Southeast Asian Young Astronomers Collaboration or SEAYAC is a group for young astronomer in South East Asian Region. The main objective of SEAYAC is to encourage interaction and collaborations between young astronomers from all Southeast Asian nations. Being a relatively new field in Southeast Asia, it is important that young astronomers get together in order to provide an environment for interaction, not just in astronomy, but also in the social, cultural and interpersonal level.
Furthermore, by hosting regular meetings/conferences and other activities, young astronomers from each SEA country would have exposure in attending and organizing international conferences. The visa-free policy of SEA nations would make it easy for young astronomers to attend such meetings.
In addition to providing a venue for interaction among young astronomers in Southeast Asia, it is the objective of SEAYAC to encourage future generations to take up a career in astronomy. This is to be accomplished through career orientations and astronomy outreach programs organized in each SEA country.
Finally, it is the aim of SEAYAC to promote interaction between young astronomers in SEA and other young astronomers worldwide through exchange programs and similar activities. This would be very beneficial for members who plan to pursue a career in astronomy in the future.
Membership for SEAYAC is open to all undergraduate and graduate students of astronomy and related fields as well early post-docs coming from or currently working in SEA countries who are actively conducting research in astronomy and/or astrophysics.
In addition, individuals who are involved in astronomy education and possess a degree and/or have conducted astronomy research in the past are also eligible for membership.
Membership is limited to individuals up to thirty-five (35) years of age. Special considerations can be made upon recommendation of at least (2) SEAYAC members.
Organizational Structure and Guidelines
The SEAYAC will be governed by a Board composed of a Chairman, National Point of Contact (NPC) for each Southeast Asian country and two (2) ex‐officio members from SEAAN.
The NPC will be responsible for communicating announcements from the Board to SEAYAC members within his/her country. He/She will also be responsible for coordinating activities and updating member information within his/her country.
Each NPC will be elected by SEAYAC members during a SEAYAC meeting or similar event. Should a country fail to have an NPC, the current Board will temporarily designate one until an NPC is formally elected.
The SEAYAC will work under the guidance of senior astronomers through SEAAN. The SEAYAC will support the SEAAN in all its current and future activities such as SEAAN Working Groups and Meetings. In principle, SEAYAC will function under SEAAN by providing a pool of future astronomers. This assures the continuity that SEAYAC members will be active participants in SEAAN in the future. However, this does not imply that SEAYAC members cannot participate in SEAAN. A SEAYAC member can be active in both organizations at the same time.
Activities can be done individually or in collaboration with other countries. Although approval by the Board is not necessary, it is advised that each country should inform and/or coordinate their activities with the Board and other member nations.
The SEAYAC Board can organize an Ad Hoc Committee for any purpose it would deem necessary in the future.
Decisions and/or resolutions made should be approved by the SEAYAC Board through a simple majority vote.
Changes in the Charter should be approved by the SEAYAC Body during a Meeting through a simple majority vote.
Given the international nature of the organization, communications can be regularly made through channels such as the official mailing list, Facebook and other social media, which will restricted only to official SEAYAC members.
The Board will conduct a regular quarterly meeting to discuss matters pertinent to the function and operation of the Organization. Such meetings will be held using virtual conferencing tools to minimize cost. Minutes or transcripts will be disseminated to all members within one month after the meeting through the mailing list.
The Board will maintain a database of members and their relevant information. For privacy reasons, this database will be made available only within SEAYAC and SEAAN.
The SEAYAC Meeting is a regular gathering wherein members can present details of their previous or current researches. The presentations should be scientific or education-related in nature and will be accepted upon review of the SEAYAC Board or its assigned committee. In addition, lectures will be given by invited scientists to broaden the knowledge of SEAYAC members.
The interval would give the organizers ample time for preparation and obtain funding. This would also enable graduate students (especially MS students) to be able to attend at least once during their stay in the university.
The venue for the SEAYAM will be rotated among all Southeast Asian countries or done in conjunction with SEAAN or IAU meetings. This would assure that each ASEAN member country will host at least one (1) SEAYAC Meeting. The venue for the next Meeting will be decided before the end of the previous Meeting and upon approval of the Board.
The SEAYAC Meeting shall be limited in participation, the number of which will be determined by the current Organizing Committee and based on the availability of funds.
In principle, participation will be free for presentors who are nationals of SEA countries AND currently based in SEA (except for payment of registration fee). However, participants are encouraged to acquire their own funding.
The meeting is also open to astronomers from outside SEA and non-SEAYAC members. However, funding support will not be available.
Funding for the operational expenses of the organization will be obtained through funding proposals and donations. It is the duty of the Board to minimize the operational expenses as long as it is not detrimental to the function of the organization.
As for the SEAYAC Meetings, the Local Organizing Committee will submit a budget proposal to the Board within six (6) months of the last Meeting. Upon approval of the budget, it is the responsibility of the current Board to obtain the necessary funding for the meeting. Funding sources can be obtained through, but not limited to, national space agencies of each SEA country, regional agencies, international organizations and private corporations.
Future Changes in the Constitution
This Charter can be modified during a referendum to be held electronically or during the SEAYAC meeting as the case may apply. Any proposed changes will be valid if it meets all of the following conditions:
1) All member SEA countries are represented;
2) Each country has quorum of at least 2/3 of the total members for that country;
3) Each country should approve the proposed changes using a simple majority of vote (50%+1);
4) All countries satisfies condition (3);
5) The proposed changes are approved by the SEAAN Board.