A. Archives:

1. Each NACADA leader should deposit with the Association's Archives at the Executive Office any material of permanent value particularly as they leave office.  (Board action-1/2/82)
2. Items should include regional calls for presentations, regional conference programs and proceedings, and all other materials related to service to the Association.

B. Meeting Attendance and Reimbursement:

1. NACADA may reimburse all reasonable costs (travel, lodging, meals) incurred by those attending and participating in special NACADA meetings.  Only one "co-chair" qualifies for reimbursement.
2. NACADA shall reimburse lodging and reasonable food expenses of all eligible leaders while attending the meetings prior or following with the National Conference.  Only one "co-chair" qualifies for reimbursement.
3. NACADA shall not reimburse travel expenses for current office holders and appointees attending the meetings associated with the National Conference.
4. NACADA shall not reimburse expenses related to attending the National Conference along with these meetings. (Board action-3/26/88)
5. Meeting expenses are reimbursed or paid directly at the following rates: Limited lodging at 1/2 the room rate (paid in full if room is shared with another), airfare at lowest (at least 14 day advance) excursion fare or mileage reimbursed at a predetermined rate per mile (not to exceed the airfare rate), meals for meeting days are reimbursed only with receipts up to $35 each day (Board Action 10/95).  Exceptions to the airfare policy require advance approval of the Executive Director and must include reasons for the exception and the amount of additional costs incurred.
6. Interest Group Chairs submit reports for Meetings but do not receive packets in advance of the meeting and are not eligible for reimbursement if they choose to attend the meetings.
7. Association representatives assigned to conduct Association orientation and Association up-date sessions at the regional conferences shall receive complimentary registration from the Region.  Other expenses will be paid from the Association's General fund in accordance with the above limitations.

C. Communications:

1. In general, information to be circulated to regions, committees or commissions should be sent to the NACADA Newsletter for inclusion in the Association's quarterly publication.  Use of the term "Newsletter" is reserved only for that publication.  (March 26, 1993)
2. Other communications sent directly to members may be sent by the chairpersons or through the Executive Office.

D. Elections:

1. All ballots for annual elections shall be sent by first class mail or be available by electronic voting.
2. If a region chair leaves the region, the chair automatically resigns the position and the Board shall appoint a replacement to fulfill the term in consultation with the Regional Division Representatives.

E. Finances:

1. Subunits may receive funds for association services and business through the formal budget request process of the Association.
2. Members of activity Management Teams who are selected by that Management Team to serve as faculty shall do so without compensation beyond expenses to avoid a conflict of interest in receiving an honorarium.

F. Inter-association relationships:

1. The National Academic Advising Association encourages cooperation and joint programming with other state, regional, or national organizations that support the purposes of the Association. (Board action-3/85)
2. Allied membership with NACADA encourages cooperation and joint programming with other organizations that support the purposes of NACADA.

G. Mailing List of Members:

1. Requests for NACADA mailing lists for purposes such as research, placement, or publications will be considered on a single use basis only.  The appropriateness of providing the list will be decided by the Associate Director as well as charges and profits to be realized. Cost of the mailing lists will be based on the following: educationally related profit-making clients=market value plus postage costs; educational institution/professional educational associations=our cost, postage, plus 10%. (amended 4/86)

H. Membership:

1. Criterion for honorary membership in NACADA is that of outstanding contributions in the field of advising, to be determined by the Board of Directors.  Honorary members hold all privileges except voting rights. (Board action-4/82)
2. September 1 and March 1, are the deadlines for payment of dues including charter members who wish to retain their charter status. (Board minutes-10/18/80; Rev. 10/01)
3. Institutional Memberships:  The purpose of an Institutional Membership in NACADA is to provide advising information to new audiences and to promote support for academic advising.  An "institution" is defined to be a single campus.  Institutions will identify the person(s) who will be Official Representatives.  Only the Official Representatives will be eligible for "member" rates at NACADA events (e.g. conference registrations) or for NACADA publications and services. Additional persons from the institution desiring NACADA membership must secure individual memberships.
• Fees and Benefits: $200 - 1 Official Representative will receive full membership benefits.
• 1 additional journal subscription for the institution's library
• 20 Newsletters sent to the Official Representative to distribute to faculty/departments
• For each additional $100, an additional Official Representative can be named, who would also receive 20 newsletters and discounts.  (Board action-March 96)
4. Allied Memberships:  Allied membership is open to sub-regional, statewide, provincial, metropolitan, institutional, or other organizations which have purposes consistent with the National Academic Advising Association and meet the following requirements:

 a. Organizational Requirements:
1. Must have goals consistent with or complementary to NACADA goals.
2. Must have a mechanism for identification of leadership.
3. Must have at least one individual in a leadership role with membership in NACADA.
4. Organization must have been in existence for at least one year.
5. Must have a desire to work cooperatively with NACADA.
6. Must keep NACADA Region Chair apprised of organization's activities and contact person.
 b. Benefits of Allied Membership:
1. Access and use of mailing lists on a reciprocal basis in accordance with current NACADA mailing list policy.
2. Publication of activities in the Regional Communications at discretion of region chair.
3. Permission to identify organization as "An Allied Member of the National Academic Advising Association".
4. Inclusion of representatives of the allied member organization on Region steering and planning committees whenever possible.
5. An expanded political base from which to advance the goals of the organization.
6. NACADA has no legal involvement, connection, or obligation to the organization.
7. Through the region chairs, allied members may request special funds in support of activities in the Regions.
c. Benefits to NACADA:
1. Allows for the promotion of NACADA membership and participation at meetings of the allied member.
2. Provides an opportunity/means for heavily populated NACADA regions to organize by state and sub-regions so that more people can be actively involved in leadership positions.
3. Provides the audiences to whom to promote the goals of NACADA.
4. Broadens the scope of NACADA to include others who focus on the development of students in higher education.
5. Expands our political base to other organizations supporting student development in higher education and its funding.
6. NACADA has no legal involvement, connections, or obligation to the organization.
d. Application Process:
1. NACADA Region Chairs will identify and report organizations promoting academic advising within their regions that may be interested in allied membership with NACADA.  Region chairs should report the organization's name, activities and contact person's name to the Executive Office.
2. The Executive Office will follow up with the formal application (if not already sent) and a letter to the organization's leadership describing NACADA, its goals and purposes, and our desire for their organization to consider allied membership.
3. The completed application will be shared with the appropriate region chair.
4. The application must be accompanied by the appropriate membership fee to the Executive Office.
e. Reporting:
1. The Regional Division Chair must report the activities of the allied member organizations to the NACADA Board of Directors annually, and the names and contact information of the Allied organization's members as requested via the Region Chairs.  It is the responsibility of the Allied Member to present evidence of compliance with the guidelines to the NACADA Regional Division Representative.

I. National Conference:

1. Conference sites shall be selected five years in advance and a National Conference Advising Board designated by the Board shall act as a representative of the Board in the planning of the conference.  The conferences will rotate between the midwest, east, and west.  (Board actions-10/14/79, 4/81, 10/10/85, 11/89, 10/98)

J. Regional Conferences

1. Region chairs are expected to attend their regional conference.
2. The NACADA Board Representative to the Regional Conference does not pay the registration fee.  Therefore, that person's meals should be included in the conference budget as a fixed expense.  The Regional Conference Budget may or may not include the Board Representative's lodging as an expense or complimentary by the hotel.
    

K. Commercial Promotion:

Purpose: To set guidelines for what may or may not be done within conference presentations regarding commercial or self promotion

Definition of terms:

Commercial promotion:

Any entity (person, product, service and any product or service for hire or sale which is promoted by verbal or written reference in any manner (names, logos, description, etc.).

Self-Promotion:  

Promotion where a presenter engages in self-advertisement of a product or service for the purpose of advancing personal financial gain.

NACADA sponsored event:

Presentations, Fairs, or any NACADA sponsored programming. Policy does not pertain to private, spontaneous conversations that occur at a NACADA sponsored event.

Commercial Entity Representative:

Refers to a General Member who also receives a salary, commission, or compensation directly related to the entity.

Any NACADA member who represents a commercial entity may reference it as long as such entity:

L.  NACADA Logo Use Policy:

The National Academic Advising Association (NACADA) maintains an official logo as a recognizable emblem of the organization. It is, therefore, assumed that the appearance of the logo signifies an official endorsement of the item represented - product, written or physical in nature. Therefore, it is imperative that the organization dictate the appropriate use of the logo through this policy.

1. The NACADA logo may only be used by official NACADA Units for official business of the Association. (Examples: A) Banners, brochures, products representing an official function. B) Tasteful products given to participants at official NACADA events, etc.)
2. Use of the NACADA logo on any item other than those above is forbidden without expressed approval from the Executive Director. It is the responsibility of the Executive Director to seek Board guidance when deemed necessary.
3. The NACADA logo cannot be used on any commercial website or on commercial products without expressed permission of the Executive Director.
4. Unit leaders are responsible for oversight of the use of the NACADA logo and should refer any questions to the Executive Director prior to authorizing its use.

Revised 01/06/05