Assembly of State Conferences Constitution and Bylaws
Article I: Name
The name of this organization shall be the Assembly of State Conferences of the American Association of University Professors.
Article II: Purpose
The Assembly is a comprehensive entity, servicing state conferences as well as both traditional and collective bargaining chapters through their membership in their respective state conferences. The purpose of the Assembly shall be to promote the general objectives of the American Association of University Professors; to support development of state conferences and the member chapters; to facilitate cooperation and coordination of services among the state conferences and among the chapters and members of the various state conferences; and to provide for the dissemination of information.
Article III: Membership
Section 1. The members of the Assembly shall be each state conference of the American Association of University Professors.
Section 2. Member conferences must have two or more active chapters, elected conference officers, and a state conference constitution consistent with the Constitution of the American Association of University Professors.
Section 3. The Executive Committee shall have the authority to approve provisional membership of a developing new conference pending admission as a full member by majority vote of the Assembly.
Section 4. Each conference may elect up to four delegates to each Assembly meeting. Delegates and alternates must be Active Members of the Association, must be elected delegates by secret ballot vote of their respective conferences according to election procedures determined by each conference, and must be identified at least 30 days before a meeting of the Assembly. Conference officers may serve as delegates by virtue of their election to office, provided such election is by secret ballot vote.
Article IV: Officers
Section 1. The officers of this organization shall be a Chair, a Vice Chair, a Secretary, a Treasurer, and two members elected At-Large.
Section 2. The term of office for each officer shall be two years and shall commence at the close of the session of the Assembly of State Conferences' meeting at or after which the officer is elected. Election of the Chair and the Vice Chair shall take place in odd numbered years; elections of the Secretary and the Treasurer shall take place in even numbered years. One At Large Member shall be elected each year.
Section 3. All voting for ASC officers shall be by secret ballot.
Section 4. No officer shall serve more than two elected terms consecutively in the same office.
Article V: Executive Committee
Section 1. There shall be an Executive Committee consisting of the elected officers and the immediate past Chair serving as an ex-officio member. Executive Committee members shall have the right to vote at all meetings of the Assembly on all matters except the elections of officers and proposed increases in dues; with respect to elections of officers other than the Chair and proposed increases in dues, Executive Committee members may vote only if they have been elected delegates by secret ballot by their respective conferences or serve as delegates by virtue of the office to which they were elected by secret ballot.
Section 2. The Executive Committee shall be empowered to conduct the business of the Assembly between annual meetings.
Section 3. The Executive Committee has the authority to construe the provisions of this Constitution.
Article VI: Meetings
Section 1. An annual meeting shall be held in conjunction with the Annual Meeting of the American Association of University Professors.
Section 2. Special meetings may be called by the Chair in consultation with the Executive Committee.
Section 3. A quorum shall consist of one or more delegates from at least ten state conferences.
Article VII: Bylaws
Bylaws of the Constitution may be adopted or altered in any annual meeting of this Assembly by a majority of delegates present and voting, provided that written notice of the proposed Bylaws or alterations in existing Bylaws have been sent to the members at least 30 days before the annual meeting. Bylaws may be suspended by a two-thirds majority vote of delegates present and voting except, during the nominating and electing process, those bylaws pertaining to nominations and elections.
Article VIII - Amendments
This Constitution may be amended at any annual meeting by a two thirds vote of the delegates present and voting, provided that written notice of the proposed amendment has been sent to the members at least 30 days before the annual meeting.
I. Duties of the Officers
The Chair shall preside at meetings of the Assembly and at meetings of the Executive Committee; shall call meetings of the Executive Committee and special meetings of the Assembly; and shall, with the advice of the Executive Committee, appoint members to the committees.
The Vice Chair shall assume the duties of the Chair in case of the Chair's absence or temporary disability. In the case of the death or resignation of the Chair, the Vice Chair shall become Acting Chair and serve in that capacity until the next meeting of the Assembly when an election for the office of Chair shall be held to fill the unexpired term. In the case of the death or resignation of the Chair, if the office of the Vice Chair is vacant, the Secretary shall also serve as Acting Chair and remain in that capacity until the next meeting of the Assembly when an election for the offices of Chair and Vice Chair shall be held to fill the unexpired terms. Other vacancies in the Executive Committee that occur between elections will be filled by appointment by majority of the remaining members of the Executive Committee, provided that any vacancy in the immediate past Chair shall be filled by a former Chair.
The Secretary and the Treasurer shall perform the duties usually associated with those offices. The At Large Member elected in even-numbered years shall be responsible for assisting and coordinating Government Relations activities in the state conferences. The At Large Member elected in odd numbered years shall be responsible for assisting and coordinating Academic Freedom and Tenure activities in the state conferences.
The Chair shall appoint a nominating committee, consisting of members from at least three different state conferences. Members of the Executive Committee may not serve on the Nominating committee.
On or before January 1, the Chair of the Nominating Committee shall issue a call for nominations for all ASC offices up for election that year. The call for nominations shall be sent to all AAUP members resident in states that have active state conferences, defined as those conferences that have conducted state conference officer elections at least once within the previous two years. The Nominating Committee may also solicit nominations.
Nominations shall be sent to the Chair of the Nominating Committee. With respect to positions other than the Chair of the ASC, the Nominating Committee shall consider nominations from any member resident in a state with an active state conference. With respect to all positions, an eligible candidate for office whose name is recommended to the Nominating Committee by members from three or more state conferences shall be included among the candidates for that office. Members of the Nominating Committee are ineligible to be nominated for any office through the Committee’s nominating process.
There must be at least two candidates for each office. The Nominating Committee shall send a report of the nominees to the members on or before February 1.
At the annual meeting, nominations for Vice Chair, Treasurer, Secretary, and At Large Member may also be made from the floor provided nominees receive written endorsement from no fewer than three authorized delegates to the Assembly. The time for presentation of nominations from the floor shall be scheduled prior to approval of the agenda of the Assembly.
2. Credentials Committee
The Chair shall appoint a Credentials Committee of three persons not members of the Executive Committee for the purpose of validating the delegates present at the annual meeting and receiving and validating petitions of nominees for officers other than Chair. The Chair of the Credentials Committee shall present a report to the meeting prior to the presentation of the minutes of the preceding meeting.
3. Elections Committee
The Chair shall appoint an Elections Committee of three persons not members of the Executive Committee for the purposes of conducting the election of the officers other than the Chair and announcing the results. The Chair of the Elections Committee shall announce the results of balloting for officers other than the Chair immediately following the tabulation of the ballots.
4. Ballots and Election
Election of all ASC officers shall be by secret ballot.
a. Election of ASC Chair
Sufficiently before the expiration of the term of the ASC Chair, a notice of election with all nominees for the office of Chair shall be sent to AAUP members resident in states that have active State Conferences to enable voting to be completed by April 15. Balloting may done by mail or via electronic means, provided an alternative to electronic balloting is offered. The Chair shall be elected by a majority vote of those voting in the election, or in the case of more than two candidates, by plurality vote.
b. Election of ASC Officers Other than Chair
The Vice Chair, Secretary, Treasurer, and At Large Members shall be elected at the annual meeting of the Assembly of State Conferences, by a majority vote of delegates present and voting at the time of the casting of ballots. If there is no majority for an office after an initial balloting, the voting shall take place immediately again. No candidates shall be dropped from the voting unless they withdraw voluntarily.
c. Maintenance of Records
The Secretary shall collect the ballots and all other records pertaining to the election, including minutes and the names of nominees. These records shall be preserved for a period of one year in a place designated by the Secretary of the Assembly of State Conferences. The national AAUP shall maintain the ballot records and other records in its possession relating to the election of the ASC Chair. Other bodies with records relating to the election of the ASC chair, including the Nominating Committee, shall maintain all records relating to that election for one year from the election.
Annual dues may be assessed on majority vote of the preceding annual meeting.
IV. Parliamentary Authority
Parliamentary authority shall be Robert's Rules of Order, Newly Revised.
Current ASC regions (which may be revised at the discretion of the Executive Committee), are as follows:
Northeast Region: Connecticut, Maine, Massachusetts, New Hampshire, New York, Rhode Island, Vermont
Middle Atlantic Region: Delaware, Maryland, New Jersey, Pennsylvania, West Virginia, District of Columbia
Southeast Region: Georgia, Kentucky, North Carolina, South Carolina, Tennessee, Virginia
Gulf Coast Region: Alabama, Florida, Louisiana, Mississippi, Texas
North Central Region: Illinois, Indiana, Michigan, Minnesota, Ohio, Wisconsin Plains Region: Arkansas, Iowa, Kansas, Missouri, Nebraska, North Dakota, Oklahoma, South Dakota
Northwest Region: Alaska, Idaho, Montana, Oregon, Washington, Wyoming
Southwest Region: Arizona, California, Colorado, Hawaii, Nevada, New Mexico, Utah
Adopted June 10, 1993, revised June 6, 1996; June 10, 2005; June 11, 2010.