 | Constitution and By-Laws
CONSTITUTION OF THE
LOUISIANA ASSOCIATION OF COLLEGIATE
REGISTRARS AND ADMISSIONS OFFICERS
ARTICLE I. NAME
The name of the organization shall be the Louisiana Association of Collegiate Registrars and Admissions Officers (LACRAO). It shall be a professional educational association, voluntary and non-profit.
ARTICLE II. PURPOSES
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 work and the positions in offices of recruitment services, admissions, registration, records, financial aid, institutional research, and closely related functions among institutions of higher learning.
Section 1. For the fulfillment of these purposes, the Association shall provide by means of annual conferences and otherwise for the dissemination of information and the interchange of ideas on problems and matters of common interest.
Section 2. The Association shall cooperate with other professional organizations within and without Louisiana whose objectives and purposes are deemed consistent with those of this Association.
Section 3. 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 exempt organization.
ARTICLE III. MEMBERSHIP
Membership shall be (a) institutional, (b) affiliate, or © honorary.
Section 1. Institutions of higher education in Louisiana shall be eligible for institutional membership if they are accredited by the Southern Association of Colleges and Schools: Commission on Colleges. Institutions which are not so accredited may become members upon investigation by and recommendation of the Executive Committee and approval by at least two-thirds of the delegate vote cast at any annual meetings. Institutions that are “candidates” for SACS accreditation may become institutional members of LACRAO while in candidacy status.
At the time dues are paid the institutional members shall designate from administrators in their offices listed in Article II individuals to constitute the active membership of the Association. The active members shall conduct specified matters of Association business, as itemized in the accompanying Bylaws. They shall elect specified officers who constitute the Executive Committee, and shall conduct all Association business which is assigned to them or is not otherwise provided for in the Bylaws. Institutions of complex organization shall hold an institutional membership for each separately organized campus or center, and the Executive Committee shall make the final determination in any questionable case.
Section 2. Non-voting affiliate membership shall be open to individuals or organizations whose purposes are related to the purposes of the Association. This membership may be granted upon recommendation of the Executive Committee and approval by at least two-thirds of the delegate vote cast at an annual meeting.
Section 3. Non-voting honorary membership shall be open to those individuals who have served the Association with distinction and are no longer eligible to be active members. These persons may be elected to this membership by the Association on recommendation of the Recognitions Committee. They shall enjoy a permanent invitation to attend Association meetings and to maintain interest in LACRAO affairs and shall be excused from all LACRAO fees.
Section 4. The annual institutional membership fee and affiliate membership fee shall be no less than $50 as approved by the Executive Committee and payable on or before November 15. Notice of change must be announced at the annual meeting preceding the next fiscal year. Any institutional member or affiliate member who shall fail to pay the annual membership fee shall be dropped from the list of members after written reminder from the Treasurer and approval of the President.
ARTICLE IV. OFFICERS
Section 1. Offices in the Association may be held by institutional member representatives only. The elected officers shall be a President, Vice President, Secretary, and Treasurer.
Section 2. Association officers shall be elected in the business session held during an annual meeting. A slate of nominees shall have been presented by the Nominations Committee; additional nominations may be made from the floor.
Section 3. With the exception of the Treasurer, the term of office of each officer shall be one year beginning with the adjournment of the annual meeting in which elected. The treasurer shall hold office from the beginning of the calendar year following his/her election until the close of the calendar year in which a successor is elected. With the exception of the President and Immediate Past President, all other officers may succeed themselves in office. The President and Immediate Past President may be elected to any office after being out of office for at least one calendar year.
Section 4. If a vacancy occurs in an office, the Executive Committee shall make an appointment for the remainder of the unexpired term; such appointment shall not affect the appointee’s eligibility for election.
ARTICLE V. VOTING REQUIREMENTS
Section 1. The presence of the majority of the institutional membership at any Association meeting, annual or special, shall constitute a quorum. A quorum for any committee meeting shall be a simple majority of the committee membership. All votes of the Association must meet these quorum requirements to be legal.
Section 2. At annual or special meetings, each institutional member shall have one vote. Representatives of each institution will select a chairperson who will cast the vote of the delegation when the balloting begins. Voting by proxy is not permitted.
Section 3. Voting by proxy is permitted on the committee level only. Any committee member who knows he/she cannot attend a meeting may sign a statement authorizing a proxy vote.
Section 4. All issues in meetings, including elections, which require a vote shall be decided by a simple majority of the delegate vote (or committee member in committee meetings) cast unless specified to the contrary elsewhere in the Constitution and Bylaws.
Section 5. The President of the Association will cast his/her vote with his/her delegation. He/she may not vote a second time to either make or break a tie.
ARTICLE VI. AMENDMENTS
This Constitution may be amended or revised at any annual or special meeting on approval by two-thirds of the delegate vote cast.
BYLAWS
ARTICLE I. MEETINGS
Section 1. There shall be an annual meeting of the Association. The location and date of the meeting shall be determined by the Executive Committee. The Executive Committee shall also have authority to call additional meetings of the Association or members thereof whenever necessary or to postpone or omit an annual meeting in case of emergency. Should any annual meeting be omitted or the time for it be changed, the time between two consecutive meetings shall be counted as one year in the administration of the Association. Items of business pertaining to amendments to the Constitution or Bylaws, policy resolutions, and policy changes shall be submitted in writing to the appropriate officer or committee prior to the call for the annual meeting.
Section 2. Attendance at annual meetings shall be open to all staff members in the offices of recruiting services, admissions, registration, records, financial aid and institutional research at member institutions, and to any other interested person professionally associated with higher education who may be invited by member representatives.
Section 3. The Executive Committee shall set registration fees for Association meetings to be paid by each individual in attendance except honorary members and special guests of the Association as determined by the President and Executive Committee.
Section 4. Meetings of the Executive Committee shall be called by a the President, or by the Vice President if the President is unable to do so, as needed.
Section 5. The Executive Committee may call a special meeting of the Association provided the membership is notified by mail at least 30 days in advance of the date and purpose of the meeting. Business shall be limited to the agenda as described in the notice.
ARTICLE II. DUTIES OF OFFICERS
Section 1. The President shall assume full responsibility for all activities of the Association with the assistance of the Executive Committee, of which he/she serve as chairperson; shall appoint all non-elective officers and serve as ex-officio member of committees, except the Nominations and Budget Committees; shall preside at all meetings of the Association; shall serve as liaison officer between the Association and SACRAO and AACRAO representatives and other agencies in higher education; shall review, and approve for payment if appropriate, all bills submitted to the Association; and shall appoint a News Editor and other staff as the need arises.
Section 2. The Vice President shall act as the chief assistant to the President and act for him/her in his/her absence; shall be in charge of coordinating the arrangements for the next annual meeting and for the planning, printing, and distribution of the program; and shall be officially responsible for membership.
Section 3. The Secretary shall keep the minutes of the meetings of the Association and the Executive Committee, shall publish a membership directory; shall be custodian of the secretarial records and maintain a cumulative index of Association proceedings; and shall send invitations to Association meetings to honorary members.
Section 4. The Treasurer shall assess and collect the membership dues; shall maintain financial records and budget controls, handle receipts and disbursements, and serve as custodian of all funds and investments; and shall prepare informal financial statements for meetings of the Executive Committee, and at the close of the fiscal year make a complete financial report for presentation to the Executive Committee, for presentation to the Executive Committee and reported at the next annual meeting.
Section 5. The Past President shall serve as advisor to the President and other officers; shall serve as co-chairperson of the Recognition Committee; shall bear responsibility for evaluation of the annual meeting; and shall be responsible for transmitting all documents to the archives.
ARTICLE III. COMMITTEES
Section 1. The Executive Committee shall be composed of the President, Vice President, Secretary, Treasurer, and Immediate Past President. The Chairperson of the Local Arrangements Committee for the annual meeting and the News Editor shall serve on the Executive Committee as ex-officio members. The President shall serve as Chairperson. The Executive Committee shall have specific powers to call meetings, conduct programs, and otherwise conduct the business of the Association between meetings. The Executive Committee shall function as the Equal Opportunity Committee for the Association.
Section 2. Unless otherwise specified, the members and chairpersons of all standing committees shall be appointed by the President for a period of one year with reappointment possible. To insure both reasonable continuity and stimulating rotation, a significant proportion of the members of each committee should be reappointments from the preceding year. Vacancies in any standing committee will be filled by the President. Each committee will submit a written report of activities at the annual meeting.
Appointment to committees is limited to the active or affiliate members of the Association. Individuals who are not active or affiliate members may be invited to assist a committee.
The types and duties of the standing committees shall be as follows:
A. The Budget Committee, consisting of the retiring president who shall act as chairperson, the incoming president, and the retiring treasurer shall prepare an annual budget for recommendation to the Executive Committee. Should any of the members be unable to serve, the retiring president shall appoint a substitute.
B. The Constitution Committee shall review the Constitution and Bylaws, and make recommendations for amendments or revision.
C. The Governmental Liaison Committee shall monitor the activities of state and federal agencies in the area of higher education and address legislation affecting member institutions. Some of the specific duties of the committee are to provide information about legislation and identify problems of which member institutions should be cognizant; facilitate interchange among institutions and agencies; assist the Association and member institutions with specific issues that are unique to the individual institution.
D. The Local Arrangements Committee consists of the Executive Committee and two members from the institution hosting a meeting. Under direction of the President, this committee shall assist the Executive Committee in securing and planning the program, meals, entertainment, etc., for meetings.
E. The Nominating Committee shall be responsible for securing a slate of nominees for the elective officers of the Association noted in Article IV of the Constitution. The Committee shall be composed of the three most recent past presidents who are deemed by the Executive Committee to be still active in the Association. The Immediate Past President will serve as chairperson. Vacancies and/or absences of members when the committee meets shall be temporarily filled by presidential appointment. The report of the committee by the chairperson at the business session of the annual meeting will initiate the election procedure.
F. The Professional Development Committee, under the direction of the Vice President, shall sponsor activities to promote professional growth of the members of the Association and their support personnel. A specific duty will be to coordinate clerical workshops to be held for support personnel each spring.
G. The Recognitions Committee shall recommend to the Executive Committee for recognition at each annual meeting those members who have made significant contributions to the Association and/or the admissions and registrar profession in the past year; shall send to AACRAO for possible further national recognition the information on those so recognized; and shall present the appropriate courtesy resolutions at any annual or special meeting. The chairperson of the committee shall be appointed by the President with the Immediate Past President serving as co-chairperson. The chairperson shall send certificates to those elected to honorary membership, and shall maintain an up-to-date list of all honorary members.
H. The Recruitment Services Committee shall be responsible for preparing the master recruitment calendar for the state, coordinating the annual articulation workshops with local and regional high schools and addressing zoning and other admissions recruitment concerns as appropriate. The committee shall consist of at least one member from each zone in Louisiana.
I. The Ethics Committee shall be responsible for monitoring ethical dilemmas of member institutions at the state level to ensure that members are in compliance with the “Statement of Principles of Good Practice” and “Code of Ethics” jointly endorsed by the College Board, AACRAO, The American Council on Education, NACAC, and The National Association of Secondary School Principals.
J. The Professional Access Committee shall be responsible for encouraging professional involvement opportunities for minorities within LACRAO. The emphasis shall be on promoting the issues of these individuals while integrating them into the mainstream activities of LACRAO.
K. SPEEDE Committee shall be responsible for facilitating and promoting electronic exchange of educational records by postsecondary educational institutions in Louisiana.
Section 3. The President may appoint other committees to perform designated and specific services for the Association for a term appropriate to the nature and extent of the services performed.
ARTICLE IV. APPOINTIVE STAFF
Section 1. The News Editor, appointed by the President, shall prepare, publish, and distribute the Newsletter as directed by the President, and shall send reports on proceedings or meetings to AACRAO and SACRAO Newsletter Editors and the AACRAO Vice President for Regional Associations. This officer shall serve as an ex-officio member of the Executive Committee, and may succeed him/herself.
ARTICLE V. FISCAL YEAR
The fiscal year of the Association shall be the calendar year.
ARTICLE VI. ARCHIVES
One of the institutional members shall be designated by the Executive Committee to provide a repository for the archives. When there is need to change location of the repository, the Executive Committee will seek suitable invitations and designate the repository headquarters for an undesignated period of time.
The Past President shall transmit all documents to the archives in accordance with Association policy.
ARTICLE VII. SUSPENSION OF THE RULES
These rules may be suspended at any annual or special meeting upon two-thirds vote of the delegate votes cast.
ARTICLE VIII. PARLIAMENTARY LAW AUTHORITY
The Association shall be governed by the latest edition of Roberts Rules of Order in all matters not specifically covered in the Constitution and Bylaws.
ARTICLE IX. AMENDMENTS
These Bylaws may be amended or revised at any annual or special meeting on approval of a majority of the delegate votes cast. |