Chapter Advocate Manual

CHAPTER ADVOCATE MANUAL

REVISED August 1, 2011

PURPOSE

This manual sets forth the duties and responsibilities of Beta Alpha Psi Chapter Advocates (CA). In general, those duties and responsibilities focus on the activities outlined below, which are subject to the support policies outlined at the end of this document. CAs will serve a three year term, joining the Board during their third year. All other duties are as follows.

Chapter Advocacy Council
Responsibilities of all Chapter Advocates
Communications with the Chapters
Probationary Chapters
Petitioning Chapters
Oversight of Regional Meetings
Outstanding Faculty Advisor Process
CA Participation in the Annual Meeting
CA Responsibilities for the Three Year Term
Third-year Chapter Advocate Responsibilities
Second-year Chapter Advocate Responsibilities
First-year Chapter Advocate Responsibilities

I. Chapter Advocacy Council

There are six chapter advocates who will serve on the Chapter Advocacy Council (CAC). Each CA will be the advocate for his/her assigned region(s)/area(s). Each member will serve a three year term.

II. Responsibilities of all CAs

Attend and coordinate specified regional meetings.
- A1. Open and close the meeting with the host chapter representative
- A2. Facilitate one or more concurrent sessions if requested.
- A3. Attend and run the Faculty Advisors’ sessions.
- A4. Attend and run Chapter Presidents’ session.
- A5. Attend other sessions, as necessary.
Attend all Board and CA meetings as requested: January meeting, annual meeting and Board meetings (in third year as CA)and designated conference calls. This begins with the annual meeting following CA appointment.

III. Communication with the Chapters in Designated Region(s)

Request Input: Send a request for input to the Faculty Advisors (FA) one month before each of the Board Meetings and the June Board conference call.
Board Updates: Send highlights of the Board meetings to the Faculty Advisors within one month after Board meetings and the June Board conference call. The Director of Faculty Advisors (See VIII CA responsibilities below.) prepares the Board Updates and forwards them to all other CAs. Each CA will revise updates, if needed, before sending the updates to the FAs in their area.
Offer assistance/encouragement to chapters as needed or requested.
Encourage participation at Annual and Regional meetings and other BAP activities.
Nurture Faculty Advisors.
Encourage chapters to solicit new associates (domestic and international).
Encourage chapters to solicit new petitioning chapters.
Participate in the appeal process for chapter awards.
Offer assistance/encouragement to chapters with special circumstances:
1. Chapters on probation
2. Petitioning chapters
3. Chapters in danger of going on probation
Sit on award committee(s), as appropriate

IV. Probation Chapters are the Responsibility of the CA from that Region.

The Executive Office will notify the Chapter Advocates of any underperforming chapters in their area. Contact those chapters and work with them to avoid, if possible, probation.
Actively monitor those chapters and keep in contact with them during the year.
Be prepared to discuss, at any Board or CA Meeting, chapters within your region that may be placed on probation. This includes determining if there are any extenuating circumstances and the overall attitude of the Faculty Advisor in question.
Meet with the Faculty Advisor and/or students from current and potential probationary chapters at the Regional and/or Annual Meeting to discuss their status. (The Executive Office will provide you with a final list of probationary chapters at the August board/CA meeting and will notify those schools early in the fall semester

V. Petitioning Chapters

The second-year CA (See CA responsibilities VIII below.) will assist the CA of the petitioning chapter’s region by oversight and advisement of petitioning activities. Required activities of the regional CA include the following:
1. Review submitted petitions for completeness and accuracy.
2. Forward your evaluation of the petition (accept/decline/more information needed) to the Executive Office for formal acceptance and assignment of chapter number.
3. Send a congratulatory letter to the Faculty Advisor and Chapter Officers offering your aid and assistance. (A sample letter is available from the Executive Office.)
4. Periodically contact the Faculty and Chapter Officers to offer your support and assistance. It is essential to monitor petitioning chapters.
5. Notify any existing petitioning chapters in your area when you become a Chapter Advocate and offer to assist them as needed.
6. Conduct the site visit, prepare a report of that visit, and complete the confidential site visit evaluation form. If the CA from that region is not able to complete site visit and installation, another CA may perform those visits.
7. Send your recommendation for installation and all reports to the Executive Office.
8. Be prepared to discuss your recommendation with other CAs and Board members.
9. Attend and participate in the installation ceremony.
10. Send a post-installation congratulatory note to the Faculty Advisor and Chapter Officers.
11. Monitor newly installed chapters for at least the first three years.

VI. Oversight of Regional Meetings

Prior to each Regional meeting, the CA must:
In consultation with BAP’s meeting planner, confirm hosting commitments (city, date, host chapter) for at least the next two Regional meetings. Communicate this information to the Executive Office no later than one year in advance of the next Regional meeting. Ensure that the host chapter(s):
1. Access and understand the current Regional Meeting Manual at least one year in advance
2. Receive updates to the Manual, if any, by September 1 prior to the Regional meeting.
3. Are aware of the timeline in the Regional Meeting Manual and stress that they strictly follow it.
4. Advise the host chapter(s) that the Regional Meeting Contact Form is due on September 15.
5. Review and approve this form when it is submitted.
6. Assist the host chapters(s) in planning the Regional meeting, including taking a leading role in conference calls.
7. Work with Advisory Forum Liaison and host chapter(s) to arrange speakers.
8. Receive Best Practices abstracts and forward to Forum member responsible; communicate with submitting chapters, as appropriate. (See Best Practices Manual).
9. Approve the preliminary and final programs and operational/professional topics.
During the Regional Meeting, the CA must:
1. Participate in the opening and closing ceremonies as first and last speaker.
2. Preside over the meeting with the Faculty Advisors, Board members and Forum members. Take minutes that will be distributed to all chapters and the Executive Office within two weeks after the meeting.
3. Preside over meeting with Presidents, Board and Forum Members and take minutes.
4. Perform duties related to Best Practices (See Best Practices Manual).
After the Regional Meeting, the CA must:
1. Ensure that the host chapter(s) submit the post-meeting reporting requirements on time.
2. Assess the regional meeting and process and forward comments to the Director of Chapter Advocates for discussions at subsequent CA meetings.

VII. Outstanding Faculty Advisor

McGladrey provides funds annually to support the program that recognizes outstanding faculty advisors to Beta Alpha Psi. They have given the authority to BAP’s Board of Directors to identify, screen, and select the recipients of this award. These awards will be presented at both the American Accounting Association annual meeting at the Tuesday lunch and the Beta Alpha Psi annual conference.

The following describes the process by which Outstanding Faculty Advisors (FAs) are identified, screened and selected.

Identifying Outstanding Faculty Advisors

The process by which FAs are nominated and the forms to complete are found on BAP’s website. Nomination forms should be emailed to the BAP Executive Office no later than April 1.

The Executive Office will send all submissions to all CAs no later than April 10th.
CAs will review all submissions, rank each, and communicate their opinions to the Director of Faculty Advisors no later than April 15th.
The Director of Faculty Advisors will, prior to May 1st:
Combine individual CA rankings into a single composite ranking.
Communicate the composite ranking to all CAs
Schedule and chair a conference call during which CAs should formally nominate FAs for receipt of the award prior to the June Board conference call.
Communicate that information to the Executive Office together with the submissions associated with those nominated.
Selection of Outstanding Faculty Advisors
The Executive Office will distribute the CAs nominations and related submissions to the entire BAP Board of Directors prior the June Board Meeting.
After reviewing those nominations, The Board of Directors will select the FAs who will receive the Outstanding Faculty Advisor Award.
CAs will notify the FA’s in their area who will receive the award as soon as possible as well as those considered but not selected.
The Executive Office will arrange for the appropriate recognition and monetary payments as soon thereafter as possible.

VIII. CA Responsibilities for the Annual Meeting

Third Year CAs:
- Director of FAs—Regional Meeting Workshop-lead and moderate a session, if needed
- Director of CAs—Regional Meeting Workshop-assist and moderate a session, if needed
Second Year CAs:
- PCA and Reporting Intranet Workshop-lead
- New FA Workshop—lead
First Year CAs:
- PCA and Reporting Intranet Workshop—assist
- New FA Workshop—assist
Incoming CAs—moderate sessions, as requested
In addition, all CAs need to attend all meetings with Board/Forum with Chapter Presidents and FAs, the Regional Meeting Workshop, and all plenary sessions.

IX. CA Responsibilities for the Three Year Term

One of the third-year CA will serve as the Director of the CAC. The other third-year member will serve as the Director of Faculty Advisors. The outgoing Chapter Advocate serving as Director of FAs will nominate both the upcoming year’s Director of CAs and Director of FAs as well as handle the voting process. All CAs may vote.

The first- and second-year CA will each be responsible for a given area and the related manual updates. These CAs choose the area in which they prefer to work for each year.

Year	Advocacy Position	Manual Update
3	Dir of CAs	CA
3	Dir of FAs	Regional
2	Petitioning	Petitioning
2	Competitions	BP
1	Professional & Service	PCA
1	ROA	FA

X. Third-Year Chapter Advocate Responsibilities

Third-year Chapter Advocates serve on the Executive Board with voting privileges.

Third-year “Director of Chapter Advocates” position: The primary responsibility is overseeing the activities of all the Chapter Advocates.
1. Update the Chapter Advocate manual at the end of term as Director of Chapter Advocates.
2. Maintain contact with and coordinate activities between Chapter Advocates and the Executive Office to ensure uniformity of actions.
3. Communicate information to CAs not on the Board after each Board meeting and conference call.
4. Set agendas for Chapter Advocates meetings.
5. Follow up on action items.
6. Render reports to the Board about Chapter Advocate activities/projects.
7. Serve as the primary contact for first-year CAs and assist their transition into their new role.
8. Serve on the Board’s Nominating Committee.
9. Serve on the Board of Directors as Director of the CAC attending all Board meetings.
10. Attend the August Board Meeting and CAC meetings as required.
11. Conduct conference calls on an as-needed basis.
12. Serve on any award nominations committees, as appropriate.
Third-year “Director of Faculty Advisors” position: Primary responsibility is overseeing the activities of the Faculty Advisors and local chapters as needed/required/requested.
1. Update the Regional Meeting Manual by the end of your term as Director of Faculty Advisors.
2. Communicate with Deans and Chairs to provide information about Faculty Advisors, in order to improve recognition and rewards of Faculty Advisors.
3. Assist other Chapter Advocates in recruiting new BAP chapters.
4. Draft ‘Communications to Faculty Advisors’ after each Board meetings and the June conference call.
5. Draft ‘Talking Points’ for Regional and Annual meetings.
6. Manage the outstanding Faculty Advisor process as outlined above.
7. Lead discussions and make recommendations regarding Outstanding Faculty Advisor nominees.
8. Serve on any award nominations committees, as appropriate.
9. Serve on the Board of Directors as Director of FAs
10. Attend the August Board Meeting and CAC meetings as required.
11. Conduct the Regional Meeting planning session at the Annual Meeting
12. Prepare a summary report on the results of all Regional Meetings for discussion at the June Board conference call.

XI. Second-year Chapter Advocate Responsibilities

Serve as CA specialists in areas selected: petitioning or competitions.
Update the Petitioning Manual and Best Practices Manual by the end of your term as a second-year CA. Note: Please consult with the Deloitte Advisory Forum member prior to updating the Best Practices Manual
Serve as the Coordinator(s) of the Best Practices competition if requested by the Annual Meeting Planner and/or Chairperson(s). (See the Best Practices Manual for further details)
Attend the August Board Meeting (non-voting) and CAC meetings as required.

XII. First-year Chapter Advocate Responsibilities

Serve as CA specialists in areas selected: Professional and Service or Reaching Out Activities.
Update the Faculty Advisor Manual and the PCA (Program of Chapter Activities) by the end of your term as first year CA.
Coordinate with the third-year Director of Faculty Advisors.
Accept any assignments given by the President or determined to be necessary by the Board or the other Chapter Advocates.
Attend the August Board Meeting (nonvoting) and CAC meetings as required.