Association Policies

Association Policies

Administrative:

Policy Number:AD 01

Policy Name:  Advisory Boards

Purpose: To specify the role of Advisory Boards

Existing Advisory Boards are reviewed and appointed by the President-elect in consultation with the Nominating Committee to advise the Executive Office on specific activities directed by the Executive Office. The President will consult with the Advisory Board Chair when appointing members to any specific advisory board. Chairs and members of advisory boards will serve up to a two-year term of office; however, the current President has the option of extending for one additional term if the work of the Advisory Board continues beyond the initial two years.

Advisory Boards report to the Executive Office and are a part of the Administrative Division.

Publications, Training Video, Webinar, Institute, Seminar and Conference Advisory Boards focus on the curriculum of the specific activity and may be supported by a Management Team (consisting of the present Advisory Board Chair, Immediate Past Chair, President, and Executive Director or designee) which is responsible for management decisions such as selection of faculty or presenters.

The Academic Advising Consultants and Speakers Service Advisory Board advises on the operation of the Service.

  

Date:

Date adopted/last amended: Approved as Revised 1-11-2008

Policy Number:AD - 02

Policy Name: Steering Committees

Purpose: To specify role of Steering Committees

Steering Committees primarily function within Regions, Commissions, and Interest Groups to broaden the leadership and advance the work of those units.

Steering Committees are appointed within those units by the Chair of the unit.

Representation on Steering Committees is determined by each unit individually.

Steering Committee specific functions vary by unit and are determined by the units.

  

Date:

Date adopted/last amended: Approved as Revised 10-21-07

Policy Number:AD - 03

Policy Name:  Content Review Boards

Purpose:  To specify role of Content Review Boards

Content Review Boards report to the Executive Office.

Review Boards are established to review and provide feedback on content of specific publications or activities not having Advisory Boards.

Members of Content Review Boards are appointed by the Executive Office staff in consultation with the Editor/Author of the work. Content Review Boards report to the Executive Office staff responsible for coordinating the work of that Review Board. The term of office for Review Boards is until the resource is completed or published.

  

Date: Approved 12-3-07

Date adopted/last amended:

Policy Number:AD - 04

Policy Name:  Awards Committee Responsibilities

Purpose:  Specify role of Awards Committee

The Awards Committee sets and interprets the criteria and policies for NACADA National Awards.

Regions and Commissions set the criteria, timeline and selection for their unit specific awards.

The Awards Committee reports through the Administrative Division.

Award nominations are solicited annually by the Executive Office.

Executive Office screens applications against established eligibility criteria and notifies nominators of disqualified nominations.

The Awards Committee reviews and determines the recipients of each award.

The Awards Committee addresses and resolves issues that might arise about nominees and criteria for specific awards.

The Executive Office notifies all nominees of results and prepares and publishes the Awards Program for distribution at the Annual Conference.  Additional promotion of the awards is provided by the Executive Office including notification of Institutional Media Relations offices.

The Executive Office includes listing of Regional and Commission awards as appropriate.

Date:

Date adopted/last amended: Approved as Revised 10/21/07

Policy Number:AD - 05

Policy Name:  Inclusion and Engagement Committee

Purpose: To specify the responsibilities of the Inclusion and Engagement Committee

The Inclusion and Engagement Committee’s role is to make recommendations regarding diversity issues within the Association.

The Inclusion and Engagement Committee reports through the Administrative Division

The Inclusion and Engagement Committee reviews the status of diversity within the organization and recommends methods for enhancing diversity.

The Inclusion and Engagement Committee advises on how the association can better meet the needs of its diverse membership.

Date:

Date adopted/last amended: Approved as Revised 3-4-17

Policy Number:AD-06

Policy Name:  Finance Committee Responsibilities

Purpose:   To provide guidance to Finance Committee on its duties

The Finance Committee, within the Administrative Division, reports directly to the Board of Directors and works closely with the Executive Director. With the shared governance model, it functions as one of the checks and balances with the Board of Directors and the Council.

  •  The Committee is charged with stewardship over NACADA funds, which includes the following:
    (a) recommending policies and procedures regarding sources of income and kinds/categories of expenditures,

(b) monitoring Association financial records/reports for compliance with policy and providing feedback to the Executive Director and Board of Directors,

(c) ensuring that the Association remains financially sound and maintains reserves at the recommended level,

(d) reviewing accounting practices and audit reports and recommending changes if needed, and

(e) ensuring that funds are spent or invested for the good of the Association and the benefit of its members.

  • The Finance Committee has the responsibility and authority to
    (a) recommend to the Board of Directors a decrease or increase in member fees or event registration fees.(b) approve and recommend to the Board of Directors the annual budget,(c) modify or deny proposed expenditures or supplemental funding requests from the Council or Board, if those proposals do not meet one or more of the above objectives.(1) Modifications or denial of requests are to be in accordance with By-law Article III:2(a) with the final decision resting with the Board of Directors

Date:

Date adopted/last amended: Approved as Revised 1-11-08

Policy Number:AD - 07

Policy Name: Member Career Services Committee

Purpose:  To specify the responsibilities of the Member Career Services Committee

The Member Career Services Committee focuses on the career/employment needs of the membership.

The Member Career Services Committee reports through the Administrative Division.

The Member Career Services Committee assists members with career enhancement and advancement issues.

  

Date:

Date adopted/last amended: Approved as Revised 10-21-07

Policy Number:AD - 08

Policy Name:  Membership Committee Responsibilities

Purpose:  To specify the role and scope of duties for the Membership Committee

The Membership Committee reports through the Administrative Division.

The Membership Committee:

  1. identifies and makes recommendations on issues regarding membership in the Association.
  2. interprets the classes of membership as stated in the by-laws and makes recommendations for clarifications and changes.
  3. periodically reviews the membership categories and recommends changes as necessary.
  4. recommends methods to attract new members and retain current members.
  5. makes recommendations on membership dues.

Date:

Date adopted/last amended: Approved as Revised 10-21-07

Policy Number:AD – 09  

Policy Name:  Professional Development Committee

Purpose: To specify the responsibilities of the Professional Development Committee

The Professional Development Committee reports through the Administrative Division.

The Professional Development Committee:

  1. reviews the professional development activities of the Association and recommends new initiatives.
  2. identifies the professional development needs of the membership and recommends methods for addressing those needs.
  3. works with the Regions and Commission Chairs in cultivating opportunities for professional development to both current and prospective audiences.

Date: Approved 1-11-08

Date adopted/last amended:

Policy Number:AD – 10  

Policy Name:  Research Committee

Purpose:  To specify the responsibilities of the Research Committee

The Research Committee reports through the Administrative Division.

The Research Committee:

  1. monitors the status of research being conducted and published in the field,
  2. communicates the value of research and promotes it within the Association to those actively pursuing, or beginning active pursuit of research related to academic advising,
  3. provides technical support and guidance to those conducting research or desiring to conduct research related to academic advising,
  4. solicits and reviews applications for NACADA Research Grants and makes recommendations on awarding those grants.

Date:  Approved 12-3-07

Date adopted/last amended:

Policy Number:AD - 11

Policy Name:  Nominating Committee

Purpose: To specify the responsibilities of the Nominating Committee

The role of the Nominating Committee is to proactively solicit qualified candidates for leadership positions in the Association.  The goal of the Nominating Committee is to have at least two candidates running for each elected position. The committee will also make recommendations to the President for appointed positions. The Chair of the Nominating Committee will work with the appropriate Executive Office personnel to ensure that all nominees are eligible for appointments.

The Nominating Committee is also charged with nominating at least two candidates to the Board of Directors if a mid-term vacancy arises.

The committee membership will be:

Chair – immediate past president of NACADA

5 other members - one representative from each division of the Council (regional, administrative, and commission/interest group) and two members at large appointed by the Chair of the Nominating Committee.

              All members are voting members of the committee.

Term of service is one year.

The Nominating Committee is part of the Administrative Division.  Serving as the Chair does not qualify the Chair to be a Division Representative.

Date:

Date adopted/last amended:  Approved as Revised 5-12-08

Financial:

Policy Number:  F - 01

Policy Name:  Budget

Purpose:  To Outline the Annual Budget Process

The Executive Office prepares a proposed budget for the following Fiscal Year and presents it to the Finance Committee by August 1.  All subunits must have their requests for budget allocations to the Executive Director by July 1.

The Finance Committee reviews the proposed budget, seeks clarification and comparisons as needed from the Executive Office, and forwards it recommendations to the Board of Directors for approval.

Executive Director has the authority to disburse funds for expenditures in the approved budget.

Expenditures beyond those in the approved budget require a supplemental budget request and allocation.

Supplemental Budget Requests must be submitted to the Finance Committee in a timely manner with its recommendation then passing to the Board of Directors for final spending approval.

Date:

Date adopted/last amended: Approved as Revised 10-21-07

Policy Number:F - 02

Policy Name:  Financial Audits

Purpose:  To assure financial status through external audits

The Association shall engage in an external financial audit annually.

The Executive Director shall issue an RFP to area accounting firms to conduct the audit and assure that no firm performs the audits for more than 5 consecutive years.

The Executive Director shall distribute the results of the audit to the Finance Committee Chair, the President, and the Board of Directors.  The Board of Directors may request a meeting with the auditor to discuss the audit.

The Executive Director shall address any issues raised by the audit and take immediate action to make needed corrections.

Date:

Date adopted/last amended: Approved as Revised 10-21-07

Policy Number:F-03

Policy Name: Gifts to the Association

Purpose:  To provide guidance regarding whether or not gifts to the Association should be accepted based on value and future worth or liability to the Association.

Gifts to the Association will be recorded as Foundation income.

The acceptance of gifts of property or other assets must be first approved by the Board of Directors.  All gifts of real property or other assets will be liquidated at fair market value and invested according to NACADA policies.

Date: Approved 12-3-07

Date adopted/last amended:

Policy Number:F - 04

Policy Name:  Honorarium Payments

Purpose:  To provide guidance on honorarium payments to members and others for services provided to the association.

Honoraria will be provided based upon guidelines established within the budget of each association activity.  Members shall not receive honoraria for performing the work of the association, but rather for services provided in the delivery of specific educational activities (eg. Institutes, Seminars, Webinars, etc.)

Members of Management Teams selected to serve as faculty may not receive an honorarium for that service since they participate in their selection creating a conflict of interest.  They may be reimbursed for expenses according to the Association’s reimbursement policy.

The Finance Committee serves as the determining body for payment of honoraria.

Monograph editors and authors do not receive honoraria but special book editors and authors may receive honoraria for services based on potential income as negotiated by the Executive Director.

Date:

Date adopted/last amended: Approved as Revised 10-21-07

Policy Number: F-05

Policy Name:  Travel Reimbursement Policy

Purpose:  To specify the guidelines for official travel reimbursement.

NACADA will reimburse members traveling to conduct official Association business with prior authorization from Executive Office within current guidelines.

NACADA shall not reimburse travel expenses related to travel for meetings in conjunction with the annual conference.

Only one “co-chair” qualifies for official reimbursement.

Interest Group chairs are not eligible for reimbursement if they choose to attend official meetings.

Association representatives assigned to conduct Association orientation and Association up-date sessions at the regional conferences shall receive complimentary registration from the Region. Other expenses will be paid from the Association's General fund in accordance with the above limitations.

Reimbursement:

  1. Airfare:
    (a) Every effort should be made to secure the most economical carrier/route (typically at least 30 days in advance). If fare is more than $350, members must consult with the EO to discuss alternative funding options.

    (b) Any exceptions must have advance approval of the EO along with justification for additional incurred costs.

    (c) Airfare not secured in a timely manner (at least 30 days prior), and not made in consultation with EO, is reimbursed at the $350 limit with the member responsible for the additional expense.

  1. Mileage:
    (a) At current rate as designated by Kansas State University.

    (b) If mileage is in place of airfare it will be reimbursed up to the lowest airfare available 30 days in advance.

  1. Travel/Parking/Car Rental from airport to reimbursable activity:
    (a ) Airport transportation and parking are reimbursed at the lowest rate available, if expense is required in conjunction with official travel.(b) Rental car usage must have prior approval by the Executive Office in order to qualify for reimbursement.
  2. Per Diem:
    (a) Meals and beverages for meeting days are reimbursed with receipts up to $40/day.
    (i) The rate for “High Cost Locations,” as designated by the State of Kansas, will be increased to $50/day.
  3. Lodging:
    (a) Reimbursed at one-half the official NACADA room rate
    (i) Paid in full, if room is shared with another eligible leader.

Special arrangements may be available due to negotiated hotel contract at the discretion of the Executive Director.

Date:  Approved 12-3-07

Date adopted/last amended:

Policy Number:F-06

Policy Name:  Alcohol Reimbursement Policy

Purpose:  To establish guidelines for the reimbursement to NACADA members for alcoholic beverages consumed as part of approved per diem expenses.

NACADA will reimburse a NACADA member for alcoholic beverages as long as the overall food and beverage cost does not exceed the established per diem limit.

The NACADA Executive Office is authorized to enforce the per diem food/beverage limit for individual and group meals, regardless of whether this includes alcohol.

Date: 12-3-07

Date adopted/last amended:

Governance:

Policy Number:G – 01

Policy Name:  Leadership Ethics

Purpose: To establish ethical standards for leaders in the conduct of Association business.

The Association establishes a Code of Conduct for both the Board and the Council to guide the conduct of persons in those roles.

All elected leaders will annually sign a Conflict of Interest and a Code of Conduct statement that guides their conduct as leaders in the association.

The Code of Conduct and Conflict of Interest statements are periodically reviewed by the Board and Council and the latest approved statements are listed on the NACADA for Leaders web page.

Date: Adopted 1-11-08

Date adopted/last amended:

Policy Number:G - 02

Policy Name:  Board Member Expectations

Purpose:  To detail the role of a member of the Board of Directors

Members of the Board of Directors will:

  1. hold all Board discussions and information as confidential until formally released as public information.
  2. be loyal to the organization.
  3. be responsible for setting and updating the Strategic Plan of the organization and facilitating the implementation of the strategic goals.
  4. sign the NACADA Conflict of Interest Statement annually and abide by its terms.
  5. sign the Board Code of Conduct annually and abide by its terms.
  6. submit all archival materials (as defined by the Kansas State archivist) relevant to NACADA to the Executive Office at the end of their term.

Date: Adopted

Date adopted/last amended: Adopted as amended 3-20-11

Policy Number:G - 03

Policy Name:  Board Meeting Attendance

Purpose:  To clarify expectation for meeting attendance.

Members of the Board of Directors:

  1. are expected to participate in all Board meetings.

Expenses for attendance at in-person meetings will be reimbursed as per NACADA policy (See Financial Policy 05).

  1. are expected to notify the President and Executive Director in advance if unable to participate in all or part of the meeting.
  2. are expected to review all materials distributed in advance and to be prepared to    discuss or take action when the meeting convenes.
  3. are expected to be present for the entire meeting.

To acquaint themselves with current issues, Board of Directors-Elect may be present but not vote in meetings held between their election and taking office. They are not eligible for reimbursement for in-person meetings.

Board of Directors terms end at the conclusion of the Annual Conference with the new Board seated at the meeting immediately following the conference.

Board Meetings, except when in executive session, are open to the membership.

Date:

Date adopted/last amended: Adopted as amended 1-11-08

Policy Number:G – 04

Policy Name:  Compensation to Members of the Board of Directors and Council

Purpose:  To detail compensation available to Board and Council Members

Members of the elected NACADA leadership serve without compensation.

Board and Council members may receive reimbursement for expenses incurred in conjunction with NACADA business in line with association policy for leader reimbursements.

Elected and appointed members of NACADA leadership may receive compensation for service beyond Board responsibilities in accordance with honorarium/gift policies for such activities (e.g. faculty on various institutes, authors of publications, consultations, etc.).

Date: Adopted 1-11-08

Date adopted/last amended:

Policy Number:G - 05

Policy Name:  Parliamentary Authority

Purpose:  To designate the Parliamentary Authority Book for the Board of Directors

The Board of Directors will use the most recent edition of the Robert’s Rules of Order as the Parliamentary Authority for all Board Meetings.

Given the small size of the Board of Directors, it will follow the Informal Procedure in Small Boards as outlined in Roberts’ rules of Order Newly Revised: In Brief.

Informal Procedure in Small Boards

 

As a board member, what you need to know to participate properly in board meetings depends on their size. If there are more than about a dozen board members at a meeting, the same procedures area followed as at other meetings, exactly as described in the rest of this book.

If, however, not more than about a dozen board members are present, a more informal procedure is followed (RONR (10th Edition), p. 469-71):

  • Board members do not have to stand to be recognized by the chair in order to speak or make motions.
  • Motions need not be seconded
  • A board member may speak any number of times one a question (not just two), and make motions to close or limit debate are generally not permitted.
  • A motion does not have to be pending in order to discuss a subject informally.
  • Votes can be taken initially by a show of hands.
  • If a proposal is perfectly clear to everyone it may be voted on even though no formal motion has been made.
  • In putting questions to a vote, the chairman need not stand.
  • The chairman can participate in debate just as any other board member and, subject to the custom in the particular board, can also make motions and vote.

Date: Approved 10-21-07

Date adopted/last amended:

Policy Number:  G - 06

Policy Name:  Removal of Members of Board of Directors

Purpose:  To define circumstances and process for removal of a Member of the Board of Directors.

As per the NACADA by-laws, a Director may be removed for breach of the Board Code of Conduct or the NACADA Conflict of Interest Policy or other cause as determined by the Board.  Such causes may include, but not limited to:  breach of Board confidentiality, disrespect of other Board members, failure to participate in Board meetings.

Board of Directors must follow the formal disciplinary plan as outlined in Robert’s Rules of Order – Chapter 20. The latest copy of Robert’s is at the NACADA for Leaders web site.

Date: Adopted 1-11-08

Date adopted/last amended:

Policy Number:G - 07

Policy Name:  Assessment of the Board of Directors

Purpose: To assess the Board’s effectiveness and progress toward the achievement of NACADA’s strategic plan.

Board of Directors will:

  1. engage in self-evaluation annually to identify areas for improvement.  This self-evaluation will include:
    1. Effectiveness of Board meetings
    2. The annual Board orientation process
    3. Communication with key constituents
    4. Relationships with key constituents 
  2. in addition, the following evaluations of the Board will occur:
    1. evaluation of the Board by the Council
    2. evaluation of the Board by the Executive Office
  3. the Board will also assess its success in identifying and communicating specific strategic goals for the Association as identified at the previous year’s mid-year meeting utilizing the formal outcomes assessment process approved to assess progress toward the Strategic Plan of the organization.

Date:

Date adopted/last amended: Approved as Revised 9-4-08

Policy Number:G - 08

Policy Name: Board of Directors Meeting Agendas

Purpose:  To provide guidance in the development of effective and efficient meeting agendas.

Agenda shall be set by the President.

Agenda items shall be submitted by Board of Directors, members or other leaders directly to the President.

Agenda items from the Council shall be submitted by the Vice President or Executive Director.

A consent agenda shall be utilized for routine reports that will be read prior to the meeting.  Consent agenda items raising concerns from the Board of Directors may be added to the regular agenda under New Business.

Agendas and materials for meetings shall be distributed no later than five days prior to the meeting.

Date:

Date adopted/last amended: Approved as Revised 10-21-07

Policy Number:G - 11

Policy Name: Vice President’s Job Description

Purpose: To detail the duties and responsibilities of the Vice President

The Vice President shall serve a term of one year.

In the absence, disability, or inability to act of the President, the Vice President will perform all duties and exercise all powers of the President.

The Vice President:

  1. assists the President in execution of duties.
  2.  convenes the NACADA Council and serves ex-officio, non-voting.
  3. speaks on behalf of the NACADA Council to the NACADA Board of Directors and accurately reflects the actions of the Council.
  4. speaks on behalf of the Board to the Council and reflect accurately the actions of the Board.
  5. attends all meetings of the Board of Directors, the Council, and the General Membership.
  6. assumes other duties as assigned by the President.

Date:

Date adopted/last amended: Approved as Revised 10-21-07

Policy Number:G - 14

Policy Name:  Executive Director Compensation

Purpose: To establish the basis for Executive Director Compensation

The Executive Director is an employee of Kansas State University.

The Executive Director’s base salary is established, in accordance with the Kansas State University regulations, by the Dean of the College of Education at KSU in consultation with the NACADA President.

Additional compensation/incentive from NACADA is strictly at the discretion of the Board of Directors and may not be in conflict with KSU regulations.

The Executive Director’s fringe benefits are in compliance with KSU benefits with any additional benefits/incentives at the discretion of the Board of Directors.

Date:

Date adopted/last amended: Approved as Revised 10-21-07

Policy Number:G - 15

Policy Name:  Executive Director Transition

Purpose: To outline the procedures for transition of Executive Directors

The Executive Director shall provides written notice to the NACADA President and to the Dean of the College of Education at Kansas State University (KSU) when leaving the position.

The Dean of College of Education:

  1. initiates a search for a replacement Executive Director with the Board of Directors through the NACADA President to outline the expectations for the position and the compensation for the position.
  2. establishes a search and screen committee to recommend candidates from the applicant pool who will interviewed for the position.  The Committee includes members of the Association identified by the NACADA President.

The process will follow all procedures required by KSU hiring regulations, in particular those established by the KSU Office of Affirmative Action.

According to Kansas State University policy, an external search may not be required if the KSU Dean of Education and the NACADA President, in consultation with the Board of Directors, concur on the promotion of an internal candidate.

All efforts will be made to ensure an overlap in service between the outgoing and incoming Executive Directors to provide for adequate training of the newly appointed Executive Director.

Date:

Date adopted/last amended: Approved as Revised 10-21-07

Operations:

Policy Number:OP - 01

Policy Name:  Commercial Promotion

Purpose:  To set guidelines for what may or may not be done within conference presentations regarding commercial or self promotion

Definition of terms:

Commercial promotion:      Any entity (person, product, service and any product or service for hire or sale which is

promoted by verbal or written reference in any manner (names, logos, description, etc.).

Self-Promotion:              Promotion where a presenter engages in self-advertisement of a   product or service for the purpose of advancing personal financial gain.

NACADA sponsored event:       Presentations, Fairs, or any NACADA sponsored programming. Policy does not pertain to private, spontaneous conversations that occur at a NACADA sponsored event.

Commercial Entity Representative:      Refers to a General Member who also receives a salary, commission, or compensation directly related to the entity.

Any NACADA member who represents a commercial entity may reference it as long as such entity:

  • is mentioned in the context of an approved presentation,
  • is not promoted for personal financial gain, or
  • has received prior approval from the Executive Office.

If the entity (person, product, service) produces no direct personal gain, it can be referenced with no prior approval necessary.

Commercial promotions that occur outside of the purview of the above will be addressed by the Executive Office, which may consult with the appropriate Advisory Board and or the Board of Directors, as deemed necessary.

Individuals concerned with violating this policy should contact the Executive Office for clarification.

It is the responsibility of the Executive Office to make presenters at all NACADA sponsored events aware of this policy.

It is the responsibility of The Executive Office to advise the Conference program Committee of this policy and the following requirements at NACADA sponsored events:

  • The inclusion of commercial promotion of products and services guidelines in all Calls for Presentations.
  • The lead presenter on a proposal must be a NACADA member.
  • Proposals, regardless of type of presentation that directly promote a commercial product or service are prohibited.
  • Proposals that include non-NACADA members or Affiliate Members should be reviewed separately by the Conference Program Committee.

Date:

Date adopted/last amended: Approved as Revised 9-4-08

Policy Number:OP - 02

Policy Name:  Electronic Media

Purpose:  To provide guidance in use of electronic media for communications.

Electronic media should never be considered a secure medium.

Electronic media may be used for discussion and voting IF all members have an opportunity for input and all comments are shared with all participants.

All actions by electronic media shall be recorded as minutes independently or with minutes of preceding meeting.

NACADA respects the privacy of each visitor to its Website.  Any personal information provided by visitor will be used solely for official internal purposes.

All content on the NACADA Website is copyrighted by the Association except where noted. Presentations made at local, state, regional national, or international NACADA-sponsored programs are not copyrighted by the Association.

Links on the NACADA Website to external sources do not constitute endorsement of the information at that site.

Links to external sources are only made when requested by a member stating that the link is a viable resource for members and is without conflict of interest as determined by the Executive Office.

NACADA will not provide member e-mail addresses or FAX numbers to outside sources, except as permitted under OP-03.

NACADA will provide all members an option to not receive any Association correspondence by e-mail. (Opt-out) This will result in the member not receiving official Association correspondence includingAcademic Advising Today, Monthly Highlights, and voting information.

 

NACADA maintains a variety of list serves for global discussions of academic advising issues. Subscribers are encouraged to use these lists for discussion and to ask informal questions.

NACADA will not subscribe individual members to Association list serves.  Each individual member must subscribe him/herself.

 

As these are NACADA list serves, the following guidelines have been established for the use of the listserves:

  • for consideration of inclusion in the NACADA Monthly Highlights section Other Info We Think You Should Know. nacada@ksu.edu NACADA lists cannot be used for commercial or advertising purposes of any type of non-NACADA event, publication, or service. Listserve members who send messages for commercial purposes will be immediately removed from all lists. If a member of a list serve wishes to market a non-NACADA event, product, or service, he/she can submit it to NACADA at
  • NACADA lists are NOT to be used to post job announcements.. Position Announcements pages  for posting on our nacada@ksu.edu Instead, send position announcements to 

Date:

Date adopted/last amended: Adopted 3-24-08

Policy Number: OP - 03

Policy Name:  Mailing List Rental

Purpose:  Guidelines for the rental of member names and addresses

Requests for NACADA mailing lists for purposes such as research, placement, or publications will be considered on a case-by-case basis.

The appropriateness of providing the list will be decided by the Executive Office, specifically the Marketing Manager, based on its potential benefit to members.

Rental prices vary by purchaser (profit versus non-profit, etc.)  List rental fees are established by the Executive Director based on current industry standards.

Members may request in writing to be excluded from external mailing lists.

Member lists are only rented to entities with products that may be of direct interest to academic advising professionals.

Date: 3-24-08

Date adopted/last amended:

Policy Number: OP - 04

Policy Name:  Membership Types and Dues

Purpose:  To identify the various membership types and the dues structure applicable to each.

All Memberships are effective March 1 or September 1 of each year.

All Individual Memberships fall under the General or Associate Member categories (i.e., Charter, allied, retiree, student) as stated in the by-laws.

Charter membership dues are assessed at $ 10 less than individual member dues.  Charter members must maintain continuous individual membership to retain their Charter status.

Allied and Institutional membership representatives must maintain an individual membership to be eligible for awards.

Institutional memberships only extend member benefits to the named Official Representatives.  Official representatives may not be changed in the course of the membership year unless they leave the institution.

Allied member associations are simply member organizations and NOT affiliated with the Association. NACADA has no legal relationship beyond membership with these associations.

Membership dues are set by the Board of Directors, in consultation with the Finance Committee.

Date:  Approved 3-24-08

Date adopted/last amended:

Policy Number:OP - 05

Policy Name:  Member Privacy

Purpose:  Provide guidelines for release of member information

Only typical “directory” information may be released (name, address, office phone, commission and interest group membership).  All other information may not be made public (e-mail, home phone, etc.)

Members may request in writing to have all information withheld.

Members may request in writing to be excluded from mailing lists rented to outside entities.

All payment information will be secured within the NACADA office and database.  Laptop computers carrying personal member information must remain secured with/by the responsible employee at all times.

Personal member information on paper must be destroyed via the shredding service when that information is no longer required.

Date: Approved 3-24-08

Date adopted/last amended:

Policy Number: OP - 06

Policy Name:  Elections

Purpose:  Guidelines for the timing and process for the leadership elections.

  

Voting for elected leadership positions occurs in January or February each year and is conducted on-line.  The voting URL is sent to all members and periodic reminders are sent out by the Executive Office up until the voting deadline.

All voting is confidential and a computer program regulates the voting to assure that each member only votes once for each position.

Votes are tabulated, verified and reported by the Executive Office in a timely manner at the conclusion of the election.

All candidates are notified of the results of the elections before a general announcement is made to the membership.

Date: Approved 5-12-08

Date adopted/last amended:

Policy Number:OP - 07

Policy Name:  Use of NACADA Name and Logo

Purpose:  To specify the legal use of NACADA’s name and logo

07-A – Use of the NACADA Name

Beyond reference to NACADA in listing “membership or involvement in”, the Association’s name may not be otherwise used without expressed permission of the Executive Director.

07-B – Use of the NACADA Logo

As the official emblem of the Association, the NACADA logo may not be used beyond the official units (i.e., regional, commission, committee chairs, etc.) of the Association without the expressed permission of the Executive Director. Members may use the logo for NACADA presentations and handouts.

It is the responsibility of the Executive Director to seek guidance from the Board of Directors when use of the logo is questionable.

The use of the NACADA logo may not be placed on commercial items without the permission of the Executive Director.

NACADA unit leaders are responsible for oversight of the use of the logo by their subunits in compliance with this policy.

Date:  Approved 5-12-08

Date adopted/last amended:

Policy Number:OP - 08

Policy Name:  Association Agreements

Purpose:  To identify who has authority to execute formal agreements/contracts on behalf of the Association.

The Executive Director has the authority to negotiate, sign, and enforce agreements and contracts on behalf of the Association.

The Executive Director may delegate authority to other staff members when required within the routine conduct of their work.

Since legal obligations and liabilities accompany one’s signature, the Executive Director is the only person who may sign binding agreements.

Board members shall not independently initiate agreements with outside individuals or entities on behalf of the Association.

Board members at the request of the President may make contact with individuals or entities on behalf of the Association, but may not obligate the Association.

Date:  Approved 3-24-08

Date adopted/last amended:

Policy Number:OP - 09

Policy Name:  Risk Management

Purpose:  To provide guidelines for risk management

The insurance needs of the Association should be reviewed annually by the Executive Director with any recommended changes approved by the Board of Directors.

The Association should insure against theft and casualty losses of tangible personal property to at least 80% replacement value and against liability losses.

Adequate insurance must be maintained to:

  • Protect the Association.
  • Protect the Board and staff from exposure leading to claims of liability.
  • Protect intellectual property, information, and files from loss or significant damage.

In consultation with the Board of Directors, the Executive Director is authorized to:

  • Receive, process, or disburse funds under financial controls that meet the auditor’s standards.
  • Invest or hold operating capital in secure instruments.

The Executive Office shall:

  • Have an emergency response and recovery plan for the Association’s Executive Office holdings and operations.
  • Have an emergency response plan for all off-site activities.
  • Determine when the purchase of cancellation insurance is warranted in regards to scheduled events.

Date: Approved 3-24-08

Date adopted/last amended:

Policy Number:OP - 10

Policy Name:  Media Relations

Purpose:  To provide guidance in who speaks for the Association and provide consistency of the message.

Official statements representing the Association shall be made only by the current President, the Executive Director, or designate.

Media inquiries may be referred to leaders and members with known expertise in the issue being discussed, however their comments must be made as individuals rather than as representatives of the Association.

All releases to the media or writings for publication representing the Association must be approved by the Executive Director or designee prior to dissemination.

Routine announcements via news releases may be made by the Executive Office.

Date: Approved 3-24-08

Date adopted/last amended:

Policy Number:OP - 11

Policy Name:  Crisis Communications

Purpose:  To provide guidance in who speaks on behalf of the Association in crisis situations.

During times of crisis, the Executive Director and the NACADA President will confer and then issue a joint statement on behalf of the Association.

No NACADA leader may speak on behalf of the Association in time of crisis without authorization from the President.

All statements must be in consideration of privacy rights of members.

Date: Approved 3-24-08

Date adopted/last amended:

Policy Number:OP - 12

Policy Name:  Lobbying and Political Activity

Purpose:  To provide guidance for official lobbying and political activity on behalf of the Association.

As a 501(c)3 entity, extensive lobbying, as defined by the Internal Revenue Service, is prohibited on behalf of the Association.

As a 501(c)3 entity, political activity, as defined by the Internal Revenue Service, is prohibited on behalf of the Association.

Any educational efforts with political representatives on behalf of the Association must have prior approval and endorsement of the Board of Directors.

Any personal lobbying expenses by a member of the Board of Directors’ must be reported to the Executive Director.

The Association may not make any political contributions or endorsements.

All members must refrain from actions that may have an appearance of political activity.

Members may not make coordinated comments to political representatives on behalf of the Association.

Speakers at NACADA events who are elected officials may speak on general issues, but may not use this forum to campaign for office.

Date: Approved 3-24-08

Date adopted/last amended:

Policy Number:OP - 13

Policy Name:  Higher Education Programs in Academic Advising

Purpose:  To outline stance on sponsorship or endorsement of academic advising courses, certificate programs, and degree programs.

In regards to academic advising programs in higher education, NACADA:

  • Welcomes the development of courses and programs at institutions to enhance the professional development of current and future academic advisors and administrators.
  • Will list the availability of all such courses and programs on its Website.
  • Will rent mailing lists of its members to institutions wishing to directly promote their course(s) or program(s) (in accordance with list rental policy).

Promotional materials for these courses and programs may NOT reference the National Academic Advising Association nor include its logo since the Association has no means for assessing the content or quality of these offerings.

NACADA has a special relationship with Kansas State University (KSU).  Programs jointly developed between NACADA and KSU will include the statement “developed in partnership with NACADA”.

Date:  Approved 3-24-08

Date adopted/last amended:

Policy Number:OP - 14

Policy Name:  Assessment of the Executive Office

Purpose:  To assess the Executive Office’s effectiveness in managing the organization, and its progress toward the achievement of NACADA’s strategic plan.

Executive Office staff will:

  1. engage in self-evaluation annually to identify areas for improvement.  This self-evaluation will examine:
    1. Effectiveness of the Executive Office in servicing the NACADA constituency
    2. Progress toward the Association’s strategic plan
    3. Communication with key NACADA constituents
    4. Relationships with key NACADA constituents
  2. in addition, the following evaluations of the Executive Office will occur:
    1. evaluation of the Executive Office by the Board of Directors
    2. evaluation of the Executive Office by the Council
  3. the Executive Office will also assess its success in identifying and communicating specific strategic goals for the Association as identified at the previous year’s mid-year meeting utilizing the formal outcomes assessment process approved to assess progress toward the Strategic Plan of the organization..
  4. the President will convey the results of the assessment of the Executive Office to the Dean of the College of Education at Kansas State University for consideration in the annual performance evaluation of the Executive Director.
  5. The Board of Directors will discuss the results of this assessment and evaluation.

Date:

Date adopted/last amended: Approved as Revised 9-4-08

Policy Number:OP - 15

Policy Name:  Annual Conference Site Selection Policy

Purpose:  To provide guidance from the Board of Directors in site selection for the National Conference

  

The NACADA Executive Office will solicit bids and evaluate potential sites for National Conferences in sufficient time to ensure maximum flexibility for the Association.

The Executive Office will present the Board of Directors a list of recommended National Conference sites and the potential year for the conference.  The Board of Directors may review and make comments on the sites.

The Executive Office is responsible for finalizing the details including, but not limited to:

  • availability of dates,
  • conference facilities,
  • financial arrangements,
  • logistical arrangements and support, etc.

Date:  Approved 3-24-08

Date adopted/last amended: