CUPA-HR Southern Region
Bylaws
ARTICLE I — NAME
The Southern Region of the College and University Professional Association for Human Resources (also referred to as the "Region" in these Bylaws) is an organization formed as part of and existing in support of the College and University Professional Association for Human Resources ("National Association").
ARTICLE II — PURPOSE
As an organization that is part of the National Association, the Region shall conduct itself in accordance with the policies and purposes of the National Association and its status as a corporation organized and operated exclusively for charitable and educational purposes within the meaning of Sections 501(c)(3) and 170(c)(B) of the Internal Revenue Code as it is amended from time to time. The objectives and activities of the Region shall be consistent with those of the National Association as published in the Bylaws. The organization is a professional association which serves member institutions and human resource professionals with developmental opportunities and technical assistance for the effective management of human resources. The Organization exists to facilitate the exchange of ideas, to conduct research and analysis, and to transmit information which will enhance the state of the art as well as professional growth and development.
ARTICLE III — MEMBERSHIP
Section 1 — Qualifications
Membership in the Southern Region shall be limited to those institutions and individuals who are members in good standing of the National Association residing within the geographical boundaries of the Southern Region, which includes the states of Alabama, Florida, Georgia, Kentucky, Louisiana, Mississippi, North Carolina, South Carolina, Tennessee, Virginia, West Virginia; and the territories of Puerto Rico and the Virgin Islands.
Section 2 — Class of Membership
- Institutional membership — Any institution of higher education located in the Southern Region which is an institutional member of the National Association, is automatically an institutional member of the Southern Region of the College and University Professional Association for Human Resources. The key representative or representatives of each institution shall be the individual or individuals designated by that institution in accordance with the Bylaws of the National Association. The key representative or representatives shall be the voting member for the appointing institution with respect to any election conducted under these Bylaws.
- Individual Membership — An individual educator or human resources practitioner located in this Region who is an individual member of the National Association automatically shall be an individual member of the Southern Region of the National Association. An individual member shall have the privilege of receiving voice, but not vote on matters brought before the membership of the Association and shall be eligible for appointed offices, but shall not be eligible for elected office.
Section 3 — Membership Year
The membership year shall be from July 1 through June 30.
Section 4 — Membership Dues
There shall be no dues requirement for the Southern Region. An institution or individual satisfying the institution membership or the individual membership dues requirements of the National Association shall have satisfied dues requirements of the Southern Region of the College and University Professional Association for Human Resources.
ARTICLE IV — BOARD OF DIRECTORS
Section 1 — Definition
The Southern Region of the College and University Professional Association for Human Resources Board of Directors shall consist of the Officers and Directors of the Region.
Section 2 — Officers and Directors
The Officers of the Southern Region of the College and University Professional Association for Human Resources shall be Chair, Chair-elect, Past Chair, Past-Past Chair and Secretary/Treasurer. There also shall be three Directors and one Ex Officio Director. The mix of Officers and Directors should be as representative of the states and membership of the Region as possible. The Chair-elect of the Region shall become Chair in the succeeding year.
Section 3 — Term of Office
The term of office for Chair, Chair-elect, Secretary/Treasurer, Past Chair and Past-Past Chair shall be one year beginning July 1. Directors will be elected for three-year terms beginning July 1. Newly elected Officers and Directors may be invited to meet with present Officers and Directors prior to taking office for the purpose of planning an orderly transition and programs for the subsequent year.
Section 4 — Vacancies
Any vacancy occurring within the term of an officer or director shall be filled for the remainder of the term by an individual appointed by the Chair.
ARTICLE V — ELECTIONS
Section 1 — General
The elected offices provided for in Article IV shall be filled through a voting membership election.
Section 2 — Nomination Committee
A nominating committee chaired by the immediate Past Chair shall prepare a slate of candidates for consideration by the membership. At least sixty days prior to the Region's annual meeting, an announcement soliciting candidates or nominations of candidates shall be issued in the regional newsletter, the region website, or other communication methods deemed appropriate by the Board.
Section 3 — Voting
Election of officers may take place in one of two manners.
- At the annual business meeting, the Region shall sustain by majority vote of those present a slate of officers
- The Region shall be polled by mail ballot.
ARTICLE VI — DUTIES OF OFFICERS
Section 1 — Chair
The Chair shall plan, call, and preside at formal meetings of the membership and the Board of Directors of the Region, seeking Board approval and/or assistance as appropriate, appoint all committees of the Region, and be responsible to the National Association for the general supervision of the affairs of the Region. The Chair shall serve as an appointed Director on the Board of Directors of the National Association as needed to complete a full term as provided for in the National Association Bylaws.
Section 2 — Chair-elect
The Chair-elect shall serve as the special aid to the Chair, assuming the duties of the Chair in the Chair's absence. The Chair-elect has responsibility for planning the program of the annual meeting. Should the Chair be unable to complete a term of office, the Chair-elect shall become Chair.
Section 3 — Immediate Past Chair
The immediate Past Chair shall act as an advisor to the Chair. The Past Chair shall serve as an appointed Director on the Board of Directors of the National Association as needed to complete a full term as provided for in the National Association Bylaws. The Past Chair will also chair the Region's Nomination Committee.
Section 4 — Past Past Chair
The Past Past Chair shall act as an advisor to the Chair. The Past Past Chair shall serve as an appointed Director on the Board of Directors of the National Association as needed to complete a full term as provided for in the National Association Bylaws. The Past Past Chair will also chair the Region's Awards Committee.
Section 5 — Secretary/Treasurer
The Secretary/Treasurer shall be responsible for the maintenance of accurate and comprehensive records and minutes of the meetings and programs of the Region. The Secretary/Treasurer shall keep an account of all money received and expended by the Region and shall make disbursements authorized by the Board of Directors and/or the Chair and in accordance with the policies of the National Association.
Section 6 — Directors
There shall be three Directors who will advise and assist the other officers in carrying out their specified duties. Specific responsibilities shall include membership, corporate partner and vendor support, and assisting the Chair and Chair-elect with program support, communication and marketing of regional initiatives and programs, and other responsibilities as assigned.
Section 7 — Ex Officio Director for Communications and Marketing
The Ex Officio Director for Communications and Marketing, while not a member of the Board, will be responsible for providing guidance and assistance to the Southern Region Board to enhance communication to and from members of our association. Specific efforts will include, but not be limited to working with the newsletter editor to develop articles and plans; developing special CUPA member bulletins on current topics and issues; improving overall communications, and provide oversight of the historian, photographic, and website activities. The Ex Officio Director for Communications and Marketing will attend Regional Board meetings when requested by the Chair.
Section 8 — Other Appointments
The Region Historian, while not a member of the Board, will work with the Ex Officio Director for Communications and Marketing to maintain the historical records of the Region, developing material from conferences and special events to be included in the historical archive, and serve as a resource for ad hoc or standing committees when historical records are needed. The Historian is appointed by the Board. An interim Historian will be appointed by the Board in the event that the Historian must resign or is elected to another elected position on the Board. The Historian will attend Regional Board meetings when requested by the Chair. The Editor of the Southern Region Newsletter, while not a member of the Board, will work with the Ex Officio Director for Communications and Marketing and the Chair to develop and edit newsletters, flyers, etc. that highlight activities from Southern Region institutions and human resource practitioners. The Editor will use available resources, including the regional communications committee liaisons, to develop pertinent and newsworthy articles of interest to the membership. The Editor will serve three years and will be appointed by the Regional Board during the annual meeting. An interim Editor will be named by the Board in the event that the editor must resign or accepts another elected position on the Board. The Editor will attend Regional Board meetings when requested by the Chair.
ARTICLE VII — MEETINGS
Section 1 — Region Annual Meeting
The Region shall meet annually between January and July of each year. The specific time and place shall be designated by the Board of Directors. At least sixty days notice of the annual meeting shall be given to the members by the Board of Directors. Except as provided elsewhere in these bylaws, a majority vote of members eligible to vote under these bylaws who are present and voting at a properly called meeting shall be sufficient to carry any matter before the Region.
Section 2 — Board of Directors
The Board of Directors shall meet at the call of the Chair, and four members of the Board of Directors shall constitute a quorum for the purpose of transacting business.
Section 3 — Order of Business
The order of business may be altered or suspended at any meeting by a majority vote of the members present. The usual parliamentary rules as laid down in Robert's Rules of Order shall govern all deliberations when not in conflict with these bylaws.
ARTICLE VIII — AMENDMENTS TO BYLAWS
Any provision of these Bylaws may be amended by a two-thirds majority vote of members present and voting at the regular annual business meeting of the Region or by a two-thirds majority of the votes cast in the event of a mail ballot, provided that members of the Region shall be furnished with written copies of any proposed amendment or amendments at least thirty days prior to the date of action thereon.