ARTICLE II: MISSION

The MISSION of the New Jersey Association of Colleges and Employers is twofold: (1) to facilitate networking interactions and the establishment of partnerships between career services professionals and employers who seek to hire students and alumni; and, (2) to provide for the professional development of its members through programming and information.

ARTICLE III: TERM

The term of existence of NJACE is perpetual.

ARTICLE IV: MEMBERSHIP

Members will fall into one of the basic membership types.

1. Regular Membership shall consist of College members and Employer members.

2. Special Membership shall consist of Affiliate members, Associate members, Graduate Student members, and Retired members.

Section A: Regular Membership

1. College Membership
College membership shall be open to professional staff of New Jersey post-secondary institutions who are principally engaged in career counseling, career development, employer/recruitment relations and/or employment at these institutions.

2. Employer Membership
Employer membership shall be open to persons principally engaged in partnering with college members described in Section A-2 and whose primary responsibilities are the recruitment and/or career development of students/graduates from these educational institutions.

These individuals must be employees of firms or organizations which select and train graduates from colleges and universities in the New Jersey region for employment within their organization only.

Section B: Special Membership

1. Affiliate Members
A person no longer eligible for College or Employer membership who has contributed to the field of human resources, college relations or career services, and to NJACE, may apply for and be approved for Affiliate membership by the Executive Board. This will be done by submitting a statement indicating the nature of the interest in the association.

Affiliate members pay dues and are allowed to vote, but may not hold office or chair a committee. They may serve as a member of a committee.

2: Associate Membership
Associate membership is open to representatives of organizations whose purpose is to provide a service to career services and/or HR/staffing functions, and are complementary to, consonant with, and supportive of the purposes of this Association, but who do not qualify for either College or Employer membership. (From EACE By-Laws)

Associate members pay dues and are allowed to vote, but may not hold office or chair a committee. They may serve as a member of a committee.

3: Graduate Student Membership
Student membership is open to graduate students enrolled at an accredited degree granting institution and preparing for a career in career services and/or HR/staffing. A student may retain this Graduate Student membership status for up to one year following completion of degree requirements unless or until the student is eligible for membership in one of the above categories. Student membership is not open to any individual who would be eligible for membership under the above categories.

Graduate Student members may not vote, hold office or chair a committee.

4: Retired Membership
Members of NJACE who have retired from their positions with an educational institution or a company/employer may apply for Retired membership.

For those NJACE members who have made an outstanding contribution to the organization, the Board may vote to waive the annual dues.

Retired members may not vote, hold office or chair a committee. They may serve on a committee.

Section C: Conditions of Membership

Requests for initial membership, requests for a change from one type of membership to another, or notification of a significant change of duties and/or employer shall be submitted to the Treasurer, who shall provide any required forms.

If for whatever reason a member is no longer qualified for membership under the terms of Article IV, Section A, that membership will automatically terminate at the end of the fiscal year, unless exception is approved by the Executive Board.

1. Membership in NJACE is expressly conditioned upon compliance by all members with the purposes of the NJACE set forth in its constitution and by-laws.

2. Any member who fails to comply strictly with the purpose of NJACE may be placed on probation, suspended from membership. The power to enforce this provision is vested in the Executive Board, which shall take action by vote of the majority of the Executive Board.

3. A decision by the Executive Board to exclude a member from membership in NJACE or to place a member on probation or suspension may be appealed to the membership at the next annual spring meeting.

A two-thirds vote of all members present shall be required to reverse a decision of the Executive Board.

Section D: Approval of Membership

If there is a question about a membership application, the President or designee shall receive, review and take appropriate action reporting the same to the Executive Board.

ARTICLE V: ORGANIZATION, OPERATION, AND DISSOLUTION

NJACE shall be operated exclusively for professional development, educational, and networking purposes. No part of its net earning shall benefit any private shareholder, director, and individual or parent organization.

The organization shall not participate in any political campaign in support of or in opposition to any candidate for public office.

In the case of the dissolution of NJACE, its assets will be distributed, by a member of the Executive Board, solely to corporations, funds, or foundations which are organized and operated in the manner, and subject to the limitations, contained in this paragraph.

ARTICLE VI: OFFICERS

The officers comprising the Executive Board of NJACE shall be:

President
President-Elect/Vice President of Programming
Past President
Vice President of Communications
Vice President for Marketing and College Relations
Vice President for Networking and Employer Relations
Treasurer

Section A
The Executive Board shall have administrative responsibility for all policies of the organization.

Section B
Members of the Executive Board shall be elected in April by the membership and shall assume office on July 1.

The election procedures shall be determined by the President with the approval of the Executive Board.

Section C
The Vice President for Marketing and College Relations (formerly College Representative) and the Vice President for Networking and Employer Relations (formerly Employer Representative) shall be elected in alternate years, and each shall serve a two-year term.

Section D
Each member of the Executive Board shall be entitled to one vote.

Section E
Each member of the Executive Board shall have those duties and responsibilities as stated below in Article VII, Section A.

Section F
If a position held by a member of the Executive Board, other than President, is vacated for any reason, the President, with the approval of the Executive Board, shall appoint a member in good standing to fill the position until the spring elections of that year.

Section G
If the President shall vacate the office or be unable to serve, the President-Elect will automatically fill the unexpired term of the President. The Vice President for Communication will automatically assume the position of President-Elect. The President will then appoint a member in good standing to carry out the responsibilities of the vacated position of Vice President for Communication for that remaining term of office.

If the Past President is unable to fulfill his/her duties, i.e., participate in Board meetings, attend NJACE Programs or carry out duties related to programming, the Executive Board shall also appoint a previous Past President to fill the unexpired term of the current Past President.

If any officer does not fulfill her/his duties, the Executive Board will ask her/him to resign.

Section H
The Executive Board, acting through the President, shall arrange for an annual audit of the Treasurer's books. Since the fiscal year for NJACE is July 1 to June 30, this audit shall be conducted by the end of October of each year.

Section I
A majority of the Executive Board shall constitute a quorum. A majority of this quorum shall be sufficient to act.

Section J: Executive Board Meetings
Meetings of the Executive Board shall be held on a regular basis at times established by the Board. These meetings can be in person or via teleconferencing. At least three meetings should take place typically in July, December, and April.

Section K: NJACE Member Programs
At least three NJACE Programs should take place each year. Programs should be geared to meet the needs of college and employer members. Recommended months are: October, January, and March.

ARTICLE VII: NOMINATIONS /ELECTIONS

Members of the Executive Board shall be elected by the membership in April and shall assume office on July 1.

Section A
In January, the President, who serves as Chairperson, will form a nominating committee, which will be approved by the Executive Board. It will consist of the President, the Past-President, and at least two members whose names shall be made known to the membership.

Section B
In February, the Nominating Committee will solicit suggestions from the entire membership for nominations for the Executive Board positions. A slate will be constructed by the committee. By March 15, the official ballot will be submitted to the membership eligible to vote.

As directed by the Nominating Committee Chair, the Vice President for Communication will play an active role in making announcements for the Committee.

Section C
The election of officers and directors shall be by ballot, mail, fax, or other electronic means, and shall be concluded by April 15. Votes for write-in candidates added to the official ballot will be accepted. Each member shall have one vote. The candidate receiving the highest number of votes shall be considered elected. Ties shall be decided by a runoff of the top two candidates.

ARTICLE VIII: RESPONSIBLILTIES OF THE OFFICERS

Section A: Duties of Officers

1. President

The responsibilities of the President are:
• Preside at all the meetings of NJACE and the Executive Board.
• Serve as a member ex-officio, with the right to vote, on all committees or task forces.
• Communicate with the membership on such matters as he or she deems proper to promote the goals of the association.
• Oversee the NJACE website, assuring that accurate and up-to-date information is maintained in an appropriate manner as determined by the Executive Board.
• Perform the other duties and responsibilities as determined by the Executive Board.

2. President-Elect/Vice President of Programming

The responsibilities of the President-Elect/Vice President of Programming are:
• Perform the duties of the President, if for any reason the President is unable to do so.
• Plan and organize NJACE meetings and conferences with the active support of the Past President.
• Serve as chair of the Programming Committee.
• Maintain and monitor LinkedIn and other appropriate social networking sites.
• Carry out a three-year commitment as a member of the Executive Board, serving as President and Past President in subsequent years.

3. Past President

The responsibilities of the Past President are:
• Work closely with the President-Elect/Vice President of Programming on the development of annual meetings and conferences.
• Serve as a voting member of the Executive Board and as an advisor to the Executive Board in planning and policy formulation.
• Serve as a member of the Programming Committee
• Actively participate as a member of the Nominating Committee and actively work to identify nominations for open Board positions

4. Vice President of Communications

The responsibilities of the Vice President for Communications are:
• Serve as editor of the Newsletter, which is to be published twice a year.
• Chair the Newsletter Committee to be composed of college and employer members
• Take minutes at Executive Board meetings and prepare reports on programs and conferences.
• Maintain historical files on the current year’s events.
• Record and post the minutes of all meetings on the NJACE website.
• Serve as member of the Programming Committee.
• Conduct the membership campaign each summer and publish the membership directory each fall.
• Maintain and update the official membership list each year.
• Prepare a monthly membership report to the Executive Board and alert Board of need to promote college and/or employer membership.
• Receive membership renewals and process registrations prior to each conference.

5. Treasurer

The responsibilities of the Treasurer are:
• Collect all dues, maintain a membership list, and keep an account of all monies received and expended by the association.
• Deposit all monies received in a bank account approved by the Executive Board and report on this account at the annual spring meeting or at any other request of the President.
• Provide access to all funds, books, and vouchers as requested by the President or designee from the Executive Board.
• Prepare a monthly treasurer’s report and quarterly reports to be submitted to the President
• Prepare an annual budget report by July 31 of each year.
• Prepare for the annual audit in October of each year.
• Serve as member of the Programming Committee.

6. Vice President for Marketing and College Relations

The responsibilities of the Vice President for Marketing and College Relations are:
• Serve on the Executive Board to ensure representation of the interests of college members in matters relating to NJACE.
• Market and promote college membership attendance at meetings
• Identify professional development and programming interests of college members.
• Serve as member of the Programming Committee.
• Act as chief liaison to college members to share concerns and ideas with the Executive Board.
• Develop and implement strategies for recruiting college members.
• Perform other duties as agreed upon with the Executive Board.
• Take on the role of the Vice President of Programming/President-Elect, in the event that that person must take on the role of President.

7. Vice President for Networking and Employer Relations

The responsibilities of the Vice President for Networking and Employer Relations are:
• Serve on the Executive Board to ensure representation of the interests of employer members in matters relating to NJACE.
• Act as chief liaison to employer members to share concerns and ideas with the Executive Board.
• Network with employers to market and promote employer membership and attendance at meetings
• Identify professional development and programming interests of college members.
• Serve as member of the Programming Committee.
• Act as chief liaison to college members to share concerns and ideas with the
• Develop and implement strategies for recruiting employer members.
• Perform other duties as agreed upon with the Executive Board.

Section B
The officers shall be elected by the membership.

The terms of office of President, President-Elect and Vice President of Programming, and Past President shall be one year.

The succession from President-Elect to Past President shall be automatic without further election.

The other officers shall serve two-year terms.

Section C
No officer shall be elected to serve more than two consecutive terms in the same office.

Section D
The Vice President for Marketing and College Relations shall be an educational member and the Vice President for Networking and Employer Relations shall be an employer member. All other offices are open to any regular member.

ARTICLE IX:  COMMITTEES

Section A: Standing Committees
There shall be the following Standing Committees:

1. Nominating Committee
Will be chaired by the President. Members will include the Past-President and two NJACE members solicited by the President and Past-President

2. Programming Committee
Will be chaired by the President-Elect/Vice President of Programming

3. Newsletter Committee
Will be chaired by the Vice President for Communications

4. The Marketing and Networking Committee
Will be Co-Chaired by the Vice President for Marketing and College Relations and the Vice President for Networking and Employer Relations.

Section: B Ad Hoc Committees and Task Forces

1. The Executive Board shall have the authority to establish standing committees, ad-hoc Committees, and Task Forces, as deemed necessary to promote the goals of the organization.

2. These newly formed ad-hoc committees shall carry out the functions and procedures determined by the Executive Board...

ARTICLE X:   ANNUAL POSITIONS

Section A: Web Manager
The independent consultant position of Web Manager shall be filled by the Executive Board on an annual basis from July 1-June 30.

Section B: Other Positions
Other independent consultant positions will be established by the Executive Board as necessary.

ARTICLE XI:   DUES AND FISCAL POLICY

Section A
Dues shall be determined by the Executive Board. Proposed changes in dues shall be presented to the membership prior to the Executive Board's actions.

Section B
The fiscal year of NJACE shall be the twelve-month period from July 1 to June 30.

Section C
1. Dues shall be billed to members at the beginning of the new fiscal year. Membership shall be terminated if payment is not received by September 30.

2. New members shall pay full dues for the fiscal period during which they are admitted.

ARTICLE XI: AMENDMENTS

Section A

1. Amendments to the constitution of NJACE shall be recommended by the Executive Board and voted upon by the membership in either of the following ways:

(a) The members present at the annual spring meeting may vote, provided that all members have been advised in writing at least thirty days prior to the annual spring meeting. An affirmative vote of two-thirds of the votes cast by those members present or by proxy shall be required for passage.

(b) The membership shall be polled by e-mail. An affirmative vote of two-thirds of the votes cast shall be required by passage provided that at least fifty percent of the members shall have voted.

Section B

1. The result of the voting shall be recorded by the Vice President of Communications, Executive Board. The amendments approved shall become effective at the beginning of the next fiscal year or earlier at the direction of the Executive Board with membership approval.

Originally written in the 1970s or 1980s
Revised January 1991
Revised August 1995
Revised July 1996 (Article 1, Section 6 of the By-Laws)
Revised April 1998 (Article 2, Sections 1 & 2; Article 4, Section 1 of the By-Laws)
Completely Revised March 2011 Adopted by NJACE Members, April 2011