Bylaws of the California Community College
Datatel Users’ Group (3CDUG)

Table of Contents



The name of this organization shall be the California Community College Datatel Users’ Group, also known as 3CDUG.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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Adopted on: 2/26/1998
Revised & Adopted: 10/10/2002
Revised & Adopted: 04/24/2003
Revised & Adopted:07/19/2006