OrACRAO – Oregon Association of Collegiate Registrars and Admissions Officers

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 secretary/treasurer, be dropped from 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 at least one meeting per year at a time that does not conflict with either the annual regional meeting of the PACRAO or the annual national meeting of the 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 president, president-elect, and past president, who are each elected for one year, should hold office for two years each. 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. The president-elect will become president the following year. In addition, the president-elect will make site arrangements for the annual meeting to be held the following year.

Section IV:
The past president shall serve in an advisory capacity to the current president and chair the Nomination and ElectionÂ’s Committee. In addition, the past president shall be responsible for the recognition of retirees at the Spring meeting.

Section V:
The vice-president for professional development and training 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 and the ad hoc committees.

Section VI:
The vice-president for technology and communication shall be responsible for maintaining the online event registration system, the Association website, and the Association listserv.

Section VII:
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, and keep an accurate list of the Association members. This person shall edit, publish and distribute all official publications issued in the name of the Association.

Section VIII:
The treasurer shall be the custodian of the funds of the Association. This person shall 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 IX:
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, public and private, 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 for professional development and training, shall be responsible for arranging and conducting bi-annual workshops for admissions and records supervisory, secretarial, and clerical personnel.

Section IV:
The Committee on Oregon Transfer Days shall be chaired by the vice-president for professional development and training and two additional members who shall be appointed by the chair.  Care should be taken to provide representation from all areas: community college and university, public and private.

Article V – REGIONAL AND NATIONAL ASSOCIATION
The Oregon 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.