Amended 10/98 (Changed 02/02 to reflect name from SRN to HESUA)
BYLAWS - HESUA Users Group
(Higher Education Software Users Association)
ARTICLE I, NAMES
The name of this organization shall be HESUA Users Group hereafter referred to as the "Organization." This organization is officially registered as a non-profit organization in Washington State under the name "Higher Educational Software Users Association". Software Research Northwest, Inc. is the supplier of the software product IRIS, and will hereafter be referred to as "HESUA." Any reference in this document to the modules of IRIS includes only the major modules of IRIS which includes AFF (Student Affairs,) AID (Financial Aid,) RIM (Registrar Information,) SAM (Student Admissions,) DGW (DegreeWorks,) and HHE (External Resources Management and Harvest) plus SYS (for anything not explicitly included in prior five modules.)
ARTICLE II, PURPOSE
The purpose of this Organization shall be to improve the efficiency, effectiveness and standardization of the IRIS software product through interaction with HESUA, and to promote the sharing of information related to IRIS among the users of IRIS by:
- The exchange of information among users through personal relationships, presentations, discussions, formal and informal meetings and publications.
- The presentation and investigation of problems and solutions for the benefit of all users.
- The establishment of an interface between users and HESUA that identifies and prioritizes enhancements that are desirable or required for inclusion in IRIS.
- Development and promotion of professional standards.
- Such other activities as the membership shall adopt.
ARTICLE III, MEMBERSHIP QUALIFICATIONS AND VOTING RIGHTS
Section 1. Qualification: The membership of this Organization shall be open to any site that utilizes any module as defined in Article I of the software product IRIS that is operating under a current license agreement in force with HESUA, and that has also submitted to the Organization appropriate application for membership with concurrent payment of dues (Article X).
Section 2. General Voting Rights: Each member will have two (2) votes on exact matter (not specific to a particular module) that is submitted to a vote. Voting shall be by members present or by proxy. HESUA will supply a list of all current license agreements on demand of the Organization. Matter submitted to a general vote will include but not be limited to: Election of the general officers, general or system-wide enhancements, and changes to the structure or bylaws of the Organization.
Section 3. Module Voting Rights: Each site that has qualified as a member of the Organization, will also be a member of the module group for every module it has that is under a license agreement with HESUA, and will have two (2) votes on exact matter related to that module that is submitted to a vote. HESUA will supply a list of modules under license by each site on demand of the Organization. Matter submitted to a module-specific vote will include but not be limited to: Election of module representatives, enhancements related to the module and any organizational activity entered into by module members.
Section 4. There shall be no discrimination due to sex, race, creed, color, sexual orientation, disability, or national origin.
Section 5. The membership is empowered to conduct business as deemed necessary through regularly scheduled meetings or alternate methods, such as, but not limited to telephone, e-mail, etc.
ARTICLE IV, MEETINGS (NATIONAL, REGIONAL AND MODULE)
Section 1. There shall be an annual meeting of the Organization. The time and place shall be subject to the approval of the Board of Directors. Written notice shall be given not less than sixty (60) days prior to the meeting. The annual meeting will be held each fall. A primary goal of the annual meeting is to finalize the enhancement list that is then submitted to the entire voting membership. Enhancement ballots are due back to the Organization by the end of each calendar year for analysis and forwarding to HESUA for its consideration.
Section 2. There may be other meetings of the Organization as prescribed by the Board of Directors. Regional or module groups may organize other meetings and activities subject to the oversight of the Board of Directors. Notice of this type of activity must be given not less than ten (10) days prior to the event.
ARTICLE V, OFFICERS AND TERMS OF OFFICE
Section 1. The general officers of the Organization shall be the Past President, President, President-Elect and Secretary/Treasurer. The presidency will involve a progression each year from President-Elect to President to Past President for a total "Presidential" term of three years. The Secretary/Treasurer will serve for a term of two years, term to coincide with the fiscal year.
Section 2. The Module Representatives (for AFF, AID, RIM, SAM, HHE and SYS) will be elected by the respective module membership for a two-year term. A Module Representative can also be a general officer of the Organization.
ARTICLE VI, BOARD OF DIRECTORS
Section 1. The Board of Directors shall be the governing body of the organization and shall control and direct the affairs of the organization including its committees and publications and shall determine its policies and actively promote its objectives.
Section 2. The Board of Directors will consist of the general officers and the module representatives as defined in Article V, Section 2.
Section 3. Position Responsibilities:
The President shall chair the Board of Directors. The President's duties and responsibilities include, but are not limited to, the following:
- Fulfill the responsibilities articulated in the by-laws and adhere to the policies of the organization.
- Publish the Users Group newsletters at the agreed upon times during the annual term of office. Obtain articles from board members for each newsletter and produce and edit the publication.
- Serve as a liaison between new and/or prospective HESUA clients and the Users establish the agenda and direct the annual Users Group business meeting at the annual conference.
- Establish the agenda and direct the Board of Directors meeting usually held I June in the city of the upcoming annual conference.
- Establish the agenda and direct the Board of Directors meetings held prior to and immediately after the annual conference.
- Visit the city of the future annual conference with representatives of the Bi-Tech National Users Group and the President-Elect of the Users Group to determine site selection and negotiate hotel contract.
- Assist the President-Elect with the planning of the annual conference.
- Recommend amendments to the by-laws of the organization.
- Maintain the users group handbook of policies and procedures.
- Attendance at the conference and board meetings during the term of office.
- Serve as the liaison between new and/or perspective HESUA clients and the Users Group.
- Co-sign/authorize with the Secretary/Treasurer all payments for services rendered to authorized individuals or vendors.
Represent the Users Group in matters of concern to HESUA or other organizations