ARTICLE I: Name

The name of the association is the Asian Studies Conference Japan (hereafter ASCJ).

ASCJ is one of nine regional organizations affiliated with the Association for Asian Studies (AAS) but is not subject to the AAS Constitution and Bylaws. ASCJ is represented in the AAS Council of Conferences.

ARTICLE II: Purposes

The purposes of ASCJ are to:

1. Promote the study of Asian countries and Asian affairs, and to encourage the exchange of information about Asia among educators, students, professionals, and the general public.
2. Provide an English-language forum for scholarly communication on Asia in its annual conference.

ASCJ shall not pursue private interests or primarily seek economic gain. Funds shall be used solely to achieve the purposes stated in these Bylaws. All officers and members of the Executive and Evaluation Committees serve on a voluntary basis and shall not receive remuneration. Members may, however, be reimbursed for actual expenses incurred in accordance with ASCJ’s objectives.

 

ARTICLE III: Annual Conference

ASCJ shall hold an annual conference, typically held in cooperation with one or more academic institutions in Japan. The conference shall include a planned program of panels, papers, roundtables, and other events, as well as the Annual Business Meeting.

Payment of the conference registration fee entitles one to attend the conference and the Annual Business Meeting. In special cases, the Executive Committee may reduce or waive the conference registration fee.

 

ARTICLE IV: Officers

1. The officers of ASCJ are a President, up to two Vice Presidents, up to two Executive Secretaries, and a Treasurer.
2. All officers are elected for a two-year term by majority vote of the Executive Committee members present. All officers shall reside in Japan.
3. An officer may be removed for cause by a two-thirds vote of the Executive Committee.
4. The President serves as the chief executive officer of ASCJ and shall:
   a. Preside at the meetings of the Executive and Evaluation Committees, and the Annual Business Meeting;
   b. Call meetings of the Executive Committee, Evaluation Committee, and other committees as necessary;
   c. Serve as an ex officio member of all ASCJ committees;
   d. Act as liaison between ASCJ and the AAS, in consultation with the ASCJ representative(s) on the AAS Council of Conferences;
   e. Represent ASCJ in its relations with public and private organizations;
   f. Present an annual report on ASCJ activities at the Executive Committee meeting, including recommendations for action by committee members. Copies of the report will be made available at the Annual Business Meeting.

1. The Vice President(s) shall:
   a. Assist the President in carrying out their duties;
   b. Perform executive functions agreed upon with the President and approved by the Executive Committee;
   c. Temporarily assume the duties of the President in cases of illness, absence, or at the President’s request;
   d. Serve the remainder of the term if the President is unable or unwilling to complete their term.

1. The Executive Secretary(ies) shall:
   a. Handle correspondence and administrative tasks;
   b. Record and maintain the minutes of all official meetings;
   c. Maintain the archives of ASCJ;
   d. Provide copies of records to Executive Committee members and others at the President’s request.

1. The Treasurer shall:
   a. Maintain financial records and disburse funds as authorized by the Executive Committee or President;
   b. Prepare an annual financial report for the Executive Committee and the membership;
   c. Arrange an annual review of the ASCJ accounts.

1. In the event that an elected officer is unable to complete a term, the Executive Committee shall nominate and elect a replacement by majority vote.

 

ARTICLE V: Executive Committee

1. The Executive Committee shall consist of at least eight members, including the officers of ASCJ. Executive Committee members are elected for a two-year term by majority vote. All members of the Executive Committee shall reside in Japan.

2. The Executive Committee administers the affairs of ASCJ, establishes policies, and oversees their implementation. Major policy decisions shall be approved by a majority of Executive Committee members casting ballots.

1. The Executive Committee shall:

1. Receive and act upon reports from officers and committees;
2. Constitute a Nominating Committee and, upon its recommendation, present a slate of candidates for election to the Executive Committee;
3. Appoint standing and ad hoc committees and their chairs, and oversee their activities;
4. Assemble an Evaluation Committee for selection of papers and panels for the Annual Conference;
5. Nominate candidates to serve as ASCJ representative(s) to the AAS Council of Conferences;
6. Appoint a Conference Manager, Website Coordinator(s), and Book Exhibit Coordinator;
7. Fill vacancies in elective offices (see Article IV.8);
8. Approve the annual budget and financial report;
9. Determine the location of the annual conference and make necessary arrangements with host institutions;
10. Approve the conference program and conference fees;
11. Convene an Executive Committee meeting upon the request of any three members.

4. In the event that an Executive Committee member is unable or unwilling to complete a two-year term, the Executive Committee nominates and elects a new member by majority vote to serve for the remainder of the two-year term.

 

ARTICLE VI: Amendments

These Bylaws may be amended by a two-thirds (2/3) vote of members present at an Executive Committee Meeting.

(27 December 2025)