MARACPE Governance Manual 2011

Document Sample
MARACPE Governance Manual 2011 Powered By Docstoc
					Governance Manual                                                              Page 1 of 12




                                               Article 1

                                    VISION AND MISSION
Section 1

The mission of the Mid-Atlantic Region ACPE is to foster and oversee a person-centered
approach to education and ministry.

Section 2

This mission shall be articulated in the following goals:

a. To promote creative and prophetic ministry.

b. To provide the opportunity for personal and professional community.

c. To promote professional ethics and practice.

d. To promote sensitivity and creative response to changes in clinical settings as they have an
impact on CPE.

e. To promote personal and professional inclusivity.

f. To promote identity as ministers within the various clinical and ecclesiastical environments.

g. To promote personal and professional commitment to the vision of God’s presence with us.

h. To affirm and celebrate personal traditions and pastoral calling without imposing upon or
excluding others.

i. To insure accountability and competence of CPE in accordance with ACPE Standards.

j. To serve the Region for certification purposes.

k. To serve the Region for accreditation purposes.

l. To develop cooperative relationship with Cognate groups.




Mid-Atlantic Region Governance Manual – revised 2011
Governance Manual                                                               Page 2 of 12


                                              Article II

                                          MEMBERSHIP
Section 1

All members of the Association for Clinical Pastoral Education, Inc. serving in the Region shall
be considered members of the Region. These shall include each variety of personal membership
designated by the By-laws of ACPE, member seminaries, accredited CPE Centers and Clusters,
denominational/faith group and agency members, institutional members, and individual
members.

Section 2

Membership in the region shall be consistent with membership in the ACPE, and on a calendar
year basis.

Section 3

Each CPE Supervisor shall participate in a peer review every five (5) years, beginning the fifth
year after certification as CPE Supervisor. Requirements and instructions for the peer review
are attached (Appendix #1).

                                              Article III

                                            MEETINGS
Section 1

There shall be an annual conference of the Region, including a business session the date of
which shall be set by the Leadership Council of the Region and for which notification shall be
sent to all members at least 60 days prior to the date of the meeting. Special meetings to
consider specific items of business shall be called by the Chair at the request of the Leadership
Council; notice of the meeting and its purpose shall be given at least 30 days prior to the date of
the meeting.

Section 2

All members shall have the right to attend and vote at the Regional Annual Conference and
special meetings of the Region. Member seminaries, accredited CPE Centers and Clusters,
denominational/faith group and agency members, and institution members shall have the right to
send one voting representative to Regional Annual Conferences and special meetings of the
Region.




Mid-Atlantic Region Governance Manual – revised 2011
Governance Manual                                                               Page 3 of 12


Section 3

Members at Regional Annual Conferences and at special meetings of the Region may vote as
one of the following:

a. a member of the Region as designated by the By-Laws of ACPE;

b. one representative from each agency or institution located in the region;

c. one representative from each accredited CPE Center or Cluster located in the Region;


Section 4

A quorum shall consist of twenty-five of the voting members of the Region.

Section 5

Meetings shall be conducted in accordance with Robert’s Rules of Order, revised.

                                              Article IV

                                             OFFICERS
Section 1

Officers of the Region shall include a Chair, Chair-elect, Secretary, Treasurer, and three Sub-
Regional Coordinators.

Section 2

The Chair shall be elected for a single term of two years.

Section 3

The Chair-elect shall be elected for a term of two years, after which he or she serves as Chair for
a single term of two years.

Section 4

Each Sub-Regional Coordinator shall be elected by his/her Sub-Region for a one year term and
may succeed him/herself once.


Section 5


Mid-Atlantic Region Governance Manual – revised 2011
Governance Manual                                                              Page 4 of 12


The Treasurer shall be elected for a term of two years and may succeed him/herself.

Section 6

The Secretary shall be elected for a single term of two years.

Section 7

The officers shall assume duties generally associated with their offices, and whatever other
duties are assigned by the membership in business sessions.

                                              Article V

                                                STAFF
Section 1

There shall be a Regional Director whose appointment shall be ratified by the Region upon
recommendation of the Leadership Council and he/she shall be responsible to the Leadership
Council. He/she shall be appointed to serve a term of four years and may be eligible for
reappointment.

Section 2

The Regional Director shall be an ex-officio member of the Leadership Council and of all
committees. The Regional Director’s job description is attached (Appendix #2).

Section 3

An annual evaluation of the Regional Director will be conducted by a committee consisting of
the Chair-Elect (as chair) and the three sub regional Coordinators. This evaluation will be based
on the job description and any special projects for the year. It will be completed in time to be
submitted to the Leadership Council prior to the fall meeting, and will include any
recommendations regarding compensation.


                                              Article VI

                      COMMITTEES AND REPRESENTATIVES

Section 1

The Leadership Council shall consist of the Chair, Chair-elect, Secretary, Treasurer, Chairs of
Budget and Investment, Certification, and Accreditation Committees, Standards Representative,
REM Representative, Professional Ethics Commission Representative, the three Sub-Regional


Mid-Atlantic Region Governance Manual – revised 2011
Governance Manual                                                            Page 5 of 12


Coordinators, two Representatives to the ACPE Board of Representatives, and a Clinical
Member Representative.

Section 2

The Leadership Council shall act on behalf of the Region between annual conferences subject to
ratification at the next business session.

Section 3

The Leadership Council shall be empowered to fill vacancies until the next annual conference.

Section 4

Standing committees shall include: the Certification Committee, the Accreditation Committee,
the Budget and Investment Committee, and the Nominating Committee.

Section 5

The Certification Committee:

a. shall be made up of not less than six nor more than 17 members and either two Co-Chairs or a
Chair and a Chair-elect. Members must have been certified as CPE Supervisor for at least one
year and shall be elected for three year terms on a staggered basis with approximately one-third
of the membership elected each year, and shall not be eligible to succeed themselves. The term
for Co-Chairs or Chair shall be three years, and they may serve two (2) terms. The Chair-elect
shall serve for one year, followed by three (3) years as Chair.

b. shall function on behalf of the ACPE Certification Commission in the following areas: (1)
providing readiness consultation to persons in Supervisory CPE, (2) certifying Candidates, (3)
extending Candidate and Associate Supervisor status, (4) and consulting with Inactive
Supervisors seeking approval from the ACPE Certification Commission to resume supervisory
practice;

c. may provide consultation to Candidates, Associate and CPE Supervisors as requested.

Section 6

The Accreditation Committee:

a. shall consist of up to nine members and a Chair and Chair-elect. Members, except for Chair-
elect and Chair, shall be elected for three year terms on a staggered basis with approximately
one-third elected each year, and shall not be eligible to succeed themselves. Chair-elect shall
serve the last year of the Chair’s term, followed by three years as Chair. The Chair may serve
two terms. The Chair shall normally have been a member of the committee for at least one year;



Mid-Atlantic Region Governance Manual – revised 2011
Governance Manual                                                               Page 6 of 12


b. shall function on behalf of the Accreditation Commission;

c. shall select and train a group of persons to be available for making accreditation site-reviews;

d. shall provide for reviews, site visits and make accreditation recommendations to the ACPE
Accreditation Commission following the standards and procedures adopted by the ACPE Board
of Representatives;

e, shall encourage and promote continuing professional education among the members of the
Region.

Section 7

The Budget and Investment Committee will manage the budget and investment concerns of the
Region. The Committee shall consist of a Chair, the Regional Chair and Chair-elect, and the
treasurer from each Sub-Region or his/her designee. The Treasurer will be an ex-officio member
of the committee. The Chair shall serve for three years and may succeed him/herself once.

Section 8

The Nominating Committee:

a. shall consist of a Chair of Nominations and three representatives, one from each of the three
Sub-Regions nominated and elected for three years on a rotating basis.

b. shall make nominations to the annual business session for all Regional officers and committee
members (except the Nominating Committee, nominations for which are made at the annual
business session);

c. shall make nominations to the annual business session for representatives to the ACPE Board
of Representatives

d. shall make nominations to the annual business session for persons to be nominated to the
national Representation and Nomination Committee (RANC) for membership on RANC, and
ACPE Commissions and Committees as designated in the By-Laws of ACPE.

Section 9

The Clinical Member Representative shall be elected at the annual business meeting from among
the clinical members of the region. The term of office shall be three years, with eligibility to
serve a second term.




Section 10


Mid-Atlantic Region Governance Manual – revised 2011
Governance Manual                                                               Page 7 of 12




The REM Representative shall be elected at the annual business meeting from among regional
members who are also active in REM. The term of office shall be three years, with eligibility to
serve a second term.


                                              Article VII

                                          SUB-REGIONS

Section 1

The Sub-Regional areas shall be: North Carolina/West Virginia, Virginia, and
Maryland/Washington. Members of the Region shall have the option of participating in
whatever Sub-Region is nearest to them.

Section 2

Sub-Regional officers shall include a Coordinator and a Treasurer, and may include a Secretary
and an Education Coordinator. The Sub-Regions shall meet as often as deemed necessary, but at
least once per year to designate the spending of the Sub-Regional budget.


                                             Article VIII

                                             FINANCES
Section 1

The Budget and Investment Committee of the Region shall have the responsibility for
developing and presenting an annual budget and for the collecting and disbursing funds to:

a. support Regional activities through the work of its officers, committees, and Regional
Director;

b. participate responsibly in the financial affairs of the ACPE on the national level;

c. provide an annual audited financial report to the Region, to contributors, and to the ACPE.


Section 2

The fiscal year shall be the calendar year.

                                              Article IX

Mid-Atlantic Region Governance Manual – revised 2011
Governance Manual                                                              Page 8 of 12




                                      REPRESENTATION
Section 1

Representation in functioning units of the ACPE at the national level shall be as follows:

a. the Regional Director;

b. two elected representatives to the ACPE Board of Representatives;

c. the Chair or one of the Co-Chairs of the Certification Committee and two other persons
nominated by the Region to RANC for membership on the ACPE Certification Commission;

d. the Chair of the Accreditation Committee nominated by the Region to RANC for membership
on the ACPE Accreditation Commission;

e. one person nominated by the Region to RANC for membership on the Representation and
Nomination Committee (when due in the rotation of regions);

f. one person nominated by the Region to RANC for membership on the ACPE Professional
Ethics Commission;

g. one person nominated by the Region to RANC for membership on the Standards Committee;

h. representatives of the Region for membership on all other national commissions and
committees as appropriate.

                                              Article X

                                 ORGANIZATIONAL YEAR

Section 1

The organizational year of the Region shall be the calendar year.


Section 2

All officers and committee members shall be elected at the annual meeting of the Region and
shall take office the following January 1.

                                              Article XI



Mid-Atlantic Region Governance Manual – revised 2011
Governance Manual                                                                 Page 9 of 12


The Governance Manual shall be amended by a two-thirds vote of the eligible voting members
who are present in person or by proxy at the annual conference or at any special meeting of the
membership. Notification of the proposed amendments to the Governance Manual shall be given
to the membership at least 30 days prior to the meeting.

Note: The Governance Manual, previously called by-laws, was adopted by the Mid-Atlantic
Region in session at the annual spring conference at Protestant Episcopal Theological Seminary,
Alexandria, Virginia, on March 11, 1969.

Adopted:        March 1969

Amended:        April 1976

Revised and Adopted: October 1969, 1976, 1977, 1984, 1992, 1994, 1995, 1997, 1998, 2001,
2004, 2006, 2008, 2009, 2011
******************************************************************************




                                             Appendix 1

                                         PEER REVIEW
Frequency of Peer Review:
At least every five years.

Form(s) of Peer Review:
The peer review will include a face-to-face conversation of at least one hour with a peer review
team. Materials presenting one’s professional work and learning concerns will be distributed to
the review team with sufficient time for them to review them before the conversation.

Responsibility for Arranging Peer Review:
It is the ACPE Supervisor’s responsibility to arrange peer review for him/herself in a timely
fashion. Sub-regions, Centers, or Regional entities may organize themselves to facilitate and
assist in these reviews. But it is the supervisor’s responsibility to ensure that peer review is done,
and to make necessary arrangements for them to happen.

Composition of Peer Review Team:
The peer review team shall consist of no less than three persons, including at least two ACPE
Supervisors. Other professionals may be invited to participate. A Chair will be chosen by the
person being reviewed, and the Chair will be an ACPE Supervisor. Colleagues from one’s own
center are discouraged from being on the peer review team. Colleagues in supervisory lines
within center/system are prohibited.



Mid-Atlantic Region Governance Manual – revised 2011
Governance Manual                                                             Page 10 of 12


Materials Prepared for Peer Review:
It is required that some materials of a clinical nature will be prepared by the supervisor. These
are intended to give some possible structure and are intended to encourage reflection on the part
of the supervisor being reviewed, and to help the committee focus on areas of professional
functioning where their consultation can be most helpful.


Documentation of Peer Review:
The region will provide a simple form which members of the peer review will sign to indicate
that peer review has been conducted. The date of the review and the members of the peer review
team will be documented on this form. This form will be forwarded to the Regional Director’s
office, a copy retained by the center in which the supervisor serves for accreditation purposes
and a copy retained by the supervisor being reviewed. The supervisor and team may agree on
other forms of feedback, oral or written, for the supervisor’s use. These are not part of the
documentation required by the Region.

Administration of Peer Review:
The Regional Director will keep the records of peer review as part of administering the regional
office. The Regional Director will conduct an annual review of the records and submit a list to
the Regional Leadership Council of any supervisors out of compliance with the standard of peer
review every five years. The Leadership Council will be authorized to take whatever actions may
be necessary to encourage compliance with the standard, including referral to the Regional
Ethics or Certification Committees for further action.

Implementation:
October 2001is the date by which all ACPE-CPE Supervisors shall have a documented peer
review (conducted after October 1, 1996). Persons certified at the CPE Supervisor level after
passage of this policy have five years from the date of their certification to complete a peer
review. The five year window for peer review begins with certification as a CPE Supervisor,
with new membership in the Region or with completion of a peer review. Regional forms
documenting peer review will indicate date by which the next peer review is due.

Process for Non-Compliance for Peer Reviews:
1. Regional Director notifies supervisor of non-compliance and gives them until the next
Regional Leadership Council meeting to comply.

2. Regional Director notifies Regional Leadership Council of supervisor’s non-compliance.

3. Leadership Council will file a grievance with the supervisor based upon Standard 314.6 and
113.

4. Professional Ethics procedures for the Region is then activated.




Mid-Atlantic Region Governance Manual – revised 2011
Governance Manual                                                          Page 11 of 12



                                             Appendix 2


                    JOB DESCRIPTION: REGIONAL DIRECTOR

    1. Provide leadership to and oversight of the Leadership Council and the Region by
       promoting the vision and mission of the Region.
       a. Work closely with the Regional Chair in identifying and presenting concerns, issues,
          and items of business for the Leadership Council meeting and the Regional business
          session;
       b. Identify contact persons in seminaries and divinity schools in the Region and
          maintain periodic communication to encourage participation in the life of the Region;
       c. Communicate and, when possible, consult with agencies and organizations
          considering the establishment of a CPE program;
       d. Communicate with and encourage Clinical Members to participate in the life and
          work of the Region;
       e. Maintain communication with the retired members of the Region and encourage their
          participation where possible.

    2. Serve as liaison between the ACPE national office and the Region.
       a. Maintain communication with the national office;
       b. Maintain communication with the other Regional Directors;
       c. Attend the annual Regional Directors’ consultation;
       d. Work closely with the regional Board Reps in communicating issues from the Region
          to the Board, and from the Board to the Region;
       e. Work closely with Certification and Accreditation chairs, Representatives to
          Standards, Professional Ethics Commission, and REM in order to remain informed
          about issues at the national leadership level.

    3. Attend to the clerical functions of the regional office.
       a. Maintain records of the region: minutes of the Leadership Council and regional
          business sessions, newsletters, peer review schedules and supporting documents,
          copies of regional programs, current roster of officers and committees, updated
          version of the regional Governance Manual, current budget, and current list of all
          members, including email addresses;
       b. Compile, edit, publish, and distribute the regional newsletter four times a year;
       c. Work closely with the web master to oversee and update content of the regional web
          site.




Mid-Atlantic Region Governance Manual – revised 2011
Governance Manual                                                           Page 12 of 12


    4. Provide logistical and staff support for the regional meetings.
       a. Propose and present to the Leadership Council dates and locations for Leadership
          Council and regional meetings;
       b. Negotiate with locations for accommodations, including dates, costs, and resources
          for the meetings;
       c. Serve as support staff to the Program Planning Committee and the program
          participants;
       d. Coordinate with the Regional Treasurer regarding financial arrangements with
          meeting site.

    5. Provide pastoral support and/or professional consultation to regional members as
       needed due to family or personal issues, or professional concerns.
       a. Maintain communication with members who are experiencing personal or
          professional distress;
       b. When appropriate, and with permission of the person, alert the region to the needs of
          the individual;
       c. When a member dies, communicate with and provide pastoral support to family
          members;
       d. Determine the charity or benevolent organization to which the family wishes a
          memorial contribution be sent;
       e. When a family member dies send condolences to the regional member and provide
          pastoral support.

    6. Maintain communication with the sub regions.
       a. Attend at least one meeting of each sub region each year;
       b. Regularly consult with the sub regional Coordinators in order to be informed of
          newcomers in the region, special sub region events, awards or exceptional
          achievements of members or centers.

    7. Take initiative to implement special projects related to regional concerns, or issues
       of current interest to Regional Director and Leadership Council.




Mid-Atlantic Region Governance Manual – revised 2011

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:0
posted:10/2/2012
language:English
pages:12