GOVERNING STRUCTURE

PRESIDENT

The President shall serve as the chief executive officer of the Association and chair of the Governing Council; preside over all meetings of the Association and the Governing Council; serve as liaison to the Association of College and University Housing Officers-International (ACUHO-I); perform all other duties as designated by the Governing Council and/or Association membership; and perform all other duties customary to such office which are not inconsistent with the Association's Constitution and Bylaws. Shall serve on the SEAHO Budget Review Committee.

March

• Send out congratulatory letters or emails to newly elected and appointed Governing Council Officers, State Representatives, State Editors, Committee/Task Force Chairs, liaison, appointments, etc.

• Set up email distribution lists of various Governing Council groups

• Remind Members at Large to contact Committee/Task Force Chairs and liaisons about setting up and finalizing Committee/Task Force rosters, setting annual goals and objectives, and submission of reports (April 1, October 1, and February 1)

• Use Involvement forms submitted at annual conference and online to develop spreadsheet of interested individuals along with their Committee/Task Force interests; email spreadsheet to Governing Council members

• Write SEAHO Report article to meet March deadline

• Start thinking about ACUHO-I; plan the Regional Reception

• Send email to Governing Council members reminding them to review the Monthly Calendar of Responsibilities.

April

• Begin working with Treasurer to finalize plans for ACUHO-I Regional Reception

• Touch base with Members at Large about finalizing Committee/Task Force membership and confirm submission of Reports due April 1

• Send email to Governing Council members reminding them to review the Monthly Calendar of Responsibilities.

• Prepare and submit the ACUHO-I Quarterly Regional President Report Form to the Southern District Representative according to the deadline provided by the Southern District Representative.

May

• Continue preparation for ACUHO-I conference

• Write SEAHO Report article for June 1 deadline

• Send email to Governing Council members reminding them to review the Monthly Calendar of Responsibilities.

June

• Send email to Governing Council members reminding them to review the Monthly Calendar of Responsibilities.

• Prepare and submit the ACUHO-I Quarterly Regional President Report Form to the Southern District Representative according to the deadline provided by the Southern District Representative.

• Finalize plans for ACUHO-I:

a) Attendance at the Regional Presidents meeting

b) ACUHO-I Regional Reception

c) Other SEAHO business

July

• Attend ACUHO-I

• Participate in ACUHO-I Regional President's meeting

• On-going communication with Governing Council about SEAHO business

• Run reception at ACUHO-I with SEAHO past host

• Send email to Governing Council members reminding them to review the Monthly Calendar of Responsibilities.

August

• Send out email to remind Governing Council members about upcoming Mid-Year meeting (begin work on details such as agenda, proposals, copies, etc.)

• Write SEAHO Report article

• Send email to Governing Council members reminding them to review the Monthly Calendar of Responsibilities.

September

• Begin to develop agenda for Mid-Year Meeting

• Write SEAHO Report article for mid September deadline

• Send email to Governing Council members reminding them to review the Monthly Calendar of Responsibilities.

• Prepare and submit the ACUHO-I Quarterly Regional President Report Form to the Southern District Representative according to the deadline provided by the Southern District Representative.

October / November (Mid-Year Meeting)

• Pull together Constitutional amendment proposals; if time permits send to Governing Council through email for review before Mid-Year meeting

• Send email to Governing Council members reminding them to review the Monthly Calendar of Responsibilities.

• Run Mid-Year meeting at the host site

• Write SEAHO Report article for November deadline

December

• Invite the ACUHO-I President, ACUHO-I Foundation Representative, and other guests to the annual conference

• Send email to Governing Council members reminding them to review the Monthly Calendar of Responsibilities.

• According to Host Committee deadline, prepare written items to be included in conference materials (welcome letter, meal agendas, etc)

January

• Submit to person who has taken responsibility for plaques information to go on plaques for outgoing elected Governing Council members (Secretary, Treasurer and Member at Large), Host, and Annual Conference Program Chair

• Submit the guest list of those attending to the Host chairperson. Arrange hotel and registration for each

• According to Host Committee deadline, submit agendas for each meal and the business meeting to the Host Chairperson

• Send email to Governing Council members reminding them to review Monthly Calendar of Responsibilities.

• Prepare and submit the ACUHO-I Quarterly Regional President Report Form to the Southern District Representative according to the deadline provided by the Southern District Representative.

February

• Email Governing Council Members about the GC Meeting scheduled just prior to the conference

• Send email to Governing Council members reminding them to review the Monthly Calendar of Responsibilities.

• Finalize meal agendas to include speakers

• Conduct the Governing Council meeting

• Arrange with Conference Host:

a) Documents to be copied for distribution at conference in packets

b) Meeting airplanes of special guests, etc.

• Appoint a parliamentarian to preside at the business meeting

• Prepare for and conduct the annual SEAHO business meeting

• Prepare to Chair Nominations and Elections Committee meeting as Past President

PRESIDENT-ELECT

The President-Elect shall preside at all Association functions in the absence of the President; serve as the chairperson of the Awards and Recognition Committee; prior to installation as President appoint incoming committee chairs, and perform other duties and responsibilities as assigned by either the President or the Governing Council. The President-Elect shall be elected at the annual conference for a three-year commitment of service, which includes one year in each of the offices of President-Elect, President and Past President. Shall serve on the SEAHO Budget Review Committee.

March

• Familiarize self with upcoming duties and responsibilities

• Read the online Leadership Manual

• Begin to identify members of Awards and Recognition Committee

April

• Submit Awards and Recognition Committee report to Member at Large

May

• Continue to work with State Representative to identify potential conference hosts as needed

• Plan to attend the ACUHO-I Regional Presidents meeting

June/July

• Attend the ACUHO-I Regional President's meeting

August

• Update Award nomination forms and Conference Fee Waiver Scholarship application and distribute information to Governing Council members and for the upcoming SEAHO Report; ask State Representatives to share this information in their respective states

• Work with Membership Services Chair to update Involvement form and brochure; submit to SEAHO Report (for mid September deadline) and to Webmaster to post on SEAHO Website

September

• Work with Webmaster to update online SEAHO awards nomination forms and Scholarship application

• Encourage members of Governing Council, State Reps and Committee/Task Force Chairs and liaisons to nominate and to publicize awards.

October / November (Mid-Year Meeting)

• Have proposals for future host sites prepared for Mid-Year Meeting report

• Submit Awards and Recognition Committee report to Member at Large prior to Mid Year meeting

• Continue to publicize and solicit SEAHO Awards nominations and scholarship applications

• Compile a list of potential Committee/Task Force chairs and liaisons; discuss list with President, Past President, Members at Large, and current chairs (if outgoing)

• Solicit RELI hosts campus – Every 3 years (during the summer following the 1^st year of a 3-year host term) run a process to advertise and select a new host school for the institute. Selection will occur at SEAHO by a committee to include the presidential cycle, prior RELI hosts and prior RELI co-chairs. The process should occur early enough to allow for a full 18 month planning phase for the incoming host school.

December

• Begin to set up Committee structures for upcoming year by appointing or reappointing Chairs

• Continue to publicize SEAHO Awards and Scholarship processes and encourage nominations and applications; use State Reps to help with publicity

• Email CHOs to solicit names of SEAHO Service Awards

• Ask State Representatives to publicize SEAHO volunteer possibilities and publicize the Volunteer form posted on website

January

• Continue to email CHOs to solicit names of SEAHO Service Awards

• Make final selections for award recipients with Awards and Recognitions Committee; make arrangements for plaques or certificates as specified in Awards section of this manual

• Continue working on SEAHO Conference Fee Waiver Scholarship process

• Continue urging publicity and support for SEAHO volunteers through online involvement form

• Begin finalizing Committee/Task Force Chairs for upcoming year (new and returning); make contact to confirm interest and ability to serve

February

• Finalize Committee/Task Force Chair and liaison appointments; email them to inform them of need to

1) attend Involvement Fair

2) conduct Committee meeting during Committee meeting time slots

3) attend the Committee Chair training scheduled for the day before the conference begins

4) attend the incoming Governing Council meeting scheduled for the last morning of the conference

• Lead meeting of incoming Governing Council at the conference

• Insure that all award plaques and presenters are ready for presentation

• Prepare SEAHO Service Awards certificates for the State Representatives to present at state meetings

• Finalize SEAHO Conference Fee Waiver Scholarship winners; send names to Host

• Committee for Scholarship Winner ribbon purposes; work with Treasurer to arrange for reimbursement

• At annual conference inform newly elected President-Elect and Member at Large to attend Involvement Fair and incoming Governing Council meeting; inform newly elected President-Elect to run the Awards & Recognition Committee meeting

• Following the annual conference, work with Past President to insure that Constitutional amendments and changes to the Leadership Manual are sent to Webmaster; inform Governing Council members that updated version is now posted

• Begin making plans for Summer Executive Board Meeting (usually in May or June, prior to ACUHO-I Conference)

PAST PRESIDENT

The immediate Past President shall serve as an advisor to the Governing Council and the President; serve as chairperson of the Nominations and Election Committee; and perform other duties and responsibilities as assigned by either the President or the Governing Council. Shall serve on the SEAHO Budget Review Committee.

March

• Send thank you letters to past year's Governing Council

• When necessary, work with the Webmaster to make changes to Constitution based on amendments passed at the annual Business meeting.

• Begin to identify members of the Nominations and Elections Committee

• Begin updating the Leadership Manual – this will take all year with expectation that revised version is posted on the web before the annual conference in February; coordinate plans with Technology Coordinator.

April

• Continue updating Leadership Manual

• Submit Nominations and Elections Committee report to Member at Large Secretary

• Distribute a copy of the meeting minutes to the Governing Council Conference Program Committee

• Establish the program proposal deadline

• Distribute program proposal forms to Governing Council members

• Continue to search for major speakers (many may require early commitment due to their schedules)

May

• Set due date for officer nominations for early October

• Prepare a submission for the SEAHO Report publicizing the upcoming elections along with positions to be selected, the nomination process, form and deadline

• With the Nominations and Elections Committee, begin soliciting nominations by contacting Governing Council, State Representatives, Committee/Task Force Chairs, and CHOs

• Work with Webmaster to post nomination form on website

Summer

• Continue to solicit nominees for all officer positions open for election (early October due date)

• Continue updates to Leadership Manual

September

• Continue to solicit nominees for all officer positions open for election (early October due date)

• Continue updating Leadership Manual – prepare questions for Mid-Year meeting

October / November (Mid-Year Meeting)

• Submit Nominations and Elections Committee report to Member at Large prior to Mid-Year meeting

• Have members of Nominations and Elections Committee rank order the nominees; make contact with nominees in rank order with goal of identifying 3 candidates for each open position

• Have candidates who agree to run submit candidate statement and electronic photograph to be developed into document to submit for the SEAHO Report that will be published just prior to the annual conference

• Continue updating Leadership Manual; use Governing Council to help clarify issues

• Begin working with outgoing Member at Large to plan Governing Council training to occur at annual conference

December

• According to Host Committee deadline, develop candidate statements/photos document to be included in conference materials

• Insure submission to SEAHO Report by stated deadline – usually in November

• Continue working with outgoing Member at Large to plan Governing Council training at annual conference

January

• Finalize updates to Leadership Manual

• Develop display piece with candidate statements/photos

• Prepare ballots for Business Meeting (one per SEAHO institution)

• With outgoing Member at Large, finalize Governing Council training to occur at annual conference

February

• Current Past President: prepare election ballots for Business meeting elections

• Current Past President: Insure that revised copy of Leadership Manual is posted on website prior to the annual conference

• Current Past President: conduct Governing Council training with outgoing Member at Large

• Past President to be: attend Involvement Fair; meet with Nominations and Elections

• Committee during assigned Committee meeting time

Secretary

The Secretary shall serve as the official correspondent and record keeper for the Association; and perform other duties and responsibilities as assigned by either the President or the Governing Council. The Secretary is elected for a two-year term.

March

• Complete Governing Council and annual business meeting minutes; forward to Governing Council members when completed

• Compile roster of new Governing Council; set up email distribution list and send new roster to Technology Coordinator for posting on web

• Prepare abridged minutes from annual conference business meeting and submit for publication in SEAHO Report and for posting on the website

Summer

· Attend Summer Executive Board Meeting.

October / November (Mid-Year Meeting)

• Prepare to take minutes at Mid-Year meeting

• Compile minutes from Mid-Year meeting

• Send out minutes of Mid-Year meeting and submit article for SEAHO Report summarizing meeting

January

• Prepare voting delegate sign in sheets for the annual business meeting

• Prepare voting cards for voting delegates (one per institution) in attendance at annual business meeting

February

• Take minutes at the Governing Council meeting before the conference

• Take minutes at the business meeting and incoming Governing Council meeting

• Oversee the delegate sign-in at the business meeting

• Distribute voting cards to CHO or representative from institutions in attendance

Treasurer

The Treasurer shall serve as the custodian of all association funds and disbursements; maintain all association funds in U.S. Government-insured accounts; maintain a fidelity bond at least equal to the highest balance of association funds during the previous year; maintain careful and sufficient records to account for all association funds and make such records available to any member or officer of the Association upon request; serve as an ex-officio member of the Reserve Fund Committee; and perform other duties and responsibilities as assigned by either the President or the Governing Council. The Treasurer is elected for a three-year term. Shall serve on the SEAHO Budget Review Committee.

March

• Review next year's SEAHO host budget

• Secure conference site insurance (every other year)

May

• Fidelity Bond due

Summer

• Obtain Southern Placement Exchange Financial Statement (SPE uses SEAHO's Federal Tax ID#)

• Attend Summer Executive Board Meeting.

September

• Review SEAHO Report expenses

October / November (Mid-Year Meeting)

• Close fiscal year November 30

• Prepare Treasurer's Report to date for Mid-Year Meeting

• Give Treasurer's report at Mid-Year meeting

• Facilitate creation of administrative fund budget for the next fiscal year

• Meet with prospective hosts (for conference 2-years out) to review potential budget

• Final report of SEAHO by Host must be submitted along with financial report (to be filed in March for taxes)

• Prior to Mid Year meeting work with Member at Large to begin review of budget proposals from Committee/Task Force Chairs and liaisons

December

• Open new fiscal year, transfer funds appropriately

• Prepare end-of-fiscal-year financial report for tax filing and to be distributed at annual conference Business Meeting

January

• File taxes with accountant

• Prepare Annual Treasurer's Report for annual business meeting

• Provide own copies of report for business meeting or make other arrangements through the host committee

February

• File IRS forms by March 15

• Provide SEAHO Financial Report at annual business meeting

• Provide advance to next year's host

• Meet with next year's conference host chair(s) to review developing budget

MemberS at Large

 

As noted in the SEAHO Constitution, the Members at Large are elected for a two-year term, in alternate years. The Members at Large are each elected for a two-year term, in alternate years. The Member at Large elected in even years will work with the ten SEAHO State Representatives and all related standing committees. The Member at Large elected in odd years will work with the Conference Host Committee and all related standing committees. The Members at Large shall perform duties and responsibilities as assigned by either the President or the Governing Council. Shall serve on the SEAHO Budget Review Committee.

RESPONSIBILITIES

1. The Members at Large have full voting rights.

2. The Member at Large for State Representatives, and all related standing committees, serves as the liaison between the Governing Council and the ten SEAHO State Representatives.

• Inform State Reps of SEAHO Report deadlines and expectation that they submit updates about their respective states.

• Inform State Reps of expectation that they prepare State Representative Reports (see the forms section) for Governing Council meetings held at Mid-Year meeting and annual conference.

• Inform State Reps of expectation that they assist SEAHO Governing Council in communicating and publicizing events and activities of SEAHO.

• Inform State Reps of expectation that they maintain updated CHO contact lists and updated listservs for their respective states.

• Inform State Reps of expectations related to their service on the Annual Conference Program Committee.

• Inform State Reps of expectation that they encourage housing professionals in their respective states to get involved in SEAHO Committees and Task Forces. They should direct members to the Involvement Form posted on the website, to the SEAHO President, or to the Chair of the Membership Services Committee.

• Maintains contact with the SAACURH Advisor.

• Coordinate and facilitate the State President's Meeting at the Annual Conference.

3. The Member at Large for the Annual Conference and all related committees serves as the liaison between the Governing Council and the assigned.

• Assist Chairs with composing committees whose memberships reflect the diversity of SEAHO. All Committees should have representatives from each of the ten SEAHO states.

• Insure receipt of Committee/Task Force Reports from each Chair by April 1, October 1, and February 1

• Inform State Reps and Committee/Task Force Chairs and liaisons of expectation that they assist SEAHO Governing Council in communicating and publicizing events and activities of SEAHO.

• Works with the Past President to plan training for new Governing Council at Annual Conference

March

• In first year of service, make contact with State Representatives; develop goals for the upcoming year

• In second year of service, make contact with Committee/Task Force Chairs and liaisons to finalize Committee/Task Force membership, set goals for the upcoming year

• Provide dates for submission of Committee/Task Force reports, using the form posted on the website (April 1, October 1, and February 1)

• Provide dates for submission (prior to Mid Year Meeting and annual Conference) of State Rep reports using form posted on the website

• Provide dates for submission of articles to the SEAHO Report

April

• Contact State Representatives to offer assistance

• Contact Committee/Task Force Chairs and liaisons to offer assistance; insure finalized rosters of individual Committee/Task Force members and submission of goals for the year

• Obtain reports from Committee/Task Force Chairs by April 1 and submit copies to President

Summer

• Maintain contact with State Reps and Committee Chairs; provide assistance as needed to keep them on track

• Attend Summer Executive Board Meeting.

September

• Remind State Reps that reports are due October 1

• Remind Committee/Task Force Chairs and liaisons of Reports and Budget Proposals due October 1

October / November (Mid-Year Meeting)

• Insure reports submitted by all State Reps and Committee/Task Force Chairs and liaisons prior to Mid Year meeting

• Member at Large for Committees must insure receipt of Budget Proposals from all Committee/Task Force Chairs and liaisons

• Member at Large for Committee will work with Treasurer prior to Mid Year meeting to begin review of budget proposals from Committee/Task Force Chairs and liaisons

• Member at Large for Committees will work with Treasurer to prepare Budget Proposals for the Budget Review Committee at Mid Year Meeting

• Outgoing Member at Large to begin working with Past President to plan Governing Council training to occur at annual conference

December

• Work with President-Elect to identify Committee/Task Force Chairs for upcoming year

• Outgoing Member at Large continues working with Past President to plan Governing Council training at annual conference

January

• Remind State Reps and Committee/Task Force Chairs and liaisons to submit final reports prior to upcoming GC meeting

• Continue working with President-Elect to identify Committee/Task Force Chairs for upcoming year

• Outgoing Member at Large to work with Past President to finalize Governing Council training at annual conference

February

• Collect reports from State Reps and Committee/Task Force/liaisons and prepare report for Governing Council

• Work with Past President to conduct training of State Representatives and the Committee/Task Force Chairs

SAGE

The Sage will be appointed jointly by the President and President-Elect for a two-year term. The Sage will provide support, guidance, organizational memory, historical perspective and continuity to the Governing Council. The Sage will also oversee the work of the SEAHO Archivist as well as creation of our Oral History; maintain the supply ofSEAHO pinsto include annualawarding of pins to both new and departing members of the Governing Council; andwork with Program Committee Chair to coordinatescheduling ofCHO meetings during the annual conference. Attend Governing Council and Executive Board meetings as a non-voting member and serve on the SEAHO Budget Review Committee.

March

• Communicate with SEAHO Archivist to discuss materials that need to be archived from Annual Conference

Summer

· Attend Summer Executive Board Meeting.

October / November (Mid-Year Meeting)

• Liaison to Program Committee for CHO Program Planning

• Communicate with SEAHO Archivist to discuss materials that need to be archived from Mid-Year Meeting.

• Work with the individuals who have committed to creating our Oral History and present progress of the group during the Mid-Year Meeting

January

• Determine names of new and departing Governing Council members and arrange for presentation of SEAHO pins, to be presented at conference meals

February

• Attend Annual SEAHO Conference

• Present pins to new and departing Governing Council members

TECHNOLOGY COORDINATOR

The Technology Coordinator is appointed by the President and President-Elect for a two-year term. Reporting directly to the President, the Technology Coordinator serves as the liaison to the website developer, develops and executes with the President all technical contracts with third party vendors, identifies and implements technical solutions for the operational benefit of SEAHO, and attends Governing Council and Executive Board meetings as a nonvoting member.

TECHNOLOGY COORDINATOR

• Serve as the liaison to the vendor maintaining the SEAHO Website

• Post items as approved by the SEAHO President

• Attend Governing Council meetings as a non-voting member.

• Submit Committee/Task Force Reports and budget proposal to the Member at Large according to stated deadlines.

• Update SEAHO Website with the names and positions of transitioning Governing Council members.

• Send basic information to each new Governing Council member with instructions for how to use the site, add his/her contact information, post reports, and vote on Governing Council activities and other related items.

• Collect contact information from all Governing Council members at the final Governing Council meeting at the annual conference to update website and contact information.

• Ensure that the Leadership pages of the SEAHO Website are always updated with the correct individuals filling each position and the correct contact information

• Submit Committee Reports and budget proposal to the Member at Large according to stated deadlines.

• Submit regular updates to the SEAHO President on the status of all projects with the vendor responsible for updating the SEAHO web pages.

March

• Communicate with web designer regarding any changes or updates to the SEAHO website

Summer

· Attend Summer Executive Board Meeting.

October / November (Mid-Year Meeting)

• Communicate with SEAHO Annual Conference Host Committee and Program Committee regarding registration and other needs

January

• Continue working with Host Committee and Program Committee to address needs

February

• Attend Annual SEAHO Conference

• Work with Executive Board and Governing Council to determine future needs of website

STATE REPRESENTATIVES

The SEAHO State Representative is a position of critical importance to the success of SEAHO. State Representatives report to the Member at Large to who is elected in even years. Serving as both members of the Governing Council and the Conference Program Committee, SEAHO State Representatives are the core of the governing and services functions of the Association. Each state may require additional responsibilities or expectations for this position as long as the roles and responsibilities below are fulfilled. State Representatives have voting rights on the Governing Council.

REPONSIBILITIES

1. Serve as the primary liaison between SEAHO and the state housing officers. Communicate and publicize SEAHO events and activities to state membership with regularity over the course of the year, ideally every 4-6 weeks or more often as necessary.

2. State Representatives will serve a two year term. Term will commence at an annual conference, and terminate at the annual conference two years later.

3. Attend new member training at annual conference.

4. Serve as member of the SEAHO Governing Council in all its deliberation and decisions; with voting rights.

5. Introduce self to the state membership via e-mail within 30 days of election.

6. Notify state membership of SEAHO deadlines, news, nominations, awards, and association changes.

7. Maintain CHO directory for state; submit to Member At Large each September. Provide revisions throughout the year if changes occur.

8. Write and submit semi-annual state reports due October 1 and February 1.

9. Attend annual conference and mid-year meeting.

10. Solicit feedback from state constituents on issues, and cast a state vote in accordance with that feedback. Serve as the voice of state membership on all SEAHO related business and services.

11. Encourage volunteerism from state membership in SEAHO committees and task forces.

12. Solicit and/or promote the following:

· Submissions for SEAHO report.

· Program proposals for annual conference.

· Nominations for SEAHO awards.

· SEAHO annual Service Award nominations from each CHO in your state.

· Attendance at SEAHO annual conference.

13. Serve as on-line reviewer for annual conference program submissions.

14. Coordinate networking opportunities for ACUHO-I interns within your state each summer.

15. Recruit colleagues from state institutions previously inactive in SEAHO.

16. Present SEAHO service awards at state caucus meetings held during annual conference. Mail Service Award certificates to recipients who were unable to attend the annual conference, with a letter of congratulations.

March

• Contact colleagues in state. Introduce (or re-introduce) self and advise colleagues of SEAHO's services and updates from annual conference.

• Encourage members to begin considering submitting program proposals for the next SEAHO conference.

• Send SEAHO Service Award certificates to recipients who did not attend the annual conference. Include explanation of award along with overview of SEAHO (some recipients will not know what SEAHO is).

April

• Update state rosters and listserv; insure web postings are current.

• Note the conference host site rotation schedule and, as appropriate, initiate discussion at state level.

May

• SEAHO Call for Programs announced, usually a September deadline.

June

• Call for Programs continues. Encourage proposals for Pre-Conference Workshops and Interest Sessions.

July

• Call for Programs continues. Send reminder to state colleagues.

• Prepare for fall state Housing Officers Meeting/Conference.

August

• "Invite” proposals on facilities, administration, technology, construction, and other under-represented topics.

• Advise state colleagues of SEAHO nominations and elections procedures and positions coming open.

September

• Encourage program proposals.

• If an election year, explain selection and tasks of SEAHO State Representative and SEAHO State Editor. Recruit candidates to run, especially candidates from HBCUs.

• Send letter of invitation and encouragement to HBCUs in state to get involved in SEAHO.

• Begin to prepare report of states' activities for submission to Member at Large by October 1.

• Make preparations to attend Mid-Year Meeting.

• Advise state colleagues of SEAHO nominations and elections procedures and positions coming open.

October / November (Mid-Year Meeting)

• Update the state CHO contact list and listserv.

• Attend SEAHO Mid-Year Meeting.

• Publicize SEAHO Awards and SEAHO Conference Fee Waiver Scholarship nomination and application process; encourage nominations and applications.

December

• Perform random acts of kindness.

• Continue to encourage applications for SEAHO Awards and Conference Fee Waiver Scholarship by early January due date.

January

• Verify programs from state.

• Continue to encourage applications for SEAHO Awards and Conference Fee Waiver Scholarship by early January due date.

• Begin to prepare report of states' activities for submission to Member at Large by February 1.

February

• Serve as program liaison during conference.

• Attend Governing Council meetings. If being replaced, insure that new State Rep knows about the incoming Governing Council meeting and expectation to attend it.

• Assist or conduct State Caucus Meeting.

• Distribute SEAHO Service Award certificates to those in attendance at State Caucus Meeting; mail certificates to recipients who were unable to attend conference and include letter of congratulation and explanation of award and SEAHO. If being replaced, insure that this information is passed to the new State Rep.

• Encourage housing professionals in respective states to get involved in SEAHO by completing the Involvement Form (available on the web or at the conference) or by contacting the SEAHO President or Chair of the Membership Services Committee.

COMMITTEES & TASK FORCES

The SEAHO Committee/Task Force Chairs and liaisons are in a position of critical importance to the success of SEAHO. Serving as members of the Governing Council, SEAHO Committee/Task Force Chairs and liaisons serve in vital roles and perform important services for the Association. Each Committee/Task Force has unique responsibilities and expectations.

1. With the exception of two Committees, the Chairpersons are appointed by the President. The President-Elect serves as Chair of the Awards and Recognition Committee and the Past President serves as Chair of the Nominations Committee.

2. Committee/Task Force Chairs and liaisons report to their assigned Member at Large, except for the Annual Conference Program Committee which reports to the president.

3. Committee/Task Force Chairs and liaisons are expected to recruit committee members reflecting the diversity of SEAHO institutions and membership (small, large, public, private, HBCUs, male, female, CHOs, mid-managers, entry level, graduate students, etc.). The Committee membership roster must be submitted to the Member at Large for his or her approval and must be included in the reports.

4. Committee/Task Force Chairs and liaisons are responsible for developing, with Committee members, goals and objectives for the upcoming year.

5. Committee/Task Force Chairs and liaisons are responsible for knowing the Committee charge as stated in the SEAHO Constitution and as described in this Leadership Manual.

6. Committee/Task Force Chairs and liaisons are responsible for submitting reports (April 1, October 1, and February 1) to the Member at Large.

7. Committee/Task Force Chairs and liaisons are responsible for attending Governing Council meetings. They will meet as a group with their Member at Large prior to the Governing Council meeting.

8. Committee/Task Force Chairs and liaisons are responsible for submitting reports for publication in the SEAHO Report and/or for posting on the SEAHO website. Attention should be paid to publication due dates.

9. Committee/Task Force Chairs and liaisons are responsible for preparing and submitting budget proposals to their Member at Large or the president by October 1.

10. Committee/Task Force Chairs and liaisons are responsible for submitting to the Member at Large any proposals or recommendations requiring decisions at Governing Council meetings.

11. Committee/Task Force Chairs and liaisons should familiarize themselves with the SEAHO Monthly Calendar as noted in this Leadership Manual.

12. With the exception of the Chairs of Awards and Recognition and Nominations and Elections, Committee/Task Force Chairs and liaisons do not have voting rights. They do, however, provide feedback and input to discussions and decisions.

13. Committee/Task Force Chairs and liaisons are responsible for submitting reports and proposals in both electronic and hard copy formats (for electronic minutes and for the Archives maintained by the Secretary)

14. Committee tasks and responsibilities are detailed below.

ANNUAL CONFERENCE PROGRAM COMMITTEE

• Will consist of the committee chairperson, chairperson select, five to eight additional professional members and one graduate student member appointed by the President.

• Will plan the annual conference program activities and coordinate their efforts with the annual conference host committee.

• Solicit, select and evaluate the programs for the Annual Conference including Pre-Conference workshops, major speakers, and interest sessions.

• Inform those who submit program proposals whether program was accepted; confirm audio visual needs.

• Consider ways to evaluate and enhance the program format of the conference.

• Coordinate program sessions with the Host Committee with attention given to room setups, A/V needs, major speakers, hospitality, evaluations, time slots, program printing, and other related issues.

• Chair attends Governing Council meetings as a non-voting member.

• Submit Committee Reports and budget proposal to the president according to stated deadlines.

• Develop the program proposal form for the next year's conference.

• Submit the program proposal form to be posted on the SEAHO website.

ASSOCIATES COMMITTEE

• Will be composed of members and a chairperson appointed by the President. Chair attends Governing Council meetings as a non-voting member.

• Will be responsible for assisting the Host Committee with the recruitment of Associates and sponsorships for the annual conference.

• Will be responsible for serving as a liaison between SEAHO and the Associates who support the Association's activities.

• Will be responsible for recognizing Associates at the annual conference.

• Will be responsible for organizing and selecting the annual Outstanding Associate Award.

• Will be responsible for coordinating the Associates conference evaluation form and compiling the information.

• Will assist in recruiting associates and sponsorships as requested by the Host Committee.

• Will be responsible for educating conference attendees and Associates concerning use of the Associates Area.

• Will ensure committee members serve as active liaisons with the Associates at the conference and handle any concerns/complaints in an unbiased fashion.

• Will be responsible for communicating with Associates throughout the year.

• Will be responsible for keeping an overall listing of Associate records combining records from each conference with data in the Associate registration website

• Will be responsible for working with the Executive Board, Governing Council and the Host Committee, incorporating feedback from the Associates to identify ways to enhance the Associates' experience.

• Submit Committee Report and budget proposal to the Member at Large according to stated deadlines.

AWARDS & RECOGNITION COMMITTEE

• Will be composed of members appointed by the President.

• Will be chaired by the President-Elect.

• Will conduct the nomination and selection process for all association awards and recognition programs.

• Will coordinate all recognition of outgoing committee chairs, state representatives, liaisons, volunteers, and officers.

• Develop appropriate avenues for recognition based on service to SEAHO and the housing profession. Recommend new awards to the Governing Council for approval.

• Publicize and coordinate awards nomination and application processes.

• Publicize and coordinate SEAHO Conference Fee Waiver Scholarship application, selection, and award process. With the exception of the SEAHO Report Feature Article of the Year Award, the Graduate Student of the Year Award, and the PEACE Award, select recipients of awards to be given.

• Chairperson will coordinate the preparation of award plaques to be presented at annual conference.

• Chairperson will prepare SEAHO Service Award Certificates.

• Chairperson will notify SEAHO Conference Fee Waiver Scholarship recipients and will coordinate the reimbursement process with the SEAHO Treasurer.

• Chairperson will coordinate the SEAHO RELI, NHTI, and Stars Scholarship process, select recipients, notify recipients and coordinate the reimbursement/payment process with the SEAHO Treasurer.

• Chairperson will coordinate the Resolution of Appreciation process.

• Chairperson will assign specific individuals to present awards at the annual conference. The exact order and schedule will be determined by the SEAHO President.

• Submit Committee Report and budget proposal to the Member at Large according to stated deadlines.

EDUCATIONAL PROGRAMS COMMITTEE

• Will be composed of members and a chairperson appointed by the President.

• Will collect and disseminate information related to trends and critical issues in residence hall programming.

• Identify model educational programs within SEAHO and recommend appropriate ways to share them with the SEAHO membership.

• Publicize, select and award the Educational Programs Grant Opportunities Recruit and secure the Scholar in Residence for the annual conference.

• Develop and implement the graduate and new professional case study competitions at the annual conference.

• Maintains the grant information online and publicizes who receives the grants

• Chair attends Governing Council meetings as a non-voting member.

• Submit Committee Reports and budget proposal to the Member at Large according to stated deadlines.

GRADUATE ISSUES AND INVOLVEMENT COMMITTEE

• Will be composed of members and a chairperson appointed by the President. Chair attends Governing Council meetings as a non-voting member.

• Will be responsible for addressing graduate student issues and needs, and facilitating graduate student involvement.

• Will be responsible for programs and information, which facilitate graduate student development.

• Address the needs and issues of graduate students and facilitate their involvement into the organization.

• In conjunction with the Awards and Recognition Chair, coordinate selection of the Graduate Student of the Year Award by choosing a recipient and notifying the Awards and Recognition Committee Chair.

• Submit Committee/Task Force Reports and budget proposal to the Member at Large according to stated deadlines.

HUMAN RELATIONS COMMITTEE

• Will be composed of members and a chairperson appointed by the President. Chair attends Governing Council meetings as a non-voting member.

• Will be responsible for encouraging, creating and promoting programs, which address human relation issues in the work force, in residence halls, and in the college community.

• Will be responsible for ensuring that the Association and the annual conference are inviting of diversity responsible to human relations issues.

• Assist the nominations committee in the identification of a diverse group of nominees for election; must be aware of nominations deadline.

• Submit a conference program proposal dealing with current issues.

• Offer a conference roundtable discussion regarding the work of the task force.

• Develop a listing of housing professionals in the region who represent diverse cultural backgrounds.

• Develop resources for housing professionals to address multicultural needs of college campuses.

• Create specific programmatic and experiential opportunities for housing professionals to enhance their knowledge of diversity/multiculturalism through the vehicles of programs, technology and personal interactions.

• Submit Committee Reports and budget proposal to the Member at Large according to stated deadlines.

• In conjunction with the Awards and Recognition Chair, coordinate selection of the SEAHO PEACE Award by choosing a recipient and notifying the Awards and Recognition Committee Chair.

MARKETING & ORGANIZATIONAL PROMOTIONS COMMITTEE

• Will be composed of members and a chairperson appointed by the President. Chair attends Governing Council meetings as a non-voting member.

• Will be responsible for recruiting and involving nonmember professionals and institutions in conferences and other activities of the Association.

• Create opportunities for "new professional” organization and involvement at the annual conference.

• Recruit new institutions to attend SEAHO conferences and participate in organization activities.

• Revise the SEAHO Brochure.

• Update, post, and publicize the SEAHO Involvement form; insure that brochure and web posting are consistent.

• Coordinate special programs for new and returning conference attendees.

• Submit Committee Reports and budget proposal to the Member at Large according to stated deadlines.

NOMINATIONS AND ELECTIONS COMMITTEE

• Will be composed of a minimum of four members appointed by the President.

• Will be chaired by the Past President.

• Will be responsible for soliciting candidates for all available offices and for conducting the selection process in accordance with procedures established in this Constitution.

• Solicit candidates for all available elected offices. The slate of candidates should reflect the diverse membership in SEAHO to include type and size of institution, gender, ethnic background, and lifestyles.

• Set October 1 as deadline for nominations to allow sufficient time to contact nominees to determine their interest in running. Once candidates are confirmed, obtain candidate statements and photos for inclusion in the SEAHO Report and for conference publications (due dates are usually in November and December).

• Conduct the election process in accordance with Voting procedures outlined in the SEAHO Constitution.

• Submit Committee Reports and budget proposal to the Member at Large according to stated deadlines.

PLACEMENT COMMITTEE

• Will be composed of members and a chairperson appointed by the President.

• Will be responsible for sponsoring a placement process at the annual conference and for promoting programs and information, which facilitate career development and placement needs.

• Identify ways for SEAHO to serve the career development and placement needs of the membership.

• Coordinate the placement process at the SEAHO Conference.

• Identify or develop programs to be offered at the SEAHO Conference on topics related to career advancement for housing professionals.

• Provide articles for the SEAHO Report on topic related to career development.

• Chair attends Governing Council meetings as a non-voting member.

• Southern Placement Exchange liaison serves on/with this committee.

• Submit Committee Reports and budget proposal to the Member at Large according to stated deadlines.

• Serve as the SEAHO representative in the planning and coordination of the Southern Placement Exchange.

• Attend Governing Council meetings as non-voting member.

RELI COORDINATORS (Regional Entry Level Institute)

• Will consist of the chairperson and chairperson select, appointed by the President.

• Will coordinate the annual Regional Entry Level Institute (RELI).

• Coordinate recruitment & selection of faculty, curriculum development, schedule and budget for the institute.

• Coordinate recruitment & selection of RELI participants

• Solicit interest and make annual recommendation to the President-Elect for appointment of incoming co-chair (to ensure rotating 2-year terms)

• Act as primary liaisons to the host campus

• Communicate with SEAHO treasurer and Associates chair as needed.

• Submit Committee Reports and budget proposal to the Member at Large according to stated deadlines.

• Attend Governing Council meetings as non-voting member.

RESEARCH AND INFORMATION COMMITTEE

• Composed of members and a chairperson appointed by the President.

• Responsible for maintaining standardized research and information data related to applicable research surveys.

• Provide a clearinghouse of current information/data.

• Administer the SEAHO Research Grants Program.

• Assist member institutions with specialized research projects.

• Responsible for administering the annual conference evaluation, disseminating results, and maintaining collected data.

• Assess the need for research within the Association and recommend appropriate mechanism for responding to these needs.

• Chair attends Governing Council meetings as a non-voting member.

• Submit Committee Reports and budget proposal to the Member at Large according to stated deadlines.

SEAHO REPORT EDITORIAL BOARD

1. 2011-2013 Editorial Board Structure

(This structure is being piloted for a two year term. SEAHO Executive Board may remove co-editor positions if we find the work is manageable with just one person)

· Managing Editor

· State Rep Editor Northern District

· State Rep Editor Southern District

· Feature Articles Editor Northern District

· Feature Articles Editor Southern District

Northern District: Virginia, North Carolina, South Carolina, Georgia and Kentucky

Southern District: Tennessee, Florida, Mississippi, Louisiana and Alabama

· Will be responsible for publishing three on-line editions of the SEAHO Report each year.

· In coordination with the Awards and Recognition Committee Chair, will conduct the selection process for the SEAHO Report Feature Article of the Year Award presented at the annual conference as voted upon by the SEAHO Editorial Board.

· Maintain the official mailing database of the SEAHO membership.

· Managing Editor will attend Governing Council meetings as a non-voting member. Submit Committee/Task Force Reports and budget proposal to the Member at Large according to stated deadlines.

SEAHO Report Editorial Policy

All members of SEAHO institutions are encouraged to submit articles for publication. Articles should be sent as e-mail attachments. Be sure to include the author's name and institution, and SEAHO committee or task force affiliation, if necessary. Photographs or other camera-ready graphics are welcomed. Material that has been submitted to other publications is discouraged. Any questions should be referred to the SEAHO Managing Editor. Material not received on time or not used due to space limitations will be considered for the next issue if still timely. Necessary editorial revisions will be made to ensure publication quality and to meet space requirements. Permission is granted to reproduce portions of the contents, but credit to the SEAHO Report is requested.

Issue General Submission Deadline:

Spring (online) March 15

Fall (online) September 15

Winter (print) November 1

Reserve Fund Committee

· Will be composed of the three most recent annual conference host chairs and the three most recent Association presidents.

· Will elect a chairperson from among its members.

· Will control the operation of, and expenditures from, the Reserve

· Fund and will exercise control in a manner, which will ensure the preservation of the fund.

· Will include SEAHO Treasurer as an ex-officio member.

Budget Review Committee

· Will be composed of the President, Past-President, President-Elect, Treasurer, Secretary, Members-At-Large (2), and Sage position.

· The SEAHO organization will benefit from the committees and task forces submitting annual budgets and those budgets being reviewed by the established Budget Review Committee in advance of the Mid-Year meeting.

SOUTHERN PLACEMENT EXCHANGE LIAISON

A representative from the SEAHO Placement Committee will serve as the Southern Placement Exchange (SPE) liaison. The SPE Liaison will serve as the SEAHO representative in the planning and coordination of the Southern Placement Exchange.

SEAHO agrees to reimburse travel and hotel expenses associated with attendance to SPE in the amount approved in the SEAHO Placement Committee budget at the annual Mid Year meeting.

Liaison Guidelines

The liaison will:

· Receive written support of host institution to serve in this role

· Agree to participate only as the SEAHO liaison and not interview for their host institution or register as a candidate at SPE

· Serve as a liaison between SEAHO and SPE

- Assist with preparations for SPE

- Volunteer time with the host team of SPE

· Understand the logistics and priorities of SEAHO Placement and SPE

· Provide SPE marketing and registration information at the annual SEAHO conference

· Work with SPE to orient candidates and employers at SPE

· Coordinate survey dissemination and analysis of results of the SPE experience for participants

· Write a report of the SPE experience by the end of March to the SEAHO Placement Chair. The report should address topics such as: liaison outcomes for SPE, liaison task completion at SPE and ways liaison has strengthened the relationship between SEAHO and SPE

· Write and article for the next post-SPE SEAHO Report publication. Possible article topics include: why get involved with SPE; benefits of attending SPE, etc.

Travel Guidelines

Travel expenses that may be covered for the SEAHO liaison to SPE include:

· Hotel accommodations: In your travel request, need to provide justification if you are unable to share a hotel room. Otherwise, you will be reimbursed for 50% of the conference hotel rate plus taxes for the duration of one day prior to SPE and concluded on the last date of SPE.

· Travel reimbursement: In your travel request, need to provide justification for traveling by vehicle or plane. It is expected that liaison will utilize the most inexpensive and reasonable travel accommodation available.

· Travel and budget plans must be submitted to SEAHO Placement Chair and approved through the budgeting process at the Mid Year meeting. Once approved, the SEAHO Placement Chair will confirm/note modifications to the travel plan.

· Receipts for travel expenses need to be submitted to the SEAHO Treasurer no later than 14 days after the SPE concludes.

ARCHIVIST

The Archivist is an appointed position with no set term of office. The Archivistreports to the SEAHO Sage.

Responsibilities

• Provide appropriate care and maintenance for SEAHO's physical and digital historical artifacts.

• Ensure that the appropriate SEAHO documents are collected on an annual basis to add to the archives. These documents include, but are not limited to: meeting minutes, conference programs, budgets and any official publications.

• Act as a resource to the SEAHO leadership and membership on matters related to SEAHO's history.

• Educate membership through presentations and publications on SEAHO's history.

• Submit reports to the Sage on the dates established by the Governing Council.

• Submit annual budget requests to the Sage in preparation for the annual Mid Year Meeting.

• Attend SEAHO Governing Council and Business Meetings at the Annual Conference.

ACUHO-I FOUNDATION REPRESENTATIVE

The ACUHO-I Foundation Representative will be appointed by the President and President-Elect for a two-year term. Responsibilities will be outlined by the ACUHO-I Foundation Board. The Foundation Rep does not serve on the SEAHO Governing Council.

OTHER TASK FORCES, LIAISONS, OR SPECIALLY APPOINTED COMMITTEE CHAIRS

• Report directly to the SEAHO President or Member at Large as directed.

• Submit Committee/Task Force Reports to President or Member at Large as directed.

• Attend Governing Council meetings as non-voting member.

• Submit Committee/Task Force Reports and budget proposal to the Member at Large according to stated deadlines.

*Application for Committee/Task Force Volunteer is available in the Forms section of this manual.

OPERATIONS

MEETINGS – SAMPLE AGENDAS

Sample Governing Council Agenda

(Initial meeting at the end of conference)

1) Welcome and introductions

2) Review of Governing Council structure and responsibilities

- Constitution

- Leadership Manual

- Organizational Chart

- Website

3) Training

- Transition to new office

- Using the web page

4) Updates / Reports

a. Executive Board

b. Conference Hosts

c. State Representatives

d. Committee Chairs

e. Task Forces

f. Others?

5) Goals for the year

6) Upcoming Meetings / Events

- RELI

- Executive Board Summer Meeting

- ACUHO-I Conference

- Mid-Year Meeting

- Others?

7) Announcements

Sample Mid-Year Business Meeting Schedule & Agenda

Governing Council Agenda

Sunday (depending on dates scheduled)

1 - 2:30 pm Executive Board Meeting

Budget Review Committee, proposals, elections, etc.

2 - 4 pm Program Committee Meeting

3 - 4 pm Host Committee Meeting

3 - 4 pm Governing Council Meeting

State Representatives, Committee Chairs, Liaisons, Technology Coordinator, SEAHO Report Editors, Conference Hosts & Executive Board

1) Welcome, Introductions & Updates - President

Overview of Schedule

2) Conference Reports

- Current Host

- Future Host

3) Conference Program Committee Report

4) Secretary's Report

Proxy voting

5) Treasurer's Report

6) Website Overview, update Leadership Roster

4 - 4:15 pm Break

4:15 - 5:30 pm State Rep Meeting – w/Member at Large for State Reps

- Common Issues

Committee Chairs Meeting – w/Member at Large for Committees

- Budget allocations

- Committee membership/recruitment

- Meet with Host Committee

Program Committee Meeting

Host Committee Meeting

Executive Board Meeting

5:30 - 7:30 pm Dinner on your own

7:30 - 9:30 pm Governing Council Meeting

7) Continue reports or small group discussion of issues, review Strategic Plan, etc.

Program Committee Meeting

Host Committee Meeting

Monday (depending on dates scheduled)

8 - 9 am Breakfast for all

9 - 10 am Tour of Hotel and Convention Center for all

10 am - 12 pm Governing Council Meeting

8) Member at Large Report, State Representatives

- State Representatives

Alabama

Florida

Georgia

Kentucky

Louisiana

Mississippi

North Carolina

South Carolina

Tennessee

Virginia

- SEAHO Report Editor

- SAACURH Regional Development Coordinator

9) Member at Large Report, Committees

- Associates

- Awards and Recognition

- Educational Programs

- Human Relations

- Graduate Involvement

- Membership Services

- Nominations & Elections

- Placement/Southern Placement Exchange

- RELI

- Research and Information

Host Committee Meeting

Program Committee Meeting

12 - 1:30 pm Lunch for all

1:30 - 3:30 pm Governing Council Meeting

11) Discussion - Proposals

- Budget Review

- Others…

Host Committee Meeting

Program Committee Meeting

3:30 - 4 pm Break

4 - 6 pm Governing Council Meeting

12) Decision - Proposals

- Budget Review

- Others…

Host Committee Meeting

Program Committee Meeting

6 - 8 pm Dinner on your own

8 - 10 pm Governing Council Meeting, as needed

13) Constitutional Revisions/Leadership Manual Changes – Past President

14) Conference Preparation - February

- Host Committee

- Governing Council meeting & schedule preparation – President

15) Updates/Announcements

- Report from ACUHO-I Conference

Host Committee Meeting, as needed

Program Committee Meeting, as needed

Tuesday (depending on dates scheduled)

11 am Check out of Hotel

Sample Governing Council Agenda

(Meeting held prior to the conference)

1) Welcome and Introductions – President

2) Conference Update

a. Conference Host

b. Conference Program Committee

3) Reports

a. Executive Board

President

Secretary

Treasurer

Technology

b. Future Conference Host

c. State Representatives, MAL

SAACURH Regional Director

d. Committee Chairs, MAL

e. Task Forces

f. Others?

4) Discussion

- Constitution Changes

- Leadership Manual Updates

- Web page Updates

- Resolutions

- Other

5) Proposals

6) Conference Schedule

- Governing Council Responsibilities

- ACUHO-I Representatives

- Business Meeting Agenda Items

7) Governing Council Transition

- Organizational Chart

8) Announcements, Other Issues?

9) Adjourn

Sample SEAHO Business Meeting Agenda

(Meeting held during the conference)

Call to order - President

Appointment of Parliamentarian

Action Items

1. Approval of minutes from the previous Business Meeting

2. Elections – Past President

3. Host Bid for conference two years out, includes vote on bid

4. Proposals from the Governing Council

5. Proposed amendments to the Constitution

Informational Items

1. Current Host Report

2. Secretary's Report

3. Treasurer's Report

4. Member at Large Reports including any special committee, task force or liaison reports

5. SEAHO Report Update

6. ACUHO-I Updates

- Foundation Representative

- ACUHO-I Representative

7. SAACURH Update

8. Future Host Invitation

9. Other Governing Council Issues

10. Election Results – Past President

Other Business

Adjournment

ANNUAL CONFERENCE

Information regarding hosting the Annual Conference, including applying for the Conference Coordinator position, can be found in the Conference Host Guide.

WEBSITE

Management

Submitting Items for Posting (www.seaho.org)

Governing Council members who have information to post on the SEAHO Website should comply with the following guidelines.

1. All items posted on the SEAHO.org website must first be approved by the SEAHO President.

2. Governing Council members, including Committee Chairs, Liaisons, and Task Force Chairs should insure that items that remain posted are regularly updated to include revised due dates, contact names and contact information.

3. Governing Council members, including Committee Chairs, Liaisons, and Task Force Chairs should insure that items that are posted are consistent with printed materials that are distributed on behalf of the Association.

4. Items submitted to the Webmaster should be in Word or WordPerfect formats.

5. Items submitted to the Webmaster are generally posted to the website within one week. Governing Council members submitting items should plan accordingly to allow time for the Webmaster to post items to the website.

FORMS/REPORTS

The following can be found on-line at http://www.wm.edu/seaho/seaho_resources.htm#Forms

• Committee/Task Force and Liaison Report Form

• Involvement Form – sample

• State Representatives Report Form

• Officers Nominations - sample

• Request for Reimbursement – sample

• Secretary's Voting Checklist

FUNDING

& FINANCES

SEAHO FUNDING

SEAHO maintains a federal tax exempt number.

ANNUAL OPERATING BUDGET

1. The Annual Operating Budget will be prepared by the Treasurer and approved by the Budget Review Committee in their separate meeting prior to the general meeting of the Governing Council at the Mid Year meeting. The Governing Council will then vote on the proposal as presented by the Treasurer. The Annual Operating Budget is funded from the Administrative Fund to support the operating expenses of the Association each year.

2. The budget will be based on past years actual expenditures and anticipated needs of members of the Governing Council, committees, and task forces in carrying out their tasks in the coming year.

3. Committee/task force chairs and liaisons will submit requests for payment of expenses by the Treasurer to their respective Member at Large liaison for approval. Officers will submit requests directly to the Treasurer with the President's knowledge.

4. The President may move budgeted funds between sub-categories within the budget as necessary.

5. Any requests for additional funding of the Annual Operating Budget during the year must be approved in the same manner as the original budget.

6. Any surplus in the Annual Operating Budget at the end of the year will revert back to the Administrative Fund.

BUDGETING PROCESS

REVENUE

SEAHO generates income through the following sources:

1. Conference Registration: This fee is used to cover the actual cost of the annual conference. The conference rate is approved by the General Membership 2 years prior to the conference.

2. Conference Add-on Fee: This fee (currently $35/person) is added to the Conference Registration Fee and is returned to SEAHO when the Host Committee for the Annual Conference closes their books on the annual conference.

3. Conference Return: The revenue (income over expense) is calculated from the Annual Conference after the Host Committee has closed their books on their annual conference.

ESTABLISHING A BUDGET

1. Inform committee chairs about the October 1 deadline for submission of budget requests and income projections (from the SEAHO Host Committee), the process and paperwork used, and any related information.

2. Direct all SEAHO officers and committee chairpersons to prepare their budgets and income projections for the next fiscal year (January-December).

3. The deadline for budget requests and income projections to be submitted to the Treasurer is October 1. The Members at Large should review these requests prior to them being submitted to the Treasurer. In all cases, the budget submitted must be approved by the Members at Large before being submitted for review.

4. When all completed forms have been received, the Treasurer will create an Excel document that reflects all of the budget requests for the next fiscal year.

5. Three weeks before the scheduled Mid-Year Meeting, the Treasurer will send copies and projected budget to the Executive Committee and will highlight any concerns.

6. Two weeks before the scheduled Mid-Year Meeting the Treasurer will send the excel document to the Governing Counsel so that they can familiarize themselves with what has been requested and begin thinking of adjustments to balance the projected budget.

7. Members at Large should bring a copy of their committee's requests with them to the Mid-Year Meeting.

8. Ensure that all State Reps (as voting members) have copies of submitted requests.

9. If possible have the spreadsheet projected on a screen for the Executive Committee / Governing Council to see adjustments during discussion.

10. Have previous years' requests and budgets available for review. Facilitate process. Maintain accurate records throughout discussions Keep the group informed about the progress toward creating a zero based balanced budget

11. Need the use of a laptop computer to input changes into the proposed budget format as the group review process happens, and access to a printer to provide finalized budget copies to the appropriate people.

12. Distribute copies of approved budget to the Executive Committee / Governing Council and each committee chair.

NET REVENUE IN EXCESS OF EXPENSES

Any funds carried over from the previous year should be discussed for reallocation by the Executive Committee at the Annual meeting. Generally the committee requests ideas from committees/chairs about reallocation requests and/or budget adjustments. SEAHO does not distribute net earnings in excess of expense to elected officers or to the general membership. All excess earnings are returned to the general fund to further the organizational goals.

CONTRACTS

The Treasurer approves (in consultation with the appropriate Executive Committee and the President) and signs all contracts on behalf of the association, including any contracts related to hosting, entertainment, speakers, etc. The Treasurer should be the last person to sign the contract. The contract shell and rider is used for all contracts created by the Association. The rider is used for all contracts in which services being provided are interactive with Association members. Any contracted person should not receive payment until after the contracted services have been provided.

INSURANCE

The SEAHO Treasurer is responsible for securing Conference Insurance. The association's annual liability insurance must be signed and in place by February 1 of the current year. The Host Committee for the upcoming conference must provide an Income / Expense projection to the SEAHO Treasurer so that Conference Insurance can be obtained.

The SEAHO Treasurer is also responsible for securing "Officers” Insurance per our affiliation agreement with ACUHO-I.

TAXES

The Treasurer files appropriate forms with the Internal Revenue Service and prepare additional forms, as needed. Every year, the following forms must be completed: Form 990 – Return of Organization Exempt from income tax and Form 1099. The 1099 form goes to any individual person who SEAHO paid more than $600 for a service (not reimbursement, not companies). In December, submit names, address, SSN, amount paid, and reason for payment to the Treasurer for preparation of 1099's. These individuals are typically keynote speaker, scholars-in-residence, and possibly entertainment – i.e. magician. The completed 1099's will be sent directly to the individuals after they have been prepared, with copies to the Treasurer.

Preparation of yearly tax return – Form 990

1. Taxes should be completed by Mid-December. The deadline for submission of the yearly taxes is January 31^st. The Treasurer can file a request for a deadline extension, although this should typically not be necessary.

2. The following list outlines what material is needed for tax preparations.

· Contact information for the year's executive committee

· Excel file

· Treasurer Report

· Copies of all Bank Statements

3. The Treasurer will mail the completed tax Form 990 to the Internal Revenue Service in the envelope provided. The Treasurer will also provide copies of the return for association records

INTERNAL CONTROLS

Internal control is generally defined as the policies and procedures established to ensure that an organization's objectives can be achieved. With respect to financial management, this includes the safeguarding of assets; accurate and reliable record keeping; compliance with internal policies and funding requirements; and the separation of duties as listed below:

• The person responsible for making deposits and writing checks does not also perform the bank reconciliation. The person writing the checks is not authorized to sign them as sole signatory (separation of duties).
• Equipment is inventoried with supporting documents (safeguarding of assets).
• SEAHO Officers handling checks are bonded (safeguarding of assets).
• A competent internal staff member or outside service is responsible for recording transactions (record keeping).
• A central filing system for supporting financial documents — deposits, Conference Contracts and agreements is used (record keeping).
• Required Internal Revenue Service (IRS) forms or other financial reports are filed on a timely basis (compliance).

Beyond providing assurance of the accuracy and reliability of your record keeping, good financial management ensures that your financial records are complete. Whether using manual procedures or automated accounting software, you want to have in place a dependable record –keeping system. Your system should consist of clear policies that describe how transactions are handled (authorized and recorded), how information moves through the organization and where information is stored.

Lastly, producing routine financial statements and their subsequent review by management are critical elements of good financial management. Some examples of these statements include statements of actual expenses against approved budgets, cash flow and current cash position statements, balance sheets, revenue and expense statements, and project accounting statements showing costs to date.

RESERVE FUND

SEAHO RESERVE FUND COMMITTEE - The SEAHO Reserve Fund began in 1976 with the formation of an auditing committee. The purpose of this committee was to verify host expenses. The initial request of the SEAHO Auditing Committee in 1977 made a motion that an administrative committee be established to oversee the Reserve Fund monies. This committee would consist of conference hosts who had contributed to the fund.

As this Reserve Fund balance has grown, and numerous conference hosts have turned a profit, the Reserve Fund as known today has changed immensely from its original inception. The Reserve Fund today has the following characteristics:

1. The Reserve Fund Committee will elect a chair from among its members which will be three most recent annual conference host chairs and the three most recent Association Presidents.

2. The Reserve Fund Committee will control the operation of, and expenditures from, the Reserve Fund and shall exercise control, in a manner that will insure the preservation of the fund.

3. Any action of the Reserve Fund Committee must be by a two-thirds majority vote of the total membership of the committee.

4. The SEAHO Treasurer will serve as an ex-officio member of the Reserve Fund Committee.

5. Each member will serve their full term unless he or she leaves the housing field or moves out of the region. That position will then revert back to the most recent retiree from the committee.

OPERATION OF THE RESERVE FUND

1. Any expenditure from the Reserve Fund must be approved by the Reserve Fund Committee.

2. The Reserve Fund will provide advance seed monies for upcoming annual conferences and be reimbursed after the conference.

3. Any surplus from the annual conference will be split 50-50 with the Reserve Fund and the Administrative Fund, with a cap to the Reserve Fund of $50,000.

4. Any losses by the annual conference will be covered 50-50 by the Reserve Fund and the Administrative Fund.

OPERATION OF THE ADMINISTRATIVE FUND

1. In 2003, a Budget Review Committee was formed to oversee the process of setting the fiscal budget, specifically including the Administrative Fund as addressed in item #2 below. The Budget Review Committee consists of the President, President Elect, Past President, Treasurer, the two Members at Large, and Sage. The Treasurer provides the format for collecting the budget proposals from the Committee/Task Force Chairs. This process occurs at the Mid Year meeting and is overseen by the Treasurer and the Member at Large to whom the Committee/Task Force Chairs and liaisons report.

2. The Administrative Fund will be used to fund the annual operating budget and all other activities of the Association (i.e., the SEAHO Report; operational expenses incurred by the Treasurer in development of the Fidelity Bond, tax preparation, bank charges, etc.; and any activities, services, and/or research which will aid SEAHO members and provide a means of exchanging and distributing professional information and ideas related to the various aspects of student residence halls and apartments, developmental programming, and related operations).

3. Income to the Administrative Fund will be its split of the surplus from the annual conference, surplus from any annual operating budget, net income from other services provided, dues from member institutions as recommended by the Governing Council and approved at the Mid-Year Governing Council meeting, and interest income from all Association monies in interest-bearing accounts except from the Reserve Fund account.

4. The incoming President will prepare a request for funding the annual operating budget each year to be presented to the current Governing Council at the Mid Year meeting.

5. Any member of the Governing Council may propose an expenditure of fund from the Administrative Fund.

6. All expenditures of monies from the Administrative Fund must be approved by a three-fourths majority vote of members of the Governing Council. Actual expenditures, on the budget is approved, become the responsibility of the custodian of the particular committee, task force, activity or event

GRANTS

GUIDELINES AND PROCEDURES FOR REQUESTING AND PROVIDING FINANCIAL SUPPORT OF GRANTS TO SEAHO INSTITUTIONS

SELF-STUDY GRANT

Purpose:

Matching funds will be made available from the SEAHO Reserve Fund to support member institutions in implementing self-study of their housing organization using the ACUHO-I standards.

Eligibility:

1. A department or an individual staff member may request matching funds from SEAHO. A completed Grant Request Form and a letter of institutional support must accompany request.

2. A detailed outline, including proposed budget, of self-study must accompany request.

3. Preference will be given to those institutions or organizations that have had a five-year participation record with SEAHO. These five years need not be consecutive. Participation is defined as attendance at SEAHO annual conference.

Selection:

1. The deadline for submission of proposals is January each year for funding during the period of March that year through February of the following year.

2. Selection of projects to be funded will be the SEAHO Research and Information Committee.

3. Selection will be based on the following criteria: Use of current ACUHO-I standards; quality and thoroughness of the proposal; and soundness of the methods proposal.

4. Recipients will be announced and funds awarded at the Annual Conference.

Limitations:

1. Maximum amount awarded to any one self-study is $250.

2. The maximum amount of funds to be budgeted/expended each year is $1000.

Expectations:

1. A summary of the results of the self-study will be forwarded to the SEAHO R&I Grant Program Committee Coordinator by February 1 of the following year. A copy of the summary will be submitted to the SEAHO Report to be considered for publication.

2. A program, based upon the findings of the self-study, will be submitted to the SEAHO Program Committee for the annual conference following the completion of the project.

3. A feedback form, supplied by the SEAHO Research and Information Committee, must be completed and forwarded to the SEAHO R&I Committee Grant Program Coordinator by February 1 of the following year.

ACTIVITIES, SERVICES, & RESEARCH GRANTS

Purpose:

Matching funds will be made available from the SEAHO Reserve Fund to sponsor activities, services, and research which will aid its members and provide a means of exchanging and distributing professional information and ideas relating to the various aspects of student residence halls and apartments, developmental programming, administration, and related operations.

Eligibility:

1. A department or an individual staff member may request matching funds from SEAHO. A completed Grant Request Form, and a letter of institutional support must accompany request.

2. A detailed outline of proposed activity, including a proposed budget, must accompany request.

3. Preference will be given to those institutions or organizations that have had five-year participation record with SEAHO. These five years need not be consecutive. Participation is defined as attendance at SEAHO annual conference.

Selection:

1. The deadline for submission of proposals is January of each year for funding for March of that year through February of the following year.

2. Selection will be based on the following criteria:

1. quality and thoroughness of the proposal
2. potential for contribution to the profession
3. soundness of the methods proposed
4. potential for positive impact on members of the profession, paraprofessionals, and/or students

3. Selection of projects to be funded will be by the SEAHO Research and Information Committee.

4. Recipients will be announced and funds awarded at the annual conference.

Limitations:

1. The maximum amount of funds to be awarded to any one proposal is $250.

2. The maximum amount of funds to be budgeted/expended each year is $1000.

Expectations:

1. A summary of the results of the project will be forwarded to the SEAHO R&I Committee Grant Program Coordinator by February 1 of the following year. A copy of the summary will be submitted to the SEAHO Report to be considered for publication.

2. A program, based upon the project, will be submitted to the SEAHO Program Committee for the annual conference following the completion of the project.

3. A feedback form, supplied by the SEAHO R&I Committee, must be completed and forwarded to the SEAHO R&I Committee Grant Program Coordinator by February 1 of the following year.

EDUCATIONAL PROGRAMS GRANTS

Purpose:

Funds will be made available from the SEAHO reserve funds to sponsor programming projects benefiting residence hall/apartment students and staff.

Eligibility:

1. A department or an individual staff member may request funds from SEAHO by completing the Grant Request Form.

2. A detailed summary of the program, including a proposed budget, must accompany the request.

Limitations:

1. The maximum amount of funds to be awarded to any one proposal is $500.

2. The maximum amount of funds to be budgeted/expended each year is $1500.

Selection:

1. The deadline for submission is Check-In at SEAHO conference for funding during the period extending from the date of the conference through February 1 of the following year.

2. The Educational Programs Committee will select projects to be funded based on the following criteria:

1. Quality and thoroughness of the proposal
2. Educational benefit to students and/or staff
3. Potential for positive impact on members of SEAHO.

3. Recipients will be announced in the SEAHO Report.

Expectations:

1. A summary of the program must be forwarded to the SEAHO Educational Programs Committee Chair by February 1 of the following year. A copy of the summary will be submitted to the SEAHO Report to be considered for publication.

2. A program proposal, based upon the program, must be submitted by the recipient to the SEAHO Program Committee for consideration for presentation at the annual conference following the completion of the program.

To apply for either Self Study or Activity, Service, or Research Funds, contact the Chair of the SEAHO Research and Information Committee.

To apply for Educational Programs Grants, contact the Chair of the SEAHO Educational Programs Committee.

SCHOLARSHIPS

When granting regionally sponsored scholarships to professionally based conferences and workshops such as Annual Conference Fee Waivers, RELI, STARS, and NHTI, SEAHO will remit payments of support directly to the sponsoring organizations. This business policy is based on recommendations from a 2010 IRS Audit review recommendation.

The amounts of the scholarships are covered under the following areas of the Annual Operating Budget:

• Conference Fee Waivers – Awards & Recognition

• RELI Scholarships – RELI

• STARS Scholarships – Presidents or Treasurer Budgets

• NHTI Scholarships – Presidents or Treasurer Budgets

CONFERENCE FEE WAIVER SCHOLARSHIP

Each scholarship recipient will receive free registration for the Annual Conference. All other cost incurred for travel and lodging are the responsibility of the recipient. If the recipients are announced prior to the conference, the Association may assist the recipients in networking with other delegates to help offset costs, especially if the recipient's home institution does not have other professionals attending the conference.

The Awards and Recognition Chairperson, in conjunction with the Treasurer and Conference Host, will arrange for the fee waiver.

Acknowledgements

The Awards and Recognition Chair will provide the names of the recipients to the Host Committee so that Scholarship Winner ribbons can be inserted in the recipients' conference registration packet. The President-Elect will recognize the recipients at one of the meals during the annual conference. Recipients will be asked to stand.

Letter of Congratulations

An initial notification of congratulations will be sent by the SEAHO President-Elect. Information about the actual Scholarship Fee Waiver reimbursement process should be included in that correspondence.

SEAHO Report

The Awards and Recognition Chair will provide a list of the recipients for publication in the SEAHO Report.

The recipients will be asked to submit articles to the SEAHO Report outlining their experiences at the conference. These articles should be forwarded directly to the SEAHO Report Editor(s).

Program Guidelines

• SEAHO will offer an Annual Conference Fee Waiver Scholarship to up to 10 delegates.

• The recipient selection is the responsibility of SEAHO.

• The selection process will be supervised by the Awards and Recognition Committee.

• The Governing Council of SEAHO will establish criteria for eligibility and selection.

The criteria are as follows:

Eligibility

Eligibility shall be limited to:

1. New or renewing professionals (first through third years), or

2. Entry level persons, or

3. Interns and graduate students.

Related conditions

1. Ideally, there will be one scholarship recipient per SEAHO State.

2. Recipients should represent both public and private institutions.

Selection Criteria

Successful candidate(s):

1. Must have shown personal initiative to pursue a career in student affairs and demonstrated competence such as the following:

1. S/he has sought to broaden her/his own base of professional understanding through participation and involvement in other organizations.
2. S/he has sought to be a contributing member of the student affairs department by participating in both institutional and departmental committees.
3. S/he has been an outstanding advisor to both students and student groups.
4. S/he has sought to broaden her/his own understanding of diverse student needs.

2. Must submit an application to the Awards and Recognition Chair by the publicized deadline. Application must include:

• A letter indicating why applying.

• A current resume.

• A one page letter of support from the Chief Housing or Student Affairs Officer and/or professor.

• A completed cover sheet with criteria information.

3. Must be able to attend the Annual Conference and participate in a Peer Mentor Program.

4. Must be willing to write an account of the conference experience to the SEAHO President following the conclusion of the conference for possible publication in the SEAHO Report.

REGIONAL ENTRY LEVEL INSTITUTE (RELI) SCHOLARSHIPS

Procedure: The Co-chairs of RELI make an annual budget request for RELI scholarships which requires approval by the Governing Council at the Mid-Year Meeting.

Criteria: The RELI scholarships are need based. They can cover full or partial registration costs as well as travel cost when applicable. The Co-chairs of RELI will make scholarship allocations based on the accepted participant's official request. All awards flow through the RELI budget and are reconciled at the end of the institute.

STARS COLLEGE (ACUHO-I) SCHOLARSHIPS

Procedure

Criteria

NATIONAL HOUSING TRAINING INSTITUTE (NHTI) SCHOLARSHIPS

Procedure: The amount of $1,500 for NHTI Scholarships is requested during the annual budget process which requires approval by the Governing Council at the Mid-Year Meeting.

Criteria: The amount of the NHTI Scholarship is divided equally among all accepted participants who currently work in a housing program in the SEAHO region. Based on auditing guidelines, the Treasurer will cut a check to ACUHO-I as the sponsoring organization of NHTI for participants from the SEAHO region. ACUHO-I is responsible for distributing the money to the individual participants.

BEST OF SEAHO Scholarship

AWARDS & RECOGNITION

AWARDS AND RESOLUTIONS

Through the work of the Awards and Recognition Committee chaired by the President-Elect, SEAHO confers a variety of awards. These awards are divided into two categories based on what the recipient of the award receives.

These seven awards are considered key awards and the recipients receive engraved plaques.

• Charles W. Beene Memorial Service Award

• Founders Award

• Mid Level Professional Award

• James. C. Grimm Outstanding New Professional Award

• Outstanding Graduate Student Award

• PEACE Award

• Humanitarian Award

Recipients of these awards receive certificates.

• SEAHO Report Feature Article of the Year Award

• SEAHO Service Awards

• SEAHO Conference Fee Waiver Scholarship

• Resolution of Appreciation (framed)

CHARLES W. BEENE MEMORIAL SERVICE AWARD

At the 1982 SEAHO Conference, the Charles Beene Memorial Service Award was established in memory of Charles Beene, Director of Housing at the University of Mississippi. This award is presented annually to the individual who is judged to have contributed most to the success of SEAHO during the previous year. Nominations should state what the nominee has done in support of SEAHO and include the completed Awards and Recognition Nomination Form. http://www.wm.edu/seaho/LMAwards.htm#CBMS

FOUNDERS AWARD

This award gives special recognition to an individual within the Association who through dedicated service and initiative to SEAHO has epitomized the work and endeavors of the founders of the Southeastern Association of Housing Officers such as Harold Riker, Edith McCollum, John Storey, Donald R. Moore, and Raymond C. King. Nominations may be submitted by any housing/residence life professional who is an active SEAHO member. Each nomination should be supported by two letters of recommendation. Individuals submitting supporting letters of recommendation may not be from the same institution as the person who made the nomination or from the nominee's own institution.

Criteria for the award are as follows. A nominee:

a. Must have actively served in the SEAHO region as a housing/residence life professional for at least five years.

b. Must have served on a minimum of two different SEAHO committees or task forces or have been a member of the Governing Council.

c. Must have made contributions to SEAHO and housing/residence life profession that are judged to have been instrumental in furthering the advancement of the organization and the profession it represents.

http://www.wm.edu/seaho/LMAwards.htm#SFA

 

 

 

 

 

 

 

 

 

JAMES C. GRIMM OUTSTANDING NEW PROFESSIONAL IN HOUSING/RESIDENCE LIFE AWARD

This award is to be presented to a new professional in Housing/Residence Life who is within his/her first three years of professional-level employment and has demonstrated outstanding performance in that position to his/her campus and profession, therefore demonstrating potential for successful and effective career in housing. http://www.wm.edu/seaho/LMAwards.htm#NewPro . The recipient of this award will receive a $1,000 stipend to attend ACUHO-I. In order to be eligible for this financial support, the recipient must be currently employed in housing at a SEAHO institution. Should the recipient not be able to attend the ACUHO-I annual conference and exposition or becomes ineligible based on the criteria state above, the SEAHO President will select from the pool of other nominees for this award and offer accordingly.

PEACE AWARD

The SEAHO PEACE Award was established in 2002 and first presented at the annual conference in 2003. The PEACE Award (Providing Educational Advocacy for Cultural Excellence) is presented annually at the SEAHO conference to a member of a SEAHO institution to honor and recognize outstanding contributions and service to the SEAHO region through advancement of diversity and multiculturalism. Such advancement can be attributed to advocacy, leadership, mentorship, educational initiatives, and programming. The recipient must have been a member of a SEAHO institution for at least one full academic year and will have demonstrated exceptional service in the areas of diversity and multiculturalism on their home campus and/or to SEAHO. Examples include:

• Encouraging members of underrepresented groups to become involved in the housing profession

• Promoting a greater understanding of diversity issues (racism, ageism, sexism, gay and lesbian concerns, religious differences, persons with disabilities)

• Presenting programs on topics of diversity and/or multiculturalism

• Serving as an ally

• Mentoring members of underrepresented groups

• Mentoring young professionals in the area of diversity education

• Supporting the SEAHO Human Relations Committee

Letters of support from individuals involved in the nominee's work are highly recommended. http://www.wm.edu/seaho/LMAwards.htm#Peace

OUTSTANDING MID-LEVEL PROFESSIONAL AWARD

Established in 2004, this award is presented to individuals who support and mentor entry level and support staff and works to recruit students and retain colleagues in the field. These individuals make an effort to create new strategies for connecting with students and improving the department while sharing their experiences in the field. This professional is dedicated and is involved in state, regional or national organizations.

http://www.wm.edu/seaho/LMAwards.htm#MidPro36

GRADUATE STUDENT OF THE YEAR AWARD

The SEAHO Graduate Student of the Year Award gives special recognition to an individual who, through dedicated service to their home institution, has shown dedication to the profession and the students that they serve. Candidates for the award must be in (at least) their second year of graduate work and be employed by a housing department who is a member institution of the SEAHO region.

http://www.wm.edu/seaho/LMAwards.htm#Grad

SEAHO REPORT FEATURE ARTICLE OF THE YEAR AWARD

The SEAHO Report Feature Article of the Year Award was established in 2001 and first awarded in 2002. The SEAHO Report Editor(s) coordinates the SEAHO Report Feature Article of the Year Award selection. The SEAHO Report Editor(s) should submit copies of the SEAHO Report to each of the SEAHO State Editors. Under the leadership of the SEAHO Report Editor(s), the Committee selects the best feature article from the most recent three (3) issues following each annual conference. The Committee also has the opportunity to name up to two (2) other articles for "Excellent Submission” recognition. The SEAHO Report Editor(s) presents the awards at the annual conference. The Feature Article of the Year Award requests $50 annually to support this award initiative including $30 for the award winning plaque and $20 for "Excellent Submission” plaques.

http://www.wm.edu/seaho/LMAwards.htm#Article

THE HUMANITARIAN AWARD

Established in 2003, this award recognizes an individual or individuals within SEAHO who has/have gone above and beyond the call of duty for a student in crisis by demonstrating physical effort, spiritual commitment, or act of bravery, determination, and courage. The recipients for this recognition must be a member of SEAHO; have two letters of support from a colleague, supervisor, or persons who they supervise, and a letter from the Chief Housing Officer, Dean of Students, or Assistant/Associate/Vice President for Student Affairs showing support. http://www.wm.edu/seaho/LMAwards.htm#humanitarian

SEAHO SERVICE AWARDS:

Each year, each SEAHO member institution may nominate one person from its staff to receive a SEAHO Service Award. The awards are intended to offer the institution an opportunity to recognize a staff person who has made significant contribution to residence hall students and the housing organization.

*All award nomination forms are posted on the SEAHO website. Add the SEAHO website link

Resolutions of Appreciation

Purpose: A form of official recognition by SEAHO, a "Resolution of Appreciation.”

Goals:

1. To allow a vehicle for recognizing distinguished leaders in Housing and Residence Life in the southeast who have made contributions to SEAHO or served the Association and who leave the field through retirement, career change, or death.

2. To publicly honor these individuals at a SEAHO annual conference.

3. To record the outstanding contributions of these individuals for posterity.

Process:

1. Any member of the SEAHO Leadership Team may present a proposed Resolution of Appreciation to the Governing Council for consideration.

2. The Governing Council must approve a proposed resolution by a simple majority.

3. Approved resolutions will be read to SEAHO delegates at the annual conference at a time prescribed by the SEAHO president.

4. Honoree(s) and/or family members may be invited to the annual conference to receive a resolution of appreciation.

Resolution of Appreciation

WHEREAS, [Name] served as a housing/residence life professional with distinction for [#] years, and

WHEREAS, [Name] supported the goals for the Southeastern Association of Housing Officers through [conference attendance, program presentations, offices held, service on committees, etc.], and

WHEREAS, [Name] also promoted the housing/residence life profession through leadership and involvement at the state and national level, and

WHEREAS, [Name's] tenure as a housing/residence life professional was characterized by [list appropriate nouns: e.g., creativity, excellence, caring, resourcefulness, enthusiasm, etc.], and

WHEREAS, [add appropriate personalized accolades as desired], BE IT THEREFORE RESOLVED that the Governing Council of the Southeastern Association of Housing Officers, on behalf of its membership, wishes to express its sincerest appreciation and highest esteem to [Name] for [his/her] exemplary contributions to our association and our field.

EXTERNAL RELATIONSHIPS

SOUTH ATLANTIC AFFILIATE OF COLLEGE & UNIVERSITY RESIDENCE HALLS (SAACURH)

Funding Agreement

To formalize the funding arrangement between SEAHO and the South Atlantic Affiliate of College and University Residence Halls (SAACURH) regarding representation at annual conferences and the regional Student of the Year Award, SEAHO and SAACURH have agreed to the following provisions:

• SAACURH will pay for the registration and lodging for a SEAHO representative to attend the SAACURH Conference in the fall.

• SAACURH will be responsible for making arrangements for transportation and lodging for a SAACURH Representative to attend the SEAHO Mid-Year Meeting in the fall.

• SEAHO will pay for the registration and lodging for a SAACURH Representative to attend the SEAHO Conference in the spring.

• SEAHO will provide funding of up to $100 each year for the recipient of the SEAHO Student of the Year award to assist with travel expenses to the NACURH Conference as a representative of the region. The costs of the award plaque will be covered by SAACURH.

Approved February 2005

ASSOCIATION OF COLLEGE & UNIVERSITY HOUSING OFFICERS - INTERNATIONAL (ACUHO-I)

Regional Affiliation Statement