Association By-LawsACCCCS BY-LAWS (Approved 5/15/09; Revised 5/2011; Revised 5/2015, Revised 5/2016, Revised 7/2017; Revised 5/2018, Revised 05/2023 ) CONTENTS
The name of this organization shall be the Association for the Coordination of Counseling Center Clinical Services (ACCCCS).
Section 1 The purpose of the ACCCCS is to promote the exchange of ideas and to enhance the provision and management of clinical services at counseling centers within institutions of higher learning. The ACCCCS also seeks to 1) create opportunities for professional development and continuing education, 2) provide support and clarification of role and function, and 3) promote collaboration and cooperation with other counseling center personnel, administrators, and organizations for the individuals responsible for coordinating clinical services in the above institutions. Section 2 The purpose of this organization shall be exclusively for education purposes including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501 (C) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code.
Article III. Powers: Membership and Dues Membership Section 1 The membership shall be composed of persons from counseling centers as defined above who are designated as responsible for the coordination of clinical services or who are significantly involved in clinical services coordination and who have paid annual membership fees. Membership is assigned to an individual who meets membership criteria, whether or not the membership is paid as an individual or institutional membership. If a membership is paid by an institution and is considered institutional, that membership may be transferred within the institution to a new clinical coordinator who meets membership criteria. The Executive Committee is empowered to determine on an individual basis whether a specific counseling center and institution meets criteria for membership, and whether a specific individual meets criteria as a clinical coordinator. Section 2 To facilitate prospective ACCCCS members into the clinical director role and into ACCCCS membership, current members may request the early addition of a prospective new member to the ACCCCS listserv. Similarly, a member who is leaving the clinical director role may request to remain on the ACCCCS listserv for a period not exceeding one month as their replacement transitions into the role. The Executive Committee is empowered to determine for each case when the prospective members may be added and when former members are to be removed, suggested guidelines being three months and one month respectively. The Website and Technology Coordinator is responsible for monitoring and following through on time-limited listserv arrangements. Dues Section 3 The Association is empowered to determine and collect membership dues. The Executive Committee is empowered to disperse monies collected based on majority vote of the Committee. Dues are to be determined by a simple majority vote of the members voting and collected by the Treasurer.
Governance Section 1 The ACCCCS Executive Committee (Governing Board) is comprised of individuals who shall be elected to serve terms of varying lengths, depending on the office. All members of the Executive Committee are voting members unless specified otherwise below. Executive Committee Members shall be elected by electronic ballot according to ACCCCS voting rules. To qualify for membership on the Executive Committee, individuals must be members in good standing in the Association for the Coordination of Counseling Center Clinical Services and must be members in good standing in their professions. Executive Committee members shall be elected and shall serve in the following roles: Presidential Team: Responsible for coordinating and providing direction for the organization overall. The Presidential cycle is a three-year term, beginning with the first year as President-Elect, the second year as President, and the third year as Past President. Each role has different roles and responsibilities in each year. The President-Elect becomes President during the membership meeting at the annual meeting. The President-Elect serves as Vice President to the previously elected President in the first year of service, assumes full responsibility as President in the second year, and becomes Past President in the third year. The three Executive Committee members are therefore simultaneously serving in some presidential capacity at any given time, the second year being the sitting Presidency with full responsibility for office. The President is limited to serving two consecutive three year terms. A Past President may be nominated to additional presidential terms after not having served for at least one year. Duties of each presidential role include, but are not limited to: President: serves as the chair for the Executive Committee; initiates, sets agenda, and leads Executive Committee meetings over the course of the year; serves as the master of ceremonies during the annual meeting through the end of the membership meeting; has signatory responsibility for the organization (e.g., may sign the contract with conference venue); fields questions and complaints from members; advises individual Executive Committee members; is charged to fill vacated Executive Committee positions (see appropriate sections below); provides the tie-breaking vote as needed during official votes of the Executive Committee and general membership voting; appoints ex officio Executive Committee members with the support of the voting members of the Executive Committee; and serves as the primary point of contact for other professionally related organizations. President-Elect: serves as Vice President to the previously elected President in the first year of service; assumes full responsibility as President in the second year, beginning at the membership meeting during the annual meeting; serves as the master of ceremonies during the annual meeting beginning at the membership meeting; becomes Past President in the third year; in close collaboration with the President, investigates and identifies location options for the annual meeting; works closely with conference planner and/or member host(s) regarding the following year’s annual meeting location; has signatory responsibility for the organization (e.g., may sign the contract with conference venue); and prepares awards and is responsible for presenting said awards at the banquet during the current annual meeting. Past President: serves as a resource and advisor to the current President and President-Elect; conducts an annual review of the organization’s bylaws; proposes edits and amendments to the bylaws to ensure that the organization’s practice matches its policies and procedures; and leads ACCCCS’s care and compassion endeavors by reaching out to members or member agencies in times of crisis. Treasurer: Responsible for the organization’s finances: collects dues, disburses funds, keeps accurate financial records (current as well as historic), completes yearly tax filings, advises as to the financial implications of organization decisions and actions, and provides information as needed on the organizations finances including a yearly report. The Treasurer also arranges for the financial records to be accessed by at least one member of the Presidential team (e.g. President Elect, President, or Past President) for oversight (e.g. receive copies/review monthly bank statements, able to deposit/withdrawal funds from ACCCCS accounts, receive copies of any account statements, etc.) to remain fully informed of all financial decisions for the organization. Because the Treasurer is responsible for dues records, keeping membership information is a shared responsibility with the Membership Officer. The Treasurer also assists in maintaining permanent corporate records such as bylaws, tax filings, W9s, insurance documents and IRS documents. The Treasurer serves a three-year term with no term limits. The treasurer may serve an indefinite number of consecutive terms, contingent on being re-nominated and re-elected by a majority vote of the members voting. To allow for continuity in this technical role, the outgoing Treasurer shall assist and advise the incoming Treasurer for the first six months of the new Treasurer’s term as a non-voting member of the Executive Committee. Membership Officer: Responsible for safeguarding membership rules; collaborating with the Research and Evaluation Officer regarding polling and surveying membership as needed; monitoring and promoting the organization to new members; and organizing the new member and “buddy” programs at the annual conference. The Membership Officer shares responsibility with the Treasurer for keeping membership records. The Membership Officer is limited to serving two consecutive two year terms. To allow for continuity in this technical role, the outgoing Membership Officer shall assist and advise the incoming Membership Officer for the first six months of the new Membership Officer’s term as a non-voting member of the Executive Committee. Research and Evaluation Officer: Responsible for coordinating the annual membership survey and conference satisfaction survey. Along with the Membership Officer, will present survey results to the membership at the annual conference. As appropriate, coordinates and shares findings broadly with the membership and larger counseling center community, with the possibility of professional publication. Because the Research and Evaluation Officer (R&E Officer) is responsible for general membership data collection, maintenance and distribution of said information is a shared responsibility with the Membership Officer. The R&E Officer serves a three year term with no term limits and may serve an indefinite number of consecutive terms, contingent on being re-nominated and re-elected by a majority vote of the members voting. To allow for continuity in this technical role, the outgoing R&E Officer shall assist and advise the incoming R&E Officer for the first six months of the new R&E Officer’s term as a non-voting member of the Executive Committee. Diversity Scholar Program Officer: Oversees the ACCCCS Diversity Scholar Program. Selects ACCCCS members to serve on a selection committee; develop application, timeline and selection criteria; review and select two Diversity Scholars to attend the annual conference and make a professional presentation on a diversity topic; work collaboratively with other Board members to advertise this program, obtain website access to handle conference registration and program proposal submission, process reimbursements, and coordinate attendance at conference newcomers sessions; select Diversity Mentors for two Diversity Scholars and define their role through the conference and afterwards; and serve as a contact for Mentors/Scholars throughout the conference. The Diversity Scholar Program Officer (DSP Officer) is limited to serving two consecutive three year terms. To allow for continuity in this technical role, the outgoing DSP Officer shall assist and advise the incoming DSP Officer for the first six months of the new DSP Officer’s term as a non-voting member of the Executive Committee. Four At-Large Executive Committee Members: Each At-Large Executive Committee member serves a two-year term. At-Large members may by nomination and election serve a limit of two consecutive terms on the Executive Committee prior to leaving the Executive Committee for at least one term. Executive Committee members who have served two consecutive terms, however, may run for President-Elect, Treasurer, Membership Officer, Research and Evaluation Officer, or Diversity Scholar Program Officer. The At-Large members shall assume and distribute the following organizational responsibilities by consensus or majority vote of the Executive Committee. The roles of the At-Large Executive Committee Members are as follows: Elections Coordinator: Responsible for administrating the Executive Committee nomination and election process, including adherence to election and voting rules. This includes soliciting sufficient nominations and keeping track of voting results. The Elections Coordinator is responsible also for administering procedures on any organizational decision that involves voting. Program Coordinator: Responsible for the professional programs that are offered at the yearly conference, as well as overseeing other professional programs that are sponsored or co-sponsored by the organization. Coordinates programming with the Continuing Education Officer to ensure programs meet continuing education requirements when appropriate. Seeks guidance from the membership on desired programs, solicits and, together with the Conference Planner and/or Conference Host, organizes presentations into the yearly conference schedule. (Typically 2 At-Large Members take on this role) Recorder: Responsible for recording the business of the organization, including Executive Committee Meetings, Membership Meetings, and other organizational business as deemed necessary by the Executive Committee Section 2 The Executive Committee shall be responsible for conducting the business affairs of ACCCCS between annual meetings and shall convene as necessary, whether in-person or virtually via electronic communication. Section 3 Ex officio Executive Committee members are current ACCCCS members (including current Executive Committee members) who provide specific services to the Association and the Executive Committee on a volunteer basis and whose continuance in these services is approved by the Executive Committee. The Executive Committee is empowered to determine which members and what roles qualify for ex officio membership. In addition to discharging their specific responsibilities, ex officio members participate in Executive Committee meetings and communications, but do not have a vote. The Ex officio Executive Committee membership may include, but is not limited to, the following:
Section 4 Standing committees are ongoing committees that may be designated by the Executive Committee to assist in the work of the organization. Examples may include but are not limited to such committees as Membership, Conference and Events, Program, Elections, Survey and Data, Public Relations, Finance, and Diversity Mentorship. These committees, when convened, shall be coordinated by Executive Committee members and comprised of interested ACCCCS members. The Executive Committee member most directly responsible for the specific area that is served by the committee determines the composition and method of selection of the committee and shall coordinate its actions, subject to approval by the Executive Committee by consensus or majority vote. Section 5 Working committees shall be established as needed by the Executive Committee. At least one Executive Committee member shall maintain periodic contact with each working committee and report regularly on its progress to the Executive Committee. Elections Section 6 An Executive Committee as described in Article IV, Section 1 shall be elected, following the guidelines for terms, term limits, and re-election times provided in that section. Section 7 An election committee, chaired by the Elections Coordinator, shall consist of at least two members of the current Executive Committee. The following election process shall be followed:
Meetings and Business Section 8 An annual meeting shall be held at a date and time determined by the Executive Committee. The Executive Committee shall announce the annual meeting at least one month in advance via electronic or postal communications. The host site may invite nonmembers within their region to the annual meeting who have clinical coordination responsibilities or are clinical professionals who are providing significant help with the conference. However, the nonmember invitees of the conference host must be approved by the Executive Committee in order to attend. Similarly, if a member wishes another clinician to attend the conference instead of the member, or to accompany the member to the conference, the nonmember invitees of member clinical directors must be approved by the Executive Committee in order to attend. In making these approval decisions, the board will be guided by the degree to which the nonmember is or will be in the role of a clinical coordinator, or is or will be an assistant to the clinical coordinator, or otherwise is professionally involved in clinical coordination to the satisfaction of the Executive Committee. Section 9 Business shall be conducted in any of several ways: at the annual meeting of the membership (Membership Meeting), by written ballot, by list-serve, by email ballot, or by other website or electronic voting method that is approved by the Executive Committee. All members who are eligible to vote shall be provided the opportunity to vote as specified below. For all business that is conducted outside the membership meeting, the membership shall be informed of upcoming votes at least one week in advance of the vote. The issue shall be explained and discussion of the issue invited via the listserv or another suitable medium. At its discretion, the Executive Committee may then revise the questions being voted upon based on membership input received prior to the issuance of the ballot. Members voting shall be allowed at least one week after receipt of the ballot to reply to it before voting is ended and the results are tallied. Section 10 General business voting requires a simple majority of those voting in order to carry, provided that all current members have been provided an opportunity to vote. Bylaws changes require a 2/3 majority of those voting in order to carry, provided that all current members have been provided an opportunity to vote. For business that is conducted in the membership meeting, the required opportunity to vote is provided by virtue of the invitation for each member to attend the meeting. For business that is conducted electronically or by mail, the required opportunity to vote is provided by being in receipt of the email that advertises the upcoming vote or by the being in receipt of the ballot. It shall be the responsibility of the affected individual member to notify the Executive Committee when there are changes in postal or email address, or when electronic means are unavailable to the member to receive ballots and voting notices. Addresses shall be updated or alternative means provided to such members for voting in order to preserve the members’ opportunity to vote. Dissolution of ACCCCS Section 11 In the event of the dissolution of ACCCCS, remaining assets shall be equally distributed among the following, which must be in existence and exempt at the time of the dissolution: Association of University and College Counseling Center Directors (AUCCCD); Association of Counseling Center Training Agencies (ACCTA); and Association for University and College Counseling Center Outreach (AUCCCO).. If these conditions are not met, assets shall be distributed for Section 501 (C) (3) purposes. Assets shall be distributed for one or more exempt purposes within the meaning of Section 501 (C) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for public purposes. Any such assets not disposed of shall be disposed of by the Court of Common Pleas of the county in which the Treasurers workplace is located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.
Article V. Removal or Resignation of Executive Committee Members Section 1. The Executive Committee shall provide rules and regulations for the establishment of removal procedures. Executive Committee members, including the President, shall be removed from office only on grounds of: 1) loss of good standing in their professions; 2) nonfeasance of office, or of duties as an Executive Committee member; or 3) malfeasance of office. Section 2. In the event of the removal or resignation of a current or incoming Executive Committee Member, the Executive Committee may consider the needs of the organization and options listed in the following sections to fill the vacant position. Any decisions are subject to approval by a majority vote of the remaining Executive Committee members, the President providing the tie-breaking vote. Section 3. Succession Procedures for the President-Elect or President: In the event of the incapacitation, removal, or resignation of the President-Elect, President, or both, the Executive Committee will determine as soon as possible which of the following options are most appropriate for each position based on the Organization’s current needs and the time of year: 1) Approve someone currently in the Presidential cycle to retain their position for a 2nd year. 2) Divide the responsibilities among the remaining members of the Presidential Cycle or other appropriate Executive Committee members. 3) Approve someone to assume a vacant role earlier in their current cycle. 4) Call for a special election to fill any or all of the currently vacant positions. Section 4. Succession Procedures for the Treasurer, Membership Officer, Research & Evaluation Officer, or Diversity Scholar Program Officer: In the event of the incapacitation, removal, or resignation of the Treasurer, Membership Officer, Research & Evaluation Officer or Diversity Scholar Program Officer, or in the event that one of them fills another vacancy on the executive committee, the President may, as an interim measure, choose one of the following ways to fill the position: 1. Reassign that person’s duties to a remaining Executive Committee member; or 2. Appoint a new Executive Committee member from the membership, subject to a majority vote of the remaining Executive Committee members, the President providing the tie-breaking vote. The appointed interim officer may complete the term without an election if the term is in its second half, at the discretion of the president. If the term is not in its second half, however, the President shall initiate a call for nominations and a special election to fill the remainder of the term from the membership. The appointed interim officer may be nominated as a candidate in this election. Section 5. Succession Procedures for the At-Large Executive Committee Members and the Past President: Should an At-Large Executive Committee member or Past President be removed, resign, fill another executive committee member’s vacancy, or otherwise fail to complete the term of duty, the President may choose one of the following ways to fill the position:
Section 6. Term Limit Standards for Those Who Fill Unexpected Vacancies: In the event that a member assumes an Executive Committee office within a term, the term will count toward the term limit if office is assumed during the first half of the term, but not count toward the term limit if the office is assumed in the second half of the term. Uncertainties as to whether or not the term should be counted toward the term limit shall be decided by the President.
Section 1 Except as provided for in Article V, Section 1, every person who is, shall be or shall have been a Steering Committee member or an Executive Committee member, including ex officio members, and their personal representatives shall be indemnified by the Association for the Coordination of Counseling Center Clinical Services against all costs and expenses (including attorney’s fees), judgments, fines and amount paid in settlement actually and reasonably incurred by or imposed upon them in connection with or resulting from a civil action, suit or proceeding in which they may be made a party by reason of their being or having served as a Steering Committee member or an Executive Committee member. Section 2 The provision for indemnification specified in Article VI, Section 1, shall be extended to any person conducting any legitimate business of the Steering Committee member or an Executive Committee member. Section 3 The indemnification of persons provided by Article VI, Sections 1 and 2, shall be denied for any actions resulting in removal of that person from the Steering Committee or the Executive Committee in accordance with the provisions of Article V, Section 1. Section 1 Amendments or changes to these Bylaws may be proposed by the Executive Committee, or by any dues paying member to be placed on the agenda for the annual meeting, or to be submitted to the membership for voting by alternative means, as described in Article IV, Section 10. An amendment to these Bylaws requires a two-thirds majority of those voting in order to carry, provided that all present members have been provided an opportunity to vote as defined in Article IV, Section 10. Ancillary Guidelines that may be modified by the Executive Committee: Conference Refunds ACCCCS Diversity Mentorship Program The ACCCCS Diversity Mentorship Program reflects the commitment of the organization to increasing knowledge and promoting culturally responsive services for populations representing various aspects of diversity. Each year, current ACCCCS members will nominate applicants from underrepresented groups for the program who have never been members of ACCCCS. Two recipients will be selected to attend the annual ACCCCS conference, and will be provided with a stipend for costs related to travel, lodging, meals and conference registration. Recipients will attend the annual ACCCCS conference and will co-present a joint program at the conference relating to diversity issues as related to clinical practice and administration. ACCCCS will provide mentors for each of the recipients.
By-Laws Updated 5/25/2023 |