National Association of Black Accountants, Inc.

Transcription

1 National Association of Black Accountants, Inc. Enter Name of School Here Student Chapter Student Chapter Policy & Procedures Manual -

2 TABLE OF CONTENTS Introduction...3 Section 1 Name, Mission, Objectives and Seal...3 Section 2 Membership...3 Section 3 Chapters...3 Section 4 Chapter Executive Board...4 Section 5 Elections...8 Section 6 Meetings...8 Section 7 Committees...8 Section 8 Dues...9 Section 9 Fiscal Year and Budget...9 Section 10 Amendments...9 Section 11 Role of the Faculty Advisor, Local/Regional Director of Student Member Services, Chapter Liaison...9

3 Introduction The purpose of the National Association of Black Accountants, Inc. (NABA) Student Chapter Policies and Procedures Manual (SCPPM) is to provide additional guidance on implementing the Student Chapter Bylaws. This manual provides a comprehensive set of policies, procedures and guidelines that govern the National Association of Black Accountants, Inc. (NABA) Enter Name of School Here Student Chapter and includes all organizational and governing documents of NABA. Where necessary, this document may reference other governing documents of the Association that support the policy, procedures and guidelines herein. This manual should not conflict with the Student Chapter Bylaws, but in cases where it does, the Bylaws shall govern. Section 1 Name, Mission, Objectives and Seal A specimen of the official logo of the Association is included in Appendix 1 of the National Policy and Procedure Manual. This logo is to only be used by members of NABA general organizational purposes. Any other use of the logo must be authorized by NABA. A chart of NABA s organizational structure is included in Appendix 2 of the National Policy and Procedure Manual. Section 2 Membership Members of each student chapter shall elect the Executive Board for their chapter. Student chapters are required to conduct a membership drive by the second/third weekend in September of each year. In addition, monthly membership drives are encouraged. Student chapters are required to focus on membership renewal in the spring (February/March) of each year. Original documents should be sent to the National Office and copies of all applications and method of payments to the local chapter P.O. Box. Section 3 Chapters Student Chapters must adopt Student Chapter Bylaws, consistent with the National Bylaws to govern its activities. Student Chapter bylaws must be reviewed and approved in accordance with policy approved by the National Board of Directors. Student Chapters must comply with the Student Chapter Reporting and Evaluation Program (SCREP), (NPPM Appendix 5b), requirements as approved by the National Board. Failure to comply with these standards could result in suspension and/or revocation. Page 3

4 Non-compliance with Minimum Operating Standards and/or SCREP will result in suspension of the chapter to operate as a chapter of NABA. Twelve (12) months of continuing non-compliance can result in a vote by the Board of Directors to revoke the chapter s charter. Groups applying for admission as a student chapter must complete the Student Chapter Application Package and meet all requirements describe therein before being submitted to the Board of Directors for approval. The Starter Application packet is found in Appendix 7 in the NPPM. Section 4 Chapter Executive Board The Executive Board shall consist of the elected officers and Chairpersons of the Standing Committees of the Chapter. The Executive Board is the voting body for the chapter. Duties of the Executive Board are defined in the Student Chapter Bylaws Duties of the Officers President - The duties of the President shall be: To act as the Chief Executive Officer of the Chapter To provide leadership, direction and vision for the Chapter consistent with the mission of the Association To establish high-level goals for the Chapter and encourage a shared vision of NABA among the Executive Board and general body To preside over meetings of the Executive Board and general body and serve as Chairperson of the Executive Board To appoint Chairpersons of all committees not directly elected by the Chapter membership. NOTE: All appointments should be voted on by the board. To represent the Chapter among external stakeholders, e.g. corporate sponsors, professional chapter, community service organizations, on campus, etc. To disseminate national, regional and local information to the Executive Board and general body To proactively address the concerns of membership To provide a written/typed agenda for both the Executive Board and Chapter meetings To complete and submit the Membership Reconciliation Form to the NABA Page 4

5 National Office Membership Department within the deadline stated (this duty can be delegated to the Chairperson of Membership, however, the President is responsible for ensuring that the reconciliation is submitted to the NABA National Office timely) To serve as a liaison between the Chapter and the designated Professional Chapter that has been assigned by NABA to supervise the Chapter's activities. To ensure that the chapter submits its SCREP package to the appropriate NABA official(s) as defined in the Student Chapter Reporting & Evaluation Program. To adhere to the provisions of the Student Chapter Bylaws and SCPPM Vice President (s) - The duties of the Vice President (s) shall be: To perform all the duties of the President in his or her absence or disability. To assist the Chapter President in establishing, implementing, and achieving Chapter goals To assist the Chapter President in coordinating general body meetings, obtain speakers, make arrangements for meeting facilities, or other tasks as necessary To supervise assigned committees as determined by the Executive Board To assist Committee Chairpersons with their initiatives To exercise such other powers and duties as may be prescribed by the President or the Executive Board. In the case of more than one Vice President, the Vice Presidents shall be designated as first, second, third, etc., and shall perform their duties according to the numerical rank. To assume the office of the President, if the position should become vacant, order of success is 1st VP, 2nd VP, etc. Secretary - The duties of the Secretary shall be: To issue notice of all meetings of the Chapter. To record the minutes of Chapter meetings and Chapter business discussed at the Executive Board meetings and forward the minutes of the meeting to the Executive Board members within one (1) week of the meeting To present Chapter meeting minutes to the Executive Board for approval at each subsequent Executive Board meeting To maintain a master file of all minutes of the Chapter meetings and Executive Board meetings for the fiscal year and provide the master file to the Chairperson of SCREP Page 5

6 To provide attendance sheets requiring signatures at each Chapter Meeting and Executive Board meeting and ensure that attendance is recorded at each Chapter Meeting and Executive Board meeting To provide the NABA National Office, the designated Professional Chapter and the RDSMS with a Chapter's Profile, which is the listing of contact information for all Chapter Officers and Faculty Advisors including their permanent and temporary mailing addresses, primary and secondary addresses, telephone numbers, and classification (Freshman, Sophomore, Faculty, etc.) on or before April 15th of each fiscal year. To adhere to the provisions of the Student Chapter Bylaws and SCPPM Treasurer - The duties of the Treasurer shall be: To act as the Chief Financial Officer of the Chapter To collect and properly account for all monies received by the Chapter and promptly deposit the funds in the name of the Chapter into a school account, checking account, savings account or other account held under Enter Name of School Student Chapter. No the name of the NABA money shall be withdrawn from any such account except by check signed by the Chapter's Treasurer and Faculty Advisor or representatives from the governing Professional Chapter. NOTE: No student chapter shall have bank accounts with only student members as the signatories. All bank accounts must have either the Faculty Advisor or representatives from the governing Professional Chapter as signatories. To provide written receipts for all monies collected within five (5) days of receiving the money. To have the chapter's check book and receipt book at all chapter functions To submit reports to the Executive Board at each of its meetings, or whenever required, of the financial condition of the Chapter showing receipts and disbursements and outstanding accounts unpaid since the last report To make authorized disbursement upon receipt of a check request form signed by the person requesting the disbursement, countersigned by the President and approved by the Faculty Advisor. Each requisition shall contain the amount and purpose of the payment requested. In the event membership applications and dues payments are submitted to the chapter, the Treasurer should submit the application and payment to the NABA's National Office within seven (7) days of receipt To establish internal controls, provide stewardship over Chapter financial assets, and safeguard all bank account records, blank checks, cancelled checks, and invoices To monitor and reconcile all bank account activity and compile monthly Page 6

7 financial statements to present to the Executive Board for review and approval. To develop and monitor the fiscal operating budget for the Chapter To prepare the financial statements required for submission with the SCREP package and submit such financial statements to the Chairperson of SCREP prior to the deadline for submission of SCREP packages To complete and file annual 990 form with the state (where applicable) and the Internal Revenue Service within the required deadline and provide a copy of the submission to the Chairperson of SCREP for inclusion in the Chapter's SCREP package. To adhere to the provisions of the Student Chapter Bylaws and SCPPM Chairperson of SCREP - The duties of the Chairperson of SCREP shall be: To prepare a complete SCREP package as required per SCREP instructions. (The SCREP instructions are provided by the National Student Member Services (SMS) Committee and may be updated periodically). To submit the SCREP package to the appropriate NABA official(s) as defined in the Student Chapter reporting & Evaluation Program documentation. To work with the designated professional chapter to obtain guidance and assistance with the SCREP package in advance of submission of the package. To adhere to the provisions of the Student Chapter Bylaws and SCPPM Duties of Chairpersons of Committees The duties of the Committee Chairs shall be: To manage and direct the affairs of their respective Standing Committee. To prepare a fiscal operating plan and budget for their respective Standing Committee. To recruit members to serve on their respective Standing Committee. To attend all Executive Board meetings and general body meetings, and submit a report on committee activities to the President and Executive Board at least monthly. To call committee meetings as necessary. To appoint a vice-chair to their respective Standing Committee, if necessary. To adhere to the provisions of the Student Chapter Bylaws. Page 7

8 Section 5 Elections Elections shall be held annually. The Nominations and Elections Committee shall oversee this process. Nominations are held in February, elections are held in March and results are to be reported by April 15th to the National office with payment for next year s dues. Additionally, results should be reported to your local professional chapter. Section 6 Meetings Chapter meetings shall take place on a regular basis as determined by the Executive Board. Committees shall meet as appropriate to carry out their charge. Section 7 Committees The standing committees of the Chapter shall be: Membership, Fundraising, Marketing and Public Relations, Professional Development (Event Planning). All committees shall consist of one or more members. Membership Actively recruit new members, reclaim former members and encourage member participation in Chapter activities Actively safeguard member information and ensure this information is not shared with any third party other than NABA official which oversee your chapter. This includes: Professional Chapter, Regional and National officers Coordinate membership drives Ensure that dues and applications are sent to the NABA National Office for processing. Maintain a current directory of Chapter's membership Plan and organize other social/networking events to build camaraderie among the membership Reconcile membership roster received from the NABA National Office monthly Fundraising Plan and coordinate events that will provide funding for the Chapter's current and future operating costs Act as liaison between the Chapter and other student organizations on campus, the student activities office, corporate partners and the NABA Professional Chapter Encourage members to actively participate in Chapter's events Page 8

9 Fundraisers should be held both in the fall and spring semesters Marketing and Public Relations Market NABA to students on campus Publicize and market NABA events on campus Liaison with other campus organizations and maintain relationships with other campus organizations Professional Development Section 8 Develops strategies for continuing education programs Researches and keeps the Board current on continuing education issues Dues The National Board of Directors shall periodically establish the National and Chapter portion of the annual dues. Chapters may assess its members additional annual dues to be retained by the Chapter. A member s dues must be received by the NABA s National Office in order to be recognized as member in good standing. Section 9 Fiscal Year and Budget The fiscal year end is June 30. A budget shall be established and approved by the chapter members annually. Section 10 Amendments The National Board of Directors via the National Bylaws Committee shall review and approve all amendments to the SCPPM. Section 11 Role of the Faculty Advisor, Local/Regional Director of Student Member Services, Chapter Liaison Faculty Advisor Make every effort to become a professional member of NABA at the academia rate and encourage your colleagues to join. Oversee the overall activities of the NABA student chapter. Encourage and assist students progression in the accounting and other business related fields. Have an understanding of NABA s minimum operating standards for student chapters and encourage student chapters to be in compliance with NABA s minimum operating standards. Page 9

10 Ensure the student chapter is submitting SCREP to the appropriate NABA and have designated a Chair and assist chair of SCREP. Encourage and assist students with applying for Local, Regional, and National Scholarships. Encourage and assist students with membership goals. Encourage and assist student chapter with fundraising goals. Encourage attendance and representation from student members to local professional chapter hosted student events. (If geographically feasible). Ensure student chapters are operating in accordance to the Student Chapter Bylaws and Policy & Procedures Manual. Communicate with student chapter officers on a consistent basis the goals and expectations of NABA Obtain calendar of each semester and student chapter responsibilities. All to student chapter Services (LDSMS). Make every effort to attend the Regional Student Conference each year and encourage attendance by as many students as possible. Coordinate with Student Chapter Liaison from the professional chapter a fall site visit prior to the annual pre-conference event. (If geographically feasible Drive time within 2.5 hours is geographically feasible. If not geographically feasible, obtain from professional chapter electronic documentation of the following items) Agenda should include but are not limited to highlighting the following areas: events from student officers in the beginning of submit to Student Chapter Liaison assigned to the by the professional chapter with oversight event updates should funnel from student chapter advisor to the Local Director of Student Member Officer Roles and Responsibilities Chapter Operating Procedures Chapter Reporting Membership Goals Resume, Interviewing and Networking Etiquette Co-ops and Internships Interviewing Seminar Update Fundraising Ideas Update Regional Student Conference Update Local, Regional and National Scholarship Information Page 10

11 Tax Reporting of Scholarship Awards Day with NABA Update (spring event) Election Procedures Coordinate with Student Chapter Liaison a spring site visit before/after university s spring break. (If geographically feasible Drive time within 2.5 hours is geographically feasible. If not geographically feasible, obtain from professional chapter electronic documentation of the following items). Agenda should include but are not limited to highlighting the following areas: Officer Orientation (Officer Roles and Responsibilities) Annual Achievement of Student Chapters Professional Chapter Award and Scholarship Banquet Update Membership Renewal National Convention Update Tentative Calendar of Events for Next Fiscal Year Coordinate reporting to the Student Chapter Advisor monthly student chapter update. Report should include but are not limited to the following areas: Membership Status Calendar of Event changes Issues and/or concerns of students and faculty advisors for the professional chapter to address Other General Updates Assist with reconciling National Membership Roster to Student Database maintained by the professional chapter. Corrections should be submitted to the Student Chapter Liaison by the 20th of each month. Student Chapter Liaison Encourage and assist students progression in the accounting and other business related fields. Encourage and assist student chapters with the mandatory compliance with the Student Chapter Evaluation and Reporting Program. (SCREP) Ensure that each student chapter has a Chairperson and Assistant Chairperson of SCREP reporting. Encourage and assist students with applying for Local, Regional, and National Scholarships. Page 11

12 Encourage and assist students with membership goals. Student chapters are required to conduct a membership drive by the second/third weekend in September of each year. In addition, monthly membership drives are encouraged. Student chapters are required to focus on membership renewal in the spring (February/March) of each year. Original documents should be sent to Nationals and copies of all applications and method of payments to the local chapter P.O. Box. Membership applications during the year must be sent to Nationals with a copy to local chapter by the 7th of each month. Encourage and assist student chapters with fundraising goals. Fundraisers should be held both in the fall and spring semesters. Ensure attendance and representation from all student members to local chapter student events. (If geographically feasible). The local chapter events should include a pre-regional student conference events and a spring event (preferably March NABA orientation event for all new officers and all other student members) (Mandatory for financial support). Ensure student chapters are operating according to student operating procedures manual. Communicate with student chapter officers and faculty advisors on a consistent basis the goals and expectations of NABA Obtain calendar of events from student chapter in the beginning of each semester and submit to Local Director of Student Member Services (Student Affairs Chairperson). All event updates should funnel from student chapter to student chapter liaison to the Local Director of Student Member Services (LDSMS). Obtain monthly update of new student members and submit to the LDSMS. Students should send original documents to Nationals and copies of all applications and method of payments to the local P.O. Box of the professional chapter. Coordinate a fall site visit prior to the annual pre-conference event. (If geographically feasible Drive time within 2.5 hours is geographically feasible. If not geographically feasible, to the student chapter electronic documentation of the following items) Agenda should include but are not limited to highlighting the following areas: Officer Roles and Responsibilities Chapter Operating Procedures Chapter Reporting Membership Goals Resume, Interviewing and Networking Etiquette Page 12

13 Co-ops and Internships Interviewing Seminar Update Fundraising Ideas Update ERSC Update Local, Regional and National Scholarship information Tax Reporting of Scholarship Awards Day with NABA Update (spring event) Election Procedures Student Chapter Liaison should coordinate a spring site visit before/after university s spring break. (If geographically feasible drive time within 2.5 hours is geographically feasible. If not geographically feasible, to the student chapter electronic documentation of the following items). Agenda should include but are not limited to highlighting the following areas: Election Calendar Officer Orientation (Officer Roles and Responsibilities) Annual Achievements of Student Chapters Professional Chapter Award and Scholarship Banquet Update Membership Renewal National Convention Update Tentative Calendar of Events for Next Fiscal Year Submit monthly updates via report to the Chairperson of Chapter Development. Report should include but are not limited to the following areas: Membership Status Calendar of Event changes Issues and/or concerns of students and faculty advisors for the professional chapter to address Other General Updates Reconcile National Membership Roster to Student Database maintained by the professional chapter. Corrections should be submitted to the LDSMS by the 30th of each month and forwarded to the National Office Local Director of Student Member Services Appoints Student Chapter Liaisons to each student chapter under their professional chapter responsibility and oversees Student Chapter Page 13

14 Liaison compliance with Job Description responsibilities Recommends student program policy and strategy Acts as liaison with colleges and universities in the interest of NABA Develops programs to meet needs of student members (including National Convention and student conferences) Monitors performance of student chapters (including reporting) Assists in developing procedures for starting new student chapters Assists in establishing chapter compliance requirements Evaluates and recommends new student chapters Assists in administering student chapter evaluation process Recommends student chapters for suspension and revocation, where warranted Regional Director of Student Member Services Serve on the National Student Member Services (SMS) Committee Assist in the development and execution of NABA's national student policies and programs Communicate the NABA national student policies and programs to the NABA professional chapters and students in your respective regions and ensure adherence to those policies and programs Grade the Student Chapter Reporting and Evaluation Program (SCREP) packages for one of the NABA regions other than your own region Review all applications for new NABA student charters for your region before submitting the application to the national SMS committee for review Communicate regularly with the Local Directors of Student Member Services (LDSMS), Faculty Advisors and NABA Students (especially the student leaders) to ensure that the NABA students are being served throughout the year Reach out to all at-large students for your respective region to ensure they are engaged in as much NABA activity as possible, whether it is with a professional chapter or neighboring schools with student chapters. Reconcile the list of at-large student to ensure students are appropriately classified as at-large Include local Chapter Presidents on correspondence to LDSMS Attend the NABA national board meetings on a quarterly basis Page 14

15 Participate in your respective Regional Student Conference Collect and consolidate Student Chapter Profiles from all student chapters annually. This also includes updating the chapter profiles as changes are made at the student chapter level Collect LDSMS information for all LDSMS in your region Communicate any challenges the regions, professional chapter or students may be having to the National SMS Director Ensure every student chapter in your region is compliant with minimum operating standards Page 15