VASPA Constitution
CONSTITUTION OF THE VIRGINIA ASSOCIATION OF STUDENT PERSONNEL
ADMINISTRATORS (VASPA)
Article I - Name and Purpose of the Organization
A. The name of this organization shall be the Virginia Association of Student Personnel Administrators.
B. It shall be the purpose of this organization to provide for its members opportunities for professional growth,
personal acquaintance with all student personnel administrators of two year and senior colleges and
universities in Virginia, and the exchange of professional information as it relates to each member institution.
Furthermore, this Association shall work toward the improvement of student personnel services for all of its
member institutions and individual participants. Furthermore, this Association shall take such steps as may be
appropriate in providing leadership in those areas of higher education affecting student personnel
administration.
C. It shall be the aim of this Association to emphasize informality and simplicity in its organization so that its
purpose might be achieved without placing a heavy burden of organizational responsibility on its members or
officers.
D. Moreover, the Association conceives it to be a fundamental responsibility of student personnel
administrators to foster the maximum personal development of students as individuals and as members of
society.
Article II - Membership
A. Membership in this Association shall be by institution. Those two year and four-year colleges and universities
within the state of Virginia which are degree granting colleges, accredited by the Southern Association of
Colleges and Schools shall be enrolled as members upon request by the ranking student personnel
administrator or designee.
B. All individuals in any area of student personnel administration in any Virginia college or university are eligible
to attend annual meetings of the Association.
C. Voting - Each member institution shall be entitled to one vote to be cast by the ranking student personnel
administrator in attendance.
D. Associate membership - Individuals whose organizations of employment are not eligible for institutional
membership, but whose work is in an area directly related to student personnel administration may be invited to
join the Association as an Associate member. Such invitations must be approved by a majority vote of the
Executive Committee.
Article III - Officers
A. The Association shall confirm a President at each annual meeting who will preside over the affairs of the
Association until the next meeting and at Executive Committee meetings. S/He shall have all of the other usual
duties pertaining to the office of the President.
B. Secretary/Treasurer. A Secretary/Treasurer shall be elected from the membership. S/He shall be responsible
for the financial affairs of the Association and shall be responsible for the minutes and records of the
Association.
C. President-Elect. A President-Elect shall be elected from the membership. S/he shall work closely with the
President for one year before being confirmed by the Association membership as the new President.
D. Registered Agent. A Registered Agent shall be appointed by the Executive Committee to serve an indefinite
term. The Registered Agent shall maintain all records of incorporation or other legal status with appropriate
local, state, and federal agencies as necessary.
Article IV - Dues
The Executive Committee of the Association shall determine amount of the dues and/or fees to be paid for
attendance at each annual meeting.
1. Dues and/or fees are payable at the annual meeting.
Article V - Meetings
The Association shall hold an annual meeting early in December of each year.
1. The Conference Planning Committee with the advice of the Executive Committee shall determine the annual
meeting date, location, and program.
2. Roberts Rules of Order (Revised) shall be followed at all annual meeting business sessions.
Article VI - The Executive Committee
A. The Association shall elect an Executive Committee comprised of representatives from the member
institutions.
B. The Executive Committee shall consist of the Officers (President, the President-Elect, the Immediate Past
President, the Secretary/Treasurer, the Registered Agent), the Outstanding Professional from two year and
four year institutions, the Outstanding New Professional from two year and four year institutions, the VASPA
Web Manager, a Chief Student Affairs Officer from a Virginia institution not serving in another capacity, the
Chair of the Virginia Student Leadership Conference Planning Committee, plus two other persons elected on a
rotating basis by the membership for two year terms each.
1. The President of the Association shall serve as chair of the Executive Committee.
2. In the event that the office of the President is vacated, the President-Elect shall serve as President. In the
event of any other vacancy on the Executive Committee, the President shall arrange for the Executive
Committee to elect a successor to serve for the remainder of the unexpired term.
3. The Immediate Past President shall serve as the annual conference Co-Chair.
Article VII -VASPA Web System
A. The Association shall maintain a world-wide web system to provide general information, public site for
governance documents, an on-line directory, and other electronic services determined to be necessary by the
Executive Committee.
B. The Association shall appoint a Web Manager to supervise and coordinate the VASPA Web System. The
terms and conditions of the appointment of the Web Manager shall not be specified but reviewed no less than
once per year by the Executive Committee.
1. The Web Manager shall approve all content on the VASPA Web System.
2. The Association may appoint an advisory board to assist the Association with policies, procedures, and
decisions related to the Web System.
3. The Advisory Board shall consist of the Web Manager, who shall chair the Board, and no more than three
members selected from among the Association membership. Terms of office for Advisory Board members shall
be 2 years from the date of appointment.
Article VIII - Committees
The President and/or the Executive Committee of the Association shall appoint all necessary committees to
fulfill and carry out the responsibilities as outlined in the purposes of this Association.
A. Virginia Student Leadership Conference (VSLC)
1. VASPA shall sponsor a statewide leadership conference on an annual basis called the Virginia Student
Leadership Conference (VSLC).
B. The Virginia Student Leadership Conference (VSLC) shall be a standing committee of VASPA.
2. The purpose of the VSLC Planning Committee shall be to plan and implement an annual state wide
conference for college and university student leaders from Virginia institutions.
3. The VSLC Planning Committee shall develop its own operational guidelines to be approved by the Executive
Committee.
4. The VSLC shall be self supporting except as allowed for by the Executive Committee.
Article IX - Amendments to the Constitution
This constitution may be amended only at its annual meeting. The membership must be informed of any
amendments at least one month prior to the annual meeting. Three-fourths of the institutions in attendance at
the annual meeting must vote affirmatively to amend this constitution.
Article X - Ratification
This constitution becomes effective upon approval by three-fourths of the membership in attendance at its
annual meeting, December, 1970.
Revisions:
October 24, 1978
December 8, 1979
December 2, 1994 Annual Business Meeting (Unanimous Vote)
December 6, 1996
November 14, 2002
ADMINISTRATORS (VASPA)
Article I - Name and Purpose of the Organization
A. The name of this organization shall be the Virginia Association of Student Personnel Administrators.
B. It shall be the purpose of this organization to provide for its members opportunities for professional growth,
personal acquaintance with all student personnel administrators of two year and senior colleges and
universities in Virginia, and the exchange of professional information as it relates to each member institution.
Furthermore, this Association shall work toward the improvement of student personnel services for all of its
member institutions and individual participants. Furthermore, this Association shall take such steps as may be
appropriate in providing leadership in those areas of higher education affecting student personnel
administration.
C. It shall be the aim of this Association to emphasize informality and simplicity in its organization so that its
purpose might be achieved without placing a heavy burden of organizational responsibility on its members or
officers.
D. Moreover, the Association conceives it to be a fundamental responsibility of student personnel
administrators to foster the maximum personal development of students as individuals and as members of
society.
Article II - Membership
A. Membership in this Association shall be by institution. Those two year and four-year colleges and universities
within the state of Virginia which are degree granting colleges, accredited by the Southern Association of
Colleges and Schools shall be enrolled as members upon request by the ranking student personnel
administrator or designee.
B. All individuals in any area of student personnel administration in any Virginia college or university are eligible
to attend annual meetings of the Association.
C. Voting - Each member institution shall be entitled to one vote to be cast by the ranking student personnel
administrator in attendance.
D. Associate membership - Individuals whose organizations of employment are not eligible for institutional
membership, but whose work is in an area directly related to student personnel administration may be invited to
join the Association as an Associate member. Such invitations must be approved by a majority vote of the
Executive Committee.
Article III - Officers
A. The Association shall confirm a President at each annual meeting who will preside over the affairs of the
Association until the next meeting and at Executive Committee meetings. S/He shall have all of the other usual
duties pertaining to the office of the President.
B. Secretary/Treasurer. A Secretary/Treasurer shall be elected from the membership. S/He shall be responsible
for the financial affairs of the Association and shall be responsible for the minutes and records of the
Association.
C. President-Elect. A President-Elect shall be elected from the membership. S/he shall work closely with the
President for one year before being confirmed by the Association membership as the new President.
D. Registered Agent. A Registered Agent shall be appointed by the Executive Committee to serve an indefinite
term. The Registered Agent shall maintain all records of incorporation or other legal status with appropriate
local, state, and federal agencies as necessary.
Article IV - Dues
The Executive Committee of the Association shall determine amount of the dues and/or fees to be paid for
attendance at each annual meeting.
1. Dues and/or fees are payable at the annual meeting.
Article V - Meetings
The Association shall hold an annual meeting early in December of each year.
1. The Conference Planning Committee with the advice of the Executive Committee shall determine the annual
meeting date, location, and program.
2. Roberts Rules of Order (Revised) shall be followed at all annual meeting business sessions.
Article VI - The Executive Committee
A. The Association shall elect an Executive Committee comprised of representatives from the member
institutions.
B. The Executive Committee shall consist of the Officers (President, the President-Elect, the Immediate Past
President, the Secretary/Treasurer, the Registered Agent), the Outstanding Professional from two year and
four year institutions, the Outstanding New Professional from two year and four year institutions, the VASPA
Web Manager, a Chief Student Affairs Officer from a Virginia institution not serving in another capacity, the
Chair of the Virginia Student Leadership Conference Planning Committee, plus two other persons elected on a
rotating basis by the membership for two year terms each.
1. The President of the Association shall serve as chair of the Executive Committee.
2. In the event that the office of the President is vacated, the President-Elect shall serve as President. In the
event of any other vacancy on the Executive Committee, the President shall arrange for the Executive
Committee to elect a successor to serve for the remainder of the unexpired term.
3. The Immediate Past President shall serve as the annual conference Co-Chair.
Article VII -VASPA Web System
A. The Association shall maintain a world-wide web system to provide general information, public site for
governance documents, an on-line directory, and other electronic services determined to be necessary by the
Executive Committee.
B. The Association shall appoint a Web Manager to supervise and coordinate the VASPA Web System. The
terms and conditions of the appointment of the Web Manager shall not be specified but reviewed no less than
once per year by the Executive Committee.
1. The Web Manager shall approve all content on the VASPA Web System.
2. The Association may appoint an advisory board to assist the Association with policies, procedures, and
decisions related to the Web System.
3. The Advisory Board shall consist of the Web Manager, who shall chair the Board, and no more than three
members selected from among the Association membership. Terms of office for Advisory Board members shall
be 2 years from the date of appointment.
Article VIII - Committees
The President and/or the Executive Committee of the Association shall appoint all necessary committees to
fulfill and carry out the responsibilities as outlined in the purposes of this Association.
A. Virginia Student Leadership Conference (VSLC)
1. VASPA shall sponsor a statewide leadership conference on an annual basis called the Virginia Student
Leadership Conference (VSLC).
B. The Virginia Student Leadership Conference (VSLC) shall be a standing committee of VASPA.
2. The purpose of the VSLC Planning Committee shall be to plan and implement an annual state wide
conference for college and university student leaders from Virginia institutions.
3. The VSLC Planning Committee shall develop its own operational guidelines to be approved by the Executive
Committee.
4. The VSLC shall be self supporting except as allowed for by the Executive Committee.
Article IX - Amendments to the Constitution
This constitution may be amended only at its annual meeting. The membership must be informed of any
amendments at least one month prior to the annual meeting. Three-fourths of the institutions in attendance at
the annual meeting must vote affirmatively to amend this constitution.
Article X - Ratification
This constitution becomes effective upon approval by three-fourths of the membership in attendance at its
annual meeting, December, 1970.
Revisions:
October 24, 1978
December 8, 1979
December 2, 1994 Annual Business Meeting (Unanimous Vote)
December 6, 1996
November 14, 2002
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VASPA: Virginia Association of
Student Personnel Administrators
Student Personnel Administrators