Guidelinesfor Executive and Advisory Board Membership

Guidelinesfor Executive and Advisory Board Membership

NASPA Region IV-West

Updated 11/20/2012

1. To assist the RD in setting Board agenda, building consensus prior to full Board meetings, and discussing effective ways to present material to the Board, a 9 member Executive Committee would be formed consisting of the RD, Regional Membership Services Coordinator, KC Coordinator, Past RD, Historian, and Professional Standards Coordinator, Treasurer, and 2 Member-at-Large positions (one new position and one existing).

2. Term limits on the regional advisory board should generally be 3 years. It is recommended that 1/3 of the positions on the Board turn over each year and that the IV-West web site indicates the expiration term for each Board position. It is important to provide leadership opportunities to as many individuals as possible. It is recommended that during the third year of the three-year term, a “shadowing” appointment be made to work alongside the person holding the position. At the end of the “shadowing” year the person would be appointed to the position. The shadowing should begin immediately after the fall regional conference and conclude at the following March/National meeting.

3. The RD should continue to appoint vacant positions; however, when a vacancy occurs the EC should be polled and actively participate in identifying names of individuals the RD may consider for appointment. When positions become vacant, it is recommended that the person appointed serve out the existing term rather than begin a new 3-year term.

4. Expectations of the EC and Board members should be thoroughly addressed by the RD. A training manual, which outlines responsibilities, Board policies, past Board minutes should be provided all new Board members. EC members should assure that those reporting to them have a manual for their specific responsibilities.

5. If expectations and position responsibilities provided to Board members are not met, it is recommended that individuals be replaced. Persons serving should understand this need for accountability from the beginning of his/her term.

6. For the summer meeting, it is recommended that when possible institutions of Board members absorb travel and room cost. When this is not possible, a request for funding should be made to the RD and EC for consideration of having the Region cover the room cost for double occupancy. The Region would cover meal costs when the Board is meeting. Board meetings held during Regional meetings and National meetings would generally cover only meal cost during the Board meeting.

7. The following recommendation focuses on the structure of Board meetings:

Meeting Structure:

There would be three face-to-face meetings each year. The first in the summer (at that year’s conference site), second in conjunction with the Regional Conference, and third at the National Conference. Prior to each on-site meeting, the RD would have conference calls with the EC to discuss RD’s agenda, National agenda, Regional concerns, EC concerns as well as set the agenda for this meeting.

1. Summer Meeting

Day 1 – (half day to begin at noon (with EC) and at 1pm (full board)

• Executive Committee (meets to discuss RD’s agenda, National agenda, and Regional concerns; called at the discretion of the RD) This meeting may be brief enough to conduct over lunch prior to the full board meeting.

• Advisory Board Meeting– full board meets together (agenda, at a minimum to include: welcome, overview, communication from EC meeting(s), RD’s Advisory Board Training, and address goals and agenda items by the Advisory Board.

• Advisory Board Dinner – full board (possible additional work group time following dinner – if needed.)

Day 2 – (half day to begin at 7am and end prior to lunch with conference planning

committee)

• Break-out sessions in 4 Work Groups as defined below (or meet as a full board if RD desires) time to be determined as needed by RD – expected at least one and a half hours

1. State Membership Coordinators – create member recruitment plans, discuss concerns/issues within their states, set goals and commitment for the upcoming year. Prepare any proposals for Board

consideration/feedback.

2. Knowledge Community Chairs –discuss concerns/issues within their community, set goals and commitments for the upcoming year. Include Graduate Student Rep. Prepare proposals for Board

consideration/feedback.

3. Professional Development: Regional Conference Chairs, Institute Chairs, RD, Treasurer, Corporate Sponsor Liaison, Information Tech Coordinator discuss plans for upcoming conferences/Institutes, local

arrangements, collaboration, etc. Prepare proposals for Board consideration/feedback.

4. Member-At-Large: Public Policy Division, Small College Division, Community College Division, Awards and Exemplary Programs, Volunteer Coordinator.

5. NASPA Issues: Past RD/RD-elect, Awards and Exemplary Programs, Public Policy, Faculty Liaison, Newsletter, Historian, SSAO Liaison, Assistant to the RD, Professional Standards Chair,

NUFP Coordinator, Research Coordinator. Discuss concerns/issues within NASPA, set goals and commitments for the upcoming year. Prepare proposals for Board consideration/feedback.

• Mid-morning – full Advisory Board meets to address proposals from breakout groups. Take action on any proposals from the four working groups. Wrap up board meeting by lunch (to meet with planning committee at lunch).

2. Fall Regional Board Meeting.

(Format for Day 1 & Day 2 would follow the structure of the summer meeting using time available, except no training session. The RD will modify the structure accordingly to accommodate time available in the schedule.)

Day 1 - (half day to begin at 1pm with full board and at lunch with EC)

• Executive Committee (meets to discuss RD’s agenda, National agenda, and Regional concerns)

• Advisory Board Meeting – full board with potential break out sessions as utilized in the summer meeting

• Advisory Board dinner

Day 2 – (half day to begin at 7am and end prior to lunch with conference planning committee)

• Break-out sessions in 4 Work Groups as defined below (or meet as a full board if RD desires) time to be determined as needed by RD – expected at least one and a half hours

1. State Membership Coordinators – create member recruitment plans, discuss concerns/issues within their states, set goals and commitment for the upcoming year. Prepare any proposals for Board

consideration/feedback.

2. Knowledge Community Chairs –discuss concerns/issues within their community, set goals and commitments for the upcoming year. Include Graduate Student Rep. Prepare proposals for Board

consideration/feedback.

arrangements, collaboration, etc. Prepare proposals for Board consideration/feedback.

4. Member-At-Large: Public Policy Division, Small College Division, Community College Division, Awards and Exemplary Programs, Volunteer Coordinator.

5. NASPA Issues: Past RD/RD-elect, Awards and Exemplary Programs, Public Policy, Faculty Liaison, Newsletter, Historian, SSAO Liaison, Assistant to the RD, Professional Standards Chair,

NUFP Coordinator, Research Coordinator. Discuss concerns/issues within NASPA, set goals and commitments for the upcoming year. Prepare proposals for Board consideration/feedback.

3. Board Meeting at the site of the National Conference

(2.5 hour meeting – typically on Sunday just prior to the beginning of the conference)

• Executive Committee meets to discuss RD’s and National agenda, if necessary

• Advisory Board – full board to meet just prior to the National meeting, it is recommended that Member Service Coordinators meet to discuss member recruitment plan, issues within their states, and goals. It is also recommended that Knowledge Community Chairs meet to discuss concern/issues, goals and commitments; the out-going board members and new board members should attend this brief board meeting to assist in the transition and planning.

Board Reports: Expectations for Board reports will be given by the RD as outlined in the document “Expectations of Region IV-West Advisory Board Members” located on the regional website. Board reports will be submitted up through report lines and forwarded to RD and the summary reports are still due 1 month prior to the meeting. Each report, however, should be provided electronically for the full board to review. The State membership coordinator and the KC Coordinator will submit one report to the RD representing/summarizing the reports of the individual areas though all reports should be

shared electronically.