Article I - Annual Dues and Registration Fees

Section 1:

The institutional and affiliate membership dues shall be determined by the Executive Board. No membership dues shall be assessed individual members or honorary members. 

Section 2:

Any member institution which shall fail to pay annual dues will, after notice in writing from the Treasurer, be dropped from the membership rolls and shall not be eligible for reinstatement until annual dues have been paid. Individual members shall be dropped from the rolls along with the institution. 

Section 3:

Individual members shall pay a registration fee for all activities and meetings sponsored by the Association as determined by the Executive Board. Registration fees will be waived for all honorary members.

Article II - Meetings

The Association shall hold an annual meeting each year in order not to conflict with the annual national meeting of the American Association of Collegiate Registrars and Admissions Officers (AACRAO). The location and date will 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 - Terms of Office

Section 1:

The President and the President Elect shall hold office for one year each, and neither shall succeed him/herself in office. The Vice President for Admissions, the Vice President for Recruitment, and the Vice President for Registrar Services shall hold office for two years each and none shall succeed him/herself in office. The Vice President for Technology and Communication shall hold office for two years and may serve consecutive appointments. The Vice President for Admissions and the Vice President for Recruitment are to be elected in alternate years from the Vice President for Registrar Services and the appointment of the Vice President for Technology and Communication. The Secretary and the Treasurer shall hold office for two years each and neither shall succeed him/herself in office. The Secretary and Treasurer are to be elected in alternate years. Should any annual meeting be omitted or the time of it changed, the time between two consecutive meetings shall be considered one year in the administration of the provisions of this section. 

Section 2: Vacancies

In the event of a vacancy in the office of the President, the President Elect will succeed to the presidency. In the event of a vacancy in the office of the President Elect, the office shall be filled by an appointee selected by the Executive Board. At the annual meeting the membership shall ratify this appointment or elect by ballot a person to the office of the President. In the event the office of Vice President for Admissions, Vice President for Recruitment, Vice President for Registrar Services, Vice President for Technology and Communication, Secretary, or Treasurer becomes vacant, the office shall be filled by an appointee of the Executive Board for the remainder of the term. At the annual meeting the membership shall ratify the appointment(s), or elect by ballot a person to hold the office for the remainder of the term.  Because of the appointment to complete a term this individual would now be available for election for the following term.

Article IV - Duties of Officers

Section 1: President

It shall be the duty of the President to assume full responsibility for all of the general activities of the Association, conduct all necessary correspondence with the members in regard to the program for the annual meeting, approve all Association bills before payment by the Treasurer and refer to an Auditing Committee the annual report of the Treasurer. The President shall have overall responsibility for the annual meeting and shall work directly with the Annual Conference Chair in the planning and organization of the annual meeting. The President also shall serve as Chair of the Executive Board and shall be an ex officio member of all committees of the Association. 

Section 2: President Elect

It shall be the duty of the President Elect to be chief assistant to the President and shall succeed to the presidency at the end of the term of the President. The President Elect shall be responsible for the selection and appointment of the Association Vice President for Technology and Communication, and for maintaining current and updated content on the Association website. The President Elect shall be officially responsible for UACRAO membership and for determining those members to be recognized with special awards at the annual meeting.

Section 3: Immediate Past President

The Immediate Past President shall sit as a member of the Executive Board, shall serve as adviser to the President, the Executive Board, and to the membership, and acts as chair of the Nominations and Elections Committee. The Immediate Past President is responsible for review of the Constitution and Bylaws. The Immediate Past President shall also chair the committee on Honorary Memberships.

Section 4: Vice President for Admissions

It shall be the duty of the Vice President for Admissions to monitor and assess trends and emerging issues pertaining to admissions, processing, application development, and state and federal guidelines. The Vice President for Admissions shall be officially responsible for representing the interest of the Board and the membership on special projects pertaining to admissions. The employment of the Vice President for Admissions must be directly affiliated with admission efforts at his/her respective institution. The Vice President for Admissions will work with the Admissions Track Chair if needed to assist with items in conjunction with the annual conference and may also be given special assignments by the President.

Section 5: Vice President for Recruitment

It shall be the duty of the Vice President for Recruitment to facilitate the cooperation of secondary and post-secondary institutions to ethically disseminate information concerning posthigh school educational opportunities, and oversee a network for discussion of opportunities between secondary and post-secondary educators, advisers, counselors, and administrators. The Vice President for Recruitment shall be officially responsible for management of the Utah High School Tour. The employment of the Vice President for Recruitment must be directly affiliated with recruitment efforts at his/her respective institution. The Vice President for Recruitment will work with the Recruitment Track Chair if needed to assist with items in conjunction with the annual conference and may also be given special assignments by the President.

It shall also be the duty of the Vice President for Recruitment to appoint a High School Tour Coordinator to manage all aspects of the Utah High School Tour. It shall be the responsibility of the High School Tour Coordinator to serve as the primary point of contact for the secondary schools and the post-secondary institutions for all tour related items. The High School Tour Coordinator shall serve a term of two years. During the second year of service, an Assistant High School Tour Coordinator shall be selected for the next term as High School Tour Coordinator. In the event that the High School Tour Coordinator position becomes vacant, the position shall be filled by an appointee selected by the Vice President for Recruitment. The Vice President for Recruitment shall coordinate a pre- and post-tour meeting for all participating post-secondary institutions. The Vice President for Recruitment shall be responsible for disciplinary action in regard to violation of Utah High School Code of Ethics and Tour Regulations. The High School Tour Coordinator and the Assistant High School Tour Coordinator shall report to the Executive Board through the Vice President for Recruitment and shall not serve as members of the Board.

Section 6: Vice President for Registrar Services

It shall be the duty of the Vice President for Registrar Services to monitor and assess trends and emerging issues pertaining to records, registration, FERPA, transfer, graduation, curriculum, various other Registrar functions and state and federal guidelines. The Vice President for Registrar Services shall be officially responsible for representing the interest of the Board and the membership on special projects pertaining to Registrar functions. The employment of the Vice President for Registrar Services must be directly affiliated with Registrar efforts at his/her respective institution. The Vice President for Registrar Services will work with the Registrar Services Track Chair if needed to assist with items in conjunction with the annual conference and may also be given special assignments by the President.

Section 7: Vice President for Technology and Communication

It shall be the duty of the Vice President for Technology and Communication to develop and maintain the UACRAO website and all information/data therein in order to advance the goals of the Association, and promote participation, leadership, and professionalism. The Vice President for Technology and Communication shall research and implement new technologies to further the Association and ensure technology is used to communicate to members of the Association.

Section 8: Secretary

It shall be the duty of the Secretary to keep the minutes of the annual meeting of the Association and the minutes of the meetings of the Executive Board. The Secretary shall update organization letterhead as needed. The Secretary shall perform such other duties as may be assigned by the Executive Board.

?Section 9: Treasurer

It shall be the duty of the Treasurer to collect institutional membership fees by November 15, as well as registration fees for the Annual Conference, when such fees are charged. It shall also be the duty of the Treasurer to collect annual membership dues from secondary institution members for expenses incurred with the Utah High School Tour. The Treasurer shall bear sole responsibility to the Executive Board for membership records and membership reports. The Treasurer shall secure the approval of the President on all bills before payment and shall prepare formal/informal financial statements for meetings of the Executive Board when requested. At the close of the fiscal year, the Treasurer shall make a complete financial report, audited by the Auditing Committee appointed by the President, to be presented to the Executive Board and to be available for distribution at the annual meeting. The Treasurer shall also be responsible for completing the appropriate tax reports and state business license renewal by the appropriate deadline.

Article V - Elections

Association officers shall be elected in the business session on the last day of the annual meeting. A slate of nominees shall have been presented to the membership at least 30 days before the annual meeting, by the Nomination and Elections Committee. Additional nominations may be made from the floor of the business meeting.

Article VI - National Association

The Utah Association of Collegiate Registrars and Admissions Officers (UACRAO) shall be represented at the annual meeting of the American Association of Collegiate Registrars and Admissions Officers (AACRAO) by its official delegate as appointed by the Executive Board. Normally the role of official delegate shall be filled by the President. If the President is unable to attend the annual meeting of the American Association of Collegiate Registrars and Admissions Officers the Executive Board will appoint an official delegate.

Article VII - Standing Committees

Section 1: Standing or Ad Hoc Committees

Standing or ad hoc committees may be appointed or dissolved by the President as deemed necessary for the work of the Association. Each standing committee reports to the Executive Board through the appropriate officer as assigned by the President.  

Section 2: Annual Conference Committee

The Annual Conference Committee shall consist of a Chair and a Co-chair. The role of the committee shall be the planning and organization of the Association's Annual Conference. It shall be the duty of the Annual Conference Chair to have overall responsibility for planning and organization of the Annual Conference. In the event the office of Chair becomes vacant the office shall be filled by the Annual Conference Co-chair, and in that circumstance the Co-chair shall serve in the following year for a full term as Chair.

It shall be the duty of the Annual Conference Co-chair to be the assistant to the Annual Conference Chair. The Annual Conference Co-chair shall become the Annual Conference Chair the following year. In the event the office of the Annual Conference Co-chair becomes vacant the office shall be filled by an appointee selected by the President. The Annual Conference Co-Chair shall be responsible for coordinating conference Cracker Barrel sessions. These sessions will provide a forum for group discussion to promote networking, and the sharing of information, guidelines, and updates from other schools. The Annual Conference Co-Chair may appoint Track Specialists to serve as the leaders for a particular session (Admissions, Recruitment, and Registrar Services).

Section 3: Committee on Nominations and Elections

The Committee on Nominations and Elections shall consist of the Immediate Past President as chair and two members appointed by the Immediate Past President. A meeting shall be convened in time to notify the membership of these nominees 30 days prior to the Annual Conference. 

Section 4: Committee on Honorary Memberships

The Committee on Honorary Memberships shall consist of the three most recent Past Presidents or others as selected by the Immediate Past President. The Immediate Past President shall be chair of said committee.

Honorary membership will be based on one or both of the following considerations:

  1. Distinguished service as an officer or chair of a committee.
  2. Repeated and significant contributions in the form of active committee membership, participation at the annual conference meetings, programs, or similar activities, coupled with regular attendance at the annual meetings over a period of years.

Honorary memberships shall be based primarily upon significant service to the Association. Length of membership, or regular attendance at annual meetings, do not of themselves constitute grounds for the awarding of honorary memberships.

Article VIII - Fiscal Year

The fiscal year of the Association shall extend from July 1 to June 30.

Article IX - Meetings and Conferences

Section 1:

The Association shall hold an Annual Conference each year, 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. 

Section 2:

Association business shall be conducted at the annual meeting by the active members present and shall include at least the

  1. Election of officers; 
  2. Reports from officers and committees, with provision for the adoption of Association resolutions; 
  3. Action on proposed amendments to the Constitution and Bylaws. 

Except for amendments to the Constitution and Bylaws, action may be taken by a majority of those present and voting. 

Section 3: 

Meetings of the Executive Board shall be called by the President as needed. Four members of the board constitute a quorum with a majority of those present required to take action.

Article X - Utah High School Tour

Section 1:

The Utah High School Tour shall be organized such that each secondary institution will have the opportunity for their senior or junior class to meet with member post-secondary institution representatives and discuss post-secondary opportunities for education.

Section 2:

Each participating secondary school in the tour shall be pay an annual fee based on school size to help offset the expense to update the tour video that is shown during the opening session.  Participating secondary schools that pay the annual fee will have access to the video after their scheduled tour date.

Section 3:

All participating member post-secondary institution representatives must agree to and abide by the Utah High School Code of Ethics and Tour Regulations. Additionally, at least one representative from each post-secondary institution must attend the pre- and post-tour meetings.

Article XI - Amendments

These bylaws may be amended at any annual meeting by a two-thirds vote of the members who are present and voting, providing that notice of the proposed amendment has been made available to the members at least 30 days 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.


Revised:  June 10, 2016, and approved at the 2016 Annual Business Meeting of the Utah Association of Collegiate Registrars and Admissions Officers