Constitution and By-Laws

The purpose of the association shall be: (a) to promote communication and exchange of information of the functions normally associated with the offices of Registry and Admissions such as recruitment, admissions, registration, records and other closely related functions; (b) to promote the professional development of the officers so as to enable them to discharge their duties and responsibilities effectively.

SECTION I - Functions
Revised
23/05/07

The following are AARAO functions:

to promote communication and exchange of information among the membership;
to identify and communicate to the membership changes in secondary and post-secondary education systems;
to promote an awareness of the admission and transfer policies among post-secondary education systems;
to hold workshops, meetings and conferences in order to increase the competence of the members of the association;
to represent the views of the association to the appropriate levels of governments, educational bodies and other agencies;
to coordinate the AARAO recruitment schedule;
to act as a forum through which the region's admissions and recruitment managers can explore recruitment opportunities;
other activities and undertakings as may seem appropriate to the association.

SECTION II - Activities
Revised
23/05/07

The activities may include:

The development and maintenance of a website for use by members and school counsellors
The holding of conferences or conventions
The publication of regular or special bulletins
The conduction of cooperative investigations, studies and surveys, either on the initiative of the Association or in joint responsibility
The dissemination of information on problems of interest to its members
the approval of the Interchange host site;
Such other activities and undertakings as may seem appropriate to the Association

ARTICLE III - MEMBERSHIPSECTION I - Regular Membership
Revised
05/06/02

Regular membership is institutional. A regular member institution is defined as a non-profit organization of higher education that has academic autonomy and typically is located in the Atlantic provinces. The level of autonomy should be evident within the governance guidelines of the organization, usually stated within its academic Calendar. Should the matter of autonomy be unclear or in dispute, (i.e. campuses within larger systems that operate with significant levels of independence within the organizational structure) the Executive will make a recommendation to the Association. All campuses of dual or multi-campus member institutions will be included in the Association's membership list. Only individuals associated with Regular Membership will be eligible to hold office in the Association. Application for a Regular Membership shall be made by submitting the information indicated on the AARAO Regular Membership Form to the Executive (Appendix A). The Executive will make a decision and will communicate that decision to the membership and give the membership 30 days to respond.

Each membership entitles the institution to one vote. Where an institution has more that one campus, it is permitted to have a maximum of two votes provided that it pays the equivalent of a second membership fee.

SECTION II - Honorary Membership
Revised
05/06/03

Individuals may be recommended to the Executive Committee for honorary membership by an institutional representative listed by the Association, by submitting the information indicated on AARAO Honorary Membership Nomination Form. (Appendix B). Election to the honorary membership will rest with the Executive Committee, but only those individuals whose services to the Association have been significant and who are no longer eligible for membership as provided for in Article III, Section I, will be elected by the Executive Committee.

SECTION III - Associate Membership
Revised 05/06/03

Associate Membership may be granted to those institutions of higher education which are not eligible for regular membership, possibly due to being located outside the Atlantic Region, but which are operating on a non-profit basis and are closely identified with the Regular Member institutions. It may also be granted to those organizations or agencies which are not eligible for regular membership but are operating on a non-profit basis, and which are closely identified with or provide beneficial services to Regular Member institutions. Applications for Associate Membership shall be made by submitting the information indicated on the AARAO Associate Membership Form to the Executive (Appendix C). The Executive will make a recommendation to the Association at the next scheduled meeting.

Associate Members do not have voting privileges.

SECTION IV - Corporate Membership
Added 05/06/03

Corporate Membership may be granted to those 'for-profit' organizations that provide educational services and/or products which complement or assist those offered by the Association. The Executive may also solicit potential applicants deemed appropriate by the Association. Applications for Corporate Membership shall be made by submitting the information indicated on the AARAO Corporate Membership Form to the Executive (Appendix D). The Executive will make a recommendation to the Association at the next scheduled meeting.

Corporate Members do not have voting privileges.

SECTION V - Obligation of Membership
Added 25/06/00

All members, whether voting or non-voting, shall be subject to any stated guidelines or 'Best Practices' policies adopted by the Association.

ARTICLE IV - OFFICERS

SECTION I - Designation of Officers
Revised
23/05/07

The officers of the Association shall be a President, a Past-President, a Vice-President, a Secretary, a Treasurer, a representative from and nominated by RAMC and the ARUCC representative. Officers shall be elected so that where possible each province shall be represented.

SECTION II - Executive Committee
Revised
05/06/03

The officers named in Section I shall constitute the Executive Committee with power to fix the time and place of Association general meetings, Interchange and conferences/workshops as provided in the By-Laws. The Executive Committee shall conduct the business of the Association in the period between general meetings, an expected period of two years.

ARTICLE V - AMENDMENTS

Revised
30/10/81

This constitution may be amended at the annual meeting by a two-thirds vote of the members present and voting. One month's notice of motion shall be required except where all of the members present and voting agree to accept the motion from the floor.

BY-LAWS

ARTICLE I - FEES

SECTION I - Regular Membership Fee
Revised
25/06/00

The Annual Membership fees per Regular member shall be proposed by the Executive by way of Notice of Motion to the membership at least one month prior to the Association's next general meeting. (See in conjunction with Sections II and III).

SECTION II - Honorary Membership Fee

There will be no registration fee for Honorary Members.

SECTION III - Associate Membership Fee
Revised 25/06/00

The fee for Associate Members shall be one-half that of Regular Members.

SECTION IV - Corporate Membership Fee
Revised 25/06/00

The fee for Corporate Members shall be twice that of Regular Members.

ARTICLE II - MEETINGS

SECTION I - Biennial General Meeting BGH
Revised
23/05/07

The Association shall hold a general meeting every two years in conjunction with Interchange. While the Executive Committee shall have power to advance, postpone or cancel a meeting in case of emergency, a duly constituted general meeting must be held within each second calendar year.

SECTION II - Location
Revised
05/06/03

The location of general meetings of the Association shall rotate among the Atlantic Provinces Universities and Colleges and be decided upon by the Executive in response to bids to host by member institutions.

SECTION III - Interchange
Revised
23/05/07

Interchange with the Atlantic Region School Counsellors shall be held every year.

SECTION IV - Executive Meetings
Revised
05/06/03

The Executive Committee shall meet at least twice a year and more frequently as required. Conferences and/or interest-focused workshops may be held either in conjunction with or independent of general meetings with the following exception: A conference and/or workshop will be held biannually in conjunction with a general meeting as an absolute minimum.

ARTICLE III - TERM OF OFFICE AND DUTIES OF OFFICERS

SECTION I - Nominations
Revised
05/06/03

Nominations for each election as officers of the Association shall be made at each general meeting, a majority of those present and voting being necessary to elect.

SECTION II - President
Revised
05/06/03

The President shall:
a. preside at all meetings of the Association at which she/he is present;
b. act as Chair of the Executive Committee;
c. be in full charge of the operations as well as responsible for the supervision of all assigned and delegated duties.

SECTION III - Vice-President
Revised
23/05/07

The First Vice-President shall:
a. be the chief assistant to the President;
b. normally become President following the end of a term as First Vice-President;
c. become President should that office becomes vacant (in that circumstance shall be eligible for full term as President in the period upon succession to Presidency);
d. be responsible for the development of a resource file on workshops, seminars and related activities of a professional nature;
e. arrange for such development activities to be available to the membership;
f. represent the executive on the planning committee for the biennial conference.

SECTION IV - The RAMC representative
Initiated
23/05/07

The RAMC representative shall:
a. provide liaison between the Association and RAMC
b. represent the Executive on the Interchange planning committee
c. provide reports of the activities of RAMC to the Association

SECTION V - Secretary
Revised
23/05/07

The Secretary shall:
a. keep the Minutes of the Association meetings and the minutes of the meetings of the Executive Committee;
b. be responsible for all general membership mailings;
c. be responsible for Association Archives during term of office;
d. be responsible for the promotion of the website

SECTION VI - Treasurer
Revised
23/05/07

The Treasurer shall:
a. keep an accurate list of members of the Association;
b. bear sole responsibility for membership records and membership reports;
c. report changes in the membership list to the Executive Committee;
d. secure the approval of the president on all bills before payment;
e. organize and operate such "pooled expense" arrangements as may be authorized by the Executive Committee;
f. prepare a two year budget for presentation at the Biennial General meeting;
g. prepare and present financial statements to the Executive at each of its meetings.

SECTION VI - Past President
Revised
05/06/03

The Past President shall:
a. assist in the planning of programs;
b. chair the Nominating Committee for each general meeting;
c. be responsible for receiving applications for new members;
d. make recommendations to the Executive for membership.

SECTION VII - ARUCC Representative
Revised
05/06/03

The Atlantic Representative to ARUCC shall:
a. attend the meetings of the ARUCC Executive;
b. represent the interests of the Association to the ARUCC Executive;
c. prepare written reports of the activities of the Association and its members for presentation to the ARUCC Executive with copies to the Secretary;
d. provide reports of the activities of ARUCC to the Association and the membership;
e. provide liason between the Association and ARUCC .

SECTION VIII - Terms of Office
Revised
05/06/03

Elected officers shall be elected at the general meeting of the Association for a two year term. They shall hold office from the adjournment of the general meeting at which they are elected until the adjournment of the general meeting at which their successors are elected. Officers are eligible for re-election.

SECTION IX - Executive Vacancy
Revised
20/06/86

The Executive Committee shall have authority between general meetings to fill any vacancy not otherwise provided for.

ARTICLE IV - COMMITTEES

SECTION I - Ad Hoc
Revised
20/06/86

Ad Hoc committees may be appointed by the President with the approval of the Executive Committee.

SECTION II - Ex-officio
Revised
20/06/86

The President or delegate thereof shall be ex-officio, a member of all committees.

SECTION III - Recruitment and Admissions Managers Committee (RAMC)
Revised
23/05/07

Each member institution is eligible to appoint one member to the RAMC

The RAMC, consisting of Recruitment and Admissions Managers, shall:

a. take responsibility for coordinating joint recruitment initiatives of member institutions;
b. actively seek new opportunities to promote and advance the greater cause of Atlantic post-secondary education in all markets;
c. serve as a forum for communication amongst Recruitment and Admissions Managers, observing a model similar to AARAO itself;
d. appoint a Maritime Provinces Lead to chair the Maritime Provinces Liaison Committee;
e. appoint a Domestic Lead to coordinate collective recruitment activities in areas of Canada outside the Maritime Provinces.

ARTICLE V - AMENDMENTS

Revised
30/10/81

These By-Laws may be amended at any annual meeting by a two-thirds vote of the members present and voting. One month's notice of motion shall be required except where all of the members present and voting agree to accept the motion from the floor.

ARTICLE VI - EXPENSE GUIDELINES

Revised
23/05/07

The executive shall use the following as its guidelines for expenses:

full expenses of up to two meetings per annum;
meetings shall be held in locations most appropriate to all resulting in minimum cost to the association;
travel costs shall be by the most economical route not to exceed cost of regular return airfare and minimum accommodation charge regardless of mode of travel;
wherever possible, accommodations will be booked at discount/minimum rate for suitable accommodations;
cost of meals and gratuity may be charged as appropriate. Meal charges would be for food stuffs only;
kilometrage for AARAO travel shall be calculated at a rate as set by the Executive on an annual basis or total rental costs, whichever is less;
Executive members combining institutional travel with AARAO meetings shall charge AARAO for direct costs only and for no more than 50 percent of total travel costs;
Executive members shall take advantage of airfare seat sales, etc. only when total cost of additional accommodations, meals and seat sale is less than corresponding cost of regular airfare and accompanying accommodation and meals;
receipts shall be submitted for: air or ground transportation, car rental, accommodations, meals (in lieu of receipts for meals, maximum $40.00 day). Speedometer start and finish shall be submitted for those claiming km rate;
the Association shall not pay the expenses of the Executive to attend the annual regional conference nor the expenses of the President to attend the national conference.

ATLANTIC ASSOCIATION OF REGISTRARS AND ADMISSIONS OFFICERS

ASSOCIATION ATLANTIQUE DES REGISTRAIRES ET OFFICIERS DES L'ADMISSION

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