Dakota Association for College Admission Counseling

Constitution & Bylaws (Approved January, 2007)

Preamble

   The Dakota Association for College Admission Counseling is committed to the coordination of activities related to academic and career decision-making. A changing world through technological advances can bring about a better standard of living and an opportunity for a better way of life. The accomplishment of both will depend upon the effective use of our greatest resource, the people of the nation.

   To preserve the rights of students, protect their individualities and provide for their needs, responsible persons in secondary and postsecondary education should be brought together for thoughtful deliberation regarding the orientation of individuals to post-high school educational opportunities.

ARTICLE I.  Name

   The name of this organization is the Dakota Association for College Admission Counseling, also known as DACAC.

ARTICLE II.  Objectives

A. To assist in the improvement of the liaison between high school and post-high school representatives.

B. To establish and communicate ethical standards to post-high representatives and to encourage all to adhere to these standards.

C. To provide information to individuals concerning the diversity of the post-high school institutions.

D. To coordinate an orderly Post-High Planning Day schedule.

E. To insure meaningful experiences when high school students visit educational institutions.

F. To cooperate with state agencies and educational and career planning professionals to develop publications and programs aimed at furthering improved career decision-making.

G. To gather and disseminate information related to career decision-making.

H. To support and adhere to the purposes, goals and objectives of the National Association for College Admission Counseling (NACAC).

ARTICLE III.  Membership

A. Regular Voting Membership shall include:

1. Institutional Membership in the DACAC may be offered to any Dakota secondary or post-secondary institutions or organizations offering education and training accredited by a regional or state accrediting agency, subject to final approval of the Board of Directors. Members shall pay dues, and abide by the Constitution and the Statement of Good Admission Practices. The Board of Directors may also approve for regular membership other organizations working to enhance career decision-making. All memberships are only official upon approval of the Board of Directors.

2. Individual Memberships in DACAC shall include:

a. Institutional and Individual members of the National Association of College Admission Counselors who reside within the states of North or South Dakota.

b. Persons who are engaged in providing services relating to the counseling or admission of students to postsecondary educational and career opportunities. Such members shall reside in North or South Dakota.

c. Persons who are engaged in providing services relating to counseling or admission of students to postsecondary educational and career opportunities who do not reside in North or South Dakota may become associate individual members and shall pay dues as set by the DACAC Board of Directors. Such members shall not have voting rights.

3.  Regular Institutional and Individual members of the State Councils shall also be considered members of DACAC, providing they meet the membership requirements set above.

B. Associate Institutional membership in the Association may be offered to other post-secondary institutions and organizations offering education and training, upon application to and approval by the Board of Directors. Associate members shall pay dues and abide by the Constitution and the Code of Ethics of the Association. An associate member shall have rights, privileges, and responsibilities as determined by the Association. An associate member shall not have voting rights and its representative shall not serve as an officer on the Association or the Board of Directors or be a representative on a standing committee.

C. Affiliate Institutional Membership may be approved by the Board of Directors for other organizations involved with improving career decision-making. Affiliate membership may include limited participation at such Post High Planning Days as the Board of Directors shall determine, and may include such other privileges as the Board of Directors may establish. Affiliate Members shall pay dues and abide by the Constitution and Code of Ethics. Affiliate Members shall not have voting rights and their representatives shall not serve as officers on the Association or Board of Directors.

D. The Regular Institutional Members, upon a majority vote of those present and eligible to vote, may establish and assess membership dues as called for in Article III of the Constitution.

ARTICLE IV.  Board of Directors

A. Board of Directors duties.  The duties of the Board of Directors are:

1. To meet prior to all Association meetings, or when requested by the President or two-thirds of the Board of Directors,

2. To recommend annual membership fees to the Association,

3. To review institutions and organizations for membership eligibility,

4. To hire and supervise such paid staff as it deems necessary, subject to final approval of the general Association.

5. To utilize resource persons in an advisory capacity.

B. The Board of Directors composition, elections, terms and offices  

1. There shall be a Board of Directors composed of:

President

President-Elect

Immediate Past President

Secretary/Treasurer

DACAC Executive Director (Non Voting)

Chairs of all Standing Committees

Chairs of the State Councils

State Council Executive Directors (Non-Voting)]

Current members of the national NACAC board or committees who reside in North or South Dakota.

2. The President-Elect, Secretary/Treasurer, and selected standing committee chairs shall be elected by mail ballot in the spring of the year. The Nominating Committee shall prepare a slate of candidates including at least one name for each vacant position. Ballots shall contain room for write-in candidates for each vacant position. The DACAC Executive Director shall mail ballots to each current voting member of NACAC residing within North and South Dakota in the spring of the year. All ballots shall be returned within 30 days. A majority of the returned ballots shall be necessary for election.

3. The Secretary/Treasurer shall serve a term of one year, beginning July 1 immediately after election and ending the following June 30.

4. Vacancies except for the President who shall be succeeded by the President-Elect shall be filled by appointment by the Board of Directors, subject to approval of the Association at the next regular meeting.

5. Officers and Board of Directors members assume office July 1 of the year in which elected.

6. The President-Elect shall automatically become president of the association on July 1 one year after commencement of the term of office as president-elect, or upon the death or resignation of the president.

7. Persons residing in North or South Dakota who are serving a current term as a member of the NACAC Board of Directors or a NACAC Committee shall serve as ex-officio non-voting members of the DACAC board for purposes of keeping the DACAC board informed on national issues.

B. Proxy Voting. The Elected Chairs of the Standing Committees and the State Council Chairs, if unable to attend a meeting of the Board, may give their proxy to a member of their respective committee or council. Such designees shall have full voting rights as board members for purposes of the one meeting only.  

ARTICLE V.   Duties of Officers

A. It shall be the duty of:

1. The President:

a) To preside over meetings of the Association and Board of Directors,

b) To call regular and special meetings,

c) To appoint special committees, subject to the approval of the Board of Directors.

d) To vote only in the event of a tie.

e) To serve as delegate to the NACAC Assembly.

d) To provide a link between the national and regional association.

2. The President-Elect:

a) To preside at meetings in the absence of the President.

b) To perform the duties of the Chair in the absence of the President,

c) To serve as delegate to the national assembly.

3. The Secretary/Treasurer:

a) To ensure the following are properly performed:

1)  Recording the minutes,

2)  Informing members of meetings,

3)  Keeping the records of the organization.

4)  Submitting budget reports,

5)  Arranging an annual audit,

6)  Keeping the financial records of the organization,

7)  Collecting dues,

8)  Distributing funds.

5.  The Immediate Past President:

a) To chair the Nominating Committee.

b) To serve as trainer to the new Board members and President.

c) To serve as chief delegate for the national assembly.

B. The Board of Directors may hire an Executive Director who will be responsible for working with the President and other members of the Board of Directors to ensure the following tasks are performed:

1. Collect dues and maintain membership records and bring before the Board of Directors requests for new memberships, within the guidelines specified in Article III of the Constitution.

2. Assist the Board of Directors officers to ensure that their duties are completed.

3. Collect and disseminate to member institutions information related to career-decision making, through surveys and other means.

4. Coordinate grant requests and projects conducted within the aims and objectives of the DACAC.

5. Monitor compliance of DACAC members to the Code of Ethics and report any violations to the Ethics Committee for possible action.

6. Serve as a non-voting ex-officio member of the DACAC Board of Directors and all committees.

7. Perform such other duties as may be requested by the President or Board of Directors to further the aims and objectives of the DACAC.

ARTICLE Vl.  State Councils.

A. There shall two state councils, each presided over by a chair elected or appointed from each state within DACAC.

1. The State Chairs shall be elected in a manner determined by each council and shall serve a term of one year.

2. The State Council members shall be selected in a manner set forth in the by-laws for each state.

B. The duties of the Councils shall be:

1. To organize orderly post-high school planning days within their state.

2. To prepare publications and programs for high school students and counselors to enhance the career decision-making process.

3. To help identify and coordinate those areas of professional concern to which members should address programming at the state level.

4. To promote membership in NACAC and DACAC in that state.

C. Each state council may set and collect its own dues, hire its own staff and maintain its own budget, within the guidelines established by that council and the DACAC Board.  Dues collection shall be coordinated with that of DACAC

D. Each state shall provide full and complete information on its finances and other activities to the Executive Director of DACAC to ensure proper reporting to the appropriate national organizations.

E. Each State Council may establish its own by-laws, subject to approval of the DACAC Board of Directors.

ARTICLE VII.  Committees.

A. The Standing Committees shall be:

1. Admission Practices Committee

2. Finance Committee

3. Governance & Nominating Committee

4. Government Relations Committee

5. Human Relations Committee

6. Membership Committee

7. Professional Development Committee

B.  The duties of the committees:

1. Admission Practices: Conducts an annual review of the NACAC Statement of Principles of Good Practice, the DACAC Statement of Good Admission Practices and the DACAC monitoring procedures; monitors and educates members regarding ethical practices; responds to alleged infractions as defined by NACAC guidelines. The President-Elect serves as chair of this committee. The committee shall include six additional members who shall be nominated and elected from the Association for a two-year term during even numbered years by mail ballot. Vacancies shall be filled by appointment of the Board of Directors.

2. Finance: Oversees all financial matters related to the association. Recommends investment and audit policies to the Board of Directors. Prepares the annual budget for approval by the Board of Directors. The DACAC Treasurer serves as chair.

3. Governance and Nominations: Determines membership eligibility as outlined in the DACAC Constitution. Makes recommendations to the Board of Directors regarding criteria for membership. Monitors the eligibility of delegates to the NACAC Assembly. Reviews the DACAC Constitution and Bylaws and recommends appropriate revisions, including those required to maintain consistency with NACAC bylaws. Nominates candidates for Board of Directors positions. Manages award nomination process, selects and presents winner of each award. The most recent active Past President serves as chair.

4. Government Relations: Monitors legislative activity at both the state and federal levels and recommends relevant action to the Board of Directors. Interacts with legislators as well as other professional education association leaders. Maintains a communication network to inform DACAC members of relevant issues. Maintains a liaison role with the NACAC Government Relations Advisory Committee. The chair of this committee serves on the Board of Directors.

5. Human Relations: Identifies underrepresented populations in the region and educates membership on findings. Develops and implements strategies to increase multicultural representation in leadership positions within the association. Educates underrepresented populations on the benefits of membership and/or participation in DACAC activities. Manages the DACAC scholarship program. The chair of this committee serves on the Board of Directors.

6. Membership: Develops and implements promotional activities to encourage membership renewals and to solicit new members. Maintains and provides official mailing lists of the association. Monitors NACAC membership and ensures appropriateness of institutional membership. Publishes the membership directory and maintains an archive of membership in the association. The committee is chaired by the DACAC Executive Director.

7. Professional Development: Develops and implements professional development programs and workshops for all members. Utilizes the state structure to communicate association services and benefits to local constituents. Plans for the annual conference. The chair of this committee serves on the Board of Directors.

C. Unless otherwise provided for above, the chairs of all standing committees shall be elected for three year terms using the same procedures as that for Offices as outlined in Article IV.  The terms of the committee chairs shall be staggered as determined by the Board of Directors. Terms shall begin July 1 of the year in which elected. Vacancies in the chairs shall be filled by appointment of the Board of Directors.

D. Pro tem and ad hoc committees shall be appointed by the President as needed.

E. Unless otherwise provided for above, members of the standing committees shall be appointed by the committee chair in consultation with the President and Executive Director.

F. The chairs of all standing committees shall serve as members of the Board of Directors.

ARTICLE VIII.  NACAC Affiliation

A. The Association is a chartered regional affiliate of the National Association for College Admission Counseling (NACAC).

B. The immediate past president and the president-elect of DACAC, by virtue of their election to office and as part of their duties as officers, shall be “elected delegates” to the Assembly of NACAC, provided they meet the eligibility requirements set by NACAC. If either or both fail to meet these requirements, replacement delegates will be selected as outlined in Section C of this Article.

C. The Association will elect any additional delegates to the Assembly of the National Association for College Admission Counseling in compliance with the provisions of the National Association for College Admission Counseling.

1. Only current voting members of NACAC residing in North or South Dakota shall be allowed to participate in election of Assembly Delegates. Each Institutional member and each Individual member shall have one vote.

2. Sufficient numbers of qualified alternates shall be elected to fill vacancies in the Assembly so that DACAC's representation can be maintained in the assembly.

3. When necessitated by the absence of elected delegates and alternates, the President may appoint alternates from among the qualified general members present at the annual conference of NACAC.

4. To be eligible for election as a delegate or as an alternate, a candidate must be the principal representative of a NACAC member institution or must be an individual voting member of NACAC. Only one person employed by a member institution shall serve in the same Assembly.

5. Each elected delegate shall serve a term of three years and shall take office on July 17 of the year in which elected. Each alternate shall serve only until a successor is appointed or elected. Delegates shall serve no more than two consecutive terms.

6. To remain as a delegate, incumbents must continue to be responsible for services related to the counseling or admission of students.

7. The Nominating Committee shall nominate candidates for election by mail ballot in the spring, using the same procedures outlined for election of Board members in Section IV. Insofar as possible, half of the delegates and alternates shall be post-secondary members and half shall be secondary members.

8. The DACAC Executive Director shall give notice to the Executive Director of NACAC of the names of the DACAC delegates and alternate delegates and the name of the DACAC President and President-Elect immediately following their election or appointment.

ARTICLE IX.  Quorum

A. In Board meetings, a majority of the Board of Directors voting members shall constitute a quorum.

B. In Association meetings, a majority of the voting institutional membership shall constitute a quorum.

ARTICLE X.  Amendment

A. This Constitution may be amended by two-thirds of the voting institutional members at a meeting of the Association or by mail ballot of the entire voting institutional membership.

B. Proposed Amendments shall be submitted thirty days prior to a vote.

C. Proposed amendments shall be referred to the membership for vote upon approval of the Board of Directors.

ARTICLE XI.  Purpose

Exclusively Charitable and Educational within the meaning of Section 501(c)(3) of the Internal Revenue Code.

A. INUREMENT OF INCOME. No part of the net earnings of the corporation shall inure to the benefit of, or be distributable to, its members, trustees, officers or other private persons except that the corporation shall be authorized and empowered to pay reasonable compensation for services rendered.

B. OPERATIONAL LIMITATIONS. Notwithstanding any other provisions of these articles, the corporation shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from Federal Income Tax under section 501(c)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law) or (b) by a corporation, contributions to which are deductible under Section 170 (c)(2) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law).

C. DISSOLUTION CLAUSE. Upon the dissolution of the corporation,  the Board of Trustees shall, after paying or making provisions for the payment of the liabilities of the corporation, dispose of all assets of the corporation exclusively for the purposes of the corporation in such manner or to such organization or organizations organized and operated exclusively for charitable, educational, religious, or scientific purposes as shall at the time qualify as an exempt organization or organizations under section 501(c)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law), as the Board of Trustees shall determine. Any such assets not so disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the corporation is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.

ARTICLE XII.  Robert’s Rules of Order

Robert’s Rules of Order as revised shall govern the conduct of all DACAC meetings, except where such rules conflict with the Constitution and the By-Laws.