Policies and Procedures Manual
return to section index

Section 3: COMMITTEES

Reference: NCASFAA By Laws Article X, Section 1.

The Association's Standing Committees are:
Professional Advancement
Budget and Finance
Membership
State and High School Relations
Publicity and Publications
Program
Legislative Advisory
Professional Affiliates
Professional Recognition
Site Selection
Diversity Issues
Nominations and Elections
Technology

All other committees are ad hoc and established by the President on an annual basis.

No one individual should serve as chair of the same committee for more than three (3) years. Mentoring committee chairs and members is an important tool for the Association to use to develop future leaders.

This Section contains information that applies to all committees. Separate sections for each committee list that group's particular responsibilities.


3.1 GUIDELINES AND PROCEDURES FOR COMMITTEE WORK

3.1.1 DUTIES OF THE COMMITTEE CHAIR

The committee chair should:

  1. Select committee members well in advance of the first planning meeting.
  2. Whenever possible, committee members should reflect the Association membership in terms of institutional types, racial and ethnic backgrounds, gender, experience in the field, etc.
  3. Select committee members who are able to commit to doing the work involved and who are able to perform those responsibilities.
  4. Select committee members who are not on other committees.
  5. Consider the mix of new and experienced committee members.
  6. Mentor committee members as appropriate.
  7. Attend Executive Board meetings and actively participate in said meetings.

The committee chair must:

  1. Develop a proposed budget for all committee activities, including cost of travel, committee meetings, special projects, etc.
  2. Develop a plan of action that includes the goals and objectives for the committee and are in sync with the President's goals and objectives.
  3. Assume responsibility for implementing the approved plan.
  4. Monitor committee expenses.
  5. Keep the membership informed of committee activities through the newsletter, listserv and other media as appropriate.
  6. Present an annual report at the annual spring business meeting or at another meeting designated by the President.

3.1.1.1 MEETINGS VIA CONFERENCE CALL OR THROUGH ELECTRONIC MEDIA

In this document, meetings held by conference call or other electronic means shall be referred to as "e-meetings."

The President may conduct Executive Board meetings by conference call or other electronic means. If a member of the Executive Committee wishes to present a motion, he/she may request that the President call an e-meeting.

The President shall follow these procedures.

  1. The President will send notice of the e-meeting/motion to the Executive Board members. If someone other than the President is requesting the e-meeting, there must be a second in order for a meeting to be called. In that case:
    1. The President sends communication that a meeting has been requested and asks for a second. This notice must include the subject of the meeting and/or motion if applicable.
    2. Upon receipt of the second, the President then notifies the Executive Board members of the e-meeting.
  2. Notice of an e-meeting will be sent a minimum of 24 hours prior to the opening of the meeting and will include the time, day, connection instructions, agenda, and any other relevant information. Such notification can come from the President or the Secretary acting on his/her behalf.
  3. At the appointed time, the President opens the e-meeting and establishes a quorum. The President reviews the procedures to be followed (how to raise one's hand on the phone, to reply to all via email, etc.) during the meeting. The President conducts the e-meeting using Roberts Rules of Order as a guide.
  4. If the President calls an e-meeting solely for the purpose of acting upon a motion:
    1. The President restates the motion that has been presented and seconded and asks for discussion. The President also indicates the time frame during which discussion may occur. It is recommended that there be at least a 24 hour window for discussion.
    2. Individual members respond following the established procedures for the e-meeting and either present arguments and discussion points or indicate "no discussion."
    3. Following the Roberts Rules of Order guidelines, the President calls for a vote on the motion. This occurs either when there is no more discussion or at the end of the established time frame. The President indicates the voting time frame – during which time members must submit their vote.
    4. Members will submit their vote within the established time frame by replying to all (email or via web) or by roll call vote (conference call). Email votes must clearly identify the board member (include email signature, for example) for the record.
    5. At the end of the established time frame, the President will declare the motion passed or failed and adjourn the meeting.
  5. The Secretary will preserve all emails related to the e-meeting. The Secretary will record minutes of the e-meeting if it is a conference call. These are official records and are maintained in the same way minutes and reports for face-to-face meetings.

3.1.2 GUIDELINES FOR CONDUCTING MEETINGS

  1. Always start the meeting on time and with a definite agenda. The whole purpose of an agenda is to save time, of course, so don't waste time by digressing from it without good and sufficient reason.
  2. Keeps the meeting moving; interest lags when action lags. Get as much participation as you can. Keep responses short; get to the point.
  3. Speak clearly. If you can't be heard, you can't exercise control. If you have a low speaking voice, rap for silence before you speak.
  4. Insist on order. When general, simultaneous discussions ensue, no one can be heard and nothing can be accomplished.
  5. Talk to the group, not individuals; side conversations are rude, disrupt a meeting and accomplish nothing.
  6. Make sure each individual who takes the floor talks clearly and audibly. Interrupt if you must have him/her repeat what was said if you have the least suspicion that some might not have heard him/her.
  7. Sum up what was said and obtain a decision.
  8. Stop aimless discussion by recommending further study.
  9. Retain control, but don't stifle free comment. Invite constructive criticism and even disagreement. Ask for support. Clarify issues by obtaining a consensus then move on.
  10. Don't argue with the individual who has the floor. Ask questions, but remember as the presiding officer you are to be neutral.
  11. If you have a comment, ask for the floor as a participant.
  12. Make sure adequate minutes are kept of each meeting and subsequently sent to all committee members.
  13. Check at the end of the meetings to see if members feel that particular subjects have been properly covered.
  14. Executive Board meetings are to be conducted following Roberts Rules of Order.

3.1.3 COMMITTEE MEMBER RESPONSIBILITIES

Responsibilities:

  1. All committee chairs and committee members must maintain current membership status in the association in order to serve.
  2. Attend and actively participate in meetings of the committee. If for any reason a person is unable to attend a committee meeting, notify the Chairperson as much in advance as possible.
  3. Arrange travel schedule to be in attendance for the duration of the committee meeting and at such time as designated by the Chairperson.
  4. Carry out in a timely manner the assignments or duties assigned by the Chairperson.
  5. Seek the input of other financial aid administrators not involved in the committee work. Listen to divergent points of view. Make decisions and recommendations based on what is best for the profession and the students to be served.

3.2 STANDING COMMITTEES

The Association’s Standing Committees are:
Professional Advancement
Budget and Finance
Membership
State and High School Relations
Publicity and Publications
Program
Legislative Advisory
Professional Affiliates
Professional Recognition
Site Selection
Diversity Issues
Nominations and Elections
Technology

All other committees are ad hoc and established by the President on an annual basis.

3.2.1 PROFESSIONAL ADVANCEMENT COMMITTEE

President appoints Chair. It is the President's prerogative to split the responsibilities of the Professional Advancement Committee into sub-committees and appoint several chairs to fulfill these responsibilities. In recent years, it has been common practice to have these committees:

Professional Advancement - New Aid Administrators
Professional Advancement - Support Staff
Professional Advancement - Intermediate Aid Officers Training

Responsibilities:

  1. Plan and conduct the New Aid Administrator’s Workshop – usually held immediately prior to the fall training conference and the spring business meeting.
  2. Plan and conduct Support Staff Workshop(s)
  3. Plan and conduct Intermediate Aid Officers Training.
  4. For workshops, the Chair must
    1. Advertise the training
    2. Select faculty
    3. Update curriculum
    4. Provide materials
    5. Work closely with the Conference Chair on facility needs, food, time schedule, etc. if the workshop is immediately prior to a conference.
    6. Select sites for other workshops that are convenient to large numbers of Association members (and their support staff for support staff workshops) and can accommodate the workshop.
  5. Provide training support to other associations or agencies as requested and as deemed appropriate by the Executive Board.
  6. Coordinate training with training provided by NASFAA and SASFAA.
  7. Coordinate training with training provided by NCSEAA if applicable.
  8. Plan and conduct new aid administrator orientations at conferences, if applicable.
  9. Keep the membership informed of committee activities through the newsletter, listserv and other media as appropriate.
  10. Present an annual report at the annual spring business meeting or at another meeting designated by the President.

3.2.2 BUDGET AND FINANCE COMMITTEE

Reference: NCASFAA Guide to Financial Management
President appoints the Chair.

Responsibilities:

  1. Review budget requests and recommend committee and officer budgets to the Executive Board.
  2. Present final budget to the Executive Board.
  3. Review quarterly report from the Treasurer.
  4. Present reports to membership and to the Executive Board.
  5. Conduct the Annual Audit and present the findings to the membership.
  6. Keep the membership informed of committee activities through the newsletter, listserv and other media as appropriate.
  7. Present an annual report to the President and Executive Board after the audit is performed.
  8. Standards for preparation of annual audit:
    _____Has all revenue been recorded?
    _____Have all receipts been written?
    _____Are deposits made promptly to the bank?
    _____Are voided or spoiled checks voided in a manner which prevents reuse and filed in numerical sequence with paid checks?
    _____Are bank statements reconciled monthly?
    _____Are accounts payable supported by vouchers, invoices, purchase orders and receiving documents?
    _____Are accounts paid within thirty (30) days of invoice or bill? If not, why?
    _____Was cash available?
    _____Are ledgers posted when bills are paid or are ledgers posted before accounts are paid?
    _____Check budgeted amounts for each account
    _____If there was a variance from the budget was there a good explanation?

3.2.3 MEMBERSHIP COMMITTEE

The President appoints the Chair. This is a committee chair that benefits from continuity in the position.

Responsibilities:

  1. Post information on the Association's website listing the benefits of becoming a member. Maintain a small supply of paper membership "brochures."
  2. Update and post current membership form on Association's website. Maintain a small supply of printed membership forms.
  3. Solicitation of membership must occur in June each year. Solicitation can be in the form of listserv announcements, letters, emails, etc.
  4. Work with Conference Chair and Treasurer to keep registration and membership information up to date for the conference.
  5. Assist the Treasurer with conference registration.
  6. Prepare Membership Directory information for publication on the NCASFAA website
  7. Keep the membership informed of committee activities through the newsletter, listserv, and other media as appropriate.
  8. Present an annual report at the annual spring business meeting or at another meeting designated by the President.

Resolution adopted 10/30/94:

WHEREAS the membership chairperson of NCASFAA is responsible for providing address labels of the membership to various NCASFAA committees for the purpose of conducting business;

WHEREAS the current membership of NCASFAA (including honorary members) totals approximately 450 each year;

BE IT RESOLVED THAT NCASFAA membership labels shall be provided to the officers and to the chairpersons of NCASFAA committees upon request for the purpose of conducting NCASFAA business, and the costs for such mailings shall be defrayed by NCASFAA as part of the membership budget;

BE IT FURTHER RESOLVED THAT NCASFAA membership labels may be provided to a member institution or agency at the discretion of the membership chairperson at cost to that institution or agency. Such requests may be honored by NCASFAA, for example, if a member institution or agency wishes to advertise a vacant financial aid position.


3.2.4 STATE AND HIGH SCHOOL RELATIONS COMMITTEE

President appoints the Chair.

Responsibilities:

  1. Liaison to High School Counselors Association
  2. Obtain the Financial Aid Awareness Week Proclamation from the Governor
  3. Assist NCSEAA in updating the financial aid night presentation and materials, as requested by NCSEAA.
  4. Collect information and distribute the annual Preference Survey of Colleges and Universities to North Carolina High Schools before November 1 each year.
  5. Organize state-wide financial aid awareness activities.
  6. Provide support for FAFSA Day.
  7. Keep the membership informed of committee activities through the newsletter, listserv and other media as appropriate.
  8. Present an annual report at the annual spring business meeting or at another meeting designated by the President.

3.2.5 PUBLICITY AND PUBLICATIONS COMMITTEE

President appoints the Chair.

Responsibilities:

  1. Association Newsletter
    1. There must be at least three (3) newsletters each year.
    2. Each newsletter should contain
      1. Letter from the President
      2. Committee reports
      3. Update from NCSEAA
      4. Update about federal programs
      5. Information of interest to the financial aid community
    3. Newsletters may be in electronic or paper format.
  2. Provide updates to membership as directed by the President.
  3. Publicize Association activities, including conferences, committee activities, special events, etc.
  4. Keep the membership informed of committee activities through the newsletter, listserv and other media as appropriate.
  5. Present an annual report at the annual spring business meeting or at another meeting designated by the President.

3.2.6 PROGRAM COMMITTEE

President appoints the Chair. It is the President's prerogative to have a chair for each conference (fall and spring) or one chair to oversee both conferences.

Responsibilities:

  1. Establish agenda for conference that reflects the President's goals and objectives and vision for the Association.
  2. Conference agendas should include business sessions (required for spring conference), updates from other associations and the U. S. Department of Education, FISAP training (when appropriate), interest/concurrent sessions, and general sessions with topics of interest to the majority of the membership, professional recognition, networking activities, and recognition of Professional Affiliates.
  3. The Program Committee is responsible for:
    1. Theme
    2. Decorations
    3. Coordination with Agencies Committee
    4. Program format
    5. Presenters
    6. Speakers/special guests
    7. Equipment for technology uses
    8. Menu selection/guarantee deadline
    9. Head table place cards
    10. Program portfolios
      1. Pre-program publicity
      2. Entertainment
      3. Evaluation forms
  4. Report to the Executive Board on evaluation analysis of the sessions and over-all conference.
  5. Keep the membership informed of committee activities through the newsletter, listserv and other media as appropriate.
  6. Present an annual report at the annual spring business meeting or at another meeting designated by the President.

See Section 3.2.10 Site Selection Committee for more information.


3.2.7 LEGISLATIVE ADVISORY COMMITTEE

President selects the Chair.

Responsibilities:

  1. Review federal and state legislative activities that impact financial aid and higher education.
  2. Review regulatory changes in student financial aid programs and other areas of higher education.
  3. Keep membership informed about legislative and regulatory changes – via listserv, website, email, etc.
  4. Work with President to draft Association responses to NPRM, etc.
  5. Keep the membership informed of committee activities through the newsletter, listserv and other media as appropriate.
  6. Present an annual report at the annual spring business meeting or at another meeting designated by the President.
  7. Serve as a member of/liaison to the SASFAA Federal Relations Committee.

3.2.8 PROFESSIONAL AFFILIATES COMMITTEE

President appoints the Chair.

Responsibilities:

  1. The Chair serves as ex-officio member of the Conference Committee as a liaison between the Program Chair(s) and agencies.
  2. The Chair facilitates communication between the Executive Board and agency representatives.
  3. Agencies include:
      NC State Education Assistance Authority
      College Foundation, Inc
      Loan collection firms
      Billing agencies
      Consultants
      Data processing firms
      All others who can be called Professional Affiliates or agencies
    See Associate by-laws for additional information and definitions.
  4. The Chair works closely with the Budget and Finance Committee Chair, the Treasurer, and the Conference Committee Chair(s) to coordinate activities and funding.
  5. Committee members should represent various sectors of membership.
  6. Keep the membership informed of committee activities through the newsletter, listserv and other media as appropriate.
  7. Present an annual report at the annual spring business meeting or at another meeting designated by the President.

Professional Affiliate Policy

  1. The NCASFAA President shall appoint the Professional Affiliates Committee Chairperson. The Chairperson shall work closely with the Budget and Finance Committee Chairperson, the NCASFAA Treasurer and the Conference Committee Chairperson(s) to coordinate activities and funding.
  2. Professional Affiliation shall be established for the NCASFAA fiscal year, July 1 – June 30.
  3. There will be no sponsored activities during any scheduled events conducted by NCASFAA.
  4. Previous and potential Professional Affiliation exhibitors will be sent the NCASFAA Professional Affiliation Form in the summer of each year.
  5. Effective July 1, 2012, there are four levels of support:
    1. Platinum Level - $2500
    2. Gold Level - $1500
    3. Silver Level - $1000
    4. Bronze Level - $500
  6. NCASFAA membership and Conference Registration is not required to be an Exhibitor. Association membership is required to serve on any type of NCASFAA committee.
  7. All Professional Affiliates wishing to be an Association Member of NCASFAA must pay the yearly Membership Fee as stated in Article IV, Section 2 of the NCASFAA Bylaws.
  8. All Professional Affiliates wanting to attend conference sessions, meals, and all other conference functions must complete the NCASFAA Conference Registration Form and pay the NCASFAA conference registration fee if it is not included as part of the sponsorship level purchased. This is for the protection of the Professional Affiliates as well as NCASFAA.
  9. No Professional Affiliate will receive complimentary NCASFAA Membership, but there may be a complimentary Conference Registration(s) based on the level of support purchased.
  10. All Professional Affiliates attending one or both of the conferences MUST be at the minimum a Bronze Level Supporter.
  11. Registered Platinum Level Professional Affiliates who pay their exhibitor fee by a priority date that is established by the Treasurer and the Professional Affiliates Committee Chair, will be placed in a lottery for prime exhibit table location in the Exhibitor area during the Fall and Spring Conferences. The remaining Platinum Level Professional Affiliates who pay their exhibitor fee after the priority date will be placed in a separate lottery for the remaining Platinum Level table locations in the Exhibitor area.
  12. Registered Gold, Silver and Bronze Level Professional Affiliates exhibit tables will be assigned based on the date of their paid registration on a first come, first serve basis for the remaining Exhibit space after the Platinum Level tables have been assigned.
  13. When budgets permit, there will be breaks during the conferences. Those breaks will be located in the Exhibitor Area.
  14. No random drawings for prizes will be allowed during any NCASFAA sponsored event or activity. Items or giveaways of nominal value ($10 or less) are allowed at the conference Exhibitor's tables.
  15. NCASFAA will make available a general student scholarship fund available for corporate donations at the two NCASFAA Conferences. The student scholarships will be awarded to attending institutions at the closing of the fall and spring conferences via random drawing.

    The scholarships will be awarded in increments of $500. Any remaining funds will be carried over until the next scheduled conference.

    Scholarship donations and payments will be separate and in addition to the Exhibitor Fee and must be paid to the NCASFAA Treasurer, and should be received no later than 10 working days prior to each conference.
  16. In the event of a merger between two or more Professional Affiliates during the NCASFAA fiscal year, no refund of the Exhibitor Fee to the no longer existing exhibitor will occur.
  17. The Executive Board reserves the right to deny a Professional Affiliate the opportunity to pay for Exhibitor space at the association conferences. Generally, this would occur when a Professional Affiliate organization appears, by action and/or words, to not be in concert with the Association’s goals and objectives.
  18. Once Professional Affiliate fees have been committed and received by the NCASFAA Treasurer, no refunds will be given.

Professional Affiliate Levels - effective July 1, 2012:

Platinum Level $2500

  • Booth at Fall and Spring Conference
  • Two Complimentary conference registrations for each conference
  • Priority location based on receipt of full payment by September 30th.
  • Sponsor and/or Present a training webinar (topic to be determined in conjunction with NCASFAA Professional Advancement Committee)
  • Online Conference Support Recognition with logo, URL and contact info
  • Full page ad in Conference Program
  • Full page ad in all newsletters
  • Permitted to be at all NCASFAA Training Activities at no additional charge (for example, Support Staff, New Aid Officers, Mid-Level, etc.)
  • May Present/Moderate at the request of the Professional Advancement Committee and the Conference Committee

Gold Level $1500

  • Booth at Fall and Spring Conference
  • One Complimentary Conference Registration per conference
  • Online Conference Support Recognition with URL and contact info
  • ½ page ad in Conference Program
  • ½ page ad in Fall and Spring newsletter
  • May Present/Moderate at the request of the Professional Advancement Committee and the Conference Committee

Silver Level $1000

  • Booth at either the Fall or Spring Conference
  • One Complimentary Conference Registration in conjunction with the conference you are vending at
  • Online Conference Support Recognition with contact info
  • May Present/Moderate at the request of the Professional Advancement Committee and the Conference Committee

Bronze Level $500*

  • General Support, no booth
  • Online Conference Support Recognition
  • May Present/Moderate at the request of the Professional Advancement Committee and the Conference Committee

    (* Professional Affiliates who choose not to exhibit may attend both conferences, but will be required to participate at this level as well as paying the required conference registration fees)

3.2.9 PROFESSIONAL RECOGNITION COMMITTEE

The Past President serves as the Chair.
The President appoints committee members.

See Section 4, Recognition Programs, and Section 5, Awards, for more details.


3.2.10 SITE SELECTION COMMITTEE

President appoints the Chair.

Responsibilities:

  1. Visit potential conference facilities.
  2. Present suggested sites to the Executive Board for approval.
  3. Sites should be selected as far in advance of the meeting as possible to secure an appropriate site and to take advantage of cost savings.
  4. Keep the membership informed of committee activities through the newsletter and listserv and other media as appropriate.
  5. Present an annual report at the annual spring business meeting or at another meeting designated by the President.

Site Selection Checklist

Registration and Guest Rooms

  1. How many rooms can the hotel make available?
  2. What are the room rates?
  3. What is the policy on complimentary rooms?
  4. Will the hotel provide room reservation forms?
  5. Is an advance deposit required with the room reservation?
  6. How far in advance of the convention will the hotel release the unreserved rooms in the block?

Meeting Rooms

  1. How many meeting rooms are there?
  2. Is there any charge for their use?
  3. What are their capacities?
  4. Are there pillars or obstructions in the rooms?
  5. Is the use of audio-visual equipment convenient?
  6. Are there any kinds of distraction (open windows, outside noise, etc.) which could cause people to lose interest in the meetings?

Exhibit Area

  1. How many square feet of exhibit space are there?
  2. Is there easy access for loading and unloading dipoles?
  3. Is the lighting adequate?
  4. Is the exhibit area located near the meeting rooms?
  5. Is there a charge for use of the exhibit area?

Hotel Appearance

  1. How would you rate the general condition and appearance?
    1. Guest rooms
    2. Meeting rooms
    3. Lobby area
  2. How would you rate the following?
    1. Hotel furnishings and décor
    2. Housekeeping services'
    3. Food service
    4. Check-in and front-desk handling

Hotel Services

  1. Is there a parking charge?
  2. Is there an area to accommodate convention registration?
  3. What type of facilities, technical equipment, etc., will the hotel make available?
  4. What type of restaurants, entertainment and sports facilities are available?
  5. What types of shops and other services are available on the premises?
  6. What types of transportation facilities are available to airports and nearby attractions?

Food Services

  1. Are the banquet and luncheon menus varied as to selection and price?
  2. Will the hotel change specific items on a given menu?
  3. When must a guarantee be given for a meal function?
  4. How many additional places, above the guarantee will the hotel set?

Miscellaneous

  1. Are there any special features about the hotel which make it unique?
  2. Does the hotel have any other major conventions booked for the same dates?
  3. Would the hotel facilities be available if we were to begin the convention one day earlier than anticipated?

3.2.11 DIVERSITY ISSUES COMMITTEE

The President appoints the Chair.

Responsibilities:

  1. Work with Program Chair and committee to ensure that the diversity of the Association is reflected in conference agendas.
  2. Plan and coordinate activities that help the Association members develop a sense of inclusion and appreciation for all members.
  3. Plan and coordinate activities to help Association members meet the needs of diverse student populations and respond to changing demographics.
  4. Keep the membership informed of committee activities through the newsletter, listserv and other media as appropriate.
  5. Present an annual report at the annual spring business meeting or at another meeting designated by the President.

3.2.12 NOMINATIONS AND ELECTIONS COMMITTEE

The Past President chairs the Nominations Committee.

Responsibilities:

  1. Encourage nominations of interested and qualified candidates for office.
  2. Nomination forms may be printed, distributed electronically through email, the listserv and/or posted on the Association's website.
  3. Establish a reasonable deadline for nominations, based on the date of the spring business meeting.
  4. The Chair must contact nominees and get their agreement to run and serve if selected. This contact must occur prior to the committee meeting.
  5. Candidates must be presented to the membership no later than 30 days prior to the spring business meeting.
  6. Presentation of candidates may be through printed materials, the listserv, the Association's website, and/or any other appropriate media.

Committee procedures:

  1. The committee should engage in active discussion about nominees and potential candidates so that the well-being of the Association is always paramount in their minds.
  2. The committee must have a formal meeting to discuss and select candidates. Either a physical or an e meeting is an acceptable meeting format.
  3. It is not acceptable to simply exchange emails about candidates. An email exchange does not constitute an e-meeting.
  4. Nominees will be considered for office in this order:
    1. President Elect (annually)
    2. Vice President (annually)
    3. Secretary (odd years)
    4. Treasurer-Elect (odd years)
    5. Nominations Committee Sector Representative
      1. 4 Year- Public (odd years)
      2. Independents (odd years)
      3. Agencies (odd years)
      4. 2 Year-Public (even years)
      5. Proprietary (even years)
  5. In the event of a single nominee for an office, the committee may nominate a second individual during the meeting. The chair must immediately contact that individual and get his/her agreement to run and serve if selected.
  6. If a member of the committee is presented as a nominee for office then he/she is no longer eligible to participate as a committee member. The President must appoint a replacement committee member from the same sector.
  7. If two nominees are presented for an office, both candidates are placed on the ballot.
  8. If more than two nominees are presented for an office, each committee member will vote for two of the nominees. The two individuals with the most committee votes will become the candidates. In the event that no candidate receives a plurality, the discussion and voting must continue. If the committee is unable to select two, but has no more than three candidates, all three names should be placed on the ballot. No more than three names should be presented for each office.
  9. The Chair shall contact the President and President Elect immediately following the meeting to present the slate of candidates, for informational purposes.
  10. The Chair shall present the slate of candidates to the Executive Board as soon after presentation to the President and President Elect as possible, for informational purposes.
  11. Neither the President, the President Elect, nor the Executive Board are required to approve the ballot.
  12. The Chair shall present the slate of candidates to the membership through all appropriate media, including paper, the Association's website, listserv, etc.
  13. The Chair shall obtain from each candidate a brief candidate statement, a short resume listing the candidate's current and past employment and involvement in state, regional and national associations. If possible, pictures of the candidates should also be part of this information. This information may be posted on the Association's website, distributed via listserv, email, or in paper form.

Voting
An electronic ballot shall be made available on the website a minimum of ten (10) calendar days prior to the Spring Business Meeting.

The Nominations and Elections Committee along with the Technology Committee Chair shall verify the election results. The secretary shall be in attendance except in the event that that individual is on the ballot or otherwise unavailable. If that occurs, the president shall designate a substitute.

The nominations and elections chair shall report the results of the election at a business session following completion of voting. Prior to that time, however, the president and each candidate will be contacted and informed of the election results.

Only paid members may vote.

Confidentiality:
Committee discussions are to remain confidential.
Actual vote counts are to remain confidential.
Election results are confidential until announced to the entire membership.


3.2.13 TECHNOLOGY COMMITTEE

The President appoints the Chair.

Responsibilities:

  1. Serve as liaison with the company hosting the NCASFAA website (ATAC).
  2. Serve as an ex-officio member of the Nominations and Elections Committee.
  3. Provide support to the Program Committee and Membership Committee to assist with conference registration and program needs.
  4. Serve as a contact for NCASFAA members who have website issues (i.e. job postings, access to the site)
  5. Responsible for authorizing website access levels for NCASFAA members, including Executive Board and Committee members.






Questions: support@ncasfaa.com - Copyright © 2006-2017 NCASFAA & ATAC Corporation
Copying or distributing contents expressly forbidden. ALL RIGHTS RESERVED.