EdTOA Bylaws – Ratified on 11/18/14
The Educational Technology Officers Association (EdTOA) is an alliance of instructional technologypersonnel within the State University of New York(SUNY). EdTOA provides a forum for its members to share common concerns and an avenue for relaying those concerns to SUNY System Administration.EdTOA fosters efforts to identify, improve and support instructional resources within the university structure.
The SUNY Educational Technology Officers Association (EdTOA) promotes collaboration, support and enrichment among all SUNY instructional technology personnel. It is committed to the excellence of SUNY’s use of appropriate instructional technology. EdTOA strives to help SUNY faculty and staff find instructional technology solutions for their educational needs.
Through the efforts of its Executive Committee and various Councils, EdTOA strives to present information to its members as well as other staff and faculty throughout SUNY. This information consistsof the most recent types and applications of instructional technology used in post secondary education.
Instructional technology personnel at every campus within SUNY shall be considered members of EdTOA.Should SUNY administration choose to designate a representative to EdTOA, they shall be a non-voting member of the Association and may not hold elected office.
The Association shall be convened by its Chair at least once each year. Additional meetings may be calledby the Chair with the assent of, or on the petition of, a majority of the Executive Committee of the Association. A roster of attendance at all meetings will be entered into the minutes.
IV. ORGANIZATION OF THE ASSOCIATION
The Association shall be organized into three sections: Association Members, Council members and the Executive Committee. The Association members may participate in the programming, events andcommunications planned by or originating from the Council Members and Executive Committee. Council Members are Association Members who have voluntarily elected to participate in one of the three identifiedCouncils within the EdTOA organization structure (Section V). The Executive Committee is made up ofthe Association Members elected to officer positions and the three chair positions of the councils (Section VI).
EdTOA shall have three councils made up of Association Members who voluntarily choose to participate in the duties of that council. Membership in these councils is not subject to service periods or start dates. Association members may choose to join or leave as desired. Each of the three Councils will be governed by a Council-Chair position that is elected annually by a majority of the Association Members. Each of the three Council-Chair positions shall be for a term of one year. There is no term limits on the chair positions of the councils; those elected to the position may choose to run for the seat annually.
The Executive Committee shall have the ability to create ad-hoc councils/committees as needed.
Each Council will have a specific charge and report findings and execute duties as assigned by theExecutive committee.
These Councils are:
A: The Membership Council The Membership Council is charged with bolstering EdTOA participation across the institutions of the State University of New York. The Membership Council will work to improve communication amongst the various Association Members as well as strengthen and improve the mediums for this communication.The EdTOA Listserv and the EdTOA website will be under the charge of the Membership Council. Updates and Improvements to these communication tools and research into other mediums shall also be the charge of the Membership Council
B: The External Liaison Council
As an entity with a wide variety of technical duties, it is to EdTOAs benefit to maintain communication with other committees and consortiums practicing in similar and complementary fields. The External Liaison Council will be charged with indentifying and strengthening partnerships with external organizations. Coordinating events and other communication with these external organizations shall be thecharge of the External Liaison Council. Research into new partnerships that may prove beneficial toEdTOA shall also be the charge of the External Liaison Council.
C: The Programming and Practice Council
The Programming and Practice Council is charged with developing and coordinating ‘Ed. Tech’ events.These events are gatherings for Association members of EdTOA, hosted by one of the institutions of theState University of New York. Topics of discussion at these events will be coordinated between the host school and the Programming and Practice Council. The Programming and Practice Council will also coordinate discussion on new and emerging technologies within the Association Membership, keeping track of emerging trends and new technologies. Opportunity for communication with SUNYadministration shall originate from concerns identified by the Programming and Practice Council. The Programming and Practice Council will also advise and coordinate on programming for other events with EdTOA participation (STC conference, WIZARD, CIT, etc.)
VI. EXECUTIVE COMMITTEE
The executive committee of the EdTOA organization shall be made up of four elected officer positions and the three Council-Chair positions.
The Chair shall convene and preside over meetings of the Association and the Executive Committee. TheChair will work directly with the Programming and Practice Council in an advisory capacity on matters internal to EdTOA. The Chair shall undertake such other duties as may be delegated by the Association and the Executive Committee. The Chair term shall be two years. An person exiting the Chair position may choose to run for Vice-Chair, if they so choose.
The Vice-Chair shall convene and preside over meetings of the Association and the Executive Committee in the absence of the Chair. The Vice-Chair will work directly with the Membership Council in an advisory capacity on matters dealing with EdTOA participation. The Vice-Chair shall succeed to the office of Chair upon completion of the previous chair’s term, or if it falls vacant, completing the term of his/her predecessor as well as his/her own term in that office. The Vice-Chair term shall be two years.
The Secretary shall be responsible for recording actions and discussions of the Association, the Councils and the Executive Committee. The Secretary shall work closely with the External Liaison Council in anadvisory capacity on matters of communication and record keeping to outside groups. In the case of vacancy of the offices of the Chair and Vice Chair, the Secretary shall convene and preside over a meeting of the Association of Executive Committee until that meeting shall elect a new Chair from among its members. The Secretary Position term shall be one year. There is no term limit on the Secretary position; those elected to the position may choose to run for the seat annually.
The Treasurer shall be responsible for the financial records of the Association. In the case of vacancy ofthe offices of the Chair, the Vice-Chair, and the Secretary, Treasurer shall convene and preside over a meeting of the Association of Executive Committee until that meeting shall elect a new Chair from amongits members. The Treasurer Position term shall be one year. There is no term limit on the Treasurer postion; those elected to the position may choose to run for the seat annually.
VII. VOTING, POLICY AND ELECTIONS
A quorum of the Executive Committee shall consist of a majority of its members (i.e., one more than half).An individual may not serve as both an elected officer and as a Council-Chair. A proxy vote may be cast no less than a day before a scheduled Executive Committee meeting via email to the Secretary. The Executive Committee shall meet at the call of the Chair or the petition of three of its members. The Executive Committee shall act on behalf of the Association on those matters that require attention between meetings of the Association, place before the Association proposals for action by the Association and function as an advisory committee to SUNY System Administration with input from the Programming and Practice Council.
The Executive Committee shall annually present a slate of names for the offices of Vice-Chair (bi¬annually), Secretary, and Treasurer. Nominations from the Association Membership shall be accepted if seconded. Candidates shall be elected by a simple majority of the votes received from the Association Membership.
Changes in the By-Laws of the Association shall be reviewed by the Executive Committee and submitted in writing to the membership prior to a meeting of the Association. At such a meeting, changes may be made by a majority of those present and voting.