Constitution

ARTICLE I – NAME

Revised

28/06/84

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

ARTICLE II – PURPOSE

Revised

23/05/07

The purpose of the association shall be: (a) 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; (b) to promote the professional development of the officers so as to enable them to discharge their duties and responsibilities effectively.

SECTION I – Functions

Revised

23/05/07

The following are AARAO functions:

  1. to promote communication and exchange of information among the membership;
  2. to identify and communicate to the membership changes in secondary and post-secondary education systems;
  3. to promote an awareness of the admission and transfer policies among post-secondary education systems;
  4. to hold workshops, meetings and conferences in order to increase the competence of the members of the association;
  5. to represent the views of the association to the appropriate levels of governments, educational bodies and other agencies;
  6. to coordinate the AARAO recruitment schedule;
  7. to act as a forum through which the region’s admissions and recruitment managers can explore recruitment opportunities;
  8. other activities and undertakings as may seem appropriate to the association.

SECTION II – Activities

Revised

23/05/07

The activities may include:

  1. The development and maintenance of a website for use by members and school counsellors
  2. The holding of conferences or conventions
  3. The publication of regular or special bulletins
  4. The conduction of cooperative investigations, studies and surveys, either on the initiative of the Association or in joint responsibility
  5. The dissemination of information on problems of interest to its members
  6. the approval of the Interchange host site;
  7. Such other activities and undertakings as may seem appropriate to the Association

ARTICLE III – MEMBERSHIP

SECTION I – Regular Membership

Revised

05/06/02

Regular membership is institutional. A regular member institution is defined as a non-profit organization of higher education that has academic autonomy and typically is located in the Atlantic provinces. 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. Only individuals associated with Regular Membership will be eligible to hold office in the Association. Application for a Regular Membership shall be made 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 membership 30 days to respond.

Each membership entitles the institution to one vote. Where an institution has more that one campus, it is permitted to have a maximum of two votes provided that it pays the equivalent of a second membership fee.

SECTION II – Honorary Membership

Revised

05/06/03

Individuals may be recommended to the Executive Committee for honorary membership by an institutional representative listed by the Association, by submitting the information indicated on AARAO Honorary Membership Nomination Form. (Appendix B). Election to the honorary membership will rest with the Executive Committee, but only those individuals whose services to the Association have been significant and who are no longer eligible for membership as provided for in Article III, Section I, will be elected by the Executive Committee.

SECTION III – Associate Membership

Revised 05/06/03

Associate Membership may be granted to those institutions of higher education which are not eligible for regular membership, possibly due to being located outside the Atlantic Region, but which are operating on a non-profit basis and are closely identified with the Regular Member institutions. It may also be granted to those 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. Applications for Associate Membership shall be made by submitting the information indicated on the AARAO Associate Membership Form to the Executive (Appendix C). The Executive will make a recommendation to the Association at the next scheduled meeting.

Associate Members do not have voting privileges.

SECTION IV – Corporate Membership

Added 05/06/03

Corporate Membership may be granted to those ‘for-profit’ organizations that provide educational services and/or products which complement or assist those offered by the Association. The Executive may also solicit potential applicants deemed appropriate by the Association. Applications for Corporate Membership shall be made by submitting the information indicated on the AARAO Corporate Membership Form to the Executive (Appendix D). The Executive will make a recommendation to the Association at the next scheduled meeting.

Corporate Members do not have voting privileges.

SECTION V – Obligation of Membership

Added 25/06/00

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

ARTICLE IV – OFFICERS

SECTION I – Designation of Officers

Revised

23/05/07

The officers of the Association shall be a President, a Past-President, a Vice-President, a Secretary, a Treasurer, a representative from and nominated by RAMC and the ARUCC representative. Officers shall be elected so that where possible each province shall be represented.

SECTION II – Executive Committee

Revised

05/06/03

The officers named in Section I 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, an expected period of two years.

ARTICLE V – AMENDMENTS

Revised

30/10/81

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.