Constitution and Bylaws

Article I. Name and Purpose

1. The name of this organization is CUPRAP: The Association of Communicators in Education, legally known as CUPRAP, Inc.

2. The purposes of the Association are to advance the understanding of higher education, support all efforts that benefit higher education, and aid members in developing professionalism in all aspects of educational communications.

Article II. Membership

1. Any individual affiliated in a professional capacity with a college, university or other non-profit educational institution or organization is eligible for membership. Members pay an annual fee for the rights and privileges of membership in the Association. Each individual holding a valid membership shall have one vote in meetings of the Association.

2. Any individual not currently affiliated in a professional capacity with a college, university or other non-profit educational institution is eligible for associate membership. Associate members pay a nominal annual fee and have non-voting status in the Association.

3. Any individual currently enrolled as a student at a college, university or other non-profit educational institution and not having any professional capacity in an educational setting is eligible for student membership. Student members pay a nominal annual fee and have non-voting status in the Association.

4. Any business or corporation providing products and services of interest to communications practitioners in higher education, including for-profit colleges and universities, is eligible for corporate membership. Corporate members pay an annual group fee for the rights and privileges of affiliation with the Association. Corporate members have non-voting status in the Association. The board of directors reserves the right to reject any corporate membership application.

5. A member found unworthy of membership may be expelled on recommendation of the board of directors and on approval of the recommendation by two-thirds of the members voting at a regular meeting. The board of directors will not make such a recommendation until the member has been given an opportunity to defend himself or herself before the board of directors.

Article III. Officers

1. The officers of the Association, who are voting members of CUPRAP, are a president, vice president, secretary, treasurer, and immediate past president. Their duties are those usually associated with these titles and specifically to uphold this constitution. These officers constitute an executive committee of the board of directors with full power to act between meetings of the board. All executive committee actions will be reported to full meetings of the board and may be repealed or altered by a majority vote of those in attendance.

2. In addition to the officers, the board of directors is composed of seven directors. Their duties are those usually associated with this title and specifically to uphold this constitution. Each sector of higher education in Pennsylvania—state-owned universities, state-related universities, private colleges and universities, and community colleges—will be represented by one director, for a total of four seats. Each of these directors must be a voting member of CUPRAP. The three remaining director seats will be at-large, and can be occupied by any voting member of CUPRAP, including members affiliated with non-Pennsylvania institutions or an institution not falling into any of the four sectors of higher education in Pennsylvania. 

3. The executive committee will meet on the call of the president or on the request of any three members of the board. The executive committee will review the constitution and bylaws on an annual basis and make appropriate recommendations to the board; with board approval, recommendations for changes will be voted on by the membership.

4. A member of the board may be dismissed from the board by majority vote of the board after three consecutive absences from board meetings.

Article IV. Elections

1. Elections will be held at the business meeting during the spring conference each year. Nominations will come from a nominating committee, composed of the immediate past president, acting as chair, one board member, and one member of the Association who is not on the board. Only CUPRAP members in good standing may be nominated; associate, student and corporate members are not eligible for nomination. The slate of candidates shall be presented to the membership at least 30 days before the annual meeting at the spring conference. Members may nominate from the floor at that annual meeting. If there is more than one candidate for a vacancy, the office will be filled by written ballot. The candidate receiving the largest number of votes is elected.

2. The president, vice president, secretary, and treasurer will serve two-year terms, as will the immediate past president in an ex officio capacity. They may not serve a consecutive second term in the same position, although they may serve additional terms in another capacity.

3. Directors will serve two years, with the four directors from the four sectors of higher education elected during the even years at the annual meeting and the three at-large members being elected in the odd years.  Directors may serve a consecutive second term, but they must be elected to an officer position to serve additional consecutive terms.

4. Should an elected or appointed officer or member of the board be unable to complete his or her term, the president shall nominate a candidate to complete that term. The nominations shall be voted upon by the board. If the board position becomes vacant within six months of the organization's annual meeting, it may remain vacant until new officers or board members are elected at the annual meeting.

Article V. Meetings

1. Regular board meetings will be held quarterly at times and places decided upon by the executive committee. Other special meetings may be held at the call of the executive committee or three directors. The Association will meet annually, usually at the spring conference.

2. The president will notify each member of the date and place of each regular meeting at least one month in advance.

Article VI. Committees

1. The president, with the approval of the board, can establish and appoint any committees necessary to discharge the business of the Association. The president, upon consultation with the board, will appoint the chairman, and the chairman will appoint the members of the committee. The board reserves the right to dismiss any committee member, via majority vote, for conduct deemed detrimental to the committee, the board or the Association.

Article VII. Dues and Fees

1. The amount of dues or other fees will be determined annually by the board of directors.

Article VIII. Amendments

1. This constitution may be amended by the affirmative vote of two-thirds of the members in attendance at a meeting, provided that no vote will be taken on proposals to amend unless members are notified at least a month in advance. Proposals to amend from the floor must be presented in written form and will require a two-thirds affirmative vote in a paper ballot to be adopted.

2. The Association may adopt new bylaws by affirmative vote at a meeting. The board may also adopt new bylaws by affirmative vote and conduct business under these new bylaws, but any such action must be affirmed at the next meeting of the Association.

Bylaws

1. Elections. To provide continuity among officers of the board, the terms of directors will be staggered so that four are elected one year and three others the next. Directors serve two years and may be elected for a second term. The candidates for president should have served as a member of the board of the Association.

2. Notice of meetings. Notice of board meetings will be given to all members of the Association at least one month in advance. Notice of Association meetings will be given to all members at least one month in advance.

3. Other Duties of Officers.

a. The president shall preside at all regular meetings of the Association and at all meetings of the board and exercise general supervision over the interests and work of the organization.  The president also is authorized to sign legal documents and bank drafts for the Association.

b. The vice president shall perform all duties and exercise all rights of the president in his or her absence and perform duties as requested by the president. The vice president shall take responsibility for an annual review of the constitution.

c. The treasurer is responsible for supervising the collection and recording of membership dues and all other disbursements and investments, as approved by the board. He or she is authorized to make deposits and write checks for the Association in a depository approved by the board.  The treasurer will report on the financial state of the Association at each board meeting and at the Association's business meeting.

d. The secretary shall be responsible for keeping minutes of all meetings and copies of publications and programs of the Association. These will be forwarded annually to the Association archival office.

e.  The immediate past-president shall serve as the chair of the Nominating Committee and will be responsible for the annual compilation of a slate of nominees to fill vacant positions for officers and directors of the Association.  The immediate past-president also shall serve as administrator of the Association Archives.

4. Membership Procedure and Dues.

a. To join the Association, the prospective member will complete an annual membership application form and pay the annual dues.

b. The fiscal and membership year runs from July 1 to June 30. Annual dues provide membership privileges for one individual or corporation.

c. Membership in CUPRAP represents an institutional as well as a personal commitment. The organization's existence relies on this commitment of time by its members and financial resources by its member institutions. Therefore, members of the organization who participate as presenters at CUPRAP conferences, workshops or other programs shall not be reimbursed for travel expenses or costs incurred thereof.

5. Parliamentary Standard. The parliamentary standard for the Association will be the latest issue of "Robert's Rules of Order."

6. Dissolution. If the Association does not have a meeting for two consecutive years, the last elected members of the board of directors have the power to dissolve the Association and to disburse any assets to any charitable or educational organization included in the Internal Revenue Service Regulation 501C3.

7. Ex-Officio Members of the Board of Directors. The immediate past president of CUPRAP will serve as an ex-officio member of the organization's board of directors.