Bylaws of the Georgia Association for Institutional Research, Planning, Assessment, and Quality

Article I

GAIRPAQ shall adopt bylaws consistent with the Constitution for the conduct of its affairs as described below.

Section 1. Proposed changes in the bylaws: (a) may be submitted in writing (or acceptable electronic medium) to any member of the Executive Committee at least sixty (60) days prior to the annual meeting, or (b) may be proposed through action originating in the Executive Committee.

Section 2. The Secretary shall have primary responsibility for the printing or any proposed bylaws or amendment(s) initiated in accordance with Section 1 of this Article, and for submitting them to the general membership for consideration at the annual business meeting.

Section 3. A proposed change in the bylaws shall become effective immediately following its approval by majority vote of the general membership at the annual business meeting.

Article II: Duties of Officers

Section 1. The President shall: (a) chair the Executive Committee and preside at the business meetings of GAIRPAQ; (b) appoint committee members unless membership is specified in the Constitution and/or Bylaws; (c) work with committees in formulating policy and expediting the implementation of such policies; (d) consult with the Vice President (President Elect) in planning the annual conference; (e) have general responsibility for promoting membership in GAIRPAQ; (f) perform any other duties necessary to assist GAIRPAQ in achieving its stated purposes; (g) represent GAIRPAQ at such annual meetings as AIR, and SAIR/SCUP; and (h) appoint and chair the Nominating Committee. The term of office for the President shall be one year.

Section 2. The Vice President/President-Elect shall; (a) plan the program for the annual conference; (b) assist the President in other duties as need(s) arise; and (c) assume the duties of the President in the event that person cannot complete her/his term. The Vice President shall succeed to the office of President at the end of the one year term as Vice President (President Elect).

Section 3. The Secretary shall; (a) keep the minutes of the annual business meeting and other meetings of the membership or of the Executive Committee; (b) publish and distribute the newsletter of GAIRPAQ; (c) publish and distribute the annual membership and GAIRPAQ directory from the list of members furnished by the Treasurer; (d) attend to the correspondence of GAIRPAQ, including maintenance of the mailing list and printing and distributing notices concerning Executive Committee meetings and the annual meeting; (e) print any proposed bylaws or amendment(s) initiated in accordance with Section 1 of Article I, and submit them to the general membership for consideration at the annual business meeting; and (f) perform all said duties inherent in the position of Secretary. The term of office shall be two years, commencing in odd numbered years.

Section 4. The Treasurer shall; (a) maintain and distribute to the officers a list of the paid and gratis membership of GAIRPAQ; (b) collect annual conference registration and membership fees; (c) send reminder notices to members who do not renew annual membership; (d) provide for the payment of duly authorized expenses of GAIRPAQ; (e) prepare informal financial statements for the Executive Committee and complete financial reports for the annual business meeting; (f) invest the funds of GAIRPAQ at the direction of the Executive Committee; and (g) perform all said duties inherent in the position of Treasurer. The term of office shall be two years, commencing in even numbered years.

Section 5. The Immediate Past President shall; (a) serve as a member of the Executive Committee; and (b) perform other duties as assigned by the President. The term of Immediate Past President shall be for one year.

Section 6. The Members-At-Large shall serve for a two-year term as members of the Executive Committee. There shall be Four Members-At-Large with two Members-At-Large being elected each year. The Members-At-Large shall be assigned to supporting roles for the President, Vice President, Secretary and Treasurer while attaining leadership development.

Section 7. The Executive Committee shall; (a) conduct the general affairs of GAIRPAQ between its annual meetings; (b) set the time and place of the following year’s annual conference/meeting; (c) function as the GAIRPAQ budget committee; (d) upon recommendation of the Nominating Committee, provide a slate of officer nominations for consideration of the general membership at the annual meeting; and (e) fill vacancies, unless provided for in the Constitution and Bylaws.

The Executive Committee reserves the privilege, under urgent circumstances, to make interim policy or structural changes in the conduct of affairs to accommodate for the organization’s survival or maintenance of legality. Such change shall be enforceable only until such time as they may be considered by the general membership. Such changes shall require a majority vote of the Executive Committee.

Section 8. Vacancies: Unless otherwise specified and provided for in the Constitution, the Executive Committee shall have the authority to fill a vacancy by appointing a GAIRPAQ member to fill an unexpired term. A person appointed to finish the term of Vice President must run for election to become President. If the elected President resigns, the Vice President completes the year as President and then accedes to the Presidency the following year. In all other situations, the person appointed to an unexpired term shall be eligible to succeed herself/himself and to serve a full elective term as provided in the Constitution.

Section 9. Succession: Officers are eligible for re-election to the same office but after having served two consecutive terms, shall be ineligible to hold such office for the next succeeding term.

Section 10. Election of Officers: Election of Officers shall be held electronically (online) each year at least six (6) weeks prior to the annual business meeting. At least three (3) months prior to the GAIRPAQ annual business meeting, the Nominating Committee shall issue a call to the GAIRPAQ membership for the purpose of nominating individuals from the general membership to offices and positions of the association for which the term is scheduled to expire. Nominees will then be contacted to secure their acceptance of the nomination. The Executive Committee shall present a slate of candidates for electronic voting at least six (6) weeks prior to the annual business meeting to be confirmed by acclimation of the general membership. Additional candidates may be written in on the electronic ballot. The Executive Committee shall be responsible for ensuring the proper conduct of elections and for reporting the results to the general membership at the annual business meeting.

Section 11. Officer Eligibility: Officers serving on the Executive Committee must be a member of GAIRPAQ and employed in Higher Education in the state of Georgia. If they subsequently fail to satisfy these requirements, then the Executive Committee shall decide whether or not to replace the vacant office as mandated in the Bylaws section on Vacancies in Article II.

Article III: Meetings

The annual conference/meeting of GAIRPAQ shall be held each year at a site and date determined by the Executive Committee and announced at the annual business meeting. The membership shall be notified of the site and date at least sixty (60) days prior to the annual conference/meeting. The annual business meeting shall be held in conjunction with the annual meeting. The Executive Committee shall meet as often as deemed necessary to accomplish the purposes of GAIRPAQ.

Article IV: Calendar

The fiscal year of GAIRPAQ shall begin 1 July each year and terminate 30 June the following year.

Article V: Fees

The membership fee structure shall be established by the Executive Committee and reviewed periodically, and any proposed change shall be submitted to the voting membership for consideration at the annual business meeting or by mail ballot (or acceptable electronic medium). A registration fee will be assessed to all who attend the annual conference each year. This fee shall be reviewed and set annually by the Executive Committee. The registration fee for the annual conference/meeting will include the GAIRPAQ membership fee for the period of one (1) fiscal year.

Article VI: Parliamentary Procedure

ROBERT’S RULES OF ORDER will govern the conduct of GAIRPAQ business except where superseded by the Constitution and Bylaws.

History of Amendments

Adopted for Presentation to Membership on February 7, 1995