SECTION 2. Approval,
Recognition and Termination of Membership
(a) To be approved for membership, a
qualifying institution, agency, organization, or individual representative shall:
(1) File a membership application annually
with the Membership Committee.
(2) Be approved for membership by the
Membership Committee.
(3) Pay dues as designated by the Executive
Committee.
(b) Membership approval shall be
acknowledged by a letter from the Executive Committee to the application, i.e.,
institution, agency, organization, or individual.
(c) Membership cards will be issued to
representatives of approved institutions, agencies, or organizations.
(d) Membership may be terminated by action
of the Executive Committee for:
(1) Conduct which in any way tends to be
injurious to the corporation or its members, or which tends to adversely affect its
reputation or which is contrary to or destructive of its objectives.
(2) Failure to comply with provisions of
recognized and approved Statements of Good Practices.
(3) Failure to maintain status as an
institution, organization, or agency as stipulated in Article III, Section 1.
(4) Failure to pay annual dues.
(e) It is the right of the institution,
agency, organization or individual whose membership has been terminated to file a written
appeal with the Executive Committee; however, its decision regarding the appeal will be
final.
SECTION 3. No member of the Corporation
shall use the name of Indiana Student Financial Aid Association (ISFAA) as an endorsement
for its/their own activities.
ARTICLE IV - OFFICERS
The officers of the corporation shall be
the President, President-Elect, Immediate Past President, Secretary and Treasurer.
SECTION 1. President
(a) The President shall serve for a period
of one (1) year.
(b) The term of office shall be from May 1
through April 30, inclusive.
(c) In the event of a vacancy in the office
of President, the President-Elect shall assume the duties of the President, without
prejudice to the ensuring term of office.
SECTION 2. President-Elect
(a) The President-Elect shall be elected by
a majority vote of the representatives of regular member institutions.
(b) The term of office shall be for one (1)
year, from May 1 through April 30, inclusive.
(c) Upon completion of the term as
President-Elect, the representative will become President of the corporation.
(d) In the event of a vacancy in the office
of President-Elect, it shall be filled through a special election.
SECTION 3. Immediate Past
President
(a) The Immediate Past President shall
continue to serve for a period of one (1) year upon completion of the term of office of
President.
(b) In the event of a vacancy in the office
of Immediate Past President, the most recent Past President shall assume the position of
Immediate Past President.
SECTION 4. Secretary
(a) The Secretary shall be elected by a
majority vote of the representatives of regular member institutions.
(b) The term of office shall be for a
period of two (2) years, May 1 through April 30, inclusive, with the election being held
during the year which ends with an odd-number digit.
(c) In the event of a vacancy in the office
of Secretary, the President, with the approval of the Executive Committee shall appoint a
replacement who shall complete the term of office.
SECTION 5. Treasurer
(a) The Treasurer shall be elected by a
majority vote of the representatives of regular member institutions.
(b) The term of office shall be for a
period of two (2) years, May 1 through April 30, inclusive, with the election being held
during the year which ends with an even-numbered digit.
(c) In the event of a vacancy in the office
of Treasurer, the President, with the approval of the Executive Committee, shall appoint a
replacement who shall complete the term of office.
ARTICLE V - DUTIES OF
OFFICERS
SECTION 1. President
(a) The President shall be the principal
executive officer of the corporation and shall establish the direction of the corporation
for one (1) year.
(b) The President shall supervise the
business of the corporation and preside at all meetings of the corporation and
it's
Executive Committee.
(c) The President shall establish any and
all committees within the commission structure and shall serve as an ex-officio member of
all commissions and committees.
(d) The President shall act as official
spokesperson for the corporation or appoint, with prior approval of the Executive
Committee, another individual to act as the designated spokesperson.
(e) The President shall be the official
ISFAA representative to the MASFAA Executive Council and the official ISFAA liaison to
NASFAA.
(f) Contracts and agreements on behalf of
the corporation and approved by the Executive Committee must be signed by the President.
(g) The President shall perform all duties
incidental to the office of the President and other duties as may be prescribed by the
Executive Committee.
(h) Upon completion of the term of office,
the President shall submit an annual report to the member representatives.
SECTION 2. President-Elect
(a) In the absence or temporary inability
of the President to perform the duties of the President, the President-Elect shall assume
said duties and while so acting shall have all of the powers of the President and be
subject to all the restrictions placed upon the President.
(b) The President-Elect shall serve as
Chair of the Audit and Finance Committee and shall appoint two (2) representatives to
serve on the committee.
(c) The President-Elect shall perform other
duties as may be assigned by the President and/or the Executive Committee.
SECTION 3. Immediate Past President
(a) The Immediate Past President shall
assist the President as requested by the President and/or the Executive Committee.
(b) The Immediate Past President shall
serve as Chair of the Nominations/Election and Awards Committee.
(c) In the absence or inability of both the
President and the President-Elect to perform the duties of the President, the Immediate
Past President shall assume said duties and while so acting shall have all the powers of
the President and be subject to all of the restrictions placed upon the President.
SECTION 4. Secretary
(a) The Secretary shall send notices of
meetings as directed by the President.
(b) The Secretary shall record, distribute
to the representatives, and maintain a file of the minutes of the meetings of the
corporation and its Executive Committee.
SECTION 5. Treasurer
(a) The Treasurer shall perform fiscal
management duties as directed by the Executive Committee.
(b) The Treasurer shall maintain records of
the fiscal activities of the corporation and submit a report of the activities at each
business meeting and as requested by the President and/or the Executive Committee.
ARTICLE VI - EXECUTIVE
COMMITTEE
SECTION 1. Membership
(a) The President, President-Elect,
Immediate Past President, Secretary and Treasurer shall be members of the Executive
Committee at all times.
(b) Four (4) at-large representatives will
at all time be members of the Executive Committee.
(1) Two (2) representatives shall be
elected each year to serve a two (2) year term.
(2) An at-large representative may be a
candidate to succeed self as an elected member of the Executive Committee.
(3) At-large representatives shall be
nominated and elected by the representatives from regular member institutions and shall
take office on May 1.
(c) Five (5) Commission Directors will at
all time be members of the Executive Committee.
(1) The Director of each Commission will be
appointed by the President-Elect subject to ratification by ballot of the representatives
of regular member institutions.
(2) The term of office for the Director of
each Commission shall be two (2) years and shall commence on May 1.
(3) The Director of the
Associate Members Commission, Internal Operations
and Management Commission and the Professional Training and Development Commission will be
appointed in the year ending with an odd digit.
(4) The Directors of the Public Relations
and Communications Commission and the Governmental Relations Commission will be appointed
in the year ending with an even digit.
(d) All members of the Executive Committee
must be representatives of Regular Member Institutions,
except for the
Associate Member Commission Director which may be held by an Associate
Member Organization representative or by a Regular Member Institution
representative.
(e) Vacancies on the Executive Committee,
other than officers, shall be filled by presidential appointment with the prior approval
of the Executive Committee.
SECTION 2. Duties and
Responsibilities
(a) The Executive Committee shall make
decisions and/or take action on urgent matters when immediate submission of such matters
to the entire membership is impractical. The Secretary will then notify the
representatives of its decision/action.
(b) The Executive Committee shall make
recommendations regarding policies and procedural matters to the representative.
(c) The Executive Committee shall be
responsible for setting the annual dues structure for the corporation.
(d) The Executive Committee must approve
any contracts in excess of $1,000 or agreements lasting one (1) or more years on behalf of
the corporation and shall be responsible for the execution of the related activities of
the corporation.
ARTICLE VII -
COMMISSIONS
SECTION 1. There shall be five
(5) Commissions to carry out the purposes of the corporation: Associate
Members, Internal Operations and
Management, Professional Training and Development, Public Relations and Communications and
Governmental Relations.
(a) Internal Operations and Management
Commission has the responsibility for managing the general activities of the corporation
as related to finance, membership, voting, by-laws and other areas as deemed necessary for
the stability and growth of the corporation.
(b) Professional Training and Development
Commission shall plan, conduct and supervise the professional training and development
activities, i.e., programs, workshops, seminars, etc., that contribute to the competency,
development and status of the membership.
(c) Public Relations and Communications
Commission shall coordinate the activities that communicate issues, ideas, and information
to the representatives; it will also foster and promote financial aid awareness activities
that assist in the dissemination of financial aid information to students, parents, high
school counselors/personnel, admissions personnel, and the general public.
(d) Governmental Relations Commission shall
serve as the liaison for the Corporation with local, state, and/or federal
agencies/organizations that directly affect financial aid, institutions and students.
(e) Associate
Members Commission shall serve as the liaison for the Corporation with
issues that pertain to and affect the Associate membership, i.e.,
sponsorship, associate concerns, charitable functions.
SECTION 2. Commission Directors
(a) The Commission Directors will be
responsible for coordinating the efforts of all committees under their jurisdiction and
shall work with the President to establish committee goals and objectives for the year.
(b) The Commission Directors shall assist
the President in the appointments of the committee chairs.
ARTICLE VIII -
COMMITTEES
SECTION 1. The Corporation
shall have three (3) standing commit- tees, each of which shall perform such functions as
prescribed below. Unless otherwise specified, members of standing committees and the
chairpersons thereof shall be appointed by the President, subject to the approval of the
executive committee.
(a) Audit and Finance Committee
(1) Audit and Finance Committee shall
consist of four (4) members including the President-Elect, who shall serve as Chair, and
the Treasurer.
(2) The Audit and Finance Committee shall
be responsible for the fiscal credibility of the Corporation through an annual review of
the accounting procedures and pertinent records, construction of an annual operating
budget, and other activities that ensure the financial stability of the Corporation.
(3) The Audit and Finance Committee will be
a part of the Internal Operations and Management Commission.
(b) Membership and Ethics Committee
(1) Membership and Ethics Committee shall
consist of five (5) members.
(2) Membership and Ethics Committee shall
be responsible for all matters concerning recruitment, approval and retention of members.
(3) Membership and Ethics Committee shall
be responsible for sending annual membership applications by May 15.
(4) Membership and Ethics Committee shall
maintain membership records, publish and distribute membership directories and cards.
(5) Membership and Ethics Committee shall
be responsible for the promotion and evaluation of ethical financial aid practices and the
maintenance of professionalism among members.
(6) Membership and Ethics Committee shall
be a part of the Internal Operations and Management Commission.
(c) Nominations/Elections and Awards
Committee
(1) This committee shall consist of three
(3) members including the Immediate Past President who shall serve as Chair.
(2) Nominations/Elections and Awards
Committee shall be responsible for conducting a fair and equitable nominations and
election process, including the presentation of a slate of candidates for the elected
offices and the supervision of the election.
(3) Nominations/Elections and Awards
Committee shall select individuals that have been or are currently members of ISFAA for
recognition of outstanding service to the Corporation and to the financial aid profession.
(4) This committee shall be a part of the
Internal Operations and Management Commission.
SECTION 2. Ad Hoc Committees
(a) Ad hoc committees may be created to
promote the purposes(s) of the corporation or to carry out necessary functions of the
corporation on state, regional or national levels.
(b) Creation of ad hoc committees, their
jurisdiction, and the number, selection and tenure of members shall be the responsibility
of the President and subject to the approval of the Executive Committee.
(c) The existence of ad hoc committees will
terminate upon the expiration of the term of office of the President who created said
committees or upon completion of its purpose(s).
(d) All ad hoc committees
shall be assigned to one (1) of the five (5) commissions. Examples of the committee assignments, while not
limited to the following, are:
(1) Internal Operations and Management
Commission
(a) Audit and Finance Committee
(b) Membership and Ethics Committee
(c) Nominations/Elections and Awards
Committee
(d) By-Laws Committee
(e) Site Committee(s)
(2) Professional Training and Development
Commission
(a) Program Committee(s) for meetings
(b) Training (CSS, SAR, FISAP Workshops,
etc.) Committee
(c) Research Committee
(3) Public Relations and Communications
Commission
(a) Newsletter Committee
(b) Media Committee
(c) High School Relations (IACAC, Financial
Aid Outreach Workshop, High School Counselor Workshop) Committee
(d) Hotline Committee
(4) Governmental Relations Commission
(a) Federal Relations
Task Force
(b) New State Initiatives
(State Work-Study, Science/Math, Teacher Retraining, etc.)
(c) SSACI Grants/Loans
(d) Vocational
Rehabilitation
(e) Long-term Issues
(State)
(f) Need Analysis
(5) Associate Members Commission
(a) Sponsorship Activities Committee
(b) Associate Members Committee
(c)
Charitable Programs Committee
(d) Scholarship Committee
ARTICLE IX - MEETINGS
SECTION 1. Regular Meetings
(a) There will be two (2) regular meetings
of the corporation, fall and spring.
(b) The fall meeting will be held prior to
December 15; the spring meeting will be held prior to May 1.
(c) Specific dates for regular meetings
will be set by the President, with approval of the Executive Committee, and an agenda will
be sent to each institutionally designated representative prior to each meeting.
(d) Thirty percent (30) of the regular
member institutions shall constitute a quorum.
SECTION 2. Called meetings may be held upon
the request of the President or the Executive Committee and an agenda shall be sent to
each institutionally designated representative prior to the meeting.
SECTION 3. Executive Committee
Meetings
(a) Meetings of the Executive Committee
will be called by the President and may be held on the same day as regular meetings.
(b) Upon written request by at least four
(4) members of the Executive Committee, the President must arrange a meeting of the
Executive Committee within thirty days after the request has been made.
(c) A majority of the members of the
Executive Committee will constitute a quorum.
ARTICLE X - FINANCE
SECTION 1. The fiscal year of the
corporation will be May 1 through April 30, inclusive.
SECTION 2. The dues and income structure of
the corporation should support the goals and objectives of the corporation.
SECTION 3. Annual dues shall be
assessed according to the following schedule:
(a) Regular Member Institutions will pay a
state amount which includes one (1) designated representative, plus a stated amount for
each additional designated representative.
(b) Associate Member Organizations will pay
a state amount which includes one (1) designated representative, plus a stated amount for
each additional designated representative.
(c) Student Affiliates will pay an amount
equal to at least the amount assessed for each additional designated representative in
other member categories.
(d) Retirees will pay an
amount equal to at least the amount assessed for each additional
designated representative in other member categories.
SECTION 4. During the term of the
Presidency, annual dues of the President and the President's institution shall be waived
as recognition of the value and appreciation for the time and effort expended on behalf of
the corporation.
ARTICLE XI - VOTING
Unless other wise specified, a majority
vote is required to approve an action of the corporation. A vote may be taken in any
meeting at which a quorum is present or by mail ballot. In the case of a mail ballot, the
number voting must be equal to or greater than that required for a quorum.
SECTION 1. Election of Officers
(a) The Nominations/Elections and Awards
Committee shall prepare a slate of candidates for presentation to and approval by the
Executive Committee.
(b) Upon approval of the slate of
candidates, ballots shall be mailed to representatives holding voting privileges at least
45 days prior to the annual spring meeting.
(c) Mail or electronic ballots must be signed by the
voting representative and received by the Chair of the Nominations/Elections and Awards
Committee at least ten (10) days prior to the spring meeting.
(d) Results of the election process will be
announced at the business meeting during the spring meeting. In the event of ties, a
run-off election will be held during the business meeting of the spring meeting.
SECTION 2. Special
Elections
(a) In the event of a vacancy in the
position of President-Elect, the Nominations/Elections and Awards Committee shall solicit
nominations and conduct a special election by mail ballot.
(b) Results of the election process will be
published in the next regularly scheduled newsletter or the Secretary's minutes, whichever
occurs first.
SECTION 3. Ratification of
Appointments
(a) Appointments which require ratification
will appear on the general election ballot as described in Section 1 of this article.
(b) In the event that an appointment is not
ratified, a special ballot will be conducted during the business meeting of the spring
meeting to secure ratification of an alternate appointment.
ARTICLE XII - RULES OF
ORDER
SECTION 1. The rules contained in the most
recent edition of Robert's Rules of Order shall govern the corporation in all cases to
which they are applicable, and in which they are not inconsistent with the By-Laws of the
corporation.
SECTION 2. The By-Laws of the corporation
may be suspended by a two-thirds (2/3) vote of those members present at a meeting of the
corporation provided a quorum is present.
SECTION 3. A parliamentarian, appointed by
the President, must be present at all regular meetings.
ARTICLE XIII -
AMENDMENTS
A proposed amendment shall be presented in
writing for discussion at a regular and properly publicized meeting. The Secretary shall
mail copies of the proposed amendment(s) to all representatives holding voting privileges
within two (2) weeks after the meeting. Voting representatives shall cast their vote by
mail at least five (5) days prior to the subsequent regular meeting. The number voting
must be equal to or greater than that required for a quorum and two-thirds (2/3)
majority of the votes received is required for the adoption of the amendment.
