By-Laws of the
Indiana Association of Collegiate Registrars
and Admissions Officers (Rev. 10/22/07)
Article I Name
The name of this nonprofit professional education organization shall be the Indiana Association of Collegiate Registrars and Admissions Officers, Inc. (IACRAO). Hereinafter this organization shall be referred to as the Association.
Article II Purpose
The purpose of the Association shall be to contribute to the advancement of higher education. To this purpose the goal of the Association is to provide professional development for the staff in the office or offices of records management, admissions, enrollment management, administrative information technology and student services.
Article III Membership
Section 1. Membership shall be (a) Institutional, (b) Associate, or (c) Honorary.
- INSTITUTIONAL Membership shall be open to collegiate level degree granting institutions of higher learning in the State of Indiana that are accredited by the Higher Learning Commission of the North Central Association of Colleges and Schools. The Executive Committee of the Association may approve institutions not listed for membership. Institutions that become members of the Association shall be known as Institutional Members. Persons designated as members by the institution shall be known as Active Members.
- ASSOCIATE membership is available to those organizations which are found to have purposes parallel to those of the Association and desire to participate in its activities on a non-voting basis and are approved for this status by the Executive Committee
- Individuals no longer eligible for active membership in IACRAO may be recommended to the Executive Committee for Honorary Membership by any representative of an institution member. The Executive Committee will elect to honorary membership those nominees deemed to have given significant service to the Association.
Section 2. Each institution shall have two votes. Voter cards will be distributed at the Annual Meeting if necessary as follows: 1) Primary contact; 2) Registrar or designee; 3) Director of Admissions or designee. In the event that none of the above are present at the meeting, voter cards will be distributed to the most senior representatives from the institution (as can best be determined by title).
Article IV Officers
Section 1. Only Active Members may hold offices in the Association.
Section 2. The Executive Officers of the Association shall be President, 1st Vice-President, 2nd Vice-President, and Secretary/Treasurer. They shall be elected at Annual Meetings by a majority of Active Members present casting legal ballots.
Section 3. The Executive Officers named in Section 2, together with the immediate Past President, shall constitute the Executive Committee. They will assist the President in conducting the business of the Association, determine the time and place of the next meeting as provided in the by-laws, and assist in arranging the program.
Article V- Fees
Section 1. The schedule of annual membership fees shall be as follows:
- The annual institutional membership dues of IACRAO shall be assessed
according to the enrollment as given in the annual IACRAO Report of Enrollment
in Indiana Colleges and Universities.
Enrollment Dues 1 - 999 $40 1,000 - 2,499 $55 2,500 - 4,999 $70 5,000 - 9,999 $85 10,000 - 19,999 $100 20,000 + $115
- Dues are payable July 1 for the next membership year. It shall be the duty of the Secretary/Treasurer to send each institutional contact a reminder notice that the annual dues are payable. The contact person is usually the Registrar, unless otherwise designated by the institution.
- Honorary membership - There are no fees for these members.
- Associate Membership - Associate members will be assessed the same rate as institution members 20,000+.
Section 2. The membership year will be September 1 through August 31. The fiscal year will be the calendar year.
Section 3. Any Institutional Member who fails to pay the annual fee before August 31, after a written reminder to the contact person from the Secretary/ Treasurer and after the approval of the President and the Executive Committee, shall be dropped from the list of members for the membership year beginning September 1.
Section 4. The Executive Committee will determine the Annual Meeting registration fee. This fee is applicable to each person in attendance, excepting honorary members and special guests of the Association as determined by the Executive Committee. Any attendee whose institution has not paid the annual fee before the Annual Meeting will be charged a non-member registration fee.
Article VI Meetings
The Association shall hold an Annual Meeting. The location and date are to be chosen by the Executive Committee with due regard to geographical rotation. The Executive Committee also shall have the authority to advance, postpone, or omit meetings if deemed necessary.
Article VII - Election, Term of Office, Duties of Officers
Section 1. President - The President shall assume office after serving as 1st Vice-President, and shall serve not more than one elected term. The President shall preside at all Executive Committee meetings as well as the Annual Meeting of the Association, shall act as chairperson of the Executive Committee, and shall be in full charge of operations as well as responsible for supervision of all assigned and delegated duties.
Section 2. 1st Vice-President - The 1st Vice-President shall become President at the end of the term as 1st Vice-President. In the event the Presidency should become vacant during the year the 1st Vice-President shall succeed to the Presidency, and will be eligible to serve in the following year for the full term as President. The 1st Vice-President will be responsible for the Annual Meeting program and is the Executive Committee liaison to the following committees: Admissions, Diversity, Local Arrangements, and Records and Registration.
Section 3. 2nd Vice-President - The 2nd Vice-President shall be elected by a majority of the legal votes cast at the Annual Meeting. The 2nd Vice-President shall become 1st Vice-President at the end of the term as 2nd Vice-President. In the event the office of 1st Vice-President should become vacant during the year, the 2nd Vice-President shall succeed to the 1st Vice-President and will be eligible to serve in the following year for the full term as 1st Vice-President. The 2nd Vice-President will be responsible for any summer workshops, assisting the 1st Vice-President with the annual meeting program, and is the Executive Committee liaison to the following committees: Communications, International Affairs, Legislative Affairs, Professional Development, and Technology.
Section 4. Secretary/Treasurer - The Secretary/Treasurer shall be elected by a majority of the legal votes cast at the Annual Meeting and shall serve a term of three (3) years. The Secretary/Treasurer shall keep minutes at the Annual Meeting and shall be custodian of the secretarial records of the Association; also, shall keep the minutes of the Executive Committee meetings, and shall maintain a cumulative index of its proceedings. In addition to the usual duties of the office, the Secretary/Treasurer shall keep an accurate list of membership eligibility and a list of the current members of the Association; collect membership fees; bear sole responsibility for membership records and annual membership reports. Additional responsibilities and duties include: pays all Association bills, prepares informal financial statements for meetings of the Executive Committee; and at the close of the fiscal year prepares a complete financial report to be audited by the Auditing Committee.
Section 5. Immediate Past President - At the end of the Annual Meeting, the current President becomes the Immediate Past President who remains a member of the Executive Committee. Responsibilities include: submit Executive Committee archival information to the Association Historian, chair of the Nominating Committee, serve as parliamentarian at the Annual Meeting and serve as consultant to the President.
Section 6. Incumbency - With the exception of the Secretary/Treasurer, the elected officers shall hold office from the adjournment of the Annual Meeting. The Secretary/Treasurer shall hold office from the beginning of the fiscal year following the election until the close of the fiscal year in which a successor is elected.
Section 7. Resignation and/or Removal of Executive Committee Member - A member of the Executive Committee may resign at any time upon written notice to the Executive Committee. Any officer, who during the course of a term of service, fails to qualify as an Active Member for a period of ninety (90) days due to loss of employment or other circumstances shall be asked to resign. Any officer may be removed from office for dereliction of duty or other similar offense, after full investigation and due process, by a unanimous vote of the remaining Executive Committee.
Section 8. Vacancy in Office - Unless otherwise provided for in the By-Laws, the Executive Committee shall have authority to fill any vacancy by appointment for the unexpired term. Any individual appointed to an unexpired term of an elective office shall be eligible, by nomination and election, to succeed in the office for a full elective term.
Article VIII - Committees
Section 1. Standing Committees. The Association shall be served by the following standing committees: Admissions, Auditing, Communications, Diversity, International Affairs, Legislative Affairs, Local Arrangements, Nominating, Professional Development, Records and Registration, and Technology. All standing committees perform additional duties as may be delegated to them by the President and the Executive Committee.
Section 2. Program Committee Membership, Responsibilities and Terms of Appointment
- The Admissions, Diversity, International Affairs, Legislative Affairs, Professional Development, Technology, and Records and Registration Committees shall constitute the Program Committees and will provide professional enrichment and service to the membership in the respective areas.
- Appointment to these committees will be by invitation of the President with the concurrence of the Executive Committee, and will be representative of the membership at large.
- Program committee member and chairperson appointments shall be effective at the conclusion of the Annual Meeting. Committee members shall serve a three-year term and committee chairpersons shall serve a one-year term.
- These committees shall be charged as follows:
- To arrange for the development and presentation of sessions of high quality for the program of each Annual Meeting.
- To be available for on-going assignments on the behalf of the Association as determined in conjunction with the Executive Committee.
- To encourage the development of professional activities applicable to the Committee and initiated by the members of the Committee.
Section 3. Operational Committee Membership, Responsibilities and Terms of Appointment
- The Auditing Committee shall audit the accounts and records of the Association at the end of each fiscal (calendar) year, and shall present a report of their findings to the president by March 1 and to the Annual Meeting of the Association. The President shall appoint the Auditing Committee at the end of each fiscal year.
- The Local Arrangements Committee shall assist the President and the Executive Committee in securing a site for the Annual Meeting, to provide assistance as needed for planning the programs, meals, entertainment, etc., and any other duties deemed appropriate and pertinent to the arrangements for the Annual Meeting. The President shall appoint the Local Arrangements Committee after consultation with the Local Arrangements chair.
- The Nominating Committee shall be responsible for recommending a slate of nominees to the Executive Committee for the elected offices of the Association noted in Article IV. The report of nominations shall be made at the Annual Meeting at which time an opportunity shall be given for additional nominations from the floor. The Nominating Committee shall also be responsible for soliciting nominations and making recommendations to the Executive Committee for the Distinguished Service Award. The Nominating Committee shall be composed of a minimum of three Past Presidents who are deemed by the Executive Committee to be active in the Association. The immediate Past President will serve as chair.
- The Communications Committee shall be responsible for the maintenance of the communications channels of the Association including the website and the list-serv. The President shall appoint the Communications Committee.
- Diversity Committee shall be responsible for advising the Executive Committee on issues concerning participation in higher education by individuals of different backgrounds. This committee shall encourage increased participation and involvement in higher education and the Association by persons of different backgrounds. The President, with the approval of the Executive Committee, shall appoint the Diversity Committee annually.
- The Legislative Affairs Committee shall be responsible for collection and review of proposed state and federal legislation and regulations. The committee shall keep the President, Executive Committee, and membership informed of relevant legislation and formulate positions on behalf of IACRAO. The committee shall represent the organization in meetings and hearings with legislators, the Higher Education Commission, and other appropriate bodies. The Legislative Affairs Committee shall be appointed annually by the President.
- The Archive Committee, chaired by the Asociation Historian, shall be responsible for the collection of Association historical documents and information of historical value. The Archive Committee and the Association Historian shall be appointed to a three year term by the President, with an option for reappointment.
Section 4. New members of all standing committees (with the exception of the Auditing and Nominating Committees) shall receive official communication from the new President with specific objectives for each IACRAO standing committee no later than 45 days after the Annual Meeting.
Section 5. Ad Hoc Committees. The Association shall be served by the appointment of ad hoc committees as deemed necessary and appropriate by the President in consultation with the Executive Committee. These committees shall be appointed to perform the designated and specific services for the duration of the appointment determined by the President as appropriate to the nature and extent of the services to be performed. Nothing in this article shall be construed as preventing the appointment of ad hoc or additional standing committees as deemed necessary by the Executive Committee for the continuance of the work of the Association.
ARTICLE IX Distribution of Assets on Dissolution
In the event of dissolution of the Corporation, the Board of Directors shall, after paying or making provision for the payment of all of the liabilities of the Corporation, distribute all of the assets of the Corporation to a not-for-profit corporation or association which has similar goals and purposes as this Corporation, and which is a duly qualified corporation under section 501(c)(6).
Article X Amendments
These By-laws may be amended at any Annual Meeting by a majority of the legal ballots cast by the Active Members present and voting, provided that notice of the proposed amendment has been sent to the Active Members at least four weeks in advance of the meeting. An amendment not thus proposed in advance but reviewed by the Executive Committee may be adopted by a two-thirds majority of the legal ballots cast by the Active Members present and voting. The Executive Committee will review and make any recommended changes to the By-Laws every four years or more frequently as necessary.
Revised: October 22, 2007