Policy and Procedures

1. Introduction

1.1 Purpose

The Association’s Policies and Procedures Manual is designed to provide guidance, reference material, and historical continuity for the Executive Board and committee members.

Each member of the Executive Board and committee members is responsible for knowing the content of the Policies and Procedures Manual and suggesting changes and updates. The manual is updated as needed for distribution to new Board members and committee members. The Immediate Past President is responsible for overseeing the updates to the Policies and Procedures Manual. This document is available on the MASFAA website at http://www.masfaaonline.org/.

1.2 Content

The Policies and Procedures Manual supplements the MASFAA Bylaws by:

1.3 Use

It is the responsibility of each Board member and committee member to:

1.4 Mission Statement for Association

The Montana Association of Student Financial Aid Administrators (MASFAA) is an organization of persons involved with, or interested in, providing access to postsecondary education through administration of student financial aid.

MASFAA exists primarily to promote the professional preparation, effectiveness, and mutual support of persons involved in student financial aid administration. In addition, it exists to promote personal development of members, to include professional, leadership, and student diversity awareness development.

To serve its members, MASFAA shall:

2. Executive Board

2.1 Composition

The Executive Board is composed of the elected officers of the Association: President, President-Elect, Vice President/Secretary, Immediate Past President, Treasurer, Associate Member and two Executive Members-At-Large. All are voting members of the Executive Board. All Board members must be Association members in good standing.

2.2 Meetings

The Executive Board will meet, at a minimum, once annually. One of the meetings will be held in conjunction with the annual conference. Notification of meetings shall be provided to all Board members at least thirty (30) days before meetings. The President as needed may call other meetings. Telecommunications may be used to conduct meetings. Others may be invited to the Executive Board meeting by invitation of the President. All meetings shall be conducted according to Roberts Rules of Order.

2.3 Meeting Agendas

Meeting agendas shall be prepared and distributed at least two weeks in advance of each meeting. It is the responsibility of the President or may be in cooperation with another Board member, as designated by the President. The officers and committee chairs will make reports.

2.4 Meeting Locations

The President determines locations of Executive Board meetings not held in conjunction with the annual conference.

2.5 Meeting Minutes

The Vice President/Secretary will distribute minutes within eight weeks of the completion of the meeting.

2.6 Primary Responsibilities of the Executive Board

2.6.1 Determine the Mission of MASFAA

The MASFAA mission statement (see Section 1.4) should articulate goals, means and primary constituents served. This statement should serve as a guide for organizational planning, decision making and priority setting, as well as developing the long-range strategic plan. The mission statement must be approved by the general membership.

2.6.2 Ensure the Association’s goals are being met

Through effective planning the Board will ensure the Association’s goals are being met. Board members must initiate the planning process that will implement the Association’s objectives.

2.6.3 Manage Resources Wisely

An important part of serving the members is to protect assets and ensure current income is properly managed. MASFAA is incorporated and tax-exempt under federal law and therefore, the Board’s obligation goes well beyond its members. A well-developed annual budget will assist in achieving this goal. All historical and current information pertinent to such discussions should be available and will be kept by the Secretary/Treasurer.

2.6.4 Monitor Association Activities

The Board must determine that the current and proposed activities are consistent with the MASFAA mission statement. Given limited resources, the Board must decide among competing priorities.

2.6.5 Leadership Development

Although the Association has a formal nomination and election process, it is the Board’s responsibility to nurture, encourage and actively solicit those members of MASFAA for positions of leadership. Likewise, board members should encourage all members to be involved at the state, the regional and/or the national level.

2.6.6 Assess its performance

It is good practice to review how the Board is accomplishing its objectives.

2.7 Individual Board Member Responsibilities

Each Board member shall:

2.8 Detailed Officer Descriptions

2.8.1 President

2.8.1.1 Basic Function and Responsibility

The President shall preside at all meetings of the Association at which he/she is present, shall serve as chairman of the Executive Board, and shall perform such other duties as pertain to that office. He/She shall be an ex-officio member of all commissions and committees of the Association. He/She may assign and delegate duties as he/she considers best, but he/she shall be responsible for all activities within the Association, and shall submit an annual report to the Association. He/She shall assume this office after the completion of one term as President-Elect and shall serve for a one (1) year term.

2.8.1.2 Characteristics,;Duties and Responsibilities
2.8.1.3 Length of Office

The President takes office for one year commencing with the installation at the annual business meeting.

2.8.2 President-Elect

2.8.2.1 Basic Function and Responsibility

The President-Elect shall serve as principal assistant to the President as needed; especially he/she shall be in charge of planning the program and coordinating the arrangements for the next annual meeting. He/She shall be elected by a majority of the votes cast for this office, and shall serve one term (1) as President. If he/she should become President prematurely because of a vacancy in that office, his/her normal term would not be affected.

2.8.2.2 Characteristics, Duties and Responsibilities
2.8.2.3 Length of Office

The President-Elect shall serve for one year at the conclusion of the annual business meeting.The President-Elect automatically becomes President one year later.

2.8.3 Vice President/Secretary

2.8.3.1 Basic Function and Responsibility
2.8.3.2 Characteristics, Duties and Responsibilities
2.8.3.3 Length of Office

The Vice President/Secretary shall serve for two years commencing at the conclusion of the annual business meeting.

2.8.4 Treasurer

2.8.4.1 Basic Function and Responsibility
2.8.4.2 Characteristics, Duties and Responsibilities
2.8.4.3 Length of Office

The Treasurer shall serve for two years commencing at the conclusion of the annual business meeting.

2.8.5 Immediate Past President

2.8.5.1 Basic Function and Responsibility

The Immediate Past President shall serve as advisor to the President and other officers. He/She shall hold this position for one (1) year, after completing his/her term as President.

2.8.5.2 Characteristics, Duties and Responsibilities
2.8.5.3 Length of Office

The Immediate Past President shall serve for one year commencing at the conclusion of the annual business meeting.

2.8.6 Associate Member Delegate

2.8.6.1 Basic Function and Responsibility

The Associate Member Delegate shall serve as a voting Board member representing the interests of the associate membership. This delegate serves as the communication link from the Association to the associate members and participates fully in the functions of the Executive Board. He/She shall solicit sponsorships from the associate members for the Association. He/She shall perform such duties as are assigned by the President and/or Executive Board.

2.8.6.2 Characteristics, Duties and Responsibilities
2.8.6.3 Length of Office

The Associate Member Delegate shall assume office for a two (2) year term commencing at the conclusion of the annual business meeting.

2.8.7 Executive Members-At-Large

2.8.7.1 Basic Function and Responsibility

The two (2) Executive Members-At-Large serving staggered terms shall serve as members of the Executive Board and represent the general membership of the Association.

2.8.7.2 Characteristic Duties and Responsibilities
2.8.7.3 Length of Office

The two Executive Members-At-Large are elected for two year terms in alternating years. The newly elected Executive Member-At-Large takes office at the conclusion of the annual business meeting.

3. Standing Committees

3.1 Conference Planning Committee

This committee is responsible for planning the annual conference, which meets the professional needs of the membership and supports the mission statement and long range plans for the Association. The President-Elect shall be in charge of planning the program and the overall coordinating of arrangements for the annual conference. The entire Executive Board will be invited to be a part of this committee as well as other members as recruited by the President-Elect. This committee will meet once, at a minimum, at least three months prior to the annual conference. See section six (6) for more information about conference planning.

3.2 Ad Hoc Committees

As needed, the President can establish ad hoc committees. These committees should have a specific purpose and are dissolved once that purpose is complete. An ad hoc committee may become a standing committee upon the Executive Boards approval.

4. Miscellaneous Policies and Procedures

4.1 Alcohol Policy

Funds from the Association’s Treasury shall not be used to purchase any alcoholic beverages for any Association functions.

4.2 Awards/Acknowledgments

The Association has established several awards for members. These awards are outlined in Article XI of the MASFAA Bylaws. The Immediate Past President is responsible for ensuring that the years of service, retirement and lifetime membership awards, if any, are given at the annual business meeting. The Special Service Award, if there is one, will also be given at the annual business meeting. As a general rule, a member must be a member of MASFAA for 10 years before receiving the lifetime membership. Individuals who have been in MASFAA a shorter period of time but who were active in the Association may be sent a certificate of appreciation. The master copy of these certificates will be kept by the Vice President/Secretary. See the MASFAA Bylaws Article XIII for more information about awards.

4.3 Sponsorships and Exhibit Policy

Sponsorships by outside organizations to underwrite expenses of the Association activities will be encouraged. Sponsorships will be solicited on a yearly basis with the mailing of the Association membership forms in January. The Association shall provide a designated exhibit display area at the annual conference. Exhibit displays will be limited to tablecloths, giveaways, and literature. Exhibits will be limited to table size. Sponsors will be acknowledged at the annual conference in accordance with the level of support received by the sponsor. Conference registration fees will not be waived for exhibitors. Table size will be uniform and will be determined by the conference committee.

4.4 Label Policy

All label and/or roster requests of the Association membership shall be made to the Treasurer who will approve and coordinate all orders.

4.5 Expressions of Condolence

It may be appropriate for the Association to express condolences upon the death of a MASFAA member. These guidelines are provided as a suggested response. At the discretion of the Board, alternative expressions may be approved.

4.5.1 In remembrance of a current or past MASFAA member, a donation may be made in an amount determined by the Executive Board.

4.5.2 In remembrance of a family member (spouse, parent or child) of a MASFAA member, a sympathy card is suggested.

4.6 Equipment and software owned by the Association

Any equipment owned by MASFAA shall be tagged as such and included on an inventory list held by the Treasurer. The Treasurer shall be responsible for reviewing all software annually in their possession and make any recommendations to the Board.

5. Financial Policies and Procedures

5.1 Membership Dues

The membership year is January 1 to December 31. Annual membership forms will be announced on the MASFAA list serve by January 15th of each year and payment of dues is required by March 1st. Individuals attending Association activities shall be charged the non-membership fee until dues are paid.

5.2 Sponsorships

Sponsorships shall be solicited to underwrite direct budgeted expense items only once per year. Sponsorship forms will be mailed to associate members with membership forms in January of every year. Sponsorship fees will be evaluated yearly by the board in conjunction with the Associate Member delegate. Sponsors will be acknowledged for their support at the annual conference. The acknowledgment will be determined by the conference committee. Levels of sponsorship will be determined yearly by the board:

5.3 Conference registration fee refunds

All requests for refunds shall be in writing and sent to the Treasurer for approval.

5.3.1

A 100% refund shall be granted if the request is received at least 15 days prior to the start of the conference. The Treasurer shall confirm that the fee was received and issue a refund, with notification of the conference chair.

5.3.2

A request for refunds due to extenuating circumstances may be granted upon approval of the Treasurer and the President. These requests must be received within 15 days after the conclusion of the conference.

5.3.3

Registration fees may be transferred to another Association member or to a non-MASFAA member when accompanied by the additional non-member fee.

5.4 Reimbursement and Travel Expenses for Board Members

5.4.1 The Association will cover expenses incurred by Board members for the following activities:

5.5 Commitments or Contract Signing

Contracts or letters of intent for conference facilities or conference entertainment groups will be reviewed and signed by the conference site chair. A copy of all written contracts shall be filed with the Treasurer.

5.6 Reserve Funds Policy

A reserve fund has been established by the Board to set aside funds not normally required for general operation expenses. These funds shall be placed in a standard interest-bearing account or Certificate of Deposit. The amount in reserves will be determined each year through the budgeting process. The Treasurers Report shall include the current account amount, including interest earned and reserve amount.

5.7 Treasurer’s Responsibilities

The Treasurer will manage the Association funds. The following outline details specific policies and procedures with respect to funds management.

5.7.1 The Treasurer shall be solely responsible for all financial transactions including:

5.7.2 Treasurer’s Report

The Treasurer at each of the meetings of the Executive Board shall give a report. This report must be reviewed and approved by the Board. This report shall summarize year-to-date income and expenses incurred by the Association. In addition, the report shall include a summary of the checking and savings account activity since the last approved Treasurer’s Report.

5.8 Checking and Savings Accounts

5.8.1 Checking Account

The Association shall have only one checking account. All income and expenses shall pass through this account. The Treasurer’s address shall be the address on this account. Deposits will be made in a timely fashion and expenses shall be paid within 30 days. Reimbursement to MAFSAA members shall be made as quickly as possible. The Treasurer will fax the President monthly checking account statements.

5.8.2 Savings Account

The Association may have a separate interest-bearing account. This account will hold the funds for the Association reserves policy.

5.9 Stale Check Policy

All Association checks that are not cashed within 90 days will be considered stale dated. It will be the payee’s responsibility to contact the Treasurer for a duplicate to be issued. By declaring a check stale, the Association is not relinquishing its obligation to the payee.

5.10 Scholarships

The Association may offer scholarships to members to attend RMASFAA Summer Institute. The Executive Board will determine the number and amount of scholarship each year. Traditionally one Minority Scholarship and one general scholarship will be awarded each year to cover the early bird rate of the institute registration fee.

Mick Hanson Professional Development Scholarship: When funds are available, this $500 scholarship will be awarded to a mentee or mentor who has been accepted into the RMASFAA Leadership Pipeline. Recipients of the scholarship are required to be a MASFAA and a RMASFAA member. This scholarship will be used to help offset costs related to the RMASFAA Fall Conference (conference fee, lodging, and travel expenses). Selection of the recipient will reside with the MASFAA Executive Board.

6. Conference Guidelines

In addition to the NASFAA conference planning guide the following will be used to help the Conference Planning Committee with planning of the annual conference.

6.1 Site and Date Selection

The site and dates of the annual conference will be determined one year prior to that conference so that appropriate time is allowed for determining a site chair, booking a conference facility and getting the MASFAA conference on the RMASFAA calendar. In order to maximize attendance of out-of-state professionals, every effort should be made to schedule the MASFAA conference without conflicting with any other RMASFAA states conferences. The Board should obtain the most current RMASFAA calendar before selecting conference dates. In order to accommodate members limited travel budgets, the Board will schedule the MASFAA annual conference in conjunction with Department of Education training and, when offered, RMASFAA Decentralized training. Although any appropriate site in the state may be selected for the annual conference, the Board has set the following tentative order of state conference sites.

6.2 Themes, Agenda and Timetables

The theme shall be decided by the site committee. The conference committee will make all decisions about the agenda. The committee, within the following guidelines, will establish the timetable for the conference planning. The President-Elect will be responsible for keeping the committee within this timetable.

6.3 Budget

The conference budget will be set within the yearly Association budget. The site chair will be responsible for keeping spending within the conference budget. The Executive Board must approve any expenses beyond the conference budget.

6.4 Conference Planning Committee

The committee will have two chairs: the President-Elect who is responsible for overseeing the entire conference but specifically the agenda and presenters and the Site Chair who is responsible for overseeing the location issues including facility, theme and registration materials.