, if changes are made in the middle of the fiscal
year due to unavoidable circumstances, notice shall be given to each institution and each department atleast one month in advance.

(2)

When conducting an accounting audit, confirmation shall be made by at least two persons from among
Accounting General Director and each institution's audit officers per organization. However, it shall be
prohibited to audit the receipts and disbursements of the institutions and departments to which one
belongs.

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4.

Audit of Negligence of Institutional Duties
In conducting an impartial and appropriate audit of negligence of institutional duties, Audit General Director
requires the following:(1)

Require institutions to report their activities on a monthly basis to determine whether they are
performing their duties and functioning properly.

(2)

If Audit General Director determines, based on the content of the activity report, that an institution
or a senior officer is not performing their duties or is accused, recommendations and actions will betaken in the following manner.

One or more audit oral cautions->If there is no improvement, Audit General Director issues one document warning (reported in Student
Council Executive Committee).
->If there is no improvement, the relevant parties are interviewed in the presence of the Chief Executive
Officer of the relevant institution.
->If there is no improvement, Audit General Director reports to Student Council Executive Committee.
Penalty shall be imposed if it is agreed in Student Council Executive Committee by 2/3 or more thatthe subject officer is negligent. In this case, the voting rights of the institution to which the subject
officer belongs shall be taken away.
(3)

The officer who is judged to be negligent in his/her duties shall forfeit all of the activity support money.
If it has already been used, it shall be returned within one month from the resolution of Student
Council Executive Committee. In addition, the division to which the officer belongs shall assess a 10%
reduction in the next year's Student Council aid as a penalty.

5.

Audit of Activities of Extracurricular Activities Organizations
When Audit General Director audits the activities of extracurricular activity organizations, it is required to
conduct an audit with three auditors, Audit General Director, Executive Committee, Culture and Sports
Federation Council, and a person (optional) who is deemed necessary for the audit.

6.

Right to Investigate
Audit General Director grants the right to investigate to each institution and extracurricular activity groups
and related parties.
Audit General Director prepares, adds and revises penal provisions as necessary.
However, at least two of the audit officers of each institution are required to attend the revision. This shallnot be permitted for the deletion of the contents.

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Clause16.

Motion of No Confidence

A motion of no confidence shall be approved with the consent of 2/3 or more.
If a motion of no confidence submitted by the Student Council executives is approved, the Student Council
Executive Committee will dismiss the President of Central Committee, General Director Accounting and General
Director Auditing.
Clause17.
1.

Concurrent duties

It is not permitted for the four senior executives to serve concurrently as permanent Committee executives
beyond the Committee.
However, if 2/3 or more of all senior executives approve, concurrent service other than accounting ispermitted.

2.

Concurrent service of accounting in Committee is not permitted.

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Chapter 3.

Various Provisions

Clause18.

System

If a new system is passed in the Student Council Executive Committee, it can take effect the day after it isapproved by the President.
Clause19.
1.

Accounting

All organizations belonging to this meeting shall submit their budget proposals for the current year by thedate and time indicated by the Central Committee Accounting General Director.

2.

The allocation of the budget will be determined by the Central Committee Accounting General Director after
a budget preparation meeting in accordance with the performance of the organizations and departments.

3.

The departments to which the Institute belongs and Committee designated by Central Committee shallsubmit the year-end financial statements by the date and time indicated by Audit General Director.
Clause20.

Student Council Archives

President Student Council, Audit and Inspection General Director, and each Director and Secretary General ofCommittee Member have the right to inspect Student Council Archives.

Chapter 4.

Activities Assistance

Clause21.

Activities Grant

Student Council executives are entitled to receive a flat subsidy of 30,000 yen.
The subsidy may be allocated to expenditures related to Student Council activities or to the activities of theiraffiliated organizations.
However, the above subsidy may be granted only when receipts and detailed certificates are submitted to
Accounting General Director and Audit General Director.
Clause22.

Transportation subsidy for Student Council executives

When Student Council executives travel due to their official duties, they subsidize part or all of theirtransportation expenses. The details are specified in the "Student Council Transportation Expenses Payment
Rules" under a separate regulation.

Date of EffectDecember 19, 2023
This amendment shall come into effect from June 12,2024 (Section 8)

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