Constitution

ARTICLE I – NAME

The name of the organization shall be the Atlantic Association of Registrars and Admissions Officers (AARAO).

 ARTICLE II – VISION, MISSION & PURPOSE

AARAO’s Vision is to enrich the landscape of enrolment and academic services for the benefit of Atlantic Canadian learners. AARAO’s Mission is to advance and support the interests, interchange and professional development of registrarial and admissions professionals from across institutions in the Atlantic Canadian region (Nova Scotia, New Brunswick, Newfoundland and Labrador, and Prince Edward Island). AARAO is a regional affiliate of the Association of Registrars of the Universities and Colleges of Canada (ARUCC)

The purpose of the Association is to:

a. Lead and promote the generation of ideas and exchange of leading practices among members whose roles are normally associated with a Registrar’s Office and/or Admissions Office such as student recruitment, admissions and assessment, financial aid and awards, transfer credits and student mobility, scheduling, registration, transcripts, academic records, systems, convocation and other closely related functions;

b. proactively review the functions performed by Registrar’s and Admissions Offices related to the impacts on organizational and technological change, including conducting studies;

c. provide professional development of members through regional workshops, conferences, webinars or whatever other such means are deemed by the membership as appropriate;

d. provide professional insight and expertise on behalf of members as well as collaborate with appropriate government ministries, educational bodies or other agencies and related Associations.

 ARTICLE III – MEMBERSHIP

 SECTION I – Regular Membership

Regular membership:

a. an institution that is a non-profit organization of higher education that has academic autonomy. 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;

b. reserved for such institutions located in the Atlantic Provinces;

c. entitles the institution to one principal representative who is the voting representative for the institution (institution is entitled to one vote);

d. entitles the institution to add additional non-voting representatives for an additional fee;

e. allows representatives of a Regular Member institution to hold office on the Executive Committee, participate in AARAO, sit on committees, attend events and access professional development opportunities.

SECTION II – Associate Membership

Associate membership:

a. professional representatives in educational agencies or institutions that provide alternative educational services for post-secondary education and must be approved by the Executive Committee;

b. other institutions can make a request for membership and it is based solely on the approval of the Executive Committee;

c. participation in Association events is permitted but cannot hold office and do not have voting privileges;

SECTION III – Honorary Membership

Honorary membership:

a. individuals no longer eligible to be Regular Members, but with records of significant service to AARAO, or an institution, as a member of the profession and who are selected by the Executive Committee;

b. They will have permanent invitation to attend AARAO meetings, however may not vote or hold office.

SECTION IV – Corporate Membership

Corporate Membership:

a. Organizations ‘for-profit’ that provide educational services and/or products which complement or assist those offered by the Association;

b. in some cases, be solicited by the Executive Committee if potential applicants are deemed appropriate by the Association;

c. do not have voting privileges;

SECTION V – Obligation of Membership

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

SECTION VI – Suspension of Membership

Suspension of membership will occur if:

a. The conduct of a member institution has been determined, by the AARAO President or Vice-President, to be in willful breach of the responsibilities of membership as outlined in Article III – Section V; and

b. An institution’s membership fees have not been received by the AARAO Treasurer by the payment deadline.

Suspended members will not be entitled to participate in any of the AARAO membership activities or benefits, including but not limited to the Fall Conference, Interchange, professional development events, the AARAO Tour, or have access to the AARAO Listserv.

Suspended members may not participate in or attend any AARAO AGM meetings and therefore are not be entitled to any AARAO voting privileges.

SECTION VII – Termination of Membership

Suspended members under Article III – Section VI, who have not successfully petitioned to the AARAO Executive for reinstatement of membership as per By-Law Article V, will have their membership terminated.

Termination of membership shall in no way relieve a former member of any financial or legal obligations to the Association by virtue of having been a member.

SECTION VIII – Withdrawal of Membership

Any Member Institution that wishes to withdraw from the Association shall notify the Executive in writing to that effect. On receipt of such notice by the Executive, membership will officially cease.

If Member Institutions no longer qualify under the requirements outlined in Article III their membership will be automatically withdrawn at the end of the current membership year.

Withdrawal of membership shall in no way relieve a former Member Institution of any financial or legal obligations to the Association by virtue of having been a member.

SECTION IX – Reinstatement of Membership

Member Institutions whose membership was voluntarily withdrawn under Article III – Section VIII, and who still qualify for membership under Article III, and who have no outstanding financial or legal obligations to the Association, may reapply for membership at any time.

Member Institutions who have had their membership terminated under Article III – Section VII, may petition the AARAO Executive for reinstatement of membership at any time after the conclusion of the membership year in which their membership was terminated.  

ARTICLE IV – OFFICERS

SECTION I – OFFICERS OF AARAO

The officers of the Association shall be one of each of the following:

a. President,
b. Past-President,
c. Vice-President,
d. Secretary,
e. Treasurer,
f. Communications Officer,
g. ROPC Chair,
h. ARUCC Representative.

Officers shall be elected with representation across all levels and types of roles within Registrar’s and/or Admissions Offices except where expressly outlined under By-laws Article III.

Officers shall be elected so that, where possible, each province within the Atlantic region is represented.

AARAO is committed to equity, diversity, inclusion and accessibility. As such, it will undertake inclusive and equitable practices to directly or indirectly encourage the nomination and participation of eligible members who self-identify as members of equity
deserving groups.

SECTION II – Executive Committee

The officers named in Section I (Article IV) shall constitute the Executive Committee whose general function is to:

a. act on behalf of AARAO and conduct the business of the Association in the period between general meetings;

b. establish interest groups, rapid task forces or ad-hoc committees on key issues, prepare reports, working papers and recommendations to advance the priorities of AARAO;

c. report accomplishments and decisions of AARAO to the appropriate bodies;

d. fix the time and place of Association general meetings, Interchange and conferences/workshops as provided in the By-Laws.

ARTICLE V – AMENDMENTS

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.

Amendments shall be initiated by, or submitted by members, to the Executive Committee for governance review prior to presentation to the membership.

*updated October, 2021