REGIONAL OPERATING PROCEDURES

Transcription

1 REGIONAL OPERATING PROCEDURES REGION IV OF NAFSA: ASSOCIATION OF INTERNATIONAL EDUCATORS Updated November 2017

2 Table of Contents ARTICLE I Composition and Purpose...3 Section A: Name and composition... 3 Section B: Purpose... 3 Section C: Membership... 3 ARTICLE II Regional Team...3 Section A: Components... 3 Section B: Functions and Duties... 3 Section C: Eligibility... 4 Section D: Terms of Office... 4 Section E: Vacancies... 5 Section F: Removal... 5 ARTICLE III Appointments and Elections...5 Section A: Announcement of Vacancies... 5 Section B: Appointments... 6 Section C: Elections... 6 ARTICLE IV Regional Meetings...6 Section A: Regional Conference... 6 Section B: Spring Team Meeting... 7 Section C: Annual Conference Team Meeting... 7 Section D: Other Meetings... 7 ARTICLE V Committees and Taskforces...7 Section A: Nominating Committee... 7 Section B: Conference Planning Committees... 8 ARTICLE VI Financial Policies and Procedures...8 Section A: Regional operating account... 8 Section B: administration of funds... 8 Section C: Payments and Regional payables... 8 Section D: reimbursable expenses... 9 Section E: grants and awards Section F: financial relationships with region iv states Section G: Investments ARTICLE VII Quorum ARTICLE VIII Parliamentary Authority ARTICLE VIIII Amendments... 11

3 ARTICLE I Composition and Purpose Region IV Operating Procedures SECTION A: NAME AND COMPOSITION The name of this organization shall be Region IV of, hereinafter referred to as Region IV. Region IV shall consist of members of NAFSA within the geographical area of Iowa, Minnesota, Missouri, North Dakota, and South Dakota, as defined in Article V, Section B of NAFSA s Bylaws. SECTION B: PURPOSE The purpose of Region IV shall be to advance the stated mission of NAFSA by developing and implementing activities and responding to the needs of the region in particular. SECTION C: MEMBERSHIP All members of NAFSA who reside within Region IV shall be considered members of the Region. ARTICLE II Regional Team SECTION A: COMPONENTS 1. Elected Positions The Regional Team (hereinafter referred to as "the Team") shall be led by a Regional Chair Stream, which shall consist of an elected Chair, Chair-Elect, and Immediate Past Chair. 2. Appointed Positions The Team shall also consist of the following positions: Treasurer; Secretary; Representatives of each of the Knowledge Communities of NAFSA; Public Policy Coordinator; Representatives from each of the member states of Region IV; one Scholar and one Student Regulatory Ombudsperson; Community College Representative; and such other positions designated by the Team, as necessary to operate the affairs of the region. 3. Creating and Removing Positions New permanent team positions may be created and existing positions may be discontinued when vacant, by unanimous agreement of the Team. SECTION B: FUNCTIONS AND DUTIES 1. Team Duties The Regional Team shall manage the business of Region IV. The Team's duties include, but are not limited to, exercising leadership in the affairs of Region IV, ensuring that the region is aligned with the mission and goals of NAFSA, and providing direction for the development and stewardship of its resources. The Executive Committee of Region IV shall consist of the Chair, Chair-Elect, Immediate Past Chair, Treasurer and Conference Planning Chair. This group is tasked with leading the Region in its efforts to plan and put on the Regional Conference. 2. Chair-Elect The Chair-Elect represents the Region in the Regional Chair-Elect cohort of NAFSA, serves in a training capacity, working with the conference planning and with training of team members, and shall perform such duties as may be assigned by the Chair. PAGE 3 3. Chair The Chair shall preside at all Regional meetings, represent the Region on the Regional Chair cohort of NAFSA, coordinate with the Conference Planner on the annual Regional Conference, and shall otherwise perform the normal functions of a Chair, as defined in the position description.

4 SECTION C: ELIGIBILITY 4. Immediate Past Chair The Immediate Past Chair shall sit on the Regional Affairs Committee. In the absence of the Chair, the Immediate Past Chair shall preside at any Regional or Team meetings. 5. Treasurer The Treasurer shall prepare an annual operating budget for the Team to review at the regional spring team meeting. The treasurer shall also be responsible, with the consent of the Chair stream and in consultation with NAFSA, for investments, banking services, payments and collection of accounts, annual reports, audits, and maintenance of appropriate records as required by NAFSA or Region IV. The Treasurer may approve any expenditures in the Regional Payables system, except those incurred by the Treasurer, up to $500. Any expenditures incurred by the Treasurer or more than $500 shall require the approval of the Chair. The Treasurer represents the Region in the Regional Treasurer Cohort of NAFSA. 6. Conference Planning Chair The Conference Planning Chair is appointed by the regional Chair to oversee the planning and execution of the annual Regional Conference. This individual represents Region IV in the Regional Conference Planner cohort of NAFSA. 7. Representatives of States and Knowledge Communities Representatives of the states of Region IV and the knowledge communities of NAFSA shall preside at business meetings of their respective states or knowledge communities, shall assist in the professional development of members of their respective states or knowledge communities within the Region and nationally, and shall be responsible for their states' or knowledge communities' contribution to the program of the annual Regional Conference. State Representatives shall coordinate the recruitment of members in cooperation with the Chair and shall report regional membership growth to the team. 8. Other Team Members The Chair may assign such duties as appropriate, in addition to those described in position descriptions, to the other members of the Team. 1. New Team Members Any NAFSA member working or residing in Region IV who meets the requirements laid out in the position description shall be eligible for election or appointment to the Team. 2. Leaving the Region Any current team member serving in their role on the Team who moves out of Region IV may serve out the full term of their role, pending the consent of the Chair. SECTION D: TERMS OF OFFICE 1. Duration of Terms All terms of office shall begin at the beginning of the calendar year and shall end at the end of the calendar year. 2. Chair Stream Chair-Elect, Chair, and Immediate Past Chair shall serve one-year terms in each role unless circumstances PAGE 4

5 m require extended or abbreviated terms. Region IV Operating Procedures The Chair-Elect shall automatically succeed to the office of the Chair of the Team in the year following service as Chair-Elect. The Chair shall automatically succeed to the office of Past Chair of the Team in the year following service as Chair. 3. Other Team Positions All appointed Team members shall serve a one-, two-, or three-year term, as described in the position description, and may succeed themselves in their position, pending approval from the Chair Stream, for a total of six concurrent years of service. SECTION E: VACANCIES 1. Chair Stream A vacancy in the office of Chair shall be filled by the Chair-elect. A vacancy in the office of Chair-elect shall be filled by special election among the membership. In the event of a vacancy in the office of Immediate Past Chair, the most recent active Past Chair in the Region shall be invited to serve the remainder of the term. 2. Other Team Positions A vacancy in any appointed team position shall follow the procedures for filling appointed positions outlines in Article III. SECTION F: REMOVAL 1. Performance Improvement Should any Team member s performance become an obstacle that hinders the Team s ability to effectively perform its functions and duties, that Team member shall meet with the Chair Stream to develop a targeted performance improvement plan. Should the Team member not meet the expectations of the performance improvement plan within the designated timeframe outlined in the plan, they may then be subject to removal. 2. Chair Stream A member of the Chair Stream may be removed from office by the agreement of the other two members of the Chair Stream and a two-thirds (2/3) vote of all Team members at a meeting, in-person or remote, called for that purpose. Following the removal of a member of the Chair Stream, the Chair shall inform NAFSA Regional Affairs staff and the Vice President of Professional Development and Engagement, and provide documentation of the overall process. 3. Other Team Positions Any appointed Team member not serving on the Chair Stream may be removed by a proposal from the Chair and a two-thirds (2/3) vote of all Team members at a meeting, in-person or remote, called for that purpose. ARTICLE III Appointments and Elections SECTION A: ANNOUNCEMENT OF VACANCIES 1. Publicity All vacant team positions, appointed and elected, shall be advertised publicly to the region IV membership along with their position descriptions and instructions to submit interest forms. PAGE 5

6 2. Timeline The call for interest forms for Team positions shall be published in the regional quarterly newsletter. The Team shall accept interest forms from the time of the NAFSA Annual Conference & Expo through October 1 of that year, or until 15 days prior to the beginning of the annual Regional conference, whichever occurs first. SECTION B: APPOINTMENTS 1. Process All non-chair Stream team members shall be appointed by the Chair, with consent of the Chair-Elect and Immediate Past Chair, prior to the annual Regional Conference, with the term to begin at the start of the following calendar year. 2. Transition Outgoing team members shall meet with their successors, preferably in-person at the annual Regional Conference, to facilitate continuity and provide instruction in the duties of the office. SECTION C: ELECTIONS 1. Nominations All eligible members who complete interest forms for the Chair-Elect position will be considered for the role. In the case of more than three (3) eligible candidates, the Nominating Committee shall convene to identify which three candidates shall appear on the election Slate. 2. Process Election of the Chair-Elect shall be open for ten (10) business days and will close prior to the annual Regional Conference. Election ballots shall be submitted through a confidential election process created by NAFSA staff. 3. Voter eligibility All current members of the Region at the time of the election are eligible to vote for the Chair-elect. ARTICLE IV Regional Meetings SECTION A: REGIONAL CONFERENCE 1. Contracting and site Selection The Chair Stream shall identify site locations for an annual Regional Conference to take place every year and is responsible for negotiating and signing conference contracts with the assistance of NAFSA s Regional Affairs unit and a meetings management vendor designated by NAFSA. Any member of the Chair Stream, in consent with the other two, is authorized to enter the Region into contracts pertaining to the Regional Conference. The Region shall rotate the location of its annual Regional Conference on a four-year cycle, taking place one year each in Minnesota, Iowa, Missouri, and North or South Dakota. Every fourth year, the event shall alternate between North and South Dakota. 2. Bi- and Tri-Regional Conferences The Chair Stream may coordinate with other NAFSA regions to plan bi- or tri-regional conferences. Regardless of the location of the bi- or tri-regional conference, the four-year rotation shall be suspended for that year. 3. Team Meeting The Team shall meet prior to, during, or immediately following the annual Regional Conference to PAGE 6

7 discuss all agenda items deemed relevant by the Chair. Region IV Operating Procedures 4. Regional Business Meeting The Team shall lead a Business Meeting open to all conference attendees to discuss matters pertinent to the membership, including, but not limited to, the state of the region and any amendments to the Operating Procedures. 5. Awards and Recognition The Team encourages and supports recognition of excellence in the field of International Education. Awards and recognition are shared among all colleagues during the Awards Luncheon of the Region IV Conference. SECTION B: SPRING TEAM MEETING 1. Purpose The Team shall meet in-person every Spring to discuss Team business, onboard new team members, and prepare for the year ahead. The agenda of this meeting shall be set by the Chair. 2. Attendance All team members are expected to attend this meeting. Any team member unable to attend shall inform the Chair Stream as early as possible and prepare a report of their progress and initiatives to be shared in their absence. SECTION C: ANNUAL CONFERENCE TEAM MEETING 1. Purpose The Team shall meet in-person prior to NAFSA s Annual Conference & Expo to discuss Team business, advance the work of the Region, and prepare for the annual Regional Conference. The agenda of this meeting shall be set by the Chair. 2. Attendance All team members are expected to attend this meeting. Any team member unable to attend shall inform the Chair Stream as early as possible and prepare a report of their progress and initiatives to be shared in their absence. SECTION D: OTHER MEETINGS Workshops, inter-regional meetings, and other meetings of interest to members may be arranged in consultation with the Regional Chair. ARTICLE V Committees and Taskforces SECTION A: NOMINATING COMMITTEE 1. Purpose If there are more than three interested and qualified candidates for the position of Chair-Elect, then a nominating committee, whose composition is described below, would review candidates and select three (3) to be on the ballot in the election process described in Article III, Section C of this document. 2. Composition A nominating committee of no fewer than three members and no more than five, and including at least one of the elected members of the Team, shall be appointed by the Chair from the members of the Team, and shall be approved by a majority vote of the Team. Appointed representatives shall represent states or knowledge communities not represented by the elected member of the Nominating Committee. PAGE 7

8 SECTION B: CONFERENCE PLANNING COMMITTEES 1. Purpose Additional committees or taskforces shall be created at the discretion of the Chair to oversee specific components of conference planning, including, but not limited to, local arrangements and event registration. The Chair shall provide clear outcomes for the work of these committees and task forces, and they shall be discontinued at the realization of these outcomes. 2. Composition These committees and taskforces may be composed of existing Team members or volunteers committed solely to the charge of those committees. Members of this committee shall volunteer for these committees, unless otherwise defined in their position descriptions. ARTICLE VI Financial Policies and Procedures SECTION A: REGIONAL OPERATING ACCOUNT NAFSA maintains all regional funds, including those of Region IV, in one regional operating account, under NAFSA s Employer Identification Number (EIN), from which withdrawals are made for regional expenses and to which regional income is deposited. SECTION B: ADMINISTRATION OF FUNDS All regional funds will be administered through the regional operating account, via the regional payables system (bill.com), credit card payments, and on-the-spot checks. Funds are managed and payments disbursed by the Region IV Treasurer. SECTION C: PAYMENTS AND REGIONAL PAYABLES The majority of payments and reimbursements for expenses, with the exception of highly time-sensitive items, should be processed via the Regional Payables system to ensure the proper channels of approval are met and the region s account balance is accurate at all times. 1. Regional Payables system 1. The Treasurer will submit all expenses, including invoices and reimbursements, to the Regional Payables system with proper back-up documentation. 2. Any payment up to $500 can be approved by the Treasurer, except those incurred by the Treasurer. 3. Any payment above $500 must be approved by the Chair or, at the designation of the Chair, by the Chair-Elect or Past Chair. 2. Credit cards 1. Credit cards should be used for expenses where a check is not convenient, such as team dinners in a restaurant, etc. 2. Region IV holds up to two (2) credit cards, issued by NAFSA s Accounting Unit, to the following Region IV team members: a. Chair b. Treasurer 3. Receipts are required for every credit card charge, regardless of amount. Only region-related expenses may be charged to a credit card private use is not permitted. PAGE 8

9 3. On-the-Spot Checks 1. On-the-spot checks are reserved for highly urgent situations when a rush check via the Regional Payables system is not practical. 2. The following Region IV team members will retain the signatory authority on the regional operating account, authorized to sign on-the spot checks: a. Chair b. Treasurer 3. NAFSA executive staff members also retain signatory authority in the event of regional leadership turnover. NAFSA staff will not issue on-the-spot checks. 4. The signatory of the on-the-spot check will provide proper back-up documentation to the Treasurer within five (5) business days of issuance to upload to Regional Payables system for approval. 5. New Payees who have not received payment from Region IV before must submit the following information before being reimbursed for an expense: a. Name b. Mailing address c. d. Taxpayer ID, if paying for services or unsubstantiated travel of $600 or more. Alternatively, the payee s W-9 attached to the invoice is sufficient. e. Reimbursements will be received in the mail approximately two to three weeks after the receipt(s) are submitted to the Treasurer. SECTION D: REIMBURSABLE EXPENSES The Region IV Treasurer approves reimbursement via the Regional Payables system for the following incurred expenses. Proper documentation, such as a receipt or invoice, is required for all expenses. Spring Team Meeting Team Expenses 1. Transit expenses are reimbursable with proper documentation. a. Team members taking flights, trains, and other mass transit options must submit proof of payment. b. Team members driving personal vehicles must submit proof of distance driven (Google map screenshot or print out) and will be reimbursed per-mile according to the current U.S. federal rates. c. Taxi expenses from an airport to/from the Team Meeting hotel are reimbursable, though team members are encouraged to take shuttles and/or share rides with other team members when possible. 2. The Region IV team pays one-half of the expense of each night s hotel room. Team members are encouraged to share a room with another team member. a. Team members requesting their own rooms pay the remaining one-half expense. b. In the event of an odd number of team members where a roommate is not available, the regional team will pay the full cost. c. Regional team members are responsible for all incidental costs associated with their rooms. 3. Team members are eligible for per diem for each meal they are responsible for while at and commuting to/from spring team meetings. The per diem rate is consistent with that set by the U.S. federal government. a. Receipts are not required for per diem reimbursements. PAGE 9

10 Region IV Regional Conference Team Expenses 1. Each team member present at the Region IV Conference will be reimbursed $100. Region IV Regional Conference Trainer Expenses 1. The Region IV team pays one-half of the expense of each night s hotel room for each preconference workshop trainer at the set hotel rate. a. If no contractually-set hotel rate is available, the Region IV team will pay one-half of the current rate. b. All expenses are reimbursable with proper documentation via the regional payables system. 2. Workshops trainers are eligible for per diem for the following meals unless the meals are provided by the region: a. Dinner on evening prior to workshop b. Breakfast on morning of workshop c. Lunch on day of workshop d. Dinner on day of workshop Regional team members may be reimbursed for reasonable expenses incurred on behalf of the Region, pending written request and approval from the Chair and Treasurer. 1. The Region IV team is not responsible for expenditures of personal or institutional funds without the proper approval. 2. Expenses are reimbursable up to sixty (60) days from the date they are incurred. SECTION E: GRANTS AND AWARDS Region IV Conference Grants There are two types of conference grants available for Region IV members. There is a general Conference Grant, which reimburses a conference attendee for the cost of the regular conference fee (no additional items are included, such as workshops or special events). Region IV also offers a Diversity Grant, which reimburses a conference attendee 1. Eligible recipients must live within the NAFSA Region IV area, and meet the requirements of the Grant they are applying for. 2. General Conference Grant recipients will receive a code for free conference registration to attend the Region IV Conference. Region IV awards a maximum of fifteen (15) general Conference Grants per regional conference. Conference Grant recipients are selected by the Past Chair. Grants are generally disbursed equally among Region IV states, Conference Grant categories (student, newcomer, seasoned professional, and volunteer), and for people or institutions who have not received a grant in previous years. 3. Diversity Grant recipients will receive a code for free conference registration to attend the Region IV Conference, as well as up to $500 in travel reimbursements. Diversity Grant recipients must submit travel documentation for travel reimbursement. Region IV awards a maximum of five (5) Diversity Grants per regional conference. Conference Grant recipients are selected by the Past Chair. Diversity Grants are awarded to institutions that are generally underrepresented in International Education. Preference is given to people or institutions who have not received a grant in previous years. Region IV Advocacy Day Awards 1. Region IV will give up to three (3) $1000 awards to participants joining NAFSA s Advocacy Day event. The awards are reimbursements for up to $1,000 in travel and meal expenses to attend Advocacy Day in Washington, D.C. PAGE 10

11 PAGE 11 Region IV Operating Procedures 2. Recipients must complete the expense voucher form and submit it to the Treasurer to be reimbursed via the Regional Payables system. 3. The Chair stream reviews Advocacy Day applications, and the final decision of the awards disbursement is determined by the Chair. SECTION F: FINANCIAL RELATIONSHIPS WITH REGION IV STATES SECTION G: INVESTMENTS ARTICLE VII Quorum Each state within Region IV can maintain a different operating relationship with the region. The respective State Representative for each state has the power, on behalf of the members of the state, to request a change in the relationship with Region IV. 1. Iowa has an established financial relationship with Region IV. The Region IV Treasurer processes all revenue and expenses for the annual Iowa state meeting. The Iowa state meeting s event registration is managed by NAFSA s in-house registration system. The Iowa state meeting can use NAFSA s name during promotions due to the affiliation. 2. Minnesota has no established financial relationship with Region IV. NAFSA s name cannot be used during the promotion of any state event. 3. Missouri has an established financial relationship with Region IV. The Region IV Treasurer processes all revenue and expenses for the annual Missouri state meeting. The Missouri state meeting s event registration is managed by NAFSA s in-house registration system. The Missouri state meeting can use NAFSA s name during promotions due to the affiliation. 4. North Dakota has no established financial relationship with Region IV. NAFSA s name cannot be used during the promotion of any state event. 5. South Dakota has no established financial relationship with Region IV. NAFSA s name cannot be used during the promotion of any state event. 1. Region IV will keep an amount equal to at least the average of the past three year s annual expenditures in the operating account to manage regional expenses. 2. Region IV will invest any surplus funds according to NAFSA s investment policy. At Business Meetings of the Region and Team meetings, the number present at the time of a vote shall constitute a quorum. In elections, the number of completed ballots shall constitute a quorum. ARTICLE VIII Parliamentary Authority The rules contained in A. Sturgis, Code of Parliamentary Procedure shall govern the Region in all matters to which they apply and in which they do not conflict with these Bylaws or any governing document of NAFSA. ARTICLE VIIII Amendments The Regional Operating Procedures may be amended by a majority vote of the members present and voting at the Regional Business Meeting taking place at the annual Regional Conference. Amendments may only be considered for a vote if they are proposed publicly and made available in writing to the membership at least thirty (30) days in advance of the meeting.