Article i. Name and Acronym
The name of this association shall be the Georgia Tech Academic Advisors Network. The official acronym of this association shall be GTAAN.
Article ii. Purpose
GTAAN was created as means of improving and guiding the delivery of advising services at The Georgia Institute of Technology. A primary goal is to provide academic advisors professional development, peer support, and ultimately building a network of resources to enhance student success in college. Equally important is the communication with the larger university community.
Article iii. Membership
All Georgia Tech employees in the role of academic advisor to Georgia Tech students shall be full members of GTAAN. Full members can vote and run for office. The GTAAN Election Committee will oversee the election process. Voting can be held in a manner deemed appropriate by the committee (e.g., in person, electronically). A majority of members participating is necessary for a vote to be official.
Liaisons shall be associate members of GTAAN. Associate members cannot vote or run for an office. However, their input is very desirable and they are welcome to serve on committees as well as chair committees.
Article iv. Affiliation
GTAAN is affiliated with the office of the Vice-Provost for Undergraduate and Graduate Studies. GTAAN will also be affiliated with the National Academic Advising Association (NACADA).
Article v. Meetings of Membership
The membership shall meet monthly at scheduled times as determined by the calendar devised by the Executive Board. It shall be the responsibility of the Vice President of Records to draft and prepare minutes and record official sessions of GTAAN. Special interest meetings of the membership shall be held with the approval of the Executive Committee. The President is responsible for the preparation of the agenda with the advice and approval of the Executive Board. Full members and associate members shall submit agenda items to the Executive Board in advance of the meeting.
The Executive Board shall meet once a month prior to the full GTAAN meeting. Meetings shall be run in general accordance with the Robert's Rule of Order (see Appendix A).
Article vi. Officers
The Executive Board of GTAAN shall be comprised of the President, Vice President of Programs, Vice President of Records, Vice President of Communications, Vice President of Assessment, the committee chairs and the Director of Undergraduate Studies from the Vice-Provost of Undergraduate and Graduate Studies office. The GTAAN President and Vice Presidents shall be elected by a plurality of the voting members by official ballot. All positions are for a one-year term. Elections will be held in the spring semester. Newly elected officers begin serving on July 1. An officer may not serve in the same role for more than two years consecutively. Candidates for the position of President must have served on the Executive Board for at least one year previously. Chair of the Executive Board shall be the President of GTAAN.
In the absence of the President: In the event that the President of GTAAN can no longer fulfill his or her duties, the remaining members of the Executive Board must elect a new President from its (the Board's) existing members. Voting will be held in a manner deemed appropriate by the remaining members of the Executive Board and presented to the GTAAN membership.
In the absence of a Vice President: In the event that a Vice President can no longer fulfill his or her duties, the remaining members of the Executive Board will fill the vacated position by appointing a committee head or a GTAAN member at large.
Responsible for running the general GTAAN meetings. Provides the agenda for and facilitates officers' meetings to plan and discuss upcoming projects and events; involves members in committees and delegates responsibilities and oversees the Professional Certificate program (see Appendix B). Keeps lists of objectives, and establishes regular meeting times for GTAAN. Assists in program planning and represents GTAAN when the occasion arises. Assists in maintaining up-to-date information on the GTAAN website. Provides orientation and turns over all materials to successor.
B. Vice President of Programs
Responsible for coordinating plans and executes the programs for monthly GTAAN general meetings. Provides orientation and turns over all materials to successor.
C. Vice President of Records
Responsible for records and distributes minutes of each GTAAN meeting (both general and executive). Helps with maintaining the By-Laws, Records of Attendance, Advisor Handbook, and GTAAN e-mail distribution list. Provides orientation and turns over all materials to successor.
D. Vice President Communications
Responsible for university communications including announcements and reminders of GTAAN meetings, and for getting updated information and changes to GTAAN website. Helps with maintaining the By-Laws, Advisor Handbook, and GTAAN e-mail distribution list. Provides orientation and turns over all materials to successor.
F. Vice President Assessment
Responsible for understanding the needs and best practices of our advisors on campus. At each monthly GTAAN meeting the Vice President of Assessment conducts a survey focusing on a topic of importance to all advisors. To enhance the quality of advising across campus, the previous month's survey results are announced at the following month's GTAAN meeting. Results are also posted on the GTAAN website. Provides orientation and turns over all materials to successor.
E. The Facilitator
Will be a member of Undergraduate Studies, specifically, the Director of Undergraduate Studies. The Facilitator is responsible for assisting and enabling undergraduate academic advising, serves as the liaison between GTAAN and the office of the Vice Provost for Undergraduate and Graduate Studies, provides general support and input, maintains the listserve and coordinates GTAAN elections.
Article vii. Committees
All committees shall be ad hoc and, as such, be formed by GTAAN active membership when such need arises.
The chair of each committee shall be chosen by vote, by appointment of the active membership, or by the Executive Board of GTAAN. Chair positions are for one year unless committee is dissolved before a one-year period. Members may not serve more than two consecutive years as a chair, but may remain members of the committee. Liaisons shall be allowed to serve as chairs.
Interested volunteers, including associate members (liaisons), shall make up the membership of the committees. All committees will be reviewed annually by the Executive Board and Facilitator to determine if the needs of the committee have been met and determine if the committee will continue into the next year.
All activities of the committees must be approved by a majority vote of the Executive Board.
Article viii. Amendments
Any amendment to the by-laws of GTAAN must be ratified by a majority vote of the active membership. Voting can be held in a manner deemed appropriate by the Executive Board (e.g., in person, electronically).