AASCA By-Laws & Policy

AASCA By-Laws

Article I

Purposes

The purposes of the Organization shall be as set forth in the Certificate of Incorporation. The Organization shall at all times maintain its nonprofit character and shall under no circumstances permit any part of its net earnings or capital to inure to the benefit of any member or private individual.

The objective of the Organization is to assist and support the activities of United States–oriented schools located in Central America by strengthening their capacity to serve as demonstration schools for United States educational ideas, teaching methods, and purposes, all in pursuit of excellence in education modeled upon United States concepts, curriculum, educational standards, and requirements.

Article II

Membership Requirements – 2019 Amendment –

Bylaws for Continuing Membership

Members shall maintain good standing by adhering to the AASCA membership requirements, including the following:

  • Annual attendance at the General Directors’ meetings.
  • Annual attendance at the Secondary School Principals’ meeting or the Athletic Directors’ meeting.
  • Participation in a minimum of two student events per year, including one athletic event and one academic event. – 2024 Amendment –
  • Hosting at least one student event every four years.
  • Remaining current with membership dues.

Failure to comply with these expectations will result in a one-year suspension from AASCA student events and activities, effective for the following school year.

– 2017 Amendment –

Guidelines for AASCA Participant/Spectator Behavior – 2024 Amendment –
Participant Conduct

AASCA participants (students, coaches, or school staff) who engage in unsportsmanlike conduct during any AASCA event or who participate in online bullying through social media may be subject to the following sanctions imposed by the AASCA Board of Directors:

  • First offense: One-year suspension from participation in AASCA events.
  • Second offense: Permanent exclusion from participation in AASCA events.

Inappropriate Parent Behavior

Individual AASCA schools are responsible for monitoring the behavior of their parent communities through the administrator designated to supervise the event.

  • Host schools are responsible for maintaining communication among the administrators supervising the event and must inform the General Director of any visiting school whose parents fail to comply with AASCA expectations.
  • Host schools may remove any individual who creates a disruptive influence. The respective General Director may impose sanctions on those parents in accordance with the school’s policies for the duration of the AASCA event. Host schools must inform the AASCA Board whenever such sanctions are imposed.

In addition, the AASCA Board shall apply the following consequences for any parent removed from an AASCA event due to inappropriate behavior:

    • First offense: One-year suspension from attending AASCA events.
    • Second offense: Permanent exclusion from AASCA events.

Membership
Voting membership shall be as specified in the Articles of Incorporation.

Members in good standing shall be the Directors or Chief Administrative Officers of schools eligible for membership that, through their duly authorized representatives, have applied for membership, have been admitted by the members of the Association, and are not delinquent in the payment of annual or other membership dues as assessed from time to time.

The Association may admit non-voting associate members if the membership determines that such schools can benefit from AASCA and contribute to its objectives. Associate members shall receive all benefits of AASCA and shall pay the regular dues.

New members may be considered provided they meet the objectives listed in Article I and submit a written application. Upon receipt of the application, the President shall appoint a committee to study the application and recommend action regarding the applicant’s status.

The committee shall consist, whenever possible, of:

  • One member from the applicant’s country
  • One officer of the Association
  • One additional member

The committee shall submit a written recommendation to the membership explaining the reasons membership is considered desirable or undesirable.
The recommendation shall be voted upon at the next meeting. Admission requires a two-thirds vote of those present and voting.

Article III

Meetings of the Membership

The annual meeting of the members shall be held in late April or early May at a location determined by the membership.

The Organization shall be represented at the meeting by the school’s Director, Chief Administrative Officer, or a representative appointed by the Director and approved by the President of the school’s governing board. In such cases, both the Director and the Board President shall sign a letter of authorization.

If the Director or Chief Administrative Officer has resigned, the President of the school’s governing board may appoint a representative, who must present written authorization from the Board President.

Special meetings of the membership may be called at any time with ten (10) days’ written notice by a majority of the membership or by the President of the Organization together with two members. Notice of such meetings may be waived by unanimous consent of the members.

All meetings of the membership shall be presided over by the President or, in the President’s absence, by the Vice President.

A majority of the membership shall constitute a quorum for the transaction of business. Members may not vote by proxy.

All meetings shall be conducted in accordance with Robert’s Rules of Order, except when such rules are suspended in whole or in part by a majority vote of the members present.

Agenda for the Annual Meeting

The agenda of the annual meeting shall include:

  • A report by the President on the financial status and condition of the Organization and on the activities and plans of the Organization
  • The election of officers
  • The agenda of events for the coming school year

It shall also include:

  • Any business, policy, plan, or activity submitted in writing by a member at least two weeks before the meeting
  • Any additional matters that the membership or the President determines appropriate for consideration

Article IV

Officers of the Organization

The officers of the Organization shall be those specified in the Articles of Incorporation.

Officers shall be elected at the regular annual spring meeting of the membership and shall serve two-year terms.

The membership may also appoint such agents of the Organization as it deems necessary or appropriate.

 

President

The President shall serve as the chief executive officer of the Organization and shall provide overall leadership and direction in carrying out the mission and activities of the Association.

 

The President shall:

  • Preside over all meetings of the membership and the Board of Directors
  • Provide general supervision over the affairs and activities of the Organization
  • Ensure that decisions and policies approved by the membership and Board are implemented effectively
  • Keep the membership informed of the Organization’s activities and progress
  • Consult regularly with members and officers regarding programs and operations
  • Represent the Organization in official matters and communications with external partners and institutions
  • Sign contracts, agreements, and official documents authorized by the membership or Board unless an additional signature is required
  • Provide guidance and coordination to officers and committees
  • Perform other duties assigned by the membership or Board of Directors

 

Vice President
The Vice President shall support the President in the leadership and governance of the Organization.

 

The Vice President shall:

  • Assist the President in carrying out the mission and strategic objectives of the Organization
  • Perform duties assigned by the President or membership
  • Preside over meetings in the absence of the President
  • Support coordination among member schools and assist in planning Association initiatives, meetings, and events

 

Succession of Leadership
If the President is unable to perform the duties of the office, the Vice President shall assume those duties.
If the President resigns, is removed, or becomes incapacitated during the term of office, the Vice President shall assume the office of President for the remainder of the term.
If both the President and Vice-President have completed their two-year terms, the Vice-President, if willing, shall automatically assume the Presidency. Otherwise, elections shall be held for the office of President at the conclusion of the President’s term.


Treasurer

The Treasurer shall serve as the chief financial officer of the Organization and oversee its financial affairs.
The Treasurer shall:

  • Ensure the proper receipt, deposit, and management of all funds
  • Oversee payment of authorized expenses and obligations
  • Maintain accurate financial records
  • Present financial reports to the membership and Board
  • Prepare or coordinate an annual financial report
  • Ensure financial records are available for membership review
  • Support responsible financial planning and budget oversight

 

Secretary
The Secretary shall maintain the official records and documentation of the Organization and ensure accurate communication of the actions of the membership and Board.


The Secretary shall:

  • Serve as secretary for all meetings
  • Record and maintain accurate minutes
  • Distribute approved minutes to the General Directors of member schools and the Executive Director of the Tri-Association
  • Maintain official records, resolutions, and governance documents
  • Certify official copies of resolutions
  • Ensure proper distribution of official notices
  • Perform duties customarily associated with the office of the Secretary
  • Perform other duties assigned by the President, Board, or membership

Article V

Special Responsibilities of the Membership

The membership shall ensure that the business affairs of the Organization, including dissolution if applicable, comply with the laws of the jurisdiction in which the Organization operates and that its nonprofit character is strictly maintained.
No part of the revenues, savings, or capital of the Organization shall inure to the benefit of any individual or private person except as permitted by law.
The authority to secure funds or resources for the Organization and to approve the provision of funds or assistance to grantees rests exclusively with the membership.
Such activities shall be conducted only in accordance with provisions applicable to organizations granted tax-exempt status under Internal Revenue Code Section 501 (as amended).
The membership shall review all funding requests, require a clear statement of the intended use of funds, and approve such requests when appropriate. Recipients shall provide periodic accounting demonstrating that funds were used for the approved purpose.

Article VI

Contracts, Checks, Bank Accounts, Investments

The membership shall select appropriate financial depositories for the Organization and determine which officers or representatives are authorized to sign bills, notes, receipts, endorsements, checks, contracts, and other documents on behalf of the Organization.

Funds of the Organization may be held in banks or invested in property, stocks, bonds, or other securities as the membership deems appropriate, provided such investments do not violate applicable provisions of the Internal Revenue Code.

Article VII

Corporate Seal

The seal of the Organization shall be the AASCA-approved logo.

Article VIII

Dues

Membership dues shall be determined annually by the AASCA Board and approved by the membership.

Article IX

Amendments

These Bylaws may be amended, added to, or repealed by a majority vote of the membership, provided that notice of the proposed amendment is communicated to each member at least ten (10) days before the meeting.

The Bylaws may also be amended, added to, or repealed by a vote of the members present at a meeting called for that purpose.

AASCA Policy

II. AASCA Events

A. General

1. Eligibility

a. Students currently enrolled as full-time students in an AASCA school are eligible for participation.

2. Registration

a. Event invitations must be sent to each schools’ General Director no later than 90 days prior to the beginning of an event. Host schools will determine the deadline for registration.

3. Attending School Fees

a. In order to defray costs to the host school, a fee shall be charged to each attending school for each team that they enter. This fee is due according to the deadline mandated by the host school. Any school withdrawing from an event three weeks prior to the scheduled date must still pay the registration fee.
Each event will have its own commitment deadlines-see events. The fee for the following year is set at the Annual General Directors’ meeting.

4. Communication Between AASCA Members

a. AASCA invitations should be sent by the host General Director to all potential participating schools.

The General Directors are responsible to share this information to the proper personnel on their staff.

5. Organization

a. School Days Missed

a. AASCA events will be scheduled such that no more than three days of school will be missed. In general, this means that the event should be scheduled such that a Wednesday is a travel day, Thursday and Friday and possibly Saturday are event participation days and Saturday or Sunday are again travel days.

b. Orientation Meeting Prior to Event

a. There shall be an orientation meeting the evening before the event is scheduled to start. This meeting will be chaired by the host school’s administrative representative. Appointed administrative representatives, advisors, coaches, and other staff are required to attend this meeting.
The purpose of the meeting is to clearly define rules, procedures, schedules, transportation, and to answer any other questions that may arise. Time and place of this meeting shall be determined by the host school administrative representative and clearly communicated to all attending schools. Schools are encouraged to create a Whatsapp chat that includes all persons responsible for the tournament.

c. Opening Ceremony

a. There must be an opening ceremony that recognizes all participating schools and all participating students. The national anthem of Central America will be played during this ceremony.

d. Closing Ceremony

a. There must be a closing ceremony in which honors winners and recognizes the participation of all. In sporting events banners for first, second and third place are required, as well as individual medals. A small meal or snack should be provided for all participants.

e. Safety

a. The host school must provide access to a registered nurse or doctor. In the unfortunate event when an emergency medical vehicle is needed, it may be necessary for the host school to pay for this service in order to assure timely medical treatment. Reimbursement by the injured party will be guaranteed by his/her school.

f. Non-AASCA School Participation

a. If an event does not have at least five AASCA teams participating or needs supplementary participation in a specific area, host schools may invite non-AACSA schools as long as the guest school(s) is willing to comply with the rules of AASCA (in writing). The non-AASCA schools will pay the host school the registration fee.

g. Host School Multiple Sites

a. If an event takes place at more than one site, each site will have a designated site administrator. That site administrator has the same responsibilities and authority as the host school’s administrative representative.

6. Schools Hosting AASCA Events

a. A hosting school is responsible for all planning, preparation and cost of the event. Information on the requirements for each event is detailed under that event (See appendix). Each host school head must insure that a written report is submitted to the AASCA Secretary to be attached to the minutes after the event has concluded, the purpose being to evaluate the effectiveness of the event and to make recommendations for improvement in the future.
b. Host School’s Administrative Representative:The host school must have an administrative representative (either director of the host school or his/her designate). The person in charge of the entire event is responsible for all inquiries, questions, protests, complaints, need for clarification, etc. In the event of a serious disciplinary infraction, the host school’s administrative representative shall call a meeting of all participating schools to discuss and resolve the issue. However, the host school’s administrative representative has the authority to make immediate and binding decisions in case of emergencies.

7. Schools Attending AASCA Events

Attending School’s Administrative Representative
Each attending school must send one person in addition to the advisor/coach of the participating students to serve as the administrative representative for all athletic events and with groups of eight or more students. An administrative representative is defined as a member of the professional staff of the attending school who is not directly involved in the event and is appointed by the school’s general director.

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