Resolution
GBR-2004012

Title
Guidelines for the USTCAF Teaching Excellence Award

Content
Guidelines for the USTCAF Teaching Excellence Award

Note: AF is a shorthand name for the University of Science and 
Technology of China Alumni Foundation (USTCAF);
GB stands for the governing board of USTCAF.
The usage of AF or GB is exclusive in this article; no other
Interpretation is acceptable.

(1) THE GOAL

To recognize members of the USTC faculty dedicated to teaching,
and to increase the awareness of the importance of fundamental
courses teaching at USTC.

(2) THE PROCESS

The Teaching Excellence Award (TEA) is awarded annually to 2
qualified members of the USTC faculty, each with a total cash amount
of $1,500, depending on the credentials of candidates and the
availability of funds. Applications of no less than 2 candidates are
submitted by USTC to USTCAF at least one month before the start of a
new academic year. The GB first makes a preliminary decision on
winners of this award and notifies USTC, then amends this preliminary
decision if necessary based on the feedback from USTC. The GB
announces the recipients at the beginning of a new academic year.
The award is given out in one installment.

(3) QUALIFICATIONS

To qualify for the TEA, a candidate MUST fulfill all of the following
list of requirements:

(a) Be an active member of the USTC faculty at the Hefei campus,
(b) Be nominated by USTC based on achievements in teaching (especially
the teaching of undergraduate fundamental courses), and recognition
among USTC students, 
(c) Has served on USTC faculty for at least 5 years,
(d) Has taught at least one fundamental course each school year in the
past 3 years,
(e) Maintains on the USTC faculty during the academic year when
receiving the award.

The application to TEA must include:
(a) A listing of courses taught by the applicant within the last 3
years, and the dates of the teaching,
(b) a curriculum vita,
(c) other supplemental materials the applicant deems helpful in his/her
application. For example, any text book the candidate has published.

(4) RESPONSIBILITIES OF USTC

It is the responsibility of USTC to make public the selection
criteria of this award to all eligible candidates. It is the
responsibility of USTC to submit the list of candidates and
their applications to GB in time for it to make the necessary
decisions. It is the responsibility of USTC to verify the
information provided in the applications including the letters
of recommendations. It is the responsibility of USTC to
distribute the award money and certificates to awardees when
an official AF representative is not able to be on site.
All eligible candidates should contact USTC for issues
regarding nomination. AF welcomes comments and feedback
from candidates and faculty members/students. AF is not
liable for any dispute due to failure of USTC to comply
with its above-mentioned responsibilities.

GB realizes that the standards and information used in the
selection process as provided may not be the best or complete
but will assume no liability for such and will reserve the
right to reject any candidate based on its best judgments.

(5) STATUS OF AWARDEES

This award is intended to recognize USTC faculty members
who are dedicated to teaching at USTC, and to promotes
the excellence of USTC. If the recipient terminates his/her
association with USTC for any reason during the academic year
of the award, USTCAF reserves the right to withdraw the
award from such a recipient. The recipient of AF's awards
should bear high moral and merit standards. If a recipient
is found to have serious misconduct, such as forging merit
documents or participating in criminal activities, AF
reserves the right to revoke the certificate of the
recipient, to publicize and notify concerned parties, or
to seek further legal actions if applicable. The revoked
recipient will be permanently banned from receiving any
future AF awards. The decision to revoke an award has to
be approved by 2/3 majorities of GB members.

(6) BILL OF CONFLICTS

AF is the only legitimate organization in providing such an
award. AF is entitled to make final decisions on the awards
and revoke an award if the actions of a recipient violate the
spirit of this award.

Were there any conflict of interests, AF will reserve the
final rights to interpret this article. The decisions by
GB on matters related to this award are final. AF bears no
legal obligations to recipients of this award, USTC or
concerning parties.

(7) EXEMPTIONS

Any exemption from the guidelines listed in this article or
modifications concerning this award will need to be approved
by at least 2/3 GB members.

Add'l info

Author
Jian, DING

Sponsors
HU Rongxiang, ZHANG Shangyou

Last Change
2004-04-02

(0) BACKGROUND:

For USTC Alumni Foundation (AF) to achieve healthy growth and take on new growth opportunities, there is a need to set up guidelines on authority and approval procedure of operation spending, and reimbursement of cost. This resolution will provide a guideline for Alumni Foundation Governing Board (AFGB) to handle all the matters related to operation cost.

(1) THE GOAL

To provide a guideline for AF operation budget allocation, spending approval, and reimbursement of cost procedures.

(2) EFFECTIVE PERIOD OF THE RESOLUTION:

This resolution is only valid within the 5-year period from the date the resolution is passed. It is mandatory to revise this resolution based on the learning in this 5 year period and future AF situation.

(3) MAXIMUM CAP FOR ANNUAL OPERATION COST

The maximum cap of annual operation cost is 5% of the total donation from previous year. If there is any special event that require additional spending over the 5% total donation limit, a resolution is required to approve the spending.

The total spending of each year must not exceed the 15% limit specified in AF by-law.

(4) DEFINITION OF AF OPERATION COST:

AF scholarship awards are not considered as operation cost. The budget on a new AF scholarship must be approved with a formal AF resolution. AF operational costs are categorized into the following four groups.  The approval procedure is to be specified in Section (5).  In principle,

a. GB or AF shall be informed of Category 4-2 expenses so that the cost may be avoided as non-cash donations or volunteers would provide the service.

b. Any expense in Category 4-3 requires a formal GB voting.

c. Any expense in Category 4-4 requires a formal AF resolution.

Category 4-1. Fixed expenses (must do and not avoidable cost)

4-1a. Registration, franchise tax for non-profit organizations.

4-1b. Fund transfer charge and exchange rate when sending fund to USTC

4-1c. Fee in receiving donations, such as United Way overhead charge,

credit card processing fee, etc.

4-1d. Printing AF award certificates associated AF scholarship (close to minimal possible cost, such as the cost for buying certificate paper, but not including the cost of computer, printer,  ink cartridge, etc) and mailing fee (when there is no alum or AF delegation going to USTC to deliver the certificates).

Category 4-2. Variable expenses (must do but may avoid the cost)

4-2a. Professional accountant fee for annual tax filing.

4-2b. Legal expenses for operational or corporate need.

4-2c. Web page hosting and maintenance.

4-2d. Fee for auditing AF accounting.

4-2e. Printing AF booklets for FR or plaques for PR.

4-2f. Investment consultation and account fee.

Category 4-3. Unusual expenses (may not do, and/or may avoid cost)

4-3a. Costs incurred for an AF project, such as, publishing cost for a book of outstanding USTC alumni, mailing books from a book donation drive, etc.

4-3b. T-shirt for donors of $100 or more.

4-3c. Teleconference among AF members and USTC leaders.

4-3d. Teleconference or room rental for GB, or AF activity.

Category 4-4. Exceptional expenses (should not do according to bylaws or tradition.)

4-4a. Food or travel expenses on AF business trip.

4-4b. Compensation for the work time of an AF member.

4-4c. Fundraising costs for a local event, such as rental, gifts, food, tickets.

Any other cost spend on behalf of AF but not specified above, that do not violate AF by-law, need to be approved by 2/3 of AFGB in a resolution.

(5) AUTHORITY AND PROCEDURE OF BUDGET ALLOCATION, OPERATION COST, AND REIMBURSEMENT OF COST:

Any approval requires a 2/3 majority from the authorized entity.

An approval of expense shall be subject to challenges by AF members or AFGB directors, unless the approval is in a formal AF resolution.  At least 3 members are required to initiate a challenge. If the approval is done in a resolution, the resolution may be replaced by another resolution.  However the new resolution would not retrofit to be applied to the cost covered by the original resolution.

(5-a) Category 4-1 and 4-2 Expenses highlighted in session 4:

Authority of approval: either AF fund manager(s), or AFGB executive committee.

Fund managers are AF members that are in charge of managing all AF funds and related assets. They are not subject to the annual AFGB changes. In order to keep AF芒聙聶s book keeping independent, any change of AF Fund managers other than leave for personal reasons need majority approval of all AF members in a special voting.

Procedure of approval: fund managers to submit estimate of annual cost at the beginning of each year after new AFGB is formed.

(5-b) Category 4-3 Expenses highlighted in session 4:

Authority of approval:

(5-b-1) Authority for Cost less than $500 from a single project: AFGB Executive

Committee.

(5-b-2) Authority for Cost less than $500 from a single project: AFGB.

Procedure of approval:

Annual AF project related cost must be submitted by project lead to AFGB Executive Committee at the beginning of each year after new AFGB is formed, with a return of investment analysis attached to the project cost estimate. AF Project leads do not have to be AFGB members. They are appointed by AFGB executive committee. AFGB Executive Committee will follow the approval guideline highlighted above, summarize the annual budget estimate and inform AFGB.

(5-c) Category 4-4 Expenses highlighted in session 4:

A formal AF resolution is required to approve any expense on category 4.

(5-d) Reimbursement of cost related to AF business:

Any operation cost related to AF business, that needs reimbursement from AF             (including spending from special fund in AF), needs to be approved by:

AFGB executive committee if the cost is less than $500, or a resolution with 2/3 AFGB approval if the cost is more than $500.

The person authorized by AFGB executive board to pay for the cost on behalf      of AF will be reimbursement by AF. If the person elect to donate the spending to AF        instead of receiving the reimbursement, AF will not issue a check to the person, but          will record the amount as cash donation and record it in the AF operation spending.

Any cost that is not approved by AFGB executive board will not be reimbursed, nor counted as cash donation to AF.

Non-cash donation is governed by the AF resolutions on equipment and non-cash donation.

(6) REPORTING AND RECORDING OF AF OPERATION COST:

All approved spending must be communicated by AFGB executive committee to AFGB and documented by AF fund manager.

The fund manager must report GB of the cost or reimbursement of any item over $100 in Category 4-2, 4-3 and 4-4, when it incurs, or monthly, or quarterly.

In the annual financial report, all Category 4-2, 4-3 and 4-4 items must be listed separately

(7) EXEMPTIONS

Any exemption from this guideline must go through the rigorous AF resolution procedure and approved by at least 2/3 of AFGB members.

Authors:

Rongxiang Hu, Yun Wan, Xiangguang Feng

Resolution
GBR-2005014

Title
Guidelines for Disaster Relief and Memorial funds

Content
Guidelines for Disaster Relief and Memorial funds

January 12, 2005

(Note: AF is a shorthand name for USTC Alumni Foundation (USTCAF);
GB stands for the governing board of USTCAF.)

1. General Principle.

When a USTC student, or professor, or an alum passed away,
often there is strong request to AF to set up a memorial
fund so that part of the fund can be used as disaster
relief by the family.  This is not against the mission of
AF.  This does not violate any regulation on the non-profit
organization.  On the other side, such memorial funds would
promote the mission of AF.

This resolution provides guidelines for setting up
memorial funds and for the operations of such funds.
However, in principle, such funds may be set up for
USTC related personnel only.

2. Procedure.

(A) A memorial fund must be proposed by a GB member and
seconded.  The fund must be approved by GB.

(B) A memorial fund receives two kinds of donations,
disaster relief and scholarship.

(C) The first $100 of the memorial fund must be in the
scholarship portion of the fund.

(D) For a single donation of more than $1,000, at least the
50% of the portion above $1,000 must go the scholarship.

(E) The portion of disaster relief would be sent directly
to the pre-specified beneficiaries.

(F) The use of the scholarship portion of the fund must
follow the guideline of AF subfunds.  The awardee
selection criteria would be approved by GB.  Awardees
cannot be selected in advance, and the range of selection
must be reasonably large.

(G) The scholarship portion of a donation would be treated
the same as a donation to the general AF fund.

(H) The disaster relief portion of a donation will be
recorded separately and will not be entitled to
the benefit of AF donations, if there is any, such
as T-shirt gifts to donors.

3. Bill of Conflicts.

AF is the only legitimate organization in providing and
managing such a fund.  AF is entitled to make final decisions
on the use such a fund,  including both the portion of
scholarship and the portion of disaster relief.

Were there any conflict of interests, AF will reserve
the final rights to interpret this article. The decisions
by GB on matters related to such a fund are final.

4. Exemptions:

Any exemption from the guidelines listed in this article
or modifications concerning this award will need to be
approved by at least 2/3 GB members.

Add'l info
Passed on January 15, 2005. 9 Yes votes, and 1 No.
Additional Info:

Needy or distressed test:

Generally, a disaster relief or emergency hardship
organization must make a specific assessment that a
recipient of aid is financially or otherwise in need.
Individuals do not have to be totally destitute to
be financially needy; they may merely lack the
resources to obtain basic necessities.

Under established rules, charitable funds cannot be
distributed to individuals merely because they are
victims of a disaster.  Therefore, an organization's
decision about how its funds will be distributed must
be based on an objective evaluation of the victim's needs
at the time the grant is made. The scope of the
assessment required to support the need for assistance
may vary depending upon the circumstances.

Disaster relief or emergency hardship organizations
may provide assistance in the form of funds, services,
or goods to ensure that victims have the basic
necessities, such as food, clothing, housing
(including repairs), transportation, and medical
assistance (including psychological counseling).  The
type of aid that is appropriate depends on the
individual's needs and resources.
For example, immediately following a devastating flood,
a family may be in need of food, clothing, and shelter,
regardless of their financial resources.  However, they
may not require long-term assistance if they have
adequate financial resources. Individuals who are
financially needy or otherwise distressed are appropriate
recipients of charity.  Financial need and/or distress
may arise through a variety of circumstances.
Examples include individuals who are:

* Temporarily in need of food or shelter when stranded,
injured, or lost because of a disaster

* Temporarily unable to be self-sufficient as a result
of a sudden and severe personal or family crisis, such
as victims of crimes of violence or physical abuse

* In need of long-term assistance for housing, childcare,
or educational expense because of a disaster

* In need of counseling because of trauma experienced as
a result of a disaster or crime

---------------

Often charitable organizations (or programs by existing
charities) are established as a result of a particular
disaster where both short-term and long-term assistance
might be required.

The following types of assistance, if based on individual
need, would be consistent with charitable purposes:

*   Assistance to allow a surviving spouse with young
children to remain at home with the children
to maintain the psychological well-being of the
entire family

*  Assistance with elementary and secondary school tuition
and higher education costs to permit a child to attend
a school

*  Assistance with rent, mortgage payments, or
car loans to prevent loss of a primary home or
transportation that would cause additional trauma to
families already suffering

*  Travel costs for family members to attend funerals and
to provide comfort to survivors

---------------

An organization must maintain adequate records that
demonstrate the victims' needs for the assistance provided. 
These records must also show that the organization's
payments further charitable purposes. Thus, records
are required when aid is provided to individuals based
on a specific assessment of need, as described
above. Documentation should include:

* A complete description of the assistance

* The purpose for which the aid was given

* The charity's objective criteria for disbursing
assistance under each program

* How the recipients were selected

* The name, address, and amount distributed to each
recipient

* Any relationship between a recipient and officers,
directors, or key employees of or substantial
contributors to the charitable organization

A charitable organization that is distributing
short-term emergency assistance would only be expected
to maintain records such as the type of assistance
provided, criteria for disbursing assistance, date,
place, estimated number of victims assisted
(individual names and addresses are not required),
charitable purpose intended to be accomplished,
and the cost of the aid. Examples of such short-term
emergency aid would include blankets, hot meals,
electric fans, or coats, hats, and gloves.
An organization that is distributing longer-term
aid should keep the above more-detailed records.

Author
Zhang, Shangyou

Sponsors
HU Rongxiang, DING Jian

Last Change
2005-01-13

This is the first resolution in response to the need to establish separate awards for outstanding academic achievements and early career development among young faculties.

(Note: AF is a shorthand name for USTC Alumni Foundation (USTCAF); GB stands for the governing board of USTCAF. The usage of AF or GB is exclusive in this article; no other interpretation is acceptable.)

(1) THE GOAL

To award outstanding young faculty members for their prominent academic achievements at USTC and to promote academic excellence among USTC young faculties.

(2) THE PROCESS

The Young Faculty Achievement Award (YFAA) is awarded annually to one qualified member of the USTC faculty, with a total cash amount of $5,000, depending on the credentials of candidates and the availability of funds. In special circumstances when there is more than one truly exceptional candidate in a given year, two awards may be issued under GB's discretion. Vice versa, if no qualified candidate is available, GB may elect not to issue YFAA for the given year. Applications of no less than two candidates shall be submitted by USTC to USTCAF at least one month before the start of a new academic year. The GB first makes a preliminary selection of recipients and notifies USTC, then modifies this preliminary selection if necessary based on the feedback from USTC and makes the final decision on recipients. The GB announces the recipients at the beginning of a new academic year. The award is given out in one installment.

(3) QUALIFICATIONS

To qualify for the YFAA, a candidate MUST fulfill all of the following list of requirements:

(a) Be an active member of the USTC faculty at the HEFEI campus,

(b) Be nominated by USTC based on outstanding academic achievements,

(c) Be a Ph.D. holder from an accredited Chinese or international institution,

(d) Be of 40 years old or younger,

(e) Has not previously received YFAA,

(f) Has submitted all the application materials (see below), and

(g) Maintains on the USTC faculty during the academic year when receiving the award.

The application for YFAA must include:

(a) One page essay stating the applicant's academic achievements at USTC, and how your work and service contributed/will contribute to USTC significantly in the past and in the future,

(b) a curriculum vita,

(c) a list of four references, at least two are outside USTC, and

(d) other supplemental materials the applicant deems helpful in his/her application.

(4) RESPONSIBILITIES OF USTC

It is the responsibility of USTC to make public the selection criteria of this award to all eligible candidates. It is the responsibility of USTC to submit the list of candidates and their applications to GB in time for it to make the necessary decisions. It is the responsibility of USTC to verify the information provided in the applications including the letters of recommendations. It is the responsibility of USTC to distribute the award money and certificates to awardees when an official AF representative is not able to be on site. All eligible candidates should contact USTC for issues regarding nomination. AF welcomes comments and feedback from candidates and faculty members/students. AF is not liable for any dispute due to failure of USTC to comply with its above-mentioned responsibilities.

GB realizes that the standards and information used in the selection process as provided may not be the best or complete but will assume no liability for such and will reserve the right to reject any candidate based on its best judgments.

(5) STATUS OF AWARDEES

This award is intended to award outstanding young faculty members for their prominent academic achievements at USTC and promote the excellence of USTC. If the recipient terminates his/her association with USTC for any reason during the academic year of the award, USTCAF reserves the right to withdraw the award from such a recipient. The recipient of AF's awards should bear high moral and merit standards. If a recipient is found to have serious misconduct, such as forging merit documents or participating in criminal activities, AF reserves the right to revoke the certificate of the recipient, to publicize and notify concerned parties, or to seek further legal actions if applicable. The revoked recipient will be permanently prohibited from receiving any future AF awards. The decision to revoke an award has to be approved by 2/3 majorities of GB members. Under such circumstances, there may not be awardees for a given year.

(6) BILL OF CONFLICTS

AF is the only legitimate organization in providing such an award. AF is entitled to make final decisions on the awards and revoke an award if the actions of a recipient violate the spirit of this award.

Were there any conflict of interests, AF will reserve the final rights to interpret this article. The decisions by GB on matters related to this award are final. AF bears no legal obligations to recipients of this award, USTC or concerning parties.

(7) EXEMPTIONS

Any exemption from the guidelines listed in this article or modifications concerning this award will need to be approved by at least 2/3 GB members.