Oklahoma College Student Personnel Association
ARTICLE I – NAME
Section 1. The name of this organization shall be the Oklahoma College Student Personnel Association (OCSPA); it is a statewide organization without direct affiliation to any specific national association, but embraces all individuals engaged in the wide-ranging profession generally referred to as student personnel professionals.
Section 2. The name of this Association shall be employed in connection with the official business and activities of the Association. The name of this Association shall not be used by individuals, organizations or agencies without the approval of the Executive Committee.
ARTICLE II – PURPOSE
The purpose of this association shall be to advance the profession of college student personnel work by: promoting sound college and university personnel practices; promoting cooperation among institutions and individuals within the state and among the various student personnel professional organizations; promoting understanding of our profession; and, providing opportunities for leadership and professional growth for our members.
ARTICLE III – MEMBERSHIP
Membership in this Association shall be open to all persons regardless of ethnicity, national origin, gender, age, religion or ability. There shall be five types of membership: Institutional, Individual, Affiliate, Student, and Honorary.
(a) Any Oklahoma institution of higher learning may elect to purchase an institutional membership for designated student personnel staff. Upon payment of dues, the designated staff members shall be considered an INSTITUTIONAL MEMBER of this Association and shall be eligible to vote and to hold office.
(b) Any person who is actively involved in college and university student personnel work and who resides or is employed in the state of Oklahoma may be considered as an INDIVIDUAL MEMBER of this Association upon payment of dues to this Association and shall be eligible to vote and to hold office.
(c) Any person in Oklahoma interested in the college and university student personnel profession, but not actively engaged in such activities, or a person actively involved in college and university student personnel work in another state may be considered an AFFILIATE MEMBER of this Association upon payment of dues. Affiliate Members are not eligible to vote or to hold office.
(d) Any person who is attending an institution of higher learning as a graduate student preparing for professional college and university student personnel profession may be considered a STUDENT MEMBER upon payment of dues to this Association at the student rate. Student Members may not vote or hold office.
(e) Persons may be nominated a HONORARY MEMBER by action of the Executive Committee. Honorary memberships shall be for life, and shall be exempt from payment of dues. Honorary Members may not vote or hold office.
ARTICLE IV – ELECTED OFFICERS
Section 1. The elected officers of this Association shall be President, Vice President, Secretary/Archivist, and Treasurer. Each elected officer shall have been a Member of this Association for a period of at least one year prior to nomination.
Section 2. Each officer shall serve a two-year term, which shall begin on June 1.Section 3.Upon the resignation or death of the President, the Vice President will then fulfill the obligation of the President.
Section 4. If the vacancy occurs in the office of the Vice President, Secretary/Archivist, and Treasurer, the Executive Committee has the authority to appoint a qualified Member of the Association to complete a vacated term of office.
ARTICLE V – DUTIES OF ELECTED OFFICERS
Section 1. It shall be the duty of PRESIDENT to preside at all conferences of this Association, and the Executive Committee of this Association; to consider all motions regularly made; to call special meetings; and to appoint all officers and committees not otherwise provided for in the Constitution. The PRESIDENT shall be an ex-officio member of all committees.
Section 2. The VICE PRESIDENT shall be the Conference Coordinator of the conference of this Association. The VICE PRESIDENT may appoint such conference committees as may be necessary.
Section 3. The SECRETARY/ARCHIVIST shall record all official proceedings of the conferences of this Association and the Executive Committee of this Association, and transmit the minutes as directed by the President and shall be responsible for general collection of materials, pictures, memorabilia, and shall maintain the archives in an orderly and prudent manner.
Section 4. The TREASURER shall receive all monies belonging to this Association; keep an account of all receipts and expenditures; pay all bills charged against the Association; present in writing a financial report at the end of each fiscal year and at any other time upon request of the Executive Committee. This end-of-year report must be reviewed and approved by the Executive Committee.
ARTICLE VI – DUTIES OF APPOINTED OFFICERS
Section 1. Membership: The Executive Committee shall be composed of the elected officers of this Association, the Communications/Newsletter Editor, Conference-site Chair, and Membership Chairperson, the immediate Past President of this Association, and campus representatives from the Comprehensive and Private, Regional, and Two-year Colleges. All appointed members shall serve for a period of one year. Each member of the Executive Committee must be a Member of this Association.
Section 2. The Membership Chairperson shall be responsible via input from the Executive Committee for conducting membership campaigns and maintaining membership information.
Section 3. The Communications/Newsletter Editor shall be responsible for publication of an annual newsletter, posting information and keeping the OCSPA website current, and assisting the Officers of the organization with timely communication.
Section 4. The Conference-site Chairperson shall be responsible for coordination of all on-site arrangements for the annual conference. He/she may appoint sub-committees to complete the work of preparing for the annual conference.
Section 5. Voting Rights: A majority of the Executive Committee in attendance shall constitute a quorum for official meetings. Each member of the Executive Committee shall be entitled to one vote.
Section 6. Powers: The Executive Committee shall conduct, and manage the business of the Association during the period between the conferences.
Section 7. Meetings: Meetings may be called by the President or at the joint request of any three members of the Executive Committee. At least two meetings of the Executive Committee shall be held each year.
ARTICLE VII –NOMINATIONS AND ELECTIONS
Section 1. The immediate Past President shall serve as Chairperson of the Nominations Committee.
Section 2. The responsibilities of the Nominations and Elections Committee shall include, based upon input from the general membership, the preparation of a slate of candidates for the offices of President, Vice President, Secretary, and Treasurer. The Nominations Committee shall present the names of eligible individuals only if they are willing to serve.
Section 3. The slate of nominees prepared by the Nominations Committee or as recommended from the floor shall be submitted to the membership. This slate must be accompanied by a ballot, which must be returned to the Chairperson of the Nominations Committee in order to be counted. The Chairperson has the responsibility of retaining the ballots until they can be opened and counted by the members of the Nominations Committee at the spring conference. In the event of a tie vote, a second ballot for the office in question will be administered.
Section 4. The Nominations Committee is not authorized to provide additional ballots at the conference.
ARTICLE VIII – PARLIAMENTARY AUTHORITY
The business of this Association shall be conducted according to Robert’s Rules of Order, Revised, in all instances in which they are consistent with the Constitution of this Association.
ARTICLE IX – COMMITTEES
Section 1. The committees of this Association shall consist of such standing and special committees as may be determined by the President.
Section 2. Members of standing committees shall serve during the Association year. A special committee shall serve until, in the opinion of the President and the Executive Committee, the purpose of said committee has been accomplished.
Section 3. All committees shall report to the Executive Committee.
ARTICLE X – DUES
The annual dues of this Association shall be recommended by the Executive Committee and ratified by the membership at the Business meeting.
ARTICLE XI – FISCAL YEAR
Section 1. The Association year shall be from June 1 to May 31.
Section 2. Budget: Annual income and expense budgets shall be determined by the Executive Committee.
ARTICLE XII – PROPERTY OF THE ASSOCIATION
Section 1. Property Owned: All property of the Association shall be subject to the control and management of the Executive Committee. Upon dissolution of the Association, none of its property shall be distributed to any of the members and all such property shall be transferred to such other organization or organizations as the Executive Committee shall determine to have purposes and activities most nearly consonant to those of this Association, provided that such other organizations shall be exempt under Section 501 (c) (3) of the Internal Revenue Code or corresponding provision of the Internal Revenue Laws.
Section 2. Appropriation of Association Funds: All appropriations of the funds of this Association shall be made by the Executive Committee and shall not exceed funds on deposit.
Section 3. Expenses: The expenses incurred in the conduct of the affairs of this Association shall be paid by the Treasurer out of such appropriations as shall have been made for such purposes.
Section 4. Committee Expenses: All expenses of committees of this Association shall be paid from funds appropriated in the annual budget approved by the Executive Committee. Any liability incurred by any committee in excess of the funds appropriated shall not be the liability of the Association but shall be the personal liability of the person or persons responsible for incurring or authorizing such liability.
ARTICLE XIII – CONFERENCES
Section 1. There shall be at least one conference annually. It is preferred that the conference be at an Oklahoma institution of higher education.
Section 2. Business of the Association may be conducted at a conference. Motions shall be determined by a majority vote of the regular members present at the conference.
ARTICLE XIV – AMENDMENTS
Section 1. Amendments to this Constitution may be adopted as deemed necessary for management of the Association.
Section 2. Amendments may be initiated by the Executive Committee and presented to the Membership for approval. Amendments may also be proposed by petition to the Executive Committee signed by at least five (5) members. Petitions approved by the Executive Committee shall be presented to the Membership for approval. If petitions are not approved by the Executive Committee, this action shall be reported to the Membership. Petitions not approved by the Executive Committee shall be presented to the Membership for approval if (10) percent of the members so request.
Section 3. Proposed amendments submitted to the Membership for approval may be submitted in writing to members in good standing with a ballot. A majority of all members who return their ballots within the time limit specified is required to enact the proposed amendments. The results of the balloting shall be announced to the general membership. Proposed amendments may by presented to the membership at the annual conference for approval.
Section 4. An amendment, if passed by a majority of all members voting, shall be added to the Constitution and shall go into effect immediately or in accordance with the time specified in the amendment.