ksea handbook 2018 · 2018-10-07 · ksea handbook /// 3 lcpc local chapter presidents committee...

KSE

AKorean-American Scientists and Engineers Association

www.ksea.org

KSEA HANDBOOK2018

KOREAN-AMERICAN SCIENTISTS AND ENGINEERS ASSOCIATION, INC.

1952 Gallows Road, Suite 300, Vienna, VA 22182Tel. 703.748.1221 Fax. 703. 748. 1331

Handbook

www.ksea.org

KSEA HANDBOOK2018

Bylaws, Policies & Guidelines

The Chapter President’s Manual

Roles & Responsibilities of Officers and Staff Members

Acronyms 02

Bylaws 04

Policies 11

Council-Decision Documents 33

The Chapter President’s Manual 37

Technical Group Councilors’ Guidelines 42

Roles and Responsibilities of EC Members 45

Roles and Responsibilities of Directors 48

Roles and Responsibilities of Staff Members 51

Office Operations Guidelines 54

Employment Agreement 58 Selected Task-Oriented Guidelines Audit Guidelines 63 UKC Preparations 64 Nomination Chart/Council Ballot Forms 66

Travel Expense Reimbursement Guidelines 68

MOU and MOU sample 70

NDA Agreement Guidelines 73

KSEA Scholarships 77

KSEA Websites 78

FAQs 79

List of KSEA Presidents (from 1972 to 2015) 81

Handbook Amendment History 83

TABLE OF CONTENTS

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AAA American Arbitration AssociationAM Administration Manager APM Associate Project Manager APS Affiliated Professional SocietyAPSD Affiliated Professional Societies DirectorBPOL Business/Professional/Occupational LicensesC/B Chapter/BranchCAGE Commercial and Government EntityCO Compensation OffCP Chapter PresidentCPA Certified Public AccountantCPC Chapter Presidents CommitteeDC Directors Committee DSM Distinguished Service Membership DUNS Data Universal Numbering SystemEC Executive Committee ED Executive Director EIN Employer Identification NumberFAQ Frequently Asked Questions FD Finance Director FLSA Fair Labor Standards ActFM Finance Manager FMC Fund Management Committee FTP File Transfer ProtocolGD General Director HAC Honors and Awards Committee HM Honorary Membership HOD HQ Operation Director HQ Headquarters IED Industry Entrepreneurship DirectorITA Information Technology Analyst ITD Information Technology DirectorITS Information Technology Staff KOFST Korea Federation of Science and Technology SocietiesKSEA Korean-American Scientists and Engineers Association, Inc.KUSCO Korea-US Science Cooperation Center

ACRONYMS

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LCPC Local Chapter Presidents Committee LRPC Long-Range Planning Committee LMI Lodging, Meals, and IncidentalsM&IE Meals and Incidental ExpenseMD Membership DirectorMOU Memorandum of UnderstandingNCC National Contest Committee NDA Non-Disclosure AgreementNHSPC National High School Physics ContestNMC National Mathematics CompetitionNMSC National Mathematics and Science CompetitionP President PD Publication DirectorPE President-Elect PJD Project DirectorProDeW Professional Development WorkshopRD Regional Director S&T Science and TechnologySAM System for Award ManagementSEECD Scientists and Engineers Early Career DevelopmentSL Sick LeaveSTEM Science, Technology, Engineering, and MathematicsTG Technical GroupTGC Technical Group CouncilorTGD Technical Group Director UKC US-Korea Conference on Science, Technology, and EntrepreneurshipVC VacationVP1 First Vice President VP2 Second Vice President YG Young GenerationYGC Young Generation Committee YGD Young Generation DirectorYGF KOFST’s Young Generation ForumYGPF Young Generation and Profession ForumYGTLC Young Generation Technical and Leadership ConferenceYIG Young Investigator Grant

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KSEABYLAWS


2018

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CHAPTER 1: PURPOSE AND PROGRAM

ARTICLE 1. Statement of Purpose

ARTICLE 2. Programs

CHAPTER 2: MEMBERSHIP

ARTICLE 3. Membership Categories

ARTICLE 4. Qualifications for Regular and Overseas Members

ARTICLE 5. Qualifications for Student Member

ARTICLE 6. Qualifications for Distinguished Service Member, Distinguished Sponsor Member, and Honorary Member

ARTICLE 7. Voting Member

ARTICLE 8. Admission

ARTICLE 9. Membership Dues

ARTICLE 10. Disciplinary Actions

ARTICLE 11. Meeting of Members (“General Assembly”)

CHAPTER 3: BOARD OF DIRECTORS (“COUNCIL”)

ARTICLE 12. Councilors

ARTICLE 13. Functions of the Council

ARTICLE 14. Election of Former President Councilors

ARTICLE 15. Council Meeting

ARTICLE 16. Salary

CHAPTER 4: OFFICERS AND AUDITORS

ARTICLE 17. Officers

ARTICLE 18. Duties

ARTICLE 19. Auditors

CHAPTER 5: COMMITTEES AND ADVISORS

ARTICLE 20. Executive Committee

ARTICLE 21. Other Committees

ARTICLE 22. Appointment and Duties of Advisor

CHAPTER 6: TECHNICAL GROUPS, AFFILIATED PROFES-SIONAL SOCIETIES, LOCAL CHAPTERS, AND BRANCHES

ARTICLE 23. Technical Groups, Affiliated Professional Societ-ies, Local Chapters, and Branches

CHAPTER 7: FINANCE

ARTICLE 24. Annual Reports

ARTICLE 25. Income and Expenses

ARTICLE 26. Fiscal Year

ARTICLE 27. Bank Accounts

ARTICLE 28. Indemnification

CHAPTER 8: MISCELLANEOUS

ARTICLE 29. Officers

ARTICLE 30. Amendment of Bylaws

ARTICLE 31. Effective Date

APPENDIX: AMENDMENT HISTORY

TABLE OF CONTENTS

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CHAPTER 1: PURPOSE AND PROGRAMS

Article 1. Statement of PurposeKorean-American Scientists and Engineers Associa-tion, Inc., (“KSEA”) shall be operated exclusively as a non-profit organization exempt from Federal income tax under Section 501(c)(3) of the Internal Revenue Code to achieve the following objectives:1. Contribute to the social welfare and the industri-

al development in the USA and Korea through the promotion of science and engineering.

2. Promote cooperation between the USA and Korea in science and engineering.

3. Promote friendship and fellowship among Kore-an-American professionals engaged in science, engineering, and related fields.

4. Enhance the professional and social status of Ko-rean-American professionals engaged in science, engineering, and related fields.

5. Promote and cultivate the next generation of Ko-rean-American scientists and engineers.

Article 2. Programs1. Activities to advance technical capabilities and in-

dustrial development in the USA and Korea.2. Activities to promote cooperation between the

USA and Korea in science and engineering.3. Scholarship and internship programs in the USA

and Korea.4. Technical conferences, symposiums, and work-

shops in the USA and Korea. Publish and distrib-ute technical publications, including the proceed-ings of these meetings.

5. Activities to promote friendship and fellowship among the members.

6. Activities to enhance the professional and social status of the members.

7. Programs to promote and cultivate the next gen-eration of Korean-American scientists and engi-neers.

CHAPTER 2: MEMBERSHIP

Article 3. Membership Categories1. KSEA membership shall consist of the following

six categories:a. Regular memberb. Overseas member c. Student memberd. Distinguished service membere. Distinguished sponsor memberf. Honorary member

Article 4. Qualifications for Regular and Overseas Members1. Regular Member. A regular member shall be an

individual residing in the USA, with at least a Bach-elor’s degree or its equivalent, who is engaged in science, engineering or a related field.

2. Overseas Member. A regular member who perma-nently resides overseas may continue to maintain KSEA membership as an overseas member. Over-seas members shall have all rights and privileges of regular members. However, they are ineligible to serve as an officer, auditor, councilor, chair of a committee, or presidential advisor.

Article 5. Qualifications for Student Member1. Undergraduate student member. An undergrad-

uate student member shall be a college student residing in the USA, who is pursuing a degree in science, engineering, or related field.

2. Graduate student member. A graduate student member shall be a graduate student residing in the USA, who is pursuing a degree in science, engi-neering, or related field.

Article 6. Qualifications for Distinguished Ser-vice Member, Distinguished Sponsor Member, and Honorary Member1. Distinguished Service Member. An individual who

has served KSEA with distinction.2. Distinguished Sponsor Member. A respectable nat-

ural person or legal entity who or which has made substantial financial contributions to KSEA.

3. Honorary Member. A member who is honorable and retired from a distinguished career.

Article 7. Voting MemberA voting member is a regular member, graduate stu-dent member, overseas member, distinguished ser-vice member, or honorary member, who has paid the membership due at least once within the last two fis-cal years (the current and the past), received by KSEA Headquarters at least fourteen (14) days before send-ing out the ballot or notice of a meeting.

Article 8. Admission1. Except for members described in Article 6, to be-

come a KSEA member, the prospective member must submit the KSEA membership application form to KSEA, affirming support for the purpose of the Association as stated in Article 1 of the Bylaws.

2. Admission of all members must be approved only as provided in the Policies adopted by the Council (“Policies”).

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Article 9. Membership Dues1. Membership dues for each membership category

shall be determined as provided in the Policies.2. The annual membership due for overseas mem-

bers shall be the same as the due for regular mem-bers.

3. Distinguished service members and honorary members shall be exempt from the annual mem-bership dues but, if they desire, may become vot-ing members by paying the same annual dues as regular members.

4. All rights and privileges of membership will be lost if the annual due is not paid for two consecu-tive fiscal years.

Article 10. Disciplinary ActionsIn accordance with the Policies, the Council may sus-pend the rights and privileges of membership or expel any member who violates the Bylaws or the Policies, interferes with KSEA goals and business, or disgraces KSEA’s reputation.

Article 11. Meeting of Members (“General As-sembly”)1. Annual Meetings. Members shall meet annually in

April for the purpose of electing officers and for transacting such other business as may properly come before the meeting. The voting members for the election of Technical Group Councilors shall be defined in the Policies.

2. Special Meetings. Special meeting may be initiat-ed at any time by (i) a majority of the Councilors, or (ii) by the Executive Director at the written re-quest of at least one-tenth of the voting regular members. Such request shall state the purpose of the meeting. Business transacted at all special general assembly shall be confined to the purpose stated in the notice of the meeting.

3. Manner and Place of Meeting. In the discretion of the Council, the members may hold annual and special meetings entirely or in part by remote communication including online, e-mail, fax, and mail. In such case, the Council must adopt Policies to permit members to participate in and vote at the meeting by means of remote communications. Meetings held in person shall be at such places as shall be designated by the Council

4. Notice of Meetings. Written notice of each meet-ing, whether annual or special, stating the time and place where it is to be held, shall be delivered either personally, by mail, or by e-mail, fax or oth-er electronic means not less than twenty (20) or more than fifty (50) days before the meeting, to

each voting member at such a meeting. Notice of a special meeting shall also state the purpose or purposes for which the meeting is called, and shall indicate that it is being issued by, or at the direc-tion of, the person or persons calling the meeting. Such a notice shall be directed to each member at his address, including e-mail address, as it ap-pears on the records of KSEA.

5. Quorum. Except as otherwise provided in these Bylaws or by law1, at all general assemblies, the presence, including electronic presence, of one-tenth of the voting members at the commence-ment of such meeting shall be necessary and suffi-cient to constitute a quorum for the transaction of any business.

6. Voting. At all general assemblies of the members, every voting member shall have one (1) vote for the election of officers, Bylaws amendment and other businesses. The voting method for the election of Technical Group Councilors shall be defined in the Policies. Such vote may be in per-son, by mail, or by electronic means, as authorized by the Council. All elections shall be held and all questions shall be decided by a majority of the votes cast except as otherwise provided by law1 or by these Bylaws. In case of a tie vote, the Council shall have the deciding power.

CHAPTER 3: BOARD OF DIRECTORS (“COUNCIL”)

Article 12. Councilors1. A Council consisting of the following Council

Members or Councilors shall manage the affairs of the Corporation:a. Presidentb. President-Electc. First Vice Presidentd. Second Vice Presidente. Executive Directorf. Finance Directorg. Three Former Presidents, including the imme-

diate Past President if he is available to serve.h. Representatives of Technical Groups as de-

fined in the Policiesi. Representatives of Local Chapters as defined

in the Policies2. The total number of Councilors shall be up to 45.

All Councilors must be regular members of KSEA in good standing.

3. The term of all Councilors is one year correspond-ing to the term of their positions, except for Elect-ed-Councilors, which is three years. In the event

1 Maryland corporate law.

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of a vacancy in any position, the replacement is elected or appointed according to the Policies. The term of the replacement is the remaining term of the replaced person.

Article 13. Functions of the CouncilIn addition to its general authority, the Council shall deliberate and make decisions on the following items:1. Selection of multiple candidates for President,

President-Elect, First Vice President, Second Vice President, Auditors, Elected-Councilors, and the committee members set forth in the Policies.

2. Confirmation of Executive Director and Finance Director.

3. Recommendation to General Assembly to enact a new Bylaw or to amend a Bylaw.

4. Approval of new and amended Policies.5. Approval of the Annual Report of the previous ad-

ministration, and the business plan and budget of the current administration.

Article 14. Election of Former President Council-orsThe former presidents, immediately following the annual Council meeting, shall elect Former President Councilors, except the immediate Past President.

Article 15. Council Meeting1. Annual and Special Meetings. The Annual Council

Meeting shall be convened before the end of Sep-tember every year. The President or the Executive Committee may convene a special Council Meet-ing when necessary. The meeting agenda should be sent to all Councilors at least 20 days before the scheduled meeting.

2. Quorum. The presence at the commencement of such meeting of fifty percent (50%) of the Coun-cilors shall be necessary and sufficient to consti-tute a quorum for the transaction of any business.

3. Manner and Place of Meeting. In the discretion of the Council, the Councilors may hold special meet-ings entirely or in part by remote communication, including e-mail, fax, and mail. In such case, the Council must adopt Policies to permit members to participate in and vote at the meeting by means of remote communications. Meetings held in per-son shall be at such places as shall be designated by the Council. Unless otherwise restricted by the Articles of Incorporation or these Bylaws, the Council may authorize Councilors to vote by mail or by electronic means, without a meeting, on a stated proposal.

4. Voting. At all meetings of the Council every Coun-

cilor shall have one (1) vote. Such vote may be in person, by mail, or by electronic means, as autho-rized by the Council. All questions shall be decid-ed by a majority of the votes cast. In case of a tie vote, the Chair shall have the deciding power.

Article 16. SalaryNo stated salary shall be paid to Councilors for their services as such. However, nothing in these Bylaws shall be construed to preclude any Councilor from serving KSEA in any other capacity and receiving com-pensation therefore.

CHAPTER 4: OFFICERS AND AUDITORS

Article 17. Officers1. Officers. The officers of KSEA shall consist of the

following:a. Presidentb. President-Electc. First Vice Presidentd. Second Vice Presidente. Executive Director, who shall also serve as

Secretaryf. Finance Director, who shall also serve as Trea-

surer2. Election. The President, the President-Elect, and

the First and Second Vice Presidents shall be elected by all voting members at the annual gen-eral assembly, from the candidates selected by the Council. The Executive Director and the Finance Director shall be nominated by the President and approved by the Council.

3. Term. The term for all Officers is one year. In the event of a vacancy in any position, the replace-ment is elected or appointed according to the Poli-cies. The term of the replacement is the remaining term of the replaced person.

Article 18. Duties1. President. The President shall be the chief execu-

tive officer of KSEA. The President coordinates and oversees the work and functioning of all offices and committees. The President may sign and exe-cute all contracts or other obligations authorized by the Council in the name of KSEA. The President shall seek the approval of the Executive Commit-tee on significant matters other than those previ-ously set forth in the Policies. The President shall serve as Chair at Council Meetings and at member meetings, including the General Assembly.

2. President-Elect. The President-Elect shall coor-

KSEA handbook /// 9

dinate and oversee the preparation of businesses which will be executed during the next term.

3. First and Second Vice Presidents. The First and Second Vice Presidents shall assist the President and the First Vice President shall serve as Presi-dent when the President cannot fulfill the duties of the position.

4. Executive Director and Finance Director. The Ex-ecutive Director and the Finance Director shall perform their duties under the direction of Pres-ident and the Executive Committee. They shall report and maintain the records of all meetings and activities of KSEA relevant to their responsi-bilities.

Article 19. Auditors1. Election. Three Auditors shall be elected by the

voting members at the annual general assembly, from the candidates selected by the Council.

2. Term. The Auditors shall serve for three years. In the event of a vacancy in any position, the replace-ment is elected or appointed according to Policies. The term of the replacement is the remaining term of the replaced person.

3. Exclusions. An auditor may not also simultane-ously serve as an officer or Councilor.

4. Duties. The Auditors shall audit KSEA affairs ac-cording to standard accounting rules and the Poli-cies, and report the results to the Council.

CHAPTER 5: COMMITTEES AND ADVISORS

Article 20. Executive Committee1. Membership. The following members of the

Council shall serve as the Executive Committee:a. Presidentb. President-Electc. First Vice Presidentd. Second Vice Presidente. Executive Directorf. Finance Director, andg. Up to three additional Directors whom the

President may appoint from among Council-ors with the approval of the Council.

2. Functions. Executive Committee shall have and exercise the authority provided by the Council to deliberate and make decisions on the following items through meetings:a. Business plans and management of KSEA.b. Budget and financial reports.c. Items delegated by the Council. d. Matters authorized by the Bylaws.

e. Other appropriate matters.3. Meetings. The President shall convene Executive

Committee Meetings as necessary. The President shall attempt to give all Executive Committee members notice of the agenda at least seven days before the scheduled meeting. Any meeting may be conducted in person, by mail, or by electronic means.

4. Quorum. The presence at the commencement of such meeting of fifty percent (50%) of the mem-bers of the Executive Committee shall be neces-sary and sufficient to constitute a quorum for the transaction of any business.

5. Voting. At all meetings of the Executive Commit-tee, every committee member shall have one (1) vote. All questions shall be decided by majority vote. In case of a tie vote, the Chair shall have the deciding power.

Article 21. Other CommitteesThe Council may from time to time establish addition-al committees. The designation and appointment of any such committee and the delegation thereto of au-thority shall not operate to relieve the Council or any individual Councilor of any responsibility imposed upon it or him by law.

Article 22. Appointment and Duties of AdvisorThe President, with the approval of the Executive Committee, may appoint Advisors from the group of individuals who are major contributors to KSEA or outstanding scientists and engineers. Advisors shall offer their recommendations and advice when the President requests. Their recommendation and ad-vice will be considered by the President and the Exec-utive Committee, but are not binding.

CHAPTER 6: TECHNICAL GROUPS, AFFILIATED PRO-FESSIONAL SOCIETIES, LOCAL CHAPTERS, AND BRANCHES

Article 23. Technical Groups, Affiliated Profes-sional Societies, Local Chapters, and Branches The Council, upon the recommendation of the Execu-tive Committee, may establish the following operating units, subsidiaries:1. Local Chapters and Local Branches. President of

a Local Chapter or Branch shall be elected by the voting members of the Local Chapter or Branch. The term of all Local Chapter or Branch Presi-dents is one year.

2. Technical Groups. The Council shall determine

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the number of Councilors for each Technical Group (“Elected-Councilors”). Elected-Councilors of a Technical Group shall be elected by all voting members of KSEA from the candidates selected by the Council. The term of all Elected-Councilors is three years.

3. Affiliated Professional Societies. The qualifica-tion of an Affiliated Professional Society shall be determined and periodically reviewed in accor-dance with the Policies.

CHAPTER 7: FINANCE

Article 24. Annual Reports The following items shall be reported to and approved by the Council:1. The final income & expense statement and the fi-

nal business report for the previous year by the Past President.

2. The business plan and budget for the current year by the current President.

3. Other items deemed necessary by the Council.

Article 25. Income and ExpensesKSEA has the following sources of income and all ex-penses of KSEA shall be paid using these sources:1. Membership dues.2. Sponsorships, contributions and donations from

individuals and corporations.3. Other sources of income derived from KSEA busi-

nesses. Article 26. Fiscal YearThe fiscal year of KSEA shall commence on July 1 and end on June 30 of the following year.

Article 27. Bank Accounts The deposit, investment and disbursement of all KSEA funds shall be made only as provided in the Policies.

Article 28. Indemnification1. Definitions. Any word or words that are defined

in Section 2-418 of the Associations and Associa-tions Article of the Annotated Code of Maryland, as amended from time to time (the “Indemnifi-cation Section”), shall have the same meaning as provided in the Indemnification Section.

2. Indemnification of Councilors and Officers. KSEA shall indemnify and advance expenses to a Coun-cilor or Officer of KSEA in connection with a pro-ceeding to the fullest extent permitted by and in according with the Indemnification Section.

3. Indemnification of Employees and Agents. With respect to an employee or agent, other than a Councilor or officer of KSEA, KSEA may, as deter-mined by the Board of Councilors of KSEA, indem-nify and advance expenses to such employee or agent in connection with a proceeding to the ex-tent permitted by and in accordance with Indem-nification Section.

CHAPTER 8: MISCELLANEOUS

Article 29. OfficesThe KSEA Headquarters shall be located in the Metro-politan Washington, D. C. area. The current location is 1952 Gallows Road, Suite 300, Vienna, VA 22182. The principal office may be changed from time to time by the Council. The President, with the approval of the Executive Committee, may establish subsidiary ad-ministrative offices in other areas as necessary.

Article 30. Amendment of BylawsThe Council, upon the recommendation of the Execu-tive Committee or the Rules Committee set forth in the Policies, may recommend amendments to the Bylaws. The amendments shall be submitted to the members at the annual meeting or a special meeting called for this purpose. The quorum for approving amendments to the Bylaws shall be 1/5 of all voting members. Amendments shall require approval of at least 2/3 of the total votes cast.

Article 31. Effective DateThese Bylaws or any amendment to the Bylaws shall be effective immediately upon the approval of the members.


Amendment 1.Approved by the 31st Council on September 29, 2002.Adopted by the General Assembly in January 2003.

Amendment 2.Approved by the 37th Council on January 24, 2009.Adopted by the General Assembly on April 25, 2009.

Amendment 3.Approved by the 42nd Council on January 12, 2014.Adopted by the General Assembly on April 18, 2014.

KSEA handbook /// 11

KSEAPOLICIES


2018


POLICY 1: ELECTION OF PRESIDENT-ELECT AND FIRST AND SECOND VICE PRESIDENTS

POLICY 2: ELECTION OF TECHNICAL GROUP COUNCILORS, REPRESENTATIVES OF TECHNICAL GROUPS, AND AUDITORS

POLICY 3: ELECTION OF FORMER PRESIDENT COUNCILORS

POLICY 4: LOCAL CHAPTERS AND BRANCHES AND AFFILIATE PROFESSIONAL SOCIETIES

POLICY 5: AUDIT

POLICY 6: FINANCE AND ACCOUNTING

POLICY 7: FINANCIAL ASSISTANCE TO LOCAL CHAPTERS, LOCAL BRANCHES, TECHNICAL GROUPS, AND AFFILIATED PROFESSIONAL SOCI-ETIES

POLICY 8: RULES COMMITTEE

POLICY 9: NOMINATION COMMITTEE

POLICY 10: ELECTION COMMITTEE

POLICY 11: HONORS AND AWARDS COMMITTEE (“HAC”)

POLICY 12: SCHOLARSHIP COMMITTEE

POLICY 13: LOCAL CHAPTER PRESIDENTS COM-MITTEE, REGIONAL DIRECTORS, AND REPRESEN-TATIVES OF LOCAL CHAPTERS

POLICY 14: YOUNG GENERATION COMMITTEE

POLICY 15: NATIONAL CONTEST COMMITTEE

POLICY 16: LONG-RANGE PLANNING COMMITTEE (“LRPC”)

POLICY 17: FUND MANAGEMENT COMMITTEE (“FMC”)

POLICY 18: DIRECTORS COMMITTEE

POLICY 19: MEMBERSHIP ADMISSION AND DUES

POLICY 20: US-KOREA CONFERENCE ON SCIENCE, TECHNOLOGY, AND ENTREPRENEURSHIP (“UKC”)

POLICY 21: HISTORY COMMITTEE

POLICY 22: COMMITTEE ON AFFILIATED PROFES-SIONAL SOCIETY

POLICY 23: SMALL & MEDIUM-SIZED ENTERPRIS-ES (SMEs) COMMITTEE

POLICY 24: 50TH ANNIVERSARY COMMITTEE


TABLE OF CONTENTS


POLICY 1: ELECTION OF PRESIDENT-ELECT AND FIRST AND SECOND VICE PRESIDENTS

Article 1. PurposeThis policy defines the procedure to elect the Presi-dent-Elect and the First and Second Vice Presidents.

Article 2. CandidatesAll preliminary candidates for President-Elect and First and Second Vice Presidents should be regular members who paid their membership dues for the past three years and preferably had served KSEA at a local chapter, the HQ, and the Council. Directors, in-cluding the Executive Director and the Finance Direc-tor, serving at the current administration must not be nominated as candidates. A written consent of each candidate shall be submitted to the Nomination Com-mittee or the Council prior to the Council meeting. Preliminary candidates shall be nominated by one of the following means:1. Nomination Committee.2. Floor nomination: at least 2/3 of the Councilors

attending the Council Meeting.3. At least 60 regular members.

In cases where the number of nominees is less than the number of available positions, the President may propose to the council an exception for accepting floor nominations only with verbal consent from potential nominees who are present at the Council meeting. Upon the council approval, floor nominations with verbal consents may be accepted. The nominee must submit the written consent with the original signature to the president upon the time of acceptance. Names of the preliminary candidates nominated by Item 3 above must be submitted to the President before the date of the Council Meeting.

The Council shall select two final candidates for the President-Elect and four final candidates for the First and Second Vice Presidents from among those who have consented to accept the nomination according to Article 13-1 of the Bylaws. The top two and four vote getters shall become the candidates for the Pres-ident-elect and the Vice Presidents, respectively. Any selected candidate shall have obtained a majority vote of the Councilors who are present at the time of vot-ing.

For the selection of candidates, a Councilor shall vote for up to twice the number of the replacement po-sition(s). In case that the number of the candidates

selected by the first voting is smaller than twice the number of the replacement position(s) and the num-ber of nominees is larger than the twice the number of the replacement position(s), the Council shall vote one more time for the selection among the remaining nominees after excluding the nominee with the lowest number of votes from the first round of voting.

Any remaining candidate vacancies after the Annual Council meeting shall be filled at the Mid-term Council meeting using the same procedure described in this Policy.

Article 3. Election Methods and TermsThe President-Elect elected in the previous year shall automatically succeed the outgoing President. The President-Elect and the First and Second Vice Presi-dents shall be elected according to Article 17-2 of the Bylaws by all voting members as defined by Article 7 of the Bylaws at the annual General Assembly as defined by Article 11 of the Bylaws. In case of Vice Presidents, a candidate who gets the highest number of votes at the General Assembly shall be the First Vice President while a candidate who gets the second highest num-ber of votes shall be the Second Vice President.

The terms of all Officers defined by Article 17-1 of the Bylaws are one year corresponding to the fiscal year of KSEA according to Article 17-3 of the Bylaws.

Article 4. Management of ElectionManagement of the election shall follow the policies of the Election Committee. In case of a tie vote, the Coun-cil shall decide the winner.

Article 5. Election Date The election should be concluded at least two months before the current fiscal year of KSEA expires. The fis-cal year of KSEA is defined by Article 26 of the Bylaws.

POLICY 2: ELECTION OF TECHNICAL GROUP COUNCILORS, REPRESENTATIVES OF TECHNICAL GROUPS, AND AUDITORS

Article 1. PurposeThis policy defines the procedure to elect Technical Group Councilors (Elected-Councilors), the Represen-tatives of Technical Groups and Auditors.

Article 2. Candidates All preliminary candidates for Technical Group Coun-cilors and one YG Representative according to Article


12-1h of the Bylaws and Auditors according to Arti-cle 19 of the Bylaws should be regular members who paid their membership dues for the past 2 years. Pre-liminary candidates for Technical Group Councilors should have served as an officer in their profession-al societies or also participated as an officer in KSEA activities at local chapters or the Headquarters (HQ). The term of a YG Representative is three years. All preliminary candidates for YG Representative shall be regular members who have paid their membership dues for the previous two years. Preliminary candi-dates for YG Representative must have served previ-ously as YG Director, Chair or Co-Chair of the YGTLC, Chair of the YG Committee, Chair and Co-chair of YG Chapter, Technical Group Councilor, or Local Chapter President. The nomination and election of the YG Rep-resentative shall follow the same procedure as that for the election of Technical Group Councilors.

Additionally, Technical Group Councilors are expected to actively participate in technical meetings and con-ferences of the Association related to their specialties. YG representative is expected to represent YG group. Preliminary candidates for Auditors should have served KSEA at the HQ and have a good understanding of KSEA operations. A written consent of each candi-date shall be submitted to the Nomination Committee or the Council prior to the Council meeting. All pre-liminary candidates shall be nominated by one of the following means:

1. Nomination Committee.2. Floor nomination: at least 1/3 of the Councilors

attending the Council Meeting.3. At least 20 regular members

In cases where the number of nominees is less than the number of available positions, the President may propose to the council an exception for accepting floor nominations only with verbal consent from potential nominees who are present at the Council meeting. Upon the council approval, floor nominations with verbal consents may be accepted. The nominee must submit the written consent with the original signa-ture to the president upon the time of acceptance. The names of the preliminary candidates nominated by Item 3 above must be submitted to the President before the date of the Council Meeting. The Council shall select two final candidates for each Technical Group Councilor position, YG representative position and each Auditor position from among those who con-sented to accept the nomination. The top two vote get-ters for each position shall become the selected can-

didates. Any selected candidate shall have obtained a majority vote of the Councilors who are present at the time of voting.

For the selection of candidates, a Councilor shall vote for up to twice the number of the replacement po-sition(s). In case that the number of the candidates selected by the first voting is smaller than the twice the number of the replacement position(s) and the number of nominees is larger than twice the number of the replacement position(s), the Council shall vote one more time for the selection among the remain-ing nominees, excluding the nominee with the lowest number of votes from the first round of voting.

Any remaining candidate vacancies after the Annual Council meeting shall be filled at the Mid-term Council meeting using the same procedure described in this Policy.

Article 3. Number of Technical Group Councilors The number of Councilors in each Technical Group shall be adjusted every five years by the Council based on the membership distribution. It is encouraged to achieve diverse professional and geographic repre-sentations in the Council. The number of Councilors is 13

TABLE 1. Number of Technical Group Councilors*

Technical Group [Major Field]

# of TGCouncil-ors until the 44th



A. Physics 1 1 1

B. Chemistry 1 1 1

C. Others Physical Sciences (Math., Stat., Geology, Meteorology, Astronomy, Oceanography & Others)

1 1 1

D. Life Science (Biology, Botany, Zoology) 2 2 1

E. Agriculture, Ecology, Food & Nutrition 1 1 1

F. Health Sci., (Med. Sci., Pharm. Sci., Vet. Med., Nursing & Physical Ed.)

1 1 1

G. Chem. Eng., Textile Eng., Nuclear Eng., Petroleum Eng., Appl. Chemistry

1 1 1

H. Mech. Eng., Naval Arch., Aerospace Eng. 2 1 1

I. Material Sci., Metallurgy, Mining 1 1 1

J. Civil Eng., Architecture, Env. Eng. 2 2 1

K. Elec. Eng., Electronic Eng. 2 1 1

L. Computer Sci., & System Eng. 2 2 1

M. Industrial Eng., Management Sci. and R&D Policy

1 1 1

Total 18 16 13


* The number of Technical Group Councilors until the 44th term is based on the distribution of voting members in each Technical Group, and was updated by the 34th and 39th Councils. This table is based on the distribution of voting members in each Technical Group, and was updated by the 34th and 39th Councils.

The total number of the Representatives of the Technical Groups is thirteen. The number of elected Councilors in each Technical Group shall be one following the three-year plan presented in Table 1. The one elected Technical Group Councilor is the Representative of the Technical Group. It is encouraged to achieve diverse professional and geographic representations in the Council.

Article 4. Election Methods and TermsTechnical Group councilors according to Article 23-2 of the Bylaws and Auditors according to Article 19-1 of the Bylaws shall be elected by all voting members at the annual General Assembly.

The term of Technical Group Councilors is three fiscal years of KSEA according to Article 12-3 of the Bylaws. The term of Auditors is three fiscal years of KSEA ac-cording to Article 19-2 of the Bylaws.

Article 5. Management of Election Management of the election of Technical Group Coun-cilors and Auditors shall follow the policies of the Election Committee. In case of a tie vote, the Council shall decide the winner.

Article 6. Election Date The election should be concluded at least two monthbefore the current fiscal year of KSEA expires.

Article 7. Supplemental Election Technical Group Councilor or Auditor who resigned for a personal reason shall be replaced by the Coun-cil or defined in the Bylaws, respectively. The term of the replacement shall be the remaining term of the re-placed person.Article 8. Representatives of Technical Groups One Elected Technical Group Councilor from each Technical Group shall be the Representatives of Tech-nical Groups who are the elected Councilors as de-fined in Bylaws Article 12-1-h. The number of Repre-sentatives of Technical Groups is 13. In the case that two elected Councilors from the same Group attend a council meeting in person or via electronic voting, one of the two Councilors shall be the Representative of the Technical Group.

The roles and responsibilities of the Representatives

of Technical Groups include those of the Councilors as defined in Bylaws and Policies.

POLICY 3: ELECTION OF FORMER PRESIDENT COUN-CILORS

Article 1. Former President Councilors According to Article 12-1g of the Bylaws, three Former Presidents, including the Immediate Past President if he or she is able to serve, shall serve as Councilors in the Council.

Article 2. Election Method and Term Immediately following the annual Council Meeting, the Former Presidents shall nominate the candidates for and elect two Former President Councilors, except the Immediate Past President, according to Article 14 of the Bylaws. The candidates should have maintained their KSEA membership status as a voting member.

According to Article 12-3 of the Bylaws, all Former President Councilors shall serve for approximately one year from their election until the end of the fol-lowing Council Meeting.

Article 3. Management of The Election The Executive Committee shall manage the election. A written consent of each candidate shall be submitted to the Executive Committee prior to the election.

POLICY 4: LOCAL CHAPTERS AND BRANCHES AND AFFILIATED PROFESSIONAL SOCIETIES

Article 1. PurposeThis policy defines Local Chapters, Branches, and Af-filiated Professional Societies of KSEA.

Article 2. Establishment of Local Chapters or BranchesLocal Chapters or Branches of KSEA shall be estab-lished regionally in order to promote professional activities and fellowships among local members as stated in Article 1 of the Bylaws. Local Chapters or Branches of KSEA shall be established regionally ac-cording to the following procedure:1. When there are more than 30 voting members of

KSEA in a local community and they wish to es-tablish their Local Chapter, they shall submit the following documents to the President of KSEA:a. Letter application for a Local Chapter estab-

lishmentb. List and signatures of the founding members


c. Draft of the Bylaws of the Local chapter2. The President shall review the application with

the supporting documents at the Executive Com-mittee meeting. When the EC approves the appli-cation after careful consideration of the demo-graphic distribution and density of the members as well as particular circumstances in the region, the President shall present the EC’s recommen-dation to the Council for approval to establish the proposed Local Chapter.

3. When the number of voting members is less than 30, a Local Branch can be established following the same procedure as Local Chapter.

Article 3. Establishment and Maintenance of Af-filiated Professional SocietiesAffiliated Professional Societies shall be established in order to promote synergetic cooperation between KSEA and professional societies according to the fol-lowing procedure.1. When there are more than 20 voting members of

KSEA in a professional society active in US and/or Korea and they wish to establish an Affiliated Professional Society of KSEA, they shall submit the following documents to the President of KSEA:a. Letter application for an Affiliated Profession-

al Society establishmentb. Bylaws of the professional societyc. Records of the annual activities and budget

2. The APS Committee shall review the application with the supporting documents and submit its recommendation to the Executive Committee. When the EC approves the application after care-ful consideration of envisioned synergy, the Pres-ident shall present the EC’s recommendation to the Council for approval to establish the proposed Affiliated Professional Society.

3. An Affiliated Professional Society shall maintain at least 20 voting members and the number of voting members shall be at least 30 in order to qualify financial assistance.

4. The APS Committee shall review the qualification of an Affiliated Professional Society once every three years and makes its recommendation to the Executive Committee. When the number of voting members of KSEA in an existing APS is less than 20 for two consecutive years, the APS will be dis-qualified for a KSEA-APS. To recover the KSEA-APS status, they shall submit the following documents to the President of KSEA:a. Letter of application for an Affiliated Profes-

sional Society establishmentb. Copies of a minimum of 20 KSEA membership

application forms from members of the APS in question

5. The recommendation from the President upon the EC’s approval shall be presented to the Council for approval.

Article 4. Local Chapter and Branch MembershipThe local Chapter or Branch membership consists of KSEA members who reside in the specific local area. A person can simultaneously submit the member-ship application to KSEA and join the Local Chapter or Branch.

Article 5. Business A Local Chapter or Branch shall conduct businesses to promote the objectives of the Local Chapter or Branch or the HQ of KSEA, and also to enhance fellowships among its members. Affiliated Professional Societies can co-host technical projects, symposiums, and other businesses of interest to both Affiliated Professional Societies and KSEA.

Article 6. General MeetingLocal Chapters or Branches shall hold at least one general meeting of all members annually.

Article 7. ExpensesThe HQ of KSEA may assist Local Chapters, Branch-es and Affiliated Professional Societies financially by returning part or all of the membership dues paid by the local members. In addition, the HQ may assist a Local Chapter, Branch and Affiliated Professional Soci-eties financially upon request for a special project that promotes the objectives of the Local Chapter, Branch and Affiliated Professional Societies depending on the EC’s decision.

Article 8. Annual Report The Presidents of Local Chapters or Branches shall report their fiscal year budget, final balance sheet, membership list, and all activities to the President by May 31, that is, one month before the end of the fiscal year of KSEA.

Article 9. Status of Local Chapter The President-Elect shall review and designate the status of Local Chapters and Branches two months pri-or to the beginning of his/her term. When the number of voting members in an existing Local Chapter is less than 30 for two consecutive years, the Local Chapter will be demoted to a Local Branch. For the demoted Local Branch to recover the Local Chapter status, they shall submit the following documents to the President


of KSEA:1. Letter of application for the reinstatement of a Lo-

cal Chapter status2. Copies of a minimum of 30 KSEA membership ap-

plication forms from the Local Chapter in question

POLICY 5: AUDIT

Article 1. PurposeThis policy defines audit regulations.

Article 2. Authority and ResponsibilityThe Auditors shall audit all administrative affairs of the Administration to examine whether the adminis-tration conducted its affairs in accord with the Bylaws, the Policies, and other items adopted by the Council, and also audit the financial accounts in order to main-tain financial health and efficient operation of KSEA. Auditors shall have the following authorities and re-sponsibilities:1. They shall receive copies of all official documents

issued by the HQ or the President, and all corre-spondences distributed to the Officers defined in Article 17-1 of the Bylaws related to the admin-istrative affairs. They shall receive the quarterly financial and accounting reports of the HQ.

2. They shall attend General Meeting and Council Meeting to report their audit results on the past administration.

3. If they find any item in the administrative affair that violates the Bylaws or the Policies or that is contrary to the well-being and progress of KSEA, they shall immediately point out the item to the Officers for correction. If the item is not corrected, they shall directly report the item to the Council.

Article 3. Timing of AuditsThe majority of Auditors shall conduct the regular au-dit at the HQ twice during a fiscal year; the mid-term audit in January and the final audit in June. Auditors shall conduct a special audit if the Council or the EC requests.

POLICY 6: FINANCE AND ACCOUNTING

Article 1. Purpose This policy defines boundaries and procedures for the financial operations of the Association in order to as-sure accountable and legal financial operations.

Article 2. Fiscal YearThe fiscal year of the Association shall commence on

July 1 and end on June 30 of the following year accord-ing to Article 26 of the Bylaws.

Article 3. Financial Management The Finance Director shall manage the financial oper-ations, keep records of all incomes and expenses with proper receipts or evidences, and report the financial status regularly to the Auditors. The financial status should be kept up-to-date in a manner readily avail-able to the public.

Article 4. Income Sources Income of the Association shall be derived from the sources defined in Article 25 of the Bylaws.

Article 5. Budget for the New Fiscal Year The new President shall prepare the budget for the new fiscal year for approval by the Council. The bud-get for the new fiscal year shall be submitted by mail or e-mail or other written form to all Councilors at least 2 weeks before the scheduled Council Meeting for their review. Financial execution before the Coun-cil Meeting shall be based on the budget of the previ-ous fiscal year except UKC budget. However, approval of the Council by mail or e-mail vote shall be required before execution if the expected expenditure exceeds 25% of the budget of the previous fiscal year or the expected expenditure for a special project exceeds $ 30,000.

Article 6. Change of Budget Item Any proposed change in a budget item should be ap-proved by the Council by mail or e-mail vote if the change is greater than the smaller amount of 25% or $30,000.

Article 7. Bank Accounts and Method of Payment All funds shall be deposited as KSEA accounts in the bank or banks designated by the Executive Committee (EC). Expenditures shall be allocated by the EC within the budget approved by the Council. Payments for ex-penses shall be made by checks signed by the Finance Director based on the receipt of invoices, completed expense report form of the Association, and other documentation. In absence of the Finance Director, all checks shall be signed by the President, or the Execu-tive Director per approval of the President. This pro-cedure should have been authorized by the Bank.

Article 8. Payment Procedure The total expenditure of a fiscal year shall be within the budget approved by the Council. Approval of expendi-tures shall be according to the following conditions:


1. Approval by the President before execution for any single expenditure equal to or exceeding $5,000.

2. Approval by the Executive Director before execu-tion for any single expenditure equal to or exceed-ing $2,500 but less than $5,000.

3. Approval by the Finance Director for any single expenditure less than $2,500.

Article 9. Financial Audit The Finance Director shall immediately report the fi-nancial status to the EC or the Auditors upon request.

Article 10. Final Financial Report Before the transfer of administration, the Finance Director shall prepare a final financial report for the current fiscal year and submit it to the Executive Com-mittee after receiving a satisfactory audit from the Au-ditors. President shall submit the final financial report to the Council Meeting for approval. The president and the finance director of the immediate past admin-istration shall be invited to the annual council meeting to present the report of the accomplishments during their terms and financial report.

POLICY 7: FINANCIAL ASSISTANCE TO LOCAL CHAP-TERS, LOCAL BRANCHES, TECHNICAL GROUPS, AND AFFILIATED PROFESSIONAL SOCIETIES

Article 1. PurposeThis policy outlines the application procedure for fi-nancial assistance, and the reporting requirements for the progress and results of the project.

Article 2. Categories of Financial AssistanceThe Association can provide financial assistance for the following categories of projects:1. To support the progress of science and technology.2. To support academic and extracurricular academ-

ic activity of the members.3. To promote fellowship among the members.4. To promote activities of the student members.

Article 3. Application for Financial AssistanceFinancial assistance application for a project can be submitted to the HQ by the representative of a Local Chapter, a Local Branch, a Technical Group, an Affil-iated Professional Society, or a Student Chapter of a local region or a college. The proposed project should satisfy the objectives of the Association.

To request financial assistance, the following docu-ments shall be submitted to the HQ:

1. Application letter describing the objectives and description of the project

2. Project plan and milestones3. Itemized budget summary

Article 4. Decision of the Amount of Assistance and Payment of Approved AssistanceThe Council shall decide the total amount of assistance for all projects within the budget. Seventy-five per-cent of the approved amount of assistance for a proj-ect shall be paid within 2 weeks after the approval of the project, and the balance of the approved amount shall be paid within 2 weeks after the HQ receives the mid-term progress report. Selected projects should be announced in a KSEA Letters together with the re-quested and approved amounts of assistance.

Article 5. Assessment of Project Progress and Evaluation of ProjectThe EC should receive a mid-term progress report to assess the progress of a supporting project and pub-lish the report in a KSEA Letters. If a project proceeds deviating from the original plan in the application, the President shall clarify the reasons for the deviation. For a project that does not follow the original objec-tive or does not make satisfactory progress, the Pres-ident can terminate the project or retrieve the entire or a partial amount of assistance.

Article 6. Project ReportThe organization, which received financial support for a project, should prepare and submit a final report to the EC within one month after the completion of the project. The final report shall describe the progress and results of the project in detail. Evaluation of the final report shall be made by the EC. However, the fi-nal report for a project related to Article 4-2 above shall require the approval by the Council. Approved final reports shall be reported to the members.

POLICY 8: RULES COMMITTEE

Article 1. PurposeThis policy defines the formation and responsibility of the Rules Committee.

Article 2. MembersThe committee shall have 8 members, consisting of 6 selected members and 2 ex-officio members.

Article 3. Selection and Terms of Members and Chair


Two of the six selected members shall be selected an-nually at annual Council Meeting by vote from candi-dates nominated by the Nomination Committee. The candidates should have experience of serving as a Councilor or a member of the Executive Committee of the Association. The term of the selected members shall be approximately three years, covering the next three Council Meetings. The President-Elect and the Executive Director shall serve one-year term as two Ex-Officio members. The Chair of the Committee shall be elected annually among the selected members ad-ministered by the Executive Committee, and the Exec-utive Director shall serve as the Secretary.

Article 4. Responsibilities The committee shall interpret the Bylaws and the Pol-icies. Whenever it is necessary, the committee shall develop drafts of new articles or amendments of the Bylaws and the Policies that are necessary for sound progress and effective operation of KSEA, and shall re-port the results to the President or to the Council.

POLICY 9: NOMINATION COMMITTEE

Article 1. PurposeThis policy defines the formation and responsibility of the Nomination Committee.

Article 2. MembersThis committee shall have seven members, consisting of the Immediate Past President, two Technical Group Councilors, two selected members with prior service as an officer, and two representatives of the Chapter Presidents Committee. If the Immediate Past Presi-dent cannot serve, the Council shall select the replace-ment.

Article 3. Selection and Terms of Members and ChairThe committee members in each category according to Article 2 of this Policy shall be selected at annual Council Meeting from the candidates nominated by the current Nomination Committee. The Council shall select the Chair of the Committee among the commit-tee members.

The term of the committee members shall be approx-imately one year from the end of a Council Meeting until the end of the next Council Meeting. In case of a member deficiency, the replacement member shall be selected through a supplemental election by the Council for the remaining term of the replaced mem-

ber. Nomination Committee shall not nominate any of its members for any positions.

Article 4. ResponsibilitiesThe committee shall nominate preliminary candi-dates, minimum twice and maximum four times the number of replacement positions, for President Elect, First Vice President, Second Vice President, Auditors, and Technical Group Councilors to be elected by the General Assembly. No candidate may be nominated for more than one candidate position for the election by the General Assembly.

The committee shall also nominate preliminary can-didates for members of various committees and all other positions to be selected by the Council from the pool of capable regular members who have main-tained their membership status as voting members. The number of nominees for these positions shall be at least equal to and maximum twice the number of available positions.

The committee shall submit the list of all nominees with their biographical sketches to the President and to the Council at least two weeks before the Council Meeting that will select the candidates. The committee shall nominate candidates for the members of an ad hoc or non-standing committee upon the President’s request. Furthermore, the committee shall acquire in-formation on the interests of the Councilors to serve on specific committees and utilize the information for the nomination of committee members.

POLICY 10: ELECTION COMMITTEE

Article 1. PurposeThis policy defines the formation and responsibility of the Election Committee.

Article 2. MembersThe committee shall have four members, consisting of three selected members and one ex-officio member. The Executive Director shall serve as the ex-officio committee member.

Article 3. Selection and Terms of Members and ChairOne of the three selected members with three-year term shall be selected at annual Council Meeting from the candidates nominated by the Nomination Commit-tee. The term of the selected members shall be three years covering the next three annual council meet-


ings. The candidates should have a prior experience as a member of the Executive Committee or Council of the Association. In case of a member deficiency, the replacement member shall be immediately selected by the Council through a supplemental selection pro-cess for the remaining term of the replaced member. The Chair of the Committee shall be elected among the selected members, administered by the Executive Committee and the Executive Director shall serve as the Ex-Officio Secretary of the Committee. Any mem-ber nominated for a position to be elected by the Gen-eral Assembly should immediately resign from the committee.

Article 4. ResponsibilitiesThis committee shall manage fairly and effectively the election processes for the President-Elect, First and Second Vice Presidents, Auditors, and Technical Group Councilors to be elected by the General Assembly as defined in the Bylaws, as well as for the members of Standing Committees and non-standing Committees, all other positions to be approved by the Council as defined in the Policies, and other elections delegated by the Council. Chair of the Committee shall maintain direct communications with candidates and voting members through the support from the HQ staff.

The committee shall have the following responsibilities:1. In order to assure smooth succession of all opera-

tions of the Association, the committee shall check the terms of all Officers, Councilors, Auditors, and various committee members, and then notify all expiring positions to the Nomination Committee, the Executive Committee, and the Auditors by the end of May.

2. The committee shall confirm the membership sta-tus of each candidate required for the nominated position and also the accuracy of the candidate’s statement and curricula vitae.

3. The committee shall check and confirm the accu-racy of the list of voting members together with the Finance Director and the Administrative Man-ager at the Headquarters in order to assure the fairness of elections. A voting member shall be a regular member, graduate student member, over-seas member, distinguished service member, or honorary member as defined in the Bylaw. The committee may suspend voting rights of any vot-ing member who does not provide accurate back-ground information in the KSEA database.

4. The committee shall establish election schedule, uniform ballot forms, uniform candidate state-ments and uniform biographical formats to prop-

erly introduce the candidates. Different biograph-ical formats may be used for different positions.

5. The committee shall supervise all election pro-cesses stated in the Bylaws or the Policies, and de-termine the validity of the ballots. To be valid, the ballots must include, at a minimum, a full name, a personal phone number, a valid email address, and the current residential address.

6. For opening and counting the ballots in elections by the General Assembly, at least two selected members or one selected member and an Auditor should be present in addition to the Executive Di-rector or the Administrative Manager at the HQ. For all other elections by the members within a committee or a specific group, at least one select-ed member should be present to open and count the ballots. In case of tie vote, the winner shall be decided according to the Bylaws or the Policies for each case. The committee shall immediately report the election results, including the number of total ballots received and the ballot counts for each candidate, etc., to the President and notify the winners of the elections to the General Assem-bly.

7. If any illegal or unfair matter is found in the elec-tion, the committee shall immediately report the matter to the Executive Committee and the Audi-tors. If the illegal or unfair matter is serious to the extent that it can change the election result, the committee shall withhold the election result until the matter is resolved by the ad-hoc committee of Election Committee, EC and the Auditors. Chair of the Election Committee shall serve as the chair of the ad-hoc committee. The matter should be re-solved within one month after the election.

8. If there is any objection to the election results, the committee shall immediately report the objection to the EC and the Auditors. The ad-hoc commit-tee of EC, Auditors and Election Committee should resolve the objection within one month after the election. Chair of the election committee shall serve as the chair of the ad-hoc committee.

POLICY 11: HONORS AND AWARDS COMMITTEE (“HAC”)

Article 1. PurposeThis policy defines the formation and responsibility of the Honors and Awards Committee.Article 2. Members The committee shall have seven members, consisting of one representative of Former Presidents and six se-


lected members.

Article 3. Selection and Terms of Members and Chair Two of the six selected committee members shall be selected annually at annual Council Meeting by vote from among the candidates nominated by the Nomi-nation Committee. The candidates should have expe-rience of serving as Councilor, Executive Director, First Vice President, Second Vice President or President of the Association. The representative of Former Presi-dents shall be elected every three years by Former Presidents who are voting members, and the election shall be managed by the Executive Committee.

The term of committee members shall be approx-imately three years, covering the next three Council Meetings. The Chair of the committee shall be elected from all committee members by the committee mem-bers, administered by the Executive Committee imme-diately after the annual Council Meeting, and the term of the Chair shall be about one year until the end of the next Council Meeting.

Article 4. ResponsibilitiesThis committee shall manage the system of awards and grants, and also evaluate candidates for honorary membership, distinguished service membership, and distinguished sponsor membership. Another purpose of the committee shall be to examine a petition for dis-ciplinary action against a member or an officer.

Article 5. Awards1. The objectives of KSEA Award are to recognize

and honor those who have made outstanding contributions to KSEA, advances in science and technology, international cooperation, especially between the U.S. & Korea, and general welfare of the society.

2. KSEA Award categories include:a. Outstanding Contribution to KSEA Award b. Scientist of the Year Awardc. Engineer of the Year Award d. Entrepreneur of the Year Awarde. Outstanding Chapter and Chapter President

Awardf. Outstanding Community Service Awardg. Young Generation Leadership Awardh. Young Investigator Grant (YIG)

3. KSEA Awards can be bestowed upon members as well as non-members.

4. The committee shall evaluate candidates recom-mended for a given award in the following cases:

a. When a candidate is nominated by a KSEA reg-ular member. The KSEA member shall submit a completed Award Nomination Form with supporting documents to HAC.

b. When a candidate is recommended by the EC or the Council.

c. When a member is installed as a distinguished service member.

d. When other organizations request our Asso-ciation’s recommendation of candidates for their awards.

5. Selection and recommendation of KSEA Awards: HAC shall evaluate the candidates. In case of YIG, upon HAC’s request Technical Group Councilors evaluate the candidates and send the evaluation to HAC. HAC shall submit a list of the selected can-didates to the President and the Council for the Council approval.

Article 6. Distinguished service, distinguished sponsor and honorary memberships1. The Committee shall evaluate candidates and rec-

ommend a list of candidates to the EC.2. The EC shall approve the distinguished sponsor

and honorary memberships.3. The EC shall confirm the distinguished service

memberships and then present them to the Coun-cil for approval.

Article 7. Approval Procedure1. HAC shall submit the President a list of recom-

mended awardees, DSMs and HMs along with each citation by May 15 in a fiscal year.

2. The President shall complete all approval process-es including council approvals by June 30 in the same fiscal year.

3. EC shall prepare awards and ceremonies in con-sultation with HAC.

4. HAC Chair shall chair award ceremonies and the sitting President shall present awards.

5. HAC shall use the point system as the require-ments for DSM and HM as shown below.

KSEA Service-point System for DSM and HM

Member Name Member number

Service Category Points per year Number of years Total

President 10

President-elect 6

Vice President 5

Auditors 4


Executive/Finance Directors 4

Directors (both EC and DC) 3

Technical Councilors 3

Former President Councilors 3

Chapter Presidents (Chapter names) 5

APS Presidents (APS names) 3

Committee Chairs* (Comm. names) 3

Committee Members* (Comm. names) 1

Regular Membership 1

Total Service Points

* It includes UKC, NMSC, chapter NMSC, regional and APS conferences. Each subtotal is (points per year) x (number of years).

a. Ex-officio or automatic membership or chair (for ex, P’s UKC chair, CP’s regional conference chair or ED’s RC member) is excluded to avoid duplicate credits.

b. For APS and chapter presidents, only one-year-service for each chapter or APS is allowed for each category.

c. For UKC services, the positions reporting directly to UKC chair (such as program chair, local arrange-ment chair, fund-raising chair, etc) are accounted to be as “committee chairs”.

d. All other functions of UKC’s, such as forum or sym-posium chairs, are accounted as “committee mem-bers.”

e. For the service of “ad-hoc committee or task force”, if it served for more than 6 months or it reported the TF work to the council, it treats as a regular standing committee. Otherwise, do not count.

f. Qualifications:• Distinguished Service Membership (DSM):

The total service point should be greater than 100.

• Honorary Membership (HM): The appli-cant is at least 75 years old AND the sum of his/her age and total service point is greater than 100.

• Membership dues are waived for Honorary & Distinguished Service Members. There is no voting right for non-paid members.

Article 8. Petition for Disciplinary Action1. The committee shall investigate a petition sub-

mitted to the President for disciplinary actions

against a member who is accused of violating the KSEA Bylaws or policies, interfering with KSEA objectives and business, or disgracing KSEA’s rep-utation as described in Article 10 of the Bylaws. One of the following groups can submit a petition:a. The majority of the Auditorsb. More than 10 Councilorsc. More than 50 voting members

2. Processing of Petition: The President and the HAC shall very carefully process any petition in a con-fidential manner without public disclosure. Upon receiving the petition, the President shall imme-diately verify the qualifications of the petitioners, and forward it to the HAC and the accused person. The HAC shall carefully investigate the petition in the following manner:a. Immediately contact the accused person, for-

warding all documents or materials related to the petition for rebuttal of the accusations by the accused person.

b. Request the petitioners to submit additional documentation to substantiate the accused vi-olation, if deemed necessary.

c. Immediately forward any new document or material related to the petition to the accused person as it becomes available.

d. Determine 1) whether the accused violation actually had occurred, 2) whether it was a vi-olation of the Bylaws or the Policies if it oc-curred, and 3) whether it was an intentional violation by the accused person.

e. Report the findings and recommendations to the President within one to three months in the same fiscal year from the receipt of the pe-tition by the HAC.

f. It is advised that legal counseling be solicited before the start of investigation and the report of recommendations.

3. The President shall immediately inform the HAC’s findings to the accused person, and shall report the HAC’s findings and recommendations along with the accused person’s rebuttals, if any, to the Council for its decision within a month from the reception of the HAC’s report. The Council shall deliberate and decide on the petition within three months from the reception of the report from the President and may suspend the rights and privi-leges of membership of any member or expel any member as described in Article 10 of the Bylaws if the member is found guilty as accused by the peti-tion.

4. If the President is the accused, the President’s role in processing the petition will be assumed first by


the First Vice President, then by the Second Vice President.

POLICY 12: SCHOLARSHIP COMMITTEE

Article 1. PurposeThe KSEA scholarships shall be awarded to post-sec-ondary students (undergraduate and graduate stu-dents) to be used for educational purposes, in accor-dance with the scholarship committee’s guideline and/or operating procedures.

Article 2. MembersThis committee shall have nine members.

Article 3. Selection and Terms of Members and ChairThe members shall be nominated by the Nominating Committee and selected by the Council such that the term of two selected members expires every year. The Chair of the Committee shall be elected annually among the members, administered by the Executive Committee. The term of the members shall be three years, and the term of the Chair shall be about one year until the end of the next Council Meeting.

Article 4. Responsibilities The committee shall be responsible for the following activities:1. Conduct scholarship programs as requested by

the Executive Committee.2. Encourage students of Korean heritage to major in

science and engineering.3. Provide opportunities for students of Korean heri-

tage to contribute to Korean science and engineer-ing community, and also to learn Korean history and tradition.

4. Provide opportunities for Korean scientists and engineers who received their final degrees from Korean institutions to continue their research in the USA.

5. Other scholarship activities to promote the objec-tives of KSEA.

Article 5. Expenditure All expenditures of the committee for managing the activities of the committee shall be approved by the EC. The expenditures shall come from a portion of the HQ operating budget, donations, and interest of the scholarship funds.

Article 6. Selection of Scholarship Recipients

All scholarship recipients shall be selected by the committee based on the application materials set by the committee, and then approved by the Executive Committee..

Article 7. Scholarship FundsThe scholarship funds shall be secured by the follow-ing means:1. Existing Scholarship funds as of Aug. 14, 2005.2. Donations for scholarship funds by the members

and benefactors.3. A part of the transfer fund carried forward each

fiscal year as determined by the Council.

POLICY 13: LOCAL CHAPTER PRESIDENTS COM-MITTEE, REGIONAL DIRECTORS, ANDREPRESENTATIVES OF LOCAL CHAPTERS

Article 1. PurposeThis policy defines the formation and responsibility of the Local Chapter Presidents Committee (LCPC) and the Representatives of Local Chapters.

Article 2. LCPC MembersThe committee shall consist of all Local Chapter Pres-idents (CP) as regular members and all Local Branch Presidents as associate members. The associate mem-bers can exercise voting right only during their atten-dance at the meeting.

Article 3. Selection and Terms of LCPC ChairThe Chair of the committee shall be elected among the Representatives of Local Chapters (RLCs) by all committee members. The term of the Committee Chair shall be approximately one year from the end of a Council Meeting until the end of the next Council Meeting in the following year.

Article 4. Responsibilities of LCPC and its ChairThis Committee shall effectively promote and assist the activities of the Association through mutual co-operation and exchange between Local Chapters and Branches. The Chair of the Committee shall call for and conduct the committee meetings with the permis-sion of the President, and present the action items of the committee to the Council.

Article 5. LCPC Meetings The committee members shall attend an in-person meeting prior to annual Council meeting set up by the Executive Committee.


Article 6. Representatives of Local ChaptersThe Representatives of Local Chapters (RLCs), as de-fined in Bylaws Article 12-1-i, consist of up to twen-ty-two (21) Local Chapter Presidents (LCPs), the immediate past Chair of LCPC and one (1) Young Gen-eration (YG) Representative. The 21 LCPs include 6 Super Chapter Presidents and 15 Chapter Presidents from the 8 Regions in the United States as defined in Policy 13 Article 7.

The six Super Chapters shall be determined based on the three-year average of the number of members within a three-year term; these members shall include paid members and undergraduate members, with a 0.5 weight factor applied to the number of under-graduate members. The number of paid members as of May 1 of each year shall be used to calculate these averages. The six chapters that have the highest av-erage number of paid members during the previous three-year term shall be designated as Super Chapters for the next three-year term.

Each three-year cycle shall begin with an adminis-tration whose Administration number is divisible by three (e.g., 45th Administration starting in July 2016, 48th Administration starting in July 2019, etc.).

Up to fifteen Chapter Presidents shall be selected from the eight Regions to serve as RLCs based on the provi-sions set forth in the following table.

No. of Chapters in a Region No. of RLCs1-3 14-6 2

Greater than 6 3

The rotation of CPs for the councilorship within a re-gion is based on the number of paid members from the immediate past year.

In case that the selection method in the table pro-vides more or less than 15 RLCs, the EC shall adjust the number to 15 on the basis of the number of the paid members. The Chapter Presidents, except the Super Chapter Presidents in each Region, shall rotate to serve as an RLC every year. The RLCs in each Re-gion shall be determined by the CPs in the Region at least one week prior to the start of a new term. Each CP shall serve as an RLC at least once during the three-year cycle.

If any CPs or acting CPs are not available to fill up the

given RLC positions in any Region for any reason, the Chair of the LCPC shall assign a CP from any Region to serve the vacant RLC position.

The terms of the RLCs shall be one year in a fiscal year. The roles and responsibilities of the RLCs include those of the Councilors as defined in the Bylaws and Policies.

The term of a YG Representative is three years. All preliminary candidates for YG Representative shall be regular members who have paid their membership dues for the previous two years. Preliminary candi-dates for YG Representative must have served previ-ously as YG Director, Chair or Co-Chair of the YGTLC, Chair of the YG Committee, Technical Group Councilor, or Local Chapter President. The nomination and elec-tion of the YG Representative shall follow the same procedure as that for the election of Technical Group Councilors.

Article 7. RegionsThere shall be eight Regions designated by each State in the United States, as follows:

R1. Alaska, Idaho, Montana, Oregon, Utah, Washington, Wyoming: Boise Idaho, Oregon, Utah, Seattle WA (total 4 chapters in 2016).

R2. Arizona, California, Hawaii, Nevada: Arizona, Sacramento Valley, Berkeley, Silicon Valley (total 4

chapters).R3. Illinois, Iowa, Minnesota, Missouri, Nebraska,

North Dakota, South Dakota, Wisconsin: Central IL, Chicagoland, Minnesota, North Dakota (branch), Iowa City, Central Iowa, Wisconsin, Saint Louis (total 7 chapters).

R4. Arkansas, Colorado, Kansas, Louisiana, New Mexico, Oklahoma, Texas: Arkansas, Colorado (branch), Kansas (branch), Louisiana (branch), Oklahoma (branch), Austin TX, North TX (total 3 chapters).

R5. Indiana, Kentucky, Michigan, Ohio, Tennessee: Indiana, Kentucky, Michigan, Ohio, SW Ohio, Ten-nessee, Nashville (7 chapters).

R6. Connecticut, Maine, Massachusetts, New Hampshire, New Jersey, New York, Pennsylvania, Rhode Island, Vermont: New England, New Jer-sey, Philadelphia, Central PA (total 4 chapters).

R7. Delaware, Maryland, North Carolina, Virginia, Washington DC, West Virginia: Baltimore, Central VA, Southern VA (total 3 chapters).

R8. Alabama, Florida, Georgia, Mississippi, South Carolina: Alabama, Gainesville FL, Orlando, Tam-


pa Bay, Georgia, Mississippi (branch) (total 5 chapters).

POLICY 14: YOUNG GENERATION COMMITTEE

Article 1. PurposeThis policy defines the formation and responsibility of the Young Generation Committee.

Article 2. MembersThe committee shall have up to 13members, including two Technical Group Councilors and 2 regular mem-bers with prior experience as a member of the Coun-cil or the Executive Committee of the Association. A Young Generation Director shall serve as the ex-officio secretary.

Article 3. Selection and Terms of Members and ChairThe committee members shall be nominated by the Nomination Committee and confirmed by the Council considering geographic distribution. One third of the committee members should be replaced every year. The Chair of the committee shall be selected by the committee members, administered by the Executive Committee. The term of the committee members, who are not the Technical Group Councilors, shall be ap-proximately three years covering the next three Coun-cil Meetings. The term of the committee members, who are the Technical Group Councilors, shall corre-spond to their term as the Councilors.

Article 4. ResponsibilitiesIn accordance with the purposes of the Association specified in the Bylaws, this committee shall en-hance the welfare and the professional status of En-glish-speaking and young generation Korean-Amer-icans by conducting projects that promote their enthusiastic participation in the activities of the Asso-ciation, as well as to conduct projects that attract their membership in the Association. The committee shall have the following responsibilities: 1. Establish a student activity committee in each re-

gion of the country, and develop the database for young generation undergraduate students, grad-uate students, and other young generation mem-bers in the region.

2. Publish an English newsletter bimonthly for the young generation members with student activi-ties and other items interesting to students.

3. Raise funds necessary for the committee activi-ties through close cooperation with the Executive

Committee.4. Assign the committee members to be responsible

for the activities of each region, and have the as-signed committee member or members to coop-erate and consult with the student activity com-mittee of the region to accomplish Items 1 and 2 of this Article.

5. Select participants for the Young Generation Fo-rum (YGF) in Korea from applicant pool and sub-mit the participants’ list to EC for its approval.

Article 5. FinanceThe finance of this committee shall be treated as a separate account managed by the Executive Commit-tee, supported by the funds raised by the committee and advertisement fees.

POLICY 15: NATIONAL CONTEST COMMITTEE

Article 1. PurposeThis policy defines the operation and responsibility of the National Contest Committee for all national con-tests and competitions conducted under the auspices of the KSEA, such as annual National Math and Science Competition (NMSC) and National High School Phys-ics Contest (NHSPC).

Article 2. MembersThe committee shall have eight members, consisting of

1. National Math Contest Chair, designated by Kore-an American Mathematical Scientists Association (KAMSA),

2. President or Vice President of KAMSA 3. National Science Contest Chair4. National Physics Contest Chair, designated by As-

sociation of Korean Physicists in America (AKPA) 5. President or Vice President of AKPA 6. Three ex-officio members, the first Vice President

(VP1), the Executive Director, and the Chair of the Local Chapter Presidents Committee.

National Math Contest Chair and National Physics Contest Chair are to be recommended by KAMSA and AKPA, respectively, and the appointment shall be ap-proved by the Council. National Science Contest Chair will be appointed by the VP1 and approved by the Council.

Article 3. Selection and Terms of Members and ChairAll members are ex-officio members except National


Science Contest Chair. The VP1 shall serve as the Chair of the committee. The terms of the ex-officio members shall correspond to their terms in their offices. The terms of the National Math Contest, National Physics Contest, and National Science Contest Chairs shall be one year.

Article 4. Roles and esponsibilitiesThis committee shall administer (plan, prepare, coor-dinate, implement and execute) all national contests and competitions conducted under the auspices of the KSEA, such as annual NMSC and NHSPC. The problem sets for the national math competition will be devel-oped by the National Math Contest Chair and the pres-ident of KAMSA. The exam questions for the national physics competition will be developed by the National Physics Contest Chair and the president of AKPA. The national science competition contents will be devel-oped by the National Science Contest Chair.

Article 5. Contest Operation CommitteeThe committee shall establish a Contest Operation Committee for each national contest or competition, such as Annual NMC Operation Committee, consisting of the Presidents and the chairs of the preparation committees of all participating local chapters. The Chair of the National Contest Committee shall serve as the Chair of all Contest Operation Committees. The Contest Operation Committee for each national con-test or competition shall govern all aspects of the na-tional contest or competition.

Article 6. Place and Time of National Contest or CompetitionA national contest or competition shall be held simul-taneously at all participating local chapters, coordinat-ed by the Contest Operating Committee. The time for each national contest or competition shall be decided by the Contest Operating Committee, considering the circumstances and traditions of the participating local chapters and their Korean-American societies.

POLICY 16: LONG-RANGE PLANNING COMMITTEE (“LRPC”)

Article 1. PurposeThis policy defines the formation and responsibility of the Long-Range Planning Committee.

Article 2. MembersThe committee shall have seven members.

Article 3. Selection and Terms of Members and ChairThe committee members shall be recommended by the Nomination Committee and confirmed by the Council. Their term shall be approximately three years until the end of the next three Council Meetings. The Chair of the committee shall be elected among the committee members, administered by the Executive Committee and serve for up to two years.

Article 4. ResponsibilitiesThis committee shall research and examine long-range plans for the following objectives:1. Recruitment of Korean-American scientist and en-

gineers in America as the members of this Associ-ation, and protection of their rights and interests.

2. Consultation and cooperation strategies for the long-term policies on science and technology of our motherland, Korea.

3. Acquirement and management of financial re-sources of the Association.

4. Review and update of the KSEA vision and mission statements.

5. Establishment of the long-term strategies for the stable and continuous operation of KSEA.

6. Enhancement of active and independent opera-tion of the standing Committees.

7. Encouragement of active participation of techni-cal group councilors.

8. Support for harmonious collaboration with affili-ated professional societies.

9. Promotion of more community services.10. Participation of mentoring services in the aca-

demic or professional fields by senior members.

This committee shall collect materials and analyze problems associated with the objectives stated in Ar-ticle 1 of this Policy, and then frequently report and recommend long-range plans to achieve the objectives and resolve the problems to President and Council.

POLICY 17: FUND MANAGEMENT COMMITTEE (“FMC”)

Article 1. PurposeThis policy defines the formation and responsibility of the Fund Management Committee as well as the accu-mulation and disbursement of the funds.

Article 2. MembersThis committee shall have six members, consisting of five appointed members and one ex-officio member.


Article 3. Selection and Terms of Members and Chair Five members shall be appointed by the President and confirmed by the Council. The appointed members should have broad knowledge in financial matters in-cluding investment. The Finance Director shall serve as the ex-officio member. The Chair of the committee shall be appointed by the President and confirmed by the Council, and the term of the Chair is approximate-ly two years. The term of the appointed members shall be approximately five years from the appointment covering next five Annual Council Meetings. The term of the ex-officio member shall coincide with the term of his or her office.

Article 4. ResponsibilitiesThe committee shall manage all established funds of the Association, including the KSEA endowment fund and the scholarship funds, to assure the long-term financial growth and security of the Association. The committee is responsible for making investment decisions and any disbursement of the established funds. Both FMC Chair and the Financial Director shall have a direct access to all accounts of the funds, and investment execution shall be carried out by the Fi-nancial Director. The Financial Manager is responsible for maintaining the fund records. FMC shall report to EC and former president councilors of the Commit-tee’s activity and fund performance when the Council meetings are held. Article 5. Accumulation of Established FundsThe following funds shall become the KSEA estab-lished funds: 1. Part of the operating fund of the Association de-

posited as the established fund each year by the EC and approved by the Council.

2. Rental income from the Association’s rental prop-erties less rental expenses.

3. Funds donated by members and benefactors as the endowment fund.

4. All incomes from the investments.

Article 6. Disbursement1. The Funds cannot be disbursed until the target

amount determined by the Council is reached, and only the annual profit and interest beyond the tar-get amount may be used by the EC for conducting the intended projects of the Funds. Only the FMC shall determine the amount of disbursement.

2. In case of an unexpected financial emergency, the operating account of the Association may borrow,

on a short-term basis, from the Funds upon the request of the EC and the approval by the Coun-cil. This loan shall be repaid at the earliest time during the same fiscal year.

3. In case of a fiscal emergency without the capa-bility of repayment during the same fiscal year, established funds other than scholarship may be disbursed with the approval of the Council which requires the two thirds of the total number of Councilors as defined in Bylaws Article 12.

4. Only upon the recommendation of the EC, the RC or the FMC may amend POLICY 17 ARTICLES 6.3, 6.4 and 6.5, with the approval of the two thirds of the total number of Councilors.

5. The Council agenda and motion related to POLICY 17 ARTICLES 6.3, 6.4 and 6.5 shall be notified to the Council at least 20 days before the scheduled meeting.

POLICY 18: DIRECTORS COMMITTEE

Article 1. PurposeThis committee shall effectively execute the Associ-ation’s important businesses in order to achieve the objectives of KSEA.

Article 2. MembersThis committee shall have 12-30 members, consisting of all Executive Committee members (6-9 members) as ex-officio members and up to 24 appointed Directors.

Article 3. Selection and Terms of Members and ChairUp to 24 Directors shall be appointed by the Presi-dent. The Chair of the committee is the President and the secretaries are the Executive Director and/or an-other Director appointed by the President. The term of the committee members is one year from July 1 to June 30 of the next year.

Article 4. Responsibilities The committee shall be responsible for the following activities:1. Execute the items requested by the President or

the Executive Committee.2. Increase KSEA memberships.3. Publish KSEA Letters and other publications.4. Maintain and update the Association’s informa-

tion technologies and websites.5. Maintain and update membership database and

member information. 6. Coordinate young generation and scholarship ac-


tivities.7. Coordinate external affairs with other institutions.

Article 5. Meetings, Quorum and Voting1. Meetings. The President shall convene Directors

Committee Meetings as necessary. The President shall attempt to give all Committee members no-tice of the agenda at least seven days before the scheduled meeting. Any meeting may be conduct-ed in person, by mail, or by electronic means.

2. Quorum. The presence at the commencement of such meeting of fifty percent (50%) of the mem-bers of the Committee shall be necessary and suf-ficient to constitute a quorum for the transaction of any business.

3. Voting. At all meetings of the Committee, every committee member shall have one (1) vote. All questions shall be decided by majority vote. In case of a tie vote, the Chair shall have the deciding power.

POLICY 19: MEMBERSHIP ADMISSION AND DUES

Article 1. Admission1. Admission of regular, overseas, and student mem-

bers shall be approved per a procedure prescribed by the Executive Committee.

2. The EC may reject an applicant who does not pro-vide accurate background information.

3. Admission of distinguished service, distinguished sponsor and honorary memberships is defined in Policy 11 Article 6.

Article 2. Membership Dues The annual membership due shall be as follows:1. US $35 - for regular members and overseas mem-

bers.2. US $15 - for graduate student members. 3. No annual membership due for undergraduate

student members.4. All rights and privileges of membership will be

lost if the annual due is not paid for two consecu-tive fiscal years.

POLICY 20: US-KOREA CONFERENCE ON SCIENCE, TECHNOLOGY, AND ENTREPRENEURSHIP (“UKC”)

Article 1. PurposeThis policy defines the procedure to organize and im-plement the annual UKC.

Article 2. Date of UKC

UKC shall be held annually, preferably in August.

Article 3. UKC General Chair and USC ChairUpon election, the President-Elect (PE) shall become the General Chair of the next year’s UKC and becomes the chair of the USC at the annual Council meeting of the current year. The UKC Chair has the authority and responsibility to organize and implement the entire conference.

Article 4. UKC Steering Committees (USC)1. The purpose of UKC Steering Committee is to pro-

vide continuity and support for successful UKC operation.

2. The USC shall support the UKC Chair to organize and implement the entire UKC.

3. The Committee shall have 6 members, three ex-of-ficio members and three selected members. Three ex-officio members shall be the current president elect and the two immediate past UKC Chairs. Three selected members shall have experience of serving either UKC Co-Chair or UKC Committee chairs (Program, Executive, Local Arrangement, and Finance). The members of the USC shall be nominated by the Nomination Committee and selected by the Council. The term of the Commit-tee members shall be approximately three years, covering the next three Council Meetings, and the term of two members, one ex-officio member and one selected member, shall expire every year. At the Annual Council, the current UKC chair and one selected member shall join the USC.

The roles and responsibilities of the UKC Steering Committee shall include:• Recommendation of chairs of UKC committees to

UKC chair: programs, local arrangements, fund raising, public relations, and other ad hoc com-mittees.

• Selection of multi-year venue cities. The venue cit-ies so selected by the USC shall be presented by the USC chair and approved by the annual Council.

• To participate in the major UKC preparation meet-ings and provide information based on the past UKC experience.

• To assist preparation for the Opening ceremony, Plenary sessions and Closing ceremony,

• To discuss and help regularly the progress of UKC preparation with UKC Chair and Co-Chairs.

• To compile and keep the written records of UKC operation and update as needed to provide neces-sary information to the next UKC Chair, and

• To consult on important issues for the stable &


successful operation of UKC.

Article 5. UKC Committee1. The UKC Chair at the recommendation of USC

shall form UKC program and fundraising commit-tees; and may form other UKC committees such as executive, local arrangement, advisory and ven-ue-search committees. All UKC committees shall report to the UKC Chair.

2. The Chairs of the committee shall be KSEA members in good standing and co-chairs can be non-members.

Article 6. UKC Program and Approval1. The program committee shall develop a program

that covers the current trends in science, technol-ogy, and entrepreneurship.

2. The program shall encompass a wide range of subjects to give most members a chance to pres-ent papers.

3. The program shall be of mutual interests to the US and Korea.

4. The proposed program shall be approved by the Council at the mid-term council meeting.

Article 7. Fund-raising, Budget, and Budget Ap-proval1. The UKC Chair is responsible for raising funds for

the UKC in collaboration with the USC.2. Previous UKC chairs shall provide their records of

fund-raising contacts and activities if requested by the current UKC Chair.

3. The UKC Chair shall set up a tentative budget with consents from the program and executive commit-tees, and authorize expenses until a final budget is approved by the Council.

4. The tentative budget shall be approved by the Council at the mid-term council meeting. At least 30% of the total income shall be allocated to over-head for KSEA operation and local chapter sup-port.

5. The final budget shall be approved by the Council at least two weeks prior to the first day of the UKC.

Article 8. UKC RegistrationThe UKC program committee shall propose the fol-lowings in consultation with the USC and obtain the approval from the UKC Chair:1. 1. Registration fee2. 2. Period of time for registration3. 3. Reimbursement guidelines for UKC attendees

Article 9. Report of UKC 1. A UKC summary report shall be posted on the

KSEA website and included in the first issue of KSEA Letters published during the incumbent President’s term.

2. A financial report shall be submitted to the Coun-cil within 3 months after the UKC.

3. The UKC report shall be publicized in the US and Korea.

POLICY 21: HISTORY COMMITTEE

Article 1. PurposeThis policy defines the formation and responsibility of the History Committee

Article 2. MembersThis committee shall have seven members.

Article 3. Selection and Terms of Members and ChairThe members shall be selected at a Council Meeting from the candidates nominated by the Nomination Committee. The term of the members, except for four of the committee established for the first time (first committee), shall be approximately three years cover-ing the next three Annual Council Meetings. The terms of two members of the first committee shall be approx-imately two years and the terms of the other two mem-bers of the first committee approximately one year. In case of a member vacancy, the replacement member shall be immediately selected by the Council to serve for the member’s remaining term. The Chair of the committee shall be elected from the committee mem-bers by the members, administered by the Executive Committee and shall serve for up to two years. The Chair shall appoint the Secretary of the Committee.

Article 4. Responsibilities The committee shall be responsible for collection, documentation and dissemination of historical infor-mation on the Association and its activities. In addi-tion, the committee shall organize events and prepare publications including multimedia to record and pub-licize significant anniversaries. The committee may organize special history sessions during conferences and events acknowledged by the Association. Orga-nization of such events or publications shall be ap-proved by the Executive Committee or the Council.

Article 5. Accuracy CheckBefore publication of any historical information, the


committee shall circulate its draft to all former pres-idents and the Executive Committee for their review and comments, and obtain approval of the final docu-ment by the Council.

Article 6. BudgetThe budget submitted by the Committee shall be ap-proved by the President.

POLICY 22: COMMITTEE ON AFFILIATED PROFES-SIONAL SOCIETY

Article 1. PurposeThis policy defines the formation and responsibility of the Committee on Affiliated Professional Society (APS).

Article 2. MembersThe committee shall have eight members, consist-ing of six elected members (at least three from cur-rent and former presidents of APS) and two ex-officio members (Second Vice President and Technical Group Director).

Article 3. Selection and Terms of ChairThe committee members shall be nominated by the Nomination Committee and confirmed by the Coun-cil considering the technical group areas. The term of committee members shall be approximately three years, covering the next three Council Meetings. One third of the committee members should be replaced every year. The Chair of the committee shall be elect-ed among the regular members of the committee by all committee members, administered by the EC. The term of the Committee Chair shall be approximately one year from the end of annual Council Meeting un-til the end of the next Council Meeting in the following year.

Article 4. ResponsibilitiesThis Committee shall effectively promote and assist the activities of the KSEA through mutual cooperation and exchange among Headquarters, Local Chapters and APS. The Chair of the Committee shall call for and conduct the committee meetings and present the ac-tion items of the committee to the Council.

Specifically, the committee shall have the following re-sponsibilities: 1. Make a recommendation for establishment of a

new APS in the technical areas supported by the KSEA through evaluation of APS application.

2. Review the qualification of an APS every three

years and makes a recommendation to the Exec-utive Committee.

3. Work closely with APS presidents to encourage members of APS to join the KSEA and participate in various KSEA activities.

4. Promote and coordinate with APS in support of the annual meeting of the APS.

5. Encourage the APS President to be a candidate to serve as a Technical Group Councilor.

6. Develop and recommend action items to Presi-dent/EC for enhancement of the interactions be-tween KSEA and APS.

7. Report the status and activities of the APS to the Council.

POLICY 23: SMALL & MEDIUM-SIZED ENTERPRIS-ES (SMEs) COMMITTEE

Article 1. PurposeThis policy defines the formation and the responsibil-ities of the Small & Medium-sized Enterprises (SMEs) Committee.

Article 2. MembersThis committee shall have eight members.

Article 3. Selection and Terms of Members and ChairThe committee consists of six elected members and two ex-officio members, President-Elect (PE) and Executive Director (ED). Long-term continuity and consistency is essential for this committee and thus, the six starting members will serve for the first three years. After three years, two of the six members shall be selected annually for a 3-year term. Members shall be selected by the Council at the annual meeting from the candidates nominated by the nomination com-mittee. This means the starting committee will con-sist of 2 members with 5-year terms, 2 members with 4-year terms and 2 members with 3-year terms. Every selected member thereafter will have a 3-year term. The chair of the committee shall be elected among the members of the committee for a two-year term.

Article 4. ResponsibilitiesThis committee shall reach out to small and medi-um-sized enterprises (SMEs), both Korean and Ko-rean-American, and develop mutually beneficial partnerships. Such partnerships entail networking between KSEA members and SMEs and holistic coun-seling on new business opportunities and marketing.The committee shall report its activities regularly to


the Executive Committee and to the Council at every council meeting.

POLICY 24: 50th ANNIVERSARY COMMITTEE

Article 1. PurposeThis policy defines the formation and responsibility of the 50th Anniversary Committee.

Article 2. TermsThe term of this committee shall be from the annual council meeting of the 47th Administration to the end of the 50th Administration. The terms of the members, Chair, and Co-Chairs shall be from the date of selection to the end of the 50th Administration. This Policy also expires at the end of the 50th Administration.

Article 3. MembersThe committee shall have up to 11 members, consist-ing of 5 former presidents and up to 6 invited mem-bers.

Article 4. Selection of Members, Chair, and Co-ChairsFive former president members shall be selected by the Council at the annual council meeting of the 47th Administration from the candidates nominated by the Nomination Committee. The Chair shall be elect-ed among the 5 former president members, and Co-Chairs from the invited members. The election of the Chair and Co-Chairs shall be administered by the Ex-ecutive Committee. The invited members shall be rec-ommended by the Committee and confirmed by the Council. Replacement shall be made by the same se-lection procedure described in this article.

Article 5. ResponsibilitiesThe Committee shall raise KSEA funds in celebration of the 50th anniversary, and plan and execute the 50th anniversary events. The Committee may also develop, in collaboration with the Long-Range Planning Com-mittee, a system to recognize and recruit excellent Ko-rean-Americans in science, engineering, and entrepre-neurship and a refined administrative structure that brings continuity and stability to KSEA. The Commit-tee shall report major decisions to the President and report the progress to the Council at the annual and mid-term council meetings.

Article 6. BudgetThe Committee’s activities shall be financially sup-

ported by each Administration’s voluntary contribu-tion, starting from the 46th Administration. Any ex-penditure of the Committee shall be pre-approved by the sitting President of KSEA.


Appendix 1:The Policies in English are direct translation of the original “Detailed Rules” in Korean with some amend-ments to meet the new English Bylaws by the 33rd

Rules Committee:

The 34th Council approved the English Policies on Au-gust 14, 2005 held at University of California-Irvine campus and became effective immediately.

The change in the number of Technical Group Council-ors was approved at the Council meeting via e-voting in February 2006.

Appendix 2:The 36th Council amended Policies 12 (Scholarship Committee) and 15 (National Contest Committee) on August 12, 2007.

Appendix 3:The 37th Council amended the Policies as above at the KSEA office on January 24, 2009. All amendments to the Policies regarding proposed amendments to the Bylaws became effective as the amendments were approved by the General Assembly on April 25, 2009. Key amendments are related to the following clauses:1. Election of two Vice Presidents,2. Affiliated Professional Societies,3. Payment procedures in Finance and Accounting,4. Responsibilities of Rules and Nomination Commit-

tees,5. Fund Management Committee,6. KUSCO Board of Directors, and 7. Installation of Directors Committee

Appendix 4:The 39th Council amended the Policies 1, 2, 6, 7, and 11; and installed Policy 21 (UKC) and Policy 22 (His-tory Committee) on January 15, 2011. The Policies 1, 2, and 6 were amended to make them consistent with either the newly installed Policies 21 and 22 or with the new election practice adopted by the 38th Execu-tive Committee. Policies 7 and 11 were amended to implement the motions approved by the council.

Appendix 5:


The 40th Council amended the Policies 1, 2, 6-17, and 19-21 on January 7, 2012.

Appendix 6:The 42nd Council amended the Policies 1-5, 6, 10-18, 21-22 and Appendix 1 on August 11, 2013, January12, 2014, and June 30, 2014.

Appendix 7:The 43rd Council amended the Policies 2 and 13 on August 9, 2014.

Appendix 8:The 44th Council amended the Policy 1, Policy 2, Poli-cy 10, Policy 11 and Policy 19 on August 2, 2015.

Appendix 9:The 44th Council amended Policy 2, Policy 11, Policy 13, Policy 16 and Policy 17 on January 24, 2016

Appendix 10:The 45th Council amended Policy 12 and Policy 13 on August 14, 2016.

Appendix 11:The 45th Council amended Policy 20 on January 7, 2017.

Appendix 12:The 46th Council amended Policy 6 and Policy 22 and newly added Policy 23 on August 12, 2017. Policy 15 was amended on August 13, 2017.

Appendix 13:The 46th Council amended Policy 1, Policy 2, Policy 9, Policy 10, Policy 17, Policy 20 and added Policy 24.

The exclusion clause of Policy 10(Election Committee) Article 2 will become effective from the 47th term.


KSEA Travel Expense Reimbursement Guidelines for the President (P) and/or President Elect’s (PE) Oversea Trip (Adopted by the 37th Council on August 17, 2008)

GeneralThe oversea trip by President (P) and/or President Elect (PE) may be reimbursed for travel related ex-penses incurred for KSEA activities (e.g., fundraising, meeting with government and industrial officials, etc.). All expenses must be “reasonable,” as judged by either Vice President (VP)/Finance Director (FD) or P/FD, depending on the circumstances.

KSEA will reimburse for expenses for the maximum of two weeks per oversea trip. A total of 25 days of cumulated oversea stays will be allowed for all fund-raising trips for a certain year of UKC. Any trip exceeding these limits must be pre-approved by the VP/FD or P/FD.

For a reimbursement, P and/or PE must submit:1. Summary of travel plans detailing their KSEA

activities (duration of trip and lodging, the natureof KSEA activities, etc) at least 14 days prior to aplanned trip.

2. Summary of post-travel reports (duration of tripand lodging, per diem, the nature of KSEA ac-tivities, the persons whom the traveler met andtheir contact information, any recommendationuseful for the next trip, etc), along with a reim-bursement request using a KSEA Travel ExpenseReimbursement Form no later than 90 days ofcompletion of the trip.

TransportationThe fare for Coach Class or Business Class (for inter-national flights over 8 hrs) will be reimbursed, and tickets should be procured at least 30 days in ad-vance. Domestic air fares must be within the maximal KSEA rate at the time of travel unless pre-approved in writing by the FD. Expenses resulting from an indi-rect or extension of route for the convenience of the traveler shall be borne by the traveler. The traveler is responsible for canceling reservations or getting refunds for unused tickets. Ground transportation is also included in this category.

Lodging, Meals, and IncidentalsKSEA will reimburse for lodging, meal and incidental expenses according to the U.S. State Department rate at the time of travel (for example, 2007 per diem for Seoul: up to $230 for lodging, $120 for Meal and In-cidental Expenses). Lodging receipts will be required to get reimbursement. No receipts are required for meals and incidentals.

The P and PE, however, may elect an alternative lodging per-diem (e.g., staying at a relative’s home) at a rate of one third (1/3) of the maximum lodging expense limit. No lodging receipts will be required in this case.

Other Business ExpensesThe KSEA will allow up to 1% of total fund (from non-governmental sources) raised by the traveler to be used for other business expenses incurred during the trip. Itemized receipts are required and the traveler must provide names of the guests and their affiliation.

COUNCIL-DECISION DOCUMENTS


Council Resolutions on Creating Named Scholar-ships (Adopted by the 39th Council on Aug 14-15, 2010)

1. A named scholarship can be created by using existing KSEA scholarship funds

2. A committee shall be formed to create “Hyoung Sub Choi Scholarship”. Seven former presidents pledged $7,000 for the scholarship. The com-mittee consists of Kun Sup Hyun, Moon Won Suh (chair), Saeyoung Ahn and Yong Nak Lee. Note: this resolution was not carried out due to difficul-ty of fund raising but there has been no report to the Council.

Council Resolutions on Foundation Fund Use and Named Scholarship (Adopted by the 39th Council on Jan 15, 2011)

1. The foundation fund cannot be used or borrowed until it grows to $10M

2. A new named scholarship without endowment shall not be accepted

Council Resolution on Foundation(Adopted by the 41st Council on Aug 12, 2012)

1. Initiation of a process of installing KSEA Founda-tion (KF) AND

2. Charging the EC to submit Jan 2013 Council the following details for approval: a. Drafts of KF Bylaws, BOD and organizationb. Activity and finance plans

Council Resolution on Foundation(Adopted by the 42nd Council on Aug 9-11, 2013)

1. Increase number of directors from 18 up to 30 by amending its policy

2. EC shall form a “Task force for formation of KSEA foundation” in order to execute all the details for the task by October 1, 2013. Council Resolution on APS Committee

3. Council will create APS committee. Requesting that RC should draft a new policy to define the role and responsibilities of the APS Committee by Nov 30, 2013

4. Change the term of FMC Chair from 3 years to 2 years.

5. New HAC policy featuring clear deadline and service-point system

6. Installation of managing director” for later con-sideration.

7. The current auditors to conduct an additional au-dit of the finance of the 41st administration and report back to the council in e-mail by October 11th.

Council Resolution on Foundation(Adopted by the 42nd Council on Jan 11-12, 2014)

1. Increase the number of Scholarship Committee from 7 to 9

2. Transfer the management of the Rockville Prop-erty from EC to FMC

3. EC shall form a task force (TF) of 9 members including 4 representatives recommended by the LCPC for the following tasks; (1) to develop a council restructuring plan (CRP) and report to the Council by May 1st, 2014, (2) to develop new requirements for new Chapter and APS and report to the Council at the 2014 annual council meeting.

4. EC shall create a “task force to draft a structure for Technology Center aimed at promoting tech-nology transfer of small-to-medium size indus-tries of US and Korea by harnessing the resources of KSEA members.

Council Resolution on Staff Benefits (Vacation, Sick Days, Holidays & Medical)(Adopted by the 42nd Council on Jan 12, 2014)

1. Vacation and Sick Days:Full-time staff is entitled to vacation and sick days during fiscal year based on length of service as follows: YEAR OF SERVICE VACATION SICK DAYS Up to 5th 7 days 3 days 6th to 10th 12 days 3 days 11th and beyond 15 days 3 days

A new staff member with more than 10 years of previous experience in an equivalent area may be granted five days of vacation at the time of em-ployment. Unused annual earned vacation days of up to 5 days can be carried over to the following fiscal year. Maximum 15 days can be accrued.

2. HolidaysKSEA will recognize the following 10 paid holi-days.


HOLIDAY DATE

New Year’s Day January 1

Martin Luther King Day 3rd Monday in January

Presidents Day 3rd Monday in February

Memorial Day Last Monday in May

Independence Day July 4

Labor Day 1st Monday in September

Columbus Day 2nd Monday in October

Thanksgiving 4th Thursday in November

Day after Thanksgiving 4th Friday in November

Christmas December 25

3. Benefitsa. Medical Insurance KSEA may provide insurance and the Work-

er’s Compensation to Employees. b. Retirement Plan KSEA does not offer any retirement plan such

as the 401-K Plan to employees.

Council Resolution (Adopted by the 43rd Council on Aug 9-10, 2014)

1. Form a Task Force for bylaw amendment2. Candidates of PE and VP shall give a candidate

speech on the first day of the annual council meeting. The selection will be held on the second day. Allow the council vote time and incorporate the president elect of the first and second vice president.

3. P-E and VP nomination, two times of the nom-ination number is selected for vote. Double for councilors and remain numbers for committees are correct in the distributed table.

Council Resolution(Adopted by the 43rd Council on Jan 24-25, 2015)

1. Create two independent standing committees, one for math competition and one for science project competition

2. All meeting minutes including Council and EC/DC meetings should be prepared in sufficient detail and sent to all respective members for verifica-tion of accuracy within 4 weeks after the meeting. The minutes must be approved at the beginning of the next meeting.

3. EC will make a decision within three weeks after a proposal is received

4. All KSEA members’ passwords should be en-crypted as soon as possible. Candidates who are

currently serving as EC/DC must not be copied on all election-related communications and they must not access the membership database.

Council Resolution(Adopted by the 44th Council on Aug 1-2, 2015)

1. APS leadership should be incorporated to the TG Councilor’s election nomination process

2. TG Councilor’s qualification and responsibilities should be strengthened.

3. KSEA has to reinstate IT staff as soon as possible to take care many IT related issues at HQ, includ-ing website update, seed registration, and next UKC arrangements.

4. The council requests all the 43rd and 44th chap-ter presidents to cooperate with the Auditors within two weeks when they are asked to provide information related to the 2015 election. If proper information is not provided on time, the Council will consider that the accusation is indeed correct

5. The Council requests the 43rd President and 44th President to make a request to all former and current councilors and interested members not to send any emails related to 2015 KSEA election that are not authorized by the 44th EC until fur-ther notice by the 44th EC.

Council Resolution(Adopted by the 44th Special Council on Oct 18, 2015)

1. Dr. Junho Cha and GY are guilty as determined by the Honors and Awards Committee and endorsed by the Executive Committee.

2. The Council endorses all agreements between GY and HAC.

3. GY’s privilege of being elected or appointed for any position for any position in HQ or chapter shall be suspended for two years.

4. Dr. Junho Cha shall be expelled from KSEA.5. The disciplinary actions on GY and Dr. Junho Cha

shall be announced to KSEA members by EC.6. As the 43rd president, Dr. Kookjoon Ahn shall

send a STRONG apology email to Executive Committee for its review and approval, and the accepted email shall be distributed to general members.

Council Resolution(Adopted by the 44th Council on Jan 24, 2016)

1. Automated proposal administration system 2. Preliminary candidates for Technical Group Coun-


cilors should have served as an officer in their professional societies or also participated as an officer in KSEA activities at local chapters or the Headquarters.

3. The council closes the 43rd financial statement with a serious concern of not obtaining the council’s prior approval on the budget items that exceed 25% or $30,000 from the original budget and not presenting the financial closeout in per-son at the mid-term council meeting.

4. Chapter Presidents Councilors restructuring: 8 regions across the states are identified.

Council Resolution(Adopted by the 45th Council on Aug 13-14, 2016)

1. Executive Committee shall form a task force to investigate possibilities to improve the current election system by looking into delegate-based system and report the result to the mid-term council.

2. EC shall form a task force to investigate ways to increase the voting rate.

3. EC shall form a task force to investigate definition of YG and integration of professionals into KSEA

4. EC shall form a task force to study and propose a plan to gradually increase membership dues based on professional membership status.


Chapter OrganizationAs an example, the office of the established local Chapters may consist of the following officers:

• President• Vice Presidents• Executive Director, who may serve as Secretary• Finance Director, who may serve as Treasurer

The President and Vice Presidents may be nominated by the General Assembly of the local chapter, from the candidates selected by the Council or at least five regular members. The Executive Director (Secretary) and the Finance Director (Treasurer) may be nomi-nated by the President and confirmed by the Council. Other Officers may be appointed by the President.The term for all officers is one fiscal year. In the event of a vacancy in the positions of President and Vice Presidents, the replacement is elected by the Council. In the event of a vacancy in the positions of Executive Director or Finance Director, the replace-ment is nominated by the President and confirmed

by the Council. In the event of a vacancy in other positions, the replacement is appointed by the Pres-ident. The term of the replacement is the remaining term of the replaced person.

Chapter Website1. Introduction

The KSEA HQ recommends that chapters hosttheir websites on the KSEA HQ server (www.ksea.org). A chapter website is becoming anincreasingly important component of an effectivemember relationship program and is a criticaltool for keeping member informed and con-nected. A good website should have up-to-datecontents, plenty of community news, a secureonline member directory and a photo archive. Alldomain registration, hosting, and website build-ing assistance are provided free of charge by theKSEA HQ IT team ([email protected]). The KSEA HQhas developed a standard chapter website tem-plate for use by all chapters to produce modularfunctionality that can be easily added to chapter

THE CHAPTER PRESIDENT’S MANUAL


websites hosted on the KSEA’s architecture. The template architecture provides an easy to use interface that allows even a novice website owner to add sophisticated site functionalities and makes chapter website development and maintenance as easy as possible for those with-out specific web design experience. This will provide immediate recognition on the Internet that the local chapter is a part of KSEA and is a first step towards assuring that chapter websites are developed in a manner that is consistent with the policies of KSEA.

2. Creating a New Chapter WebsiteThe KSEA HQ has provided free web space forlocal chapters to host their websites. The localchapter may use a University web server or a pri-vate host if the local chapter chooses. In this casethe HQ IT team will not provide any supports andthe local chapter will need to develop and main-tain all by the local chapter. If the local chapterchooses to utilize KSEA chapter website template,the local chapter should contact the KSEA HQ ITteam ([email protected]) to create a chapter websiteand the chapter administrational username andpassword information will be provided.

A new chapter website may be created by re-questing the KSEA HQ IT team or by developingto the local chapter’s own design. When the newchapter website creation is complete, the URLfor the local chapter website needs to be sent tothe KSEA HQ IT team ([email protected]) for approval.Once approved, KSEA HQ will add a link to thelocal chapter website from the KSEA List of Chap-ters at www.ksea.org.

All newly developed websites may host their siteson the KSEA HQ server (www.ksea.org) and willhave a website URL as follows: the chapter-name.ksea.org. Chapters with existing websites are rec-ommended to move their websites to ksea.org toreceive technical support as chapter webmasterstransition. If the chapter websites are hosted ona university or independent server, the chapterbears all responsibility of maintaining and updat-ing their website.a. Requesting a Chapter Website with the KSEA

TemplateUpon request of the new chapter website de-velopment, the KSEA HQ IT team will createand provide a new chapter website with theKSEA template. The KSEA template will pro-

vide users with a chapter website including all the sample content from the sample chap-ter website. Users can manage their chapter content more easily through a login at the front-end from anywhere they can access the internet. The content for the local chapter home page will be provided in the template. While chapter-specific information may be added, several items have been included that should be unchanged to remain consistent with KSEA policies.

b. Creating a Chapter Website with an Indepen-dent DesignThe KSEA HQ IT team will not provide anysupport if chapter websites are hosted on auniversity or independent server. However,the chapter websites should be developed ina manner that is consistent with the chapterwebsite policies of KSEA.

3. Adding and Changing Chapter Website ContentThe chapters are responsible for updating theirchapter website.a. Updating the Current Website with the KSEA

TemplateIf a new password for the local chapteradministrator login is needed or need to bechanged, the local chapter should contact theKSEA HQ IT team and request this change.

b. Updating the Current Website with an Inde-pendent DesignThe KSEA HQ IT team will not provide anysupport if chapter websites are hosted on auniversity or independent server. The chapterwebsites should be maintained in a mannerthat is consistent with the chapter websitepolicies of KSEA.

4. Chapter Website PoliciesThe KSEA HQ encourages chapters to developand maintain websites to disseminate helpfulinformation to members.a. The chapter website should be readily iden-

tified as affiliates of the KSEA and the KSEAlogo should be displayed in an appropriatemanner. When individuals browse the web-site and visit a chapter page, it must be imme-diately identifiable as a chapter of the KSEA.

b. The chapter name (or logo) should be main-tained at the header of chapter homepageand the KSEA banner with link on frontpage should be maintained at the bottom.Additional contents may be provided on the


development of chapter website, but it should be updated with chapter-specific information. For example, contact names, address and email addresses will need to be updated with corresponding chapter’s information.

c. The KSEA HQ will provide template files forthe local chapter websites with the name ofthe chapter included in the top banner. Onlythe official banner sent from HQ should beused on chapter websites. Please note thatthe KSEA logo should not be altered.

d. Chapters are encouraged to link to the ksea.org main menu pages rather than quotingor copying materials from the website, sincelocal chapter website on KSEA website couldprovide outdated or inaccurate informationto members.

e. The website must maintain updated informa-tion including current chapter officers, pro-gram, and contact information. All websitesshall be updated every six months for themto be considered current and active. Websitesthat are not updated may be removed.

f. All photos on the website must be profession-al and represent the chapter and the KSEAappropriately.

Chapter ActivityThe local chapter should have various programs and activities to 1) advance technical capabilities and industrial development in the local area, 2) promote and cultivate the next generation of Korean-Ameri-can scientists and engineers, 3) promote friendship and fellowship among the members, 4) enhance the professional and social status of the members, and 5) promote US – Korea cooperation. 1. Membership Drive

The most important event in the local Chapter isthe membership drive event. The KSEA recom-mends having at least one event per each term.The KSEA provides financial support for thisevent. In general, chapters may follow the gener-al project funding policy (Policy 7 Article 4) formembership drive event. The final report shouldbe submitted within a month after the comple-tion of each event (Policy 7 Article 6).

2. National Mathematics and Science CompetitionThe KSEA hosts an annual national mathematicsand science competition (NMSC) event which isdedicated to foster the mathematical and scien-tific interests of 4th to 11th grade students. Thisevent requires all the chapters’ volunteering

participation with close cooperation (i.e., provid-ing HQ with each chapter’s contest location and schedule) of National Contest Committee (NCC). KSEA HQ supports on-line enrollments and more information can be found in the below link. http://www.ksea.org/nmsc/. The NMSC test and answer keys will be sent to the NMSC chapter chair from KSEA HQ before the test date which is usually around April in the year. Regarding the specifications of eligible partic-ipants, any students grade from 4th to 11th can register the official NMSC competition and for the other grade is under each chapter own responsi-bility. NMSC event may also include the National High School Physics Contest (NHSPC; Policy 15 Article 4).The NCC informs the annual NMSC event to each KSEA chapter president and local NMSC chair appointed by each chapter. The enrollment can be done either on-line or on-site. On-line enroll-ment service is supported by the KSEA HQ. After the test, the scores of all participants should be submitted to the HQ for national awards.

3. Regional ConferenceTo promote and cultivate professional networkand fellowship among the local chapters and toenhance and improve scientific and engineer-ing activities, KSEA provides a partial financialsupport for regional conferences organized bychapters. A regional conference can be a technicalsymposium or a career development workshop.A proposal for the regional conference should besubmitted at least 45 days in advance and shouldalso be followed by an update (operational de-tails, not major changes in objectives or budget,etc.) at least 15 days before the event. Proposalswill be evaluated based on the impact on theKSEA mission, conference objectives, researchand development merits, quality of planning, andwhether it could be implemented as proposed,among others. Proposals should be submitted toand reviewed by the EC ([email protected]). Inaddition to the KSEA HQ, KUSCO also supportslocal chapters for developing and maintainingtheir regional S&T (Science and Technology)networks among Korean-American researchersand the proposed meeting may involve a younggeneration program of workshop or seminar.KUSCO may match the cash amount provided bythe KSEA HQ up to $3,000. For detailed KUSCOsupported fund process, refer to Section KUSCOFINANCIAL SUPPORT.


4. Career Development and YG ActivitiesThe KSEA provides financial support for chapters to organize career development events for mem-bers at early career stages and YG Activities. The local chapter may help them through technical seminars and individual mentoring systems. To further facilitate these activities, the local chap-ter may encourage them to participate in YGPF activities during UKC, YGTLC, and other young professional workshops.

Financial Support to the Local ChapterProposals should follow the KSEA format and guide-lines (http://ksea.org/2013/node/64). Proposals should be submitted to the EC ([email protected]) by 8 weeks prior to the event to receive financial sup-port. The proposal is reviewed and the amount of financial support is determined and notified by the EC within 5 weeks. Upon the approval of the propos-al, the initial support (75% of the approved amount) will be granted. The local chapter must submit the final report to receive the remaining support amount (25% of the approved amount). For details, refer to Policy 7 Article 4.

KUSCO Financial SupportApplication forms for the KUSCO programs can be downloaded on the KUSCO homepage (www.kusco.org). The detailed guidelines are available at website http://www.kusco.org/sat-programs/how-to-apply-sat. The application form requires detailed informa-tion that include, but not limited to: the title of the meeting, proposed field(s), speakers’ information, expected number of participants, meeting period, venue and objectives, relevance to the Korea-US Cooperation in S&T, need for proposed meetings and a list of topics, statement of how to organize and conduct the meeting, how to disseminate the results of the meeting, and how much contribute to enhance and improve scientific, engineering and/or educa-tional activities. The KUSCO requests a list of keynote and plenary speakers and summary of their presen-tations. A plan for recruitment of and support for speakers and other attendees, including participation of young generations is also requested.

KUSCO accepts proposals from local chapters only if they are submitted in sufficient time (http://www.kusco.org/sat-programs/how-to-apply-sat). Pro-posed budget should include an estimated total bud-get for the chapter activities with an itemized state-ment of the amount of support request from KUSCO.

Prospective Meeting Schedule

From 1/1 to 3/31

From 4/1 to 6/30

From 7/1 to 9/10

From 10/1 to 12/31

Proposal Due Date Oct. 15th Feb. 15th May 15th Aug. 15th

Participation in KSEA MeetingsChapter Presidents should attend Chapter Presi-dents Committee (CPC) meeting prior to the Annual Council Meeting (Policy 13). In the case where the Chapter President is unable to attend the CPC meet-ing, he/she may appoint the CP-elect, the Chapter VP or the Chapter ED as an acting Chapter President to participate in the CPC meeting upon written notifi-cation to the EC. The notification should be informed at least 6 weeks before the meeting. Travel expenses for attending the CPC meeting will be reimbursed according to KSEA Travel Reimbursement Guidelines. Detailed information can be found on Travel Guide-lines or can be obtained from KSEA Staff ([email protected]).

Chapter BylawsLocal chapters should have their own bylaws. Chap-ter bylaws should at least have the following items at minimum:

• Name of the chapter• Membership – regular, graduate students, and

undergraduates, and membership due• Officers – President, Vice President, Secretary,

Trea surer and Auditor, Duties of the officers• Election – voting members, election of officers

and their terms

The Chapter President (CP) shall be elected by the voting members of the Local Chapter (Bylaws Article 23). The term of CP is one year (Bylaws Article 12-3)Local Chapters of the KSEA should be established regionally with a minimum of 30 voting members in order to promote professional activities and fellow-ships among local members as stated in Article 1 of the Bylaws. If a Local Chapter cannot sustain at least 30 voting members who reside in the specific local area, it shall become a local Branch in the following fiscal year.

Chapter ResponsibilitiesLocal Chapters shall hold at least one general meet-ing with all members annually (Policy 4 Article 6). The KSEA HQ may financially assist Local Chapters by returning a part or all of the membership dues paid by the local members. In addition, the KSEA HQ provides financial assistance to a Local Chapter upon request for a special project that promotes the ob-


jectives of the Local Chapter, depending on the EC’s decision (Policy 4 Article 7).The CP is required to report their fiscal year budget, final balance sheet, membership list, and all activities to the HQ by May 31, that is, one month before the end of the fiscal year of KSEA (Annual Report). CP is encouraged to submit chapter news to HQ ([email protected]) for KSEA Letters and website.

Chapter Bank Account1. Creation of a Bank Account and Transfer of Own-

ership to the Next President. The local chapter needs to open a bank accountunder their own chapter name. Transferring the ownership to the next president is to change the signers. The form ‘incoming & outgoing officer form” or equivalent is need to be submitted to the bank. The bank will close the outgoing signer’s account, including debit card and open the new signer’s account.

2. Creation of a Non-profit Organization and Acqui-sition of an EIN NumberReceiving an Employer Identification Number (EIN) and registering EIN to IRS does not give a “non-profit organization” status (e.g., tax ex-emption, etc.) to the local chapter. To obtain a non-profit organization status, more procedures are required. Obtaining a non-profit status for an organization is a complex process requiring accounting expertise that most scientists and engineers do not have. In addition, since each state has its own rules, the detail process will be different in each state. Thus, in this part, only the overall process will be described. For de-tails, please consult with a CPA of your state. The other point you should consider is that creation of a non-profit organization costs a significant amount of money and time. Therefore, before making a decision, you have to consider benefits and cost of acquiring the “non-profit organiza-tion” status.

The benefits of a non-profit organization status are: 1) no taxes, including sales tax for running the local chapter, your organization, 2) tax-de-ductible donations to the local chapter, 3) other benefits (e.g., reduced postal rates etc) due to the tax exemption status, (e.g., 501(c)(3) status). However, it costs a significant amount of resourc-es to create a non-profit organization, typically $2,000 - $3,000 including about $1,000 in filing fees. In addition, to maintain the non-profit

organization status, the local chapter has to file reports to IRS and State. If the local chapter de-cides to file the reports through a CPA, it can cost $700 - $800 not including the filing fee.

3. Acquisition of an EIN numberEIN for local chapter is required not only for opening bank accounts but also for creation of non-profit organization. According to IRS, “EINs are issued for the purpose of tax administration and are not intended for participation in any oth-er activities (e.g. tax lien auction or sale, lotteries, etc). EIN for local chapter may be applied by on-line, telephone, fax, and mail.

4. Creating a Non-profit Organization Creation of non-profit organization needs ap-proval from local chapter’s State and the Federal government. First, the local chapter has to obtain permission to create a non-profit organization from the specific “State”. Second, the local chapter needs to obtain a tax exemption (e.g., a 501 (c)(3)) status from Federal government (i.e., IRS). Finally, the local chapter should report to the Attorney General of State.

5. Managing Tax ExemptionsWhen the local chapter receives donations or purchases materials for running the chapter, the local chapter provides an EIN to the donor or the shop. The donor will use the EIN number for tax deduction while the shop will need the number so as not to charge taxes on the local chapter pur-chases. The officers may carry a copy of the EIN approval letter from IRS for purchasing materials in shops. Once the local chapter has obtained a tax exemption status, the chapters have to report to the IRS and the State government annually.


1. General The Roles and Responsibilities of Technical Group Councilors (TGCs) include.a. Shall serve as a member of the Councilb. Must attend the annual Council meeting (typ-

ically in August right after UKC) and mid-term Council meeting (typically in January right after YGTLC)

c. Must organize professional technical KSEA activities including UKC

d. Must respond to e-votings on Council matterse. Represent Technical Group membersf. Recruit new KSEA members and renew KSEA

membership from his/her technical group fields

g. Encourage networking amongst technical group members

h. Participate in technical meetings and con-ferences of the Association related to their expertise

i. Provide technical group activity report detail-ing above activities to the KSEA HQ before the mid-term and annual Council meetings

2. TGC’s Role and Responsibilities at the Council Meeting a. Shall read the Council meeting docket before

the Council meeting and prepare questions and/or comments

b. At the Annual Council meeting, TGC shall exercise his/her voting power in selecting candidates for upcoming election, filling mem-bers of Standing Committees, and approving business plan.

c. At the mid-term Council meeting, TGC shall exercise his/her voting power in approving previous administration financial account and activity reports

d. Shall accept or act on audit reports

3. Relationship with Affiliated Professional Societiesa. Shall serve as liaison between KSEA and Affil-

iated Professional Societies (APSs) in his/her field upon request by EC

b. Must promote KSEA activities and interests in APS activities upon request by the EC

c. Encourage APS members to become KSEA members

d. Help create new APSs by working closely with the APS Director, the Technical Group Director (TGD) and the EC

4. TGC’s Role and Responsibilities for UKCa. Must be involved in identifying and recom-

mending symposium or session chairs includ-ing him/herself

b. Must cooperate with Symposium Chairs to organize technical programs

c. Must help developing sessions/forums/work-shops that are of interest to the respective Technical Group (TG)

d. Must help Symposium Chairs identify speakerse. Actively participate in UKC programs and help

Symposium Chairsf. Identify and recommend possible funding

sources

5. Technical Activitiesa. Shall provide his/her expertise in evaluating

technical proposals from Korea and US upon request by the EC

b. Shall evaluate Young Investigator Grant ap-plications upon request by the Honors and Awards Committee (HAC)

c. Shall prepare technical trend reports in his/her technical field upon request by the EC

d. Identify KSEA Tech Book opportunities and possible editor(s) upon request by the EC

e. Form an expert group such an advisory group for respective Technical Group upon request by the EC

f. Collaborate with regional technical confer-ences

g. Plan collaborative technical workshops/fo-rums/symposiums between the US and Korea

6. Activity ReportMust prepare and submit technical group reports detailing the above activities and future plans to the EC at least 4 weeks prior to the Council Meetings.

TECHNICAL GROUP COUNCILORS’ GUIDELINES


US-KOREA CONFERENCE

YOUNG GENERATION TECHNICAL AND LEADERSHIP CONFERENCE



1. Composition. The Executive Committee (EC) con-sists of the following Council members:a. President (P)b. President-Elect (PE)c. First Vice President (VP1)d. Second Vice President (VP2)e. Executive Director (ED)f. Finance Director (FD)g. Up to three additional members. For example:

1. Headquarters Operations Director (HOD)• General Director (GD)• Technical Group Director (TGD)• Project Director (PJD)• Industry Entrepreneurship Director (IED)

2. Elected Members. P, PE, VP1 and VP2 are theelected members of EC.

3. Appointed Members. The President, in concur-rence with the Council, appoints the ED andFD. In addition, the President may appoint upto three additional EC members from Councilmembers.

4. Term. The members of the EC serve one-yearterm.

5. Roles and Responsibilities of the ECa. EC has the power and authority, given by the

Bylaws and Policies, over the administrationof KSEA activities for educational and scien-tific purposes to promote the following:

b. Increased knowledge and interest in the fieldof Science, Technology, Engineering, andMathematics (STEM).

c. Greater interest in career planning andadvancement, as well as leadership develop-ment.

d. Means of communication and collaborationbetween the US and Korea.

e. EC shall have the following duties:• Serve as the primary point of contact for

routine operational or functional mat-ters that have a significant impact on theAssociation’s finances, goals, and policies.The EC makes appropriate recommenda-tions to the Council.

• Approve Regular Members, OverseasMembers, Student Members, HonoraryMembers, and Distinguished Sponsor

ROLES AND RESPONSIBILITIES OF EC MEMBERS


Members. In addition, the EC approves the Advisor and recommends Distin-guished Service Members to the Council for approval.

• Administer the election of Former Pres-ident Councilors, the establishment ofLocal Chapters and Branches, and theadmission of Affiliated Professional Soci-eties.

• Decide business plans, operations, andthe budget by voting

• Submit financial reports to the Council forapproval.

• Appoint the task force.• Ensure that actual expenses do not

exceed 25% or $30,000 over the Councilapproved budget (Policy 6 Article 8).

President (P)The President serves as the Chair of the Board of Directors and the EC. The President has the power and authority over the business of KSEA, given by the Bylaws and Policies. The President is responsible for coordinating the organization. The President pre-sides over all meetings of the Board of Directors and special meetings where the proceedings are business in nature. The President oversees all KSEA activities. The President has the following duties:1. Administration.

a. Serve as the Chief Executive Officer of KSEA.• Oversee all KSEA activities and organiza-

tions.• Exercise complete executive authority

over all parts of KSEA• Plan and report annually on the activities

of KSEA.• Sign formal documents, MOUs, contracts,

and others that concur with KSEA objec-tives.

b. Chair the Board of Directors and call regularand special Council meetings.• Prepare the business plan and budget

with VPs, ED, and FD for the Council’sapproval.

• Prepare the mid-year business plan andbudget changes with VPs, ED, and FD forthe Council’s approval.

• Prepare the year-end activity report andthe finance report with VPs, ED, and FDfor the Council’s approval.

c. Chair the EC and call EC meetings.d. Chair the Directors Committee (DC) and call

DC meetings.e. Chair the US-Korea Conference on Science,

Technology, and Entrepreneurship (UKC).

f. Serve on the KUSCO Board of Directors.g. Approve the Local Chapter Presidents Com-

mittee (LCPC) meeting upon LCPC Chair’srequest.

2. Appointment.a. Appoint the ED and the FD to the EC in con-

currence with the Council.b. Appoint up to 24 Directors to the DC.c. Appoint up to three EC members from the

Council Members, in concurrence with theCouncil.

d. Appoint four Fund Management Committeemembers, if needed, in concurrence with theCouncil.

3. Finance.a. Provide a written approval for any payments

larger than $5,000.

President-Elect (PE)1. Prepare for the upcoming UKC, serve as its chair,

and oversee all the UKC activities.2. Prepare the UKC plan and budget.3. Serve on the Board of Directors (Council).4. Serve on the EC.5. Serve on the DC.6. Serve on the ex-officio member of the Rules Com-

mittee.7. Serve on the KUSCO Board of Directors on the

basis of the KUSCO’s policy.8. Prepare and submit a report for Annual/mid-

term Council and transition meetings.9. Conduct an annual designation of Local Chapters

and Branches at least two months prior to thestart of the presidency (Policy 4 Article 9).

First Vice President (VP1)The Vice President (VP1) fulfills the duties of the President in the case of his/her incapability. The VP1 serves as the chairperson of the Contest Committee and is responsible for all chapter activities.1. Participate in all EC, DC, and Council meetings.2. Serve on the Board of Directors (Council).3. Serve on the Executive Committee.4. Serve as the chair of the National Contest Com-

mittee (NCC).5. Serve as the chair of the National Mathematics

and Science Competition (NMSC).6. Advise the Local Chapter Presidents Committee

(LCPC)a. Membership Driveb. Financial Assistancec. Establishment and Maintenance

7. Review Local Chapters’ business plans and bud-get.

8. Participate in local events organized by Local


Chapters and Branches as well as Student Chap-ters.

9. Prepare and submit a report for Annual/mid-term Council and transition meetings.

Second Vice President (VP2) 1. Participate in all EC, DC, and Council meetings2. Serve on the Board of Directors (Council).3. Serve on the EC.4. Oversee all professional publications and sponsor

reports.5. Oversee all technical and business proposals.6. Advise the Technical Groups (TGs) and Affiliated

Professional Societies (APSs)a. Membership Driveb. Financial Assistancec. Establishment and Maintenance

7. Review the TGs and APSs’ business plans and budget.

8. Participate in local events organized by TGs and APSs.


Executive Director (ED) 1. Serve on the Board of Directors and facilitate

Council meetingsa. Distribute the notice and draft agenda for the

Council meeting well in advance prior to the meeting.

b. Confirm the final-draft agenda with all partic-ipants in advance prior to the meeting.

c. Send the documents required for the Council meeting at least 2 weeks prior to the meeting.

d. Ensure that the Councilors present are suf-ficient for establishing the quorum (50% of Council Members).

2. Serve on the Executive Committee and facilitate EC meetings.a. Review the progress of all activities outlined

in the business plan and budget.3. Serve on the Directors Committee and facilitate

DC meetings to prepare the following with the Directors:a. Mid-year and end-year auditsb. Mid-year and end-year reports c. Transition documents

4. Provide written approval for payment(s) be-tween $2,500 and $5,000.

5. Serve as an ex-officio member of the Rules Com-mittee.

6. Serve as an ex-officio member of the Election Committee.

7. Serve as an ex-officio member of the National Contest Committee.

8. Serve as FD in the absence of the FD.9. Advise the EC on decisions pertaining to staff

hiring and firing.

Finance Director (FD) The Finance Director (FD) is in charge of all funds and shall disburse such funds as deemed necessary. The FD keeps accounts in books belonging to the KSEA, which shall be open to inspection by Auditors. At the end of FD’s term, all funds, records, papers and any other properties shall be transferred to his/her successor.1. Develop an annual budget plan with the EC and

present it at the Annual Council Meeting. 2. Open and close bank accounts and manage assets

upon the EC’s approval.3. Advise the Finance staff on keeping thorough

records on the income and outgoing expenses to substantiate KSEA’s tax returns.

4. Ensure that all tax records (i.e., account payables, account receivables, etc.) are available electroni-cally.

5. Report quarterly financial status to the EC and Auditors, and provide semi-annual financial statements at the Annual and mid-term Council Meetings.

6. Provide financial reports to the Korea Federation of Science and Technology Societies (KOFST).

7. Serve as an ex-officio member of the Fund Man-agement Committee (FMC).

8. Ensure the compliance of Finance, Accounting and Payment procedures.

9. Monitor financial standings and prepare the fol-lowing with the Directors: a. Mid-year and end-year audits.b. Mid-year and end-year reports.c. Transition documents.

10. Monitor property management standings and resolve any issues regarding rental properties.

11. Approve checks payable to Local Chapters and Branches, Affiliated Professional Societies, Com-mittees, individuals, and any others based on EC’s decision.

12. Manage the KSEA HQ staff salary bank account.13. Review and approve reimbursement of P and

PE’s overseas travel expenses. 14. In case of an overseas fund-raising trip, review

and approve the trip if its cumulative trip dura-tion exceeds 25 days.

15. Provide written approval for any payment(s) less than $2,500.

16. Review the reimbursement of travel expenses, the approval of fund requests, etc.


The Directors Committee is composed of EC members and Directors, who are appointed by the President to serve for one year. Appointed Directors are not required to be Councilors.

HQ Operations Director (HOD) 1. Ensure that the KSEA HQ staff members follow

their R&R and office operations guideline 2. Ensure that the KSEA operates in compliance

with all Labor Laws.3. Understand and comply with the state’s particu-

lar set of rules employment regulations.4. Monitor and control staff ’s work assignments

and schedules. 5. Handle interviewing, hiring and firing decisions.6. Advise staff on working well together as a team.7. Assess current workforce and future staff needs.8. Provide staff with proper payroll, health care

benefits, and overtime compensation.9. Ensure record keeping for time and attendance.10. Ensure consistent labor practices and fairness to

all employees.11. Administer employees’ performance evaluations

with input from the EC and the standing commit-tee/Task Force chair.

12. Communicate with staff and set them up for long-term success.

13. Maintain HR management information systems, teleconference services, Skype, Email, etc.

14. Facilitate regular and specific staff group(s) meetings.


General Director (GD) The General Director (GD) is the custodian of all the permanent records of the KSEA. 1. Take and keep meeting minutes of all Council and

EC/DC meetings. 2. Assist ED

a. Preparing Council meeting dockets. b. Finalizing meeting agendas.

3. Communicate regularly with EC and DC members to check task progress.

4. Follow and update current issues with DC mem-bers.

5. Work with the VP1 to support all Local Chapters and Branches.

6. Oversee press release and external public rela-tions.


Technical Group Director (TGD) 1. Work with the VP2 to support all Technical

Groups.2. Develop technical and business proposals.3. Coordinate technical publications and sponsor

reports.4. Oversee all technical meetings, seminars, and

workshops.5. Support TG Councilor activities. 6. Support the VP2 in coordinating TGC meetings at

the UKC.7. Support TG specific symposia and/or confer-

ences.8. Prepare and submit a report for Annual/mid-

term Council and transition meetings.

Affiliated Professional Societies Director (APSD) 1. Develop and support the APSs.2. Support the VP2 in coordinating APS meetings at

the UKC.3. Support APS technical symposiums and/or con-

ferences. 4. Prepare and submit a report for Annual/mid-

term Council and transition meetings.5. Assist APS Committee in reviewing the qualifica-

tion of APS (Policy 4 Article 3).

ROLES AND RESPONSIBILITIES OF DIRECTORS


Industry Entrepreneurship Director (IED)1. Promote/support entrepreneurship activities.2. Develop and coordinate industrial forums.3. Bridge industry partners with appropriate TG

and/or APS experts.4. Prepare and submit reports for Annual/mid-term

Council and transition meetings.

Information Technology Director (ITD)1. Direct IT related businesses.2. Develop a long-term IT infrastructure.3. Supervise IT staff by holding regular meetings.4. Recommend IT hardware and computer software

purchases.5. Supervise IT staff for IT infrastructure.6. Plan and schedule IT staff ’s tasks.7. Assist staff evaluations.8. Develop and maintain IT strategic plans for KSEA.9. Prepare and submit reports for Annual/mid-term


Membership Director (MD)1. Lead new/renewal membership drive.2. Provide support to establish new Chapters and

Branches.3. Develop Local and YG Chapters, and branches.4. Provide support to revitalize inactive Chapters/

Branches.5. Review and comment on chapter event proposals

and regional conference proposals.6. Prepare and submit reports for Annual/mid-term


Publication Director (PD)1. Manage publications including KSEA Letters and

UKC report.2. Plan publication schedules and create publication

guidelines according to the EC’s directions.3. Supervise HQ project staff for KSEA publications.4. Solicit KSEA members’ achievements, and devel-

op news items based on their achievements forKSEA website release and/or for KSEA Letters.

5. Publication Proceduresa. Assess publication preparation status.b. Contact chapter presidents, APS presidents,

and other potential authors to request arti-cles.

c. Supervise project staff for the design and con-tents layout.

d. Select news-worthy chapter event reports,regional conference reports, and APS eventreports.

e. Review and edit publication drafts and proof-read.

f. Note that printing requires at least 5 businessdays and mailing process requires at least 2to 3 business days.

6. Prepare and submit reports for Annual/mid-termCouncil and transition meetings.

Project Director (PJD) 1. Develop and prepare proposals for various proj-

ects upon the EC’s request.2. Implement funded projects such as professional

workshops.3. Manage and conduct special projects requested

by Korean partners.4. Coordinate partner’s leadership training pro-

grams and/or site visits.5. Prepare and submit a report for Annual/mid-

term Council and transition meetings.

Young Generation Director (YGD) 1. Develop YG Chapters and their programs and

budget plans.2. Manage and execute new/renewal YG member-

ship drives.3. Establish new YG Chapters and Branches.4. Revitalize inactive YG Chapters.5. Manage and guide conferences and forums

including the Young Generation Technical andLeadership Conference (YGTLC), Young Gener-ation and Profession Forum (YGPF), and YoungGeneration Forum (YGF).

6. Collaborate with the Young Generation Commit-tee (YGC) for YG activities.



COUNCIL, EC AND DC MEETINGS


Administrative Staff1. Assist the President and the President-Elect on

UKC fund-raising trips, scheduling meetings, and documentation for various purposes.

2. Assist UKC coordination – preparing UKC intro-ductory documents, UKC proposals, UKC invi-tations, sponsor contacts, VIP invitations, VIP/Sponsor recognition dinner preparations, plenary session preparations, Award ceremony prepara-tions, etc.

3. Assist the Directors on Chapters’ and APSs’ HQ-related business.

4. Assist MDs on membership drive and chapter es-tablishment/revival by communicating with local chapter presidents.

5. Update the Chapter and APS presidents at the beginning of administrations.

6. Assist Committee Activities a. Election Committee – confirm vacant po-

sitions for the general election, work with committee chair for election announcement and results follow-up.

b. Nomination Committee – confirm vacant positions for nomination, request and col-lect nomination forms, submit the finalized nomination status and ballot to ED. Help EC submit the list of nomination to council 2 weeks prior Council/Director meeting.

c. History Committee – Assist the history DVD production and PowerPoint presentations.

d. Honors & Awards Committee – Assist Young Investigator Grant applications, KSEA Awards nominations, and DSPM/DSM/HM nomina-tions. Tabulate the application/nomination list. Announce the selection results. Coordi-nate the award ceremony.

e. Scholarship Committee – Assist Scholarship application processes and results announce-ment/notifications. Coordinate the award

ceremony.f. Young Generation Committee – Assist KOFST

Young Generation Forum applications and follow ups for participants.

g. Confirm new committee members for every admin and assist election of committee chairs and former president councilors

7. Assist R &D Projecta. Global R&D demand Project – document

proposal and report, collecting survey forms and file.

b. Global R&D Training Program – document proposal and report, coordinate training pro-grams and schedule.

c. DB project for the Global S&T Group – docu-ment proposal and report, collect CV forms

d. Global Conference Manual Project - document proposal and report

e. Other projects with Korean organizations8. Prepare and review Contract and MOU docu-

ments. 9. Manage KSEA Public Relations including press

conference, press release and website news.10. Coordinate meetings for Council, EC, Committees

and Auditors.11. Coordinate Council e-voting.12. Document Annual and Mid-term Council meeting

docket and Transition meeting docket.13. Post and update KSEA website contents14. Help EC/RC to update amended Policies by

checking council meeting minutes.15. Prepare and submit business proposals and

reports for various KSEA events (e.g. SEECD, ProDeW, APS events for the KOFST fund support, etc).

16. Arrange teleconference for EC/DC meetings, Committee meetings, Chapter Presidents meet-ings and Task Force Meetings.

17. Collect and archive meeting minutes for Council,

ROLES AND RESPONSIBILITIES OF STAFF MEMBERS


EC/DC, Chapter Presidents and Task Force.18. Prepare and send congratulations and condolenc-

es for KSEA members.19. Arrange meetings for KSEA representatives and

Korean Government officers in U.S. and Korea.20. Manage assigned E-mail accounts: sejong@ksea.

org; [email protected]; [email protected]

Finance Staff 1. Assist FD on all KSEA finance matters.2. Record all financial transactions in “QuickBooks”

(accounting book), and prepare pertinent reim-bursement checks.a. Financial transactions including bank recon-

ciliationsb. Real estate property income/expense/taxesc. Membership dues payment/refundsd. Chapter/APS subsidiese. Chapter/APS/regional conference finance

supportf. Scholarship/NMSC Awardsg. YGTLC income/expense/reimbursementh. Midterm Council Meeting reimbursementi. General HQ operations in finance mattersj. UKC budget, current administration budgetk. ProDeW, SEECD income/expense/reimburse-

mentl. YGF reimbursement

3. Prepare and send the finance statementa. to FD for EC/DC meetingb. to the auditors for the internal audit

4. Assist VPs on solicitation or collection of pro-posals and activity reports and their fund status,Chapters/APS relations, and fund distributions

5. Coordinate with an attorney for the annual reportto state

6. Assist R&D project on invoices/finance assist/honorariums/award

7. Maintain System for Award Management(SAM)registration, Data Universal Numbering System(DUNS), and Commercial and Government Entity(CAGE) numbers

8. Prepare Business/Professional/OccupationalLicenses (BPOL) report

9. Coordinate with CPAa. Annual tax return: 990 and 990-Tb. 1099 list

10. Support Chapter presidents with preparing pro-posals, reports, events and other finance mattersincluding bank related activities

11. Prepare and submit finance reports to KOFSTtwice a year

12. Coordinate the UKC online/onsite registrations,

Sponsor invoice/receipts, Sponsor Q&A/booth/advertisement, invited/regular speaker support, YGPF reimbursement, and Council/invited reim-bursement

13. Prepare UKC finance reports for various sponsors14. Report to FD, P and Auditors for any violation of

the reimbursement policies including P’s/PE’soverseas trips

15. Support FMC (Fund Management Committee)a. FMC meetings on foundation and scholarship

fundsb. Prepare Endowment fund statementsc. Manage Rockville and Luxberry properties

16. Support FD, P, PE, VPs, and CPs17. Manage assigned E-mail accounts: finance@ksea.

org; [email protected]

Project Staff1. Manage KSEA publications2. Manage membership database3. Input new membership

a. Update existing membership informationb. Update eligible voting members’ informationc. Notify non-working email addresses to CPs

and request correct email addresses for KSEAelection e-voting

4. Assist PDs on the preparation and distribution ofKSEA Letters and UKC Reportsa. Solicit and collect articlesb. Design graphicsc. Distribute to sponsors and members

5. Assist Program/Publication Directors on the pub-lication of UKC Program Brochures.

6. Facilitate National Mathematics & Science Com-petitions (NMSC) and National Physics HighSchool Competitions (NPHSC)a. Assist Contest Committee and collect infor-

mation from participating chapters.b. Collect scores sheets and determine national

winnersc. Help IT staff to upload necessary information

on KSEA NMSC website.d. Prepare and provide posters and award cer-

tificates7. Support local chapters, APSs, and VPs on data-

base and membership.8. Assist Auditors by providing document logs (In/

Out to/from KSEA) both internally and externallyand other miscellaneous help.

9. Design and develop KSEA calendars and holidaycards.

10. Solicit, distribute, and update online staff work-sheets and vacation recording documents weekly.

mailto:[email protected]


11. Regularly monitor and re-stock office supplies upon approval from the ED or HOD.

12. Collaborate with HQ staff on:a. Finance, IT, and administrative matters –

work on expense report and support UKC reimbursement including email account man-agement ([email protected]).

b. Membership inquiries, job posting inquiries, and post/update KSEA website contents.

c. Scholarships and award program as well as ceremonies held at the HQ.

d. Collect and layout candidate profiles for the general election.

13. Bulk email for publication distribution and ship-ping arrangement.

14. Assist special and ad-hoc projects (i.e., KSEA Handbook Task Force) and arrange teleconfer-ence for such TF meetings

15. Archive the updated Handbook files as MS Word, InDesign and pdf formats

16. Manage assigned E-mail accounts: [email protected]; [email protected]

Information Technology Staff1. Assist ITD on the development of KSEA official

website2. Manage the KSEA official domains/sub-domains

and dedicated servers.3. Manage election website and e-voting system.

a. Provide project staff with a list of returned email addresses and corresponding member-ship information

4. Maintain the KSEA IT infrastructure:a. KSEA internal serverb. HQ office networksc. VPN, FTP, SSLd. KSEA email accounts

5. Maintain membership database and FTP sites:a. Membership management system b. Membership registration systemc. KSEA – KOFST DB search systemd. Bulk Emailer for HQ, Chapters, and APSse. Management of backup and security of KSEA

systemf. Provide KSEA members and staff with techni-

cal supportg. Update FTP sites and system accounts and

passwords when the term changes6. Develop and maintain KSEA affiliated websites

and paper/online registrations pertaining to:a. NMSC websiteb. Scholarship websitec. Young Investigator Grant website

d. APSs and Local Chapters web hosting/do-main and websites

e. UKC websites, paper submission, and online registration

f. KSEA Letters digital archivalg. Special programs such as professional devel-

opment workshopsh. Other websites including chapter specific

requests i. Design, build, or maintain websites related

to KSEA events by using ITD’s recommended content creation tools

j. Backup files from websites to local directo-ries

7. Collaborate with HQ staff on:a. KSEA Letters, UKC Proposals and Reports.b. Preparation of Letters-recipient listc. Membership inquiries, job posting inquiries,

and KSEA online Jobs Board.d. Administration matters including restocking

office supplies.8. Manage assigned E-mail account: [email protected]

Other Activities1. Specific roles and responsibilities are identified

for individual staff members above. In emer-gency situations or depending on workloads for individual staff members, the ED or HOD may assign work to individual staff members, outside the specific roles and responsibilities.a. The Reporting System

• Personnel Management (human relations, job assignment, hiring, working environ-ment): All staff members are under the supervision of HOD or ED and P.

All staff → HOD or ED → P • Functional Management (Other than Peo-

ple Management) Finance Staff → FD (major) & HOD → P IT Staff → ITD (major) & HOD → P Administrative Staff → ED (major) & HOD → P Project Staff → HOD or ED → P

b. Performance Evaluation • The EC will evaluate staff performance at

least twice a year with input from all DC members, standing committee chairs, and task force chairs.

• Staff salary adjustment can be deter-mined based on the evaluation.


The Purpose of Office Operations Guidelines.These guidelines have been prepared to acquaint staff and officers with KSEA’s policies and proce-dures. These guidelines do not create any expressed or implied contractual right but reflects the policies and procedures generally applicable at the time of publication. Such policies and procedures may be changed by the KSEA at any time.

The guidelines do not, and are not intended to, cover all matters in detail or serve as a contract between staff and KSEA. Employment at KSEA is on an at-will basis, which means that both employee and employer may terminate the relationship at any time for any reason.

The KSEA may add to, revise, or delete any part of these guidelines, without prior notice. In addition, the KSEA may need to make exceptions from time to time. Any exceptions that might be made shall not constitute a change in policy.

The entire office staff should operate as a collabora-tive team to support KSEA members, and elected and appointed officers. Staff should communicate with each other on a regular basis to make sure each staff member is up to date with current and upcoming activities. All staff should treat each other in a profes-sional manner and with respect. Each staff member should work hard not to disrupt or cause conflict within the office.1. Staff Meetings

A routine staff meeting is a good way to ensure that everyone is informed about what is happening in each support program area and among staff and/or officers. Staff members may take turns in scheduling and moderating the meeting, and preparing minutes.a. Staff meeting must be held at least once a

month. It is highly recommended to invite HQ Operation Director (HOD) and/or Executive Director (ED) and/or Finance Director (FD) to attend the meeting in person or by teleconfer-ence.

b. Minutes must be prepared and forwarded to EC for their information.

2. FilingA well-organized filing system is critical to successful office operations. It is important that key documents, records, and e-mails be filed or

stored in an organized manner, so that written information or e-mails can be retrieved quickly when needed. The following are suggested meth-ods of storing and filing:a. Emails: Use the right subject title instead of us-

ing RE and FW. Do not begin with an arbitrary subject or title. It is recommended to begin with the title of a planned activity, which has been approved by Executive Committee (EC) or Director’s Committee (DC). For example, “UKC: Correction of Authors.” The e-mails should be moved periodically to appropriate folders for storage. Folders should be created and maintained such that a staff member as well as any elected or appointed officer should be able to easily locate a specific e-mail from folders.

b. Hard copy documents, books, and records should be sorted and kept for future refer-ence in the order of their subject titles. Their locations should be indexed and listed or kept, similar to those at a library. Adminis-trative staff is responsible for this duty. All staff should forward important documents, books, and records to administrative staff for storage.

3. Timeline of Required Responsibilitiesa. A KSEA program support staff member has

a number of activity deadlines to follow. It is recommended that each program support manager establish his or her own list of dead-lines and post it in an obvious and convenient location to act as a frequent reminder for forthcoming deadlines. The list should be consulted during the preparation of agendas for the staff meetings.

4. Safety and Accident Prevention a. It is required for staff to follow common

sense safety practices. Staff must immediately report all injuries or illnesses, which have occurred to her or him while on the job to the HOD and the ED.

5. Equal Opportunity & Nondiscriminationa. KSEA is an equal opportunity employer and

is committed to non-discriminatory poli-cies and practices with regard to any and all personnel actions. KSEA pursues a positive course of action to foster equal consider-

OFFICE OPERATIONS GUIDELINES


ation and treatment of all job candidates and employees with regard to recruitment, selections, performance, promotion, training, self-development, or other forms of compen-sation, benefits, and termination regardless of race, creed, nationality origin, sex, age, marital status, physical handicap and veteran status.

b. KSEA recruits, selects, compensates, trains, and promotes people on the basis of skill, training, ability, attitude, and character, without regard to age, sex, color, race, creed, national origin, religious persuasion, marital status, pregnancy, family status, sexual ori-entation, political belief, status as a veteran, disability that does not prohibit performance of essential job functions, or any other basis prohibited by federal, state or local law.

6. Nondiscrimination procedure a. It is KSEA’s policy to follow personnel proce-

dures that will ensure equal opportunity; to make reasonable accommodations wherever necessary for employees with disabilities who are otherwise qualified to perform the duties and assignments connected with the job; and to investigate instances of alleged discrimina-tion and take corrective action if warranted. KSEA intends to provide a work environment that is pleasant, healthful, comfortable, and free from intimidation, hostility or other offenses which might interfere with work performance. Harassment of any sort - verbal, physical, visual - will not be tolerated.

b. A staff member who feels that he/she is a victim of discrimination or any unlawful harassment, including sexual harassment by fellow staff, officers, or KSEA members should immediately (within 60 days of its occurrence) bring the matter to the attention of the HOD or the ED (if the harasser is a party of the HOD or the ED, report the matter to the President or Auditors). KSEA will promptly investigate all harassment allegations in a confidential man-ner and take appropriate corrective actions as warranted.

7. Standard Hoursa. Normal Working Hours: The normal working

hours are 9:00am to 5:30pm each business day with a mandatory 30-minute lunch break. The standard work week is 40 hours/week for full-time employees, and 20-25 hours week for part-time employees.

b. Incremental Weather Condition: KSEA will

observe the Federal Government policy in deciding whether or not to open its office during incremental weather condition.

8. Absence and Recording of Absences a. Record all anticipated or planned off hours

and days well in advance on the “vacation calendar” so that officers are informed. Ad-vise both ED and HOD of planned absences at least 5 working days in advance. Unplanned absences such as sick leave should be report-ed to ED and HOD as soon as possible. A staff member who is absent for more than three consecutive working days because of illness must provide a statement from the attending physician prior to returning to work. Absenc-es that are not recorded may result in disci-plinary action, up to and including dismissal. A staff member who fails to report to work and fails to record it in the calendar, call in or send an e-mail to HOD or ED or P for 10 working days will be considered terminated.

b. Distinguish the nature of off-days and record the number of off-days per the table below.

Category Vacation (VC) Compesation Off (CO)*

Sick Leave (SL)

2-4 hrs/day 1/2 1/2 1/2

4-8 hrs/day 1 1 1

*: requires a prior permission by HOD or ED c. If less than 2 hrs is taken off, a staff member

has an option to (a) take a half-day vacation or (b) make up the equal amount of time on a different day within a month.

d. The staff members who have vacation days record their vacation days in the “Excel file” on the ftp site in order to make a record on the use of their vacation days.

9. Overtime Work and Compensationa. Exempt Employees: this includes directors,

professionals, administrative employees and supervisors as defined by laws and regula-tions. It is expected that exempt staff will spend whatever time is required by the KSEA to meet their commitments. Exempt employ-ees are not eligible for overtime compensa-tion. However, if a regular exempt employee works in the evenings or weekends at the request of an officer (usually an EC member, with the HOD or ED cc’ed in the request), the employee will receive an equivalent time of CO.

b. Non-Exempt Employees: In accordance with the Fair Labor Standards Act (FLSA), nonex-empt employees are eligible to receive over-


time pay at a rate of one and one-half times their rate of pay for time worked in excess of 40 hours/week. Non-exempt staff includes secretaries, bookkeepers, and other clerical or support positions. All overtime must be authorized in advance by the HOD or ED and recorded on time sheets for payroll purposes. Overtime Pay is not authorized for work on Saturdays, Sundays or holidays if total time worked during the week is 40 hours or less. For the purposes of overtime calculations, paid leave is counted as time worked.

10. Funeral AttendanceKSEA will allow a staff member up to three days away from work for funerals and other person-al needs relating to the death of an immediate family member. A member of an immediate family (including step-family) is defined as the staff member’s mother, father, spouse, children, sibling, mother-in-law, father-in-law, grandparents, or grandchild.

11. Witness and Jury DutyWitness and jury duty leave is granted to any staff member summoned for service as a juror or as a court witness. If the staff member is called for witness or jury duty, she or he must present the summons to ED or President by e-mail or FAX and request leave. The staff member must report for work whenever the court’s schedule permits or when released from witness or jury duty. The jury duty certification should be submitted after the service.

12. Maternity Leave and Military Leavea. Maternity Leave: KSEA grants 10 days of paid

maternity leave to staff members following the birth of a child which does not include adoption.

b. Military Leave: KSEA will observe the Federal Gov-ernment Policy for military service by reservists.

13. Unpaid LeaveKSEA does not offer paid time off specifically for sick leave. KSEA allows staff to take unpaid leave up to 3 months for medical reasons, extended maternity leave, severe family or personal prob-lems. Unpaid leave can be requested once the staff member has used all his/her vacation time.

14. VacationsFull-time staff is entitled to vacation and sick days during fiscal year based on length of service as follows:YEAR OF SERVICE VACATION SICK DAYS Up to 5th 7 days 3 days 6th to 10th 12 days 3 days 11th and beyond 15 days 3 days

A new staff member with more than 10 years of previous experience in an equivalent area may be granted five days of vacation at the time of em-ployment. Unused annual earned vacation days of up to 5 days can be carried over to the following fiscal year. Maximum 15 days can be accrued.

15. HolidaysKSEA will recognize the following 10 paid holi-days.

HOLIDAY DATE

New Year’s Day January 1

Martin Luther King Day 3rd Monday in January

Presidents Day 3rd Monday in February

Memorial Day Last Monday in May

Independence Day July 4

Labor Day 1st Monday in September

Columbus Day 2nd Monday in October

Thanksgiving 4th Thursday in November

Day after Thanksgiving 4th Friday in November

Christmas December 25

16. Staff Conduct and Ethics PolicyEach staff member is required to act in a courte-ous and respectful manner toward co-workers, elected and appointed officers, and all KSEA mem-bers. It is required that a staff member follow the writ-ten ethics policies (Sections 17-22 below). In case of a violation of ethics policies, an employee can be disciplined or dismissed.

17. KSEA PropertyKSEA owns all material and equipment, including computers, information, software programs in the office and database regardless of whether they are tangible or intangible. Except as authorized or directed by KSEA, the Employee shall not disclose to any person or entity any confidential informa-tion of KSEA, such as the personal information of individual members or confidential information of others which has come into possession of KSEA.

18. Personal Appearance and Demeanor A staff member’s use of discretion in style of dress and behavior is essential to the productive and efficient operation of the workplace. Therefore, while performing duties for KSEA, the staff mem-ber will dress in attire appropriate to the business environment, and will behave in a professional and business-like manner.

19. Preparing Written Correspondence a. Any written information leaving or sent from

KSEA is a reflection of KSEA. It is important


for letters to be professional. Accumulate a file of reference aids, including a manual on grammar, manuals used for certain comput-er programs, and a dictionary. Whenever in doubt, check. Keep a file of sample letters that KSEA uses on a recurring basis. Good gram-mar and appearances are important aspects of any correspondence.

b. A good letter has a pleasant tone and con-cisely provides the needed information. As a guide, imagine yourself as the addressee and consider whether or not you would have a question. Keep the sentences and paragraphs short, but do not overdo it to the point that your letter sounds choppy. Do not delay in getting to the point and answer what is asked with the necessary information.• Most of the correspondence from KSEA to-

day is completed on the computer. To save time and make work easier, you can create style sheets, glossaries, and other shortcuts that can be helpful. With glossaries, you can store pieces of text that you use frequently.

• Become proficient with your word process-ing program.

• Always proofread and utilize the spell-check function

20. Alcohol and Drugs Staff may not possess or be under the influence of alcohol, intoxicants or illicit drugs on the way to work or on the job.

21. Conflict Managementa. Management of Conflict: In order to maintain

and promote a fair and productive working environment as well as prevent workplace conflicts from happening, KSEA encourages open communication among staff and offi-cers. If a workplace conflict occurs, however, KSEA encourages its resolution at the earliest opportunity. Both formal procedures and informal conflict resolution mechanisms are provided. KSEA encourages staff to use infor-mal resolutions whenever appropriate.

b. Staff meeting: A staff meeting provides an in-formal resolution mechanism for the parties to voluntarily resolve disputes involving relation-ships between staff of KSEA through the use of the ED, FD, or an Auditor as a neutral mediator.

c. Executive Committee: The EC provides a formal grievance process for the review and resolution of certain issues that remain unre-solved from the informal process. An individ-ual staff member must initiate by complaining in writing to the EC within 15 calendar days of

discovering the event raising conflict, but no later than one year from the occurrence of the event. Upon receiving the complaint, the HOD or ED or FD (Auditor if the HOD or ED or FD is a party of the alleged conflict) will repre-sent EC in the investigation of the identified concern and/or conflict. Upon receiving the investigative report from the HOD or ED or FD (or Auditor if HOD or ED or FD is a party of the alleged conflict), the EC will make a de-cision, take appropriate actions available, and respond to the staff members. EC is the sole judge and its decision is final.

22. Travel Guidelinesa. Travel Reimbursed Expenses: staff members

will be reimbursed for expenses incurred during the authorized travel and services for KSEA. Prior authorization by ED, HOD or President is required for reimbursement.

b. Reimbursable expenses could include travel costs, meals and tips, lodging, personal auto mileage and other reasonable direct costs. Alcohol and entertainment are not reimbursable expenses.

23. Benefitsa. Medical Insurance

KSEA may provide insurance and the Worker’s Compensation to employees.

b. Retirement PlanKSEA does not offer any retirement plans such as the 401-K Plan to employees.

24. Teleconference Reservation a. We strongly encourage the use of https://

www.freeconference.comb. If participants are having difficulties using US

phone numbers, the headquarters staff can setup and provide a 1-800 number.

25. Staff Work & Vacation Recording Systemsa. Staff weekly plans, timesheets, monthly plans,

monthly report, quarterly reports: b. Staff members report their weekly plans

and timesheets each week. They also report monthly plans and send monthly report each month. Quarterly reports should be submitted each quarter. All of these should be sent to the ED and HOD by email and uploaded onto the KSEA admin website.

c. Staff members report their vacation and off times on the KSEA Web site. They also keep their yearly vacation times and schedules on the admin ftp site. The password can be pro-vided to those who have access. Staff mem-bers should send vacation plans to HOD and ED and receive approvals as described in the operation guideline.


Employment agreement made on (Date)between Korean American Scientists and Engineers Association (here-inafter “KSEA” or “Employer”) a Non-Profit Organization which is corporate and existing under the laws of Com-monwealth of Virginia, with its principal office located at 1952 Gallows Rd. Suite 300, Vienna, Virginia, 22182 and EMPLOYEE NAME (hereinafter “Employee”) reside at _______________________________________.

RECITALSA. KSEA is engaged in the business of nonprofit association of scientists and engineers, and maintains chap-ters and branches as well as affiliated professional societies across the nation.B. Employee has been engaged and has had a great deal of experience in the above-designated business.C. Employee is willing to be employed by KSEA and KSEA is willing to employ employee, on the terms, cove-nants, and conditions set forth in this agreement.In consideration of the matters described above, and of the mutual benefits and obligations set forth in this agreement, the parties agree as follows:

SECTION ONE. EMPLOYMENTA. KSEA employs, engages, and hires employee as an Administrative Manager to conduct the given tasks and duties, and employee accepts and agrees to such hiring, engagement, and employment, subject to the general supervision and pursuant to the orders, advice, and direction of KSEA.B. Employee shall perform such other duties as are customarily performed by one holding such position in other, same, or similar businesses or enterprises as that engaged in by KSEA, and shall also additionally ren-der such other and unrelated services and duties as may be assigned to her from time to time by KSEA.

SECTION TWO. BEST EFFORTS OF EMPLOYEEEmployee agrees that she will at all times faithfully, industriously, and to the best of her ability, experience, and talents, perform all of the duties that may be required of and from her pursuant to the express and implic-it terms of this agreement, to the reasonable satisfaction of KSEA. Such duties shall be rendered at the office and other place or places as KSEA shall in good faith require or as the interest, needs, business, or opportunity of employer shall require.

SECTION THREE. TERM OF EMPLOYMENTThe term of this agreement shall be from the date of execution of this agreement to (Date). At the expiration date of this agreement shall be considered renewed for a periods of one year, provided both parties mutually consent to renew this employ agreement.

SECTION FOUR. COMPENSATION OF EMPLOYEEKSEA shall pay employee, and employee shall accept from KSEA, in full payment for employee’s services un-der this agreement, compensation at the rate of $ (Salary) per year, payable twice a month of each month while this agreement shall be in force.

SECTION FIVE. TERMINATION DUE TO DISCONTINUANCE OF BUSINESSIn spite of anything contained in this agreement to the contrary, if KSEA shall discontinue operating its busi-ness, then this agreement shall terminate as of the last day of the month in which employer ceases operations at such location with the same force and effect as if such last day of the month were originally set as the ter-mination date of this agreement.

Korean-American Scientists and Engineers Association

EMPLOYMENT AGREEMENT


SECTION SIX. OTHER EMPLOYMENTEmployee shall devote all of his/her time, attention, knowledge, and skills solely to the business and interest of employer, and KSEA shall be entitled to all of the benefits, profits, or other issues arising from or incident to all work, services, and advice of employee, and employee shall not, during the term of this agreement, be interested directly or indirectly, in any manner, as partner, officer, director, shareholder, advisor, employee, or in any other capacity in any other business similar to employer’s business or any allied trade; provided, how-ever, that nothing contained in this section shall be deemed to prevent or to limit the right of employee to in-vest any of her money in the capital stock or other securities of any corporation whose stock or securities are publicly owned or are regularly traded on any public exchange, nor shall anything contained in this section be deemed to prevent employee from investing or limit employee’s right to invest her money in real estate.

SECTION SEVEN. RECOMMENDATIONS FOR IMPROVING OPERATIONSEmployee shall make available to employer all information of which employee shall have any knowledge and shall make all suggestions and recommendations that will be of mutual benefit to employer and employee.

SECTION EIGHT. TRADE SECRETSEmployee shall not at any time or in any manner, either directly or indirectly, divulge, disclose, or communi-cate to any person, firm, corporation, or other entity in any manner whatsoever any information concerning any matters affecting or relating to the business of employer, including but not limited to any of its customers, the prices it obtains or has obtained from the sale of, or at which it sells or has sold, its products, or any other information concerning the business of employer, its manner of operation, its plans, processes, or other data without regard to whether all of the above-stated matters will be deemed confidential, material, or important, KSEA and employee stipulating that as between them, such matters are important, material, and confidential and gravely affect the effective and successful conduct of the business of KSEA, and KSEA’s good will, and that any breach of the terms of this section shall be a material breach of this agreement.

SECTION NINE. TRADE SECRETS AFTER TERMINATION OF EMPLOYMENTAll of the terms of Section Eight of this agreement shall remain in full force and effect for the period of ten years after the termination of employee’s employment for any reason, and during such ten-year period, em-ployee shall not make or permit the making of any public announcement or statement of any kind that she was formerly employed by or connected with KSEA.

SECTION TEN. ADDITIONAL COMPENSATIONEmployee shall not be entitled to any additional compensation by reason of any service that she may perform as the member of any managing committee of employer, or if she shall at any time be elected an officer of director of employer.

SECTION ELEVEN. EMPLOYEE’S INABILITY TO CONTRACT FOR EMPLOYERIn spite of anything contained in this agreement to the contrary, employee shall not have the right to make any contracts or commitments for or on behalf of employer without first obtaining the expressed written consent of employer.

SECTION TWELVE. AGREEMENTS OUTSIDE OF CONTRACTThis agreement contains the complete agreement concerning the employment arrangement between the par-ties and shall, as of the effective date of this agreement, supersede all other agreements between the parties. The parties stipulate that neither of them has made any representation with respect to the subject matter of this agreement or any representations including the execution and delivery of this agreement except such representations as are specifically set forth in this agreement, and each of the parties acknowledges that the party has relied on its own judgment in entering into this agreement. The parties further acknowledge that any payments or representations that may have been made by either of them to the other prior to the date of executing this agreement are of no effect and that neither of them has relied on such payments or represen-tations in connection with the party’s dealings with the other.


SECTION THIRTEEN. VACATIONEmployee shall be entitled to the paid vacation days as specified on the employment guidelines.

SECTION FOURTEEN. MODIFICATION OF AGREEMENTAny modification of this agreement or additional obligation assumed by either party in connection with this agreement shall be binding only if evidenced in writing signed by each party or an authorized representative of each party.

SECTION FIFTEEN. FIDELITY BONDEmployee will immediately make application for fidelity or a surety bond, to any company designated by employer, in such amount as may be specified by employer. Employer shall pay the premium on such bond, and such bond shall continue in force in such amounts as employer may from time to time require and if such bond is refused, or is ever canceled, except with the approval of employer, employee’s employment may be terminated immediately and employee shall be entitled to compensation to the date of such termination only.

SECTION SIXTEEN. TERMINATIONA. This agreement may be terminated by either party on thirty days’ written notice to the other. If KSEA shall so terminate this agreement, employee shall be entitled to compensation for thirty days.B. In the event of any violation by employee of any of the terms of this agreement, employer may terminate employment without notice and with compensation to employee only to the date of such termination.C. It is further agreed that any breach or evasion of any of the terms of this agreement by either party will result in immediate and irreparable injury to the other party and will authorize recourse to injunction and or specific performance as well as to all other legal or equitable remedies to which such injured party may be entitled under this agreement.

SECTION SEVENTEEN. TERMINATION FOR DISABILITYA. In spite of anything in this agreement to the contrary, employer has the option to terminate this agreement if employee shall, during the term of this agreement, become permanently disabled as the term permanently disabled is fixed and defined in this Section. Such option shall be exercised by employer giving notice to em-ployee by registered mail, addressed to him/her in care of employer at 1952 Gallows Rd. Suite 300 Vienna, Virginia 22182 or at such other address as employee shall designate in writing of KSEA’s intention to termi-nate this agreement on the last day of the month during which such notice is mailed. On the giving of such notice, this agreement shall cease on the last day of the month in which the notice is so mailed, with the same force and effect as if such last day of the month were the date originally set forth in this agreement as the ter-mination date of this agreement.B. For the purposes of this agreement, employee shall be deemed to have become permanently disabled, if, during any year of the term of this agreement, because of ill health, physical or mental disability or for other causes beyond employee’s control she shall have been continuously unable or unwilling or shall have failed to perform her duties under this agreement for thirty consecutive days, or if, during any year of the term of this agreement, employee shall have been unable or unwilling or shall have failed to perform her duties for a total period of thirty days, irrespective of whether or not such days are consecutive. For the purposes of this agreement, the term “any year of the term of this agreement” is defined to mean any 12-calendar-months period during the term of this agreement.

SECTION EIGHTEEN. EFFECT OF PARTIAL INVALIDITYThe invalidity of any portion of this agreement will not and shall not be deemed to affect the validity of any other provision. If any provision of this agreement is held to be invalid, the parties agree that the remaining provisions shall be deemed to be in full force and effect as if they had been executed by both parties subse-quent to the expungement of the invalid provision.

SECTION NINETEEN. CHOICE OF LAW & DISPUTESThis agreement shall be governed by and construed in accordance with the laws of the Commonwealth of Virginia. All disputes arising out of or in connection with this agreement shall be finally settled under the pro-


cedural rules of the American Arbitration Association (“AAA”) by three arbitrators appointed in accordance with the said rules, unless the Parties agree on the appointment of a sole arbitrator.

SECTION TWENTY. NO WAIVERThe failure of either party to this agreement to insist upon the performance of any of the terms and conditions of this agreement, or the waiver of any breach of any of the terms and conditions of this agreement, shall not be construed as waiving any such terms and conditions, but the same shall continue and remain in full force and effect as if no such forbearance or waiver had occurred.

SECTION TWENTY-ONE. ATTORNEY’s FEESIf any action is filed in relation to this agreement, the unsuccessful party in the action shall pay to the suc-cessful party, in addition to all the sums that either party may be called on to pay, a reasonable sum for the successful party’s attorneys’ fees.

SECTION TWENTY-TWO. PRIOR AGREEMENT AND KSEA HANDBOOK This agreement replaces all and/or any prior employment agreement between KSEA and the employee. All other employment benefits and conditions regarding this employment shall be subjected to the current KSEA Handbook..

The titles to the sections and paragraphs of this agreement are solely for the convenience of the parties and shall not be used to explain, modify, simplify, or aid in the interpretation of the provisions of this agreement.Each party to this agreement has caused it to be executed at the KSEA Office on the date indicated below.

IN WITNESS WHEREOF, the parties hereto have executed this employment agreement under the respective hands and seals as of the day and year fist above written.

Employee: Witness to Employer:

Korean-American Scientists and Engineers Association

Signed by ____________________________________

Date Signed: __________________________________

___________________________

NOTARY ACKNOWLEDGMENT FOR EMPLOYER

STATE OF _____________ ) ) SS.COUNTY OF ___________)

On the ___________ day of ______________ in the year 2011 before me, the undersigned, a Notary Public in and for said State, personally appeared _____________________, personally known to me to be the individual whose name is subscribed to the within instrument and acknowledged to me that he/she executed the same in his capacity, and that by his/her signature on the instrument, the individual or the person upon behalf of which the individual acted, executed the instrument.

Given under my hand this ____ day of ______________, 2011


__________________________________Notary Public

My Commission Expires on:_________________________________

Employer: Witness to Employer:

Korean American Scientists and Engineers Association

Signed by ____________________________________Title: PresidentPrinted Name: President Name

Date Signed: __________________________________

___________________________

NOTARY ACKNOWLEDGMENT FOR EMPLOYEE

STATE OF _____________ )) SS.

COUNTY OF ___________)

On the ___________ day of ______________ in the year 2011 before me, the undersigned, a Notary Public in and for said State, personally appeared _____________________, personally known to me to be the individual whose name is subscribed to the within instrument and acknowledged to me that he/she executed the same in his capacity, and that by his/her signature on the instrument, the individual or the person upon behalf of which the individual acted, executed the instrument.

Given under my hand this ____ day of ______________, 2011

__________________________________Notary Public

My Commission Expires on:_________________________________


1. Purpose of Audit a. To ensure sustaining the sound operations

of the Association and continuing its healthy growth

b. To assess the KSEA operations, the current fi-nancial status, the projected budget conditions, and the outlook of the Association

c. To identify areas that deserve recognition of achievements and need improvements

2. Audit BoundariesThe audit shall cover a wide range of KSEA oper-ations including, but not limited to, the following areas: finance & financial management, HQ oper-ations, KSEA membership, chapter development, YG engagement, Affiliated Professional Societies, website management, information infrastructure database, UKC, NMSC, KSEA Letters, EC/DC meet-ings, Council meetings, Bylaws, Policies, Handbook, and various committee activities.

3. Auditors’ Roles and Responsibilities The Auditors shall audit KSEA affairs according to standard accounting rules and the Policies, and report the audit results to the Council.

4. Standards & References The Audit shall be carried out according to general standards and the Bylaws and Policies of the KSEA. The key references concerning audits are:a. Bylaws Article 19 Auditorsb. Policy 5 Auditc. Policy 6 Articles 10 & 11 - Financial Audit &

Final Financial Audit Report5. Timing and Reporting

There shall be two formal audits: the mid-term and the year-end audit. Special audits can be conducted upon EC’s or Council’s request. a. Mid-term Audit:

• To be held in January (typically at the Mid-term Council Meeting)

• Audit format: (1) face-to-face interviews with EC/DC members and HQ staff; (2) interviews with Committee Chairs and Councilors; and (3) review of pertinent fi-nancial (i.e., the executed expenses against the Council approved budget) and opera-tional documents.

• A report shall be submitted to the Council by the end of February.

b. Year-end Audit• To be held in June (typically during the

transition meeting) • Audit format: same as above• A report shall be included in the Council

docket and presented at the Annual Coun-cil Meeting.

c. Special Audit: • Conduct a special audit within the scope

and timing specified by the EC or the Coun-cil

6. Areas of Special Attention (frequently violated cases)a. Late submission of travel expense reimburse-

ments including the P’s and PE’s fundraising trips.

b. Lack of timely review, approval, and submis-sion of required documents which are neces-sary for efficient HQ operations. • To address this problem, EC/DC should

create an action list by including achievable deadlines and the responsible person in each planned project or event.

c. Expenses exceeding 25% over the approved budget (Policy 6 Article 8 quoted below). “…any change in budget items due to a new or modified project should be approved by the Council if the change is greater than 25% or $30,000.”

d. Improperly documented EC/DC meeting min-utes and late distribution of EC/DC meeting agenda (Bylaws Article 20).

e. Lack of compliance with Officers’ and staff members’ Roles and Responsibilities specified in the Bylaws, Policies and Handbook.

f. Late submission of quarterly Financial & Ac-counting Report to Auditors.

g. Misuse of the acting Chapter President at the Council Meeting. • The term of “Acting Chapter President”

should be used instead of “Chapter Dele-gate.” Refer to Chapter President Manual regarding eligibility of Acting Chapter President

h. Lack of immediate reporting of Election Com-mittee on election irregularities (Policy 10 Article 4).

i. Improper disclosure of KSEA confidential information (e.g., distribution of recommended awardees before EC’s and/or Councilor’s final approval).

SELECTED TASK-ORIENTED GUIDELINESAUDIT GUIDELINES


US-Korea Conference on Science, Technology, and Entrepreneurship (UKC). The UKC shall be held annually. The UKC is organized exclusively for educational and scientific purposes to promote the following:

1. Increased knowledge and interest in the field of Science, Technology, Engineering, and Mathematics (STEM).

2. Greater interest in career planning and advancement, as well as leadership development.

3. Means of communications and collaborations between the United States and Korea.

Conference Chair President-Elect shall serve as the chair of the UKC with the following duties:1. Exercise executive authority over all matters re-

lated to the UKC.2. Plan and report on the activities of the UKC.3. Sign formal documents, memorandums of under-

standing (MOUs), contracts, and other materials in support of the UKC.

4. Prepare and submit sponsorship proposals for fundraising.

UKC Committee President-Elect may appoint the UKC Committee members to volunteer, plan, manage, and execute specific functions associated with all UKC programs. The UKC Committee may be comprised of the follow-ing members: 1. Conference Chair and Co-Chair2. UKC Executive Director3. Advisors 4. Technical Program Chair and Co-Chair5. Sponsorship Program Chair and Co-Chair6. Industry Program Chair and Co-Chair7. Young Generation Program Chair and Co-Chair8. Local Arrangement Chair and Co-ChairThe success of the event is completely dependent

upon volunteer work from individual members, Chap-ters, and members of the Board of Directors. The President-Elect and the Committee have the collective responsibility for event planning, management, and execution.

Conference Venue The Long Range Planning Committee may recom-mend three candidate cities to evaluate the capacity to hold the UKC. The conference site selection will be up to the President-Elect. The President-Elect shall sign a hotel contract well in advance (i.e., a year or more in advance) so that he or she can announce/advertise the following year’s UKC location in the cur-rent UKC Program Brochure (typically by July).

Previous Conference Records Previous conferences’ records (e.g., list of sponsors, budgets and expenses, hotel contracts, etc.) are available on the KSEA FTP site. In addition, general information about previous conferences can be found on the official conference website, for example:

http://ukc.ksea.org/UKC2014/http://ukc.ksea.org/UKC2013/…http://ukc.ksea.org/UKC2003/

Conference ReportsThe conference proceedings will be published and dis-tributed during the UKC. The conference report will be generated shortly after the UKC and will be delivered by mail or email to sponsors. In addition, a summary report will be included in an upcoming KSEA Letters and will be available on the KSEA website. The planning for UKC will begin as soon as Presi-dent-Elect is elected. The table below is a sample ex-ample of the key milestones in UKC planning:

UKC PREPARATIONS


Milestone Date Significant Event

May – June, 2013

Select UKC2014 conference venue and sign hotel contract

June 2013 Submit UKC2014 advertisement to be included in the UKC2013 Brochure

August 2013 Begin contacting sponsors to set up meetings (See sample sponsorship proposal below)

January 2014 Call for papers on UKC2014 online

May 2014 Make online conference registration available on UKC2014 website

August 6-9, 2014 UKC2014

Sample UKC Sponsorship Proposal

Describe the proposed conference/program to be supportedThe US-Korea Conference (UKC) is the primary conference for the 1st and 2nd generation Kore-an-Americans in the fields of technology and science. This year will be our most ambitious conference to date in promoting awareness of the rapid advances in science and engineering occurring both inside and outside of the United States. We plan to bring togeth-er over 1,500 of the most promising scientists and engineers from all over the United States and from South Korea. Your organization will have the oppor-tunity to showcase their research, attend technical symposia and workshops, participate in forums, and network with others to foster partnerships across international scientific communities, especially be-tween the United States and South Korea.

We plan to offer a Basic Science Program, Industry Technology Program, Emerging Technology Program, Women Scientist Forum, Energy Sustainability and Climate Forum, and Intellectual Property Forum, and other related workshops.

Describe the KSEAThe Korean-American Scientists and Engineers Association (http://www.ksea.org/) was established in 1971 as a non-profit national professional or-ganization exempt from Federal income tax under Section 501(c)(3) of the Internal Revenue Code. The objectives are to promote the application of science and technology for the general welfare of society and to foster the collaboration of international scientific communities, especially between the United States and South Korea.

Describe the proposed sponsorship levels and benefitsWe have several sponsorship opportunities to sup-port several areas of the event. Your support of the conference helps keep the event affordable for all participants. We rely on your generous dona-tions. The following is a list of the proposed funding amounts:

1. Platinum Level Sponsorship: $100,000+ 2. Diamond Level Sponsorship: $50,000-$99,9993. Gold Level Sponsorship: $30,000 -$49,9994. Silver Level Sponsorship: $20,000 -$29,9995. Bronze Level Sponsorship: $10,000 -$19,9996. Copper Level Sponsorship: $5,000 -$9,9997. General Level Sponsorship: $3,000 -$4,999


NOMINATION GUIDELINES (The administrative staff keeps a pptx file that can be revised and used for the presentation to the Council)

POLICIES AND TRADITION1. The Nomination Committee (NC) recommends up

to 4x # of the replacement positions in the case ofvacancies in PE, VPs, Auditors, and Councilors.• Council selects up to 2x for the annual elec-

tion of PE, VPs, Auditor, and Councilors.2. Floor nominations for PE, VPs, Auditor, and Coun-

cilors.• A written consent should be submitted to the

Council prior to the meeting.3. Floor nomination for committee members may

follow the same rule applied for Councilors.

4. The NC recommends up to 2x # of the replace-ment positions in the case of vacancies in com-mittees.• Council elects them.

5. The Fund Management Committee members andits Chair are appointed by President and con-firmed by the Council.

6. The NC Chair is elected by the Council usually atthe end of the nomination process.

7. Committee on APS• This Committee was established in 2014. For

the first Committee to be formed by the 2014Annual Council, the term of two members is3 years, the term of another two is 2 yearsand the term of the rest two is 1 year so thatone third of the members should be replacedevery year from 2015

QUALIFICATIONS1. PE and VPs: membership dues paid for the last 3

years2. Auditors and Councilors: membership dues paid

for the last 2 years3. Committee members: any voting members

except the case that the related Policy definesdifferently.

CANDIDATESThe NC should provide the following information to the Council:1. Position2. Name of nominee

3. Chapter4. Last degree (deg, yr, college)5. Affiliation and position6. KSEA activities (up to three)

COUNCIL BALLOTS AND COUNTING1. The recommended ballot includes:

a. Positionb. Maximum number of candidates to vote for

2. The recommended ballot counting:a. To be carried out by at least three members

including at least one auditor and excludingany candidates.

b. To be announced by the Council Chair as soonas the counting completes.

COUNCIL’S SELECTION OF THE CANDIDATES FOR PRESIDENT, VPs, AND AUDITORS

Position Candidates (up to 2x # of vacancy)

# of va-cancy

President-elect 1VPs 2Auditor 1

COUNCIL’S SELECTION OF THE CANDIDATES FOR TECHNICAL GROUPS

Position* Candidates (up to 2x # of vacancy)

Max. # of vacancy

Group APhysics

1

Group B Chemistry 1Group C Math, etc

1

Group DBiology, etc

1

Group EAgriculture, etc

1

Group FMed. & Pharma. Sciences, etc

1


NOMINATION GUIDELINES (The administrative staff keeps a pptx file that can be revised and used for the presentation to the Council)

Group GChem. Eng, etc

1

Group HMech. Eng, etc

1

Group IMaterials Sci, etc

1

Group JCivil/Environ, etc

1

Group KEE Eng, etc

1

Group LComputer Sci, etcGroup MIndustrial Eng, etc

1

*Please refer to KSEA Policy 2 for the details.

COUNCIL’S ELECTION OF THE COMMITTEE MEMBERS

Committee (total # of members including ex-officio members)

Compositions and Information Typical # of vacancy

National Contest (7)3 year term (4); ex-officio (3)

Ex-officio: VP1, ED, CPC Chair 2

Election (4)1 year term (3); ex-officio (1)

Ex-officio: ED 1

Fund Management (5)6 year term (4); ex-officio (1)

Nominated by the President Ex-officio: FD

0 or 2

History (7)3 year term (7)

2 or 3

Honors and Awards (7)3 year term (7)

At least one ex-President 2 or 3

Long-Range Planning (7)3 year term (7)

# of members increased in 2014 2 or 3

Nomination (7)1 year term (6); ex-officio (1)

Ex-officio: Immediate past President. The committee should include 2 former officers (EC members), 2 TGCs & 2 CPs

4

Rules (8)3 year term (6); ex-officio (2)

Ex-officio: PE, ED 2

Scholarship (7)3 year term (7)

2

Young Generation (13)3 year term (12); ex-officio (1)

Ex-officio: YGD. The committee should include 2 TGCs, 2 regular members with EC or Council experience

4

APS (8)1-, 2- & 3-year term (2 ea); ex-of-ficio (2)

Ex-officio: ED, TGD. The committee should in-clude at least 3 APS ex-P’s or P’s.

2 (6 in 2014)


TRAVEL EXPENSE REIMBURSEMENT GUIDELINES

General :KSEA members and staff may be reimbursed for normal and reasonable travel and other expenses incurred for KSEA business or activity purposes. All travelers must utilize the most economic mode of transportation, lodging, meals and related items.

A KSEA Travel Expense Reimbursement Form must be used in reporting expenses for reimbursement. All items other than mileage, tolls, tips, less than $25, or per-diem must be supported by original receipts. Loss of receipts would require a note of explanation and “exception approval signature” from the Presi-dent (P) or Executive Director (ED).

All claims must be submitted promptly, and no later than 60 days of completion of the trip. No reim-bursement will be made to any travel expense after 60 days of completion of the trip.

Transportation: 1. Air Travel: Coach Class (both for domestic and

international flights) must be used for economicinterest, and tickets should be procured at least30 days in advance. Domestic air fares mustnot exceed their maximum limits unless pre-ap-proved in writing by P or ED. The maximumdomestic air fares will be adjusted periodicallyby the Executive Committee. The maximum fareswill be $550 if the travel distance in one way ismore than 1,500 miles (e.g., from coast to coast),$450 if between 750 and 1,500 miles and $400 ifless than 750 miles. Expenses resulting from anindirect or extension of route for the convenienceof the traveler shall be borne by the traveler. Thetraveler is responsible for canceling reservationsor getting refunds of unused tickets.

2. Travel by Personal Vehicle or Train: When airtravel is available and surface transportation(e.g., private automobile, train) is elected for per-

sonal reasons, reimbursement must not exceed the air coach rate plus connecting fares for equiv-alent travel. Extra costs of food and lodging while in transit via surface transportation shall not be reimbursed. Mileage: Please refer to the current KSEA Travel Expense Reimbursement Form for the current mileage rate, which is periodically ad-justed by EC (e.g., $0.50/mile). This rate should be used when preparing the reimbursement form claiming cost of private automobile use. When a private automobile is used by more than one traveler, only one person will be reimbursed.

Ground Transportation from the airport to a hotel: Travelers are expected to use the most economical ground transportation appropriate under the cir-cumstances and should generally use the following in the order of desirability: hotel courtesy limousine service; airport shuttle or bus; taxicab; and rental car.

Substance (lodging, meals, laundry): KSEA will reimburse for substance expenses for the maximum of one week per domestic trip and two weeks per in-ternational trip. Any trip exceeding these limits must be pre-approved by the Executive Committee. 1. Lodging: KSEA will reimburse for a KSEA busi-

ness or activity related-actual, “ordinary andreasonable” lodging expense for a standard singleor double occupancy room, within the maximumrates that DC establishes. In 2009/2010, forexample, the maximum rates were: $150 per dayin the continental United States and $200 per dayin foreign countries. Lodging costs in excess ofthese limits must be pre-approved in writing bythe P or ED. Lodging receipts will be required toreceive reimbursement. An international trav-eler, however, may elect lodging per-diem (e.g.,staying at a relative’s home) at a rate of one third(1/3) of the maximum lodging expense limit. Nolodging receipts will be required when using thelodging per-diem, but the traveler must providea signed statement that the duration of lodging,for which per-diem is claimed, was related to

TRAVEL EXPENSE REIMBURSEMENT GUIDELINES


the KSEA business or activity. Hotel tips will be included in the per-diem and the incidental ex-pense column of the travel reimbursement form should be used instead. Tips may not be included as an other/business expense.

2. Meals and Incidental Expense (M & IE): KSEA will reimburse for meals and incidental expenses incurred during a KSEA business or activity relat-ed-travel by per-diem. The per-diem rates will be adjusted periodically by the DC. In 2009/2010, for example, the per-diem rates are: $10 for breakfast, $15 for lunch, and $25 for dinner (total $50/day) in the continental United States; $15 for breakfast, $20 for lunch, and $30 for dinner (total $65/day) in foreign countries. Receipt-claim is limited to the meals that KSEA did not officially serve. Exceptions can be made on a case-by-case basis (dietary restrictions, etc.). Note that per-di-em will be given if the claimed amount exceeds the per-diem rate. The meal cost for reimburse-ment should not include alcoholic drinks unless it is approved by the P or ED. Hotel tips will be included in the per-diem and the incidental ex-pense column of the travel reimbursement form should be used. Tips may not be included as an other/business expense.

3. Laundry: KSEA will reimburse for reasonable expenses for laundry services that are necessary due to an absence from home for five or more days or when unusual and documented circum-stances mandate these services.

PRESIDENT AND PRESIDENT-ELECT TRAVEL GUIDELINES

KSEA Travel Expense Reimbursement Guidelines for the President (P) and/or President Elect’s (PE) Over-sea Trip (Adopted by the 37th Council on August 17, 2008)

General:An overseas trip by the President (P) and/or President Elect (PE) may be reimbursed for travel related expenses incurred for KSEA activities (e.g., fundraising, meeting with government and indus-trial officials, etc.). All expenses must be “reason-able,” as judged by either Vice Presidents (VPs)/Finance Director (FD) or P/FD, depending on the circumstances.

The KSEA will reimburse for expenses up to a maxi-mum of two weeks per oversea trip. A total of 25 days of cumulative oversea days will be allowed for all fund-raising trips for a certain year of UKC. Any trip exceeding these limits must be pre-approved by the VP/FD or P/FD. 1. For a reimbursement, P and/or PE must submit:

Summary of travel plans detailing their KSEA activities (duration of trip and lodging, the nature of KSEA activities, etc) at least 14 days prior to a planned trip.

2. Summary of post-travel reports (duration of trip and lodging, per diem, the nature of KSEA activi-ties, the persons whom the traveler met and their contact information, any recommendation useful for the next trip, etc.), along with a reimburse-ment requests using the KSEA Travel Expense Reimbursement Form no later than 90 days of completion of the trip.

Transportation: The fare for Coach Class or Business Class (for inter-national flights over 8 hrs) will be reimbursed, and tickets should be procured at least 30 days in ad-vance. Domestic air fares must be within the maximal KSEA rate at the time of travel unless pre-approved in writing by the FD. Expenses resulting from an indi-rect or extension of route for the convenience of the traveler shall be borne by the traveler. The traveler is responsible for canceling reservations and/or obtain-ing refunds for unused tickets. Ground transportation is also included in this category.

Lodging, Meals, and Incidentals (LMI):The KSEA will reimburse for lodging, meal and inci-dental expenses according to the U.S. State Depart-ment rate at the time of travel (for example, 2007 per-diem for Seoul: up to $230 for lodging, $120 for Meal and Incidental Expenses). Lodging receipts will be required for reimbursement. No receipts are required for meals and incidentals.

The P and PE, however, may elect an alternative lodging per-diem (e.g., staying at a relative’s home) at a rate of one third (1/3) of the maximum lodging expense limit. No lodging receipts will be required in this case.

Other business expenses: The KSEA will allow up to 1% of the total fund (from non-governmental sources) raised by the traveler to be used for other business expenses incurred during the trip. Itemized receipts are required and the traveler must provide names of the guests and their affiliation.


When KSEA plans to develop a memorandum of understanding (MOU) agreement with an organiza-tion/agency, the following principles should be considered.

1. An MOU agreement document shall be in English.2. The EC should decide if an MOU is deemed to be beneficial to KSEA before initiating negotiation. 3. The EC should document the status of past MOUs (i.e., signed previous terms) and current MOUs (i.e.,

signed the current term).4. The EC should document any follow-up activities occurred from MOU in the Council meeting docket. When drafting an MOU, the KSEA should consider the followings:

1. For what capability or resource is this MOU being created? 2. Why is this MOU necessary? 3. What agreements are set forth by this MOU? 4. What is the intended level of command?5. When will it be used? 6. How will it be used? 7. Who will be responsible for follow-up?8. Who has the authority to update/modify this MOU?9. Consider adding a disclaimer such as “This document is a Memorandum of Understanding and is not intend-

ed to create binding or legal obligations on either party.”

In maintaining already established MOUs, the KSEA should keep the expiration dates, if any, of each MOU so that the KSEA contacts the other party representative to determine their interest in continuing or renewing the collaboration

When a new MOU is considered, the following Sample MOU can be used.

MOU GUIDELINES


MEMORANDUM OF UNDERSTANDING BETWEEN

THE KOREAN-AMERICAN SCIENTISTS AND ENGINEERS ASSOCIATION

AND

THE HONG GIL DONG INSTITUTE<logos of KSEA and HGDI can be inserted>

The Korean-American Scientists and Engineers Association (KSEA) and the H o n g G i l D o n g Institute (HGDI), recognizing the importance of establishing a close cooperative relationship between the two parties and with a view to further the development of both the US and Korea in the fields of science and technology, hereby agree to cooperate with each other as follows:

1. The principal objective of this cooperation is to provide opportunities to exchange ideas, informa-tion, skills and techniques and to collaborate in various areas of science and technology.

2. Both parties shall explore:a. Discovering, supporting and/or facilitating collaborative research programs between mem-

bers of KSEA and scientists and engineers of HGDI;b. Exchange of technical information, data, experience, and personnel;c. Conducting and operating conferences with the intent of lecturing, holding seminars, and en-

gaging in workshops in both parties;d. Facilitating the opportunity for dispatch; ande. Such other forms of cooperation as the parties may agree to.

3. This agreement does not, in and of itself, obligate either party to any financial expenditure. Suchobligations, if any, will be made as part of a specific arrangement developed under this agreement.

4. In accordance with standard procedures and regulations governing KSEA and HGDI, each partyshall make its best efforts to notify the other about opportunities for cooperation made possible by this agreement.

5. This agreement shall come into effect upon execution by the parties and remain effectivefor a period of five (5) years and will remain effective thereafter indefinitely unless eitherparty notifies the other party in writing six months in advance of its intention to terminatethis Memorandum.


IN WITNESS WHEREOF, each of the parties hereto has caused this agreement to be executed in duplicate by its duly authorized officer, and retains one each of the duplicate texts having equal authenticity.

On behalf of the On behalf of the

Korean-American Scientists and Hong Gil Dong Institute

Engineers Association (KSEA) (HGDI)

_____________________________ _____________________________

President President


This Confidentiality and Non-Disclosure Agreement (the “Agreement”) is made as of (Date), between KSEA with offices at 1952 Gallows Rd. Suite 300, Vienna, Virginia 22182 and ___________________ (“you”) as ______________________________________.

WHEREAS, KSEA and you as___________________mutually desire to engage in discussions as part of a ________________________project to be done by _________________________; and

WHEREAS, the parties, in the course of their dealings, may furnish to each other Confidential Information (as defined in Section 1.1. below) and do not wish to convey any interest therein to the other or make such Confidential Information public or common knowledge;

NOW, THEREFORE, in consideration of the joint nature of the disclosure between the parties, and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties hereby agree as follows:

1. Definitions

• “Confidential Information” includes, but is not limited to: (a) all information proprietary to the Disclosing Party (as defined in Section 2 hereof) and/or its affiliates (whether or not reduced to writing or other tangible medium of expression, and whether or not patented, patentable, capable of trade secret protection or protected as an unpub-lished or published work under the United States Copyright Act of 1976, as amended); (b) information relating to the Intellectual Property (as defined in Section 1.2. below) and Business Practices (as defined in section 1.3. be-low) of the Disclosing Party and/or its affiliates; (c) comparable information that the Disclosing Party may receive or has received from others who do business with it; (d) the terms and conditions of this Agreement; and (e) the existence of the discussions between the parties. Notwithstanding the foregoing, Confidential Information does not include information which: (i) is or was already lawfully in the possession of the receiving party on a non-con-fidential basis before the date of, and other than by reason of, disclosure by the Disclosing Party (as established by the receiving party’s records); (ii) is or becomes generally available to the public other than through a breach of this Agreement; (iii) is or was lawfully acquired from a person, firm or company not being party to this Agreement who/which has or had full rights to disclose it on a non-confidential basis; or (iv) is independently developed by the receiving party without the use of any Confidential Information of the Disclosing Party as evidenced by written documentation of the receiving party.

• “Intellectual Property” includes, but is not limited to, all nonpublic information relating to research and devel-opment, inventions, discoveries, developments, improvements, methods, and processes, know-how, drawings, patterns, blueprints, specifications, designs, ideas, prototypes, models, samples, molds, lasts, product plans and/or briefs, algorithms, computer programs and software, compositions, works, concepts, patents, copyrights, trade-marks, trade names, trade secrets, formulae, writings, notes and patent, trademark and copyright applications.

• “Business Practices” includes, but is not limited to, all nonpublic information relating to Intellectual Property, busi-ness plans, financial information, technical information, financial condition or status, projections, strategies, fore-

NDA GUIDELINESKSEA and THIRD PARTYCONFIDENTIALITY AND NON-DISCLOSURE AGREEMENT


casts, studies, trends, analyses, ownership structures, products, services, manufacturing processes and methods, costs, sources of supply, advertising and marketing plans, customer lists, sales, profits, prices, pricing methods, personnel and business opportunities and/or relationships.

2. Disclosure. Each of Fox and you, on behalf of itself and, as applicable, its affiliates (including any company which is a holding company or subsidiary of either party to this Agreement, or any company which is a subsidiary of a party’s holding company) and its own and its affiliates’ directors, officers, employees, consultants, advisors, agents or students (the “Representatives”), agrees that, during the period of its discussions and the Project, and for so long thereafter as any information received by it from the other party (the “Disclosing Party”) remains Confidential Information: (a) it shall not at any time disclose to any third party, or use for its own benefit or the benefit of any third party, such Confidential Information without the prior written consent of the Disclosing Party, and (b) it shall disclose such Con-fidential Information only to a minimum number of its affiliates and/or Representatives who: (i) have a need to know such Confidential Information in the performance of their duties associated with the discussions or the Project and (ii) have agreed to maintain such Confidential Information in confidence. The receiving party shall be responsible for any breach of its obligation hereunder occasioned by an act or omission on the part of its affiliates and/or Represen-tatives. The receiving party shall maintain at least the same degree of diligence in the protection of the Confidential Information as it uses with regard to its own proprietary information. Notwithstanding the foregoing, disclosure may be made if and to the extent disclosure is required by the rules or regulations of any securities exchange on which the securities of the receiving party or its partners, subsidiaries or affiliates of either, are traded; and/or compelled by law or legal process provided that the receiving party takes all reasonable action to avoid and limit such disclosure and shall promptly notify the Disclosing Party of the Confidential Information to be disclosed and of the circumstances in which the disclosure is alleged to be required prior to disclosure so that the Disclosing Party may seek a protective or-der or other appropriate remedy and/or waive compliance with the terms of this Agreement. If such protective order or other remedy is not obtained, or the Disclosing Party waives compliance with the provisions hereof, the compelled party agrees to furnish only that portion of the Confidential Information which it is legally required to so furnish, and will use reasonable efforts to obtain assurance that such Confidential Information will be treated confidentially.

3. Third Party Disclosure: Copies Prohibited. Without limiting the disclosure restrictions set forth in Section 2 above,

each party agrees that, prior to its disclosure to any third party (other than affiliates and/or Representatives necessar-ily involved in creating the Project) of any Confidential Information received by it from the Disclosing Party, such first party shall obtain from such third party a written agreement: (a) to hold such Confidential Information in confidence and not to use such Confidential Information for any purpose except as it relates to the discussions or the Project; and (b) to return such Confidential Information to such first party immediately after such third party has completed its work with respect thereto or at such earlier time as may be requested by the Disclosing Party. Each party agrees that, without prior written consent of the Disclosing Party, it shall not disclose to any third party (other than affiliates necessarily involved in creating the Project) or make any announcements that it is engaged in discussions regarding a potential relationship with the other party hereto, nor shall such first party so disclose any of the terms of the Project (unless, in each case, disclosure is compelled by law or legal process and subject to the same exceptions set forth in this Section or in Sections 1.1.(i) to (iii) above).

4. Return of Confidential Information. Each party agrees, upon request of the Disclosing Party (for any reason whatsoev-

er), to deliver promptly to the Disclosing Party any and all documents (whether tangible or in electronic form) and any other tangible materials received from the Disclosing Party reflecting Confidential Information of the Disclosing Party and any copies thereof in its possession or under its control. For purposes of this Section 4, “documents” includes, but is not limited to, all information fixed in any tangible medium of expression in whatever form or format (including but not limited to computer discs, CD ROM discs, tapes and other storage media). Upon termination of the discussions or the Project, the party receiving such Confidential Information shall deliver promptly to the Disclosing Party any and all documents and any other tangible materials received from the Disclosing Party reflecting Confidential Information of the Disclosing Party and any copies thereof in its possession or under its control, and shall either so return or destroy all notes or memoranda or other writings to the extent they contain or are based upon Confidential Information of the Disclosing Party. The receiving party shall give reasonable evidence of compliance with this Section by including a certificate to that effect duly signed by a director (or, as the case may be, officer or partner) of the receiving party.

5. No Conveyance of License. Nothing in this Agreement shall be construed to convey to the party receiving Confidential

Information any license to use, sell, exploit, copy or further develop any Confidential Information. This Agreement does not in any way bind either party to enter into or continue a business relationship of any type with the other. Nothing in this Agreement shall imply any partnership or joint venture between the parties or be construed as making either party the agent of the other.


6. No Representations and Warranties. Each party understands and acknowledges that neither party is making anyrepresentation or warranty, express or implied, as to the accuracy or completeness of the Confidential Information,and neither party nor any of its respective officers, directors, employees, students, stockholders, owners, affiliates oragents will have any liability to the other party or any other person resulting from the other party’s use of the Confi-dential Information except, in each case, to the extent reflected in a document reflecting the Project, if any, and exceptthat the Disclosing Party represents that it is authorized and empowered to reveal Confidential Information disclosedto the other, subject to the other’s compliance with this Agreement; provided, however, that the parties undertake tonegotiate and exchange information in good faith and that neither party shall convey any information that it knows isor reasonably believes to be false.

7. Indemnification; Notice. Each party, as a receiving party, agrees to indemnify, defend and hold harmless the otherparty and its Representatives from and against any and all losses, damages, costs (including reasonable attorney’sfees and costs), claims, actions, causes or proceedings (“Claims”) arising out of or related to use or disclosure by thereceiving party of the Disclosing Party’s Confidential Information other than as permitted by this Agreement. Eachparty agrees to notify the other party in writing immediately upon the occurrence of any such unauthorized use ordisclosure or other breach of this Agreement of which it becomes aware, and of any Claim or other matter as to whichit believes it is entitled to indemnification under this Section 7.

8. General• Governing Law: Consent to Forum. This Agreement shall be governed by and construed for all purposes in accor-

dance with the laws of the State of Virginia. Any legal action or proceeding with respect to this Agreement may bebrought in the courts of the State of Virginia, County of Fairfax, or of the United States for the _____________Districtof Virginia, and, by execution and delivery of this Agreement, the parties hereby irrevocably accept in respect ofits property, generally and unconditionally, the jurisdiction of the aforesaid courts and waive any claim or defensethat such forum or venue is not convenient or proper. The parties further irrevocably consent to the service ofprocess out of any of the aforementioned courts and in any such action of proceeding by the mailing of copiesthereof by registered or certified mail, postage prepaid, at its address, such service to become effective ten (10)days after such mailing.

• Attorneys’ Fees. In the event of any litigation or proceeding between the parties in connection with this Agree-ment, the unsuccessful party or parties to such proceeding will pay to the successful party therein all costs andexpenses, including reasonable attorneys’ fees and costs incurred therein by such successful party, which costsand expenses shall be included as a part of any judgment rendered in such action in addition to any other relief towhich the successful party may be entitled.

• Reformation: Severability. The provisions of this Agreement shall be severable. If any provision of this Agreementshall be invalid or unenforceable, the other provisions hereof shall remain in full force and effect, and such invalidor unenforceable provision shall be reformed as necessary to make it valid and enforceable to the maximum extentpossible (or, if such reformation is impossible, such provision shall be severed from this Agreement).

• Remedies. Each party acknowledges and agrees that damages only would not be an adequate remedy for anybreach by it of the provisions of this Agreement and that, without prejudice to all other remedies to which a Dis-closing Party may be entitled as a matter of law, the Disclosing Party shall be entitled to the remedies of injunction,specific performance and other equitable relief for any threatened or actual breach of the provisions of this Agree-ment and no proof of special damages shall be necessary for the enforcement of this Agreement.

• Construction. The terms and provisions of this Agreement represent the results of negotiations between the par-ties, each of which has been represented by counsel of its own choosing, and none of which have acted under du-ress or compulsion, whether legal, economic or otherwise. Consequently, the terms and provisions of this Agree-ment shall be interpreted and construed in accordance with their usual and customary meanings, and the partieshereby waive the application of any rule of law to the effect that ambiguous or conflicting terms or provisions con-tained in the executed draft of this Agreement shall be interpreted or construed against the party whose attorneyprepared the executed draft or any earlier draft of this Agreement.

• Entire Agreement: Amendments: Waiver. This Agreement supersedes and cancels all prior negotiations and un-derstandings between the parties and constitutes the entire agreement between the parties with respect to thenegotiations between the parties under this Agreement. This Agreement may not be amended or modified exceptby an agreement in writing signed by both parties. No officer, employee or representative of Fox has any authorityto make any representation or promise not contained in this Agreement, and you have not executed this Agree-ment in reliance on any such representation or promise. No failure or delay by the Disclosing Party in exercisingany right, power or privilege under this Agreement shall constitute a waiver thereof nor shall any single or partialexercise preclude further exercise thereof or otherwise. Any waiver shall be in writing signed by the party against


whom such waiver is sought to be enforced. • Successors and Assigns. Neither party shall be entitled to transfer or assign or delegate the performance of any

rights and/or obligations under this Agreement without the prior written consent of the other party and any as-signment without such consent shall be void.

• Continuing Agreement. To the fullest extent permitted by law, all of the covenants and agreements contained in this Agreement shall survive the parties’ abandonment or completion of the Discussions, and shall continue in full force and effect in perpetuity.

• Headings. Headings in this Agreement are included solely for convenience of reference and shall not affect the interpretation of, or be considered a part of, this Agreement.

• Counterparts. This Agreement may be executed in counterparts, each of which will be deemed an original, and together all of which shall constitute one and the same agreement. Signatures to this Agreement may be delivered electronically by .PDF document or via facsimile and will be binding upon the parties.

IN WITNESS WHEREOF, this Agreement has been duly executed by the parties hereto as of the date set forth above.

__________________________

Signed: Signed:

Printed Name:


1. Scholarship categoriesa. KSEA named undergraduate scholarships (ap-

proximately 13 recipients) b. KSEA general undergraduate scholarships

(approximately 17 recipients)c. KSEA-KUSCO graduate scholarships (approxi-

mately 20 recipients) 2. How to establish a named scholarship

a. An intended scholarship should be reviewed and approved by EC based on its fund amount and contributor’s background.

b. Upon the Council’s final approval, the contrib-utor transfers the fund to the KSEA HQ.

c. Minimum amount required for establishing a named scholarship: $35,000 as of 2016.

3. Application a. Period: January – March annuallyb. Online submissions: scholarship.ksea.org

4. List of Named Undergraduate Scholarships a. Shoon Kyung Kim Scholarship (1)

This scholarship was established in 2005 in memory of late Dr. Shoon Kyung Kim (1920-2003), a former Professor at Temple Universi-ty, Philadelphia and KSEA founding President. The scholarship fund is based on the gift from the late Prof. Kim’s family, friends, former stu-dents and fellow KSEA members.

b. Inyong Ham Scholarship (1)This scholarship was established in 1985 based on the generous gift from late Prof. In-yong Ham, the 3rd President of KSEA to mark his 60th birthday. Dr. Ham served as a faculty of Industrial Engineering at the Pennsylvania State University.

c. Nam Sook & Je Hyun Kim Scholarship (1)This scholarship was established in 2005 in memory of late Dr. Je Hyun Kim, the 8th Presi-dent of KSEA, and his wife Nam Sook Kim. The scholarship is based on the funds from the estate of Dr. Je Hyun Kim and a generous gift from their three sons.

d. Woojin Scholarship (1)This scholarship was established in 2011 by a foundation fund from late Prof. Kwang-Hae (Kane) Kim, the 34th President of KSEA, and

donation from Prof. Kim’s family/friends/col-leagues, and fellow KSEA members.

e. Hyundai Scholarship (1)This scholarship was established by Hyundai Electronics’ generous contribution (President: Mr. Joo Yong Kim) in February 1996.

f. Chunghi Hong Park Scholarship (2)This scholarship was established in 2002 by Mrs. Chunghi Hong Park and it is earmarked to support future women scientists and engi-neers of all disciplines.

g. SeAh-Haiam Scholarship (1)This scholarship was established by SeAh Steel Corporation’s generous contribution in July 2006.

h. Yohan & Rumie Cho Scholarship (1)This scholarship was established in 2002 by Mr. & Mrs. Yohan. Mr. Yohan Cho served as President and CEO of Tautron until 1987 when the company was acquired by General Signal Corporation.

i. Wan-Kyoo Cho Scholarship (1)This scholarship was established by Dr. Wan-Kyoo Cho and Dr. Cho has been donating $1,000 every year since 2007.

j. Changkiu Riew & Hyunsoo Kim Scholarship (1)The Scholarship committee completed the Changkiu Riew and Hyunsoo Kim Named Scholarship installation in March 2009.

k. Jae S. and Kyuho Lim Scholarship (1)This scholarship was established in 2010 by a generous donation from Prof. Jae Soo Lim, Professor at MIT, and his wife, Dr. Kyuho Lim.

l. Yung Soo Yoo & Kyung Bin Im Scholarship (1)This scholarship was established in 2014 by the donation from the Jae S. Lim Foundation. This is the second donation of Prof. Lim and he named this scholarship in the name of Mr. Yung Soo Yoo and his wife, Mrs. Kyung Bin Im, as an expression of gratitude for the opportu-nity given to him years ago.

m. Chan Il and Young Hee Chung Scholarship (1) This scholarship was established by Prof. Chan Il Chung who was the 31st President of KSEA.

KSEA SCHOLARSHIPS


1. Main Home page:http://www.ksea.orgPurpose: Overall website

2. UKC (US-Korea Conference):http://ukc.ksea.orgPurpose: Develop the UKC web pages

3. NMSC (National Mathematics & Science Competitions):http://ksea.org/nmscPurpose: Develop the NMSC web pages

4. Membership:https://www.ksea.org/login.aspxPurpose: Management of membership

5. KSEA Scholarship:http://scholarship.ksea.orgPurpose: Develop the scholarship web pages

6. KSEA Election:https://election.ksea.orgPurpose: e-Voting web pages

7. YGTLC (Young Generation Technical and Leadership Confer-ence):http://yg.ksea.orgPurpose: Develop the YGTLC web pages

8. ProDeW (Professional Development Workshop ):http://ksea.org/prodew2014Purpose: Develop the ProDeW pages

KSEA WEBSITES

http://www.ksea.org

http://ukc.ksea.org

http://ksea.org/nmsc

https://www.ksea.org/login.aspx

http://scholarship.ksea.org

https://election.ksea.org

http://yg.ksea.org

http://ksea.org/prodew2014


Questions Answers[Member] I paid my membership dues in January. Why do I have to pay it again in fall?

The fiscal year of the KSEA begins on the first day of July of each calendar year.

[Member] I have registered for the UKC in May and paid the membership.Do I have to pay the dues in July again?

The membership payment will be carried to the next adminis-tration when you pay the dues during the UKC registration.

[Member] I forgot my log-in information? You can retrieve your log-in ID and PW by clicking ‘Forgot PW’. The information will be sent to email address you provided.

[Member] I failed to log-in with my KSEA ID. The KSEA ID number is different with your log-in ID. You should have received your log-in information via email when you regis-tered your KSEA membership.

[Member] How can I change my membership informa-tion?

After you log-in, click ‘My Home’ and you can edit your person-al information when you go to My Profile Page.

[Member] Can I receive the reimbursement via wire transfer?

The KSEA only send checks unless pre-approved.

[Member] I have 2 APSs that I would like to join. The KSEA allows you to choose only 1 APS.

[Member] I was able to participate in previous elec-tions. Why don’t’ I have a voting right for this year’s election?

A member loses his/her voting right if the member does not pay his or her membership dues for two consecutive fiscal years.

[Member]The KSEA Website allows me to login as a member but, if I try to login with same ID and password from linked voting page, it is not working and error message is showing every time.

It is probably because you are not an eligible voter. Eligible voters are KSEA Paid Members renewed/joined designated period. Please refer to election.ksea.org for more information

[Member] Are volunteers at KSEA paid? No, our volunteers are donating their own time and energy to help KSEA with our events, services, and committees.

[Member] Where can I get funding to start a Chapter/Branch and to pay for the support I need?

Funding for a new Chapter or Branch is usually available from the HQ, KUSCO, or from sponsors.

[Member] Are there any research funding opportunities for KSEA members?

KSEA provides grants for young scientists and engineers every year in the name of “Young Investigator Grants.” The grants are designed to recognize those who have demonstrated the outstanding early career development as a young investigator in his/her early careers no longer than 6 calendar years after earning a Ph.D. degree.

FREQUENTLY ASKED QUESTIONS


[Member] When I register for the KSEA membership, I get an error message.

If the problem persists, please email HQ office at [email protected] or call the office 703-748-1221.

[Member] When I apply for the KSEA scholarship on-line, I can’t upload my file. I get an error message.

Files are limited up to 25 MB. Please check the size of the file and upload it again.

[Member] When visiting the KSEA website, my brows-er showed a security warning message.

There had been malware codes in the KSEA web server. We detected and removed the malware codes. We will solve the problem as soon as possible.

[Sponsor] Why sponsor the UKC? The UKC promotes a means of communication and coopera-tion between the United States and South Korea. Due to the continual support of our sponsors, we are able to cover partial travel expenses of the participants.

[Sponsor] Are the KSEA contributions tax-deductible? Yes, KSEA is a legally recognized as 501(c)(3), non-profit orga-nization.

[Sponsor] How should I make a designation to a specif-ic Chapter/Branch?

If you wish to make a designation to a specific Chapter/Branch, you can make a check payable to KSEA and send it to the HQ. Designations made to Chapter/Branch are sent in addition to any existing program funding provided by the HQ.

[Sponsor] Does the KSEA provide job posting service for sponsors?

Yes. KSEA posts job openings on the website for free for KSEA sponsors. For non-sponsors, the KSEA charges advertisement fee for posting job listings.

[Sponsor] If our organization sponsors the UKC, can our president give a speech at the plenary session?

It depends on the sponsorship level. In general, a representa-tive of major UKC sponsor will be given an opportunity to give a short speech (5-10 min) at the plenary session.

[Sponsor] What kinds of benefits are provided to the UKC sponsors?

For UKC sponsors, many kinds of benefits are provided in-cluding participating in theme forum, industry forum, poster presentation, free registration/meal, lodging benefit, VIP dinner invitation, sponsor booth, advertisement, airport pick up, job interview opportunities and many more.

[Sponsor] What kind of R&D projects does the KSEA perform with organizations in Korea?

The KSEA performs various kinds of R&D projects with organi-zations in Korea through mutual contracts. A few examples are forming the Global Technology Group, performing the Global demand survey, recruiting the Global S&T group and conducting the Global training program.

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Term Name/Affiliation Address Telephone Numbers

1(1972)

Shoon Kyung Kim / Temple Univ. Deceased Established Named Scholarship

2 Kiuck Lee / Marquette Univ. Deceased

3 Inyong Ham / Penn State Univ. Deceased Established Named Scholarship

4Young Bae Kim USC

11724 Chenault St. LA, CA 90049

(H) [email protected]

5 Chong Wha Pyun Deceased

6 Hogil Kim Deceased

7 Sang Il Choi1714 Michaux Road Chapel Hill, NC 27514

(H) 919-968-3487 [email protected]

8 Je Hyun Kim Deceased Established Named Scholarship

9Kwang Bang Woo Yonsei Univ.

28 Wooddale Rd. Greenwich, CT 06830


10Yong Nak Lee HTRD

1010 W.Lonnquist Blvd. Mt. Prospect, IL 60056

(O)847-577-5967 (F)847-577-4229 (H) 847-577-5911 [email protected]

11 Kyungsik Kang / Brown Univ. Deceased

12Jae Young Park NC State Univ.

170 Haverhill St. #121 Andover, MA 01810

(H) 978-475-5588 (C) 978-979-5680 [email protected]

13Chan-Mo Park Prof. Emeritus POSTECH

6100 Greentree Rd.Bethesda, MD 20817

(O) 82-54-279-2251 (C) 82-10-3521-8909 [email protected]

14Dong Han Kim POSTECH

Pohang Univ. P.O. Box 125, Pohang 790-600, Korea

(O) 82-54-279-2101 [email protected]

15Ki-Hyon Kim NC Central Univ.

3604 Mossdale Ave. Durham, NC 27707

(O) 919-530-6451 (F) 919-530-5012 (H) 919-489-9747 [email protected]

16 Soon Kyu Kim / Univ.of CT Deceased

17Kwang Kuk Koh Chrysan Ind.

46763 Merion Circle Northville, MI 48167

(O) 734-667-4081 (F) 734-451-5588 [email protected]

18Chin Ok Lee Rockefeller Univ.

1230 York Ave. Box 327 NY, NY 10021

(O) 212-327-8617 (H) 212-639-9191 [email protected]

19 Chai Chin Suh45 Cheltenham Dr. Wyomissing, PA 19610


20Moo Young Han Duke Univ.

615 Duluth St. Durham, NC 27705

(O) 919-660-2575 (H) 919-383-2778 (HF) 919-382-0236

21Kun Sup Hyun PPI

100 Winston Drive, 2K(N) Cliffside Park, NJ 07010

(O) 973-596-3267 (F) 973-642-4594(H) 201-224-5184 (C) [email protected]

22Hyo-gun Kim K-JIST

7011 Falls Reach Dr. Unit #402 Falls Church, VA 22043


23(1994-1995)

Moon Won Suh NC State Univ.

10609 Baden Place Raleigh, NC 27613


LIST OF KSEA PRESIDENTS from 1972 to 2016













http://www.tx.ncsu.edu/tam/aboutdept/facresstaff/faculty/msuh_res_p1.htm



24(1995-1996)

Dewey Doo-Young Ryu UC Davis

658 Portsmouth Ave. Davis, CA 95616

(O)530-752-8954 (H)530-756-0729 [email protected]

25Saeyoung Ahn Fuzbien Technology Institute

9700 Great Seneca Hwy. Suite 302 Rockville, MD 20850

(O) 301-279-5453 (C) 301-646-6602 [email protected]

26Kyong Chul Chun Argonne Nat. Lab.

2670 Forest Glen TrailRiverwoods, IL 60015


27Ki Dong Lee Univ.of Illinois at Urbana-Champaign

8330 Pinotage Ct. San Jose, CA 95135

(C) 217-772-6386 [email protected]

28Hong Taik (Thomas) Hahn UCLA

1514 Monte Viento Dr. Malibu, CA 90265


29Howard Ho Chung Argonne Nat. Lab.

1022 Revere Ct. Naperville, IL 60540


30Nak Ho Sung Tufts Univ.

5 Pitcairn Place Lexington, MA 02421

(O) 617-627-3447 (F) 617-627-3991 (H) 781-861-1532 (C) 781-861-3802 [email protected]

31Chan Il Chung Rensselaer Polytechnic Inst.

Unit 2030 60 Lakeview Dr. Athens, NY 12015

(C) 518-727-3655 [email protected]

32Quiesup Kim JPL/NASA

5335 Quail Canyon Rd. Glendale, CA 91214


33Sung Won Lee Univ. of Maryland College Park, MD

11100 Smoky Quartz Potomac, MD 20854


34 Kwang-Hae (Kane) Kim / Univ. of California Deceased

35Sung K. Kang IBM Research

36 Mayberry Rd. Chappaqua, NY 10514


36Kang-Won Wayne Lee Univ. of Rhode Island

160 White Horn Dr. Kingston, RI 02881


37Kang-Wook Lee IBM

393 Chestnut Ct. Yorktown Heights, NY 10598


38Chueng-Ryong Ji North Carolina State University

2401 Stinson Dr. Raleigh, NC 27695


39Jae Hoon Kim Boeing

6001 167th Ave. S.E., Bellevue, WA 98006


40Hosin Lee University of Iowa

Public Policy Center, 227SQ Univer-sity of Iowa Iowa City, IA 52242

(O) 319-335-6818 (F) 319-335-6801 [email protected]

41Hyungmin ChungCalifornia State University at Long Beach

P.O. Box 351Buena Park, CA 90621

(O) 562-665-0372 [email protected]

42Myung Jong LeeCity University of New York

325 Silver Rod Ct.Paramus, NJ 07652

(O) 212-650-7260(C) [email protected]

43Kook Joon AhnCalifornia Department of Transportation

410 Sortwell Ct.El Dorado Hills, CA 95762

(O) [email protected]

44 Youngsoo Richard KimNorth Carolina State University

8105 Brookway Ct.Raleigh, NC 27613


45(2016-2017)

Jaehoon YuUniversity of Texas, Arlington

2309 Bay Lakes Ct.Arlington, TX 76016




















1. KSEA Handbook 1996a. Written in Koreanb. Bylaws and Policies in Korean were includedc. Prepared by the 24th EC (President Dewey Ryu), several ex-Presidents (Kiuck Lee, Kyungsik Kang,

Kun Sup Hyun, et al), a few Councilors, a few Committee Chairs (Sung Kwon Kang, et al), Auditor Yong Wook Kim, and the staff.

2. KSEA Handbook 2009a. Written in Englishb. Bylaws and Policies in English were includedc. A task force and the President prepared the following chapters with the help of many officers and staff

members:• Roles and Responsibilities of Officers• Roles and Responsibilities of Staff Members• Office Operation Guidelines• Employment Agreement

d. Task Force Members and President:• Chang-Rae Lee (Chair, 35th ED)• Saeyoung Ahn (25th President)• Moon Jung Cho (36th FD)• Sung-Soo Kim (President and CEO of HRCap)• John Jeong (Executive Director of HRCap)• Kang-Wook Lee (President)

3. KSEA Handbook 2014a. Written in Englishb. The 2014-amended Bylaws and Policies were includedc. All other chapters were revised and the following chapters were added with the help of several offi-

cers and staff members:• Council-Decision Documents• The Chapter President’s Manual• Technical Group Councilors’ Guidelines• Selected Task-Oriented Guidelines• MOU, NDA and FAQs

d. Task Force Members and President:• Kang-Wook Lee (Chair, 37th President)• Jane Oh (39th VP, 38th ED)• Byungkyu Brian Park (41st VP, 40th Auditor)• Seri Park (40th FD)• Jongyun Park (41st CPC Chair, 42nd PJD)• Steven An (42nd HOD)• Myung Jong Lee (President)

e. Other contributors:• Sam Ryu (Audit Guidelines)• Seong Gon Kong (Technical Group Councilors Guidelines)

HANDBOOK AMENDMENT HISTORY


New KSEA MembershipIf you are not a KSEA member yet, please fill out the KSEA new membership registration form and make a pay-ment online or mail the completed form along with a payment to the HQ mailing address below. (http://www.ksea.org/join.aspx)

Renew your KSEA MembershipIf you have been a previous KSEA member, and have not paid the next term yet, please renew your membership online. (http://www.ksea.org/join.aspx)

*If you need to update your membership status, please email to [email protected].

Headquarters

Job Title Name/ E-mail Job Description

Finance ManagerKelly Han [email protected]

Finance Management Chapters/APSs Proposals and Reports UKC Sponsors/Registration Reimbursements

Administrative ManagerEuna Yoon [email protected] [email protected]

General Business and Official Documents Public Relations R&D Project Coordination UKC Coordination

Associate Project ManagerHye Won (Michelle) Cho [email protected]

Database Management Publication Management Web-Content Updating Membership Questions and Status

Network and Computer Sys-tem Administrator (IT Staff)

Jongsung You [email protected]

Development and Management of Web Systems/IT Resources Web Posting Bulk Email Management

KSEA (Korean-American Scientists and Engineers Association)

1952 Gallows Rd., Suite 300, Vienna, VA 22182 703-748-1221 (Voice), 703-748-1331 (Fax) Office Hours (M-F): 9:00 a.m. - 5:30 p.m. EST E-mail: [email protected]

MEMBERSHIP RENEWAL AND CONTACT INFORMATION


1952 Gallows Road, Suite 300, Vienna, VA 22182Tel. 703-748-1221. Fax. 703-748-1331 [email protected]://www.ksea.org

KSEA HANDBOOK2018