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					         WACES ASSOCIATION HANDBOOK 2007

                          TABLE OF CONTENTS

ABOUT WACES


WACES ORGANIZATION AND STRUCTURE


WACES LEADERSHIP GUIDE
  President
  Past-President
  President-Elect
  President-Elect-Elect
  Secretary
  Treasurer
  Newsletter Editor
  Graduate Student Representative


WACES CONVENTION OPERATIONS GUIDE
  Urban Convention
  Retreat Convention


BYLAWS OF THE ASSOCIATION


APPENDIX A: SAMPLE FORMS AND DOCUMENTS
APPENDIX B: ANNUAL BUDGET SAMPLE
APPENDIX C: HOTEL CONTRACT SAMPLE
APPENDIX D: WACES AT A GLANCE




                                              1
                                    ABOUT WACES
The Western Association for Counselor Education and Supervision (WACES) was founded in
1961 as one of five regional organizations of the national Association for Counselor Education
and Supervision (ACES). WACES counts among its members professionals and students from
Alaska, Arizona, California, Hawaii, Nevada, Oregon, and Washington, as well as Pacific Rim
countries. Other regional organizations of the national association include North Atlantic ACES
(NAACES), North Central ACES (NCACES), Rocky Mountain ACES (RMACES), and
Southern ACES (SACES).
In keeping with the purpose of ACES, WACES seeks to advance the education, credentialing,
and supervision of counselors. The Association emphasizes a multicultural approach that honors
diversity and promotes the mastering of knowledge, skills, and competencies of its members
who work in guidance, counseling, and student personnel services in all settings of society.



             WACES ORGANIZATION AND STRUCTURE
WACES offers three kinds of membership: regular, student, and retired. Each fall,
members and guest colleagues gather at the annual Association convention to present
research and exchange ideas. The annual business meeting, held during the
convention, invites members to present, discuss, and vote on Association issues and
policies. Through liaisons with the ACES Executive Council, WACES works
collaboratively with ACES and the other four regional organizations to promote the
common goals of supporting and enhancing counselor education and supervision at
state, regional, national, and international levels.
The WACES Executive Council is the governing body for the Association. The Executive
Council consists of the WACES Executive Committee, or elected WACES officers, and the
seven Western ACES state presidents. In addition to these voting members, the Council
typically includes nonvoting members, such as the Newsletter Editor and the Graduate Student
Representative, as ex officio members. The Council meets as a body once a year at the annual
Association convention to present, discuss, and vote on Association issues and policies that do
not require a membership vote.
The WACES Executive Committee is made up of six members: President, Past-President,
President-Elect, President-Elect-Elect, Secretary, and Treasurer. Each year the Association
elects from its membership a new President-Elect-Elect, who then serves four consecutive years
on the Committee. The Secretary and Treasurer are each elected for two-year terms on a
staggered rotation.




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                          WACES LEADERSHIP GUIDE
This section outlines the positions and responsibilities for WACES officers and ex officio
members of the WACES Executive Council. Throughout the section are underlined terms,
which denote specific forms and documents. Please refer to Appendix A for sample copies of
these forms and documents.


PRESIDENT
General Duties:
1.   Serves as President and chief executive officer of the Association for a one-year term
     beginning July 1.
2.   Chairs the WACES Executive Council and presides over the annual Council meeting held
     at the fall convention, voting only in the event of a tie. At least two weeks prior to the
     convention, prepares and distributes to Council members the Agenda for WACES
     Executive Council Meeting, along with related documents (such as minutes; financial report
     and budget; address/e-mail roster for Executive Council, including Western state ACES
     officers; and future convention site options). Delivers to the Council at the meeting the
     annual report regarding the business of the Association and other issues of concern.
3.   Prepares the Agenda for Business Meeting and presides over the annual business meeting
     of the membership at the fall convention; votes only in the event of a tie. Delivers to the
     membership at the meeting the annual report regarding the business of the Association and
     other issues of concern.
4.   Appoints chairs and members of all Association committees; holds ex officio membership
     on all committees.
5.   Appoints the Newsletter Editor and the Graduate Student Representative, each to serve as
     nonvoting members of the WACES Executive Council for a term of one year. May appoint
     other ex officio members to the Council as needed.
6.   Serves as official or at-large representative to people or groups outside of the Association.
7.   Secures Association Letterhead Stationary.
8.   Works with the Treasurer and President-Elect (as Convention Chair) to develop an annual
     budget, making certain that expenses do not exceed Association resources. Presents budget
     to the WACES Executive Council for approval at the annual Council meeting. (See
     Appendix B for a sample of the Annual Budget.)
9.   Maintains ongoing communication with the WACES Executive Council throughout the
     year of presidency.
10. Presents minor issues to the WACES Executive Committee for a ruling by majority vote.
    Presents major issues first to the Committee for a vote; if passed, the motion is presented to
    the membership for a finalizing vote.
11. Mentors potential and incoming WACES officers.
Convention-Related Duties:


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1.   Collaborates with the President-Elect in choosing a convention theme for the year of
     presidency.
2.   Presides over convention events, such as opening session, banquets, keynotes, and
     receptions. Such events are designated in collaboration with the President-Elect.
3.   Facilitates the WACES Executive Council's decision regarding future convention sites, that
     is, cities and hotels. Usually the city is chosen two years in advance. Appoints a Site
     Committee to gather and present information about possible hotels to the President for the
     Council's approval. Assists with hotel negotiations for the WACES convention to be held
     two years after his/her presidency. Signs contracts with authorized hotel representatives.
4.   Prepares NBCC Form for CEC Hours for convention participants who need continuing
     education credit (CEC) hours. (NBCC = National Board for Certified Counselors)
5.   Recognizes the contributions of WACES officers and other Association leaders who have
     served WACES during the past year; such recognition may take place at the Awards
     ceremony or annual business meeting and may include the presentation of small or
     humorous gifts to show appreciation.
6.   Signs Certificate of Appreciation copies given to all convention presenters by the President-
     Elect.
7.   Recognizes special efforts in convention planning and organization, such as on-site
     coordination.
8.   Arranges with the President-Elect and the Graduate Student Representative for a Graduate
     Student Reception at the annual convention.
ACES-Related Duties:
1.   Responds to communications from ACES officers and follows up as necessary.
2.   Appoints WACES members to ACES committees and commissions.
3.   Attends ACES summer Executive Council meeting and presents to the ACES Executive
     Council the Annual WACES Report to ACES.
4.   Attends the "Old ACES Executive Council" meeting and ACES Delegate Assembly
     meeting, both held at the ACA Annual Convention; presents the Annual WACES Report to
     ACES at both meetings.
5.   Connects the WACES Graduate Student Representative with the ACES Graduate Student
     Representative to coordinate their efforts.
6.   Appoints a WACES member to the ACES Awards Committee for a two-year term,
     according to ACES Bylaws. However, because this position has traditionally been held by
     the WACES Past-President, who holds the past-presidency for only one year, service on the
     ACES Awards Committee becomes a one-year appointment rather than a two-year
     appointment. In the event that the WACES Past-President cannot serve on the ACES
     Awards Committee, the WACES President appoints another WACES member to serve on
     the Committee.
7.   Performs additional ACES duties when the national ACES convention is held.
Summary of Official Reports and Newsletter Submissions Required:

                                                                                                  4
1.   Prepares and delivers annual report to the WACES Executive Council at the Council
     meeting held during the fall convention.
2.   Prepares and delivers annual report to the WACES membership at the general business
     meeting held during the fall convention.
3.   Prepares and delivers to the ACES Executive Council and the ACES Delegate Assembly at
     the ACA Annual Convention the Annual WACES Report to ACES.
4.   Prepares and delivers to the ACES Executive Council the Annual WACES Report to ACES
     at the ACES summer Executive Council meeting.
5.   Writes and submits three President's Column articles for publication in the Fall, Winter, and
     Spring/Summer issues of the WACES Wire newsletter.
6.   Submits an ACA Convention Announcement, to be published in the Winter issue of the
     WACES Wire newsletter.
7.   Writes and submits the first Call for Awards Nominations, to be published in the
     Spring/Summer issue of the WACES Wire newsletter.


PAST-PRESIDENT
General Duties:
1.   Serves as Past-President for a one-year term beginning July 1.
2.   Serves as a member of the WACES Executive Committee and attends the annual WACES
     Executive Council meeting as a voting member.
3.   Serves as advisor to the President.
4.   Chairs the WACES Nominations and Elections Committee. Solicits nominations for both
     WACES and ACES officers with a Call for Officer Nominations article published in the
     Fall issue of the WACES Wire newsletter. Additional nominations are often sought at the
     annual business meeting held during the fall convention. Requests biographies from the
     nominated officers and submits biographies for publication in the WACES Wire. Prepares
     official Election Ballots to be mailed with the Winter issue of the WACES Wire and selects
     a WACES member to receive and count completed ballots. Notifies the President and
     candidates of the election results and publishes election results in the Spring issue of the
     WACES Wire.
5.   Chairs the WACES Awards Committee. Solicits nominations for WACES awards with a
     second Call for Awards Nominations article published in the Fall issue of the WACES Wire
     newsletter (the first call being published in the Spring issue while the officer was still
     President). Appoints Awards Committee, which consists of the Western ACES state
     presidents and the Awards Chair, to select the award recipients. Notifies nominees of their
     nomination and strongly encourages their attendance at the WACES Awards Ceremony, to
     be held during the fall convention. Prepares Awards Program (approximately 150 copies)
     and secures plaques for award recipients to be presented at the Awards Ceremony.
     Publishes the list of award recipients in the Winter issue of the WACES Wire newsletter.



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6.   Prepares a Certificate of Recognition for the previous Past-President and presents certificate
     at the Awards Ceremony.
7.   Updates as needed the WACES Association Handbook, paying particular attention to the
     WACES Convention Operations Guide; distributes copies of the Handbook to new officers.
8.   Performs other duties as assigned by the President.
9.   Mentors potential and incoming WACES officers.
ACES-Related Duties:
1.   Serves as a member of the ACES Awards Committee. Although ACES Bylaws require each
     of the five regional organizations to appoint one of their members for a two-year term on
     the Committee, the WACES Past-President serves a past-presidency term of only one year
     and, therefore, serves on the ACES Awards Committee for only one year.
Summary of Special Reports and Newsletter Submissions Required:
1.   Submits the second Call for Awards Nominations, to be published in the Fall issue of the
     WACES Wire newsletter. (First Call was published in the Spring issue while the officer was
     still President.)
2.   Writes and submits Call for Officer Nominations for both WACES and ACES offices as
     necessary, to be published in the Fall issue of the WACES Wire newsletter.
3.   Writes and submits the announcement of WACES Awards Recipients, to be published in
     the Winter issue of the WACES Wire newsletter.
4.   Secures and submits biographies of the candidates for WACES and ACES offices, to be
     published in the Winter issue of the WACES Wire newsletter.
5.   Prepares and submits the official Election Ballot, to be mailed with the Winter issue of the
     WACES Wire newsletter.
6.   Submits the results of the WACES Election for publication in the Spring/Summer issue of
     the WACES Wire newsletter.


PRESIDENT-ELECT
General Duties:
1.   Serves as President-Elect for a one-year term beginning July 1.
2.   Serves as a member of the WACES Executive Committee and attends the annual WACES
     Executive Council meeting as a voting member.
3.   Serves as President in the absence of the President.
4.   Performs other duties as assigned by the President.
5.   Mentors potential and incoming WACES officers.
Convention-Related Duties:
(See "WACES Convention Operations Guide" for a more detailed description of the Convention
    Chair's responsibilities.)

                                                                                                    6
1.   Chairs the annual WACES convention during the year that he/she is President-Elect.
2.   In collaboration with the President continues to develop the convention theme—begun
     while President-Elect-Elect—for the convention to be held during the year of his/her
     presidency.
3.   In collaboration with the President organizes the convention to be held during the year that
     he/she is President-Elect.
4.   Presides over the Convention Planning Committee.
5.   Appoints and oversees the On-Site Coordinator(s).
6.   Solicits and reviews program proposals submitted in response to the Call for Programs
     published in the Winter and Spring/Summer issues of the WACES Wire newsletter while the
     officer was still President-Elect-Elect.
7.   Develops a Convention Preliminary Budget and registration fees to cover expenses.
8.   In collaboration with the President plans all convention activities, such as luncheons,
     receptions, and entertainment, and coordinates them logistically with presentations.
9.   Appoints a Convention Registrar.
10. Prepares a comprehensive Convention Program to distribute to convention attendees.
11. Secures favors/mementos for convention attendees.
Summary of Special Reports and Newsletter Submissions Required:
1.   Prepares and delivers to the ACES Executive Council the Annual WACES Report to ACES
     at the ACES summer Executive Council meeting, if the WACES President so designates.
2.   Requests that a second printing of the Convention Registration Form and Hotel Registration
     Form be published in the Fall issue of the WACES Wire newsletter (first printing in the
     Spring/Summer issue while the officer was still President-Elect-Elect). Continues posting
     of the Convention Registration Form and Hotel Registration Form on the WACES Web site
     (first posting while the officer was still President-Elect-Elect).
3.   Requests that a second printing of Pre-Convention Workshop Information be published in
     the Fall issue of the WACES Wire newsletter (first printing in the Spring/Summer issue
     while the officer was still President-Elect-Elect). Continues posting of Pre-Convention
     Workshop Information on the WACES Web site (first posting while the officer was still
     President-Elect-Elect).
4.   Requests that a second printing of Convention Information, which describes fall convention
     details such as convention dates, location, accommodations, and travel information, be
     published in the Fall issue of the WACES Wire newsletter (first printing in the
     Spring/Summer issue while the officer was still President-Elect-Elect). Continues posting
     of Convention Information on the WACES Web site (first posting while the officer was still
     President-Elect-Elect).
5.   Writes and submits Convention "At-A-Glance" overview of dates and times for important
     convention events, to be published in the Fall issue of the WACES Wire newsletter and
     posted on the WACES Web site.


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6.   Writes and submits Convention Review, a post-convention summary that highlights
     significant and memorable convention events, to be published in the Winter issue of the
     WACES Wire newsletter.
7.   Submits an announcement of the Outstanding Program Award recipient, to be published in
     the Winter issue of the WACES Wire newsletter.


PRESIDENT-ELECT-ELECT
General Duties:
1.   Serves as President-Elect-Elect for a one-year term beginning July 1.
2.   Serves as a member of the WACES Executive Committee and attends the annual WACES
     Executive Council meeting as a voting member.
3.   Serves as President in the absence of the President and President-Elect.
4.   Performs other duties as assigned by the President.
5.   Mentors potential and incoming WACES officers.
Convention-Related Duties:
1.   Chairs the fall convention to be held during the year that he/she is President-Elect.
2.   Chooses a convention theme for the year of his/her presidency.
3.   In collaboration with the President and President-Elect, coordinates site selection for the
     fall convention to be held during the year that he/she is President-Elect; the WACES
     Executive Council makes the final selection of cities and locations for future conventions.
4.   Coordinates with the site personnel the planning and preparations for the fall convention to
     be held during the year that he/she is President-Elect.
Summary of Special Reports and Newsletter Submissions Required:
1.   Writes and submits the Call for Programs, which includes the Program Proposal
     Submission Form, for the fall convention, to be published in the Winter issue of the
     WACES Wire newsletter and posted on the WACES Web site. Article may continue on the
     Web site and be repeated in the Spring/Summer issue of the newsletter if more programs
     are needed.
2.   Prepares and submits the Convention Registration Form and Hotel Registration Form for
     the fall convention, to be published in the Spring/Summer issue of the WACES Wire
     newsletter (a second printing to appear in the Fall issue) and posted on the WACES Web
     site.
3.   Submits Pre-Convention Workshop Information, which details workshop topics and
     registration fees, to be published in the Spring/Summer issue of the WACES Wire
     newsletter (a second printing to appear in the Fall issue) and posted on the WACES Web
     site.
4.   Writes and submits Convention Information, which describes fall convention details such as
     dates, location, accommodations, and travel information, to be published in the


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     Spring/Summer issue of the WACES Wire newsletter (a second printing to appear in the Fall
     issue) and posted on the WACES Web site.


SECRETARY
General Duties:
1.   Serves as Secretary for a two-year term beginning July 1.
2.   Serves as a member of the WACES Executive Committee and attends the annual WACES
     Executive Council meeting as a voting member.
3.   Records the Minutes for WACES Executive Council Meeting; submits these minutes to the
     President in time for disbursement to Council members at least two weeks prior to the next
     fall convention, where the minutes will be reviewed and approved at the Council meeting.
     Maintains an archive of Council meeting minutes. Sends minutes to Web Master for
     archiving on the web page.
4.   Records the Minutes for WACES Business Meeting held at the fall convention; supplies the
     President with enough copies of these minutes to be distributed for approval to members
     attending the business meeting at the next fall convention. Maintains an archive of business
     meeting minutes. Sends minutes to Web Master for archiving on the web page.
5.   Serves as Association archivist.
6.   With the assistance of the Treasurer and Convention Registrar, maintains a database for
     current WACES members, including names, membership type, institution name, mailing
     addresses, phone numbers, e-mail addresses, and dues payment status. Provides the
     President with a current membership roster.
7.    Beginning in Summer 2004, sends the email addresses of all members to Newsletter Editor
     to distribute newsletter. For those members who want hard copies, the secretary will send
     mailing labels to the Newsletter Editor at least two weeks before the newsletter is scheduled
     for mailing.
8.   Treasurer will send membership application to Secretary, and the secretary updates
     membership database information as necessary. Hard copies of membership forms will be
     kept for 2 years.
9.   Sends list of people who registered for the convention to President Elect.
10. Performs other duties as assigned by the President.
11. Mentors potential and incoming WACES Secretaries.
Summary of Special Reports and Newsletter Submissions Required:
1.   Prepares and submits a new Membership Application/Renewal Form to be posted on the
     WACES Web site and published in the Spring/Summer issue of the WACES Wire
     newsletter; form is repeated in the Fall and Winter issues. Informs the Newsletter Editor of
     any revisions to the form during the year and updates the Web site as needed.


TREASURER

                                                                                                    9
General Duties:
1.   Serves as Treasurer for a two-year term beginning July 1.
2.   Serves as a member of the WACES Executive Committee and attends the annual WACES
     Executive Council meeting as a voting member.
3.   Serves as custodian for all the funds and other properties belonging to the Association.
4.   At the beginning of the two-year term, sets up a checking account at a convenient bank;
     specifies two authorizing signatures on the account to be the President's and the Treasurer's.
5.   Records and deposits in the authorized checking account all accounts receivable, including
     membership dues and convention registration fees and forwards to the Secretary This
     database will include member name, email address, and amount paid by: registration fee,
     CEU, Donation, Membership, Other. Treasure will email receipt to members.
6.   Signs checks and drafts on behalf of the Association for dispensing of funds for duly
     authorized purposes and for paying bills authorized by the President.
7.   Maintains all financial records for the Association.
8.   Assists the Secretary in maintaining the membership database by forwarding pertinent
     information.
9.   Prepares the annual Treasurer's Report to be presented at both the WACES Executive
     Council meeting and the business meeting at the fall convention. Assists the President in
     developing the annual budget, and submits both the budget and Treasurer's Report to the
     President in time for disbursement to Council members at least two weeks prior to the fall
     convention. Once Treasurer's Report is approved by the Council, secures enough copies to
     distribute to members for approval at the business meeting. (See Appendix B for a sample
     of the Annual Budget.)
10. Alerts the President to the status of the budget during the year to prevent overspending.
11. Performs other duties as assigned by the President.
12. Mentors potential and incoming WACES Treasurers.
Summary of Special Reports and Newsletter Submissions Required:
1.   Prepares and delivers the annual Treasurer's Report at both the WACES Executive Council
     meeting and the business meeting, held at the fall convention.
2.   Submits a copy of the Treasurer's Report for publication in the Winter issue of the WACES
     Wire newsletter.


NEWSLETTER EDITOR
General Duties
1.   Is appointed from the membership by the President to serve as Newsletter Editor during the
     year of presidency and is confirmed by the WACES Executive Council; may be
     reappointed an unlimited number of times.



                                                                                                  10
2.   Attends the annual WACES Executive Council meeting as a nonvoting member of the
     Council.
3.      Takes full responsibility for the collection and production of WACES Wire newsletter
in Adobe Acrobat. Works with Web Master for formatting before distributing to members via
email or U.S. mail. The addresses will be provided by the secretary. Also sends previous
quarter’s newsletter to Web Master for storage on WACES web page.

4.   Attends the fall convention and maintains contact with members of the WACES Executive
     Council in order to keep abreast of Association news, interests, and concerns that merit
     publication. Secures reports on actions taken at committee meetings.
5.   Determines submission deadlines and mailing dates for the Fall, Winter, and
     Spring/Summer issues of the newsletter. Publishes deadlines in the newsletter, along with
     instructions for article submission.
6.   Prepares a Newsletter Article Submission Schedule for WACES Executive Council
     members and distributes the schedule to Council members at the beginning of each fiscal
     term. Sends courtesy e-mail reminders to Council members at least two weeks before each
     deadline.
7.   May solicit articles, photographs, and other materials as needed from Association members,
     Council members, committee chairs, and Western ACES state presidents. Evaluates all
     communications, reports, news items, photographs, stories, and articles sent to the Editor
     for possible inclusion in the newsletter, but is not obligated to acknowledge or publish such
     material. Forwards articles to the board for feedback on submitted articles.
8.   Coordinates publication dates with important Association events, such as convention
     registration and elections, and prominently features such events.
9.   Responds to all correspondence and e-mails directed to the Editor.
10. Keeps track of returned and/or forwarded newsletters and advises the Secretary of such
    changes in address.
11. Determines the number of copies to be printed for each issue, to include one copy for each
    Association member, five copies each for the WACES President, WACES Past-President,
    WACES President-Elect, and WACES President-Elect-Elect, and one copy each for the
    ACES Spectrum Newsletter Editor, ACES Journal Editor, ACES President, ACES Past-
    President, ACES President-Elect, the four regional ACES Presidents, and the WACES
    Secretary to add to the Association archives. Prints an additional 50 copies of the Fall issue
    to take to the fall convention and make available at the registration/information table.
12. Secures bids and chooses a reliable service bureau for printing the newsletter. Submits to
    the WACES Executive Council a budget request for estimated newsletter costs, including
    postage, printing, camera film, and computer layout fees.
13. Requests that the Editor's name be placed on all regional state division mailing lists to
    receive regional newsletters and other mailings that offer sources for news.
14. Mentors the incoming Newsletter Editor.
Summary of Special Reports and Newsletter Submissions Required:

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1.   Announces submission deadlines and instructions for submitting articles, including the
     Editor's e-mail address, fax number, and mailing address, for publication in the Fall,
     Winter, and Spring/Summer issues of the WACES Wire newsletter.
2.   Writes any timely story or announcement in the absence of, or in addition to, regularly
     solicited articles, to be published in the Fall, Winter, or Spring/Summer issue of the
     WACES Wire newsletter.


GRADUATE STUDENT REPRESENTATIVE
General Duties:
1.   Is appointed from the membership by the President to serve as Graduate Student
     Representative during the year of presidency and is confirmed by the WACES Executive
     Council.
2.   Attends the annual WACES Executive Council meeting as a nonvoting member of the
     Council.
3.   Chairs the WACES Graduate Student Committee and actively promotes the involvement
     and interests of graduate students in the Association.
4.   Maintains contact with members of the WACES Executive Council and provides the
     graduate student perspective as needed.
5.   Prepares and delivers the annual report of the Graduate Student Committee at both the
     WACES Executive Council meeting and the business meeting, held at the fall convention.
6.   Mentors the incoming Graduate Student Representative.
Convention-Related Duties:
1.   Attends the fall convention. In a WACES convention year facilitates a meeting of graduate
     students (often over breakfast) to network, discuss common concerns, and talk about how
     WACES can support students during the upcoming year. In an ACES convention year,
     meets with the ACES Graduate Student Representative and other regional Graduate Student
     Representatives to discuss national concerns and plan for the Graduate Student Reception at
     the upcoming ACA convention.
2.   In collaboration with the President and President-Elect, arranges for a Graduate Student
     Reception at the fall convention.
3.   Works with the Convention Planning Committee to prepare notices about convention
     presentations that are of particular interest to graduate students; posts notices on the
     WACES Web site. May work with the planning group to offer presentations that meet the
     needs of graduate students.
ACES-Related Duties:
1.   Establishes contact with the ACES Graduate Student Representative to coordinate graduate
     student activities in both groups.




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2.   Collaborates with the ACES Graduate Student Representative and the other regional
     Graduate Student Representatives to discuss national concerns and plan for the Graduate
     Student Reception at the upcoming ACA convention.
Summary of Special Reports and Newsletter Submissions Required:
1.   Prepares and delivers the annual Graduate Student Representative's report at both the
     WACES Executive Council meeting and the business meeting, held at the fall convention.
2.   Writes and submits three Graduate Student Representative's Report articles for publication
     in the Fall, Winter, and Spring/Summer issues of the WACES Wire newsletter.




                                                                                               13
             WACES CONVENTION OPERATIONS GUIDE
The President-Elect serves as Chair of the WACES annual convention during the year that
he/she is President-Elect. In collaboration with the President, the President-Elect organizes and
supervises all aspects of the convention, a task that includes, but is not limited to, the following
responsibilities: (a) presiding over the Convention Planning Committee; (b) selecting and
overseeing the On-site Coordinator(s); (c) soliciting programs; (d) developing a convention
budget and registration fees to cover expenses; (e) planning logistics, timing, and all activities,
such as luncheons, banquets, and/or receptions; (f) designating a Convention Registrar; (g)
creating and publishing a Convention Program; and (h) securing favors/mementos for
convention participants.
The convention is typically held the first weekend of November of each year and follows a two-
year pattern of rotation: urban location, retreat location, and combination with the ACES
national convention. During the year of the ACES convention, ACES manages convention
responsibilities that would normally fall to the President-Elect. Although urban and retreat
conventions share many of the same coordination tasks, they are unique enough to merit
separate discussions in the following sections. Underlined terms in each section refer to specific
forms and documents, samples for which are provided in Appendix A.


URBAN CONVENTION
Urban conventions are held in large cities at prominent hotels. Conventioneers generally wear
professional dress and expect an atmosphere more businesslike and sophisticated than at a
retreat location. Outlined below are the responsibilities of the President-Elect who chairs an
urban convention.
1.   During the years before the convention, collaborates on a convention theme with the officer
     who will be President during the convention.
2.   Presides over the Convention Planning Committee, which usually consists of the WACES
     Executive Committee members (WACES officers), On-Site Coordinator(s), and
     Convention Registrar.
3.   Designates the On-Site Coordinator(s) (in some cases himself/herself) during the year that
     the officer is still President-Elect-Elect. As President-Elect, oversees the On-Site
     Coordinator in the following tasks: (a) arrangements for on-site volunteers/assistants; (b)
     hotel room/area assignments for registration, program presentations, receptions, meals, and
     refreshment breaks; (c) media provisions; (d) information on travel by air, car, airport
     shuttles, and car rentals; (e) liaison with local Visitors and Convention Bureau; and (f)
     preparing the Hotel Registration Form, submitting it for publication in the Spring/Summer
     and Fall issues of the WACES Wire newsletter and posting on the WACES Web site.
4.   Prepares a Call for Programs, which highlights the convention site, explains the convention
     theme, format, and criteria for program submission, and includes a Program Proposal
     Submission Form. Submits the Call for Programs for publication in the Winter issue of the
     WACES Wire newsletter and posting on the WACES Web site while the officer is still
     President-Elect-Elect; may repeat the Call for Programs in the Spring/Summer issue of the
     newsletter and continue posting on the Web site as needed. May distribute the Call for


                                                                                                   14
     Programs at the WACES and ACA conventions that occur prior to the fall convention
     chaired by the President-Elect.
5.   Designates and presides over the Convention Program Selection Committee, which is
     responsible for choosing the programs offered during the convention. Develops Criteria for
     Accepting Convention Proposals Form, which delineates criteria for accepting a program
     proposal, and distributes the form to the Committee. Sends notification of accepted and
     rejected proposals. Assures equitable distribution of presenters, programs, dates, and times,
     so that no one unfairly receives the more favorable time slots. Establishes a firm deadline
     for convention registration that must be met by all presenters who appear in the printed
     Convention Program. Schedules an attractive option for the last day to encourage
     participants to stay for the entire convention.
6.   Creates and prints the Convention Program. In addition to listing the schedule and
     descriptions for convention presentations, the Program includes meeting times for WACES
     committees, such as the Women's Interest and Mentoring Network (WIMN), for state
     ACES meetings, and for other state meetings, such as the California Association for
     Counseling and Development (CACD). Prepares extra space in the Program for meetings
     that are likely to be requested late, such as those for ACA, CACREP, and NBCC.
7.   With the approval of the President develops a Convention Preliminary Budget and sets fees.
     Convention registration is usually a three-tier structure with varying fees (such as for
     regular, student, and retired members) receivable by 9/15, 10/15, and after 10/15. May
     decide to subsidize registration, as through pre-convention workshops, in order to enhance
     the budget and/or convention offerings. Makes all the arrangements for pre-convention
     workshops if one or more are to be offered. Promotes contributions to support graduate
     student attendance at the convention.
8.   Proposes a Convention Preliminary Budget in consultation with the President.
9.   Proposes a convention registration fee in consultation with the President. This fee allows
     for a minimum profit to be made and usually covers the following expenses: meals,
     refreshments, receptions, packet materials (such as the cost of printing the Convention
     Program, Awards Program, meal tickets, receipts, badges, and mementos), and site (hotel)
     charges, such as extra room fees, convention media fees, and miscellaneous fees.
10. In consultation with the President appoints a Convention Registrar, unless the previous
    Convention Registrar is serving the second year of a two-year term. Collaborates with the
    Convention Registrar in preparing a Convention Registration Form and Convention
    Registration Receipt Form. Oversees the Convention Registrar as he/she performs the
    following tasks:
     (a) receives registrations and sends receipts to registrants;
     (b) keeps accurate registration information and records all information from Convention
         Registration Forms into a database (name, address, phone, email, membership type,
         length of membership paid, and details of all other payments);
     (c) keeps records of deposits and sends deposit information to the Treasurer;
     (d) generates ongoing lists of registrants and sends registration data to the President-Elect;
     (e) generates mailing labels of convention registrants;

                                                                                                  15
    (f) generates name tags/badges from registration list;
    (g) makes copies of the Convention Registration Receipt Form and mails receipts directly
        to the registrants;
    (h) answers registration questions from registrants;
    (i) prepares meal tickets (if necessary) for inclusion in registration packets;
    (j) in consultation with the President-Elect and On-Site Coordinator, prepares convention
        packets for distribution to convention attendees; packets may be folders, binders, or
        bags that contain all convention information, such as the Convention Program and a
        convention overview, on-site maps, list of local restaurants and events, street
        maps/guides, transportation options, and registration envelopes with meal tickets
        (optional) and name tags/badges;
    (k) coordinates and oversees registration during the convention;
    (l) reports weekly to the President-Elect; and
    (m) mentors potential and incoming Convention Registrars.
11. Submits Convention Registration Form for publication in the Spring/Summer and Fall
    issues of the WACES Wire newsletter and posting on the WACES Web site. If a pre-
    convention workshop is to be offered, include workshop registration on the Convention
    Registration Form.
12. Prepares Convention Information to be published in the Spring/Summer and Fall issues of
    the WACES Wire newsletter and posted on the WACES Web site. Convention Information
    includes the following convention details: (a) travel by car, air, airport shuttles, and car
    rentals (from On-Site Coordinator); (b) hotel accommodations information and Hotel
    Registration Form (from On-Site Coordinator); (c) local events and weather conditions
    likely at time of convention; (d) NBCC Continuing Education Credits available; and (e)
    graduate student "specials," such as reduced registration fees, scholarships, and alternative
    housing accommodations.
13. Prepares Convention "At-A-Glance," which provides an overview of the convention. The
    document is submitted for publication in the Fall issue of the WACES Wire newsletter,
    posted on the WACES Web site, and included in the Convention Program.
14. Sends a convention announcement to the seven Western ACES state presidents in time for
    the Spring/Summer and Fall issues of their state association newsletters; asks that
    convention information be published in their newsletters.
15. Sends a convention announcement to the ACES Spectrum Newsletter Editor and asks for its
    publication in the Fall issue.
16. After the convention, writes and submits a Convention Review, highlighting events and
    details of the convention, for publication in both the Winter issue of the WACES Wire
    newsletter and the Spring issue of the ACES Spectrum newsletter.
17. Chooses favors/mementos for convention participants. (There are various catalog
    companies and local merchants who specialize in promotional materials.) This process



                                                                                                16
    takes several months, especially if the WACES insignia is inscribed, so be sure to allow
    enough lead time.
18. Prepares copies of Certificate of Appreciation, to be signed by the President before the
    convention and distributed to all presenters at the convention and to others whose assistance
    merits acknowledgment. Certificates may be handed out in person or included in the
    registration packets. (There is a computer template on disk for the Certificate.)
19. Arranges for presentation signs to be made and placed outside the door of every session.
20. Prepares Outstanding Program Evaluation Form and makes certain that presenters have
    enough copies to hand out to presentation attendees. Provides an evaluation box for each
    session in every break-out room to collect completed forms.
21. Prepares a media requests list and forwards the list to the On-Site Coordinator to
    engage/negotiate/schedule media for presenters.
22. May arrange for a publishers' exhibit.
23. In consultation with the On-Site Coordinator, arranges for vegetarian food at meals and
    receptions. Includes a "Request for Vegetarian Food" option on the Convention
    Registration Form.
24. Designates a photographer to take snapshots at the convention. Connects the photographer
    with the Newsletter Editor for possible inclusion of photos in the Winter issue of the
    WACES Wire newsletter.
25. Works with a support team to ensure that convention details are carried out. If the
    President-Elect is not a "detail person," he/she may request the help of colleagues who are
    meticulous about details to follow up on such jobs as proofreading the Convention
    Program, forms, and communications.
26. Coordinates the designation of the Outstanding Program Award, a procedure that requires
    the following steps:
    (a) preparing the Outstanding Program Evaluation Form and providing presenters with
        enough copies to hand out to presentation attendees;
    (b) providing an evaluation box for each session in every break-out room to collect
        completed forms;
    (c) appointing a committee to review evaluations and decide upon the Outstanding
        Program Award recipient;
    (d) notifying in writing the award recipient; and
    (e) submitting an announcement of the award recipient for publication in the Winter issue
        of the WACES Wire newsletter.


RETREAT CONVENTION
Retreat conventions feature quiet, natural settings that promote relaxation for conventioneers.
Slower paced than its urban counterpart, the retreat convention supplements organized activity



                                                                                                  17
with opportunities for solitude, reflection, and communing with nature. Dress is casual, and
schedules are less formal.
The following summary of responsibilities for the President-Elect of a retreat convention was
provided by Dr. Andrés Consoli, who chaired the WACES 2000 Convention held at Presentation
Center, Los Gatos, California. The tasks he outlines are carried out by the President-Elect but
begin when the officer is in the President-Elect-Elect position.
1.   Develops a convention timeline made of the tasks to be accomplished by dates and
     distributes task assignments accordingly; several software programs exist for this purpose,
     such as Now-up-to-Date.
2.   Collaborates on a convention theme with the officer who will be President during the
     convention.
3.   Chooses a retreat site. Generally, retreat sites must be booked 18 months in advance. When
     selecting a retreat site, consider the following questions:
     (a) What is the site's maximum overall capacity for residents? (Before WACES 2000, the
         Association averaged 80-110 participants; WACES 2000 had 114 participants.)
     (b) Does the retreat site assess fees for day use? This is an issue of concern to those
         attendees who choose not to stay on the premises. (WACES 2000 had 21 "commuters"
         out of 114 participants.)
     (c) What kind of accommodations does the site offer (such as how many private vs. shared
         rooms), and how are room rates determined? (For WACES 2000 one third of the
         residents requested a private room and paid an additional $55 on top of the standard
         $120 for three nights in a shared room. Also consider that many retreat sites do not
         allow for stays shorter than what the group has contracted for; in the case of WACES
         2000, all residents were charged for a full three nights, even though some stayed for
         only two nights.)
     (d) What are the bathroom facilities like? Are bathrooms private or shared? (One criticism
         of WACES 2000 was having too few bathrooms and having to share them.)
     (e) Will WACES have exclusive use of the site, or will the site be shared with other
         guests? (Site exclusivity is advantageous because it generates a collective spirit among
         participants as everyone you meet on the site is a convention participant. Having the
         dining room to ourselves at WACES 2000 afforded us much more intimacy and the
         opportunity to host events during meals.)
     (f) How close is the nearest airport? Less than a half-hour drive from the retreat site is
         preferable.
     (g) How many rooms are available on the site for presentations? Typically, up to six rooms
         have been needed for simultaneous presentations.
     (h) Does the site have at least one big room that can accommodate the maximum number
         of participants? This room can be used for all plenary activities, as well as for evening
         entertainment.
4.   Designates On-Site Coordinator, if not self. I strongly encourage selection of two people to
     perform different duties: the Program Chair duties (Call for Programs, submissions

                                                                                                   18
     selection, and program development) and the Local Arrangements Coordinator duties
     (selecting the site; coordinating with airlines, car rental agencies, and shuttles for
     transportation and discounts; developing the Convention Registration Form and managing
     registration; site management, including room assignments; attendees circulation; and
     entertainment). At the time of this writing, these tasks typically have been performed by the
     same person, with the exception of a Convention Registrar hired to manage registration. I
     also highly recommend that the On-Site Coordinator live and work close to the retreat site.
     My living close to the retreat site saved money for WACES because I could visit the site
     frequently, I borrowed media from my own university department, I bought food treats
     wholesale nearby and transported them to the site in my car, and I received substantial
     discounts from friends and businesses that I patronize frequently.
5.   Prepares a Call for Programs, which highlights the convention site, explains the convention
     theme, format, and criteria for program submission, and includes a Program Proposal
     Submission Form. Submits the Call for Programs for publication in the Winter issue of the
     WACES Wire newsletter and posting on the WACES Web site while the officer is still
     President-Elect-Elect; may repeat the Call for Programs in the Spring/Summer issue of the
     newsletter and continue posting on the Web site as needed. May distribute the Call for
     Programs at the WACES and ACA conventions that occur prior to the fall convention
     chaired by the President-Elect.
6.   Advertises the convention by submitting an article to the ACES Spectrum newsletter,
     talking up the event. Posts and updates convention information on the WACES Web site,
     including but not limited to the following topics: (a) WACES in general; (b) details about
     the convention site, including how to get there; (c) Call for Programs; (d) Program Proposal
     Submission Form; (e) Convention Registration Form; (f) a welcome message to graduate
     students from the WACES Graduate Student Representative; and (g) hyperlinks to ACES
     and ACA homepages.
7.   Designates and presides over the Convention Program Selection Committee, which is
     responsible for choosing the programs offered during the convention. Develops Criteria for
     Accepting Convention Proposals, which delineates criteria for accepting a program
     proposal, and distributes the form to the Committee. Sends notification of accepted and
     rejected proposals. Assures equitable distribution of presenters, programs, dates, and times,
     so that no one unfairly receives the more favorable time slots. Establishes a firm deadline
     for convention registration that must be met by all presenters who appear in the printed
     Convention Program. Schedules an attractive option for the last day to encourage
     participants to stay for the entire convention.
8.   Creates and prints the Convention Program. In addition to listing the schedule and
     descriptions for convention presentations, the Program includes meeting times for WACES
     committees, such as the Women's Interest and Mentoring Network (WIMN), for state
     ACES meetings, and for other state meetings, such as the California Association for
     Counseling and Development (CACD). Prepares extra space in the Program for meetings
     that are likely to be requested late, such as those for ACA, CACREP, and NBCC.
9.   Forms a group of graduate volunteers and on-site coordinators who work closely to
     accomplish multiple convention tasks; makes every effort to give these volunteers free
     convention registration as well as free room and board.


                                                                                                 19
10. With the approval of the President, develops a Convention Preliminary Budget and sets
    varying fees for regular, student, and retired members. Convention registration is usually a
    three-tier structure that gives discounts for early registration; for example, the cut-off for
    early bird registration is at three and one-half months prior to the convention, and for
    regular registration the cut-off is at two months. Those who register after the regular
    registration cut-off date, including those who register on-site, qualify as late registrants.
    These registration dates may be determined by the convention site's contract, which
    typically sets a date for assurance of a minimum number of attendees.
     For WACES 2000, the bulk of people did not take advantage of the early bird discount,
     perhaps believing that the $15 savings was not worth the extra time. Only 60% of the final
     number of attendees had registered by the time the retreat host required a final count. As the
     site required a minimum number of attendees to guarantee us exclusive use of the premises,
     the lack of early registration created an unforeseen problem in securing the site for our
     convention.
11. May choose to subsidize registration through pre-convention workshops. Makes all
    arrangements for pre-convention workshops. I found that a big draw to the pre-convention
    workshops was offering continuing education credits.
12. Promotes contributions to support graduate students attending the convention.
13. May choose to build into the budget a fee for a graduate student assistant to help out with
    convention tasks. I received a sizeable donation from my department and from the dean of
    the college for the hiring of a graduate student assistant, who helped me through the 18
    months I spent preparing for the convention.
14. Proposes a Convention Preliminary Budget to the WACES Executive Council, in
    consultation with the President.
15. Proposes convention registration fees in consultation with the President. Allows for a
    minimum profit to be made from the convention registration fees, which usually includes
    all expenses (meals, refreshments, receptions, packet materials, and extra site charges). The
    convention is expected to generate over $3,000 to support the Association and advance its
    agenda.
16. Collaborates with the Treasurer in managing all financial aspects of the convention.
17. Within a month following the convention, prepares and distributes a Convention Review to
    the WACES Executive Council for review and feedback; the report discusses all aspects of
    the event, including number of attendees, presentations, financial results, and lessons
    learned from the experience.
Final Notes on WACES 2000:
1.   I found it conducive to the retreat atmosphere to book relevant entertainment for the nights
     we were there.
2.   Many people appreciated starting the day with yoga lessons; our thanks to Markus Bidell!
3.   I personally find it a bit too long to go through Sunday noon. I would prefer to close the
     convention on Saturday night with an informal party and let people have Sunday for their
     families, to travel back to their homes, or simply to tour the surroundings.


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4.   I found the Web site and e-mail the most efficient and inexpensive way to distribute
     information. We gleaned e-mail addresses from Convention Registration Forms and
     Program Proposal Submission Forms. E-mail addresses for WACES members are available
     from the Secretary and the WACES Directory.




                                                                                        21
          BYLAWS OF THE WESTERN ASSOCIATION FOR
           COUNSELOR EDUCATION AND SUPERVISION
    (A Regional Division of the Association for Counselor Education and Supervision)
                                        ADOPTED 1994


                             ARTICLE I: NAME AND PURPOSE
Section 1. Name:
The name of this Association shall be the Western Association for Counselor Education and
Supervision (WACES), a regional section of the Association for Counselor Education and
Supervision (ACES), a division of the American Counseling Association (ACA).
Section 2. Affiliation:
This Association is autonomous in the conduct of its affairs, and is organized and governed in
accordance with the Bylaws of ACES and the Bylaws of ACA.
Section 3. Purpose:
The purpose of the Association in accordance with the Bylaws of ACES, shall be to advance
counselor education and counselor supervision. It shall provide a communication vehicle for
members of the Association, advance knowledge and skills in fields related to all levels of
counselor education and counselor supervision, and improve competencies for members, their
students and supervisees. WACES shall be a potent force toward improving guidance,
counseling, and student personnel services in all settings of society.
Section 4. Dissolution:
In the event of dissolution or final liquidation of the Association, the Executive Council shall,
after paying or making provision for the payment of all the lawful debts and liabilities of the
Association, distribute all the assets of the Association to one or more of the following
categories of recipients as the Executive Council of the Association shall determine:
(a) a non-profit organization or organization which may have been created to succeed the
    Association, as long as such organization or each of such organizations shall then qualify as
    a governmental unit under section 170(c) of the Internal Revenue Code of 1954 or as an
    organization exempt from federal income taxation under section 501(a) of such Code as an
    organization described in section 501(c)(3) of such Code; and/or
(b) a non-profit organization or organizations having similar aims and objects as the
    Association and which may be selected as an appropriate recipient of such assets, as long as
    such organization or each of such organizations shall then qualify as a governmental unit
    under section 170(c) of the Internal Revenue Code of 1954 or as an organization exempt
    from federal income taxation under section 501(a) of such Code as an organization
    described in section 501(c)(3) of such Code.
    No part of the net earnings, gains, or assets of the Association shall inure to the benefit of or
    be distributable to its directors, officers, other private individuals, or organizations
    organized and operated for a profit (except that the Association shall be authorized and


                                                                                                    22
    empowered to pay reasonable compensation for services rendered and to make payments
    and distributions in furtherance of the purposes as hereinabove stated). No substantial part
    of the activities of the Association shall be the carrying on of propaganda or otherwise
    attempting to influence legislation, and the Association shall be empowered to make the
    election authorized under section 501(h) of the Internal Revenue Code of 1954. The
    Association shall not participate in or intervene in (including the publishing or distribution
    of statements) any political campaign on behalf of or in opposition to any candidate for
    public office. Notwithstanding any other provision herein, the Association shall not carry
    on any activities not permitted to be carried on:
    (1) by an organization exempt from federal income taxation under section 501(a) of the
        Internal Revenue Code of 1954 as an organization described in section 501(c)(3) of
        such Code,
    (2) by an organization described in sections 509(a)(1), (2), or (3) of the Internal Revenue
        Code of 1954 (as the case may be), and/or
    (3) by an organization, contributions to which are deductible under sections 170(c)(2),
        2055(a)(2) of the Internal Revenue Code of 1954. References herein to sections of the
        Internal Revenue Code of 1954, as amended, are to provisions of such Code as those
        provisions are now enacted or to corresponding provisions of any future United States
        internal revenue law.


                                ARTICLE II: MEMBERSHIP
Section 1. Types of Membership:
This Association shall consist of three types of membership: regular, student, and retired.
Special memberships may be established by vote of the membership upon recommendation of
the Executive Council.
Section 2. Privileges of Membership:
(a) Regular members shall have all the rights and privileges normally accorded members of a
    scientific, educational and professional association including the right to vote and hold
    elective office.
(b) Student members shall have all the rights and privileges accorded regular members as long
    as they meet the criteria the Association prescribes for student membership.
(c) Retired members shall be exempt from annual dues and shall maintain all the privileges of
    regular members.
Section 3: Requirements for Membership:
(a)     To be eligible for regular membership, a person must meet the requirements of sub-
section (b) of this section and:
    (1) be on the faculty of or affiliated with a college or university and be regularly engaged
        in the professional preparation of professional counselors or student personnel workers;
        or



                                                                                                  23
    (2) be regularly engaged in performing the duties of a local, state or national supervisor of
        guidance, counseling, or student personnel services, or in performing the duties of
        professional assistant to such supervisors; or
    (3) be otherwise regularly engaged in professional leadership, consultation, and
        coordination of state qualified counselors or other student personnel services
        professionals. The term "regularly engaged" shall mean that the specified professional
        activity constitutes a significant and continuing aspect of the individual's professional
        work.
(b) In addition to meeting the requirements of sub-section (a) of this section, a person to be
    eligible for regular membership must be a recipient of a graduate degree conferred by an
    accredited graduate school based in part upon coursework providing preparation for
    performing the duties in sub-section (a) of this section.
(c) To be eligible for student membership, a person shall be actively enrolled in a graduate
    program leading to a graduate degree as described in (b) above.
(d) A regular member may retain this status s long as the member maintains continuous
    membership in WACES. Any regular member whose membership is severed in accordance
    with Section 5 of this article and who applies for reinstatement as a regular member shall be
    required to meet, at the time of the member's reinstatement, the then existing requirements.
Section 4. Membership Procedures:
The Executive Council shall prescribe the forms and procedures to be used in approving
    applications for membership in accordance with policies established by WACES.
Section 5. Severance of Membership:
(a) Failure to pay dues as prescribed by the Association shall be interpreted as withdrawal from
    membership. Reinstatement shall be by renewed application.
(b) Any member may be dropped from membership for any conduct that tends to injure the
    Association or to affect its reputation adversely, or that is contrary to or destructive of its
    objectives according to the Bylaws and Code of Ethics of the Association. Complaints
    brought against members shall be processed according to the ACA Bylaws and the ACA
    Ethics Committee Policy and Procedure for Processing Complaints of Ethical Violations.


                    ARTICLE III: MEETINGS OF THE ASSOCIATION
Section 1. Business Year:
The official business year of the Association shall extend from July 1 through June 30.
Section 2. Annual Meeting:
An annual business meeting of the Association shall be held at a time and place to be
determined by the Executive Council. When possible, a central location which can
accommodate the convention shall be selected for its accessibility to the membership. The
annual meeting must be held at least two months before the ACES annual meeting.
Section 3. Special Sessions:


                                                                                                      24
The President may, with the approval of the Executive Council, call additional meetings of the
Association.
                        ARTICLE IV: THE EXECUTIVE COUNCIL
Section 1. Functions of the Executive Council:
The Executive Council shall be the agency through which the general administrative and
executive functions of the Association shall be carried out. It shall perform the responsibilities
assigned to it by these Bylaws and shall conduct, manage, and control the business of the
Association between annual meetings of the Association, and report its actions to the
membership. It shall be responsible for appointing successors when elected officers cannot
complete their terms, as defined in these Bylaws.
Section 2. Membership of the Council:
The Executive Council shall be comprised of the Association President (who shall vote only in
the case of a tie), Past-President, President-Elect, President-Elect-Elect, Secretary, Treasurer, 7
state presidents, or their representatives as voting members. The President may invite additional
ex-officio members (e.g., Newsletter Editor) as needed.
Section 3. Meetings of the Executive Council:
The Executive Council shall meet each year at the annual WACES Convention or ACES
Convention and during the year as needed. The Executive Council shall conduct at least one
business meeting with the membership during the annual WACES Convention or ACES
Convention to deliberate Association concerns.
Section 4. Executive Committee:
The Executive Committee shall consist of the Association President, Past-President, President-
Elect, President-Elect-Elect, Secretary and Treasurer. This committee shall serve in an advisory
capacity to the Executive Council, and shall carry out the duties of the Executive Council when
time, distances and/or finances make meetings of the Executive Council impractical.


                                   ARTICLE V: OFFICERS
Section 1. Officers:
The officers of the Association shall be the President, Past-President, President-Elect, President-
Elect-Elect, Secretary, and Treasurer. Elected officials shall serve a term of one year with the
exceptions of Secretary and Treasurer which shall serve staggered, two-year terms.
Section 2. The President:
The President shall be the chief executive officer of the Association and Chair of the Executive
Council. The President shall appoint chairs and members of all committees unless otherwise
specifically provided for in these Bylaws or by motion establishing such committees. The
President shall appoint the Newsletter Editor of the Association as a nonvoting member of the
Executive Council. The President shall hold ex-officio membership on all committees, and shall
serve as the official or at-large representative to people or groups outside of the Association.
The President shall report annually to the Executive Council, ACES Delegate Assembly, and the



                                                                                                     25
Association members regarding the business of the Association and other items of concern to
the members.
Section 3. The Past-President:
The immediate Past-President shall serve as advisor to the President. S/he shall serve as Chair of
the Nominations and Elections Committee and the Awards Committee, and shall perform such
other duties as assigned by the President.
Section 4. The President-Elect:
The President-Elect shall act as President at all Association or Executive Council meetings in
the absence of the President. S/he shall succeed to the Presidency at the expiration of the term as
President-Elect. The President-Elect shall serve as Chair of the Annual Convention held during
the year that s/he is President-Elect, shall coordinate the procedure for designating the
Outstanding Program Award, and shall perform such other duties as assigned by the President.
Section 5. The President-Elect-Elect:
The President-Elect-Elect shall act as President at all Association or Executive Council
meetings in the absence of the President and President-Elect. S/he shall succeed to the office of
President-Elect at the expiration of the term as President-Elect-Elect. The President-Elect-Elect
shall serve as Chair of the Annual Convention which will be held during the year s/he is
President-Elect, and shall perform such other duties as assigned by the President.
Section 6. The Secretary:
The Secretary shall keep the records of the current activities of the Association and the
Executive Council, shall serve as Association archivist, shall, in coordination with the
Association Treasurer, maintain the official membership roster, and shall perform such other
duties as assigned by the President.
Section 7. The Treasurer:
The Treasurer shall have custody of all the funds and other properties belonging to the
organization, shall deposit all funds of the Association into such bank or banks as the Executive
Council may direct, shall have the authority to sign checks and drafts on behalf of the
Association for the disbursement of funds for duly authorized purposes, shall assist the
Association Secretary in maintaining the official membership roster, and shall perform such
other duties as assigned by the President.


                                ARTICLE VI: COMMITTEES
Section 1. Standing Committees:
There shall be standing committees of the Association as follows:
(a) Nominations and Elections Committee
(b) Membership Committee
(c) Graduate Student Committee
(d) Awards Committee


                                                                                                 26
Section 2. Committee Functions:
The functions of the standing committees shall be as follows:
(a) The Nominations and Elections Committee shall be responsible for carrying out
    nominations and elections procedures in accordance with these Bylaws. This committee
    shall be chaired by the immediate Past-President.
(b) The Membership Committee shall actively promote membership, recruitment and retention
    in the Association, and shall coordinate membership activities with the Association
    Secretary.
(c) The Graduate Student Committee shall actively promote the involvement and interests of
    graduate students in the Association. The chair of this committee shall coordinate activities
    with the chair of the ACES Graduate Student Committee. The Association President shall
    appoint the chair of this committee.
(d) The Awards Committee shall solicit nominations for the awards which shall be presented at
    the WACES or ACES annual convention. The committee chair shall present the
    recommendations to the Executive Committee for approval. The Awards Committee shall
    be chaired by the immediate Past-President.
Section 3. Special Committees:
Special Committees may be authorized by the Association or by the Executive Council. Such
committees shall continue for not more than two years unless otherwise specified in the motions
establishing such committees.
Section 4. Interest Networks:
Interest networks may be authorized by the Executive Council. Such networks identified by
professional interest areas shall be as long as there is need and may be deactivated by the
Executive Council.
Section 5. Terms of Chairs:
Chairs of all committees and interest networks shall serve for a period of one year, but may be
reappointed to succeed themselves unless otherwise specified in these Bylaws.


                                     ARTICLE VII: DUES
Section 1. Dues:
In addition to the allocation received from the Association for Counselor Education and
Supervision (ACES), the Western Association for Counselor Education and Supervision shall
assess additional annual dues as set by the Executive Council in accordance with these Bylaws.
Section 2. Dues Increase:
Annual membership dues may be increased after consideration by the Executive Council and a
majority vote of the members present at the open business meeting conducted by the Executive
Council at the annual meeting of the Association.




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                         ARTICLE VIII: ELECTION OF OFFICERS


Section 1. Nominees:
The Nominations and Elections Committee shall prepare an official slate of nominees for each
position of WACES President-Elect-Elect (1-year term), Secretary (2-year term) and Treasurer
(2-year term). Nominations for ACES and ACA officers shall also be prepared. The Committee
shall secure each nominee's consent prior to presenting the slate to the membership. A call for
nominations shall be in the Association newsletter prior to the annual meeting.
Section 2. Presentation of the Slate:
The slate of nominations prepared by the Nominations and Elections Committee shall be
presented to the membership during the annual business meeting. Additional nominations may
be made from the floor at the annual business meeting. Each nominee's consent must be secured
prior to nomination. A motion from the floor shall be required to close the nominations.
Section 3. Voting:
Voting shall be by secret, mailed or emailed ballot (using appropriate technology to ensure
confidentiality), and election will be determined by a plurality of those voting. Ballots must be
postmarked within 45 days of mailing. The Nominations and Elections Committee shall
designate an Association member to receive and count the ballots, and then report results to the
President within 15 days after the postmarked deadline.
Section 4. Assumption of Duties:
Elected officers shall assume the duties of their offices on July 1 following their elections.
Section 5. Vacancies in Unexpired Terms:
In case of vacancy in the office of President, the President-Elect shall succeed to the President's
unexpired term and continue through the term for which elected. In case of vacancy in the office
of President-Elect, the President-Elect-Elect shall succeed to the President-Elect's unexpired
term and continue through the term for which elected. In case of a vacancy in any of the other
offices, the President shall appoint person(s) to fill the unexpired term(s).


                          ARTICLE IX: CONDUCT OF BUSINESS
Section 1. Special Proceedings:
The Bylaws of the Association for Counselor Education and Supervision (ACES) shall govern
the proceedings of this Association not otherwise specified in these Bylaws.
Section 2. Quorum:
A quorum for conducting business at scheduled business meetings of the Association shall be
determined as those who are present at the annual business meeting of the Association. A
quorum for conducting business of the Executive Council shall be determined as a majority of
the authorized elected/appointed officers present.
Section 3. Voting:


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Each Association member shall be entitled to one vote. The President of the Association shall
vote only in the case of a tie.
Section 4. Resolutions:
Any WACES member may submit a resolution for vote during the annual business meeting.
Resolutions may be brought to the membership through the Executive Council or they may be
submitted directly from the floor.
                                   ARTICLE X: AWARDS
Section 1. Purpose:
The Western Association for Counselor Education and Supervision shall regularly recognize
and honor achievements and contributions to the Association and to the counseling profession.
WACES Awards shall be traditionally presented at the annual fall convention.
Section 2. Nomination Procedure:
A nomination for a WACES award shall be made in the form of a letter from the nominator to
the chair of the Awards Committee. The letter shall specify clearly the award for which the
person is being nominated and indicate reasons why the individual is deserving of the award.
Additional support material and at least two letters of recommendation from WACES members
shall be included.
Section 3. WACES Award Criteria:
(a) WACES Professional Service Award shall honor outstanding service to WACES and/or to
    the cause of counselor education and supervision that is of regional and national importance
    to the profession.
(b) WACES Professional Leadership Award shall honor excellence in leadership of an officer,
    committee person, or other leader or major contributor to the WACES professional
    association at a national, regional, or state level.
(c) WACES Research Award shall honor significant research in counseling, counselor
    education, and/or counselor supervision.
(d) WACES Publication Award shall honor a significant publishing effort related to
    counseling, counselor education, and/or counselor supervision.
(e) WACES Outstanding Mentor Award shall honor an individual who has been a significant
    mentor to graduate students, emerging professionals, educators, and/or supervisors.
(f) WACES Innovative Counselor Education Program Award shall honor an outstanding,
    innovative, or unique counselor education program in the western region.
(g) WACES Outstanding Graduate Student Award shall honor a student who has provided
    outstanding leadership and/or service to the profession or to WACES. Involvement may
    have been state, regional, and/or national, and must be directly relevant to the advancement
    of the profession or WACES.
(h) WACES Special Recognition Award shall honor individuals (WACES members and
    nonmembers) who have promoted and supported the counseling profession.



                                                                                                29
                                   ARTICLE XI: BYLAWS
Section 1. Amendments:
Amendments to the Bylaws shall be made at the annual business meeting of the Association by
an affirmative vote of the membership as determined in Article IX, Sections 2 and 3, of these
Bylaws. Proposals to amend these Bylaws shall be submitted in writing to the President of the
Association at least twenty-four hours before a vote is taken so that the President may provide
copies of the proposed amendment(s) to members at the annual business meeting.
Section 2. Emergency Amendments:
In case of an emergency, the Executive Council shall submit a proposed amendment to the
membership for a mail or email vote. Twenty days after mailing the proposed amendment to the
membership, the polls shall be closed and the votes counted by the Secretary. If passed by a
majority of the members voting, the amendment shall go into effect immediately.
Section 3. Revisions:
Revisions of the Bylaws shall be made by a special committee appointed by the Association
President. At least 30 days prior to the annual business meeting, the proposed revisions shall be
sent to all Association members. The proposed revisions shall be acted upon by the Association
by the affirmative vote of the membership as defined in Article IX, Sections 2 and 3, of these
Bylaws.




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                                    APPENDIX A:
                    SAMPLE FORMS AND DOCUMENTS

ACA Convention Announcement
Agenda for Business Meeting
Agenda for WACES Executive Council Meeting
Annual WACES Report to ACES
Awards Program
Call for Awards Nominations
Call for Officer Nominations
Call for Programs
Certificate of Appreciation
Certificate of Recognition
Convention "At-A-Glance"
Convention Information
Convention Preliminary Budget
Convention Registration Form
Convention Registration Receipt Form
Convention Review—Sample 1
Convention Review—Sample 2
Convention Review—Sample 3
Criteria for Accepting Convention Proposals Form
Election Ballot—Sample 1
Election Ballot—Sample 2
Graduate Student Representative's Report
Hotel Registration Form
Letterhead Stationary
Membership Application/Renewal Form
Minutes for WACES Business Meeting
Minutes for WACES Executive Council Meeting
NBCC Form for CEC Hours
Newsletter Article Submission Schedule


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Outstanding Program Evaluation Form
Pre-Convention Workshop Information—Samples 1 & 2
President's Column
Program Proposal Submission Form
Treasurer's Report—Samples 1 & 2




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