Jack and Jill of America, Inc. Policies and Procedures

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Griffin Ward
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1 Subject Effective Date Bylaws Reference Procedure Number Approval 1-in-4 Conference Attendance Requirement and Membership Termination 08/01/10 Article I, Section 1 A2 7.8 I. PURPOSE The purpose of this policy is to define how the organization implements compliance with the 1-in-4 conference attendance requirement bylaw. This policy will identify how compliance, including an appeal procedure, is administered, measured and enforced. II. POLICY Effective 2008, an active member shall be required to attend one of the following events to fulfill the 1-in-4 conference attendance requirement bylaw. 1. National Convention 2. Regional Mothers Conference 3. Regional Teen Conference 4. Regional Area Workday/Mothers Cluster For regional events, attendance must be in the member s home region. Attending another region s activities shall not count towards fulfillment of this requirement. A member must actually register and attend the activity. Attendance at a Children s Cluster does not count in meeting the 1-in-4 conference attendance requirement. Existing/Current & National Members A member who tenures out by 2012, must be in compliance as of August 31, 2012 by attending one (1) of the four (4) events listed above between 2008 and her tenure date in order to tenure out in good standing. All members graduating post 2012 must be in compliance by attending one (1) of the listed events by August 31 st of the program year in order to tenure out in good standing or membership will be terminated. New Members New members (joining Jack and Jill of America, Inc., after the 2008 National Convention) must be in compliance by attending one (1) of the listed events by August 31 st of the program year in order to tenure out in good standing or membership will be terminated. Definition of At Risk Member An At Risk Member is a member who has not fulfilled her 1-in-4 conference attendance requirement by year three (3) of her membership cycle. The membership cycle is defined as follows: Year 1 Met/ Not Met Year 2 Met/ Not Met Year 3 At Risk Year 4 Terminated

2 Leave of Absence Members on leave of absence are not exempt from the 1-in-4 conference attendance requirement nor are those members able to attend an event during a leave of absence as per the National Constitution and Bylaws. Members who are considering a leave of absence are responsible for knowing the status of their 1-in-4 conference attendance requirement and assuring that the requirement is met prior to requesting the leave. Chapters shall not grant leaves of absence for year three (3) At Risk members unless granted due to extenuating circumstances as defined in the national organization s governing documents. Transfers Members who have submitted or are considering submitting a transfer request are not exempt from the 1-in-4 conference attendance requirement. Members who are considering, or have submitted, a transfer request are responsible for knowing the status of their 1-in-4 conference attendance requirement and must assure that the requirement is met either prior to requesting the transfer or will be satisfied in the new region by the appropriate deadlines. Chapters must indicate the member s status of 1-in-4 on the Transfer Request form. Membership Compliance A member s compliance with this policy shall be determined by the chapter as of August 15th of each program year after all financial deadlines have passed for the prior fiscal year and all regional and/or national conferences/conventions have been held for that year, and prior to submission of membership documentation and per capita taxes to the regional and national organization for the new program year. Applicability: members who were initiated into Jack and Jill of America, Inc. prior to August 1, 2008, must meet the conference attendance requirement by August 31, 2012 and by August 31 st each subsequent four (4) years of their membership until their tenure ends. Members who joined Jack and Jill of America, Inc. after August 1, 2008, must meet their obligation within four (4) years after their initiation date and each subsequent four (4) years by August 31st of the fourth (4th) year, until their membership tenure ends. The Membership Cycle Grid listed below identifies compliance periods. Membership Cycle INITIATION YEAR FIRST SECOND THIRD FOURTH 2008 First year

3 III. PROCEDURE Jack and Jill of America, Inc. Policies and Procedures 1. Conference Registration and Attendance In order to ensure compliance with the stated bylaw, each member must: 1. Register and attend a Teen Conference, Mothers Cluster/Area Workday, Mothers Regional or a National Convention; 2. Conference attendance will be validated using the following methods: a. A member is required to sign-in and present identification (i.e., state issued identification) to validate her identity and attendance. b. A member can only pick up her conference registration materials. c. Members should keep their name badge and/or receipts as back-up in the event of an unexpected technology and/or record-keeping failure at the chapter, regional and/or national level. d. At the conclusion of each conference, the appropriate officer (Regional Secretary or National Recording Secretary) shall be responsible for reconciling with the host chapter s registration chairs, each attendee at the conference. Records of attendance will be maintained using the following strategies: 1. MIS system each member shall be responsible for assuring her MIS record accurately reflects her registration and attendance at one of the eligible events. 2. The National Recording Secretary or the Regional Secretary shall have the responsibility of maintaining attendance records for their respective events/conferences. 3. Chapter Vice/President/Membership Chair is required to maintain a chapter record of member attendance at regional or national conferences. 1-in-4 Process Timeline 2. Chapter Responsibility Chapters are responsible for initiating the communication with the member regarding her 1-in-4 conference attendance requirement twice during the program year. Information shall be collected and maintained by the chapter Vice-President/Membership Chair. Chapters will provide the following: 1. An updated/current 1-in-4 Conference Attendance Compliance Grid that shall be provided to the chapter membership on or before May 31st, as part of year end processing, and on or before August 31 st, prior to per capita reporting of each program year. Initial notification will include all 1-in-4 conference attendance requirement compliance ratings: o Year 1 Met/Not Met o Year 2 Met/Not Met o Year 3 At Risk o Year 4 Terminated 2. A list of all known qualifying events and conferences for the current program year. 3. The chapter Vice-President/Membership Chair or her designee shall send a notification letter, via certified mail, to members who are At Risk notifying the member that the records reveal she is not in compliance and must attend one of the events listed above in order to maintain membership and/or tenure out in good standing.

4 4. Members At Risk who do not attend a 1-in-4 event by August 31 st of the program year will be notified of final membership termination by August 15 th of the current program year. The final termination letter will be sent to the terminated member by the chapter with copies sent to the Regional Director, Regional Secretary and the National Recording Secretary. 3. Member Responsibilities 1. Members are ultimately responsible for the accuracy of their conference attendance. 2. All members will sign a copy of the 1-in-4 Conference Attendance Grid confirming receipt. 3. Members are responsible to correct or provide valid updates to the information during the current program year. 4. Regional and National Communication Upon review and approval by the Regional Secretary, a final chapter summary of 1-in- 4 conference attendance compliance will be sent by the chapter president to the Regional Director and National Recording Secretary on or before May 31 st, as part of year end processing and on or before August 31 st, prior to per capita reporting beginning Penalties If a member is determined to have not complied with this policy by August 31 st of their fourth (4 th ) year, the penalty imposed upon the member shall be termination effective immediately. If a member tenures out or terminates membership, and she has not met the 1-in-4 conference attendance requirement: 1. She does not tenure out or terminates membership in good standing. 2. Her child(ren) graduating that year are not granted legacy status, as per the National Constitution and Bylaws. 3. Her remaining child(ren) that has(have) not graduated will not be granted legacy status. 4. However, any child(ren) that graduated at a time when the member was in good standing, and in compliance with the 1-in-4 conference attendance requirement, will retain legacy status. 6. Appeal Process In order to be considered for an appeal, there must be a showing of contrary evidence of compliance or exigent circumstances that prohibited compliance. Upon receipt of a termination letter from the chapter, the member has until August 31st to submit a Notice of Appeal. This Notice of Appeal shall be sent to the Regional Director and copied to the National Recording Secretary and Chapter President. The Notice of Appeal shall state whether the appeal is based on one of the following: Evidence of 1-in-4 Conference Attendance compliance If you have complied with the 1-in-4 conference attendance requirement indicate the name and date of the qualifying event attended. Attach evidence of said attendance such as a name badge and/or receipts from the event. An official letter from the Regional Secretary or the National Recording Secretary is also permissible.

5 IV. AFFECTED PARTIES All Members Extenuating circumstances An extenuating circumstance is defined as a physical impossibility to continue membership due to hospitalization, illness of the member or hospitalization, illness or death of an immediate family member (spouse, children, or parents). Financial hardship DOES NOT qualify as an extenuating circumstance. Attach evidence of said extenuating circumstances such as a letter from the chapter president indicating chapter approved leave, a notarized statement confirming illness or an obituary as reasonable proof for missing the 1-in-4 conference attendance requirement. A member must be registered for the event for extenuating circumstances to apply. The extenuating circumstance must have occurred between registering and attending, therefore prohibiting attendance. A member cannot claim extenuating circumstances if not registered to attend an event. This section does not apply to mothers on leave due to extenuating circumstances. Appeal Decision The appeal will be reviewed and decided at the regional level by the Regional Director and the decision must be rendered within ten (10) days of receipt of the appeal. The Regional Director will send the decision to the member, the chapter president and the National Recording Secretary. If the member is not satisfied with the decision to uphold the termination of membership by the Regional Director, an appeal can be made, within five (5) days, to the National Advisory Council (NAC). A decision by the NAC will be rendered within ten (10) days of receipt of the appeal and prior to October 1st. The NAC decision will be final. If the appeal of the termination of membership is granted due to providing proof of attending an event, the member s termination will be reversed and notification will be provided by the NAC to the Regional Director, Regional Secretary, Chapter President and National Recording Secretary. If the appeal of the termination of membership is granted based upon extenuating circumstances, the member MUST attend the next qualifying event or the member will be terminated. 7. Supporting Documents The following list of documents is required for use when implementing the 1-in-4 conference attendance requirement policy and procedure. The documents are as follows: 1. Chapter 1-in-4 Grid this form is to be used to capture and report information on the status of 1-in-4 conference attendance requirement to chapter members, the region and national. This document is used twice a year, in May, as part of year end processing, and in August, prior to per capita reporting. 2. Chapter At Risk Letter - This letter is to be used to put individual members on notice regarding non-compliance with 1-in-4 conference attendance requirement and outlines the opportunities to rectify the situation. It shall be sent via certified mail to ensure proof of receipt. 3. Membership At Risk Form This form is to be used by the Regional Secretary to notify the National Recording Secretary of the total number of At Risk members by chapter and region. This same form will be adapted for use by the National Recording Secretary to report the total number of At Risk members for the nation as part of her national report.

Achieving Excellence, Inspiring Greatness, Motivating Youth to Lead and Serve!

Achieving Excellence, Inspiring Greatness, Motivating Youth to Lead and Serve! National Recording MEMORANDUM TO: FROM: SUBJECT: Jack and Jill of America, Inc. Members Tara Joseph Labrie 1 in 4 Conference Attendance Requirement Follow Up to March 22, 2011 Communiqué DATE: October