passed October 2, 1992 amended October 1, 1993 amended October 4, 1996 amended October 1, 1999 amended September 1, 2001 amended September 27, 2002 amended September 26, 2003 amended September 28, 2008 amended September 24, 2009 amended September 30, 2011 amended September 27, 2013, amended September 26, 2014
ARTICLE I. NAME
The name of this organization shall be the Kansas Association of Collegiate Registrars and Admissions Officers (KACRAO), hereafter referred to as the Association.
ARTICLE II. PURPOSE
Section 1. The Association shall be a voluntary and non-profit professional educational association, affiliated with the American Association of Collegiate Registrars and Admissions Officers (AACRAO).
Section 2. The Association shall contribute to the advancement of higher education in its fullest and broadest aspects; promote the professional development of its members and the use of high standards of professional ethics (refer to Article X, Addenda); foster a spirit of unity, cooperation, and an exchange of ideas through meetings, workshops, and publications; and foster relationships with AACRAO and other professional associations whose objectives and purposes are consistent with those of the Association.
Section 3. The Association’s funds shall not benefit any private individual or organization except for services actually rendered, goods actually purchased, or scholarships awarded.
ARTICLE III. MEMBERSHIP
Section 1. Membership shall be either a. institutional, b. individual, c. corporate, d. associate, e. student, or f. honorary
Section 2. Election of Members. All applicants for membership and former members (requesting reinstatement) shall file written applications with the Membership Coordinator. Application forms will include the applicant’s reason for wishing to join the Association and the applicant’s role and/or interest in post-secondary education. The Membership Coordinator shall determine eligibility of applicants for membership and promptly forward all completed applications to the Executive Council. An affirmative vote of a majority of all members of the Executive Council shall be required to approve an application for membership. Membership becomes effective upon notification from the Membership Coordinator.
Section 3. Voting/Service. All voting rights, eligibility to hold office, and eligibility to serve on Association standing committees are reserved to institutional member representatives. Each institutional member representative is entitled to one vote. No proxy or absentee votes are allowed at annual or special meetings.
Section 4. Benefits. All members may participate in Association activities. Members will have access to the Association newsletter on the KACRAO web site; other publications may be limited to institutional members or some other type(s) of membership, as determined by the Executive Council. Institutional and Associate members shall have access at no charge to the KACRAO College Planning Conferences calendar and be included on the invitation list. Student and Honorary members shall be eligible to pay 75% of the conference registration fee for the annual meeting. Honorary members shall be notified of their benefits by the President.
Section 5. Responsibilities. Every member is responsible for promoting and upholding the purposes of the Association. Participation in the annual conference and Association sponsored activities is both a privilege and a responsibility of membership.
Section 6. Termination of Membership. Membership is continuous except for resignation, non-payment of fees, and/or termination of membership. Any member may resign by filing a written resignation with the Membership Coordinator, but such resignations shall not relieve the member so resigning of the obligation to pay any outstanding dues or charges. The Executive Council, by affirmative vote of two-thirds of all the members of the Executive Council, may terminate a member for cause (refer to Article X, Addenda: Code of Ethics, Statement of Good Practices, Statement of Principles of Good Practice). Evidence will be presented in an announced open session of the Executive Council. The Executive Council shall, in session, consider the charges, examine the circumstances presented by all parties, and reach a decision.
ARTICLE IV. DUES AND FEES
Section 1. Institutional Membership. The annual dues will be assessed to each institution on the basis of the unduplicated headcount reported in the Kansas Higher Education Enrollment report for the preceding fall. Annual dues shall be structured as follows: lowest for institutions with an enrollment of less than 1,000; next lowest for an enrollment of 1,000-4,999; next highest for an enrollment of 5,000-9,999, and highest for an enrollment of 10,000 or more.
Section 2. Individual/Corporate/Associate Membership. The annual dues for these classifications will be established in accordance with Section 4.
Section 3. Student/Honorary Membership. There are no annual dues required of student or honorary members; and they shall be eligible to pay 75% of the registration fee at the annual conference.
Section 4. The dues schedule will be reviewed by the Audit Committee at least every five years and recommended changes forwarded to the Executive Council. Any recommended changes must be posted on the KACRAO website thirty calendar (30) days prior to the annual conference and then approved by the majority of those institutional member representatives present and voting at the annual business meeting. Dues approved at that time will go into effect for the next invoicing cycle.
Section 5. Membership fees for the January 1 – December 31 fiscal year are due and payable by September 1 preceding the fiscal year. There will be no more than three invoices sent between June 1 and September 1. Any member who fails to pay annual dues by September 1, after receiving the third invoice from the Membership Coordinator, could lose its membership and associated privileges. A new application for membership will be required for reinstatement.
Section 6. Annual Conference and Other Association Activity Fees. Individuals participating in the annual conference and in other Association activities shall pay a registration fee if applicable. The Executive Council approves conference and other Association activity fees.
Section 7. Publication Fees. Approved Association publications are available for purchase through the Treasurer. The charges for them will be established annually by the Executive Council.
ARTICLE V. OFFICERS
Section 1. The elected officers of the Association shall be President, President-Elect, most Immediate Past-President, Vice President for Association Services, Vice President for Outreach, Vice President for Professional Development, Secretary, Treasurer-Elect and Treasurer. Additionally, two Advocates at-large, one representing each of the professional areas of the Association, shall be elected. All elected officers shall uphold and promote ethics and good practices of the profession and the Association. Officer terms begin at the conclusion of the annual business meeting and ends at the conclusion of the next annual business meeting.
Section 2. Elections
Section 3. The Executive Council shall be empowered to fill a vacancy in any elected office, with the exception of the President-Elect, by a majority vote of the Executive Council members present. In the event of a vacancy in the President-Elect office, the President will assume the responsibilities until a special election can be held (refer to Article VII.). Filling a vacancy does not constitute a full term.
Section 4. Any member of the Executive Council may petition the council for removal of an officer or committee chairperson from office. Removal should be exercised for failure to perform assigned responsibilities. Evidence will be presented in an announced open session of the Executive Council. The Executive Council shall, in session, consider the charges, examine the circumstances presented by all parties, and reach a decision. A two-thirds vote of all members of the Executive Council is necessary for removing the officer or chairperson. The President shall preside over the proceedings unless the President is being considered for removal form office. In that event, the President-Elect shall preside. The secretary shall record and take minutes of all proceedings. Vacancies created through this action shall be filled by the Executive Council with the exception of the President which will be filled by the President-Elect, and the President-Elect which will be filled according to the provisions of Article V., Section 3.
ARTICLE VI. COMMITTEES
(Executive Council, Standing, Coordinators, Ad Hoc)
Section 1. Executive Council.
Section 2. Standing Committees
Section 3. Coordinators
Section 4. Ad Hoc Committee
Need: Established or discontinued as directed by the President
Article VII. Meetings
Section 1. The date of the annual conference shall be determined by the Executive Council. The Executive Council shall select the meeting site with due regard to geographic rotation and economic feasibility. In case of emergency, the Executive Council shall be empowered to advance, postpone, or omit the annual conferences; in such case, the time between annual conferences shall be counted as one (1) year of all Association officers’ and committees members’ terms.
Section 2. Special Meetings of the Association may be called by the Executive Council upon written notice of the agenda to the institutional member representatives at least thirty (30) days prior to the called meeting; business will be limited to that described in the published agenda.
Section 3. Association business shall be conducted at the annual business meeting by the institutional member representatives present and voting. Except for constitutional amendments, decisions shall be made by a majority vote. Each institutional member representative is entitled to one (1) vote.
Section 4. The meeting of the Executive Council shall be called as needed by the President. A majority of the members of the Executive Council shall be present in order for official business to be transacted. These meetings shall be open and announced to the membership. Decisions shall be reached by a simple majority vote of those present; except for decisions on the election of members (refer to Article III, Section 2), termination of membership (refer to Article III, Section 6), or removal of an officer (refer to Article V, Section 4).
Section 5. Robert’s Rules of Order shall be the parliamentary procedure for conducting the Executive Council meetings and all business meetings of the Association. The Past-President shall serve as the Parliamentarian.
ARTICLE VIII. SPECIAL ELECTIONS
Section 1. A special election may occur during a special meeting (refer to Article VII, Section 2). The President shall determine the need and agenda for a special election. A two-thirds majority vote of those present and voting (except for dissolution of the Association, refer to Article XII) is required for action taken as a result of a special election. A notification will follow such an election to inform the Association membership of action taken as a result of the special election.
Section 2. A special mail election shall occur only if an election cannot occur at a special meeting. The President shall determine the need and agenda for a special mail election. A two-thirds majority vote of the ballots returned (except for dissolution of the Association, refer to Article XII.) is required for action to be taken as a result of a special mail election. A notification will follow such an election to inform the Association membership of action taken as a result of the special mail election.
ARTICLE IX. ARCHIVES
Official records of the Association shall be archived at a member institution designated by the Executive Council. The KACRAO Historian shall ensure that the appropriate records are archived each year.
ARTICLE X. ADDENDA
Addenda are approved by the Executive Council.
Addenda to this constitution shall include, but not be limited to:
Application for Membership form(s)
Code of Ethics:American Association of Collegiate Registrars and Admissions Officers
Statement of Good Practices: Kansas Association of Collegiate Registrars and Admissions Officers and Kansas Counselors Association
Statement of Principles of Good Practice: National Association of College Admissions Counselors
Officer Nomination form
Annual Dues Structure
Procedures for Inquiry into Alleged Deviations from Ethical Principles
Not for Profit Articles of Incorporation
ARTICLE XI. AMENDMENTS
Section 1. Amendments to this constitution may be proposed by any institutional member representative and submitted to the Constitution Coordinator.
Section 2. Approval of amendments . . . see Article VII., Section 3.
ARTICLE XII. DISSOLUTION
Section 1. Any proposal of dissolution shall be submitted by the Executive Council to the institutional member representatives at least thirty (30) days in advance of the vote, and will require a simple majority of all institutional member representatives for approval.
Section 2. Upon approval, an official audit of the Association financial records will be conducted under the direction of the Executive Council, and all outstanding liabilities paid.
Section 3. Any remaining assets will be distributed to one or more not-for-profit post-secondary educational institutions selected by the Executive Council.
Section 4. The archives will be transferred to the American Association of Collegiate Registrars and Admissions Officers office or another organization/institution designated by the Executive Council.