By-Laws of the
Indiana Association of Collegiate Registrars
and Admissions Officers (Rev. 2/27/15)
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 recognized by the Council for Higher Education Accreditation. 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 dues-paying 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,, Secretary and 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 $55 1,000 – 2,499 $70 2,500 – 4,999 $85 5,000 – 9,999 $100 10,000 – 19,999 $115 20,000 + $130
- Dues are payable July 1 for the next membership year. It shall be the duty of the 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+.
*Current dues structure was voted upon by the membership at the October 2016 Annual Conference.
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 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. The President is the Executive Committee liaison to the Auditing Committee.
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 is the Executive Committee liaison to the Event Management Committee and the Program Committee.
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 Communications & Technology Committee.
Section 4. Secretary/ – The Secretary/ 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/r 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 shall keep an accurate list of membership eligibility and a list of the current members of the Association;; and bear sole responsibility for membership records and annual membership reports.
Section 5. Treasurer – The 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 Treasurer shall collect membership fees, pay all Association bills, prepare informal financial statements for meetings of the Executive Committee; and at the close of the fiscal year prepare a complete financial report to be audited by the Auditing Committee.
Section 6. 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 Secretary, chair of the Nominating Committee, serve as parliamentarian at the Annual Meeting and serve as consultant to the President.
Section 7. Incumbency – With the exception of the Treasurer, the elected officers shall hold office from the adjournment of the Annual Meeting. The 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 8. 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 9. 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: Auditing, Communications & Technology, Event Management, Nominating, and Program. All standing committees perform additional duties as may be delegated to them by the President and the Executive Committee.
Section 2. Committee Membership and Terms of Appointment
- 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.
- 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.
Section 3. Committee Responsibilities
- 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 Communications & Technology Committee shall be responsible for the maintenance of the communications channels of the Association including the website, social media outlets, and electronic mailing lists. The President shall appoint the Communications Committee.
- The Event Management Committee shall assist the President and the Executive Committee in securing a site for the Annual Meeting, provide assistance as needed for planning, meals, entertainment, etc., and any other duties deemed appropriate and pertinent to the arrangements for the Annual Meeting. The President shall appoint the Event Management Committee after consultation with the Event Management 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 Program Committee shall 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 behalf of the Association as determined in conjunction with the Executive Committee, and to encourage the development of professional activities applicable to the Committee and initiated by members of the Committee. The President shall appoint the Program Committee.
Section 4. 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. Examples may include but are not limited to Diversity Committee, Legislative Affairs Committee, or Student Retention Committee.
ARTICLE IX – Distribution of Assets on Dissolution
In the event of dissolution of the Association, the Executive Committee shall, after paying or making provision for the payment of all of the liabilities of the Association, distribute all of the assets of the Association to a not-for-profit corporation or association which has similar goals and purposes as this Association 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: February 27, 2015