POLICIES & PROCEDURES MANUAL

CALIFORNIA PLACEMENT ASSOCIATION

POLICIES & PROCEDURES MANUAL

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NAME        Return to top   Return to top of page

 

1. The name of this nonprofit corporation is the "California Placement Association", tax identification number 95-3833997, hereinafter referred to as the "CPA".

 

PURPOSES        Return to top   Return to top of page

 

1. To promote professional preparation, high standards, effectiveness, recognition and association of placement professionals in business, education and government concerned with the support and administration of placement services.

 

2. To be a responsive leader in the development of a comprehensive, high quality job placement program throughout the State; and to promote linkages which meet the dynamic recruiting and placement needs of business, education and government in California.

 

3. To strengthen linkages between business, education and government.

 

4. To enhance the quality and excellence of placement services.

 

5. To identify and respond to changing business needs, trends, and hiring practices in relationship to the changing demographics of the California work force.

 

6. To generate new ways of expanding the development of employment opportunities and fulfilling the needs of employers and students/clients, graduates, employees, faculty, staff, or any other users of placement services, hereinafter referred to as "clients."

 

7. To provide professional training workshops and conferences that will aid business, education and government in assisting clients to successfully make a transition to the world of work.

 

8. To service effectively the interests and needs of clients, business, education and government through coordination of plans and programs pertinent to job placement.

 

9. To assist institutions in developing and promoting client job placement programs.

 

10. To facilitate communications between placement professionals and business, education and government and other employing agencies.

 

11. To promote and work with others in the promotion of such systematic studies, cooperative experiences and other related activities as may be desirable or required to fulfill the purpose of this association.

 

12. The CPA endorses compliance with all enacted drug free work place legislation.

 

MEMBERSHIP        Return to top   Return to top of page

 

A. Eligibility for Membership

 

1. Membership shall be open to business, education or government agencies that are responsible for placing or hiring clients in the State of California.

 

2. There shall be three (3) classifications of membership: individual, organizational, and honorary life membership.

 

a) An individual membership consists of one person with one vote.

 

b) An organizational membership consists of three persons with one vote each. There is no constitutional restriction on the number of representatives from any qualified organization or division of the organization, provided they meet all of the other requirements for membership. Additional organizational members may be added.

 

c) An honorary life membership is given to a retiring member with a minimum of five years of active service and who has been recognized for personal dedication and outstanding contribution as determined by the Executive Council. Honorary life members may not hold office, however, ARE entitled to voting privileges. Annual dues and conference registration fees are waived.

 

3. All applications for membership shall be reviewed by the Treasurer to meet eligibility criteria. Applications for membership that should, in the judgement of the Treasurer, be rejected, or that should be approved in a category of membership other than the one for which they applied, shall be submitted to the Executive Council for determination.

 

B. Resignation

 

1. A member may resign at any time upon giving written notice to the Membership Chairperson.

 

C. Termination of Membership

 

1. Membership shall terminate when a member:

 

a) Becomes ineligible by the By-Laws.

 

b) Is delinquent in payment of dues.

 

c) Is found to have violated the CPA ethical standards.

 

2. The Membership Chairperson shall notify members who have been terminated.

 

D. Policies

 

1. If a new division of business, education or government currently holding membership applies for membership, the application must still be submitted to the Treasurer for approval.

 

2. Organizations changing only their names do not have to be formally reviewed or approved.

 

3. Membership may not be transferred from one organization to another but may be transferred to a new representative within a member organization.

 

4. Any new member accepted after the Annual Conference will be extended membership through the following fiscal year, provided application is received and approved.

 

5. The Membership Committee shall receive, from the Treasurer, a list of conference registrants who pay membership dues along with their conference registration fee.

 

6. The mailing list of the CPA members may be provided without cost to all CPA members.

 

7. The mailing list of the CPA members may be sold, at the discretion of the Membership Chairperson, to other non-profit organizations or profit-making organizations when it would benefit the membership. The cost of the mailing list is determined by the Executive Council.

 

FINANCES        Return to top   Return to top of page

 

A. Dues

 

1. Membership dues shall be payable in advance on or before July 1 of each year. The amount of the annual dues shall be determined by the Executive Council with the approval of CPA members.

 

2. Effective July 1, 1997, dues for individual membership are $45.00 per fiscal year.

 

3. Effective July 1, 1997, dues for organizational membership (three members with one vote each) are $100.00 per fiscal year. Additional organizational members may be added at a cost of $30.00 each with one vote each.

 

B. Fiscal Year

 

1. The period July 1 through June 30 shall be the fiscal year.

 

C. Treasurer

 

1. The Treasurer, with the approval of the Executive Council, shall maintain financial records, receive and have charge of all monies and deposit same, including membership fees, in the name of the CPA in a bank; write all receipts, co-sign all checks, be responsible for all expenditures and pay all bills; serve at Co-Chairperson of the Ways and Means Committee and act as financial advisor to the Conference Committee.

 

2. During the first quarter of each fiscal year, the Treasurer shall submit a budget for the entire association for approval by the Executive Council. In addition, the Treasurer shall submit a quarterly financial statement to the Executive Council and shall submit, in conjunction with the Executive Council, a financial report to the association; shall be bonded at the association's expense, arrange for the billing and collection of membership dues and arrange for collection of registration fees for meetings and conferences.

 

E. Conference Fees

 

1. Conference fees shall be determined by the Conference Committee and approved by the Executive Council. Non-member fees shall include the annual membership fee which will be applied to the current fiscal year. Membership fees received after the Annual Conference shall be applied to the remainder of that fiscal year as well as the following fiscal year.

 

2. Conference fees shall be mailed to the Treasurer at the CPA's permanent mailing address of 16209 Victory #257, Van Nuys, CA 91406-5821. The Treasurer shall then transmit a list of new members to the Membership Committee Chair for inclusion in the Membership Directory. Purchase Orders shall not be accepted.

 

F. Expenses Related to the Executive Council

 

1. The CPA shall assume travel expenses of official attendees to Executive Council meetings. All are encouraged to pay their own expenses if they can.

 

2. Those driving their own vehicle for CPA business will be reimbursed at the rate to be determined by the Executive Council, or at coach air fare to the meeting site, if necessary.

 

3. Due to the volume of work required by the Treasurer in preparing for the annual conference, i.e. budgets, collecting conference fees, overseeing the registration table (and possibly missing numerous conference activities,) etc., the Treasurer shall attend the annual conference gratis.

 

G. Annual Committee Budgets

 

1. All committee chairs and officers will submit an itemized proposed budget to the Treasurer one month after taking office. The Executive Council will review this proposed budget and the itemized requests prior to presenting the annual budget for final approval.

 

H. Section Meetings

 

1. Twice yearly, each section (North/Central/South) shall meet.

 

I. Donations

 

1. CPA is a non-profit corporation which relies primarily on volunteer members to conduct its programs, provide its services and perform its administrative functions. The success of our operation and programs relies upon the commitment and dedication of our members and the support of the organizations for whom they work. These organizations, on occasion, provide contributions of goods and services (in-kind donations) or cash donations to help defray costs that might otherwise be incurred. We welcome this support when the organizations believe that the donation will benefit the activities of the CPA and they have the resources to give.

 

2. The activities of the CPA where organizations might provide contributions (e.g., cash, door prizes, gifts, in-kind services, etc.) would be Section Meetings, Annual Conference, or in the distribution of information to its members.

 

3. The Committee Chairperson should inform the President who will acknowledge the donation in writing. (The Annual Conference is excepted from gaining Council approval. Solicitations can be made at the discretion of the Conference Co-chairs. Contributions will be appropriately acknowledged at the conference.)

 

4. All donations should avoid any conflict of interest, questions regarding such shall be directed to the President.

 

5. Contributions to the CPA do not qualify as charitable deductions for Federal Income Tax purposes, but may qualify as a business deduction for tax purposes.

 

J. Liability

 

1. To ensure that we minimize the risk of civil or criminal liability, Officers, Committee Chairs, and others acting on behalf of CPA need to observe both a "standard of care" and a "duty to care" in performing their functions. Essentially, this means that we should:

 

a) Ensure that the association conducts its activities legally.

 

b) Make ethical decisions which support the purposes and goals of the CPA as expressed in the Constitution, By-Laws, and the Policies and Procedures Manual.

 

c) Perform duties in good faith and with care.

 

d) Exercise reasonable judgment and reach informed decisions.

 

e) Follow a sound and thoughtful planning and decision-making process. One of the best protections against liability is to have a sound management system in place and make sure the system is followed.

 

2. With regard to CPA functions, there are several areas which may constitute a higher risk of liability and vulnerability and therefore need special attention.

 

3. Liquor at CPA-sponsored events should be served judiciously with particular caution observed if participants will be driving after the function. If liquor is to be sold (i.e., a no-host function), the hotel or facility should sell the liquor rather than the CPA.

 

4. Hold Harmless agreements should be used for participants in such activities as fun runs, bike tours, or other similar types of events in which injury might occur.

 

5. Signatory authority should be specifically delegated to enter into contracts which could obligate the CPA financially, e.g., hotel or meal services. When the CPA contracts for services, e.g., hotels, tour/sightseeing companies, transportation companies, boat companies, etc., the contractor should provide evidence of liability insurance covering personal injury. If possible, have the CPA given status as a named insured.

 

6. In order to have adequate records for our audits, individuals responsible for our services and programs should adhere to the CPA policies and guidelines.

 

EXECUTIVE COUNCIL        Return to top   Return to top of page

 

A. Executive Council

 

1. There shall be an Executive Council composed of the President, President-Elect, Immediate Past-President (non-voting), Vice Presidents North/Central/South, Executive Secretary, Treasurer, Employer Representatives North/Central/South, Education Representatives North/Central/South and a non-voting Executive Assistant who may be appointed by the President. This Council shall have authority to act for the CPA in all matters including recommending amendments to the Constitution and By-Laws. It shall have the power to fill vacancies which occur between elections for all officers except the office of President, which would be filled by the President-Elect for the balance of the term.

 

2. Since the purpose of the CPA is to serve those involved in placement and employment, members of the Executive Council should have significant and regular involvement in these areas in order to understand the relevant issues, concerns, problems, and future directions in the field.

 

3. Any member of the Executive Council must therefore meet all conditions of regular CPA membership and must have direct and major organizationally assigned managerial, administrative or direct service responsibilities in either:

 

a) the recruitment, selection, or training of clients (employer members), or

 

b) placement services for education clients (education members) or

 

c) others who have an interest in California placement.

 

4. If an Executive Council member's responsibilities cease to be related to these areas during his/her term of office, s/he ceases to be a member of the Executive Council according to the following procedures.

 

5. Any Council member who is reassigned and/or whose job duties change significantly should contact the President who will then consult with the other Officers to develop a recommendation regarding the member's continuance on the Council. The President will then review this recommendation with the remainder of the Executive Council to determine whether they approve or disapprove of the recommendation. Approval of a recommendation to discontinue Council membership will result in the member being required to resign from the Executive Council.

 

6. Any Executive Council member whose employment situation changes such that they are no longer employed in the field, i.e., retire, have obtained a position in a different field, are unemployed and seeking a position in a different field, etc., should notify the President and be required to submit his/her resignation from the Council.

 

7. Continuance of the term of office for Executive Council members who go on formal leaves of absences from their employers will be at the discretion of the Executive Council. In determining whether to continue a member on leave-of-absence, the Executive Council will be guided by the following criteria:

 

a) That a maximum one year time limit be set.

 

b) That the individual be committed to and be able to fulfill the obligation of the elected office including attending Executive Council meetings.

 

c) That the individual continue a relationship with the original employer.

 

d) That the individual will return to the position left at the end of the leave.

 

e) That the balanced representation of the Council be maintained.

 

8. Any person nominated to serve on the Executive Council shall be a member in good standing. Anyone elected to office shall be a member in good standing during the term of office.

 

9. Persons nominated for President-Elect, Vice President North, Central, South, or Treasurer, shall:

 

a) have been a member in good standing for at least two consecutive years, or

 

b) served on the conference committee or

 

c) previously served as Education or Employer Representative.

 

10. When requested, Executive Council members shall provide copies of their reports, or articles covering the CPA activities, to the Communications/Public Relations chairperson.

 

B. Meetings of the Executive Council

 

1. All Executive Council members are required to attend all Executive Council meetings. Exceptions shall be granted on a case-by-case basis by the President.

 

2. A regular meeting of the Executive Council shall be held in conjunction with the Annual Conference.

 

3. The President shall select the place of other Executive Council meetings during the Spring and in the Fall. The President has the discretion to cancel either meeting in any year.

 

4. In cases where a meeting of the Executive Council cannot be convened, written concurrence of a majority of the Council shall be binding.

 

5. Newly elected Executive Council members shall be invited to attend the Spring transition meeting prior to assuming their duties on July 1st of each year.

 

6. Special meetings of the Executive Council may be called at the written request of four (4) Council members.

 

7. Prior to a regular meeting of the Executive Council, notice of the meeting, containing a memorandum of the proposed business to be considered, shall be sent to each member of the Executive Council.

 

8. Members of the Council are encouraged to pay for their own expenses to the CPA Executive Council meetings.

 

9. Expenses for non Executive Council members are not to be funded by the CPA.

 

OFFICERS OF THE ASSOCIATION        Return to top   Return to top of page

 

A. Voting Officers

 

1. The voting officers of the Association shall be a President, President-Elect, Vice Presidents North/Central/South, Secretary, Treasurer, Education Representatives North/Central/South and Employer Representatives North/Central/South. The Immediate Past-President and Executive Assistant are non-voting Council members.

 

B. Terms of Office

 

1. The terms of office shall be one (1) year, except for the Treasurer and Secretary, who shall serve two (2) year terms. No officer shall serve more than two (2) consecutive terms in the same office, except the Treasurer, who may not serve consecutive terms.

 

2. Vacancies occurring shall be filled for the unexpired term by the President with the approval of the Executive Council, except that the President-Elect shall automatically assume the office of President if it becomes vacant.

 

3. The term of office for newly elected officers commences officially on July 1 following the election.

 

C. President

 

1. Shall reside at all meetings of the Executive Council and at the annual meeting of the membership during the Annual Conference.

 

2. Shall send, or direct the Secretary to send, notices of meetings of the Executive Council (including agendas) to each member in advance of each meeting.

 

3. Shall call all special meetings.

 

4. Shall appoint all standing committee chairpersons. Such appointments are subject to approval of the Executive Council.

 

5. Shall be the official representative of the CPA to other organizations.

 

6. Shall make an annual report to the membership through the Newsletter and at the Annual Conference.

 

7. Shall, with the Treasurer and Secretary, complete signature cards authorizing withdrawal of funds or signing of checks on behalf of the CPA. (See Section G. Treasurer, 5., for check writing policy.)

 

8. Shall extend to all Honorary Life Members and other regional association presidents and/or members, a personal invitation to attend the Annual Conference and all Section Meetings. Complimentary conference registration shall be offered to Honorary Life Members as well as a personal invitation to the President's Reception.

 

9. Shall appoint any ad hoc committees which, in his/her judgement are needed, subject to the approval of the Executive Council.

 

10. At the end of the term of office during the Transition Meeting, the outgoing President shall present to the incoming President the CPA gavel.

 

D. President-Elect

 

1. Persons nominated for President-Elect shall:

 

a) have been a member in good standing for at least two consecutive years, or

 

b) served on the conference committee or

 

c) previously served as Vice-President, Treasurer, Education or Employer Representative.

 

2. Shall assume the duties of the President in his/her absence.

 

3. Shall act as Nominating Committee Chair and shall appoint committee members with the approval of the Executive Council. The President-Elect shall also be responsible for counting ballots.

 

4. Shall act as Conference Co-Chair for the conference that will occur in the year that he/she will be President until his/her term as President begins. At that time, the duties as Conference Co-Chair shall be turned over to the Vice President of the region hosting the conference (North, Central, or South).

 

5. Shall serve as the Community College Representative to the Chancellor's Advisory Committee for two years.

 

6. At the end of the term of office and during the Transition Meeting, shall present to the outgoing President, a plaque expressing appreciation for the service rendered to the CPA.

 

E. Vice Presidents North/Central/South

 

1. Persons nominated for Vice President North, Central, or South, shall:

 

a) have been a member in good standing for at least two consecutive years, or

 

b) served on the conference committee or

 

c) previously served as Treasurer, Education Representative, or Employer Representative.

 

2. The Vice President of the region in which the President-Elect resides (North/Central/South) shall assume the duties of the President-Elect in the event of incapacitation or inability of the President-Elect to perform his/her duties. The Vice Presidents North/Central/South shall coordinate the activities of standing committees and with the Regional Education and Employer Representatives regarding Section Meetings.

 

3. The Vice President of the region in which the Annual Conference is held shall act as Conference Co-Chair once the President-Elect becomes President.

 

F. Executive Secretary

 

1. Shall hold office for two (2) years.

 

2. Shall be the archivist for CPA and shall keep the records of the Transitions Meetings, meetings of the Executive Council, and the Annual Conference of the membership.

 

3. Shall issue such notices as are designated by the President and shall perform such other secretarial duties as may be required.

 

4. Shall distribute copies of the Executive Council Meeting minutes to all Executive Council members and committee chairpersons within 45 days of the meeting. (It is recommended that the President and President-Elect review the draft copy before the final distribution.) Appendices including copies of all written reports submitted to the Secretary will be mailed to all voting members of the Executive Council plus the By-Laws/History Committee Chair.

 

5. Shall, with the President and Treasurer, complete signature cards authorizing withdrawal of funds or signing of checks on behalf of the CPA. Any two of three signatures are required. (See Section G. Treasurer, 5., for check writing policy.)

 

6. Shall transfer all of the Secretary's materials to the incoming Secretary at the Transition Meeting.

 

G. Treasurer

 

1. Persons nominated for Treasurer, shall:

 

a) have been a member in good standing for at least two consecutive years, or

 

b) served on the conference committee or

 

c) previously served as a Vice-President, Education Representative, or Employer Representative.

 

2. Shall hold office for two (2) years.

 

3. Shall have charge of all monies of the CPA.

 

4. Shall pay all bills which have been submitted and approved by the Executive Council per the annual budget.

 

5. Shall, with the President and Secretary, complete signature cards authorizing withdrawal of funds or signing of checks on behalf of CPA. CPA's check writing policy is as follows:

 

a. The Treasurer will receive and write checks for all bill and make a copy of the invoice/bill (retaining the original) and mail this copy, along with the written check to the President for countersignature.

 

b. The President will co-sign and mail the check to the payee.

 

c. If the payee is the President, the Treasurer will mail the invoice copy and check for counter-signature to the Secretary; who will counter-sign and mail to the President.

 

d. If the payee is the Treasurer, the Treasurer will mail the invoice copy and check to the President; who will issue and sign check for forwarding to the Secretary for counter-signature. The Secretary will then return the check to the Treasurer.

 

e. If the payee is the Secretary, the Treasurer shall follow steps a. and b. above.

 

6. Shall cause all monies to be deposited in the name of the CPA in a financial institution approved by the Executive Council.

 

7. Shall submit a budget to the Executive Council for the following fiscal year within sixty (60) days following the Transition Meeting.

 

8. Shall submit a report annually to the membership.

 

9. Shall present income and expense statements at each meeting of the Executive Council.

 

10. Shall present to the Executive Council a financial statement which will summarize activity within the checking account, the Treasurer's record of expenditures, and the balance in accounts at the end of the fiscal year (June 30).

 

11. Shall serve as Co-Chair of the Ways and Means Committee.

 

12. Shall act as financial advisor to the Conference Committee and in so doing, shall attend the conference gratis.

 

13. Shall be bonded at the CPA's expense.

 

14. Shall arrange for the billing and collection of membership dues and arrange for collection of the registration fees for meetings and the Annual Conference.

 

15. Shall turn over his/her accounting books to the newly elected Treasurer at the fiscal year.

 

16. Shall file, as necessary, required tax forms.

 

H. Education Representatives (North/Central/South)

 

1. Shall represent the members of the CPA, particularly education members.

 

2. Shall provide written reports to all Executive Council members.

 

3. Shall be responsible for the planning and implementation of section meetings and activities including setting dates and offering programs of general and/or specific interest to the membership.

 

4. Shall assist in forming committees for membership, fund raising, research and programs/activities as needed and shall shall act as liaison between the regional membership and the Executive Council.

 

I. Employer Representatives (North/Central/South)

 

1. Shall represent the members of CPA, particularly employer members.

 

2. Shall provide written reports to all Executive Council members.

 

3. Shall be responsible for the planning and implementation of section meetings and activities including setting dates and offering programs of general and/or specific interest to the membership.

 

4. Shall assist in forming committees for membership, fund raising, research and programs/activities as needed and shall act as liaison between the regional membership and the Executive Council.

 

OTHER EXECUTIVE COUNCIL MEMBERS        Return to top   Return to top of page

 

A. Immediate Past-President

 

1. Shall be a non-voting member of the Executive Council for a one-year period.

 

2. Shall nominate to the Executive Council candidates for awards.

 

3. Shall maintain and pass on to his/her successor a list of potential candidates for Honorary Life Membership and Outstanding Service Awards.

 

4. Shall notify the President, Treasurer, Membership Chairperson, Communications/Public Relations Chairperson and By-Laws/History Chairperson of names and current addresses of all Honorary Life Members.

 

5. Shall provide the Communications/Public Relations Chairperson with the names of all award winners in categories mentioned above, for inclusion in the Membership Directory.

 

B. Executive Assistant

 

1. An Executive Assistant may be appointed by the President to serve on the Executive Council as a non-voting member for one (1) year.

 

STANDING COMMITTEES        Return to top   Return to top of page

 

A. Presidential Appointments

 

1. Subject to the approval of the Executive Council, the incoming President shall appoint Chairs for all standing committees within 30 days following the Transition Meeting. The appointments shall be limited to the President's term of office. Standing Committees include:

 

Awards & Scholarships Nominating***

By-Laws & History* Professional Ethical Standards

Communications/Public Relations Research & Training

Conference** Ways & Means****

Membership

 

* An Executive Council member appointed by the President.

** Co-chaired by the President-Elect until his/her term as President begins. At that time, the duties as Conference Co-Chair shall be turned over to the Vice President of the region hosting the conference (North, Central, or South). The second Co-Chair shall be an Executive Council member appointed by the President-Elect, with the approval of the President.

*** President-Elect acts as a Chair.

**** Treasurer acts as Chair.

 

2. The term of office for Committee Chairs shall be one year. Committee Chairs may be reappointed for a second term at the discretion of the President.

 

3. Chairpersons shall appoint members of their standing committees subject to the approval of the President.

 

4. Chairpersons of standing committees may participate in Executive Council meetings, without vote, at the discretion of the President.

 

5. Chairpersons shall provide Executive Council members with written reports of the committee activities for inclusion in Council minutes.

 

6. Chairpersons shall send copies of correspondence related to committee activities to the President.

 

7. At the conclusion of their term, Chairpersons should send to the By-Laws and History Chairperson all material of potential historical significance.

 

8. Chairpersons on standing committees must be members in good standing.

 

COMMITTEE ASSIGNMENTS        Return to top   Return to top of page

 

A. Awards & Scholarship Committee

 

1. The Awards and Scholarship Committee shall actively investigate and recommend to the Executive Council appropriate awards and scholarships. This committee shall also coordinate with the Ways and Means Committee to fund those awards and scholarships determined to be appropriate by the Council.

 

B. By-Laws & History Committee

 

1. The By-Laws and History Chair is appointed by the President and must be an Executive Council member.

 

2. The By-Laws and History Chair shall maintain, collect and update all official records of the association including the Constitution, By-Laws, Policies and Procedures Manual and other association records and documents including Executive Council and association meeting minutes.

 

3. The Committee shall keep and maintain a master copy of the Constitution, By-Laws, Policies and Procedures Manual, including amendments to same and provide as many copies as may be necessary for reference or distribution to members.

 

4. Examine all proposed amendments to the Constitution, By-Laws and/or Policies and Procedures Manual and report findings to the President who will submit them to the Executive Council.

 

5. Incorporate all amendments into the Constitution and By-Laws after passage by a required vote of the membership.

 

6. In the event of a complete revision of the Constitution or By-Laws, formulate wording and construction and submit for approval to the Executive Council. Changes, whenever possible, will come before the Executive Council meeting at the Annual Conference and then will be mailed with the election of new officers ballot.

 

7. Keep the CPA's Policies and Procedures Manual up-to-date as needed and provide revised materials to members of the Executive Council within sixty (60) days after the minutes indicating approval of the revision.

 

8. Function as parliamentarian for the conduct of all official meetings of the CPA.

 

9. Solicit from officers and committee chairpersons all materials of historical significance.

 

10. Maintain a permanent repository of pertinent information concerning the formation, history, and development of the CPA and all official CPA records and documents, and pass complete permanent records of the CPA to his/her successor.

 

11. Update and maintain the Conference Manual following each Annual Conference. Supply Conference Committee Co-Chairpersons with current copies of the manual.

 

12. Maintain a copy of each position description for new CPA Executive Council members and Committee Chairpersons.

 

C. Communications/Public Relations Committee

 

1. The Communications/Public Relations Committee shall conduct activities to promote and publicize the CPA through membership drives, press releases, brochures or media exposure and shall maintain liaison with the California Community College Chancellor's Office and other related professional organizations.

 

2. Advise and assist the President on matters pertaining to public relations within and without the CPA, including the integration and involvement of new members.

 

3. In consultation with the Membership Chair, produces the CPA's official Membership Directory yearly including required amendments.

 

4. Provide information, at the request of the Executive Council, to the media.

 

5. Be responsible for maintaining the original logo art work, printing and supplying the CPA stationery to Executive Council members and Committee Chairpersons.

 

6. Shall closely watch local, state and federal legislation affecting the area of training, employment and job placement.

 

7. The Committee Chair serves as advisor to the editor of the newsletter for distribution to the members of the CPA. The newsletter provides news and information regarding the activities of the CPA and its members, including reports of the action of the Executive Council, committees, Section Meetings and the Annual Conference.

 

8. The Chairperson shall select members for the committee to serve as reporters covering the North, Central and South geographic regions, and shall encourage members to submit for publication material of interest to other members.

 

9. The Chairperson shall review and/or edit the newsletter prior to publication. Editorial material may be published, subject to the approval of the President or his/her designee.

 

10. The Chairperson shall forward complimentary copies of each newsletter to other regional associations as directed by the CPA Executive Council members.

 

11. The Chairperson maintains a data bank of members interested in volunteering in appointed or elected positions within the CPA and informs the President and appropriate Committee Chairpersons of those desiring to actively participate.

 

12. On an on-going basis, the committee provides names of potential committee members from the data bank to the chairs of other committees of the CPA who may be seeking volunteer members.

 

13. Establishes internal communication systems and devises methods of improving communications in conjunction with selected committee chairs.

 

14. The committee assists the Executive Council in all committees as assigned in the communication of the CPA operational policies and guidelines; it collects data through questionnaires and surveys.

 

D. Conference Committee

 

1. The committee shall be Co-Chaired by the President-Elect until his/her term as President begins. At that time, the duties as Conference Co-Chair shall be turned over to the Vice President of the region hosting the conference (North, Central, or South). The second Co-Chair shall be an Executive Council member appointed by the President-Elect, with the approval of the President. The Chairpersons may appoint committee members.

 

2. Select site two years in advance.

 

3. The committee shall recommend to the Executive Council sites and facilities for the Annual Conference, including recommendations when applicable, concerning travel agents and official carriers, and negotiate and execute appropriate contracts.

 

4. Research and inspect potential sites and facilities for the CPA's Annual Conference, bearing in mind the practice of yearly rotating conferences between the North/Central/South.

 

5. Consult with the President prior to recommending a site to the Executive Council, and when feasible, visit the site.

 

6. Execute, for the CPA, formal agreements and contracts with hotel properties regarding the pricing and confirmation of meeting spaces, meals and lodging.

 

7. When appropriate, the Co-Chairpersons are encouraged to consult with the CPA members living in the area being considered to obtain recommendations or to elicit opinions regarding their experience with a facility.

 

8. No conference or other meeting sponsored by the CPA should be scheduled on a legal holiday.

 

9. Suggested responsibilities for committee members include:

 

a) Facilities,

b) Finance (Treasurer acts as financial advisor,)

c) Program,

d) Publicity,

e) Reporting, and

f) Special Events/Activities.

 

10. The Conference Committee budget shall be approved by the Executive Council and receipts and expenditures shall be filed with the association's Treasurer. At the end of the conference, a completed financial report shall be submitted to the Executive Council through the Treasurer.

 

11. The Conference Committee shall distribute a Conference Attendance List to each conference participant.

 

12. Regular CPA members who serve as leaders or speakers in the conference (or pre-conference) program shall not receive complimentary conference registration or honoraria. Executive Council approval is required for exceptions, i.e., when participation requires an extra night's lodging.

 

13. Each Conference Committee is expected to establish a refund policy and abide by it.

 

14. Representatives of recognized news reporting media may be invited to attend and report conference activities in their publications on an open basis, but official conference reports shall not be made available for news purposes.

 

15. Co-chairpersons are to maintain close contact with the President clearing all questions which are not covered in the Conference Manual through him/her or his/her designee before taking action.

 

16. Decisions regarding exhibits, including amounts to charge at Annual Conferences, will be made at the discretion of the Conference Co-chairs.

 

17. The Conference Co-Chairs shall keep in close contact with the Executive Council to discuss the financial status of the CPA relative to conference income and expenditure expectations.

 

18. Each conference should be scheduled to allow all committees to meet prior to the first conference program.

 

E. Membership Committee

 

1. The Treasurer shall receive and review applications for membership and shall then transmit a list of new members to the Membership Committee Chair for inclusion in the Membership Directory.

 

2. The Membership Committee Chair shall establish and maintain the official membership list and provide regular reports to the Executive Council regarding the number of members in each category of membership.

 

3. Have printed and maintain an adequate supply of membership application forms, revising them as necessary.

 

4. Coordinate with the Treasurer the mailing of invoices for membership renewal.

 

5. This committee shall also update and coordinate with the Communications/Public Relations Committee to publish, print and distribute the annual Membership Directory.

 

F. Nominating Committee

 

1. The Nominating Committee shall be chaired by the President-Elect. The Committee shall make nominations with due consideration to the By-Laws requirements and availability of nominee's time to devote to the elected assignment.

 

2. No current voting Executive Council member shall be eligible to serve nor may members running for election.

 

3. The Committee shall, prior to the Annual Conference, distribute in writing to all CPA voting members, a nominating ballot containing a place for a minimum of two (2) candidates for each office to be filled, except for the office of the President, Secretary and Treasurer (if his/her term is not yet complete).

 

4. At the Annual Conference, the Committee Chair shall accept nominations from the floor.

 

5. Following the Annual Conference, the Committee shall mail an Official CPA Ballot to all dues paying members requesting they be returned to the President-Elect for counting by April 15th. The ballot shall also provide a provision for write-in candidates.

 

6. Once ballots are counted, the President shall notify the Executive Council and following approval, shall contact all nominees with the election results.

 

G. Professional Ethical Standards Committee

 

1. The Professional Ethical Standards Committee recommends to the Executive Council appropriate ethical standards by which members of the association shall operate and make membership aware of following guidelines for professional practices developed by the CPA.

 

2. These standards were developed as a guide to ethical practices for individuals in the process of counseling, placing, and employing clients. Those engaged in this process should be aware of and should adhere to all government regulations applying to employment.

 

a) Employer Organizations.

 

1) In recruiting activities, the employing organization is expected to assume responsibility for all representations made in its name and in accordance with these ethical standards.

 

2) Employers should make a full and accurate presentation of all relevant job information.

 

3) Special payments, gifts, or other inducements should not be offered to unduly influence the employment decisions of clients.

 

4) Clients and employers should make every effort to discuss and mutually agree to reasonable time limits for employment decisions.

 

5) An employment offer is a contractual agreement that should be honored.

 

6) Individual salary offers made by other employers should not be solicited by an employer.

 

7) Employers should request only those services that placement professionals can legally provide.

 

8) Employers should honor the policies and procedures of individual institutions.

 

b) Placement Professionals.

 

1) Placement Professionals should provide, on a uniform basis to all employers and clients, only those services which they can legally provide.

 

2) Should respect the confidentiality of information disclosed by clients and should disseminate only that information which is legal and which has been authorized by the client.

 

3) The client's freedom of choice in the selection of a position should be protected from undue influence by placement professionals and employees.

 

4) Pertinent information about the institution should be made available to employers by placement professionals

 

5) Individual salary offers by an employer should not be divulged to other employers.

 

c) Clients.

 

1) Clients should adequately prepare for the employment process and should make a full and accurate presentation of their qualifications and interests.

 

2) Reimbursement for visits at an employer's expense should be only for those expenditures pertinent to the trip. If other employers are visited on the same trip, the cost should be prorated.

 

3) An invitation to visit an employer's premises should be acknowledged promptly and should be accepted only when there is a sincere interest in a position with that employer. Arrangements should be made sufficiently in advance to permit mutual confirmation of dates.

 

4) Clients should honor the policies and procedures of their institution.

 

5) It is the clients responsibility to notify employers of acceptances or rejections of job offers as soon as possible and not later than the deadline established by the employer or by a time mutually agreed upon.

 

6) An employment offer is a contractual agreement that should be honored. Upon acceptance of an offer, clients should withdraw from the employment process and should notify the placement professional and other employers with offers pending.

 

H. Research & Training Committee

 

1. This Committee shall engage in research projects relating to the field of educational training, selection and placement, and disseminate the results of the research to the members of the CPA.

 

2. Select topics of broad interest within the CPA and conduct research in such fields for the general information of the membership.

 

3. Select topics which can normally be researched by means of questionnaires and literature searched.

 

4. Publish or otherwise make available to the members of the CPA the results of the research accomplished.

 

5. Responsible for serving as the body of the CPA to which questions of general interest in recruitment and placement may be referred for study and answers.

 

6. Shall establish goals and implement professional training meetings and materials when and where appropriate.

 

7. Separate budgeting and expenditure records and project requests should be maintained for research and training activities.

 

I. Ways & Means Committee

 

1. The Ways and Means Committee shall be Chaired by the Treasurer and is responsible for developing and implementing methods for raising funds throughout the year. These funds will be used to defray the cost of Section Meetings, the Annual Conference and general operating expenses of the association. This committee shall also be responsible for the sale of any association publications and/or materials.

 

ASSOCIATION AWARDS        Return to top   Return to top of page

 

A. Honorary Life Membership

 

1. The Immediate Past-President shall be assigned responsibility for selecting, nominating, and presenting to the Executive Council for their approval candidates for this award, and for maintaining a list of all recipients with current addresses.

 

2. To quality for Honorary Life Membership in the CPA, a member representative must:

 

a) No longer be actively engaged in placement, recruitment, or other areas allied to job placement, either because of retirement or movement out of the field.

 

b) Have made in his/her association with the CPA "substantial contribution" to the work and growth of the CPA and to the professional field of endeavor which it encompasses. Criteria for determining "substantial contribution" may include:

 

1) Service with distinction in at least two of the following capacities:

 


* Executive Council member,


* Committee Chairperson, or


* Conference Co-Chair of CPA

 

c) Contributing factors:

 

1) A minimum of five years active membership.

2) Participation in committee activities, conference programs, etc.

3) Contributions toward professional development through published research, other writings, speeches, etc.

 

d) The award can be made at the Annual Conference immediately preceding the retirement of an eligible member if the retirement has been clearly announced and will occur within six months of the conference.

 

e) Honorary Life Membership includes lifetime membership with voting privileges without payment of dues and complimentary registration to the Annual Conference. Honorary Life Members may not hold Executive Council office.

 

f) The Immediate Past-President shall also be guided, though not restricted, by a point system outlined below in determining qualifications for awards. It is recommended that a candidate for Honorary Life Membership have at least 2,200 points.

 

C. Point System for Awards

 

Points Per Term Of Office

Executive Council Points

 

President 500

President-Elect 300

Past-President 300

Vice President North/Central/South 300

Secretary (term is 2 years) 600

Treasurer (term is 2 years) 600

Employer Rep. North/Central/South 300

Education Rep. North/Central/South 300

Executive Assistant 200

 

CPA Standing Committee Chairs

Chairs of Standing Committee 300

Co-Chairs of Standing Committee 150

 

CPA Annual Conference

Co-Chair of Annual Conference 300

Member of Conference Committee 100

Main Speaker 100

Presenter/Speaker/Moderator 75

Panel Member 50

 

Other

 

Official CPA representative to other

professional organization 300

Contributions toward development of the

profession through research, articles,

speakers, books, etc. 25-100

 

Years of Membership in CPA

05 to 09 50

10 to 14 100

11 to 19 150

20 to 24 200

25 to 29 250

300 plus 300

 

(Points should be pro-rated for partial terms.)

 

D. Joan Crocker Service Award

 

1. The Joan Crocker Service Award was established by the CPA Executive Council on November 17, 1973, to honor the memory of Joan Crocker, Placement Director at Los Angeles City College. Joan was a founding member of the California Community College Placement Association (CCCPA), now the California Placement Association (CPA).

 

2. The Selection Committee shall be chaired by the Vice President of the section hosting the Annual Conference (who is usually the Awards and Scholarships Chair also). The Vice President will select two committee members (one from each of the remaining sections.) Preference for committee membership shall be given to past recipients of the Joan Crocker Award. To avoid any conflict of interest, Committee members may not participate in the process of nominating a Joan Crocker Award recipient. A majority vote of the committee shall elect the recipient of that year's award.

 

3. Criteria for Nomination:

 

a. the award recognizes a member who has demonstrated exceptional commitment and dedication to this organization and job placement;

 

b. nominees must have been an active member of the CPA for a minimum of five (5) years;

 

c. will have exhibited an active interest and demonstrated exceptional ability in serving the concerns and goals of students/clients, business, education and government;

 

d. and in all areas carried out the goals, objectives and purposes of the CPA;

 

e. additional criteria may include: members who have served on the Executive Council; a standing or add-hoc committee; official CPA representative to other professional organizations; or contributions toward development of the profession through research, articles, speakers, books, etc.

 

4. Approximately two (2) months prior to the Annual Conference, the Vice President shall mail Nomination Forms to all members in good standing. Any member of the Association may nominate one or more individuals. Those making nominations should complete a Nomination Form, listing the qualifying data for each nominee based on the above criteria.

 

E. Certificate of Appreciation

 

1. The President shall be assigned the responsibility for selecting and notifying the Executive Council of those individuals who, in his or her judgement, have made a special contribution or who have completed an assignment of special significance to the CPA to receive a Certificate of Appreciation. The Executive Council is encouraged to recommend candidates for this certificate to the President. Certificates of Appreciation may also be awarded to those individuals who participate in Section Meetings or the Annual Conference.

 

2. The Immediate Past-President shall be responsible for preparing the Certificate for presentation by the President or his or her designee. Time of the presentation shall be at the discretion of the President.

 

F. William F. Mayes Memorial Scholarship

 

1. William F. Mayes was a Placement Specialist in the Student Employment Office at Victor Valley College from August, 1991 until his death in April, 1994. Bill also served as an adjunct faculty member in the Business Administration Department. He was serving a term as Vice President South of the CPA at the time of his death. Bill made friends easily and left many CPA friends behind. His energy, enthusiasm, and commitment to his work and the CPA are missed by all. There will never be another like him!

 

At the CPA Executive Council meeting held at the Yosemite Marriott on June 9, 1994, council members voted to purchase a memorial plaque and tree to place at Victor Valley College and to make annual donations to the William F. Mayes Memorial Scholarship Fund.

 

On November 4, 1994, a Southern Section Meeting was held at Victor Valley College where the memorial plaque and tree were unveiled. The marker contains a photo of Bill along with the following inscription:

 

WILLIAM F. MAYES

AU KANAII

FOR HIS DEDICATION,

LOVE, STRENGTH AND ASSISTANCE

TO THE

CALIFORNIA PLACEMENT ASSOCIATION

SEPTEMBER, 1991 THROUGH APRIL, 1994

A HOUI HOU

 

The William F. Mayes Memorial Scholarship fund is held by the Victor Valley College Foundation. Every year an outstanding Business Administration student is chosen to be the recipient of this $500 scholarship. CPA is the only on-going source to keep Bill's scholarship alive. Following each conference, twenty-five percent (25%) of all raffle ticket sales, or one hundred dollars ($100.00)--whichever is greater, is given to the Victor Valley College Foundation for Bill's memorial scholarship.

 

PERSONAL LIABILITY        Return to top   Return to top of page

 

A. Executive Council Members

 

1. An Executive Council member of the California Placement Association shall not be personally liable for monetary damages for any action taken, or anyx failure to take action, as an Officer unless:

 

a) The Officer has breached or failed to perform the duties of his/her office, and

 

b) The breach or failure to perform constitutes gross negligence and intentional wrongdoing.

 

INDEMNIFICATION        Return to top   Return to top of page

 

 

A. Indemnification Against Liability

 

1. The California Placement Association may indemnify each Officer or Agent acting on its behalf against liability and all or part of any expenses, including attorney's fees, incurred in connection with any legal action in which the Officer or Agent is made a defendant by reason of his/her good faith efforts on behalf of the CPA. This indemnification does not extend to conduct deemed by the CPA to have been undertaken in bad faith or contrary t any rule or policy of the CPA. As a condition of receiving indemnification, the Officer or Agent shall allow the CPA to appoint counsel for him/her and shall agree to a coordinated defense to the extent deemed appropriate by the CPA.

 

2. Counsel appointed for the Officer or Agent may, at the discretion of the CPA, be the same as counsel appointed to represent the CPA and/or other Officers and Agent.

 

3. The CPA shall also determine the extent of its financial commitment to indemnify and reimburse expenses based on the circumstances of each case and the financial viability of the CPA at the time.

 

EMERGENCY FUND EXPENDITURES        Return to top   Return to top of page

 

 

A. Criteria

 

Applicants must present to the President, in writing, their needs as follows:

 

1. State the exact amount needed, with supporting information as to other means of assistance available, i.e., Staff Development funds, private industry support, etc.).

 

2. The President shall then present to the Executive Council for approval, either at a full Executive Council meeting (if held in a timely fashion) or by telephone conference with the President-Elect, Treasurer and Executive Secretary.

 

3. Notification of action on request shall be carried out by the President as soon as possible.

 

AFFIRMATIVE ACTION        Return to top   Return to top of page

 

A. Affirmative Action Commitment

 

1. The California Placement Association is committed to affirmative action in its membership and election procedures and in its activities, as well as to the support of employment and placement of individuals regardless of their race, sex, age, color, religion, national origin, marital status, sexual orientation or disability.

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