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SCOTA Bylaws

Constitution and Bylaws of The South Carolina Occupational Therapy Association, Inc.

Original: April 1961.  Revisions: October 1971, June 1977, August 1984, June 1986, November 1994, November 1996, October 1999, September 2000 (additional edits April 2002), October 2002, March 2004, March 2005, March 2006, October 2009

ARTICLE I - Name

Section 1:

The organization shall be called the South Carolina Occupational therapy Association, Inc., hereafter referred to as the SCOTA.

Section 2:

SCOTA can be affiliated with the American Occupational Therapy Association, herein referred to as the AOTA.

ARTICLE II - Objectives

The purpose of the organization shall be:

  1. To collaborate with the AOTA in carrying out the objectives of the profession and providing for the advancement of occupational therapy.
  2. To further the objectives set forth in the Articles of Incorporation of the SCOTA, to act as an advocate for occupational therapy in order to enhance the health of the public in its medical community, and educational environments through research, education, action, service, and establishment and enforcement of standards.
  3. To assist as a link between the AOTA and the AOTA members in the state election area.
  4. To provide communication, education, and representation at the local level.

ARTICLE III - Membership

Section 1: Membership Classification

The membership of the SCOTA shall be divided into nine classes:

  1. Registered Occupational Therapist
  2. Licensed Occupational Therapist
  3. Certified Occupational Therapy Assistant
  4. Licensed Occupational Therapy Assistant
  5. Student Occupational Therapist
  6. Student Occupational Therapy Assistant
  7. Associate
  8. Honorary
  9. Affiliate

Section 2: Qualifications

  1. Registered Occupational Therapist: One who is in good standing with the National Board for Certification in Occupational Therapy (NBCOT).
  2. Licensed Occupational Therapist: One who is in good standing with the South Carolina Licensure Board or another state’s licensure agency.
  3. Certified Occupational Therapy Assistant: One who is certified and in good standing with the NBCOT.
  4. Licensed Occupational Therapy Assistant: One who is in good standing with the South Carolina Licensure Board or another state licensure agency.
  5. Student Occupational Therapist and Student Occupational Therapy Assistant: One who is enrolled in an approved, accredited educational program leading either to the qualifications of OTR or COTA, or one seeking accreditation.
  6. Associate: An individual who is interested in promoting occupational therapy, but is not eligible for membership as a registered therapist or COTA such as a foreign occupational therapist, an activity therapist, or a student from an educational program that is not occupational therapy.
  7. Honorary Life: A life membership, which is conferred upon those who have performed distinguished service in the field of occupational therapy, to be selected by the executive board and approved by majority voice vote at annual business meetings, they have distinguished themselves through years of consistent service toward the SCOTA by:
    1. Aiding it to become better understood by the public
    2. Aiding it to become better understood by other professional disciplines.
    3. Becoming an adept interpreter of the SCOTA’s function and objectives.
    4. Consistently contributing to SCOTA for a time period.
  8. Affiliate: A group who is interested in promoting occupational therapy, but is not eligible for membership as a registered occupational therapist, or COTA, such as a business, or other organization.

Section 3: Rights and Privileges of members

  1. Registered Occupational therapist and/or Licensed Occupational Therapist Member:
    1. Attend and participate in all business and special meetings of the SCOTA.
    2. Vote on all issues brought forth at the annual business meeting.
    3. Eligible to hold any SCOTA office and serve on any committee.
    4. Receive routine mailings of the SCOTA.
    5. May be elected as a Representative or an Alternate to the Representative Assembly of the AOTA, if an AOTA member.
  2. Certified Occupational Therapy Assistant and/or Licensed Occupational Therapy Assistant Member:
    1. Attend and participate in all business and special meetings of the SCOTA.
    2. Vote on all issues brought forth at the annual business meeting.
    3. Eligible to hold any SCOTA office and serve on any committee.
    4. Receive routine mailings of the SCOTA.
    5. May be elected as a Representative or an Alternate to the Representative Assembly of the AOTA, if an AOTA member.
  3. Student Occupational Therapist or Student Occupational Therapy Assistant:
    1. Attend and participate in all business and special meetings of the SCOTA.
    2. Will be represented by 1 equal vote on the Executive Board by 1 student representative from each school and at SCOTA business meetings and other special meetings.
    3. Receive routine mailings of the SCOTA.
    4. May serve on committees or as student representative if elected.
  4. Associate Member:
    1. Attend and participate in all business and special meetings of the SCOTA.
    2. Receive routine mailings of the SCOTA.
    3. May serve on committees.
    4. Non-voting member.
  5. Honorary Life Member:
    1. May have the privileges of the above category for which they qualify.
    2. Receive routine mailings of the SCOTA.
    3. May serve on committees.
  6. Affiliate Member:
    1. Attend and participate in all business and special meetings of the SCOTA.
    2. Receive routine mailings of the SCOTA.
    3. May serve on committees.
    4. NON-VOTING MEMBER

Section 4: Good standing

A member is in good standing provided the member meets the qualifications for membership in the appropriate classification, has paid the appropriate fee, and agrees to uphold the standards and ethics of the SCOTA per AOTA ethics.

ARTICLE IV - Officers

Section 1: Officers

The officers of the SCOTA shall be: President, Current Past President, President Elect, Vice President, Recording Secretary, Corresponding Secretary, and Treasurer, and Newsletter Editor.

Section 2: Elections

The officers of the SCOTA shall be elected by vote of the active membership (Article X).

Section 3: Eligibility

  1. Registered Occupational Therapist and/or Licensed Occupational Therapist members are eligible for any office for which they consent to serve if elected. The therapist must be a member in good standing with the SCOTA.
  2. Certified Occupational Therapy Assistant and/or Licensed Occupational Therapy Assistant members are eligible for any office for which they consent to serve if elected. The occupational therapy assistant must be in good standing with the SCOTA.

Section 4: Term of Office

The term of office for President, Vice President, Recording Secretary, Corresponding Secretary, and Treasurer, and Newsletter Editor shall commence at the end of the next Executive Board meeting following a valid election on the even odd numbered year. The previous and newly elected officers shall be in attendance at this meeting to facilitate role delineation and changeover of administration. The term of office for President Elect shall commence at the end of the next Executive Board meeting following a valid election on the odd even numbered years. Officers shall serve a term of two years and may serve no more than two consecutive terms in that office. The past president shall serve a term of one year. No officer may hold two elected positions at the same time with the exception of president elect and past president.

Section 5: Vacancies in Office

In the event of a vacancy in an elected office, the President, with the consent of the Executive Board, shall appoint a replacement to complete the term of office. In the case of a vacancy in the office of President, the President Elect shall automatically assume the incumbent position and serve out the remainder of that term of office. In the case of vacancy in the office of President with no President-Elect, the Vice President shall automatically assume the incumbent position and serve out the remainder of that term of office. The President Elect may hold dual roles. (See Article VI, Section 2C).

Section 6: Duties

  1. The President shall:
    1. Guide and conduct the activities of the SCOTA consistent with SCOTA bylaws and in accordance with the most current AOTA agreement.
    2. Be chairperson of the Executive Board and issue the call for the regular and special meetings of this board.
    3. Be ex-officio member of all committees.
    4. Shall appoint chairpersons of all special committees, with the approval of the executive board.
    5. Prepare an annual report with input from the board.
    6. Shall attend the annual meetings of the AOTA or appoint a representative from the Executive Board as funding permits.
    7. Have the privilege of inviting to the Executive Board Meetings of the SCOTA, additional members necessary to conduct the business presented on the agenda.
    8. Shall serve as a liaison to the Board of Occupational Therapy, or appoint an alternate.
    9. Conduct the annual business meeting, or appoint an alternate.
    10. Shall present the President Elect with all the SCOTA and AOTA records and documents at the end of the Executive Board meeting prior to the President Elect assuming the term of office.
    11. Adhere to standard operating procedures.
  2. The Past President shall:
    1. Attend the executive board meetings.
    2. Serve on any committee.
    3. Lend guidance to the Strategic Plan and, as needed, by the current President.
    4. The President Elect shall:
    5. Prepare for the duties of President.
    6. Perform assignments made by the President.
  3. The Vice President shall:
    1. Discharge of the duties of the President in his/her absence.
    2. Be chairman of the continuing education committee.
    3. Shall present the in-coming Vice President with all records and documents at the end of the Executive Board meeting prior to the new officer assuming the term of office.
  4. The Recording Secretary shall:
    1. Record the minutes of the SCOTA executive board meetings and the business meetings.
    2. Record amendments to constitution of bylaws together with data on the official copy of the constitution.
    3. Chair bylaw committee and records amendments as needed.
    4. Shall present the incoming Recording Secretary with all records and documents at the end of the Executive Board meeting prior to the new officer assuming the term of office.
    5. Report promptly any changes in the elected officers and/or their addresses including representative, which may occur during the year to the SCOTA administrative office.
    6. Chair membership committee.
    7. Chair Nominating Awards Committee.
  5. The Corresponding Secretary shall:
    1. Conduct the correspondence of the SCOTA in conjunction with the administrative assistant.
    2. Within 30 days after the election of officers, send to the President, Secretary, and Executive Director of the AOTA, a complete list of the elected officers and committee chairpersons in the form requested by the secretary of the AOTA
    3. Report promptly any changes in the elected officers and/or their addresses including representative, which may occur during the year.
    4. Chair membership committee.
    5. Maintain updated list of SCOTA members.
    6. Shall present the incoming Corresponding Secretary with all records and documents at the end of the Executive Board meeting prior to the new officer assuming the term of office.
  6. The Treasurer shall:
    1. Report at least quarterly to the executive board and annually to the affiliate membership, the financial status of SCOTA.
    2. Have custody of the SCOTA’s funds, be responsible for keeping the accounts of the SCOTA and dispersing its funds. The Treasurer shall have the power to sign checks, contracts, or other financial obligations of the SCOTA.
    3. Be bonded through funds of the SCOTA.
    4. Be responsible for the collection of all dues in conjunction with administrative assistant.
    5. Assist the membership committee.
    6. Immediately notify the Corresponding Secretary of the SCOTA of the induction and status of new members and any lapse of membership.
    7. Be chairperson of the Fiscal Management committee.
    8. Be responsible for collection of advertising fees and annual conference payments in conjunction with administrative assistant.
    9. Shall present the incoming Treasurer with all records and documents at the end of the Executive Board meeting prior to the new officer assuming the term of office.
  7. The Newsletter Editor shall:
    1. Compile and edit material for the newsletter at least quarterly in conjunction with administrative assistant.
    2. Set and announce deadlines for the newsletter.
    3. Work to recruit advertisers for the newsletter.
    4. Shall present the incoming Newsletter Editor with all records and documents at the end of the Executive Board meeting prior to the new officer assuming the term of office.

Article V - District Chairs

Section 1: Qualifications

Each district chair must be a registered occupational therapist or certified occupational therapy assistant whom is employed and/or resides in the district being represented. The district chair must be a member in good standing of the SCOTA.

Section 2: Term of Office

  1. A district chair shall be elected for a term of 2 years and may serve consecutive terms.
  2. Newly elected district chairs shall assume duties on the odd numbered year at the annual meeting.
  3. Newly elected district chairs shall assume duties on the even numbered year at the annual meeting.

Section 3: Duties

Refer to duties as stated in the District Chair Operating Procedures.

Section 4: Vacancies

In case of a vacancy of the district chair, the district shall be responsible for identifying eligible candidates and holding an election. If no district chair is chosen, the district will be without representation on executive board.

Section 5: Elections

  1. District chairs shall be elected by SCOTA members in good standing whom work and/or reside in the district holding the election.
  2. The district chair election shall occur prior to the annual meeting of the oddin even numbered year.

Article VI - Representative and Alternate to the Representative Assembly of the AOTA

AOTA, not the state association, defines the qualifications, term of office, duties, and vacany policy. When it is time for an election to occur, AOTA notifies the state association president and asks that the state provide nominations. The election is taken care of by AOTA.

Section 1: Qualifications

Each Representative and Alternate must be an OTR or COTA member in good standing of the AOTA and a member of SCOTA throughout office.

Section 2: Term of Office

  1. Representative and Alternate shall be elected for terms of three (3) years or until their successors have been elected. (is the suggested revision according to AOTA – they determine the rules)
  2. Each may be re-elected for one additional term.
  3. Newly elected Representative and Alternate shall assume their duties in the Assembly on the first day of May following their election.

Section 3: Duties

  1. Represent the AOTA voting members in their state election area in the formulation and adoption of AOTA policy.
  2. Serve as a channel for identification and clarification of issues of concern to the professional and shall initiate appropriate action on behalf of their constituents.
  3. Communicate the results of the Assembly action to their constituents.
  4. Representative and Alternate are voting members of Executive Board of the SCOTA. Alternate Representative will vote only in the absence of the Representative for Executive Board of the SCOTA.

Section 4: Vacancy

  1. In case of vacancy in the office of Representative, the Alternate shall:
  2. Complete the term of office of the Representative, or;
  3. Serve in the capacity of the Representative until the next annual business meeting at which time a new Representative shall be elected to complete the term.

Section 5: Election

  1. Representative and Alternate shall be elected by AOTA voting members in the state election area.
  2. The election shall be by mail ballot funded by AOTA.

Section 6: Reimbursement

The SCOTA shall attempt to provide financial assistance to the Representative for expenses incurred attending the meeting over and above reimbursement by AOTA. Subject to approval by Executive Board.

Article VII - Executive Board

Section 1: Members

The Executive Board of the SCOTA shall consist of the elected officers, the AOTA Representative, District Chairs, SIS chairs, Practice Liaisons, three student representatives (one student from each of the occupational therapy schools in the state of South Carolina: MUSC, Trident Tech, and Greenville Tech) and the past President as an Ex-officio member. All members of executive board shall be in good standing with the SCOTA.

A. The following board members shall have voice and vote:

  • President (only in case of a tie)
  • Vice President
  • AOTA Rep
  • Secretary
  • Treasurer
  • Student Reps (1 vote/school)
  • SIS Chairs
  • District Chairs (1 vote/district)
  • Liaisons
  • Standing Committee Chairs

Section 2: Duties

  1. Manage the affairs of the SCOTA and shall report to the membership for approval, action which has been taken between regular meetings.
  2. Where necessary, fill by appointment a vacancy in office occurring before the annual business meeting with final approval by general membership at next meeting.
  3. Have the power by majority vote to disqualify officers or committee chairpersons for repeated failure to perform duties of the office. Vacancies so caused shall be filled.
  4. In time of emergency, the majority of the executive board shall have the power to cancel meetings, transact association business by mail or phone, authorize election of officers by mail ballot or take other action necessary to carry on essential functions of the SCOTA for the period of emergency only. These procedures shall be documented as a matter of record and will be maintained with official documents.
  5. May appoint chairperson of standing committees with majority approval.

Section 3: Minutes

Minutes of meetings of the Executive Board shall be made available to public and SCOTA members in abstract form in SCOTA Newsletters.

Article VIII - Committees

Section 1: Committees

The standing committees of the SCOTA may include but are not limited to:

  1. Membership
  2. Nominating/Awards
  3. Continuing Education
  4. Public Relations
  5. Fiscal Management
  6. By Laws
  7. Newsletter

Section 2: SIS Chairs/Practice Liaison

  1. The SIS Chairs of the SCOTA may include but are not limited to:

    1. Home and Community Health/Gerontology/Physical Disabilities
    2. School systems/Developmental Disabilities/SI
    3. Technology/Accessibility
    4. Hand Therapy/Work Programs
    5. Mental Health/Wellness
    6. Administration/Management
    7. Education/Research

  2. The practice liaison of the SCOTA may include but are not limited to:

    1. International Affairs
    2. COTA
    3. Reimbursement
    4. Legal Affairs

Section 3: Chairperson

The chairperson of a committee shall be recommended and approved by the Executive Board.

Section 4: Special Committees

The Executive Board may designate special committees as are necessary for the work of the SCOTA.

Section 5: Reports and Meetings

  1. Chairperson of the standing committees and practice Liaisons shall submit four (4) reports yearly for the Executive Board meetings concerning activities and should attend at least two (2) Executive Board meetings to report on committee activities.
  2. All other committee chairperson shall submit reports to Executive Board as activities dictate.

Section 6: Duties

  1. The Membership Committee shall:
    1. Assist the Secretary in duties involved in maintaining and updating SCOTA membership.
    2. Assist the Secretary in overseeing the development and update of membership materials.
    3. Insure and help facilitate member access to above items, member benefits, and any other SCOTA resources.
    4. Attend meetings as deemed necessary by the Secretary.
  2. The Nominating/Awards Committee shall:
    1. The nominating committee chairperson will be appointed by the President, with approval of the Executive Board. A committee of two additional SCOTA members will be selected by the chairperson.
    2. Prepare for the business meeting, a slate consisting of one or more candidates who have consented to serve if elected President, President-Elect, Vice President, Treasurer, or Secretary.
    3. Present slate at conference.
    4. Notify candidates of election outcomes, if not present at conference.
    5. Call for nominations of awards.
    6. Select recipient for awards.
    7. Present awards at Conference.
  3. The Continuing Education Committee shall:
    1. Plan and implement annual conference.
    2. Assist practice liaisons with any educational opportunity they would like to pursue.
    3. Keep current issues and needs of members in mind with planning needs.
    4. Get Executive Board approval if budgeted funds needed.
  4. The Public Relations Committee shall:
    1. Be responsible for all publicity and programs for the purpose of stimulating to public interest in occupational therapy as a profession.
    2. Keep current issues and needs of members in mind when planning needs.
    3. Work with allied professions to increase awareness of OT.
  5. The Fiscal Management Committee shall:
    1. Be responsible for the planning or special fund raising activities to augment the treasury of the SCOTA.
    2. The Treasurer is chairperson of the fiscal management committee.
    3. Prepare a yearly budget.
    4. Submit quarterly reports.
  6. Standing Committees shall each:
    1. Have a chairperson and other committee members as indicated.
    2. Function according to their standard operating procedure.
  7. The Bylaws Committee shall:
    1. Meet with change of each administration to review and revise as necessary the SCOTA constitution and bylaws.
    2. Have the Standards/Ethics Chairperson as chairperson.
    3. Make changes as appropriate and present to the executive board.
    4. Present board approved changes to membership at the annual meeting for vote.

Section7: Special Committees

Special committees are appointed by the executive board as needed to conduct SCOTA business. An example of a special committee would be a Standards/Ethics Committee made up of a representative from each district.

Section 8: Committee Representation

Committee chairs and practice liaisons shall appoint members of their own committees but must, if possible, represent each district.

Section 9: Practice Liaison

Each practice liaison shall be elected by the members of that SIS. In the absence of an elected official, the President shall appoint an official until one is elected.

Section 10: Resignation vs Termination

In the event of resignation of a committee member or practice liaison, the participant shall notify the President of SCOTA of his/her resignation.

ARTICLE IX - Meetings

Section 1: Business Meetings

  1. There will be one business meeting held in conjunction with "SCOTA Educational Events" as designated for the purpose of completing the fiscal year business.
  2. Members shall be notified of meetings by special announcement in the newsletter.
  3. Business meetings shall be held at various sites as suggested by Executive Board.
  4. Election and installation of new officers will occur at the annual meeting.

Section 2: Special Meetings of the Membership

  1. Special meetings may be called by the President and attended by three (3) members of the Executive Board.
  2. The call for the special meetings must state the business to be transacted and no business may be transacted that is not in the call.
  3. Members shall be notified of special meetings by written announcement or by notice in the newsletter.

ARTICLE X - Quorum

Section 1

Ten (10%) percent of the members eligible to vote shall constitute a quorum for transacting business at annual or special meetings.

Section 2

Four (4) voting members besides the President and Vice President shall constitute a quorum for the Executive Board.

ARTICLE XI - Nomination and Elections

Section 1

  1. The nominating committee shall prepare a slate and synopsis of nominees be posted on the website, in the SCOTA Script, and/or by mail.
  2. At the Annual Business Meeting, the chairperson on the Nominating Committee shall read the slate.
  3. The President shall accept nominations from the floor. Nominees must be present to accept.
  4. Each candidate will make a speech not to exceed 5 minutes in length.
  5. Ballots will be distributed after speeches.
  6. Votes will be cast.
  7. The nomination chairperson and tellers will tally the votes.
  8. Chairperson will report to the President the outcome of the election.
  9. The President will announce the results.
  10. The nominees who were not present will be notified by the chairperson.
  11. The results will be posted in the SCRIPT.
  12. A majority of the quorum of the general membership is required to elect a candidate.
  13. If a majority is not available, a mail vote will be taken with a 45 day turn around for election results.
  14. The term of office for newly elected officers shall begin at the end of the Executive Board meeting following the elections.

Section 2: Election of Representative and Alternate Representative

The mail ballot election shall be held in concordance with the procedures of the AOTA bylaws.

ARTICLE XII - Ethics and Discipline

The SCOTA shall base its procedures regarding ethics and discipline of its members on the article relating to ethics and discipline found in the AOTA bylaws.

ARTICLE XIII - Dues and Assessments

Section 1: Amount of Dues

Membership dues shall be determined by the Executive Board in accordance with the needs of the SCOTA as voted by the membership.

  • Honorary life members are not required to pay dues in view of their contributions they make by virtue of their status but may support the SCOTA financially if they so desire.

Section 2: Collection of Dues

  1. Membership begins upon receiving appropriate dues and clerical information. No pro-rated dues are given if membership begins mid-year.
  2. Renewal notices will be mailed to members.
  3. Members may be reinstated by payment of current dues.

Section 3: Emergency Assessment

In case of emergency, assessment may be recommended by the Executive Board and presented to the membership for ratification.

ARTICLE XIV - Dissolution and Clause

In the event that the SCOTA dissolves for any reason, any remaining assets shall be distributed to the Chris Ebbers Scholarship fund.

Amendments

This Constitution and bylaws may be amended by a majority vote of the active members at any scheduled business meeting after notice and a copy of the proposed changes have been sent to each member of the SCOTA thirty (30) days previously.