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NACADA Mid-Atlantic Region 2 By-Laws

NACADA Mid-Atlantic (Region 2) By-Laws Adopted October 2, 2008

  1.   The Regional Executive Steering Committee (from here on, referred to as Steering Committee) shall consist of up to sixteen (16) members, including the elected Regional Representative to the national organization, State/District Coordinators, and past, present, and future regional conference chairs. In the event that a past, present, and/or future regional conference chair also serves as one of the other executive committee roles, then the executive committee will actually be less than fifteen members. The current Regional Representative will act as the committee chair and will produce the regional report. All committee members must be current members of NACADA.
  2.   State Coordinators, the Site Selection Coordinator, Awards Chair, Membership Coordinator, and Mentoring Program Coordinator will be elected and will serve staggered terms of two years, allowing one repeat term (two new or repeat members beginning their terms of office at the end of each regional conference). The Steering Committee is charged with securing state representatives who represent the diversity of our organization, including:
    •  Representation by both sexes.
    •  Representation by both two- and four-year institutions.
    •  Representation by both faculty and professional advisors.
    •  Representation of ethnic and cultural diversity.
  3. Meetings of the Steering Committee are expected to take place in the first Thursday and Friday in December (at the site of the Regional Conference) and the first Thursday and Friday in June each year. A quorum of the executive committee will consist of at least 51% of the number of Regional Executive Committee members.
  4.   In the event of an unexpected vacancy, the Regional Representative (chair) will recruit a NACADA member to complete the unexpired term by advertising the opening to the membership in that state/area and soliciting input from the steering committee. The newly chosen state representative will complete the unexpired term and may continue for a second term, in accordance with By-Law 2.
  5. Regional Steering Committee members are expected to attend the regional conference and, if possible, the national conferences annually. Regional Executive Committee members are required to attend the regional conference, the two regional board meetings, and, if possible, the national conference annually. Failure to attend one event (an event being the regional conference or a regional board meeting) within a given two-year term will result in a warning of dismissal; failure to attend two events within a given two-year term will result in an automatic dismissal from the Regional Steering Committee.
  6. The Regional Steering Committee shall carry out the following responsibilities, assisted by ad hoc committees as needed:
    •  Site selection
    •  Membership
    •  Secretary
    •  Publicity
    •  Emerging Leaders Program (Mentoring)
    Assignments will be divided among the Regional Steering Committee members after the regional conference or will be recruited for independently, if appropriate.
  7. Amendments to the By-laws can be made by a majority vote at the regional meetings. Proposed amendments should be submitted to the committee chair by December 1 so that they can be published in the regional report. Amendments to the By-laws and changes to the responsibilities of the state coordinators can be made by a majority vote of the Steering Committee in attendance at the regional meeting (must have a quorum in attendance in order to conduct a vote). Proposed amendments should be submitted to the Regional Chair before the December regional board meeting so that they can be voted on and published in the regional report.

 

Regional Executive Committee Positions and Responsibilities

 

Regional Representative

  • Chair meetings
  • Make arrangements for May/June meeting
  • Set agenda for regional meetings
  • Set goals for region
  • Develop budget and submit to national board
  • Present regional issues to national board
  • Submit article(s) for NACADA Newsletter

State Coordinators

  • Coordinate advising in state activities/meetings
  • Present state issues to regional board
  • Identify NACADA members in state that could chair/host meetings, conferences, and/or be involved on a state, regional, or national level
  • Participate in setting goals and budget for the region
  • Identify facilities in state for possible state/regional meetings

Past Conference Chair

  • Serve as advisor to Present and Future Conference Chairs
  • Assist Regional Board members as needed

 

Present Conference Chair

  • Coordinate all functions of the Regional Conference
  • Select subcommittee chairs for the conference
  • Present conference budget and theme to the Regional Board for approval
  • Handle all financial arrangements for conference and for December Board meeting
  • Make arrangements for the December meeting

Future Conference Chair

  • Provide information regarding Regional Conference for following year
  • Assist Regional Board members as needed

 

Site Selection

  • Gather information from surveys and regional board members and identify potential meeting sites and meeting chairs
  • Contact potential chairs/discuss interest and responsibilities
  • Meet with potential chairs at possible sites to discuss details
  • Make recommendations to the Regional Board so that sites are selected in at least two years in advance

Awards

  • Coordinate the Regional Awards program, soliciting nominations and notifying the Region Steering Committee of award-winners.
  • Ensure that funds are distributed to award winners, notifying the national NACADA office of the recipients each year.

 

Membership Coordinator

  • Identify membership recruitment activities
  • Develop cost figures to implement recruitment activities and make recommendations to the Regional Board
  • Implement activities as determined by the Regional Board
  • Assist State Coordinators on implementing regional membership drive campaigns

Mentoring Program Coordinator

  • Recruits mentors and mentees from those members attending the regional conference
  • Matches the members and invites all to a reception held at the conference
  • Work with the conference chair(s) to plan a Mentor ’s Reception
  • Work with the hotel on specifics for the reception, if needed
  • Provide a report to the Regional Steering Committee at the May/June meeting

 

Qualifications for all positions:

  • Member of NACADA
  • Active involvement in academic advising activities on local campus
  • Support from institution and supervisor, including financial support for expenses not covered by NACADA
  • Excellent communication and presentation skills
  • Excellent organization, planning and follow through skills
  • Computer skills highly recommended
  • Available to attend regional board meetings in June and December and the Regional Conference in the spring.

Job description for State Coordinators

The state coordinator is selected to:

  1. represent the issues that impact on academic advising within his or her state to the regional planning board;
  2. encourage/develop/facilitate the development of professionals engaged in academic advising activities; and
  3. Promote the National Academic Advising Association and its resources within the state.

 

This can be accomplished through a variety of activities, which could include:

  1. Organization of a state advising network.
  2. Coordination of state or local activities/workshops.
  3. Creation of a state-wide electronic distribution list.
  4. Reporting on state activities through the biannual Regional Update (Newsletter).
  5. Attendance/presentations at professional activities where the attendees may have some interest in or connection to academic advising, i.e. state meetings.
  6. Encourage system-wide advising networks, i.e. state colleges, community colleges, etc.

 

All six state representatives will also have other responsibilities directly related to the region. Those specific responsibilities include: membership, publicity, meeting site coordinator, secretary, regional website coordinator, and conference website coordinator. Prior to the first meeting of the new board, the coordinators need to indicate to the regional representative which additional area is of interest to them and where they feel they can best contribute. Final decisions would be made at the initial meeting.

 

All state representatives are expected to attend the regional conference at their institution’s expense. Attendance is also expected at the June and December planning meetings annually. For these planning meetings, NACADA will pay for one-half of the room rate, a per mile reimbursement for travel, and up to the approved per diem for food expenses with receipts.

 

 

NACADA Executive Office
Kansas State University
2323 Anderson Avenue, Suite 225
Manhattan, KS  66502-2912
Phone: (785) 532-5717   Fax: (785) 532-7732
e-mail: nacada@ksu.edu

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