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CRLA Policies and Procedures Manual

Cindy Lemek, Executive Director 2016 Edition

(revised 1-15-2016)

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TABLE OF CONTENTS Part 1: Governance Policies Bylaws________________________________________________________________4 Vision, Mission, Guiding Principles, and Motto ________________________________ 4 Board of Directors _______________________________________________________5 Board of Directors – E-votes_______________________________________________ 5

Elections ______________________________________________________________ 5 Position Descriptions of Officers ___________________________________________ 6 Annual Reports _________________________________________________________7 Archives ______________________________________________________________ 7 Website & E-blast policy _________________________________________________8 Website Links __________________________________________________________9 Organizational Chart ____________________________________________________ 9

Part 2: Fiscal Policies Non-profit Organization Status: State of New Mexico __________________________ 10

Treasury and Budget ____________________________________________________ 10 Travel Funding for Leaders _______________________________________________ 15 Travel Funding Board Members ___________________________________________ 16 Conference Fiscal Procedures _____________________________________________16

Annual Financial Review _________________________________________________ 18 Property and Equipment _________________________________________________18 Chapter Treasuries _____________________________________________________ 18 Contracts _____________________________________________________________18 Awards & Scholarships __________________________________________________ 19 Membership Database __________________________________________________ 19 ITTPC & IMTPC _________________________________________________________20

Part 3: Ethics Non-Discrimination Statement ____________________________________________ 21

Statement of Professional Ethics __________________________________________ 21 Conflict of Interest Statement for Board Members ____________________________ 22 Rights of Adult Readers and Learners _______________________________________22 ITTPC & IMTPC Code of Ethics & Copyright Infringement Policy __________________ 24

Guideline for use of family members related to CRLA voting Board members _______ 24

Part 4: States/Regions/Chapters & Special Interest Groups General Procedures _____________________________________________________25 Funding SRCs& SIGs _____________________________________________________25

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Bylaws _______________________________________________________________ 27 SRC Display Guidelines for Local Conference _________________________________ 27 Forming and Dissolving SIGs ______________________________________________ 27

Part 5: Committees

Chairs and Coordinators _________________________________________________ 29 Ad Hoc Committees and Task Forces _______________________________________ 29

Archives ______________________________________________________________ 29 Special Awards _________________________________________________________29 CAS [Council for the Advancement of Standards in Higher Education] _____________ 30 CLADEA [Council of Learning Assistance and Developmental Education Associations] _30

Part 6: External Relations CLADEA [Council of Learning Assistance and Developmental Education Associations] _31 Special Agreements _____________________________________________________ 32

Part 7: Publications Policies Journal of College Reading and Learning ____________________________________ 33 Publications Committee _________________________________________________ 33

Part 8: Public Relations News Notes E-blasts _____________________________________________________35 Logo and Name permission _______________________________________________ 37

Part 9: Conference Insurance __________________________________________________________________ 38 Registration Policies __________________________________________________________ 38 Exhibits Booth Cancellation Policy _______________________________________________39 Fees _______________________________________________________________________40

Site-Selection Recommendation _________________________________________________41 Conference Announcements ____________________________________________________41 Membership Reciprocity Policy for CLADEA ________________________________________ 41 Chair and Coordinator policies for conference ______________________________________ 42

Pins and Lifetime Membership Policy _____________________________________________42 Protocols____________________________________________________________________ 42

Hotel Employee Appreciation ___________________________________________________42

Part 10: Certifications ______________________________________________43

Part 11: Contracts and Agreements __________________________________ 43

Articles of Incorporation ___________________________________________ 46

Sample Treasurer’s Report __________________________________________________52

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Part 1: Governance Policies

Part 1: Governance Policies – ByLaws The Bylaws of the College Reading and Learning Association constitute the primary governance

document of the organization. The Bylaws vest the administrative powers of the organization in the

Board of Directors. The name of the organization is in Article 1; membership governance policies are in

Article III; meeting policies are in Article V. Other governance items are in Article VII, initiative,

referendum, and recall; Article XI, cooperative agreements; Article XVII, amendments; and Article XVIII,

dissolution. The Bylaws are posted on the public pages of the CRLA website, at

http://www.crla.net/index.php/membership/about-us.

Part 1: Governance Policies – Vision, Mission, Guiding Principles, and Motto Vision: CRLA strives to be the professional development resource of choice for college professionals

dedicated to enhancing student academic success.

Mission: CRLA’s mission is to provide college reading and learning professionals with an open forum

to discover and exchange the leading tools and techniques to enhance student academic success.

Guiding Principles:

Provide professional development for college professionals active in reading, learning assistance, writing, ESOL, learning strategies, mathematics, college success programs, mentoring, and tutoring programs;

Support best practices that promote innovative learning environments; Promote a culturally responsive approach to teaching and learning; Promote research, evaluation, and assessment in the field; Provide graduate students with opportunities to participate in the field; Cultivate a diverse and active membership; Promote ethically responsible professional behavior; Provide organizational leadership opportunities; Provide an efficient and effective organizational structure to ensure the health and growth of

the Association; Collaborate with other professional associations for mutual benefit.

The Board will create its yearly action plans based on these principles. The guidelines provide the foundation for the Association’s decision-making, such as funding, committee action, and conference emphases. Future Boards may modify the guidelines as needed for the Association to maintain its vitality.

Motto: “Sharing the best for student success!”

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Part 1: Governance Policies—Board of Directors

Article IV of the Bylaws of the College Reading and Learning Association specifies the responsibilities of the Board of Directors and of the officers.

Article XV of the Bylaws of the College Reading and Learning Association specifies the rules for parliamentary procedures governing meetings of the Association.

Article VII of the Bylaws specifies requirements for initiatives, referenda, and recall actions that may be sought by Association members for the Board of Directors.

Though not required by the Bylaws to meet more than twice annually, since 1992 the Board of Directors meets electronically or telephonically at intervals of about a month in addition to face-to-face meetings in spring and fall (before and after the conference) at the conference location.

Part 1: Governance Policies—Board of Directors E-votes In the event that the CRLA Board needs to vote on a motion at a time when the Board of Directors is not in session, the President may call for an electronic vote. First, the individual who brought the issue to the attention of the Board is asked to write a formal motion and forward it to the President.

1. The President electronically forwards the motion to the entire Board and seeks a second to the motion.

2. Once a second is received, the President presents the motion to the entire Board and sets a deadline of 24 hours for discussion and a deadline date for voting.

3. In any discussion, all Board members will be included in all email exchanges.

4. The president will call for a vote on the deadline date decided.

5. Voting members will vote in an email, again, replying to the entire Board.

6. Votes will be considered binding if a quorum of eligible voting Board members have voted.

7. In the event of a tie, the president will vote to break the tie or vote to abstain.

8. The president will confirm the outcome.

9. The secretary will record the E-vote and put it at the beginning of the next month’s minutes.

Part 1: Governance Policies – Elections

Article X, Section 1, of the Bylaws of the College Reading and Learning Association contains election procedures. Article V, Section 4, deals with a quorum and electronic balloting procedures. From these procedures the Board developed a sample timeline for elections:

1. Oct-Nov: Build Election Committee and receive CRLA Presidential approval. 2. Nov-Dec: Recruit potential candidates for [year] election, collect Letter of Institutional Support

from each, and check with Membership Coordinator to determine that each is qualified by years of membership.

3. Dec-Jan: Submit list of potential candidates to Board by January 31st.

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4. Jan-Feb: Seek approved slate of candidates from Board by their February meeting; seek bio/goals statement for ballot from each candidate approved for slate; check with TEI’s Membership Coordinator to be sure candidates have renewed membership for [year]; create candidate information documents for website; and work with Public Relations Director to make sure electronic balloting process will be operational.

5. Feb: Provide candidate information for posting on website with notice that e-voting will be available March _______ (two weeks) and “must be current paid member by 03/01/20__ to vote.”

6. Mar ____: E-blast to current paid members with active link inviting them to vote. Voting is available via link from CRLA member logon. Members will log in on Member Services front page. On each member’s profile page will be a box “VOTE” that will go live Mar __. Only members voting are [year] expiry and lifetime members.

7. Mar ____: Election information and links for membership will be removed. 8. Mar, after election dates: Two reports will be generated by Public Relations Director and

available for the Election Committee Chair and President: a. Report 1, total votes for each candidate by name, position in column header. Report

will include each vote submitted with date and time voted but not voting member's name.

b. Report 2, separate list of names of all members voting. List will not be tied to first report by order or date of votes.

9. Mar ______: President notifies all candidates and publishes election results. 10. Apr __: If a challenge to the outcome of the election is not received by the President in writing

within thirty (30) days after the election results have been announced, election files will be deleted.

Part 1: Governance Policies – Position Descriptions of Officers

Article IV of the Bylaws of the College Reading and Learning Association contains general position descriptions of the five voting officers.

Detailed job descriptions have been created for every officer, non-voting Board member, coordinator, leader, and chair. Job descriptions are updated annually, usually after the fall conference or at the end of the tenant’s term. The Executive Director requests suggested updates from the job tenant, and a revised job description is discussed and approved by the Board of Directors. Dates of revision are appended at the bottom of the job description. A job description file is kept by the Executive Director and updated 2-4 times a year.

Procedure for Updating Job Descriptions: Job descriptions are updated annually, usually after the fall conference or at the end of the tenant’s term. The Executive Director requests suggested updates from the job tenant, and any revised job description is discussed and approved by the Board of Directors. Dates of revision are appended to the bottom of the job description. A job description file is kept by the Executive Director and updated 2-4 times a year.

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Part 1: Governance Policies – Annual Reports 1. Semiannual reports to SIG and S/R/C Coordinators due by January 15 and June 15:

SIG leaders

State/Region/Chapter Leaders Past President requests the reports at least a month in advance and provides an example.

2. Annual reports to the President due by September 1:

Historian

CAS Representative

CLADEA Representative

Past Officers’ Council Chair President requests the reports in July/August and provides an example.

3. Annual reports to the President due by September 30th:

Immediate Past-President

Treasurer

Executive Director

Membership Report by TEI

Secretary

Public Relations Director

Certification Director

Publications Director

Elections Chair

Professional Development Director President requests the reports in July/August and provides an example.

4. Oral reports to be presented at the annual business meeting of the CRLA membership at the conference, listing accomplishments, concerns, and future goals—usually available for the membership in written form at the business meeting:

President

Immediate Past-President

Treasurer

Secretary

President-Elect [announcements] Board members coordinate these reports with each other before the conference to reduce duplication and make sure that every important development is reported.

5. Reports due after the Conference and before the February meeting of the Board or on February 15th of the year following the conference:

Conference Chair for past conference

On-Site Chair for past conference

Conference Sessions Evaluator

Executive Director’s Conference Report

Conference Exhibits Chair for past conference

Awards and Scholarship Chair (updated list)

Part 1: Governance Policies - Archives

All reports are sent to the Archives by the President, Executive Director, and Past President in electronic

form and (after 2010) sent to the Executive Director for posting on the CRLA website.

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Digital Archives Framework: Beginning Sept. 2010

I. The following current documents should be posted on the CRLA Website, accessible to all viewers:

Board list

Committee Chairs and Coordinators list

SRC list

SIG list

Vision, Mission, and Guiding Principles

Motto

Bylaws

ITTPC program and application information

IMTPC program and application information

CRLA NewNotes general descriptor and sample

Awards and Scholarships recipients

Past Officers List

Organizational chart

II. The following current documents should be posted on the CRLA Website, accessible through CRLA “members only” area:

CRLA NewsNotes links to all issues and submission guidelines

Committee Chair and Coordinator Reports

Treasurer’s report to CRLA annual business meeting

SIG newsletters

SRC newsletters

CAS Standards for Learning Assistance Programs, info and link to CAS

Board Minutes

III. The following current and archival (past/changed) documents should be posted on the CRLA Website, accessible to CRLA Board members only:

Job descriptions

Articles of Incorporation

CLADEA Agreement

Contracts and services (e.g., hotel, database management, insurance, website)

Policies and Procedures Manual

Conference Manuals

Treasurer’s annual report, budgets, and audit

Secretary agendas and minutes with attachments

Annual reports from committee chairs, coordinators, and conference chairs

SIG newsletters

SRC newsletters

Slate of nominees for office

Part 1: Governance Policies – Website and E-Blast Policy Website Policy for CRLA Home Site 1. The website must contribute to the mission of the Association.

2. Final decisions about content on the website should be made by the Board of Directors.

3. Design of the website should follow accessibility principles so that content is available to users using a variety of agents (e.g., voice browser, mobile phone) or operating under various usage constraints (e.g., low-light conditions, hands-free environments).

4. The website should include public space for information available to all, restricted space for access by CRLA members, and archives in a restricted space for access by Board members.

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E-Blast Policy It is the policy of the CRLA Executive Board to approve requests for e-blasts to the entire CRLA membership in

accordance with these criteria:

1. An announcement on behalf of a program, individual, or organization fostering developmental

education or learning assistance may be sent at no cost to the program, individual, or organization if,

in the opinion of the CRLA Board, the announcement provides a significant professional development

opportunity or benefit to CRLA members.

2. An announcement on behalf of a CRLA constituent group (committee, Special Interest Group, or

affiliated chapter) will be sent on request of the constituent group provided that the request be

submitted with sufficient time for preparation and distribution. .

3. An announcement on behalf of CLADEA member organizations, TIDE, and the Winter Institute will be

distributed at no cost provided that a request be submitted with sufficient time for preparation and

distribution.

Part 1: Governance Policies – Website Links CAS Links: The CRLA website provides a hyperlink to the CAS website. CRLA posts information about

the CAS Standards and Guidelines for Learning Assistance Programs on the Members page with a link to

the standards provided on the CAS website.

CLADEA Links: CRLA receives a free domain with its web hosting agreement and agrees to provide this

domain as CLADEA.net for a period of at least ten years. This domain is provided as an add-on domain

and will be considered an independent domain from CRLA, and it will be maintained by CLADEA with FTP

access to their website only. This agreement may be terminated by either party with 60 days notice,

August 17, 2009.

Part 1: Governance Policies – Organizational Chart The organizational chart is updated annually and posted on the CRLA Website. The organizational chart is available on the Website.

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Part 2: Fiscal Policies

Part 2: Fiscal Policies –Non-Profit Organization (status in New Mexico)

Under supervision of CRLA Treasurer, association management fiscal personnel file application to

continue the Articles of Incorporation with New Mexico each year. A copy of the document is

appended.

Filing Non Profit Corporate - New Mexico to keep our incorporation status – Due Annually in November

1. Obtain a Non Profit Corporate form for the State of New Mexico and complete an Annual Report. Put in any new officer information. The officers can be directors too. Addresses must be complete including city, state and zip code.

2. List Ann Wolf as the main contact (Agent). 3. Have the Treasurer and the President of CRLA sign the form, or at least two officers. 4. Issue a check to the State of New Mexico ($10.00 as of 2015) pay by 11/15 of each year for the

previous tax year (e.g., for tax year ending 6/30/09, pay by 11/15/09. Recommend that it be paid in July after our tax year expires.

5. Make 2 copies of the form. 6. Scan and send a copy of the form to the Treasurer and President. 7. Keep the original form in the CRLA financial records.

0747386 COLLEGE READING&LEARNING ASSOCIATION

http://www.nmprc.state.nm.us/cii.htm

Part 2: Fiscal Policies –Treasury & Budget

CRLA Treasury Procedures by Task and General Information 2015

Current Treasurer November 2014 – Present

Maureen DuPont 2067 Park Dale Lane Encinitas, CA 92024

Past Treasurer – January 2011 – November 2014

Rosemarie V. Woodruff, Ph.D. Director, Learning Assistance Center

2425 Campus Road, Mezzanine 1

Honolulu, HI 96822

808-956-3456

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Accounting – CRLA is a cash accounting entity. Transactions are dated in the year they occur regardless

of budgeted items. All CD’s as of January 2015 are with Fulton Bank.

Accounting Policies and Procedures:

Under supervision of CRLA Treasurer, routine monitoring of bank account transactions, deposits, check

preparation, monthly reconciliation of bank statements, and preparation of monthly financial reports

are conducted by the accounting department of CRLA’s association management company (“accounting

department”). All expenditures are approved by the Treasurer or President prior to payment.

Bank Accounts

Wells-Fargo Operating Account—The Wells-Fargo Operating Account is used when bank transactions are

necessary outside of the state of Wisconsin.

Associated Bank Operating Account – This account is the primary account used for operational expenses

and revenue deposits for the organization. The account needs to maintain a balance that would meet

the liquidity needs of the organization in a fiscal year, approximately $50,000. Excess cash should be

invested in safe investments with liquidity taken into consideration.

Associated Bank Conference Account—The Conference Account is used as collection and disbursement

account for the activity that occurs for the conference. The account needs to maintain a balance that

would meet the liquidity needs of the conference in a fiscal year, approximately $50,000. The activity

on this account is primarily from July 1 to November 30. As conference revenue is received into the

Associated Bank Operating account, it is automatically transferred to the Associated Bank Conference

account. Expenses for the President Elect, Onsite Chairs, hospitality, and hotel drayage are payable

through the account.

Wells-Fargo Money Market Account –The Wells-Fargo Money Market account provides some

investment return with the purpose of provided liquidity for the organization as needed. Purchases for

CD’s should be made from this account, and the funds from matured CD’s will be deposited to this

account. There are physical checks for this account that can be ordered when needed, but the need for

checks is minimal. At the recommendation of the Treasurer and upon approval of the Board purchase

of CD’s from this account can be made if excess funds are available and liquidity needs are met.

Authorize.net Procedures and Reports

Credit card payments made online, over the phone or by fax are processed through Authorize.net with

the revenue deposited into the Associated Bank Operations Account. Credit card payments made over

the phone or by fax are processed weekly. A receipt for the transaction is sent to the person who

initiated the transaction. Credit card payments made online are processed immediately and a receipt is

generated when the payment is submitted. These payments are batched weekly which deposits the

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funds into the Associated Bank Operations Account and imports the transactions into Quickbooks for

account reconciliation.

Processing Deposits for ITTPC and IMTPC

Payments for ITTPC/IMTPC application fees are paid by check or online through the headquarters office.

The ITTPC and IMTPC Coordinators are notified of payments made weekly.

Debit Card Associated Bank

The debit card is used only for credit card payments. The Treasurer, President and Executive Director

may use the debit card to purchase items within CRLA-approved travel expenses, online payments, and

CRLA expenses when appropriate. Purchases with no established precedence need approval by the

Treasurer and/or Board. The debit card can be used for conference travel expenses such as meals or

other expenses for Board members during the conference and the on-site conference planning meeting.

Signature Cards for Wells-Fargo Checking Accounts

The accounting department is responsible for maintaining the authorized signers on all CRLA bank

accounts with oversight by the Treasurer. The Wells Fargo operating accounts should have the current

Treasurer, President, and President Elect as signers. Once the incoming Treasurer has assumed

responsibilities for the accounts, the outgoing Treasurer will be removed as a signer.

Signature Cards for Associated Bank Checking Accounts

The accounting department is responsible for maintaining the authorized signers on all CRLA bank

accounts with oversight by the Treasurer. The Associated Bank operating and conference accounts

should have the current Treasurer, President, Executive Director and the association management

company’s chief financial officer as signers. Once the incoming Treasurer has assumed responsibilities

for the accounts, the outgoing Treasurer will be removed as a signer. If there are any changes in staff at

the association management company, they will be removed as signers on the accounts and any bank

cards will be immediately cancelled. New signature cards and bank cards will be procured as soon as

possible.

Certificates of Deposit/Investment

All CD’s as of 2015 are with Fulton Bank

Signers on CD: President, Treasurer, President-Elect. Past treasurer is a signer until the transfer is

complete. CD’s have been laddered to give the maximum return and need for liquidity for CRLA. Fulton

Financial Corporation has FDIC coverage up to 2 million dollars because they can place the CD’s within

different banks in their organization. CD’s were consolidated to one financial institution in 2010 to make

it easier to transition signers and keep track of investments. When a CD matures, look to roll over the

CD at the best available rate, typically with a longer maturity.

Bonding

Anyone who is handling CRLA money must be bonded. Association management company staff is

bonded through the association management company.

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Allowable Investments

The Treasurer must recommend investments that are risk free. Acceptable investments include

certificates of deposit (CDs), Money Market Funds, and U.S. Treasury Securities. As of 2015, CRLA

investments were primarily CDs via Fulton Financial Corporation and one Money Market account via

Wells Fargo.

CD/Investment Recording of Interest

Each month the Treasurer contacts Fulton Bank and requests a report showing the value of the

CD’s/Investments and the monthly interest earned. This information is provided to the accounting

departments for preparation of monthly financial reports.

Processing Reimbursement Forms for SRC and SIGS

Note: SRCs and SIGs are eligible for reimbursement of expenses up to $1,000 and $500, respectively,

upon Board approval of a Funding Proposal. Expenses approved by the Board typically include

sponsoring speakers for conferences. All reimbursements must have a completed expense report with

receipts attached before payment will be processed. It is CRLA policy not to reimburse for alcoholic

beverages.

1. The SRC or SIG leader completes the expense report and attaches all itemized receipts for expenses incurred. If known, the budget line should be completed on the expense report.

2. The SRC or SIG submits the expense report to the Treasurer with a copy sent to the Professional Development Director and Coordinator of SRC/SIGs.

3. The Treasurer will confirm that the reimbursement does not exceed the amount approved on the Funding Proposal.

4. The Treasurer keeps a copy of the form on file and initiates payment by the accounting department.

5. A check for the reimbursement amount is made payable to the person indicated on the form.

Fed Ex

Web Address: www.fedex.com

The FedEx account is available for shipping. Expenses should be designated to the appropriate budget line, 5110 in the operations budget and line 7250 in the conference budget. Changing Mailing address, email address, and ID’s and passwords for new Treasurer

Any accounts or contracts that mail or email documents to the Treasurer instead of the accounting

department should be updated to remove the outgoing Treasurer and add the new treasurer. Any

online Log In and Passwords should be updated as needed for:

1. Chrissie Insurance Group

2. Wells-Fargo Bank – update address and email ID/password, mailing address

3. Fulton Bank – update address and email

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4. Associated Bank – update log in information

Preparing the Annual Operating and Conference Budgets

Any budget request changes must be submitted to the Treasurer by December 15.

The Treasurer will draft a budget to be presented at the winter onsite Board meeting. The budget is a

non-profit budget; revenues exactly meet expenditures. The Treasurer will use the actual versus

budgeted expense report to prepare the draft budget. The Board will review the actual versus budgeted

expense report prior to the winter site visit. The budget will be discussed at the winter meeting and

approved by the Board. The final Operations budget is emailed to the Board and to chairs and

coordinators with budget line items. The final Conference budget is emailed to the Board and to the On-

Site Chair(s) and Exhibits Chair.

Annual Operations and Conference Budget Management

Actual versus budgeted expenses are provided to the Treasurer monthly by the accounting department.

Approval by the Board must be given for new expenditures that would exceed the originally budgeted

line amounts.

NewsNotes Update

Once a year, provide the NewsNotes Editor with an update of the Treasurer’s activities.

Server Hosting

CRLA’s association management company hosts CRLA’s website and maintains domain name

registration, SSL-license and any other agreements required for website hosting. CRLA currently

sponsors a website for CLADEA at no cost to the organization. See TEI details.

1099-MISC Forms (Make sure to initiate first week of January)

Anyone who is paid over $600 as an outside consultant must complete a W-9 form to provide their tax

payer identification (social security number). The accounting department completes a 1099 Misc form

and 1096 form (Annual Summary and Transmittal of U.S. Information Returns). The 1096 form should

be completed by March 15. Copies of all forms are provided to the Auditor for annual tax purposes.

The auditor files the taxes.

General Liability Insurance-Organization

The general liability insurance is paid in April each year. Crissie Insurance group will need a headcount

for membership. Generally, our membership is 1,000.

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Lifetime Membership

Officers who have completed their terms become lifetime members and are exempt from paying annual

membership dues. The Membership Coordinator keeps a record of eligible past officers.

Mileage

Mileage is paid at the business rate announced annually by the IRS. The IRS mileage rate for 2015 is 57.5

cents a mile. The mileage rate needs to be updated on the expense report forms at the start of the

year.

Part 2: Fiscal Policies –Travel Funding Policy for CRLA Leaders Not on the CRLA

Board:

http://www.crla.net/index.php/leadership/leader-forms

CRLA editors, coordinators, chairs of committees, and other CRLA leaders provide essential benefits and

services to the membership of the Association. The CRLA Executive Board recognizes that these leaders

are required to perform some of their responsibilities at the annual CRLA conference and may not

receive travel funding from their institution or employer to attend. Other leaders may also best serve

CRLA and further the work entrusted to them by traveling to the conferences and Board meetings of

other associations.

The CRLA Executive Board therefore establishes a travel funding policy for CRLA leaders who are not

members of the Board. Special travel requests will be funded to the level approved each year by the

Board.

Proposals for special travel funding should be submitted in writing to the President of CRLA by February

1 to be considered for that year. Proposals will be evaluated by the Board on the basis of benefit to the

Association and the members of CRLA, the extent to which they demonstrate CRLA’s Mission and

Guiding Principles, and on a “funds available” basis. Proposals should include an explanation of the

reasons for the request, the purpose of travel, benefits to CRLA, and an itemized list of expenses.

Individuals submitting proposals that are partly or fully funded by CRLA will be informed within 15 days

of the decision of the Board and will receive information at that time about how to seek reimbursement.

No funds will be disbursed without itemized receipts or other appropriate verification. Requests for

reimbursement up to the total amount awarded may be submitted to the Treasurer of CRLA whenever

an amount of at least $25 is due or every 90 days, whichever is sooner.

For Committee Chairs and Coordinators not on the CRLA Board, funding requests for conference

attendance must occur before February 1st for the next conference or 90 days prior to other

travel.

Round trip car mileage reimbursement for travel shall not exceed roundtrip airfare.

Part 2: Fiscal Policies –Travel Funding Policy for CRLA Board:

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Processing Reimbursement Forms for Board Members (and others who are not SRC or SIG leaders)

Note: All reimbursements must have a completed expense report with itemized receipts attached

before payment will be processed. It is CRLA policy not to reimburse for alcoholic beverages.

1. The individual completes the expense report and attaches all itemized receipts for expenses incurred. If known, the budget line should be completed on the expense report.

2. No reimbursement is allowed for alcohol. Board members are advised to keep a separate tab or check for alcohol in order to pay for this expense.

3. The expectation is that all expenses are kept within reason. 4. The expense report needs to be signed in order to be approved for reimbursement. 5. The Treasurer reviews the expense report and approves payment if within budget.

a. If over budget, approval may be needed by the President/Board. Potential spending by a Board member or Committee Chair that will result in a budget overrun that exceeds by either $500 or 20%, whichever is less, the bottom line of their individual portion of the CRLA budget (rather than a single line of their budget) requires Board approval prior to the expense being incurred. Otherwise Board approval should not be required for such spending.

b. If the Board approved the proposed additional expense, then the Board will need to decide where spending will be curtailed to manage to the original bottom line of the CRLA budget or whether the CRLA budget will be revised due to approval of the additional expense (08/12/2003).

6. The Treasurer keeps the original and a copy of the form on file. 7. A check for the reimbursement amount is made payable to the person indicated on the form.

The accounting department ensures that the disbursement amount is coded with the appropriate GL account #.

Part 2: Fiscal Policies –Conference Fiscal Procedures

Conference Budget

The Treasurer, Executive Director, and Conference Chair will draft a conference budget to be presented

at the onsite Board meeting. The Treasurer will use the actual versus budgeted expenses report to

prepare the draft. The Board will review the actual versus budgeted expense report and provide

recommendations for expenditures. The final budget will be approved by the Board.

Conference fees will be established based on the conference budget each year.

Conference Insurance

The Executive Director will secure conference insurance for conferences as soon as hotel contracts are

signed. Sample contract appended to the Policies and Procedures Manual.

BEO (Banquet Event Order) Review

Only the President-Elect, Treasurer, and Executive Director have authority to make any changes to the

BEO’s during the conference. Make sure this is stated on the contract.

1. The Executive Director will obtain a copy of all BEO’s prior to meeting with the hotel staff at the

start of the conference.

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2. The Treasurer, President Elect, Executive Director and incoming Treasurer, if applicable, review

the BEO’s at the start of the conference with the hotel sales manager to identify any

discrepancies and add or delete items. The President-Elect, Treasurer, and Executive Director

should be present at all BEO meetings with the hotel staff.

3. The Treasurer and Executive Director will meet with a member of the Banquet staff each day to review the previous day’s BEO to verify changes and costs.

4. If there is a discrepancy on a BEO, flag the item and save the BEO in dispute until charges can be verified.

5. The Executive Director, with oversight by the Treasurer and President-Elect ,is responsible for verifying and coding the final bill for the BEO’s and related expenses incurred by CRLA. The Treasurer authorizes the final payment to the hotel.

End of Conference Financial Report

The Conference Chair will work with the executive director and the treasurer to provide a report to the

Board detailing total conference receipts and disbursements, overview of the registration process by

time period, issues, concerns, and recommendations. This report will help design the next conference

budget. Some cash transactions will occur at the conference. Cash receipts and checks need to be

documented for deposit during or after the conference. Members will have the option to pay their

conference fees onsite via the Website.

Annual Report

The Treasurer provides a one-page report to the president outlining the tasks and accomplishments

completed during the year and provides recommendations to the Board of what needs to be

accomplished in the coming year. The report is due by September 30 of the year. The information for

the report is retrieved from the financial reports provided by the accounting department. The report

will include a summary of the previous year’s activity, and another report will include the activity from

Jan 1 – Sept 30 of the current year. The Annual Report of the organization’s operating account is

presented at the CRLA conference business meeting in the fall. A sample report and calendar of tasks is

appended.

Part 2: Fiscal Policies –Annual Financial Review

All financial records are reviewed or audited each year by a certified public accountant. A report is sent

to the Treasurer, who shares the information with the CRLA Board and makes recommendations if

warranted. The audit material is given to the auditor in February and reported to the Board at their

July/August meeting. A budget summary is shared with the members at the annual conference business

meeting.

The accounting department will provide all material requested by the auditor for accounts maintained

by the headquarters office including but not limited to:

1. Reconciliations for operations and conference accounts 2. Bank Statements 3. Electronic Reports 4. Deposit Records 5. Operations and Conference Payables Records 6. Monthly Income Reports

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7. Documentation from banks with CD balances and interest (1099) (Wells Fargo and Fulton Bank documentation to be provided by the Treasurer)

The auditor will complete the review or audit and file the federal tax report. The Treasurer will keep a

record of the auditor’s report. In June or July, the report will be shared with the Board with a general

summary during a Board meeting. The Board will approve appropriate changes as recommended by

the auditor.

Part 2: Fiscal Policies –Property & Equipment

Property and equipment purchased for technology, conferences, and Board members is housed with the

purchasing member as appropriate. Items such as easels, displays, and LCDs are stored at the CRLA

headquarters.

All equipment and property is owned by CRLA. Purchase is approved by the CRLA Board in a motion

during one of the Board meetings.

Part 2: Fiscal Policies –Chapter Treasuries

Bank accounts. Leaders who generate more than $25 of CRLA income should open a low-cost bank

account. An accurate accounting of all local funds should be included in the annual report to the CRLA

Board. This report should include verification from at least one member other than the Leader as to the

accuracy of the accounting. Retiring Leaders must arrange for accounts to be turned over to their

appointed replacement. Accounts should be in the name of CRLA and are considered the property of

the local CRLA membership.

Part 2: Fiscal Policies –Contracts

CRLA regularly enters into the following contracts.

Conference

o Hotel

o Insurance

o Speakers

o Mobile Application

CLADEA —reciprocal agreements for conference program ads, conference vending space,

communicating announcements to CRLA members; host meetings and Fellows inductions;

annual CLADEA membership fee, sending representative to meetings

CAS—annual membership fee, sending representative to meetings

JCRL publisher contract

Accountant for tax preparation and financial review

CRLA also charges fees that are not included in any written contracts: Exhibitor’s booths, ITTPC and

IMTPC fees for certification, Membership dues, and Conference Registration fees.

Copies of any contractual agreements with financial implications must be sent to the treasurer and to

the headquarters office. These contract files will be passed on from the Past Treasurer to the new

Treasurer.

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Part 2: Fiscal Policies –Awards and Scholarships

http://www.crla.net/index.php/membership/scholarships-awards

Awards: Nomination forms can be downloaded from the Website. Each award has separate criteria and

award honors or monies with the award. Award nominations are due to the Scholarships & Awards

Coordinator by August 1st of each year. The awards are given out various times during the annual

conference.

Scholarship Silent Auction Procedure (adopted 2008):

As scholarship chair turns money over to registrar, money is counted to determine exact amount.

Two receipts are written by registrar: one goes to scholarship chair and other is attached to the money.

Scholarship money is kept separated from registration money.

Scholarship money is deposited separately from registration money.

Part 2: Fiscal Policies –Membership and Membership Database

http://www.crla.net/join.taf

Dues are $70.00 US per calendar year as of 2015. We accept credit cards as well as checks via regular

mail. Once you get to the last registration screen, you can choose to pay by credit card or by fax or mail.

No Purchase Orders.

Credit Cards: We are currently using Authorize.net to process credit card payments. You can use a

Visa, MasterCard, American Express, or Discover card.

Checks: Once your registration is complete you will receive an e-invoice for payment. Our mailing

address is on the invoice. Please write the invoice number and your name on the check so your account

is credited. If you submit payment through your institution's accounts payable office, please let them

know that we do not accept Purchase Orders.

Benefits of Membership include: 3 issues of the electronic CRLA NewsNotes 2 issues of the Journal of College Reading and Learning (JCRL) Access to the journal College Teaching Discount rates at the yearly conference Unlimited access to CRLA's Special Interest Groups (SIGs) A network of associates with common interests and goals Access to the Learning Assistance Programs (LAP) Standards from the Council for the

Advancement of Standards in Higher Education (CAS) Eligibility for awards and scholarships for graduate study, institutes, and extended professional

development. View the awards and scholarship page.

Membership Records are in a database maintained by the association management company.

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Sending E-Blasts to Members: It is the policy of the CRLA Executive Board to approve requests for e-blasts to

the entire CRLA membership in accordance with these criteria: 1) an announcement on behalf of a program,

individual, or organization fostering developmental education or learning assistance will be sent at the

expense of the program or organization and charged at cost if in the opinion of the CRLA Board the

announcement provides a significant professional development opportunity to CRLA members; 2) an

announcement on behalf of a budget-supported CRLA committee or affiliated chapter will be sent on request

and charged to the budget line of the committee or to the treasurer of the chapter; 3) an announcement on

behalf of a budget-less CRLA committee or SIG may be sent if a budget line can be found to fund the expense;

and 4) on request, the charge for two annual e-blasts is waived for CLADEA member organizations (ATP, NADE,

NCDE, NCLCA), TIDE, and the Winter Institute, and charged to the CRLA budget.

Part 2: Fiscal Policies – ITTPC & IMTPC

ITTPC Certification Requirements, Fees, and Levels:

http://www.crla.net/index.php/certifications/ittpc-international-tutor-training-program

IMTPC Certification Requirements, Fees, and Levels:

http://www.crla.net/index.php/certifications/imtpc-international-mentor-training-program

In 2014, the CRLA Board of Directors voted to align the IMTPC fee and payment options with ITTPC.

ITTPC and IMTPC payments: The fee payment for both IMTPC and ITTPC is now available online and is managed by TEI staff.

ITTPC and IMTPC Reviewers Policy: ITTPC and IMTPC Reviewer Policy: ITTPC and IMTPC reviewers who

have completed 12 reviews in a calendar year may choose between free early bird conference

registration or a CRLA membership as incentives and this would be paid for by either the ITTPC or IMTPC

budget.

Part 3: Ethics

Part 3: Ethics -Statement of Non-Discrimination [Posted on Website homepage]

“The College Reading and Learning Association does not tolerate discrimination of any kind on the

grounds of age, disability, marital status, national origin, race, color, religion, sex, sexual orientation,

gender identity or expression, or military status.”

Part 3: Ethics -Statement of Professional Ethics [Posted on Website]

COLLEGE READING AND LEARNING ASSOCIATION GUIDELINES FOR PROFESSIONAL ETHICS The College Reading and Learning Association (CRLA) is a professional organization whose members are dedicated to improving the reading and learning of college students. CRLA supports the dignity, potential, and rights of all readers and learners, particularly at the postsecondary level, and subscribes to ethical guidelines for the professional conduct of its members. Based on shared values among

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members of CRLA, the guidelines delineated in this document serve as a basis for decision-making, as a touchstone for inspiration, and as a demonstration of the Association's dedication to the ethically responsible behavior of its members. Rather than rules for behavior, it is hoped that these principles will be considered as suggestions for professional behavior.

I. General Professional Responsibilities and Behavior

CRLA members strive to A. represent accurately their capabilities, education, training, and experience; B. report honestly their research findings and professional activities; C. protect human subjects in their research by carefully considering possible consequences,

obtaining appropriate consent, and treating participant information as confidential; D. treat all people fairly without discrimination on the basis of ethnicity, culture, color, national

origin, religion, sexual orientation, gender, size, disability, age, or socioeconomic status; E. encourage ethical behavior in others; F. remain current in their professional credentials and area(s) of expertise.

II. Responsibilities to and Behavior Toward Students

CRLA members strive to A. support the educational rights, welfare, privacy, and interests of all students; B. treat all students fairly and equally; C. be truthful, candid, and helpful in dealing with students; D. encourage understanding and appreciation of diverse cultures; E. select students for programs based on established criteria and fair practices; F. select teaching and learning strategies that are accepted by professionals as ethical and legal; G. teach students with clear learning outcomes, current practices, and timely feedback; H. communicate clearly the potential outcomes and consequences of reading and learning

strategies; I. involve students, as much as possible, in making decisions about their learning; J. execute assessment of students fairly, purposely, promptly, and competently; K. assess, on a regular basis, teaching goals and objectives to assure that student, program, and

institutional goals are met.

III. Responsibilities to and Behavior Toward Other Professionals CRLA members strive to A. Define clearly, with subordinates and supervisors, job expectations and parameters; B. Promote a sense of community in their immediate work area and institution; C. Represent themselves, their program, and their institution honestly to potential employees and

employers; D. Follow carefully the institution’s established hiring procedures; E. Demonstrate respect of other professionals in written, verbal and electronic forms; F. Share ideas and information with other professionals; G. Promote and facilitate the professional growth of all staff and colleagues.

IV. Responsibilities to and Behavior Toward the Profession

CRLA members strive to A. provide accurate, honest information about job candidates; B. uphold conformity to the profession's established standards and guidelines; C. contribute to the welfare of the profession by participating in professional associations and

growing professionally through conferences, online discussion groups, and other means; D. resolve honestly any conflicts of interest that result from membership in two or more

organizations;

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E. explain their profession to the community and to the institution clearly and honestly; F. obtain established professional certification for their programs; G. credit individuals and sources from whom current programs and theories derive; H. develop political astuteness and take action as appropriate to the situation.

Part 3: Ethics -Conflict of Interest Statement [appended to job descriptions of all members

of the Board of Directors, voting and non-voting; signed annually]

Conflict of Interest Statement

Article IX, Section 2 of the CRLA Bylaws states:

No member of the Board of Directors shall participate in any discussion or vote on any matter in which the director or a member of his or her immediate family has a potential conflict of interest. As a member of the CRLA Board of Directors I acknowledge that:

1. I have received, read and understand the CRLA Conflict of Interest Statement. 2. I agree to comply with this statement. 3. I understand CRLA must engage primarily in activities that accomplish its tax-exempt purpose in

order to maintain its exempt status. ________________________________________________(Signature)_________(Date)

Printed Name_________________________________________

Board Position________________________________________

Part 3: Rights of Adult Readers and Learners Statement [posted on Website]

CRLA Position Statement on the Rights of Adult Readers and Learners by Kathryn Bartle Angus and JoAnne Greenbaum

The term “adult” includes all students in postsecondary education, age 18 and older (traditional, nontraditional, post traditional, reentry adults, stop outs/returning students). A distinctive characteristic of any group of adult learners is diversity; the term “adult learner” refers to a heterogeneous group of learners who are widely diverse in learning styles, motivation for learning, life transitions, life roles, learning goals, developmental tasks, prior experience, and patterns of participation in academic experience. Although adult students are an extremely diverse group, all adult readers and learners should be entitled to basic rights. These rights, described below, are presented using the following descriptors: instructors, instruction, assessment, and materials. Adult learners have a right to instructors who: • Engage in ongoing development and have a commitment to lifelong learning for themselves and

their students; • Are knowledgeable about adult development and learning and understand the unique needs and

complexities of the diverse adult learner population. Position Statement on Rights of Adult Readers and Learners • Possess expertise in their content area;

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• Have knowledge of learning theories, the ability to relate theory to practice, skill and confidence in methods of presentation, modeling, and facilitating learning;

• Are self-reflective, solicit feedback, and make accommodations to improve instruction; • Have a repertoire of interpersonal skills necessary to establish, maintain, and develop effective

relationships (instructor/student and student/student) and a secure, positive classroom environment that will promote active learning;

• Understand their responsibilities in facilitating and guiding the learning activities of adult students while acknowledging that the adult learner retains the right and responsibility to manage his/her own life and learning, growth, discovery and increasing skills and knowledge.

Adult learners have a right to instruction that: • allows them to see reading as a constructive process; • encourages reflection, critical analysis, and affective response; • includes social interaction such as collaborative and cooperative group work; • promotes interest and excitement; • is personalized to meet the needs of each learner; • is based on current theory and practice; • encourages students to become learners who are independent, autonomous, lifelong planners, and

problem solvers; • integrates technology and promotes information competence. Adult learners have a right to assessment that: • Is appropriate—matching the level, purposes, and content of instruction; • Includes the student in the assessment process (e.g., self-assessment, peer review, interview,

consultation); • Occurs at frequent intervals with meaningful feedback; • Focuses on outcomes and informs instruction; • Involves multiple measures. Adult learners have a right to materials that: • are relevant, current, and multi-disciplinary; • reflect a variety of media, genres, and cultures; • present opportunities for self-selection.

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Part 3: Ethics -ITTPC & IMTPC Code of Ethics:

CRLA supports ATP's Code of Ethics, cited at http://www.myatp.org/code-of-ethics/ and http://www.crla.net/index.php/certifications/ittpc-international-tutor-training-program

Requirements for Certification: Compliance with federal copyright law is expected of all CRLA ITTPC and IMTPC programs. It is our legal and ethical responsibility to give authorship credit for all materials we use in the classroom and for tutor and mentor training. Additionally, it is our legal and ethical responsibility to purchase (or have students purchase) copyrighted materials. Programs found to be in violation of copyright law will lose their certification. http://www.crla.net/index.php/certifications/ittpc-international-tutor-training-program

Part 3: Ethics -Guideline for use of family members related to CRLA voting Board members:

Current voting Board members and their family members may not receive a stipend or salary from CRLA unless necessary.

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Part 4: Special Interest Groups (SIGs) and States/Regions/Chapters (SRC) Part 4: SIGs and SRCs –General Procedures http://www.crla.net/index.php/membership/sig http://www.crla.net/index.php/membership/src Conference Registration Fee Rebate: CRLA will provide a $200 conference registration fee rebate for SIG and SRC leaders to attend the annual CRLA Conference. Tasks that must have been completed to receive a conference registration rebate include: 1. Submitted the two goals reports (due Jan. 15th and June 15th) 2. Issued at least one newsletter during the year, and 3. Attended the annual CRLA Conference In the case of co-leaders there is one stipend to be shared per SIG. Advertising Open Leadership Positions: It is the policy of the CRLA Board to advertise on the CRLA website

all available leadership positions, including CRLA Board ex-officio positions, committee chairs, SIG Leaders, and SRC Leaders. The Board does reserve the right to make appointments in an emergency situation or when timeliness is an issue.

Bi-annual Goals and Activities Reports From SIG/SRC Leaders: Goals and Activities Reports are due

January 15 and June 15 Funding Cycles for SRC Local Conference Requests: Funding deadlines for requests are due January 15

for spring conferences and June 15 for fall conferences, the same dates as the Goals and

Activities reports.

Leadership Institute at Conference: The Professional Development Director will direct the SIG and SRC

Leadership Institute at the fall conference with the assistance of the SIG and SRC

Coordinators. Updating leadership forms and information is the responsibility of the

Professional Development Director.

Forms:

http://www.crla.net/index.php/leadership/leader-forms Due dates of Reports: December 1: Report of Goals, Activities, Accomplishments, and Plans for July – December. June 1: Report of Goals, Activities, Accomplishments, and Plans for January – June.

Part 4: SIGs and SRCs –Funding States/Regions/Chapters and SIGs

The Executive Board will fund requests up to $1000 for each State, Region, and Chapter (SRC) and up to

$500 for each Special Interest Group (SIG) for proposals that fulfill one or more of these purposes:

1. offer professional development activities for the membership,

2. encourage the growth of CRLA’s membership,

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3. provide services to members unable to attend CRLA’s annual conferences.

Submitting Proposals. All funding requests must be submitted on the CRLA Funding Proposal Form and

include information such as:

o The group’s budget balances (if the group has a treasury).

o The type of activity (conference, workshop, seminar, membership drive).

o Amount of Registration Fee to be charged (if applicable).

o How the activity will fulfill one or more of “funding purposes.”

If the SRC or SIG funding request exceeds the amount budgeted for them during a given year, then funds

will be disbursed by the Board based on the merits of the proposal, the likelihood of fulfilling the stated

purposes of the funding, how often the SRC or SIG has previously received such funds, and the treasury

of the SRC or SIG. If the special event or conference is scheduled so as to conflict with the annual CRLA

conference, it will not be funded.

Funding Cycles. There are two funding cycles.

1. Proposals for funding spring and summer activities must be received by the Coordinator of SIG and SRC Leaders by January 15 to be processed at the January Board meeting).

2. Proposals for funding fall and winter activities must be received by the Coordinator of SIG and SRC Leaders by June 15 (to be processed at the June/July Board meeting).

Board decisions and recipient notification will follow within one month of these dates.

Reimbursements. No funds will be disbursed without itemized receipts or other appropriate

verification. Requests for reimbursement may be submitted to the Coordinator of SIG and SRC Leaders

whenever a total amount of at least $25 is due or every 45 days, whichever is sooner. Leaders are

encouraged to accumulate small amounts for a single disbursement but to submit requests in a timely

manner.

Bank accounts. Leaders who generate more than $25 of CRLA income should open a low-cost bank

account. An accurate accounting of all local funds should be included in the annual report to the CRLA

Board. This report should include verification from at least one member other than the Leader as to the

accuracy of the accounting. Retiring Leaders must arrange for accounts to be turned over to their

appointed replacement. Accounts should be in the name of CRLA and are considered the property of

the local CRLA membership.

Funding Cycles. There are two funding cycles.

1. Proposals for funding of spring and summer activities must be received by the Coordinator of SIG and SRC Leaders by December 1 (to be processed at the January Board meeting).

2. Proposals for funding of fall and winter activities must be received by the Coordinator of SIG and SRC Leaders by June 1 (to be processed at the June Board meeting).

* Please read CRLA Policy for Funding States, Regions, Chapters (SRCs) & Special Interest Groups (SIGs).

* If you seek funding for a CRLA SRC and are asking a Board member to attend, the following restrictions apply: • The CRLA Board will pay round-trip travel for your requested Board member to attend a CRLA SRC

event.

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• The CRLA SRC is responsible for the Board representative’s meals, lodging, travel to and from airport, and any honoraria, including gift bags. The CRLA Board will not pay or reimburse these expenses of the CRLA representative at the SRC or SIG event.

Complete the expense reimbursement form found on the CRLA website at http://www.crla.net/index.php/leadership/leader-forms and send to the current Coordinator of S/R/C Leaders with additional supporting documentation.

Send itemized receipts, this completed form, and any pre-approval paperwork to Professional

Development Director.

Part 4: SIGs and SRCs –ByLaws:

ByLaws on Chapters can be found in ARTICLE XII.

Part 4: SIGs and SRCs –SRC Display Guidelines for Local Conference:

Display CRLA at Your S/R/C Conference

To create an attractive and informative CRLA display, you can include a variety of CRLA materials. Ideas

include:

membership information

information about submitting articles to the Journal

proposal announcements for the upcoming annual CRLA conference

information about CRLA Special Interest Groups, committees, and regional CRLA events.

CRLA Roll-n-Show display screens with table drapes are available for State/Region/Chapter conferences

on a first-come, first-served basis. So that the materials may be sent to you in time for your meeting,

make your request at least one month in advance and preferably several months ahead of the event.

When there is great demand for the CRLA displays (especially in the spring), prompt return of the display

and drape is needed. A return label will be included, and shipping will be paid for by CRLA.

Make your request to: Executive Director Cindy Lemek, c.lemek@crla.net

Part 4: SIGs and SRCs –Forming & Dissolving Special Interest Groups (SIGs):

I. FORMING SIGs

To form a SIG, ten or more people must indicate to the Board their desire to form the group. Subject to the approval of the SIG Coordinator and the Board of Directors, a new SIG will be formed. Two people must indicate willingness to assume leadership for the SIG either as co-leaders (suggested) or as leader and deputy. The leader(s) will commit to fulfilling the job of a SIG Leader for two years, including representing the SIG at the annual conference, attending the conference leadership meeting and dinner, organizing a SIG-sponsored presentation and/or event, and leading a SIG meeting at that conference.

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The deputy will commit to fulfilling the leader's duties if the leader is unable to fulfill them. Whenever a leader resigns, the deputy becomes the leader, and a new deputy will be appointed by the Coordinator of SIG Leaders. II. DISSOLVING SIGs

The Board will dissolve a SIG if either of the following conditions exists:

A. The membership falls below 10 members (excluding members of the CRLA Board, who are ex-officio members of every SIG).

B. Neither the leader nor the deputy is able to fulfill the duties of SIG leader, and neither is able to find a substitute leader within a year the Professional Development Director will ask the Board to entertain dissolving the SIG.

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Part 5: Committees

Part 5: Committees -Chairs and Coordinators

The Chairs and Coordinators reporting to the CRLA Board include chairs of standing committees and

individuals without committees, all working to accomplish the mission of the Association:

Historian

Awards and Scholarships Chair

Council for the Advancement of Standards in Higher Education (CAS) Representative serving on

the CAS Board of Directors, and an Alternate Director

CLADEA Representative plus a representative on each of the current CLADEA sub- committees:

o Committee to Explore Commissioning White Papers

o Committee to Explore Providing CEUs

o Committee to Develop CLADEA Guidelines for the Website

Conference Committee

o Conference On-Site Chair(s)

o Conference Sessions Evaluator

Membership Committee

Elections Committee

IMTPC Coordinator

ITTPC Coordinator

SIG Coordinator

S/R/C Coordinator

JCRL Editor(s)

Past Officers’ Council

Part 5: Committees -Ad Hoc Task Forces

CRLA can form Ad Hoc Committees and Task Forces under the guidelines of the CRLA Bylaws.

Part 5: Committees -Archives

Annual reports, policies and procedures updates, secretary’s minutes, and treasurer reports are sent

electronically to the Technology Coordinator for inclusion on the Website under Archives “for Members

Only.” The policies and procedures are also sent to the archivist electronically. The framework for

archives is included in the Governance section of this manual.

Part 5: Committees -Special Awards

The number of awards to be given has been at the discretion of each Board. Recipients of these awards

are traditionally determined by the Board in a late summer or early autumn executive session (voting

officers only; no published minutes) and the names kept secret until the conference awards banquet.

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Comments from nomination letters are used to craft the President’s comments at the award ceremony.

The President assigns Board members to make certain that recipients are present for the event at which

they will receive an award.

Criteria for the Robert Griffin Award for Long and Outstanding Service

10 years of membership in CRLA with service at the state/region/chapter level or international level

current membership Nomination letters should include qualifications of nominee based on criteria. CRLA members are

invited to submit nominations to the Board. Self-nominations are encouraged.

Criteria for the Karen G. Smith Special Recognition Award

CRLA membership in good standing

outstanding contributions to the international organization during the past five years

no previous receipt of this award

contributions made were not related to elected Board membership. Contributions may include those related to service as SRC leader, SIG leader, conference presenter, committee member or chair, editor, author, conference committee member or chair, or any other service to CRLA.

Nominations for this award have traditionally come from Board members to the CRLA President.

Nomination letters should list in detail the contributions made by the nominee.

Criteria for Special Anniversary Awards

From time to time the Board also creates special anniversary awards. Martha Maxwell was given a Silver Anniversary Award in 1992 at CRLA’s 25th conference. Walter Pauk received the Pearl Anniversary Award in 1997 at CRLA’s 30th conference; Frank Christ and Gene Kerstiens received the Jade Anniversary Award in 2002 at CRLA’s 35th conference.

Part 5: Committees -CAS (Council for the Advancement of Standards in Higher Education)

The CRLA website provides a hyperlink to the CAS website.

CRLA posts information about the CAS Standards and Guidelines for Learning Assistance Programs on

the Members page with a link to the standards provided on the CAS website.

Part 5: Committees -CLADEA

(Council of Learning Assistance and Developmental Education Associations, which replaced

ACDEA in fall 2007)

The Board asked that a link be added from the CRLA website to the “industry standard” Criteria for

Program Evaluation (by Boylan and Bonham, approved by ACDEA at the 2003 CRLA conference,

http://ncde.appstate.edu/sites/ncde.appstate.edu/files/evaluation.pdf

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Part 6: External Relations

Part 6: External Relations –CLADEA CLADEA MEMBERSHIP: CRLA is a member of the Council of Learning Assistance and Developmental

Education Associations (CLADEA), which meets at least twice a year at the conferences of member organizations. Spring meetings are scheduled during the NADE or ATP conference; fall meetings are scheduled during the CRLA or NCLCA conference. NCDE is also a member of the Council. The annual membership fee of $500 is due January 15. CLADEA developed from a former council, the American Council of Developmental Education Associations (ACDEA). See http://www.cladea.net/ (CLADEA History and ACDEA to CLADEA). CRLA names a former president to a 3-year term to represent the Association at Council meetings.

As a member of CLADEA, CRLA is bound by the CLADEA Bylaws and all Council actions

and Policies and Procedures, including the Membership Reciprocity Policy.

CLADEA MEMBERSHIP RECIPROCITY POLICY (Article II of CLADEA ByLaws, http://www.cladea.net/) Membership on the Council provides certain reciprocal rights and benefits free of charge: A. Transmission of two announcements per calendar year to other members’ membership lists. This does not preclude granting additional dissemination requests. B. Announcement space in any member newsletter of at least one half page, once per calendar year. C. Announcement space in the printed program of each member’s annual or periodic conference of at least one half page. D. One basic conference registration fee waiver for the representative of each Council member provided the registration form is received by the end of the regular registration period. E. Recognition of official representatives of other member organizations at a major function at each member’s annual or periodic conference. F. One guaranteed conference session, provided the proposal for such is received by the advertised proposal submission deadline, the session follows the format requirements, and it is identified as the presentation to be included in the program by terms of this policy. G. One guaranteed standard booth space at the annual or periodic conference of each member, in or near the exhibitor hall, provided the request is received by the advertised deadline set for vendors and exhibitors.

CLADEA FELLOWS NOMINATION PROCESS: To honor the most distinguished professionals in the field and inspire to greater productivity the members of its organizations, the Council adopted the proposal of Martha Maxwell to create a small group of Fellows. CLADEA publishes in its Policies and Procedures document (available at http://www.cladea.net/ ) both the Nomination and Election Process for selecting

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CLADEA Fellows and a list of necessary qualifications for Fellows candidates. As a member organization, CRLA may nominate candidates to Fellowship.

Part 6: External Relations –CAS MEMBERSHIP IN CAS: CRLA is a member of the Council for the Advancement of Standards in Higher Education (CAS, http://www.cas.edu ). The CAS Board of Directors meets twice a year in Washington, DC. The annual membership fee of $400 is due August 15. CRLA names a former president to a multi-year term to serve on the CAS Board of Directors; CRLA’s former Representative currently serves as Alternate Representative to CAS. Both the Director and Alternate for CRLA should chair and serve on CAS committees, including standards review committees. The Director or Alternate for CRLA must serve on any committee revising standards and guidelines for Learning Assistance Programs or creating new standards for programs and services within CRLA’s areas of expertise.

Part 6: External Relations – Special Agreements NCLCA President: Comped meals for NCLCA representative were discussed, and it was decided to give,

in addition to registration, a meal choice equivalent to what NCLCA provides for the

CRLA President/representative at the NCLCA conference.

Discounted Subscription Agreement with JDE & RiDE: The “Discounted Subscription Arrangement”

allows a CRLA member to subscribe to the Journal of Developmental Education and

Research in Developmental Education at discounted rates as a benefit of CRLA

membership. Terms are negotiated annually between CRLA and Appalachian State

University based on past participation of CRLA members (but no longer include free half-

page notice space in 1-3 issues per year). CRLA member participation affects

percentage of discount provided for CRLA ads in the JDE.

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Part 7: Publication Policies

Part 7: Publication Policies—Journal of College Reading and Learning (JCRL)

Ad Hoc Waiver of Membership Requirement for JCRL Editorial Review Board: To allow the JCRL editorial

team some flexibility in regard to the CRLA membership requirement. Rationale: It is often

very difficult to find individuals with the appropriate qualifications and expertise to review

some of the articles submitted for publication in the time frame allotted for the review

process. To remedy this, it had been suggested to give the JCRL Editorial Review Board the

flexibility to waive membership in CRLA as a requirement to serve on that Board.

Reprinting in For-Profit Publications: CRLA will charge a nominal fee for reprinting of CRLA materials in

for-profit publications. This money will be used for membership publishing and other

scholarly activities. CRLA will not charge authors for reprinting articles if the original source

(the CRLA publication) is cited.

Author Guidelines: CRLA will not charge authors seeking permission to reprint their own articles if the

original source is cited. No author who contributes to the JCRL or newsletter shall be

compensated. Authors of articles published in JCRL are to be given a one-year subscription

to the CRLA newsletter and NewsNotes.

Part 7: Publication Policies—Publications Committee

Creation of Board: An Advisory Media Board is established [now called Publications Committee],

consisting of five members, to oversee CRLA relations with commercial publishers,

establish policy for CRLA publications, evaluate self-publications, and examine CRLA

endorsement of publications.

Published Policies and Procedures:

Policies and Procedures CRLA Publications Committee

The College Reading and Learning Association (CRLA) Publications Committee makes the

following recommendations for policies and procedures to govern CRLA publications. Three levels of involvement in the publication process are addressed: (a) CRLA co-sponsorship of publications developed in agreement with other organizations and co-edited or co-authored by one or more CRLA members; (b) CRLA in-house publications such as books, monographs, guides, handbooks, conference papers, multimedia productions, bibliographies, white papers, or reports, or similar projects initiated by CRLA and published either by CRLA or through an outside publisher; and (c) CRLA funding of publications developed by CRLA subgroups such as special interest groups (SIGs), task forces, or standing or ad hoc committees.

T following criteria for publication are applicable to any of the three categories listed above: 1. The work makes a contribution to the field and benefits the members of CRLA.

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2. The work focuses on undergraduate reading, writing, math, developmental education, learning assistance, study skills, learning strategies, tutoring, academic counseling, and advising.

3. The target audience is professionals, not undergraduate students. 4. The work has a clearly articulated theoretical framework, is grounded in research (but the work

itself does not have to be a research piece), and is connected to practice. 5. The work is authored, co-authored, edited, or co-edited by one or more current (i.e., dues paid for

current year) national CRLA members.

Co-Sponsorships

“Co-sponsorship” refers to CRLA involvement in a publication in conjunction with one or more other professional organization(s), research center(s), educational institution(s), or other appropriate entity(ies). Co-sponsorships might include joint efforts in writing and editing as well as joint financial support for the project. Requests for co-sponsorship must be initiated with the Publications Director during the initial phases of the development of the publication; CRLA will not entertain requests for co-sponsorship for completed or already published works.

CRLA Publications Individual members of CRLA and groups including at least one CRLA member may submit proposals to the Publications Director for works to be published by CRLA in-house or contracted with a publishing house. These works may include, but are not limited to, books, monographs, guides, handbooks, conference papers, multimedia productions, bibliographies, white papers, or reports.

CRLA Subgroup Publications The process for publications sponsored by subgroups of CRLA, such as SIGs, task forces, and ad

hoc or standing committees will closely mirror that for co-sponsorships, almost as though the subgroup

is co-sponsoring the publication with CRLA, but CRLA will ultimately bear the financial burden for the

costs of publication. CRLA subgroups interested in pursuing a publication can make the request to the

Publications Director.

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Part 8: Public Relations

Part 8: Public Relations -NewsNotes E-Blasts

The Public Relations Director distributes a monthly e-blast, NewsNotes, directly to the membership during

the second week of every month. The e-blast allows for increased, regular communication with the

membership, while still providing valuable content.

NewsNotes Submissions: Announcement and article submission deadlines for the monthly NewsNotes e-

blasts: first Monday of the month during which the contributor would like the article to

appear. NewsNotes is available exclusively via monthly emails to CRLA membership.

Author Guidelines: CRLA will not charge authors for reprinting articles if the original source is cited. No

author who contributes to the newsletter shall be compensated.

Reprinting Policies: CRLA will charge a nominal fee for reprinting of CRLA materials in for-profit

publications. This money will be used for membership publishing and other scholarly

activities.

Reciprocity with CLADEA Member Organizations: By Article II, B, of the CLADEA bylaws, at least one half-

page announcement space in CRLA NewsNotes per calendar year is guaranteed to each

other member organization: ATP, NADE, NCDE, and NCLCA. In return, CRLA receives half-

page announcement space in the newsletters of ATP, NADE, and NCLCA at least once per

year. See the CLADEA website for contact information, at http://www.cladea.net/.

Items to appear in each monthly e-blast (distributed the second week of the month):

President’s Corner: Update or article from presiding President of CRLA

Complete List of Executive Board Members with Contact Information

Newsletter Publication Information: List of NewsNotes Editorial Board members, publication dates, deadlines for submissions, where to send submissions, etc.

Address information for the CRLA Internet Web homepage

Calendar of upcoming events Items that may appear in any month’s e-blast (included on a space-available basis):

Short articles and/or book reviews and/or announcements submitted by CRLA members and determined by the Public Relations Director and/or Executive Board of Directors to be of interest to the membership;

Short articles announcing leadership positions and/or changes to the leadership directory for the CRLA national leaders by Executive Director;

Reports from committee members and/or other groups at the request of the Executive Board of Directors or the Public Relations Director;

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Photographs of CRLA members at events of interest to the membership and appearing with appropriate captions that identify members;

Annual guest organization’s conference advertisements with whom CRLA has reciprocal agreements (CLADEA: ATP, CRLA, NCDE, NCLCA) and at least ½ page in size;

List of corporate sponsors or vendors donating items to the national conference or other CRLA-sanctioned events, as deemed appropriate by the Executive Board of Directors;

Short articles highlighting a SIG or S/R/C;

Brief reminder requesting the collection of donation items by SIGs or S/R/Cs for the Awards & Scholarship raffle;

Brief mention of an honor and/or award of a CRLA member in good standing by an organization deemed appropriate by the Executive Board of Directors, most likely a professional state, national, or international professional organization such as the members of CLADEA and the like;

Brief mention of the death of a CRLA member may appear with a link redirecting readers to the appropriate web location/full memorial article on resources such as LSCHE or personal or university websites;

Open job opportunities, submitted by CRLA members and approved by CRLA Executive Board of Directors.

Items that will not appear in any month’s e-blast:

Advertisements in any CRLA e-blast with the intent of selling any item not at the direction of the Executive Board of Directors and not producing revenues that directly profit CRLA;

NewsNotes will not be used to publicize honors and awards by individual institutions;

In Memoriam articles will be placed online through resources such as LSCHE and LRNASST. Items that could appear in the January/February e-blasts (in addition to the standard items):

Recognition of Awards & Scholarships winners from the most recent national conference through either a brief article or through pictures accompanied by appropriate captions identifying members and those being recognized;

Brief excerpt/quote from the recipient’s acceptance speech or essay will appear with a link to the full text of the speech or essay as it appears on the CRLA website;

Short article that begins identifying attractions for the subsequent conference city by the designated On-Site Conference Chair or another individual deemed appropriate by the newsletter Editor or Executive Board of Directors;

Annual guest organization conference advertisements with which CRLA has reciprocal agreements and at least ½ page in size: NADE.

Items that could appear in the April/May e-blasts (in addition to the standard items):

Short article announcing the “One Book, One Conference” selection for the subsequent national conference and written by an individual deemed appropriate by the Public Relations Director or Executive Board of Directors;

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Short article providing a membership update by Membership Coordinator;

Short article providing an elections update submitted by Elections Committee Chair;

Short article announcing the availability of Awards & Scholarships and calling for nominations to be written by an individual deemed appropriate by the Public Relations Director or Executive Board of Directors;

Short article providing post-conference summary by individual deemed appropriate by the Public Relations Director or Executive Board of Directors (potentially the Conference Chair and/or the Conference Sessions Evaluator);

Short article providing information regarding the upcoming conference by an individual deemed appropriate by the Public Relations Director or Executive Board of Directors (potentially the Conference Chair and/or the Conference Sessions Evaluator);

TIDE Advertisement. Items that could appear in the September/October e-blasts (in addition to the standard items):

Short article providing information regarding selected keynote speakers for the approaching conference (potentially the Conference Chair);

Brief reminder about “One Book, One Conference” program;

Short article providing a conference update written by an individual deemed appropriate by the Public Relations Director or Executive Board of Directors (potentially the Conference Chair and/or the Conference On-Site Chair);

Annual guest organization conference advertisements with which CRLA has reciprocal agreements and at least ½ page in size: NCLCA, CLADEA Fellows induction ad.

Other items that should be included in at least one e-blast annually:

Update from all of the CRLA Committee Chairs and Coordinators—CLADEA, CAS, Awards & Scholarships, Membership, Conference Exhibits, ITTPC, IMTPC, SIG, S/R/C, Past Officers Council, and/or others as deemed appropriate by the Board.

Items submitted by other organizations per the CLADEA reciprocity agreement (ATP, NADE, NCDE, and NCLCA).

Part 8: Public Relations –Logo and Name Permission

For information on the logo use guidelines see:

https://crla.net/images/leadership//CRLA_LogoGuide.pdf

https://crla.net/images/leadership//CRLA_Identity_Management.pdf

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Part 9: Conference

Part 9: Conference-Insurance Conference insurance should be purchased within ninety days of signing the hotel contract. The

President at the time of signing is responsible for signing the contract.

Part 9: Conference -Registration Membership Fees and Conference Tuition To receive the reduced member rates for the conference, participants must hold a valid [year] CRLA membership as of June 1, [year]. You can check on your membership status by going to www.crla.net and clicking on Membership. Then click on “join, renew, or update your CRLA membership profile” at the bottom of the screen. Login using your email address and password or, if you have forgotten your password, click on “Lost Password?” A password token to access your profile will be sent to your email address. Contact CRLA Membership Manager, Nicole Cheever at n.cheever@crla.net if you are unsure of your membership status.

Registration Periods and Postmark Date Deadline Early Registration [dates] Registration [dates] On-Site Registration [dates] (There will be no registration [dates].) To download a W-9 form, click here. Conference Tuition and Fee Policies Participants are encouraged to register early to secure tickets to conference events that have limited seating, such as Pre-Conference Institutes, tours, and special events with a meal provided. Payment may be made by personal or institutional check or by credit card (MasterCard or Visa). Those registering for the conference need to meet the conference deadlines listed above.

Only those who register and make payment within the Early Registration period will receive the early

discounted rates. Regular registration rates are effective September 16 – October 23. Registrations

postmarked after October 24 will be adjusted to account for On-Site rates and the participant must

make payment (either by personal or institutional check or credit card) at the on-site registration desk before receiving any registration materials.

In order to qualify for the Early Registration rates, payment along with the registration receipt must be

postmarked on or before September 15 and mailed to the CRLA Conference Registrar, 7044 S. 13th

Street, Oak Creek, WI 53154-1429. A $35 fee will be charged for any check returned due to insufficient funds.

Tour Policies

Tours offered during the CRLA conference are intended to be educational and to allow conference

attendees to experience activities in the host city for each conference. Because some of these tours

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have limited capacity, the policy for registering for tours will be that only conference attendees will be

able to register for tours until the closure of Early Bird registration. When Early Bird registration closes, family members/guests may register for tours with space available.

Refund Policies

Requests for refunds of conference registration must be made in writing and postmarked on or before

October 24 to be considered, less a $50 processing fee. Payments for Pre-Conference Institutes, tours,

campus visits, or functions with a meal cannot be refunded at any time because CRLA commits to pay

for these activities in advance based on the number of attendees registered.

Requests for refunds of conference registration postmarked after October 24, 2015, will not be honored

unless they are requested as a result of serious illness, death in the family, or other unforeseeable

emergency. Conference registration fee refund requests should be directed to the CRLA Treasurer and

will be reviewed and processed following the conference, but not later than December 12. Requests

made after December 12 will not be considered. Payments by institutions will be refunded to the

institutions and payments made by individuals will be returned to the individual.

Special Accommodations (from 2006 Call to Conference)

Individuals requiring special accommodations must contact the Conference Registrar, [name], at [email

address], at least three weeks prior to the conference. Individuals requiring handicap-accessible rooms

should notify the hotel when making room reservations.

Ticketed Events, Name Badges, and Conference Registration Receipts (2006)

Some conference events require a purchased ticket. Tickets for these events will be collected at all ticketed events. If you forget your ticket, you will be asked to retrieve it prior to being admitted to the event.

Conference attendees are asked to wear their name badges at all conference activities, including sessions, refreshment breaks, exhibits, and the hospitality suite.

Your tickets, name badge, credit card receipt, and conference receipt for tuition, membership, scholarship raffle, and ticketed events will be in the conference registration packet that you will receive when you check in at the conference registration table.

Part 9: Conference -Exhibits Booth Cancellation Policy

CRLA Booth Cancellation Policy: Cancellation notification must be by e-mail to the Exhibits Coordinator.

Booths: Cancellation Dates Refund Amount

8 or More Weeks Before Conference Three-Fourths of Payment

7 Weeks to 1 Week Before Conference One-Half of Payment

Week Before Conference No Refund

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CRLA Program Advertisement Cancellation Policy: Cancellation notification must be by e-mail to the Exhibits Coordinator.

Program Advertisement: Cancellation Dates Refund Amount

8 or More Weeks Before Conference One-Half of Payment

Less than 8 Weeks Before Conference No Refund

CRLA Brochures Cancellation Policy: Cancellation notification must be by e-mail to the Exhibits Coordinator.

Brochures: Cancellation Dates Refund Amount

6 or More Weeks Before Brochure Arrival Date Three-Fourths of Payment

5 Weeks Before to Brochure Arrival Date One-Half of Payment

After Brochure Arrival Date No Refund

Implementation Annual Conference: The specific dates and name/email of the current Coordinator are added.

Part 9: Conference -Fees

The Conference Chair will submit a list of waivers and reduced fees to the Board for approval. Included in the list are the following:

SIG/SRC Leaders Registration Discount: CRLA will provide a $100.00 conference registration fee discount for up to 16 SIG Leaders (1 per SIG) and up to 20 SRC Leaders (1 per SRC). SIG and SRC Leaders will submit an application for the fee discount with their bi-annual report in June. A maximum of $100 will be awarded to any Leader.

Students: That “student” conference registration may be extended to those who are taking a minimum of six graduate or undergraduate hours a semester and that a copy of a current course schedule be attached to the registration form.

Retirees: Conference fees for retirees are offered at the same rate as for students. Documentation

similar to that for students will be required for retirees, and the rate will be offered only during early and regular registration periods.

Adjuncts: Conference fees for adjunct instructors are offered at the same rate as for students.

Documentation similar to that for students will be required for adjuncts, and the rate will be offered only during early and regular registration periods.

Board Members, Onsite Chair: That CRLA will waive the registration fee for the Executive Board

Members and the Onsite Conference Chair

CLADEA Members: That each CLADEA member [association] – ATP, NADE, NCDE, NCLCA – will receive one complimentary, non-transferable registration fee waiver.

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Board Members: Incoming Board members, like ex-officio and voting Board members, will have their conference registration comped. All reasonable transportation, hotel, and meal expenses will be covered by CRLA for Board members, ex-officio members, and incoming Board members.

Presenters: The Board approved the following language to be included in the instructions given to the session chairs regarding presenters who have not registered for the conference “If a presenter arrives at a room without a name badge, have the presenter go to the conference registration table before the session. If time is short before the session, begin the session with instructions for the evaluation form while the presenter goes to the conference registration table."

Keynoters: Keynoters do not pay registration fees. Complimentary Tickets to Awards Meal Function: If a CRLA award is presented at a meal function, the

recipient will receive one complimentary ticket during the year he or she is honored. If the award is a surprise, the recipient will be refunded the cost of the ticket. Complimentary tickets can include any of the following honors:

Professional Development Scholarship

Outstanding Journal of College Reading & Learning Article

Distinguished Teaching Award

Cengage Learning Travel Award for Teachers of Reading at a Community College

Karen G. Smith Special Recognition Award

Robert Griffin Award for Long and Outstanding Service

Fellow of the Council of Learning Assistance and Developmental Education Associations (CLADEA)

Outstanding Tutor Award

Any special Board Award

Part 9: Conference -Site Selection Recommendation After much discussion about cities/regions, the Board recommends that individuals (for site chairs) be

considered first, rather than where they are located. Also, the Board should keep costs in mind. Board

members are encouraged to talk with many members about serving as site chair.

Part 9: Conference -Announcements Ads in JDE: Approved the cost for a full-page ad in the fall, winter, and spring issues of the Journal of

Developmental Education (JDE) for a total cost of $1,710.00. This is the current agreement

with JDE to reserve space for one full-page ad in each issue for a total of 3 advertisements.

Part 9: Conference -CLADEA Membership Reciprocity Policy Taken from Article III of CLADEA Policies and Procedures: Membership on the Council provides certain reciprocal rights and benefits free of charge: C. Announcement space in the printed program of each member’s annual or periodic conference of at

least one half page.

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D. One basic conference registration fee waiver for the representative of each Council member,

provided the registration form is received by the end of the regular registration period.

E. Recognition of official representatives of other member organizations at a major function at each

member’s annual or periodic conference.

F. One guaranteed conference session, provided the proposal for such is received by the advertised

proposal submission deadline, the session follows the format requirements, and it is identified as

the presentation to be included in the program by terms of this policy.

G. One guaranteed standard booth space at the annual or periodic conference of each member, in or

near the exhibitor hall, provided the request is received by the advertised deadline set for vendors

and exhibitors.

Part 9: Conference - Chairs and Coordinators

Attend Leadership Event: The Board encourage committee chairs, coordinators, and editors of the JCRL

and NewsNotes to meet officially with the CRLA President, Past President, and President

Elect during the leadership event at the international CRLA Conference.

Funding Contingency: The Board will base the decision to fund chairs and coordinators to attend the

conference on the job function and on the need to have the individual attend the

conference.

Part 9: Conference -CRLA Leadership Pins & Lifetime Membership Policies: The Executive Director to the Board will give CRLA leadership pins to all CRLA Executive Board members,

voting and nonvoting, and conference on-site chairs at the completion of their terms. The

Board reserves the right to present pins to other members who represent the organization

at CRLA-sponsored events.

Lifetime free membership for Board begins at the completion, in good standing, of elected term and/or

at the completion of 10 years of Board membership.

Part 9: Conference-Protocols

The Executive Director drafts the protocols for each conference, usually in September. Protocols are

based on the “Conference at a Glance” and any other information received from the President and

President-Elect. The protocols are finalized closer to the conference. Protocols are shared with the CRLA

Board and any Committee Chairs and Coordinators involved. The Executive Director deletes from the

protocol the names of “Confidential/ Surprise” award winners.

Part 9: Conference -Hotel Employee Appreciation

It is the prerogative of the President to decide how to show appreciation to hotel employees. In the past,

the President or designee sent a letter of recognition and/or certificate of appreciation to the hotel

employee who received the most nominations for outstanding service, sent an honorable mention letter to

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all other employees receiving nominations, and sent copies of all letters to the hotel general manager [Note:

letter actually sent to all because there was really not any one employee who received the most votes.]

Part 10: Certifications

Inquiries from state/regional/national conference organizers regarding IMTPC/ITTPC pre/post-conference institutes should be directed to the Certifications Director.

CRLA Board members presenting IMTPC/ITTPC concurrent sessions are state/regional/national conferences should consult with the Certifications Director regarding presentation content and materials.

http://www.crla.net/ittpc/about_ittpc.htm and http://www.crla.net/imtpc/about_imtpc.htm

COPYRIGHT INFRINGEMENT POLICY

CRLA has adopted a CRLA Copyright Infringement Policy. Compliance with federal copyright law is

expected of all CRLA members. It is our legal and ethical responsibility to give authorship credit for all

materials we use in the classroom and for tutor and mentor training. Additionally, it is our legal and

ethical responsibility to purchase (or have students purchase) copyrighted materials.

Part 11: Contracts & Agreements

CLADEA WEBSITE

CRLA receives a free domain with its web hosting agreement and agrees to provide this domain as

CLADEA.net for a period of at least ten years. This domain is provided as an add-on domain and will be

considered an independent domain from CRLA and it will be maintained by CLADEA with FTP access to

their website only. This agreement may be terminated by either party with 60 days notice, August 17,

2009.

ASSOCIATION MANAGEMENT CONTRACT

CRLA hires an association management company to perform specific services for CRLA on a contractual

basis. Services are intended to support CRLA’s on-going, basic processes which may include, but are not

limited to, the following: maintaining the membership database, setting up electronic elections, setting

up a “shopping cart,” maintaining the CRLA website, accounting functions, and housing ITTPC and IMTPC

certification databases. An annual review report date should be specified in the contract.

The contract, which governs the relationship between the vendor and CRLA, may be canceled by either

party with 120 days notice and no reason given. The vendor will provide a Contingency Plan with the

annual review report to guarantee that the CRLA Board understands the process for obtaining all CRLA

records held by the vendor in case of emergency.

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The process for choosing a vendor is to be determined by the CRLA President and should include an RFP

with specified dates of advertisement, parties involved in “vetting” applicants, an interview process,

prior recommendations of past employers, and services required. The term of the contract is

determined by the CRLA Board. The President and the contractor designee sign the contract after CRLA

Board approval. The CRLA Board must be notified of any potential conflict of interest in advance of any

expenditure.

OTHER CONTRACTS

Other contracts and agreements that CRLA enters into are listed below. Some sample contracts are also

attached.

Conference Hotel Contract

Conference Insurance Contract

Conference Speaker Contract

Contract for printing of JCRL journal (ProQuest in 2011)

Tutor Handbook Publishing Agreement

Tutor Handbook Copy Editor Agreement

Tutor Handbook Reprint Agreement for Authors

Tutor Handbook Contract with Cengage Publishing

Communications: ProQuest Exchange

JDE Subscription Discount Contract

CLADEA Membership

CAS Membership Agreement

CRLA and IRA reciprocal advertisement agreement

State of New Mexico Incorporation Status

International Reading Association (IRA) Presentation Agreement [not available]

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Part 11: Contracts & Agreements -ProQuest Exchange Agreement for JCRL

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Articles of Incorporation

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Sample Treasurer’s Report

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Outline of Treasurer Report Remarks at the Business Meeting at the Annual Conference

Good Morning, I am ________ – Before I begin discussion the handout I would like to let you know

that the books were audited for fiscal year _____ and I am happy to report that we received a

[qualified/unqualified] report from the auditor which means that this organization’s finances are all in

good order. Now, let me explain the Treasurer’s Report that you received at the door. If you didn’t

receive a copy of the report, you may request one at the registration desk later today. Let me start with

the table on the first page.

First Page Tables

Top of the page

Details the Operating Income for fiscal year _____. The majority of the categories were on target. Income from General Publications, pins and handbooks, and Interest were approximately 1 ½ times budget.

The CRLA conference had a profit of $ XX;

The total income for the year was __________. Bottom of the page

Details the Operating Expenses for the same year. Total Expenses were XX% of the budgeted amount for the year.

Second page Tables

Details the current year’s operating budget, January through September. Top of page – Income. Notable items include:

Currently there is an income of approximately $XX

In Certificates of Deposit and money markets that CRLA owns, we maintain over $XX in reserves.

Bottom of the page – Expenses

The middle column is the actual amount spent and the column on the right is the % of the line that was proposed in the budget. At this point CRLA is within/over the projected budget for expenses.

Pie Charts

Details the expenses and income from January through September.

The total amount spent at this time is $XX. This is approximately XX% of projected expenditures budgeted for this year.

The % reflected in the pie chart is the % of this total amount spent, so the membership, States, Regions & Chapters is XX% of the total. Other %’s of the total are broken down respectively.

This chart only shows expenditures related to the operating budget. The expenditures for the conference are not included in this chart.

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In Conclusion

CRLA maintains these cash reserves so that, if necessary, we could put on three conferences with significant financial losses and still remain solvent, as advised by our auditor. Also, these reserves permit capital expenditure opportunities to improve CRLA.

The Board made significant improvements in implementing new technologies to process the collection of funds and disbursement of funds, e.g., online registration and payment through Authorize.net and the conversion from maintaining paper checks to online payments.