CONSTITUTION & BYLAWS

CONSTITUTION
ARTICLE I. NAME
ARTICLE II. PURPOSE
ARTICLE III. MEMBERSHIP AND VOTING
ARTICLE IV. EXECUTIVE COMMITTEE, DUTIES AND RESPONSIBILITIES, AND TERMS OF OFFICE
ARTICLE V. AMENDMENTS

BYLAWS
ARTICLE I. MEETING
ARTICLE II. MEMBERSHIP DUES AND FEES
ARTICLE III. FISCAL YEAR
ARTICLE IV. ELECTIONS
ARTICLE V. APPOINTIVE COMMITTEES
ARTICLE VI. RESOLUTIONS, AWARDS, AND RECOGNITIONS
ARTICLE VII. AMENDMENTS


KENTUCKY ASSOCIATION of COLLEGIATE REGISTRARS AND ADMISSIONS OFFICERS CONSTITUTION
(Revised November 2017)

ARTICLE I. NAME

The name of this organization shall be the Kentucky Association of Collegiate Registrars and Admissions Officers (KACRAO).

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ARTICLE II. PURPOSE

This shall be a professional educational association, voluntary and non-profit, of cooperating collegiate level, degree-granting institutions of higher education in Kentucky, accredited in any of the categories recognized by the Southern Association of Colleges and Schools (SACS) or by a 2/3 vote of the membership present at the annual business meeting. Eligibility for other types of membership shall be as set forth in the Constitution. Any institution granted membership prior to October 1994, shall retain eligibility for membership status.

The general purpose of this Association shall be to promote the advancement of education, particularly higher education. The specific purposes shall be to advance professionally the offices of admissions, records, registration, and closely-related functions among institutions of higher learning. In pursuit of the purposes of the Association, KACRAO does not discriminate against any individual on the basis of national or ethnic origin, race, color, religion, gender, sexual orientation, age or disability.

Any activity appropriate to the purposes set forth in this section may be undertaken by the Association, and specifically included are:

a) Holding an Annual Conference for the professional improvement of its members and the conducting of Association business;
b) Communicating Association news, occasional special bulletins, and reports;
c) Encouraging, conducting, and cooperating in research projects intended to further the purpose of the Association;
d) Promoting close cooperation with SACRAO, AACRAO, and other appropriate associations, and encouraging participation in professional activities at the regional and national levels; and
e) Conducting workshops and seminars on a regular basis for the betterment of the membership. Key staff members from institutions referenced above shall be admitted to membership in the Association. Such individuals shall constitute the active membership of the Association. None of the Association's funds shall inure to the benefit of any private individual or organization except for services actually rendered or goods actually purchased, and upon dissolution any remaining funds or assets shall be distributed to some educational or other charitable or non-profit organization(s) by a majority vote of the membership.

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ARTICLE III. MEMBERSHIP AND VOTING

Section 1. Institutional Members
Institutional members shall consist of individuals from member institutions which have paid dues. They shall participate in Association business, are eligible to hold elective office, and to participate in activities as appropriate including committee assignments.

Section 2. Emeritus Membership
Emeritus members are those individuals selected for special recognition upon retiring from or leaving the profession after significant contributions to KACRAO and the admissions/registrar professions. Nominations for this recognition are solicited by the Recognitions, Awards, and Resolutions Committee, who will forward their award recommendations to the Executive Committee for action.

Section 3. Associate Members
Associate members shall be those individuals which are found to have purposes parallel with those of KACRAO and desire to participate in its (non-voting) activities and are approved for this status by the Executive Committee.

Section 4. Administration
The administration of membership activities shall be governed by the Executive Committee according to adopted and published guidelines that are separate from the Constitution and Bylaws. Said guidelines shall be approved and modified as needed by two-thirds majority vote of the Executive Committee. Approved modifications are effective only after thirty days and notification of the membership. These guidelines shall not contravene the Constitution and Bylaws of the Association.

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ARTICLE IV. EXECUTIVE COMMITTEE, DUTIES AND RESPONSIBILITIES, AND TERMS OF OFFICE

Section 1. Executive Committee
The Executive Committee, shall include:

(a) President;
(b) President-Elect;
(c) Vice President for Admissions;
(d) Vice President for Records and Registration;
(e) Vice President for Technology
(f) Secretary;
(g) Treasurer;
(h) Treasurer-Elect;
(i) Immediate Past President; and
(j) Two Members-at-Large.

There shall be no more than two active members represented from the same institution on the Executive Committee at any given time. In addition, the Local Arrangements Committee Chair shall serve as a non-voting member of the Executive Committee. The chair is appointed for an annual term by the President-Elect prior to the Annual Conference and may be reappointed. The Committee shall have those duties specifically assigned in the Constitution and By Laws and in the Officers Handbook.

Section 2. President
The President shall serve as Chairperson of the Executive Committee and shall be an ex-officio member of all appointed KACRAO committees. The President shall be responsible for all activities within the Association, with the prerogative to delegate duties and responsibilities. The President shall assume this office after completion of one term as President-Elect and shall serve for a one-year term.

Section 3. President-Elect
The President-Elect shall serve as principal assistant to the President as needed and shall coordinate the Annual Conference program. The President-Elect should be a member of the current Executive Committee or be actively involved in KACRAO and shall be elected by a majority of the votes cast for this office, and shall serve for a one-year term before succeeding to the Presidency; if the Presidency should be assumed prematurely because of a vacancy in that office, the subsequent normal term would not be affected.

Section 4. Vice President for Admissions and Vice President for Records and Registration
The Vice President for Admissions and the Vice President for Records and Registration shall coordinate the work of committees in their respective professional areas. They shall be elected by a majority of the votes cast for their respective offices; they shall serve for two year terms and may not succeed themselves; they shall be elected in alternate years.

Section 5. Vice President for Technology
The Vice President for Technology shall coordinate all technological services for the Executive Committee and membership. The Vice President for Technology shall be elected by the majority of the votes cast. This officer shall serve for a two-year term and may be re-elected for one additional term.

Section 6. Secretary
The Secretary shall serve as secretary of the Association's annual business meeting and of the Executive Committee meetings, and shall maintain and publish the membership directory. The Secretary shall be elected by a majority of the votes cast for this office; shall serve a two-year term; shall be elected the same year as the Treasurer-Elect; and may not succeed himself/herself.

Section 7. Treasurer
The Treasurer shall collect and deposit all income (including dues); shall be responsible for the payment of expenses of the Association; shall secure the approval of the President before payment; shall prepare quarterly financial statements and an annual proposed budget for the Executive Committee; and at the close of the fiscal year shall prepare a complete financial report. The annual financial report shall be audited by the Auditing Committee and the report of the Auditing Committee shall be presented to the Executive Committee and to the Association. The Treasurer shall assume this office after completion of one term as Treasurer-Elect; shall serve a two-year term; and may not succeed himself/herself.

Section 8. Treasurer-Elect
The Treasurer-Elect shall train for one year under the current Treasurer, learn the responsibilities of the Treasurer office, and with the support of the Treasurer shall transition all financial accounts to himself/herself and appropriate newly elected officers at the conclusion of the one-year term. The Treasurer-Elect shall be elected by a majority of the votes cast for this office; shall serve a one-year term; shall be elected the same year as the Secretary; and shall transition into the Treasurer office upon completion of the one-year term.

Section 9. Immediate Past President
The Immediate Past President shall serve as adviser to the President and to the other members of the Executive Committee; shall chair the Constitution and By-Laws Committee; and shall update the KACRAO Officers’ Handbook. This position is for one year after completion of a term as president.

Section 10. Members-at-Large
Two Members-at-Large shall be elected to serve on the Executive Committee. They shall be elected by a majority of the votes cast for these offices. They will be elected for a term of two years with one member elected each year. They may not succeed themselves. The Members-at-Large will be assigned responsibilities as deemed necessary by the President.

Section 11. Taking Office
Newly elected officers and Members-at-Large shall take office at the end of the Annual Conference during which they were elected. In case of a vacancy in the office of President, the President-Elect shall assume the position. In the event of a vacancy in any other office, the Executive Committee shall make an appointment for the remainder of the unexpired term. Such appointments shall not affect the appointee's eligibility for election to that of any other office.

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ARTICLE V. AMENDMENTS

The adoption of any proposed amendments to the Constitution shall require two-thirds (2/3) majority of the votes cast at the Annual Conference if notice was circulated to the active membership at least one month in advance or a four-fifths (4/5) majority if less or no advance notice was given.

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BYLAWS

ARTICLE I. MEETING

Section 1. Annual Conference
A meeting of the entire Association shall be called annually, the precise date and location to be set by the Executive Committee with due regard to geographical rotation. The Executive Committee shall have the authority, in case of emergency, to advance, postpone, or omit an Annual Conference; in such a case, the time between two consecutive meetings of the Association shall be counted as one year of administration. The Executive Committee may set a registration fee for the Annual Conference.

Section 2. Business Meeting
Association business shall be conducted at the Annual Conference by the active members present.

  1. Official business to be conducted at the Annual Conferences shall include at least:
    1. Election of officers and Members-at-Large;
    2. Reports from officers, Members-at-Large and committees, with such action as may be appropriate, including adoption of the budget and resolutions;
    3. Action on any proposed amendments to the Constitution or By Laws.
  2. Normally due notice shall have been given in advance on any substantive matter, including the budget and policy resolutions which are to be voted on at the Annual Conference.

Section 3. Executive Meetings
Meetings of the Executive Committee shall be called by the President. Decisions within the Executive Committee shall be made by simple majority vote of the members present and voting. A minimum of one-half of the Executive Committee shall be present in order for official business to be transacted.

Section 4. Parliamentary Procedure
Robert's Rules of Order shall be the parliamentary procedure for conducting the business meeting affairs of this Association. The President shall appoint a Parliamentarian to serve at the annual business meeting.

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ARTICLE II. MEMBERSHIP DUES AND FEES

Section 1. Membership Year
The membership year of the Association shall be from August 1 through July 31. Renewal notices shall be sent to the membership by the Secretary by June 1 with dues payable on or before October 1.

Section 2. Institutional Membership Dues
Changes to the dues for institutional and associate members will be submitted to the membership for approval at the Annual Conference by the Executive Committee.

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ARTICLE III. FISCAL YEAR

The fiscal year of the Association shall extend from January 1 through December 31.

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ARTICLE IV. ELECTIONS

Section 1. Officers
Association officers and Members-at-Large shall be elected in the business session of the Annual Conference. A slate of nominees shall have been presented to the membership, at least 30 days before the Annual Conference, by the Committee on Nominations and Elections. Additional nominations may be made from the floor of the business meeting.

Section 2. Committee on Nominations and Elections
The Committee on Nominations and Elections shall consist of five members, four of whom are elected by the active members for a term of one year. The Chair-Elect (individual receiving the highest vote total) will continue on the committee for a second year succeeding the Chairperson. Retiring committee members shall not be eligible to serve again on this committee for two years.

(a) After election to committee membership and during service on the committee, a member shall not be eligible for nomination to a voting position on the Executive Committee nor become eligible by resigning from the committee.
(b) Each year this Committee, convened by its Chairperson, shall meet for initial orientation before the end of the annual Association meeting.
(c) Members of the Committee shall assist the Chairperson in soliciting nominees for officers, Members-at-Large, and for this committee. The Nominations and Elections Committee will make every reasonable effort to reflect among the candidates selected, the variety of personal and professional characteristics represented in the membership.
(d) A list of eight nominees for the Committee on Nominations and Elections shall be distributed to the active membership at least sixty days prior to the Annual Conference. The active members shall vote for up to four nominees and return the completed ballot to the Chairperson of the Committee at least thirty days in advance of the Annual Conference. The Chairperson of this Committee will tabulate the results of the votes cast.
(e) In case of a resignation from the Committee on Nominations and Elections, the person receiving the next highest number of votes shall fill this vacancy and be named to serve on the Committee as a member.
(f) The results of the election of the Committee on Nominations and Elections will be announced at the business session of the Annual Conference.

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ARTICLE V. APPOINTIVE COMMITTEES

Section 1.
Committees to assist in Association activities, as deemed necessary or desirable, shall be established (or may be discontinued) by the President, with approval of the Executive Committee.

Section 2.
Appointments to these committees shall be made for one year with reappointment possible. Each appointed committee shall report to the Executive Committee through the appropriate officer.

Section 3. Standing Committees
The Association shall maintain at minimum the following standing committees: Auditing; Constitution and By Laws; Nominations and Elections; Professional Access and Equity; and Resolutions, Awards and Recognitions. Standing committee appointments, including committee chair appointments, are normally made by the President-Elect, with advice from the Executive Committee, prior to the Annual Conference.

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ARTICLE VI.  RESOLUTIONS, AWARDS, AND RECOGNITIONS

The Association may establish resolutions, awards, and recognitions and criteria for the same at its discretion to acknowledge the noteworthy activities of the body, individual member, or other organizations. The authority for such actions shall be vested in the Executive Committee with input from the Resolutions, Awards, and Recognitions Committee (RAR). No action shall contravene other actions of this nature stated elsewhere in the Constitution or these Bylaws.

Section 1. Resolutions
Resolutions may be submitted by any member of the Association to the RAR Committee for review and modification, if needed. Resolutions may also originate from the RAR or Executive Committee. The chair of the RAR Committee, or designee, may submit the resolution at any regularly scheduled meeting of the Executive Committee or the Annual Business Meeting of the Association for adoption/approval.

Section 2. Awards and Recognitions
Establishment of specific awards and recognitions and criteria for the same shall originate with the RAR Committee. Modifications to the same shall be approved by the same two-thirds majority of the Executive Committee.

A document listing of all official awards and recognitions and criteria for the same, separate and distinct from the Constitution and Bylaws shall be maintained by the Executive Committee and included in the Officers’ Handbook. It shall be posted to the KACRAO website.

Section 3. Recognitions of Appreciation
The Executive Committee shall have the liberty to recognize, by the means of its choosing, any individual (member or non-member) or organization it deems worthy by simple majority vote. The RAR Committee shall be at liberty to recommend the same to the Executive Committee.

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ARTICLE VII.  AMENDMENTS

The adoption of any proposed amendment to the By-Laws shall require a two-thirds (2/3) majority of the votes cast at the Annual Conference if notice was circulated to the active membership at least one month in advance or a four-fifths (4/5) majority if less or no advance notice was given.

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