President

The president shall serve one year in this capacity immediately followed by one year as immediate past president.

The president shall:

A. Preside at all meetings of the Association and the Executive Board.

B. Cooperate with the president-elect to plan the joint Board meeting, usually held
the first part of June prior to the end of the fiscal year. The president sends
notice of Board meetings to outgoing and incoming Board members, and
affiliate presidents.

C. Appoint chairs of special committees. In the event of a vacancy in the office
of any member of the Executive Board other than the president or president-elect, the president shall appoint a successor to fill the office of the unexpired term. The appointment is to be approved by the majority of Executive Board members.

D. Include the outgoing/incoming Board in the June meeting. The retiring president shall preside, call the meeting to order, conduct the necessary business and ask
for an adjournment of the meeting. The newly elected president shall reconvene the meeting, conduct any new business, and adjourn the meeting.

E. Call special meetings of the Executive Board and be an ex-officio member of all
committees except the Elections Committee.

F. Be the official delegate to the NAEOP Annual Meeting and Institute. The
delegate will be a member of the Advisory Council during the annual meeting. If unable to attend the annual meeting, the president shall appoint a delegate to represent the Association. Meals and expenses not covered by registration for attending as national delegate can be reimbursed from the delegate expenditures to annual meeting.

G. Appoint the fall workshop chair. The Association shall have two meetings a year – one in the fall and the other in the spring. The first and second vice-presidents shall serve as spring workshop chair in alternate years. The Executive Board will determine the locations and dates of the workshops.

H. Offer the services of the president, as well as all other Executive Board members, to any affiliated local association on request. Expenses for attending or helping affiliates are reimbursed from the field service budget.

I. Call an Executive Board meeting mid-term, after the fall workshop and prior to the spring workshop, usually in January. Notification of all Board meetings should be mailed 6 weeks prior to the meeting. Request for reports are due back to president 2 weeks prior to Board meeting. Also include the presidents of affiliated associations in the Board meeting notification.

J. Work closely with the corresponding secretary by submitting an article (president’s message) for each publication and other information that should reach attention of the membership.

K. Present the president-elect with the gavel at the June Board meeting at time of the transaction in the meeting. The president-elect presents the president with the Past-President’s pin at the spring banquet.

L. The PSP chair will give the president 300 class attendance cards to be signed and returned to PSP chair by October 1 in preparation of the fall workshop.

M. Be responsible for conducting all correspondence with local associations, the state association, and the national association as shall be deemed necessary to properly function as president. A record or copy of all correspondence sent or received is to be filed in the president’s notebook. Reports from officers and committee chairs shall be retained in the president’s notebook. The president-elect will assist the president in collecting all documents, reports, and transactions for the president’s notebook.

N. Keep an accurate account of expenses. No officer should be expected to supplement the expenses of the office held. If functioning in this office is hampered by the lack of sufficient funds, it should be brought to the attention of the Budget Committee so the Executive Board may be aware of this deficiency and make any changes necessary. Postage, telephone calls, copying, etc. can be reimbursed from the president’s expenses.

O. Transfer all records at the close of current president’s term to the incoming president prior to July 1.

P. Present a written report of the activities of the president to the Executive Board at the combined meeting in June.

Q. Send one copy of all correspondence relating to KAEOP business to the president-elect. Keep the president-elect informed at all times and include the president-elect in organizational meetings for the fall and spring workshop.

R. Work in conjunction with the NAEOP state director and president-elect to prepare the challenge for increased membership with another state at the NAEOP annual conference if the KAEOP board decides to challenge.

President-Elect

The president-elect shall serve one year in this capacity then advance to the office of president.

The president-elect shall:

A. Assist the president in collecting all documents, reports, and transactions for the official president’s notebook.

B. Prepare a memory book for the president consisting of pictures, programs, and memorabilia for her year in office.

C. Review the “Handbook for Officers and Committee Chairs.” If any changes are necessary to update, revise and have copies prepared for the executive board. Make sure that all executive board members have a handbook with their duties listed at the beginning of their term.

D. Preside in the absence of the president.

E. Perform any duties assigned by the president with the approval of the executive board.

F. Assume the duties for the unexpired term if a vacancy occurs in the office of president.*

G. Cooperate with the president to plan the joint Board meeting usually held the first part of June prior to the end of the fiscal year. These plans would include: secure a meeting place; notify incoming and outgoing Board members of date, time and place; prepare and mail an agenda to all Board members; and assist in making arrangements for lunch and include the information with the agenda.

H. Present for approval the incoming executive board chairs at the spring executive board meeting.

I. Purchase small charms from installation expenses for incoming executive board members which will be presented at the installation as president. Office or committee title should be on the front and KAEOP and school year should be engraved on the back.

J. Make arrangements with the governor’s office for the signing of National Educational Bosses Week and Career Awareness Week proclamations. Bosses Week starts on the third week of May and Career Awareness Week starts on the second week of October. This could be done in late September or the very latest would be February or the first of March.

K. Spring workshop chair needs to be advised by January 1 of president-elect’s theme for the year.

1. Spring workshop banquet will be the president-elect’s theme.
2. Front page of KALEIDOSCOPE is to be ready by June Board meeting.
3. Have available the past president’s gavel guard and present to the outgoing
president at the spring workshop banquet. President pin will be charged to
miscellaneous expense.

L. Be an alternate delegate to NAEOP annual meeting and conference.

M. Work in conjunction with the president and NAEOP state director for the membership challenge at the NAEOP annual conference if the KAEOP board decides to challenge.

N. Make arrangements for the reception after the banquets at the workshops. The fall workshop is to honor the first-time attendees, the new members, and the PSP recipients. The spring workshop reception is to honor the newly installed Board as well as new members and first-time attendees at workshop. (A reception is not generally held when Superior hosts the hospitality room.)

*In the event of a vacancy in the office of president for a half year, the president-elect shall serve, but it will not be charged against the term of president that the president-elect will fill. In the event of vacancy in the office of president-elect, the current Elections Committee shall immediately nominate two candidates for the office of president-elect. Ballots bearing the names of the two candidates shall be mailed to each member of the association. Ballots are to be returned as directed by the Elections Committee.

First and/or Second Vice-President

The first vice-president shall be elected on odd numbered years (i.e. 2005-06) for a two year term.

The second vice-president shall be elected on even numbered years (i.e. 2006-07) for a two-year term.

The first vice-president shall be the presiding officer in the absence of the president and president-elect, serving as chair of the Elections Committee the first year of the term and as spring workshop chair during the second year of the term.

The second vice-president shall be the presiding officer in the absence of the president, president-elect and first vice-president, serving as chair of the Elections Committee in the first year of the term and as spring workshop chair during the second year.

Elections Committee guidelines:

The term of office for the president and president-elect is for one year, and each shall serve only one, one-year term. Other officers and members-at-large shall be elected for a term of two years and none shall serve more than two consecutive terms in the same office. No member shall hold more than one office at a time. These officers shall be installed at the spring workshop meeting and take office on July 1.

The president-elect shall be elected annually for a term of one year and shall succeed to the presidency at the end of this year.

The first vice president, recording secretary, treasurer, workshop coordinator and one member-at-large shall be elected to begin their term in the odd numbered years (i.e. 2005-06). The second vice president, corresponding secretary, curriculum chair, and one-member-at-large shall be elected to begin their term in the even numbered years (i.e. 2006-07).

The chair of each committee shall be responsible for securing their committee members. Each committee shall consist of no less than three members and no more than five members. Exceptions may be made depending on the function of said committee. A majority of the members of any committee shall constitute a quorum for the transaction of business for the committee.

The president shall be an ex-officio member of all committees except the Elections Committee and shall be notified of all meetings of committees.

Eligible candidates shall be secured by the Elections Committee; names of other candidates may be written in. No one shall be nominated without their consent. The ballot shall consist of at least two names for each office. The Elections Committee can contact the membership chair for names of members who are interested in holding an office to fill the ballot.

Elections shall be by printed ballot to be included in the January issue of KALEIDOSCOPE sent to each active member prior to the spring workshop. Completed ballots shall be returned as directed by the Elections Committee. A plurality of votes shall elect.

Election of Officers:

A. Contact members to serve on the committee by September 1.

B. Check KAEOP constitution for slate of officers. After meeting with the president-elect and your committee, contact possible candidates for slate of officers for the current election. The fall workshop would be the ideal time to approach possible candidates then they could be available by Saturday morning of the workshop to be presented to the assembly at the general business meeting. A copy of the duties of the office should be given to possible candidates for their inspection. Do not place anyone’s name on the ballot without their consent. The ballot should consist of at least two names for each office.

C. Develop a ballot with a deadline for return of the ballot to the chair. Send to candidates: personal information sheet; a copy of the constitution, by-laws, duties of officers and standing rules regarding candidate’s obligation to fulfill their duties. Have the information sheets returned to the chair.

D. Send ballot form and candidate information to the corresponding secretary before the deadline for the January issue of the KALEIDOSCOPE (usually January 1).

E. Chair and committee members meet three weeks from arrival of KALEIDOSCOPE to count ballots. After the tally has been completed, immediately notify the president, president-elect by telephone. Superintendents of the respective districts of the elected candidates will be notified by letter. Send letter of congratulations to the newly elected officers immediately and a letter thanking the remainder of the candidates for permitting their names to be placed on the ballot. Send information to the corresponding secretary to be published in the KALEIDOSCOPE.

F. At the June Board meeting, give copies of all correspondence processed to the next chair of the Elections Committee.

G. The chair is responsible for submitting a written report at each executive board and general business meeting.

Recording Secretary

The recording secretary shall be elected on odd numbered years (i.e. 2005-06) for a two-year term.

The recording secretary is charged with the responsibility of recording the minutes of the KAEOP Executive Board meetings and general business meetings.

The president appoints a Minutes Certification Chair for each Executive Board meeting and each general business meeting. Two weeks after Board or general meeting, the recording secretary will send the prepared minutes from the meetings to the Minutes Certification Chair as well as to the president for corrections, additions, etc. One week later, the minutes will be returned to the recording secretary with the recommended corrections and/or additions at which time these corrections may be made. The recording secretary will send a copy of the minutes to the Executive Board members six weeks prior to the next meeting. This will allow board members time to review them and make revisions, which would then be discussed at the next meeting.

Each participant at the KAEOP general business meeting will receive a copy of the minutes of the previous general business meeting. If requested, the secretary will mail copies of all minutes to the Executive Board members and the affiliated presidents immediately following the Executive Board session.

The recording secretary will keep, in chronological order, copies of minutes of all meetings, copies of the agenda, brochures, committee reports, and workshop information.

The recording secretary will record in the minutes, the actual motion made, and motion maker and second. Copies of the motion cards will be given to the president in order to keep the motion record book up-to-date.

At the general business meeting of the fall and spring conferences, the recording secretary will give a summarization of the motions made and actions taken by the Executive Board at their meeting prior to the conference.

Corresponding Secretary

The corresponding secretary shall be elected on even numbered years (i.e. 2006-2007) for a two-year term.

The corresponding secretary is to publish no more than four issues of the official newsletter of the association each year depending on the operating budget. Each issue of the newsletter should be sent to all current KAEOP members. The corresponding secretary is responsible for all correspondence pertaining to the newsletter.

The official newsletter for KAEOP (KALEIDOSCOPE) should be informative, relative to our jobs as educational office personnel, professional, and of interest to the members.

KALEIDOSCOPE procedure:

I. PRINTING

A. Secure a reliable printer.
B. Front Cover – The president is responsible for the design.
C. Back Cover – Must have mailing information printed on the back cover; i.e. first class, return postage, address correction requested, return address.
D. Use 20# paper. Check weight of sample copy with the post office to make sure it doesn’t weigh over 2 ounces to avoid extra postage.

II. COPY

A. Layout – Use guidelines from NAEOP.
B. To save on printing cost, have KALEIDOSCOPE typed and positioned as it is to be printed (camera ready).
C. Pictures – Black and white is best, but color will work. Pictures should be numbered and positioned to prevent error in placement.
D. Make two rough draft copies for proofreading. Send one copy to the president for proofreading and approval.

III. DEADLINES

A. Suggested deadlines: 1st issue – August 15; 2nd issue – November 5; 3rd issue (ballot included) – January 15; 4th issue – April 15.
B. The first and second issues are to be mailed to preceding year and current year members.
C. The third and fourth issues are to be mailed to current year members only.
D. Schedule the following deadlines: ready for printer in one week; back from printer in one week to 10 days; ready to mail in two days (ideal schedule – doesn’t always work).

IV. SECURING “NEWS”

A. Calendar of events, state and national, to appear on first page as per NAEOP suggestion.
Corresponding Secretary (continued)

B. The president submits a letter for each issue to be placed on second or third page as per NAEOP suggestion.
C. A reminder letter is to be sent to all officers, chairs, and local presidents for “NEWS” from their level.
D. Use articles and information from the National Educational Secretary publication, Crossroads, etc. (Make cure credit is given to author or publication for copied materials because of copyright regulations. Do not use cartoons because of copyright regulations.)
E. Use own ideas for special features if there is room.
F. Edit articles received – may need to delete or change.
G. Include ballot information in the January issue.

V. COST

A. One week prior to mailing, contact the treasurer for money for postage, telephone calls, address corrections, etc.
B. Mail printer billing to treasurer immediately for payment.
C. Keep financial report up-to-date to submit to Executive Board:

1. Printing costs
2. Postage – KALEIDOSCOPE mailing and correspondence
3. Postage – address corrections
4. Telephone calls
5. Pictures – film and processing
6. Other expenses.

VI. MAILING

A. Order address labels from the membership chair (one week before mailing deadline). Usually the chair is alerted through reminded notice and sends them without having to make a special contact.
B. Send ten copies to state president, one copy to editor of national magazine, file one copy of each issue in notebook, and send one copy to NAEOP Central Area Director and presidents or newsletter editors of other states in Central Area (Illinois, Indiana, Iowa, Missouri and Nebraska). Keep a few extra copies on hand to share at executive board and general business meetings.

VII. REPORTS

A. Submit a written report at each executive board and general business meeting to include:

1. Financial report
2. Mailing report.

Treasurer

The treasurer shall be elected on odd numbered years (i.e. 2005-06) for a two-year term.

The treasurer shall:

A. Receive all monies and issue receipts.
B. Receive and deposit all funds in connection with the association, as the Executive Board shall direct.
C. Disburse payments.
D. Present a report (financial statement) at each executive board and general business meeting of the association.
E. Be a member of the Budget Committee.
F. Keep a budget accounting by time line and present this report at the end of the fiscal year or at any time during the year as may be requested by the Executive Board. This is in addition to the financial statement.

The accounts of the treasurer shall be open to the Auditing Committee at the close of each fiscal year or as requested by the Executive Board. Send the treasurer’s books to the Auditing Committee by July 1. The chair of the Auditing Committee is to be the member-at-large serving the first year of the term.

An account in the name of the Kansas Association of Educational Office Professionals shall be established in a local bank, where the treasurer resides. In addition to the signature of the treasurer, the president’s signature should also be authorized to access the account.

BUDGET COMMITTEE:

Chair is to be the member-at-large serving a second year term and the treasurer should be a member of this committee. This committee’s duties shall be to submit a suggested budget for the ensuing year for discussion at the January Executive Board meeting, which would then be submitted to the association for approval at the spring workshop. This budget shall have proposed income as well as proposed expenditures.

The chair of each committee shall be responsible for securing their committee members. Each committee shall consist of no less than three members and no more than five members. Exceptions may be made depending on the function of said committee. A majority of the members of any committee shall constitute a quorum for the transaction of business for the committee.

The president shall be an ex-officio member of all committees except the Elections Committee and shall be notified of all meetings of committees.

Member-at-Large

One member-at-large shall be elected in odd numbered years (i.e. 2005-06) and the other in even numbered years (i.e. 2006-07) for a two year term.

A member-at-large shall serve as chair of the Auditing Committee the first year of the term and as chair of the Budget Committee the second year of the term. The two members-at-large shall also serve as the Ways & Means Committee with the member-at-large in the second year of the term serving as chair of this committee.

The chair is responsible for submitting a written report at each executive board and general business meeting.

AUDITING COMMITTEE:

Chair is to be the member-at-large serving the first year of the term. This committee shall consist of the member-at-large, the president, and at least one other KAEOP member selected by the member-at-large and the president. This committee shall audit the financial reports of the treasurer at the close of each fiscal year or at the request of the Executive Board and shall report the findings to the Executive Board. The reports will be received from the treasurer around July 1 and should be returned to the treasurer by August 1.

BUDGET COMMITTEE:

Chair is to be the member-at-large serving the second year of the term. The treasurer is to be a member of this committee. This committee shall submit a suggested budget for the ensuing year for discussion at the January Executive Board meeting. This budget shall have the proposed income and proposed expenditures. This budget would then be submitted to the association for approval at the spring workshop.

WAYS AND MEANS COMMITTEE:

Chair is to be the member-at-large serving the second year of the term. This committee shall consider and propose means for raising funds for the association. Members of this committee shall be the two members-at-large.

The Auditing Committee and the Budget Committee shall each consist of no less than three members and no more than five members; exceptions may be made depending on the function of said committee. A majority of the members of any committee shall constitute a quorum for the transaction of business for the committee.

The president shall be an ex-officio member of all committees except the Elections Committee and shall be notified of all meetings of committees.

Curriculum

The curriculum chair shall be elected on even number years (i.e. 2006-07) for a two-year term.

The curriculum chair shall coordinate the course of study for both the fall and spring workshops with the workshop chair and workshop coordinator. The chair is also responsible for contacting appropriate sources to secure courses and instructors. The chair is also responsible for securing signed contracts, equipment needs, and other necessary information from instructors as well as being responsible for obtaining their expense vouchers and getting them reimbursed by the workshop chair.

Education areas need to be selected every two years or as needed for PSP coursework. In-service areas need to be selected for each workshop, at least one in the fall and one in the spring.

The chair shall be responsible for securing committee members. If a formal committee is formed, it should include the following:

Professionals Standards Program Chair
Workshop Coordinator
Workshop Chair
KAEOP President*
KAEOP President-Elect*

All meetings should include the workshop chair, the workshop coordinator, and the KAEOP president. Even though it may not be necessary for PSP chair to attend workshop planning meetings, she should be kept informed of all courses, in-service, etc. as well as names of instructors. Suggestion: If possible, schedule a time during workshop to meet with entire committee regarding present conference information and to plan future workshop course needs.

Before new educational areas are selected, the membership should be canvassed to determine their desires. This can be done through the KALEIDOSCOPE and at workshop meetings.

The chair is responsible for submitting a written report at each board and general business meeting.

Curriculum Chair Calendar

FEBRUARY

Contact sources/individuals regarding course(s) and in-service for fall workshop. Find out from workshop chair what the deadlines are for getting course descriptions to her for inclusion in the brochure and contact instructors to obtain this information. Submit an NAEOP approval form for in-service and 30 hour classes, instructors’ names, and course descriptions to KAEOP PSP chair which she will send to the NAEOP office for approval. Curriculum chair should receive a signed copy for her files.

*Are ex-officio members.
Curriculum (continued)

As soon as instructors’ names and courses are approved, write to each individual with all details of our requirements, including dates, times and place they are to be.

AUGUST

Correspond again with instructors and include two copies of completed contract and an equipment needs form for them to complete and return. It helps to establish a deadline for them to respond and to include a stamped, self-addressed envelope for their response. Two weeks from the date of your letter should give them adequate time to respond. Be sure to state clearly that they are to sign and return both copies of the contract; however, they may make a copy to keep for their records. (They will receive a copy at the workshop which will reflect both theirs and the president’s signature – you do not sign prior to their signing.) Ask for bio or vita for introduction.

Upon receipts of their responses, send copies of instructors’ list of equipment needs to the workshop coordinator. Workshop coordinator also needs to know the meal count at workshop and also if lodging is needed.

Make signs for doors of classrooms with names of classes. Ask registration chair for a set of class lists after registration is completed. List is used for class roster. Route list through class after both morning and afternoon breaks. Give to PSP chair to make out cards at end of class.

AT WORKSHOP

Meet and greet all instructors, making sure they have any further information or instructions (i.e., location of their classrooms, time of breaks, etc.). Also, work with workshop coordinator in checking that all equipment needs are met. Work with PSP chair to secure KAEOP members to assist with spring and fall workshops. At workshops, the KAEOP members may take roll in the classes, introduce the instructor, and give attendance to the PSP chair. Have vouchers prepared for instructors to complete and sign. This will enable you to furnish the workshop chair the appropriate information to write a check and get them paid just prior to the ending of their classes.

NOVEMBER – Start process all over for spring workshop as was done in February for the fall workshop.

JANUARY – Second correspondence to instructors for the spring workshop as was done in August for the fall workshop.

APRIL – Begin process for fall workshop. Try to have done by summer, as it is hard to contact college instructors in the summer.

Workshop Coordinator

The workshop coordinator shall be elected on odd numbered years (i.e. 2001-02) for a two-year term.

The workshop coordinator will work closely with the president, president-elect, curriculum, professional standards program, and local workshop chair. The workshop coordinator will be responsible for association workshops.

The chair is responsible for submitting a written report at each executive board and general business meeting.

PURPOSE:

To serve the membership and affiliates by seeking locations for meetings in areas where KAEOP members will benefit, to promote membership in KAEOP, to organize local associations, and promote affiliations with KAEOP.

FUNCTION:

Act as liaison between the KAEOP Executive Board and the chair who is planning a KAEOP sponsored meeting. Follow the general directions of the executive board and be responsible for the mechanics necessary to arrange state meetings.

STRUCTURE:

The workshop coordinator shall see that all meetings conform to KAEOP standards.

The chair for the fall workshop shall be appointed by the president-elect. The chair for the spring workshop shall be the vice-president according to Article II, Section 5 of the By-Laws.

DUTIES AND RESPONSIBILITIES:

To establish, evaluate, and maintain board approved guidelines for chairs who are responsible for planning KAEOP meetings, assist the local chair with the overall planning and be responsible for seeing that all meetings are planned according to KAEOP guidelines. Secure locations and dates available, for executive board approval, at least one and preferably two years in advance.

Immediate Past President

Kansas Past Presidents

The Immediate Past President shall serve as President of the KAEOP Past Presidents, who meet twice a year at the fall and spring workshops of KAEOP. Time and location of these meetings shall be determined by the Immediate Past President, who will notify members of the KAEOP Past Presidents association of meeting details. She shall conduct business at these meetings and be responsible for the treasury of the organization.

Legislation

The immediate past president shall revise and keep up-to-date the KAEOP Constitution, By-Laws, and Standing Rules.

Past Presidents

Parliamentarian

The parliamentarian shall be appointed by the president.

The principal duty of the parliamentarian is to advise the president. To perform this function, the parliamentarian shall:

A. See that Robert’s Rules of Order, Newly Revised is the parliamentary procedure used in the conduct of all meetings of the association.

B. Promote use of good parliamentary procedure.

C. Bring the following items to each meeting of the association:

1. A publication of Robert’s Rules of Order, Newly Revised,
2. A copy of the association’s governing documents, i.e., Constitution, By-Laws and Standing Rules.

D. Certify quorum for meeting.

E. Issue motion cards, double check before giving card to the president who marks motion passed or failed and gives card to the secretary.

“Parliamentarians do not rule or make decisions – they advise the chair. The chair makes the decisions.”

…..Rev. Orvel Hooker

NAEOP State Director

The NAEOP state director shall be appointed by the president.

The NAEOP state director shall be the liaison member between NAEOP and the state association.

The director must be a member of NAEOP. The director should attend all meetings and be responsible for potential members for both KAEOP and NAEOP.

Keep an up-to-date list of paid national members which is obtained through the national office. Four weeks before workshop, the director needs to write for an updated list of Kansas NAEOP membership from NAEOP, Box 12619, Wichita, KS 67277-2619.

Be ready to help organize local organizations. Work closely with the president and membership chair.

Work in conjunction with president and president-elect to prepare the challenge for increased membership with another state at the NAEOP annual conference, if the KAEOP board decides to challenge. Participate in the challenge activity if the NAEOP state director attends the national conference.

Work closely with the NAEOP Central Area Director at workshops in promoting NAEOP and its activities.

Promote the association through publicity among members, administrators, co-workers, and the community.

Reaffirm members of the advantages of belonging to a professional association.

Communicate aims, policies, and programs of the association.

Promote sale, use, and distribution of association publications.

Promote NAEOP activities:
-National Educational Office Career Awareness Week (second week of October)
-National Educational Bosses Week (third week of May)

Display NAEOP publications for membership perusal at fall and spring workshops.

The chair is responsible for submitting a written report at each executive board and general business meeting.

Affiliations

The affiliations chair shall be appointed by the president.

The affiliations chair shall:

1. Contact board members by August 1 for updated information to be included in the affiliations packet.

2. Mail the affiliations packet to the president of each organized educational secretaries/office professional association by August 30 of each year inviting them to affiliate with the Kansas Association of Educational Office Professionals.

3. Include in the letter to the president that the affiliation form is to be completed regardless of whether they affiliate or not.

4. Upon return of the form and fee ($10.00) by the affiliating association:

a. Check with membership chair to see if the association meets the requirements to affiliate with KAEOP.
b. If not, contact them that they must meet the requirements. If so, send the check to the treasurer along with the deposit slip.
c. Fill out the affiliation certificate, sign, and have the president of KAEOP sign it. (You can mail the certificates to the president or have them signed at the board meeting before the workshop.)

5. Present certificates to the affiliated associations during the business meeting at the fall and/or spring workshops.

6. Send a follow-up letter and another affiliation form if local associations do not respond to the first mailing. Do this before each workshop.

7. Compile a list of associations affiliating and print copies for each Executive Board meeting, fall and spring workshops. Also, send a current list to the president, NAEOP public relations chair, scholarship chair, and membership chair.

8. Make a report at board meetings and during the business meetings at the fall and spring workshops.

9. The presidents of local affiliated associations shall be honored at the Friday luncheon during the spring conference.

Affiliations Guidelines:

1. Local associations wishing to affiliate with the Kansas Association of Educational Office Professionals may do so if the president of said local association and one other member are current members of KAEOP.

2. Local associations shall pay an affiliation fee to KAEOP of $10.00.

3. Affiliated associations are urged to request assistance when and if needed for workshops, in-service programs, installations, etc. from the KAEOP Executive Board.

4. Presidents of affiliated associations are invited to attend Executive Board meetings of KAEOP.

5. KAEOP shall present affiliation certificates to the presidents (or representative) of affiliating local associations during the general business session at the fall or spring workshops.

6. Presidents of affiliated associations shall be honored at the Friday luncheon during the spring workshop.

7. Each affiliated association may nominate one candidate for the State Educational Office Employee of the Year in accordance with the KAEOP Educational Office Employee of the Year guidelines.

8. Each affiliated association may nominate one candidate for the State Educational Administrator of the Year in accordance with the KAEOP Educational Administrator of the Year guidelines.

9. Each affiliated association may nominate one candidate for the KAEOP Scholarship Program in accordance with the KAEOP Scholarship guidelines.

Chaplain

The chaplain shall be appointed by the president.

The chaplain has the responsibility for the following:

1. Invocation or inspiration for the Board and general business meetings and the meal functions at workshops. Chaplain needs to involve other KAEOP members to participate in these responsibilities.

2. The chair is responsible for submitting a written report at each executive board and general business meeting.

3. Other requests of the president.

4. Memorial Service Guidelines:

The chaplain should include a letter to affiliates in the affiliations packet to inform them that in the event of a KAEOP member’s death, they should contact the chaplain. An article may also be placed in the Kaleidoscope.

The chaplain will provide a copy of the memorial in the spring conference packets. A memorial service will be presented once a year at spring conference on Saturday morning following the inspiration. If a member would like to give the memorial, they are invited to do so. The chaplain will perform the memorial if no one volunteers.

Membership Chair

The membership chair is appointed by the president.

The membership chair is responsible for promoting membership and keeping accurate records of paid members.

The membership chair shall:

I. Receive and handle membership dues.

A. Retain and keep permanent record on index cards up-to-date, record KAEOP membership and state meetings attended. Check old file before making new card.
Check for change of address, zip, and USD.
B. Be responsible for the printing and mailing of membership cards to KAEOP members. Correspondence should be in KAEOP envelopes.
C. Keep a record of monies received (check or cash), date paid, and date forwarded to treasurer. You should send money every two weeks when you are receiving the bulk of membership. Don’t let checks pile up. The treasurer should send a receipt for your files.

II. Have membership forms available at the fall and spring workshops whereby educational office employees may obtain membership in KAEOP.

III. Work with the registrar of the workshops to receive membership dues which are paid by those registering for those meetings.

A. Provide a most recent membership list to workshop chair so if someone is not a member, they should pay membership fee or the non-member fee to workshop.
B. Check the registration list to make sure each person is a member. If not, contact them at the meeting and see if the non-member registration fee can be applied to membership.

IV. Maintain the membership award program.

REPORTS:

1. Prepare written reports for all executive board meetings and written reports and membership rosters for fall and spring workshops.
2. List of persons wanting to be a chair or officer. The second vice-president will want this list before the nominating committee meets – during fall workshop.

VERY IMPORTANT:

Fall and spring workshop registrar should send you membership information and money each week. This keeps all records up-to-date. If someone sends in money for non-membership registration, be sure to get the name and then contact them to see if you can apply registration toward membership.

MEMBERSHIP AWARDS:

Dedicated Members:
To honor our dedicated and long term members, award a certificate to individual members who have been a member for 10 consequent years or more, in five year intervals, at spring workshop business meeting.

Membership Materials to Keep:
1. Permanent file cards for each member indefinitely.
2. Reports and year lists of membership.
3. Application forms (sent by applicants) for 1 year.
4. Money received ledger sheets must be kept for 3 years.
5. Receipts from treasurer must be kept for 1 year.

Expenses:
1. Printing of membership cards will be paid from printing budget of KAEOP.
2. Membership certificates are to be paid for from membership budget.
3. Other expenses incurred for supplies, postage, envelopes, or such, should be presented to the treasurer on expense voucher along with invoices or tickets and will be charged to the membership budget.

Membership Chair Calendar

JUNE
1. New and old executive board meeting. This is when you receive the materials from the past membership chair.
2. You must have a KALEIDOSCOPE page ready for August issue. The corresponding secretary will let you know of the later deadlines should you want to submit an article. The page should reflect the new president’s theme and new chair’s name and address.

JULY
1. Send the membership renewal as near to July 1 as possible. Send to all former members.
2. Include a membership form in the fall and spring workshop registration information.

OCTOBER-Workshop
1. Send membership list for the workshop packets to the chair prior to workshop.
2. Send a report on the numbers of members to the workshop chair prior to workshop.
3. Send workshop chair a list of new members prior to workshop.
4. Send nominating committee a list of persons who want to be a chair or officer of KAEOP prior to workshop.
5. Recognize the new members at the business meeting by having them stand.
6. Conduct a meeting along with the PSP chair for the NEW and interested members at workshop.
7. Work with the registrar of the workshop to make sure each person registered is a member of KAEOP. If not a member, the registrar needs to contact that person for membership.

8. Record membership and workshop attendance on permanent individual record card after each workshop.

NOVEMBER – Submit information for KALEIDOSCOPE by deadline.

JANUARY
1. KALEIDOSCOPE page by deadline.
2. Membership report for the executive board meeting with the numbers of each.

APRIL – Workshop
1. Send membership list for the workshop packets to the chair prior to workshop.
2. Send a report on the number of members to the workshop chair prior to workshop.
3. Send workshop chair a list of new members prior to the workshop.
4. Conduct a meeting along with the PSP chair for the NEW and interested members at workshop.
5. Recognize the new members at the business meeting by having them stand.
6. Work with the registrar of workshop to make sure each person registered is a member of KAEOP. If not a member, the registrar needs to contact that person for membership.
7. Record membership and workshop attendance on permanent individual record card after each workshop.

Certificates
Prepare the certificates of membership awards for the business meeting and present them. Awards to be given starting at 10 years, then in increments of 5 years thereafter.

APRIL
1. KALEIDOSCOPE page submitted by deadline.
2. Send membership list with all the data and copy of application to the new chair of membership so that the information can be compiled on the new chair’s computer.

JUNE
1. Give all files and records to the new chair at executive board meeting.
2. Review your procedures with the new chair.

Professional Standards Program

The chair shall be appointed by the president.

Professional standards program chair shall:

1. Keep the individual cards up-to-date, name, town, class name, hours of attendance, kind of certificate and year awarded.
2. Prepare alphabetical lists of participants showing number of hours completed in each class offered following completion of workshops.
3. Keep a cumulative record of all certificates awarded to members; this list is to include name, town, kind of certificate and year awarded.
4. Have brochures and applications available to members upon request.
5. Attend local association meetings as requested.
6. Submit the educational areas and in-service requests on Forms V and VII to the national registrar of NAEOP for approval prior to workshops. Send copies of Forms V and VII to the president after approval has been granted by the NAEOP registrar.
7. Ask workshop registration chair for a set of class lists after registration is completed. This is imperative for signing in during the classes to verify attendance and to assist you in preparing class cards ahead of time.
8. Be a member of the curriculum committee.
9. Be responsible for securing KAEOP members to assist at the spring and fall workshops. At workshops, the KAEOP members may take roll in the classes, introduce the instructor, and give attendance to the PSP chair.
10. Submit a written report at all KAEOP executive board and general business meetings.
11. Give 150 class attendance cards to the president at June meeting for her signature and to be returned to PSP chair by October 1 for preparation of fall workshop where the class instructor’s signature may be obtained. These cards are to be distributed to workshop participants following the Saturday business meeting.
12. Work in conjunction with the membership chair at the new member and PSP meeting at the workshops to promote PSP program and KAEOP membership.

Retired Membership

The retired membership chair shall be appointed by the president.

The purpose of the retired membership chair shall be to work for the mutual interest of its retired members and the association, and to encourage attendance and participation of retirees at meetings.

Members retiring during the year will be recognized at the spring workshop Saturday business meeting and be presented a certificate and engraved charm. All retiring KAEOP members who respond to the chair’s invitation will be honored at this conference.

The chair shall plan a special activity for retired members at the fall and spring workshops, perhaps have a tour once and class once during a given year.

The chair is responsible for submitting a written report at each executive board and general business meeting.

Scholarship

The scholarship chair is appointed by the president.

Selection of committee members shall be from the six areas of Kansas. The chair serves from the area in which they reside.

Articles regarding application forms, deadline dates, and other pertinent information regarding the scholarship program shall be published in the KALEIDOSCOPE.

The scholarships shall be known as:

A. Margaret Van Horn Scholarship – This is at the state level and is for high school students interested in a career of business.
B. National Marion T. Wood Scholarship for Students – This is for the state winner. His/her application is to be sent on to the national level. If there are two winners, a decision will have to be made as to which one is the most qualified to be judged at the national level. The other winner may be entered nationally, but shall be sponsored by the local association.
C. Lola Mae Farmer Member Dependent Scholarship – This is at the state level and is for the purpose of attracting students into any field of education. It is an undergraduate program scholarship available for dependents of active, life, or retired members of KAEOP.
D. Marion T. Wood Member Scholarship – Open to KAEOP membership.

The chair is responsible for submitting a written report at the executive board and general business meetings.

The chair of each committee shall be responsible for securing their committee members. The president shall be an ex-officio member of all committees and should be notified of all meetings of committees. Send copies of all correspondence to the president. A majority of the members of any committees shall constitute a quorum for the transaction of business of the committee.

Scholarship Calendar

JUNE
A. Executive Board meeting – Report to executive board about March scholarship recipients:
1. Where enrolled
2. Money sent after verification of attendance
3. Meet with the new chair and give information packet which includes information about scholarship chair duties.

AUGUST
A. Revise scholarship form, if needed.
B. Send scholarship forms to the affiliation chair to be included in the packets that are sent to each affiliating association.

OCTOBER
A. Prepare article for November newsletter stating information on how to make application, etc.
B. Report at fall workshop
1. Follow-up report on March recipients
2. Number of scholarship forms mailed, etc.
C. Have scholarship forms available at fall workshop.
D. Select committee members (one from each area, a total of six including chair). There is a map dividing the state into districts. (Could make initial contact at fall workshop.)
E. Send list of committee members to KAEOP president.

JANUARY
A. Scholarship applications need to be postmarked by January 15.
B. Mail folders to the area committee members containing:
1. Copies of each application for evaluation
2. Scholarship evaluation form
3. Cumulative total form to determine recipient
C. Send letters to winners and losers with a copy to the sponsoring secretaries informing them who the winners are, number of participants, etc.
D. Thank you notes to committee members. Also, inform them if scholarships were accepted.
E. BEFORE MARCH 15 DEADLINE, enter recipients in National Scholarship (Marion T. Wood Student Scholarship) competition. KAEOP will sponsor one recipient and the local sponsoring association may sponsor the other to the national competition.

APRIL
A. Present the certificate to the sponsoring KAEOP member or local association at the business meeting during the scholarship report in the spring. The KAEOP member may present the scholarship certificate to the recipient at that student’s school awards and scholarship assembly or the recipient may be invited to be recognized at the spring conference. The KAEOP member is to make the arrangements with the school for this presentation or with the workshop chair and president for the presentation at the spring conference.
B. Send news release to recipient’s local newspaper. Include a glossy photo you have obtained from recipient.

JUNE
A. Contact the school the recipient has selected. Have them verify in writing that the student has enrolled. When verification is received, contact KAEOP treasurer to send money to the recipient.

Margaret Van Horn Scholarship

PURPOSE OF SCHOLARSHIP
This scholarship program is open to business education students who wish to continue their education and pursue an office related career, preferably in the educational field.

TYPE OF SCHOLARSHIP
The scholarship will be available to students interested in the field of office related business education attending any accredited educational facility within the State of Kansas. Examples are: four-year colleges and universities, two-year or community colleges, business colleges, area technical schools, and technical colleges.

AMOUNT OF SCHOLARSHIP
Depending upon the availability of funds, it is the purpose to award two $300 scholarships per year.

SELECTION OF APPLICANTS
Selection of the recipient will be based on scholastic, initiative, and financial need. Any KAEOP association or member wishing to submit a candidate is responsible for submitting the application to the scholarship committee. Be sure the application is signed and submitted by the deadline date. A $5.00 fee must accompany the application. After proof of enrollment, a check in the amount of the scholarship awarded will be issued to the scholarship recipient.

QUALIFICATIONS
The recipient must enter school for advanced training in the fall or summer term following graduation from high school. (If this person does not accept the scholarship, it shall be the decision of the committee to award the scholarship to the alternate.)

One scholarship will be awarded to a student with a 3.5 and above grade point average. This student scholarship winner will be the KAEOP applicant for the NAEOP Marion T. Wood Scholarship for students. The second scholarship will be awarded to a student with a 2.5 to 3.499 grade point average.

The student must have taken two or more business courses from among the following: typing, shorthand, accounting, office practice and procedures, and/or bookkeeping.

IMPORTANT NOTES
Applications must be returned to the scholarship committee postmarked by January 15. Selection of winners will be the decision of the KAEOP Scholarship Committee by a majority vote. The committee shall consist of one KAEOP member from the six areas of Kansas and the chair. The committee will make their final selection as soon as possible to allow time for the state winner to apply for the NAEOP Marion T. Wood Scholarship. The winners will be honored at their respective schools during that school’s awards assembly or the recipient may be invited to be recognized at the spring conference. The sponsoring association or KAEOP member will make the presentation.

Lola Mae Farmer Member Dependent Scholarship

Funds for the Lola Mae Farmer Dependent Scholarship have been allocated by members of the Kansas Association of Educational Office Professionals (KAEOP) to be given for the purpose of attracting students into any field of education in an accredited college or university. (Minimum of nine semester hours.) This is an undergraduate program scholarship available for dependents of active, life or retired members, as of the date of application. A dependent is defined as anyone qualified to be claimed under Internal Revenue Service tax guidelines.

One $500 scholarship will be awarded annually, and is not limited to tuition only, but will be offered for the purpose of books, payment of fees, supplies, or other expenses required. Emphasis for selection of the recipient will be placed on scholarship, initiative, etc. The scholarship stipend will be mailed to the recipient’s institution of choice prior to the beginning of the semester/year for which the scholarship is awarded.

Scholarship recipient will be selected by the KAEOP Scholarship Committee. Applicants will be notified of the committee’s decision.

This scholarship is named for Lola Mae Farmer, past-president of KAEOP, and honors all deceased members of KAEOP.

To qualify, the applicant must:

1. Have a high school diploma or equivalent or be enrolled in an accredited college or university.
2. Complete the required application and provide:
A. Biographical information
B. Transcript (high school if graduating senior or equivalent or transcript of work completed at college or university)
C. Three letters of recommendation

Deadline for receipt of application is postmarked by January 15.

NAEOP Public Relations

The NAEOP Public Relations chair shall be appointed by the president.

Public relations should be used to influence public opinion in a skilled and intelligent manner which will promote the association and build a favorable image for the association.

The chair is responsible for submitting a written report at each executive board and general business meeting.

The public relations chair shall:

AUGUST

A. Revise the Administrator of the Year and Office Professional of the Year applications if needed.
B. Send application forms to the affiliations chair to be included in the packets that are sent to each affiliating association.

OCTOBER

A. By October 15, send a reminder letter to KAEOP affiliates. The return of the application should be postmarked no later than January 15.
B. Prepare an article for the November newsletter stating information on how to make application, etc.
C. Have application forms available at the fall workshop.
D. Appoint a committee of 6 KAEOP members, one from each area of Kansas; the chair serves from the area in which they reside. Each committee member selects an administrator to also serve as a judge.

JANUARY

A. Applications are due postmarked by January 15.
B. Mail applications and evaluation forms to committee members.
C. Send letters to winners and losers with a copy to the sponsoring association president.
D. Send thank-you notes to the committee members.
E. Before MARCH 15 deadline, send applications for National Educational Administrator of the Year and National Educational Office Professional of the Year to NAEOP Awards Committee chair.

APRIL

A. Present plaques to the Administrator of the Year and Office Professional of the Year at the installation banquet.
B. Send news release to recipient’s local newspaper.

The chair of each committee shall be responsible for securing their committee members. A majority of the members of any committee shall constitute a quorum for the transaction of business for the committee.
NAEOP Public Relations (continued)

The president shall be an ex-officio member of all committees except the Elections Committee and shall be notified of all meetings of the committees.

Workshop Chair

The spring workshop chair will be the vice-president according to Article II, Section 5 of the By-laws.

The fall workshop chair shall be appointed by the president.

The workshop chair will work under the auspices of the workshop coordinator and will follow the conference guidelines, which have been written and approved by the executive board.

Refer to and abide by the conference guidelines regarding fall and spring workshop procedures.

The chair is responsible for submitting a written report at each board and general business meeting.