By Laws

Utah Advising and Orientation Association (UAOA) Bylaws

1. 1. The Utah Advising and Orientation Association (UAOA) shall be governed by a committee consisting of three (3) elected positions (President, Vice President, and Past President) plus a maximum of one (1) voting representative from each institution choosing to have representation on the Governing Committee. Committee meetings are to take place at a minimum of once every two months. See Appendix A for position responsibilities.

2. 2. Institutions invited to have representation on the Governing Committee include: Utah State University, Weber State University, LDS Business College, University of Utah, University of Phoenix, Westminster College, Salt Lake Community College, Utah Valley University, Brigham Young University, College of Eastern Utah, Snow College, Southern Utah University, and Dixie State College.

3. Two months prior to the annual UAOA Conference, the Governing Committee will identify possible candidates for election of the new officer (Vice President) to serve a three-year term. Election of this new officer should take place one month prior to the annual conference. Two years of active participation on the Governing Committee is required for candidacy. The person who is elected will serve his or her three-year term as follows: the first year as Vice President, the second year as President, and the third year as Past President. Institutional Representatives will be the Director of Advising at each institution or an individual appointed by the Director to serve on the Governing Committee.

4. 4. Only the designated representative from each institution plus the three elected officers will have voting rights on the Governing Committee. Unexpected vacancies in elected positions will be appointed by the Governing Committee.

5. 5. The UAOA Conference is to be held annually. The conference will be coordinated and run by the Governing Committee. Membership in the UAOA is all inclusive. A membership fee is included in the annual conference registration fee.

6. 6. A UAOA holding account is to exist from the profits of the annual UAOA Conference and membership fees. The account is to have at all times a minimum balance of $1000 to be used only in cases of emergency. All funds in excess of the initial $1000 are to be used by the Governing Committee to cover the costs of the annual UAOA Conference and other expenditures, including but not limited to:

1. honorarium, travel, per diem and lodging expenses of the

conference keynote speaker;

2. souvenirs for conference participants;

3. copying costs of conference brochures, agendas, newsletters,

printing and mailing expenses, etc.;

4. scholarships covering conference registration for committee

selected populations;

5. recognition awards presented by the Governing Committee;

6. refreshments;

7. other costs deemed appropriate by majority vote of the

Governing Committee members in attendance.

7. Members of the Governing Committee are expected to attend the annual UAOA Conference and, if possible, the annual regional and national NACADA conferences.

8. 8. Amendments to the UAOA Bylaws may take place with a two-thirds vote of the active membership of the Governing Committee. Active committee membership includes those individuals who have attended at least one of the three most recent committee meetings. Votes may be submitted in writing in one of the following ways: 1) in person (ballot a committee meetings), 2) e-mail, and 3) post mail.

9. Should a motion be made, seconded, and approved by a two-thirds vote of the active membership of the Governing committee to dissolve the Utah Advising & Orientation Association, the final budget balance will be distributed evenly among each institution with active representation on the Governing Committee. The current or most recent elected President will ensure the funds are properly dispersed to qualified institutions. It will be the responsibility of the institution’s UAOA representative to make sure the funds are appropriately used for Advising and Orientation purposes.

President - Presides and oversees all aspects of UAOA including but not limited to:

Vice President - Presides in the absence of the President. Assists other committee members with their responsibilities.

Past President - Serves as an advisor to the President. Assists other committee members with their responsibilities. Presides in the absence of the President and Vice President.

Institutional Representatives - Represent all UAOA members located at their respective institutions by attending all Governing Committee meetings and serving as a liaison between the UAOA Governing Committee and the members at their institutions. Institutional Representatives will be given specific responsibilities.

Treasurer - Appointed by the Governing Committee from among the Institutional Representatives. Keeps accurate and consistent financial records. Prepares and presents financial status reports at committee meetings as well as an annual report to be completed at the close of the annual UAOA Conference. Keeps accurate records of current UAOA membership including collection of fees and maintenance of a current membership list. Coordinates conference registration effort by collecting fees and maintaining an accurate participant list. The treasurer position is a two-year appointment. It may be extended on a yearly basis subject to a two-thirds vote of the Committee.

Secretary - Appointed by the President. The President may appoint a voting Institutional Representative or a non-voting member-at-large to serve in this capacity. The secretary provides support to the Governing Committee including:

1. keeping accurate meeting minutes and reporting them at each committee meeting;

2. maintaining a Governing Committee contact list including the Name, Institution,