MACRAO Constitution and By-Laws

The name of the organization shall be the Mississippi Association of Collegiate Registrars and Admissions Officers (MACRAO).

The purpose of the Association shall be to contribute to the advancement of higher education in its fullest and broadest implications and to advance professionally the office or offices of Admissions Counseling, Admissions, Registration and Records in Mississippi institutions of postsecondary education.

Section 1. For the fulfillment of these purposes, the Association shall provide, by means of annual conferences and otherwise, for the dissemination of information and the interchange of ideas on problems and matters of common concern.

Section 2. The Association shall cooperate with other professional organizations within Mississippi and outside the State whose objectives and purposes are deemed consistent with those of this Association.

Section 1. Any administrative or professional officer whose duties are directly concerned with Admissions Counseling, Admissions, Registration, or Records of students in any recognized institution of postsecondary education in Mississippi shall be eligible for active membership and entitled to hold office in the Association.

Section 2. Any administrative or professional officer in any recognized institution of postsecondary education in Mississippi whose interest and objectives are deemed consistent with the purpose of the Association shall be eligible for associate membership.

Section 3. Individuals and organizations, while non-postsecondary, may, if found to have purposes parallel with MACRAO, be approved by the Executive Committee for affiliate membership.

Section 4. Individuals no longer eligible for active membership in the Association may be recommended for continued affiliation as honorary members. This honor is reserved for persons retiring or leaving the profession who have made significant contributions to the profession. Such persons who have served the Association with distinction may receive honorary distinction by an affirmative vote of two-thirds of the members present and voting at any annual meeting.

Section 5. Association business shall be conducted, as provided in MACRAO By-Laws, by the active membership present and voting at the annual meeting or such interim meetings as may be called.

Section 1. The executive officers of the Association shall be a President, President Elect, Secretary-Treasurer, Vice-President for Admissions Counseling, Vice President for Admissions Vice-President for Records and Immediate Past President. They shall be elected by ballot at an annual meeting, a majority of active members present and voting being required for election.

Section 2. The executive officers of the Association shall, together with the elected and serving state representative to the Southern Association of Collegiate Registrars and Admissions Officers and two active MACRAO members at large appointed by the executive officers, form an Executive Committee. In addition, the Mississippi state representative to the American College Testing Program Board shall be a non-voting member of the Executive Committee. The Executive Committee shall have the specific powers to call meetings, institute programs and otherwise conduct the business of the Association between meetings.

Section 3. The term of office of each officer shall begin at the termination of the meeting in which elected and, with the exception of the President, Immediate Past President and President-Elect, may succeed themselves in office. The President-Elect shall be elevated automatically to the Presidency upon the completion of the term of office as President-Elect. The term of office for each officer, unless re-elected shall be for one year, with the exception of the office of Vice President for Admissions Counseling which shall be a two-year term. The nominating committee shall contact the Vice President for Admissions Counseling during the first year of his/her two year term seeking recommendations for Vice President-Elect for Admissions Counseling. The Vice President-Elect shall be elected and shall serve in such capacity for one (1) year and shall assume the office of Vice President for Admissions Counseling.

Section 4. The duties of the officers shall be specified in the By-Laws and in the parliamentary authority adopted by the Association insofar as the latter does not conflict with the former.

Section 6. The Newsletter Editor shall be elected every two years and serve as an ex-officio member of the Executive Committee. This person may serve consecutive terms in office.

Section 1. The annual business meeting of the Association shall be held in April of each year at the time and place designated by the Executive Committee unless otherwise authorized by the membership at a previous called meeting.

Section 2. Special meetings of the Association may be called by the Executive Committee provided at least fifteen (15) days notice has been mailed to each member of the Association.

Section 3. The association will financially support the president’s attendance to both AACRAO and SACRAO by providing twenty-five (25) percent of the equivalent of the state reimbersement rate for travel or up to $300.00 per trip verified by voucher to be used for expenses not reimbursed by the president’s institution.

This Constitution may be amended by a two-thirds majority of those active members present and voting at any called meeting; provided that each Amendment shall have been proposed in writing to the Executive Committee, and, further, that copies of the proposed Amendment have been furnished all members at least thirty (30) days prior to a vote on the proposed Amendment.

This Constitution shall become effective from and after passage by a two-thirds majority vote of those active members present and voting as described herein.

The annual dues for all types of membership shall be ten ($10.00 ) payable on or before September 1, each year. An honorary member shall, however, be exempted from the annual membership dues.

Section 1. President: The President shall preside at all meetings of the Association when present, shall act as Chairperson of the Executive Committee, and shall be responsible for the supervision of all assigned and delegated duties of the Association. The President shall serve as ex-officio member of all committees.

Section 2. President Elect: The President-Elect shall automatically be elevated to the Presidency upon the completion of the term as President-Elect except as otherwise provided herein. The President-Elect shall preside in the absence of the President and perform such other duties as would be required of the President. The President-Elect shall succeed to the Presidency, should that office become vacant, without prejudice to the ensuing term as President.

Section 3. Secretary-Treasurer: The Secretary-Treasurer shall keep the Minutes of the meetings of the Association and of the Executive Committee. The Secretary-Treasurer shall be custodian of the records of the Association and in addition to the usual duties of the office, shall deep an accurate list of members, collect membership dues, bear sole responsibility for membership records and annual membership reports, pay all bills of the Association upon the approval of the President, make informal financial report to the Executive Committee, and prepare a complete financial report for the annual business meeting.

Section 4. Vice Presidents: The Vice-President for Admissions Counseling, the Vice-President for Admissions and the Vice-President for Records and Registration shall coordinate the work of committees, if any, in their respective professional areas and otherwise provide their expertise and input into the work of the Executive Committee. In addition, the Vice-President for Admissions Counseling shall serve as state coordinator for “Project Access”, the calendar of college day/nights across the state.

Section 5. Incumbency: Elected officials shall hold office from the adjournment of the meeting in which their election was consummated through the next annual meeting at which time their successors are named.

Section 6. Immediate Past-President: The Immediate Past-President shall update the MACRAO Directory and make distribution no later than the Fall meeting.

Section 7. SACRAO Officer. The representative to the Southern Association of Collegiate Registrars and Admissions Officers shall be responsible for liaison between MACRAO and SACRAO, and for keeping the MACRAO membership informed and advised regarding activities and policy matters relating to SACRAO. The SACRAO representative will also be responsible for the regular submission of information regarding MACRAO and its membership for publication in the SACRAO Newsletter.

Section 8. ACT Officer: The American College Testing Program Representative shall be responsible for liaison between MACRAO and ACT, and for keeping the MACRAO membership informed and advised regarding activities and policy matters related to ACT.

Section 9. Executive Committee At Large Members: The two At Large Executive Committee Members shall be bona fide members of that group with all of the duties, powers, and responsibilities assigned to any other member of the Committee. They are appointed specifically to assure that the Executive Committee is representative of the MACRAO membership on the basis of race, sex, specific job responsibility and type of college represented.

Section 1. Nominating Committee: The President, the President-Elect, and two active members appointed by the President shall constitute a nominating committee whose duties are to present a single slate of nominees for Association Officers to the membership in attendance at the annual business meeting. Following the report of the Nominating Committee, opportunity shall be given for additional nominations from the floor.

Section 2. Program Committee: The President-Elect shall serve as Chairperson, together with the Vice-Presidents in planning the program for the annual business meeting as well as interim meetings of the Association.

Section 3. Other Committees: The President shall have the power to appoint such other standing or ad hoc committees deemed necessary for the work of the Association, except that standing committees shall be created only with the advice and consent of the Executive Committee.

Except as otherwise provided in the Constitution and By-Laws, the Executive Committee shall have the authority to fill any vacancy by appointment for the unexpired term of an office. Any individual appointed to an unexpired term of an elective office may, in addition to that service, be eligible to serve a continuous full elective term.

Roberts Rules of Order, Revised, shall govern MACRAO proceedings in all cases to which they are applicable and in which they are not inconsistent with the Constitution and By-Laws.

The By-Laws may be amended by a two-thirds majority of those active members present and voting at any annual or called meeting provided that a copy of each Amendment shall have been mailed to each member at least thirty (30) days prior to such vote.

These By-Laws shall become effective from and after passage by a two-thirds majority vote of those active members present and voting as described herein.

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Last modified: Thursday, 02-23-06 1:00pm

Comments or questions should be directed to: Butch Stokes