Ohio School
Psychologists Association
Operations Manual |
REVISED MAY, 2006
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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
children, 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 Planning and Development Committee,
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 Planning and Development Committee,
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 OSPA office. Formal
application for membership will be completed and returned to the
OSPA Business Manager. The Membership 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 OSPA 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 by the Professional
Ethics Committee, 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 OSPA
Executive Board.
CHAPTER IV
ORGANIZATIONAL UNITS
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A. Offices:
1. President
2. President-elect
3. Immediate Past President
4. Treasurer
5. 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 and an associate editor of the Newsletter,
and an historian, and they shall be non-voting members of the
Executive Board. The Newsletter Editor is responsible for the
regular and timely publication of The Ohio School Psychologists
Association’s quarterly newsletter. 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 newsletter. The Editor
also participates in the NASP Newsletter Editor’s Network,
implements the Association’s Newsletter Advertising Policy
(see Appendix A), assigns duties to the Associate Editor, maintains
appropriate mailing permits and postage funds, and advises Treasurer
of the financial status of the Newsletter.
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 OSPA. 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 OSPA 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 OSPA 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 OSPA 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. Lodging and reimbursement: 1/2 cost of a double room. This
amount varies according to location and is determined by the Fiscal
Advisory Committee.
7. 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 OSPA 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
OSPA at regional or national conferences will abide by the following
guidelines. (This section excludes the designated accounts for
the President and President-elect at NASP events).
1. All air, train or bus transportation will be arranged by the
OSPA Business Manager. If specialized or unique itineraries are
required, OSPA 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
OSPA representative.
2. Lodging will be paid in full when representing OSPA 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.
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, and Secretary. The President,
President-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 President shall appoint a replacement for the remainder
of the current fiscal year subject to approval of the Executive
Board. At the annual election, a Treasurer shall be elected to
fill the unexpired 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 OSPA positions or delegate
this role to other OSPA members or officials. Information concerning
OSPA positions or policies which OSPA 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 OSPA 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.
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. serve on the Planning and Development Committee;
4. be an ex-officio member of all committees of the Association;
5. participate with the President in the supervision of all paid
employees;
6. assist the President, as assigned, in the appointment of committees
and the supervision of selected committee activities;
7. consult regularly with the President regarding organizational
activities to help insure continuity and smooth transition between
terms of office.
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 OSPA monies according
to established fiscal policies and for proposing changes whenever
necessary.
8. The Treasurer may be asked by the current President, upon
completion of term, to be an ex-officio member of the Executive
Board for one year in the position of Past Treasurer. This would
be done to ensure a smooth transition of the management of OSPA
finances to a new Treasurer.
E. OSPA Secretary shall:
1. be a voting member of the Executive Board;
2. be responsible for recording accurately the events and information
at official OSPA 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, 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 children, the professional standing
of school psychologists and/or the stated purposes of OSPA; and
communicate with legislative chair(s) at least twice per month.
c) Submit a written report of activities to OSPA 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 OSPA’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 Division of Special Education, OCEHC,
OPA and other professional associations as necessary.
2. Business Manager shall:
a) Manage the OSPA 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 Conference, Spring Conference, and Workshop Committee
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 OSPA 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 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. Membership on standing committees overall shall
be represented by regions and by practitioner, trainer and administrator
status’s. Committee members must be OSPA members. All committee
appointments are for a period of not more than one year. 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. Other committees may be appointed by the President at any
time.
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 permission of the FAC).
A. Audit Committee
Composition:
The Committee shall consist of the Treasurer and not more than
three (3) other Executive Board members appointed by the President.
Purpose:
To verify the financial books and reports for the previous fiscal
year.
Function:
1. To meet prior to February 15 to review the financial record
keeping of the previous fiscal year;
2. To submit a report to the Executive Board at a mid-year Executive
Board meeting;
3. To recommend a professional audit if circumstances so warrant.
B. Awards Committee
Composition:
The committee shall consist of OSPA members from each of the
regional associations.
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 Bartlett Award.
2. To recommend to the Executive Board nominees for an Honorary
Life Membership.
3. To recommend to the Executive Board the annual recipient(s)
of the Peter Gross Best Practices Award(s).
4. To recommend to the Executive Board the annual recipient of
the 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 NASP award to the OSPA award recipient. Send information
to newsletter editor regarding nominations for Spring awards.
Sept.: Make arrangements for certificates, plaque, booklet, etc.
Obtain current list of committee members. Write out remarks to
be made at award presentation.
Oct/Nov: Distribute nomination forms at Executive
Board meets. Present awards at Friday luncheon of Fall Conference;
all nominees are recognized for their achievements; table reserved
for Friday for each nominee/region. Hold committee meeting during
scheduled time at the Fall Conference – ask committee members
to distribute nomination forms at regions. Send copies of the
nomination form to SERRC centers, County Educational Service Centers,
and members of the Inter-University Council.
Dec./Jan: Nominations should be coming in. Send
letters, if necessary, for additional information, letters of
reference, etc. Set up meeting in Columbus for the end of February
or beginning of March to select award recipients.
Feb./ Meet in Columbus. Choose recipients to be
March: recommended to the Executive Board. Attend Executive Board
meeting and make recommendations for awards.
March: Notify award recipients. Decide and contact Bartlett award
presenter. Notify recipients that they will be a guest of OSPA
at the banquet, but their guests (except for spouse of Bartlett
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 Bartlett, certificates for Honorary Life Membership,
and plaque for Best Practices 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 School Psychologist of the Year Award.
May: Spring Conference: hold committee meeting (optional) at
scheduled time. Committee member or chair makes brief introduction
of each award recipient: Honorary Life Membership and Pete Gross
Best practices Award Committee member or chair introduces the
Bartlett award and the person who will present the award to the
Bartlett recipient. Give information about award recipients to
the TOSP editor. Write letters to nominators to thank them for
nomination.
C. Children’s Advocacy Committee
Composition:
The committee shall consist of at least one (1) member from each
region.
Purpose:
To identify and investigate issues and concerns related to the
mental health and educational needs of children and adolescents.
1. To conduct surveys or research (with approval of Executive
Board) to determine mental health needs of children and adolescents:
2. To develop appropriate actions based on such research:
3. To seek improved conditions for the emotional, intellectual,
and social well being of children as they relate to all educational
settings.
Function:
1. To establish goals and objectives for the committee on a yearly
basis or as designated by the OSPA President;
2. To develop procedures for reaching these goals and objectives.
These are written for the OSPA Committee Objectives form in September
of each year;
3. To submit articles to The Ohio School Psychologist on a topic
of mental health or educational services to children and adolescents
in Ohio;
4. To coordinate with the Research Committee where appropriate;
5. To report data to the Executive Board and disseminate to any
interested members of the Association.
D. Fiscal Advisory Committee (FAC)
Composition
The committee shall consist of the President, President-elect,
Past President, Treasurer, 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 OSPA. Make recommendations for contract personnel
by August;
4. To provide the August Committee 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.
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 and to educate legislature on the profession of school
psychologists, and the positions of the organization.
Function:
1. To develop a legislative platform based on goals and of OSPA
members;
2. To increase committee members’ understanding of the
legislative process;
3. To increase political awareness and activism at the regional
level;
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 implementation of a legislative network
in order to enhance communication between the legislative committee
and the OSPA membership;
7. To write letters, attend hearings, and meet legislators;
8. 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 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.
1. To provide the ways and means for school psychologists, students,
interns, retirees, and affiliates who have an interest in becoming
active in the Ohio School Psychologists Association to become
members in the appropriate category;
2. To provide information which represents the Ohio School Psychologists
Association to those who are eligible but may not yet be members;
3. To assist other members, and regions, in their efforts to
encourage additional members;
4. To work cooperatively with the Division of Special Education,
and University Trainers in making the services and advantages
of membership in the Ohio School Psychologists Association known;
5. To review the applications for membership to ensure that potential
new members have the appropriate credentials and experience for
the category for which they are applying.
FUNCTION:
In conjunction with the association staff:
1. To obtain a list of the previous year’s members who
did not renew their membership and send a form letter inviting
membership in OSPA. Letters should be sent out by November 15th
of each year.;
2. To call the Division of Special Education to obtain the names
of the intern school psychologists at the beginning of each year
and send a form letter invite them to join OSPA;
3. To contact the Ohio State Board of Psychology to get a list
of licensed school psychologists in the state and send them invitations
to join OSPA. Contact should be made by December 10th of each
year;
4. To obtain list of IUC members from the Inter University Council
(IUC) representative and send form letters inviting them to join
OSPA;
5. To contact regional Membership Committee members and/or regional
presidents requesting that local membership lists be sent to the
Business Manager by November 1st of each year;
6. To submit names of potential members to the OSPA office so
that membership materials can be mailed to them;
7. To review new applications for membership to OSPA prior to
the Executive Board meeting in order to insure correct membership
status and OSPA member recommendations;
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 OSPA office);
10. To send membership news to OSPA editor to be included in
the newsletter;
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 our own backgrounds and
the backgrounds of other groups that compose the diverse population
that we serve, 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 liaison with the NASP Multicultural Affairs Committee
and the Legislative Committees of NASP and OSPA. Through these
liaisons, we will 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 which
train school psychologists to determine the extent of training
for working with children from culturally diverse groups;
3. To provide resources for all psychologists to work more sensitively
and effectively with children 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 OSPA 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 the results of elections
and other mail ballots, to be published in the minutes;
3. To submit recommendations for appointed positions such as
vacancies on the State Licensing Board;
4. To select at least two nominees for President-elect, Treasurer,
and Secretary;
5. To solicit from the regional affiliates their nominees for
regional representative. Insofar as possible, at least two candidates
shall be nominated for each position. Where two persons willing
to accept the nomination cannot be found, the Committee shall
so inform the Executive Board of the Association. The Executive
Board may accept the single nomination or may conduct an additional
search for candidates;
6. To accept nominees in addition to those proposed by the committee,
upon receipt of written petition of 10% of Association members
entitled to vote for an office. Such nominees must be received
by the Committee by
March 1.
Function:
Procedure for Selection Nominees and Conducting Mail Ballots:
1. The Committee, in cooperation with the OSPA office, will send
an up-to-date list of OSPA 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 upcoming need to select
candidates for OSPA statewide offices and regional representatives
and the deadlines applicable regarding eligibility for regional
representative positions on the OSPA Executive Board. Both full
members and interns who are members of both OSPA and their regional
association 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 OSPA-regional membership timelines and impact on elections
is included in the Fall issue of the OSPA newsletter.
3. The Committee shall select nominees for the offices of President-elect,
Secretary, and Treasurer. Selection shall be based on input from
regional associations through committee members and from Executive
Board members.
4. The Committee shall solicit nominees for regional representatives
from regional associations by contacting the presidents of regional
associations and requesting names of an appropriate number of
nominees based on requirements outlined in the Executive Board
section of this Manual.
5. If a regional association’s membership drops below the
number required for maintaining their current number of representatives
on the Executive Board, the regional will maintain their current
representation until the next election during which that regional
association 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 organization (for regional representatives). An appropriate
cutoff date for return of the vitae shall be established by the
Committee and the OSPA 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 OSPA office
until the designated time for counting the ballots.
3. At least three OSPA 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 which 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 newsletter.
8. If a regional representative is elected to a statewide office,
e.g. President-elect, Secretary, Treasurer, 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 OSPA 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 OSPA 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
associations 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 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 Sate 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 OSPA 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 associations 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
Inter-University Council in School Psychology. Nominees must be
current OSPA 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. Planning and Development Committee
Composition:
The committee shall consist of the President-elect (chair), two
past-residents, and two voting members of the Executive Board.
In addition, participation shall be open to one additional representative
from each region. The chairperson will organize the committee
and recruit participants.
Purpose:
To identify and investigate issues related to the Association’s
effectiveness and efficiency in fulfilling its stated purpose
and the needs of its members. The committee shall recommend to
the Executive Board appropriate actions concerning such issues.
Function:
1. To advise the Executive Board of trends and issues in school
psychology, and, accordingly, to develop and maintain the long-range
plan based on projections of the future of school psychology and
the implications for Ohio’s school psychologists. The plan
shall be updated at least every five years. In years where the
plan is updated, revisions will be submitted to the Executive
Board no later than the March meeting;
2. To develop and recommend to the Executive Board annual goals
which are in keeping with the long-range plan and which provide
direction for planning in each organization unit and committee.
Goals for the upcoming fiscal year will be presented to the Board
no later than the Spring meeting;
3. To recommend to the Executive Board the appropriate committee
for research into trends and issues pertinent to the annual Association
goals, and to assist committees in development of objectives,
activities, and budgets consistent with the annual goals and long-range
plan;
4. To carry out short term assignments of the Executive Board;
5. To review the Constitution, Operations Manual, Regional President’s
Handbook, Position Papers, and other documents of the Association
periodically, as required by Article X of the Constitution;
6. To recommend Constitutional changes to the Executive Board
in a timely manner so that adequate notice may be given to the
membership for voting purposes.
J. Private Practice Committee
Composition:
The committee shall consist of at least one (1) member from each
region.
Purpose:
To address the professional concerns of 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 write articles for The Ohio School Psychologist about those
issues impacting the private practice of school psychology.
K. Professional Ethics and Standards Committee
Composition:
Each region will be invited to appoint at least one (1) member.
A quorum consists of a majority of appointed committee members.
Additional members may join the committee by request or invitation.
Purpose:
1. To educate school psychologists and the general public about
principles of ethical and professional conduct for school psychologists;
2. To provide information to school psychologists who have questions
regarding their own professional ethics and conduct;
3. To perform other duties as charged by the President and Executive
Board.
Function:
1. To identify and investigate issues related to the public and
private practice of school psychology in the areas of:
a) Training, certification, and licensure. An individual appointed
by the President of the Association serves as an ex-officio member
of the Professional Ethics and Standards Committee, assuming responsibility
for identifying, investigating, and apprising the committee of
training and certification issues.
b) Ethics, standards, and professional conduct.
c) Legal concerns and activities.
2. To investigate allegations of unethical conduct by a member,
according to procedures established by the Executive Board (Appendix
B);
3. To interpret the Code of Ethics of the Association and report
specific interpretations to the membership;
4. To review the Code of Ethics on a periodic basis;
5. To administer the Legal Assistance Fund according to procedures
established by the Executive Board (see Appendix C).
L. Professional Growth and Development Committee
Composition:
The committee shall consist of at least one (1) member from each
region.
Purpose:
This committee will identify and provide support to meet the
needs of the OSPA Executive Board and membership in the areas
of professional growth and development.
Function:
1. The Professional Growth and Development Committee will plan,
coordinate, arrange for continuing education credit, and sponsor
professional development workshops and seminars as needed in areas
of interest to OSPA members.
2. The Professional Growth and Development chairperson and committee
will work with the OSPA office and Executive Board as well as
consult with the Ohio Department of Education in areas that impact
the professional development, continuing education, and training
of school psychologists.
3. This committee will consult as needed with the Spring and
Fall Conference committees concerning themes and speakers for
future OSPA conferences designed to meet professional development
needs.
4. The Professional Growth and Development Committee chairperson
will be the OSPA liaison to the Ohio Inter-University Council
for School Psychology.
M. Public Relations and Publications 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 children.
This committee is also responsible for coordinating the development
and dissemination of publications of the Association.
Function:
1. To provide a link between the public and the profession and
practice of school psychology using such media as radio and television
public service announcements, and news releases;
2. To keep the membership informed and involved in public relations
activities through articles in The Ohio School Psychologist newsletter;
3. To provide a photographic record of the events and people
involved in OSPA for the newsletter and the historian;
4. To send news releases on winner of Bartlett Award and Honorary
Life Membership;
5. To contact legislators and write news releases in references
to Ohio School Psychologists Day;
6. To maintain copies of all correspondence, agendas, meeting
notices, minutes, news release forms, committee objectives, and
radio and television public service announcements in the committee
chairs’ notebook which is passed from one chair to the next.
7. To promote and maintain the sale of professional literature
and items designed to enhance positive perceptions inside and
outside the practice of School Psychology.
8. To secure a document from the current governor of Ohio proclaiming
School Psychologist Day on a date selected by the Public Relations
and Publications Committee.
N. Technology and Research Committee
Composition:
The committee shall consist of at least one (1) member from each
region.
Purpose:
To promote the incorporation of research into professional practice.
Function:
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, OSPA newsletter entries, 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 OSPA membership.
Procedures for requests for research involving wide participation
of Association members
1. 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.
2. 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 OSPA office.
c. At its discretion and with approval from the Association Executive
Board, the Research 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 Research Committee
and/or Executive Board. Under no circumstances shall the researcher(s)
be given 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.
O. Fall Conference Committee
Composition:
The Committee shall consist of at least one (1) member from each
region.
Purpose:
To provide opportunities to school psychologists for professional
growth and development, as well as networking.
August
1. Get a list of Fall Conference Committee members from OSPA
office. If all regions are not represented, contact regional presidents.
2. Contact speakers to confirm details, such as handouts, etc.
3. Contact Department of Special Education to confirm speaker,
date and time.
3. September
1. Committee meeting to decide job responsibilities for conference
(registration, doors, tickets, hospitality).
2. Contact OSPA office at intervals to keep track of details.
4. October
1. Stay in contact with OSPA 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.
5. 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 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 OSPA
office by middle of August. Generally takes three weeks to print.
2. Submit article promoting Fall Conference to Ohio School Psychologist.
P. Spring Conference Committee
Composition:
The Committee shall consist of at least one (1) member from each
region.
Purpose:
To provide opportunities to school psychologists for professional
growth and development, as well as networking.
August
1. Get a list of Spring Conference Committee members from OSPA
office.
2. Meet with your co-chairperson (if you have one) and the Business
Manager to decide plan of action for year (optional).
September
1. Submit committee goals to OSPA office.
2. Have your 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
you have received by getting in touch with members from your region.
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 OSPA Business Manager about new committee members
periodically. Sometimes new committee members are added. Generally
you are notified, but it is good to check.
4. Send letters to IUC members and college professors in school
psychology to elect presenters for mini-presentations. Obtain
an updated list from the OSPA office.
5. Send “Call for Papers” to newsletter asking for
OSPA 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 your 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 OSPA Business Manager. Use previous years’
program brochures as guides.
2. You will need to check with the OSPA 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 OSPA 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, 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 help
you 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 OSPA Executive Board for
approval.
February
1. The OSPA office and Business Manager will take care of mailing
the program brochures.
2. If you want NASP to sponsor a hospitality suite at the conference,
contact the OSPA representative to NASP.
3. Get a list of each major and mini-workshop presenter’s
audio-visual needs and any copies of handouts they wish the OSPA
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 OSPA will reproduce for a presenter.
4. Make up an evaluation form for the conference.
March
1. The Business Manager and OSPA office are responsible for the
following:
a) mailing out all conference material/brochures
b) you send the presenters a letter giving them their room assignments
and listing their AV needs as you know them. 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 OSPA 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 Committee on conference publicity.
4. Contact Awards Committee regarding arrangements for Bartlett
recipient. This can be done through the OSPA 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 in your
notice what you expect each committee member 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 board meetings.
Q. Crisis Committee
Purpose:
To facilitate student and staff psychological well being, in
order to enable schools to resume normal activities after a crisis,
which would maximize educational performance.
Function:
1. Gathering information about crisis prevention, intervention,
and postvention and making this information available to OSPA
members.
2. Providing a supportive network of professionals to increase
knowledge and skills in a crisis situation.
3. Increasing collaborative involvement in regional/state teams
in preparation for possible response to a region/state crisis.
4. To provide on-site crisis assistance.”
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