ARTICLE
I - NAME
The name of the corporation is:
INDIANA STUDENT FINANCIAL AID ASSOCIATION
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ARTICLE
II - PURPOSE
The charitable and educational purposes of this corporation
shall be to serve the needs and interests of financial aid
administrators, postsecondary institutions and students.
The objectives of the corporation shall be:
- To foster and provide opportunities for professional
development, growth and training of financial aid administrators.
- To foster and promote ethical financial aid practices
and professionalism among member representatives.
- To facilitate cooperation and communication among postsecondary
institutions.
- To facilitate the dissemination of information concerning
financial aid to students, parents, high school personnel
and other interested parties.
- To cooperate with state and federal governmental bodies
in the promotion of effective student aid programs.
- To facilitate cooperation and communication among all
institutions, agencies and organizations involved in,
or concerned with, financial aid.
- To encourage and conduct systematic studies, research,
cooperative experiments, conferences, and other related
activities as deemed necessary or desirable in fulfilling
the purposes of this corporation.
STATEMENT OF ETHICAL PRINCIPLES
The primary goal of the Financial Aid Professional is to help students achieve their educational potential by providing appropriate financial resources. To this end, this Statement provides the Financial Aid Professional with a set of principles that serves as a common foundation for accepted standards of conduct. (Principles based on those created by the National Association of Student Financial Aid Administrators)
The Financial Aid Professional shall:
- Be committed to removing barriers for those who wish to pursue postsecondary learning.
- Make every effort to assist students who seek financial aid.
- Be aware of the issues affecting students and advocate their interests at the institutional, state, and federal levels.
- Support efforts to encourage students, as early as the elementary grades, to aspire to and plan for education beyond high school.
- Educate students and families through quality consumer information.
- Respect the dignity and protect the privacy of students, and assure the confidentiality of student records and personal circumstances.
- Assure equity by applying all need analysis formulas consistently across the institution's full population of student financial aid applicants.
- Provide services that do not discriminate on the basis of race, color, religion, national origin, age, sex, disability status or veteran status.
- Recognize the need for professional development and continuing education opportunities.
- Promote the free expression of ideas and opinions, and foster respect for diverse viewpoints within the profession.
- Commit to the highest level of ethical behavior and refrain from conflict of interest or the perception thereof.
- Maintain the highest level of professionalism, reflecting a commitment to the goals of the Indiana Student Financial Aid Association.
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ARTICLE
III - MEMBERSHIP
SECTION 1. Membership is individual and provides for four (4) classes of membership representation: regular member institutions, associate member organizations, student affiliates and retirees.
- Regular Member Institutions
- Regular membership shall be limited to postsecondary
educational institutions in the State of Indiana which
are deemed to be eligible to participate in federal
or state student financial aid programs.
- Regular member institutions shall be represented
by one (1) or more individuals actively involved in
the administration of student financial aid programs.
These representatives shall have voting privileges
and may serve in any elective or appointive position.
- Regional campuses of postsecondary institutions
are considered to be independent institutions for
membership purposes.
- Associate Member Organizations
- Associate membership shall be limited to organizations
concerned with, or engaged in, the support and/or
the administration of student financial aid.
- Associate member organizations shall be represented by one (1) or more individuals actively involved in the administration of student financial aid programs. These representatives shall not have voting privileges, but may serve in any appointive positions.
- Student Affiliates
- Student Affiliates shall be limited to any student
enrolled at a regular member institution.
- Student affiliates shall not have voting privileges
and cannot hold elective or appointive positions.
- Retirees
- Retirees status shall be limited to those who were actively involved in the administration of student financial aid programs at regular member institutions, associate member organizations, or affiliate member organizations at the time of their retirement.
- Retirees shall not have voting privileges and cannot hold elective positions, but may be appointed to committees by approval of the president.
SECTION 2. Approval, Recognition and Termination
of Membership
- To be approved for membership, a qualifying institution,
agency, organization, or individual representative shall:
- File a membership application annually with the
Membership Committee.
- Be approved for membership by the Membership Committee.
- Pay dues as designated by the Executive Committee.
- Membership approval shall be acknowledged by a letter, email, or on-line confirmation from the Executive Committee to the application, i.e., institution, agency, organization, or individual.
- Membership may be terminated by action of the Executive
Committee for:
- 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.
- Failure to comply with provisions of recognized
and approved Statements of Good Practices.
- Failure to maintain status as an institution, organization,
or agency as stipulated in Article III, Section 1.
- Failure to pay annual dues.
- 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.
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ARTICLE
IV - OFFICERS
The officers of the corporation shall be the President, President-Elect, Immediate Past President, Secretary, Treasurer and Treasurer-Elect.
SECTION 1. President
- The President shall serve for a period of one (1) year.
- The term of office shall be from May 1 through April
30, inclusive.
- 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
- The President-Elect shall be elected by a majority
vote of the representatives of regular member institutions.
- The term of office shall be for one (1) year, from May
1 through April 30, inclusive.
- Upon completion of the term as President-Elect, the
representative will become President of the corporation.
- 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
- The Immediate Past President shall continue to serve
for a period of one (1) year upon completion of the term
of office of President.
- 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
- The Secretary shall be elected by a majority vote of
the representatives of regular member institutions.
- 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.
- 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
- The term of office shall be for a period of two (2) years,
May 1 through April 30, inclusive.
- In the event of a vacancy in the office of Treasurer, the
Treasurer-Elect shall assume the duties of Treasurer, without
prejudice to the ensuing term of office.
SECTION 6. Treasurer-Elect
- The Treasurer-Elect shall be elected by a majority vote
of the representatives of regular member institutions.
- The term of office shall be for two (2) years, May 1 through April 30, inclusive.
- Upon Completion of the term as Treasurer-Elect, the
representative will become Treasurer of the corporation.
- In the event of vacancy in the office of Treasurer-Elect,
it shall be filled through a special election.
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ARTICLE
V - DUTIES OF OFFICERS
SECTION 1. President
- The President shall be the principal executive officer
of the corporation and shall establish the direction of
the corporation for one (1) year.
- The President shall supervise the business of the corporation
and preside at all meetings of the corporation and it's
Executive Committee.
- 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.
- 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.
- The President shall be the official ISFAA representative
to the MASFAA Executive Council and the official ISFAA
liaison to NASFAA.
- Contracts and agreements on behalf of the corporation
and approved by the Executive Committee must be signed
by the President.
- The President shall perform all duties incidental to
the office of the President and other duties as may be
prescribed by the Executive Committee.
- Upon completion of the term of office, the President
shall submit an annual report to the member representatives.
SECTION 2. President-Elect
- 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.
- The President-Elect shall serve as Chair of the Audit
and Finance Committee and shall appoint two (2) representatives
to serve on the committee.
- The President-Elect shall perform other duties as may
be assigned by the President and/or the Executive Committee.
SECTION 3. Immediate Past President
- The Immediate Past President shall assist the President
as requested by the President and/or the Executive Committee.
- The Immediate Past President shall serve as Chair of
the Nominations/Election and Awards Committee.
- 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
- The Secretary shall send notices of meetings as directed
by the President.
- 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
- The Treasurer shall perform fiscal management duties
as directed by the Executive Committee.
- 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.
SECTION 6. Treasurer-Elect
- In the absence or temporary inability of the Treasurer to
perform the duties of Treasurer, the Treasurer-Elect shall
assume said duties and while so acting shall have all of the
powers of the Treasurer and be subject to all the
restrictions placed upon the Treasurer.
- The Treasurer-Elect will serve as a member of the Audit
and Finance Committee.
- The Treasurer-Elect shall perform other duties as may be
assigned by the Treasurer and/or the Executive Committee.
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ARTICLE
VI - EXECUTIVE COMMITTEE
SECTION 1. Membership
- The President, President-Elect, Immediate Past President,
Secretary, Treasurer, and Treasurer-Elect shall be members of the Executive
Committee at all times.
- Four (4) at-large representatives will at all times
be members of the Executive Committee.
- Two (2) representatives shall be elected each year
to serve a two (2) year term.
- An at-large representative may be a candidate to
succeed self as an elected member of the Executive
Committee.
- At-large representatives shall be nominated and
elected by the representatives from regular member
institutions and shall take office on May 1.
- Five (5) Commission Directors will at all times be members
of the Executive Committee.
- The Director of each Commission will be appointed
by the President-Elect subject to ratification by
ballot of the representatives of regular member institutions.
- The term of office for the Director of each Commission
shall be two (2) years and shall commence on May 1.
- 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.
- 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.
- 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.
- 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
- 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.
- The Executive Committee shall make recommendations
regarding policies and procedural matters to the representative.
- The Executive Committee shall be responsible for setting
the annual dues structure for the corporation.
- 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.
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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.
- 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.
- 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.
- 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.
- 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.
- 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
- 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.
- The Commission Directors shall assist the President
in the appointments of the committee chairs.
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ARTICLE
VIII - COMMITTEES
SECTION 1. The Corporation shall have
three (3) standing committees, 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.
- Audit and Finance Committee
- (1) Audit and Finance Committee shall consist of four
(4) members including the President-Elect, who shall serve
as Chair, the Treasurer, and the Treasurer-Elect.
- (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.
- Membership and Ethics Committee
- Membership and Ethics Committee shall consist of
five (5) members.
- Membership and Ethics Committee shall be responsible
for all matters concerning recruitment, approval and
retention of members.
- Membership and Ethics Committee shall be responsible
for sending annual membership applications by May
15.
- Membership and Ethics Committee shall maintain
membership records, publish and distribute membership
directories and cards.
- Membership and Ethics Committee shall be responsible
for the promotion and evaluation of ethical financial
aid practices and the maintenance of professionalism
among members.
- Membership and Ethics Committee shall be a part
of the Internal Operations and Management Commission.
- Nominations/Elections and Awards Committee
- This committee shall consist of three (3) members
including the Immediate Past President who shall serve
as Chair.
- 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.
- 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.
- This committee shall be a part of the Internal
Operations and Management Commission.
SECTION 2. Ad Hoc Committees
- 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.
- 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.
- 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).
- 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:
- Internal Operations and Management Commission
- Audit and Finance Committee
- Membership and Ethics Committee
- Nominations/Elections and Awards Committee
- By-Laws Committee
- Site Committee(s)
- Professional Training and Development Commission
- Program Committee(s) for meetings
- Training (CSS, SAR, FISAP Workshops, etc.)
Committee
- Research Committee
- Public Relations and Communications Commission
- Newsletter Committee
- Media Committee
- High School Relations (IACAC, Financial Aid
Outreach Workshop, High School Counselor Workshop)
Committee
- Hotline Committee
- Governmental Relations Commission
- Federal Relations Task Force
- New State Initiatives (State Work-Study, Science/Math,
Teacher Retraining, etc.)
- SSACI Grants/Loans
- Vocational Rehabilitation
- Long-term Issues (State)
- Need Analysis
- Associate Members Commission
- Sponsorship Activities Committee
- Associate Members Committee
- Charitable Programs Committee
- Scholarship Committee
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ARTICLE
IX - MEETINGS
SECTION 1. Regular Meetings
- There will be two (2) regular meetings of the corporation,
fall and spring.
- 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.
- 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
- Meetings of the Executive Committee will be called
by the President and may be held on the same day as regular
meetings.
- 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.
- A majority of the members of the Executive Committee
will constitute a quorum.
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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:
- Regular Membership will be charged to anyone from a regular member institution and is individual rather than institutional, as evidenced by the annual payment of dues. Membership is not transferable.
- Associate Membership will be charged to anyone from an approved organization and is individual rather than institutional, as evidenced by the annual payment of dues. Membership is not transferable
- Student Affiliates will be exempt from membership dues.
- Retirees will be exempt from membership dues.
SECTION 4. During the term of the Presidency, annual dues of the President shall be waived as recognition of the value and appreciation for the time and effort expended on behalf of the corporation.
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ARTICLE
XI - VOTING
Unless otherwise specified, a majority vote of a quorum 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. A vote may be taken in any meeting scheduled by the Executive Committee.
SECTION 1. Election of Officers
- The Nominations/Elections and Awards Committee shall
prepare a slate of candidates for presentation to and
approval by the Executive Committee.
- Upon approval of the slate of candidates, ballots shall be made available via mail, email or on-line ballots to representatives holding voting privileges at least 45 days prior to the annual spring meeting.
- Mail, email, or on-line ballots must be signed by the voting representative and received by the Chair of the Nominations/Elections and Awards Committee by a date specified which is to be at least ten (10) days prior to the spring meeting.
- 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
- 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.
- 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
- Appointments which require ratification will appear
on the general election ballot as described in Section
1 of this article.
- 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.
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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.
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ARTICLE
XIII - AMENDMENTS
A proposed amendment shall be presented in writing for discussion at a regular and properly publicized meeting. The Secretary shall mail, email or provide on-line 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, email or on-line ballot by a date specified which is to be 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.
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