ARTICLE I - ANNUAL DUES AND REGISTRATION FEES 

Section 1:

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. 

*note: refer to “Appendix J: Membership Fees” of the UACRAO Handbook for the fees and annual dues amounts.

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: Executive Board

The President and the President Elect shall hold office for one year each. 

The Vice President for Admissions, the Vice President for Recruitment, and the Vice President for Registrar Services shall hold office for two years each. 

The Vice President for Technology and Communication shall hold office for two years. 

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 shall hold office for two years. 

The Treasurer Elect holds office for one year and automatically becomes the Treasurer the following year. The Treasurer then serves for one year. 

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, Treasurer, or Treasurer Elect 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.

Section 3: Institutional Representatives

While no term limits are established for Institutional Representatives, it is suggested that Institutional Representative assignments be reviewed every 2-3 years to allow for increased participation where desired.  When a new Institutional Representative is identified, the following steps are recommended: 

• Discuss the opportunity with other UACRAO members at the institution to identify interest
  
• Review proposed candidate(s) with line managers of the candidate to seek approval
  
• Invite the selected candidate to assume the role and review the duties found in the handbook
  
• Notify UACRAO President-Elect of the change 
  

A list of current Institutional Representatives is found on the UACRAO website under the ‘Directory’ link,  https://www.uacrao.org/Institutional-Representatives.

ARTICLE IV - DUTIES OF OFFICERS

The duties of each officer on the Executive Board are outlined in the handbook. Any changes to the duties of the officers needs to be approved by a two-thirds vote of the Executive Board. 

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 overseen by the immediate Past President. Additional nominations may be made from the floor of the business meeting. 

The following positions are elected:

• President Elect
  
• Vice President of Registrar Services
  
• Vice President of Recruitment
  
• Vice President of Admissions
  
• Vice President of Technology and Communications
  
• Treasurer Elect
  
• Secretary
  

*In election years where the VP of Recruitment is being decided, the vote can be held up to four months prior to the annual conference with Executive Board approval.

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, whose cost to attend will be covered by UACRAO, budget permitting. 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 / AD HOC

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. 

The Annual Conference Co-chair shall become the Annual Conference Chair the following year. 

In the event the office of the Annual Conference Chair or Co-chair becomes vacant, the office shall be filled by an appointee selected by the President.

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: UHED Planning Committee

The Utah Higher Education Day Planning Committee shall consist of a Chair and Co-chair and several committee members. The role of the committee shall be the planning and organization of the annual Utah Higher Education Day events. 

The Co-Chair shall become the chair in the following year. 

In the event that either the UHED Planning Committee Chair or UHED Planning Committee Co-Chair becomes vacant, the position shall be filled by an appointee selected by the Vice President of Recruitment. 

Section 5: 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.

Section 6: Auditing Board

It shall be the responsibility of the Auditing board to review the transactions of the organization to ensure they are fiscally responsible, ethically sound, and done according to proper accounting principles.

*note: Detailed responsibilities for listed committees can be found in the UACRAO handbook.

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

1.1       Election of officers; 

1.2       Reports from officers and committees, with provision for the adoption of Association resolutions; 

1.3       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 HIGHER EDUCATION DAY (UHED)

Section 1:

The Utah Higher Education Day shall be organized such that each non-profit secondary education institution whose main campus resides within the association boundaries and whose student body is primarily composed of students in grades 9-12  may have the opportunity for their senior or junior class to meet with Institutional Membership representatives and discuss post-secondary opportunities for education.

Section 2:

Each Secondary Education Membership school will be required to pay an annual fee based on school size to help offset the expense to update the UHED tour video that is shown during the opening session and any publications provided.  Secondary Education Membership participants will have access to the UHED video, publications, and a higher education day.

Section 2:

All participating Institutional Membership and Technical College Membership representatives must agree to and abide by the Utah Higher Education Day Code of Ethics and Regulations. Additionally, at least one representative from each Institutional Membership and Technical College Membership institution must attend the pre- and post-UHED meetings.

Section 3:

Institutional Membership and Technical College Membership entities must be in active status (i.e., paid the annual dues on time) to participate in UHED.

*note: refer to Article VII of these Bylaws and the UACRAO Handbook for more information regarding the planning of UHED events.

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.

Utah Association of Collegiate Registrars and Admissions Officers

Revised: June 5, 2025 and approved at the 2025 Annual Business Meeting