Mission Statement & Statement of Ethics and Professionalism
1. Introduction
   • 1-1 Purpose
   • 1-2 Content
   • 1-3 Use
2. Executive Council
   • 2-1 Meetings
   • 2-2 Meeting Agendas
   • 2-3 Location of Meetings
   • 2-4 Meeting Minutes
   • 2-5 Officer Descriptions
3. Committees
   • 3A Standing Committees
     • 3A-1 By-laws Committee
     • 3A-2 Electronic Services Committee
     • 3A-3 Finance Committee
     • 3A-4 Nominations and Elections Committee
     • 3A-5 Program Committee
     • 3A-6 Site Committee
   • 3B Special Committees
     • 3B-1 Associate Member Relations Committee
     • 3B-2 Awards Committee
     • 3B-3 Community Outreach Committee
     • 3B-4 Federal and State Issues Committee
     • 3B-5 Long Range Planning Committee
     • 3B-6 Professional Development Committee
     • 3B-7 School Relations Committees
     • 3B-8 Site Selection Committees
     • 3B-9 Sponsorship Committee
4. Miscellaneous IASFAA Policies and Procedures
   • 4-1 Accounts Receivable Policy
   • 4-2 Alcohol Policy
   • 4-3 Annual Internal Review Policy
   • 4-4 Campaign Guidelines
   • 4-5 Cash Advances
   • 4-6 Complimentary Room Policy
   • 4-7 Conference Registration Fee Waivers
   • 4-8 Conference and Workshop Refund Policy
   • 4-9 Contract Signing Policy
   • 4-10 Expense Reimbursement Procedures
   • 4-11 MASFAA and NASFAA Representation
   • 4-12 Membership Dues
   • 4-13 Memorial Contributions
   • 4-14 Officer Travel Policy
   • 4-15 Reimbursements, Honoraria and Travel Expenses
   • 4-16 Reserve Fund Policy
   • 4-17 Reserve Fund Investment Policy
   • 4-18 Revenue and Expenditures Policy
   • 4-19 Safety Deposit Box and Storage of Documents
   • 4-20 Stale Check Policy
   • 4-21 Travel Expenses
   • 4-22 Project Development Policy
5. Awards Guidelines
   • 5-1 John Heisner MemorialLifetime Achievement Award
   • 5-2 Distinguished Service Award
   • 5-3 Meritorious Service Award
   • 5-4 Presidential Award
   • 5-5 Outstanding Committee Member Award
   • 5-6 Student Success Story Award
   • 5-7 John E Moore Award
6. Sponsorship/Exhibitor Guidelines
   • 6-1 Purpose
   • 6-2 Authority
   • 6-3 Solicitation of Sponsorships/Exhibitors
   • 6-4 Sponsorship Levels
   • 6-5 Exhibit Fees
7. Appendix: Parliamentary Procedures

1. Introduction to IASFAA Policy and Procedures Manual

1-1 Purpose
The IASFAA Policy and Procedures Manual provides guidance, reference material, and historical continuity for the IASFAA Executive Council and Committee Chairs. This document is stored on a computer disk for ease in updating and transfer as Executive Council Members and Committee Chairs change. The computer file is maintained by the By-Laws Committee from information supplied by IASFAA members and approved by the Executive Council. Each Executive Council Member and Committee Chair is responsible for knowing the content of the IASFAA Policy and Procedures Manual and providing changes and updates, as applicable, to the By-Laws Committee. Upon approval by the Executive Council, the By-Laws Committee incorporates changes in the document to the computer file and paper copies are distributed to the Executive Council Members and Committee Chairs.

Certain sections of this Manual may be reprinted by the By-Laws Committee at the beginning of the IASFAA year and distributed to each Executive Council Member and Committee Chairperson. This is to ensure that the new IASFAA leaders have an accurate, up-to-date document. These Policies and Procedures should be updated on the website as changes occur. The Committee Chairs have binders that contain information, not incorporated into the Manual, that is unique to Committee work and should be passed on to provide for continuity.

Return to top

1-2 Content
This Manual supplements the Articles of Incorporation and By-Laws by:

• providing an overview of the Association's structure,
• describing the responsibilities of members in leadership positions, and
• presenting the Association's approved operating policies and procedures.

Return to top

1-3 Use
It is the responsibility of each Executive Council Member and Committee Chair to:

• bring their binder to all Council/Committee Meetings,
• keep the binder current by adding and deleting material (i.e. Executive Council membership list,
  new organization operating policies or forms), and
• pass the binder on to the succeeding member at or before the time the change occurs.

Return to top

2. Executive Council

The election of an IASFAA member to the Executive Council gives all members an opportunity to be represented by their peers in the development of policies and procedures and in the future direction of IASFAA.

Executive Council members are charged with a variety of responsibilities, depending upon their office. When elected to the Executive Council, they automatically assume certain responsibilities.

As an Executive Council member, each individual plays a role in guiding IASFAA in the accomplishment of specific goals and objectives. It is up to them to establish the mission and move to accomplish that mission.

Each Executive Council member should have a clear understanding of his/her area of responsibility and accountability as it relates to IASFAA. Each officer's duties and responsibilities are spelled out in the IASFAA By-Laws and Policies and Procedures Manual. They should study the By-Laws and the Policies and Procedures Manual in order to effectively carry out their respective responsibilities.

Each Executive Council member has a responsibility to make decisions, and the decisions they make will in some way affect the members of IASFAA and others who have an interest in student financial assistance. Each is encouraged to fully participate in the work of the Executive Council, to attend meetings regularly and to ask questions and submit ideas.

Return to top

2-1 Meetings

1. The Executive Council will typically meet once each month (with the exception of May, June, July, October and December) via teleconference. Absences should be reported to the President prior to any meeting.
2. The semi-annual planning retreats will be held in June and December. The time and place of these retreats will be the decision of the President.
3. The Executive Council and Committee Chairs will typically hold the April and October meetings in conjunction with the Spring and Fall Conferences.
4. The semi-annual Business Meetings will be convened at the Spring and Fall Conferences.
5. Committee Chairs are required to attend all Executive Council Meetings unless notified otherwise by the President. Chairs consistently not in attendance may be asked by the President to relinquish their position.
6. Parliamentary Procedures Summary is provided in the Appendix.

Return to top

2-2 Meeting Agendas

1. Meeting agendas will be prepared and distributed at least two days in advance of each meeting. This activity may be performed by the President or in cooperation with the Secretary.
2. Regular reports to the Executive Council are to be made by the Treasurer and all Committee Chairs. Reports by special or Ad Hoc Committees will be made at the discretion of the President and the Committee Chairs. Teleconference reports should be forwarded to the secretary prior to the meeting.

Return to top

2-3 Location of Meetings
Executive Council meetings will typically be held via teleconference. Location of other meetings will be determined by the President in cooperation with the Executive Council Members and Committee Chairs.

Return to top

2-4 Meeting Minutes
Unofficial minutes will be distributed by the Secretary to the President and President-Elect for review and approval, and then forwarded by e-mail to the Executive Council, Committee Chairs and membership as soon as possible after each meeting. Official minutes should be delivered to the Executive Council within two weeks of their approval, and posted to the website for the membership.

Return to top

2-5 Detailed Officer Descriptions

TITLE: President

FUNCTION: To act as the chief executive officer of the Corporation; to preside at all meetings of the Corporation and to chair all meetings of the Executive Council.

DUTIES:

1. Provide leadership and direction to all activities of the Corporation, the Executive Council, and all standing and special committees and task forces of the Corporation.
2. Serve as the official representative of the Corporation and the Executive Council or delegate such responsibility to another officer or other member of the Executive Council as may be deemed necessary from time to time.
3. Serve on the MASFAA Executive Council and the Iowa College Student Aid Commission Advisory Council.
4. Serve as the official spokesperson for the Corporation and the Executive Council or delegate such responsibility to another Executive Council Member as deemed necessary from time to time.
5. Call and preside at all meetings of the Corporation and the Executive Council.
6. Appoint all standing and special committee and task force chairs, subject to confirmation by the Executive Council.
7. Serve as Chair of the Finance Committee.
8. Serve on the Nominations and Elections Committee.
9. Serve as an ex officio member of all Corporation committees and task forces.
10. Responsible for prompt dissemination of information to the Executive Council Members and Committee Chairs through use of the telephone and mail, as are appropriate.
11. Responsible for the submission of an annual report.

LENGTH OF OFFICE: The President-Elect shall automatically become President of the Corporation for one year commencing at the Spring Conference of the Corporation.

TITLE: Past President

PURPOSE: To provide information, assistance and continuity to the IASFAA Executive Council and membership.

DUTIES:

1. Serve on the Nominations and Elections Committee.
2. Serve on the Finance Committee.
3. Other duties as assigned by the President.
4. Serve as lead reviewer for the annual internal review.

LENGTH OF OFFICE: The President shall automatically become Past President for one year commencing at the Spring Conference of the Corporation.

TITLE: President-Elect

PURPOSE: To perform the duties of the President in the absence or incapacity of the President; to become President upon the death, resignation, or removal of the President, or at the annual Spring Conference following election, whichever is first.

DUTIES:

1. Address current issues related to financial aid.
2. Address correspondence related to consensus of Iowa representation.
3. Assist in establishing goals and reviewing achievements.
4. Serve as Chair of the Nominations and Elections Committee.
5. Serve on the Finance Committee.
6. Coordinate changes to the IASFAA Policy and Procedures Manual with the By-Laws Committee and the Vice President.

LENGTH OF OFFICE: The President-Elect serves for one year from the annual Spring Conference to the following Spring Conference.

TITLE: Vice President

PURPOSE: To perform the duties of the President in the absence or incapacity of the President and President-Elect.

DUTIES:

1. Assigned by the President or delegated by the Executive Council.
2. Coordinate changes to the IASFAA Policy and Procedures Manual with the By-Laws Committee and the President-Elect.
3. Make arrangements for monthly teleconference meetings.
4. Update IASFAA activities on the MASFAA and NASFAA Websites.

LENGTH OF OFFICE: The Vice President serves for one year from the annual Spring Conference to the following Spring Conference.

TITLE: Secretary

PURPOSE: To keep and maintain the records of the Corporation and the Executive Council.

DUTIES:

1. Take minutes at Corporation and Executive Council meetings.
2. Maintain the records of the Corporation and Executive Council.
3. Distribute meeting notices, minutes of meetings, and other communications as provided in the Articles of Incorporation and By-Laws.
4. Provide copies of the semi-annual business meetings to the Conference Program Chair at least 30 days prior to each scheduled conference.
5. Provide an orientation to successor Secretary.

LENGTH OF OFFICE: The Secretary serves for one year from the annual Spring Conference to the following Spring Conference.

TITLE: Treasurer

PURPOSE: To represent the Corporation in, and be responsible for, the receipt and expenditure of funds in accordance with the directives of the Executive Council.

DUTIES:

1. Maintain appropriate and adequate financial records.
2. Prepare fiscal reports and budget suggestions for consideration of the Executive Council and Corporation members.
3. Pay bills for the Executive Council and the Corporation.
4. Serve on the Finance Committee.
5. Participate in the Annual Internal Review (see section 4-3) for each fiscal year of tenure in this position.
6. Attend the NASFAA Training for Treasurersí Workshop in first year as IASFAA Treasurer. If this workshop is offered in conjunction with the NASFAA conference, expenses covered by IASFAA would include only those extra costs associated with the workshop, not the costs to attend the NASFAA conference.

LENGTH OF OFFICE: The Treasurer serves for two years commencing with the annual spring conference. The prior treasurer will continue through the end of the current fiscal year and close the books prior to turning the books over to the new treasurer.

TITLE: Delegate-at-Large (3 positions)

PURPOSE: To provide continuity in the operation of the Executive Council and the Corporation.

DUTIES:

1. Assume responsibility for heading special projects, task forces, research projects, and ad hoc committees as requested by the President.
2. Provide continuity with past and current Executive Council members for all projects and ideas as they relate to the historical background of the Corporation. This includes maintaining the archives that are housed at the Iowa College Student Aid Commission.
3. Serve as members of the By-laws Committee.

LENGTH OF OFFICE: The Delegates-at-Large serve for three-year terms with one term expiring in each year.

TITLE: Newsletter Editor

PURPOSE: To gather and publish news of interest to the IASFAA membership.

DUTIES:

1. Gather information regarding current events of the IASFAA membership and updates from the Midwest and national level.
2. Publish the Newsletter at least four times a year, with the fall and spring issues to be available to the membership at least 30 days in advance of the IASFAA conferences.
3. Serve as an ex-officio member of the Executive Council.

LENGTH OF OFFICE: One year, subject to reappointment.

Return to top

3. Committees

The appointment of an IASFAA member as a Committee Chair gives all members an opportunity to be represented by their peers in the development of policies and procedures and in the future direction of IASFAA.

Committee Chairs are charged with a variety of responsibilities, depending upon their committee. When appointed, they automatically assume certain responsibilities.

As a Committee Chair, each individual has a role in guiding the committee in the accomplishment of specific goals and objectives. It is up to them, in conjunction with the Executive Council, to establish the mission and move to accomplish that mission.

Each Committee Chair should have a clear understanding of his/her area of responsibility and accountability as it relates to IASFAA and his/her committee. Each person's duties and responsibilities are spelled out in the IASFAA Policies and Procedures Manual. They should study the Policies and Procedures Manual in order to effectively carry out their respective responsibilities.

Each Committee Chair has a responsibility to make decisions, and the decisions they make will in some way affect the members of IASFAA and others who have an interest in student financial assistance. Each is encouraged to fully participate in the work of the Executive Council, and his/her committee, and to attend meetings regularly and to ask questions and submit ideas.

The make-up of each committee and the number, jurisdiction, tenure and method of selection will be determined by the President of IASFAA and the Committee Chair.

The President-Elect shall have the opportunity of selecting a Vice Chair to serve with and assist the Chairperson. Such Vice Chair shall automatically become the Chair at the spring conference when the President-Elect assumes his/her responsibilities as President. The President-Elect may choose not to appoint a Vice Chair if he/she wishes to retain the existing Chair during his/her tenure as President.

Return to top

3A STANDING COMMITTEES

3A-1 BY-LAWS COMMITTEE

PURPOSE: To maintain the IASFAA Articles of Incorporation, By-Laws and Policy and Procedures Manual; to solicit and present proposed changes to the Articles of Incorporation, By-Laws and Policy and Procedures Manual.

DUTIES:

1. Publish proposed changes to the Articles of Incorporation or By-laws at least 30 days prior to any meeting and explain proposed changes to the IASFAA membership prior to a vote.
2. Maintain an up-to-date copy of the Articles of Incorporation, By-Laws and Policy and Procedures Manual.
3. Distribute copies of the Articles of Incorporation, By-Laws And Policy and Procedures Manual, as needed.
4. Coordinate updates and revisions to the IASFAA Policy and Procedures Manual with the President-Elect and Vice President, and provide updates to the Executive Council and Committee Chairpersons at least annually.
5. Maintain IASFAA archive records. Physical elements of the archives will be housed at the Iowa College Student Aid Commission.

MEMBERSHIP:

• Chair: Appointed by the President.
• Members: Elected Delegates-at-Large.
• Tenure: As elected.
• Qualifications: IASFAA Membership.

Return to top

3A-2 ELECTRONIC SERVICES COMMITTEE

PURPOSE: To provide technological support and services including membership, directory, and newsletter to the Corporation.

DUTIES:

1. Service as a resource and provider on issues relating to technology which are pertinent to the IASFAA membership.
2. Develop and maintain electronic directory for both the Executive Council and the general membership.
3. Serve as liaison with web page contractor.
4. Facilitate on-line registration for conferences, workshops, andmembership.
5. Responsible for collection of all membership, conference and workshop fees.
6. Coordinate the posting of the Newsletter with the Newsletter editor.
7. The password to the database will be given to the Electronic Services Committee chair and co-chair, one (1) committee member, the President and the President-Elect.

MEMBERSHIP:

• Chair Appointed by the President.
• Members: Appointed jointly by the President and the Chair.
• Number: Varies.
• Tenure: One year, subject to reappointment.
• Qualifications: IASFAA membership.

Return to top

3A-3 FINANCE COMMITTEE

PURPOSE: To establish a budget proposal and to recommend investment decisions to the Executive Council.

DUTIES:

1. Prepare annual budget for approval by the Executive Council.
2. Consult with Program Chair(s) concerning budget proposals, income and expenditures.
3. Investigate investment opportunities that would best serve the corporation and report regularly on the status of investments to the Executive Council.

MEMBERSHIP:

• Chair: President
• Members: Treasurer, Past-President, President-Elect
• Number: Four (4)
• Tenure: Varies with office held

Return to top

3A-4 NOMINATIONS AND ELECTIONS COMMITTEE

PURPOSE: To develop and present a slate of candidates for election to IASFAA offices; and to conduct election voting and ballot counting.

DUTIES:

1. Develop a slate of candidates (at least two per office) for the offices of President-Elect, Vice President, Secretary, Treasurer and Delegate-at-Large. Nominees must consent to serve prior to appearing on the slate of candidates.
2. Conduct election of officers for IASFAA membership by distributing, collecting, and counting ballots.
3. Destroy ballots after elected officers have been presented at the spring business meeting.

MEMBERSHIP:

• Chair: President-Elect.
• Members: President and Past President
• Number: Three
• Tenure: One year
• Qualifications: IASFAA membership and serving as indicated above.

Return to top

3A-5 PROGRAM COMMITTEE

PURPOSE: To plan and coordinate the Fall and Spring Conferences of the Corporation.

DUTIES:

1. Develop a program of speakers and presentations for both conferences.
2. Work with the Site Committee to coordinate rooms, meals, equipment, etc. needed for the conferences.
3. Work with the Sponsorship Committee to solicit sponsorship/exhibitor income for the conferences.
4. Publicize each conference at least six (6) weeks prior to the conference.
5. Coordinate registration with the Electronic Services Committee.
6. Print conference agendas for registrants and distribute along with other pertinent items.
7. Assign tasks of contacting, confirming and thanking speakers for participating in the conferences.

MEMBERSHIP:

• Chair: Appointed by the President.
• Members: Appointed jointly by the President and the Chair. Should be representative of the various IASFAA sub-groups and geographic areas.
• Number: Varies (5 minimum)
• Tenure: One year, subject to reappointment.
• Qualifications: IASFAA membership.

Return to top

3A-6 SITE COMMITTEE

PURPOSE: Coordinate site arrangements for the IASFAA conferences.

DUTIES:

1. Coordinate publicity with the hotel.
2. Coordinate room arrangements and handle food selection for conferences.
3. Coordinate activities with the Program Committee.
4. Coordinate site arrangements for Executive Council Retreats.

MEMBERSHIP:

• Chair: Appointed by the President.
• Members: Appointed jointly by the President and the Chair.
• Number: Varies.
• Tenure: One year, subject to reappointment.
• Qualifications: IASFAA membership.

Return to top

3B SPECIAL COMMITTEES

PURPOSE: Special Committees may be created to promote the purposes of the corporation or to carry out necessary functions of the Corporation.

Creation of such committees, their jurisdiction, and the number,selection and tenure of their members shall be the responsibility of the President, subject to the approval of the Executive Council. The existence of such committees shall terminate upon the expiration of the term of office of the President who appointed such committees.

Return to top

3B-1 ASSOCIATE MEMBER RELATIONS COMMITTEE
(amended April 24, 1997 and February 7, 2001)

PURPOSE: To support the charitable activities of the Association and to identify and act upon issues related to the Associate Membership of IASFAA.

DUTIES:

1. Solicit application for, and select recipients of, the "John E. Moore Award."
2. Offer training via conference sessions.
3. Coordinate a charitable and/or volunteer event at the fall and/or spring conferences to include, but not be limited to: serving at a soup kitchen, painting a room at a homeless shelter, participating in a library reading program, etc.

MEMBERSHIP:

• Chair: Appointed by the President.
• Members: Appointed jointly by the President and the Chair.
• Number: Varies.
• Tenure: One year, subject to reappointment.
• Qualifications: IASFAA membership.

Return to top

3B-2 AWARDS COMMITTEE

PURPOSE: To coordinate award presentations at the IASFAA Conferences that recognize contributions of IASFAA members.

DUTIES:

1. Solicit nominations prior to Spring Conference from the membership for the John Heisner Memorial Lifetime Achievement , Distinguished Service, and Meritorious Service Awards.
2. Solicit nominations prior to the Spring Conference for Outstanding Committee Member Award from the previous year and current year Committee Chairs and Executive Council Members.
3. Review nominations and select recipients for the John Heisner Memorial Lifetime Achievement, Distinguished Service, Meritorious Service Awards, and Student Success Story (fall conference).
4. Order plaques for award recipients and maintain supply of IASFAA medallions. Reorder when necessary.
5. Present outgoing President with an award at the Spring Conference.
6. Determine and present additional awards as appropriate for retiring IASFAA members or individuals outside of IASFAA deserving of recognition.

MEMBERSHIP:

• Chair: Appointed by the President
• Members: Appointed jointly by the President and the Chairperson.
• Number: Varies.
• Tenure: One year, subject to reappointment.
• Qualifications: IASFAA membership. Should be ineligible for any awards made that year.

Return to top

3B-3 COMMUNITY OUTREACH

PURPOSE: To provide information on financing higher education to communities other than the financial aid community.

DUTIES:

1. Plan and execute details for all outreach activities.
2. Participate in "college fair" activities by distributing financial aid information and/or supplying speakers to provide financial aid presentations.

MEMBERSHIP:

• Chair: Appointed by the President.
• Members: Appointed jointly by the President and the Chair.
• Number: Varies.
• Tenure: One year, subject to reappointment.
• Qualifications: IASFAA membership.

Return to top

3B-4 FEDERAL AND STATE ISSUES COMMITTEE

PURPOSE: To monitor and alert the IASFAA membership of timely legislative and/or regulatory issues and to encourage student aid advocacy. Provide leadership that will assist the committee in accomplishing the goals and objectives that benefit the association.

DUTIES:

1. Provide membership with current information regarding issues pertaining to financial aid at the federal and state levels, including, but not limited to, distributing the Iowa College Student Aid Commissionís agenda notices and meeting minutes.
2. Prepare and provide periodic training to the membership on effective ways to interact with state and federal lawmakers.
3. Research and draft position papers for the membership, at the direction of the President and Executive Council.
4. Coordinate the annual IASFAA Legislative Day.

MEMBERSHIP:

• Chair: Appointed by the President.

Return to top

3B-5 LONG RANGE PLANNING COMMITTEE

PURPOSE: To recommend a five-year fiscal plan to the Executive Council including, but not limited to the duties listed below.

DUTIES:

1. Recommend the amount of membership dues for the next five years.
2. Recommend a method to structure sponsorship dollars to the organization and expand sponsorship opportunities.
3. Recommend the primary activities and programs in which the organization should be involved.
4. Recommend ways for the organization to reduce expenses.
5. Research and recommend grant development.

MEMBERSHIP:

• Chair: Appointed by the President.
• Members: President, President-Elect, Past-President, Sponsorship
• Chair, Treasurer.
• Tenure: One year, subject to reappointment.
• Qualifications: IASFAA membership.

Return to top

3B-6 PROFESSIONAL DEVELOPMENT AND TRAINING COMMITTEE

PURPOSE: To promote the professional growth and development of IASFAA members through training opportunities.

DUTIES:

1. Plan and facilitate fundamental sessions at Fall and Spring IASFAA Conferences geared toward new financial aid professionals.
2. Plan and facilitate annual workshops for IASFAA members and support staff.
3. Coordinate an informational meeting and meal function to facilitate the networking process for new IASFAA members.
4. Coordinate arrangements for workshops with other appropriate IASFAA Committees, particularly site, program, and sponsorship.
5. Coordinate and maintain a repository of IASFAA and NASFAA training materials.
6. Coordinate the annual NASFAA Training activities.
7. Coordinate the Leadership Symposium.

MEMBERSHIP:

• Chair: Appointed by the President.
• Members: Appointed jointly by the President and the Chair.
• Number: Varies.
• Tenure: One year, subject to reappointment.

Return to top

3B-7 SCHOOL RELATIONS COMMITTEE

PURPOSE: To promote positive relations with Iowa high schools; to conduct financial aid workshops for high school counselors; and to promote awareness of financial aid programs and procedures.

DUTIES:

1. Coordinate High School Guidance Counselor Workshop.
2. Coordinate presentation of Financial Aid Night(s).
3. Publicize to the IASFAA membership that materials are available through the committee if anyone is interested in conducting their own workshop. Mention this also at High School Guidance Counselor Workshops.

MEMBERSHIP:

• Chair: Appointed by the President.
• Members: Appointed jointly by the President and the Chair.
• Number: Varies.
• Tenure: One year, subject to reappointment.
• Qualifications: IASFAA membership.

Return to top

3B-8 SITE SELECTION COMMITTEE

PURPOSE: To select sites for the fall and spring IASFAA conferences.

DUTIES: Select sites and negotiate fees for the fall and spring IASFAA conferences.

MEMBERSHIP:

• Chair: Appointed by the President.
• Members: Appointed jointly by the President and the Chair.
• Number: Varies.
• Tenure: One year, subject to reappointment.
• Qualifications: IASFAA membership.

Return to top

3B-9 SPONSORSHIP COMMITTEE

PURPOSE: To serve as a liaison between the community of vendors and sponsors in order to obtain financial and material support for IASFAA events and activities, as well as enhancing lines of communication between IASFAA and the vendors.

DUTIES:

1. Coordinate efforts with other committees to solicit financial and material support from the vendor community to assist with the costs of IASFAA.
2. Coordinate efforts to recognize the vendor community for their contributions to IASFAA.
3. Coordinate and facilitate the security, appropriate space, equipment, and power line needs to the exhibitor area for IASFAA conferences.

MEMBERSHIP:

• Chair: Appointed by the President.
• Members: Appointed jointly by the President and the Chair.
• Number: Varies, historically 2.
• Tenure: One year, subject to reappointment.
• Qualifications: IASFAA regular membership (non-assoc. only)

Return to top

4. IASFAA Policies and Procedures

4-1 Accounts Receivable Policy (approved August 15, 1990)

1. Accounts that remain outstanding to IASFAA at the conclusion of a workshop, conference, training seminar, etc., will normally be turned over to the Treasurer for follow-up and collection activities. At that time, the chair of the Electronic Services Committee will put a hold on all future registrations until the prior balance is paid.
   
   The Treasurer's responsibility will be to follow up periodically on all receivables and to advise the Finance Committee of their status at least quarterly.
   
   Before writing off any receivable as an uncollectible debt, the Treasurer must bring it before the Executive Council for approval of write-off action. At that time, the Executive Council will determine whether future registrations will be allowed.
   
   When the receivable is the result of sponsor or vendor fees, the Treasurer will notify the forward year Program and Sponsorship Chairpersons and attempt to collect the past due amount at the point when future participation is anticipated.
   
   
2. Checks collected on behalf of IASFAA shall be forwarded to the Treasurer in person or via traceable mail.

Return to top

4-2 Alcohol Policy (approved August 15, 1990)

For group meals of the Executive Council and IASFAA Committees with one check or master billing, alcohol is to be excluded from the bill (IASFAA will not pay for alcohol). Members are responsible to pay for their own alcoholic beverages.

However, alcohol may be purchased for IASFAA sponsored events such as receptions or conference related activities.

Return to top

4-3 Annual Internal Review Policy (approved December 8, 1994; amended December 7,1995; revised March 3, 1999, proposed change: November 12, 1999)

1. The IASFAA Past President and delegates shall conduct an internal review of IASFAAís financial records no later than August 31 of each year. [Although the books will not yet be "closed" during the June retreat, the review of necessary items can be made at this time. A minimum of 4 hours should be allowed for the review.]
2. The Internal Review shall at least include proof of cash tests, a random sample review of disbursements, and a random sample review of individual income and expense items against the year-end report.
3. The findings of the annual review shall be reported to the Executive Council.

Return to top

4-4 Campaign Guidelines (approved August 15, 1990)

The following guidelines are designed to maintain consistency and avoid the potential for negative reaction to campaign practices:

1. A candidate must be a member of IASFAA.
2. Candidates should submit statements of candidacy to be included with all election material.
3. Candidates should be prepared to discuss their views, if asked, with other members of IASFAA.
4. Individual conversation, endorsements or encouragement for one candidate or another among the IASFAA membership should be considered as wholesome and within good practice.
5. Candidates should be willing to contribute their best efforts to IASFAA if elected.

Return to top

4-5 Cash Advances (approved 12/7/86)

Cash advances will be made available to Executive Council members and Committee Chairpersons for expenses up to 80% of estimated cost.

Return to top

4-6 Complimentary Room Policy (approved August 15, 1990)

Contracts with hotels will provide for the following (to the extent possible):

1. One suite for the IASFAA President
2. Any additional comp rooms will be assigned by the President in cooperation with the Site and Program Chairpersons.

Return to top

4-7 Conference Registration Fee Waivers (approved August 15, 1990)

The President and the Program Chair may waive conference registration fees for any individuals they deem appropriate. All other persons attending an IASFAA Conference will be expected to pay the registration fee with the following exceptions:

1. MASFAA President (current)
2. NASFAA President and National Chairperson
3. Speakers outside the profession (for the appropriate period)
4. Any retired IASFAA member.

Return to top

4-8 Conference and Workshop Refund Policy (approved January 19, 1990)

1. All requests for refunds shall be in writing to the Chairperson of the Program Committee.
2. A One Hundred Percent (100%) refund shall be granted if the request is postmarked seven (7) calendar days or earlier prior to the start of the activity.
3. A Fifty Percent (50%) refund shall be granted if the request is postmarked less than seven (7) days prior to the start of the activity and within fifteen (15) days after the activity.
4. Exceptions to items 2 and 3 above, for extenuating circumstances (including but not limited to death or hospitalization of the attendee or immediate family), may be granted upon approval of the Executive Council.
5. Registration fees may be transferred to another individual as follows:
   1. IASFAA member registration fees to another IASFAA member.
   2. Non-IASFAA member fees to any individual.
   3. IASFAA member registration fees may be transferred to a non-member when accompanied by the additional non-member fee.

Return to top

4-9 Contract Signing Policy (approved August 15, 1990)

Only the President may sign contracts unless a contract deadline cannot be met due to the absence of the President. In such a case, the President-Elect or the Vice President may sign.

Return to top

4-10 Expense Reimbursement Procedures (approved April, 1987)

Whenever a member of IASFAA incurs expenses while conducting the business of the Corporation, that expense will be reimbursed to the extent previously approved by the Executive Council. Typical expenses include mileage, room, meals, printing and mailing.

Members should attempt to keep all expenses as reasonable as possible. Expenses should be itemized on the approved expense voucher located on the IASFAA web site and submitted to the Committee Chair for signature as soon as possible after they are incurred along with all receipts and then the Committee Chair should forward to the Treasurer for payment. Members should follow the procedures for reimbursement as defined on the expense voucher. The Treasurer will make every attempt to pay the expense in a timely manner, but members should expect up to a three week delay due to mailing time.

When the President incurs expenses over $500, the President should submit the expense voucher to the Vice President for approval.

Expenses in excess of the budget previously approved by the Executive Council must be handled as follows:

1. Aggregate expenses up to the greater of 10% or $100 over budget may be approved by the Committee Chairperson.
2. Aggregate expenses greater than 10% or $100 over budget must be approved by the Executive Council.

Return to top

4-11 MASFAA and NASFAA Representation (approved June 2, 1986)

The current IASFAA President in October of each year will be the representative to the MASFAA Conference. The current President in July of each year will be the IASFAA representative to the NASFAA Conference.

Return to top

4-12 Membership Dues (approved October 25, 1990)

Any dues paid during the fiscal year may only be applied to that fiscal year. An IASFAA membership is not transferable and dues may not be refunded.

Return to top

4-13 Memorial Contributions (approved December 7, 1986)

Memorial contributions may be made upon the death of a current or lifetime IASFAA member in the amount of $50.00.

Return to top

4-14 Officer Travel Policy (approved August 15, 1990)

Several times during the course of a membership year, IASFAA Officers are requested to make appearances at state, regional or national conferences. IASFAA will pay all Officer travel expenses as approved by the Executive Council.

Return to top

4-15 Reimbursements, Honoraria and Travel Expenses (approved August 15, 1990)

1. IASFAA members who serve as conference speakers or presenters may not be paid a fee or honorarium or be reimbursed for any personal expenses related to the conference (i.e., registration, transportation or room and board). This general policy also applies to individuals who work for agencies whose business is financial aid (e.g., ACT, CSS, or ICSAC, etc.).
   
   An exception to this policy may be made by the Conference Program Chairperson and IASFAA President for those members that are requested to attend the conference who would otherwise not receive reimbursement for their expenses.
2. IASFAA members and non-member presenters may be reimbursed for copying materials.
3. The Program Committee is authorized to pay travel expenses, hotel accommodations and meals for non-member speakers for appropriate periods.
4. The Program Committee will ask if the non-member speakers will charge any additional fees (i.e., honorariums, stipends). It is suggested that $150 is a reasonable guideline for interest session speakers. Approval of the Program Committee Chairperson and the IASFAA President is needed before final commitments are to be offered.

Return to top

4-16 Reserve Fund Policy (approved February 7, 2001)

Purpose: A Reserve Fund has been established to serve as the capital reserve for IASFAA. The idea of any reserve is a quantity to be set aside for contingencies.

Fund Levels: The level of funds to be maintained in the Reserve Fund shall be equal to or greater than thirty-five (35%) of the current year annual operating budget on the expense side.

The level of the Reserve Fund shall be subject to annual review by the Finance Committee and quarterly review by the Executive Council. Any change in the level of the fund shall require a majority vote of the Executive Council.

Use of the Reserve Fund: The intent of the Reserve Fund is to have the funds available to meet unusual income shortfalls. A withdrawal from the fund is thought to be a capital liquidation and, therefore, should be considered an extreme measure. Any withdrawal from this fund would require a majority vote of the Executive Council.

The Reserve Fund Account: The Reserve Fund shall be so identified and maintained in a separate interest bearing account and managed according to sound financial investment policies. Any adjustment required to maintain the thirty-five percent (35%) reserve required shall be made at least annually. The Treasurer's report shall detail the balance of the fund and interest earned but may be incorporated within existing reports or reported separately.

Restrictions: The following restrictions shall apply to IASFAA investments:

1. Investments made in Money Market Funds shall be limited to the following funds:
   
   Funds for Government Investors
   Government Investors Trust
   First Variable Rate Fund
   
   
2. Only the IASFAA Reserve Fund may be invested in Commercial Paper due to the nature of the fund. The Commercial Paper is limited to corporations rated by Moody's at Prime, and Standard and Poor's at A-1.

Return to top

4-17 Reserve Fund Investment Policy (approved February 28, 1986)

Purpose: The purpose of an investment policy is first, to safeguard the IASFAA cash reserves and, secondly, to produce as high an interest income as possible.

Authorization to Invest: The Finance Committee shall act as an Investment Committee for the cash reserves. The Committee shall bring recommendations of investments to the Executive Council for approval prior to committing funds for investment.

Types of Funds: The following are IASFAA's fund types of an interest bearing nature:

1. NOW Checking Account
2. Short-term Investments
3. Reserve Fund Investments

Types of Investments: The Finance Committee is authorized to invest in:

1. Bills
   Certificates
   Short-term Bonds
   Short-term Notes

Only investments issued by the U.S. Treasury or Agencies of the U.S. Government are authorized. Additionally, investments may be made in:

1. Bank Certificates of Deposit
2. Commercial Paper & Deposits in Commercial Banks
3. Money Market Funds
4. Savings Banks

Return to top

4-18 Revenue and Expenditures Policy (approved August 15, 1990)

1. 1. The Treasurer shall have responsibility for all of IASFAA's financial transactions including:
2. a) All check writing for issuing refunds and payment of all expenses.
3. b) Receiving of all income.
4. c) Reconciliation of all bank statements.
5. 2. Checking Accounts:
6. a) IASFAA shall have only one checking account, which shall be an interest bearing account at the highest possible rate.
7. b) Signatories shall include the Treasurer, the President, and a Delegate. If possible the Delegate term will overlap that of the Treasurer to provide interim consistency for the association in writing checks in the event the Treasurer or President is unable to carry out these duties. .
8. c) The business address of the Treasurer shall appear on the account.
9. d) All IASFAA income and expenses shall pass through this account.
10. e) All deposits shall be made weekly and accounts payable shall be made within thirty (30) days or when due.
11. f) The Treasurer shall maximize interest income to the greatest extent possible.
12. g) Every effort shall be made to reimburse individual IASFAA members as quickly as possible.
13. 3. Annual Conference/Workshop Income and Expenses:
14. a) Income (registration fees, vendor income, etc.) shall be sent to the Chairperson of Electronic Services for entry into the database and then forwarded to the Treasurer weekly for deposit into the IASFAA checking account. Any mailing to the Treasurer which involves the transmittal of multiple funds shall be made via traceable mail delivery.
15. b) The Electronic Services Chairperson shall identify the sources of the income, i.e., registration fees, vendor income, membership dues, pre-conference income, etc.
16. c) All conference/workshop expenses shall be paid from the IASFAA checking account. Completed, signed, and dated reimbursement forms shall be attached to all invoices, contracts, etc.
17. 4. Conference and Workshop Accounts Receivable:
18. a) Within thirty (30) days after the conclusion of the event, the event coordinator shall submit to the Treasurer a complete list of outstanding accounts.
19. b) The Treasurer shall be responsible for billing and collecting these funds according to the IASFAA Accounts Receivable Policy.
20. 5. Membership Dues Income:
21. a) Received by the Electronic Services Chairperson with a membership form and receipt entered into the database.
22. b) The funds must be sent to the Treasurer within three (3) days of receipt, along with identification as to the source of the funds. Any mailing to the IASFAA Treasurer which involves the transmittal of multiple funds or funds of sizeable value should be made via traceable mail delivery.
23. 6. Sponsorship Income
24. a) Received by the Sponsorship Chairperson
25. b) The funds must be sent to the Treasurer weekly along with identification of the source of the funds. Any mailing to the IASFAA Treasurer shall be made via traceable mail delivery

Return to top

4-19 Safety Deposit Box and Storage of Documents (approved August 7, 2002)

IASFAA maintains a safety deposit box at Bankerís Trust (downtown Ruan Skywalk location) at 665 Locust Street in Des Moines, Iowa. It shall be the intent of IASFAA to store in this box the important documents selected by the IASFAA President and Executive Council. These documents may include, but are not limited to:

Articles of Incorporation
501C-3 Status Approval
Insurance Policies
Income Tax Exempt Status Approval
Copy of tax return for last 5 years

The lock box renewal shall be the responsibility of the President-Elect and shall be renewed each August 1st. Four "owners" will be registered at the bank, thereby allowing them access to the safety deposit box. All four will be active members of IASFAA from the Des Moines area, with one of the four persons employed by the Iowa College Student Aid Commission. These four people will remain responsible until the President of IASFAA chooses to replace one or more of the key holders. Two keys have been supplied to the safety deposit box. One key will be stored at ICSAC with the responsible party, and the other key will be held by one of the other "owners".

Return to top

4-20 Stale Check Policy (approved August 15, 1990)

1. All IASFAA checks will be marked "VOID AFTER 90 DAYS." If a check becomes void, it is the Treasurer's responsibility to determine the status of the check and the payee's intentions.
2. A stale check that is later reissued will be charged to the same account from which it was originally issued.

Return to top

4-21 Travel Expenses (approved December 7, 1989)

Maximum reimbursable mileage rate is the current allowable IRS mileage rate at the time the expense was incurred.

Return to top

4-22 Project Development Policy (approved February 5, 2003, amended September 3, 2003)

Purpose: To promote the development of special projects for IASFAA not included in the annual budget.

A proposal should be submitted using the approved “IASFAA Project Development Fund Request For Funds” form, which is part of this Policy and procedures manual.

Determination: The Finance Committee will screen applications upon receipt. Upon approval by the Finance Committee, the proposal will be presented to the Executive Council for review and discussion. Final approval of the project must be approved by majority vote of the Executive Council.

Funding: Funding of these projects will be from IASFAA assets, less the reserve fund, as established in this Policy and Procedures Manual. Funding for any year should not exceed 10% of the total assets, less the reserve fund. Each year the Finance Committee will determine the amount of funding available for the year. The Executive Council is encouraged to fund projects that are needed, but not to feel the need to spend the entire annual allocation.

Return to top

5. Awards Guidelines
(approved 1/19/1990; amended 6/13/1991, 12/13/1992, and 4/24/1997)

Return to top

5-1 John Heisner Memorial Lifetime Achievement Award

The Lifetime Achievement Award is the highest award which IASFAA can bestow upon deserving members. Recipients of this award must have actively worked with IASFAA and the profession in achieving its goals over a sustained period of time.

Return to top

5-2 Distinguished Service Award

The Distinguished Service Award is one of the highest awards given by IASFAA. This award is intended to recognize outstanding achievements to the financial aid profession and to IASFAA goals. This award's key criteria are significant contributions over a period of time and are not typically given for a single contribution.

Return to top

5-3 Meritorious Service Award

The Meritorious Service Award is presented to an individual or a committee who has made significant contributions to IASFAA or the financial aid profession. The selection is based on leadership or work on special projects. It is not required that these projects last for an extended length of time; the award could also be for a single accomplishment.

Return to top

5-4 Presidential Award

The Presidential Award is selected by the President of IASFAA and is based on a

significant contribution to the Association by either an individual or a committee during the President's term in office. The selection of the recipient is at the President's discretion or initiative. A selection is optional and nominations are not solicited from the membership.

Return to top

5-5 Outstanding Committee Member Award (amended April 24, 1997)

The Outstanding Committee Member Award is presented annually at the Spring Conference. The award is intended to recognize the contributions and participation of IASFAA members who serve on IASFAA committees. Outstanding Committee Members are nominated by the IASFAA Committee Chairs from the current and prior years. Selection of the recipient is made by the Awards Committee.

Return to top

5-6 Student Success Story Award (approved April 24, 1997)

The student Success Story Award is presented annually either during FinancialAid Awareness Week or the Fall Conference. This award is intended to honor a student who represents all aid recipients through their achieving success with the assistance of financial aid. Recipients of the award must be in the last year of their program or hold a degree and have received need-based Title IV financial assistance.

Return to top

5-7 John E. Moore Award

The John E. Moore Award is given annually to the Financial Aid Office which has shown the highest standards of service and commitment to their students and community. The award is comprised of a $500 award for exemplary achievement as well as an engraved plaque. Nominations are restricted to IASFAA member institutions. Selection of the recipient of the annual award is made by the Associate Member Relations Committee.

Return to top

6. Sponsorship/Exhibitor Guidelines (approved August 11,1998)

Return to top

6-1 Purpose

This policy is intended to establish and define criteria concerning sponsorship levels and exhibit fees.

Return to top

6-2 Authority

The IASFAA Sponsorship Committee Chair shall have the responsibility of overseeing the solicitation of sponsorship funds and payment of exhibitor fees.

Return to top

6-3 Solicitation of Sponsorships/Exhibitors

The IASFAA Sponsorship Committee Chair shall have the responsibility of soliciting sponsorships and/or exhibitors to support various IASFAA activities. These sponsorships are generally solicited by contacting the potential donors (usually by letter, telephone, or both).

The Sponsorship Committee Chair shall maintain a list of all potential sponsors or exhibitors which shows company name, address, telephone number, and contact person. All past and current donors should be included on this list.

Additionally, the Sponsorship Committee Chair, with assistance from the Treasurer, has the responsibility for collecting the sponsorships or exhibitor fees.

Return to top

6-4 Sponsorship Levels

The sponsorship levels are established as follows:

• Bronze Level Donations between $200 and $999
• Silver Level Donations between $1,000 and $1,999
• Gold Level Donations over $2,000

Additionally, sponsorship at the Silver level will entitle the donor to one complimentary exhibit fee. Sponsorship at the Gold level will entitle the donor to two complimentary exhibit fees. There are no complimentary exhibit fees at the Bronze level.

Return to top

6-5 Exhibit Fees

Exhibit fees shall be a minimum of $250 per conference. Complimentary exhibit fees are awarded to sponsors at the Silver or Gold levels as described in section 6-4.

Return to top

7. Parlimentary Procedures (approved January 8, 2003) Click HERE for printable version.

1. To Make a Motion: Is done in answer to Mr./Madam President’s question, “Is there a motion to/that…?” Member: “Mr./Madam President.” The President acknowledges the Member by name, if known. Member: “I move to/that…” President: “Is there a second to that motion?” Member: “I second the motion.” President: “All in favor indicate by saying ‘Aye” or “all in favor indicate by raising your right hand.” President: “Motion carried” or “motion does not carry.
2. To Adjourn/Recess: A motion to “adjourn” is used when the agenda items have normally been completed, and usually signals the end of an entire meeting. A motion to “recess” is used during the course of a meeting and usually includes a time for the meeting to reconvene. The motion would be used at the close of the first day of a two-day meeting.
3. Question: A Member may call for a question (requesting that a vote be asked for by the President) following the discussion of a motion.
4. Question of Privilege: A Member may seek the floor by indicating, “Mr./Madam President, I rise to a question of privilege” at which time the Chair would ask the member to state his/her question. The privilege could be simply to ask a speaker to rise when speaking or to request speakers to speak louder. This motion could also be used to ask visitors to leave the room until a particular item of business is concluded. The Chair usually rules on granting of a privilege.
5. Rise To a Point of Order: A “Point of Order” is also referred to as rising for a parliamentary inquiry and/or rising for information.
   1. Point of Order Member: (Speaking, but not waiting to be recognized.) “Mr./Madam President, I rise to a point of order.”
      President: “State your point of order.”
      Member: “The motion just proposed is out of order because there is already a main motion before the council.”
      President: “Your point is well taken. The motion last proposed is out of order.” OR: “Your point is not well taken.”
   2. Rising to a Parliamentary Inquiry. If the Chair cannot answer the inquiry, the Chair may refer to the Parliamentarian or to some member of the assembly. A Parliamentary inquiry may not lead to debate, or to an appeal.
      Member: “Mr./Madam President, I rise to a parliamentary inquiry.
      President: “State your inquiry.”
      Member: “Is it in order to offer an amendment now?”
      President: “It is.”
   3. Rising for Information. All requests for information are addressed to the Chair, even though aimed at another member. All answers to questions are addressed to the Chair. A member rising too often should not be given recognition by the Chair.
6. Appeal: A member who believes the decision of the chair may be in error may request an appeal. An appeal should be handled in this way:
   Member: “Mr./Madam President. I appeal from the decision of the Chair.”
   President: “There is an appeal from the decision of the Chair. (If debatable, “Is there any discussion?”) “Those in favor of sustaining the decision of the Chair say ‘Aye’. (Pause.) “Those opposed to sustaining the decision of the Chair say ‘No’.”
7. To Suspend the Rules: When the normal procedures of the association prevent the speedy resolution of an issue, suspending the rules may be needed. This motion may not overturn a provision of the By-Laws or Constitution. The motion is reserved for special occasions and should not be used unless there is a compelling reason to expedite an item of business.
8. To Withdraw a Motion: To withdraw a motion, the person who made the motion must be the one requesting the withdrawal, and it stops all further consideration of that item of business. If there is no objection, the motion will be withdrawn. If there is an objection, then the withdrawal request must be voted upon.
9. To Lay On the Table: To table means to postpone further discussions or a vote.
   To take from the table is to take up an item of business which has been postponed.
   1. To Table:
      Member: “Mr./Madame President,” (Pause for recognition) “ move that we table the main motion.”
      President: “It is moved and seconded that we table the motion (state the motion). Those in favor of the motion being table say, ‘Aye’. (Pause) Those opposed say ‘No’.”
   2. To Take From the Table:
      Member: “Mr./Madam President” (Pause for recognition) “I move that we take from the table the motion to (state the motion).”
      President: “It is moved and seconded that we take from the table the motion to (state the motion). Those in favor of taking this motion from the table say ‘Aye’. (Pause) Those opposed say ‘No’."
10. Other Types of Motions
    1. Limiting Debate: Member makes a motion to Chair to put a limit on the amount of time that each speaker may spend defending their side of the debate.
    2. Postponing Discussion: A motion to postpone discussion on a vote of an item of business must specify a time and day to reconvene the discussion.
    3. To Refer: Involves a member making a motion to refer a question or resolution to a committee or person.
    4. To Amend: Member makes a motion to amend the motion by adding/striking out/inserting the word(s) _______________.
    5. To Reconsider: Permits the group to review again a previous item of business. Motion to do so must come from member who voted with the prevailing side.
    6. To Rescind: Member makes motion asking to reverse the previous action or to withdraw approval of an item of business.

For a complete guide to Parliamentary Procedures, please refer to the Official Robert’s Rules of Order website.

Return to top