NYSWCAA Bylaws

Article I

Membership

Section 1.		Qualifications
	a.	Membership in the New York State Women's Collegiate Athletic Association shall be by college or university.
	b.	Membership is contingent upon the payment of dues as hereinafter provided.

Section 2.		Classes and Rights
	a.	Active Membership shall be granted to any accredited four year institution in New York State which conducts one or more varsity programs for women in accord with the definitions contained in Article I, Section 3, and abides by the purposes and policies of the Association. The institutions must also be an active member of the NCAA and eligible for Division III Championship. Having attained membership, the college or university automatically becomes entitled to a seat on each of the Sport Committees which has been declared as a varsity sport in this program. The representative of an active member institution shall be a full or part time faculty or staff member, and shall be entitled to voting privileges in meetings of the Representative Assembly.

Section 3.		Definition of Varsity
	a.	Varsity: A sport team from an institution meets the definition of Varsity when:
		1.	The members are selected on the basis of interest and skill and represent the most highly skilled team sponsored by the institution.
		2.	The team is coached by a qualified adult who shall be known as the head coach.
		3.	The team is under the jurisdiction of the intercollegiate athletic department.
		4.	The team practices together regularly.
		5.	The team competes in at least three scheduled intercollegiate games or contests.
		6.	Each institution may have only one varsity team per sport. Any other team is considered to be a junior varsity team.
	b.	Junior Varsity: A sport team meets the definition of Junior Varsity when:
		1.	The members fulfill each of the qualifications for Varsity but that which relates to "the most highly skilled team" (see Article I, Section 3, a.( I ).
	c.	Only Varsity teams are eligible for NYSWCAA Championship events.

Section 4.		Termination and Reinstatement
	a.	The membership of any member institution shall automatically terminate upon failure to pay dues by the deadline fixed in Article V.
	b.	The membership of any institution may be terminated through the grievance procedure (see Article VI. Section 2).

Article II

Governing Authority

Section 1.		Executive Council
	a.	Composition
		The Executive Council shall consist of eight (8) elected officers who shall direct the business operations of the New York State Women's Collegiate Athletic Association. The eight (8) officers of the Executive Council shall be President, Vice President, President Elect (non-voting), Treasurer, and Sport Coordinators. The Executive Director is an ex-officio member without a vote.
	b.	Election and Terms of Office
		1.	The officers shall be elected by the members of the Representative Assembly.
		2.	All officers shall be elected by a majority vote of the members voting.
		3.	Any faculty or staff member of an active member institution is eligible to become a voting member of the Executive Council.
		4.	A person holding any one of the following positions may not run for another office if the election to such office would result in overlapping terms of office: Executive Council Members, and Sport Chairperson.
		5.	Each member of the Executive Council shall serve for two years or until her successor has been elected. The position of President Elect is a one year term. Election of Council members shall be staggered as follows:
			Even Years: President, Treasurer, Sport Coordinator I.
			Odd Years: Vice President, President Elect, Sport Coordinator II, Sport Coordinator III.
		6.	Each officer shall take office at the beginning of the fiscal year on June 1.
		7.	A vacancy in any office due to the death, resignation or removal may be filled by the President with the approval of the Executive Council for the unexpired portion of that term except that a vacancy in the office of President shall be filled by the President Elect.
		8.	An individual elected to an office may be removed from office upon recommendation of the Executive Council and a majority vote of the Representative Assembly.

Section 2.		Representative Assembly
	a.	Composition
		1.	The Representative Assembly is composed of voting representatives from all active member institutions and the elected officers of the Association.
		2.	Voting representatives are designated on initial application form.
	b.	Duties
		Active membership in the Association includes the following responsibilities:
		1.	Election of officers of the Association.
		2.	Determination of amount of dues and designation of date for payment of said dues.
		3.	Participation in the Association at the Sport Committee level.
		4.	Action on proposed amendments to the Constitution, Bylaws and Major Policies.
		5.	Serving as the institution's representative by attending meetings, disbursing information received from the Association to intercollegiate coaches and other interested personnel in the institution, and to further the Association in whatever way possible.
		6.	Serving as liaison by being involved in planning for and being present at any championship hosted by the voting representative's institution.

Section 3.		Executive Director
		The duties of the Executive Director shall be:
	a.	To serve as the administrative officer of the Association, reporting to the membership body through the Executive Council and the President. Administer the day-to-day routine of NYSWCAA.
	b.	Promote the Association. This may include soliciting sponsors and other fund raising.
	c.	In the absence of an Executive Director, the President shall delegate those duties to the Executive Council.

Article III

Meeting and Voting of the Association

Section 1.		Meetings
	a.	There shall be one annual meeting of the Representative Assembly.
	b.	If, in the opinion of the Executive Council, an issue arises which needs a decision by the membership prior to the next annual meeting, a vote may be taken by mail ballot. The proposal shall be received by the members of the Representative Assembly thirty days preceding the mail vote deadline.
	c.	A return of 30% of the mail ballots shall constitute a legal return. A majority vote of the return shall decide the vote.

Section 2.		Voting
	a.	A quorum shall be defined as a majority of the Representative Assembly. Any fraction of a number shall be carried to the next number. In the event that a quorum is not present, business shall proceed. Actions taken will be reported to members not present. There shall be a thirty-day period, subsequent to mailing, in which to register disapproval. If two-thirds (2/3) or more of the non-present members disapprove of any specific action, that action shall be rescinded.
	b.	A simple majority vote at the Representative Assembly shall be necessary to carry a motion for all items of business not otherwise specified in the Bylaws. Each active member institution is entitled to cast one (1) vote.
	c.	Proxy
		1.	In the event the Voting Representative of an active member institution is unable to attend a Representative Assembly meeting, an individual from the same institution or another active member institution may be designated as the proxy for that institution (see Appendix 4).
		2.	The institution requesting the services of a proxy shall obtain the consent of the proxy before the meeting.
		3.	An institution may hold one proxy vote of another institution for any one meeting. No individual may hold more than two votes. The names of all proxies shall be submitted to the secretary before the meeting is called to order.

Article IV

Administrative Responsibilities of the Executive Council and Executive Director

Section 1.		General Functions
		The business of the Executive Council shall be conducted at meetings called by the President. Action shall be taken only when a quorum of at least five (5) Council Members is present. In the event of a vacancy in any office due to death, resignation or removal, quorum of two-thirds (2/3) of the Council Members shall be required to conduct business. A majority vote shall determine all votes taken by the Council. Each Council Member shall be entitled to one (1) vote. The President shall vote in all matters. Each elected officer shall be entitled to one (1) vote in the Representative Assembly. The Executive Council shall have the power to direct the affairs of the Association and carry on any functions which may be delegated to it by the Representative Assembly. The Council shall:
	a.	Maintain, interpret, and implement the purposes, policies, and provisions of the Association as stated in the Handbook.
	b.	Compose, declare, and publish statements designed to make known the purposes and functions of the Association.
	c.	Seek a working relationship with other existing organizations which deal with sports competition for women.
	d.	Review proposals, receive reports, and coordinate programs carried on by the Sport Committees.
	e.	Issue relevant instructions and information to the membership.
	f.	Approve the operating policies and procedures of the Sport Committees.
	g.	Designate a representative to attend each championship event. The purpose will be to assist the championship director in the presentation of awards, conveying a welcome to participants and serving as a liaison between the participants, coaches, spectators, and the Association.

Section 2.		Duties of Officers and Executive Director
	a.	The duties of the President shall be:
		1.	To assume the responsibility for directing the general business of the Association.
		2.	To conduct and preside at all meetings of the Executive Council, meetings of the Association, and to present an annual report to the Representative Assembly.
		3.	To appoint Standing Committees and Ad Hoc Committees with the approval of the Executive Council.
		4.	To appoint, with the approval of the Executive Council, individuals to complete any unexpired term of office which may occur anywhere within the Association.
		5.	To act as liaison with other organizations.
		6.	To interpret the Constitution, Bylaws, and Policies and Procedures of the Association.
		7.	To review and make recommendations for the continual updating of the Constitution, Bylaws, and Policies and Procedures of the Association.
	b.	The duties of the Vice President shall be:
		1.	To preside at the meetings of the Executive Council and the Representative Assembly in the absence of the President.
		2.	To help the Executive Director make arrangements for Executive Council meetings, the Annual Meeting, the Scholar-Athlete Banquet, and other meetings of the Association.
		3.	To serve as the liaison between the Executive Council and Standing Committees and Ad Hoc Committees.
		4.	To serve as Chair of the Scholar-Athlete Committee.
		5.	To preside over the annual meeting of the Sport Coordinators and the Sport Chairpersons.
	c.	The duties of the Treasurer shall be:
		1.	To receive all monies of the Association and to make such disbursements as are approved by the Executive Council.
		2.	To send out dues reminders, applications for renewal of membership, and coaches' rosters.
		3.	To receive budget requests and prepare the annual budget for the Executive Council.
		4.	To present a financial report at each Executive Council meeting and at the Representative Assembly.
		5.	To arrange for an audit of the financial records of the Association at the end of each fiscal year.
		6.	To receive, approve, record and to send to the Membership Chairperson all applications for membership and all coaches' rosters.
		7.	To notify the Executive Director of member institutions who have been granted waivers and to alert the Executive Director to institutions delinquent in payment of fees and fines.
		8.	To monitor interest bearing account(s) in which reserve funds are kept.
	d.	The Sport Coordinators shall:
		1.	Coordinate the activities and programs of each of the Sports Committees.
		2.	Receive two months prior to the Annual Meeting from each Sport Chairperson a budget for the new fiscal year.
		3.	Approve all workshops, clinics, and special events sponsored by a Sport Committee.
		4.	Approve budget requests for all workshop and clinics sponsored by a Sport Committee prior to the proposed workshop or clinic.
		5.	Receive copies within three (3) weeks of Sport Committee meetings of all pertinent correspondence from each Sport Committee.
		6.	Recommend and submit any changes in a Sport Committee's Operating Code to the Executive Council.
		7.	Recommend to the Executive Council proposals for the inclusion of new Sport Committees.
		8.	Conduct at least one meeting of the Sport Chairpersons each year.
	e.	The duties of the Executive Director shall be:
		1.	To serve as the Administrative Officer of the association.
		2.	To take and distribute the minutes of the Executive Council meetings and Representative Assembly meetings.
		3.	To prepare, print, and distribute the Handbook, directory, championship letter of intent, championship financial report, and other appropriate forms.
		4.	To serve as the association’s liaison with other athletic organizations and conferences.
		5.	To serve as a resource person for the council, committees, and membership.
		6.	To act as archivist.
		7.	To purchase and distribute awards.
		8.	To deal with all Ethics and Eligibility complaints and violations.
		9.	To seek revenue through grants, sponsorships, donations, discounts, etc.
		10.	To make arrangements for the Annual Meetings and Executive Council meetings.
	f.	The duties of the President Elect shall be:
		1.	To succeed the President for the unexpired term of office in the event that the President is unable to complete such term of office.
		2.	To prepare for the transition to the office of President the following year.

Article V

Dues and the Fiscal Year

Section 1.
		The dues for active membership in this Association shall be payable to the Treasurer by the date established by the Representative Assembly. Note: For each academic year, the dues must be paid by the proceeding 15th of May. (For example, for 1987-88, the date is May 15, 1987.)

Section 2.
		The dues for Affiliate Membership in this organization shall be 50% of the active membership dues, payable to the Treasurer by the date established by the Representative Assembly.

Section 3.
		The dues shall be a flat rate of $600.00. Effective for the fiscal year 2002-2003.

Section 4.
		The fiscal year shall be from June 1 to May 31.

Article VI

Standing Committees

Section 1.		Nominating Committee
	a.	Membership
		The Nominating Committee shall consist of a chair and one member appointed by the President with the approval of the Executive Council.
	b.	Terms of Membership
		Committee members shall be appointed annually.
	c.	Duties
		This committee shall present to the membership a slate of candidates for election to offices on the Executive Council.
	d.	The chair shall notify all candidates concerning the results of the election.

Section 2.		Service Award Committee
	a.	Membership
		The Service Award Committee shall consist of a chairperson and two members appointed by the President with the approval of the Executive Council.
	b.	Terms of Membership
		Committee members shall be appointed annually.

Section 3.		Scholar-Athlete of the Year Recognition Committee
	a.	Membership
		This committee shall consist of a representative group from the following areas: 1) Executive Council, 2) coaches, 3) Sports Information Directors and 4) voting representatives. The Vice President shall serve as chair. Committee members shall be appointed annually by the President with the approval of the Executive Council.
	b.	Term of Membership
		Committee members may be reappointed.
	c.	Duties
		1.	This committee shall solicit recommendations of candidates for recognition of Scholar- Athlete of the Year. Not more than ten finalists may be selected.
		2.	A report shall be submitted at the annual representative assembly meeting.
		3.	The finalists must be recognized at a specified time to be determined by the Executive Council.

Article VII

Ad Hoc Committees

Section 1.
		The President and/or the executive Council shall have the authority to form Special Committees as deemed necessary.

Section 2.
		The Chairperson and members of the Committee shall be determined by the President with the approval of the Executive Council.

Section 3.
		The duties of the Committee shall be directed by the President with the approval of the Executive Council. In any event, all special committees shall dissolve upon expiration of the term of office of the President during whose term the committee was authorized. However, this shall not preclude the subsequent creation of a Special Committee having the same or similar areas of responsibility.

Article VIII

Violations and Complaints

Section 1.
		When an active member has a complaint arising from programs or competition involving NYSWCAA active members, procedures for filing a complaint dealing with seasonal competition and championship competition, listed in the Policies and Procedures, shall be followed.

Section 2.
		When an official body of the NYSWCAA has a complaint arising from ethical misconduct or incompetence involving NYSWCAA members, procedures for filing a complaint listed in the Policies and Procedures, shall be followed.

Penalties

Section 3.
		If the review process detailed in the Policies and Procedures supports a complaint, the following order of possible actions may be employed by the Executive Director and a full report filed with the NYSWCAA President:
	a.	Complaints by active members
		1.	Letters of reprimand to the coach (if involved), Athletic Director, Voting Representative, and President of NYSWCAA.
		2.	Letter of reprimand to those listed in (1) plus the institution's President.
		3.	Letter of reprimand to the institution distributed to the NYSWCAA membership as well as the institution's personnel listed in (1) and (2). Subsequent penalties shall include notification to the parties listed in (3) above.
		4.	Exclusion of violating member for one calendar year from the time of penalty in NYSWCAA qualifying events and championships and from voting on Sport Committee.
		5.	Exclusion of violating member for one calendar year from the time of penalty in NYSWCAA qualifying events and championships and from voting on Sport Committees in all sports.
		6.	Withdrawal of all voting privileges, opportunities from committee service, as well as exclusion from NYSWCAA qualifying and championship events for a designated time.
	b.	Complaints by official body
		1.	Letter of reprimand to the individual or group involved, Athletic Director, Voting Representative, and the President of NYSWCAA.
		2.	Letter of reprimand to those listed in (1) plus the University President.
		3.	Letter of reprimand to the institution distributed to the NYSWCAA membership as well as the university personnel listed in (1) and (2) above.

Appeals

Section 4.
	a.	All appeals whether initiated by an individual person, institution or official body of NYSWCAA will be handled as listed in this section.
	b.	Appeals to the Executive Director must be based upon new evidence.
	c.	Appeals based on questionable interpretations by the Executive Director shall be directed either to the Executive Council or Representative Assembly and shall be final and binding.
	d.	The decisions rendered by either the Executive Council or Representative Assembly shall be final and binding.
	e.	In order for an appeal to be accepted it must be filed no later than 14 days from the "date of delivery" on the original return receipt (for the letter regarding the penalty).

Article IX

Sport Committees

		The business and operations for competition in each of the represented sports shall be conducted by a Sport Committee. Each Sport Committee shall be made up of head coaches of varsity teams. Assistant coaches or coaches of junior varsity teams may attend Sport Committee meetings but shall not hold office.

Section 1.		Officers
		Each Sport Committee shall elect two (2) officers, Sport Chairperson, and Secretary/Treasurer.
	a.	Election and Terms of Office
		1.	Each officer shall serve for two years or until a successor has been elected. The terms of her office shall be staggered so that each officer is elected in alternating years. This election shall occur prior to the Annual Spring Meeting. In the event of a newly formed Sport Committee, the first Sport Chairperson shall be elected for a three (3) year term. The officers shall take office on June 1st.
		2.	Elected Sport Committee officers may succeed themselves one time.
		3.	In the event an officer cannot complete a term of office, the Executive Council shall appoint a member from the same Sport Committee to complete the unexpired term of office.
		4.	An individual elected to an office may be removed from office upon recommendation of the Executive Council and a majority vote of the Sport Committee members.
	b.	Duties of Officers
		1.	The duties of the Sport Chairperson shall be:
			a.	To provide leadership and direction for the particular sport.
			b.	To submit notification of meeting dates and agendas to members of the Sport Committee.
			c.	To preside at all meetings of the Sport Committee.
			d.	To submit to the appropriate Sport Coordinator two weeks prior to the Spring Executive Council Meeting an updated copy of the Sport Committee Operating Code with any and all changes as it should be published in the Handbook.
			e.	To inform the Executive Council, through the Sport Coordinator of all workshops, clinics and other events sponsored by the Sport Committee.
			f.	To secure bids for championship sites for the upcoming academic year by the Annual Meeting.
			g.	To submit, at the completion of each college year, and in cooperation with the Secretary, a report of the Sport Committee activities during the year.
			h.	To pass on Sport Committee materials, including The Handbook, to successor.
		2.	The duties of the Secretary/Treasurer shall be:
			a.	To record and distribute minutes of the Sport Committee meeting to the Sport Committee members, Voting Representatives of that particular sport, Executive Council, and Executive Director within three weeks of the meeting.
			b.	To conduct correspondence of the Sport Committee.
			c.	To keep an accurate record of Sport Committee financial transactions and to submit an annual treasurer's report to the Treasurer of the Executive Council.
			d.	To pass on committee materials to successor.

Section 2.		Meeting and Voting
	a.	At any Sport Committee meeting, each active member of a Sport Committee shall be entitled to discuss, make motions, and vote on matters pertaining to the specific sport. Assistant coaches or coaches of junior varsity teams attending Sport Committee meetings may speak on items and issues, and may serve on committees in that sport. They may not, however, make motions or vote. The chairperson shall vote in all matters.
	b.	Each Sport Committee shall meet whenever the Sport Chairperson determines the necessity for such meetings. However, each Sport Committee shall meet at least once each calendar year.
	c.	A quorum shall be defined as 20% of the membership of the Committee.

Section 3.		Responsibilities
	a.	Each Sport Committee shall formulate the specific policies and procedures for the conduct of competition in its own sport. Such policies and procedures shall be submitted to the Executive Council for approval.
	b.	Each Sport Committee shall have the power to design and conduct any event, contest, series of contests, workshops, or any activity deemed to be in the interest of furthering the development of the sport. All proposals shall be submitted to the appropriate Sport Coordinator for approval by the Executive Council.
	c.	Each Sport Committee shall operate with funds approved by the Executive Council.
	d.	Sport Committees shall have a grievance Committee to handle problems and complaints related to the specific sport during seasonal and championship competition. After a complete investigation by the Sport Grievance Committee, unresolved problems may be referred to the E & E Committee. Grievance Committee decisions must be reported in writing to the E & E Committee.

Section 4.		Formulation of New Sport Committees
		New Sport Committees may be formed by the a Sport Coordinator with the approval of the Executive Council when five or more member schools have varsity teams in a particular sport.

Article X

Fundamental Policies

		All competition shall be governed by the NYSWCAA Handbook.

Article XI

Parliamentary Authority

		The rules contained in the most recent edition of Robert's Rules of Order shall govern NYSWCAA in all cases in which they are applicable and in which they are not inconsistent with NYSWCAA Constitution or Bylaws.

Article XII

Amendments

Section 1.
		Amendments to the Bylaws may be proposed by the Executive Council or by 15% of the Representative Assembly.

Section 2.
		For an amendment to be voted upon it must be submitted in writing to the members of the Representative Assembly at least thirty days prior to the vote.

Section 3.
		The proposed amendment shall be adopted upon receiving a majority vote of the members present at the Representative Assembly at a special membership meeting or by mail ballot. A return of 30% of the mail ballots shall constitute a legal return. A majority vote of the return shall decide the vote.

Section 4.
		All changes in these Bylaws shall go into effect immediately upon adoption unless otherwise specified.

New York State Women's Collegiate Athletic Association Bylaws

New York State Women's
Collegiate Athletic Association

Bylaws