Bylaws of the California Community College
Datatel Users’ Group (3CDUG)
Table of Contents
ARTICLE I - Name
The name of this organization shall be the California Community College
Datatel Users’ Group, also known as 3CDUG.
[ top ]
ARTICLE II - Purpose
The purpose of this organization shall be:
- To provide a forum to discuss/share issues related to the implementation,
use, documentation, training, and enhancement of Datatel’s products.
- To develop partnerships and resource sharing.
- To share knowledge.
- To explore commonality among colleges.
- To develop advocacy to both the California Community College Chancellor’s
office and Datatel, Inc.
[ top ]
ARTICLE III - Membership
Section 1. Regular Member: The membership shall be open
and occur automatically to any person who is employed by a California
Community College that is a Datatel client.
Section 2. Auxiliary Member: For membership that does
not meet the requirements of a regular member, a formal request to join
is required. The request must come from a regular member and be forwarded
to the Chair for approval.
Section 3. The member’s obligation is to have
a cooperative spirit in all deliberations; to evaluate continuously any
activities which might involve the organization; to propose appropriate
action; and to communicate to the membership opinions on matters under
consideration.
Section 4. A member is automatically considered resigned
from the organization when that person no longer is employed by a California
Community College that is a Datatel client.
[ top ]
ARTICLE IV – Officers and Duties
Section 1. The Board of Directors of the organization
shall consist of fourteen members, one of which will be the Chair and
one will be the Vice-Chair. The other twelve members will represent functional
groups within the Datatel family of products. The functional groups represented
will be as follows:
- Student System
- Financial Aid
- Human Resources
- Financials
- Core & Mandated Reporting
- Technical
These members of the Board of Directors shall perform the duties prescribed
in these bylaws.
Section 2. The Chair shall preside at all meetings of
the organization and its Board of Directors meetings and shall be responsible
for the administration of the affairs of the organization. The Chair shall
appoint committees as necessary, sign all papers on behalf of the organization,
carry out assignments and instructions given by vote of the organization
and perform other such duties as customarily pertain to the office of
Chair.
Section 3. The Vice-Chair shall be responsible for taking,
maintaining, and distributing minutes of all meetings to the membership.
The Vice-Chair shall maintain a current membership list which shall be
distributed to the membership; be responsible for correspondence of the
organization; issue notices of meetings and agendas; shall organize the
annual elections; and shall perform other such duties as assigned by the
Chair or Board of Directors.
Section 4. The Functional Group officers shall be responsible
for preparing, coordinating, and reporting their respective tracks for
each meeting, as well as, other such duties as assigned by the Chair.
Each Functional Officer is responsible for sponsoring at least two sessions
at each conference.
Section 5. The Board of Directors shall be primarily
concerned with the furtherance of the goals and objectives of the organization.
[ top ]
ARTICLE V - Meetings
Section 1. Meetings shall be held as recommended by
the Board of Directors.
Section 2. All voting held at a meeting requires a quorum.
A quorum is defined by two-thirds of the member institutions. A member
institution is defined as a California Community College or District that
has a current, approved agreement with Datatel, Inc. If a District has
multiple approved agreements, each agreement counts as one institution
for the purpose of defining a quorum and voting.
Section 3. Persons or organizations not meeting membership
requirements may be invited to attend meetings by the Board of Directors.
[ top ]
ARTICLE VI - Standing Committees
Section 1. Standing or ad hoc committees may be appointed
or dissolved by the Board of Directors as deemed necessary for the work
of the organization.
Section 2. Each committee shall consist of at least
three members and shall serve until the conclusion of their appointment.
Each committee shall keep a record of its activities and shall submit
a written report at each meeting.
Section 3. There shall be an Election Committee composed
of three members composed of three members from different member institutions.
These members shall be appointed by the Board of Directors.
[ top ]
ARTICLE VII – Elections
Section 1. The Election Committee will be appointed
by the Board of Directors. The election process shall be organized and
directed by the Vice-Chair.
Section 2. Nominations: A call for nominations will
be announced via the 3CDUG list serve. Nominations shall be open for at
least 2 weeks. There shall be no nominations for the office of Chair.
The Vice-Chair will become the Chair at the end of the current Chair’s
term. Nominations for Vice-Chair are open to any regular member who has
had one-year membership in 3CDUG or similar Datatel Users Group. Nominations
for Functional Group officers are open to any regular member. There are
2 seats for each Functional Group.
Section 3. Terms: The term of office shall be two years,
with each seat from the Functional Groups alternating every other year.
No member shall hold more than one office at a time. A member may serve
on the Board until that member resigns from the Board, is no longer a
member of the organization, or is voted out of office.
Section 4. Vacancies: A vacancy in any office because
of death, resignation or disqualification may be filled by a majority
vote of the Board of Directors for the un-expired portion of the term.
Section 5. Elections: Balloting shall be done on-line
and tallied by the Election Committee. Results shall be presented to the
Board of Directors for verification and announced at the next conference.
Elections will be determined by a majority vote of the voting institutions.
[ top ]
ARTICLE VIII - Dissolution
Section 1. The organization known as the California
Community College Datatel Users Group may be dissolved on the recommendation
of the Board of Directors and with a two-thirds ratification of the institutions
of the organization.
Section 2. The announcement of the recommendation to
dissolve the organization must be made by the Board of Directors, in writing,
to the membership no less than sixty days prior to the dissolution.
[ top ]
ARTICLE IX - Parliamentary Authority
The rules contained in the current edition of Robert’s Rules of
Order, Newly Revised, shall govern the organization in all cases to which
they are applicable and in which they are not inconsistent with these
bylaws and any special rules of order the organization may adopt.
[ top ]
ARTICLE X - Amendments to the Bylaws
These bylaws can be amended at any regular meeting of the organization
by a two-thirds vote, provided the amendment has been submitted in writing
to the membership at least thirty days in advance of the meeting. A two-thirds
vote of the quorum is necessary to ratify the amendments.
[ top ]
ARTICLE XI - Association Responsibility
The organization supports Datatel’s practice of sharing information
about current and future products and services. This information, by its
nature and by each member organization’s licensing contract, is
proprietary and confidential to Datatel and embodies substantial and commercially
valuable trade secrets of Datatel. This information, when shared with
the members, shall be considered available for use by and within member
organizations. The proprietary and confidential information will not be
disclosed to any third party without the prior written consent of Datatel,
and upon such terms and conditions as Datatel requires. In addition, any
such proprietary and confidential information of Datatel disclosed to
member organizations shall be clearly marked with an appropriate legend
identifying it as Datatel’s proprietary and confidential information.
[ top ]
ARTICLE XII - Vendor Relationships
The organization supports third-party software vendors who have a working
relationship with a member college. To share information regarding the
functionality of a third-party vendor product and service, the organization
requires that the information be presented to the membership from the
perspective of its use by the member college. No vendor shall be allowed
to present current and future products and services without being sponsored
by a member college.
[ top ]
Adopted on: 2/26/1998
Revised & Adopted: 10/10/2002
Revised & Adopted: 04/24/2003
Revised & Adopted:07/19/2006
|
