CENTRAL ATLANTIC POLICY BOOK UPDATED June 1, 2017 Gregory Vass Central Atlantic Associate Director for Administration and Finance
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Table of Contents Table of Contents .......................................................................................................... 2 Title One | Structure and Governance ......................................................................... 3 Title Two | Leadership ...................................................................................................... 5 Title Three | National Communications Coordinators & Institutions ....................... 50 Title Four | Regional Leadership Conference Awards.............................................. 57 Title Five | Regional Business Conference Awards .................................................... 75 Title Six | Miscellaneous Awards ................................................................................. 109 Title Seven | Conferences ........................................................................................... 124 Title Eight | Finances .................................................................................................... 150 Title Nine | ON HOLD .................................................................................................... 164 Title Ten | Regional Alumni Association .................................................................... 165 Title Eleven | Resolutions.............................................................................................. 171
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Title One | Structure and Governance ARTICLE I ORGANIZATION ARTICLE II PURPOSE ARTICLE III GOVERNING DOCUMENTS ARTICLE IV MISCELLANEOUS POLICIES
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ARTICLE I.
ORGANIZATION
Section 1.
Name The name of this organization is the Central Atlantic Affiliate of the National Association of College and University Residence Halls, Inc. (NACURH), hereinafter referred to as CAACURH.
Section 2.
Affiliation As an affiliate of NACURH, Inc., CAACURH will operate in accordance with the articles of incorporation, the NACURH Bylaws, and the NACURH Policy Book.
ARTICLE II.
PURPOSE
Section 1.
Purpose CAACURH shall promote academic, intellectual, cultural, and social understanding among affiliated schools and their representatives shall provide the opportunity for leadership development and shall stimulate activities in "oncampus" living units.
Section 2.
Representation CAACURH shall act as the representative on the regional level to NACURH in carrying out business directed by the National Board of Directors and National NRHH Board.
ARTICLE III.
GOVERNING DOCUMENTS
Section 1. Subsection A.
Amendments and Ratification Required Vote Margin The Policy Book may be amended by an approving vote of the simple majority (greater than 50%) of the member institutions present at the conference or by the simple majority (greater than 50%) of all received mail ballots or by a simple majority of members present at a virtual business meeting in which quorum is met.
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Individual Titles of the Policy Book may specify alternative requirements for amendment.
Section 2.
Adoption of an Amendment
Subsection A.
Section 3.
Overthrowing a Decision
Subsection A.
Section 4.
Required Vote Margin NCCs may decide by a two-thirds (2/3) majority of all member schools to overthrow any decision made by the Director, Directorship or RBD.
Ratification
Subsection A.
ARTICLE IV.
Timetable for Adoption Amendments to the Policy Book become effective immediately upon adoption.
Required Vote Margin Ratification of the Policy Book will become effective after a two-thirds (2/3) vote of all member schools.
MISCELLANEOUS POLICIES
Section 1.
Brand
Subsection A.
CAACURH Mascot The Cougar shall be the officially recognized mascot for the Central Atlantic Affiliate of NACURH. (11/1999)
Subsection B.
CAACURH Logo The official logo of the Central Atlantic Affiliate shall be the Cougar Paw. The Paw Print symbolizes the community within CAACURH and each claw represents the four foundations of leadership in CAACURH: service, recognition, programming, and advocacy. The three paw prints represent the three regional councils of the Central Atlantic Affiliate: the NCCs, NRHH Representatives, and RHA Presidents.
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Subsection C.
CAACURH Regional Newsletter The Cougar Spirit shall be the official title of the CAACURH regional newsletter. (11/2004).
Subsection D.
Official Regional Colors The Official Regional Colors for the Central Atlantic shall be as seen below.
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Title Two | Leadership ARTICLE I AMENDMENTS ARTICLE II REGIONAL OFFICERS ARTICLE III REGIONAL EX-OFFICIO OFFICERS ARTICLE IV ELIGIBILITY ARTICLE V ELECTION PROCEDURES ARTICLE VI OFFICER EXPECTATIONS
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ARTICLE I.
AMENDMENTS
Section 1.
Required Vote Margin Title II may be amended by an approving vote of a 2/3rds majority of the member institutions present at conference or by a 2/3rds majority of virtual voting members.
ARTICLE II.
REGIONAL OFFICERS
Section 1.
Regional Officers
Subsection A.
Officio Officers The elected regional officers of CAACURH shall be the Regional Director, Associate Director for Administration/ Finance (ADAF), Associate Director for National Residence Hall Honorary (ADNRHH), no more than five (5) Coordinating Officers (CO), and the Regional Leadership Conference Chair and Regional Business Conference Chair. These officers shall be considered officio.
Subsection B.
Appointment of Conference Chairpersons The Regional Leadership Conference Chair and Regional Business Conference Chair shall be appointed by their respective conference host schools.
Subsection C.
Composition of the Regional Board of Directors The Regional Board of Directors (RBD) shall be comprised of all officio and ex-officio members. The RBD has the authority to appoint ex-officio assistants as needed to facilitate the operation of office.
Subsection D.
Composition of the Directorship The Directorship shall be comprised of the Regional Director, Associate Directors, the Regional Advisor, and the Regional NRHH Advisor.
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Section 2.
Election of Officers
Subsection A.
Election of the Regional Director The Regional Director shall be elected for a one (1) year term of office on a singular ticket by a simple majority of the National Communications Coordinators, herein referred to as NCCs or designees, of the member schools present at the Regional Business Conference NCC business meeting or during the special election process.
Subsection B.
Election of the Associate Director for Administration and Finance The ADAF shall be elected for a one (1) year term of office on a singular ticket by a simple majority of the NCCs or designees of member schools present at the Regional Business Conference NCC business meeting.
Subsection C.
Election of the Associate Director for NRHH The ADNRHH shall be elected for a one (1) year term of office on a singular ticket by a simple majority of the National Residence Hall Honorary (NRHH) Representatives, or NCCs or designees for schools not having NRHH Representatives, of member schools present at the Regional Business Conference NCC meeting or during the special election process.
Subsection D.
Election of the Coordinating Officers The Coordinating Officers shall be elected for a one (1) year term of office by a simple majority of the institutional representative outlined in Title II, Article V, Section 4, Subsection A, of the member schools present at the Regional Business Conference or during the special election process. If all the positions are not filled by election, the Regional Board shall have the option to appoint the remaining number of COs.
Subsection E.
Nominations Regional officers shall be nominated and seconded by a NCC or designee of a member school at the Regional Business Conference NCC business meeting. CENTRAL ATLANTIC POLICY BOOK | 7
Subsection F.
Ballot A vote shall be taken by secret ballot unless otherwise decided by the NCCs or designees of member schools in attendance.
Subsection G.
Tie In the event of a tie, those nominees shall constitute the next ballot until a winner is found.
Subsection H.
Run-off Voting In the event that no candidate receives a majority vote, another vote will be taken, after which the lowest of the candidate(s) involved dropped.
Subsection I.
Special Elections In the event that no candidate is elected for a specific RBD position at its designated time, then special elections shall be held for that position according to the Section 15: Vacancies.
Subsection J.
Term of Office Officers’ term of office shall be defined as the specific election from the close of the NACURH Annual Conference to the close of the following NACURH Annual Conference.
Subsection K.
Officers-Elect Term All officers-elect shall begin their official term of office at the close of the following NACURH Annual Conference.
Section 3. Subsection A.
Appointment of Regional Advisors Appointment Timeline November Advertise, publicize, and market Regional Advisor position availability to all member schools in three (3) or more forms. December 1st Letters of intent due to selection committee chair. December 15th Candidate bid/application due to Selection Committee Chair, or submitted CENTRAL ATLANTIC POLICY BOOK | 8
by a method define by the chair. Bids should be distributed to the selection committee within five (5) days. January 30th Selection committee will have a recommendation to be voted on by the respective representatives at Regional Business Conference. Candidates are informed of the status of their application by the Selection Committee Chair. Subsection B.
Appointment of Regional Advisor The Regional Advisor shall both be selected through an application and confirmation process. Applicants must submit their application to the Regional Director in accordance to the Selection Timeline above (See Subsection A). The Regional Advisor shall be selected for a three (3) year term. The Regional Advisor Selection Committee shall conduct an application and recorded interview process. The Regional Advisor Selection Committee shall make a suggestion to appoint based on the applications and interviews. All material for the selected advisor must be made available to National Communication Coordinators two (2) week prior to the Regional Business Conference. The National Communications Coordinators will have the final decision to approve the Regional Advisor Selection Committee’s decision at the Regional Business Conference.
Subsection C.
Selection Committee for Regional Advisor The Regional Advisor Selection Committee shall consist of the Regional Director, the Associate Directors, the Coordinating Officers, three voting representatives, and an on-campus advisor. The Selection Committee will be advised by the Regional NRHH Advisor. The Regional Director shall act as chair of the Regional Advisor Selection Committee.
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Subsection D.
Appointment of Regional NRHH Advisor The Regional NRHH Advisor shall be selected through an application and confirmation process. Applicants must submit their application to the Associate Director for NRHH in accordance to the Selection Timeline above (See Subsection A). The Regional NRHH Advisor shall be selected for a three (3) year term. The Regional NRHH Advisor Selection Committee shall conduct an application and recorded interview process, with all material available to the NRHH Representatives two (2) week prior to the Regional Business Conference. The Regional NRHH Advisor Selection Committee shall make a suggestion to appoint based on the applications and interviews. The NRHH Representatives will have the final decision to approve the Regional NRHH Advisor Selection Committee’s decision at the Regional Business Conference.
Subsection E.
Selection Committee for Regional NRHH Advisor The Regional NRHH Advisor Selection Committee shall consist of the Regional Director, the Associate Directors, the Coordinating Officers, three NRHH representatives, and an on-campus NRHH advisor. The Selection Committee will be advised by the Regional Advisor. The Associate Director for NRHH shall act as chair of the Regional NRHH Advisor Selection Committee.
Subsection F.
Confirmation of the Regional Advisors At the Regional Business Conference, the representatives in the boardroom may ask questions of the Selection Committee on their decision of the candidate. The candidate will be confirmed by a simple majority secret ballot vote from the members of the boardroom. If the chosen candidate is not confirmed, the application process will be reopened after the close of conference and move to a special
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election process run by and appointed by the Regional Board of Directors. Subsection G.
Advisor Vacancies In the event that the Regional NRHH Advisor position is vacant in the same year as a Regional Advisor election year, the appointment process for a new Regional NRHH Advisor may take place in the same year that a new Regional Advisor is elected, but the new appointed Regional NRHH Advisor will serve the rest of the vacant Regional NRHH Advisor term rather than a three year full term, so the term cycle will remain in tact. In the event that the Regional Advisor position is vacant, the Regional NRHH Advisor will serve in both roles in the interim. In the event that the Regional NRHH Advisor is vacant, the Regional Advisor will serve in both roles in the interim.
Section 4.
Duties of the Director
Subsection A.
Regional Representation Representing the interests of the region at all times including, but not limited to, the Semi Annual and Annual NACURH Board of Directors meeting.
Subsection B.
Corporate Liability Understand and sign the NACURH Liabilities Form.
Subsection C.
Good Standing Keeping CAACURH in good standing with NACURH through the upholding of the NACURH Policy Book and NACURH Bylaws, participation in all NACURH Board of Directors (NBD) events, maintaining communication with the NACURH Executives, and any other means set forth by the Region or NACURH Executives.
Subsection D.
Policy Carrying out all NACURH and regional policies.
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Subsection E.
Communication Ensure fluid communication between the region, member institutions, and NACURH.
Subsection F.
Financial Oversight Overseeing financial records of the region, through an audit of the financial records at all inperson meetings of the Regional Board of Directors and sign jointly on the CAACURH bank account.
Subsection G.
Recruitment of Regional Officers Coordinate the recruiting of the regional officers as described in Section 2 of this article.
Subsection H.
Professional Associations Maintain contact with any professional associations that the region has a relationship with, including but not limited to, the Mid-Atlantic Association of College and University Housing Officers (MACUHO) and the Great Lakes Association of College and University Housing Officers (GLACUHO).
Subsection I.
Regional Committees Oversee the establishment of a committee structure that is to be designed at the Regional Board’s discretion. The Regional Board may not chair or be members of these committees.
Subsection J.
Regional Business Serve as chair of all regional business meetings/sessions, including but not limited to regional boardroom meetings and virtual business sessions.
Subsection K.
Oversight Oversee all members of the Regional Board of Directors.
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Section 5.
Duties of the Associate Director for Administration/Finance
Subsection A.
Succession Assume the duties of the Director in the event of their absence and in the event that the Director is unable to complete their term.
Subsection B.
Policy Interpretation Serve as the official interpreter of all regional policy.
Subsection C.
Policy Updates Update all regional policy within thirty (30) days of each business meeting of regional voting representatives.
Subsection D.
Minutes Take minutes of meetings and distribute them to the National Communications Coordinators within twenty-one (21) days following each conference and one (1) week prior to the opening of the next regional conference.
Subsection E.
Corporate Liability Read and sign the NACURH Liabilities Form.
Subsection F.
CAACURH Account Sign jointly with the Director on the CAACURH account.
Subsection G.
Regional Budget Maintain and present the regional budget and distributing all financial records to any parties (NCCs, RBD, NBD, etc.).
Subsection H.
Reconciliation Reports Submit monthly financial reconciliation reports to the Director, NACURH Associate for Finance, and the Regional Advisor by the 1st
Subsection I.
Scholarship Programs Administer the CAACURH Scholarship Program, including creation and distribution of the applications, facilitation of the selection
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processes, and assistance in the coordination of payment for the scholarships to the Regional Leadership, Regional Business and NACURH Annual Conferences and the CAACURH Textbook Scholarship. Subsection J.
Programming Grant Administer the CAACURH Programming Grant, including creation and distribution of applications, facilitation of the selection process, and assistance in the coordination of payment.
Subsection K.
Records Maintain records and receipts of the region.
Subsection L.
Bids Distribute pro/cons of all bids within two (2) weeks following each conference.
Subsection M.
Contact Information Facilitate the collection, updating and distribution of RBD member and NCC contact information.
Section 6.
Duties of the Associate Director for NRHH
Subsection A.
Section 7.
Reference Refer to the CAACURH NRHH Policy Book
Duties of the Advisor
Subsection A.
Term Serving as a non-voting member of the Regional Board of Directors for a three (3) year term.
Subsection B.
Newsletter Regularly writing a column in the CAACURH regional newsletter and submitting articles promoting CAACURH projects in professional association publications.
Subsection C.
Policy Oversight Seeing that the policies of CAACURH and NACURH are carried out.
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Subsection D.
Transition Assisting with the function and transition of the CAACURH Regional Board of Directors prior to and following the NACURH Annual Conference.
Subsection E.
Institutional Advisors Regularly communicating with advisors of member schools.
Subsection F.
Conference Advisors Regularly communicating with conference advisors.
Subsection G.
Advisor-elect Serving as Advisor-elect, from their election at the Regional Business Conference until the NACURH Annual Conference.
Subsection H.
Financial Oversight Assist in the oversight of regional finances. (11/2004)
Subsection I.
Resources Develop/update advisor resources. (11/2004)
Subsection J.
Professional Associations Establish a relationship with the Executive Boards of both the Mid-Atlantic Association of College and University Housing Officers (MACUHO) and the Great Lakes Association of College and University Housing Officers (GLACUHO).
Subsection K.
Contact Information Maintain campus advisor contact information and distribute relevant information accordingly.
Subsection L.
ART Programming Organize and implement advisor-programming track at Regional Business and Regional Leadership Conferences. (11/2004)
Section 8.
Duties of the Regional NRHH Advisor
Subsection A.
Term Serving as a non-voting member of the Regional Board of Directors for a three (3) year term. CENTRAL ATLANTIC POLICY BOOK | 15
The Regional NRHH Advisor shall be elected in the off years of the Regional Advisor election. In the event that the Regional NRHH Advisor position is vacant in the same year as a Regional Advisor election year, the appointment process for a new Regional NRHH Advisor may take place in the same year that a new Regional Advisor is elected, but the new appointed Regional NRHH Advisor will serve the rest of the vacant Regional NRHH Advisor term rather than a three year full term, so the term cycle will remain intact. Subsection B.
Regional Board of Directors Support Advise and support the members of the Regional Board of Directors, directly working with the Associate Director for NRHH and CO for Bidding, Recognition and Service. Provide direct support and actively collaborate with the Regional Advisor.
Subsection C.
Newsletter Regularly write a column in the CAACURH regional newsletter and submit articles promoting CAACURH projects in professional association publications.
Subsection D.
Policy Oversight Seeing that the policies of CAACURH, CAACURH NRHH, NACURH, and NACURH NRHH are carried out.
Subsection E.
Transition Assist with the function and transition of the CAACURH Regional Board of Directors prior to and following the NACURH Annual Conference.
Subsection F.
Institutional Advisors Regularly communicate with advisors of member schools, specifically working with NRHH Advisors.
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Maintain campus level NRHH advisor contact information and distribute relevant information accordingly. Subsection G.
Regional NRHH Advisor-elect Serving as the Regional NRHH Advisor-elect, from their election at the Regional Business Conference until the NACURH Annual Conference.
Subsection H.
Resources Develop/update advisor resources, specifically geared towards NRHH advisors.
Subsection I.
Professional Associations Work with the Regional Advisor to establish a relationship with the Executive Boards of both the Mid-Atlantic Association of College and University Housing Officers (MACUHO) and the Great Lakes Association of College and University Housing Officers (GLACUHO).
Subsection J.
ART Programming With the Regional Advisor, organize and implement advisor-programming track at Regional Business and Regional Leadership Conferences.
Subsection K.
Silver Paw Print Society 1) Create nomination and honorary nomination forms for the Silver Paw Print Society 2) Maintain full and updated records of all members of the Silver Paw Print Society 3) Create a bi-annual Silver Paw Print Society Newsletter in conjunction with the Coordinating Officer for Marketing and Technology 4) Coordinate any Silver Paw Print Society initiatives at conferences 5) Create certificates and benefits for members of the Silver Paw Print Society 6) Serve as the established Silver Paw Print Society contact
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Section 9.
Duties of the Coordinating Officer for RHA
Subsection A.
Objective Actively work with RHA Presidents to promote organizational growth and promote the values of CAACURH and NACURH.
Subsection B.
RHA Boardroom Plan, implement, and serve as chair in boardroom for RHA Presidents at the Regional Leadership and Regional Business Conferences and for any virtual business.
Subsection C.
Contact Information Maintain and update current contact information for RHA Presidents in the region.
Subsection D.
RHA Awards Oversee selection of awards within RHA Boardroom at the Regional Leadership and Regional Business Conferences, and those awards that move on to the NACURH level.
Subsection E.
Resources Create and/or update RHA President and RHA resources as necessary.
Subsection F.
Involvement Assist the CO for Leadership Development in the efforts of encouraging regional involvement.
Subsection G.
Membership Retention Ensure the retention of member schools by evaluating the benefits of affiliation and involvement in CAACURH.
Subsection H.
Recruitment Oversee all recruitment efforts of CAACURH including non-affiliated institutions
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Section 10.
Duties of the Coordinating Officer for Bidding, Recognition, and Service
Subsection A.
Objective Oversee all recognition activities of the Regional Board of Directors and the region.
Subsection B.
NRHH Boardroom Assist the Associate Director for NRHH in planning and executing the NRHH boardroom and programming track.
Subsection C.
NRHH Resources Create and/or update any NRHH Development packets/handbooks and any other NRHH resources in conjunction with the Associate Director for NRHH.
Subsection D.
Philanthropy Direct and supervise the Regional Philanthropy Project.
Subsection E.
Bidding Handbook Update and maintain the CAACURH Bidding Handbook, and ensure that it is consistent with the CAACURH Policy Book and NACURH Policy Book.
Subsection F.
Archive Maintain an archive of winning regional bids of the three (3) previous years as a resource for member schools.
Subsection G.
Program Present and/or organize a program on bidding at the Regional Leadership Conference.
Subsection H.
Resources Create, update, and maintain comprehensive bidding resources.
Subsection I.
Awards Prepare awards for regional bid winners in collaboration with the Regional Director, ADNRHH, and CO RHA.
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Section 11.
Duties of the Coordinating Officer for Marketing and Technology
Subsection A.
Objective Produce, enhance, and distribute regional publicity and all communication efforts in CAACURH.
Subsection B.
Newsletters Prepare and publish regional documents including at least two (2) issues of the CAACURH Regional Newsletter (The Cougar Spirit) prior to the Regional Leadership Conference and two (2) issues after the Regional Business Conference and the bi-annual Silver Paw Print Society Newsletter in conjunction with the Regional NRHH Advisor.
Subsection C.
Bi-Weekly Updates Compile and publish the Bi-Weekly Updates as deemed necessary by the RBD, minimally starting in September and continuing through the close of NACURH. These shall be distributed to affiliated institutions on an as needed basis, occurring minimally once a month.
Subsection D.
Website Develop and maintain the regional website.
Subsection E.
Historian Act as the regional historian by maintaining all regional archives, including but not limited to ensuring that the CAACURH History Document is updated at the beginning and end of each term.
Subsection F.
Regional Technology Oversee all regional technology including, but not limited to: iPads, positional laptops, camera and accessories, and any other future technological equipment.
Subsection G.
Social Media Manage and oversee all social media channels that belong to CAACURH. CENTRAL ATLANTIC POLICY BOOK | 20
Subsection H.
Transition Ensure the proper transition of individual RBD members and plan leadership transitions between the outgoing and incoming RBD, including a transition retreat.
Subsection I.
Regional Education Program Oversee a regional education program.
Section 12.
Duties of the Coordinating Officer for Leadership Development
Subsection A.
Objective Ensure the advancement of the region through leadership development initiatives and communication with NCCs.
Subsection B.
Affiliations Facilitate the affiliation process of member schools, including maintenance of updated lists of both affiliated and unaffiliated institutions in the region in conjunction with the Regional Director and NCO.
Subsection C.
Parliamentarian Act as the Regional Parliamentarian and coordinate the process, in coherence with the boardroom chairs, of representatives in boardroom applying for and fulfilling the role of Parliamentarian.
Subsection D.
Regional Leadership Initiatives Coordinate the following leadership development opportunities for the region: case studies, CAACURH U Programming Track at the Regional Leadership Conference, Program File Folder, buddy schools, Ohanas, and Paw Points.
Subsection E.
Communication with the National Communications Coordinators Shall correspond information to Regional NCCs and serve as the main contact for member institution’s National Communications Coordinators. Shall conduct monthly roundtable, non-legislative chats with NCCs and hold CENTRAL ATLANTIC POLICY BOOK | 21
meetings at the beginning of the affiliation year with NCCs.
Section 14.
Additional Responsibilities of the RBD
Subsection A.
Summits & Conferences All RBD members shall be required to attend all scheduled RBD summits and conferences unless excused by the Director.
Subsection B.
Monthly Positional Reports All RBD members shall be required to submit a monthly positional report to the Cougar Spirit as well as the Bi-Weekly Updates.
Subsection C.
NACURH Policy The RBD shall have the authority to update the Bylaws and Policy Book so that they remain in accordance with the NACURH Articles of Incorporation, Bylaws and Policy Book.
Subsection D.
Budgetary Changes The RBD shall have the authority to make changes in the CAACURH budget under $100, but all changes must be reported to the NCCs within ten (10) days of the change.
Subsection E.
Transition All position materials must be a transition to the new board member by July 1st of the beginning of his or her term. Materials post marked after July 1st will not be considered for reimbursement. After July 1st cost incurred for mailing will be at the expense of the old board member. (11/2004)
Subsection F.
RFI All RBD members shall be responsible for promoting the RFI to all members of CAACURH.
Subsection G.
Other Duties Any other duties as assigned by the Regional Director, RBD, or region.
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Section 15.
Funding
Subsection A.
Section 16.
RBD Funding NCCs will determine funding for the RBD members by the ratification of the budget. Funding of the Conference Chairs needs to be included in their respective conference budgets.
Vacancies
Subsection A.
Oversight The Regional Director and/or their designee shall oversee the Central Atlantic Regional Board of Directors special elections process.
Subsection B.
Definition and Scope This process shall only be used to fill vacancies to the RBD-Elect (specifically between the close of the Regional Business Conference and the swearing in of the RBD-Elect at the NACURH Annual Conference).
Subsection C.
Limitation This process shall not override the Regional Director Line of Succession and the provisions stipulated in Title Two, Section 4, Subsection B in which the Associate Director of Administration and Finance shall automatically assume the responsibilities of the Regional Director in his/her absence.
Subsection D.
Application Creation and Letter of Intent 1) The Regional Board of Directors shall create an application for each vacant position within three (3) weeks of the close of the Regional Business Conference. 2) In the case of a resignation of a member of the RBD-Elect prior to the NACURH Annual Conference, the Regional Board of Directors shall create an application within three (3) weeks of the notice of resignation. 3) Applications shall be sent to students who indicate interest in the position by submitting a letter of intent to the Regional Director once
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notice of the vacancy is sent to the Regional Councils 4) Applications for RBD vacancy shall at least request the following but may include additional supplements such as cover letter(s), supplemental essay(s), the applicant’s resume, or additional Letters of Support: a) Name of Applicant b) Desired Vacant Position c) Institution d) CAACURH/RHA/NRHH Resume e) List of NACURH related conferences attended f) Letter of Emotional and Financial Support g) Academic Transcript showing current cumulative GPA h) Letter of Good Standing Subsection E.
Special Elections Interest Chat After the special elections timeline and procedures are sent to the NCCs, the Regional Board of Directors shall host a virtual meeting to discuss the procedures and to answer questions. This meeting shall be called the Special Elections Interest Chat and must occur before the deadline for Letters of Intent.
Subsection F.
Application Deadline 1) The window for application acceptance shall be open for at least two (2) weeks after the deadline for Letters of Intent but may be open for longer. 2) Once the application deadline is set, it may only be extended by a majority vote of the Regional Board of Directors or by a majority vote of the NCCs at any Regional Business Meeting in which quorum is met. 3) Extensions may only be granted prior to the original application deadline.
Subsection G.
Application Receipt 1) Completed applications must be sent to the Regional Director by the application deadline
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in the format prescribed by the Regional Board of Directors. 2) The Regional Director shall send notification of receipt of the application within twenty-four (24) hours. 3) Any applications that are received after the deadline shall be immediately discarded and written notification shall be sent to the applicant within twenty-four (24) hours notifying them of their disqualification. Subsection H.
Certification of Candidates Once all application materials have been certified by the Regional Director, all applicants shall officially be considered registered candidates for the special elections.
Subsection I.
Candidate Questions and Answers 1) The Regional Board of Directors shall compile questions for the candidates to answer and the answers shall be released to the appropriate Regional Council. 2) It is recommended that questions be solicited from affiliated institutions and other interested parties as deemed appropriate by the Regional Board of Directors.
Subsection J.
Candidate Open Forum and Vote Following the release of the candidate’s Questions and Answers, the Regional Board of Directors shall organize an opportunity for the National Communications Coordinators to discuss the candidates in an open forum. The discussion shall end with a vote by appropriate Regional Council.to decide the result of the Special Elections.
Subsection K.
Communication of Results The Regional Director shall communicate the results of the vote within twenty-four (24) hours of the vote to the appropriate Regional Council and all candidates. The candidate who is selected by this vote shall be sworn in along with
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the rest of the RBD-Elect at the NACURH Annual Conference.
Section 17.
Officer Appointments
Subsection A.
Oversight The Regional Director and/or their designee shall oversee the Central Atlantic RBD vacancy appointment process.
Subsection B.
Definition and Scope 1) This process shall be used to fill vacancies to the Regional Board of Directors mid-year (or specifically after the swearing-in of the RBD at the NACURH Annual Conference and until the next NACURH Annual Conference). 2) Should the vacancy occur before the NACURH Annual Conference but without adequate time to fulfill the requirements of the Special Elections Process as determined by the current Regional Director, the Regional Board of Directors shall fill the vacancy through this appointment process.
Subsection C.
Application Creation and Letter of Intent 1) The Regional Board of Directors shall create an application for each vacant position within three (3) weeks of the vacancy. 2) This application will be distributed to all affiliated institutions via the National Communications Coordinators, Presidents, NRHH Reps/Presidents, and Advisors ListServs. 3) Applications for RBD vacancy shall at least request the following but may include additional supplements such as cover letter(s), supplemental essay(s), the applicant’s resume, or additional Letters of Support: a) Name of Applicant b) Desired Vacant Position c) Institution d) CAACURH/RHA Resume e) List of NACURH related conferences attended
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f) Letter of Emotional and Financial Support g) Academic Transcript showing current cumulative GPA h) Letter of Good Standing Subsection D.
Application Deadline 1) The window for application acceptance shall be open for at least two (2) weeks but may be open for longer. 2) Once the application deadline is set, it may only be extended by a majority vote of the Regional Board of Directors or by a majority vote of the NCCs at any Regional Business Meeting in which quorum is met. 3) Extensions may only be granted prior to the original application deadline.
Subsection E.
Application Receipt 1) Completed applications must be sent to the Regional Director by the application deadline in the format prescribed by the Regional Board of Directors. 2) The Regional Director shall send notification of receipt of the application within twenty-four (24) hours. 3) Any applications that are received after the deadline shall be immediately discarded and written notification shall be sent to the applicant within twenty-four (24) hours notifying them of their disqualification.
Subsection F.
Application Review and Interview 1) Once the deadline has passed, the Regional Board of Directors shall organize interviews with all qualified applicants, at which the Directorship is required to be present. 2) After all interviews have been conducted, the RBD shall discuss each applicant and determine the best applicant for the position; however, the ultimate decision shall be made by the Directorship.
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Subsection G.
Section 18.
Communication of Results The Regional Director shall communicate the results of the appointment to the Region and all candidates within twenty-four (24) hours of the decision.
Regional Director Line of Succession
Subsection A.
Definition and Execution 1) The Regional Director Line of Succession shall be considered a compulsory obligation of the officers appointed to the Directorship. 2) Succession shall take effect immediately upon resignation or removal of the Regional Director and/or other members of the Directorship. 3) This provision shall not be interpreted in such a way that the Associate Director for NRHH shall become the Associate Director for Administration and Finance. 4) This provision shall not be used to fill the offices of Associate Director for Administration and Finance or Associate Director for NRHH. Refer to Section 15 and 16 for provisions to fill those positions. 5) The Line of Succession shall be as follows: a) Associate Director for Administration and Finance b) Associate Director for NRHH c) An appointee of the Regional Board of Directors with consent of the National Communications Coordinators at a Regional Business Meeting in which quorum is met. i) This appointee shall be nominated by the Regional Board of Directors within one (1) week and must meet the criteria to serve on the Directorship (Refer to Title 2, Article III: Eligibility). ii) The Regional Advisor shall chair a meeting of the NCCs in which quorum is met to confirm the nominee. CENTRAL ATLANTIC POLICY BOOK | 28
iii) The nominee shall be allowed to serve in a temporary capacity prior to appointment by the National Communications Coordinators, but shall immediately be removed should the vote fail. iv) Should the vote fail, the Regional Board of Directors shall revisit the nomination process and select another candidate for nomination.
ARTICLE III. Section 1.
Regional ex-officio officers Ex-Officio Officers The ex-officio regional officers shall be the Regional Advisor, the Regional NRHH Advisor, the Regional ART Coordinator, Recording Secretary, Parliamentarians, and officers-elect.
Section 2.
Duties of the Regional Advisor Resource Training (ART) Coordinator
Subsection A.
Objective Coordinate ART Programming within the Central Atlantic Region and serve as the regional liaison to the NACURH ART Standards Committee.
Subsection B.
Term Serving a two (2) year term lasting from NACURH Annual Conference to NACURH Annual Conference.
Subsection C.
Conference Attendance Attend the CAACURH Regional Leadership and Regional Business Conferences.
Subsection D.
ART Programming Work directly with the conference host staff to coordinate ART Programming sessions at all CAACURH Regional Conferences.
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Subsection E.
NACURH ART Standards Committee Responsible for collecting attendance sheets from ART sessions and submitting them to the NACURH ART Standards Committee and serve as the regional representative on the ART Standards Committee.
Subsection F.
Communication with Regional Advisors Responsible for a monthly correspondence with and update to the Regional Advisors.
Section 3.
Appointment of the Regional Advisor Resource Training (ART) Coordinator
Subsection A.
Appointment Timeline for the Regional Advisor Resource Training (ART) Coordinator March Advertise, publicize, and market Regional Advisor Resource Training (ART) Coordinator position availability to all member schools in three (3) or more forms. April 1st Letters of intent due to Selection Committee Chair. April 15th Candidate bid/application due to Selection Committee Chair, or submitted by a method defined by the chair. Bids should be distributed to the selection committee within five (5) days. May 1st Selection committee will provide a recommendation to the Regional Director for appointment. Candidates are informed of their status of their application by the Selection Committee Chair.
Subsection B.
Appointment of Regional Advisor Resource Training (ART) Coordinator The Regional ART Coordinator shall be selected through an application and appointment process. Applications must submit their application to the Regional Director in
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accordance to the Appointment Timeline above (see Subsection A). The Regional ART Coordinator shall be selected for a two (2) year term. The Regional ART Coordinator Selection Committee shall conduct an application and recorded interview process. The Regional Advisor Selection Committee shall make a suggestion to appoint based on the application and interviews. The Regional Director will make a final appointment based on this recommendation. Subsection C.
Article IV.
Selection Committee for the Regional Advisor Resource Training (ART) Coordinator The Regional ART Coordinator Selection Committee shall consist of the Regional Director, the Associate Directors, the Regional Advisors, one general member of the Regional Board of Directors, an on-campus advisor, and one voting representative, at minimum. The Regional Director shall act as chair of the Regional ART Coordinator Selection Committee.
Eligibility
Section 1.
Definitions
Subsection A.
Positional Responsibilities All members of the Regional Board of Directors are expected to adhere to all policies, procedures and responsibilities outlined in the NACURH Governing Documents, NRHH Governing Documents, and CAACURH Governing Documents. In the event that an elected or appointed member of the Regional Board of Directors does not follow policies or fulfill responsibilities outlined in the aforementioned governing documents, the following measures may be taken to ensure accountability of the Regional Board of Directors.
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Subsection B.
RBD-Regional Council Relations NCC: Regional Director, Associate Director for Administration and Finance, Coordinating Officer for Marketing and Technology, Coordinating Officer for Leadership Development, and the Regional Advisor. RHA Presidents Coordinating Officer for RHA. NRHH Representatives Associate Director for NRHH, Coordinating Officer for Bidding, Recognition, and Service, and the Regional NRHH Advisor.
Section 2.
Censuring Officers
Subsection A.
Formal Reprimand Censuring of an elected or appointed officer of the Regional Board of Directors will result in a public, formal reprimand of the elected or appointed officer.
Subsection B.
Process The censuring process is as follows: 1) Any member of a regional council or the Regional Board of Directors may submit a letter outlining the grounds for a censure. This letter shall be submitted to the Regional Advisor, who will disseminate information about the censure. a) In the event that the letter is censuring the Regional Advisor, it shall instead be sent to the Regional Director, who will act as the Regional Advisor would throughout the censuring or removal process. 2) The Regional Advisor will have seven (7) calendar days to notify the officer being censured, the Regional Director, and the remainder of the Regional Board of Directors, in that order. 3) The Regional Director will notify the regional councils in an appropriate manner within
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fourteen (14) calendar days of the initial receipt of the censuring letter. 4) The Regional Advisor (or appropriate designee) will work with the regional council most directly related to the alleged officer to hold a special virtual meeting to vote on the censure within thirty (30) calendar days of receipt of the censuring letter. Minutes must be taken at this meeting. The censuring letter must be read aloud and any supporting documentation of policy violations or neglected responsibilities must be provided to the regional council. A discussion will be held in the manner deemed most appropriate by the chair of the meeting. Regardless of whether quorum is established, all documentation and minutes must be released to the regional council immediately following the meeting in order for a secret vote to take place. A simple majority of the regional council must vote in favor of the censure in order for it to be instated.
Section 3.
Regional Board Eligibility To be eligible for a Regional Board position with the exception of the Regional Advisor and Regional NRHH Advisor, a person must:
Subsection A.
Live On Campus Currently be living in an "on-campus" living unit. This may temporarily be waived by a simple majority of the Regional Board of Directors, if an academic program requires off-campus living, or if the officer graduates within three (3) months of the conclusion of his/her term of office.
Subsection B.
Vacate Upon leaving an "on-campus" living unit, the officer must vacate the position within three (3) months from date of departure.
Subsection C.
Remain Enrolled Remain enrolled in a member school of CAACURH. CENTRAL ATLANTIC POLICY BOOK | 33
Subsection D.
Elected or Appointed Be duly elected or appointed by these by-laws.
Subsection E.
GPA Requirements A student running for a position on the Regional Directorship shall have a Cumulative Grade Point Average (GPA) of 2.75 on a 4.00 scale, if running for a CO position the student shall have a cumulative GPA of 2.50 on a 4.00 scale. When running for a position the student must provide proof of the most recent cumulative GPA as recognized by their host school. The proof, as decided by the Regional Advisor, must be turned in to the Regional Advisor, in the format they determines, by the opening of the Regional Business Conference. The Regional Advisor must receive proof of the RBD member’s GPA at the close of every semester or quarter. All members of the CAACURH RBD will be required to maintain a minimum cumulative GPA of 2.5 on a 4.00 scale. If a member of the CAACURH RBD falls below the required GPA, the Directorship and Regional Advisor will decide the course of action. Should a member of the directorship fall below the 2.5 GPA or fail to provide proof of GPA in a reasonable amount of time as determined by the Regional Advisor will be removed from the discussion regarding the course of action.
Subsection F.
Conference Positions Cannot hold a Regional Board of Directors position and a conference team position during their elected or appointed term.
Subsection G.
Institutional Support All Regional Board of Director members and Regional Board of Director – Elect members must maintain the support of their host institution, stated in their letter(s) of support, for the entirety of their terms of office, including the interim period between their election and official beginning of their term.
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Any students who are graduating or transferring must provide support from their current institution at the time of nomination. If selected to serve on the Board of Directors the student must provide proof of support from their new institution by April 15th. Subsection H.
Full-time Student All Regional Board of Director Members and Regional Board of Director – Elect members must maintain “full-time” student status for the entirety of their terms of office, including the interim period between their election and official beginning of their term. “Full-time” student status is determined by the host- institution guidelines or individual academic program requirements. Any students elected to the Board of Directors who are graduating or transferring from their current institution must provide proof of full-time enrollment from their new institution by April 1st.
Subsection I.
Section 4.
Campus Positions All members of the Regional Board of Directors shall not hold a voting campus level position (NCC, NRHH Representative, and/or RHA President) during their appointed term.
Director and AD Eligibility
Subsection A.
Section 5.
Prior Conferences To be eligible for the Regional Director or any Associate Director position in CAACURH, a person must have attended at least one (1) CAACURH conference prior to the conference at which they are seeking a position.
Regional Advisor Eligibility To be eligible for the Regional Advisor position, a person must
Subsection A.
Prior Conferences Must have attended at least one (1) NACURH Annual Conference and one (1) CAACURH
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conference prior to the conference at which they are seeking a position. Subsection B.
Annual Conference Pre-Conference Attend the NACURH Annual Conference PreConference during the period of time as the Regional Advisor-elect.
Subsection C.
Employment Remain employed by a member school in a student personnel position. Upon leaving the employment the Advisor has three (3) months to vacate the position.
Subsection D.
Due Process Be duly elected or appointed by these by-laws.
Section 6.
Regional NRHH Advisor Eligibility To be eligible for the Regional NRHH Advisor position, a person must
Subsection A.
Prior Conferences Must have attended at least one (1) NACURH Annual Conference and one (1) CAACURH conference prior to the conference at which they are seeking a position.
Subsection B.
Annual Conference Pre-Conference Attend the NACURH Annual Conference PreConference during the period of time as the Regional NRHH Advisor-elect.
Subsection C.
Employment Remain employed by a member school in a student personnel position. Upon leaving the employment the Advisor has three (3) months to vacate the position.
Subsection D.
NRHH Experience Must have been a member of the National Residence Hall Honorary or have experience in advising a NRHH Chapter
Subsection E.
Due Process Be duly elected or appointed by these by-laws
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Section 7.
Regional Advisor Resource Training (ART) Coordinator Eligibility
Subsection A.
Prior Conferences Must have attended at least one (1) Annual NACURH Conference and one (1) CAACURH Regional Conference prior to application for the position.
Subsection B.
ART Completion. Must have completed the ART program and have been grandfathered into the current ART curriculum or must have completed level one and two of the current ART curriculum.
Subsection C.
Presenter Eligibility Must be presenter eligible for both level one and level two of the ART curriculum.
Subsection D.
Conflict of Interest Shall not hold a position on the CAACURH Regional Board of Directors or the NACURH Board of Directors.
Subsection E.
Due Process Be duly elected or appointed by the governing documents of CAACURH.
ARTICLE IV. Section 1.
REMOVAL OF OFFICERS Removal of Elected Officers
Subsection A.
Rationale The removal process is to be enacted when an elected or appointed member of the Regional Board of Directors continuously fails to complete their assigned responsibilities.
Subsection B.
Parties Involved 1) Individual enacting the removal process: This can be a member of the Regional Board of Directors or any member of a regional council.
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2) Individual alleged of failing to complete responsibilities: This is a member of the Regional Board of Directors. 3) Regional Advisor: Responsible for coordinating the removal decision meeting. 4) Regional Director: Responsible for coordinating the removal decision meeting in the event that the Advisor is the alleged. Subsection C.
Process 1) At any time, any member of the Regional Board of Directors or member of a regional council can submit a letter to the Regional Advisor or Regional Director enacting the removal process. This letter must detail all known instances of failure to meet expectations outlined in CAACURH and NACURH Policy related to their position description. 2) The recipient of the letter must notify the alleged, the remainder of the Regional Board of Directors, and the regional councils within 7 days of the initial receipt, in that order. 3) The recipient of the letter must call a meeting of the appropriate regional council within 30 days of the receipt of the letter to do a formal reading of the charges and a rebuttal from the alleged. 4) The alleged will have until the meeting to author a rebuttal letter responding to the charges outlined. 5) The regional council will discuss the charges and rebuttal, and minutes will be taken and distributed to those not in attendance. 6) A vote must be received within 14 days of the meeting in which two-thirds majority of affiliated institutions must be in agreement that the alleged be removed from their position on the Regional Board of Directors. 7) In the event that the vote results in removal, that individual will have 30 days to vacate the position by generating transition materials, transitioning programs/initiatives in progress, and returning all regional property. CENTRAL ATLANTIC POLICY BOOK | 38
ARTICLE V. Section 1.
ELECTION PROCEDURES Criteria for All Elections
Subsection A.
Regional Advisor Presence Regional Advisor must be present. Should the Regional Advisor need to depart the boardroom for any reason (including re-bidding for their current position), the Regional NRHH Advisor shall serve in their place. If both the Regional Advisor and Regional NRHH Advisor are unable to be present, they can select a temporary replacement with the approval of the NCCs.
Subsection B.
Protocol There must be an explanation of protocol prior to nominations
Subsection C.
Institutional Vote Each affiliated school receives one vote for each position; these election procedures are described below.
Subsection D.
Vote Value Each affiliated school votes for one candidate in each position; these election procedures are described below.
Subsection E.
Nomination Limit Each affiliated school and officer is allowed only one nomination per position.
Subsection F.
Minutes Nominations must be stated in the minutes.
Subsection G.
Ballot The vote must be done by secret ballot and the candidate elected must have received a simple majority.
Subsection H.
Re-vote Procedure In the event that no candidate receives a majority, another vote will be taken. If, after the second vote, no candidate receives a majority, the lowest will be dropped.
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Subsection I.
Presentation Presentation times will be limited to a maximum of five (5) minutes. Questions and answers sessions are ten (10) minutes and discussion sessions are ten (10) minutes, or as determined by the director, but can be extended by a simple majority of NCCs.
Subsection J.
Proxy Votes Any NCC or designee bidding for a position can only vote by representative from their school or by proxy. (11/2005)
Subsection K.
Alternative Bid Format If a candidate is otherwise unable to attend a conference, the CO for Bidding, Recognition, and Service and the Regional Director can choose to allow the candidate the option of presenting their bid in another format. This format shall be determined at the discretion of the CO for Bidding, Recognition, and Service and Regional Director. This must be approved by the CO for Bidding, Recognition, and Service and Regional Director prior to the start of business at the conference. (10/2014)
Section 2.
Regional Directorship
Subsection A.
Procedure Elections will run as follows: 1) Those bidding for any position on the Regional Board of Director shall run individually. 2) NCCs shall elect the following: a) Regional Director, ADAF, CO for Marketing and Technology, CO for Leadership Development 3) NRHH Representatives shall elect the following a) ADNRHH b) CO for Bidding, Recognition, and Service 4) RHA Presidents shall elect the following: a) CO for RHA Relations CENTRAL ATLANTIC POLICY BOOK | 40
5) Advisors shall be confirmed by their Regional Council as defined in Article III Section 3.
Section 3.
Regional Advisor
Subsection A.
Section 4.
Regional NRHH Advisor
Subsection A.
Section 5.
Recruitment and Selection The following are steps in the Advisor recruitment and selection process: 1) Publicize the position in meetings, regional newsletters, and professional organization publications. 2) Solicit for written intents to bid from interested candidates. In the event that the current Regional Advisor is re-bidding for the position, intents will be solicited and received by the Regional Director.
Recruitment and Selection The following are steps in the Regional NRHH Advisor recruitment and selection process: 1) Publicize the position in meetings, regional newsletters, and professional organization publications. 2) Solicit for written intents to bid from interested candidates.
Coordinating Officers
Subsection A.
Procedure Elections will run as follows: 1) Those bidding for a CO position shall run individually. 2) Nominations for all CO positions shall be opened in the order listed in the Policy Book. 3) Upon the close of the nominations for the first CO listed in the Policy Book, each candidate shall give their bid presentation emphasizing their ability to manage the specific duties of the position. 4) Following all bid presentations for the first CO listed in the Policy Book, a single ballot will be cast on which NCCs, or the specified voting
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representative, from member schools can vote for only one candidate per position. 5) The elections shall continue in the same format for the remainder of the CO position elections continuing with the next CO position listed in the Policy Book. 6) NRHH Representatives shall select the CO for Bidding, Recognition, and Service. If an institution does not have an NRHH Chapter, their NCC or designee may participate in the selection process. 7) RHA Presidents shall select the CO for RHA Relations. If an institution does not have an RHA President in attendance during the selection process the institution’s NCC or designee may participate.
Section 6.
Regional Board Written Bids
Subsection A.
Requirements The following items are required in a RBD written bid: 1) Cover page 2) Cover letter 3) CAACURH/RHA/NRHH resume 4) List of NACURH related conferences attended 5) At least two (2) letters of support from the host school. One (1) letter of support must come from a professional staff member in the residence life department. This letter must mention both emotional and financial support and be signed on original university letterhead. The other letter of support is of the candidate’s choice (i.e. – NCC, NRHH Representative, and RHA President). This letter should not be position specific to allow for candidates to bid down to other positions in the event that they are unsuccessful in their original elections. 6) Any additional letters of recommendation or information as needed
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Section 7.
Bid Submission
Subsection A.
Receipt All letters of intent and bids for Regional Board positions, including the Director, the Associate Directors, and the COs, shall be sent to the Regional Advisor.
Subsection B.
Regional Advisors Bids for Regional Advisor and Regional NRHH Advisor shall be sent to the Regional Director.
Subsection C.
Format An electronic format as determined by the Regional Director and the CO for Bidding, Recognition, and Service of the completed bid must be received by the CO for Bidding, Recognition, and Service on or before the published date as determined by them. Within 24 hours of the deadline, the CO for Bidding, Recognition, and Service shall confirm reception of the electronic bid, consistent with the format prescribed. If not prescribed, the author shall have 24 hours to resubmit the bid at the discretion of the CO for Bidding, Recognition, and Service in consultation with the Regional Director. The Regional Director and Regional Advisor shall then conduct a bid review period to ensure that all positional bid submissions meet criteria as outlined by policy. If a bid does not meet the requirements as outlined in policy, the author shall have 24 hours to resubmit their bid to the Regional Director and Regional Advisor reflecting changes to sections where a policy violation was indicated.
Subsection D.
Availability The CO for Marketing and Technology shall make the appropriate bids available on the regional website no later than seven (7) days before the upcoming conference.
Subsection E.
Additional Requirements Title pages are not included in the page count but must include the award name, nominee CENTRAL ATLANTIC POLICY BOOK | 43
name, institution, and region. Dividers are included. All bids must contain page number and at least one letter of support. All letters of support must be hand-signed.
Section 8.
Open Position Bidding
Subsection A.
Requirements Those bidding for an RBD position which is uncontested after final bids are due are required to submit an Open Position Bidding Packet. The Open Position Bidding Packet requirements are as follows: 1) Cover page 2) Cover letter 3) CAACURH/RHA/NRHH resume 4) List of NACURH related conferences attended 5) At least two (2) letters of support from the host school. One (1) letter of support must come from a professional staff member in the residence life department. This letter must mention both emotional and financial support and be signed on original university letterhead. The other letter of support is of the candidate’s choice (i.e. – NCC, NRHH Representative, and RHA President). This letter should not be position specific to allow for candidates to bid down to other positions in the event that they are unsuccessful in their original elections. 6) All letters of recommendation that are included in the candidate’s Open Position Bidding Packet must be signed and submitted to the Regional Advisor by the start of the NCC Business Meeting for verification. 7) Any additional letters of recommendation or information as needed 8) Inform the Regional Director and Regional Advisor of the intention to bid for an RBD position no later than the published date as provided by the Regional Director. This date shall be after final bids are due, but prior to the start of the Regional Business Conference.
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9) Submission of two letters of support from the host school to the Regional Advisor prior to the start of the NCC Business Meeting. One letter of support must come from a professional staff member in the residence life department. This letter must mention both emotional and financial support and be signed on original university letterhead. 10)All candidates must submit their composed Open Position Bidding Packet in the prescribed electronic format to the Regional Director or designee prior to the start of combined boardroom at the Regional Business Conference. Subsection B.
Format An electronic format, as determined by the Regional Director and the CO for Bidding, Recognition, and Service, of the completed Open Position Bidding Packet must be received by the CO for Bidding, Recognition, and Service on or before the published date as determined by them. Within 24 hours of the deadline, the CO for Bidding, Recognition, and Service shall confirm reception of the electronic packet, consistent with the format prescribed. If not prescribed, the author shall have 24 hours to resubmit the Open Position Bidding Packet at the discretion of the CO for Bidding, Recognition, and Service in consultation with the Regional Director. The Regional Director and Regional Advisor shall then conduct an Open Position Bidding Packet review period to ensure that all positional bid submissions meet criteria as outlined by policy. If an Open Position Bidding Packet does not meet the requirements as outlined in policy, the author shall have 24 hours to resubmit their bid to the Regional Director and Regional Advisor reflecting changes to sections where a policy violation was indicated.
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Section 9.
Bid Down Process
Subsection A.
Purpose If a prospective RBD member has been unsuccessful in bidding for the position they originally intended on bidding for, they are able to bid down to the next position. The bid down process gives those individuals the opportunity to be considered for another position on the RBD.
Subsection B.
Procedure Bid down procedures will run as follows: Associate Director Positions a. Nominations will be taken for the position being considered. All unsuccessful candidates wishing to bid down shall be nominated at this time. b. Elections shall operate under the procedures outlined in Title II, Article V, Section 1 and Section 2. Coordinating Officers a. Nominations for all CO positions shall be opened in the order written in the Policy Book. Shall a candidate be unsuccessful in for their originally intended position they shall have to be re-nominated for the position they intend to bid down for. b. Elections shall operate under the procedures outlined in Title II, Article V, Section 1 and Section 5, Subsection A.
Subsection C.
Bid Down Limit There shall be no limit to how many times an unsuccessful candidate can bid down.
Subsection D.
Tiered Bid Down Candidates are not required to bid down to other positions whose election occur prior to the position they intend to bid down to. CENTRAL ATLANTIC POLICY BOOK | 46
ARTICLE VI. Section 1.
OFFICER EXPECTATIONS Regional Directorship
Subsection A.
NACURH Conference Attendance The Regional Director, Associate Director for Administration/ Finance and Associate Director for NRHH that are elected at the Regional Business Conference are required to attend that year’s NACURH Annual Conference for the purposes of transition, training, and swearing in.
Subsection B.
NACURH Meetings To concur with the NACURH Board expectations, the Regional Director is required to attend the National Board Annual and Semi-Annual Meetings. It is encouraged that the capability to meet this requirement is specifically addressed to that individual’s bid. It is encouraged that the Associate Director for Administration/ Finance be the region’s second representative for the National Board Annual and Semi-Annual Meetings.
Subsection C.
Transition It is the responsibility of the Regional Director and Associate Directors to assure that the face-toface transitional meeting occurs with their successor on an individual level as well as transition of all CAACURH records.
Subsection D.
Monthly Reports Submit monthly reports on time by the 5th of every month. (11/2005)
Section 2.
Coordinating Officers (CO)
Subsection A.
NACURH Conference Attendance The COs elected at the Regional Business Conference will be strongly encouraged to attend that year’s NACURH Annual Conference to participate in CO training and roundtables, assist with the NCO check-in, as well as transitioning the new board.
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Subsection B.
End-of-Year Reporting Each CO shall write a well-developed report consisting of the following: 1) Individual analysis of term (expectations, goals, objectives and level of success) 2) Copies of all distributed materials as well as any materials received at the beginning of the term (flyers, newsletters, reminders, etc.) 3) A list of contacts including addresses and phone numbers (Advisors, NCCs, NRHH Representatives, RHA Presidents, etc.)
Subsection C.
Transition Each CO shall transition any manuals made during term (CAACURH Recruitment packets, Survival Guides, etc.). Any reports and manuals should be given to the incoming Regional Director no later than July 1st.
Subsection D.
Monthly Reports Submit monthly reports on time by the 5th of every month. (11/2005)
Section 3.
Regional Advisors
Subsection A.
Attendance The Advisors are required to attend all conferences, summits, and meetings of the Region or the Regional Board unless specifically cleared for absence by the Director.
Subsection B.
Contact Responsibilities The Advisors are required to have contact not only with the Regional Director, but also with the other members of the Regional Board, NACURH Board, and Advisors of member schools.
Subsection C.
Transition The Advisors are required to assist in facilitation of some sort of transition period between the two boards during the given years of their term. This would include making sure that all proper materials get transitioned and that there is some sort of communication with the new board during the summer months. CENTRAL ATLANTIC POLICY BOOK | 48
Subsection D.
Election Cycle Responsibility The Advisors are required to help promote the availability of the position of Regional Advisor and Regional NRHH Advisor through professional channels and assist in the facilitation of the selection process.
Subsection E.
Training The Advisors are required to provide leadership and developmental training for the Regional Board of Directors.
Subsection F.
Monthly Reports Submit monthly reports on time by the 5th of every month. (11/2004)
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Title Three | National Communications Coordinators & Institutions ARTICLE I INSTITUTIONAL AFFILIATION ARTICLE II NATIONAL COMMUNICATIONS COORDINATORS ARTICLE III BUSINESS ARTICLE IV REGIONAL COUNCILS
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ARTICLE I.
INSTITUTIONAL AFFILIATION
Section 1.
Membership Membership in CAACURH shall be granted to all schools that choose to affiliate with the NACURH, pay annual dues, submit a registration form, turn in a submission for the Resource Files Index (RFI) and remain financially solvent with CAACURH and NACURH.
Section 2.
Responsibilities
Subsection A.
Voting Rights in Regional Business School must have submitted annual dues, registration forms, a RFI submission, and remain financially solvent with NACURH and CAACURH in order to be voting members during any business meeting.
Subsection B.
Voting Rights in NACURH Business School must have submitted annual dues, registration forms, a RFI submission, and remain financially solvent with NACURH and CAACURH in order to be voting members at the NACURH Corporate Business Meeting.
Subsection C.
Extenuating Circumstances Regional voting privileges may be extended to a school under extenuating circumstances by the Regional Director or Associate Director for Administration and Finance.
Section 3.
Geographical Location CAACURH membership is geographically designated to schools in the following states/districts: Delaware, District of Columbia, Maryland, New Jersey, Ohio, Pennsylvania, Qatar, the United Arab Emirates and West Virginia.
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ARTICLE II.
NATIONAL COMMUNICATIONS COORDINATOR
Section 1.
NACURH Membership
Subsection A.
Section 2.
Affiliation Responsibilities
Subsection A.
Section 3.
Good Standing An institution shall remain in good standing by: 1) Submitting annual dues to the NACURH Corporate Office (NCO). 2) Submitting a registration form to the NCO each year. 3) Submitting an RFI submission to the NCO each year. 4) Having no outstanding debts to CAACURH and NACURH. 5) Overseeing the submission and approval of an NRHH constitution through the Associate Director for NRHH, if their institution has an active NRHH Chapter.
Conference Delegations
Subsection A.
Section 4.
Role of the National Communications Coordinator Upon becoming a member of NACURH, each school shall select a NCC, who shall serve as the liaison to NACURH and the regional affiliate from their school.
Delegation Leadership The NCC or their designee shall serve as a delegation chairperson of their school during regional and NACURH Annual Conferences.
Voting Member
Subsection A.
Institutional Representation The NCC or their designee shall serve as a voting member at all business meetings. If a NCC is bidding for an RBD position or serving on the bid team for an award or conference, they may select another representative from his/her host school to vote on that particular election to serve as proxy.
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ARTICLE III. Section 1.
BUSINESS Voting
Subsection A.
Section 2.
Quorum
Subsection A.
Section 3.
Conference Quorum A quorum consists of two-thirds (2/3) of the fully affiliated schools registered for that conference.
Elections and Award Recipient Choosing
Subsection A.
Section 4.
Conference Voting All fully affiliated member schools shall be eligible for voting. Each affiliated school shall have one (1) vote in all proceeding of the association. A majority vote shall be fifty (50) percent plus one (1) of the fully affiliated schools in attendance at the conference. All voting shall be by hand unless otherwise specified.
Secret Ballot All elections and award recipient choosing shall be done by secret ballot.
Virtual Session
Subsection A.
Submission and Consideration of Legislation 1) Legislation shall be submitted to the Regional Director for consideration. 2) Submitted Legislation shall be considered “in the queue” and shall be considered a matter of importance to the Region. 3) Legislation “in the queue” shall be brought to the attention of the Region within two legislation sessions. Legislative sessions shall be considered either virtual sessions or conferences.
Subsection B.
Notification 1) The Director shall send out initial notification about legislation being considered virtually through the National Communications Coordinator listserv.
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2) Initial notification of business shall include legislation as submitted and time of meeting. 3) The Virtual Session shall be held within seven (7) to fourteen (14) days of initial notification, not including standard holidays. Subsection C.
Virtual Session 1) The Virtual Session shall be conducted using a popular and easily accessible medium chosen at the discretion of the Director. 2) The Virtual Session must include both a voice and text component. The text component shall be used to establish a virtual speakers list. 3) While in Session, minutes shall be taken by a designee of the Director. 4) Virtual Sessions shall follow the rules prescribed in the parliamentary authority of the organization except in instances that contradict with policies set forth within this document. a) All mechanisms of the parliamentary authority shall be considered applicable to Virtual Sessions with reasonable discretion of the Director.
Subsection D.
Quorum 1) At the start of the Virtual Session, Roll shall be called to determine Quorum. 2) Quorum shall be defined as a simple majority of affiliated institutions. During the period between NACURH and CAACURH, institutions affiliated in the previous and current affiliation year are eligible to vote and shall count towards quorum. 3) Quorum must be met to hear business and institutions must be present in the Virtual Session to vote. 4) Members who leave the chat after Roll has been called shall be counted as abstentions but shall not count towards the requirements for Quorum.
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Subsection E.
Section 5.
Budget Ratification
Subsection A.
Section 6.
Legislation in Virtual Session 1) Legislation shall be introduced by the Director for first reading. 2) The author(s) of the legislation shall be permitted a proponent speech not to exceed five (5) minutes. 3) The Director shall conduct an organized question and answer period in which voting members may directly address the author(s) of the legislation. The question and answer period shall not exceed five (5) minutes. 4) The Director shall facilitate a discussion on the legislation with the assistance of the speakers list. 5) Only voting members who duly obtain the floor may motion to amend the legislation. Amendments shall be adopted after obtaining a simple majority. 6) To begin voting, a voting member must move the previous question or the Director may call the legislation to vote if there is no further discussion. a) Voting shall be conducted in a manner as prescribed by the Regional Director of Chair of the Virtual Meeting. 7) The Director shall announce the results immediately following the vote.
Budget The CAACURH budget must be ratified by April 1st by a two-thirds (2/3) majority of all voting schools. Changes to the budget must be passed by a two-thirds (2/3) majority of all voting schools.
Parliamentary Procedure
Subsection A.
Robert's Rules of Order All voting shall follow the rules of Parliamentary Procedure according to Robert's Rules of Order, Newly Revised. A parliamentarian shall be nominated and elected by a majority of the NCCs at each business meeting. CENTRAL ATLANTIC POLICY BOOK | 55
ARTICLE IV. Section 1.
REGIONAL COUNCILS Definition Regional Councils are bodies of regional representatives responsible for an aspect of governance in CAACURH; namely, the National Communications Coordinators Council, RHA Presidents Council, and NRHH Council, composed of National Communications Coordinators, RHA Presidents, and NRHH Representatives respectively.
Section 2.
Responsibilities Each council shall be responsible for the duties and decisions assigned to it and its members by the Governing Documents of the Central Atlantic Affiliate.
Section 3.
Membership Each fully affiliated member institution shall designate its representative on each council by a process determined by the campus organizations; membership on the NRHH Council is restricted to those institutions that have an affiliated NRHH chapter.
Section 4.
NCC Council Meetings The Regional Director or their designee may call meetings of the NCCs Council.
Section 5.
Presidents Council Meetings The CO for RHA Relations or their designee may call meetings of the Presidents Council.
Section 6.
NRHH Council Meetings The Associate Director for NRHH or their designee may call meetings of the NRHH Council
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Title Four | Regional Leadership Conference Awards ARTICLE I GENERAL POLICIES FOR ALL REGIONAL AWARD BIDS AT THE REGIONAL LEADERSHIP CONFERENCE ARTICLE II INSTITUTIONAL AWARDS ARTICLE III REGIONAL LEADERSHIP POST-CONFERENCE BIDDING
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ARTICLE I.
GENERAL POLICIES FOR ALL REGIONAL AWARD BIDS AT THE REGIONAL LEADERSHIP CONFERENCE
Section 1.
Distribution and Eligibility
Subsection A.
Discretion All awards are optional and shall be given at the Regional Director’s discretion.
Subsection B.
Adjudication All awards shall be based on a written bid only unless a presentation is required.
Subsection C.
Award Presentation At closing ceremonies, all awards shall be presented by the Regional Director and/or their designee(s).
Subsection D.
RBD Ineligibility All current Regional and NACURH elected officers, the NACURH person(s), NACURH NBD Liaison(s), NACURH Office Directors and Associate Directors are ineligible to bid for all CAACURH Awards. In the case where a vacancy of a normally elected officer is appointed, and the appointment term overlaps with the award timeline, that person shall also be ineligible.
Subsection E.
Ineligibility and Boardroom Presentation Any ineligible officers for awards cannot write or participate in the presentation of award bids (this shall include, but not be limited to, letters of support). (1/2002)
Section 2.
Submission
Subsection A.
Good Standing Requirement Any fully affiliated CAACURH member school in good standing may submit one bid per CAACURH award.
Subsection B.
Letter of Intent Nominations must be submitted to the Coordinating Officer for Bidding, Recognition, and Service in writing. This letter of intent must be CENTRAL ATLANTIC POLICY BOOK | 58
received on or before the published date as determined by him or her. Subsection C.
Electronic Format An electronic final copy of the completed bid, in a format determined by the Regional Director and the CO for Bidding, Recognition, and Service must be received by the CO for Bidding, Recognition, and Service on or before the published date as determined by them. Within 24 hours of the deadline, the CO for Bidding, Recognition, and Service shall confirm reception of the electronic bid, consistent with the format prescribed. If not prescribed, the author shall have 24 hours to resubmit the bid at the discretion of the CO for Bidding, Recognition, and Service in consultation with the Regional Director. The CO for Bidding, Recognition, and Service shall then conduct a bid review period to ensure that all bid submissions to be considered for CAACURH Regional Awards meet criteria as outlined by policy. If a bid does not meet the requirements as outlined by policy, the author shall have 24 hours to resubmit their bid to the CO for Bidding, Recognition, and Service reflecting changes to sections where a policy violation was indicated.
Subsection D.
Public Bid Availability The CO for Marketing and Technology shall make the appropriate bids available on the regional website no later than seven (7) days before the upcoming conference.
Subsection E.
Page Definitions and Requirements for Regional Leadership Conference Award Bids 1) Bids are to be judged based on content of information. 2) Cover pages are not included in the page count, but must include the award name, nominee name, institution, region, and conference name.
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3) The page count includes all dividers and letters of support, unless otherwise stated in the policy section of the respective award. 4) All bids shall contain page numbers on all pages counting towards the page limit. 5) Letters of support must occupy the same page size as if they were placed in the bid as plain text. (One letter of support per page) 6) Should a bid exceed the defined page limit; the Regional Director, Associate Director for NRHH, or their designee shall modify the bid by removing the number of excess pages from the end of the bid. The modified version of the bid shall then serve as the final bid submission, which will be posted online for viewing. The Regional Director, Associate Director for NRHH, or their designee shall notify the appropriate voting representative and/or bid chair of the bidding member institution to notify them of this action. 7) All content not created by the bidding school must be accompanied by proper citation on a citation page at the end of the award bid which shall not be counted in the page limit. The Coordinating Officer for Bidding, Recognition, and Service shall determine the proper citation method and communicate the method of these requirements when the bid criteria are distributed.
ARTICLE II.
INSTITUTIONAL AWARDS
Section 1.
Program of the Year Award (POY)
Subsection A.
Purpose of POY CAACURH recognizes the most outstanding student-implemented program concerning residence halls through this award. This award was created in an effort to recognize the high level of initiative and professionalism that exists on the student level. The nominated POY may be of a social or educational nature. However, social programs must include some indication of
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how the program was also educational regarding student leaders or students in general. Subsection B.
Eligibility for POY The award shall have an eligibility period from Regional Leadership Conference to Regional Leadership Conference. Only year specific information will be considered.
Subsection C.
Page and Font Requirements for POY Bids will be no longer than twenty (20) pages (1012 point font size).
Subsection D.
Selection of POY The NRHH Representatives will select the recipient by a simple majority vote at the Regional Leadership Conference. In the event that there are more than three (3) bids for either award, the Regional Board of Directors reserves the right to pre-select the three (3) most qualified and complete bids for consideration by the NRHH Representatives. Each bidding institution shall receive ten (10) minutes for a presentation (optional); this period of time may not be extended. Then the NRHH Representatives shall receive ten (10) minutes for questioning (mandatory), after which the presenters shall exit the boardroom; this period of time may be extended by a simple majority vote. The NRHH Representatives shall then have five (5) minutes for the consideration of the bid through Pro / Con discussion; this period of time may not be extended. After all bids have been exhausted, the NRHH Representatives shall have five (5) minutes for discussion of all bids prior to a vote; this period of time may be extended by a simple majority vote. Information not relevant to, nor ascertainable from a bid or presentation shall not be permitted in the discussion of that bid. These times may be changed at the discretion of the Associate Director for NRHH. Bid teams will be notified of these decisions at least one (1) week prior to the opening of the conference. In the event of a tie, those tickets shall constitute the
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next ballot until a winner is chosen. In the event that no candidate receives a majority vote, another vote will be taken. If, after a second vote, two candidates do not have a majority, the lowest will be dropped. Subsection E.
Announcement of POY The winner shall be announced at the Regional Leadership Conference closing banquet.
Subsection F.
Letters of Support for POY A bid for Program of the Year must contain at least one letter of support
Subsection G.
Required Criteria for POY 1) Relatedness to Residence Hall Students a) Who is the program designed for? b) How does it relate to residence hall setting? c) Is it practical and applicable to other residence hall settings? d) What were the goals of the program? 2) Proven effectiveness a) How successful was the implemented program? b) How was the evaluation of the program or concept carried out? c) How was the program marketed? 3) Creativity and uniqueness a) How new is the concept of the program in dealing with general residence hall programming? b) How unique is the program in presentation style- new twists to old concerns (not to be judged on the uniqueness of the program to a particular campus or residence hall system)? c) How were the program costs met? d) What methods were used in developing the program (research, questionnaires, interviews, etc.)? 4) Level of student input and involvement
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a) Was the program conceived by students? b) How many students were involved in the actual planning and implementation of the program? c) Who benefited from the program? 5) Presentation of information a) Correct Grammar and spelling, neat, concise, clear and readable. b) What are the strategies for presenting this program at ACUHO-I? At NACURH?
Section 2.
Student Award for Leadership Training (SALT)
Subsection A.
Purpose of SALT The purpose of the Student Award for Leadership Training is to reward student directed leadership training programs in the residence halls.
Subsection B.
Eligibility for SALT The award shall have an eligibility period from Regional Leadership Conference to Regional Leadership Conference. Only year specific information will be considered.
Subsection C.
Page and Font Requirements for SALT Bids will be no longer than twenty (20) pages (1012 point font size).
Subsection D. Selection of SALT The RHA Presidents will select the recipient by a simple majority vote at the Regional Leadership Conference. In the event that there are more than three (3) bids for SALT, the Regional Board of Directors reserves the right to pre-select the three (3) most qualified and complete bids for consideration by the RHA Presidents. Each bidding institution shall receive ten (10) minutes for a presentation (optional); this period of time may not be extended. Then the RHA Presidents shall receive ten (10) minutes for questioning (mandatory), after which the presenters shall exit the boardroom; this period of time may be extended by a simple majority vote. The RHA Presidents shall then have five (5) minutes for the consideration of the bid through Pro / Con discussion;
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this period of time may not be extended. After all bids have been exhausted, the RHA Presidents shall have five (5) minutes for discussion of all bids prior to a vote; this period of time may be extended by a simple majority vote. Information not relevant to, nor ascertainable from a bid or presentation shall not be permitted in the discussion of that bid. These times may be changed at the discretion of the Regional Director. Bid teams will be notified of these decisions at least one (1) week prior to the opening of the conference. In the event of a tie, those tickets shall constitute the next ballot until a winner is chosen. In the event that no candidate receives a majority vote, another vote will be taken. If, after a second vote, two candidates do not have a majority, the lowest will be dropped. Subsection E.
Announcement of SALT The winner shall be announced at the Regional Leadership Conference closing banquet.
Subsection F.
Letters of Support for SALT A bid for SALT must contain at least one letter of support
Subsection G.
Required Criteria for SALT All four sections of this outline must be completed to satisfy SALT requirements. 1) Section One: Introduction and overview a) Write a one-paragraph summary of the SALT nomination, which could be used in describing the SALT nomination as a conference program session. b) Describe the goals and objectives of the SALT nomination. c) Describe specific student needs that this project is attempting to address. 2) Section Two: Content and planning of the SALT nomination a) Describe the resources used in developing the SALT, including a budget, funding, sources, personnel needs, supplies utilized, etc. b) Describe the planning process used in development of the SALT.
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c) Describe the who, what, when, where. etc. d) Describe how this project affects students. 3) Section Three: Evaluation of the SALT nomination a) Discuss the results and show what evaluation methods were used. 4) Section Four: Presentation as a conference session a) Describe how this project would be presented in a conference session format. b) Describe any media that would be used in the presentation including slides, transparencies, film, etc. c) Describe any handouts and written materials that would be distributed to conference delegates.
Section 3.
Commitment to Service
Subsection A.
Purpose of Commitment to Service The Commitment to Service Award is given to a school that involves a student- directed yearlong RHA and/or NRHH commitment to service in their community and the community in the surrounding area.
Subsection B.
Eligibility for Commitment to Service The award shall have an eligibility period from Regional Leadership Conference to Regional Leadership Conference. Only year specific information will be considered.
Subsection C.
Page and Font Requirements for Commitment to Service Bids will be no longer than twenty (20) pages (1012 point font size), excluding the list for various service events as outlined in the requirements.
Subsection D.
Selection of Commitment to Service NRHH Representatives (NRHH Boardroom) will select the recipient by a simple majority vote at
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the Regional Leadership Conference. The NRHH Representatives shall have five (5) minutes for the consideration of the bid through Pro / Con discussion; this period of time may not be extended. After all bids have been exhausted, the NRHH Representatives shall have five (5) minutes for discussion of all bids prior to a vote; this period of time may be extended by a simple majority vote. Information not relevant to, nor ascertainable from a bid or presentation shall not be permitted in the discussion of that bid. These times may be changed at the discretion of the Associate Director for NRHH. Bid teams will be notified of these decisions at least one (1) week prior to the opening of the conference. In the event of a tie, those tickets shall constitute the next ballot until a winner is chosen. In the event that no candidate receives a majority vote, another vote will be taken. If, after a second vote, two candidates do not have a majority, the lowest will be dropped. Subsection E.
Announcement of Commitment to Service The winner shall be announced at the Regional Leadership Conference closing banquet.
Subsection F.
Letters of Support for Commitment to Service A bid for Commitment to Service must contain at least one letter of support, defined as: (1) RHA President or Advisor (if applicable to member school); AND / OR (2) Director of Housing or other University official; AND / OR (3) NRHH President or Advisor (if applicable to member school).
Subsection G.
Required Criteria for Commitment to Service 1) Introduction a) What is your RHA’s/NRHH’s approach to community service and community issues? 2) How/why was the approach developed? 3) How were students involved in the development? 4) How were university officials involved in the development?
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a) Need for philanthropic initiatives (community issues). b) How else are these needs addressed (by additional departments / programmers)? 5) Goals in regard to your RHA’s/NRHH’s approach to community service a) Who was involved in establishing the goals? b) Were the goals achieved? c) Were the goals realistic with respect to your resources? d) Were these goals established this year? Or are the goals the same from year to year? 6) Programs a) List and provide a brief (couple of sentences) description on the various community events that has involved your residence life community (This will not count against the twenty (20) page count) b) Choose a MAXIMUM of five programs to discuss in length (Maximum of two pages per program). c) For each program discuss the following: i) Relatedness ii) Who was the target population? iii) How did it relate to the needs of your campus? d) Proven effectiveness i) How successful was the implemented program? ii) How was the evaluation of the program or concept carried out? iii) Number of participants? e) Effects of the program i) Who did the program effect? ii) What was the effect on the target population? iii) What was the effect on the participants
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iv) Any feedback you can provide from students (i.e. quotes of support) f) Description i) Number of people needed to organize? ii) Time spent planning the program? iii) Planning process? iv) Goal of the Program? g) Discuss your RHA’s/NRHH’s plans for the annual CAACURH Week of Service 7) Letters of Support a) RHA President or Advisor (if applicable to member school) b) Director of Housing or other University official c) NRHH President or Advisor (if applicable to member school)
Section 4.
Commitment to Sustainability
Subsection A.
Purpose of Commitment to Sustainability The Commitment to Sustainability Award is given to a school that involves a student-directed yearlong RHA and/or NRHH commitment to sustainability in their community and the community in the surrounding area.
Subsection B.
Eligibility for Commitment to Sustainability The award shall have an eligibility period from Regional Leadership Conference to Regional Leadership Conference. Only year specific information will be considered.
Subsection C.
Page and Font Requirements for Commitment to Sustainability Bids will be no longer than twenty (20) pages (1012 point font size), excluding the list for various sustainability events as outlined in the requirements.
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Subsection D.
Selection of Commitment to Sustainability RHA Presidents (RHA Boardroom) will select the recipient by a simple majority vote at the Regional Leadership Conference. The RHA Presidents shall have five (5) minutes for the consideration of the bid through Pro / Con discussion; this period of time may not be extended. After all bids have been exhausted, the RHA Presidents shall have five (5) minutes for discussion of all bids prior to a vote; this period of time may be extended by a simple majority vote. Information not relevant to, nor ascertainable from a bid or presentation shall not be permitted in the discussion of that bid. These times may be changed at the discretion of the Coordinating Officer for RHA Relations. Bid teams will be notified of these decisions at least one (1) week prior to the opening of the conference. In the event of a tie, those tickets shall constitute the next ballot until a winner is chosen. In the event that no candidate receives a majority vote, another vote will be taken. If, after a second vote, two candidates do not have a majority, the lowest will be dropped.
Subsection E.
Announcement of Commitment to Sustainability The winner shall be announced at the Regional Leadership Conference closing banquet.
Subsection F.
Letters of Support for Commitment to Sustainability A bid for Commitment to Sustainability must contain at least one letter of support.
Subsection G.
Required Criteria for Commitment to Sustainability 1) Introduction a) What does “sustainability” mean on your campus and within your organization? b) What is your RHA’s/NRHH’s approach to sustainability? 2) How/why was the approach developed?
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3) How were students involved in the development? 4) How were university officials involved in the development? a) Need for sustainability initiatives. b) How else are these needs addressed (by additional departments / programmers)? 5) Goals in regard to your RHA’s/NRHH’s approach to sustainability a) Who was involved in establishing the goals? b) Were the goals achieved? c) Were the goals realistic with respect to your resources? d) How will your programs continue to be successful for the future? How will they have impact and continuity? 6) Programs a) List and provide a brief (couple of sentences) description on the various sustainability programming that has involved your residence life community (This will not count against the twenty (20) page count) b) Choose a MAXIMUM of five programs to discuss in length (Maximum of two pages per program). c) For each program discuss the following: i) Relatedness ii) Who was the target population? iii) How did it relate to the needs of your campus? d) Proven effectiveness i) How successful was the implemented program? ii) How was the evaluation of the program or concept carried out? iii) Number of participants? e) Effects of the program i) Who did the program effect? ii) What was the effect on the target population?
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iii) What was the effect on the participants iv) Any feedback you can provide from students (i.e. quotes of support) f) Description i) Number of people needed to organize? ii) Time spent planning the program? iii) Planning process? iv) Goal of the Program? 7) Letters of Support a) RHA President or Advisor (if applicable to member school) b) Director of Housing or other University official c) NRHH President or Advisor (if applicable to member school)
Article III.
REGIONAL LEADERSHIP POST-CONFERENCE BIDDING
Section 1.
Post-Conference Bidding
Subsection A.
Purpose To select regional winners and regional nominees to represent CAACURH in NACURH-level bidding if no winner for a specific award was selected at the end of the Regional Leadership Conference.
Subsection B.
Regional Nominee A regional nominee shall be defined as a bid selected by regional representatives to represent the Central Atlantic Affiliate on the NACURH level.
Subsection C.
Regional Winner A regional winner shall be defined as a bid selected as the regional winner by representatives but is unable to be considered on the NACURH level because either the award does not exist on the NACURH level or the bid does not meet NACURH Requirements.
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Section 2.
Distribution and Eligibility
Subsection A.
Discretion All awards are optional and shall be given at the discretion of Regional Director.
Subsection B.
Adjudication All awards shall be based on a written bid only unless a presentation is required.
Subsection C.
RBD Ineligibility All current Regional and NACURH elected officers, the NACURH person(s), NACURH NBD Liaison(s), NACURH Office Directors and Associate Directors are ineligible to bid for all CAACURH Awards. In the case where a vacancy of a normally elected officer is appointed, and the appointment term overlaps with the award timeline, that person shall also be ineligible.
Subsection D.
Bid Availability Bids shall be made available to the appropriate voting representatives based on the timeline set forth by the Coordinating Officer for Bidding, Recognition, and Service in consultation with the Regional Director.
Section 3.
Submission
Subsection A.
Good Standing Requirement Any fully affiliated CAACURH member school in good standing may submit one bid per CAACURH award.
Subsection B.
Letter of Intent Nominations must be submitted to the Coordinating Officer for Bidding, Recognition, and Service in writing. This letter of intent must be received on or before the published date as determined by him or her.
Subsection C.
Electronic Format An electronic final copy of the completed bid, in a format determined by the Regional Director and Coordinating Officer for Bidding,
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Recognition, and Service, and, must be received by the Coordinating Officer for Bidding, Recognition, and Service on or before the published date as determined by him or her. Within 24 hours of the deadline, the Coordinating Officer for Bidding, Recognition, and Service shall confirm reception of the electronic bid, consistent with the format prescribed. If not prescribed, the author shall have 24 hours to resubmit the bid at the discretion of the Coordinating Officer for Bidding, Recognition, and Service in consultation with the Regional Director.
Section 4.
Timeline & Procedures
Subsection A.
Post-Conference Bidding Timeline A timeline, as decided upon by the Coordinating Officer for Bidding, Recognition, and Service in consultation with the Regional Director shall be released no later than three (3) weeks after the close of the Regional Leadership Conference.
Subsection B.
Requirements All post-conference award bids will follow the bid requirements outlined under Title IV, Regional Leadership Conference Awards.
Subsection C.
Discussion Procedures 1) The Regional Director shall start an email thread to regional representatives to begin discussion on all bids being considered. 2) No discussion points will be accepted after the discussion period is closed.
Subsection D.
Voting Procedures 1) Upon the close of discussion, the Regional Director shall start a new email thread for regional representatives to vote on the regional winner and/or nominee. 2) Failure to submit a vote prior to deadline or not submitting a vote at all will result in an institution being recorded as “abstain” for official record keeping purposes.
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Subsection E.
Announcement of Winners/Nominees 1) The regional winners and/or regional nominees shall be notified via email and an official announcement shall be made to the region following this notification.
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Title Five | Regional Business Conference Awards ARTICLE I GENERAL POLICIES FOR ALL REGIONAL AWARD BIDS AT THE REGIONAL BUSINESS CONFERENCE ARTICLE II INSTITUTIONAL AWARDS ARTICLE III INDIVIDUAL STUDENT AWARDS ARTICLE IV INDIVIDUAL PROFESSIONAL AWARDS ARTICLE V GENERAL POLICIES FOR ALL REGIONAL NATIONAL RESIDENCE HALL HONORARY (NRHH) AWARD BIDS ARTICLE VI REGIONAL BUSINESS POST-CONFERENCE BIDDING
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ARTICLE I.
GENERAL POLICIES FOR ALL REGIONAL AWARD BIDS AT REGIONAL BUSINESS CONFERENCE
Section 1.
Distribution and Eligibility
Subsection A.
Discretion All awards (except for School of the Year) are optional and shall be given at the Regional Director’s discretion.
Subsection B.
Adjudication All awards shall be based on a written bid only unless a presentation is required.
Subsection C.
Award Presentation At closing ceremonies, all awards shall be presented by the Regional Director and/or their designee(s).
Subsection D.
RBD Ineligibility All current Regional and NACURH elected officers, the NACURH person(s), NACURH NBD Liaison(s), NACURH Office Directors and Associate Directors are ineligible to bid for all CAACURH Awards. In the case where a vacancy of a normally elected officer is appointed, and the appointment term overlaps with the award timeline, that person shall also be ineligible.
Subsection E.
Ineligibility and Boardroom Presentation Any ineligible officers for awards cannot write or participate in the presentation of award bids (this shall include, but not be limited to, letters of support) (1/2002)
Section 2.
Submission
Subsection A.
Good Standing Requirement Any fully affiliated CAACURH member school in good standing may submit one bid per CAACURH award.
Subsection B.
Letter of Intent Nominations must be submitted to the Coordinating Officer for Bidding, Recognition, CENTRAL ATLANTIC POLICY BOOK | 76
and Service in writing. This letter of intent must be received on or before the published date as determined by him or her. Subsection C.
Electronic Format An electronic final copy of the completed bid, in a format determined by the Regional Director and the CO for Bidding, Recognition, and Service must be received by the CO for Bidding, Recognition, and Service on or before the published date as determined by him or her. Within 24 hours of the deadline, the CO for Bidding, Recognition, and Service shall confirm reception of the electronic bid, consistent with the format prescribed. If not prescribed, the author shall have 24 hours to resubmit the bid at the discretion of the CO for Bidding, Recognition, and Service in consultation with the Regional Director. The CO for Bidding, Recognition, and Service shall then conduct a bid review period to ensure that all bid submissions to be considered for CAACURH Regional Awards meet criteria as outlined by policy. If a bid does not meet the requirements as outlined by policy, the author shall have 24 hours to resubmit their bid to the CO for Bidding, Recognition, and Service reflecting changes to sections where a policy violation was indicated.
Subsection D.
Public Bid Availability The CO for Marketing and Technology shall make the appropriate bids available on the regional website no later than seven (7) days before the upcoming conference.
Subsection E.
Page Definitions and Requirements for the Regional Business Conference Award Bids 1) Bids are to be judged based on content of information. 2) Cover pages are not included in the page count, but must include the award name, nominee name, institution, region, and conference name.
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3) The page count includes all dividers and letters of support, unless otherwise stated in the policy section of the respective award. 4) All bids shall contain page numbers on all pages counting towards the page limit. 5) Letters of support must occupy the same page size as if they were placed in the bid as plain text. (One letter of support per page) 6) Should a bid exceed the defined page limit; the Regional Director, Associate Director for NRHH, or their designee shall modify the bid by removing the number of excess pages from the end of the bid. The modified version of the bid shall then serve as the final bid submission, which will be posted online for viewing. The Regional Director, Associate Director for NRHH, or their designee shall notify the appropriate voting representative and/or bid chair of the bidding member institution to notify them of this action. 7) All content not created by the bidding school must be accompanied by proper citation on a citation page at the end of the award bid which shall not be counted in the page limit. The Coordinating Officer for Bidding, Recognition, and Service shall determine the proper citation method and communicate the method of these requirements when the bid criteria are distributed.
ARTICLE II.
INSTITUTIONAL AWARDS
Section 1.
School of the Year Award (SOY)
Subsection A.
Purpose of SOY The CAACURH School of the Year Award is the highest honor a CAACURH member school can attain. The award recognizes outstanding achievements on the campus level by a residence hall organization and/or associated groups, as well as contributions on the regional and NACURH level.
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Subsection B.
Eligibility for SOY The award shall have an eligibility period from Regional Business Conference to Regional Business Conference. Only year specific information will be considered.
Subsection C.
Page and Font Requirements for SOY Bids will be no longer than thirty (30) pages (10-12 point font size).
Subsection D.
Selection of SOY The National Communication Coordinators will select the recipient by a simple majority vote at the Regional Business Conference. The National Communications Coordinators shall have five (5) minutes for the consideration of the bid through Pro / Con discussion; this period of time may not be extended. After all bids have been exhausted, the National Communications Coordinators shall have five (5) minutes for discussion of all bids prior to a vote; this period of time may be extended by a simple majority vote. Information not relevant to, nor ascertainable from a bid or presentation shall not be permitted in the discussion of that bid. These times may be changed at the discretion of the Regional Director. Bid teams will be notified of these decisions at least one (1) week prior to the opening of the conference. In the event of a tie, those tickets shall constitute the next ballot until a winner is chosen. In the event that no candidate receives a majority vote, another vote will be taken. If, after a second vote, two candidates do not have a majority, the lowest will be dropped.
Subsection E.
Announcement of SOY The winner shall be announced at the Regional Business Conference closing banquet.
Subsection F.
Letters of Support for SOY A bid for SOY must contain at least one letter of support
Subsection G.
Required Criteria for SOY 1) Campus Level (45%) CENTRAL ATLANTIC POLICY BOOK | 79
a) Structure and organization of residence hall government. b) Goals and programs accomplished (emphasis on new programs and organizational growth). c) Perceived student benefits from residence hall government. d) Community service. e) Addressing challenging issues. f) Other residence hall groups. g) Communication of residence hall government, residence hall staff, and administration. h) Budget 2) Regional Level (25%) a) Representation at Regional Conferences b) Communication with regional member schools c) Involvement in regional projects d) Bids for NACURH awards e) Number of regional OTM winners f) Communication with regional officers g) Representation at regional business meetings h) State involvement i) Hosting a regional Officer or conference. 3) NACURH Level (25%) a) NCO requests b) NRHH chapter c) Representation at NACURH Annual Conferences d) Representation at NACURH Corporate Business Meetings e) Number of NACURH OTM winners f) NCO report g) Bids for NACURH awards (POY, SALT, etc.) h) Communication with member schools i) Communication with NACURH officers j) Payment of dues k) Intangibles; spirit and involvement of students CENTRAL ATLANTIC POLICY BOOK | 80
l) Hosting the NACURH office, NACURH officer, and/or NACURH Annual Conference. 4) Miscellaneous (5%) a) Letters of support b) Adherence to format c) Appearance/neatness d) Conciseness Subsection H.
Judging Guidelines for SOY 1) Structure and Organization of the RHA a) What kinds of liaisons are there from the central level to each hall? b) What kinds of liaisons are there to other campus groups? c) What kinds of communication lines go to each hall (e.g. newsletters, Etc.) d) Does the bid describe the purpose of the RHA? e) Does the RHA structure contribute to the goals of the organization? 2) Goals and Programs Accomplished a) Did the school establish goals at the beginning of the year? b) Did the school follow through and achieve the goals they had set? c) Did the goals and accomplishments enable the school to rise above what had been done in previous years? d) What kinds of new programs were established? e) Were the programs just new to the school, or were they entirely new programs never done before? f) Did the RHA provide campus-wide programming? g) Did the RHA provide programming that enabled their group to build group cohesiveness (e.g. activities for the RHA members)? h) Did any programs provide leadership training to the members? i) Were there any programs specifically addressing the hall council concerns? CENTRAL ATLANTIC POLICY BOOK | 81
j) Just as a point of reference, how many programs did RHA provide? How many were: Educational (diversity awareness, alcohol and substance abuse, education, NACURH related theme weeks/months, AIDS/sexual awareness, responsive programs, etc.), Social (movie nights, recreational activities), Arts and Cultural (theater, music), or Community Service (philanthropic, community related topics). 3) Perceived Student Benefits from RHA a) Are the accomplishments of this candidate impacting students in the halls? To what extent? b) Are the students participating in RHA gaining new insights based on their participation? To what extent? c) Is RHA actually "improving the way of life on campus"? How so? 4) Community Service a) Is the RHA giving something back to the university community? To what degree? b) What is the number of activities for philanthropies? c) Is the RHA giving something back to the community surrounding the university? To what degree? d) Are there any philanthropic events that not only raise funds or ask for time, but raise awareness? 5) Addressing Challenging Issues a) Are the students proactive in addressing programming around challenging issues? b) Are the students sensitive to significant world/community/ university events that they respond to with programming or education? c) Is the school sensitive in program planning to related issues? d) Are issues unique in nature? e) Is the RHA utilizing on-campus resources (if any) to address the issues? CENTRAL ATLANTIC POLICY BOOK | 82
6) Other Residence Hall Groups a) What other groups besides RHA are active in the halls? How have they contributed? b) Are other groups on campus being utilized in program planning? (i.e. staff support and monetary issues) 7) Communication of Regional and NACURH Information to RHA, Residence Life, and Administration a) Are students communicating information effectively to staff? b) Does the school’s RHA get support for NACURH-related activities from their administrators because students are proactive and involved? c) Is there an ambivalent or positive relationship with hall staff members? Do they work together toward the common goal of improvement of way of life on campus? 8) Budget/Financial Resources a) Are they doing a lot of stuff with a limited budget? b) Are they doing enough with a huge budget? c) How much money allocated will receive direct student benefit (i.e. programming, conference attendance, money for hall improvements, etc.)? d) Is the majority of the money spent remunerating participation in RHA, or on student need? 9) Representation at Conferences a) How many conferences were attended? How many delegates attended? Were they "good" delegates? b) Did the school complete a display? Compete in the case study? Compete for spirit awards? c) How many programs were attended/presented by delegates?
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How did the delegates apply what they learned on their campus? d) Did the school bid for or win any awards? e) Was the delegation a unified group? 10)Communication with the Region a) How much correspondence occurred throughout the year? b) Are they willing to share their experience, so as to enable other member schools to benefit? c) Have the enlisted other member schools to provide them with information? d) Have they worked with other member schools on projects, or traveled with them to conferences? e) Has the school assisted in recruiting new member schools? 11)Regional/NACURH involvement a) Are the student leaders willing to take on other projects that will impact the whole region? To what extent? b) Does the school actively communicate with Regional Officers? With NACURH Officers? c) Was the school represented at all conferences? At all business meetings? By whom? d) Do any students hold Regional/NACURH offices? e) Did the school bid for/host a conference? f) Did the school bid for/host a NACURH office (NCO or NRHH)? 12)Use of NACURH Services a) Does the school have an NRHH chapter? How effective is it? b) Has the school effectively used the NCO (ordered pages, etc.)? c) Did the school submit registration, dues, and an NCO report on time? Was the information in the NCO report of high quality? CENTRAL ATLANTIC POLICY BOOK | 84
13)OTMs a) Is the school participating in the OTM program? b) How many OTMs have been submitted this year? How many have won? 14)Bid Format a) Are they concise and to the point, or is there a lot of fluff? b) Is the bid neat and easy to read? Easy to understand? c) Is the bid year specific? d) Does it exceed the page limit? Are the pages numbered? e) Is the bid in 10-12 point type? Did they use ultra-small font to cram in additional information? f) Is the bid sensitive to environmental issues? Is it recyclable? g) Are the letters of support from people who are qualified to speak on RHA’s behalf? h) Do they speak well of RHA? 15)Intangibles a) Is this a school you can’t help but love? b) Are the students spirited about their RHA? About their school? About NACURH? c) How much did the organization grow? Is there a significant change in relation to school size? Is the school setting a new standard or meeting the norm?
Section 2.
RHA Building Block Award
Subsection A.
Purpose of RHA Building Block The RHA Building Block Award is created to recognize those RHAs that have made significant steps in the development of their RHA. The award is designed to honor the RHA that displays tremendous effort and improvement in their residence hall environment from the previous academic year to the present.
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Subsection B.
Eligibility for RHA Building Block The award shall have an eligibility period from Regional Business Conference to Regional Business Conference. Only year specific information will be considered.
Subsection C.
Page and Font Requirements for RHA Building Block Bids will be no longer than twenty (20) pages (1012 point font size).
Subsection D.
Selection of RHA Building Block The National Communication Coordinators will select the recipient by a simple majority vote at the Regional Business Conference. The National Communications Coordinators shall have five (5) minutes for the consideration of the bid through Pro / Con discussion; this period of time may not be extended. After all bids have been exhausted, the National Communications Coordinators shall have five (5) minutes for discussion of all bids prior to a vote; this period of time may be extended by a simple majority vote. Information not relevant to, nor ascertainable from a bid or presentation shall not be permitted in the discussion of that bid. These times may be changed at the discretion of the Regional Director. Bid teams will be notified of these decisions at least one (1) week prior to the opening of the conference. In the event of a tie, those tickets shall constitute the next ballot until a winner is chosen. In the event that no candidate receives a majority vote, another vote will be taken. If, after a second vote, two candidates do not have a majority, the lowest will be dropped.
Subsection E.
Announcement of RHA Building Block The winner shall be announced at the Regional Business Conference closing banquet.
Subsection F.
Letters of Support for RHA Building Block A bid for RHA Building Block must contain at least one letter of support
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Subsection G.
Required Criteria for RHA Building Block 1) Campus Level a) How has involvement on a campus level grown from a previous year? (Please show comparison between previous year and current year for each item below.) b) Goals and Objectives i) What were your goals and objectives? ii) How were these goals achieved, and what else was accomplished? iii) How did these differ from the previous year? c) Structure of RHA i) How has your structure grown from previous years? ii) What are the benefits of your current RHA structure? d) Miscellaneous i) How have you addressed challenging issues? ii) How has your level of regional/NACURH involvement benefited your RHA? iii) Growth from previous year (programs, membership, organization development, and positive trends) 2) Regional Involvement a) How has your involvement on a regional level grown from the previous year? b) Conferences attended i) How many delegates did you send? ii) What programs were presented? iii) Were you able to bring back valuable information to benefit of your RHA? (i.e. Any programs brought back and used on campus) c) Use of services
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i) Communication with regional member schools ii) Communication with regional officers iii) Did your RHA host a regional officer/conference? iv) Did your RHA bid for any awards? 3) NACURH Involvement a) Does your school have an affiliated NRHH Chapter? b) How have you utilized the services/resources of NRHH (OTMs, manuals, etc?) c) How have you utilized the resources of the NCO? (RFI orders, manuals, etc.) d) Describe your participation and involvement in the NACURH Annual Conference. 4) Letters of Support
Section 3.
Commitment to Diversity
Subsection A.
Purpose of Commitment to Diversity The Commitment to Diversity Award is given to a school that involves a student- directed yearlong and campus wide commitment to awareness and education of residential students concerning diversity issues.
Subsection B.
Eligibility for Commitment to Diversity The award shall have an eligibility period from Regional Business Conference to Regional Business Conference. Only year specific information will be considered.
Subsection C.
Page and Font Requirements for Commitment to Diversity Bids will be no longer than thirty (30) pages (10-12 point font size), excluding the list for various diversity events as outlined in requirement iii.
Subsection D.
Selection of Commitment to Diversity The Presidents will select the recipient by a simple majority vote at the Regional Business
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Conference. The Presidents shall have five (5) minutes for the consideration of the bid through Pro / Con discussion; this period of time may not be extended. After all bids have been exhausted, the Presidents shall have five (5) minutes for discussion of all bids prior to a vote; this period of time may be extended by a simple majority vote. Information not relevant to, nor ascertainable from a bid or presentation shall not be permitted in the discussion of that bid. These times may be changed at the discretion of the Coordinating Officer for RHA Relations. Bid teams will be notified of these decisions at least one (1) week prior to the opening of the conference. In the event of a tie, those tickets shall constitute the next ballot until a winner is chosen. In the event that no candidate receives a majority vote, another vote will be taken. If, after a second vote, two candidates do not have a majority, the lowest will be dropped. Subsection E.
Announcement of Commitment to Diversity The winner shall be announced award at the Regional Business Conference closing banquet.
Subsection F.
Letters of Support for Commitment to Diversity A bid for Commitment to Diversity must contain at least one letter of support
Subsection G.
Required Criteria for Commitment to Diversity 1) Introduction a) Diversity Mission Statement for Residence Life and the campus? b) What is your campus’ approach to diversity and to diversity issues? i) How/why was the approach developed? ii) How were students involved in the development? iii) How were university officials involved in the development? c) Statistics of diversity at your campus. d) Need for diverse programming (campus needs assessment of diversity).
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e) How else are these needs addressed (by additional departments/programmers)? 2) Goals in regard to your campus’ approach to diversity a) Who was involved in establishing the goals (were students?)? b) Were the goals achieved (honestly?)? c) Were the goals realistic with respect to diversity and the student(s) needs? d) Were these goals established this year? Or are the goals the same from year to year? 3) Programs a) List and provide a brief (couple of sentences) description on the various diversity programming at your campus (Residence Life and campus). b) Choose a MAXIMUM of five programs to discuss in length (Maximum of three pages per program). c) For each program discuss the following: i) Relatedness (1) Who was the target population? (2) How did it relate to the needs of your campus? ii) Proven effectiveness (1) How successful was the implemented program? (2) How was the evaluation of the program or concept carried out? (3) Number of participants? iii) Effects of the program (1) Who did the program effect? (2) What was the effect? (3) Any feedback you can provide from students (i.e. quotes of support) iv) Description (1) Number of people needed to organize? CENTRAL ATLANTIC POLICY BOOK | 90
(2) Time spent planning the program? (3) Planning process? (4) Goal of the Program?
Section 4.
Outstanding Advocacy Initiative
Subsection A.
Purpose of Outstanding Advocacy Initiative This award is designed to recognize a member institution that has demonstrated a studentinitiated commitment to advocating for their resident-students. Advocacy is defines as, but not limited to, any changes occurring as a result of student influence that lead to an increased safety, awareness, acceptance, or contribution on a campus or community-wide level.
Subsection B.
Eligibility for Outstanding Advocacy Initiative The award shall have an eligibility period from Regional Business Conference to Regional Business Conference. Only year specific information will be considered.
Subsection C.
Page and Font Requirements for Outstanding Advocacy Initiative Bids will be no longer than thirty (30) pages (10-12 point font size), including the letters of support and appendix as outlined in requirements vi and vii.
Subsection D.
Selection of Outstanding Advocacy Initiative The Presidents will select the recipient by a simple majority vote at the Regional Business Conference. The Presidents shall have five (5) minutes for the consideration of the bid through Pro / Con discussion; this period of time may not be extended. After all bids have been exhausted, the Presidents shall have five (5) minutes for discussion of all bids prior to a vote; this period of time may be extended by a simple majority vote. Information not relevant to, nor ascertainable from a bid or presentation shall not be permitted in the discussion of that bid. These
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times may be changed at the discretion of the Coordinating Officer for RHA Relations. Bid teams will be notified of these decisions at least one (1) week prior to the opening of the conference. In the event of a tie, those tickets shall constitute the next ballot until a winner is chosen. In the event that no candidate receives a majority vote, another vote will be taken. If, after a second vote, two candidates do not have a majority, the lowest will be dropped. Subsection E.
Announcement of Outstanding Advocacy Initiative The winner shall be announced at the Regional Business Conference closing banquet.
Subsection F.
Letters of Support for Outstanding Advocacy Initiative A bid for Outstanding Advocacy Initiative must contain at least one letter of support.
Subsection G.
Required Criteria for Outstanding Advocacy Initiative 1) Introduction a) What are the needs and characteristics of your campus? b) What are the needs and characteristics of your RHA? c) Explain why this initiative qualifies as advocacy and the necessity of the initiative. d) Explain your organization’s approach to and support of this advocacy effort. e) How involved were students in this initiative? f) Who proposed this initiative? g) What were the underlying concerns? 2) Goals a) How did you establish the need to advocate for this initiative? b) What goals were established with the residential and campus community? c) Who was involved in establishing these goals? d) When were these goals established?
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e) Explain how the goals were achieved, as well as any goals that were not achieved. 3) Implementation a) Explain the step-by-step process for execution of this initiative i) Provide a timeline ii) Provide a budget b) Who was involved in the implementation? (Professional staff, student groups, etc.) c) How did the overall advocacy efforts of your organization meet the needs of the student population? d) How many students partook in this initiative? e) Explain the effect these efforts changed the campus population. 4) Effect on Campus a) Who did the advocacy efforts impact? i) How many students participated? ii) How did it change the target population and culture on campus? iii) What professional staff did it impact? b) How effective was the implementation? c) How did the advocacy efforts affect the residents on campus? d) How many students partook in this initiative? More specifically, how many residents? e) What is the long-term impact of this initiative on campus? f) How did you measure this? (Both quantitatively and qualitatively). g) How did you evaluate the impact? (Student quotes, statements, policy changes, etc.) 5) Conclusion a) What is the effect of these efforts on your campus as well as your organization?
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b) How did you evaluate the effect on campus? Please provide examples. c) What did you and your organization learn from this experience? d) How can the execution of this initiative be improved? e) If you could change anything about the initiative, what would it be? Please explain. f) How is this initiative adaptable to other campuses? 6) Letters of support (maximum of five (5) pages) a) RHA/NRHH Chapter b) Professional Staff member 7) Appendix (maximum of ten (10) pages) a) Mission statement from RHA constitution, etc. b) Publicity items c) Article clippings d) Correspondence e) Of the Month submissions f) Other applicable items
ARTICLE III. Section 1.
INDIVIDUAL STUDENT AWARDS First Year Experience Award
Subsection A.
Purpose of the First Year Experience Award The First Year Experience Award recognizes the outstanding contributions of a first year student. This award encourages involved first year students to remain active in leadership positions and to continue improving the residence hall environment on campus.
Subsection B.
Eligibility for the First Year Experience Award The awards shall be judged based on a time period from Regional Business Conference to Regional Business Conference. Only year specific information will be considered. All nominees must be a student at a member school in good standing, and all nominees must live in an oncampus housing unit.
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Subsection C.
Page and Font Requirements for the First Year Experience Award Bids will be no longer than eight (8) pages (10-12 point font size).
Subsection D.
Selection of the First Year Experience Award The Presidents will select the recipient by a simple majority vote at the Regional Business Conference. The Presidents shall have five (5) minutes for the consideration of the bid through Pro / Con discussion; this period of time may not be extended. After all bids have been exhausted, the Presidents shall have five (5) minutes for discussion of all bids prior to a vote; this period of time may be extended by a simple majority vote. Information not relevant to, nor ascertainable from a bid or presentation shall not be permitted in the discussion of that bid. These times may be changed at the discretion of the Coordinating Officer for RHA Relations. Bid teams will be notified of these decisions at least one (1) week prior to the opening of the conference. In the event of a tie, those tickets shall constitute the next ballot until a winner is chosen. In the event that no candidate receives a majority vote, another vote will be taken. If, after a second vote, two candidates do not have a majority, the lowest will be dropped.
Subsection E.
Announcement of the First Year Experience Award The winner shall be announced at the Regional Business Conference closing banquet.
Subsection F.
Letters of Support for the First Year Experience Award A bid for First Year Experience must contain at least one letter of support from an advisor or residence hall staff member.
Subsection G.
Required Criteria for the First Year Experience Award 1) Recipients must be of freshman status or a student involved in a residence hall environment for their first year at an institution with no previous residential life experience. CENTRAL ATLANTIC POLICY BOOK | 95
2) 3) 4) 5) 6)
(May have just completed their first year within 60 days of the NACURH Annual Conference.) Recipient must be returning to the residence halls or university housing for the following semester. Recipient shall write an essay on why s/he should be honored with the First Year Experience Award. The bid must include a letter of good standing from the Dean of Students or Registrar of the recipient’s host institution. The bid shall have one letter of recommendation from an advisor or residence hall staff member. The bid shall include a list of collegiate accomplishments and involvement.
Subsection H.
Recommended Criteria for the First Year Experience Award 1) Involvement at the state, regional, or NACURH level (i.e. community service, NRHH, program presentations, at conferences, campus organizations, case study, etc.). 2) Academic Honors (i.e. Dean’s List, scholarships, etc.). 3) Community involvement.
Subsection I.
Recommended Essay Topics for the First Year Experience Award 1) Why you became involved in your residence life program (floor, hall, or campus government)? 2) How your experiences helped you grow and develop? 3) What are your ideas and goals for the next year?
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Section 2.
National Communications Coordinator (NCC) of the Year
Subsection A.
Purpose of NCC of the Year Recognizes outstanding service to CAACURH by an individual who has been directly affiliated with the organization.
Subsection B.
Eligibility for NCC of the Year Nominees must have completed or must currently be completing an entire term of office as NCC as prescribed by their host school’s governing body
Subsection C.
Page and Font Requirements for NCC of the Year Bids will be no longer than eight (8) pages (10-12 point font size).
Subsection D.
Selection of NCC of the Year The National Communication Coordinators will select the recipient by a simple majority vote at the Regional Business Conference. The National Communications Coordinators shall have five (5) minutes for the consideration of the bid through Pro / Con discussion; this period of time may not be extended. After all bids have been exhausted, the National Communications Coordinators shall have five (5) minutes for discussion of all bids prior to a vote; this period of time may be extended by a simple majority vote. Information not relevant to, nor ascertainable from a bid or presentation shall not be permitted in the discussion of that bid. These times may be changed at the discretion of the Regional Director. Bid teams will be notified of these decisions at least one (1) week prior to the opening of the conference. In the event of a tie, those tickets shall constitute the next ballot until a winner is chosen. In the event that no candidate receives a majority vote, another vote will be taken. If, after a second vote, two candidates do not have a majority, the lowest will be dropped.
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Subsection E.
Announcement of NCC of the Year The winner shall be announced at the Regional Business Conference closing banquet.
Subsection F.
Letters of Support for NCC of the Year A bid for NCC of the Year must contain at least one letter of support. The bid must also include a letter of good standing from the Dean of Students or Registrar of the recipient’s host institution.
Subsection G.
Required Criteria for NCC of the Year 1) State, regional and NACURH correspondence. 2) Recognition through awards: campus, regional, and NACURH services. 3) Participation in campus, state, regional and NACURH services. 4) Participation in conferences: delegation building, spirit and attendance participation in meetings and programs. 5) The bid must include a letter of good standing from the Dean of Students or Registrar of the recipient’s host institution.
Section 3.
Student of the Year
Subsection A.
Purpose of Student of the Year This award recognizes outstanding service to CAACURH by an individual who has been directly affiliated with the organization.
Subsection B.
Eligibility for Student of the Year Nominees for Student of the Year cannot have been an NCC in the past year.
Subsection C.
Page and Font Requirements for Student of the Year Bids will be no longer than eight (8) pages (10-12 point font size).
Subsection D.
Selection of Student of the Year The National Communication Coordinators will select the recipient by a simple majority vote at the Regional Business Conference. The National Communications Coordinators shall have five (5)
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minutes for the consideration of the bid through Pro / Con discussion; this period of time may not be extended. After all bids have been exhausted, the National Communications Coordinators shall have five (5) minutes for discussion of all bids prior to a vote; this period of time may be extended by a simple majority vote. Information not relevant to, nor ascertainable from a bid or presentation shall not be permitted in the discussion of that bid. These times may be changed at the discretion of the Regional Director. Bid teams will be notified of these decisions at least one (1) week prior to the opening of the conference. In the event of a tie, those tickets shall constitute the next ballot until a winner is chosen. In the event that no candidate receives a majority vote, another vote will be taken. If, after a second vote, two candidates do not have a majority, the lowest will be dropped. Subsection E.
Announcement of Student of the Year The winner shall be announced at the Regional Business Conference closing banquet.
Subsection F.
Letters of Support for Student of the Year A bid for Student of the Year must contain at least one letter of support. The bid must also include a letter of good standing from the Dean of Students or Registrar of the recipient’s host institution.
Subsection G.
Required Criteria for Student of the Year 1) Service to RHA, campus, state, regional, and NACURH correspondence. 2) Recognition through awards: campus, state, regional, and NACURH services. 3) Participation in campus, state, regional and NACURH services. 4) Participation in conferences: spirit and attendance, and participation in meetings and programs. 5) The bid must include a letter of good standing from the Dean of Students or Registrar of the nominee’s host institution.
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Section 4.
Justin M. Schwendeman RHA President of the Year
Subsection A.
Purpose of Justin M. Schwendeman RHA President of the Year This award recognizes outstanding service to CAACURH by an RHA President who has had a direct positive impact on their school and CAACURH
Subsection B.
Eligibility for Justin M. Schwendeman RHA President of the Year Nominees for Justin M. Schwendeman RHA President of the Year must have completed or currently be completing an entire term of office as RHA President as prescribed by their host school’s governing body.
Subsection C.
Page and Font Requirements for Justin M. Schwendeman RHA President of the Year Bids will be no longer than eight (8) pages (10-12 point font size).
Subsection D.
Selection of Justin M. Schwendeman RHA President of the Year The Presidents will select the recipient by a simple majority vote at the Regional Business Conference. The Presidents shall have five (5) minutes for the consideration of the bid through Pro / Con discussion; this period of time may not be extended. After all bids have been exhausted, the Presidents shall have five (5) minutes for discussion of all bids prior to a vote; this period of time may be extended by a simple majority vote. Information not relevant to, nor ascertainable from a bid or presentation shall not be permitted in the discussion of that bid. These times may be changed at the discretion of the Coordinating Officer for RHA Relations. Bid teams will be notified of these decisions at least one (1) week prior to the opening of the conference. In the event of a tie, those tickets shall constitute the next ballot until a winner is chosen. In the event that no candidate receives a majority
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vote, another vote will be taken. If, after a second vote, two candidates do not have a majority, the lowest will be dropped. Subsection E.
Announcement of Justin M. Schwendeman RHA President of the Year The winner shall be announced at the Regional Business Conference closing banquet.
Subsection F.
Letters of Support for Justin M. Schwendeman RHA President of the Year A bid for Justin M. Schwendeman RHA President of the Year must contain at least one letter of support, and one of them is required to be from the nominee’s residential housing organization. The bid must also include a letter of good standing from the Dean of Students or Registrar of the recipient’s host institution.
Subsection G.
Required Criteria for Justin M. Schwendeman RHA President of the Year 1) Service to RHA, campus, state, region, and nation. 2) Recognition through awards: campus, state, regional, and NACURH services. 3) Participation in campus, state, regional and NACURH services. 4) Participation in conferences: spirit and attendance, and participation in Presidential Programming Track during the CAACURH Regional Leadership and Regional Business Conferences. 5) Regularly communicate with all RHA Presidents through email, posting on the NACURH Forum, and by participating in scheduled online chats. 6) Should be in contact with and assist the CO for RHA Relations, Associate Director for NRHH, or Regional Board Member currently fulfilling these aforementioned duties. 7) Service to affiliated residential housing organization by exhibiting: delegation, communication, goal-setting, execution of goals, connection with his/her board and the
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residential housing community, leadership, motivation and enthusiasm, success or growth of the organization, and creativity. 8) The bid must include at least two (2) letters of support: a) A letter of good standing from the Dean of Students or Registrar of the nominee’s host institution. b) A letter of support from the nominee’s residential housing organization
Section 5.
Distinguished Service Award
Subsection A.
Purpose of the Distinguished Service Award This award was designed to recognize distinguished student leadership while serving CAACURH, and schools over a several year period.
Subsection B.
Eligibility for the Distinguished Service Award Nominees must be a student and live in an oncampus housing unit.
Subsection C.
Page and Font Requirements for the Distinguished Service Award Bids will be no longer than sixteen (16) pages (1012 point font size).
Subsection D.
Selection of the Distinguished Service Award The recipient of this award will be chosen by the Regional Directorship.
Subsection E.
Announcement of the Distinguished Service The winner shall be announced at the Regional Business Conference closing banquet.
Subsection F.
Letters of Support for the Distinguished Service Award A bid for the Distinguished Service Award must contain at least one letter of support, and one of them is required to be from the nominee’s residential housing organization. The bid must also include a letter of good standing from the Dean of Students or Registrar of the recipient’s host institution.
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Subsection G.
ARTICLE IV. Section 1.
Required Criteria for the Distinguished Service Award 1) Campus, state, regional, and NACURH involvement (i.e Regional Board, Conference Staff, etc.) 2) Recognition received through awards: campus, state, regional, and NACURH. 3) Participation in campus, state, regional, and NACURH services. 4) Participation in conference: attendance, presenting programs, etc. 5) The bid must include a letter of good standing from the Dean of Student or Registrar of the recipient’s host institution.
INDIVIDUAL PROFESSIONAL AWARDS Bonnie S. Byrne Advisor of the Year Award
Subsection A.
Purpose of the Advisor of the Year Award This award recognizes the outstanding contributions of an advisor to both member schools and CAACURH.
Subsection B.
Eligibility for the Advisor of the Year Award Nominees for the Advisor of the Year award must be a residence life professional in an advising position on their campus.
Subsection C.
Page and Font Requirements for the Advisor of the Year Award Bids will be no longer than eight (8) pages (10-12 point font size).
Subsection D.
Selection of the Advisor of the Year Award The National Communications Coordinators will select the recipient by a simple majority vote at the Regional Business Conference. The National Communications Coordinators shall have five (5) minutes for the consideration of the bid through Pro / Con discussion; this period of time may not be extended. After all bids have been exhausted, the National Communications Coordinators shall have five (5) minutes for discussion of all bids prior to a vote; this period of CENTRAL ATLANTIC POLICY BOOK | 103
time may be extended by a simple majority vote. Information not relevant to, nor ascertainable from a bid or presentation shall not be permitted in the discussion of that bid. These times may be changed at the discretion of the Regional Director. Bid teams will be notified of these decisions at least one (1) week prior to the opening of the conference. In the event of a tie, those tickets shall constitute the next ballot until a winner is chosen. In the event that no candidate receives a majority vote, another vote will be taken. If, after a second vote, two candidates do not have a majority, the lowest will be dropped. Subsection E.
Announcement of the Advisor of the Year Award The winner shall be announced at the Regional Business Conference closing banquet.
Subsection F.
Letters of Support for the Advisor of the Year Award A bid for the Advisor of the Year Award must contain at least one letter of support.
Subsection G.
Required Criteria for the Advisor of the Year Award 1) Campus, state, regional, and NACURH involvement. 2) Recognition received through awards: campus, state, regional, and NACURH. 3) Participation in conferences: attendance and program presenting. 4) Award shall include the nominee’s job and/or position description as an advisor. 5) Participation in campus, regional, and NACURH services. 6) Success in advising their student group.
Section 2.
Hallenbeck Service Award
Subsection A.
Purpose of the Hallenbeck Service Award Named after Dr. Dan Hallenbeck, former NACURH advisor, this award recognizes outstanding and continuous service to NACURH of a full-time housing or student affairs professional. CENTRAL ATLANTIC POLICY BOOK | 104
Subsection B.
Eligibility for the Hallenbeck Service Award Nominees must be a full-time housing or student affairs professional at a member institution.
Subsection C.
Page and Font Requirements for the Hallenbeck Service Award Bids will be no longer than sixteen (16) pages (1012 point font size).
Subsection D.
Selection of the Hallenbeck Service Award The recipient of this award will be chosen by the Regional Directorship.
Subsection E.
Announcement of the Hallenbeck Service Award The winner shall be announced at the Regional Business Conference closing banquet.
Subsection F.
Letters of Support for the Hallenbeck Service Award A bid for the Hallenbeck Service Award must contain at least one letter of support.
Subsection G.
Required Criteria for the Hallenbeck Service Award 1) Campus, state, regional, and NACURH involvement (i.e. Regional Board, Conference Staff, etc.). 2) Recognition received through awards: campus, state, regional, and NACURH. 3) Participation in campus, state, regional and NACURH services. 4) Participation in conferences: attendance, presenting Programs, etc.
ARTICLE V. Section 1.
GENERAL POLICIES FOR ALL REGIONAL NATIONAL RESIDENCE HALL HONORARY (NRHH) AWARD BIDS Reference Please refer to the CAACURH NRHH Policy Book for all information regarding CAACURH National Residence Hall Honorary (NRHH) Award Bids
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Article VI.
REGIONAL BUSINESS POST-CONFERENCE BIDDING
Section 1.
Post-Conference Bidding
Subsection A.
Purpose To select regional winners and regional nominees to represent CAACURH in NACURH-level bidding if no winner for a specific award was selected at the end of the Regional Business Conference.
Subsection B.
Regional Nominee A regional nominee shall be defined as a bid selected by regional representatives to represent the Central Atlantic Affiliate on the NACURH level.
Subsection C.
Regional Winner A regional winner shall be defined as a bid selected as the regional winner by representatives but is unable to be considered on the NACURH level because either the award does not exist on the NACURH level or the bid does not meet NACURH Requirements.
Section 2.
Distribution and Eligibility
Subsection A.
Discretion All awards are optional and shall be given at the discretion of Regional Director.
Subsection B.
Adjudication All awards shall be based on a written bid only unless a presentation is required.
Subsection C.
RBD Ineligibility All current Regional and NACURH elected officers, the NACURH person(s), NACURH NBD Liaison(s), NACURH Office Directors and Associate Directors are ineligible to bid for all CAACURH Awards. In the case where a vacancy of a normally elected officer is appointed, and the appointment term overlaps with the award timeline, that person shall also be ineligible.
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Subsection D.
Section 3.
Bid Availability Bids shall be made available to the appropriate voting representatives based on the timeline set forth by the Coordinating Officer for Bidding in consultation with the Regional Director.
Submission
Subsection A.
Good Standing Requirement Any fully affiliated CAACURH member school in good standing may submit one bid per CAACURH award.
Subsection B.
Letter of Intent Nominations must be submitted to the Coordinating Officer for Bidding, Recognition, and Service in writing. This letter of intent must be received on or before the published date as determined by him or her.
Subsection C.
Electronic Format An electronic final copy of the completed bid, in a format determined by the Regional Director, and Coordinating Officer for Bidding, Recognition, and Service, must be received by the Coordinating Officer for Bidding, Recognition, and Service on or before the published date as determined by him or her. Within 24 hours of the deadline, the Coordinating Officer for Bidding, Recognition, and Service shall confirm reception of the electronic bid, consistent with the format prescribed. If not prescribed, the author shall have 24 hours to resubmit the bid at the discretion of the Coordinating Officer for Bidding, Recognition, and Service in consultation with the Regional Director.
Section 4.
Timeline & Procedures
Subsection A.
Post-Conference Bidding Timeline A timeline, as decided upon by the Coordinating Officer for Bidding, Recognition, and Service in consultation with the Regional Director shall be
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released no later than three (3) weeks after the close of the Regional Business Conference. Subsection B.
Requirements All post-conference award bids will follow the bid requirements outlined under Title V, Regional Business Conference Awards.
Subsection C.
Discussion Procedures 1) The Regional Director shall start an email thread to regional representatives to begin discussion on all bids being considered. 2) No discussion points will be accepted after the discussion period is closed.
Subsection D.
Voting Procedures 1) Upon the close of discussion, the Regional Director shall start a new email thread for regional representatives to vote on the regional winner and/or nominee. 2) Failure to submit a vote prior to deadline or not submitting a vote at all will result in an institution being recorded as “abstain” for official record keeping purposes.
Subsection E.
Announcement of Winners/Nominees The regional winners and/or regional nominees shall be notified via email and an official announcement shall be made to the region following this notification
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Title Six | Miscellaneous Awards ARTICLE I PIN AWARDS ARTICLE II SCHOLARSHIPS AND GRANTS ARTICLE III REGIONAL LEADERSHIP CONFERENCE AWARDS
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ARTICLE I.
PIN AWARDS
Section 1.
Silver Pin Award
Subsection A.
Purpose The pin shall be awarded to individuals who have provided leadership and direction to CAACURH.
Subsection B.
Selection The Silver Pin Award is a regional award given at the Regional Director’s discretion.
Subsection C.
Distribution The pins may be purchased from NACURH at a price determined by the NAF. The maximum number of pins that may be given out in a year is equal to the number of regional affiliates in NACURH. These may be distributed anytime during the year however all need not be distributed.
Section 2.
Bronze Pin Award
Subsection A.
Purpose The pin shall be awarded to individuals who have provided leadership and direction to their campus organizations.
Subsection B.
Selection The Bronze Pin Award is a school award given by the RHA or NRHH President.
Subsection C.
Distribution The pins may be purchased from the NCO at a price determined by the NAF. The maximum number of pins that may be given out in a year is equal to the number of regional affiliates in NACURH.
Section 3.
CAACURH Three Year Service Pin
Subsection A.
Purpose The CAACURH Three (3) Year Service Pin Award is given to those individuals who have contributed three years of service to a NACURH member CENTRAL ATLANTIC POLICY BOOK | 110
school. These individuals should have also attended three conferences, one of which can be the conference the pin is awarded at. The recipient must have committed three years of service to a residence life program. Subsection B.
Selection The nominee must fill out an application, located in the appendix of Title Six. It must be completed, and verified that the individual has met the qualifications and is in good standing. In addition, the application must be signed by the NCC and the RHA or NRHH advisor.
Subsection C.
Distribution CAACURH Three Year Service Pins shall be distributed at the NACURH Annual Conference to those individuals who fulfilled all requirements, and who have submitted their application to the Regional Director by April 1st.
Section 4.
Conference Staff Service Pin
Subsection A.
Purpose The Conference Staff Service Pin is designed to recognize each member of a conference staff for their service and dedication to the region in planning a CAACURH conference.
Subsection B.
Distribution Each Regional Leadership and Regional Business Conference Chair or designee will be given up to 10 (ten) pins to present at the closing banquet. If additional pins are needed they may be purchased from the region, at a cost set by the ADAF, in excess of the 10 (ten) provided by the region. Past conference staff members can purchase recognition pins at a cost set by the ADAF.
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Section 5.
Cougar Pride Award
Subsection A.
Purpose The Cougar Pride Award is a regional award given to those individuals who provide leadership and direction to CAACURH.
Subsection B.
Selection The Cougar Pride Award is given at the discretion of all Regional Board members, with the exception of the Regional Director.
Subsection C.
Distribution Each board member will be limited to three pins over the course of their term. These may be distributed at any time, though all need not be distributed. (11/2005)
Section 6.
Outstanding Programmer Award
Subsection A.
Purpose The Outstanding Programmer Award is awarded to those individuals who presented outstanding programs at the Regional Leadership Conference.
Subsection B.
Selection These programs will be selected based on criteria agreed upon by the conference staff and the Regional Board of Directors. The selection criteria will include peer evaluations, given at each program.
Subsection C.
Distribution The Outstanding Programmer Award shall be distributed at the close of the Regional Leadership Conference. (11/2005)
ARTICLE II.
Scholarships and Grants
Section 1.
CAACURH Scholarship Program
Subsection A.
Purpose The purpose of the CAACURH Scholarship Program is to assist students in the CAACURH
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region who demonstrate exceptional leadership in residence life, yet have financial limitations that may prevent attendance at conferences. Subsection B.
Award The CAACURH Scholarship will compensate the recipient(s) for the delegate registration cost at a regional conference. This payment will occur as a reimbursement to the recipient(s) host institution(s).
Subsection C.
Travel The applicant’s institution will be responsible for travel costs to and from their institution. A letter stating financial support for travel costs from a professional staff member must be submitted with the scholarship application.
Subsection D.
Program The CAACURH Scholarship recipient(s) will be responsible for proposing a program session at the Regional Leadership Conference on any topic. The CAACURH Scholarship recipient(s) for the Regional Business Conference will be responsible for submitting a presentation on the workings of their respective school’s RHA and/or NRHH to the RBD to be shared with the region. This reimbursement will only be made if the program is selected and is presented by the recipient; if the program is not selected it does not need to be presented and the recipient will still be reimbursed.
Subsection E.
Application Timeline CAACURH Scholarship applications will be distributed by the ADAF. The applications will be distributed to the region at least six (6) weeks before the start of the Regional Leadership Conference and Regional Business Conference. The scholarship application is to be electronically submitted to the ADAF or his/her designee at least three (3) weeks before the start of the Regional Leadership Conference and Regional Business Conference. The recipient will be
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notified at least one (1) week before the start of the Regional Leadership Conference and Regional Business Conference. In the event that the aforementioned timeline has not been fulfilled, the RBD will decide an appropriate course of action in a timely manner and it will be subsequently communicated to the region. Subsection F.
Selection 1) The RBD will determine the recipient(s) of the CAACURH Scholarship. The RBD will determine the number of scholarships to be given out each year based on conference registration costs and available budget. Scholarships need not be awarded every year if it is agreed by the RBD that there is no sufficient financial hardship needing/requesting funding for conferences. 2) The ADAF shall handle the recognition of the recipient(s) at closing ceremonies, along with the CO for Bidding, Recognition, and Service. The ADAF shall handle the allocation of the reimbursement check(s) to the recipient(s) host institution(s).
Subsection G.
Criteria for Selection The criteria that the applications for scholarships will be judged on will include, but not be limited to: 1) Need 2) Size of school 3) Size of budget 4) Regional Participation 5) Number of delegates attending this conference 6) Number of delegates that attend each of the past two conferences 7) Involvement in Residence Life 8) Originality of program proposal
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Section 2.
CAACURH Scholarship to the Annual Conference
Subsection A.
Purpose The purpose of the CAACURH Scholarship to the NACURH Annual Conference is to recognize students within CAACURH who demonstrate exceptional leadership in residence life by off setting registration costs for the recipient(s) the NACURH Annual Conference.
Subsection B.
Award The CAACURH Scholarship to the NACURH Annual Conference will compensate the recipient(s) for the delegate registration cost at the NACURH Annual Conference. This payment will occur as a reimbursement to the recipient(s) host institution(s).
Subsection C.
Travel The applicant(s)’s institution(s) will be responsible for travel costs to and from their institution. A letter stating financial support for travel costs from a professional staff member must be submitted with the scholarship application.
Subsection D.
Application Timeline NACURH Annual Scholarship applications will be distributed by the ADAF. The applications will be distributed to the region at least six (6) weeks before the start of the National Conference. The scholarship application is to be electronically submitted to the ADAF or his/her designee at least three (3) weeks before the start of the National Conference. The recipient will be notified at least one (1) week before the start of the National Conference. In the event that the aforementioned timeline has not been fulfilled, the RBD will decide an appropriate course of action in a timely manner and it will be subsequently communicated to the region.
Subsection E.
Selection 1) The RBD will determine the recipient(s) of the CAACURH Scholarship to the NACURH Annual CENTRAL ATLANTIC POLICY BOOK | 115
Conference. The RBD will determine the number of scholarships to be given out each year based on conference registration costs and available budget. Scholarships need not be awarded every year if it is agreed by the RBD that there is no sufficient financial hardship needing/requesting funding for conferences. 2) The ADAF shall handle the recognition of the recipient(s) along with the CO for Bidding, Recognition, and Service. The ADAF shall handle the allocation of the reimbursement check(s) to the recipient(s) host institution(s). Subsection F.
Section 3.
Criteria for Selection 1) Registered to attend the NACURH Annual Conference 2) Campus Participation 3) Regional Participation 4) NACURH Participation 5) Residence Life Organization Budget
Programming Grant
Subsection A.
Purpose The purpose of the CAACURH Programming Grant is to provide funding for programs at affiliated institutions in order to help carry out the mission and vision of CAACURH.
Subsection B.
CAACURH Programming Grant Selection Committee 1) The CAACURH Programming Grant will be awarded at the Regional Leadership Conference. 2) The CAACURH Programming Grant will be provided based on the decision of the CAACURH RHA Presidents. 3) The CAACURH Programming Grant shall be voted upon during RHA President Boardroom at the annual Regional Leadership Conference.
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4) A programming grant shall not be rewarded if the CAACURH RHA Presidents believe there are no qualified applicant(s). 5) Only RHA Presidents of affiliated schools will be given voting rights in the selection of the Programming Grant. 6) The Programming Grant process shall be overseen by the ADAF including but not limited to applications and marketing materials. All submitted applications will be given to the CO for RHA Relations. 7) The CO for RHA Relations must distribute the applications and corresponding materials to the RHA Presidents no later than one week prior to the opening ceremonies of the Regional Leadership Conference. 8) The ADAF must be notified of the winning recipient(s) prior to the Closing Banquet at the Regional Leadership Conference. 9) The ADAF will oversee the allocation of funds to the winning recipient(s). Subsection C.
Deadline Completed applications will be due to the ADAF no later than 11:59pm EST two (2) weeks before the day of the opening ceremony of the Regional Leadership Conference. The CO for RHA Relations and ADAF will announce its decision and award the grants at the closing ceremonies of the Regional Leadership Conference. In the event that the aforementioned timeline has not been fulfilled, the RBD will decide an appropriate course of action in a timely manner and it will be subsequently communicated to the region.
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Subsection D.
Program Guidelines The award will be in the form of a reimbursement check given out by the ADAF. The winning institution(s) must hold the program and submit all receipts to the ADAF no later than March 1st of the same Affiliation Year. If the institution does not provide the ADAF with receipts by March 1st, they will not be reimbursed for the program.
Subsection E.
Eligibility Applicants must meet the following minimum criteria: 1) Must be fully affiliated with CAACURH. 2) Must be in good financial standing with CAACURH/NACURH. 3) Must submit a wrap up report within thirty (30) days of the conclusion of the program. 4) Applications for the grant must feature programs that take place sometime between the current Regional Leadership Conference, in which the Programming Grant is being awarded, through March 1st. Applications that do not fall within this time frame may be considered at the discretion of the ADAF. 5) Applications for programs only taking place from April to November shall be accepted for the time period: from Regional Leadership Conference to Regional Business Conference, in which recipients of those grants shall be announced at the Regional Business Conference.
Subsection E.
Required Application Criteria The ADAF shall create an updated application that addresses/includes the following minimum criteria: 1) How will this program benefit members of your residence hall community? 2) What portion of the student population does this program benefit? 3) How many people is this program expected to reach out to?
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4) Is this the first time this program is being presented? 5) How will CAACURH be recognized? 6) Overview of the program. 7) Detailed program budget. 8) RHA and NRHH annual budget. Subsection F.
Recipient Expectations & Wrap-Up Report 1) Recipients of the Programming Grant will be required to put the CAACURH logo on all program advertisements. 2) All recipients of the CAACURH Programming Grant will be required to submit a wrap up report to the ADAF within thirty (30) days of the conclusion of the program. Institutions who fail to submit a wrap up report within the thirty (30) days will be put in bad financial standing with CAACURH. 3) The ADAF will be charged with ensuring a Wrap Up Report Submission Form is created and sent to the Programming Grant recipient(s) within 14 days of closing ceremonies of the CAACURH Regional Leadership Conference. 4) The Wrap up report must include the following minimum criteria: a) Did the program meet its intended goals? Why or why not? b) How many people attended this program? c) How can this program be implemented at other institutions? d) What would you change for the future? e) Strengths and Weaknesses of the Program f) Include a final budget g) Include a copy of all program advertisements.
Subsection G.
Financial Disclaimers 1) Any funds granted to an institution that are not used for the program in which they were awarded must be refunded to CAACURH
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within thirty (30) days of the completion of the program. 2) The RHA Presidents shall not allocate more grants than are allowed by the fiscal year budget. The ADAF may choose to stop the allocation of grants if he/she deems that the region is experiencing a financial hardship.
Section 4.
CAACURH Textbook Scholarship
Subsection A.
Purpose The purpose of the CAACURH Textbook Scholarship is to assist students in the CAACURH region who demonstrate exceptional academic leadership in residence halls, yet have financial limitations that may prevent purchasing of necessary textbooks for collegiate courses.
Subsection B.
Award 1) The CAACURH Scholarship will compensate the recipient(s) for a maximum amount of money determined by the RBD towards collegiate textbooks. This payment will be made directly to the recipient(s) after proof of purchased textbooks is provided to the RBD through a receipt and syllabus listing required textbooks. 2) The CAACURH Scholarship will be awarded at the Regional Leadership Conference. 3) The scholarship will be given away to be used during the recipient's(s') next academic term following the Regional Leadership Conference. The recipient(s) will provide the RBD with the start date of their next academic term. The textbooks must be purchased in the time period between the end of the Regional Leadership Conference and the provided start date for the recipient(s) following academic term. 4) The recipient will have two weeks after the beginning date of their next academic term after the Regional Leadership Conference to send the textbook receipt(s) to the ADAF. Once the ADAF has received a receipt for CENTRAL ATLANTIC POLICY BOOK | 120
collegiate textbooks purchased in the above mentioned time period, the ADAF will send the recipient(s) a reimbursement check for the approved amount. 5) If a receipt is not received by the ADAF two weeks after the provided start date for the recipient(s) following academic term after the Regional Leadership Conference, the recipient(s) will not be reimbursed for textbooks. Subsection C.
Application Timeline The CAACURH Textbook Scholarship applications will be distributed by the ADAF. The applications will be distributed to the region at least six (6) weeks before the start of the Regional Leadership Conference. The scholarship application is to be electronically submitted to the ADAF or his/her designee at least three (3) weeks before the start of the Regional Leadership Conference. The recipient will be notified at the Regional Leadership Conference Closing Ceremonies. In the event that the aforementioned timeline has not been fulfilled, the RBD will decide an appropriate course of action in a timely manner and it will be subsequently communicated to the region.
Subsection D.
Selection 1) The RBD will determine the recipient(s) of the CAACURH Textbook Scholarship. The RBD will determine the number of scholarships to be given out each year based on available budget. Scholarships need not be awarded every year if it is agreed by the RBD. 2) The ADAF shall handle the recognition of the recipient(s) at closing ceremonies, along with the CO for Bidding, Recognition, and Service. The ADAF shall handle the allocation of the reimbursement check(s) to the recipient(s).
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Subsection E.
ARTICLE III. Section 1.
REGIONAL LEADERSHIP CONFERENCE AWARDS Best Banner / Best Display
Subsection A.
Section 2.
Criteria for Selection The criteria that the applications for the CAACURH Textbook Scholarships will be judged on will include, but not be limited to: 1) Need 2) Dedication to academics 3) Academic success 4) Involvement in Residence Life 5) Dedication to role modeling academic success within the residence halls 6) Letter of Recommendation from a Residence Life professional
Criteria To be given by the conference staff. The criteria are as follows: 1) Creativity/Originality (10%) 2) Relation to Conference Theme (10%) 3) Aesthetic Value/General Appearance (20%) 4) Description information about school for delegates (10%) 5) Relevant information about the school's residence halls and government (50%) 6) The host school is encouraged to present a banner and a display, but is ineligible for these awards.
Spirit Award
Subsection A.
Criteria The Spirit Award shall be selected by the conference staff using the following points system: 1) On-time and complete submission of registration materials (5 points) 2) Submission of at least one bid (5 points) 3) Program presentation 4) 1% to 24% of delegation (5 points) 5) 25% or more of delegation (10 points) 6) Per Top 10 Program (5 points)
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7) Submission of a School Banner (5 points) 8) Submission of a School Display (5 points) 9) Participation in Roll Call (5 points) 10)Roll Call creativity and enthusiasm (0 – 5 points) 11)School and CAACURH pride and enthusiasm (0 – 20 points) Subsection B.
Tie In the case of a tie, the conference staff shall decide the winner.
Subsection C.
Award The winning school is required to bring the Spirit Flag to both the NACURH Annual Conference and the next Regional Leadership Conference. If the winning school is unable to attend either conference, the Spirit Flag must be given to the Regional Director at least two (2) weeks in advance of the conference. At the next Regional Leadership Conference, the Spirit Flag must be given to the Regional Director upon the school’s arrival to the conference site.
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Title Seven | Conferences ARTICLE I CONFERENCE POLICIES ARTICLE II CONFERENCE GUIDELINES
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ARTICLE I.
CONFERENCE POLICIES
Section 1.
Conferences
Subsection A.
Annual Regional Conferences CAACURH shall hold an annual Regional Leadership and Regional Business Conference for all member schools and observers from nonmember schools.
Subsection B.
Host Bidding At the Regional Leadership or Regional Business Conferences, any member school may submit a bid to host the next Regional Leadership or Regional Business Conference, respectively.
Subsection C.
Host Selection The conference site shall be selected by a majority of the NCCs or their designees in the process described in Title Seven, Article II, Section 2.
Subsection D.
Tie In the event of a tie, those tickets shall constitute the next ballot until a winner is chosen.
Subsection E.
Run-off Vote In the event that no candidate receives a majority vote, another vote will be taken. If, after a second vote, two candidates do not have a majority, the lowest will be dropped.
Subsection F.
Post-Conference Host Site Bidding In the event that no conference site is selected, the conference bidding procedure will occur at the following conference. In the event that no conference site is selected at that following conference then the Regional Director will notify the NACURH Chairperson and the NACURH Conference Resource Consultant and enter into online conference host selection. Should a host site not be identified 6 months prior to a conference, a committee of the Regional Board of Directors, the NACURH Chairperson and the
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NACURH Conference Resource Consultant will determine a course of action. Subsection G.
CAACURH and NACURH Policies The Regional Leadership and Regional Business Conferences must adhere to all policies according to the Regional and NACURH Governing Documents.
Subsection H.
Duties of the Conference Chairperson 1) Planning, coordinating, staffing, and carrying out the regional conference. 2) Acting as a liaison between the conference staff and the regional officers. 3) Submitting a written monthly conference update to the RBD each month prior to the closing of the conference. 4) Giving a formal written and oral conference report at each NCC business meeting before the conference. 5) Facilitating the creation and distribution of the Conference Wrap-up Report according to Title Seven of the CAACURH Policy Book.
Subsection I.
Duties of the Conference Finance Chairperson 1) Overseeing all financial matters of the conference. 2) Providing a Delegation Bracket Budget to the ADAF, Director, Advisor and NACURH Conference Resource Consultant at least ninety (90) days prior to the start of the regional conference. a) Delegation Bracket Budget will include five versions of the conference budget with line item amounts reflecting the costs of the conference using the specified break-even point and the costs of the conference at two (2) increments above and below the break-even point as determined by the conference staff and RBD. 3) Submitting a fully updated conference budget each month through the conference closing to the ADAF, Director and Advisor.
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4) Reporting and getting approved by the ADAF all increases in expenses over two hundred fifty dollars ($250). 5) Reporting to the ADAF all decreases in income over two hundred fifty dollars ($250). 6) Submitting a fully updated ledger each month through the wrap up of the conference to the ADAF, Director and Advisor. The ledger should include: a) Date b) Transaction Description c) Line Item Effected d) Deposit e) Withdrawal f) Balance Subsection J.
Section 2.
Duties of the Conference Registration Chairperson 1) Oversee all registration matters for the conference 2) Consult the ADAF on the status of each school registered to attend 3) Notify schools of additional fees according to Title Seven, Article II, Section 19, Subsection D of the CAACURH Policy Book.
Conference Fees Incurred
Subsection A.
The Regional Leadership Conference 1) The budget shall include the registration fees for the Regional Director, Associate Directors, Regional Advisors, COs, the Regional Business Conference Chair, two (2) representatives from each Corporate Partner, one (1) MACUHO representative, one (1) GLACUHO representative, and any NACURH Guest 2) The “Regional Leadership Conference AddOn Delegate Fee” shall include a twenty-fivedollar ($25.00) per person charge with the express purpose of supplementing the regional budget. 3) The “Regional Leadership Conference ADA Compliance Add-On Delegate Fee” shall include a three-dollar ($3.00) per person charge to come out of the “Regional CENTRAL ATLANTIC POLICY BOOK | 127
Leadership Conference Add-On Delegate Fee” with the express purpose of supplementing the ADA Compliance Fund when determined necessary by Title Seven, Article 1, Section 2, Subsection C. Subsection B.
The Regional Business Conference 1) The budget shall include the registration fees for the Regional Director, Associate Directors, Regional Advisors, half of the registration fees for the COs, the Regional Conference Chair, two (2) representatives from each Corporate Partner, and any NACURH Guest. 2) The “Regional Business Conference Add-On Delegate Fee” shall include a twenty-dollar ($20.00) per person charge with the express purpose of supplementing the regional budget. 3) The “Regional Business Conference ADA Compliance Add-On Delegate Fee” shall include a three-dollar ($3.00) per person charge to come out of the “Regional Business Conference Add-On Delegate Fee” with the express purpose of supplementing the ADA Compliance Fund when determined necessary by Title Seven, Article 1, Section 2, Subsection C.
Subsection C.
ADA Compliance Add-On Delegate Fee 1) Should the ADA Compliance Fund reach $12,000.00 USD, the ADAF may, in consultation with the Regional Board of Directors, choose to no longer charge the ADA Compliance Add-on Delegate Fee. 2) If the ADA Compliance Fund drops below $10,000.00 USD, the Regional Board of Directors must reinstate the ADA Compliance Add-on Delegate Fee. 3) When creating the fiscal year budget, the ADAF must decide to instate the ADA Compliance Add-On Delegate Fee for the Regional Leadership and/or Regional Business Conference based on the amount of money in the ADA Compliance Fund.
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Subsection D.
ARTICLE II.
Transfer of ADA Compliance Add-On Fees The ADAF will begin the process of allocating and transferring all ADA Compliance Add-On Fees after the Regional Business Conference has ended. The ADAF is required to report publicly to the Regional Board of Directors and all affiliated institutions the total ADA Compliance Add-On Delegate Fee amounts from each conference transferred into the ADA Compliance Fund. Note: The Add-On Fee distributed to the ADA Compliance Fund must be consistent with NACURH Policy at all times.
CONFERENCE GUIDELINES
Section 1.
Preliminary Bid Procedures
Subsection A.
Letter of Intent Schools interested in bidding for a regional conference will submit a letter of intent to the Regional Director or their designee on or before the published date as determined by them.
Subsection B.
Resources The non-hosting Conference Chair will act as a resource person to the bidding schools. (i.e. if you are bidding for the Regional Leadership Conference, the Regional Business Conference Chair is your resource.) Schools will be encouraged to send a preliminary copy of the bid to the Conference Chair as soon as possible prior to the presentation of the bid in order to offer suggestions. It is also encouraged to use the NACURH Conference Resource Consultant as a resource person.
Subsection C.
Format An electronic format as determined by the Regional Director and the CO for Bidding, Recognition, and Service of the completed bid must be received by the CO for Bidding, Recognition, and Service on or before the published date as determined by them. Within 24 hours of the deadline, the CO for Bidding,
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Recognition, and Service shall confirm reception of the electronic bid, consistent with the format prescribed. If not prescribed, the author shall have 24 hours to resubmit the bid at the discretion of the CO for Bidding, Recognition, and Service in consultation with the Regional Director. The Regional Director and Regional Advisor shall then conduct a bid review period to ensure that all positional bid submissions meet criteria as outlined by policy. If a bid does not meet the requirements as outlined in policy, the author shall have 24 hours to resubmit their bid to the Regional Director and Regional Advisor reflecting changes to sections where a policy violation was indicated. Subsection D.
Section 2.
Availability The CO for Marketing and Technology shall make the appropriate bids available on the regional website no later than seven (7) days before the upcoming conference. (11/2006)
Bid Presentation Procedures
Subsection A.
Timeline Conference bids will be presented for the next conference at the current conference. For example, the school bidding to host Regionals 1996 will be present at Regionals 1995.
Subsection B.
Boardroom Limits Each bid team will have the opportunity to give a ten (10) minute presentation followed by a ten (10) minute question and answer session. The NCCs then conduct a five (5) minute pro/con session and a ten (10) minute discussion. These times may be changed at the discretion of the Regional Director. Bid teams will be notified of these decisions at least one (1) week prior to the opening of the conference.
Subsection C.
Merchandise Restrictions No institution bidding for a conference may distribute merchandise for the upcoming
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conference until the conference title is officially awarded to them. Subsection D.
Section 3.
Award Announcement The winners will be announced to the region at the awards banquet.
Bid Requirements Content of the Bid shall include, but not be limited to the following:
Subsection A.
Prerequisite Forms CAACURH requires that a Host Acknowledgment Form and Wrap Up Report Acknowledgement Form be completed for the inclusion into the bid for the conference. If these forms are not signed and included in the bid, it will not be passed on for consideration. Special exceptions may be granted by a vote of the Regional Board of Directors. It is required that these forms are submitted to the Regional Director by mail. These forms must have a postmark date of the next business day after the deadline for conference bids or earlier.
Subsection B.
Letter of Support The bid must include a Letter of Support from a Chief Housing Official, which acknowledges the school’s commitment and responsibility for hosting a conference.
Subsection C.
Institutional Overview A brief introduction and overview of the school. This would include such things as RHA, NRHH, regional and NACURH activities, awards and involvement.
Subsection D.
Profiles Profiles of the conference staff, including advisor(s).
Subsection E.
Timeline Conference timeline, including but not limited to mailing, registration deadline, late registration and conference confirmation. CENTRAL ATLANTIC POLICY BOOK | 131
Subsection F.
Conference Schedule Conference Schedule detailing boardroom, programming sessions and other activities
Subsection G.
Special Events Description of special events and keynote speakers.
Subsection H.
Cap Delegation cap if applicable. (11/2005)
Subsection I.
Conference Accommodations Description including but not limited to sleeping rooms, program rooms/facilities, NCC and NRHH meeting rooms, and social gathering rooms.
Subsection J.
Dining and Banquet Options Description of all dining options for the conference
Subsection K.
Safety and Security plans and/or staffing pattern Description of safety and security plans and or staff pattern for the conference.
Subsection L.
Budget Should include but not limited to the following: 1) Conference Add-On Fee 2) Regional Board and Guests Compensation 3) Corporate Partner Compensation 4) Housing 5) Dining/Food 6) Banquets- food, awards, decorations 7) Binders 8) Transportation (airport, train, bus, and necessary shuttle info) 9) Programming—meeting rooms, A/V rental, supplies, etc. 10)Entertainment 11)Speakers 12)Hospitality 13)RBD Summit (housing + 1 meal) 14)Pre-Conference RBD Thursday 15)T-shirts/Souvenirs (It must be noted whether or not they will be included in the registration fee.)
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16)Administrative Costs—phone, copies, postage, office supplies, reports (inc. wrap-up report) 17)Communication/ publicity cost Note: These items must be included in the conference budget regardless of whether or not they will need funding. Additional items may be presented by the bid team. All bids submitted for Regional Leadership or Regional Business Conferences must follow the standard conference budget template provided by the Associate Director of Administration and Finance. Subsection M.
Delegation Bracket Budget A Delegation Bracket Budget must be included in the bid with two budget breakdowns above the breakeven point and two below. The Delegation Bracket Budget will include five versions of the conference budget with line item amounts reflecting the cost of the conference using the specified break-even point.
Subsection N.
Regional Leadership Conference Bracket The Regional Leadership Conference Budget shall reflect the costs of the conference using one-hundred (100) and one-hundred fifty (150) delegate brackets above and below the specified breakeven point.
Subsection O.
Regional Business Conference Bracket The Regional Business Conference Budget shall reflect the cost of the conference using twenty (20) and forty (40) delegate brackets above and below the specified breakeven point.
Subsection P.
Additional Support Additional letters of support- i.e. conference sponsors, hotel support, city support, RHA/NRHH, Conference Advisor.
Subsection Q.
Appendix The appendix could include registration forms, program proposal forms, and estimates of
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travel/shuttle costs from various locations, map of campus or facilities being used.
Section 4.
General Expectations
Subsection A.
Conference Dates Regional Leadership Conferences must be held prior to November 24th. Regional Business Conferences must be held prior to March 1st. (11/2005)
Subsection B.
Corporate Provisions The conference shall provide for NACURH Corporate Partners and Corporate Sponsors based on their current contractual agreements with NACURH Inc. (2/2004)
Section 5.
Compensations
Subsection A.
Regional Leadership Conference Compensations The following individuals must be compensated by the conference budget for the Regional Leadership Conference: Regional Director, Associate Directors, Regional Advisors, Coordinating Officers, the Regional Business Conference Chair, Regional ART Coordinator, two (2) representatives from each Corporate Partner, one (1) MACUHO representative, one (1) GLACUHO representative, and any NACURH Guests.
Subsection B.
Regional Leadership Conference Compensations Calculations The calculation of the compensations must be followed through the conference template provided by the ADAF, which at least includes the following: add-on fees, banquet, dining, hotel rooms, variable administrative cost, and any variable cost. Compensations will not include any fixed costs stated on the conference budget.
Subsection C.
Regional Business Conference Compensations The following individuals must be compensated by the conference budget for the Regional CENTRAL ATLANTIC POLICY BOOK | 134
Business Conference: Regional Director, Associate Directors, Regional Advisors, the Coordinating Officers, the Regional Conference Chair, Regional ART Coordinator, two (2) representatives from each Corporate Partner, and any NACURH Guests. Subsection D.
Regional Business Conference Compensations Calculations The calculation of the compensations must be followed through the conference template provided by the ADAF, which at least includes the following: add-on fees, banquet, dining, hotel rooms, variable administrative cost, and any variable cost. Compensations shall not include any fixed costs stated on the conference budget.
Subsection E.
Summit The Regional Leadership and Regional Business Conference must provide housing for two nights, at least (1) meal, and a meeting place for the RBD for a summit prior to the conference at a date determined by the RBD and the conference team.
Subsection F.
Corporate Programming One programming time slot will be reserved for each corporate partner scheduled in separate programming sessions. The conference team should work with each corporate partner to schedule their session.
Section 6.
Risk Management Policies
Subsection A.
Risk Management Statement The Central Atlantic Affiliate of NACURH believes in the health and wellbeing of our conference delegates. All delegates are encouraged to put their identity as a student first as they attend conferences and keep their own health and wellbeing in mind. The Central Atlantic Affiliate will make every effort to promote health,
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wellbeing and safety of our student-delegates at all times. Subsection C.
Start of Business No conference event, excluding breakfast, will begin prior to 8am.
Subsection B.
End of Business All business meetings are strongly encouraged to end by 12am, but must end no later than 1am.
Subsection D.
End of Conference Events All conference events, hospitality rooms, and socials must end no later than 1am.
Subsection E.
Caffeine Conference teams are encouraged to end the distribution of caffeinated beverage prior to 11 pm.
Subsection F.
Conference Team Rest Conference teams are encouraged to have a schedule created for them regarding on and off periods to ensure that they get ample rest.
Section 7.
Scheduling of Events
Subsection A.
Regional Leadership Conference Scheduling Requirements The conference team shall be responsible for scheduling the following events for the Regional Leadership Conference: 1) Opening Session on Friday night 2) Friday night and Saturday NCC business meetings 3) Presidents and Advisor socials on Friday night 4) Programming sessions and roundtables 5) Semi-Formal banquet on Saturday night 6) Recreation and entertainment opportunities for delegates 7) A banquet program must be compiled, copied, and distributed with the approval of the Regional Director Presidents, NRHH, and Advisor Socials on Friday night (11/2006) 8) Programming Track for NRHH (11/2006) CENTRAL ATLANTIC POLICY BOOK | 136
9) Programming Track for Presidents (11/2006) 10)Presidents Open Forum 11)Programming Track for Advisors 12)NRHH Business Meeting (11/2006) 13)The conference chair should work with the ADAF to determine and reserve the adequate number of programming spots for the CAACURH Scholarship recipients. 14)One programming slot reserved for a presentation by a GLACUHO representative 15)One programming slot reserved for a presentation by a MACUHO representative 16)One programming slot reserved for each corporate partner scheduled in separate programming sessions. Subsection B.
Section 8.
Regional Business Conference Scheduling Requirements The conference team shall be responsible for scheduling the following events for the Regional Business Conference: 1) Friday night and Saturday NCC business meetings 2) NRHH business meeting on Saturday 3) Programming track for NRHH (11/2006) 4) Programming track for Presidents (11/2006) 5) President’s Business Meeting on Saturday (11/2006)
Conference Binder Preparation
Subsection A.
Approval Timeline A tentative copy of the Conference Binder/Folder content must be submitted to the RBD at the Regional Leadership and Regional Business Summit for approval. A final copy of the conference binder/folder must be submitted for approval by the RBD two (2) weeks prior to the opening date of the Regional Leadership and Regional Business Conference. All information is subject to revision by the RBD.
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Section 9.
Conference Sponsorship
Subsection A.
Non-NACURH Corporate Sponsorship If a host school obtains corporate sponsorship from other than the recognized corporate sponsors of NACURH, any and all advertisements with that corporate sponsor must contain the following caption, "This advertisement does not necessarily carry the endorsement of NACURH, Inc." Only those companies holding a corporate contract with NACURH, Inc., may claim themselves a “Corporate Partner.” All other companies providing services and/or funding shall be referred to as “Conference Sponsors.” Paid or unpaid advertising by any company not holding a corporate contract with NACURH, Inc., found in conference related publications cannot contain the phrase “Corporate Partner” nor claim endorsement of NACURH, Inc.
Subsection B.
Approval Conference sponsorships must be approved by the regional directorship. (11/2005)
Section 10.
General Financial Policies
Subsection A.
Break-even Point The Regional Leadership and Regional Business Conferences shall break even at 80% of the average number of paying delegates and advisors of the last three respective conferences as specified by the Regional Director. In the event that a conference attendance is expected to break 1,000 people, please refer to the NACURH, Inc. Governing Documents regarding the breakeven point.
Subsection B.
Housing Conferences will provide housing (keys) only to those delegations whose conference fees have been paid in full.
Subsection C.
Refunds Variable costs in each delegate fee will be refunded if a conference does not have a CENTRAL ATLANTIC POLICY BOOK | 138
deficit. Fixed costs will not be refunded at any time. This is for delegates who do not attend the conference, and would like a refund of the money they paid to attend. A request must be submitted to the conference chair 48 hours prior to the opening of the conference. (11/2005) Subsection D.
Deficit Should a conference deficit be incurred, the host school shall pay the first five hundred ($500) dollars of the deficit. The remaining amount of the deficit shall be paid accordingly: fifty (50%) percent by the host school and fifty (50%) percent by CAACURH. In the event that the host school does not follow Regional Conference Budget polices, as defined in Title Nine, Article VII of the Policy Book of NACURH Inc. and Title Seven, Article II, Section 11 of the CAACURH Policy Book, the host school will be responsible for one hundred (100%) percent of any debt incurred by the conference.
Subsection E.
Financial Excess Any financial excess generated by the conference is the property of CAACURH and must be paid to CAACURH no later than sixty (60) days after the end of the Conference. Any financial excess not surrendered to CAACURH will constitute as outstanding debt under Title Seven, Article II, Section 13 of the CAACURH Policy Book.
Subsection F.
Accommodations Those attendees who require special accommodations must fully disclose those by the conference registration deadline. All Efforts for those accommodations will be made by the host school in conjunction with CAACURH. (11/2005)
Subsection G.
Tax Exemption A Host School may be able to claim tax-exempt status for the conference. Note that CAACURH is not a tax-exempt organization. A host institution may be audited for these taxes.
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Subsection H.
Section 11.
Guidebook Beginning in FY15, the Regional Leadership and Regional Business Conference budgets shall include a line item entitled ‘Guidebook’ in order to cover operating costs for the Guidebook App utilized at conferences. This amount will fluctuate each year based on the breakeven numbers from the previous years’ conferences. The NACURH Associate for Finance will distribute this amount to the ADAF who will determine how much each conference is responsible for. The breakdown between conferences will be based off of a 70/30 split, with 70% being covered by the CAACURH Regional Leadership Conference and 30% being covered by the Regional Business Conference.
Budgetary Regulations and Expectations
Subsection A.
Conference Budget Oversight An updated conference budget must be sent to the Associate Director for Administration and Finance, Director, and Advisor by the 5th day of each month.
Subsection B.
Template The conference budget shall be built on the template provided by the Associate Director for Administration and Finance.
Subsection C.
Contracts The conference team must submit all contracts to the Regional Board of Directors for approval before finalizing and signing all contracts to the conference’s vendors.
Subsection D.
Registration Oversight After the due date of the initial registration period passes, the conference team must provide the total number and breakdown of all registered people.
Subsection E.
Post-Registration Budget Oversight The conference team must also re-submit their budget with three columns or brackets with each CENTRAL ATLANTIC POLICY BOOK | 140
of the columns or brackets as the following: one person, the breakeven point, and the total number of registered people after the late registration expires if applicable. Subsection F.
Budget Adherence The conference team must follow the budget as provided by the column with the total number of registered people. Conference teams are expected to be within or under budget’s line items.
Subsection G.
Filing The conference team are expected to duplicate or scan at least a second copy of all receipts and invoices, filed, and organized by the conference budget’s line and sub-line items in a binder or online database to prepare for a potential financial audit by the Regional Board of Directors. Each itemized receipt and/or invoice must be labeled or named numerically starting with #001 for ease of reference on the ledgers specified in Title Seven, Article II, Section 12 of the CAACURH Policy Book. If a receipt or invoice is unclear, then the conference team must attach a memorandum for each unclear invoice or receipt, specifying what each item on the receipt and/or invoice affects which sub-line items and/or line items on the budget.
Section 12.
Financial Audit
Subsection A. Audit Responsibilities The Regional Board of Directors has the right to audit the conference team after the conference has been held. If the financial audit indicates that there has been a clear violation of conference policies stated in Title Seven of the CAACURH Policy Book, conference financial regulatory and monitoring policies stated in Title Seven, Article II, Section 11 of the CAACURH Policy Book, and/or the policies regarding regional conferences stated in Title IX, Article VII of the Policy Book of NACURH Inc., the conference team will be
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responsible for one hundred percent (100%) of total conference deficit if incurred. Subsection B.
Audit Materials If the conference team is subjected to a financial audit, the Regional Board of Directors may request any or all of the following materials to be sent to the ADAF: 1) A copy of all receipts and invoices billed to and from the conference team 2) A financial/income statement 3) An “Accounts Payable Ledger” or an itemized report on all line items and sub-line items listed as an expense. 4) An “Accounts Receivable Ledger” or an itemized report on all line items and sub-line items listed as revenue. 5) A “Schedule of Accounts Payable” 6) A “Schedule of Accounts Receivable” 7) A finalized budget containing four columns: the breakeven point, the total number of delegates and advisors, the actual costs, and the percentage realized for each item.
Subsection C.
Repercussions The falsification of any information in or the failure to submit all materials requested in the financial audit from the Regional Board of Directors will result in the fine of the conference host institution to the amount of one-thousand ($1,000) dollars, and in addition, the conference host institution will be responsible for one hundred percent (100%) of the total conference deficit if incurred.
Section 13.
Outstanding Debts
Subsection A.
Conference Team Debt The following entities shall be classified as debt which the Conference Team shall be responsible for if applicable: 1) Conference Add-On Fees 2) ADA Compliance Add-On Fees 3) Conference Excesses
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4) The one-thousand ($1,000) dollar fine if imposed by the manners described in Section 16, Subsection C. 5) The failure to pay all entities classified as debt in Title Seven, Article II, Section 13 of the CAACURH Policy Book to CAACURH on any deadlines established by the Regional Board of Directors shall be reported to NACURH, Inc., in which the conference host school shall be placed under “bad standing” indefinitely until the debt has been paid fully in its entire amount. 6) The conference team may request permission from the Regional Board of Directors for an extension of a due date for any outstanding debt owed.
Section 14.
Conference Host School Affiliation Fee Waiver
Subsection A.
Section 15.
Conference Add-On Fee
Subsection A.
Section 16.
Affiliation Dues Upon receipt of an acceptable, on time wrap-up report, CAACURH shall cover the conference host school’s affiliation dues and NRHH Chapter (when applicable) affiliation dues for the upcoming affiliation year.
Good Standing Requirement In order for a school to remain in good standing with CAACURH and NACURH the add-on fee must be paid to CAACURH prior to the last day of the Conference. (2/2004)
Conference Wrap Up Report
Subsection A.
Wrap-up Report Deadlines The final wrap-up report of the conference is due to the Regional Director within sixty days (60) after the close of the conference. The reports should be distributed by the regional director in the following manner: 1) One (1) copy to the NCO 2) One (1) copy to the NACURH CRC
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3) One (1) copy to the ADAF 4) One (1) copy to the next conference host staff 5) One (1) copy to the Regional Advisor 6) One (1) copy should be retained by the Regional Director Subsection B.
60-Day Requirement Specifications A complete wrap-up, including a written report outlined below, of each regional conference is required within sixty (60) business days of the close of the conference. All bills should be paid, accounts closed out, and the conference excess turned over to the RBD. Any bills that are discovered after this period must be paid by the host school. Conference host schools who do not comply with the 60 day policy shall be declared “not in good standing” with NACURH, Inc. and the relevant regional affiliate or until the wrap- up is complete.
Subsection C.
Late Fine If the conference team does not submit the report within the initial 60 days, the host school may be assessed a one thousand dollar ($1000) fine payable to the subsequent conference to add to the conference budget and their good standing within NACURH will be suspended. The fine may also be imposed if the conference chair cannot demonstrate that s/he in good faith has been working to gain the needed information for the report corrections.
Subsection D.
Host Acknowledgement Form Host schools for all Regional Leadership and Regional Business Conferences shall include a form acknowledging this policy in addition to the financial responsibility form already required for a complete bid. This form must be signed by the chief housing officer and the conference chair for the host institution.
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Subsection E.
Final Report Requirements The final report must include the following sections in order. 1) Introductory letter of the report by the Chairperson(s) 2) Table of Contents, with page numbers 3) Conference Schedule 4) Total Number of Delegates in attendance, further broken down by the number of delegates per school 5) List all elected and/or appointed regional officers. This will include individual position(s) held, and their host school 6) Awards presented at conference 7) Finalized Budget Report that requires the following: a) Financial/Income Statement b) A finalized closed budget containing three columns: the breakeven point, the total number of delegates and advisors, and the actual cost. 8) Conference Chairperson's report, including an overview of each committee, the channel of authority, staff policies, etc. 9) Conference Staff planning schedule, broken down day to day by committee, with their tasks and responsibilities 10)General Statement of Committee responsibilities 11)Description of Committee Activities 12)Number of people on the committee or in positions 13)Timeline of activities, month by month, as accomplished 14)Problems with timeline 15)Communications problems that hindered the committee's purpose 16)An outline of successful procedures in organizing the committee and the activity 17)Description of conference responsibilities 18)What happened at the conference 19)What activities the committee planned that occurred
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20)A listing of critical reminders for the future planners 21)Recommendations for the future including but not limited to: suggested solutions to timeline problems; suggested solutions to conference responsibility problems; evaluate your own participation level, with suggestions for better time utilization; and an outline of ideas considered but not utilized 22)Forms or form letters used 23)A blank Conference evaluation and final conference results tabulated
Section 17.
Conference Registration for Regional Leadership and Regional Business Conferences
Subsection A.
Registration Approval The Regional Board of Directors must approve the method of registration (e.g. registration packets, electronic forms, and etc.) proposed by the conference team before the registration period begins.
Subsection B.
Forwarding Materials Registration materials shall be sent to the GLACUHO and MACUHO liaisons.
Subsection C.
Registration Late Fee A late fee of ten dollars ($10.00) shall be assessed to delegates who register after the host school’s official registration deadline.
Subsection D.
Refunds Refunds of delegate fees after the preregistration deadline will include only the unused portion of the variable costs of the delegate fee. Requests must be made in writing forty-eight (48) hours prior to the official opening of the conference. Conference staff will only make refunds based upon the availability of funds through the official conference excess. These decisions will be made within two (2) weeks after the close of the conference.
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Section 18.
Conference Drug and Alcohol Policy
Subsection A.
Accessibility The Drug and Alcohol Policy shall appear in all binders
Subsection B.
Release and Assumption of Risk Form The Release and Assumption of Risk Form which is located in Appendix 7.2 must be included in the registration packet. The following statement must also be included in all registration packets and in conference binders: 1) Alcohol and illicit drugs are recognized as substances, which may have a negative effect on the lives of college students. As a leadership organization, which works largely with college students under the legal drinking age, it is recognized that alcohol is not needed for a good time, or to promote positive growth. Illicit drugs can be lethal. Therefore, all events will be "designated alcohol and drug free". The method of enforcement will be at the discretion of the Conference Chairperson, the Regional Director and the Regional Advisor.
Subsection C.
Conference Delegate Agreement Form Each delegate to the conference must sign a conference delegate agreement form acknowledging that they understand, and agree to and adhere to the Conference Drug and Alcohol Policy.
Subsection D.
Delegation Financial Liability Form Conference delegate schools for all Regional Leadership and Regional Business Conferences shall sign the Delegation Financial Liability Form. This form must be signed by the Chief Housing Officer or Delegation Advisor.
Subsection E.
Non-Affiliates and Bad Standing Fee Non-affiliated schools and NACURH/CAACURH schools not in good standing at the time of the open of regional business shall pay a $10.00 per delegate fee at the Regional Leadership and CENTRAL ATLANTIC POLICY BOOK | 147
Regional Business Conferences, which will be paid to CAACURH within 30 business days of the close of conference.
Section 19.
Delegation Expectations
Subsection A.
Conference Delegate Agreement Form Each delegate attending the conference must sign a Conference Delegate Agreement Form acknowledging they understand and agree to the Conference Drug and Alcohol Policy.
Subsection B.
Release and Assumption of Risk Form The Release and Assumption of Risk Form which is located in Appendix 7.4 must be signed by each delegate and must also bear the signature of a witness. Each signature must be dated. Changes to the disclaimer statement by a Conference Host School must be approved by the Regional Advisor in consultation with the Conference Resource Consultant prior to sending out registration packets. This form must be signed by each person attending the Regional Leadership or Regional Business Conference in order to be recognized as an officially registered delegate of the conference.
Subsection C.
Exceeding Delegation Size Limits Only schools bidding for a conference shall be permitted to exceed the delegation size limit within reason as determined by the Conference Chair(s). All other schools wishing to bring extra delegates will be placed on an additional delegate list. Schools must contact the Conference Chair(s) directly in they wish to exceed the delegation size limit. Regional Board members cannot give schools approval for extra delegates.
Subsection D.
Late Charge Extra delegates will not be processed a late charge if they meet the original deadline.
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Subsection E.
Flexible Registration Deadline The host school may move up the registration deadline if necessary to meet their contracts with outside agencies. If a school is unable to make full payment prior to this deadline, they must make arrangements to send written confirmation to the Host School that the payment process is in progress at their school.
Subsection F.
Traded Housing Trading of spaces between schools to increase a delegation size to a number greater than the established delegation limit is not allowed. Schools determined to be in violation of this policy will meet with the Regional Advisor, Regional Director and Conference Chair to determine appropriate action, including possible expulsion from the conference.
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Title Eight | Finances ARTICLE I ACCOUNTING POLICIES ARTICLE II BANK ACCOUNT ARTICLE III FINANCIAL TRANSACTIONS ARTICLE IV BUDGETING OF FINANCES ARTICLE V TRAVEL POLICY ARTICLE VI FINANCIAL ACCOUNTABILITY ARTICLE VII RBD CONFERENCE REGISTRATION ARTICLE VIII CONTINGENCY FUND ARTICLE IX TECHNOLOGY FUND ARTICLE X CONFERENCE EXCESS
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ARTICLE I.
ACCOUNTING POLICIES
Section 1.
Fiscal Year
Subsection A.
Section 2.
Definition The fiscal year period for CAACURH shall be April 1 to March 31 of each year.
Institutional Policies
Subsection A.
Member Definition A school shall be defined as a member of CAACURH and NACURH that complies with Article II of the NACURH, Inc. Bylaws and Title Three of the CAACURH Bylaws.
Subsection B.
Removal from Affiliation Benefits Schools that have not been affiliated for six months will be notified and removed from all CAACURH benefits.
ARTICLE II.
BANK ACCOUNT
Section 1.
Regional Bank Account
Subsection A.
Opening The regional bank account will be opened by the NACURH Advisor.
Subsection B.
Bank The regional bank account is required to be at the same bank as the NACURH accounts.
Subsection C.
Account Privileges The Regional Director, Associate Director for Administration/Finance, and where possible the Regional Advisor will have check writing privileges for the regional bank account.
Section 2.
Records
Subsection B.
Timetable The ADAF shall retain both the bank statements and any canceled checks for at least three (3) years. CENTRAL ATLANTIC POLICY BOOK | 151
ARTICLE III. Section 1.
FINANCIAL TRANSACTIONS Financial Transaction Form
Subsection A.
Definition A Financial Transaction Form located in Appendix 8.1, shall be required for the expenditure of all funds. Any check deposited into NACURH’s financial institution must be photocopied for record keeping purposes. All expenses and deposits must be documented with the appropriate paperwork stated above in a financial transaction binder, which the finance officer shall be responsible for maintaining.
Subsection B.
Reimbursement Use Anyone seeing reimbursement from the region must correctly complete a CAACURH Financial Transaction Form.
Section 2.
Spending
Subsection A.
Authorization The ADAF shall not disburse any funds that are not so authorized by the CAACURH Fiscal Year Budget.
Subsection B.
Receipts All receipts must be submitted within 45 days of purchase and prior to the end of the fiscal year, March 31.
Subsection C.
Reimbursement Deadline No reimbursement will be honored for receipts submitted after 45 days of purchase and/or March 31.
ARTICLE IV. Section 1.
BUDGETING OF FINANCES Reporting
Subsection A.
Monthly Financial Report The ADAF will send out a financial report on a monthly basis to the Regional Director, the
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Regional Advisor, the NACURH Associate of Finance, and the NACURH Advisor. Subsection B.
Section 2.
Budget Report The ADAF will prepare a detailed budget report for each regional business meeting.
Budget Ratification
Subsection A.
Budget Proposal The directorship shall be responsible for producing the regional budget for the following fiscal year, to be presented at the Regional Business Conference.
Subsection B.
Chart of Accounts The line items for the CAACURH Fiscal Year budget must match and strictly adhere to NACURH guidelines outlined in the Chart of Accounts in the NACURH Policy Book.
Subsection C.
Budget Approval Approval for the Fiscal Year Regional Budget will consists of a 2/3 majority votes of member schools at the Regional Business Conference.
Subsection D.
Additional Spending For the following amounts over budgeted line items: 1) $0 - $50.00 Is at the discretion of the Regional Director and ADAF 2) $50.01 - $100 Regional Director and ADAF will seek Regional Advisor’s approval 3) $100.01 + A 2/3 majority of voting member schools shall be required for approval via phone, mail, or email ballot.
Subsection E.
Budget Preparation 1) The goal of the CAACURH budget is that the expenses do not exceed the income of a fiscal year. 2) Transactions shall never be made from the general fund line item.
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3) General funds may only be allocated to other line items by authorization of a 2/3 vote of the NCCs. 4) The ADAF shall make the regional budget available in U.S. Dollars, Qatari Riyal , and United Arab Emirates Dirham.Tit 5) The ADAF shall submit the proposed budget to the NAF no less than one month prior to the Regional Business Conference in which it is being presented 6) The budget shall be presented in an identical format to the NACURH Budget.
ARTICLE V. Section 1.
TRAVEL POLICY Travel Arrangements and Payments
Subsection A.
Travel Arrangements Actual arrangements for travel will be made by the individual, in consultation with the ADAF.
Subsection B.
Responsible Travel It is expected that selected arrangements will be the ones that are most inexpensive as well as the most reasonable for the region. The ADAF will determine what is reasonable given current economic situations; therefore all flights reimbursed by the regional budget must be booked at least thirty (30) days prior to the date of flight (11/2008). The ADAF will consult the Regional Director and Regional Advisor as to what is the most cost effective and reasonable arrangements for his/her own travel.
Subsection C.
Reimbursement The following are the only reimbursement options for RBD travel: 1) The regional will pay for the expenses incurred to RBD members traveling in their personallyowned vehicle, excluding rented, borrowed, and other vehicles not regularly used by the RBD member, by means reimbursement by receipt. RBD members will be reimbursed for
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the expenses paid for the purchase of gas to and from a meeting site. 2) By air, train, or bus, the region will pay only the cheapest rate available at the current time to and from the meeting site. 3) The region will pay for a rental vehicle for RBD members wishing to take the financial responsibility upon them for any damage done to the vehicle during the rental period. CAACURH will not reimburse for vehicle insurance. Only the cost of rental fees and mileage at the owner’s rate.
Section 2.
Travel Budget Line Items
Subsection A.
Institutional Support Although the following is budgeted for the RBD travel, it is strongly encouraged that travel expenses are supported by the host institution.
Subsection B.
Regional Directorship The Regional Director, ADAF, and ADNRHH are entitled to a minimum travel allowance of $800 per fiscal year.
Subsection C.
Regional Advisors The Regional Advisor and Regional NRHH Advisor are entitled to a minimum travel allowance of $600 per fiscal year.
Subsection C.
Coordinating Officers Each CO is entitled to a minimum travel allowance of $600 per fiscal year in office.
Subsection D.
Conference Chairs The Regional Leadership Conference Chair and the Regional Business Conference Chair shall be allocated a minimum of $400 per fiscal year.
Subsection E.
Professional Association Conference Allocation Each fiscal year, a minimum of $300 will be allocated for travel of the Regional Board of Directors to the conferences of our professional association partners as outlined in out Memorandums of Understanding. CENTRAL ATLANTIC POLICY BOOK | 155
ARTICLE VI. Section 1.
FINANCIAL ACCOUNTABILITY Budget Timelines
Subsection A.
NACURH Approval The ADAF will send in their approved budget to the NAF within 2 weeks of the Regional Business Conference in which it was approved.
Subsection B.
Monthly Statements Comprehensive and accurate (reconciled to bank statement) financial statements, which consist of a complete reconciliation, a transaction report, and an updated budget, must be submitted by the ADAF to the NAF, the Regional Director, and the Regional Advisor by the last day of the month following the bank statement’s closing date, hereinafter referred to as “due date.” 1) If by the twenty-first (21st) day of the month following the due date the outstanding report has not been received, a notice will be communicated to the ADAF, Regional Director, and Regional Advisor, as well as the NACURH Advisor. If the report is postmarked by the last day of the month following the due date and received by the the seventh (7th) day of the subsequent month, no further action will be taken. 2) If by the seventh (7th) day of the subsequent month the outstanding report has not been received, the NAF will communicate to the ADAF, Regional Director, Regional Advisor, and NACURH Advisor that the report has not been received. CAACURH will then have twenty-four (24) hours in which the report must be submitted and received by the NAF. If after twenty-four (24) hours the report is not received, the NAF will do all of the following: a) Communicate to the AFAF, Regional Director, and Regional Advisor that the report has not been received and the regional bank account will be closed.
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b) Direct the NACURH Advisor to close the CAACURH bank account(s) and transfer all monies to the NACURH Savings Account. Transferred monies will be held in escrow by the NACURH Account until all outstanding report(s) have been received. Interest earned will be property of the NACURH Account. All fees associated with by not limited to closing, reopening, transferring of monies as well as returned checks due to non-sufficient funds or account closing will be the responsibility of CAACURH. 3) Appeals for extensions may be granted only by the Executive Committee of the NBD due to unforeseen extenuating circumstances, but can only be done so (and should be done well) before item i. above has occurred. Appeals are to be directed by the ADAF, Regional Director, and Regional Advisor to the NAF who will forward the appeal and a recommendation to the NACURH Chair. The NACURH Chair will convene the Executive Committee to hear the appeal and come to a decision within seventy-two (72) business hours. Decisions will be communicated immediately. Deadlines will continue as stated in items i.-ii. while an appeal is in progress. If item ii. occurs, the only resolve is as stated in item ii.b 4) Items ii.-iii. will not be used for the annual report deadline, but instead will be as such: a) Annual financial statements will be due to the NAF and NACURH’s certified public accountant as well as the Regional Director and Regional Advisor postmarked by the fifteenth (15th) and received by the twenty-second (22nd) of the month following the end of the fiscal year. b) If the annual report is not received as described, the CAACURH account will be closed in accordance with ii.b. CENTRAL ATLANTIC POLICY BOOK | 157
above unless an extension has been granted by the NAF in consultation with NACURH's certified public accountant. 5) Should a date of action (i.e. a due date: the 7th, 15th, 21st, or 22nd day of the month) fall on a Saturday, Sunday, or National Holiday, then the action date will become the next business day following. Finance officers should make every reasonable effort to transmit their reports well in advance of the due date. 6) The NAF at his/her discretion may temporarily adjust due dates because of circumstances outside of NACURH’s realm of control. Subsection C.
Regional Financial Statement At each Semi-Annual and Annual NBD meeting, the Regional Director and the ADAF will be responsible for submitting written financial statements to the NBD and NAF. These statements are to become a section in the CAACURH Semi-Annual and Annual Report.
Subsection D.
End of the Fiscal Year Any funds that remain in the CAACURH Budget at the end of the fiscal year shall revert back to the next fiscal year’s budget as carry over.
Subsection E.
Xero CAACURH is required to use the same version of Xero that is recommended by the NAF.
Section 2.
Engagement of Financial Contracts
Subsection A.
Contract Approval Elected officials are not permitted to engage in oral or written contracts that involve any sort of financial transaction with an outside vendor or business without prior written approval by the respective Finance Officer, Advisor, and Director for NACURH, Inc. and its affiliates/offices.
Subsection B.
Approval Process In order for an elected official to engage in an oral or written contract that involves a financial transaction, a written quote must be submitted to CENTRAL ATLANTIC POLICY BOOK | 158
the respective Finance Officer, Advisor, and Director for NACURH, Inc. and its affiliates/offices. Subsection C.
Section 3.
Liability If any individual knowingly engages in an oral or written contract that involves a financial transaction, he/she is liable for all costs incurred, as this will not be viewed as a valid contract for NACURH, Inc. and/or its affiliates/offices.
Cash and Coin Policies
Subsection A.
Cash Verification Form In the event that CAACURH collects cash or coin, the Finance Officer and Advisor or Director must both count, confirm, and sign/verify the total amount of currency on the Cash Verification Form.
Subsection B.
Alternative Confirmation Should the Finance Officer, Advisor, or Director receive cash while not in the presence of one another, a professional staff member of that individual’s respective host institution may count, confirm, and verify the total amount of currency on the Cash Verification Form in addition to the individual elected official.
Subsection C.
Conversion All currency must be converted into a negotiable financial instrument (money order, cashier’s check, etc.) before being sent as a deposit to CAACURH’s financial institution. The cost of converting currency into this instrument may be covered by the Bank Fees line item of the Chart of Accounts.
Subsection D.
Mail Policy No cash or coin may ever be sent in the mail to CAACURH’s financial institution. It will be the responsibility of the respective Finance Officer, Advisor, or Director to have this currency converted to a negotiable financial instrument prior to sending the deposit via mail.
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ARTICLE VII. Section 1.
RBD CONFERENCE REGISTRATION Regional Compensation
Subsection A.
Regional Leadership Conferences The Regional Conference Host School shall compensate the RBD as outlined in Title Seven of the CAACURH Policy Book.
Subsection B.
Regional Business Conference The Regional Business Conference Host School shall compensate the RBD as outlined in Title Seven of the CAACURH Policy Book.
Section 2.
NACURH Compensation
Subsection A.
Semi-Annual Conference NACURH shall pay registration for the SemiAnnual board meeting for the Regional Director, ADAF, and ADNRHH.
Subsection B.
NACURH Pre-Conference NACURH shall pay registration for the NACURH Pre-Conference Annual board meeting for the Regional Director, ADAF, and ADNRHH. CAACURH shall pay for all of pre-conference for the Regional Advisor, Regional NRHH Advisor, and one day of preconference COs.
Subsection C.
NACURH Annual Conference CAACURH shall pay registration for the NACURH Annual Conference for the RBD.
ARTICLE VIII. Section 1.
CONTINGENCY FUND Guidelines
Subsection A.
Use The CAACURH contingency funds are for use in any situation deemed an extreme emergency by agreement of the RBD.
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Subsection B.
Balance The balance shall always remain above five (5) percent of the average cost of the Regional Leadership Conference.
Subsection C.
Reimbursement The funds removed from CAACURH contingency must be reimbursed in full as soon as possible.
Subsection D.
Approval The signature of the Regional Director, ADAF, and Regional Advisor are required for the removal of funds.
Subsection E.
Interest Any interest earned on this account will be reinvested.
Subsection F.
Restrictions At no time are contingency funds to be used for non-essentials.
Subsection G.
Diversion The ADAF, with the approval of the Regional Director and the NACURH Advisor, may divert a portion of the contingency funds into a conservative growth mutual fund or Vanguard account.
ARTICLE IX. Section 1.
TECHNOLOGY FUND Guidelines
Subsection A.
Location CAACURH shall maintain a Technology Fund in a separate savings account. (2/02)
Subsection B.
Use Monies in the Technology Fund can only be used for the purchase and support of computing and associated technologies. (2/02)
Subsection C.
Interest Any interest earned on this account will be reinvested. (2/02)
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ARTICLE X.
CONFERENCE EXCESSES
Section 1.
Guidelines
Subsection A.
Deadline Any financial excess generated by a Regional Leadership and Regional Business Conference is the property of CAACURH and must be paid to CAACURH no later than sixty (60) days after the end of the conference.
Subsection B.
Fund Management The Money Market Account has five (5) funds: ADA Compliance Fund, Contingency Fund, General Savings Fund, Technology Fund, and Conference Carryover Fund. The Conference Carryover Fund serves as a temporary storage of remaining conference excesses, which will be eventually transferred out of the Money Market account and carried over as sponsorship for the next corresponding conference to lowering its delegate cost.
Subsection C.
Distribution 50% of the total returned conference excess shall be given as sponsorship to the Regional Leadership and Regional Business Conferences. The Regional Leadership Conference shall receive thirty (30) percent of the total returned conference excess and the Regional Business Conference shall receive twenty (20) percent of the total returned conference excess. The remaining fifty (50) percent shall be distributed to line items at the discretion of the Regional Board of Directors, with confirmation of a majority vote of National Communications Coordinators.
Section 2.
Allocation
Subsection A.
Fund Division The conference excess will be allocated to the five (5) funds in the Money Market account and to the Regional Budget as operational revenue.
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The (conference) excess shall be distributed in manner listed below. Subsection B.
Contingency Fund At a minimum, ten (10%) percent of the total conference excess must be allocated to the Contingency Fund. If the contingency fund is under five (5%) percent of the average cost of a regional conference, then at least fifty (50%) percent of the total conference excess must be allocated to the Contingency Fund until the Contingency Fund exceeds five (5%) percent of the average cost of the past three (3) regional conferences.
Subsection C.
ADA Compliance At a minimum, twenty-five (25%) percent of the total conference excess must be allocated to the ADA Compliance Fund. If the ADA Compliance Fund is over $3,000, then the Directorship may decide to stop allocating any conference excess to the ADA Compliance Fund and/or allocate to the ADA Compliance Fund at a lower rate. If the ADA Compliance Fund is under $3,000, then the minimum twenty-five (25%) percent rate must be reinstated until the ADA Compliance Fund exceeds $3,000.
Subsection D.
Additional Excess The remaining Conference Excess may be allocated to the General Savings Fund, Technology Fund, Conference Carryover Fund, and the Regional Budget as operational revenue as determined by the ADAF.
Subsection E.
Excess Report The ADAF may begin the process of allocating and transferring the total conference excess after the Regional Business Conference has ended. The ADAF is required to report publicly to the Regional Board of Directors and all affiliated institutions the transfers of amounts and rates from the total conference excess.
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Title Nine | ON HOLD
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Title Ten | Regional Alumni Association ARTICLE I ESTABLISHMENT ARTICLE II INDUCTION ARTICLE III QUALIFICATION ARTICLE IV FEE ARTICLE V LEADERSHIP ARTICLE VI BENEFITS
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ARTICLE I.
ESTABLISHMENT
Section 1.
Name The name of the CAACURH Alumni Association shall be the Silver Paw Print Society
Section 2.
Purpose The Silver Paw Print Society is established to recognize distinguished leaders within the Central Atlantic Affiliate for their exemplary service the residence halls, CAACURH, and NACURH. The Society shall solidify a network of these alumni so as to expand the CAACURH community beyond current students. Inductees to the Silver Paw Print Society shall embody the spirit of the organization through continued service to and support for the Central Atlantic Affiliate in its mission to foster beneficial relationships between alumni and active members. The Society shall also provide previous members the ability and connectivity to remain directly involved with CAACURH through opportunities that will enrich the overall experience of the Central Atlantic Affiliate.
ARTICLE II.
INDUCTION
Section 1.
Ceremony
Subsection A.
Section 2.
Location Inductions to the Silver Paw Print Society will take place at the NACURH Annual Conference.
Institutional Induction Each Affiliated Institution will have the ability to induct as many members as they see fit per Induction Class.
Subsection A.
Institutional Nomination All nominations must be signed and approved the NCC, RHA President, and/or the NRHH President or their equivalent and organizational advisor
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Section 3.
Honorary Induction The RBD has the ability to induct up to eight (8) Honorary Inductees into the Silver Paw Print Society per Induction Class at Level 2.
Subsection A.
Section 4.
Honorary Induction Application 1) The Honorary Induction Application shall be developed by the Regional NRHH Advisor and will be made available by the close of the Regional Business Conference. 2) The application will indicate a due date for institutions to submit nomination applications, which will not be later than two weeks prior to the coming NACURH Annual Conference 3) There shall be no limit on the number of nominations that an institution shall have. 4) The Honorary Inductees will be decided upon by a vote of the RBD.
Nomination 1) The Regional NRHH Advisor shall be responsible for creating a nomination form, to be distributed by the close of the Regional Business Conference. 2) The form will indicate a due date for institutions to submit nomination forms which will not be later than two weeks prior to the coming NACURH Annual Conference 3) Nominations will be accepted for mid-year graduates
ARTICLE III. Section 1.
QUALIFICATION Service At least two (2) semesters of service to any organization affiliated with CAACURH including: 1) Residence Hall Association 2) National Residence Hall Honorary 3) Regional Board of Directors 4) NACURH Board of Directors / National NRHH Board 5) NSRO/NIC/NCO CENTRAL ATLANTIC POLICY BOOK | 167
ARTICLE IV. Section 1.
FEE Fee There shall be a level system for fee and support given to the Silver Paw Print Society. The levels shall be below and will warrant the appropriate benefits. 1) Level 1: $15 Membership Induction Certificate, Access to Society Resources, Recognition at the Silver Paw Print Society Induction Ceremony 2) Level 2: $30 Silver Paw Print Society Lapel Pin, Membership Induction Certificate, Access to Society Resources, Recognition at the Silver Paw Print Society Induction Ceremony 3) Level 3: $50 Recognition Plaque, Silver Paw Print Society Lapel Pin, Membership Induction Certificate, Access to Society Resources, Recognition at the Silver Paw Print Society Induction Ceremony
ARTICLE V. Section 1.
LEADERSHIP Responsibilities of the Regional NRHH Advisor 1) Create nomination and honorary nomination forms for the Silver Paw Print Society 2) Maintain full and updated records of all members of the Silver Paw Print Society 3) Create a bi-annual Silver Paw Print Society Newsletter in conjunction with the Coordinating Officer for Marketing and Technology 4) Coordinate any Silver Paw Print Society conferences 5) Create certificates and benefits for members of the Silver Paw Print Society 6) Serve as the established Silver Paw Print Society contact
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Section 2.
Responsibilities of the Coordinating Officer for Marketing and Technology Create a bi-annual Silver Paw Print Society Newsletter in conjunction with the Regional NRHH Advisor
ARTICLE VI. Section 1.
BENEFITS Networking Society Members will be able to network with members of the Silver Paw Print Society through established groups such as: 1) LinkedIn Group 2) Silver Paw Print Society Email Listserv
Section 2.
Society Newsletter The Regional NRHH Advisor is responsible for the creation of a bi-annual alumni newsletter in conjunction with the Coordinating Officer for Marketing and Technology.
Section 3.
Regional Conference Attendance Based upon delegate caps, Society Members may be invited to attend CAACURH Regional Conferences. If a member attends, they will be able to: 1) Present a Programming Session 2) Attend socials to network with Delegates, Advisors, RBD Members, and other members 3) Any other functions the RBD deems necessary
Section 4.
Certificate of Honor Upon induction to the Silver Paw Print Society, Members will receive a Certificate of Honor to recognize them for their service.
Section 5.
Silver Paw Print Society Lapel Pin This pin shall be given to recognize Society Members for their service.
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Section 6.
Recognition Plaque This plaque shall indicate the year of induction, the member’s name, Silver Paw Print Society Information, and their affiliated institution.
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Title Eleven | Resolutions ARTICLE I PROCEDURES ARTICLE II DEFINITION
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ARTICLE I.
PROCEDURES
Section 1.
Adoption
Subsection A.
Proposal Resolutions may be proposed by any member of the Central Atlantic Affiliate.
Subsection B.
Required Vote Margin Resolutions may be adopted by an approving vote of a 2/3rds majority of the member institutions present at conference or by a 2/3rds majority of virtual voting members.
ARTICLE II.
DEFINITION
Section I.
Resolution
Subsection A.
Content A resolution may be of any length, and may express the sentiments of member institutions. A resolution shall not bind the regional board of directors or member institutions to any action.
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