updated 8.27.08
Region II Policies & Procedures

May 2001
Table of Contents

Article I – Purpose of Regional Meetings
Regional meetings are conducted at the regional level to identify and discuss topics of interest and to update the membership on recent developments and activities within the financial aid community. The regional councilperson and chairperson serve as moderators and facilitators of these meetings. Regional meetings also serve as a valuable conduit for information and concerns between the members and the Executive Council.

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Article II – Regional Affiliations
Regional affiliation is determined by the county that the member's institution resides in, however, a member may choose to belong to any region or may hold memberships in additional regions, usually for an additional fee.

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Article III – Duties of the Officers

Regional Coucilperson
The Regional Councilperson shall represent the respective regional membership at all meetings of the Executive Council, preside at all meetings of the Regional Association and shall perform such duties in furtherance of the goals and objectives of both the Region and the Association.

Term: Two Years

Regional Chairperson
The Regional Chairperson shall chair all meetings of the Region and shall be responsible for the coordination of the site, time and date of each meeting, and other duties as assigned by the Regional Councilperson.

Term: One Year

Regional Secretary
The Regional Secretary shall record and maintain all documents pertinent to each regional meeting and other such duties as assigned by the Regional Councilperson.

Term: One Year

Regional Treasurer
The Regional Treasurer shall be responsible for receiving and disbursing all monies of Region II. Adequate and appropriate records shall be kept including all receipts, bills and disbursements. The Treasurer shall be ready, whenever required, to turn over all records to Region II, as well as to the successor when elected. The Treasurer shall submit an annual report to the Region, usually in July.

Term: One Year

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Article IV – Awards Committee

Purpose: To select from the membership, worthy recipients of Achievement, Service, and other awards established by the Association, and to prepare for the presentation of these awards at the annual conference. To coordinate the collection of regional service award recipients and to assist regions in securing the plaques for these awards.

Duties
  1. To solicit through various sources (i.e. mail, web site, e-mail) nominations for the Region II Service Award. Nominations are accepted year round and can be carried forward from year to year.
  2. To set up a meeting in late spring, early summer to select from the award recipients. This meeting can be either face to face or by telephone conference call.
  3. Work with regional chairs to collect names and pertinent information of regional award recipients.
  4. Write and arrange for award presentation at a Region meeting.
Membership
  1. One person to serve on the state committee and to coordinate the selection of the Region Service Award.
  2. Region committee made up of past Region II Service Award recipients to select the new Region II recipient.

Tenure: One year, but may be renewed.

Qualifications
  1. NYSFAAA membership
  2. State committee member should be reasonably well acquainted with the award criteria, and feel comfortable discussing relative merits of their colleagues who may be nominated for award.
Time Line
  1. Every spring each year, prepare a mailing of region service award nomination letter and form.
  2. Send reminders to Region II listserve regarding region service award nomination form.
  3. By May, coordinate the committee of past Region II service award recipients (three or four) to review nominations and decide on the winner.
  4. By June, submit name of Region II service award recipient to statewide chair of the Awards Committee so the plaque may be ordered.
  5. Maintain NYSFAAA data form documents, which outline Region II membership activities, and solicit updates every two years. These can be used to:
    • · Assist the committee to select a Region II Service Award recipient.
    • · Assist with the nomination or write-up to present a statewide service award.
    • · Solicit new volunteers to encourage more involvement from inactive and/or new members.

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Article V – College Aid Awareness Network Committee (CAAN, formerly FAAM)

Purpose: To develop, promote, and implement activities of an outreach nature to students and their families concerning the availability of financial aid and the application process.

Duties
  1. To coordinate a statewide and regional plan to carry out the program.
  2. To arrange with statewide CAAN committee a toll-free Hot Line, staffed by NYSFAAA volunteers, who will provide answers to financial aid questions.
  3. To assist, coordinate, and provide assistance to regional CAAN activities such as forms workshops, TV/Radio shows, public service ads, etc.
  4. To attend at least one planning meeting with all regional representatives.
Membership: Chairperson

Tenure: One year, but may be renewed.

Qualifications
  1. NYSFAAA membership.
  2. Willingness to work with many constituents to bring about the success of the program.
Time Line
  1. September – Update and mail CAAN materials to high school guidance offices and regional members.
  2. October – Deadline for responses to be returned by the end of October.
  3. November – Prepare high school listing and update NYSFAAA website with information. Solicit volunteers for open high school nights and CAAN hotline.
  4. January/February – Coordinate CAAN hotline activities.

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Article VI – Elections and Nominations Committee

Purpose: To prepare a slate of candidates according to the Constitution for officers and Councilperson of the Region.

Duties
  1. Determine the positions to be filled each year.
  2. Solicit nominations for those positions from the membership.
  3. Establish a slate of candidates for the members to vote on.
  4. Mail ballots to the membership.
  5. Count returns.
  6. Announce results at a regional meeting.
Membership
  1. Chairperson
  2. At least two other members, as necessary, selected by the chair to conduct the count of returns.

Tenure: One year, but may be renewed.

Qualifications
  1. NYSFAAA membership.
  2. It is helpful if committee knows many Region II members.
Time Line
  1. March 15 – Determine the positions to be filled each year.
  2. March 15 – Obtain three sets of mailing labels and/or membership list from Region II Membership Chairperson.
  3. March 20 – Solicit nominations for positions form the membership.
  4. April 20 – Establish a list of candidates for the members to vote on.
  5. April 20 – Contact each nominee to confirm his or her willingness to serve.
  6. April 25 – Mail ballots to the membership.
  7. May 15 – Count returns.
  8. May 20 – Announce results to all nominees.
  9. May 22 – Announce results to the entire membership.

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Article VII – High School Counselor Workshop Committee

Purpose: To provide high school counselors in Region II with an annual meeting to update them on financial aid programs, changes, and the application process.

Duties
  1. Coordinate two one-day workshops within Region II. One of these workshops will take place in the Southern Tier and one in the Rochester area.
  2. Develop and define a training curriculum to meet the needs of new and experienced high school counselors.
  3. To work with HESC in a cooperative way in order to provide mailings, information and registration materials.
  4. Coordinate with the NYSFAAA statewide committee on the locations and dates of the workshops.
  5. Attend statewide planning committee meeting.
  6. Prepare a budget of the activity and solicit support from the vendor community.
Membership
  1. Chairperson
  2. Volunteers from Region II
  3. At least one high school counselor

Tenure: One year, but may be renewed

Qualifications
  1. NYSFAAA membership
  2. An interest in working with high school counselors
Time Line
  1. By May – Determine who in region is interested in working on committee; ask high school counselors for representation.
  2. June – Chair or representative attends statewide committee meeting.
  3. July – Determine dates and sites.
  4. By September – Committee meets to determine program and volunteer responsibilities.
  5. Late October/Early November – Mail invitations to high school counselors.
  6. Late November/Early December – Workshop

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Article VIII– Support Office Staff (SOS) Committee

Purpose: To plan, develop and implement a training workshop day for support office staff to attend from the regional financial aid offices.

Duties
  1. Meet with committee members to discuss agenda and plan for workshop.
  2. Work with vendors/lenders to solicit support for the workshop.
  3. Contact qualified presenters or training personnel to assist with the training activities planned.
  4. Prepare all materials including, but not limited to, invitations and agendas to participants, evaluations, vendor/lender letters, thank you notes, etc.
  5. Plan to attend the workshop to help assist with set up, keeping sessions timely, clean up, etc.
  6. Follow up the workshop with a committee meeting to discuss evaluation outcomes.
Membership
  1. Chairperson
  2. There should be at least six other committee members from the region to assist.

Tenure: One year, but may be renewed.

Qualifications
  1. NYSFAAA membership.
  2. Willingness to attend several planning meetings before the workshop.
Time Line
  1. Event preferably occurs in March or April of each year.
  2. Planning meetings generally begin in early January.

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Article IX – Training Committee

Purpose: To enhance the professional development for Region II membership.

Duties
  1. Develop training programs for budgetary approval each year.
  2. Prepare training curricula and materials, as necessary.
  3. Schedule training sites and dates to correspond with region meetings.
  4. Account to the Treasurer for all Committee expenditures.
  5. Professional financial aid trainers are not paid for conducting NYSFAAA training, although their travel expenses are reimbursed. The Region may authorize payment for trainers, as necessary, if they are from outside the profession and demand compensation (prior to the event).
Membership
  1. Chairperson
  2. Committee members selected by the Chair.
  3. Training Calendar Coordinator to work directly with Regional Chairperson.

Tenure: One year, but may be renewed.

Qualifications
  1. NYSFAAA membership.
  2. Interest in professional development and willingness to take the responsibility to ensure meaningful and pertinent training sessions to draw members to region meetings.
Time Line
  1. Planning meetings should occur in June or July each year to plan fall training activities and in November or December for spring training activities.
  2. As soon as region meeting date/locations are scheduled, set training program.

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Article X – Website/Communication Committee

Purpose: To publicize Region II events and serve as the regional liaison with the statewide website/Communication Committee.

Duties
  1. Make recommendations for website content and appearance.
  2. Serve as membership liaisons for communicating website developments to the membership and bringing membership suggestions back to the committee.
  3. Maintain an up-to-date familiarity with the NYSFAAA website.
  4. Provide regional activity information in the form of articles for the Web and via regional listserve.
Membership
  1. Regional Liaison Representative to state wide committee

Tenure:: One year, but may be renewed.

Qualifications
  1. NYSFAAA membership.
  2. Familiarity with and access to the web.
  3. Awareness of NYSFAAA purpose and goals.
  4. Must have e-mail accessibility.
Time Line
  1. On an as needed basis, directed by the Regional Chairperson.
  2. Meet deadlines set for the NYSFAAA Webletter.




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