NEACRAO Constitution

ARTICLE I - NAME

The name of the organization shall be the New England Association of Collegiate Registrars and Admissions Officers.

ARTICLE II - PURPOSE

The purpose of the Association shall be to promote the advancement of education, particularly higher education, and the professional enhancement of administrative areas of higher education pertaining to admissions, records, registration, and closely related functions such as financial aid and institutional research, among institutions of higher learning.

ARTICLE III - MEMBERSHIP

Section 1 Membership is generally institutional. Collegiate level degree-granting institutions of higher education may be granted regular institutional membership by the Executive Board of the Association if they are accredited by an accrediting association approved by the Council on Higher Education Accreditation. Other institutions and agencies may be admitted to membership by the Executive Board upon recommendation of the Professional Development and Ethical Practices Committee.

Section 2 Separate divisions of colleges and universities of complex organization recognized and administered as independent or semi-autonomous institutions are eligible for separate memberships.

Section 3 Each member institution is entitled to two votes, one representing the functions of the registrar's office as far as possible, and one representing the functions of the admissions office.

Section 4 (new for 2007) Individuals who otherwise would meet NEACRAO membership criteria but are not currently affiliated with a member institution may apply for individual membership. This generally includes those who either have worked in the profession previously or who currently perform work related to the profession and otherwise do not qualify for membership. Each application for individual membership is reviewed by the Membership Committee and presented to the Board for approval. Dues for individual membership are the same as for institutional membership. Individual members are not entitled to voting rights.

Section 5 Participation in the conferences, panels, and discussions of the Association shall be open to all faculty and staff of member institutions who are charged with any responsibilities in admissions or registration or related activity.

Section 6 Individuals who have retired from active service or who have entered into another sphere of activity and who have given conspicuous service to the Association may be given honorary membership upon recommendation of the Honorary Membership Committee and a majority vote of the Executive Board.

Section 7 (new for 2007) NEACRAO members who, through changes in employment, location, or similar circumstance, no longer meet the institutional membership requirements may remain members with full benefits for a period of six months from the date of the change.

ARTICLE IV - OFFICERS AND GOVERNING BODIES

Section 1 The officers of the Association shall be a President, a President-elect, a Secretary, a Treasurer, a Treasurer-elect, a Vice President Professional Development, a Vice President Admissions/Enrollment, and a Vice President Registrar and Records. Normally registrars and admissions officers shall alternate in the presidency.

Section 2 The officers named in Section 1, together with the Immediate Past President, Association Editor, and the Archivist/Parliamentarian shall constitute an Executive Board.

Section 3 The Executive Board, together with all standing and ad hoc committee chairs shall form the NEACRAO Council.

ARTICLE V - AMENDMENTS

This constitution may be amended at any Annual Meeting by two-thirds vote of the members present and voting, provided 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.

NEACRAO Bylaws

ARTICLE I - FEES

Section 1 The annual institutional membership dues shall be fixed by the Executive Board prior to the Annual Meeting.

Section 2 Any member institution which fails to pay annual dues for two consecutive years will, after notice in writing from the Treasurer, be dropped from the membership rolls.

Section 3 Individual participants in the Annual Meeting of the Association shall pay a registration fee as determined by the Executive Board.

ARTICLE II - MEETINGS

The Association shall hold an annual meeting each year in the fall in order not to conflict with the annual meeting of AACRAO, the location and date to be chosen by the Executive Board which shall also have the power to advance, postpone or omit an Annual Meeting in case of emergency.

ARTICLE III - ELECTIONS

Section 1 There shall be a Nominating Committee composed of eight members to nominate persons for all elective offices of NEACRAO.

Section 2 The Nominating Committee shall consist of the Immediate Past-President as chair and eight members to be elected by the membership of NEACRAO.

Section 3 The elected members shall serve for two-year overlapping terms. No member shall be eligible to serve again on the committee until five years have elapsed. After election to committee membership and during service on the committee, a member of the committee shall not be considered for nomination to an Association office nor become eligible for such consideration by resigning from the committee.

Section 4 The Nominating Committee shall meet during each annual meeting to compile a slate of nominees for the Nominating Committee. Four members representing the admissions function and four members representing the registrars function shall comprise the slate.

Section 5 In February, the Nominating Committee shall mail to the voting membership its slate of nominees for the Nominating Committee with instructions to vote for two persons representing the admissions functions and two representing the registrars function. The two persons in each function receiving the highest number of votes shall be declared elected.

Section 6 The Nominating Committee shall meet at least two months prior to the Annual Meeting to prepare a slate of nominees for officers of NEACRAO. The President-Elect shall be nominated from the membership who have served on the Executive Council within the last three years.

Section 7 A majority of those members present and voting at the annual meeting shall elect.

ARTICLE IV - TERMS OF OFFICE AND DUTIES

Section 1 The President and President-elect and Past President shall hold office for one year each. The Secretary, Treasurer, Vice President Professional Development, Vice President Admissions/Enrollment Management, and Vice President Registrar and Records shall hold office for three years each. The Treasurer-elect shall serve for a one year term which will be elected in the last year of the term of the Treasurer. In none of these positions may the person succeed himself/herself. The Association Editor shall serve for five years, and the Archivist/Parliamentarian shall serve for five years. Should any Annual Meeting be omitted, the time between two consecutive meetings shall be counted as one year in the administration of the provision of this section.

Section 2 The President shall assume full responsibility for all the general activities of the Association. The President shall call and preside at all meetings of the Executive Board and NEACRAO Council. The President shall preside at and be responsible for all activities concerned with the Annual Meeting. The President shall approve all bills for payment.

Section 3 The President-elect shall coordinate all activities of the Annual Meeting, carry out other duties as delegated by the President and automatically succeed to the presidency. Should the office of President become vacant for any reason, the President-elect shall serve the unexpired term of the President as well as the terms for which he/she was elected.

Section 4 Vice President Professional Development, Vice President Admissions/ Enrollment Management, Vice President Registrar and Records, the Secretary, and Treasurer shall be responsible in cooperation with the President, President-elect for the appointments and coordination of Standing Committee Appointments. Vice Presidents shall be responsible with the President-elect for program activities of the Annual Meeting.

Section 5 (revised 2007) The Immediate Past-President shall serve as chair of the Nominating Committee, the Committee on Honorary Memberships and the Scholarship Committee.

Section 6 The Secretary shall be the custodian of the records of the Association. The Secretary shall keep the minutes of the Annual Meeting, meetings of the Executive Board, and meetings of the NEACRAO Executive Council.

Section 7 (new for 1995) The Treasurer shall collect the membership dues and shall maintain an accurate list of the membership of the association. Treasurer shall prepare the budget and secure the approval of the President on all bills before payment. Treasurer shall prepare an informal report to be presented at each meeting of the Executive Committee, and a formal report to the membership at the annual meeting. Treasurer-elect shall serve as associate to the Treasurer and should the office become vacant, shall serve the unexpired term of the Treasurer.

Section 8 The Association Editor shall be responsible for publishing four editions of the Newsletter during the fiscal year, July 1 through June 30.

Section 9 The Archivist/Parliamentarian shall be responsible for archiving all Executive Board Minutes, financial reports, Annual Meeting minutes, end of the year reports from all elected officers and appointed chairs, and any other information deemed necessary by the President and Executive Board.

Section 10 The Executive Board shall meet at the call of the President and shall have authority between Annual Meetings to fill any vacancy not otherwise provided for in this article and to conduct the interim business of the Association.

Section 11 The NEACRAO Council shall meet at the call of the President and shall have the primary responsibility of making and carrying out plans for the Annual Meeting.

ARTICLE V - NATIONAL ASSOCIATION

The New England 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. The official delegate shall be the President or someone designated by the President.

ARTICLE VI - COMMITTEES

Section 1 The President, with the approval of the Executive Committee, shall appoint the Association Editor, and the Archivist and Chairs and members of the following standing committees: Professional Development and Ethical Practices, Workshops and Seminars, Multicultural, Admissions Management, Enrollment Management, Recruitment and Marketing, Transfer Articulation, Registrar/Records Management, Institutional Research, Management Information Systems, Local Arrangements, and Reverse College Day. Committee appointments are made for one year commencing at the Annual Meeting and may be renewed for a maximum of one additional year. Committee members who have served two years may be invited by the President to serve an additional year as committee chair. The appointment of Association Editor shall be for three (5) years commencing at the Annual Meeting. The appointment of the Archivist/Parliamentarian shall be for five (5) years commencing at the Annual Meeting.

Section 2 The committee on Honorary Memberships shall consist of the five most recent Past-Presidents. The Immediate Past-President shall chair this committee.

Section 3 The President, with the approval of the Executive Committee, shall appoint Chairs and members of ad-hoc committees as are needed to carry out the activities of the Association.

ARTICLE VII - FISCAL YEAR

The fiscal year of the association shall extend from July 1 through June 30.

ARTICLE VIII - AMENDMENTS

These bylaws may be amended at any Annual Meeting by majority vote of the members present and voting, provided 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 two-thirds vote of the members present and voting.

© NEACRAO