The Bylaws for the Association for Chaplaincy and Spiritual Life

in Higher Education

Section I: Organization Title and Leadership Structure 

The Association shall be called The Association for Chaplaincy and Spiritual Life in Higher Education.  Throughout this document, the organization shall be referred to as the Association. The leadership of  the Association will be comprised of the Board of Directors, which constitutes all roles outlined in the  Board of Directors section. In addition, there will be a smaller Executive Committee, which consists  specifically of the President, Vice President, Treasurer, Membership Secretary, Communications  Coordinator, and Conference Coordinator. 

Section II: Membership Categories 

Membership: There shall be 5 categories of membership in the Association. 

1. Individual Active Membership: Individual Active Membership covers one individual who is  employed by their college or university with responsibility for religious and spiritual life on  campus. Individuals can be part time or full time in any arrangement, but they must be employed by  and compensated by the higher education institution. Individual members gain access to members-only  privileges, they can attend conferences at a discounted rate, and they are able to vote in Business  Meetings. Annual dues for the Individual Active Membership category are set by the Board of Directors. 

2. Institutional Active Membership: If an institution has multiple staff who will be members of the  Association, the institution can bundle the members into one membership. Members who are part of  an institutional group must still meet the qualifications of the “Individual Active Membership”  status. Institutional Active Members gain access to members-only privileges, they can attend  conferences at a discounted rate, and they are able to vote in Business Meetings. The Board of Directors  may designate different levels of annual dues based on how many members from the institution are  covered under an institutional membership. 

3. Affiliate Membership: Allows limited participation for individuals with a vested professional  interest in the work of the Association. Affiliate members cannot vote in Business Meetings. They may  gain access to some members-only privileges at the Board of Directors’ discretion. Affiliates have  membership discounts for conferences. Other restrictions and benefits may apply based on the Board of  Directors’ understanding of this category. Annual dues for the Affiliate Membership category are set by  the Board of Directors. 

4. Student Membership: Allows limited participation in the Association for individuals who are  currently enrolled in a graduate degree program (full time or part time) that supports the entry into the  field of higher education chaplaincy or religious life work on college campuses. Student Members  cannot vote in Business Meetings and they cannot represent “New Members” on the Executive  Committee. They may gain access to some members-only privileges at the Board of Directors’  discretion. Students have membership discounts for conferences. Annual dues for the Student  Membership category are set by the Board of Directors and are intended to be at a reduced rate. Other  restrictions and benefits may apply based on the Board of Directors’ understanding of this category. 

5. Lifetime Members: Lifetime Members are designated by the Board of Directors as a way to honor  individuals who are retiring from the profession of higher education chaplaincy and who have made 

significant contributions to the Association. The Board of Directors can determine the number of  Lifetime Members to designate in a given year, if any. Those with Lifetime Member status shall not be  required to pay annual dues or conference registration fees. Lifetime Members who had been given this  status under the former organization by-laws of the National Association of College and University  Chaplains (NACUC) or the Association for College and University Religious Affairs (ACURA) shall retain  that designation upon enrolling as a member of the Association for Chaplaincy and Spiritual Life in  Higher Education. 

Membership Considerations: 

1. Voting Privileges. As outlined in the Membership Categories section, only Active Members  (individual or part of an institution) who have paid any required dues for the current  associational year shall have voting privileges. Affiliate Members and Student Members shall not  have voting privileges. 
2. Status of Members. The Board of Directors shall be empowered to determine the status of  Members in unique situations on a case-by-case basis. 
3. Conference Guests. Invitations to attend, on a non-voting basis, conferences of the Association  may be extended by the Board of Directors to such persons as are enrolled in the work of  religion in higher education. 

Section III: Meetings 

There shall be at least one Annual Meeting/Conference of the Membership per year. The dates of this  meeting and the order of business by which this meeting will be conducted will be determined by the  Board of Directors.  

This Annual Meeting will include a business session, the nomination and election of officers, and any  other business before the Association, which shall be discussed and voted upon. 

The Board of Directors shall have the power to call Special or Regional Meetings to conduct business  that may arise that needs to be addressed in a timely manner in between the scheduled Annual  Meeting.  

The Board of Directors of the Association shall provide the members with 30 days advance notice of  Annual, Special, and Regional Meetings.  

Section IV: Finance

The organization shall be financed by membership dues, contributions from individuals, foundations and  organizations, income from conferences and programs, and other sources that may become available. 

Fiscal Year: The fiscal year of the Association shall begin July 1. 

Board of Directors’ Role in Setting the Budget: The Board of Directors is able to establish a budget and  designate funds to program initiatives, depending on the priorities set by the Board of Directors.

Banking: The moneys of the Association shall be deposited in the name of the Association in and with  such one or more depositories or other institutions as may be designated by the Board of Directors or by  the Treasurer. 

Checks, Drafts, &c.: Except as the Board of Directors may otherwise prescribe, all checks, drafts, and  other instruments on the account of the Association for the payment of money and all instruments of  transfer of securities shall be signed in the name and on behalf of the Association by the Treasurer or  by such other officer, agent or employee of the Association, as may, from time to time, be designated by the Board of Directors. All instruments of conveyance of real property, and all contracts and  agreements shall be signed by such officer(s), agent(s), or employee(s) as the Board of Directors shall  from time to time prescribe. 

Acceptance of Gifts, &c.: The Board of Directors may accept on behalf of the Association any  contribution, gift, bequest, or device for general purposes or for any special purpose of the Association. 

Larry Green Scholarship: In accordance with the legacy and memory of former chaplain, Larry Green,  the organization shall retain a scholarship opportunity for first time members or first time conference  attendees. Recipients shall receive a membership to the organization for the remainder of the  membership year, a paid-for registration for the upcoming conference, and a designated stipend  amount for travel to the conference. The Board of Directors is able to determine how to advertise the  scholarship, the qualifications of the scholarship, and the amount of funding available from the budget  to support the number of recipients deemed appropriate in a given year.  

Section V: Board of Directors and Officers 

The Association shall annually elect a Board of Directors to lead the organization between annual  meetings. The Board shall be composed of the elected Officers and At-Large Members. Only  Institutional Active Members may serve on the Board. 

The board has the discretion and reserves the right to fill a vacancy if a board member cannot complete  their role and leaves the board mid-year. The vacancy would be filled for the period of time leading up  to the next annual business meeting, at which point the position would be up for election to fulfill the  remainder of the term.  

In the case that a board member changes their professional role or leaves the field, the board has the  discretion and reserves the right to determine if that person should continue their role until the next  annual business meeting and then vacate the position or if the position should be vacated immediately  and filled by the board.  

A board member cannot run for or hold two positions simultaneously. If a board member would like to  run for another position, their current position becomes open for election for the remainder of their  term. 

Composition and Terms of Office

Board of Directors (minimum 10, max. 13): 

• President (2 yr term + 1 yr as Past President, non-renewable) 
• Vice-President (2 yr term, non-renewable) -- (VP and Pres serve concurrent 2 year terms)
  
• Treasurer (3 yr. term, renewable once) 
• Membership Secretary (3 yr. term, renewable once) 
• Secretary (2 yr term, renewable once) 
• Communications Coordinator (3 yr term, renewable once) 
• At Large Members - 3 members (3 year terms staggered, non-renewable) 
• New Member Representatives - 2 members (2 year terms, staggered, non-renewable) 
• HBCU Representative – 1 member (2 year term, renewable once) 

Executive Committee: The Officers of the Association shall function as an Executive Committee and  may make decisions on behalf of the Association between Board of Directors meetings. The Executive  Committee will consists specifically of the President, Vice President, Treasurer, Membership Secretary,  Communications Coordinator, and Conference Coordinator. 

Officers: The Association shall have the following officers, to be elected by a majority of the Voting  Members attending the Annual Conference. Only those members qualified as Active Members may hold  office 

A President, who shall call and preside at the Annual Conferences of the Members and the Board of  Directors and such other meetings of the Members and Board, as they consider appropriate. The  President shall, subject to the direction of the Board, be the chief executive officer of the Association.  They shall exercise general supervision and direction over the business and affairs of the Association,  and shall do and perform such other duties as from time to time may be assigned to them by the Board. 

A Vice President who shall support and collaborate with the President, and take over the duties of the  President if they are unable to serve. They shall chair a Nominating Committee appointed by the Board. 

A Treasurer, who shall receive and disburse the funds of the Association. They shall keep the  organizations accounts, make financial reports to meetings of the Board, and a full annual financial  report at the annual business meeting. The fiscal year shall be from July 1 to June 30. They shall renew  the annual registration of the Association with the Secretary of State of Connecticut (where the  Association is incorporated). The treasurer shall be required to be bonded. 

A Membership Secretary, who shall coordinate membership recruitment, notify members when their  annual dues are due, and keep an accurate list of dues-paying Members of the Association and report on  it to the annual meeting. 

A Secretary, who shall take accurate minutes of all Board meetings and Business meetings at the Annual  Conference, and make both available to the membership. They will also ensure that the minutes and  other records of each Conference and meeting are sent to the Association’s archives at the Yale Divinity  School each year. 

A Communications Coordinator, who shall maintain the website, social media presence, and other  publications work of the Association and communicate with the membership and the broader public on  issues related to chaplaincy in higher education on behalf of the Board.

At-Large Members: At-large members represent the membership and should devise a plan annually to  maintain regular contact with the members. At-large members will also be appointed to committees  and task forces of the Board, including the Larry Green Scholarship Fund Committee. 

New Member Representatives: The new member representatives specifically represent the new  members of the organization and their particular concerns to the Board of Directors, and should devise  an annual plan for outreach to those joining the profession. They will also be asked to serve on  committees and task forces of the Board, including the Larry Green Scholarship Fund Committee. 

HBCU Representative: The HBCU representative works at and represents members serving at HBCU  institutions and their particular concerns to the Board of Directors. They will do outreach to other HBCU  chaplains on behalf of ACLSHE in attempts to be an expansive and inclusive organization. They will also  be asked to serve on committees and task forces of the Board.  

Section VI: Committees 

A Conference Planning Committee for each national conference shall be appointed by the Board of  Directors and chaired by the Conference Coordinator. The Conference Coordinator need not be an  elected member of the Board of Directors, but will be engaged with the Board of Directors’ meetings as  needed in accordance with the agenda set by Board leaders. Conferences will be planned in a timeline  that promotes fiscal responsibility and makes logistical sense given the particular location.  

A Nominations Committee shall be appointed by the Board of Directors and chaired by the Vice  President to manage the nomination and election process for association officers. 

A Larry Green Scholarship Fund Committee shall be appointed by the Board of Directors. The  committee will be tasked to run the outreach for applications, set expectations for the recipients, review  applications, and communicate with recipients of the Fund, among other needs they may arise. The  chair of this committee and members may change year to year, but the work closely aligns with New  Member Representatives as well as At-Large Members. 

Such other committees shall be created as the Board of Directors may deem necessary to carry out the  functions of the Association. 

A Committee shall have such functions and may exercise such power of the Board of Directors as may be  delegated lawfully and as provided in the resolution creating such a Committee, provided, however, that  the creation of such Committee shall not operate to relieve the Board of Directors, any Director, or any  officer, of any responsibility imposed on such persons by law. 

No Committee shall have any power to: 

• Fill vacancies on the Board of Directors 
• Elect any officers of the Association 
• Amend the Certificate of Incorporation 
• Adopt, amend or repeal the Bylaws
• Approve a plan of merger, approve a sale, lease, exchange or other disposition of all, or  substantially all, of the property of the Association, other than in the usual and regular course of  affairs of the Association 
• Approve a proposal to dissolve the Association. 

Vacancies on Committees shall be filled by the Board of Directors. 

Section VII: Membership Dues and Registration Fees 

1. The Board of Directors shall set the specific membership fees for each membership category on  an annual basis and inform the membership 90 days prior to the membership dues date if there is a  change. 

2. The Board of Directors, in consultation with annual conference hosts, shall set the registration  fees for the annual conference. Communication of the conference costs and deadlines shall be shared  with the membership as timely as possible preceding the conference. 

Section VIII: Voting Rights 

Active Institutional, Individual, and Lifetime Members who have paid any required dues for the current  associational year shall have voting privileges. 

Members included in an Institutional Membership each receive one vote in the business of the  Association. Active Individual and Lifetime Members each receive one vote in the business of the  Association. 

Affiliate Members and Student Members may attend and participate in the discussions of the Annual  Meetings but do not have any voting privileges and are not eligible to hold office. 

Guests are not eligible to attend or participate in the business meeting of the association. 

Section IX: Quorum 

A quorum at an Annual Conference shall consist of one half of the voting Membership who are in  attendance at the Meeting.  

A quorum for special questions that require the vote of the Association Members that arise between  Annual Meetings shall consist of one third of the total number of eligible voters of the Association.  

Section X: Liability

Limitation of Liability. A Director (Executive Committee member) shall not be liable to the Association  for breach of duty as Director for monetary damages in an amount excess of the compensation received  by such Director for serving the Association during the year of such breach (or such lesser amount as  may hereafter be permitted by the Connecticut Revised Nonstock Association Act), except to the extent  such exemption from liability or limitation thereof is not permitted under the Connecticut Revised  Nonstock Association Act as currently in effect or as the same may hereafter be amended. No  amendment, modification or repeal of this provision shall adversely affect any right or protection of a  Director that exists at the time of such amendment, modification or repeal.

The Association shall indemnify, and advance expenses to, its Directors, officers, employees, and agents  to the maximum extent permitted by the Connecticut Revised Nonstock Association Act, as amended.  The Association may procure insurance providing greater indemnification to such persons as well as to  volunteers, and may share the premium cost with any Director, officer, employee or agent on such basis  as may be agreed upon. 

Section XI: Amendments to By-Laws

1. Proposal of Amendments: Amendments to these By-Laws must be submitted to the Board of  Directors, circulated by the Board to the Members, and voted on in accordance with the “Quorum”  section. 

2. Approval of Amendments: A two-thirds majority of the Voting Members at a duly constituted  Quorum of the Association is required for the approval of any amendment to these By-Laws. 

3. Subordination of By-Laws: Any provision of these By-Laws, or any amendment hereto, that shall  conflict with applicable State or Federal law, or with the Certificate of Incorporation, or that shall be  inconsistent with the maintenance of the Association’s tax-exempt status under State and Federal law,  shall be null and void.