Article I - Name
The name of the organization shall be the
Arizona Association of Collegiate Registrars and Admissions Officers (AzACRAO).
Article II - Purpose
Section I:
The purpose of this Association shall be:
- To provide for the dissemination of information and
the interchange of ideas on problems of mutual interest to the
individual participants of the member institutions.
- To foster a better understanding of the activities of
member institutions and to develop a spirit of cooperativeness,
helpfulness, and unity in the solution of mutual problems.
Section II:
Among the activities accepted and understood to be within the
established authority and jurisdiction of the Association for the
fulfillment of these purposes are the following:
- The holding of at least one meeting per year.
- The publication of regular or special bulletins.
- The conducting of cooperative studies and surveys, on
the initiative of this Association or in joint responsibility with other
organizations of similar general purpose.
- The dissemination of information on problems of
common interest to its members.
- The arranging and conducting of professional
development training seminars.
Article III - Membership
Section I:
Membership is institutional:
- Any collegiate-level degree-granting institutions of
higher education in Arizona may be considered for regular institutional
membership if they are accredited by an accrediting association approved
by the Commission on Recognition of Post-secondary Accreditation
(CORPA). Institutions that are candidates for accreditation may become
institutional members of AzACRAO while in candidate status. Candidate
institutions may not vote nor their individual representatives hold
office until fully accredited.
- Institutions which are not so listed may be elected
to membership upon investigation by and recommendation of the Executive
Committee. Membership shall be approved by at least a two-thirds
affirmative vote of the institutional membership present and voting.
- Separate divisions of colleges and universities of
complex organizations recognized and administered and independent or
semi-autonomous institutions (except for restrictions imposed by law or
charter) may be considered institutions within meaning of this article,
as determined by the Executive Committee, and each of these divisions
shall be eligible for membership.
- Each institutional member shall have two votes, one
vote for the Office of Registration and Records and one vote of the
Office of Admissions. On campuses where one person serves as both
Registration and Records Officer and Admissions Officer, this person or
the designated institutional member representative shall have two votes.
Section II:
Participation in the conference, panels, and discussions of
the Association shall be open to all faculty and staff of member
institutions who are charged with any responsibilities in admissions or
registration related activity.
Section III:
Individuals who have retired from active service or who have
entered into another sphere of activity may be given appropriate recognition
upon recommendation of the Executive Committee.
Article IV - Officers
Section I:
The executive officers of the Association shall be a
president, a past president, a president-elect, a vice-president, a
secretary, and a treasurer. The president-elect, the vice-president, the
secretary, and the treasurer shall be elected by ballot at the Fall meeting.
A simple majority of institutional members present and voting is necessary
to elect officers. The new officers shall assume office at the end of the
Fall meeting.
Section II:
The executive officers named in Section I, together with the
immediate past president and the newly elected officers shall constitute an
Executive Committee with power to fix the time and place of the next meeting
as provided in the bylaws, to assist in arranging the program, and to assist
the president in conducting the business of the Association.
Article V - Amendments
This constitution may be amended at any
annual meeting by a two-thirds vote of the institutional members who are
present and voting, provided that notice of the proposed amendment has been
sent to the institutional members at least one month in advance of the
meeting. An amendment not thus proposed in advance may be adopted by a
four-fifths vote of the institutional members present and voting.
BY LAWS
Article I - Fees
Section I:
The annual institutional membership fee shall be determined
by the Executive Committee and shall be paid prior to or at the annual
meeting.
Section II:
Any member institution which shall fail to pay annual dues
within sixty (60) days of the annual meeting will, after notice in writing
from the Treasurer, be dropped form the membership rolls and shall not be
eligible for reinstatement until annual dues have been paid.
Section III:
Individual participants in the annual meeting of the
association shall pay a registration fee as determined by the Executive
Committee.
Article II - Meetings
Section I:
The Association shall hold a least one meeting per year at a
time that does not conflict with either annual regional meetings of PACRAO
or the annual national meeting of AACRAO.
Section II:
The location and date(s) are to be chosen by the Executive
Committee with due regard to geographical rotation. The Executive Committee
shall also have the power to advance, postpone, or omit an annual meeting in
case of emergency.
Article III -Term of Office and Duties of
Officers
Section I:
All officers with the exception of the Treasurer and
Newsletter Editor, who are elected to serve two-year terms, should hold
office for one year. If the annual meeting is omitted or postponed, the
officers will hold office until their successors are duly elected. No person
may serve successive terms in the same office.
Section II:
The president shall assume full responsibility for all
general activities of the Association, coordinate all necessary
correspondence with members in regard to the annual program and with the
assistance of the Executive Committee arrange the program and serve as
chairperson at Association meetings. All bills must be approved by the
president before payment.
Section III:
The president-elect shall act as the chief assistant to the
president and shall succeed to that office in case it becomes vacant. In
addition, the president-elect shall serve as diversity chair and coordinator
of membership services. The president-elect will become president the
following year.
Section IV:
The past president shall serve in an advisory capacity to the
current president and chair the Nomination and Elections Committee. In
addition, the past president shall be responsible for the recognition of
retirees at the Spring meeting.
Section V:
The vice-president shall succeed to the office of
president-elect in the event it becomes vacant. In addition, the
vice-president will serve as chairperson of the committee on Professional
Development and Training.
Section VI:
The secretary shall be the custodian of the records of the
Association. This person shall keep the minutes of the annual meeting and
the meetings of the Executive Committee. This person shall edit, publish and
distribute all official publications issued in the name of the Association.
Section VII:
The treasurer shall be the custodian of the funds of the
Association. This person shall keep an accurate list of the Association,
collect membership dues, and pay all bills rendered to the Association when
approved for payment by the president. This person shall prepare a financial
report to be presented to the members of the Association at the time of the
annual meeting.
Section VIII:
Any vacancies not covered by the constitution can be filled
at the discretion of the Executive Committee.
Article IV - Committees
Section I:
Ad Hoc Committees. The Association shall be served by ad hoc
committees as deemed necessary and appropriate by the president in
consultation with the Executive Committee. These committees shall be
appointed to perform designated and specific services for the Association
with the duration of appointment determined by the president as appropriate
to the nature and extent of the services to be performed.
Section II:
The Committee on Nominations and Elections shall be chaired
by the immediate past-president and two additional members who shall be
appointed by the president during the meeting at which the president assumes
office. No member shall be eligible to serve on this Committee during
successive years. Care should be taken to provide representation from all
areas: community college and university, Registrars and Admissions Officers.
Section III:
The committee on Professional Development and Training shall
consist of three members and shall be appointed by the president during the
meeting at which the president is elected. This committee, chaired by the
vice-president, shall be responsible for arranging and conducting
semi-annual workshops for admissions and records supervisory, secretarial
and clerical personnel.
Article V - Regional and National
Association
The Arizona Association of Collegiate
Registrars and Admissions Officers shall be represented at the annual
meeting of the Pacific Association of Collegiate Registrars and Admissions
Officers and the annual meeting of the American Association of Collegiate
Registrars and Admissions Officers by the President of the Association or a
designee.
Article VI - Fiscal Year
The fiscal year of the Association shall
cover the period from July 1 to June 30.
Article VII - Amendments
These Bylaws may be amended at any annual
meeting by a two-thirds vote of the members present and voting, provided
that notice of the proposed amendment was sent to the members at least one
month in advance of the meeting. An amendment not thus proposed in advance
may be adopted by a four-fifths vote of the members present and voting.
Amended 3/19/1987
Amended 2/12/1998
Amended 9/18/2005 |
