COLLEGE PERSONNEL ASSOCIATION OF KENTUCKY
BY-LAWS

ARTICLE I Name and Purposes

Section 1. Name. The name of this Association shall be the College Personnel Association of Kentucky (CPAK).

Section 2. Use of Name. The name of this organization shall be employed in connection with official business and activities of the Association. The name of this organization shall not be used by individuals, organizations, or agencies without the approval of the Executive Council.

Section 3. Mission. The College Personnel Association of Kentucky, a chapter of the American College Personnel Association, College Educators International, is committed to the education and development of professionals in higher education who support and foster college student learning throughout the state of Kentucky.

Section 4. Purposes and Values.

a. Professional Development: CPAK will offer exemplary, innovative, comprehensive professional development, based on the professional competencies as well as emerging issues and trends in higher education will provide enhanced student service and foster student learning and development. a. Career Development: CPAK will enhance opportunities for its members to make intentional and informed career transitions and advancements to best lead their constituents and the profession.

b. Equity and Inclusion: CPAK will advance social justice, equity, and inclusion across higher education in the state of Kentucky.

c. Research and Scholarship: CPAK will lead the student affairs profession in the state of Kentucky in the generation and timely provision of cutting edge research and practice-related professional development resources.

d. Association Performance and Excellence: CPAK will invest in the Association’s resources, business processes, and workforce to ensure growth and performance improvement in higher education in the state of Kentucky.

e. Membership, Recruitment, and Retention: Current members will be actively supported in their engagement with CPAK. New members will be identified and recruited. Leadership roles will be identified and new membership opportunities will be developed to allow for the continued growth of CPAK.

Section 5. Affiliation. Established in 1976, the College Personnel Association of Kentucky is a state chapter of the ACPA – College Student Educators International.

Section 6. Autonomy. The Association shall be autonomous in the conduct of its business and activities consistent with the Constitution and By-laws of the ACPA – College Student Educators International.

ARTICLE II Membership and Dues

Section 1. Equity and Inclusion.

a. Non-Discrimination Statement. CPAK does not discriminate on the basis of race, color, national origin, religion, gender, age, veteran status, sexual orientation, or disability in any of its policies, procedures, or practices. This non-discrimination policy covers membership and access to CPAK programs and activities including but not limited to publications, workshops, committees, and conferences.


b. Title IX Statement. CPAK will not tolerate any form of sexual misconduct, which includes, but is not limited to, sexual harassment, non-consensual sexual contact, non-consensual sexual intercourse, sexual exploitation, rape or retaliation arising out of any of the above acts.


c. Affirmative Action Statement. The College Personnel Association of Kentucky endorses and applies to its operation the affirmative action statement of the ACPA – College Student Educators International. (See attached CPAK statement)

Section 2. Professional Membership. Any person engaged in or interested in higher education endeavors in the state of Kentucky (or surrounding areas, i.e. Indiana, Tennessee), including administration, counseling, teaching, research, or service is eligible for membership. A professional member shall be eligible to vote on all matters of the organization, upon payment of professional dues to the Association.

Section 3. Student Membership. Any person who is attending an institution of post-secondary education and is not employed full-time by an institution during the current academic year is eligible for student membership. A student member shall be eligible to vote on all matters of the organization, upon payment of student dues to the Association.

Section 4. Dues. Each member shall pay the annual membership fees of either CPAK or ACPA-College Student Educators International. Members can elect to pay dues as full ACPA members, or as state chapter members. Each ACPA/CPAK member will be required to pay an additional conference fee to register for the conference. However, members are not required to attend the conference, or any professional development opportunities offered by CPAK or ACPA. If an individual chooses not to register for the conference, but wants to still be a member of CPAK, they must still pay the membership fee for either CPAK or ACPA-College Student Educators International. Student membership fees will be determined by ACPA-College Student Educators International while student conference rates will be determined by the Executive Council. For a member to be in good standing with the organization, they must have paid dues prior to the one-year anniversary of their membership with ACPA-College Student Educators International.

Section 5. Rights and Privileges. All members in good standing may attend conferences and meetings, shall have voting privileges, may serve as elected officers of the organization, and may serve on committees of the Association.

ARTICLE III Executive Council Members

Section 1. Officers. The executive council of the Association shall be a president, president-elect, past president, administration coordinator, administration coordinator-elect, conference chair, conference chair-elect, professional development coordinator, graduate student representative, faculty representative, eastern Kentucky regional representative, western Kentucky regional representative, northern Kentucky regional representative, central Kentucky regional representative, coordinator for equity and inclusion, coordinator for development and fundraising, coordinator-elect for development and fundraising, and NASPA KY state director.

Section 2. Qualifications. Each executive council member shall be a member in good standing in the College Personnel Association of Kentucky. All officers, like all members, shall also be dues-paying members of the College Personnel Association of Kentucky through either state-chapter or ACPA memberships. ACPA membership shall be required of the President-Elect, President, Past-President, Administration Coordinator, Administration Coordinator-Elect, Conference Coordinator, and the Conference Coordinator-Elect.

Section 3. Terms of Office. Elections will follow the annual conference and officers shall serve for a term of one year (unless otherwise noted below in Section 6), denying any member to serve in the same office for more than two consecutive terms.

Section 4. Election of Executive Council Members. Following the annual business meeting of the Association, the past-president shall begin procedures for the nomination of executive council members by requesting nominations from the membership. The past-president shall prepare a ballot with voting instructions for each office to be filled, and distribute it to all members in good standing. Executive council members shall be elected by plurality vote (i.e., candidate with the most votes).

Section 5. Vacancies. If the office of president becomes vacant, the president-elect shall assume the presidency. If a vacancy should occur in any Executive Council position other than president, the Executive Council shall solicit viable replacements, vote together and then appoint a person from the Association membership to serve the remainder of the term of office.

Section 6. Duties.

a. President. The president is the chief elected officer of the Association; presides at all state meetings of the Association, chairs and presides at meetings of the Executive Council, appoints all committee chairpersons, serves as an ex-officio member of all committees, and is the primary liaison with the ACPA – College Student Educators International for state chapter related matters. The president shall be a member of ACPA – College Student Educators International and, at the beginning of the president’s term, will make every effort to attend the ACPA – College Student Educators International national conference and summer ACPA – College Student Educators International Institute for State Division leaders as institutional funding permits, in accordance with ACPA – College Student Educators International relationship duties. The president shall automatically become past-president in the year following their one-year term of office.

b. President-Elect. The president-elect shall, in the absence of the president, act as president at all business meetings of the Association and at all Executive Council meetings, and otherwise substitute for the president in the discharge of official duties. The president-elect shall serve as a co-chairperson of the Annual Conference Committee and shall seek to generate a profit to be used for other CPAK projects through conference income. The president-elect shall succeed to the office of presidency when the term as president-elect is completed. The president-elect shall be a member of ACPA and shall attend the annual ACPA spring conference meetings for State Division leaders, in accordance with ACPA relationship duties. This position involves a three-year commitment (president-elect, acting president, and then past-president).

c. Past-President. The past-president shall serve as an advisor to the president and as a member of the Executive Council. The past-president shall serve as chair of the Nomination and Election process for officers and Executive Council members and shall also coordinate the annual awards process. This is a one-year commitment.

d. Administration Coordinator. The administration coordinator shall have signature authority for the CPAK account. The administration coordinator shall draft the budget, and shall make financial reports to the Association at its annual business meeting and all meetings of the Executive Council. Reports to the Executive Council shall include documentation of all accounts of the Association. The administration coordinator shall record and maintain minutes of all meetings of the Association and of the Executive Council, and shall transmit said minutes in writing to the Executive Council members. The administration coordinator shall be responsible for maintaining the Association archives, maintaining the member database, developing and monitoring a listserv, new member recruitment, proposing changes to the fee structure, revision of the CPAK By-Laws, development of Association awards, Affirmative Action Statement and goals, and other membership-related duties. This is a one-year commitment.

e. Administration Coordinator-Elect. The administration coordinator-elect will assist the administration coordinator in all their duties. Additionally, the administration coordinator-elect shall be responsible for website revision and maintenance in consultation with ACPA, for maintaining an active presence for the Association on established social media platforms, for soliciting sponsorships for Association activities, and for developing marketing strategies and materials for all Association initiatives. The administration coordinator-elect will succeed to the administration coordinator when the administration coordinator-elect term is completed. This position is a two-year commitment with one year as administration coordinator-elect; one year as administration coordinator.

f. Conference Chair. This position involves oversight of all aspects of conference planning, including registration, sessions, workshops, space reservations and logistics, hotel arrangements, PR and publications. The conference chair will work with the president-elect to communicate with the Executive Council for budget and programming approval. This is a one-year commitment.

g. Conference Chair-Elect. This position will involve shadowing and assisting the conference chair. The chair-elect will coordinate selection of, and communication with, the conference committee in consultation with the conference chair. This position will involve a two-year commitment with the second year as conference chair.

h. Professional Development Coordinator. The Professional Development Coordinator shall chair the Professional Development Committee and shall be responsible for the development and implementation of professional development events outside of the annual meeting in consultation with the regional representatives. The Professional Development Coordinator shall be responsible for assisting the Graduate Student and Faculty Representatives regarding a periodic professional publication/journal, job and internship listings, graduate mentor program, and also encourage the participation of undergraduate students in CPAK and other professional development opportunities. This position is a two-year commitment.

i. Graduate Student Representative. The Graduate Student Representative shall work with the Faculty Representative and the Professional Development Coordinator and shall be responsible for the recruitment of graduate students and new professionals, coordination of activities related to graduate students, assist with the Careers in Student Affairs program, and other opportunities for graduate students and new professionals in the field. This position is a one-year commitment and must be a graduate student.

j. Faculty Representative. The Faculty Representative shall work with the Graduate Student Representative and the Professional Development Coordinator and shall be responsible for the recruitment of graduate students and new professionals, the Careers in Student Affairs program, Graduate Student Institute for prospective graduate students, and other opportunities for graduate students, new professionals, and graduate faculty in the field. This position is a one-year commitment.

k. Eastern Kentucky Regional Representative: This position will represent the eastern Kentucky institutions and their interest in the Executive Council. To achieve this, the representative will make contact with each institution in their region quarterly. They will promote opportunities for members in their region to engage with CPAK and ACPA, and will update the membership list for their respective region at least once. This position shall serve on the professional development committee and will provide one physical event in the region, such as a town hall or interest event. The representatives are responsible for achieving membership goals as defined by the Presidential leadership. This position is a one-year commitment.

l. Western Kentucky Regional Representative: This position will represent the western Kentucky institutions and their interest in the Executive Council. To achieve this, the representative will make contact with each institution in their region quarterly. They will promote opportunities for members in their region to engage with CPAK and ACPA, and will update the membership list for their respective region at least once. This position shall serve on the professional development committee and will provide one physical event in the region, such as a town hall or interest event. The representatives are responsible for achieving membership goals as defined by the Presidential leadership. This position is a one-year commitment.

m. Northern Kentucky Regional Representative: This position will represent the northern Kentucky institutions and their interest in the Executive Council. To achieve this, the representative will make contact with each institution in their region quarterly. They will promote opportunities for members in their region to engage with CPAK and ACPA, and will update the membership list for their respective region at least once. This position shall serve on the professional development committee and will provide one physical event in the region, such as a town hall or interest event. The representatives are responsible for achieving membership goals as defined by the Presidential leadership. This position is a one-year commitment.

n. Central Kentucky Regional Representative: This position will represent the central Kentucky institutions and their interest in the Executive Council. To achieve this, the representative will make contact with each institution in their region quarterly. They will promote opportunities for members in their region to engage with CPAK and ACPA, and will update the membership list for their respective region at least once. This position shall serve on the professional development committee and will provide one physical event in the region, such as a town hall or interest event. The representatives are responsible for achieving membership goals as defined by the Presidential leadership. This position is a one-year commitment.

o. Coordinator for Equity and Inclusion. The Coordinator for Equity and Inclusion will be responsible for the implementation and assessment of the CPAK Equity and Inclusion Plan. This includes oversight and formation of a committee from the executive leadership to serve in an advisory capacity regarding programming, statement release, advocacy, and support. The coordinator will recruit members of underrepresented and marginalized populations to run for leadership positions within CPAK, establish a precedent of presentations and conversations on equity and inclusion during all CPAK programs, and commit to using the ACPA Recommended Guidelines for Site Selection of State Conferences and ACPA Guidelines for Site Selection for Professional Development Events. The Coordinator will also explore opportunities for collaboration with other Kentucky organizations, programs, conferences, and conversations for equity and inclusion in higher education, including Dialogue on Diversity, Women’s Leadership Symposiums, and Kentucky Association of Blacks in Higher Education, and discuss opportunities for collaboration with ACPA’s Community for Social Justice Educators, Committee on Equity and Inclusion, and Coalitions. Finally, the coordinator will develop an External Relations protocol for statement release. This position is a two-year commitment.

p. Coordinator for Development and Fundraising. The coordinator for development and fundraising is responsible for seeking corporate sponsorships for the Association, implementing annual giving strategies, seeking major gifts, chairing the Hall of Fame committee, and building relationships with those that can assist to advance the Association. Working closely with the president and conference chair, the coordinator for development and fundraising will represent the Hall of Fame Committee in matters related to planning the Hall of Fame event at the annual conference. Since this position requires a unique set of skills and since the cultivation of ongoing relationships is critical to the Association, this position will be a renewable two-year commitment appointed by the president with approval by the executive committee.

q. Coordinator-Elect for Development and Fundraising. The coordinator-elect for development and fundraising will assist the coordinator with all development and fundraising responsibilities that include seeking corporate sponsorships for the Association, implementing annual giving strategies, seeking major gifts, assisting with the Hall of Fame committee, and building relationships with those that can assist to advance the Association. Since this position requires a unique set of skills and since the cultivation of ongoing relationships is critical to the Association, this position will be a one-year appointment as coordinator-elect, followed by two years as coordinator. The appointment will be made by the president with approval by the executive committee.

r. NASPA KY State Director: This ex officio position will be held by the NASPA KY State Director or their designee. This person will act as a liaison between NASPA and CPAK, and will be included in all planning and communications related to the annual CPAK conference, but will have no voting rights.

Section 7. Compensation and Expenses of Executive Council.
a. None of the Executive Council members of the Association shall receive any compensation for their services to the Association.

b. Some expenses of the Executive Council members of the Association may be paid from the funds of the Association based on the approval of the Executive Council.

ARTICLE IV Meetings

Section 1. Membership. The College Personnel Association of Kentucky membership shall meet in business sessions at least annually and shall hold such other meetings, workshops, and conventions as shall be deemed necessary and advisable by the Executive Council. The general membership must receive formal notification of all meetings. In the case of official business meetings, at least 15 days advance notice is required. A special meeting shall be called upon written request of 15% of the membership to the secretary, stating the purpose of such a meeting. Fifteen days advance notice is required for special meetings. At least 10% of the membership must be present to constitute a quorum for the transaction of business at special meetings.

Section 2. Executive Council. The Executive Council shall conduct business at the call of the president or by the president upon request of three members of the Executive Council. A simple majority (one more than half) of the membership of the Executive Council shall constitute a quorum for the transaction of business. The Executive Council shall meet in person at least twice per calendar year, once in the Spring and once in the Fall in advance of the annual conference.

ARTICLE V Committees

Section 1. Appointment. The president shall appoint, with the approval of the Executive Council, such standing and special committees as are deemed necessary for the transacting of the business of the organization.

Section 2. Term of Service. Members of standing Committees shall serve for a period of one year and may be reappointed at the end of their term. Special Committees shall serve until, in the opinion of the president and Executive Council, the purpose of said Committee has been accomplished.

Section 3. Reports. All Committees shall report annually to the Executive Council and/or as otherwise directed by the president.

ARTICLE VI Financial Affairs


Section 1. Fiscal Year. The fiscal year of the Association shall be from January 1 to December 31.

Section 2. Budget. The annual budget shall be drafted by the Association administration coordinator and adopted by the Executive Council of the Association. The approved budget, income and expenditures shall be reported annually to the Association members. Any changes in the appropriation of funds shall be made by the Executive Council.

Section 3. Committee Expenses. Committee expenses must be authorized by the Executive Council.

Section 4. Dissolution. All property of the Association shall be subject to the control and management of the Executive Council. Upon the dissolution of the Association, none of its property shall be distributed to any of the members. After paying or making provision for the payment of all of the liabilities of the Association, all such property shall be disposed of by the Executive Council. All of the assets of the Association shall be transferred to ACPA – College Student Educators International.

Section 5. Payments. Reimbursements to individuals are to be paid by December 20 of each budget year. All conference expenses are to be paid by two weeks after the conference date.

Section 6. Financial Records. Financial records of the Association are to be kept for seven years.

ARTICLE VII Amendments

Amendments to these By-Laws may be made at a business meeting of the Association if such amendments are approved by a majority (one more than half) of the members voting. Proposals to amend the By-Laws must be submitted in writing to the president prior to the meeting. The Executive Council may also make amendments to these bylaws with a 3⁄4 majority vote at a regularly scheduled meeting. Twenty days after communication the proposed amendment, the president or Executive Council shall count the votes. Amendments, if passed by at least a majority (one more than half) of all members voting, shall be added to the By-Laws and shall go into effect immediately or in accordance with the time specified in the amendment.

End of By-Laws

Adopted: 1976 Amended: 7/20/07 Revised: 8/03/07 Revised: 6/22/11 Revised: 5/24/12 Revised: 3/7/14 Revised: 10/28/16 Revised: 9/21/17 Revised: 7/5/18 Revised:
1/13/20 Revised: 6/3/2020

College Personnel Association of Kentucky
Affirmative Action Statement

Affirmative Action Statement The College Personnel Association of Kentucky (CPAK) does not discriminate on the basis of race, color, national origin, religion, gender, age, veteran status, sexual orientation, or disability in any of its policies, procedures, or practices. This non-discrimination policy covers membership and access to CPAK programs and activities including but not limited to publications, workshops, committees, and conferences.

CPAK affirms the value of diversity within its own organization and on the campuses of each post-secondary educational institution in Kentucky. CPAK is committed to advancing the practice and intent of affirmative action in its activities. Further, CPAK is committed to on-going educational programs for members that focus on the elimination of prejudices, stereotypes and interpersonal behaviors that adversely affect our professional colleagues, students, and campus climates.
Representation CPAK shall annually identify under-represented groups, establish goals, and then actively encourage members of those groups to participate in CPAK activities by:

  1. consistently communicating with CPAK Committees and other groups who may specifically represent these populations.
  2. calling for all current CPAK members to take personal responsibility for communicating their interests with and regarding traditionally underrepresented groups.
  3. ensuring sensitivity toward minority groups in its publications, correspondence, and programs.
  4. recruiting members of underrepresented groups to pursue leadership positions.
  5. making committee and project assignments consistent with affirmative action aims.
  6. actively soliciting program recommendations from traditionally underrepresented groups.
  7. intentionally offering conference session topics and presenters that address diversity issues.
  8. discussing the ACPA – College Student Educators International affirmative action goals and how CPAK can support their attainment.

Evaluation To assess the progress of the affirmative action of CPAK, the Executive Council shall report annually to the ACPA – College Student Educators International Director of State Divisions on the status of the progress made on identified affirmative action goals. The report shall also include recommendations for revision of affirmative action goals for the next year.

Revised: April 7, 1999