1. Overview
- XIA Academy (XIAA) empowers business and individuals aged 12 and above to create and lead clubs focused on leadership, entrepreneurship, or other professional interests. These clubs foster collaboration, creativity, and real-world impact through structured support and shared values.
2. Simplicity Principle
- All club processes—including formation, funding, reporting, and elections—are designed to be simple and manageable.
- XIAA handles administrative and financial tasks wherever possible to allow clubs to focus on activities and goals.
- Clubs are encouraged to maintain only the minimum necessary records for internal management and planning.
3. Club Formation & Application
- Minimum Founders: Any group of four individuals may apply to start a club.
- Application Requirements:
- Details of the founding members
- A club charter that includes: – A clear description of the club’s purpose or project – Overall goals – Boundaries and scope to guide strategies and activities
- Review Process:
- Applications are reviewed within one week by XIAA staff.
- Depending on the club’s nature, XIAA may invite or delegate the review to external advisors.
- A virtual meeting may be scheduled to discuss the charter.
4. Membership & Fees
- Founding Members: The initial four founders receive free membership for the first year.
- General Membership:
- Annual fee: $30 per member
- 50% of net membership fees (after payment processing) are allocated to the club’s fund.
- Additional Funding:
- Clubs may secure external funding (e.g., sponsorships, donations).
- These funds are held by XIAA and made available upon request.
- A 15% deduction applies to non-membership funding to cover banking, bookkeeping, taxation, and administrative costs.
5. Accessing Club Funds & Financial Management
- Requests must be submitted or approved by the club president.
- Two pathways:
- Pre-approval: Request reviewed before spending; receipts submitted afterward.
- Reimbursement: Club informs XIAA before spending; receipts submitted for reimbursement after approval.
- All requests must align with the club’s charter and include receipts.
- XIAA handles official bookkeeping, accounting, and fund management for all clubs.
- Clubs are encouraged to maintain their own simple financial tracking documents for internal management and planning purposes, including:
- Basic records of expenditures
- Planned budgets
- Notes on spending priorities
- Funds received for a specific purpose must be used only for that purpose unless intended for general club use.
- Clubs should be prepared to share their internal spending documentation with XIAA upon request, particularly for larger expenditures or procurement decisions.
6. Club Roles & Structure (Guidance for Best Practices)
- Clubs may have different roles and leadership structures depending on their focus and size.
- For simplicity, initial club creation does not require detailed role definitions.
- A separate Best Practices document may provide guidance on role distribution, responsibilities, and team structure for larger or specialized clubs.
- This ensures flexibility while keeping the startup process simple and accessible.
7. Collaboration, Promotion & Naming
- Clubs receive access to:
- Messaging and digital meeting platforms
- Shared folders for file exchange
- Visibility on the XIAA website
- Clubs may also:
- Create their own social media accounts for outreach but should be associated with XIAA.
- Be featured in XIAA’s newsletters, social media, and success stories
- If multiple clubs share similar goals, XIAA may recommend collaboration or merging.
8. Club Naming Guidelines (Recommendation):
- Club names should clearly reflect the club’s specific focus or purpose to help members understand what the club is about.
- Names should be meaningful and descriptive, avoiding generic or broad terms (e.g., avoid “Engineering Club” or “Green Energy Club” if the club focuses on a specific topic).
- Clubs with overlapping goals may still be created, but the name should distinguish the club’s unique focus.
- This guideline helps members identify and join clubs aligned with their interests.
9. Activity Updates & Annual Review
- Clubs are encouraged to maintain a monthly update, journal, or other medium for members to track activities and progress.
- XIAA may be informed of these updates if available.
- If no regular updates exist, XIAA may request ad-hoc status updates or a simple quarterly summary.
- Clubs are encouraged to review and reaffirm their charter and goals annually.
- This process helps maintain clarity, momentum, and alignment with XIAA’s mission.
- Clubs may update goals, merge with other clubs, or adjust activities as part of the review.
- XIAA may request confirmation of the renewal or updates for recordkeeping.
10. Leadership & Elections
- After 2 years, clubs must hold an election for a new president.
- Current president can be reelected.
- Elections become annual thereafter.
- The elected president receives complimentary membership.
- Election process is standardized, but clubs may request modifications with justification. Approval depends on leadership performance and goal achievement.
11. Inactivity, Suspension & Corrective Action
- If a club becomes inactive or lacks leadership, members will be asked to elect a new president.
- If no president is elected, XIAA will meet with members to explore renewal options.
- Clubs may be temporarily suspended for:
- Repeated inactivity
- Misuse of funds
- Violations of XIAA’s code of conduct or policies
- XIAA will provide guidance on corrective actions to resolve issues.
- Clubs may be reinstated after taking corrective measures, such as submitting a plan to address the issue or holding required elections.
- If corrective actions fail or issues persist, XIAA may close the club formally.
12. Digital Safety, Privacy & Public Visibility
- Clubs must ensure online interactions are respectful and safe.
- Members should avoid sharing sensitive personal information publicly.
- Inappropriate behavior, harassment, or misuse of digital platforms may be reported to XIAA.
- XIAA may provide guidance or support for maintaining safe and inclusive online collaboration.
- All members must agree to XIAA’s privacy and consent policy during registration.
- Consent includes:
- Sharing names, photos, and club updates on XIAA’s website and social media
- Participation in public-facing events or promotions
- Clubs working with minors may be subject to additional privacy safeguards.
- Members under 18 must have parental or guardian consent to join the club. Consent covers registration, participation, and public sharing of names/photos.
- Clubs and their content are publicly visible to club members. Members should exercise caution regarding shared information. XIAA is not responsible for personal information shared within clubs.
13. Liability for Physical Activities
- Some clubs may choose to hold in-person meetings or perform physical activities.
- Injuries resulting from any physical club activity are not the responsibility of XIAA or club management.
- Members are expected to evaluate situations and decide their participation accordingly.
- Members may pursue external insurance as needed to cover personal risks.
14. Accessibility & Inclusion
- Clubs are encouraged to be inclusive of diverse backgrounds, abilities, and perspectives.
- XIAA may provide optional guidance or resources to support inclusive leadership and communication.
- Clubs should strive to ensure that all members can participate meaningfully in activities and decision-making.
15. Conflict Resolution & Mediation
- Private Resolution: Parties should first attempt a respectful, one-on-one conversation.
- Escalation to Club President: If unresolved, the issue may be brought to the club president for mediation.
- Inter-Club Support: If the president is involved or needs support, they may consult other club presidents via XIAA’s inter-club communication channels.
- Escalation to XIAA: If no resolution is feasible, the matter may be escalated to XIAA staff.
- Guiding Principles: All conflicts are assessed based on alignment with the club’s charter, respect among members, and commitment to the club’s unified goals.
16. Relationship to XIAA Terms and Conditions
Club Rules must be read together with XIAA’s Terms and Conditions. By participating in any club, members acknowledge that they have reviewed and agreed to the Terms and Conditions in addition to these rules. The Terms and Conditions take priority if any conflict arises.