Region XI Operational Procedures
OPERATIONAL PROCEDURES
OF THE NEW ENGLAND REGION XI
OF NAFSA: ASSOCIATION OF INTERNATIONAL EDUCATORS
NOVEMBER 2006
ARTICLE I
Name
The name of this organization shall be the New England Region XI of NAFSA: Association of International Educators; herein after referred to NAFSA: AIE Region XI.
ARTICLE II
Purpose
The purpose of this organization is to: 1) continue to develop and implement the international educational objectives of NAFSA: AIE in general and 2) respond to the needs of the members by providing programs, which foster the professional growth of its membership.
ARTICLE III
Members
Section 1. All members of NAFSA: AIE residing or working in Connecticut , Maine , Massachusetts , New Hampshire , Rhode Island , and Vermont shall be considered members.
Section 2. There are several categories of NAFSA membership
- Regular Member
1. Individuals involved personally and professionally in the field of international education and exchange.
2. Representatives of accredited or recognized schools, colleges, universities, and/or training or research facilities.
3. Representatives of organizations primarily involved in implementing or administering international education and exchange, employing paid staff or affiliated with an academic institution.
- Associate Member
1. Individuals who desire continued affiliation with NAFSA after retirement.
2. Individuals enrolled as full-time students in postsecondary institutions.
3. U.S. Department of State sponsored or facilitated representatives of overseas educational advising centers.
- Life Membership
1. Available only to individuals who have been honored by NAFSA in the year of their retirement with the title of Life Member.
ARTICLE IV
Regional Leadership Team
The regional leadership team is accountable to the Board of NAFSA through the Vice President of Member Relations.
Section 1. The management of the business and programs of the region shall be vested in the Regional Leadership Team.
Section 2. The Leadership Team shall consist of the chair, chair-elect, past-chair, secretary, treasurer, state representatives, conference chair, info tech chair, special projects chair, regulatory ombudsperson, and professional section representatives (International Students and Scholar Services, Recruitment, Admis sions and Preparation and Education Abroad). Other members may be designated by the chair with approval of the Regional Leadership Team to carry out certain specific functions consistent with the needs of the region.
Section 3. Membership
a. chair-elect, chair, past-chair
1. To be eligible to serve as chair-elect the member must have served for at least one tem as a member of the Regional Leadership Team
2. The chair-elect shall automatically succeed to the office of chair following one year as chair-elect. In the event of a vacancy in the office of the chair, the chair-elect shall succeed to the office, completing the unexpired term and in addition serving as chair the following year.
3. In the event of a vacancy in the office of chair-elect for any reason other than succession to the chair, the vacancy shall be filled by election, following nomination by the nomination committee.
4. A vacancy in the office of past chair will be filled with a former past chair, if possible.
5. Terms of office for the positions of chair-elect, chair, and past-chair shall be for one year beginning on January 1 of the year following the election of the chair elect.
b. other members
1. To be eligible to serve, the candidate must be an active member living or working in the region.
2. Election to membership on the Regional Leadership Team shall be on recommendation of any member of Region XI with approval by a majority vote of the chair, chair-elect and past-chair.
3. Terms of office
i. Will be for three years, and may be extended for additional terms at the discretion of the chair with approval of the Regional Leadership Team.
ii. All team appointments begin on January 1 of the appropriate year
Section 4. Duties of Office
- The chair will preside at all meetings of the Regional Leadership Team, will represent the region in the Regional Council of NAFSA: AIE and will otherwise perform the traditional duties of chair including maintaining a record of action items decided by the regional team. The chair will submit an annual financial report to NAFSA. When an audit of the region's financial records is required by the treasurer of the corporation, the chair shall ensure that the audit is completed in a timely fashion.
- The chair-elect will preside in the absence of the chair and perform such duties as assigned by the chair. Chair-elect will serve as membership chair and will work with the chair stream to identify new regional team members to the chair stream as well recommend candidates to the nominations committee. Chair-elect will also provide support and leadership to the conference chair.
- The past chair will assist the chair in providing past/best practices and will serve on the Regional Affairs Committee (RAC). Past chair will review regional operating procedures and make recommendations to the team.
d. The treasurer shall be responsible for the finances of the Region.
1. receive and act as custodian for all funds and disburse them as directed by the Regional Leadership Team.
2. present an annual budget at the June meeting of the Regional Leadership Team.
3. present a report at all business meetings and distribute an annual statement to all members.
4. any unbudgeted expenditure in excess of $100 shall require the approval by vote of chair, chair-elect, past-chair and treasurer.
e. The professional representatives (International Students and Scholars Services / Recruitment, Admis sions and Preparation and Education Abroad) will assist with the professional development of the members and will be responsible for programming for their prospective sections at the Regional Conference.
f. The information technology representative shall maintain the membership list of the Region, offer computer assistance to the region, and perform such other duties as required.
g. The conference chair will be responsible for the overall planning and implementation of the annual regional conference. The conference chair-elect will provide support and leadership to the conference chair.
h. The regulatory ombudsperson serves as a member of NAFSA's Regulatory Ombuds Subcommittee and as chair of GRAC.
i. The special projects chair shall be responsible for special activities of the Region including the conference travel grants, regional awards and other activities as directed by the Regional Leadership Team.
Section 5. Ten members of the Regional Leadership Team shall constitute a quorum at Regional Team Leadership meetings.
ARTICLE V
Regional Finances
Section 1. The region will manage all funds prudently; maintain appropriate financial records, submit annual financial repots to NAFSA and be subject to audit in a manner prescribed by the Treasurer of NAFSA.
Section 2. The region will use a third party conference registration company, chosen by the Vice President for Member Relations, to process pre-conference fee collections and, if desired, to process on-site registrations.
Section 3. The region will use a third party contractor, chosen by the Vice President for Member Relations, to select and contract for hotels and conference centers for regional conferences.
Section 4. Any fundraising by the region will conform to NAFSA's Guidelines for Fundraising.
Section 5. Any communications or public representations emanating form the region shall be clearly identified as such.
ARTICLE VI
Meetings
Section 1. There shall be a Regional Conference each year at such time and place as determined by the Regional Leadership Team.
Section 2. There shall be an annual meeting held each year at the Regional Conference for the purpose of election of the new chair-elect, receiving reports and transacting any such business which may arise. Twenty-five members shall constitute a quorum at the annual meeting.
Section 3. Workshops, inter-regional meetings, team meetings and other meetings of interest to members will be arranged as needed in consultation with the chair.
ARTICLE VII
Committees
Section 1. The nominations and election committee will be appointed by the chair with approval of the Regional Leadership Team.
a. There shall be three members of this committee, at least one of whom shall be a member of the Regional Leadership Team and who shall serve as chair. The other members may be members at large.
b. Nominations shall be solicited from the general leadership.
c. The committee shall present a slate of at least one candidate for the office of chair-elect.
d. The election shall be by written ballot at the Regional Conference. Members not attending the Conference may request a ballot and must return it prior to the start of the Regional Conference.
e. Election to office shall be determined by majority vote of ballots cast.
Section 2. The conference planning committee will be appointed and chaired by the conference chair and may be enhanced by such sub-committees as deemed necessary by the Committee. Members of the sub-committees will be appointed by the conference chair.
Section 3. The GRAC committee will be composed of the chair (the regulatory ombudsperson), the KC-ISS Representative, and 13 other members with extensive experience in regulatory matters and representing the various states of the region. The GRAC team facilitates an annual Spring Immigration workshop as well as governmental and regulatory sessions at the regional conference.
Section 5. Other committees may be created by the regional chair with approval of the Regional Leadership Team.
ARTICLE VIII
Parliamentary Authority
The rules contained in the most recent edition of Robert's Rules of Order, Newly Revised, shall govern this organization in all matters to which they are applicable and in which they are not in conflict with the NAFSA: AIE Articles of incorporation, NAFSA: AIE Bylaws, NAFSA: AIE Standing Rules and Bylaws.
ARTICLE IX
Amendments
Section 1. Amendments to these Operational Procedures may be proposed by the Regional Leadership Team or by written request presented to the Regional Leadership Team and signed by at least ten (10) members.
Section 2. These Operational Procedures may be amended by majority of vote of those members present and voting at the annual meeting or by majority of vote of ballots returned if the vote is conducted by regular mail or email. If the voting will take place at the annual meeting, a copy of the proposed amendment(s) shall be mailed or emailed to members in advance.
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