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					Executive Board Duties

         and

 Association Policies




         Revised
     September 2005
                                                               Duties and Policies Manual


OACAC Executive Board
     The Executive Board of OACAC serves to advise the President and provide
administrative leadership in developing and implementing association policies, programs, and
services. Membership of the Executive Board includes:

                      President
                      President Elect
                      Immediate Past President
                      Secretary (position eliminated in 2007)
                      Vice President for Finance
                      Vice President for Admission, Counseling, and Enrollment Practices
                      Vice President for Membership
                      Vice President for Technology and Communications
                      Vice President for Professional Development
                      Vice President for Governmental Relations
                      NACAC assembly delegates

General Responsibilities
      In carrying out their functions for OACAC, members of the Executive Board are subject
to two primary legal obligations: a duty of care and a duty of loyalty. The duties of care and
loyalty are the common law terms for the standards that the law uses to gauge the legality of a
governing member’s acts or omissions. The duty of care calls upon each member of the
Executive Board to participate in the decisions of the Board and to keep informed with
respect to such decisions. The duty of loyalty requires Executive Board members to exercise
their powers in the interest of OACAC, rather than in their own personal interest or the
interest of another entity or person.

     By assuming office, each member of the Executive Board acknowledges that with
regard to any activity or opportunity, the best interest of OACAC must prevail over his/her
individual interest. The Executive Board members shall not use his/her OACAC position for
individual personal advantage. Before an Executive Board member engages in a transaction,
which he or she should know may be of interest to OACAC, the Executive Board member
must disclose the transaction to the Executive Board in sufficient detail and give adequate
time to act or decline with regard to such transaction. A corporate opportunity arises when an
Executive Board member knows that he or she can participate in a transaction, which would
possibly fall within, or compete with, OACAC’s present or future activities. The Executive
Board member must affirmatively present the opportunity to the Executive Board before
participating in the transaction outside OACAC.

Specific Responsibilities
     Each member of the OACAC Executive Board has these specific responsibilities:

   1. To participate fully in all meetings of the Executive Board. There are two Executive
      Board meetings each year held in conjunction with the NACAC and OACAC annual
      conferences.
   2. To serve as a voting member of the Executive Board and as a member of OACAC;
   3. To become familiar with and uphold the Bylaws of OACAC,
   4. To provide written progress reports as requested by the President in advance of
      Executive Board meetings;


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   5. To prepare, if appropriate, budget proposals for submission to the OACAC Finance
      and Budget Committee for consideration in the association’s overall operating budget
      development;
   6. To maintain an accurate accounting of expenditures, including receipts, for all
      OACAC programs and initiatives within his/her purview.

Time Commitment for Executive Board Member: NACAC Conference (3-4 days), and
OACAC Conference (3 days). For additional time required by OACAC please see specific
Executive Board position description.



OACAC President
Responsibilities during three-year term
The OACAC Presidency requires a three-year commitment as President-Elect, President and
then Past President.
    1. Attend, at the expense of OACAC and/or NACAC, the NACAC Leadership
        Development Institute (LDI) in July, and the Legislative Conference (February or
        March) in Washington, D.C.
    2. Serve as chairperson and a voting member of the Executive Board.
    3. Present Executive Board goals for his/her presidential year for approval.
    4. Preside at general membership meetings and at meetings of the Executive Board.
    5. Conduct board meetings in a manner that will assure that the focus of board meetings
        remain in the best interest of OACAC.
    6. Serve as an ex-officio member of all OACAC committees.
    7. Appoint the chairperson of the standing committees provided for in the OACAC By-
        laws and other committees, which are judged necessary to enable OACAC to
        accomplish its purposes.
    8. Serve as counsel to the association on concerns by membership.
    9. Serve as official spokesperson for the association, with the right to delegate this
        responsibility.
    10. Guides the work of the Executive Board in regard to Strategic Planning.
    11. Assumes such other responsibilities as directed by membership or the Executive
        Board.
    12. Works with the president-elect and past president on officer nominations and sends a
        congratulatory message to the administrators of newly elected officers.
    13. Prepare the agenda for the Executive Board and general membership meetings.
    14. Presides at any meeting of the Association.
    15. Shares financial responsibility as outlined for the Treasurer.
    16. Submit annual report to NACAC.
    17. Serve next term as Past-President.
    18. Serve as delegate to NACAC Assembly.

Time Commitment as President: NACAC Conference (3-4 days), OACAC Conference (3
days), LDI (3 days),4NACAC Legislative Conference (3 days), Planning and Preparation
time (10 days).




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OACAC President Elect
   1. Attend (at the expense of OACAC and/or NACAC) the NACAC Leadership
       Development Institute (LDI) in July, and the Legislative Conference (February or
       March) in Washington, D.C.;
   2. Attend all Executive Board meetings and in the absence of the president, assumes the
       office of the president at any official function of OACAC;
   3. Succeed to the office of the president in the event of a vacancy in that office;
   4. Serve as ex-officio member of all OACAC Committees to enhance understanding of
       the association’s leadership, governance and management;
   5. Participates, as requested, in other state or regional conferences;
   6. Assists in the development and implementation of professional development
       opportunities for the general membership and the Executive Board;
   7. In cooperation with the president and past president, assure OACAC representation
       and involvement in other allied associations;
   8. Serve as coordinator of the OACAC Summer Conference;
   9. Serve as delegate for the NACAC Assembly;
   10. Assists the president in the goals and objectives of OACAC;
   11. Serve next term as president, and the following year as past president

Time Commitment as President-Elect: NACAC Conference (4 days), OACAC Conference (3
days), LDI (4 days), NACAC Legislative Conference (4 days), Planning and Preparation time
(7 days).

OACAC Past President
   1. Attend, at the expense of OACAC and/or NACAC, the NACAC Leadership
      Development Institute (LDI) in July.
   2. Serve as chair of the Nominations and Awards Committee. The Nomination and
      Awards Committee reviews and selects candidates for each office to be filled and
      award recipients;
   3. Reviews and recommends updates to the bylaws;
   4. In cooperation with the president and president-elect, assure OACAC representation
      and involvement in other allied associations;
   5. Assists in the development and execution of professional development opportunities
      for general membership and Executive Board members;
   6. Supports, assists and acts as general counsel to the President;
   7. Serve as member of the Strategic Planning/Long Range Planning Committee;
   8. Serve as member of the Executive Board;
   9. Represents OACAC at the NACAC Delegate Assembly, serving as the Associations
      chief delegate and provides training for the OACAC delegation.

Time Commitment as Past President: NACAC Conference (4 days), OACAC Conference (3
days), LDI (4 days), Planning and Preparation time (5 days).




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OACAC Vice President for Finance, 2-year term
Responsibilities
   1. Serve as chair of the Finance and Budget Committee. The Finance and Budget
      Committee makes budget estimates, recommends to the Executive Board investment
      and audit policies and supervises all other OACAC financial matters as well as
      preparing financial reports for the Executive Board. The budget shall be developed
      approved at the Executive Board meeting held during the NACAC conference.
   2. Provides fiscal oversight (checks and balances) for the Administrative Assistant and
      reviews financial transactions.
   3. Reports on the financial condition and results of operations of OACAC to the
      Executive Board and general membership at meetings and in written communications;
   4. Serve as member of the Executive Board.

Required Knowledge/Skills
The VP for Finance needs to have basic accounting/bookkeeping skills. Although the
Administrative Assistant is responsible for the day-to-day financial activities of OACAC, the
Treasurer provides checks and balances to ensure that both the Administrative Assistant and
Executive Board are fiscally responsible.

Time Commitment as VP for Finance: NACAC Conference (4 days), OACAC Conference (3
days), Planning and Preparation time (5 days).

OACAC Secretary, 2-year term
Responsibilities
   1. Keep accurate minutes of all Executive Board and General Membership meetings and
      provides copies of the minutes to the Executive Board and the webmaster;
   2. Assist the president in the goals and objectives of OACAC;
   3. Assist the president in the development of meeting agenda;
   4. Serve as member of the Executive Board;
   5. Monitors that minutes of past OACAC meetings, up-to-date Bylaws, and policies of
      the association are properly posted on the website

Note: Due to the employment of an Administrative Assistant, the position of Secretary will be
eliminated in 2007.

VP for Admission, Counseling, and Enrollment Practices, 2-year term
Responsibilities
   1. Serve as chairperson for the Admission Practices (AP) Committee. The AP
      committee’s responsibilities are: to educate admission and counseling professionals
      and their institutions regarding the nature of ethical standards as adopted and
      prompted by NACAC and OACAC and to assist them to fully integrate such policies
      and procedures into their practice; to review annually the Statement of Principles of
      Good Practice of NACAC especially to how it relates to international students; to
      promote the adoption of similar standards by nonmembers within the profession; and
      to promote awareness of ethical practices among students and their families;
   2. Direct the Admission Practice committee in a review of the Statement of Principles of
      Good Practice, the monitoring procedures and any other OACAC related policies
      when deemed appropriate;




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   3. Preserve the confidential nature of the work while reporting all appropriate actions of
      the Admissions Practices committee to the Executive Board;
   4. Represent the association in discussions and presentations of admission practices,
      ethical concerns and challenges faced by members;
   5. Assist in the preparation and presentation of professional development opportunities
      and materials for OACAC members, admissions practices counterparts, other allied
      associations and students as deemed appropriate;
   6. Periodically author columns for the Newsletter on trends or issues relating to
      admission practices;
   7. Handle questions relating to Admission Practices from the membership and media;
   8. Serve as member of Executive Board.

Required Knowledge/Skills
This VP should have an interest in making certain that all OACAC members maintain the
highest professional standards. NACAC’s SPGP is the guide that members are asked to
follow and in the rare case when an institution or individual does not abide by the SPGP, this
VP is responsible for investigating alleged violations.

Time commitment: NACAC Conference (4 days), OACAC Conference (3 days), Planning and
Preparation time (varies).

Vice President for Technology and Communications, 2-year term
Responsibilities
   1. The Vice President for Communications supports the efforts of OACAC by striving to
      create a positive awareness of OACAC by facilitating, enhancing and supporting the
      flow of information among members, the Executive Board and general membership
      and public at-large;
   2. Responsible for the OACAC website;
   3. Deals with outside organizations who would like to access our membership database
      for emailing purposes;
   4. Periodically provide email or written newsletters to the membership;
   5. Serve as liaison between OACAC and the NACAC Communications Office;
   6. Serve as member of Executive Board.

Required Knowledge/Skills
The VP for Communications should have skills in the use of email, and web-based
communications. Although OACAC employs a web designer to deal with technical and
programming issues, the content of the website is the responsibility of the VP for
Communications. Depending on the comfort level of the officer, it is possible to edit and
update the website directly without going through our web designer. Written communication
skills are also important. The VP for Communications is responsible for developing periodic
e-newsletter updates and having them posted on the website. Press releases are also the
responsibility of this office.

Time commitment: NACAC Conference (4 days), OACAC Conference (3 days), Planning and
Preparation time (7 days).




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Vice President for Membership, 2-year term
Responsibilities
   1. The Vice President for Membership maintains and through various activities increase
       the membership of OACAC;
   2. Coordinates and implements membership drives;
   3. Serve as liaison and promotes membership with NACAC;
   4. Annually produces a membership directory and other membership information;
   5. Works with the webmaster to insure member records are accessible on the OACAC
       website.
   6. Communications with each member institution and individual members concerning
       their membership status;
   7. Reports membership activity to the Executive Board and the general membership;
   8. Monitors the web-based membership database for accuracy;
   9. Works closely with the VP for Communications to enhance positive image of
       OACAC and to make members more visible;
   10. Submit and manage annual budget;
   11. Serve as member of the Executive Board.

Required Knowledge/Skills
The OACAC member records are stored on our website and all changes are made online.
Although our web designer is responsible for maintaining the technical aspects of the
website, the VP for Membership periodically downloads data and should have a good
background in the use of Excel. As new members join OACAC via our online system, the VP
for Membership reviews their applications and either approves or rejects their request for
membership. It is important that this officer have reliable and reasonably fast Internet
connection, and is comfortable with the use of technology.

The VP for Membership is asked to find ways of increasing our membership, especially the
membership of overseas secondary counselors. Ideas about how to reach out to these
members and to market OACAC would be especially helpful.


Time Commitment: NACAC Conference (4 days), OACAC Conference (3 days), Planning and
Preparation time (7 days).

Vice President for Professional Development, 2-year term
Responsibilities
   1. The Vice President for Professional Development is charged with the development,
      implementation and evaluation of the professional development programs for all
      members.
   2. Serves with the president elect as a member of the summer conference committee;
   3. Works with all members of the Executive Board, and others as required, to develop
      programs, training models, and forums for professional issues and trends;
   4. Coordinate the OACAC scholarship program, submission of the NACAC workshop
      proposal by the deadline, and coordinating the NACAC presidential grant;
   5. Serve as member of the Executive Board.

Required Knowledge/Skills




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The VP for Professional Development needs to have skills in three areas:
   1. The ability to develop workshop ideas for the annual conference and finding members
      to present them. Having attended past NACAC, ECIS or OACAC conferences is often
      helpful.
   2. Commitment to our scholarship program. Ideas on how to advertise our scholarship to
      counselors in remote locations is beneficial. The VP receives applications and
      organizes them so that they can be fairly evaluated.
   3. The ability to write and submit NACAC grant applications in a timely manner.

Time Commitment: NACAC Conference (4 days), OACAC Conference (3 days), Planning and
Preparation time (4 days).

Vice President for Governmental Relations, 2-year term
Responsibilities
   1. Communicate information regarding school and college admission counseling to
      legislative bodies.
   2. Monitor the granting of student visas and make recommendations to OACAC and
      NACAC.
   3. Attend the Legislative Conference in Washington, D.C. in February/March. Expenses
      for this conference will be covered by NACAC and OACAC.
   4. Serve as member of the Executive Board.

Required Knowledge/Skills
The VP for Governmental Relations should have an interest in governmental and political
matters. Since the counterparts in NACAC and other S/R’s will be dealing primarily with US
governmental policy, this person will be more effective if s/he is a US citizen.


Time Commitment: NACAC Conference 4 days), OACAC Conference (3 days), Legislative
Conference (3 days), Planning and Preparation time (4 days).

OACAC Delegates to the NACAC Assembly, 3-year term
Responsibilities
   1. Delegates to the NACAC Assembly assist with identifying general membership
      concerns as they relate to NACAC and when necessary establishing a task force of
      other delegates to research and work out resolutions to be implemented;
   2. Serves as chair to specific task force committees as assigned by the president;
   3. Voting member for OACAC at the annual NACAC conference;
   4. Represents the concerns of the OACAC membership to NACAC officials when
      appropriate;
   5. Serve as member of Executive Board.

Required Knowledge/Skills
Assembly Delegates are charged with representing overseas issues to the NACAC Assembly
and as motions are made regarding NACAC policy, must consider how these issues affect our
membership. Prior to the NACAC conference, Assembly Delegates must have the time to
carefully consider these issues. Delegates should have a passion for national association
policy and decision-making and be prepared to be involved in year round NACAC business




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by reading Bulletins, Journals, research and other relevant communications shared with
members by the national office.

Assembly Delegates do not have specific areas of responsibility on the OACAC Executive
Board, and are therefore asked to identify issues, take on ad hoc responsibilities, or assist
other Executive Board members with their portfolios. Possible areas of involvement include:

      Chair human relations committee (NACAC required committee);
      Chair strategic planning committee;
      Chair technology committee (NACAC committee);
      Coordinate issues with venders and sponsors;
      Develop/conduct member survey

Time commitment: NACAC Conference (4 days), OACAC Conference (3 days), Planning and
Preparation time (2 days).

OACAC Policies
Fiscal Policies
1) NACAC Conference
    a) Executive Board members may request reimbursement for registration, travel and
       hotel expenses in conjunction with their attendance at the NACAC conference.
       Reimbursement is contingent upon attending the Executive Board meeting, general
       membership meeting, and for assembly delegates, the NACAC Assembly.
    b) Board members traveling from the US, Canada or Mexico may request up to US$750,
       while those traveling from other areas may request up to US$1,500 in reimbursement.
    c) A completed reimbursement form shall be submitted to the OACAC administrative
       assistant within 90 days of the conference.
    d) Reimbursement for board members who have their expenses paid by their institutions
       will be made directly to the home institution. Those who are partially funded by their
       institutions will have reimbursement issued to both the institution and the board
       member as appropriate. The Board member may only request additional funding
       from OACAC to cover the amount remaining to the established limit.
    e) In addition to reimbursement as indicated above, the Executive Board traditionally
       goes out for a meal following the board meeting which is paid for by OACAC.
2) Summer OACAC conference
    a) The Coordinator of the Summer Conference (ordinarily the President Elect) and the
       conference committee have wide latitude in organizing the conference.
    b) Complementary Registrations
       i) All people who will be attending the conference must complete a conference
            registration form so that OACAC will have housing, name badge and other
            required information. Even if all expenses will be waived or covered by someone
            else they must download and submit a registration form. If this is not done, when
            they arrive at the conference they may find they have no name badge or housing.
       ii) The conference coordinator (President Elect), the person responsible for
            processing registrations (ordinarily the Treasurer), and the on-site coordinator
            shall have their summer conference registration fee and on-site housing fees
            waived. The President Elect may also waive the registration fees for one or two
            other individuals who have given up significant time to organize the conference.
       iii) The winner of the Lifetime Achievement and Service awards and will have their
            registration fees waived.


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      iv) Any invited State Department representative will have his/her registration fee
          waived as an invited speaker. According to State Department rules, transportation
          and other costs will be the responsibility of the State Department.
      v) Ordinarily a representative of NACAC attends the OACAC conference. NACAC
          guidelines state that NACAC will pay for this Board representative to attend our
          conference. The OACAC treasurer should bill NACAC for the registration fee and
          housing. The NACAC Board member will bill NACAC for his/her transportation
          costs directly.
      vi) Scholarships
          (1) OACAC Scholarship recipient - All registration and on-site housing costs are
               waived for our scholarship recipient. OACAC will also cover transportation
               costs for them to get to the conference. The recipient should register for the
               conference (but send no fees) and work with the treasurer on the transportation
               expenses.
          (2) Scholarships sponsored by other organizations – If other groups, (e.g. CIS
               committees), sponsor people, the scholarship recipient should complete a
               registration form and send it to the sponsor. The sponsor should attach a check
               and send the registration fee to OACAC.
3) Leadership Development Institute
   a) In order to facilitate the attendance of the President, President-elect, and any other
      invited officer at the LDI, OACAC will pay all hotel and meal expenses and the
      registration fees for the Institute. NACAC will reimburse OACAC for all
      transportation costs incurred as these officers travel to and from the Institute. They
      should submit a report with receipts and all expenses noted to the Treasurer within 15
      days of the end of the LDI. The Treasurer will reimburse them and/or their institutions
      for all costs and then will bill NACAC for all allowable costs.
   b) Due to the nature of overseas travel and the jet lag often resulting from it, single hotel
      rooms will be reimbursed.
4) NACAC Legislative Conference
   a) In order to facilitate the attendance of the President, President-elect, and the Vice
      President for Governmental Relations at the Legislative Conference, OACAC will
      pay all hotel and meal expenses and the registration fees for the Conference. NACAC
      will reimburse OACAC for all transportation costs for the President and President-
      elect and for one half of the transportation costs and the hotel and meal costs of the
      Vice President. These officers should submit a report with receipts and all expenses
      noted to the Treasurer within 15 days of the end of the Conference. The Treasurer will
      reimburse them and/or their institutions for all costs and then will bill NACAC for all
      allowable costs.
   b) Due to the nature of overseas travel and the jet lag often resulting from it, single hotel
      rooms will be allowed.
5) Signature authority for bank accounts
   a) There shall be one other executive officer in addition to the Administrative Assistant
      with authority to sign checks and other financial documents.
   b) The authority to use an OACAC credit or debit card is given to the Administrative
      Assistant and President only. At the end of the officer’s term, the card must be passed
      on to the successor.




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Awards
OACAC recognizes individuals who have made major contributions to the college counseling
and admission profession. OACAC members are invited to submit nominations for the
following special recognition awards.
1) Award Types
    a) Lifetime Achievement Award: OACAC established the Lifetime Achievement Award
       in 2002 to recognize an individual who has contributed to the profession in a
       significant and lasting manner. This award, which represents OACAC's highest
       member tribute, is presented to an individual who, over a period of years, has
       performed outstanding service to OACAC, to our profession, and to the international
       college counseling community. Sitting members of the OACAC Executive Board are
       ineligible for this award. The winner of this award will have the conference
       registration fee waived..
    b) Distinguished Service Award: This award recognizes a person who has provided
       OACAC with unique and outstanding service to our association.
2) Criteria
    a) The nominee must be currently employed as a full-time school counselor or college
       admission officer or be retired and have completed at least three years of consecutive
       counseling/admission service. The activity or accomplishments for which the
       nomination is made must have occurred within the last five years. Specific
       requirements and criteria are listed in the previous section.
    b) The nominee must be an active member of the Overseas Association for College
       Admission Counseling (OACAC).
    c) Nominations for awards must be submitted by January 30 to the President.
       Presentation of awards will be made at the OACAC summer conference.

Scholarship
OACAC has developed a Counselor Scholarship Program to encourage participation in the
OACAC and NACAC conferences. The goal is to support a counselor involved in college
counseling at an overseas school who has not had the resources to attend these conferences.
1) The Executive Board annually seeks applications from counselors to attend the OACAC
   Summer Conference.
2) The scholarship will cover conference fees and transportation.
3) To be eligible for this scholarship, the counselor must meet the following criteria:
   a) has not previously attended an OACAC summer conference or NACAC conference.
   b) agrees to attend and present a session at the NACAC conference the next year (in
       approximately 15 months) after the OACAC conference. Support for attendance will
       be provided.
   c) complete an application and submit it to the VP for Professional Development by
       January 30.
4) Priority will be given to counselors:
   a) are from schools that have not been represented at OACAC or NACAC
   b) due to the school setting or population, could provide a conference session of interest
       to our members
   c) have minimal college counseling resources in the community (e.g., lack of nearby
       OACAC members or offices that could be used as resources)
   d) have submitted a thorough and quality application




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