Ohio School
Psychologists Association
Operations Manual |
Revised November, 2008
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CHAPTER
I
PURPOSE
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The purposes of the Association, not for profit,
shall be:
1. To advocate for the educational and mental health needs of
students, adults and families;
2. To contribute to the advancement of ethical, legal, and professional
standards for the practice of school psychology;
3. To extend professional growth and development opportunities
to school psychologists;
4. To promote research relative to the practice of school psychology;
5. To encourage the publication of information contributing to
the advancement and practice of school psychology as a profession.
CHAPTER II
PLANNING PROCESS
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A. Long-Range Plan
The Association, through the Executive Board, shall establish
and maintain a long-range plan based on projections of the future
of school psychology and the implications for Ohio’s school
psychologists.
B. Annual Goals
The Association, through the Executive Board, shall adopt annual
goals which are in keeping with the long-range plan and provide
direction for planning in each organization unit and committee.
C. Annual Objectives
Each officer and chairperson of the Association shall develop
yearly objectives in keeping with the annual goals of the long-range
plan. These objectives shall be accompanied by a plan of action
which shall form the basis for the proposed budget of that organizational
unit. These activities and corresponding budgets shall be presented
to the Executive Board for approval in accordance with the Fiscal
Advisory Committee policies.
CHAPTER III
STRUCTURE
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A. Membership
Membership categories for the Association have been established
as follows:
1. Full Membership
a. Eligibility Defined: Employed professionals holding Ohio certification
and/or licensure as a school psychologist, or licensure as a psychologist
with specific training in school psychology.
b. Privileges: Full members shall be entitled to vote on all
issues brought before the membership, to vote in the election
of offices, to hold office, to serve as committee chairpersons,
and to serve as committee members.
2. Retired Membership
a. Eligibility Defined: A professional who, due to age, disability,
or length of service, is no longer in full-time service as a school
psychologist in a school system. Retired professionals who are
otherwise eligible for Full Membership shall be eligible for Retired
Membership.
b. Privileges: Retired Members shall be entitled to the privileges
of Full Membership.
3. Unemployed Membership
a. Eligibility Defined: A professional who, at the time of joining
or renewing membership, is unemployed and therefore receiving
no remuneration from professional resources, and has no immediate
promise of employment. Unemployed professionals who are otherwise
eligible for Full Membership shall be eligible for Unemployed
Membership.
If the Unemployed Member becomes employed during the course of
his or her unemployment membership status, he or she must transfer
to the Full Membership category with dues paid according to the
prorated schedule (less the amount already paid for Unemployed
Membership).
b. Privileges: Unemployed Members shall be entitled to the privileges
of Full Membership.
4. Intern Membership
a. Eligibility Defined: Persons employed as intern school psychologists.
b. Privileges: Intern Members shall be entitled to vote on all
issues brought before the membership, to vote in the election
of officers, and to serve as committee members.
5. Student Membership
a. Eligibility Defined: Persons enrolled in university training
programs leading to certification as a school psychologist. Persons
eligible under full, retired, unemployed, or intern membership
status shall not be eligible for membership under this category.
b. Privileges: Student Members shall be entitled to participate,
without elected or voting status, at all meetings of the Association.
6. Affiliate Membership
a. Eligibility Defined: Persons possessing a bachelor’s
degree, or higher, and having a professional interest in the field
of school psychology. Persons eligible under full, retired, unemployed,
intern, or student membership status shall not be eligible for
membership under this category, except upon approval of the Executive
Board.
b. Privileges: Affiliate Members shall be entitled to participate,
without elected or voting status, at all meetings of the Association.
7. Common Address
a. Eligibility Defined: Two or more Full Members living at the
same address for the entire membership year. Dues for the first
members will be at the Full Membership rate, with the dues rate
of each additional member sharing the address being set according
to the prorated schedule. These members will receive only one
copy of all mailing by the Association, except for election materials.
b. Privileges: Common Address Members shall be entitled to the
privileges of Full Membership.
8. Honorary Life Membership
a. Eligibility Defined: Honorary Life Membership may be conferred
upon an individual whose contribution to the profession has been
above and beyond that which is usually expected of a school psychologist.
The Executive Board awards this honor.
b. Privileges: Honorary Life Members shall be entitled to the
privileges of Full Membership. Additional rights, privileges,
and services for members in this category may be established by
action of the Executive Board upon recommendation of the Awards
Committee. Dues and special assessments shall not be required
of honorary life members.
B. Membership Application Procedure
All applications will be processed through the Association office.
Formal application for membership will be completed and returned
to the Association Business Manager. The Membership Services Committee
will present the applications to the Executive Board for approval.
An applicant, when accepted, will then become a member upon payment
of dues.
C. Membership Dues
1. The membership year begins July 1 and ends on June 30 of the
following calendar year.
2. Dues shall be established for each membership category upon
recommendation of the Executive Board and Association membership.
3. Dues are currently established as follows:
Full $100.00
Retired/Unemployed/Affiliate $ 50.00
Intern/Student $ 20.00
Full First Year Post Intern $ 75.00
Honorary Life no dues
D. Severance of Membership
1. Membership may be terminated for nonpayment of dues.
2. Upon recommendation to the Executive Board, a member may be
expelled from the Association for violation of the Ohio School
Psychologists Association Code of Ethics and/or for unprofessional
conduct. Recommendation for expulsion must be confirmed by two-thirds
vote of the Executive Board.
3. Members shall be protected by the right to appeal to the Association
Executive Board.
CHAPTER IV
ORGANIZATIONAL UNITS
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A. Offices:
1. President
2. President-elect
3. Immediate Past President
4. Treasurer
5. Treasurer-elect
6. Secretary
B. Executive Board
Voting members of the Executive Board shall be the current officers
and regional representatives as established by the Operations
Manual. Committee chairpersons are also appointed and are non-voting
members of the Executive Board, unless otherwise entitled to vote
by virtue of elective office. Appointments are for one year unless
they are re-appointed by the President. All members of the Executive
Board must be voting members of the Association.
The President shall appoint an Editor of The Ohio School Psychologist,
who shall be a non-voting member of the Executive Board. The Editor
is responsible for the regular and timely publication of The Ohio
School Psychologist. The Editor solicits, accepts, and edits material
for publication on the basis of its relevance to the interests
of the membership, and arranges for the production and dissemination
of The Ohio School Psychologist. The Editor also participates
in the National Association of School Psychologists’ Newsletter
Editor’s Network, implements the Advertising Policy of The
Ohio School Psychologist (see Appendix A), assigns duties to any
associate editors, maintains appropriate mailing permits and postage
funds, and advises the Treasurer of the financial status of The
Ohio School Psychologist.
The President shall appoint an Historian of the Association,
who shall be a non-voting member of the Executive Board. The Historian
shall partner with the Membership Services Committee to facilitate
the gathering, storing, and sharing of historical items and information
related to the Association. The Historian shall disseminate information
about the history of the Association to members through convention
programs, submissions to The Ohio School Psychologist, and other
means, as appropriate.
The vacating of the position of Editor or Historian shall be
confirmed by a majority vote of the Executive Board.
C. The Committees of the Association shall be those specified
below:
1. Standing Committee – A committee defined by the Constitution
and established by a two-thirds vote of the Executive Board with
ongoing purpose specified in the Operations Manual.
2. Ad Hoc Committee – A committee created by the Executive
Board when a Task Force report indicates that a specified purpose
requires continuing action and may require on-going commitment
by the Association. An Ad Hoc Committee may not be created for
more than three years.
3. Task Force – A group of members appointed by the President
to address a single issue affecting broad areas of school psychology.
Task Forces are assigned a single task to be accomplished within
a maximum of two years.
4. Liaison – A liaison is established with external organizations
by resolution of the Executive Board to establish and maintain
communication. A member or group of members is appointed by the
President for the liaison function.
CHAPTER V
POLICIES AND PROCEDURES
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A. Amendment of Constitution
1. The Constitution may be amended by a simple majority of the
votes cast at a meeting of the Association or by mail ballot.
Proposed amendments must be presented to the membership in writing
in advance of the meeting at which they will be considered or
in the same mailing that contains the mail ballot.
2. Amendments to the Constitution may be proposed by the Executive
Board or by written petition of ten (10) percent of the voting
membership of the Association. Such petitions shall be submitted
to the Executive Board for verification of validity, following
which the Executive Board shall present the proposed amendment
to the membership as provided in Article X of the Constitution.
3. The Constitution shall be reviewed at least every five (5)
years. Amendments shall be proposed as necessary to ensure the
continued effective and efficient functioning of the Association.
Such proposed amendments shall be subject to the approval of the
Executive Board and shall be adopted in accordance with the specifications
of Article X of the Constitution.
B. Operations Manual
The Operations Manual shall define the purpose, function, policy,
and procedures of the Association. It will be in a format that
is readily accessible to those members making use of it, and readily
modified when necessary. The Operations Manual shall be reviewed
on the same schedule as the Constitution, or as needed. The Operations
Manual may be amended by a majority vote of the Executive Board.
CHAPTER VI
FINANCES
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A. Authority
The authority of chairpersons and officers to arrange financial
commitment shall be restricted to the activity of their offices
and to the approved budget of the committee or coded account.
The reallocation of funds shall require the approval of the Fiscal
Advisory Committee (FAC). Any expenditure not in the annual budget
shall be made only with express consent and approval of the Fiscal
Advisory Committee.
The FAC will oversee the fee structure for membership, conventions,
workshops, conferences and all items sold under the auspices of
the organization. Specific committees may be authorized by the
FAC to set registration rates for Association sponsored events
or sale items. Upon request, committee chairs may be asked for
documentation of competitive bidding/price scales for convention
sites or other expenditures related to an event.
B. Reimbursements
Request for Reimbursement forms are available from the Business
Manager in the Association office. Each request for reimbursement
form should contain expenditures from only one budget category.
1. All reimbursements must be accompanied by the appropriate
documentation (receipts/purchase orders/invoices) and must be
within the approved budget.
2. All committee expenditures must be approved and signed by
the committee chair.
3. Completed forms must be sent to the Association office.
4. All reimbursement requests must be submitted within sixty
days of encumbrance or they may be invalid for payment.
5. Mileage reimbursement for employees, officers and members
on Association business will be based upon the allowance in the
Federal Tax Code at the time such mileage was accrued.
6. Total reimbursements for meals in any one day shall not exceed
$40.00. Regardless of total expenditures, purchases of alcoholic
beverages will not be reimbursed.
C. Speaker Reimbursement
Speaker fees for conferences, conventions and workshops will
be negotiated by the appropriate committee chairs. Honorariums/speaking
fees for an individual must not exceed $3,000 per day unless prior
approval is obtained from the FAC. There will be a written contract
provided by the Business Manager stipulating all fees/honorariums
and reimbursement for expenses/travel that must be signed by the
contracted individual and Association representative. All contracts
will be submitted to the Treasurer for review and to the FAC for
approval.
D. Awards Reimbursement
The cost of all recognition awards will come from the Executive
Board expenses unless a designated budget code is identified.
E. Association Travel
Members, officers, and employees with opportunities to represent
the Association at regional or national conferences will abide
by the following guidelines. (This section excludes the designated
accounts for the President and President-elect at events for the
National Association of School Psychologists (NASP)).
1. All air, train or bus transportation will be arranged by the
Association Business Manager. If specialized or unique itineraries
are required, Association will reimburse at the rate determined
by a written quote obtained by the Business Manager. All air travel
will be by coach or best available rate from a nearby location
to the Association representative.
2. Lodging will be paid in full when representing the Association
out of state and/or beyond a 100 mile radius from the individual’s
home.
3. Meal reimbursement is not to exceed $40.00 per day excluding
alcohol. (Assumes a full day stay).
4. Specialized needs such as: rental cars, taxis, and parking
fees will be reimbursed for travel to and from a transportation
site (i.e., airport) to the event and a maximum of one round trip
fare per day away from the site.
5. Other unique travel requirements, including the purchase of
airline tickets, shall be approved in a budget form by the FAC
in advance of travel and obtained through the office of the Association,
unless otherwise approved by the FAC.
CHAPTER VII
BUDGET
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A. (April to May) Committee chairs, officers and employees submit
budget requests to the FAC 30 days prior to the Spring Conference
Executive Board Meeting.
B. (Prior to May Executive Board Meeting) The FAC reviews and
amends the budget outlined by the Treasurer.
C. (May Executive Board Meeting) The Treasurer presents the tentative
budget to the Executive Board for approval.
D. Fiscal year – (July 1 to June 30) Once approved, each
committee and individual may spend up to the line item within
their authority. Requests for budget increases must be submitted
in writing to the FAC.
CHAPTER VIII
OFFICERS
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The officers of the Association shall be the President, President-elect,
Immediate Past President, Treasurer, Treasurer-elect, and Secretary.
The President, President-elect, Treasurer-elect, and Secretary
shall serve terms of one year. The Treasurer shall serve a term
of three years.
In the event that the President is unable to complete the term
of office, the President-elect shall assume the office for the
remainder of the term.
1. If less than eight (8) months of the term remains, the President-elect
shall also succeed to the office for the following term. The Immediate
Past President shall fulfill such responsibilities of the office
of President-elect as shall be necessary until the next annual
election.
2. If eight months or more remain in the term, a special election
shall be held to fill the office of President-elect. This new
President-elect shall succeed to the office of President for the
following term.
In the event that the President-elect is unable to complete the
term of office, a special election shall be held to fill the office
as soon as possible.
In the event that the Treasurer is unable to complete the term
of office, the Treasurer-elect shall assume the office for the
remainder of the term.
1. If less than eight (8) months of the term remains, the Treasurer-elect
shall also succeed to the office for the following term.
2. If eight months or more remain in the term, a special election
shall be held to fill the office of Treasurer-elect. This new
Treasurer-elect shall succeed to the office of Treasurer for the
following term.
A. OSPA President shall:
1. be a voting member of the Executive Board;
2. preside at all meetings of the Association and the Executive
Board. The President is responsible for determining the date,
locations and time of the meetings and for determining the agenda
for the meetings;
3. serve as the major spokesperson for Association positions
or delegate this role to other Association members or officials.
Information concerning Association positions or policies which
the Association should address is channeled through the President;
4. serve as a member of the Fiscal Advisory Committee;
5. serve as an ex-officio member of all committees of the Association;
6. appoint chairpersons of all committees and special committees
of the Association and shall make such other appointments as are
necessary to carry on the business of the Association. All appointments
shall be subject to the approval of the Executive Board;
7. authorize official communication necessary with other organizations,
agencies or persons;
8. keep a log of activities;
9. work with the President-elect to establish a functional communication
network among all regional affiliates of the Association to ensure
that each of these affiliates is meeting their respective responsibilities
as outlined in Chapter IX, Section C of this Operations Manual.
B. OSPA President-elect shall:
1. be a voting member of the Executive Board and in the absence
of the President serve as chairperson of the Executive Board;
2. serve as a member of the Fiscal Advisory Committee;
3. be an ex-officio member of all committees of the Association;
4. participate with the President in the supervision of all paid
employees;
5. assist the President, as assigned, in the appointment of committees
and the supervision of selected committee activities;
6. consult regularly with the President regarding organizational
activities to help insure continuity and smooth transition between
terms of office;
7. work with the President to establish a functional communication
network among all regional affiliates of the Association to ensure
that each of these affiliates is meeting their respective responsibilities
as outlined in Chapter IX, Section C of this Operations Manual.
C. OSPA Immediate Past President shall:
1. be a voting member of the Executive Board;
2. serve as an advisor to the Executive Board and to the other
officers;
3. assist the President, as assigned, in the supervision of selected
committee activities, and shall work closely with committees and
other activities which involve the continuation of goals or completion
of projects from the previous year;
4. consult regularly with the President regarding organizational
activities to help insure continuity and smooth transition between
terms of office.
D. OSPA Treasurer shall:
1. be a voting member of the Executive Board and maintain the
financial accounts of the Association;
2. issue checks for reimbursements upon receipt of vouchers,
or sales receipts;
3. submit a financial report to the Executive Board quarterly
or more frequently if requested;
4. serve as chairperson of the Fiscal Advisory Committee and
shall be responsible for convening FAC meetings to develop and
recommend budget items to the Executive Board;
5. submit the recommended budget from the FAC for discussion/approval
by the Executive Board;
6. arrange for and supervise all official audits in cooperation
with the Business Manager;
7. be responsible for management of all Association monies according
to established fiscal policies and for proposing changes whenever
necessary.
E. OSPA Treasurer-elect shall:
1. be a voting member of the Executive Board;
2. be responsible for consulting with the current Treasurer to
gain a working knowledge of the procedures necessary to execute
the duties of the Office of Treasurer;
3. serve as a member of the Fiscal Advisory Committee (FAC).
F. OSPA Secretary shall:
1. be a voting member of the Executive Board;
2. be responsible for recording accurately the events and information
at official Association meetings, maintaining official records,
and writing official correspondence;
3. review initiatives and directives from meeting to meeting
to insure consistency and to see if charges and activities were
completed;
4. be involved in other direction setting as requested by the
President;
5. if the secretary is unable to serve, the President will appoint
a person to fulfill the term of office;
6. format of the minutes shall include a summary list of motions
and actions taken
CHAPTER IX
EXECUTIVE BOARD
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A. Purpose
While the basic responsibility for the functioning of the Association
rests with the total membership, the Executive Board shall exercise
general management of the affairs of the Association. The Executive
Board is the body to which all officers; committees and employees
of the Association are immediately responsible.
The Executive Board shall have and exercise the general direction,
control and management of the activities and business of the Association.
It shall have ample power to purchase, to lease, to pledge and
sell any personal or real property of the Association and to make
contracts and agreements on behalf of the Association, as it may
be deemed needful and convenient for the successful execution
of the Association’s purposes and operations. In the case
of sale or purchase of real property, an affirmative note by two-thirds
(2/3) majority of the total Board membership is required. Such
transactions shall be publicized to the Association’s general
membership prior to Board action.
B. Structure
Voting members of the Executive Board shall be the officers and
regional representatives of the Association, as established by
the Constitution. Additional Executive Board members may be appointed,
but shall have no vote. All members of the Executive Board must
be voting members of the Association.
Terms of office for all voting and non-voting members of the
Executive Board shall begin June 1 with the exception of the Treasurer,
whose term of office shall commence at the beginning of the next
fiscal year (September 1).
C. Regional Representatives
1. Regional representatives must be voting members of the Association
and members of the regional affiliate they represent.
2. Regional representatives shall be elected by the voting members
of the Association within each region who are also members of
the regional affiliate. They shall represent the interest of these
members.
3. Regional representatives shall serve on at least one committee.
4. The number of representatives from a regional affiliate shall
be determined on the basis of the number of voting members of
the Association who are also members of the regional affiliate
as of December 31, as follows:
a) One representative for the first ten (10) to fifty (50) members,
and
b) One representative for each additional fifty (50) or portion
thereof, to a maximum of four representatives for any single region.
5. Regional representatives shall be elected for terms of three
(3) years. Where a regional affiliate is entitled to more than
one representative, the terms shall be staggered so that all do
not end in the same year.
6. If a regional association's membership drops below the number
required for maintaining their current number of representatives
on the Executive Board, the region will maintain their current
representation until the next election during which that regional
association has a representative on the Executive Board for the
remainder of the current year.
7. If a regional representative is elected to a statewide office
(e.g., President, President-elect, Secretary, Treasurer, Treasurer-elect),
the regional association may select an individual to replace that
regional representative on the Executive Board for the remainder
of the current year.
8. In the event that a regional representative is unable to complete
a term of office, the President of the Association, after conferring
with the President of the regional affiliate organization, shall
appoint a replacement from that region for the remainder of the
current year of office. This appointment is subject to approval
by the Executive Board of the Association. After the next annual
election, a representative shall be elected to fill any unexpired
term.
9. If a regional representative is unable to attend a meeting
of the Executive Board, a proxy representative may be designated
by the President of the regional affiliate. Proxy representatives
must be voting members of the association.
CHAPTER X
ASSOCIATION EMPLOYEES
The Executive Board may employ one or more staff members to assist
in conducting the administration of the Association. They shall
be responsible to the President for their direct supervision.
Their initial and continuing employment will be based on a job
description which will include a statement of qualifications and
sufficient description of duties to allow for adequate evaluation.
Association employees shall attend all Executive Board meetings,
respond as requested to questions from the Executive Board, and
work cooperatively with the Executive Board members. Association
employees shall execute the duties outlined in their job description
to effectively carry out the activities of the Association.
A. Vacancy
1. In the event of a vacancy, the Association Employee’s
position, regardless of title used, shall be filled by a person
whose qualifications are provided for in the job description.
Applicants for this position may be any person other than the
current officers or nominated candidates for any elective position
of the Association. The President will appoint an Executive Search
Committee and these members are not eligible. Officers, nominated
candidates, and Search Committee members shall provide written
evidence of resignation or withdrawal of candidacy prior to making
application for the position of Association Employee, regardless
of the title used for such position.
2. Qualified candidates for the Director of Legislative Services
and Professional Relations position shall be interviewed by the
Search Committee. Prior to the interview, the committee will establish
the process of consensus to be used. Once the Search Committee
has identified a recommended candidate, the candidate’s
qualifications and credentials shall be presented at the next
Executive Board meeting. An affirmative vote by two-thirds (2/3)
majority of the total Board membership is required.
3. Qualified candidates for the Business Manager position shall
be interviewed by the Search Committee. Prior to the interview,
the committee will establish the process of consensus to be used.
Once the Search Committee has identified a recommended candidate,
the candidate’s qualifications and credentials shall be
presented at the next Executive Board meeting. An affirmative
vote by two-thirds (2/3) majority of the total Board membership
is required.
4. The Business Manager, with consultation of the President,
shall be responsible for filling any vacancy for the position
of clerk-typist by running an advertisement, screening applicants,
and interviewing applicants. Upon completion of interviews, the
Business Manager shall present the credentials of the applicant
she feels will best fill the position at the next Executive Board
meeting. An affirmative vote by two-thirds (2/3) majority of the
total Board membership is required.
B. Association Employees’ Evaluation
The staff of the Association shall be evaluated annually according
to procedures adopted by the Executive Board. Such evaluation
procedures will include appeal to a Personnel Committee, which
shall be appointed by the President and approved by the Executive
Board, in case of disagreement over results.
C. Association Employee Job Descriptions
1. Director of Legislative Services and Professional Relations
shall:
a) Pursuant to Section 101.73 of the Ohio Revised Code, file
an expenditure report with the Clerk of Senate no later than January
20th and July 20th for the six preceding months, ending on December
31 and June 30, respectively. File registration statement with
Legislative Agent’s office—State house on even numbered
years;
b) Assist the Legislative Committee in developing goals and priorities
critical to the welfare of students, the professional standing
of school psychologists and/or the stated purposes of the Association;
and communicate with legislative chair(s) at least twice per month.
c) Submit a written report of activities to the Association’s
Executive Board at each regularly scheduled meeting. Keep a log
book of times and activities to Director of Legislative Service
and Professional Relations function;
d) Maintain an itemized account of expenses relative to his/her
job responsibilities (e.g., mileage, lunch, parking, etc.);
e) Collaborate with representatives of other professional organizations,
as necessary, regarding the Association’s position on various
legislation, standards, etc.;
f) Develop a legislative newsletter to keep the membership abreast
of legislative developments, possible future ramifications and
the appropriate response(s) needed to effect the goals desired
by the membership;
g) Monitor bills which are introduced into the Ohio legislature;
h) Inform legislators of the concerns of the membership;
i) Provide information to individual members relative to questions
regarding legislation, litigation, standards, association positions,
insurance, and professional issues;
k) Complete other activities as assigned by the President and/or
Executive Board;
l) Maintain contact with the Office for Exceptional Children,
Ohio Coalition for the Education of Children with Disabilities,
Ohio Psychologists Association, and other professional associations
as necessary.
2. Business Manager shall:
a) Manage the Association central office by supervising part-time
clerk typist, assigning priorities and delegating tasks;
b) Maintain accounting records and reports in cooperation with
the Treasurer, advise the Executive Board on cost effectiveness
of new projects, file IRS reports, maintain payroll records. Limit
office expenditures to approved budget. Any expenditure not in
the annual budget shall be made only with the approval of the
Fiscal Advisory Committee;
c) Arrange business contacts/communications regarding supplies,
office operations, etc.;
d) Provide requested assistance to committee chairpersons and
Director of Legislative Services and Professional Relations;
e) Attend Executive Board meetings and committee meetings, as
requested;
f) Assist Fall and Spring Conference Committees with hotel arrangements,
notices, correspondence, registration;
g) Respond to telephone and written requests from members related
to meetings, job opportunities, conferences, workshops, membership
and publications;
h) Refer inquiries regarding association policies, legal advice,
and questions related to the profession of school psychology to
the Director of Legislative Services and Professional Relations
or appropriate Executive Board member or Committee Chair;
i) Submit a written summary of activities to the Association
Executive Board at each regular scheduled meeting (e.g., personal
contact made, services provided to membership and total amount
of time expended in these activities);
j) Assist Nominations and Elections Committee in preparing and
mailing ballots of Executive Board offices and regional affiliates;
k) Managing Mandatory Continuing Education (MCE) program –
record continuing education information for registrants, keep
files on current OSPA-MCE providers, collect fees due and send
timely updates to MCE registrants;
l) Maintain current records regarding membership;
m) Complete other activities as assigned by the President and/or
Executive Board.
ARTICLE XI
STANDING COMMITTEES
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Composition:
All standing committees will include a regional representative
whenever feasible. Committee members must be members of the Association.
All committee chairpersons are non-voting members of the Executive
Board unless otherwise entitled to vote. Representatives and officers
shall chair no more than one standing committee.
Purpose:
There shall be standing and other committees appointed to fulfill
the function of the Association. The duties of the standing committees
shall be described herein.
1. The President, subject to a two-thirds vote in the affirmative
by the Executive Board, shall have the power to recommend the
addition, deletion or change of a standing committee with the
exception of the Executive Board, Nominations and Elections, and
Fiscal Advisory Committees;
2. The vacating of the Chair of a Standing Committee shall be
confirmed by a majority vote of the Executive Board;
3. Any duly constituted committee may poll the membership for
any kind of survey of related data which it feels is warranted
for the committee’s use (with the Membership Services Committee
and the Executive Board).
A. Awards Committee
Composition:
The committee shall consist of at least one (1) member from
each region.
Purpose:
To determine criteria and procedures for awards established by
the Executive Board:
1. To recommend to the Executive Board the annual recipient of
the Clyde Bartlett Distinguished Service Award;
2. To recommend to the Executive Board nominees for the R.A.
Horn Honorary Life Membership;
3. To recommend to the Executive Board the annual recipient(s)
of the F. Peter Gross Best Practices Award;
4. To recommend to the Executive Board the annual recipient of
the Ohio School Psychologist of the Year Award;
5. To determine criteria and procedures for any other awards
instituted by the Executive Board.
Function:
June: Solicit nominations from the regional associations for
the Ohio School Psychologist of the Year Award (this process should
be started in April).
July: Set up meeting date in early August to determine recipient
of Ohio School Psychologist of the Year Award.
August: Present committee’s choice to the Executive Board.
Inform all nominees of choice after Board action. Send information
regarding the National Association of School Psychologists’
School Psychologist of the Year award to the award recipient.
Send information to the Editor of The Ohio School Psychologist
regarding nominations for Spring awards.
Sept.: Make arrangements for certificates, plaque, booklet, etc.
Obtain current list of committee members. Prepare remarks to be
made at award presentation.
Oct/Nov: Distribute nomination forms at Executive Board meetings.
Present awards at Friday luncheon of Fall Conference; all nominees
are recognized for their achievements; table reserved on Friday
for each nominee/region. Hold committee meeting during scheduled
time at the Fall Conference – advise committee members to
distribute nomination forms at regions. Send copies of the nomination
form to County Educational Service Centers and members of the
Inter-University Council.
Dec./Jan: Receive nominations and request additional information,
as needed. Schedule awards selection meeting.
Feb./ Meet and choose recipients to be recommended to the
March: Executive Board. Attend Executive Board meeting and make
recommendations for awards.
March: Notify award recipients. Determine who will present the
Clyde Bartlett Distinguished Service Award to the recipient. Notify
recipients that they will be a guest of the Association at the
banquet, but their guests (except for spouse of award winner)
will need to pay for their dinner. A table will be reserved for
each award winner and guests. Order certificates and plaques:
wood plaque for Clyde Bartlett Distinguished Service Award, certificates
for R. A. Horn Honorary Life Membership, and plaque for F. Peter
Gross Best Practice Award (money was donated for this award –
optional choice – has been a marble plaque). Send nomination
forms to regional representatives, Presidents, and committee members
for the Ohio School Psychologist of the Year Award.
May: Hold committee meeting (optional) at spring conference.
Committee member or chair makes brief introduction of each award
recipient: R. A. Horn Honorary Life Membership and F. Pete Gross
Best Practice Award committee member or chair introduces the presenter
for the the Clyde Bartlett Distinguished Service Award recipient.
Give information about award recipients to the Editor of The Ohio
School Psychologist. Write nominator(s) thank you letters.
B. Crisis Committee
Composition:
The committee shall consist of at least one (1) member from each
region.
Purpose:
To facilitate student and staff psychological well being, in
order to enable schools to resume normal activities after a crisis
and maximize educational performance.
Function:
1. To gather information about crisis prevention, intervention,
and postvention and making this information available to Association
members;
2. To provide a supportive network of professionals to increase
knowledge and skills in a crisis situation;
3. To increase collaboration with regional/state teams in preparation
for possible response to a region/state crisis;
4. To provide on-site crisis assistance.
C. Fall Conference Committee
Composition:
The committee shall consist of at least one (1) member from each
region.
Purpose:
1. To provide opportunities to school psychologists for professional
growth and development, as well as networking;
2. To promote and provide professional development and training
opportunities (e.g., speakers/presenters Association conferences)
for Association members and other guests. This may be done in
collaboration with other professional organizations (e.g., the
Ohio Inter-University Council for School Psychology);
3. To collaborate with the Spring Conference Committee to align
professional development activities with the long-term strategic
vision of the Association’s Executive Board;
4. To coordinate continuing education credit, as needed, for
Association members.
August
1. Get a list of committee members from the Association office.
If all regions are not represented, contact regional Presidents.
2. Contact speakers to confirm details, such as handouts, etc.
3. Contact Office of Exceptional Children to confirm speaker,
date and time.
September
1. Meet to decide job responsibilities for conference (registration,
doors, tickets, hospitality).
2. Contact Association office at intervals to keep track of details.
October
1. Stay in contact with Association office regarding registration,
etc.
2. Purchase food/beverages for hospitality suite.
3. Finalize plans with hotel. Check function sheets carefully
for errors.
4. Send contracts to speakers for next years conference.
Conference
Usually last week of October, first week of November.
1. Work at registration desk and other jobs as needed.
2. Committee meets during conference to tally evaluation sheets,
handle situations as they come up and discuss speakers for two
years from now.
3. Confirm site selection for three years from date.
4. Develop conference topics, speaker lists for two years from
date.
November
1. Thank you letters to speakers, hotel, others involved.
2. Submit article to The Ohio School Psychologist on success
of conference.
January/February
1. Contact potential speakers for two year hence. Determine availability,
topics, fees, etc.
March
1. Decide on speakers for two years hence and send them letters
of confirmation.
April
1. Contact publishing companies to solicit displays, table rental
and donation of “freebies” for next fall.
June
1. Meet with hotel to do function sheets and plan menus.
July
1. Put together conference brochure. Have it printed and to Association
office by middle of August. Generally takes three weeks to print.
2. Submit article promoting fall conference to The Ohio School
Psychologist.
D. Fiscal Advisory Committee (FAC)
Composition:
The committee shall consist of the President, President-elect,
Immediate Past President, Treasurer, Treasurer-elect, Secretary,
Business Manager and Director of Legislative Services and Professional
Relations and not more than two (2) other members of the Executive
Board. The Treasurer shall be the chairperson.
Purpose:
1. To develop and submit the annual budget;
2. To review Executive Board expenditures;
3. To monitor and develop investment plans for Association funds.
Function:
1. To monitor and review annual budget;
2. To review Executive Board expenditures at least semi-annually,
and report to the Executive Board;
3. To review and report to the Executive Board on an annual basis
by May the performance and record of expenses of the contract
employees of the Association. Make recommendations for contract
personnel by August;
4. To provide the Executive Board with the proper information
from the Treasurer’s records at the close of the fiscal
year;
5. To develop and review budget for fiscal year and establish
meeting dates for the year;
6. To review Association expenditures twice yearly and report
to the Executive Board;
7. To periodically establish a task force for purposes of conducting
an internal review/audit of the Association finances. This task
force must include no fewer than two non-Executive Board Association
members. The task force may recommend a professional audit to
the Executive Board.
E. Legislative Committee
Composition:
The committee shall consist of at least one (1) member from each
region.
Purpose:
To educate members regarding mental health, education, and professional
issues, as well as advising legislative bodies on the profession
of school psychology and the positions of this Association.
Function:
1. To develop a legislative platform based on goals and of the
Association members;
2. To increase committee members’ understanding of the
legislative process;
3. To increase political awareness and activism at the regional/state/federal
level (e.g., writing letters, attending hearings, meeting legislators);
4. To monitor, support and initiate legislation which furthers
the goals stated in the legislative platform;
5. To formulate positions on political/legal issues which are
relevant to school psychologists;
6. To ensure continued collaboration with any legislative networks
in order to enhance communication between the legislative committee
and the Association membership;
7. To compile and submit a written report to The Ohio School
Psychologist in reference to the committee functions, minutes
of the meetings, and legislative information.
F. Membership Services Committee
Composition:
The committee shall consist of at least one (1) member from each
region.
Purpose:
To encourage the expansion of participation by school psychologists
in the Association, and to be responsive to the needs of members.
To increase membership in all areas: Full, Retired, Unemployed,
Student, Intern and Affiliate. To assist current members with
various services provided by the Association.
1. To encourage school psychologists, students, interns, retirees,
and affiliates to become members of the Association;
2. To provide information about the Association to those who
are eligible but may not yet be members;
3. To assist regional affiliates in their efforts to increase
membership;
4. To work cooperatively with the Office of Exceptional Children
and Inter-University Council (IUC) to increase Association membership;
5. To review the applications for membership and ensure that
prospective members meet the qualifications for the category for
which they are applying.
Function:
In conjunction with the Association staff, this committee shall
assume several duties related to recruiting and retaining members:
1. To obtain a list of non-renewing members and send them a letter
(by mid-November) encouraging their continued membership in the
Association;
2. To contact the Office of Exceptional Children to obtain the
names of intern school psychologists at the beginning of each
year and invite those individuals to join the Association;
3. To contact the Ohio State Board of Psychology by December
10th to get obtain list of licensed school psychologists in the
state of Ohio and send those individuals invitations to join the
Association;
4. To obtain a list of IUC members from their representative
and invite them to join the Association;
5. To contact regional affiliate Membership Committee Chairs
and/or regional Presidents requesting that regional affiliate
membership lists be sent to the Business Manager by November 1st
of each year;
6. To submit names of potential members to the Association office
so that membership materials can be mailed to them;
7. To review new applications for membership prior to Executive
Board meetings to ensure that members meet the qualifications
for the category for which they are applying;
8. To submit potential new members’ names to the Executive
Board for approval;
9. To report to Executive Board on membership count. (Obtain
information from the Association office);
10. To send membership news to Editor of The Ohio School Psychologist;
In conjunction with the Association staff, this committee shall
assume several related to managing issues related to the Association’s
Code of Ethics:
1. To provide information to school psychologists who have questions
regarding issues of professional ethics and conduct, and to publicize
the Association’s Code of Ethics to the membership;
2. To review the Association’s Code of Ethics on a periodic
basis.
In conjunction with the Association staff, this committee shall
assume several related to managing issues related to research
within the Association:
1. To facilitate, as appropriate, research by members and other
appropriate groups as related to professional practices;
2. To encourage the incorporation of empirically based research
into professional practices, and disseminate information to members
through convention programs, submissions to The Ohio School Psychologist,
and other means, as appropriate;
3. To coordinate the research activities (including surveys)
of other committees, Executive Board, and all requests to gather
information from the Association membership.
Procedures for requests for research involving wide participation
of Association members
Consistent with the fourth stated purpose of the Association
as outlined in Chapter 1 (page 1), the Association will evaluate
requests for research that involve active participation of Association
membership.
When these requests involve the solicitation of data from Association
members via questionnaires, interviews, or other methodology,
the following guidelines shall be observed:
a. The researcher(s) may request names and preferred mailing
addresses of Association members in order to offer opportunities
to participate in research;
b. All proposals for research shall be directed in writing to
the Association office;
c. At its discretion and with approval from the Association Executive
Board, the committee may exercise limits on the number of requests
that may be approved in any one fiscal year;
d. The researcher(s) of an approved study, upon approval, shall
be sent mailing labels of those Association members invited to
participate. The Association may require a fee of $100 for these
labels. Additional fees may be required, depending on the nature
of the proposed study, as determined by the committee and/or Executive
Board. Under no circumstances shall the researcher(s) be provided
with an electronic database of Association members;
e. The researcher(s), as a condition of approval of research activity,
may be required to submit an article for publication in The Ohio
School Psychologist. This article may include the purpose, methodology,
results, and discussion of the study.
In conjunction with the Association staff, this committee shall
assist with issues related to Association Historian:
1. To facilitate, as appropriate, the gathering, storing, and
sharing of historical items and information related to the Association;
2. To disseminate information about the history of the Association
to members through convention programs, submissions to The Ohio
School Psychologist, and other means, as appropriate.
G. Multicultural Affairs and Diversity Issues Committee
Composition:
The committee shall consist of at least one (1) member from each
region.
Purpose:
To develop a better understanding of member backgrounds and the
backgrounds of others that comprise the diverse population served
by the Association, recognizing that needs may vary widely due
to differences in ethnicity, gender, race, religious affiliation,
sexual orientation, and socio-economic level.
1. To act as a liaison with the National Association of School
Psychologists (NASP) Multicultural Affairs Committee and Legislative
Committee(s) and the Association. Through these relationships,
actively support legislation and rules for education and protect
the right to maintain cultural differences within the educational
system and society as a whole;
2. To survey and provide feedback to Ohio universities to determine
training needs of school psychologists in working with students
from culturally diverse groups;
3. To provide resources for all school psychologists to work
more sensitively and effectively with students from culturally
diverse groups.
H. Nominations and Elections Committee
Composition:
The committee shall consist of at least one (1) member from each
region.
Purpose:
To ensure the continuation of the Association by replacing officers
and Executive Board members whose terms have expired through a
nomination and election process;
1. To be responsible for elections and all voting conducted by
mail ballot;
2. To present to the Executive Board, for inclusion in the minutes,
the results of elections and other mail ballots;
3. To submit recommendations for appointed positions, such as
vacancies on the Ohio State Board of Psychology Licensing Board;
4. To solicit at least two nominees for President-elect, Treasurer-elect
and Secretary;
5. To solicit at least two nominees from the regional affiliates
for each regional representative position. The Executive Board
may accept the single nomination or may conduct an additional
search for candidates, when the committee is unable to secure
two nominees for each position;
6. To accept write-in nominees upon receipt of written petition
of 10% of Association members who are entitled to vote for an
office. These write-in nominees must be received by the committee
by March 1.
Function:
Procedures for Selection of Nominees and Conducting Mail Ballots:
1. The committee, in cooperation with the Association office,
will send an up-to-date list of Association members to regional
Presidents by November 15th of each year. Included with this list
will be a letter of reminder to regional Presidents about the
need to recruit candidates for statewide offices and regional
representatives, as well as the applicable deadlines regarding
eligibility for regional representative positions on the Executive
Board. Both full members and interns who are members of both the
Association and their regional affiliate are counted toward the
totals for regional representation to the Executive Board.
2. The committee will be responsible for seeing that a reminder
about joint Association-regional membership timelines and impact
on elections is included in The Ohio School Psychologist.
3. The committee shall select nominees for the offices of President-elect,
Secretary, and Treasurer-elect. Selection shall be based on input
from regional affiliates, committee members, and from Executive
Board members.
4. The committee shall solicit nominees for regional representatives
from regional affiliates by contacting the Presidents of regional
affiliates and requesting names of an appropriate number of nominees
based on requirements outlined in the Executive Board section
of this Operations Manual.
5. If a regional affiliate’s membership drops below the
number required for maintaining their current number of representatives
on the Executive Board, the regional affiliate will maintain their
current representation until the next election during which that
regional affiliate has a representative whose term expires.
6. All candidates for Association offices must be current members
of the Association. Vitae of all individuals running for office
shall be requested for inclusion with the ballot. The committee
shall establish a format for the vitae and mail this to the candidates
immediately after receiving the candidates’ names from the
Nominations and Elections Committee (for officers) or from the
regional affiliate (for regional representatives). An appropriate
cutoff date for return of the vitae shall be established by the
committee and the Association office. Any individual who does
not submit vitae by the appropriate date will have his/her name
included on the ballot without vitae information. Candidates will
be notified of these guidelines and timelines when the vitae form
is sent to them. Vitae will be sorted by region so those members
from each region only receive those vitae of individuals for whom
they are eligible to vote.
7. Ballots shall be mailed to members in envelopes which indicate
that the content is a ballot. This may be done by stamping the
envelope with the word “BALLOT” or by having envelopes
specifically printed for this purpose.
Procedures for Counting Mail Ballots:
1. Ballots shall be mailed with a return envelope with a label
affixed which includes the member’s name and regional affiliation.
A signature shall be required on the return envelope. Only ballots
returned in the official envelope shall be counted. The letter
which accompanies the ballot and explains procedures for voting
shall indicate that only ballots returned in the official return
envelope shall be counted and that nothing except the ballot should
be included in the ballot envelope.
2. All ballot-envelopes will remain sealed in the Association
office until the designated time for counting the ballots.
3. At least three Association members shall count the ballots.
If possible one of the three members shall be the chair or co-chair
of the committee. The remaining individuals may be from the Executive
Board or may be any other members selected for the task by the
chair or co-chair. If possible, these three individuals should
include members from more than one regional association. In any
event, no member whose name appears on the ballot shall assist
with counting.
4. All ballots that are postmarked by the required return date
shall be counted when determining the outcome of elections by
mail ballot. Ballots postmarked after the return date will be
kept, unopened, with the election materials and discarded at the
appropriate date with other election materials.
5. Those individuals counting ballots will sign an informal statement
authenticating the results of the balloting which will be presented
to the President as soon as possible.
6. After the ballots have been counted, the President shall be
notified of the election outcome. All candidates for office shall
be notified by telephone of the outcome of the election by the
chair or co-chair of the committee or his/her designee. Notification
of candidates should be as soon as possible after ballots are
counted and before the next Executive Board meeting and the Annual
Business Meeting.
7. Election results shall be announced at the Spring Business
Meeting and in The Ohio School Psychologist.
8. If a regional representative is elected to a statewide office,
e.g., President-elect, Secretary, Treasurer-elect, the regional
organization may select an individual to replace that regional
representative on the Executive Board for the remainder of that
individual’s term.
Procedures for Challenges to Elections by Mail Ballot:
1. Ballots shall be separated by regional association membership
and kept by the Association office or by the chair or co-chair
of the committee for 30 days past the Annual Business Meeting.
After this time, ballots shall be discarded.
2. Any member requesting a recount of ballots shall be directed
to put this request in writing to the Association President. If
possible, the individual challenging election results should be
informed of the timeline for keeping ballots after the election
even before the letter to the President is received. After the
President has received the request for a recount in writing, the
committee chair or co-chair who was responsible for the election
in question shall be notified. Two members, different from those
who previously counted ballots, shall be selected by the President
to conduct the recount. Any member who so requests, including
the individual who has challenged the election results or the
committee chair or co-chair may be present when the recount is
conducted.
3. No challenges to elections results will be accepted beyond
the date established in the Operations Manual for discarding ballots.
Procedures for Selections of Recommendations to the State Board
of Psychology:
1. The committee shall select nominees for positions on the State
Board of Psychology. Selection shall be based on input from regional
affiliates through committee members and from input from Executive
Board members. Nominees should be licensed as psychologists at
the doctoral level and should have strong professional credentials.
2. When possible, the political party of nominees for positions
on the State Board of Psychology and the Governor’s political
party should be the same.
3. When possible, nominees for positions on the State Board of
Psychology should have been active in political circles or have
influential contacts in the governor’s political party.
4. Nominations for the State Board of Psychology should be selected
in cooperation with the Ohio Inter-University Council in School
Psychology.
5. When possible, names of candidates for the State Board of
Psychology shall be presented to the Executive Board for approval.
If the Executive Board does not convene before the nomination
must be made to the Governor, the President and committee chair
or co-chair should confer.
6. The committee will request that nominees for the State Board
of Psychology position submit his/her vitae to the President.
The President will forward the vitae along with his/her letter
of nomination to the Governor’s office.
7. Executive Board members and committee members should be asked
to send letters to the Governor endorsing Association candidates
for positions on the State Board of Psychology.
Procedures for Selection of Nominees for the School Psychology
Licensure Examination Committee:
1. The committee shall select nominees for positions on the School
Psychology Licensure Examination Committee. Nominations shall
be based on input from regional affiliates through committee members
and from input from Executive Board members.
2. Nominations of more than one for the School Psychology Licensure
Examination Committee should be selected in cooperation with the
Ohio Inter-University Council in School Psychology. Nominees must
be current Association members.
3. When selecting nominees for the School Psychology Licensure
Examination Committee, consideration should be given to whether
the individual leaving the Examination Committee is a university
trainer or a field-based practitioner. When possible, the nominee
should hold the same type of position as the individual leaving
the Examination Committee.
4. When possible, names of candidates for the School Psychology
Licensure Examination Committee shall be presented to the Executive
Board for approval. If the Executive Board does not convene before
the nomination must be made to the State Board of Psychology,
the President and committee chair or co-chair should confer.
5. The committee will request that the nominee for the School
Psychology Licensure Examination Committee position submit his/her
vitae to the President. The President will forward the vitae along
with his/her letter of nomination to the State Board of Psychology.
6. Members of the Examination Committee must be trainers or practitioners
who are either licensed as school psychologists or licensed as
psychologists and are also currently certified (licensed) as a
school psychologist.
I. OSPA Scholarship Committee
Composition:
The committee shall consist of at least one (1) member from each
region.
Purpose:
To provide oversight duties for the Executive Board with regard
to the maintenance and administration of the OSPA Scholarship
Program.
1. To increase awareness of the scholarship program with Association
members, students and faculty from Ohio school psychology training
programs, and the general public;
2. To provide information to the aforementioned parties about
eligibility for the scholarship, relevant deadlines for applications
and general guidelines for the selection process;
3. To assist with the selection of the winner(s) of the scholarship.
The Chair of this committee shall serve on the committee that
selects the scholarship winner. The Chair shall ensure the member
on the selection committee. This person shall be the Immediate
Past President. If this person is unavailable, then it shall be
the President-Elect. If neither of these two is available, the
committee Chair shall nominate a person to serve on the committee
for one scholarship cycle. This nomination shall be subject to
approval by the Executive Board. In an emergency situation, where
this position in suddenly vacant and none of these three parties
are available to serve, the committee Chair shall select an Association
member that may serve for one scholarship cycle, subject to the
approval of no fewer than two Elected Officers of the Executive
Board.
J. Private Practice Committee
Composition:
The committee shall consist of at least one (1) member from each
region.
Purpose:
To address the professional needs of Association members in private
practice.
Function:
1. To survey the membership periodically regarding the need for
information and resources about private practice;
2. To educate the membership about the establishment and maintenance
of private practice;
3. To submit articles to The Ohio School Psychologist about issues
impacting the private practice of school psychology.
K. Public Relations and Community Services Committee
Composition:
The committee shall consist of at least one (1) member from each
region.
Purpose:
To increase public awareness of the role and function of school
psychological services, special education opportunities, and promote
an awareness of the physical and emotional needs of students.
Function:
1. To provide a link between the public and the profession and
practice of school psychology using such media as radio, Internet,
television public service announcements, and news releases;
2. To promote the involvement of the Association in a variety
of community service initiatives and activities that serve to
promote the general welfare of Ohio students;
3. To send news releases on behalf of any Association award winners;
4. To contact legislators and write news releases about Ohio
School Psychologists Day;
5. To maintain copies of all correspondence, agendas, meeting
notices, minutes, news release forms, committee objectives, and
radio, Internet, and television public service announcements in
the committee chairs’ notebook which is passed from one
chair to the next;
6. To promote and maintain the sale of professional literature
and items designed to enhance positive perceptions inside and
outside the practice of school psychology;
7. To secure a document from the current Governor of Ohio proclaiming
School Psychologist Day on a date selected by the committee.
L. Spring Conference Committee
Composition:
The committee shall consist of at least one (1) member from each
region.
Purpose:
1. To provide opportunities to school psychologists for professional
growth and development, as well as networking;
2. To promote and provide professional development and training
opportunities (e.g., speakers/presenters Association conferences)
for Association members and other guests. This may be done in
collaboration with other professional organizations (e.g., the
Ohio Inter-University Council for School Psychology);
3. To collaborate with the Fall Conference Committee to align
professional development activities with the long-term strategic
vision of the Association’s Executive Board.;
4. To coordinate continuing education credit, as needed, for
Association members.
August
1. Get a list of committee members from Association office.
2. Meet with co-chairperson and the Business Manager to decide
plan of action for year (optional).
September
1. Submit committee goals to Association office.
2. Hold first committee meeting. (This may be done in summer).
a. Bring to first committee meeting past program brochures and
a list of topics of interest for the forthcoming conferences which
have been received by contacting members from regional affiliates.
Also, use the evaluations from the previous conference for ideas.
b. Have committee members bring a list of topics from each of
their regions to the first meeting.
c. Select major speakers to contact – many have been decided
on the year before.
3. Check with Association Business Manager about new committee
members periodically. Sometimes new committee members are added.
4. Send letters to Ohio Inter-University Council for School Psychology
members and college professors in school psychology to elect presenters
for mini-presentations. Obtain an updated list from the Association
office.
5. Send “Call for Papers” to The Ohio School Psychologist
asking for Association members who might like to be a presenter
at the conference.
October/November
1. Have second committee meeting. This is usually held at the
fall conference.
2. Discuss confirmed major workshop speakers and brainstorm for
others, if needed.
3. Discuss suggestions for mini-workshop presenters. (May be
done earlier).
4. Have “Call for Papers” at registration desk at
fall conference.
December (usually Saturday)
1. Have a third committee meeting at the hotel which will be
the site of the conference. Discuss with the Director of Sales
at the hotel the following: menus, room assignments for presenters,
and floor plans. Get the names of rooms assigned to each presenter
for program mock-up. Ask about audio-visual rentals from the hotel.
2. Review/select mini-workshops. Summarize information on mini
workshops for brochure.
3. Begin to work on the program brochure mock-up. Business Manager
types draft of brochure.
January (usually Martin Luther King Day)
1. Program is typed by the Association Business Manager. Use
previous years’ program brochures as guides.
2. Check with the Association President-elect to determine if
she/he wants to have a breakfast with the regional Presidents
or Presidents-elect. This will need to be scheduled. Check with
all Association committees to see if any will need special meeting
rooms at the conference or if any are planning special meals,
for example, a legislative breakfast, or Immediate Past President
lunch. Work with the Business Manager on scheduling these special
meetings.
3. Proof the brochure several times.
4. Get program copy to printer. The Business Manager will assist
with this. Plan on the printer taking three weeks for the material
to be printed.
5. Visit the proposed conference sites for the following year
and decide on a site to submit to the Association Executive Board
for approval.
February
1. The Association office and Business Manager will take care
of mailing the program brochures.
2. If it is desired that the National Association of School Psychologists
(NASP) sponsor a hospitality suite at the conference, contact
the Association’s NASP Delegate.
3. Obtain a list of each major and mini-workshop presenter’s
audio-visual needs and any copies of handouts they wish the Association
office to reproduce. Get the list of AV equipment and order the
equipment. It may be helpful and economically prudent to limit
the number of pages Association will reproduce for a presenter.
4. Develop an evaluation form for the conference.
March
1. The Business Manager and Association office are responsible
for the following:
a) mailing out all conference material/brochures
b) Sending the presenters a letter giving them their room assignments
and listing their AV needs. The office will send brochures to
all major and mini-presenters. Please provide the office with
their names and addresses.
April
1. Collect handouts the presenters wish to have reproduced. It
is easier to have presenters send their handouts to the Association
office. The materials will need to be reproduced this month.
2. Make a list of AV needs and rooms in which they will be needed
at the hotel.
3. Contact the Public Relations and Community Services Committee
on conference publicity.
4. Contact Awards Committee regarding arrangements for the recipient(s)
of any Association awards. This can be done through the Association
office.
5. Schedule workers for the conference.
May
1. The conference begins the first week of May.
2. Send all bills to the Business Manager.
3. Complete notebook entries and return notebook to the Business
Manager.
Throughout the Year
1. Keep copies of everything: correspondence, agendas, minutes,
etc.
2. Inform committee members of meetings by mail. Include expectations
of each committee member in terms of what they are to bring to
the next meeting and include a sample agenda, if possible.
3. Have the minutes of each meeting written and distributed to
the members as soon as possible after the meeting. Include in
the notebook.
4. Come prepared to each meeting with agenda and outlines of
what will be discussed.
5. Attend Executive Board meetings.
M. Technology Committee
Composition:
The committee shall consist of at least one (1) member from each
region.
Purpose:
To promote the incorporation of technology into professional
practice, facilitate electronic communication, and disseminate
information to Association members, potential members and/or the
general public.
Function:
1. To manage the Association website and listserv.
2. To advise the Association in selecting appropriate equipment,
software, and other technological support services.
3. The Chair of this committee shall be identified as the Association’s
webmaster and listserv moderator. Portions of these duties may
be delegated by the Chair to committee members.
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