Emory Artificial Intelligence and Data Association (EAIDA) Constitution

ARTICLE I: Organization Name

SECTION I: Name. This constitution establishes Emory Artificial Intelligence and Data Association, also known as EAIDA, at Emory University, Atlanta Campus.

ARTICLE II: Mission and Vision

SECTION I: Mission Statement. The mission statement of Emory Artificial Intelligence and Data Association is to empower Emory students to become proactive explorers and leaders in the global AI movement through interdisciplinary perspectives and diverse activities.

SECTION II: Vision Statement. The vision statement of Emory Artificial Intelligence and Data Association is to inspire innovation, promote academic exploration, and advance social responsibility, helping students become capable and responsible global leaders in the age of AI and data analytics. 

SECTION III:  Policy Agreement. Our organization is willing to abide by all Emory University policies and guidelines, especially relating to on or off campus activities which our club may sponsor or in which we may participate. 

ARTICLE III: Membership

SECTION I: Membership. Membership in the Emory Artificial Intelligence and Data Association is limited to full-time students at Emory University. Any full-time Emory University undergraduate and graduate student may be a member of this association.

SECTION II: Non-Discrimination Statement. Emory Artificial Intelligence and Data Association, as a representative of Emory University, is dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, gender, genetic information, age, disability, sexual orientation, gender identity, gender expression, and veteran’s status. Emory University does not discriminate in admissions, educational programs, or employment on the basis of any factor stated above or prohibited under applicable law. Students, faculty, and staff are assured of participation in University programs and in the use of facilities without such discrimination. Emory University complies with Executive Order 11246, as amended, Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran’s Readjustment Assistance Act, and applicable executive orders, state and federal regulations regarding non-discrimination, equal opportunity and affirmative action. Emory University is committed to achieving a diverse workforce through application of its affirmative action, equal opportunity and non-discrimination policy in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Inquiries regarding this policy should be directed to the Emory University Office of Equal Opportunity Programs, 201 Dowman Drive, Administration Bldg., Atlanta, GA 30322. Telephone 404.727.9867 (V) 404.712.2049 (TDD).

SECTION III: Categories of Active Membership. Emory Artificial Intelligence and Data Association will consist of two main categories of members: Core Members and General Members. Each category is defined as follows.

Core Members have the right to vote on major organizational decisions. They are divided into two subcategories:

1. Executive Board: Executive board members are responsible for the overall leadership, strategic direction, and management of the organization. They hold the highest voting power in organizational decisions and are key figures in the decision-making process.

2. Departmental Officers: Department officers include officers of all established departments within the organization. These officers work in their respective departments and contribute to the leadership decisions of the organization. They hold voting rights but are focused on their departmental responsibilities.

Core Membership is granted to individuals in the above roles, ensuring they have a say in leadership elections, operational changes, and other important organizational matters.

General Members are individuals who engage with the organization but do not hold leadership roles or voting privileges. Any Emory University student is welcome to be a part of the organization and participate in all activities, but they are not involved in the formal voting or decision-making process. General Membership typically applies to:

1. Members who join the organization but do not hold a formal leadership or officer role (including departmental officers or members of the Executive Board).

2. Members who are often involved in the activities of the organization or who keep an eye on the organization's movements but do not hold a formal leadership or officer role.

While General Members cannot vote directly on decisions, they can express their suggestions by contacting departmental officers or members of the Executive Board.

SECTION IV: Council. The Council is composed of former Executive Board members who have completed their maximum term and have chosen to continue serving the organization in an advisory capacity. The Council’s role is to provide guidance to the current Executive Board, offering insights and recommendations based on their prior experience. In addition to their advisory role, the Council is responsible for fostering connections with alumni and building a robust graduate network, ensuring continued support and collaboration between EAIDA and its alumni community.

SECTION V: Dues. There is no dues requirement. Any full-time Emory University student may be involved in the Emory Artificial Intelligence and Data Association.

SECTION VI: General Member Selection. To become a member of Emory Artificial Intelligence and Data Association, one must show genuine interest in artificial intelligence, data science, and their related ethical and societal impacts. This can include:

1. A desire to learn or contribute to the advancement of AI and data technologies.

2. A willingness to engage in conversations around the ethical, societal, and technological challenges posed by AI.

3. An openness to collaborating with peers and professionals in AI-focused initiatives.

Membership is open to students from all academic backgrounds who align with these interests and are enthusiastic about contributing to the organization’s mission.

SECTION VII: Departmental Officer Selection. In order to assume a Departmental Officer, prospective members should demonstrate a commitment to actively participating in the organization's events, discussions, and initiatives, whether in academic research, technical projects, or community-driven activities. At the same time, participation in an application and interview process is required. Only current General Members of the organization are eligible to apply for these positions. In the Emory Artificial Intelligence and Data Association, all election processes are conducted in an open and transparent manner, with every application and interview documented by designated individuals and made publicly available. For specific election systems, please refer to ARTICLE VII.

SECTION VIII: Members of the Executive Board Election. In the Emory Artificial Intelligence and Data Association, all election processes are open and transparent, with every election speech and vote counting documented by designated individuals and made publicly available. Elections for the Executive Board positions are held annually. The same individual may serve in the same position for a maximum of two terms. Only individuals who have previously served as Departmental Officers are eligible to run for election as Members of the Executive Board.

Any Departmental Officer who does not participate in the election process will automatically be designated as a General Member. If any member participates in the election but is not successfully elected to the intended position, that member may retain their Departmental Officer position within the organization. For specific election systems, please refer to ARTICLE VII.

SECTION IX: Voluntary Member Withdrawal. Any General Member of our organization can, at any time, voluntarily withdraw his/her membership from the organization. For a Core Member, the member needs approval from the Executive Board to withdraw from the organization.

SECTION X: Non-Voluntary Core Member Removal. Members of the Executive Board cannot be dismissed. If a Departmental Officer commits a serious dereliction of duty, such as repeated unexcused absences or significant errors in their work, the Vice President may submit a request to the Executive Board for the dismissal of the Departmental Officer. If the request is approved by an absolute majority (50% or more) of the Executive Board members, the dismissal will be permitted.

SECTION XI: Impeachment System for the Executive Board Member. If an Executive Board member is found to have committed serious dereliction of duty or disciplinary violations, the Council has the authority to impeach the Executive Board member through a vote. If an absolute majority within the Council (66% or more) agrees with the impeachment decision, the impeachment is approved and takes immediate effect.

Non-Executive Board members seeking to impeach an Executive Board member must gather at least five non-Executive Board members to endorse and jointly submit a formal application outlining the specific reasons. If an absolute majority within the Council (60% or more) agrees with the impeachment decision, the impeachment is approved and takes immediate effect.

The President has the right to submit a formal application to the Council, with their real name, outlining specific reasons for the impeachment of the Vice President or Secretary General. If a simple majority within the Council (50% or more) agrees with the impeachment decision, the impeachment is approved and takes immediate effect.

The Vice President has the right to submit a formal application to the Council, with their real name, outlining specific reasons for the impeachment of the President or Secretary General. If a simple majority within the Council (50% or more) agrees with the impeachment decision, the impeachment is approved and takes immediate effect.

The Secretary General has the right to submit a formal application to the Council, with their real name, outlining specific reasons for the impeachment of the President or Vice President. If a simple majority within the Council (50% or more) agrees with the impeachment decision, the impeachment is approved and takes immediate effect.

SECTION XII: Anti-Hazing Statement. Emory University prohibits hazing of any kind. Emory University Policy 8.11 defines hazing as a broad term encompassing any activity expected of someone joining a group (or to maintain full status in a group) that humiliates, degrades, or risks emotional and/or physical harm, regardless of the person’s willingness to participate.

Enacted March 2021, The Max Gruver Act serves as Georgia’s Anti-Hazing Law. It is meant to reduce and prevent hazing rituals in all Georgia colleges and universities. It bans hazing for school organizations of all kinds. Violations result in a misdemeanor of a high and aggravated nature that is punishable by up to one year in prison, a fine of up to $5,000 or both.

As a Recognized Student Organization registered with the University, Emory Artificial Intelligence and Data Association, does not condone or participate in hazing.

ARTICLE IV: Organizational Structure

SECTION I: Organizational Structure Overview. The Emory Artificial Intelligence and Data Association operates under a structured leadership model designed to ensure efficient governance, clear accountability, and effective collaboration across various functional areas. The organization's structure is divided into three main bodies: the Executive Board, the Council, and the Departments, each playing a distinct and essential role in advancing the organization's mission.

SECTION II: Executive Board Overview. Please refer to Article V for specific details.

SECTION III: Council Overview. Please refer to Article III Section VI for specific details.

SECTION IV: Academic and Career Advancement Department. The Academic and Career Advancement Department (ACAD) is dedicated to fostering the professional and academic development of the organization's members. This department is responsible for organizing workshops, seminars, and mentorship programs that enhance members' knowledge of artificial intelligence, data science, and related fields. It also facilitates career-oriented events such as internships, job fairs, and networking opportunities with industry professionals and academic institutions. The department ensures that members are equipped with the tools and resources needed to excel both academically and professionally.

SECTION V: Ethics and Social Impact Department. The Ethics and Social Impact Department (ESID) focuses on promoting awareness and discussion regarding the ethical challenges and societal impacts of artificial intelligence. This department leads initiatives aimed at understanding the moral responsibilities associated with AI technologies and their consequences on society. By organizing panels, discussions, and outreach programs, the department fosters critical thinking about issues such as algorithmic fairness, data privacy, and the broader implications of AI deployment. It serves as the organization’s moral compass, ensuring that ethical considerations remain at the forefront of AI development and application.

SECTION VI: External Relations and Partnerships Department. The External Relations and Partnerships Department is responsible for building and maintaining strong relationships with external stakeholders, including academic institutions, and other student organizations. This department oversees the organization’s public relations efforts, securing partnerships and collaborations that align with the organization’s goals. Additionally, it is tasked with managing fundraising initiatives, ensuring the organization has the necessary resources to operate effectively. The department plays a key role in expanding the organization’s reach and visibility both within and outside of Emory University.

SECTION VII: Finance and Risk Management Department. The Finance and Risk Management Department is responsible for managing the organization’s financial health and ensuring that all financial activities are conducted transparently and in accordance with established policies. This department oversees budgeting, fundraising, and financial reporting, ensuring that funds are properly allocated to support the organization’s events and initiatives. Additionally, the department manages risk by identifying potential financial, legal, or operational threats and implementing strategies to mitigate these risks. The department ensures that the organization remains financially stable and compliant with all relevant regulations.

ARTICLE V: Executive Board

SECTION I: Executive Board Structure. The Executive Board serves as the core leadership of EAIDA, responsible for setting the strategic direction and ensuring the smooth day-to-day operation of the organization. It is composed of two Presidents, four Vice Presidents (each overseeing a specific department), and a Secretary General. The Executive Board members are responsible for making key decisions regarding organizational policies, programs, and initiatives, ensuring that all activities align with EAIDA’s goals and values.

SECTION II: Executive Board Duties. Each member of the Executive Board shall be responsible for the duties assigned to their office by the following sections. All Executive Board members are required to attend all meetings unless prior arrangements are made with the President.

SECTION III: President. The Presidents serve as the highest-ranking officers of the Emory Artificial Intelligence and Data Association. They are responsible for providing overall leadership, strategic direction, and representing the organization in all official matters. Key duties include:

1. Setting long-term goals and strategies to align with the organization's mission.

2. Overseeing all activities, ensuring smooth operation across departments.

3. Acting as the primary liaison between the organization and external entities, including Emory University administration and external partners.

4. Facilitating decision-making processes and presiding over Executive Board meetings.

5. Ensuring that the organization's constitution and policies are adhered to.

6. Guiding the Executive Board and Council in matters of significant importance to the organization's growth and development.

SECTION IV: Vice President of Academic and Career Advancement. The Vice President of Academic and Career Advancement is responsible for overseeing initiatives that promote both academic and professional growth within the organization. This role focuses on creating opportunities that help members develop their skills and advance their careers. Key responsibilities include:

1. Leading the planning and execution of educational workshops, lectures, and career development seminars related to artificial intelligence and data science.

2. Establishing mentorship programs by connecting members with academic advisors, industry professionals, and alumni.

3. Building partnerships with academic institutions and companies to provide career resources, internship opportunities, and recruitment events.

4. Ensuring that the department’s initiatives align with the overall goals of the organization, while also addressing the academic and career aspirations of the members.

SECTION V: Vice President of Ethics and Social Impact. The Vice President of Ethics and Social Impact is responsible for guiding the organization's discussions and actions surrounding the ethical considerations of artificial intelligence and its societal implications. This role involves fostering awareness of the moral challenges that accompany AI technologies. Key responsibilities include:

1. Organizing panels, discussions, and events focused on the ethical dilemmas and social consequences of AI, including fairness, transparency, and accountability.

2. Collaborating with academic experts and industry leaders to promote responsible AI development and raise awareness of AI’s impact on society.

3. Leading initiatives that engage members in community outreach, ensuring that the organization contributes positively to the broader social discourse on AI.

4. Developing partnerships with organizations that focus on ethical AI, in order to bring diverse perspectives and expertise to the organization’s events and discussions.

SECTION VI: Vice President of External Relations and Partnerships. The Vice President of External Relations and Partnerships is tasked with managing and expanding the organization’s external relationships, ensuring strong connections with partners and other organizations. This role is essential in securing resources and opportunities that support the organization’s activities. Key responsibilities include:

1. Identifying and establishing strategic partnerships with external entities, including corporations, nonprofits, and academic institutions, to support the organization’s goals.

2. Securing financial contributions from external sources to fund the organization’s events and initiatives.

3. Representing the organization at external events and acting as a liaison between the association and other student organizations or external partners.

4. Promoting the organization’s presence within the university and beyond, ensuring visibility and recognition through public relations efforts.

SECTION VII: Vice President of Finance and Risk Management. The Vice President of Finance and Risk Management, also serving as the Treasurer, is responsible for overseeing the financial management and ensuring fiscal transparency within the Emory Artificial Intelligence and Data Association. This role ensures the proper allocation of funds and maintains accurate financial records. Specific responsibilities include:

1. Keeping a detailed, itemized account of all expenses and disbursements, ensuring all financial activities are properly recorded and traceable.

2. Paying all bills and managing disbursements under the authority of the Executive Board members, ensuring timely and accurate payment of all organizational expenses.

3. Preparing and presenting an annual balance sheet for review by the Executive Board, ensuring that the organization’s financial status is clear and transparent to leadership.

4. Managing all monetary matters related to the organization, including budget planning, financial reporting, and ensuring sufficient funds are available for organizational activities.

5. Ensuring the financial integrity of the organization by adhering to financial policies and maintaining accurate and up-to-date financial records.

6. Ensuring the Treasurer/Financial Officer position is never vacant for more than 14 days, and actively seeking a replacement if the position becomes vacant.

7. Ensuring that the individual holding this role does not simultaneously serve as the President, in order to maintain a clear separation of financial oversight and executive leadership roles.

This position plays a critical role in ensuring the financial health and operational success of the organization, while also implementing risk management strategies to protect the organization's financial assets.

SECTION VIII: Secretary General. The Secretary General is responsible for the administrative and operational coordination of the Emory Artificial Intelligence and Data Association. Primary duties include:

1. Organizing and documenting all meetings, including preparing agendas and recording meeting minutes.

2. Coordinating communication among Executive Board members, departments, and the Council.

3. Managing the organization’s official records and ensuring compliance with its constitution.

4. Handling correspondence and maintaining internal communication channels, ensuring efficient information flow within the organization.

5. Assisting the Presidents in carrying out administrative tasks and facilitating the smooth operation of the organization’s activities.

6. Maintaining accurate official organizational documents including, but not limited to the Organization Constitution and Organization Charter Letter, ensuring they are publicly accessible in the organization’s portal on the Hub.

ARTICLE VI: Advisor

SECTION I: Advisor. The Emory Artificial Intelligence and Data Association shall identify a full-time faculty or staff member, who is not on sabbatical, to serve as the organization’s official Registered Student Organization (RSO) Advisor. This individual will provide continuity for the organization and act as the official point of contact between the organization and the university. The Advisor will support the group in an advisory capacity, ensuring that the organization adheres to university policies and best practices.

SECTION II: Consent. The advisor must formally consent to their role by accepting the position and being listed on the organization’s roster in the university’s official Hub system.

SECTION III: Responsibilities of the Advisor. At least one advisor to the organization must be a member of the University faculty or staff. Advisors are expected to provide guidance to ensure that the organization functions effectively, offering mentorship and support to the leadership team. Advisors should help the organization maintain its mission and goals in alignment with university policies. However, they shall not have decision-making or voting authority, as the organization is student-initiated and student-run.

ARTICLE VII: Promotion System

SECTION I: Promotion Outline. The Emory Artificial Intelligence and Data Association has an application process for transitioning from General Members to Core Members, as well as an election process for advancing from Departmental Officers to Executive Board members. The application process for General Members to Core Members allows any General Member to apply for the position of Departmental Officer. The application period takes place at the beginning of September each year.

The election process for Departmental Officers to Executive Board members allows any Departmental Officer to run for Executive Board positions, including President, Vice President, and Secretary General. This election is held annually at the end of April.

All members may serve in the same position for a maximum of two-year term.

SECTION II: Transitioning from General Members to Core Members. To become a Core Member (i.e., a Departmental Officer), it is required to monitor the organization’s social media at the beginning of September each year and submit an application form through a questionnaire. Only General Members are eligible to apply for Core Member positions.

Departmental Officer positions in all four departments are open for application each year, and candidates are required to select two preferences. After submitting the application form, successful candidates will proceed to the interview stage. Each candidate’s interview must involve at least two members of the Executive Board: the Vice President of the department applied for, and either one of the Presidents or the Secretary General. In mid-September each year, the Emory Artificial Intelligence and Data Association will publicly announce its new list of Departmental Officers.

SECTION III: Election Process of Executive Board. Candidates for the Executive Board election are required to select two preferences in advance, with the final position determined based on the election results. Candidates must already hold a Departmental Officer position. The election process involves public speeches, followed by a vote conducted by current Executive Board members and other Departmental Officers. To ensure transparency, the speech content and voting results will be fully recorded by designated individuals and made publicly available. In mid-May each year, the Emory Artificial Intelligence and Data Association will announce the list of its newly elected Executive Board members.

ARTICLE VIII: Amendment of the Constitution

SECTION I: Constitution. This constitution serves as the sole governing document of the Emory Artificial Intelligence and Data Association and holds absolute authority. No individual is authorized to directly modify, delete, or add any content to this constitution.

SECTION II: Procedure for Amendments. To amend the constitution, the President must propose any modifications, deletions, or additions to its provisions. Such proposals must receive approval from a majority of the Council members in order to be formally adopted. Once approved, the constitution shall be appropriately amended, deleted, or expanded in accordance with the specific content of the proposal.