Article I - Name
The name of this Association shall be the California Association of Community College Registrars and Admissions Officers.
Article II - Purpose
The purpose of this Association shall be:
- To aid the members in better serving the needs of students, faculty, the administration and the community;
- To advance professionally the office, or offices, of admissions, registration and records;
- To study mutual problems and to promote efficient operation in the office, or offices, of admissions, registration and records;
- To articulate with local, state and federal agencies on matters of concern to the office, or offices, of admissions, registration and records;
- To promote professional development of the members of the Association and the staffs of the office, or offices, of admissions, registration and records.
Article III - Membership
Section 1. The membership shall be open to any person whose responsibility is in the area of admissions, registration, or records in a California Community College.
Section 2. The budget of the Association shall be obtained from a variety of sources and activities, including the conference registration fee as determined by the Executive Board.
Article IV - Officers
Section 1. The officers of the Association shall be a President, a President-Elect, a Vice President, a Secretary, a Treasurer, a past-President and five Regional Representatives. These officers shall constitute the Executive Board of the Association and shall be representative of the geographical areas of the State. These officers shall perform the duties prescribed by this constitution.
Section 2. The President-Elect shall succeed to the office of President. The Vice President shall be elected by the membership to serve for one year or until a successor is elected. The Vice President shall succeed to the office of President-Elect. The Secretary and Treasurer shall be elected by the membership to serve for three years or until a successor is elected.
Section 3. Five Regional Representatives shall serve for one year or until their successors are elected. One representative will be elected from regions 1 & 2; one from regions 3 & 4; and so on. These representatives shall be elected by the members of those combined regions (not the membership at large), and will be selected from alternating regions each year.
Section 4. No member shall hold more than one office at a time, and no member shall be eligible to serve more than two consecutive terms in the same office unless extenuating circumstances arise and they are reappointed by the Executive Board. The term of office shall begin at the close of the Annual Meeting at which the officers are elected.
Article V - Duties of Officers
Section 1. The President shall preside at the meetings of the Association and its Executive Board and shall be responsible for the administration of the affairs of the Association, shall appoint committees as necessary and shall sign all papers on behalf of the organization. The President shall also serve as legislative liaison for the Association.
Section 2. The President-Elect shall serve as Conference Chairperson and shall perform such other duties as assigned by the President. If the President should be absent from meetings, or if the office of President should become vacant between elections, the President-Elect shall preside, or shall fill the vacancy.
Section 3. The Vice President shall assist the President articulating with local, state and federal agencies on matters of concern to the Association, shall coordinate the vendors and donations for the Annual Spring Conference and shall perform such other duties as assigned by the President.
Section 4. The Secretary shall keep the minutes, books and papers of the Association, keep a list of all committees, maintain a current membership list which shall be distributed to the membership annually, process the member registrations for the annual conference and shall perform such other duties as assigned by the President.
Section 5. The Treasurer shall receive and disburse monies of the Association maintaining a record of all receipts and disbursements and papers relating to same, file a financial report of the Association at the Annual Meeting and as requested by the Executive Board and perform such other duties as assigned by the President.
Section 6. The Past President shall be a resource to the President and the Executive Board.
Section 7. Five Regional Representatives shall coordinate the planning of workshops, mini-conferences and in-service training sponsored by the region and shall perform such other duties as assigned by the President.
Article VI - Meetings
Section 1. An Annual Conference shall be held in the Spring as recommended by the Executive Board.
Section 2. An Annual Meeting, held in conjunction with the Conference, shall be conducted for the purpose of electing officers, receiving reports of officers, committees and for any other business that may arise.
Article VII - The Executive Board
Section 1. The officers of the Association, as identified in Article IV, Section 1, shall constitute the Executive Board.
Section 2. The Executive Board shall have general supervision of the affairs of the Association between its Annual Meetings; shall fix the date, time, place and program of the Annual Conference and workshops and mini-conferences; shall make recommendations to the Association; shall perform such other duties as are specified in this constitution; and shall have the authority to fill vacancies as needed where provisions for replacement are not provided by this constitution. The Board shall be subject to the orders of the Association and none of its acts shall conflict with action taken by the Association.
Section 3. Unless otherwise ordered by the Board, meetings of the Executive Board shall be held on a regular basis. Special meetings of the Board can be called by the President.
Section 4. At the meeting of the Executive Board, held at least two months prior to the Annual Conference, the Nominating Committee shall report to the Board the candidates nominated for the offices of Vice President and Treasurer (if applicable), to be filled at the Annual Meeting.
Section 5. The Executive Board shall select a site for the Annual Conference of the ensuing year for submission to the membership at the Annual Meeting.
Section 6. At the regular meeting of the Executive Board held in the Fall, the Board shall prepare an annual budget.
Article VIII - Standing Committees
Section 1. Standing or ad hoc committees may be appointed or dissolved by the Executive Board as deemed necessary for the work of the Association.
Section 2. There shall be a Nominating Committee composed of six members; these members shall be the six immediate Past Presidents. In cases where one or another of the six immediate Past Presidents is no longer within the Association, the Executive Board shall appoint either another Past-President or a member-at-large.
Section 3. In carrying out its responsibilities, the Nominating Committee will select persons for offices with due respect for geographical, gender and ethnic representation of the entire state.
Article IX - Dissolution
The organization known as the California Association of Community College Registrars and Admissions Officers may be dissolved on the recommendation of the Executive Board and with two-thirds ratification of the membership.
Section 1. The announcement of the recommendation to dissolve CACCRAO must be made by the Executive Board, in writing, to the membership no less than sixty days prior to the Annual Business Meeting.
Section 2. The vote of the membership to ratify the dissolution must take place at the Annual Business Meeting. A two-thirds majority vote of those members present is necessary to ratify the dissolution.
In the event a two-thirds majority vote of the members present at the Annual Business Meeting cannot be secured, the incumbent Executive Board may seek a two-thirds majority vote of the entire membership within 90 days following the Annual Business Meeting.
In the event a two-thirds majority vote of the entire membership cannot be secured within 90 days of the Annual Business Meeting, the dissolution effort shall be considered failed, and the incumbent members of the Executive Board are obligated to serve until new officers are elected at the following Annual Business Meeting.
Section 3. Upon formal dissolution of CACCRAO, the President in office at the time of the dissolution will direct the Treasurer to clear all fiscal obligations and indebtedness.
Section 4. Once all fiscal obligations have been filled, any remaining fiscal assets will be donated to the Pacific Association of Collegiate Registrars and Admissions Officers.
Article X - Parliamentary Authority
The rules contained in the current edition of Robert's Rules of Order, Newly Revised, shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with this Constitution and any special rules of order the Association may adopt.
Article XI - Amendments to Constitution
This Constitution can be amended at any regular meeting of the Association by a two-thirds vote, provided that the amendment has been submitted in writing to the membership at least thirty days in advance of the meeting.
Amended May 4, 1994
Amended April 30, 1996
Amended May 1, 2002
Amended May 2, 2007
CACCRAO LEADERSHIP POSITION DESCRIPTIONS
EXECUTIVE BOARD - PURPOSE
I. The Executive Board consists of the officers of the association which is the President, the President-elect, the Vice-President, the Secretary, the Treasurer, and five Regional Representatives. (Eleven members). Their duties include, but not limited to, exercising leadership in the affairs of California Association of Community College Registrars and Admissions Officers (CACCRAO), developing its policies, goals, objectives, priorities, job responsibilities and providing direction for the association as defined by the constitution.
PRESIDENT
I. Constitutional Duties
The President shall preside at the meetings of the Association and its Executive Board and shall be responsible for the administration of the affairs of the Association, shall appoint committees as necessary, and shall sign all papers on behalf of the organization.
II. Specific Duties
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Provides overall leadership and direction for the association
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Maintains communication with the Executive Board, Chancellor's Office, and California Community Colleges Chief Student Services Administrators Association (C4S2A)
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Represent association at meetings, conferences, workshops and other forums as agreed by the Executive Board
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Serves as spokesperson at various functions
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Assure job responsibilities of Executive Board are carried out
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Chair annual spring conference and business meeting
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Solicit scholarship applications for Annual CACCRAO Conference.
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Select scholarship recipient in consultation with immediate Past President and Executive Board.
III. CHRONOLOGY OF ACTIVITIES
APRIL
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Annual Conference-Chair first Executive Board Meeting.
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Establish meeting location for upcoming Board meetings
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Gather Contact information of new executive board members & Their President’s names
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Establish meeting dates for upcoming year.
JUNE/JULY
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Write letter of acknowledgement to the Superintendent/President and Chief Student Services Officer of all newly elected and appointed officers of the Executive Board
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Write Chancellor's Office Vice Chancellor of Student Services and Dean of Student Services of new ExecutiveBoard
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Write Community College League and inform them of new Executive Board members and dates of annual conference and Executive Board Meetings
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Write Chancellor of Community Colleges to acknowledge the Chancellor's Office staff contributions to the association.
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Write, call, or e-mail Community College Board of Governors and add yourself to the mailing list.
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Confirm that all changes are made to CACCRAO website.
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Meet with President-elect to discuss job duties and possible conference themes.
AUGUST
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Contact Board Members to confirm attendance at Board Meeting.
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Confirm reservations and all arrangements with meeting location.
SEPTEMBER
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Conduct the Executive Board Meeting.
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Reinforce communication procedures with Executive Board
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Establish goals and objectives for upcoming year
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Gather input for statewide issues needing CACCRAO support.
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Review program evaluations from previous conference
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Assign preliminary responsibilities for annual conference
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Discuss spring conference agenda
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Contact board members and prepare tentative agenda for October Executive Board Meeting.
OCTOBER
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Contact Board Members to confirm attendance at Board Meeting
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Confirm reservations and all arrangements with meeting location
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CACCRAO issues confirmed to be delivered to Statewide Student
Services Council in November- Pres & Pres-Elect.
NOVEMBER OR DECEMBER
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Conduct Executive Board Meeting
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Report on President's activities since last meeting
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Obtain status reports of activities assigned in September.
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Approve spring conference planning
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Discuss regional workshops
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Discuss communication with membership
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Assign Executive Board officers to attend regional workshops
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Attend at least one day of PACRAO annual conference
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Attend State Student Services Conference
NOVEMBER OR DECEMBER
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Attend at least one day of PACRAO annual conference if possible
JANUARY
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Contact Board Members and prepare tentative agenda for February Executive Board Meeting
FEBRUARY
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Conduct Executive Board Meeting
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Determine membership fee structure for upcoming year
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Finalize spring conference agenda
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Approve regional workshops dates, locations, and agendas
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Discuss communication with membership
MARCH
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Attend C4S2A annual conference if possible
APRIL
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Conduct pre-conference board meeting
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Reinforce and make arrangements with Executive Board with respect to responsibilities of each for the spring conference
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Preside over the annual conference
MAY
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Send post-conference thank-you letters to Executive Board
PRESIDENT-ELECT
I. Constitutional Duties
The President-elect shall serve as Conference Chairperson and shall perform such other duties as assigned by the President. If the President should be absent from meetings, or if the office of President should become vacant between elections, the President-elect shall preside, or shall fill the vacancy.
II. Specific Duties
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Acts as spokesperson for association as appointed by President
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Identify and discuss program topics for annual conference
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Identify conference program format
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Develop conference program presenter list for annual conference
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Develop and publish program for annual conference
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Seek assistance from CACCRAO members to arrange catering, banquet, reception, bar and social activities for annual conference
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Order required audio visual equipment as needed for program presenters
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May assign other duties to other executive board members
III. CHRONOLOGY OF ACTIVITIES
JUNE/JULY
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Meets with President to plan for upcoming year and discuss conference themes.
AUGUST
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Confirm hotel arrangements for annual conference
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Prepare tentative outline of annual conference for discussion with Executive Board at first meeting
SEPTEMBER
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Attend Executive Board meeting
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Present initial outline of annual conference to Executive Board
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Discuss Conference Registration Fees and Vendor Fees
OCTOBER
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Begin to confirm program presenters for annual conference
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Confirm registration forms for sign up
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Prepare plan for needed assistance at conference
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Make arrangements for pre-conference site visit by VP/Pres/Self to meet with conference coordinators
NOVEMBER/DECEMBER
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Attend Executive Board Meeting
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Seek volunteers for Session
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Distribute initial conference flyer in coordination with Registration Coordinator
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Decide if logo items should be ordered for fund raising
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Finalize all registration materials in preparation for availability mid-January
JANUARY
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Facilitators
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Continue to follow up with program presenters
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Follow up on hotel facilities
FEBRUARY
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Attend Executive Board meeting
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Present to Executive Board a final rough draft of conference program
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Order ribbons for executive board and past presidents, if needed
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Follow up with facilitators for program sessions
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Present conference costs to Executive Board
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Continue to follow up with program presenters
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Mail conference registraton material
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Finalize spring conference agenda
MARCH
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Assemble program activities for publication
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Assemble vendor information for inclusion in conference program
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Contact Registration Coordinator for status of registrants
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Confirm President-elect checklist is complete
APRIL
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Arrange for meeting with conference coordinators. CACCRAO VP and
self prior to Friday prior to conference. -
Arrange for board room to store materials and equipment from that Friday.
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Attend Executive Board meeting as scheduled by President.
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Prepare and have published the annual conference program
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Communicate with Executive Board on status of conference
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Be familiar with agenda and be prepared to assume presidency after the election of officers
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Contact Registration Coordinator for status of registrants
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Prepare agenda for new Executive Board meeting at close of conferenc
MAY
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Write thank-you letters to: program presenters, Registration Coordinator, Program Coordinator, sessions facilitators, hotel contacts
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Assume responsibilities of President
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Prepare evaluation summary of sessions to deliver with thank you and provide to Board at first meeting.
VICE PRESIDENT
I. Constitutional Duties
The Vice President shall assist the President articulating with local, state, and federal agencies on matters of concern to the Association, shall coordinate the vendors and donations for the Annual Spring Conference, and shall perform such other duties as assigned by the President.
II. Specific Duties
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Solicit and coordinate vendors and donations for annual conference
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Prepare list of vendors for the conference program
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Make recommendations to Executive Board on next conference site
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Sign hotel agreement
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Determine activities and/or events available associated with potential hotel site
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Make arrangements for February Executive Board Meeting (preferably at the conference site)
III. CHRONOLOGY OF ACTIVITIES
JUNE/JULY
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Meets with President-elect to discuss position
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Determine vendor rates for discussion at first board meeting
AUGUST
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Communicate with potential vendors and possible advertisers for annual conference
SEPTEMBER
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Attend Executive Board Meeting
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Discuss vendor partner fee at Executive Board meeting
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Research potential hotels for the next conference site in the year the Vice-president is President-elect
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Solicit possible vendor contacts from Executive Board
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Write and communicate with potential vendors and possible advertisers for annual conference program
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Confirm vendor check deposit process with treasurer
OCTOBER
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Communicate with potential vendors and possible advertisers for annual conference program
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Prepare vendor information/registration packet
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Visit and/or review at least three different hotels for potential conference site recommendation site recommendation to Executive Board
- Prepare a report to Executive Board regarding status of vendors
for
next meeting
NOVEMBER
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Attend Executive Board Meeting
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Report on status of vendors for conference
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Report on status of future conference location
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Communicate with potential vendors and possible advertisers for annual conference program
DECEMBER
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Communicate with potential vendors and possible advertisers for annual conference program
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Mail vendor checks to Treasurer for deposit
JANUARY
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Communicate with potential vendors and possible advertisers for annual conference program
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Mail vendor checks to Treasurer for deposit
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Confirm meeting arrangements for February Executive Board Meeting
FEBRUARY
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Present a list of confirmed vendors and confirmed advertisers to Executive Board
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Mail vendor checks to Treasurer for deposit
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Attend Executive Board meeting
MARCH
- Prepare list of vendors and camera-ready copy of advertising material for conference program
- Mail vendors checks to Treasurer for deposit
APRIL
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Prepare web update for posting vendor sponsors
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Prepare and give list of vendors, addresses, phone numbers, sales associates, fax numbers, brief description of company, service, product etc. to President-elect for conference program
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Coordinate and assign space to vendors
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Coordinate with President-elect for vendor room assignment
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Attend pre-conference Executive Board meeting
MAY
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Write thank-you letters to vendors and inform them of the new Vice President
SECRETARY
I. Constitutional Duties
The Secretary shall keep the minutes, books, and papers of the association, keep a list of all committees, maintain a current membership list which shall be distributed to the membership annually, and shall perform such other duties as assigned by the President.
II. Specific Duties
- Keep minutes of Executive Board Meetings
- Distribute minutes to Executive Board Members
- Prepare and distribute newsletters and other communication to members
- Act as CACCRAO custodian of records
- Provide letterhead and envelopes to Executive Board Members
- Maintain association's cumulative files for historical records
on conference attendance, past presidents, conference sites,
and hotel room nights
III. CHRONOLOGY OF ACTIVITIES
JULY
-
Attend Executive Board Meeting and take minutes
AUGUST
- Distribute minutes of July Executive Board Meeting to Executive Board members
- Mail first of three newsletter to members
OCTOBER
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Distribute second of three newsletters
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Attend Executive Board meeting and take minutes
NOVEMBER
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Distribute minutes of October Executive Board meeting
FEBRUARY
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Distribute last newsletter
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Attend Executive Board meeting and take minutes
MARCH
- Distribute minutes of February Executive Board meeting
APRIL
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Assist with conference as needed
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Prepare daily newsletter at annual conference
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Attend pre-conference Executive Board meeting
TREASURER
I. Constitutional Duties
The Treasurer shall receive and disburse monies of the association maintaining records of all receipts and disbursements and papers relating to same, file a financial report of the Association at the Annual Meeting and as requested by the Executive Board, and perform such other duties assigned by the President.
II. Specific Duties
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Explain to Executive Board members the Reimbursement Policy
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Make informal report to the Executive Board at its meetings
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Disburse payments associated with CACCRAO in a timely manner
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Deposit monies to CACCRAO account
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Obtain approval of the President on all bills before payment
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Submit IRS documents
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Prepare bank documents and incoming credit card authorizations for transition of new President and Treasurer
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Prepare a variety of quarterly financial reports
- Submit comprehensive Treasurer's Report for distribution at the annual business meeting California Association of Community College Registrars and Admissions Officers
PAST PRESIDENT (official member of Council of Wisdom-COWs)
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Act as resource to President and Executive Board
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Recruit nominee/s for elected positions in consultation with COWs and current Executive Board (by end of January)
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Solicitis nominations for Robert Brown Award.
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Review nominations with COWS to select recipient based on Robert Brown Award criteria.
REGIONAL REPRESENTATIVES
I. Constitutional Duties
Five Regional Representatives shall coordinate the planning of workshops, mini-conferences, and in-service training sponsored by the region and shall perform such other duties as assigned by the President.
II. Specific Duties
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Serves as communication liaison with CARO's
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Coordinate and present input from the respective region to the Executive Board
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Serve as chairperson for the annual spring workshop
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Notify region members of dates, times, location, agendas, and other pertinent information for the annual spring workshop
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Coordinate regional CARO meetings (at least once a year) as needed
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Serve as chairperson of regional meetings for own region
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Establish communication with other region chairperson to assure regional meetings occur
III. CHRONOLOGY OF ACTIVITIES
MAY
-
Establish working relationship with other region representative you will be representing
JULY
- Attend Executive Board Meeting and discuss program topics for annual spring workshop
AUGUST
- Explore and research activities for annual spring workshop
OCTOBER
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Attend Executive Board meeting
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Prepare agenda and logistics for spring workshop
DECEMBER
- Advertise and invite members from the regions you represent to annual spring workshop
JANUARY
- Advertise and invite members from the regions you represent to annual spring workshop
FEBRUARY
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Attend Executive Board meeting
MARCH
- Present annual spring workshop to members of the regions you represent
APRIL
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Assist other Executive Board Members in presenting annual spring conference
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Conduct a procedure for selection of new regional representation
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Attend pre-conference Executive Board meeting
MAY
-
Attend Executive Board meeting for post-conference transition
MAY 2007
