A. Meetings:

1. Lodging arrangements are made through the Executive Office for any special meetings.  Eligible Leaders are responsible for their own reservations for the fall meetings. Roommates can be coordinated through the Executive Office.
2. Reimbursements are made based on submitted forms with appropriate receipts for all eligible claims.  Forms are distributed at the Meetings.

B. Budget Process:

1. By July 1 of each year each subunit requesting operational funds for the following fiscal calendar year shall have submitted a request for funds budget to the Executive Office detailing each project for which funding is sought and its anticipated costs.
2. Requests are reviewed by the Finance Committee and recommendations for funding of approved items made to the Board at its fall meeting.

C. Communications:

1. Communication with the membership is through the NACADA Newsletter. Deadlines for submission of information are set by the Newsletter editor.
2. Electronic mail is frequently used by the NACADA Leadership.  A Leadership forum is available as the "NACADALEADERS" list serve through the internet.  NACADA leaders are automatically added, but may request to be removed. This network is a very efficient way to communicate with other members of the NACADA Leadership.
3. Many NACADA members communicate over the Internet through the ACADV network and other NACADA members through specific e-mail lists.

D. Executive Office Assistance:

1. Mailings: The Executive Office can handle mailings of letters or brochures to the membership or any subset thereof.  This includes labeling and metering (see printing).  All pre-printed self-mailer items, being sent from the Executive Office, must include the Executive Office mail permit so it will not need to be added over existing printing.  Call for this information before printing.  Direct costs will be charged to the appropriate account.
2. Mailing Lists: The Executive Office can provide mailing labels of electronic mail lists of members or subsets thereof for official business use.  When ordering, please specify:
1. ORDER of labels- zip (required for bulk mailing) OR alpha
2. WHO -only current members OR scope of past years members
3. and any other subgroup designations (i.e. single state, specific commission, specific region(s), etc.
4. Pressure sensitive (self-adhesive) labels or ASCII format on disk or as an e-mail attachment
3. Printing:  The Executive Office can have your NACADA items printed or copied before mailing. Text can be sent via computer disk, e-mail, or as camera ready copy.  Self-mailer pieces are less expensive and encouraged.
4. Regional Conferences: The Executive Office will provide a contract for regional conference services to be provided to potential host hotels/facilities.  The Executive Office must review hotel contracts before they are signed, can assist you with hotel negotiations, and must approve the budget in conjunction with your regional conferences along with the Region Chair before the registration fee is set.  A conference chair training session is held during the NACADA national conference each year.  See Regional Conference Chair Handbook.

E. Publications:

1. Journal-The NACADA JOURNAL seeks to enrich the knowledge, skills, and professional development of people concerned with academic advising in higher education.  Manuscript guidelines are published in each issue.  The NACADA JOURNAL is published twice each year.  A subscription is a benefit of membership in the Association.  Institutional subscriptions are available at $50/year (two issues).  Some back issues are available from the NACADA Executive Office.  Advertisements are accepted in the Journal.  All advertisements must be of professional interest or of use to NACADA members.
2. Newsletter-The NACADA newsletter, Academic Advising News, is published and distributed free to the membership on a quarterly basis.  Readers are encouraged to submit items that would be of interest to other NACADA members.  News about new developments in advising or successful advising programs on campus is welcome.  Helpful advising hints and Association news is included.
3. Reports-Occasionally, the Association commissions specific groups to report on current issues within the profession.  The reports of these groups are available through the Executive Office.
4. Monographs-The Association coordinates a series of monographs intended to stimulate action in new areas of academic advising practice and research, as well as to provide contemporary viewpoints regarding the many facets of academic advising and the Association.  Monographs are available through the Executive Office.

F. Supplies

1. Association stationery and envelopes are available from the Executive Office for use by leaders for Association communications.  The Executive Office can also provide "camera-ready" NACADA logos for use on official NACADA publications.
2. Of course, institutional contributions of supplies in support of Association activities is greatly appreciated.  However, if necessary, NACADA will reimburse institutions' NACADA leaders for supplies used in the conduct of NACADA official activities if requested and approved in your NACADA annual budget.

G. Collaborative Relationships with External Organizations

1. The Executive Office will propose appropriate organizations with which to seek partnerships to the Board of NACADA.  The Board will agree on a priority list relative to the selected organizations and recommend other appropriate organizations for consideration.  Potential contacts within the selected organizations should be identified.
2. The Executive Office will initiate a contact with the organizations approved by the Board to discuss possible ways the organizations could collaborate/partner.
3. A proposal for a particular collaborative agreement will be drafted after conversations with appropriate members of the Board from both organizations.
4. NACADA will provide support for collaborative efforts through the Executive Office budget.  All requests for funds should be submitted in the form of a proposal to the Executive Office.
5. All collaborative agreements must have a NACADA member listed as the official contact.  This contact person (or designee) is responsible for supporting and implementing the agreement in collaboration with the staff in the NACADA Executive Office. (Board vote, October, 1999)

H. Surveys

1. To reduce duplication and be more economically responsible, any NACADA group wishing to survey all or part of the NACADA membership will need to submit a survey component through the regular budgeting process.  The Executive Office will ascertain whether or not the information to be gathered could be accomplished in a combined survey instrument and forward the document to the Executive Office.
2. If the same goal(s) can be accomplished by a combined survey, surveys will be combined. If it is not possible to combine survey questions, separate surveys will be budgeted.
3. Only those surveys approved via this process will be conducted (or costs reimbursed to the various institutions).
4. Any survey that is appropriate for the full membership should be included in the newsletter mailing or conducted online through the NACADA web site.
5. Assimilation, production, publication, collection, compilation, and report distribution will be handled by the NACADA Executive Office. (Board vote, March, 1996)

  Revised 9/28/02