UACRAO By-Laws

Article I - Annual Dues and Registration Fees

Section 1:

The institutional and affiliate membership dues shall be determined by the Executive Committee. No membership dues shall be assessed individual members or honorary members.

Section 2:

Any member institution which shall fail to pay annual dues will, after notice in writing from the Treasurer, be dropped from the membership rolls and shall not be eligible for reinstatement until annual dues have been paid. Individual members shall be dropped from the rolls along with the institution.

Section 3:

Individual members shall pay a registration fee for all activities and meetings sponsored by the associations as determined by the Executive Committee. Registration fees will be waived for all honorary members.

Article II - Meetings

The association shall hold an annual meeting each year during the winter in order not to conflict with the annual national meeting of the American Association of Collegiate Registrars and Admissions Officers (AACRAO). The location and date will be chosen by the Executive Committee, which shall also have the power to advance, postpone, or omit an annual meeting in case of emergency.

Article III - Terms of Office

Section 1:

The President and the President Elect shall hold office for one year each, and neither shall succeed him/herself in office. The Vice President shall hold office for one year. The Secretary and the Treasurer shall hold office for two years each and neither shall succeed him/herself in office. The Secretary and Treasurer are to be elected in alternate years. Should any annual meeting be omitted or the time of it changed, the time between two consecutive meetings shall be considered one year in the administration of the provisions of this section.

Section 2: Vacancies

In the event of a vacancy in the office of the President, the President Elect will succeed to the presidency. In the event of a vacancy in the office of the President Elect, the office shall be filled by an appointee selected by the Executive Committee. At the annual meeting the membership shall ratify this appointment or elect by ballot a person to the office of the President. In the event the office of the Vice President becomes vacant, the office shall be filled by an appointee of the Executive Committee for the remainder of the term. In the event the office of Secretary becomes vacant, the office shall be filled by an appointee selected by the Executive Committee. At the annual meeting the membership shall ratify the appointment, or elect by ballot a person to hold the office for the remainder of the term. In the event the office of Treasurer becomes vacant, the office shall be filled by an appointee selected by the Executive Committee. At the annual meeting the membership shall ratify the appointment, or elect by ballot a person to hold the office for the remainder of the term.

Article IV - Duties of Officers

Section 1: President

It shall be the duty of the President to assume full responsibility for all of the general activities of the Association, conduct all necessary correspondence with the members in regard to the program for the annual meeting, approve all Association bills before payment by the Treasurer and refer to an Auditing Committee the annual report of the Treasurer. The President shall have overall responsibility for the annual meeting and shall work directly with the General Conference Chairperson in the planning and organization of the annual meeting. The President also shall serve as Chairperson of the Executive Committee and shall be a ex officio member of all committees of the association.

Section 2: President Elect

It shall be the duty of the President Elect to be chief assistant to the President and shall succeed to the presidency at the end of the term of the President. The President Elect shall be responsible for the selection and appointment of the association Newsletter Editor and other editorial and publishing needs of the association as they arise; and for coordinating information about professional development. The President Elect shall have overall responsibility for the Midyear Conference.

Section 3: Vice President

The Vice President shall be officially responsible for UACRAO membership and for determining those members to be recognized with special awards at the annual meeting. The Vice President may also be given special assignments by the President.

Section 4: Immediate Past President

The Immediate Past President shall sit as a member of the Executive Committee, shall serve as adviser to the President, the Executive Board, and to the membership, and acts as chair of the Nominations and Elections Committee. The Immediate Past President is responsible for review of the Constitution and Bylaws. The Immediate Past President shall also chair the committee on Honorary Memberships.

Section 5: Secretary

It shall be the duty of the Secretary to keep an active list of all members, affiliate members, and honorary members of the association with their mailing addresses; and shall be responsible for publishing and distributing the association directory. The Secretary shall keep the minutes of the annual meeting of the association and the minutes of meetings of the Executive Committee. The Secretary shall perform such other duties as may be assigned by the Executive Committee.

Section 6: Treasurer

It shall be the duty of the Treasurer to collect institutional membership fees by November 1, as well as registration fees for the Annual Conference and Midyear Conference when such fees are charged. The Treasurer shall bear sole responsibility to the Executive Committee for membership records and membership reports. The Treasurer shall secure the approval of the President on all bills before payment and shall prepare formal/informal financial statements for meetings of the Executive Committee when requested. At the close of the calendar year, the Treasurer shall make a complete financial report, audited by the Auditing Committee appointed by the President, to be presented to the Executive Committee and to be distributed at the annual meeting. The Treasurer shall also be responsible for completing the appropriate tax reports by the filing deadline.

Article V - Elections

Association officers shall be elected in the business session on the last day of the annual meeting. A slate of nominees shall have been presented to the membership at least 30 days before the annual meeting, by the Nomination and Elections Committee. Additional nominations may be made from the floor of the business meeting.

Article VI - National Association

The Utah Association of Collegiate Registrars and Admissions Officers shall be represented at the annual meeting of the American Association of Collegiate Registrars and Admissions Officers by its official delegate as appointed by the Executive Committee. Normally the role of official delegate shall be filled by the President. If the President is unable to attend the annual meeting of the American Association of Collegiate Registrars and Admissions Officers the Executive Committee will appoint an official delegate.

Article VII - Standing Committees

Section 1: Standing or Ad Hoc Committees

Standing or ad hoc committees may be appointed or dissolved by the President as deemed necessary for the work of the association. Each Standing Committee reports to the Executive Committee through the appropriate officer as assigned by the President.

Section 2: Annual Conference Committee

The Annual Conference Committee shall consist of a Chair and a Co-chair. The role of the committee shall be the planning and organization of the Association's Annual Conference. It shall be the duty of the Annual Conference Chair to have overall responsibility for planning and organization of the Annual Conference. In the event the office of Chair becomes vacant the office shall be filled by the Annual Conference Co-chair, and in that circumstance the Co-chair shall serve in the following year for a full term as Chair. Annual Conference Co-chair. It shall be the duty of the Annual Conference CO-chair to be the assistant to the Annual Conference Chair. The Annual Conference CO-chair shall become the Annual Conference Chair the following year. In the event the office of the Annual Conference CO-chair becomes vacant the office shall be filled by an appointee selected by the President.

Section 3: Professional Development Committee

The Professional Development Committee shall consist of a Chair and CO-chair and one member appointed by the President Elect. The role of the Committee shall be the planning and organization of workshops designed to promote professionalism in the association. Additional tasks may be assigned to the Committee by the President Elect.

It shall be the duty of the Professional Development Chair to have overall responsibility for planning and organization of the Midyear Conference and the pre-conference workshop before the annual meeting. In the event the office of Chair becomes vacant the office shall be filled by the Professional Development CO-chair, and in that circumstance the CO-chair shall serve in the following year for a full term as Chair.

Professional Development CO-chair It shall be the duty of the Professional Development CO-chair to be the assistant to the Professional Development Chair. The Professional Development CO-chair shall become the Professional Development Chair the following year. In the event the office of the Professional Development Co-chair becomes vacant the office shall be filled by an appointee selected by the President Elect.

Section 4: Committee on Nominations and Elections

The Committee on Nominations and Elections shall consist of the Immediate Past President as chair and two members appointed by the Immediate Past President. No member shall be eligible to serve on this committee during successive years. A meeting shall be convened in time to notify the membership of these nominees.

Section 5. Committee on Honorary Memberships

The Committee on Honorary Memberships shall consist of the three most recent Past Presidents or others as selected by the Immediate Past President. The immediate Past President shall be chairperson of said committee.

In general, honorary membership will be based on one or both of the following considerations:

1. Distinguished service as an officer or chairperson of a committee.
2. Repeated and significant contributions in the form of active committee membership, participation at the annual meetings, programs, or similar activities, coupled with regular attendance at the annual meetings over a period of years.

Honorary memberships shall be based primarily upon significant service to the Association. Length of membership, or regular attendance at annual meetings, do not of themselves constitute grounds for the awarding of honorary memberships.

Section 6: Technology Task Force Committee

The Technology Task Force Committee is established to provide a forum for representatives from the universities and colleges of the State of Utah to express their concerns, recommendations, ideas and advice as it pertains to developing new technologies that will be used by the schools of Utah. This Task Force would be concerned with issues that would affect all the state schools, i.e. setting up trading partners and trading partner agreements, working with the high schools in the state to get on board with ExPRESS, discussing the possibility of a standard statewide application, etc.

The Executive Committee shall appoint the chair of the Task Force. This person shall serve a minimum of two years, at which time the Executive Committee will appoint a new chair from the membership of the association. The chair will be responsible for arranging and conducting the meetings. The Task Force will consist of two voting representatives from each member institution of UACRAO and a voting representative from the UACRAO Executive Committee. If an institution wants to have more than two representatives at the meetings, the additional representatives will be non-voting members. Also, representatives from non-UACRAO organizations may attend the meetings as non-voting members.

Article VIII - Calendar Year

The calendar year of the Association shall extend from February 1 to January 31.

Article IX - Meetings

Section 1:

The Association shall hold an annual meeting each year, the location and date to be chosen by the Executive Committee which shall also have the power to advance, postpone, or omit an annual meeting in case of emergency.

Section 2:

Association business shall be conducted at the annual meeting by the active members present and shall include at least the (1) election of officers; (2) reports from officers and committees, with provision for the adoption of association resolutions; and (3) action on proposed amendments to the Constitution and Bylaws. Except for amendments to the Constitution and Bylaws, action may be taken by a majority of those present and voting.

Section 3:

Meetings of the Executive Board shall be called by the President as needed. Four members of the board constitute a quorum with a majority of those present required to take action.

Article X - Amendments

These bylaws may be amended by any annual meeting by a two-thirds vote of the members who are present and voting, providing that notice of the proposed amendment has been 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.