Preamble:

1. Established in 1976, the Malaysian Students Association Japan (MSAJ) was founded with the core mission of extending welfare assistance and unwavering support to Malaysian students pursuing their education in Japan. Acknowledging the unique challenges and requirements confronted by Malaysian students residing far from their homeland, MSAJ plays a pivotal role in safeguarding their welfare and nurturing a strong sense of unity within this community. We, the members of the Malaysian Students Association Japan (MSAJ), hereby establish this constitution to formalize our shared purpose and ideals.

Section 1: Introduction

[Article 1] Name

1. The name of this organization shall be the “PERSATUAN KEBANGSAAN PELAJAR-PELAJAR MALAYSIA DI JEPUN (PKPMJ)” in Malay Language, or “MALAYSIAN STUDENTS’ ASSOCIATION IN JAPAN (MSAJ)” in English or “在日マレーシア留学生会” in Japanese Language.
2. The abbreviated form for all languages is MSAJ.

[Article 2] Definitions

1. "Association" refers to the NATIONAL ASSOCIATION OF MALAYSIAN STUDENTS IN JAPAN (PKPMJ) or, in English, known as the MALAYSIAN STUDENTS' ASSOCIATION IN JAPAN (MSAJ), or in Japanese, 在日マレーシア留学生会.
2. "Constitution" refers to the Constitution of MSAJ.
3. "National" refers to the national level of MSAJ, which pertains to MSAJ across Japan.
4. The term "Branch" pertains to the MSAJ at the Branch level. The list of Branch(es) is arranged alphabetically as follows: 

• Hokuriku.
• Kansai.
• Kanto.
• Kyuma.
• Tohoku.

5. Since the year 2022, there has been a consolidation of all MSAJ branches, thereby establishing MSAJ as a unified student organization in Japan.

[Article 3] Purposes

1. To unite Malaysian students pursuing education in Japan and instil in them a sense of love and pride for the nation of Malaysia.
2. To safeguard the interests and welfare of members within the Association's capabilities.
3. To foster a spirit of unity and active participation across various fields, particularly those involving youth, as long as they do not conflict with the Association's objectives.
4. To establish connections and cooperation with other associations or organizations if such engagements do not contradict the interests of Malaysia.
5. To assist and provide guidance to Malaysian citizens seeking to further their education in Japan, within the means of the Association.
6. To introduce Malaysia directly or indirectly to the wider community, especially the Japanese community.

[Article 4] Logo

1. A new logo has been used since the merger of MSAJ in 2022.
2. The Association's logo consists of two triangular shapes, with one contained within the other. Both triangular shapes have two upward-facing corners and one downward-facing corner. The outer triangular shape features bold lines encompassing the upper two corners, while outside the lower corner, there are thin lines resembling the letter "V." Within the inner triangular shape, there is a hexagonal and a small triangular shape.
3. Inside the hexagonal shape, there is a symmetrical pattern in the centre, along with an illustration of the map of Japan, and there are four Roman letters beneath the pattern, namely "M," "S," "A," and "J."
4. At the bottom of the logo's triangular shape, there is the inscription "EST.1976," referring to the year of the association's establishment.
5. The colour of MSAJ’s logo is black and yellow.
6. MSAJ logo:

[Article 5] Official Language

1. The official language used by the Association is the official language of Malaysia, which is the Malay language (Bahasa Melayu).
2. However, the use of the English and Japanese languages is permitted in any proceedings or matters.

Section 2: Membership

[Article 6] Eligibility

Membership is open to all Malaysian students and trainees who are pursuing or attending courses in Japan for a duration exceeding 1 (one) year at a time.

[Article 7] Membership

1. Application for regular membership (MSAJ member) shall be submitted online to the High Committee.
2. Application for committee membership (MSAJ committee member) shall be made online to the High Committee, along with a membership fee of ¥1,500 (one thousand five hundred yen). Committee member applications must be processed within a certain period of time and will be screened by the High Committee.
3. If the application is approved by the High Committee, the membership fee shall be paid through the MSAJ bank account, including any applicable transfer fees.
4. Upon approval of an application by the High Committee, a membership identification number (MSAJ ID) and a receipt for the membership fee shall be provided to the member.
5. Membership shall expire when the member completes their studies or course. Memberships that have expired, will be exterminated immediately.
6. For members intending to continue their education to the next level after completing their current course, their membership shall not expire, and no re-registration fee shall be imposed.
7. A re-registration fee of ¥1,000 (one thousand yen) shall be charged for former members who have been working but wish to resume their studies and re-join the Association.
8. Members' personal details are for communication and information dissemination purposes only and are not to be misused by any party.

[Article 8] Responsibilities of Members

1. Each member shall be responsible for paying the membership fee and receive an MSAJ ID.
2. Each member shall adhere to the Constitution of MSAJ.
3. Members shall respect any decisions made by the High Committee and collaborate with the High Committee, even if it is beyond the scope of their respective bureaus, to ensure the smooth operation of the association.
4. Members shall make an effort to participate in activities organized or sponsored by the Association and continually contribute to the enhancement of the Association.
5. Members shall consistently uphold the reputation of the Association and the nation of Malaysia.
6. Members are responsible for informing the High Committee of any changes to their personal information.
7. The Association shall not be held responsible if unreported changes in personal information result in a failure to establish communication and information flow.

[Article 9] Rights and Privileges of Members

1. Members of the Association have the right to participate in any activities organized or sponsored by the Association.
2. Members of the Association have the right to receive any benefits provided by the Association as specified.
3. In the event of any difficulty, members may contact the Association for assistance within the capabilities of the Association.
4. Only full-time students are eligible to be selected as members of the High Committee.
5. Only members who attend the Annual General Meeting and Emergency Meetings have the right to make proposals and vote during those meetings.
6. Non-members are not entitled to receive any rights and privileges granted to members.

Section 3: Association Structure

 [Article 10] Association Structure

1. The Association's structure consists of a "(Patron/Advocate)," "Advisors," the "High Committee”, and Committee Members.
2. The "(Patron/Advocate)," of the Association is the Malaysian Embassy in Japan.
3. Advisors of the Association are appointed by the Embassy, the Office of Education and Training of the Malaysian Embassy in Japan, and they are responsible for providing advice to the Association to ensure its smooth operation while maintaining cooperation and harmony among Committee Members.
4. The High Committee is the governing body at the national level by the students.

Section 4: High Committee

 [Article 11] High Committee Structure

1. The High Council MUST consist of:
   • One (1) President.
   • One (1) Vice President.
   • Three (3) Regional Leaders; One (1)Regional Leader of Kanto; One (1)Regional Leader of Kansai; One (1)Regional Leader of Hokuriku
   • One (1) Secretary.
   • One (1) Vice Secretary. (not contested)
   • One (1) Treasurer.
   • One (1) Vice Treasurer. (not contested)
   • Five (5) Bureau Leaders.
2. MSAJ Bureaus are as follows:
   • Bureau of Registration (BORAK).
   • Bureau of Web and Media Systems (WEBSYS).
   • Bureau of Welfare and Communication (WELCOM).
   • Bureau of Sports and Recreation (BSR).
   • Bureau of Social and Cultural (BSC).
3. The President followed by the Vice President shall be elected from among the High Committee by a majority vote of the other committee members.
4. Positions on the High Committee, other than the President and Vice Presidents, shall be contested among the Committee Members of MSAJ.
5. Members of the bureau or/and High Committee should nominate the bureau leader from among the bureau members, and the bureau leader will be elected by the High Committee.
6. Elections for positions on the High Committee shall be conducted before the first Annual General Meeting (AGM) of that session.
7. In the event that a High Committee Member has vacated their position, either by resignation or removal, their place on the High Council shall be filled by the individual who received the highest number of votes after them.
8. If more than half of the total High Council Members have vacated their positions on the High Committee, elections shall be re-held for the relevant positions.

[Article 12] Rights and Responsibilities of the High Committee

1. Responsible for the overall management of the Association and empowered to make any decisions related to it.
2. The High Committee shall also convene a High Committee Meeting at least ONCE annually.
3. In the event that an individual other than members of the High Committee wish to attend the High Committee Meeting, it must receive the majority approval of the High Committee members. However, such individual does not possess any authority to vote or make decisions.
4. The High Committee shall make any decisions based on the majority vote of its members.
5. Any decision made by the High Committee is final and must be adhered to by all members.
6. The quorum for a High Committee meeting is half of the total number of High Committee Members, including the President and the Vice President.

[Article 13] Rights and Responsibilities of High Committee Members

1. President
   • The President is the national-level leader of MSAJ.
   • Leads the administrative affairs and represents the Association at the national level.
   • Calls meetings of the High Committee and other national-level meetings when necessary.
   • Represents the Association at meetings or conferences involving the Association with companies, educational institutions, student organizations, and others, as long as it does not violate the laws of any country and the Constitution.

2. Vice President
   • Assumes the responsibilities of the President in the President's absence.
   • Assists the President in managing the Association's tasks.

3. Regional Leaders
   • Assists the President and Vice President in carrying out their duties.
   • Leads administrative matters and represents the Association at the regional level.
   • Represents the region in national and interregional affairs.

4. Secretary
   • Records and maintains records of all Associations’ meetings.
   • Prepares the Annual Report of MSAJ.
   • Issues meeting notices to High Committee Members at least 3 (three) weeks prior to High Council Meetings, specifying the exact time, date, and location of the meeting.
   • Manages emails and correspondence between the Association and companies, educational institutions, student organizations, and others, as long as it does not contravene the laws of any country and the Constitution.

5. Vice Secretary
   • Assist Secretary in managing the
   • Assumes the responsibilities of the Secretary in the Secretary 's absence.

6. Treasurer
   • Manages the MSAJ official bank accounts.
   • Prepares the Financial Reports of MSAJ.
   • Prepares the Annual Budget of MSAJ.

7. Vice Treasurer
   • Assist Treasurer in managing the tasks.
   • Assumes the responsibilities of the Treasurer in the Treasurer's absence.

8. Bureau Leader
   • Lead the MSAJ Bureaus and oversee the management of their respective bureaus.
   • Bureau Heads have the authority to convene meetings for bureau management, and reports shall be submitted to the Secretary within 1 (one) week after the meeting has taken place.

[Article 14] MSAJ Bureaus

1. MSAJ Bureaus shall be comprised of MSAJ committee
2. MSAJ Bureaus shall be led by Bureau Leaders appointed from among the Bureau Members.
3. Responsibilities and Duties of Bureaus are as follows:

• Bureau of Registration
  • Manage member registration affairs by maintaining a member database, issuing MSAJ IDs, and conducting orientations.
  • Collect membership fees from members for submission to the Treasurer and issues receipts.
  • Manage the Association's mailing list system and other matters related to blasting information.
• Bureau of Web and Media Systems
• Oversee the main Association website (https://msaj.my/) as well as Regional social medias.
• Manage the matters related to web and media systems.
• Provide information on academic and career-related matters to Association members.
• Bureau of Welfare and Communication
• Responsible for safeguarding the welfare of members and providing assistance within the capabilities of the Association.
• Manage the communication between the Association and companies, educational institutions, student organizations, and others, provided that it does not violate the laws of any country and the Constitution.
• Bureau of Sports and Recreation
• Organizes sports and recreational activities for the Association and manages related matters.
• Bureau of Social and Cultural Bureau
• Promotes and oversees social and cultural activities.

Section 5: Meetings

 [Article 15]  Annual General Meeting

1. The Annual General Meeting shall be held only once for each session.
2. The Annual General Meeting shall be convened within 18 (eighteen) months from the date of the last Annual General Meeting.
3. Selection for the new High Committee shall be held no later than 2 (two) weeks before the Annual General Meeting and appointment of the new High Committee shall be held during Annual General Meeting.
4. The annual financial report is to be presented by the treasurer during the Annual General Meeting.

[Article 16] Emergency Meetings

1. Emergency Meetings may be convened if there is a written request from at least half of the total High Committee Members and approved by the Association's Advisor.
2. The Emergency Meeting has the authority to:

• Discuss matters that, in the opinion of the High Committee, require immediate discussion with High Committee Members.
• Appoint replacements for High Committee Members found to be in violation of disciplinary rules or not in compliance with the Constitution.
• Dissolve the outgoing High Council and appoint a new High Committee after obtaining a majority vote of 2/3 of the Committee Members.

3. Invitations or short notice to the Emergency Meeting shall be distributed to High Committee Members no less than 1 (one) week before the scheduled date of the Emergency Meeting.
4. The purpose of the Emergency Meeting is as follows:

• To appoint a replacement for members of the High Committee found to have committed disciplinary offenses or found not to comply with the Constitution.
• To dissolve the existing High Committee and appoint a new High Committee after obtaining a two-thirds majority vote from the attending committee members.

Section 6: Discipline

 [Article 17] Discipline

1. If it is found that a member of the High Committee is not performing their duties effectively or has abused the authority held within the Association, complaints may be submitted in written notice to the relevant High Committee.
2. If it is found that a member of the Association is not in compliance with the Constitution or faces disciplinary issues, complaints may also be submitted in written notice to the High Committee.
3. An Investigation and Tribunal Committee shall be established at the appropriate level to conduct investigations and tribunals. The Investigation and Tribunal Committee shall consist of 7 members: 2 from the High Council and 5 from the Committee Members (1 person from each Bureau).
4. High Council members who are not facing any charges have the right to join the Investigation and Tribunal Committee.
5. If necessary, the investigation may be escalated to the Association's Advisors.
6. If found guilty, the punishment shall be determined by the Investigation and Tribunal Committee or the Association's Advisors based on a majority vote of the Investigation and Tribunal Committee.
7. A High Committee Member who is absent from meetings (related to their role) for three consecutive times without reasonable cause can have their position revoked if deemed appropriate by a majority vote of the Investigation and Tribunal Committee.
8. A High Committee Member who does not perform their duties properly, despite having received two warnings, can have their position revoked if the Investigation and Tribunal Committee deems it necessary and the revocation receives a majority vote of the Investigation and Tribunal Committee.
9. If a High Committee Member is removed from their position due to disciplinary issues, the subsequent procedure is as stated in Article 11.8.
10. If a member is removed from the Association due to disciplinary reasons, they are not allowed to re-join the Association and are not entitled to privileges within the Association, except for reasonable grounds and with the approval of the High Committee.
11. If it is found that the accusations are false and unsubstantiated, a punishment for the accuser may be suggested based on a majority vote of the High Committee.

Section 7: Constitution

 [Article 18] Amendments

1. All Committee members are eligible to propose amendments to the Constitution.
2. Bureau Members the proposal must first be presented to their respective Bureau for discussion.
3. Proposals for Constitutional amendments by Bureau Members can only be discussed if they are supported by two or more Bureau Members from the same Bureau.
4. A proposal for Constitutional amendments is considered endorsed at the Bureau level if it receives the support of no less than 2/3 of the Bureau Members present during the discussion of the proposal.
5. Proposals for amendments that are endorsed at the Bureau level must be brought to the High Committee for further discussion within 2 (two) weeks after being adopted at the Bureau level.
6. Proposals for amendments endorsed at the High Committee through a majority vote shall be distributed to all Bureaus within one week for discussions.
7. Discussion at each Bureau shall be held for a period of 2 (two) weeks, and voting for all Bureaus shall be conducted simultaneously on a date agreed upon by the High Committee.
8. Proposal for amendments that receive the support of no less than 2/3 of the total members in all Bureaus are considered adopted and shall take effect one month after the adoption of the proposal.
9. Proposal unrelated or not requiring the involvement of Bureau members may be decided solely by the High Committee Members.
10. The Advisor and all Association members shall be notified of the amendment within one month after the proposal is endorsed.

 [Article 19] Interpretation

In case of any ambiguity in any part of the Constitution, the interpretation provided by the High Committee is final.

(The latest revision date is 2023)