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   ΒΑΨ Director-at-Large-Manual
    Last updated: April 8, 2008

DIRECTOR-AT-LARGE MANUAL

REVISED December 31, 2007

PURPOSE

This manual sets forth the duties and responsibilities of Beta Alpha Psi Directors-at-Large. In general, those duties and responsibilities center on the activities outlined below, which are subject to the support policies outlined at the end of this document.

TABLE OF CONTENTS

  1. Communications with the Chapters
  2. Probation Chapters
  3. Petitioning Chapters
  4. Oversight of Regional Meetings
  5. Third-year Director-at-Large Responsibilities
  6. Second-year Director-at-Large Responsibilities
  7. First-year Director-at-Large Responsibilities
  8. Outstanding Faculty Advisor Process
  9. Other Information
  1. Communication with the Chapters
    1. Board Updates: Send highlights of the Board meetings to the Faculty Advisors within one month after each of the two Board meetings and the June Board conference call.
    2. Request Input: Send a request for input to the Faculty Advisors one month before each of the Board Meetings and the June Board conference call.
    3. Offer assistance/encouragement to chapters as needed or requested.
    4. Encourage participation at Annual and Regional meetings and other BAP activities.
    5. Nurture Faculty Advisors.
    6. Encourage chapters to solicit new associates (regional and international).
    7.  Encourage chapters to solicit new petitioning chapters.
    8. Participate in the appeal process for chapter awards.
    9. Offer assistance/encouragement to chapters with special circumstances:
      1. Chapters on probation
      2. Petitioning chapters
      3. Chapters in danger of going on probation
  1. Probation Chapters
    1. The Director of Chapter Activities will notify the Directors-at-Large of any chapters in their region that appear to be headed toward probationary status.
    2. Contact those chapters and work with them to avoid, if possible, being placed on probation.
    3. Actively monitor those chapters and keep in contact with them during the year.
    4. Be prepared to discuss, at any Board 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.
    5. 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 Director of Chapter Activities will provide you with a final list of probationary chapters at the August board meeting and will notify those schools early in the fall semester.)

  2. Petitioning Chapters
    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.
      1. Notify any existing petitioning chapters in your region when you become a Director-at-Large and offer to assist them as needed.
    5. Conduct the site visit, prepare a report of that visit, and complete the confidential site visit evaluation form.
      1. Send your recommendation for installation and all reports to the Executive Office.
      2. Be prepared to discuss your recommendation with other Board members.
    6. Attend and participate in the installation ceremony.
    7. Send a post-installation congratulatory note to the Faculty Advisor and Chapter Officers.

  3. Oversight of Regional Meetings
    1. Prior to each Regional Meeting, the DL should:
      1. In consultation with BAP’s meeting planner, confirm hosting commitments (city, date, host chapter) for at least the next two Regional Meetings.
        1. Communicate this information to the Executive Office no later than one year in advance of the next Regional Meeting.
      2. Ensure that 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. Ensure that host chapter(s) 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.  Review and approve this form when it is submitted.
      5. Offer assistance to the host chapters(s) in planning the Regional Meeting, including taking a leading role in conference calls.
      6. Approve the preliminary and final program and operational/professional topics.
      7. Work with Advisory Forum Liaison and host chapter(s) to arrange speakers.
    2. During the Regional Meeting, the DL should:
      1. Participate in the opening and closing ceremonies.
      2. Preside over the Board meeting with the Faculty Advisors.
        1. Distribute minutes from these meetings to all chapters and the Executive Office within two weeks after the meeting.
    3. After the Regional Meeting, the DL should:
      1. Ensure that the host chapter(s) submit the post-meeting reporting requirements on time.
      2. Develop recommendations for improving the Regional Meeting process and forward them to the third-year Director-at-Large for subsequent discussions.

  4. Third-Year Director-at-Large Responsibilities:  The two Directors-at-Large involved should decide which of these two positions they will fill prior to the August Board meeting at the end of their second year.
    1. Third-year “Director of Directors-at-Large Activities” position: Your primary responsibility will be overseeing the activities of all the Directors-at-Large.
      1. Maintain contact with and coordinate activities between Directors-at-Large and the Executive Office to ensure uniformity of actions.
      2. Set agendas for Directors-at-Large meetings.
      3. Follow up on action items.
      4. Render reports to the Board about Director-at-Large activities/projects.
      5. Serve as the primary contact for first-year directors and assist their transition into their new role.
      6. Lead discussions and make recommendations regarding Outstanding Faculty Advisor nominees.
      7. Serve on the Board’s Nominating Committee.
      8. Update the Best Practices Manual by September 1.
    2. Third-year “Director of Faculty Advisors” position:  Your primary responsibility will be overseeing the activities of the Faculty Advisors and local chapters as needed/required/requested.
      1. Update the New Faculty Advisor’s Manual by September 1.
      2. Communicate with Deans and Chairs to provide information about, and improve recognition and rewards of, Faculty Advisors.
      3. Assist other Directors-at-Large 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 in paragraph 8 below.

  5. Second-year Director-at-Large Responsibilities:
    1. Serve as the Coordinator(s) of the Best Practices competition if asked by the Annual Meeting Planner and/or Chairperson.  (See the Best Practices Manual for further details.)
    2. Conduct the Regional Meeting planning session at the Annual Meeting.
    3. Prepare a summary report on the results of all Regional Meetings for discussion at the June Board conference call.
    4. Keep the Director-at-Large and Petitioning Chapter Manuals current by soliciting recommendations for revisions and updating the manuals by September 1.

  6. First-year Director at Large Responsibilities:
    1. The two first year Directors-at-Large are responsible for any assignments given by the President or determined to be necessary by the Board or the other Directors-at-Large.
    2. Update and revise the Regional Meeting Host Manual (except for Best Practices) by September 1.

  7. Outstanding Faculty Advisor Process:

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

    Identifying Faculty Advisors
    McGladrey & Pullen provides funds annually to support a 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.

    The process by which FAs are nominated and the forms to complete are found on BAP’s website..

    Nomination forms should be emailed directly to the Director-as-Large (DL) responsible for the school from which the FA currently works not later than May 1st.

    Initial Screening for the Outstanding Faculty Advisor Award
    After reviewing all submissions received, DLs should rank order those submissions. From those rankings, the DL should select those which he/she believes are competitive for the award at the national level.

    Competitive submissions should be sent by each DL to all other DLs not later than May 10th.

    DLs should review all submissions, rank each, and email their opinions to the third year Director of Faculty Advisors not later than May 20th.

    The Director of Faculty Advisors should, prior to June 1st:
    Selection of Outstanding Faculty Advisors
    The Executive Office should distribute the DLs nominations and related submissions to the entire BAP Board of Directors prior the June Board Meeting.

    After reviewing those nominations, The Board of Directors should select the FAs who will receive the Outstanding Faculty Advisor Award.

    DLs should notify the FA’s who will receive the award as soon as possible as well as those considered but not selected.

    The Executive Office should arrange for the appropriate recognition and monetary payments as soon thereafter as possible.

  8. Other Information:
    1. Meetings to Attend
      1. June Board conference call – usually the first or second week in June. This includes the first conference call after you are elected.
      2. Annual Meeting
        1. Attend Directors-at-Large and Board meetings two-three days before the Annual Meeting begins.  This includes the first meeting after you are elected.
        2. Facilitate one or more concurrent sessions if requested.
        3. Attend the Faculty Advisors’ sessions.
        4. Attend Regional Meeting Hosts’ sessions.
      3. January Board Meeting – usually the first or second week in January.
      4. Regional Meeting(s) for the appropriate area(s).
      5. In addition, Directors-at-Large may also be involved in chapter installations, petitioning chapter site visits, or other activities as needed or requested by the Board.
      6. Once you have been elected, the June Board conference call and the August Directors-at-Large and Board meetings precede the beginning of your term.  You are invited to attend these meetings as an observer, but you cannot vote until your term begins at the close of the Annual Meeting.
    2. Support Policies: The Executive Office will provide a cash advance or reimburse Directors-at-Large for essential out-of-pocket expenses related to the performance of their duties.  Directors-at-Large are responsible for nonessential costs.
      1. General
        1. Submit requests for cash advances and reimbursement requests on the forms located at these sites: http://bap.org/download/Board_of_Directors_Expense_Form.pdf http://bap.org/download/Board_of_Directors_Cash_Advance_Request_Form.pdf
        2. Submit reimbursement requests within 180 days of the last travel date.
      2. Travel
        1. Directors at Large are responsible for making and paying for essential transportation costs to and from the officially sponsored event subject to the following limitations:
          • The Director of Administration must approve in advance any round trip airfare in excess of $500.
          • The Executive Office will not reimburse any travel cost in excess of economy fare.
      3. Hotel
        1. Board and Annual Meetings – The Executive Office generally reserves and pays for hotel accommodations.  (Directors at Large must provide arrival and departure dates.)  Directors-at-Large are personally responsible for any expenses incurred due to early arrival and stays beyond the official meeting.
        2. Regional Meetings, Site Visits, Installations, Other – Directors-at-Large make their own reservations.
      4. Meals
        1. Board and Annual Meetings – The Executive Office generally arranges and pays for all meals.  (Directors-at-Large should inform the Executive Office if they plan to forego a normally scheduled meal.)
        2. The Executive Office will reimburse Directors-at-Large for essential meals (breakfast, lunch, dinner) foregone or not planned according the limitations outlined on the reimbursement form ($10 for Breakfast, $15 for Lunch, and $30 for Dinner).
     
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