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Policies and Procedures
Policies and Procedures
Policies and Procedures
Revised November, 2009
President
Responsible for maintaining direction, preparing agendas, chairing meetings of the Association.
Represents the Association to other professional organizations.
1. Makes decisions on behalf of the Association regarding policy, implementation, program planning and resource allocation.
2. Serves as contact person for individuals/organizations outside ACCTA who have questions or concerns about the Association, its policies and procedures.
3. Serves as primary liaison to other professional groups/organizations affecting ACCTA, or designates an alternate to serve as liaison (which includes attending organizational meetings, providing information to these organizations about ACCTA activities, writing correspondence on behalf of the Association, and providing a report to ACCTA membership of their liaison activities).
4. Coordinates all business and programmatic functions of the Association.
5. Serves as consultant to members of ACCTA regarding policy, program, and resource allocation decisions.
6. Plans and chairs annual Fall Conference. Coordinates social hours and other relevant programs at the APPIC, APA, and other annual conventions and regional meetings as appropriate.
7. Chairs ACCTA Board of Directors and Executive Committee in carrying out the designated duties of both.
8. Prepares responses or position papers from ACCTA regarding professional issues and designates an individual and/or group to develop such statements/responses.
9. Advocates for predoctoral internship training issues in policy decisions affecting training on local, regional, and national levels.
10. Keeps membership informed of issues and events of the national scene that are of relevance to the membership via the ACCTA listserv. Prepares a monthly report summarizing and updating membership on ACCTA’s internal and external activities.
11. Attends the annual mid-winter meeting of the Division 17 Executive Committee or designates a representative to attend.
12. Attends the annual mid-winter meeting of the Council of Chairs of Training Councils (CCTC) or designates a representative to attend. This meeting is partially funded by the APA's BEA.
13. Attends BEA meetings as ACCTA's liaison or designates a representative to attend.
14. Prepares an annual President's report for review of the Association's members.
15. Administers an annual discretionary fund. The amount of the fund is determined annually by the Board of Directors and approved by the membership.
16. Facilitates the Co-Chairs of ACCTA’s Standing Committees in carrying out of their Committee’s work.
President-Elect
1. Assumes responsibilities of the President in the event of disability or resignation of the President.
2. Chairs meetings in the absence of the President.
3. Carries out assignments as requested by the President.
Past President
1. Carries out the responsibilities of the president and/or president-elect in the event that the president is unwilling or unable to discharge her/his duties.
2. Chairs the meetings in the absence of the President or President-Elect.
3. Carries out responsibilities assigned by the President.
4. Serves as consultant to the President and Board of Directors.
5. Chairs the Nominations Committee
6. Serves for two years following close of his/her Presidency
Secretary
Responsible for recording the minutes, handling correspondence, and maintaining current membership lists.
1. Records minutes at the Fall Conference Business meeting and all ACCTA Board of Directors meetings. Takes written notes of Board listserv activities.
2. At the discretion of the President, may distribute hard copies of the Minutes and Proceedings, and/or may forward an electronic copy of the Minutes and Proceedings to the ACCTA Webmaster to be downloaded to the web page.
3. Provides ACCTA stationery each year.
a. Stationery
i. Names, addresses, telephone numbers, and e-mail addresses of the President, Secretary, Treasurer, and Past President will be in the letterhead.
ii. President-Elect's name will be on the letterhead during the pre-presidential year.
iii. Names of the 10-members of the Board of Directors arranged alphabetically (with the exception of the membership chair) indicating their university affiliations and degrees will be on the letterhead.
iv. Name of membership chair and the title membership chair will appear last under the Board of Directors.
v. Creates new stationery following the ACCTA Fall Conference.
vi. "Association of Counseling Center Training Agencies" is the return address. Officers, etc. can then indicate their own return addresses.
b. Distributes ACCTA letterhead on e-mail to President, President-Elect, Treasurer, and Project Coordinators as needed (e.g., Buddy Program Chair, Membership Chair).
4. Maintains current list of ACCTA members who volunteer to serve as liaisons to other organizations.
5. Maintains a current list of names, addresses, and organizational affiliations of persons who are liaisons to ACCTA (e.g. AUCCCD, ACPA Commission VII).
6. Keeps a list of ACCTA members who are not on the e-mail listserv.
7. Updates the By-laws as needed and obtains majority vote from the ACCTA membership on any revisions. Includes the revised copy with the Minutes and Proceedings.
8. Keeps Policies and Procedures Manual current.
9. Serves as a member of the ACCTA Executive Committee.
10. Submits written budget to the Treasurer prior to Fall Conference.
11. Obtains Tax I.D. Number from the Treasurer to be used when making secretarial purchases.
12. Obtains receipts for all purchases and submits to the Treasurer for reimbursement.
13. Coordinates the collection of all board and committee reports and provides them before the Fall conference to the President who will summarize them in the President's report.
14. Submits an annual Secretary's report of activities to the Association.
Treasurer
Maintains the treasury and oversees the financial operations of the Association of Counseling Center Training Agencies.
1. Serves as a member of the Executive Committee of ACCTA
2. Serves as a consultant to the President and the Executive Committee and the Board on the financial status of ACCTA's treasury, as it affects future planning and expenditures.
3. Identifies and maintains a system for managing the records (e.q., Quicken)
4. Maintains records of all deposits and withdrawals from the ACCTA treasury, with the ACCTA fiscal year beginning on October 1 and ending on September 30.
5. Opens and maintains a business account at an insured bank. When opening a checking account, arranges for a credit card processing service.
6. Arranges for the bank statement to be accessed by both the president and secretary for oversight.
7. Typically invests a portion of ACCTA’s financial holdings in an interest bearing account.
8. Pays all ACCTA bills, including but not limited to: insurance, survey monkey, credit card processing costs, web maintenance costs, American Express bill.
9. Reimburses ACCTA members for approved expenditures related to the conduct of ACCTA business. (Receipts to be sent within a month following the expenditure).
10. Submits annual tax form to IRS in conjunction with 501 (c) (6)Tax Exempt Status. Arranges for a tax preparer to complete the forms to be filed by January 31st.
11. Submits annual forms requested by insurance company.
12. Submits semi-annual report for review by Executive Committee.
13. Collects dues from member institutions, handles correspondence related to dues collection, and keeps accurate records of all dues received. Notifies Membership Chair when new members pay dues.
· Sends out dues statements annually in May to member institutions.
· Sends first late dues reminders in October
· Sends second late notice in January.
· Sends drop letter in March, with April 1 dues payment date.
· If dues are not received by April 1, the agency will be dropped from ACCTA membership. Consequences of loss of membership include:
a. removal from e-mail listserv;
b. will not be able to attend annual conference;
c. Treasurer informs President, Secretary, Membership Chair, web master,
and listserv manager of any members dropped from membership;
d. to be reinstated, unpaid dues must be resolved on a case by case basis.
14. In consultation with the President, grants yearly requests made in writing for special circumstance dues consideration and keeps information in confidence.
15. Plans a budget on the basis of advanced notification from members of anticipated expenses. Submits budget to the President prior to Fall Conference.
16. Writes and /or revises descriptions of budget lines.
17. Prepares annual Treasurer's report for the membership at the Fall conference.
18. Works with conference committee to collect money, pay conference expenses, and maintain associated records.
19. Maintains prior records for three years and shreds items older than three years.
Executive Committee
Consists of President, Past President, President-Elect, Secretary, and Treasurer.
1. Convenes by conference call or e-mail interaction on a regularly scheduled basis throughout the year to advise the President.
Board of Directors
1. Consists of the Executive Committee, and 10 members.
2. Reviews proposed budgets from Officers, committees and project chairs and makes recommendations to be voted on by the membership.
3. Fills unexpired terms of any office which becomes vacant during the year. The office will then be open to be filled by the vote of the membership at the Fall Conference.
4. Meets on the day preceding the ACCTA's annual Fall Conference.
5. Convenes Board of Directors listserv on a regularly scheduled basis throughout the year to advise the President.
6. Makes decisions about budget requests.
7. Establishes policy and monitors the functioning of the Association and Executive Committee Officers in keeping with the stated objectives of the Association.
8. At the President's discretion, members of the Board are appointed to ACCTA Committees, Liaisons, Ad Hoc Task Groups, or Projects to facilitate the work of the Association.
Membership Chair
1. Is appointed by President for a minimum of a two-year term.
2. Provides potential ACCTA members with application materials and general information about ACCTA. Sends cover letter/ email, which includes instructions for how to access the web-based membership application form.
3. Consults with the Treasurer and Secretary to ensure that the application form meets their needs for information.
4. Procedures for acting on new member applications:
· Membership chair receives application through web-based process. If application is made between May 1st and October 1st, dues payment will cover remainder of current year, as well as following year.
·
Membership chair evaluates application based on membership criteria. Membership is open to programs exhibiting a strong commitment to the development of an internship program as well as those that already have an internship program in place.
i. Approves application and informs institution about acceptance, or
ii. Rejects application and sends letter to institution explaining which criteria for membership have not been met. Returns any dues payment to institution.
a. In acceptance notifications, the chair requests that the applicant submit dues to the Treasurer, with a cc’ed copy of request sent to the Treasurer. After the Chair hears confirmation that the Treasurer has received dues, s/he informs the Secretary, President, Web Wizard, and Listserv Manager (if new member requests to be on the listserv) of new member. Membership benefits begin immediately.
b. Membership Chair writes welcome message to new member.
c. Serves as new member contact ("buddy") until Fall Conference.
5. Membership chair sends welcome letter to new training directors of existing member programs and requests that the listserv manager add the new training director and remove the former training director. If a training director requests that two individuals from a single site remain on the listserv for more than a few days, the membership chair consults with the Executive Committee about responding to the request. After the listserv manager notifies the membership chair that the new training director has been added to the listserv, the membership chair welcomes the new training director via the listserv.
6. The Chair contacts member programs that have not had an internship program for 3 years to determine continuing eligibility for membership. If the Training Director/ACCTA representative expresses a continued desire to develop or reinstate an internship program, their Director will be asked to provide a letter of commitment indicating support for the goal of developing/reinstating an internship program. The Membership Chair brings the directors’ letters of commitment to the Executive Committee and Board of Directors for a decision about the program’s continuing membership in ACCTA.
7. Arranges for a single representative from each new member agency to join the ACCTA Listserv and arranges for the Secretary to add a single representative to the membership list. Consortia are considered to be single members, unless each counseling center pays for its own membership. As a single member, each consortium has one listserv representative, one membership listing on the ACCTA website, and one person representing the consortium at the ACCTA Conference, except in years of transition as noted in By Laws, Article III, Membership.
ACCTA Clearinghouse Service
In February 1986, ACCTA established an Intern Selection Clearinghouse service available to ACCTA members. ACCTA provides this clearinghouse to facilitate contact between candidates not matched by the National Matching Service and sites still needing interns. All data are transmitted electronically over the ACCTA web site at http://www.accta.net/. ACCTA assumes no responsibility for monitoring the data or for verifying its accuracy. In addition, ACCTA simply provides this data to ACCTA member Counseling Centers seeking Interns and does not maintain responsibility for information provided by internship sites. Internship sites peruse the list of candidates and then contact those candidates they wish to pursue as potential interns. ACCTA is not a part of the negotiation between intern candidates and intern sites and is not responsible for the accuracy of information provided to candidates by internship sites or to sites by candidates.
The general procedures used to access the Clearinghouse services are:
1. The internship site must be a member of ACCTA; candidates are doctoral students in counseling, clinical, or professional psychology training programs.
2. The agencies and candidates are informed that this service does not replace the APPIC Clearinghouse but is an available alternative service. In the APPIC Clearinghouse candidates are provided a list of sites with available positions and contact the sites. In the ACCTA Clearinghouse candidates provide information about themselves and sites contact them. Candidates do not get a list of sites with available positions.
3. The ACCTA Clearinghouse is available to the following groups:
a. Candidates who were not placed on National Selection Day or who were not a part of the Match process
b. ACCTA members who have not filled their internship slots in the Match or who were not a part of the Match.
4. A letter is sent in early January to all doctoral training programs in clinical and counseling psychology describing the use of the ACCTA Clearinghouse and providing the ACCTA website address for the use of candidates. A letter is also sent to all ACCTA members describing the ACCTA web site usage of the Clearinghouse.
5. On the Friday that candidates are informed they have been or have not been matched, those candidates who have not been matched as well as those candidates who have not been a part of the computer match may enter their data into the Clearinghouse.
6. When candidates access the website, they are asked a series of questions which they then submit. The questions are: Name, Address, Work Phone, Home Phone, FAX, E-mail, Institution, Program, Degree sought, Status of APA Approval, Status of dissertation, Status of Comprehensive Exams, Permission to be contacted by Non APA-Accredited sites, Permission to be contacted for follow up research both by ACCTA and by sites, Geographical Restrictions and comments as well as best means to make contact. Candidates can also upload their AAPI, their Vita, their Training Director’s form and if they have access to them, their letters of recommendation. These responses are posted directly to the Clearinghouse. Candidates can re-enter the Clearinghouse and remove their name from the list once they have been matched.
. When ACCTA sites access the Clearinghouse, they are asked to submit a form containing the following questions: Name, Title of contact person, University, Work Phone, FAX, E-mail, How many positions were filled in the APPIC Computer Match, number of positions still to be filled, whether they are an APPIC SITE, NON APPIC SITE, APA APPROVED SITE and/or CPA APPROVED SITE. Following submission of this form they are taken to the list of available candidates. Once they have finished using the ACCTA Clearinghouse they are asked to fill out a follow up form requesting the following information: Name, University, E-mail and
How many total positions were filled through Clearinghouses or other means (not through the APPIC Match)?
How many positions were filled through the ACCTA Clearinghouse?
How many positions were filled through the APPIC Clearinghouse?
How many positions were filled through other sources?
How many of positions remain unfilled?
Of the total positions filled following the Computer Match how many of the interns selected were from APA approved programs?
7. ACCTA sites may access Clearinghouse information beginning at 11am EST on the Monday candidates and sites are informed of where or with whom they have been matched.
8. The Clearinghouse Coordinator provides a written report of Clearinghouse activities to the President one month following Match Day. A final report is provided when the Clearinghouse closes on August 1 of the Match Year.
Hosting an ACCTA Conference
ACCTA members wanting to host a conference should plan to make a proposal at least two years prior to the date they wish to host. They should provide the ACCTA Conference Committee with:
1. Brochures or a videotape of the site and its facilities.
2. Cost breakdown--of single and double rooms and/or suites, transportation to and from the nearest airport(s), and any costs to ACCTA.
3. Facilities--Types of rooms, number and types of meals, special menus, sports facilities, regional areas of interest. It is important that the facility be able to accommodate physical disabilities.
4. Airline accommodations--Routes, carriers who service the area, any special deals airlines are willing to make.
5. Proposed dates--Avoid Rosh Hashanah, Yom Kippur, and the Counseling Center Directors' Conference.
6. The host should stay in contact with the President regarding conference organizational issues and with the Treasurer regarding distribution of funds.
Buddy Program Chair
Coordinates the pairing of first time conference attendees and returning ACCTA members as "buddies" for the Fall Conference to integrate new members and new institution representatives into ACCTA.
1. Obtains list of buddy volunteers and first time conference attendees interested in having a buddy from the registration for the Fall Conference.
2. Assigns buddies and emails pairings to both the buddy and the first time attendee approximately two weeks following the registration deadline for the ACCTA Fall Conference.
3. Works with Standing Committee on Diversity - Diversity Scholars chair to make buddy matches for the Diversity Scholars.
4. Instructs buddies as to their responsibilities regarding new members. The responsibilities include:
a. Calling first time conference attendees after receiving contact information to answer questions about upcoming conference norms etc.
b. Encouraging new members to attend the New Member Orientation at the Fall Conference.
c. Dining with new member on first night of Fall Conference, or arrange a first meeting if you won't arrive by dinner time.
d. Maintaining ongoing contact with new member during the Fall Conference, as negotiated.
5. Plans new member orientation in consultation with Membership Chair and Executive Officers.
Suggested meeting format and topics are:
Introduction of Buddy Program Co-Chairs and new attendees; an icebreaker activity; review conference program highlighting things such as the diversity scholar presentations and the new TD program; remind new attendees of self-care during the conference.
a. Executive Officers make welcoming remarks.
b. New members introduce themselves to each other.
c. Discussion of conference norms that have not already been covered.
d. Brief walk-through of conference agenda.
e. Remaining questions from new members.
f. Executive Officers, returning members, and new members briefly introduce themselves.
g. When relevant, submits a written budget to the Treasurer before the Fall Conference.
Special Events Coordinator
The President appoints a board member to serve as Special Events Coordinator. The board member arranges informal gatherings for ACCTA members at professional conferences, not including the ACCTA Conference, in which many ACCTA members attend. Examples of events include dinner plans for ACCTA members who attend the Multicultural Summit and the APPIC Conference. The event coordinator may choose to invite an ACCTA member who lives near the conference site to identify a restaurant and make reservations.
Website Content Coordinators
1. Role is typically a two-year commitment. President appoints one entering board member to program co-chair role each year, so that one member continues in role, and one entering board member begins each year. For the first year, the President appoints a lead person and an entering board member, who will be in a secondary role.
2. Coordinator reviews the structure and content of the website. The coordinator elicits help from members who have taken responsibility for various ACCTA functions and asks them to review corresponding parts of the website for accuracy. The coordinator identifies people to review the remaining content. The coordinator may invite a committee to help identify needs associated with maintenance of a well-structured, clear, and accurate website.
3. The coordinator makes recommendations to the Executive Committee about structural changes and sends revised written material to the ACCTA Web Master.
ACCTA Web Master
1. Update the ACCTA website
2. Act as liaison and contract negotiator with Phoenix Technologies and any future web related entities concerning website maintenance, changes, upgrades, etc.
3. Recommend yearly budget to the Board
4. Act as liaison and consultant to the Board regarding website matters
5. Act as a resource to officers, committee chairs and others regarding development of, use of and additions to the website
6. Manage the ACCTA Clearinghouse and make reports to the Board and Membership
7. Manage the Membership portion of the website in cooperation with the Membership Chair and Treasurer
8. Manage website development relative to ACCTA conferences and conference program submissions
9. Provide for on-line elections and other on-line voting matters
10. Provide for on-line selection of Diversity Scholars and maintenance of Diversity Scholar web pages
11. Serve as a resource to members concerning website matters
Historian
1. Appointed by the President for one-year term. Renewable.
2. Compiles history of ACCTA including:
a. Keeps names of founding mothers and fathers, dates and places of conferences and adds them to the history section of the ACCTA website. Track the ACCTA members who serve on APPIC’s Board, and adds them to the history section of the website as appropriate.
b. Chronicle ACCTA Conferences:
i.Gathers materials from conferences for the archives. Such things include brochures, handouts, t-shirts/pens/hats and anything else that represents the conference site and the people attending. It may also include the original lyrics and song sheet of songs written at the conference (note the authors and have them sign the lyrics) and other recollections of annual meetings. Whenever possible, record major activities with the help of others.
ii. Asks members to submit copies of photos or other unique features of the conference.
iii. Recruits others to help record the conference. Encourage someone to bring video for recording events.
3. Organizes and maintains:
a. photo albums
b. conference materials including Minutes and Proceedings, brochures, photos, etc.
c. compile and maintain emails/letters of departing Training Directors to the members as they leave the organization (this dates back to the very early years)
d. transference of Presidential papers to the history archives as needed
e. miscellaneous papers that are part of the organization and contained in a filing box
f. history section of the website
4. Serves as the historian for the organization: looking up facts as needed, answering questions about the organization for members and non-membersand collecting relevant documents.
5. May bring archival material to special anniversary Fall Conferences.
6. Submits receipts to the Treasurer for expenses within the annual budget for the history/archives. Seeks approval from the President/Board for expenses exceeding the budget.
ACCTA Survey Chair
1. Polls ACCTA members regarding content of the survey.
2. Revises survey based on needs of ACCTA members.
3. Surveys ACCTA members electronically during the late spring of each year.
4. Compiles survey results and submits them to the Secretary for inclusion on the ACCTA Website.
5. Reports on survey results, observations, and recommendations at annual Fall Conference.
6. Submits a written budget to the Treasurer before the Fall Conference in odd-numbered years.
Gifts and Honorariums Chair
To recognize the contributions of outgoing Officers, Members of the Board of Directors, and other significant contributors to ACCTA functions as determined by the President.
1. Recognition
a. Plaque for the President.
b. Smaller plaques for the Secretary and Treasurer.
c. Certificates for Board Members.
2. Plaques and certificates will be presented during the Fall Conference.
3. Submits a written budget to the Treasurer before the Fall Conference.
4. Makes Arrangements for Helen Roehlke Award
· call for nominations to ACCTA listserv
· Share nominations with board
· Solicits votes from board, with deadline specified
· Communicates results to ACCTA president
Program Co-Chair
1. Role is two-year commitment. President appoints one entering board member to program co-chair role each year, so that one member continues in role, and one entering board member begins each year. Co-chairs negotiate responsibilities between the two, with continuing co-chair typically providing leadership and mentoring to entering co-chair.
2. Co-chairs consult with Board regarding sending of Call for Programs for Fall Conference. Call for Programs is sent to listserv on or near April 1st , with a May 1st deadline. The Call includes requests for objectives, presenter vitas, and brief description of programs. The Call could also include Guidelines for writing behavioral learning objectives from APA Continuing Education Sponsor Approval System (CE-SAS) http://www.apa.org/ce/guide_objectives.pdf .
3. Uses results of previous program evaluations to suggest programs for upcoming Conference. On ongoing basis, consult with President regarding additional program needs, suggesting possible invited speakers/ topics.
4. Receives program proposals and distributes them to other co-chair and President for review and selection, with a May 1st deadline.
5. When notified by President of invited speakers who present on topics that meet criteria for CEs, program chairs clarify who is responsible for securing program descriptions, objectives, and vitas from invited speakers. Program Chairs will receive them.
6. When notified by Diversity Scholarship Committee, sends cover letter, Call for Programs, and information about previous Diversity Scholars’ CE presentations to the two scholars. Secures program descriptions, objectives, and vitas from Diversity Scholars.
7. When selection committee of three (i.e., co-chairs and president) reaches decisions regarding program acceptances:
a. Sends notification of acceptance to each submitting presenter.
b. Prepares CE Program listing, including titles and program objectives, in time for inclusion on website and conference folder enclosure prior to Fall Conference. APA Continuing Education Sponsor Approval System (CE-SAS) 2005 Standards and Criteria require that advertising materials include program objectives.
c. Sends list of program titles, dates, times, presenters, and objectives to CE Co-chairs. During years when CE Co-chairs complete APA CE-SAS reapplication, sends copies of presenter vitas to CE Co-chairs. This occurs on five-year cycle after 2010 conference (reapplication due February 1, 2011).
8. In consultation with President, develops draft of conference schedule. Communicates with president and conference host about assignments for conference rooms. Once the schedule is finalized by the President, the program chair sends it to the Web Master. Goal is to have completed program posted by mid-June.
Continuing Education (CE) Co-Chair
1. Role is two-year commitment. President appoints one entering board member to CE co-chair role each year, so that one member continues in role and one entering board member begins each year. Co-chairs negotiate responsibilities between the two, with continuing co-chair typically providing leadership and mentoring to entering co-chair.
2. Reviews APA Continuing Education Sponsor Approval System (CE-SAS) Standards and Criteria http://www.apa.org/ce/sponsorapproval.html and provides consultation to Program Co-chairs and President about any updated requirements since 2005.
3. Prior to Fall Conference and prior to other conferences during which ACCTA offers CEs (e.g., International Conference), prints sufficient copies of the following forms, and prepares a folder of materials for each program. Folders include:
· Attendance Log (specific to each program) (2005 CE-SAS standards require that the logs be kept for three years.)
· Evaluation Form (2005 CE-SAS standards and criteria require evaluation of participants’ satisfaction with overall program and evaluation of how well each objective was achieved.)
Certificates of Attendance (specific to each program).
instruction sheet for the presenter, describing management of attendance sheets, evaluation forms, and attendance certificates. Includes instructions for return of folders.
4. At Conference, provides folder to each program presenter.
5. Co-chair who is completing two-year term as CE Co-chair at close of ACCTA Conference brings attendance records from two previous conferences to transfer to continuing co-chair. Co-chair who is completing two-year term discards attendance records that are three years old.
6. Collects completed Evaluation Forms and Attendance Logs before end of Conferences. Co-chair who will be continuing keeps old (two years) attendance records, plus current attendance logs.
7. After Conferences, co-chairs summarize evaluation statistics and the comments from each program, send a copy to each submitting presenter, and send copies of all evaluations to President and continuing Program Co-Chair, along with comments on Suggestions for Future Programs.
8. Soon after the first post-conference board meeting during which new board members are integrated and new board tasks are designated, the CE Co-chair who is continuing in the role contacts the APA CE-SAS and informs the office that the continuing Co-Chair will serve as ACCTA’s contact person for that year.
9. When contacted by APA CE-SAS, prepares appropriate reports in consultation with President. The annual Activity Summary Form requires submission of list of CE programs, number of attendees, and advertising materials (i.e., conference CE program descriptions and objectives) for programs offered in last year. The Activity Summary Form, along with the annual fee, is due in February of each year http://www.apa.org/ce/Summary.PDF. CE Chair arranges for Treasurer to pay annual fee.
Status report documenting changes in organizational structure, programming offering types, and responses to any concerns raised by the CE-SAS, is due annually on February 1st . The CE-SAS will send a notice of Status Report requirements two months prior the due date. See status report requirements at http://www.apa.org/ce/statusreq.html
Full renewal applications are required once every five years. Renewal application was completed most recently on February 1, 2006. The renewal application requires vitas of four instructors from “most recent program.” CE Co-chairs access these from Program Co-chairs, who acquire presenters’ vitas through the program proposal process.
Co-chair who is completing two-year term as co-chair transfers records of correspondence with the APA CE-SAS to continuing CE co-chair.
Care and Compassion Role
The role of the care and compassion board member is defined as a responder on behalf of ACCTA to those in our organization who experience illness, serious health problems, grief due to deaths, or catastrophic crises on their campus. The C&C person will contact the ACCTA member via a card, and sometimes a donation sent on behalf of ACCTA to let the member know that the organization is thinking about them and sending them support and good wishes. The parameters set for the amount of money sent for a donation is $ 50-100 dollars to be determined by the ACCTA board on a case by case basis.
Elections
1. Prior to nominations, the voting coordinator shall post a formal announcement to the listserv that includes: 1) the ACCTA mission statement and Preamble; 2) available officer and board positions; 3) descriptions of each available position as defined in the ACCTA Bylaws, and 4) a deadline date for nominations. The timeframes are specified in the bylaws.
2. Any ACCTA Member may nominate another ACCTA Member or may self-nominate.
3. The SCD slate member who receives the highest number of votes will be elected to the board. Additional SCD slate members who receive more votes than other candidates for board positions may also be elected to the board.
4. After informing all nominees of the results, the President will announce the results of the election via the listserv.
Standing Committees
1. With the exception of the Bylaws Committee, which will have a chairperson who is appointed by the President and/or Board of Directors, Standing Committees will elect a chairperson or co-chairs from the membership of the committee. The President will appoint a Board liaison for each Standing Committee.
2. The Standing Committees of the Association are:
a. The Standing Committee On Diversity
· The ACCTA President will appoint a Board member to serve as a liaison to the SCD to facilitate communication between the SCD and the Board.
· The SCD will elect co-chairs for the committee at the Fall Conference.
· The SCD will recommend a slate of three members to be voted on by the membership as a part of the regular Board of Directors election. The SCD Slate is identified using the following process:
- Nominations for the SCD slate are accepted both before the conference and at the SCD Meeting.
- The SCD slate is voted upon at the within-conference SCD meeting, with the three candidates receiving the most votes comprising the SCD slate.
- The SCD slate is announced during the within-conference ACCTA Business Meeting prior to inviting additional board nominations from the floor.
· The member of the slate with the highest number of votes will be elected to the Board of Directors. More than one member of the slate may be elected to the Board based on the overall voting. However, at least one member of the slate will be elected to the Board. Other underrepresented members will also be encouraged to run for positions on the Board of Directors.
· The Standing Committee on Diversity (SCD) promotes cultural diversity, multiculturalism, social justice, and advocacy issues within ACCTA, and works to ensure that such issues remain in the consciousness of the organization. In support of this mission and consistent with the values of ACCTA, the SCD is involved in several initiatives and activities during the year. In particular, the SCD makes recommendations to the membership and the ACCTA Board about ways in which ACCTA can be more welcoming and inclusive to members of underrepresented groups. The SCD serves as consultant to the Board on issues related to diversity, multiculturalism, social justice, and advocacy. The SCD also strives to promote the professional development of our membership, through the coordination of the culture sharing program, and by ensuring that there are diversity-related presentations on the annual conference program. The SCD oversees the Diversity Scholars program, and presents a nomination slate for the annual Board elections. Once a year, the SCD meets at the ACCTA conference, and communicates throughout the year on the SCD listserv.
b. The Bylaws, Policies and Procedures Standing Committee
The Standing Committee on By-Laws is charged with maintaining the By-Laws of the Association. This includes being consultant when questions of policy and procedure are called, developing and amending by-laws, bringing proposed changes to the Board for discussion, and bringing proposed changes to Membership for discussion and voting.
c. The Research Standing Committee
The Standing Committee on Research is charged with developing, conducting and presenting scholarly work that facilitates quality training in university settings. Research projects may be requested by the ACCTA Board, other ACCTA members, or initiated within the Standing Committee on Research. The Committee is also responsible for conducting the annual ACCTA survey.
d. The Standing Committee on Training Resources
The Standing Committee on Training Resources is charged with gathering and organizing training resources utilized by internship programs and making them available to the membership. The Committee will solicit ideas, forms, policies, and/or procedures via the ACCTA listserv and will have them posted to the ACCTA web site in an easily accessible format. Links to additional training resources outside of ACCTA will also be included.
e. The Conference Site Planning Standing Committee
The Standing Committee on Conferences (SCC) was established at the 2004 ACCTA conference. The SCC was created to provide ongoing support for the various functions which are needed on an annual basis for the success of ACCTA's fall conference. The committee members are asked to serve a minimum of two years and volunteer to take primary responsibility for one of several crucial tasks. Some of the main tasks include working with the conference planner to locate and evaluate future conference sites, working with the conference site hotel and the ACCTA president to get initial contracts signed, soliciting proposals for future conference sites, communicating with the board and membership regarding conference site choices, creating conference web page, writing conference description, creating conference registration and meal selection forms, secure AV equipment, arranging for any accommodation needs of ACCTA members, and working closely with the conference co-hosts to aid them in any manner that is needed (i.e., help with transportation needs, conference gifts, name tags, conference folders, meal selection, etc.). The SCC will meet during the conference to recruit new ACCTA members and to secure task assignments for the next ACCTA conference. The timeline for planning ACCTA conferences includes at least one year in advance of the conference date for setting the conference location and primary tasks.
f. The Standing Committee on Nominations
The Standing Committee on Nominations is charged with soliciting nominations from the ACCTA membership for board and executive board positions, being as inclusive as possible, and particularly taking into consideration the preamble to the by-laws by encouraging diversity in all of its forms. The committee will email the ACCTA listserv prior to electronic voting to solicit nominations, and will also talk with members during the conference to ensure an adequate number and diversity of nominations.
Standing Committee Dissolution Process
After Standing Committees have been in existence for five years, any member of the board, the executive committee, or chair(s) of the standing committee, may bring a discussion to review the need for continuation of the committee to the board. As the Standing Committees are listed in the bylaws and their dissolution requires a bylaws change, the process for proposing the dissolution of the standing committee must be consistent with the bylaws section on "Action by Electronic Vote."
ACCTA Diversity Mentorship Scholarship Program
1. The chair of this project coordinates the recruitment and selection of scholarship recipients each spring for attendance at the annual fall conference.
2. Recruitment/nomination letters are sent to all ACCTA members in the early spring.
3. The deadline for receipt of applications is near April 1st..
4. The chair prompts the committee to review and rate applications on the website The selection committee consists of the Executive Board (President, President-elect or Past President, Secretary, Treasurer), the Standing Committee on Diversity (SCD) liaison to the board, the co-chairs of the SCD and the chair of the Diversity Mentorship Scholarship Program. The selection committee typically has one month to review the applications and return ratings to the chair.
5. The chair compiles the ratings and informs the applicants and the selection committee of the results. The chair also asks for confirmation of acceptance from the recipients with a certain time frame (usually 2 to 3 weeks) and informs recipients of the requirement to present a program at the ACCTA fall conference.
6. The chair works with the Buddy Program Chair to make buddy matches.
7. The chair works with the conference hosts to forward materials to the recipients.
8. The chair works with the Continuing Education Chair to send cover letter, Call for Programs and list of previous year's programs to recipients.
9. After the conference, the chair solicits evaluations from the recipients.
Liaisons
1. A liaison to ACCTA is a person who represents another organization/ group and participates in the Fall Conference at the invitation of the President.
2. Liaisons requesting attendance at the Fall Conference must be approved by the Executive Committee.
3. The President of ACCTA shall appoint liaisons annually to represent ACCTA at the meetings of other groups or organizations.
a. Liaisons will submit formal reports to the President in a timely manner and no later than the Fall Conference.
b. Liaisons will be prepared to make presentations at the ACCTA Fall Conference.
4. The President will designate a member from ACCTA to request the agenda of the National Register regularly so that ACCTA can monitor activities relevant to our organization.
Listserv
1. The primary purpose of the ACCTA listserv is for communication among members relevant to professional issues and resources, the organization's business, and member news.
2. Utilization
a. Members may conduct informal surveys on the listserv related to their professional responsibilities, concerns, and ACCTA functions. Any such surveys are not to be used as a statement of ACCTA's formal position on any topic.
b. The listserv is not to be used by members or non-members as a vehicle to advertise services or products for profit.
c. Non-members may not conduct formal or informal surveys on the listserv without the approval of the President.
d. Non-members may use the listserv only by approval of the President.
e. Members and/or the ACCTA Jobs Coordinator may post job listings on the list. Requests from non-members to post positions should be directed to the ACCTA Jobs Coordinator.
3. Eligibility
Members of ACCTA are eligible to use the daily communication functions of the listserv.
Member sites may have two training directors on the listserv during the first six months of a transition from one training director to a new one.
4. Management
The listserv will be hosted through the APA organizational site for no charge until such time as the Board or APA wishes to sever this relationship.
a. The Listserv Manager is appointed annually by the President.
b. The Listserv Manager is responsible for ongoing operation of the listserv and addition and removal of members.
c. The Listserv Manager will provide members with instructions on the use of the listserv and electronic communication.
Summary of Listserv Manager’s Responsibilities:
• collaborate closely with the ACCTA Website Coordinator, Membership Chair, Treasurer, and the ACCTA Board when needed, to ensure that people who request listserv subscriptions are current ACCTA members; the collaboration includes notifying the Membership Chair after new training directors of existing programs are added to the listserv, so that the Membership share can welcome the new representative over the listserv.
· work with the computer services personnel in the organization whose computer hosts the listserv (APA), to ensure the efficient operation of the listserv;
· add, delete, and modify members’ listserv subscriptions on request; (this is done through the http://listserve.apa.org/ web interface, and does not require the listserv coordinator to have any knowledge of computer code or commands)
· ensure that new members are informed about the listserv, that appropriate information about email addresses is collected, and that listserv subscription lists and membership lists correspond;
· provide appropriate documentation and information to assist members in using the listserv effectively;
· create any necessary documentation associated with the operation of the listserv, such as welcome messages and user instructions;
· take all necessary steps to ensure that questions and problems are resolved;
· provide an annual listserv “committee” report.
5. Listserv Rules
When a member subscribes to the ACCTA Listserv and sends messages, they are agreeing to these rules and netiquette. These apply to members of nearly any Internet news or interest group. The primary purpose of the ACCTA Listserv is for communication among members relevant to professional issues and resources, the organization's business, and member news.
Rules & Netiquette Are:
Rule 1: Do not use the forum for illegal purposes, including but not limited to defamation, violation of intellectual property laws, violation of antitrust or unfair competition laws, or violation of criminal laws.
Rule 2: Do not intentionally interfere with or disrupt other members, network services or equipment. Also, as a courtesy, do not forward "Spam." Spam is internet junk mail. This includes: unsolicited advertisement or chain letters, jokes, contest offers, etc. Also, please do not pass along computer worm/virus alerts unless instructed by your University internet administrator to do so. Use of the network to make unauthorized entry to any other machine accessible via the listserv is disallowed.
Rule 3: Do not use the Forum for commercial purposes. "Commercial" means communications whose purpose is advancing the business or financial interests of any person or entity, or otherwise promoting a financial transaction for the benefit of the author. Examples of prohibited communications include advertisements for products or services, notices regarding rental of office space, or direct solicitations of members to purchase products or services. Examples of messages that may be of financial benefit to members but are not prohibited because they do not inure the financial benefit of the author, include job listings, or discussion of professionally-related products or services where the member conveying the information is not in the business of selling the products or services. Announcements that provide useful professional information to members but may also have some incidental commercial benefit to the sender (e.g. an author who is advising the listserv of publication of a professional book) typically would not be "commercial."
Rule 4: Members may conduct informal surveys on the Listserv related to their professional responsibilities, concerns, and ACCTA functions. Any such surveys are not to be used as a statement of ACCTA's formal position on any topic. Non-members may not conduct formal or informal surveys on the Listserv without the approval of the President. Members and/or the
ACCTA Jobs Coordinator may post job listings on the list. Requests from non-members to post positions should be directed to the ACCTA Jobs Coordinator.
If a member breaks these rules then they can be unsubscribed because the rules govern the very heart of our arrangements with our service provider (APA).
More Information about Listserv "Netiquette" can be found at: http://www.iwillfollow.com/email.htm
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