The name of this organization shall be the Arizona Education Consortium (AEC).

Article II - Mission

The mission of this Organization is to serve as an educational resource to the community. The AEC is comprised of regionally accredited colleges and universities working in collaboration with corporations and community organizations to increase awareness of higher education opportunities in the Phoenix metropolitan area.

Article III - Membership

1. Membership: Membership shall be open to any undergraduate- or graduate-level degree-granting institution meeting the following criteria. Prospective members should complete an AEC membership application.
   
   
   1. Member institutions must currently hold full regional accreditation.
      
      
   2. Membership belongs to the institution. Institutions may have more than one representative at general meetings and may hold more than one membership; however, each member institution division retains one vote, regardless of the number of memberships.
      
      
2. Membership Responsibilities:
   
   
   1. Familiarity: Member institutions and their representatives shall be familiar with the by-laws and standing rules.
      
      
   2. Attendance: Member institutions are expected to be represented at all general membership meetings.
      
      
   3. Education Fairs: Member institutions and their representatives shall abide by the Education Fair rules as set forth in the Standing Rules.
      
      
3. Termination: A member institution may be terminated for cause based on the following:
   
   
   1. Unprofessional and/or unethical behavior: Termination may be imposed due to unprofessional and/or unethical behavior of a member institution's representative(s) as determined by the opinion of a majority of the members of The AEC. Such behavior must be such that its continuation, in the opinion of a majority of the members, would be detrimental to the organization.
      
      
   2. Non-Compliance with Article III and/or Standing Rules: Termination may be imposed due to non-compliance with any section or subsection of Article III or any rule contained in the Standing Rules. Such termination requires a majority vote of members.
      
      
   3. Membership Termination Process: Any representative(s) of a member institution that are at risk of termination or have violated the by-laws (as stated above) will receive a letter from the Executive committee. The letter will serve as a warning. If a second incident or offense occurs by the same institution, then the Executive committee will send a second letter, which will serve as an official reprimand. A third violation or offense will lead to a vote by the general membership to terminate the institution's membership. A majority (51%) vote will be required to terminate the institution's membership in the Consortium.
      
      
   4. Appeal: A terminated institution may appeal its termination in writing. A representative of the member institution at the next regularly scheduled member's meeting shall present the appeal. A 2/3-majority vote of the membership shall override the termination and allow the institution to reapply for membership.

Article IV - Executive Board

1. Executive Board: The Executive board shall consist of a President, Vice President/Treasurer, Secretary, and two Directors at Large, who shall constitute the Executive Board.
   
   
2. Duties of the Executive Board: The Executive Board shall have general control of the affairs of the Organization. The Executive Board shall interpret the By-Laws and Standing Rules and shall present all proposed major activities to the membership for approval.
   
   
3. Duties of the President: The President shall be responsible for overseeing execution of all programs, enforcing all rules, holding general membership meetings, and providing overall leadership for any and all other activities.
   
   
4. Duties of the Vice President/Treasurer: The VP/Treasurer shall assume the duties of the President in the absence of the President and shall be responsible for the collection and disbursement, of all funds used in the operation of the Organization. The VP/Treasurer is also responsible for an annual report at the end of each fiscal year.
   
   
5. Duties of the Secretary: The Secretary shall perform all functions normally associated with the position, including but not limited to recording and distributing general and board meeting minutes, communicating with the membership, providing general correspondence on behalf of the Board of Directors, and maintaining the membership roster.
   
   
6. Duties of the Directors at Large (2 positions): One Director at large will oversee all committees (marketing, education fair and technology). The other Director at Large will assist the President, VP/Treasurer and Secretary as requested.
   
   
7. Additional positions may be added at a future date by majority vote of the membership.

Article V - Election of Officers

1. Elections Committee
   
   
   1. Composition of Elections Committee: The Elections Committee shall consist of the Vice President as chair and two members as selected by a majority vote of the Executive Board.
      
      
   2. Slate of Officers: The Elections Committee shall solicit candidates for open positions four weeks prior to the annual meeting and will present a slate of officers to the membership electronically or via U.S. mail at least two weeks prior to the annual meeting.
      
      
2. Annual Election of Officers
   
   
   1. Timing of Annual Election of Officers: The annual election of officers shall be held annually at the June meeting.
      
      
   2. Eligibility to Vote: Members who have paid dues for the fiscal year in which the elections are being held are permitted to vote. A quorum is needed to hold elections. (A quorum is 51% of the membership.)
      
      
   3. Method of Voting: Elections shall be via written ballot, prepared by the Elections Committee in advance.
      
      
   4. Absentee Ballots: Absentee Ballots shall be made available to members who are unable to attend the June meeting. A written absentee ballot shall be mailed by the Elections Committee to the member upon request and shall be submitted to the Elections Committee by the member at least 24 hours prior to the election.
      
      
   5. Tellers: Tellers shall be appointed by the Elections Committee. Tellers shall collect and tabulate written ballots after the elections at the June meeting. The candidate for each position who earns the most votes will be elected. Tellers will announce the election results to the membership before the June meeting is adjourned.
      
      
   6. Election Results: An AEC member may choose to run for more than one position on the Executive board. However, an individual can only hold one position at a time. Therefore, a person earning the most votes for more than one position will be elected for the "highest-ranking" position (Rank order: President, VP, Secretary, Treasurer, or Director-at-Large) The position vacated in favor of a higher ranking office will be filled by the second place candidate.
      
      
3. Terms and Restrictions
   
   
   1. Terms: Officers shall serve for a term of one year.
      
      
   2. Restrictions: A member may not hold more than one elected office at a time and may not hold the same office for more than two consecutive terms.
      
      
4. Eligibility for Office: A member institution must be active and in good standing in order for a representative to be eligible to hold an office. To run for a position as a Board member, the member should be a member in good standing for at least one year. It is recommended that the President and Vice President come from the currently elected board.
   
   
5. Vacancies: The Vice President shall fill a vacancy in the office of the President. All other vacancies on the Board of Directors shall be filled by a majority vote of the remaining Board of Directors.

Article VI - Meetings

1. General Membership Meetings: General membership meetings shall be held monthly, unless otherwise ordered by the Executive Board.
   
   
2. Executive Board Meetings: The Executive Board shall meet quarterly, unless the board determines otherwise. The board meetings shall be held prior to the general membership meetings where possible.
   
   
3. Quorum: Fifty one percent (51%) of all member institutions must be present at general meetings to constitute a quorum. A majority of the Executive Board constitutes a quorum at any Executive meeting.

Article VII - Standing Committees

1. Election Committee: Shall be chaired by the Vice President. Duties of the Election Committee shall be as outlined in Article V, Section 1.
   
   
2. Education Committees: The below committees are appointed by the board on an as needed basis. The Chairperson is appointed by the AEC board, and the committee chairpersons will be reviewed on an annual basis by the AEC board.
   
   
   1. Education Fair Committee: The duties of the Education Fair Committee shall include providing the training and tools necessary for member institutions to use in coordinating education fairs. The committee shall coordinate and manage the overall execution of AEC-sponsored education fairs throughout the Phoenix metro area.
      
      
   2. Public Relations/Marketing Committee: The duties of the Public Relations/Marketing Committee shall include creating, developing, and utilizing marketing tools for the AEC to promote the AEC throughout the Phoenix metropolitan area. The Committee shall establish contacts with local media to promote the Organization's creation and ensure regular and proper publicity of all AEC sponsored functions.
      
      
   3. Technology Committee: The duties of the Web Site Committee shall include developing and maintaining a web site that promotes and explains the purpose and goals of the AEC. The site shall be interactive and shall work toward an eventual means of communication between Phoenix area employers, organizations, and the AEC.
      
      
   4. Additional committees can be created on an as needed basis such as a Membership Committee or any other committees that may be deemed necessary by the Executive board.

Article VIII - Funds

1. Fiscal Year: The fiscal year shall begin on July 1.
   
   
2. Funds:
   
   
   1. Disbursement: All disbursements of funds for the organization shall be done via check. A checking account shall be set up for the Organization, and a signature card containing the Treasurer and Presidents name shall be placed on file with the banking institution by the Treasurer each year after the annual meeting. All checks shall require the signature of the Treasurer or the President.
      
      
   2. Budget: A budget shall be developed by the Treasurer and approved by a majority vote of the Executive Board members at the first quarterly Executive Board meeting. The Treasurer at his or her sole discretion may make any disbursement of funds that is a budget item. Any disbursement of funds outside of budgeted items must be approved by a majority vote of the Executive Board.
      
      
3. Dues:
   
   
   1. Annual Dues: The annual dues of the organization shall be determined by the Executive committee (elected officers). The Executive Board will announce at the end of each fiscal year what the dues are for the following fiscal year. All member institutions shall pay their dues at the beginning of each fiscal year.
      
      
   2. Membership belongs to the institution. Institutions may have more than one representative at general meetings and may hold more than one membership for the purpose of representing different departments of the member institution; however, each member institution retains one vote, regardless of the number of paid memberships.

Article IX - Amendment of By-Laws
and Standing Rules

1. By-Laws: By-laws may be adopted, amended, or repealed at any general membership meeting by a 2/3-majority of the votes. Notice of such action shall be given to the membership electronically or via U.S. mail at least two weeks prior to the general meeting at which such vote is to take place.
   
   
2. Standing Rules: Standing Rules may be adopted, amended, or repealed at any general membership meeting by a 2/3-majority of the votes received or by a simple majority vote if the notice of such action is given to the membership electronically or via U.S. mail at least two weeks prior to the general meeting at which such vote is to take place.

Standing Rules of the
Arizona Education Consortium

1. Internal communications shall be posted on the Organization's web site.
   
   
2. Notice of general meetings and actions to be taken at general meetings shall be sent by the Secretary electronically or via U.S. mail to each member institution.
   
   
3. Education Fair: Rules, Regulations, and Guidelines (to be composed by the Education Fair Committee and presented for approval to the general membership).

Arizona Education Consortium
Education Fair Protocol Guidelines

1. When an education fair is set up by an AEC member institution, please fill out the education fair request form found on the AEC website at: http://azec.org/request.html
   
   
2. The school that starts the relationship with the employer will organize all aspects of the education fair set up.
   
   
3. The school that schedules the education fair gets the first pick of tables, even if someone else is set up at that location.
   
   
4. RSVP in a timely manner (no later than the due date) to the AEC contact individual for any event you have been invited to. The contact person will then confirm the RSVP with each school and through the AEC Secretary.
   
   
5. If the logistics of the event change (date, time, place, etc.), the AEC member who set up the fair must send out a cancellation notice via email to the AEC President or Secretary and submit a NEW ed fair request form. Invited schools must reconfirm.
   
   
6. Because of physical space constraints at many client organizations, not all schools can be invited to every event. The client organization chooses which schools they want at their event.
   
   
7. If your school has not been chosen by the client organization to attend the event, do not contact that organization. Simply contact the AEC member who set up the event and ask to be put on the “wait list”. If there are any cancellations, etc., the schools on the wait list will be invited to attend based on a first come, first served order.
   
   
8. If your institution has RSVP’d for an event and can not attend, please contact the AEC member who set up the event immediately so they can invite the next school on the wait list.
   
   
9. Be at the event ON TIME. Most organizations will allow us to be there 30-60 minutes prior to the start time for set up.
   
   
10. DO NOT leave the event early. This shows a lack of respect for the organization and it presents the AEC and the person who set up the event in an unfavorable light. Violations are subject to penalty under Article III, Section III of the By-Laws.
    
    
11. If your institution can not be at an event for the scheduled duration, please clear it with the AEC contact person prior to the event. This will allow the AEC contact to make arrangements with the client organization for approval.
    
    
12. Event NO-Shows will be penalized under Article III, Section III of the By-Laws.
    
    
13. DO NOT show up to an event uninvited. There will be consequences for your institution. Violations are subject to penalty under Article III, Section III of the By-Laws.
    
    

By-laws last revised on October 5, 2006