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CAHEP Bylaws

Approved by the CAHEP Membership on May 27, 2025

Approved by the Board of Directors on May 29, 2025

 

ARTICLE I: NAME

The name of this entity shall be Council for the Advancement of Higher Education Programs (CAHEP) of the Association for the Study of Higher Education.

ARTICLE II: PURPOSE

The purposes of CAHEP shall be to:

  1. Create a community of higher education program coordinators.
  2. Create forums for discussion of research and practice on higher education program coordination.
  3. Create relationships with other entity groups to consider connections between their purposes and the coordination of higher education programs.

These Bylaws or their amendments may not be in conflict with the bylaws or policies of the Association for the Study of Higher Education or the laws applicable to the Association. The leadership of this entity group will understand and adhere to the policies of the Association, including, but not limited to the Inclusion, Equity, and Organizational Diversity Policy; Conflict of Interest Policy; and Ethics Policies. 

ARTICLE III: MEMBERSHIP

Section 1. Criteria. Membership in CAHEP shall consist of members in good standing of the Association who are program coordinators and/or who are interested in the study of higher education programs and/or coordination. 

Section 2. Application for Membership. A person shall apply for membership in CAHEP by indicating their interest in the ASHE Member Portal. This information shall be conveyed to the Chair of the entity on a regular basis.

Section 3. Confirmation of Membership. Application in CAHEP is subject to certification and approval by the Leadership Committee based solely on the criteria for membership in Section 1. Membership decisions shall be conveyed to the ASHE Executive Director upon decision. The Executive Director will convey the decision to the member. 

Section 4. Renewal of Membership. Membership in CAHEP will be renewed automatically.

Section 5. Voting. All confirmed members will be voting members.

Section 6. Removal of Membership in CAHEP 

  1. Non-Payment of Dues: Failure of a member to pay dues automatically terminates membership in the Association and thereby CAHEP. At the member’s request and payment of current dues, anyone whose membership has been automatically terminated for nonpayment of dues may be reinstated by the Executive Director.
  2. Resignation. Any member may resign from the Association or CAHEP at any time upon written notification to the Executive Director. If a member resigns, their dues are non-refundable and non-transferable.
  3. Removal. If continued membership of any person is believed to be contrary to the interests or purposes of CAHEP, the CAHEP Chair must notify the ASHE Executive Director prior to any action being taken. In consultation with the Executive Director, the CAHEP Leadership Committee may: 
    1. refer the situation to the ASHE Ethics Committee for consultation and/or
    2. act on its own accord, following the due process protections afforded to members in the ethics policies and procedures but instead serving as the investigatory and hearing board; in this instance, the decision of the Leadership Committee is final.

ARTICLE IV: FINANCES

Section 1. Budget. A proposed budget based on projected activities and funds will be presented annually to the Executive Director. Budgets operating in a deficit will require approval by the Board of Directors during the normal budget process.

Section 2. Fiscal Year. The fiscal year of the entity shall be the same as that of the Association.

Section 3. Management of funds.  All funds will be managed by the Association in a separate account from general operating expenses and must maintain a net positive balance. Regular reports of these funds will be provided by the ASHE Executive Director.

 Section 4. Fundraising. The entity may fundraise for event sponsorship and/or grants, consistent with the ASHE Advancement and Fundraising Policies and only with prior approval from the Executive Director.

Section 5. Contracts. The ASHE Executive Director is the only individual able to enter into contracts on behalf of the Association, including this entity.

ARTICLE V: LEADERSHIP

Section 1: Leadership Committee. The Leadership Committee will consist of officers and appointed committee chairs. The Leadership Committee is charged with governance and strategic leadership. The Leadership Committee shall meet at the call of the Chair or at the written request of a majority of the members of the Council or Leadership Committee.

Section 2: Officers. Elected entity officers will include:

  1. A Chair to coordinate the activities of CAHEP, lead meetings of the Leadership Committee and the membership, and appoint committee members. The Chair will serve a two-year term as Chair. The chair shall hold a terminal degree.
  2. A Vice Chair to assume the responsibilities of the Chair in the Chair’s absence when necessary and to shadow the Chair in their responsibilities. The Vice Chair will serve a two-year term as Chair. The Vice Chair shall hold a terminal degree.
  3. A Communications Chair to maintain the records of CAHEP and communicate with members. The Communications Chair will serve a two-year term. 
  4. A Graduate Student Representative to represent graduate students of the Council. The Graduate Student Representative will serve a one-year term.

 Section 3. Committees. Committee members will be appointed by the CAHEP Chair, in collaboration with the Leadership Committee, to serve a two-year term. 

  1. Awards & Grants Committee. The awards committee is responsible for solicitation and review of the entity award(s) and grants. The activities of the committee will be consistent with ASHE Awards Policies and Procedures and ASHE Dissemination of Grants Policy.
  2. Program/Pre-Conference Committee. The program committee is responsible for the coordination of the annual pre-conference program, including proposal solicitation, peer review, proposal acceptance, and schedule creation. The activities of the committee will be consistent with ASHE Conference Policies and Procedures.
  3. Nominations Committee. The nominations committee is responsible for an annual Leadership Committee assessment to determine the leadership needs of the council, solicitation of nominations, and creation of the slate of candidates. The activities of the committee will be consistent with ASHE Nominations and Elections Policies and Procedures.
  4. Ad Hoc Committees. Ad Hoc committees may be established by the Chair of the Council to carry out particular tasks as described in a charge from the Chair. The Chair shall designate the term of the ad hoc committee, which shall not exceed the Chair's term of office. Members of ad hoc committees shall be appointed by the Chair of the Council.

Section 4: Selection & Vacancies

  1. Officer Nominations & Elections. Nominations for officer positions shall occur annually and will be consistent with ASHE Nominations and Elections Policies and Procedures.
  2. Committee Chair Nominations & Selection. An open call for nominations/applications for chair positions will occur annually. The CAHEP Chair will review nominations/applications and make appointments in collaboration with the Leadership Committee.
  3. Committee Member Nominations & Selection. An open call for nominations/applications for member positions will occur annually. The CAHEP Chair will review nominations/applications and make appointments in collaboration with the Leadership Committee.
  4. Vacancies. In the event an officer, chair, or committee member cannot complete their term, the Leadership Committee may appoint a member of CAHEP to fill the unexpired term.

ARTICLE VI: MEETINGS

Section 1: Date. At least one regular, open meeting of the entity will be held each year and shall be known as the Business Meeting. The meeting may be held on a date and at a place corresponding to the Association conference.

Section 2. Quorum. The attendees at the Business Meeting shall constitute a quorum for the purposes of conducting business.

Section 3: Agenda. Any member will be entitled to bring before the Business Meeting any item of business appropriate to the functioning and/or jurisdiction of the Council. Notification of such intent must be made to the Chair at least 21 days prior to the Business Meeting.

Section 4. Special Meetings. Special meetings shall be called at the discretion of the Chair. Written notices of such meetings shall be sent out by the Communications Chair.

ARTICLE VII: AWARD & GRANT

The Council will annually select the recipient of the Barbara Townsend Lecture and the CAHEP Grant.

ARTICLE VIII: RULES OF ORDER

In all cases to which they apply and do not conflict with the provisions of these Procedures, Robert's Rules of Order (current edition) shall govern meetings of the Council.

ARTICLE IX: BY-LAW AMENDMENTS

Section 1. Process.

  1. Proposed amendments shall be presented to the Chair in writing.
  2. Proposed amendments must be reviewed and approved by the ASHE Executive Director and ASHE Legal Counsel prior to appearing on an agenda or ballot to ensure alignment with existing policies.
  3. The Leadership Committee shall vote on the proposed amendment and decide whether or not to recommend it to the membership or not to consider it.
  4. If it is recommended, it should be presented to the membership through an electronic ballot or at the next membership meeting.
  5. Amendments approved by the membership must also be approved by the ASHE Board of Directors.