KOSHIN-HA CHITO-KAI BYLAWS AND PROCEDURES
Effective August 29, 2009

I. PURPOSE AND OBJECTIVES OF THIS DOCUMENT

The members of the Shihan-kai, and Shibu-kai have approved this document establishing the Koshin-ha Chito-kai Bylaws and Procedures as the foundation document providing operational procedures for the membership of this organization.

II. INDIVIDUAL MEMBERSHIP

Individual Membership is open to all persons who wish to study Chito-ryu Karate-do, and have agreed to abide by all the rules and regulations of the Association.

The purpose and objectives of this Organization shall be:

  1. Membership Requirement

    • Training must be based on loyalty to the principles established by the style's founder, the Shihan-kai and the Shibu Dojo Chief Instructors and Representatives.

    • All interaction between association members must be courteous.

    • Students must never speak harshly to their karate teacher. All interaction between students and teachers must be courteous at all times.

  2. Application

    • Any person wishing to join the Association may request a membership application from their Shibu Dojo Chief Instructor in which they are attending classes.

    • Individuals who wish to become members of the Koshin-ha Chito-kai, but do not live within the vicinity of a Chartered Dojo may apply for membership by contacting the Administrative Headquarters.

    • Completed Individual Membership application forms should be forwarded to the Koshin-ha Chito-kai Administrator Headquarters as soon as possible for review and processing.

    • Applicants who have attained rank from other Chito-ryu organizations shall have their rank status reviewed by the Shihan-kai prior to being accepted as members.

    • Annual membership dues will be established by the Shibu Kai.

  3. Active Members

    • All persons who regularly train in a Chartered Koshin-ha Chito-kai Dojo must be registered as Active Members.

    • Each Individual Shibu Dojo Chief Instructor shall be responsible to insure that all applications are filled out properly and information forwarded to the organization Administrator.

    • All Active Members are required to renew their annual membership fees in January of each year.

    • The Dojo Chief Instructor and Shibu-kai Representative will be responsible for submitting a dojo roster each January of their current members to the Administrator.

  4. Inactive Members

    • Any Active Member who wishes to remain on the Organizational Membership Rolls, but cannot train regularly, may request from their Shibu Dojo Chief Instructor inactive status.

    • All Inactive Members are required to renew their annual dues in January of each year. The Shibu Dojo Chief Instructor and Representative will include their name in the Inactive Membership Rolls when they submit the yearly dojo roster.

    • All Inactive Members will retain their rank both as inactive members and upon their return to Active Membership.

  5. Former Members

    • Former members are those past members who have discontinued training within the structure of the Koshin-ha Chito-kai and who have allowed their membership to expire.

    • Former Kyu-Ranked Members who wish to regain Active Membership must submit a new application with their annual dues. Their rank status will be reviewed and determined by their Shibu Dojo Chief Instructor.

    • Former Yudansha Members who wish to regain Active Membership must submit a new application with their annual dues and a letter explaining their absence and their desire to be reinstated as Active Members.

    • Former Yudansha Members will have their rank status determined by a Rank Review Board.

    • Three members of the Shihan-kai will be temporarily appointed, by the membership of the Shihan-kai to serve as a Rank Review Board.

III. DOJO MEMBERSHIP CHARTER

Dojo Membership Charters are available to all who are interested in making Koshin-ha Chito-ryu Karate-do part of their dojo training curriculum. A Chartered Dojo should be comprised of students and teachers who are dedicated to the principles that hold this organization together.

  1. Application

    • Any person wishing to apply for a Koshin-ha Chito-kai Dojo Charter should contact the Organization Administrator, who will forward all information to the Shihan-kai and Shibu-kai for review. The applicant must receive a majority vote of both the Shihan-kai and the Shibu-kai before they will be issued a charter to operate as a Koshin-ha Chito-kai Shibu Dojo.

  2. Dojo Charter

    • Upon acceptance, a Dojo Charter shall be jointly issued in the business name of the dojo and the individual who will serve as the Chief Instructor and Dojo Representative.

  3. Dojo Fees

    • Annual charter fees will be established by the Shibu-kai. All Dojo Representatives will be required to renew their Dojo Charter in January of each year.

  4. Shibu-kai New Members

    • Each new Dojo Chief Instructor will serve on the Shibu Kai as their Dojo Representative. However, their first two years of membership will be probationary. Probationary members will have a voice in this governing body, but may not vote on organization issues until their probationary period expires.

    • The probationary period of a new Shibu-kai member may be waived or reduced by a unanimous vote of both the Shihan and Shibu-kai.

  5. Duties

    • The duties of the Shibu Dojo Chief Instructor and Representatives shall be to maintain the bylaws, and procedures of the organization and to train their students.

    • The Dojo Chief Instructors and Representatives shall list all of their students, on a roster, and forward it to the organization Administrator, by the 31st of January each year.

    • The Dojo Chief Instructors and Representatives shall also be responsible to forward to the Administrator a dojo monthly status report. These reports will include a list of new members and dojo rank promotions made during the previous month.

  6. Dojo Members

    • After acceptance as a Koshin-ha Chito-kai Chartered Dojo, the Dojo Chief Instructor and Representatives will be responsible for registering all of their students who practice Chito-ryu Karate-do as Active Members of the Association.

IV. SHIHAN-KAI NEW MEMBERS

An individual person who has been accepted as an Active Member with go-dan rank or higher will be accepted as a member of the Shihan-kai. However their first two years of membership will be probationary. Probationary members will have a voice in this governing body, but may not vote on organization issues until their probationary period expires.

  1. Probationary Period

    • The probationary period of a new Shihan-kai member may be waived or reduced by a unanimous vote of both the Shihan and Shibu-kai.

V. ADMINISTRATOR

The Shihan-kai and Shibu-kai shall select a member of the Yudansha, by a majority vote to serve a two-year term, as the Koshin-ha Chito-kai Administrator.

  1. Authority and Duties

    • The duties of the Koshin-ha Chito-kai Administrator shall be to serve the organization as the Administrative Headquarters.

    • The Administrator shall establish and determine the location of the Administrative Headquarters for the organization.

    • The Administrator shall maintain records on all Active, Inactive and Former Members.

    • The Administrator shall assist the Shihan-kai and Shibu-kai with the daily operation of the organization.

    • The Administrator shall appoint a member of the Yudansha to serve as Recording and Financial Secretary.

    • The Administrator shall supervise the agenda at all Shihan and Shibu-kai meetings.

    • The Administrator shall publish all Organizational Directives issued by both the Shihan and Shibu-kai for distribution.

    • A list of all Koshin-ha Chito-kai members shall be made available to all members of the Shihan-kai and Shibu-kai upon request.

    • The Administrator may be removed from his/her duties of office by a majority vote of the Shihan and Shibu-kai for cause.

VI. RECORDING AND FINANCIAL SECRETARY

The Recording and Financial Secretary shall serve the same term as the Administrator.

  1. Authority and Duties

    • The Recording and Financial Secretary shall record the minutes of meetings and make them available to the members of the Shihan-kai and Shibu-kai.

    • The Recording and Financial Secretary shall publish all policy decisions made by the Shihan-kai and Shibu-kai.

    • The Financial Secretary shall receive all membership dues, Charter fees, test fees and other monies for the Organization and shall disburse such funds as directed by the Administrator to pay for administrative expenses of the Organization.

    • The Financial Secretary shall submit to the Administrator a quarterly financial report, which the Administrator shall forward to the Shihan and Shibu-kai for review.

    • Each year one member of the Shihan-kai and one member of the Shibu-kai will audit all Financial Records. If found in order, they will sign a statement and forward it to the full Executive Committee for review.

    • The Financial Secretary shall provide financial records upon request of the Administrator, Shihan-kai or the Shibu-kai.

VII. RANKING REQUIREMENTS

Ranking and age requirements will be established by the Shihan Kai.

  1. Minimum Time in Grade and Age Requirements

    • Green III 6 Months (from starting date)
      Brown III 18 Months (from starting date)
      Shodan 2 1/2 Years (from starting date and 16 years of age)
      Nidan 2 Years (time in grade)
      Sandan 3 Years (time in grade)
      Yondan 4 Years (time in grade and 25 years of age)
      Godan 5 Years (time in grade)
      Rokudan 6 Years (time in grade)
      Shichidan 7 Years (time in grade)
      Hachidan (50 years of age)
      Kudan (65 years of age)
  2. Attendance Records

    • Attendance records shall be kept on all Active Members by the Shibu Chief Instructors. These attendance records will be made available to the Shihan-kai National Test Board to substantiate the student’s activity during their time in grade period.

    • Amended August 29, 2009

    • A student testing for the rank of Sandan and above is required to attend a minimum of six (6) approved Koshin-ha events prior to testing for his/her next rank. The number of events attended by each student shall be tracked by his/her Chief instructor.

    • Examples of Event Requirements

      1. A student testing for Sandan must have attended at least six events after the time of his/her Nidan test.
      2. A student testing for Yondan must have attended at least six events after the time of his/her Sandan test.
      3. A student testing for Godan must have attended at least six events after the time of his/her Yondan test.

    • Approved events are defined as the annual spring and fall organizational events and any other event approved by the Shihan-kai. Persons wishing to get approval for an event are to request it from the Shihan-kai by e-mail. Majority approval for an event is required by the Shihan-kai.

  3. Examination Boards

    • There are two types of Examination Boards: A Dojo Examination Board and a National Examination Board.

  4. Dojo Examination Board

    • Promotional authority of the Dojo Examination Board shall be limited to the Kyu ranks. Dojo Chief Instructors who have advanced to their Shodan level (black belt) may conduct local testing to include all Kyu ranks.

  5. National Examination Board

    • All ranks of the Shodan Level (black belt) and higher must be certified by the National Examination Board. The Test Board must have at least three member of the Shihan Kai. Each member of the National Test Board must be one rank higher than the rank for which the person is testing. A national test can be conducted any time and any place.

    • Exceptions to the National Examination Board

    • Exception #1: Amended August 9, 2008

    • In cases where a student is unable to travel for a national test (Shodan and Nidan only), a variance can be issued and a single Shihan can perform an individual test under the following conditions.

      1. The Shihan-kai is presented with the following information to determine eligibility for a variance.

        • A letter from the student’s Chief instructor describing the student and reason for the variance.
        • A profile of the student including training history, work background, and any other pertinent information.

      2. The Shihan-kai will vote on the variance. A simple majority will approve the variance. Upon approval of the variance.

        • The Shihan-kai will appoint a Shihan to conduct the test.
        • In cases of promotion, the appointed Shihan will ask two other Shihan to sign the certificate.
        • The student will be informed of the decision through mail by the administrator.

    • Exception #2: Amended April 17, 2009

      • In cases where three instructors of Shihan grade are not available, on rare occasions a Yondan may sit as part of the National Examination Board. The Yondan’s name will be included on the promotional certificate.

  6. Certificates

    • The issuing of rank certificates shall be determined by the Shihan-kai.

  7. Time in Grade Waiver

    • Time in grade requirements may be waived on a case by case basis by a majority vote of the Shihan-kai. The Shihan-kai shall determine if a special test board or a rank review board is necessary to resolve the case presented before it.

  8. Ranks of Rokudan or Higher

    • Traditionally any person holding rank may promote to one rank below their own. The promotional policy of this organization for Rokudan rank or higher shall remain within the traditionally accepted method.

VIII. TRAINING CURRICULUM

The Shihan Kai will be responsible for establishing the training curriculum and rank standards of the Association.

IX. FEES

A list of fees will be published separately from this document. All administrative and promotional expenses incurred will be paid from these fees. In the event of a Association deficit, any expenses incurred will be recorded and paid when funds become available.

X. MEETINGS

An annual meeting will be scheduled by the Administrator for the Shihan Kai and Shibu Kai to conduct Organization business. It is believed that much of the organization’s business can be handled by telephone, e-mail and regular mail. Special meetings will be scheduled as required.

XI. UNIFORM

The karate uniform will be a standard, white traditional karate-gi. The only patch authorized to be worn on the gi jacket will be the Koshin-ha Chito-kai Chest Patch worn over the left breast. The Shibu Dojo Leg Patch may be worn centered on the outside of the left leg of the trousers 2” above the hem. Any additional writing, lettering or kanji on the official Koshin-ha Chito-kai gi must be approved by the Shibu-kai. Silk or satin uniforms are not permitted.

XII. ADVERTISEMENT/ MERCHANDISE RESTRICTIONS

Advertising and merchandising of organizational material shall be as follows.

  1. Advertising

    • Use of the Organization name and information about the organization, history, and officers for advertising purposes is restricted except for members of the Shibu-kai.

    • All advertising should be accurate and not misrepresent the Organization.

  2. Merchandising

    • Use of Organization logo, patch, or name in merchandising is not restricted to those dojo representatives that have completed their probationary period. Those dojo representatives whose membership is still in their probationary period may use the Organization logo, patch, name etc. in merchandising with the approval of the Administrator.

    • All merchandising should not be detrimental to the integrity of the Organization.

  3. Misinformation or Detrimental Material

    • Deliberately using misinformation or merchandising items which are detrimental to the integrity of the organization are reasons for dismissal from the organization.