The NJHSTOA Board

New Jersey High School Tennis Officials Association

Constitution and Bylaws

Article 1:  Name

The name of this organization shall be the New Jersey High School Tennis Officials Association (NJHSTOA) hereafter referred to as the association.

Article 2:  Purpose

1. Promote the welfare of the game of tennis by uniformly interpreting and administering the rules set forth by the New Jersey State Interscholastic Athletic Association (NJSIAA) and the United States Tennis Association (USTA).
2. Promote a high standard of ethics among officials and maintain the highest level of tennis officiating by following a uniform set of procedures.
3. Preserve the traditions, foster ideals, advance interest, and improve the quality of tennis officials by continuing education and on-court experience.

Article 3:  Membership

1. Any person of good moral character and at least eighteen years of age is eligible to apply for membership to the association.
2. Applicants shall meet all the requirements of the association.
3. Active members of the association pledge to be bound by its rules. Members who violate the rules subject themselves to disciplinary action. Such cases shall be heard and decided by the executive committee in accordance with the bylaws.
4. All members are responsible to pay annual dues to the association and register with NJSIAA to remain active.
5. An inactive member is a former active member who has not registered to officiate with NJSIAA or met the requirements of the association. An inactive member who wishes to regain active status must complete all requirements of the association.
6. Members of the association are independent contractors and not employees. Therefore, each member is responsible for their own tax obligations.

Article 4:  Officers

1. The executive committee of this association shall be made up of five members who are voted upon by the membership. The members of the executive committee will hold the positions of president, vice president, secretary, treasurer, and member-at-large. An assignor may hold another position on the executive committee.
2. In the event of the resignation of a member of the executive committee, the remaining members shall appoint a successor for the remainder of that term.
3. A nominating committee shall be appointed by the president. The committee will consist of one member from the northern, southern, and central regions for a total of three members.  The nominating committee will present a slate of members in good standing and this slate shall be voted on by the membership. The slate will then be presented to the membership in August. The newly elected executive committee members will assume their duties on September 1^st.
4. Election of the president and secretary will be held in 2024 and every two years thereafter. Election of the vice president, treasurer, and member-at-large will be held in 2025 and every two years thereafter.
5. The officers of the association shall not hold more than one office at the same time.
6. The president shall preside at all meetings of the association. The vice president shall act in the absence of the president. The secretary shall be the legal custodian of the records of the association and send out correspondence and notices via e-mail. The treasurer shall receive and disburse all monies, keep financial records, and submit annual financial statements. The assignors shall assign officials for high school matches, tournaments, and events as needed within their area of responsibility.

Article 5:  Meetings

Members shall participate in two mandatory Zoom meetings each year to review procedures and new rules and regulations. Failure to participate in these two meetings will result in probation and/or other sanctions.

Article 6:  Amendments

1. Any member may propose an amendment to the bylaws by completing the bylaws amendment form posted on NJHSTOA’s website. The completed form must then be electronically sent to the association’s secretary prior to the August Zoom meeting.
2. Proposed bylaw changes will be presented to the membership at the August Zoom meeting.
3. Passage of a proposed change shall require two-thirds affirmative vote.
4. Approved amendments to the bylaws shall have an effective date of September 1^st of the year approved.

Article 7:  Grievances

1. When a member of the association believes that he/she has suffered through unfair or inadequate treatment or through an act or condition which is contrary to the constitution and bylaws of the association, that member may file a grievance.
2. The grieved member shall present his/her complaint in writing to the executive committee through the secretary explaining full details of the grievance. This written grievance shall be accompanied by a processing fee of $25.00, which will be returned to the member if the grievance is upheld. If action is initiated by the executive committee against a member, this fee will be waived.

Article 8:  Uniforms

The approved association shirt worn with black shorts, skirt, or slacks, and tennis shoes must be worn at all assignments.  If a jacket is worn, the association’s yellow fleece jacket is preferred for visibility.

Article 9:  Assignments

1. A list of tennis officials who have fulfilled all requirements of the association shall be registered with the NJSIAA.
2. Assignors designated by the association will assign approved officials to officiate an event upon request or when designated by the NJSIAA.
3. No member of the association shall individually accept any assignments from any schools or organizations within our purview. Association officials may only work at events assigned to them by the association assignor.
4. After accepting an assignment, all members have a responsibility to the association to appear neatly dressed in uniform at the time and place indicated by the assignor.
5. Upon acceptance of an assignment, a contract is in effect between the official and the school or tournament, which is then responsible to pay the official directly.
6. In the case of last-minute illness, injury, transportation difficulties, etc., the official shall contact the assignor, who will attempt to secure another official.

Article 10:  Evaluation

1. Prospective members must pass an examination with a minimum grade of 80% to gain certification into the association.
2. A grade below 80% will require retesting prior to certification.

Article 11:  Cadets

1. All members will be considered cadets for their first year of membership. All cadet applications must be accompanied by a cadet fee established by the executive committee.
2. A training supervisor in the northern, southern, and central regions shall be appointed by the president.
3. Cadets shall not be eligible to accept assignments until they have shadowed and/or trained with a certified NJHSTOA official.

Article 12:  Guidelines for Mandatory Meetings

If you cannot attend a Zoom meeting, notify the chapter secretary via email within 48 hours of the event date and fulfill viewing the recorded video within one week after the event date. Otherwise, your absence will be recorded as a missed mandatory meeting.

After 48 hours of the scheduled meeting, if there is no communication with the secretary with a reason for not attending, you will not be eligible to view the recorded video and you will be exempt from tennis assignments for the season.

Two consecutively missed meetings will place the official on probation and incur a fine of $25.  The official will lose the ability to be assigned matches.

The NJHSTOA board realizes there are extenuating circumstances that arise – health reasons, family emergencies, vacations, the passing of someone close to you. Appeals may be directed to the board.

Revised June 2024