Bylaws

Name of the Organization

The name of the organization shall be The Association of Collegiate Computing Services of Virginia and may be abbreviated as ACCS.

Mission Statement of the Organization

The mission of the organization shall be to facilitate the sharing of a common interest in information technology and its implementation in the higher education environment of the Commonwealth of Virginia.

Goals of the Organization

The goals of the organization shall include, but are not limited to, the following:

1. Encouraging and promoting cooperation and communication among all higher education information technology service organizations within the Commonwealth of Virginia;
   
2. Stimulating and encouraging the development and dissemination of techniques, applications, software, procedures and documentation, excluding those protected by copyright;
   
3. Fostering education and professional growth of our members;
   
4. Sharing our common professional interests, experiences, successes, and challenges;
   
5. Developing and promoting standards of collegiate computing appropriate to the higher education environment.

Implementation of our Mission

The mission of the organization shall be carried out in a multifaceted manner including, but not limited to the following:

1. Sponsoring an annual meeting of representatives from all institutions, to be held at the discretion of the Advisory Board;
   
2. Maintaining both mail and electronic networks for the exchange of information;
   
3. Publishing a newsletter, with a minimum of two issues per year: one to serve as an introduction to the upcoming annual meeting, and the other to contain an analysis of the previous meeting. Additional newsletters may be published as necessary.

Membership in the Organization

• Membership in the organization shall be open to all colleagues from any institution of higher education in the Commonwealth of Virginia. Membership is not limited to technology professionals.
• Registration at the annual meeting shall automatically confer membership in the organization.
• Each member registered and attending the annual meeting shall have one vote on any issue brought before the membership-at-large.

The Advisory Board

The Advisory Board shall consist of approximately 10 members, approved by the membership at the annual meeting. Members shall normally serve for a three year term with staggered elections of new members to maintain continuity. There shall be an effort to replace no more than four retiring board members in any one year. There shall be an attempt to ensure representation from both public and private institutions, as well as both small colleges and large universities.

Positions shall be assigned as agreed upon by the newly elected board members, within the following guidelines:

• The retiring Chair shall become the Past Chair
  
• The new chair shall be selected at the board meeting just prior to the annual workshop
  
• The retiring Host shall become the Past Host
  
• A new Host shall be appointed
  
• Other representatives shall fill positions as designated by the new board.

If a vacancy occurs in the Chair or Vice Chair during the year, the Advisory Board shall appoint a replacement from among current board members. To fill the resulting vacancy, or any other vacancy occurring during the year, the Advisory Board shall seek a volunteer from a similar type institution. The Advisory Board will update organization members as developments occur by means of e-mail and newsletters.

Nominations and volunteers for service on the Advisory Board shall be accepted from among the general membership throughout the year. The Advisory Board shall make recommendations for the election of a new Advisory Board to the full membership at the annual meeting. This new board shall be accepted by the voting membership at the annual meeting by means of voice vote.

The Annual Meeting

• An annual meeting will be sponsored by the Advisory Board, at their discretion, and will be open to all colleagues from Virginia colleges and universities.
• All members will be notified at least 45 days in advance of the location and dates of the annual meeting.
• The Advisory Board will set a reasonable registration fee to cover actual expenses.
• Appropriate presentations will be solicited from members, vendors, and guests. There may be optional, special topic presentations as agreed upon by the Advisory Board.
• The length of the meeting will be determined by the content and number of submissions for presentations. It is anticipated that the meeting will be from one-and-a-half to two-and-a-half days in length.
• The host institution will assume responsibility, supported by the Advisory Board, for arranging for the provision of hotel accommodations, meals, meeting rooms, and required materials.
• Registered attendees will secure their individual hotel accommodations and any meals not included in the registration fee.

Revision of these Bylaws

Upon the recommendation of the Advisory Board, these bylaws may be revised with approval by a majority vote of the membership in attendance at the annual meeting.

Adopted: 4/12/2002