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Constitution & By-laws
OHIO CHAPTER of the COLLEGE AND UNIVERSITY
PROFESSIONAL ASSOCIATION for HUMAN RESOURCES (CUPAHR)
STATE OF OHIO (Amended 11/6/2003)

ARTICLE I: NAME
The name of this Chapter is the Ohio Chapter of the College and University Professional Association for Human Resources (CUPAHR) herein referred to as the "Chapter".

ARTICLE II: PURPOSE
Section I: General
    This Chapter is organized and will be operated exclusively for educational purposes. Notwithstanding any other provision of these By-Laws, the Chapter will not carry on any other activities not permitted to be carried on (1) by a corporation exempt from taxation under Section 501 © (6) of the Internal Revenue Code of 1986, or (2) by a corporation, contributions to which are deductible under Section 170 © (2) of the Internal Revenue Code of 1986, or corresponding sections of any future federal tax code.

Section II: Specific
The Chapter will work to promote closer cooperation between institutions of higher education personnel and human resources administration through the following specific purposes:

  1. To promote professionalism in the field of personnel and human resource administration.
  2. To provide conferences, seminars, workshops and other staff development opportunities for the exchange of concepts and programs in personnel and human resource administration.
  3. To foster increased unity and cooperation among all institutions of higher education in the State of Ohio.
  4. To facilitate research and an exchange of ideas in personnel and human resource administration.

ARTICLE III: MEMBERSHIP
Any chartered institution of higher education or division thereof in the State of Ohio is eligible for institutional membership with one designated voting representative. Where a multi-campus situation exists, each organized campus will be considered a separate institution for purposes of membership. Coordinating bodies will be eligible for membership and will be considered a separate institution for purposes of membership.

ARTICLE IV: ORGANIZATION
Section 1: Officers
Officers of the Chapter are: President, President-Elect, Secretary, Treasurer, Program Chair and Program Chair-Elect.

Chapter Officer Criteria
A. FOR OFFICERS:

  1. Commitment to the Chapter and its activities, as demonstrated by active participation in the work of the Chapter's committees. Individuals holding the office of President, or President-Elect must be affiliated with a National CUPAHR member institution.
  2. A human resources professional who is current in the field, with no less than 50% of her or his job devoted to human resources activities.
  3. Provide leadership that is consistent with CUPAHR's commitment to providing equal opportunity for participation in all aspects of the organization without regard to race, gender, national/ethnic origin, sexual orientation, age, or handicapped status.

B. FOR A PROCESS TO NOMINATE OFFICERS:

  1. Prior to the final meeting of each calendar year, the President will appoint two members to serve on the Nominating Committee in accordance with Section 4 of the Chapter's Constitution and By-Laws.
  2. The Chair of the Nominating Committee will request nominations at the final meeting of each calendar year meeting of the Chapter. This will be done as part of the official business meeting and will be followed with an announcement mailed to the designated key representatives at each member institution. The announcement will include a nomination form, the criteria for officers, the deadlines for submitting nominations and a return envelope.
  3. Nominations will be open for four (4) weeks from the date of the mailing. Members may nominate themselves or be nominated by other members by completing the nomination form and returning it to the Chair of the Nominating Committee.
  4. Nominations received more that five (5) work days after the deadline for nominations will be disqualified, unless the post office stamp cancellation date on the envelope indicates that the mailing occurred on or before the deadline.
  5. The Chair of the Nominating Committee will organize the nominations and review them with the committee members. If the number of qualified candidates for open positions exceed the need, decisions will be based on who is relatively more qualified vis-á-vis the criteria for officers and which slate of candidates best meets the Chapter's specified representation criteria.
  6. The Nominating Committee will present its recommended slate of officers at the first meeting of each calendar year.
  7. Election will be by simple majority of the voting membership present (one vote per member institution), as specified by Section 4 of the Constitution and By-Laws.

C. TO ACHIEVE REPRESENTATION OF THE CHAPTER'S MEMBERS IN THE OFFICER'S GROUP:

  1. The member institutions are diverse in many regards: two-year/four-year institutions, colleges/universities, large/small institutions, public/private, geographical location, etc.
  2. The institutional representatives are also diverse in many regards: race, gender, national/ethnic origin, sexual orientation, age, handicapped status, etc.
  3. It is this Chapter's goal that, to the fullest extent possible, the officer's group will be representative of its membership with regard to the categories enumerated in C-1 and C-2 above.
Section 2: Term of Office
Term of office for the Program Chair and Program Chair-Elect shall begin from the date of election and shall continue until the election of new officers at the meeting one (1) year hence.

Term of office for the President, President-Elect, Secretary and Treasurer shall begin from the date of election and shall continue until the election of new officers at the meeting two (2) years hence.

Section 3: Duties
The President is responsible for carrying out the objective and purposes of the Chapter and for the conduct of the Chapter's business.

The President-Elect shall promote membership in the Chapter, serve in the absence of the President, chair the nominating committee for new officers, and arrange for gifts for outgoing officers.

The Secretary shall record minutes of all meetings, committee as well as membership, and ensure that members are notified of time, date, place and agenda of meetings.

The Treasurer shall collect appropriate dues and maintain proper financial records including the payment of debts and expenses attributed to the organization.

The Program Chair shall chair the Program Committee, in consultation with the President, to plan and carry out the programmatic functions of the Chapter.

The Program Chair-Elect shall carry out the duties assigned by the Program Chair to achieve the intended results from programmatic functions.

A list of specific duties for all of the above positions is attached and will be distributed to each incoming officer by the Chair of the Nominating Committee.

Section 4: Elections
An election will be held during the first meeting in each calendar year when a term of office expires. A slate of candidates will be recommended to the membership by the Nominating Committee, two members for which are appointed by the President. The Chair of the Nominating Committee will be the former President. Elections will be by a simple majority of the voting membership present (one vote per member institution).

Section 5: Executive Committee and Subcommittees
The membership of the Executive Committee will consist of the officers of the Chapter. The President-Elect will serve in the absence of the President.

A majority vote of the Executive Committee members present at a properly-called meeting is sufficient to carry any issue before the Executive Committee.

The President, with the concurrence of the Executive Committee, may appoint subcommittees to serve in each of the areas designated below. The President will designate one individual for each subcommittee as the chairperson for such a group. The purpose of such subcommittees will be to advise and assist the President and Executive Committee in the furtherance of the Chapters purposes and objectives.

  1. Public Sector Institutions
  2. Private Sector Institutions
  3. Labor and Employee Relations
  4. Employment
  5. Salary and Classification
  6. Training and Development
  7. Benefits
  8. Community Colleges
Section 6: Vacancies
In the event of a vacancy in any office, the Executive Committee shall make an interim appointment which shall be for the length of the former incumbent's term of office. The President-Elect will serve in the absence of the President.

ARTICLE V: MEETINGS
The Chapter will meet at a time and place designated by the President. Members will be notified at least 30 days in advance of meetings. A majority vote of members present at a properly-called meeting is sufficient to carry an issue before the Chapter. All meetings will be conducted according to Robert's Rules of Order.

Special meetings of the Executive Committee may be called by the President and will be called by the President or Secretary at the direction of not less than two officers then in office. Any request for such meetings will state the purpose or purposes of the proposed meeting.

ARTICLE VI: VOTING PRIVILEGES
Each institutional member will designate a key representative who will be the voting member for that institution. Any voting member may delegate his/her vote to another member or may cast a vote in absentia.

ARTICLE VII: DUES
Annual membership dues will be assessed of each institutional member and will provide voting privileges for the key representative of the institution. A change of the membership dues will be established by a simple majority of the voting membership present at the annual meeting.

The Chapter membership year will be the calendar year. Dues should be paid by the middle of January. If a membership is begun between July and October, the dues will be one-half the annual due's amount. Memberships received after the first of October will become effective the following calendar year.

Applicable registration fees for meetings, conferences, or seminars will not be considered as dues. If, for any reason, the membership determines the Chapter is to be dissolved, a majority vote of members present at a properly-called meeting will be required and all remaining treasury funds will be forwarded to the National CUPA-HR Office.

ARTICLE VIII: AMENDMENTS
Any provision of these By-Laws may be amended by two-thirds majority of members present at a regular meeting of the Chapter.

ARTICLE IX: EFFECTIVE DATE
These By-Laws are adopted and ratified by a two-third majority vote of persons present at a regular meeting, held in the city of Columbus, Ohio, on the 29th day of December, 1988.

Amended:
December 6, 1990
October 26, 1995
October 23, 1997
October 6, 1998
May 5, 2000
November 7, 2003

RESPONSIBILITIES OF OHIO CUPAHR OFFICERS

President
Term of Office: 2 years

The President is responsible for carrying out the objective and purposes of the Chapter and for the conduct of the Chapter's business.

Duties include:
  1. Preside at all Chapter meetings.
  2. Serve as Chair of the Executive Committee.
  3. Serve as ex-officio member of the Program Committee to plan and carry out the programmatic function of the Chapter.
  4. Coordinate creation of Chapter's legal documents.
  5. Maintain historic President's file while in office and transfer all files to successor.

President-Elect
Term of Office: 2 years

The President-Elect shall promote membership in the Chapter and serve in the absence of the President.

Duties include:
  1. Contact non-member Ohio institutions to promote/increase membership in the Chapter.
  2. Chair the nominating committee for new officers.
  3. Maintain/update Chapter mailing list and membership directory.
  4. Maintain historic President-Elect's file while in office and transfer all files to successor.
  5. Arrange for gifts for outgoing officers.

Secretary
Term of Office: 2 years

The Secretary shall record minutes of all meetings, and ensure that members are notified of time, date, place and agenda of meetings.

Duties include:
  1. Distribute and read minutes of the prior meeting(s) at each Chapter membership meeting.
  2. Take attendance at each Chapter membership meeting.
  3. Create list of meeting participants for distribution at membership meetings.
  4. Provide name tags for all meeting participants.
  5. Send minutes of committee meetings to all members of the committee.
  6. Notify members and non-member institutions of time, date, place and agenda for all membership meetings.
  7. Maintain historic Secretary's file while in office and transfer all files to successor.

Treasurer
Term of Office: 2 years

The Treasurer shall collect appropriate dues and maintain proper financial records including the payment of debts and expenses attributed to the organization.

Duties include:
  1. Send out membership invoices to all Ohio institutions by end of each calendar year.
  2. Forward membership receipt information to President-Elect for membership directory.
  3. File all required financial reports.
  4. Act as custodian of Chapter's legal documents. (Including but not limited to: Articles of Incorporation, Tax-Exempt Status, Employer ID Number)
  5. Maintain historic Treasurer's file while in office and transfer all files to successor.

Program Chair
Term of Office: 1 year

The Program Chair shall chair the Program Committee, in consultation with the President, to plan and carry out the programmatic functions of the Chapter.

Duties include:
  1. Make arrangements for location of meetings.
  2. Finalize arrangements with presenters and sponsors.
  3. Arrange for AV equipment and set up of meetings.
  4. Arrange all meals included with meetings.
  5. Compile agenda for the Secretary to distribute to members and non-member institutions on the mailing list.
  6. Collect meeting reservations and payments and remit to Treasurer.
  7. Maintain historic Program Chair's file while in office and transfer all files to successor.

Program Chair-Elect
Term of Office: 1 year

The Program Chair-Elect shall carry out the duties assigned by the Program Chair to achieve the intended results from programmatic functions.

Duties include:
  1. Provide assistance as needed and directed by the Program Chair.
  2. Serve in the absence of the Program Chair.
  3. Maintain historic Program Chair-Elect's file while in office and transfer all files to successor.
Send your suggestions & comments to nhanusci@ashland.edu