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Bylaws of the NASA Academy Alumni Association

Section 1. Membership Definitions

1.1. Definition of NASA Academy
The NAAA is the official alumni organization of the NASA Academy. All references to "NASA Academy" are intended to include NASA Academy programs that have been created and run in the spirit of the original NASA Space Academy at Goddard Space Flight Center. These include: NASA Academy at the Goddard Space Flight Center, NASA Academy at the Marshall Space Flight Center, NASA Academy at the Ames Research Center, and NASA Academy at the Dryden Flight Research Center.

1.2. Definition of Research Associates
Research Associates (RAs) are those individuals who attended the NASA Academy. NASA Academy Alumni are those Research Associates who have successfully completed the NASA Academy Program.

1.3. Definition of NASA Academy Staff
NASA Academy Staff are those individuals who have served in official positions as Staff of the NASA Academy. These individuals include but are not limited to the Program Director, the General Manager, the Director of Academic Affairs, and the Dean.

1.4. Registration of new Members
Research Associates, who are automatically entitled to membership upon successful completion of the NASA Academy, shall be required to submit a Membership Form in order to become a Member of the NAAA. The registration form shall include information which will be made publicly available via the NAAA database, as well as other information essential for the tracking of membership. Registration activities shall be administered by the Executive Council.

1.5. Renewal of membership
Members shall be required annually to complete a Membership Form in order for their membership to remain current and to retain the rights of a Member, including the right to vote. A Member who is no longer current may renew and regain the status of Member at any time by submitting a Membership Form. Annual Membership renewal activities shall be the primary means of maintaining an accurate record of the contact information and the size of the NAAA voting membership body.

Section 2. Executive Council

2.1. Composition of Executive Council
The Executive Council shall be composed of the three voting Executive Council members as specified in the Constitution.

2.2. Powers and Duties of Executive Council Members

2.2.1.
The President is an elected official who presides over the Executive Council. It is the responsibility of the President to lead the NAAA toward accomplishing it's mission. Other responsibilities include running the daily operations, overseeing current projects and planning future ones, preparing the NAAA Annual Report, and representing the NAAA to the Members, the NASA Academy, and to outside individuals and organizations.

2.2.2.
The Vice President of Operations (VPO) is an elected official who coordinates Directors of Special Projects and ensures that they are accomplishing their responsibilities. The VPO fulfills the duties of the President in the President's absence. Other responsibilities include maintaining a detailed current record of each meeting, activity, event, etc. that transpires throughout the year. The VPO is ultimately responsible for maintaining a record of the NAAA's current membership.

2.2.3.
The Vice President of Finance (VPF) is an elected official who manages the NAAA's funds and directs fundraising efforts. Additional responsibilities include maintenance of accurate and updated financial records including all income and all expenditures, management of the NAAA bank accounts and petty cash fund, and compilation and documentation of the yearly budget. The VPF will be responsible for filing any tax forms or other documents that may be required by law.

2.2.4.
All powers not expressly given to the Executive Council in the Constitution are reserved for the Members of the NAAA.

Section 3. Voting Procedures for Regular Elections

3.1. Election Committee
The Executive Council shall appoint annually an Election Committee responsible for collecting nominations, balloting, and other responsibilities associated with the annual NAAA election. The Election Committee shall be in place by August 31, unless a special election requires the Committee be formed earlier.

3.2. Nominating Procedures
Nominations for the Executive Council must be made to the Chair of the Election Committee by September 15.

3.3. Election Procedures and Schedule

3.3.1.
The voting Membership body shall be composed of those Members whose Membership is current as of the close of the nomination period. Those Members who completed a registration form after that date will not be allowed to vote in that election.

3.3.2.
Schedule of regular elections. Voting for Members of the Executive Council and for actions or amendments requiring the full vote of the NAAA shall occur during the annual election held in the fall. The calendar for a regular election shall be as follows:

Declaration of Candidacy -- one week before the Annual Conference to one week following the Annual Conference
Balloting Opens -- one week after candidacy declaration period closes
Balloting Closes -- one week after it opens
Announcement of Election Results -- one week after balloting closes
New Executive Officers take office -- two weeks after the announcement of the election results

3.3.3. Voting Procedures
Balloting shall be achieved by any of the following means: over the internet via a web-based form, over the internet via a electronic mail ballot, or via paper ballot. The primary balloting means shall be over the internet, with any procedures not specifically outlined here set by the Election Committee. In cases where special circumstances exist, a Member may request a paper ballot which shall be distributed prior to October 1 and returned via US Mail, postmarked no later than October 7. Fifty percent of the Members who are eligible to vote shall be required for a quorum. The Election Committee shall be responsible for running the election, including counting ballots and announcing the results of the election.

Section 4. Voting Procedures for Unscheduled Elections

4.1. Procedures for special election
Should a position on the Executive Council become vacant and it becomes necessary to fill that position prior to the next scheduled election, a special election shall be held. Upon declaration of vacancy, the Executive Council shall be required to appoint an Election Committee, (if one has not already been established) and nominations can begin. Special elections shall be carried out in the same manner as regular elections but with a modified time frame.

4.2. Schedule for Special Election
Announcement of Vacancy by Executive Council, Election Committee established.
Declaration of Candidacy - Nominations to fill the vacant position shall be collected for a period of two weeks following the announcement of vacancy.
Balloting Opens - Two weeks following close of nominations.
Balloting Closes - Three weeks following close of nominations.
New Executive Officer takes office - Upon announcement of election results.

Section 5. Actions requiring full vote of the NAAA

5.1
The Executive Council shall bring major Executive Council actions to a full vote of the Members of the NAAA.

5.2.
The definition of major actions shall be at the discretion of the Executive Council, when not specifically called out in the constitution. Additional definitions of major actions can be included by a majority vote of the Members of NAAA.

Section 6. Address

The principal address of the NAAA shall be 7216 Morrison Drive, Greenbelt, MD, 20770-2444. The NAAA may have other addresses as the Executive Council may determine or as the affairs of the organization may require from time to time.