UACRAO Handbook - July 2021 Last Updatedpdf

UACRAO HANDBOOK Revised – June 10, 2016 Approved at the 2016 Annual Business Meeting (Updated on Institutional Representatives, conference rotation and theme, UACRAO Presidents, and Presidential Award recipients as of June 2018 Budgets updated as of December 2015.) Preface The intended use of this UACRAO Handbook is to aid each Executive Board member in his or her position by providing a detailed outline of tasks The Handbook will also help the Board as a whole to become familiar with other officer’s positions TABLE OF CONTENTS Contents Immediate Past President Description Outlined in UACRAO By-Laws Adviser Nominations and Elections Chair Honorary Memberships Chair Maintain UACRAO Handbook Historical Information President Description Outlined in UACRAO By-Laws Executive Board Meetings Annual Conference Auditing Board Other Duties President Elect 10 Description Outlined in UACRAO By-Laws 10 Assistant to President 10 AACRAO Annual Leadership Training 10 Association Publications 10 Annual Conference 10 UACRAO Membership 11 UACRAO Awards 11 Vice President for Admissions 12 Description Outlined in UACRAO By-Laws 12 Vice President for Recruitment 12 Description Outlined in UACRAO By-Laws 12 Utah High School Tour 13 Vice President for Registrar Services 13 Description Outlined in UACRAO By-Laws 13 Vice President for Technology and Communication 14 Description Outlined in UACRAO By-Laws 14 Association Website 14 Secretary 14 Description Outlined in UACRAO By-Laws 14 Meetings 15 Historical Information 15 Treasurer 15 Description Outlined in UACRAO By-Laws 15 Financial Records 15 UACRAO Membership Dues 16 Auditing Board 16 Annual Conference 16 Secondary Institution Membership Dues (Utah High School Tour) 16 Conference Chair 17 Description Outlined in UACRAO By-Laws 17 Prior to Conference 17 During Conference 18 Post Conference 18 Conference Co-Chair 18 Description Outlined in UACRAO By-Laws 18 Prior to Conference 18 During Conference 19 Post Conference 19 Track Specialists 19 Tracks 19 Prior to Conference 19 During Conference 20 Appendix A: Robert’s Rules of Order 20 Fundamental Principles 20 Six Basic Steps 20 Additional Guidelines 20 Appendix B: Website Guidelines 20 January 20 April21 July 21 Other items for any issue 21 Appendix C: Institutional Representatives 22 Appendix D: UACRAO Annual Conference Rotation 24 Appendix E: Former Presidents of UACRAO 26 Appendix F: Past Presidential Award Recipients 29 Appendix G: Honorary Memberships 31 Appendix H: Sample UACRAO Nomination Form 32 Appendix I: Samples of Awards 33 Appendix J: Budget Guidelines, Conference Registration Fees & Refunds, and 36 Annual Budget Comparisons 36 Conference Budget and Fee Guidelines 36 Conference Fee Refunds 36 Expense Reimbursements 37 Appendix K: Institutional Fees 39 Appendix L: Sample Conducting Notes / UACRAO Conference 40 Pre-Conference 40 Day one 41 Day Two 41 Appendix M: Utah High School Tour Code of Ethics and Tour Regulations 43 CODE OF ETHICS 43 TOUR REGULATIONS 44 Immediate Past President Description Outlined in UACRAO By-Laws The Immediate Past President shall sit as a member of the Executive Board, shall serve as adviser to the President, the Executive Board, and to the membership, and acts as chair of the Nominations and Elections Committee The Immediate Past President is responsible for review of the Constitution and Bylaws The Immediate Past President shall also chair the committee on Honorary Memberships Adviser Attend Executive Board Meetings and offer advice as needed Arrange for all new officers to meet immediately following the Annual Meeting to update bank information and verify everything needed for new officers to sign checks (when the treasurer is changing this meeting should be part of the meeting one month after the conference) Create and distribute electronic letters of appreciation to outgoing members of the board for service rendered to UACRAO An electronic copy should be sent to the administrator(s) of the individual whose efforts are being recognized Nominations and Elections Chair Select two or more past presidents to serve on the Nominations and Elections Committee, and other members as appropriate Request nominations of individuals for the following positions: a President Elect (three year appointment) b Vice Presidents for Admissions, Recruitment, and Registrar Services (VP of Admissions and VP of Recruitment elected in alternate years of the VP of Registrar Services along with the appointment of the VP for Technology and Communication for two year appointments) c Treasurer or Secretary (elected in alternate years for a two year appointment) Submit names of nominees to the Vice President for Technology and Communication to post and notify the membership prior to the Annual Conference Present names of nominees at the Annual Conference Constitution and By-Laws (available at uacrao.org) Recommended that the Constitution and By-Laws be reviewed every other year to determine changes and/or additions needed Present recommendations to the Executive Board Submit changes to the Vice President for Technology and Communication to post on the website and notify the membership prior to the Annual Conference Present changes to membership at the Business Meeting during the Annual Conference for discussion, voting, etc Honorary Memberships Chair Meet with Executive Board members to review possible candidate(s) Determine if individual(s) meets criteria outlined in By-Laws Make recommendation(s) to President and Executive Board Notify President Elect to prepare plaque for honorary member(s) Notify the Vice President for Technology and Communication to post on the website after conference Present award at evening banquet during the Annual Conference Maintain UACRAO Handbook Review UACRAO Handbook and update as needed Distribute to new officers upon election Historical Information Keep a list of awards given at the annual conference by individual, institution, and year received Retain a list of past Presidents and years served Maintain and update a list of future Annual Conference hosts and locations Transfer all files to the next Past-President after the term served President Description Outlined in UACRAO By-Laws It shall be the duty of the President to assume full responsibility for all of the general activities of the Association, conduct all necessary correspondence with the members in regard to the program for the annual meeting, approve all Association bills before payment by the Treasurer, and refer to an Auditing Board the Annual Report of the Treasurer The President shall have overall responsibility for the annual meeting and shall work directly with the Conference Chair in the planning and organization of the annual meeting The President also shall serve as Chairperson of the Executive Board and shall be an ex officio member of all committees of the Association Executive Board Meetings Hold Executive Board meetings monthly Prepare the meeting agenda Call the meeting to order and serve as chairperson Review the status of previous assignments Delegate new assignments Set an annual schedule for monthly meetings (at the meeting following the Annual Conference) Annual Conference Review (select list of) possible names for Co-Chair with the Executive Board (at the meeting right before the Annual Conference) President or Conference Chair will contact selected individual Welcome Conference attendees and conduct opening: a Welcome members, AACRAO guest, and others b Introduce the Executive Board c Make general announcements d Introduce Conference Chair to make conference announcements e Dismiss for next conference event Host the evening banquet: a Invite President Elect to present awards b Turn time to Conference Chair as appropriate Host lunch and conduct the Business Meeting: a Make announcements as needed b Discuss business items (e.g By-Law changes) using Robert’s Rules of Order (see Appendix A) c Ask Treasurer to present the Annual Financial Report d Present gifts (e.g AACRAO guest, Conference Board members, etc.) e Ask Past President to conduct the nominations and elections f Pass the gavel to newly elected President Organize the post Annual Conference meeting for new and old leadership Auditing Board Serve as a member of the Auditing Board with the Treasurer and a non-UACRAO member with an accounting background Review checkbook, bank statements, and any other records for accuracy after the Annual Conference Ask Treasurer to prepare a financial audit report for the Executive Board for the first meeting following the Annual Conference Other Duties Serve as an ex officio member of all Association committees Provide a personal picture (5 x 7) to be displayed at the Annual AACRAO Conference Create and distribute electronic letters recognizing individuals who have accepted a position or an office or other assignment within UACRAO A copy of the letter should be sent to the appropriate administrator(s) Note: The UACRAO Executive Board has had extensive discussion regarding the use of vendors and or sponsors at the annual UACRAO conference The policy that was finalized was that we are willing and need to have sponsors support the cost of our conference The Executive Board will encourage and seek out sponsors for the annual conference Vendors (representatives of companies sitting at tables) will not be used as many of the people attending this conference are front line workers, unable to make purchasing decisions President Elect Description Outlined in UACRAO By-Laws It shall be the duty of the President Elect to be chief assistant to the President and shall succeed to the presidency at the end of the term of the President The President Elect shall be responsible for the selection and appointment of the Association Vice President for Technology and Communication, and for maintaining current and updated content on the Association website The President Elect shall be officially responsible for UACRAO membership and for determining those members to be recognized with special awards at the annual meeting Assistant to President Perform duties as assigned by President (i.e., serve on subcommittees for special matters, conduct meetings when President is unable to attend, etc.) AACRAO Annual Leadership Training Attend the annual state and regional leadership training if UACRAO funding is available (decision by the UACRAO Board) Association Publications Present names for Vice President for Technology and Communication to the Executive Board as needed for approval Notify selected individuals Work with Vice President for Technology and Communication to publish and distribute Association news and information Annual Conference Prepare a plaque for the outgoing President Present the plaque to outgoing President during the Business Meeting after the nominations and elections have been conducted Extend appreciation to Conference participants and close the Business Meeting Make a recommendation to the AACRAO Board every two to three years as determined by the executive board for an AACRAO guest Make arrangements for AACRAO guest to attend the annual conference, arrange his or her hotel room and send a map of the location of annual conference to him or her AACRAO pays 10 for his or her flight to and from the conference; UACRAO pays for his or her hotel room, food, and gift Purchase a gift for the AACRAO guest to be presented at the Business Meeting UACRAO Membership Update quarterly the list of Institutional Representatives (Appendix C) Send the updated information to the Vice President for Technology and Communication to post on the UACRAO Website Coordinate yearly training for Institutional Representatives in conjunction with the annual conference (out-going President Elect) Work with Institutional Representatives as to needs of the membership from various institutions Maintain friendships/followers in social media outlets (e.g Facebook, Twitter, etc.) Ensure Institutional Representatives are updating the directory quarterly UACRAO Awards Provide information for the UACRAO website on awards and nominations Coordinate Service Awards: a Contact Institutional Representatives (see Appendix C) to obtain names for Service Awards (individuals that have/will retire within the year) b Prepare plaque to honor years of service To standardize awards, Service Award plaques should be 9” x 12” Plaque should include UACRAO logo (approximately 2” – 3” diameter), name of award (i.e Service Award), recipient’s name, and year awarded Refer to Appendix G for sample of design c Extend an invitation to the retiree’s supervisor to present the Service Award to the recipient during the evening banquet at the Annual Conference Coordinate Presidential Awards: a Prepare Presidential Award Nomination Form and request nominations at the same time as the annual conference registration Nominations are accepted for professional and support staff (Generally one award is given in each area annually) b Organize an "ad hoc" committee to evaluate the nominations and select individuals to be honored c Order plaques for the Presidential Award recipients To standardize awards, Presidential award plaques should be 9” x 12” Plaque should include UACRAO logo (approximately 2” – 3” diameter), name of award (i.e Presidential Award), recipient’s name, and year awarded Refer to Appendix I for a design sample d Present Presidential Awards during the evening banquet at the Annual Conference, summarizing comments from the nomination forms e Provide update of past Presidential Award recipients (Appendix F) Coordinate Other Awards: a Contact Past President for name(s) of Honorary Members and prepare plaque(s) for Past President to present 11 2018 P = Professional Personnel C = Classified Personnel Appendix G: Honorary Memberships Since 1985 Year Name Institution 2010 John Boswell University of Utah 2010 Dale Orton Southern Utah University 2011 Brach Schlueter Snow College 31 Appendix H: Sample UACRAO Nomination Form Name of Nominee: Date: Position: _ Professional administrator _ Member of support staff _ Staff who has retired/will retire Institution: Using the following outline please state the reasons why the person you have nominated is especially deserving of a UACRAO special award Accomplishments and Achievements: _ _ _ _ Years of Service: _ _ Community Service: _ _ _ Personal Attributes: _ _ _ Please type or print the following: Name of person making nomination Phone Number _ Please return this form by (insert date) to: UACRAO President Elect (insert name) (insert mailing address) (city, state and zip code) 32 (insert telephone number) and (insert fax number) (insert email address) Appendix I: Samples of Awards Plaque for outgoing President should be 10 1/2” x 13” and be made from a high grade of wood such as walnut Plaques should include the UACRAO logo (approximately 2”-3” diameter) and a brass plate (approximately 3” x 5”) engraved with recipient’s name and years of service A full wooden gavel should be mounted diagonally on the plaque 33 34 35 Appendix J: Budget Guidelines, Conference Registration Fees & Refunds, and Expense Reimbursements Annual Budget Comparisons The summary sheet compares five-year trends and itemizes expenses Additional columns have been added to list future conference expenses Conference Budget and Fee Guidelines The Annual Conference budget, based upon five-year trends, will be determined by the UACRAO Executive Board All conference attendees will be assessed a registration fee to help cover the expenses of the conference Conference registration deadline will be five weeks prior to the conference The conference registration fee must be paid at the time of registration with a credit card, through PayPal, or via check The Annual Conference registration fee, including one day fees, will be determined by the Executive Board Registration fees received after the deadline, including those received at the conference, will be assessed a late fee to be determined by the Executive Board Late fees are to be paid at the time of registration Affiliate members pay the standard dues and conference fees Fees for nonmember guests to attend the meals or activities are determined by the Executive Board Conference Fee Refunds Once payment deadlines are established for the annual conference by the UACRAO Executive Board, the following payment schedule and guidelines for reimbursement will be followed for refund of attendee registration and guest fees: The refund policy requires that a written request for reimbursement be received by the UACRAO Treasurer at least ten (10) business days prior to the conference The cancellation date will be determined by the Executive Board • Cancellations received up until ten (10) business days prior to the conference, will receive a full refund less a $10 processing fee • Cancellations received within ten (10) business days prior to the conference opening session are not eligible for refund Conference no-shows will not receive refunds of any fees paid Paid registrations may be transferred to another eligible UACRAO member up until ten (10) business days prior to the conference with written notification (email) to the UACRAO Treasurer The conference dates and deadlines will be published on the conference page 36 Expense Reimbursements When institutional or personal money has been spent for UACRAO expenses and a reimbursement is necessary, the following guidelines should be followed: Obtain approval from the Executive Board prior to making a purchase Keep a copy of the receipt for the expense Obtain an Expense Reimbursement Form from the UACRAO Treasurer Complete the Expense Reimbursement Form and attach receipt(s) to the form Obtain approval signature from one of the following: President, Past President, or President Elect Give the completed form and receipt(s) to the Treasurer After approval, the Treasurer will write a check for the reimbursement which must be signed by the Treasurer and one of the following: President, Past President, or President Elect UACRAO Budgets yr average BUDGET-2016 Description 2011 2012 2013 2014 2015 Membership Dues $2,925.00 $2,925.00 $2,917.18 $2,650.00 $2,700.00 $2,823.44 $2952.00 Website $0.00 $0.00 ($261.00) ($442.49) ($530.65) ($246.83) ($500.00) Letterhead $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 AACRAO Breakfast $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Conference Calls $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 AACRAO Training Travel $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 ($256.56) ($145.89) ($1,007.45) ($1,215.02) ($1,118.87) ($748.76) ($1,200.00) ($84.26) ($10.00) ($10.00) ($10.00) ($31.50) ($29.15) ($30.00) General Expenses Total ($340.82) ($155.89) ($1,278.45) ($1,667.51) General Difference (+/-) $2,584.18 $2,769.11 $1,638.73 $982.49 Board Lunches Other ($1,681.02) ($1,024.74) $1,018.98 $1,798.70 ($1,730.00) $1.222.00 Annual Conference Host & Location SC/Ephraim USU/Logan BYU/Midway SUU/Cedar BYU-I/Ogden 2011 2012 2013 2014 2015 $125/145 $75/85 tues $50/60 weds ($25 late) Refunds $125/145 $125/145 $125/145 $75/85 tues $75/85 tues $50/60 weds $75/85 tues $50/60 weds $75/85 tues $50/60 weds ($25 late) ($25 late) ($25 late) - $323.00 $903.00 $50/60 weds ($25 late) Conference Fee $ 777.05 $125/145 $ 496.07 $ 37 yr average BUDGET - 2016 166 full Tues only 183 full Tues only Wed only full 173 part 187 full 13 part Attendance 146 170 187 175 200 175.6 $55.00 $0.00 $80.00 $762.00 $23.00 $184.00 $18,692.31 $21,914.19 $24,712.38 $22,025.00 $24,650.00 $22,398.78 $1,000.00 $1,000.00 $1,000.00 $1,500.00 $1,000.00 $1,100.00 ($14,562.26) ($19,456.94) ($33,303.78) ($21,196.93) $5,185.05 $3,457.25 ($7,511.40) $3,090.07 $524.54 $949.10 Speakers $587.30 $500.00 $1,500.00 $1,882.86 $1,916.00 $1,277.23 $1,700.00 Programs $522.20 $350.93 $866.50 $1,043.49 $1,054.44 $767.51 $500.00 Conf Center/Hotel $0.00 $3,675.00 $4,166.00 $3,783.75 $1,276.92 $2,580.33 $3,100.00 Food Services $0.00 $0.00 $0.00 $0.00 $17,295.48 $3,459.10 AACRAO Guests $268.00 $0.00 $0.00 $270.44 $0.00 $107.69 Deposits $500.00 $0.00 $10,950.00 $23,856.66 $20,166.00 $11,094.53 $1,377.50 $4,525.93 $6,532.50 $6,980.54 $21,542.84 $8,191.86 Attendance Total Guests Conference Income Conference Sponsorship Conference Expenses Conference Difference (+/-) ($25,148.46) ($22,733.67) Pre-conference Pre-conference SubTotal Incl in total Gratuity/Tax $0.00 incl in total incl in total $1,470.00 $841.68 $4,963.20 $2,443.42 $2,429.58 $3,500.00 $85.79 $0.00 $248.10 $0.00 $83.47 $0.00 Dinner $3,125.00 $4,061.09 $9,804.00 $5,124.44 $5,528.63 $8,000.00 Breakfast $1,330.00 $1,687.27 $2,960.00 $1,995.46 $1,993.18 $3,500.00 Lunch $1,793.50 $2,489.09 $5,920.00 $3,343.50 $3,386.52 $4,500.00 Lunch $1,758.00 $2,154.52 $0.00 $3,532.73 $1,861.31 $4,500.00 Breaks $0.00 $476.10 $324.00 $639.66 $359.94 $0.00 $750.00 $181.25 $709.26 $216.27 $464.20 $0.00 $10,312.29 $11,891.00 $24,928.56 $9,034.65 Door prizes $409.39 $519.15 $411.25 $474.72 $479.31 $458.76 $400.00 Entertainment $946.50 $736.00 $0.00 $3,848.00 $786.00 $1,263.30 $0.00 $129.98 $40.69 21.41 $50.99 $50.00 $466.90 $561.89 $25.00 $437.08 $325.00 Breakfast Luncheon (Board) Other Catering SubTotal Nametags Other $11.89 $235.50 $896.13 38 $17,295.48 $14,692.40 $24,000.00 Advertising Next Conf $153.51 $162.00 $12.22 $0.00 $0.00 $65.55 $100.00 Plaques $256.44 $296.51 $216.37 $256.44 $336.58 $272.47 $400.00 Gifts $235.04 $339.09 $606.00 $0.00 $1,390.00 $514.03 $700.00 Service Project $624.20 $91.13 $0.00 $0.00 $567.32 $256.53 $50.00 $2,872.47 $3,040.01 $1,842.72 $5,181.74 $3,605.62 $3,308.51 $14,562.26 $19,456.94 $33,303.78 $21,196.93 $7,769.23 $6,226.36 ($5,872.67) $2,659.73 Supplies SubTotal Total Conference Expenses Overall Difference (+/-) $25,148.46 $22,733.67 ($3,605.62) Appendix K: Institutional Fees Institution Current Fee Brigham Young University $325 BYU – Idaho $325 Dixie State College of Utah $275 LDS Business College $225 Salt Lake Community College $325 Snow College $225 Southern Utah University $275 University of Phoenix $325 University of Utah $325 Utah State University $325 Utah Valley University $325 Weber State University $325 Western Governors University $325 Westminster College $225 39 $1,435.41 $31,325.00 UACRAO Membership Fees Total Enrollment Membership Fee Zero – 5,000 $225 5,001 – 15,000 $275 15,001 + $325 Secondary Institution Membership Dues (Utah High School Tour) HS Junior Enrollment Membership Fee – 99 $25 100 – 199 $40 200 – 299 $60 300 – 399 $80 400 – 499 $100 500 – 599 $120 600 – 699 $140 700 – 799 $160 800 + $180 40 Appendix L: Sample Conducting Notes / UACRAO Conference Pre-Conference □ Pre-Conference Board meeting (to be determined by the board) □ Golf Tournament: 12 – PM □ Dinner on your own: 6:30 PM Day one □ Continental Breakfast/Registration: 8:00 – 9:00 AM □ Welcome and Introductions: President 9:00 – 9:15 AM o Welcome: UACRAO President o Introduction of Executive Board – Ask them to stand when introduced: ▪ President ▪ Past President ▪ President-Elect ▪ Vice President for Membership ▪ Secretary ▪ Treasurer ▪ Vice President for Technology and Communication o Introduction of others working with the Board ▪ Conference Chair ▪ Conference Co-Chair ▪ Newsletter Editor o Introduction of AACRAO Guest: President or President Elect o Report of Board activities for the year: President o Conference business / housekeeping: Conference Chair o Introduce chair of Professional Development Board who will introduce keynote speaker □ Keynote Speaker 9:15 – 10:45 AM □ Session 1: 11:00 – 12:00 PM □ President’s Luncheon: 12:00 – 1:30 PM (lunch on your own for general membership) o Welcome and Introductions: President o Introduce AACRAO Guest: President 41 o Questions from conference chair, co-chair, and track chairs o Last minute business/instructions o Special thanks to all track chairs and conference chairs □ Session 2: 1:30 – 2:30 PM □ Focus Groups/Cracker Barrels: 2:30 – 3:30 PM □ Break: 3:30 – 6:00 PM □ Hors d’oeuvres: 6:00 – 7:00 PM □ Dinner and Entertainment: 7:00 PM o Welcome: UACRAO President o Buffet instructions/introduces entertainment: Conference Chair o Dinner o Introduce President Elect to present awards: President o President Elect presents awards ▪ Retirement (service) ▪ Presidential o Thank guests and entertainment group/dismiss until AM following day: President Day Two □ Continental Breakfast/Registration: 8:00 – 9:00 AM □ Plenary Session 9:00 – 10:00 AM □ Session 3: 10:00 – 11:00 AM □ Session 4: 11:00 – 12:00 PM □ Business Luncheon 12:00 – 1:30 PM Welcome: President o o Breakfast instruction/conference housekeeping: Conference Chair o Breakfast o AACRAO Guest Speaker o Introduce AACRAO Guest: President Elect o President: “The Annual Business Meeting for the Utah Association of Collegiate Registrars and Admissions Officers is now in session.” o Attendance and Financial Report: Treasurer o President ▪ Call for motion to accept the financial report as presented ▪ Motion: “I move that…” ▪ Second: “I second that…” ▪ Motion announced: “It has been moved and seconded that…” ▪ Discussion – Maker of the motion has first right to speak during discussion 42 ▪ Call for questions: (call for vote on motion) “All in favor say aye” ▪ Decision announcement (motion passed of motion failed) o Ask Past President to conduct nominations and elections o Past President will announce members of the Nominations and Elections Committee o Past President will read the nominations – please have them stand as you read the names ▪ President Elect – year term ▪ Vice President for Admissions – year term ▪ Vice President for Recruitment – year term ▪ Vice President for Registrar Services – year term ▪ Treasurer or Secretary – year term NOTE: we should have bios on each nominee o Past President asks for nominations from the floor by stating, “According to the constitution and by-laws I will now accept nominations from the floor.” ▪ If there are no nominations from the floor there should be a motion to close nominations ▪ Motion: “I move that nominations be closed and that we accept the nominations by acclamation made by the Nominations and Elections Board." ▪ Second: “I second the motion.” ▪ Motion Announcement: “It has been proposed and seconded that we close nominations and accept by acclamation those nominated by the Elections Board.” ▪ Discussion – (Maker of motion has first right to speak during discussion.) ▪ Call for the Question: (call for vote on the motion) “All in favor say aye, Opposed, nay.” ▪ Decision Announced o The new Executive Board for the coming year will be: ▪ President ▪ Past President ▪ President-Elect 43 ▪ Vice President for Admissions ▪ Vice President for Recruitment ▪ Vice President for Registrar Services ▪ Secretary ▪ Treasurer o Other Ex-Officio Members of the Board will include: ▪ Vice President for Technology and Communication ▪ Conference Chair o Recognize and thank Local Arrangements Board: Conference Chair o Introduce UACRAO 20 : Conference Co-Chair o Distribute gifts/other conference instructions: Conference Chair o Turn the gavel and Presidency over to President Elect: Current UACRAO President o New President: “This Annual Business Meeting stands adjourned until next year.” Appendix M: Utah High School Tour Code of Ethics and Tour Regulations CODE OF ETHICS Representatives must present clear and accurate information concerning their institution or agency while avoiding ambiguous, questionable, or false information about competing institutions or agencies Ambiguous or false claims about accreditation, “national rankings”, or guarantees of employment upon completion of education or training are not acceptable Only full-time admissions officers, institutional representatives or delegated salaried school officials shall represent schools or agencies during the Tour program Others may accompany professional admissions staff members, if they are all well trained and if they abide by the same principles and regulations expected of professionals The institutions remain responsible for anyone representing them Representatives should refrain from all disparaging comparisons of any other agency or institution, secondary, post-secondary, or similar institution including their programs, locations, personnel, and services Discounts on tuition or other fees will not be offered for an immediate enrollment Representatives will not insist or pressure students to make immediate decisions to enroll, or make substantial down payments because of few openings 44 Representatives shall provide service to students by assisting them in matching their interests, and abilities to the appropriate institutions that will enable them to best achieve their educational and career goals Representatives should present themselves in a professional manner when working with students, their family and their school TOUR REGULATIONS Representatives will attend all scheduled programs during the tour, unless prior communications has occurred with those host counselors where an institution will not be visiting In case of emergency or illness, the representative scheduled has the responsibility of contacting the Host counselor as soon as he or she will be unable to attend as well as the opening presenter Representatives are expected to be on time (arrive and immediately check in with the opening presenter [or their school won’t be announced] and then, if time allows, prepare their individual room for presentation) and stay until the program has been completed Appropriate items to distribute to students include brochures describing an institution and its programs, catalogs, applications, pens or pencils, and other items containing factual information Gimmick items such as calendars, shop bags, t-shirts, jackets, buttons, key chains, bumper stickers, posters, headbands, lanyards, decals, candy, and the like may not be distributed during the Tour day To encourage Tour attendance, no home visits or follow-up visits to the high school will be permitted within week prior to or following the Tour day Representatives are individually responsible to arrange for any special audio-visual needs at the high schools Further, representatives will be courteous when using these materials, especially in fair setting where multiple schools are located in one room and the use of these items [for example high volume] may cause a disruption to other concurrent presentations No transactions involving the exchange of money shall be permitted Contest such as drawings and lotteries are prohibited 45 ... Outlined in UACRAO By-Laws Adviser Nominations and Elections Chair Honorary Memberships Chair Maintain UACRAO Handbook Historical Information President Description Outlined in UACRAO By-Laws Executive... in UACRAO By-Laws 12 Vice President for Recruitment 12 Description Outlined in UACRAO By-Laws 12 Utah High School Tour 13 Vice President for Registrar Services 13 Description Outlined in UACRAO. .. in UACRAO By-Laws 13 Vice President for Technology and Communication 14 Description Outlined in UACRAO By-Laws 14 Association Website 14 Secretary 14 Description Outlined in UACRAO By-Laws 14 Meetings