ARTICLE I – NAME
The name of the organization shall be the Atlantic Association of Registrars and Admissions Officers (AARAO).
ARTICLE II – PURPOSE
The purpose of the Association shall be:
- to serve the post-secondary enrolment professionals of Atlantic Canada in a unified and professional manner;
- 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;
- to facilitate the promotion of member institutions through regional post-secondary fairs; and
- to promote the professional development of the officers so as to enable them to discharge their duties and responsibilities effectively for the benefit of the association.
- to provide information and support to high school students and their influencers on post-secondary educational opportunities in a professional and inspirational manner.
SECTION I – Functions
The following are AARAO’s functions:
- to promote and provide professional development of the membership;
- 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 professional development events such as 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;
- to act as a forum through which the region’s registrars can explore registrarial development;
- other activities and undertakings as may seem appropriate to the association.
SECTION II – Activities
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 – MEMBERSHIP
SECTION I – Regular Membership
Regular membership shall:
- be granted to an institution that is defined as 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;
- be reserved for such institutions located in the Atlantic Provinces;
- be applied for 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 institution 30 days to respond;
- enable individuals associated with Regular Membership to be eligible to hold office in the Association; and
- entitle the institution to one vote.
SECTION II – Associate Membership
Associate membership shall:
- be granted to institutions of higher education which are not eligible for regular membership due to being located outside of the Atlantic region but which are operating on a non-profit basis and are closely identified with the Regular Member institutions;
- be granted to 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;
- be obtained by application, involving submission of the information indicated on the AARAO Associate Membership Form to the Executive (Appendix C). The Executive will make a decision and will communicate that decision to the membership and give the institution 30 days to respond; and
- not have voting privileges.
SECTION III – Honorary Membership
Honorary membership shall:
- be recommended by the Executive Committee to an institutional representative who has submitted the information indicated on AARAO Honorary Membership Nomination Form (Appendix B);
- rest with the Executive Committee for election;
- be reserved for only those individuals whose services have been significant to the Association and who are no longer eligible for membership as provided for in Article II- Section I; and
- not have voting privileges
SECTION IV – Corporate Membership
Corporate Membership shall:
- be granted to those ‘for-profit’ organizations that provide educational services and/or products which complement or assist those offered by the Association;
- in some cases, be solicited by the Executive Committee if potential applicants are deemed appropriate by the Association;
- be applied for by submitting the information indicated on the AARAO Corporate Membership Form to the Executive (Appendix D). The Executive will make a decision and will communicate that decision to the membership and give the institution 30 days to respond; and
- 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:
- 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
- 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 Article III – Section X, 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.
Section X – Dispute Resolution Procedures
Member institutions and their representative should make every attempt to resolve situations that arise informally via discussion with any affected parties. Representatives may consult a member of the current AARAO Executive to aid in assessing the situation and if necessary, having an informal discussion with the offending representative.
If an issue arises that cannot be settled through an informal discussion, the affected member(s) should report the issue to the AARAO President or Vice-President who, after being apprised of the situation, will determine whether to initiate dispute resolution procedures or take other actions to resolve the issue.
Should the AARAO President or Vice-President decide to initiate dispute resolution procedures, a written formal complaint must be submitted by the reporting member(s). A copy of this complaint will be forwarded to the representative(s) in question and to their immediate supervisor for acknowledgement.
Should the AARAO President or Vice-President find that the member in question does not demonstrate improvement, the AARAO President or Vice-President may immediately notify and suspend the member in question and refer the issue to the AARAO Executive for review and action. The member in question may choose to submit an appeal for membership reinstatement as a process of the review by the AARAO Executive.
Any decision of the AARAO Executive at the end of the dispute resolution process shall be considered final and binding, and no further appeals on the same issue will be considered during the current membership year.
ARTICLE IV – OFFICERS
SECTION I – Designation of Officers
The officers of the Association shall be a President, a Past-President, a Vice-President, a Secretary, a Treasurer, the RAMC chair, a representative from and nominated by ARC, a Communications Officer, and the ARUCC representative. Officers shall be elected so that, where possible, each province within the Atlantic region shall be represented.
SECTION II – Executive Committee
The officers named in Section I (Article IV) 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.
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.