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WASSA CONSTITUTION

ARTICLE I: NAME

The name of this organization is the Western Association of Summer Session Administrators.

ARTICLE II: PURPOSE

The purpose of this organization is the exchange of information regarding summer session programs and administrative practices.

ARTICLE III: MEMBERSHIP

Section 1. Membership in the Association is open to the following:

1) Institutional representatives from non-profit, accredited two- and four-year colleges and universities located in the western part of the United States, western Canada, and Mexico as described in Article I, Section 1 of the By-Laws.

2) Individual institutional representatives from non-profit, accredited two and four-year colleges and universities located in the western part of the United States, western Canada, and Mexico as described in Article I, Section 1 of the By-Laws.

3) Others not having current institutional affiliation or located outside the geographical area listed in Article I, Section 1 of the By-Laws. The Executive Committee may allow individual membership under special circumstances.

4) Emeritus members as granted by the vote of the Executive Committee. Such members hold rights of full membership without payment of annual dues.

ARTICLE IV: REPRESENTATION

Section 1. Each member institution in good standing is entitled to all benefits offered by the Association and to one vote on any question before the Association body. An institution is considered in good standing when it has met the conditions as set forth in Article I, Sections 5 and 6 of the By-Laws. The institutional vote will be cast by the person primarily responsible for the administration of its summer program, or that person's designee.

Section 2. Although each member institution may send as many delegates to the annual meeting as it deems consistent with the purpose of the Association, each institution will be officially represented by the person who is primarily responsible for the administration of its summer program, or that person's designee.

ARTICLE V: OFFICERS AND DIRECTORS

Section 1: Officers. The officers of this Association will consist of a President, a President-Elect, a Secretary and a Treasurer. The President-Elect will be elected by the duly designated representatives of the member institutions for a one-year term, after which the President-Elect will serve as the President for a one-year term. The Secretary and Treasurer will be elected by the duly designated representatives of each member institution for three-year terms. All officers will be selected prior to the regular annual meeting and will serve until their successors have been selected. The call for nominations and election of officers will occur at least two months prior to the time of the annual meeting.

Section 2: Board of Directors. The Association will have a Board of Directors composed of three members. One director will be elected by the duly designated representatives of each member institution at least two months prior to each annual meeting to serve a three-year term.

Section 3: Executive Committee. The officers, together with the directors and the immediate Past-President, will make up the Executive Committee of the Association.

ARTICLE VI: MEETINGS

Section 1: At least one meeting of the Association will be held during each calendar year, which will be designated as its annual meeting.

Section 2: Annual meetings of the Association will be held at such places and approximate times as are voted upon by the Executive Committee. Meeting places and approximate dates will be established at least two years in advance of the proposed meeting. Establishment of firm dates is not precluded.

Section 3: The Executive Committee will establish the times and places of meetings of the Association, which may be held in addition to the annual meeting.

ARTICLE VII: AMENDMENTS

This Constitution may be approved or amended at the annual business meeting by a two-thirds vote of those present who are qualified to vote.

ARTICLE VIII: BY-LAWS

By-Laws may be enacted or amended at the annual business meeting of the Association by a majority vote of those present who are qualified to vote.


WASSA BY-LAWS

ARTICLE I: MEMBERSHIP & DUES

Section 1. For membership eligibility purposes as described in Article III, Section 1 of the Constitution, the western part of the United States, western Canada, and Mexico will be defined as including the following:

  • Canada: Alberta, British Columbia, Manitoba, Northwest Territories, Nunavut, Saskatchewan, Yukon;

  • Mexico: All states;

  • United States: Alaska, Arizona, California, Colorado, Hawaii, Idaho, Montana, Nevada, New Mexico, Oregon, Utah, Washington, Wyoming.

Section 2. Members in good standing are entitled to all benefits offered by the Association.

Section 3. Universities and colleges applying for membership are accepted automatically unless for good and sufficient reasons the Executive Committee denies membership.

Section 4. Application for membership in the Association will be made to the Treasurer of the Association.

Section 5. The yearly dues of the Association will be recommended by the Executive Committee and approved by the membership at the annual meeting. Dues will be payable by January 1 of each year. The Association reporting year will extend from January 1 through December 31.

Section 6. Membership will be maintained by payment of annual dues. Membership will be terminated after two years non-payment of dues. Voting privileges and rights of holding office will be suspended during the period of non-payment. Annual dues must be paid in order to bring the institution to current membership status at the Executive Committee's discretion. A member whose membership has been terminated may apply for reinstatement to the Association.

Section 7. Retired Past-Presidents will be deemed honorary life members without payment of annual dues.

ARTICLE II: DUTIES OF THE OFFICERS AND EXECUTIVE COMMITTEE

Section 1. The duties of the President are to:

1) preside at the annual meeting;
2) serve as liaison to similar organizations;
3) assume the initiative in solving problems which may arise during the time between annual meetings;
4) appoint persons to serve on each of the standing committees, with the terms staggered so that approximately one third of the committee members' terms expire each year;
5) appoint officers and directors to fill vacancies which may occur between annual meetings; and
6) appoint standing and ad-hoc committees, with the assistance of the Executive Committee, to carry out the purpose and functions of the organization.
7) call for nominations from the membership for the Distinguished Service Award candidates six weeks in advance of the annual meeting. After receiving nominations, the President, in consultation with the Executive Committee, will decide on the recipient[s] of the award. The President will present the award to the recipient, or the recipient’s representative, at the annual meeting. While occasionally more than one person receives the award in a given year, there may be years when no individual is recognized.

Section 2. The duties of the President-Elect are to:

1) assist the President in promoting the work of the organization;
2) assume responsibilities in the President's absence; and
3) assume the responsibility, with the assistance of the Executive Committee, for planning and executing the program for the annual meeting.

Section 3. The duties of the Past-President are to:

1) assist the President in promoting the work of the organization;
2) assist the President-Elect and the Executive Committee in planning the program for the annual meeting; and
3) work with the Chair of the Resolutions & Professional Standards Committee to introduce new legislation important for the operations of the Association and suggest changes, when needed, in the WASSA Constitution and its By-Laws.

Section 4. The duties of the Secretary are to:

1) serve on the Communications Committee;
2) keep the records of all the activities of the Association;
3) maintain the archives and history of the Association; and
4) work with other members of the Communications Committee to produce and distribute the Association's newsletters.

Section 5. The duties of the Treasurer are to:

1) serve as Chair of the Membership Committee;
2) collect annual dues and pay all bills;
3) oversee the budget and expenditures for the annual meeting and prepare a summary final accounting report for the annual meeting;
4) file annual renewals for non-profit status and annual tax filings;  
5) submit financial report at the annual meeting; and
6) make recommendations about changes in Association fees and expenses to the Executive Committee.

Section 6. The duties of the Directors are to:

1) be members of the Executive Committee;
2) assist the President in promoting the work of the organization; and
3) assist in the planning of the program for the annual meeting.

Section 7.
The duties of the Executive Committee are to:

1) convene as necessary in advance of the opening session of the annual meeting;
2) convene as necessary after the annual meeting for the formulation of plans for the ensuing year; and
3) assume a year-round role of active leadership in carrying forward the program of the Association.

ARTICLE III: COMMITTEES

Section 1. The President of the Association each year will name persons to serve on each of the following standing committees:

  • Annual Meeting
  • Communications
  • Editorial Board
  • Marketing
  • Membership
  • Nominating
  • Print Media (prev. Catalog)
  • Programs
  • Research
  • Resolutions & Professional Standards


Section 2. The committees' membership and duties will be as follows:

Annual Meeting Committee

Responsibilities: The responsibility of the Annual Meeting Committee is to secure future meeting sites with host institutions and to assist in the planning for each forthcoming annual meeting.

Chair: The chair of the Annual Meeting Committee will be appointed by the President and will be from the immediate past host institution. If no such person is able and willing to serve, the chair will be appointed by the President, after consulting with the Executive Committee.

Membership: The membership of the Annual Meeting Committee will consist of:

  • The chair
  • Two members from two previous host institutions
  • One member from the current host institution
  • One member from a future host institution
  • Other member(s) as appointed by the President, after consulting with the Executive Committee


Communications Committee

Responsibilities: The responsibilities of the Communications Committee are the production and distribution of the WASSA newsletter; website management; electronic mail list management; and the solicitation, evaluation, and annual meeting award recognition of WASSA member websites.

Chair: The chair of the Communications Committee will be selected from its membership and appointed by the President, after consulting with the Executive Committee.

Membership: Members of the Communications Committee will include the Secretary, and at least five other members appointed by the President, with the terms of two members expiring each year.

Editorial Board

Responsibilities: The responsibility of the Editorial Board is to provide oversight and screening of submitted research publications or articles to the WASSA website or newsletter, as well as editing and production of the proceedings of the annual meeting.

Membership: The Editorial Board will be composed of the President and President-Elect and the three most recent Past Presidents willing to serve.

Marketing Committee

Responsibilities: The responsibilities of the Marketing Committee are the solicitation, evaluation, and annual meeting award recognition of WASSA member marketing plans, along with principal and collateral marketing pieces.

Chair: The chair of the Marketing Committee will be selected from its membership and appointed by the President, after consulting with the Executive Committee.

Membership: Members of the Marketing Committee will be appointed by the President. There will be six members serving three-year terms, with the terms of two members expiring each year.

Membership Committee

Responsibilities: The responsibilities of the Membership Committee are to work to solicit new institutions for membership in the Association, retain current members, and to oversee the design and production of membership marketing materials created on behalf of the Association

Chair: The chair of the Membership Committee will be selected from its membership and appointed by the President, after consulting with the Executive Committee.

Membership: Members of the Membership Committee will include the Treasurer and at least four members (who will be assigned specific geographic responsibilities for Association membership solicitation and retention) serving three-year terms, with the terms of two members expiring each year.

Nominating Committee

Responsibilities: The responsibilities of the Nominating Committee are to solicit, by personal contact and general membership input, nominations of persons qualified to serve as officers (President-Elect; Secretary; Treasurer) on the Executive Committee or on the Board of Directors for the Association, and to administer the election of these officers prior to the annual meeting.

Chair: The chair of the Nominating Committee will be the most recent Past-President.

Membership: Members of the Nominating Committee will consist of the three most recent Past-Presidents who are willing and able to serve, with the most recent Past-President serving as chair of the Committee.

Print Media Committee (prev. Catalog)

Responsibilities: The responsibilities of the Print Media Committee are to solicit samples of catalogs, brochures, and other print media advertising from WASSA members; evaluate the submissions; and, at the annual meeting, make one or more awards for outstanding achievements in the use of these media.

Chair: The chair of the Print Media Committee will be selected from its membership and appointed by the President, after consulting with the Executive Committee.

Membership: Members of the Print Media Committee will be appointed by the President. There will be six members serving three-year terms, with the terms of two members expiring each year.

Programs Committee

Responsibilities: The responsibilities of the Programs Committee are to encourage WASSA members to share "best practices" program information at the annual meeting; and the solicitation, evaluation, and annual meeting award recognition of these program plans and materials.

Chair: The chair of the Programs Committee will be selected from its membership and appointed by the President, after consulting with the Executive Committee.

Membership: Members of the Programs Committee will be appointed by the President. There will be six members serving three-year terms, with the terms of two members expiring each year.

Research Committee

Responsibilities: The responsibilities of the Research Committee are the solicitation, evaluation, and nomination of WASSA member research proposals to be chosen for submission to the Theresa Neil NAASS Award Program; and the organization of an annual meeting session related to research.

Chair: The chair of the Research Committee will be selected from its membership and appointed by the President, after consulting with the Executive Committee.

Membership: Members of the Research Committee will be appointed by the President. There will be six members serving three-year terms, with the terms of two members expiring each year.

Resolutions & Professional Standards Committee

Responsibilities: The responsibilities of the Resolutions and Professional Standards Committee are to work collaboratively with the President and Past-President to introduce new legislation important for the operation of the Association and submit the new legislation to members for discussion and vote by the duly designated institutional representatives; to undertake periodic reviews of the WASSA Constitution and By-Laws, suggesting changes when appropriate; to help the organization and its members to focus on professional standards and the Internship and Institutional Support Programs development; and to organize a session related to professional standards and other ethical issues affecting the administration of summer session programs at the annual meeting.

Chair: The chair of the Resolutions and Professional Standards Committee will be selected from its membership and appointed by the President, after consulting with the Executive Committee.

Membership: Members of the Resolutions and Professional Standards Committee will consist of the three most recent Past-Presidents willing to serve, and an additional member appointed by the President.

Section 3. The President of the Association, with the approval of the Executive Committee, will have the power to appoint as many ad-hoc committees as may be required to carry on the program of the Association in an effective and efficient manner.

ARTICLE IV: QUORUM

A quorum will consist of all duly designated institutional representative members present at the annual meeting who are qualified to vote.

ARTICLE V: PARLIAMENTARY PROCEDURE

The rules contained in Robert's Rules of Order, Revised Edition, will govern the proceedings of this Association, except in such cases as are covered by its Constitution and By-Laws.

ARTICLE VI: INCORPORATION

The Western Association of Summer Session Administrators became incorporated by the State of Nevada in 1997. Review of the status of its incorporation will be conducted annually by the Executive Committee. The Western Association of Summer Session Administrators will also be known by its acronym, WASSA.

Amended at Denver, CO, November 2013.


Western Association of Summer Sessions Administrators
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