Adopted June 28, 2013
Revised December 9, 2022

Article I. Name

The name of this organization shall be the Utah Advising Association, initialized as UAA.

Article II. Purpose

The central purpose of this organization shall be to coordinate and manage an annual conference for academic advisors and other higher education professionals throughout the state of Utah and surrounding areas. Other educational activities, communications, workshops, and conferences may be arranged at the discretion of the organization.

Article III. Organization

Section 1. Governance. UAA shall be governed by two entities, an Executive Committee and a Governing Board. The Executive Committee shall consist of four positions: President, President Elect, Past President, and a non-voting Administrative Representative from Utah Valley University (UVU). The Governing Board shall consist of the Executive Committee and a maximum of one representative from each regionally accredited institution in Utah that chooses to have representation.

Section 1A. Presidency. A President Elect shall be elected from the institutional representatives on the Governing Board. A minimum of six months prior to the annual UAA conference, the Governing Board will identify possible candidates who may be considered for the next President Elect, who will serve as President Elect, the second year as President, and the third year as Past President. Two years of active participation on the Governing Board is preferred for candidacy. This election should take place three months prior to the annual conference. The elected candidate shall retain his or her institutional representative status during his or her three-year term.

Section 1B. Secretary. The Administrative Representative will appoint a secretary. If the secretary is not an institutional representative, he or she shall be non-voting.

Section 1C. Duties. Duties of the President, President Elect, Past President, Administrative Representative, Secretary, and remaining institutional representatives are outlined in Appendix A.

Section 2. Institutional Representation. Institutions with current representation on the Governing Board include: Brigham Young University, Dixie State University, LDS Business College, Salt Lake Community College, Snow College, Southern Utah University, University of Utah, Utah State University, Utah Valley University, Weber State University, and Westminster College. Other regionally accredited higher education institutions in the state may apply to the Governing Board for institutional representation.

Section 3. Quorum. A majority (51%) of the institutional representatives entitled to vote shall constitute a quorum at any meetings of the Governing Board for business transactions to take place and motions to pass.

Article IV. Conference

Section 1. Frequency. A conference shall be held annually. The conference shall be coordinated and managed by the Governing Board.

Section 2. Conference Budget. The annual budget shall be set by the Executive Committee and approved by the Governing Board by a two-thirds (2/3) vote.

Section 3. Regional Conference. In the years that the National Academic Advising Association (NACADA) Region 10 Annual Conference is scheduled to be held in Utah, UAA may agree to coordinate the conference by a two-thirds (2/3) vote of the Executive Committee.

Article V. Budget

Section 1. UVU will act as the fiscal agent for the UAA and will follow all UVU policies and procedures related to business and procurement, as well as provide oversight, counsel, and annual training with the Executive Committee regarding applicable UVU and state purchasing policies, ensuring that UAA is apprised of said policies.

Section 2. The UAA operating account should maintain a minimum of $50,000 to cover the remote possibility of a failed conference.

Section 3. Approved expenses for the UAA operating budget include but are not limited to:

  1. honorarium, travel, per diem and lodging expenses of the conference keynote speaker(s);
  2. souvenirs for conference participants;
  3. copying costs of conference brochures, agendas, newsletters, printing and mailing expenses, etc.;
  4. scholarships covering conference registration for board selected populations;
  5. recognition awards presented by the Governing Board;
  6. meals and/or refreshments for Board and Committee meetings;
  7. committee members’ site visits to potential conference hosts;
  8. other costs deemed appropriate by majority vote of the Governing Board in accordance with UVU purchasing guidelines. A majority vote may occur through email.

Article VI. Amendments/Changes

Amendments or changes to the UAA Bylaws may take place with a two-thirds (2/3) vote of the active representatives of the Governing Board. Active representatives of the Governing Board are those individuals who have participated in at least one of the three most recent board meetings. Votes may be submitted in person or via email.

Article VII. Dissolution

Should a motion be made, seconded, and approved by a two-thirds (2/3) vote of the active representatives of the Governing Board to dissolve the Utah Advising Association, the final budget balance shall be distributed evenly among each institution with active representation on the Governing Board. The current or most recent Executive Committee will ensure the funds are properly dispersed to institutions with active representation. It will be the responsibility of each institution’s UAA representative to make sure the funds are appropriately used for advising purposes.

Appendix A: Duties & Responsibilities of Board Members

Adopted September 19, 2014
Revised December 9, 2022

President

  • Run meetings in accordance with Robert’s Rules of Order.
  • Develop Save-the-Date announcement, Call for Proposals, and reminder correspondence to be distributed by Institutional Representatives.
  • Keep detailed records on his/her conference planning for use by future President(s).

President Elect

  • Assist President in ensuring bylaws are followed.
  • Assist President in other duties as needed.
  • Work with UVU Administrative Representative on securing a venue and contract for next year’s conference.

Past President

  • Make available the notes and agendas used in the previous conference year.
  • Be available as a resource to President on planning the upcoming conference.
  • Ensure that timely and appropriate communications are sent out by the President.

UVU Administrative Representative

  • Determine conference site in consultation with President, President Elect, and Past President.
  • Act as fiscal agent and liaise with UVU.
  • Provide oversight, counsel, and annual training to Executive Committee regarding applicable UVU and state purchasing policies.
  • Oversee and administer budget.
  • Print, organize, and transport conference materials.
  • Maintain UAA’s 501(c)3 Non-Profit Educational Organization tax-exempt status.

Secretary

  • Assist Administrative Representative as assigned.
  • Record meeting minutes and distribute in a timely fashion.
  • Aid President in determining meeting agendas.
  • Other duties as assigned.

Institutional Representatives

Ideally, Institutional Representatives will serve a period of three to five years. Institutional Representatives are expected to attend meetings in person or via video/phone conferences. If a representative is not able to attend a meeting, the representative should send someone in their place to attend.

Duties include:

  • Vote on presentation proposals for acceptance into conference.
  • Vote on scholarship nominations.
  • Vote on Advisor of the Year nominations.
  • Liaise with advising communities on their home campuses with updates concerning UAA.
  • One or more reps will be assigned lead responsibility for each of the following:
    • A/V equipment
    • Advisor of the Year award
    • Breakout evaluations & presenter certificates
    • Conference Registration
    • Conference evaluation
    • Conference program
    • Conference schedule
    • Conference souvenirs
    • Door prizes & giveaways
    • Hospitality & Accessibility
    • Networking & poster sessions
    • Proposals
    • Scholarships
    • Signage
    • Sponsorships
    • Social Media
    • Volunteers
    • Website
    • Other areas as needed