National Council of University Research Administrators
Region VI (Western Region) Bylaws (PDF)
(As amended May, 2013)
The name of this organization shall be Region VI or the Western Region of the National
Council of University Research Administrators.
In conformity with the National Council, the purpose of the Region is exclusively
educational and assists individuals with professional interests in the administration
of sponsored programs (research, education, and training) primarily at colleges
and universities by:
A. Promoting the development of more effective policies and procedures relative
to the administration of sponsored programs to assure the achievement of the maximum
potential in academic programs;
B. Providing a forum through regional meetings for the discussion and exchange of
information and experiences related to sponsored programs in colleges and universities;
C. Providing for the dissemination of current information and the exchange of views
on mutual concerns; and
D. Promoting the development of college and university research administration and
the administration of other sponsored programs as a professional field, and stimulating
personal growth of the Regional members of the Council.
The membership shall be individuals who are members of the National Council of University
Research Administrators and are affiliated with a qualifying institution within
the Western Region as designated by the National Council.
A. The officers of the Region shall be a Chair, Chair-elect, Secretary, Secretary-elect,
Treasurer, and Treasurer-elect.
B. Duties of the officers are specified in the Region's Administrative Policies.
C. The term of office of the Chair, Secretary, and Treasurer shall be one year,
beginning January 1. The term of office of the Chair-elect, Secretary-elect, and
Treasurer-elect shall be one year beginning January 1 of the year following election.
The Chair-elect in office when an incumbent Chair's term ends shall automatically
succeed to the office of Chair. The Secretary-elect in office when an incumbent
Secretary's term ends shall automatically succeed to the office of Secretary. The
Treasurer-elect in office when an incumbent Treasurer's term ends shall automatically
succeed to the office of Treasurer.
D. Election procedures shall be as prescribed in Article VI.
E. All Officers and Incoming Regional Advisory Committee members will take office
on January 1 of each year.
F. If the office of Chair becomes vacant between elections due to death, resignation,
or loss of member status, the Chair-elect will automatically succeed to the office
of Chair. If the office of Secretary becomes vacant, the Secretary-elect will automatically
succeed to the office of Secretary. If the office of Treasurer becomes vacant, the
Treasurer-elect shall automatically succeed to the office of Treasurer.
G. If the office of Chair-elect, Secretary-elect, or Treasurer-elect becomes vacant
between elections due to death, resignation, or loss of member status, a special
election by the Region membership to fill the unexpired term shall be implemented
promptly by the Secretary. If the election process is unavoidably delayed, the Chair
may appoint a qualified member to serve in the interim until the election is completed.
A. Regional Advisory Committee - The Regional Advisory Committee shall advise the
Chair on regional business, develop strategies for regional activities, evaluate
regional issues, and serve as a general sounding board for the Chair and the membership.
B. Other Regional Committees
1. The Advisory committee may create committees and appoint members, as appropriate
and in good standing, on an as-needed basis to assist and-or perform tasks to facilitate
regional business and activities.
2. The Chair may appoint members of the Region in good standing to ad hoc committees
as needed from time-to-time to serve regional functions.
C. National Committees
1. The Region will elect one member to the Board of Directors of the National Council
in accordance with Article VI of the Bylaws and in accordance with the Administrative
Policies. Board members serve two year terms beginning on January 1 of odd-numbered
years. If an elected Board member is unable to complete the full term of office
and the remainder of the term is less than one year, the Chair may appoint a member
to fill the vacancy for the remainder of the term, otherwise a special election
of the membership shall be held for the seat.
A. Election of the Chair-elect, the Secretary-elect, and the Treasurer-elect and
one Regional Advisory Committee member shall occur every year. Election of a regional
member to the National Board of Directors shall occur in even numbered years, with
the successful candidates serving a two-year term effective January 1 of the following
odd-numbered year. An individual many not serve concurrently as an elected National
Officer or Board Member and as a Regional Officer.
B. Upon verification of each candidate’s willingness to serve, the Nominating
Committee shall certify to the Secretary a slate of two candidates for each office
or Board seat.
C. On or before September 1 in the year of election, the Secretary shall forward,
via the National Office, an electronic ballot of two candidates for each open position
to each member of the Region. NO later than thirty (30) days following the distribution
of the ballots, the election shall be declared closed, the results reviewed by the
Secretary, the record retained for audit, and the Chair immediately notified in
writing of the election results. The Chair will notify all candidates of the results.
The Chair will also report the results to the National Council's Executive Director
and to the Region membership.
D. In the event that two or more candidates for a particular position receive the
same number of votes, the candidates receiving equal number of votes shall engage
in a runoff election and a new ballot shall be sent to each member of the Region.
The Nominating Committee shall conduct the runoff election following the same procedures
specified for the first balloting except that the Secretary shall forward a ballot
to each member of the Region as soon as possible after the determination that a
runoff election is required. Fifteen days (15) following the distribution of ballots,
the election shall be declared closed. If any two or more candidates in such a runoff
election receive the same number of votes then the tie shall be broken by a vote
of the Regional Advisory Committee.
A. There will normally be an annual Regional Meeting, within or near the Region’s
geographic boundaries, held as not to interfere with attendance at the National
Council's Annual Meeting.
B. The Region will hold business meetings at the annual Regional Meeting and in
conjunction with the National Council's Annual Meeting.
C. There may be other meetings of the Region subject to the approval of the elected
No dues, over and above those of the National Council membership, shall be assessed
on Regional members.
IX. ADMINISTRATIVE POLICIES
The Region shall develop a set of Administrative Policies that provide procedures
to accomplish the business and professional activities of the Region. Changes in
the Administrative Policies are the responsibility of the membership, and may be
proposed by the Officers, Regional Advisory Committee or from any member of the
region. Proposed changes must be approved by a majority vote of the Officers and
Regional Advisory Committee members. Approved changes must then be reported to the
Region membership no later than the next business meeting. A majority of the Regional
members present at that business meeting may vote for reconsideration of any changes
X. AMENDMENT OF BYLAWS
Amendment of the Bylaws may be recommended by the Officers or upon petition by 10%
of the membership. Proposed changes shall be submitted in writing to the Secretary
for a vote by the Region membership. The Secretary shall distribute the proposed
changes and ballot to members within 60 days of receipt. Upon close of the voting
period, the proposed changes shall be declared immediately effective if the majority
voting cast an affirmative vote.
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NATIONAL COUNCIL OF UNIVERSITY RESEARCH ADMINISTRATORS
Region VI (Western Region) Administrative Policies
I. Duties of the Officers
A. Regional Chair: The Regional Chairperson shall be the chief executive officer
of Region VI, having the responsibility of calling meetings, appointing committee
members, and generally directing the activities of the region. The Regional Chair
shall be the second person authorized to sign checks drawn on the region's account.
B. Chair-Elect: The Chair-Elect shall be the second chief executive officer of the
region and shall assume the duties of the Regional Chairperson in his/her absence.
The Chairperson-Elect shall assume the office of Regional Chair at the expiration
of the Chair’s elected term of office, or upon the death, recall, or resignation
of the Chair. The Chair-Elect shall assist the Regional Chair, as requested, in
directing the activities of the region and shall serve as Chair of the Program Committee
for the regional annual meeting.
C. Secretary: The Secretary shall be responsible for maintaining the minutes of
the regional business meetings and the official membership roster of the region.
Minutes of regional business meetings shall be obtained from the outgoing Secretary
and delivered to the incoming Secretary. The Secretary will make appropriate reports
at regional meetings. In addition, it shall be the responsibility of the Secretary
to conduct annual region elections.
D. Secretary-Elect: The Secretary-Elect shall assist the Secretary, as requested,
and shall assume the duties of the Secretary in his/her absence. The Secretary-Elect
shall assume the office of the Secretary at the expiration of the Secretary’s
elected term of office, or upon the death, recall, or resignation of the Secretary.
E. Treasurer: The Treasurer shall be responsible for maintaining the financial records
of the region. The Treasurer shall be responsible for the collection, deposit, and
disbursement of funds and for the preparation of the region's annual budget for
endorsement by the Regional Chairperson. The budget period will coincide with each
Regional Chairperson's term of office. The Treasurer will make appropriate reports
at regional meetings.
F. Treasurer-Elect: The Treasurer-Elect shall assist the Treasurer, as requested,
in directing the financial activities of the region and shall assume the duties
of the Treasurer in
his/her absence. The Treasurer-Elect shall assume the office of the Treasurer at
the expiration of the Treasurer’s elected term of office, or upon the death,
recall, or resignation of the Treasurer.
II. Regional Committees
A. Regional Advisory Committee: The Regional Advisory Committee shall consist of
eleven members in good standing of the Region. The Regional Chair shall serve as
Chair of the Regional
Advisory Committee. Every year, one member will be elected by the Region membership
and one member will be appointed by the Region Chair. All members will serve two-year
terms beginning January 1. Members are eligible for reappointment or re-election
to successive terms without restriction. If an elected member is unable to complete
the full term of office, the Chair may appoint a
member for the remainder of the term, with the concurrence of a majority of the
Regional Advisory Committee.
Committee Membership Includes:
1. Current Regional Chair (Regional Advisory Committee Chair)
2. Chair-elect (ex-officio, non-voting)
3. Immediate Past Chair
4. Current Secretary
5. Current Treasurer
6. Secretary-elect (ex-officio, non-voting)
7. Treasurer-elect (ex-officio, non-voting)
8. Two Elected Members (one elected each year)
9. Two Members Appointed by the Chair (one appointed each year)
B. Awards Committee: The Awards Committee shall consist of at least four individuals
who are active Regional members: a present member of the Region VI Regional Advisory
Committee; a past member of the Region VI Regional Advisory Committee or a past
Regional Office or past Regional Awards Committee member; a research administrator
with less than three years experience; and up to two members-atlarge.
C. Nominating Committee: The Nominating Committee for Regional offices and Regional
Advisory Committee members shall consist of three members of the Region in good
standing who shall
be appointed by the Chair by April 1 of each year. The Chair may choose to ask the
Nominating Committee to serve a two-year term.
D. Ad hoc Committees: The Chair shall be free to appoint members of the Region in
good standing to ad hoc Committees as may be needed from time to time to serve Regional
III. Website Guidelines (October 21, 1996)
A. These guidelines are consistent with, and intended to be complementary to those
established for the National web site. Under the national guidelines, the Region
VI Chair carries the responsibility for the Region VI Web site.
B. Overall Guidelines:
1. The Region VI Web site should be an open resource to the overall community.
2. The Region VI Web site should not include information used as a revenue resource
by the National or Regional offices without specific approval. This includes advertisements
(including national job postings), membership mailing lists, and brochures that
are sold for a fee.
3. Links from the Web site to commercial entities that provide useful information
to NCURA members are encouraged. Such links will be provided at no cost.
4. Any opinions that may be construed as being the opinion of NCURA should not be
included on the Region VI Web site, unless specifically approved by the Regional
Chair and the NCURA Executive Committee.
5. Personal opinions should not be included on the Region VI Web site unless authorized
by the President of NCURA.
6. Permission shall be obtained for the use of materials on the Region VI Web site
that are developed by others and not currently available on an open web site. This
includes written material developed by other professional organizations, whether
or not it has been copyrighted, and program, conference, or teaching materials,
etc. prepared by individuals. When such items are included, they should be accompanied
by a notice stating that it is being used with permission.
7. The Region VI Web site may be used in conjunction with the Region VI Listserv
as a vehicle to call for nominations for office, distribute information on candidates,
and conduct elections, including the distribution and return of an electronic ballot
in conformance with NCURA National practices.
C. Responsibility and Authority for Region VI Web Site Updates
It is difficult, if not impossible, for one person to keep up with all of the changes
that are occurring in the region and ensure that appropriate changes are made to
the Region VI Web site. It is advisable, therefore, to divide the Region VI Web
site into sections and designate a Content Manager to be responsible for the content
of a particular section. The Content Manager will be responsible for making changes
and keeping the section up-to-date, accurate, and useful to the community. The Content
Manager will not make any changes directly to the Region VI Web site,
but rather will relay any changes to the Region VI Webmaster. The Region VI Webmaster
will be responsible for programming the changes and adding them to the Region VI
Web site in a timely manner. The Region VI Webmaster will not make any changes to
the web site except when authorized by the Content Manager.
|Region VI Web Site Section
|Announcements/Call for Volunteers
|Regional Officers and Committees
|NCURA - National Organization (link)
|Region VI Career Page
||Member Appointed by Chair
|Region VI Web sites
|Region VI List Server
||Member Appointed by Chair
|Region VI Forms
|Region VI Web Site Guidelines
|Travel & Related Information
D. Expansion of the Region VI Web Site
Additional sections, beyond those listed above, may be proposed to the Region VI
Chair by the Region VI Web Committee, or any member of the region. It is anticipated
that the Region VI Web Committee will serve as a resource to the Chair by reviewing
changes proposed by members, as well as those proposed within the Committee, and
making recommendations to the Region VI Chair for their implementation into the
web site. The Region VI Chair has the authority to approve any additional section(s)
and their content(s), to require review by other regional officers and/or by the
Regional Advisory Council, or to defer review until the next Regional Business Meeting.
If additional section(s) are added, a Content Manger will be designated at the time
any new section is added, and the Region VI Chair will so advise the Webmaster.
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