SCAEOP, Inc. PROCEDURES MANUAL 2014-2015 · 2020-03-03 · 2 scaeop procedures manual table of...

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SCAEOP, Inc.

PROCEDURES MANUAL

2014-2015

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SCAEOP PROCEDURES MANUAL

Table of Contents

ADMINISTRATOR OF THE YEAR – GUIDELINES FOR NOMINATIONS – APPLICATION – JUDGE

FORM – FINAL FORM

31-37

ADMINISTRATOR OF THE YEAR AWARD – LIST 6

AFFILIATIONS COMMITTEE - AFFILIATION APPLICATION 38-40

AWARDS – BETTY BLANTON OFFICE PROFESSIONALS OF THE YEAR – LIST 5

BETTY BLANTON OFFICE PROFESSIONAL OF THE YEAR – GUIDELINES – APPLICATION - JUDGE

FORM – FINAL TALLY FORM

98-107

BUDGET & FINANCE COMMITTEE 41

BUDGET GUIDELINES (PROPOSED – SAMPLE) 42

BUSINESS MEETING RULES 43

BYLAWS COMMITTEE 49

BYLAWS SECTION - CURRENT 135-140

CHAPLAIN 50

CHECK REQUEST FORM 131

COMMITTEE REVENUE BREAKDOWN 132

CONFERENCE ATTENDEES BY YEAR 54

CONFERENCE AV COMMITTEE 66

CONFERENCE BREAKFAST COMMITTEE 68

CONFERENCE BUDGET SAMPLE 53

CONFERENCE CHAIRMAN 52-59

CONFERENCE DOOR PRIZE COMMITTEE 69-71

CONFERENCE GUIDELINES 51

CONFERENCE HEAD TABLE SEATING 59

CONFERENCE HOSPITALITY COMMITTEE 75

CONFERENCE INSTALLATION COMMITTEE 67

CONFERENCE LUNCHEON COMMITTEE 75

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CONFERENCE MEMBERSHIP APPLICATION/NEW OR RENEWAL 63

CONFERENCE PAST PRESIDENTS ANNUAL MEETING 76

CONFERENCE PROTOCOL & COURTESIES 64-65

CONFERENCE PUBLICATIONS COMMITTEE 69

CONFERENCE REFUND POLICY 60

CONFERENCE REGISTRATION COMMITTEE 61

CONFERENCE REGISTRATION FORM 62

CONFERENCE RETIREE ANNUAL MEETING 76

CONFERENCE SEMINARS & WORKSHOPS COMMITTEE 66-67

CONFERENCE TIMELINE 56-57

CONFERENCE VENDOR/EXHIBITS COMMITTEE 72-74

DISTRICT DIRECTORS 29-30

DOT AIKEN SCHOLARSHIP FOR GRANDCHILDREN & GREAT GRANDCHILDREN – SCAEOP-R 77-85

FIELD SERVICE PROGRAM 19-20

FIELD SERVICE REPORTING FORM 21

HANDBOOK AND BROCHURE COMMITTEE 86

HISTORIAN 87

IMMEDIATE PAST PRESIDENT 12

LONG RANGE PLANNING COMMITTEE 88

MEETING SITE COORDINATOR 89

MEMBERSHIP COMMITTEE/ BENEFITS AND SERVICES/LIFE MEMBERSHIP LIST, RECUITMENT

CERTIFICATE SAMPLE

24-26

MEMBER SCHOLARSHIP AWARD – LIST 7

MEMBER SCHOLARSHIP GUIDELINES AND APPLICATION 109-113

MEMBERSHIP RECORDER/ATTENDANCE PLAQUES LIST/SCRAPBOOKS LIST 90-92

MEMBERSHIP RECORDER REVENUE BREAKDOWN 133

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MISCELLANEOUS GUIDELINES 93

MOTION FORM 134

NEWSLETTER COMMITTEE 94-95

NOMINATING COMMITTEE/POSTCARD VOTING DIRECTIONS 96-97

OFFICIAL STATEMENT OF ELECTION RESULTS 46

PAGES 44

PARLIAMENTARIAN 47-48

PAST PRESIDENTS – LIST-FORMS-ADVISORS 13-16

PRESIDENT 8-11

PRESIDENT’S TIMETABLE AND MONTHLY CALENDARS 9-11

PRESIDENT ELECT 17-18

PRESIDENTIAL ADVISORS/PRESIDENTIAL AIDES 22

PROFESSIONAL STANDARDS PROGRAM COMMITTEE (PSP) 108

PUBIC RELATIONS COMMITTEE/LHN AWARD 114

SCAEOP STUDENT SCHOLARSHIP – MARIAN GARRETT STUDENT SCHOLARSHIP LIST -

GUIDELINES – APPLICATION – JUDGES FORM – FINAL FORM

115-124

SCRAPBOOKS 1982-PRESENT 92

SECRETARY 27

TELLERS 45

TREASURER 28

VICE PRESIDENT 23

WAYS AND MEANS COMMITTEE/VENDORS COMMITTEE 125-129

WEBSITE COORDINATOR 131

Procedures Manual Revisions:

November 14, 1998, April 16, 1999, November 2000, November 2002, May 2006, November 2006,

April 14, 2007, March, 2009, March, 2010, March 2011, March 2012, April 2013, April 2014

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AWARDS

BETTY BLANTON OFFICE PROFESSIONAL OF THE YEAR Year County First Name Last Name

1986 Cherokee Betty Blanton

1987 Greenville Marian R. Garrett, CEOE

1988 Cherokee Sandra S. Darwin, CEOE

1989 Aiken Pearlious M. Bledsoe, CEOE

1990 Aiken Vivian B. Duffie, CEOE

1991 Greenville Flora Barnes, CEOE

1992 Charleston Connie Jo Britton, CEOE

1993+ Lexington 2 Pauline A. Alford, CEOE

1994 Greenville Becky Self, CEOE

1995 Greenville Barbara Bowman, CEOE

1996 Greenville Ellendel Ross

1997 Richland 2 Jan Roberts

1998 Anderson 1 Brenda Cooley

1999 Greenwood Nelva Temple, CEOE

2000 Orangeburg 5 Mary Taylor, CEOE

2000 Spartanburg 5 Jane Blackwell, CEOE

2001 Anderson 1 Diane Simpson, CEOE

2002 Spartanburg 5 Donna Lazar, CEOE

2003 Spartanburg 5 Teresa Fendley, CEOE

2004 Anderson Mary Ann Woodson, CEOE

*2005* Lexington 1 Susan Bailey, CEOE

2006+ Spartanburg 5 Pauline A. Alford, CEOE

2007 Orangeburg 5 Constance Mays, CEOE

2008 Lexington 1 Bonnie Harmon

2009 Greenville Rebecca Crabtree, CEOE

2010 Richland One Tonia Jenerette, CEOE

2011 Lexington 1 Deanna Johnson

2012 Lexington 1 Sylvia Sullivan

2013 Richland 2 Jill Averyhart, CEOE

2014 Georgetown Clarice McKnight

*Year Betty Blanton Award began* + Received the Award twice

Updated: 3/2014

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ADMINISTRATOR OF THE YEAR

Year

County First Name Last Name

1990 Richland 2 Dr. Richard Inabinet

1991 Greenville Dr. Elizabeth C. DuBose

1992 Lexington 5 Dr. John P. Beals

1993 Greenville Dr. Patricia A. Burns

1994 Beaufort Dr. Richard Flynn

1995 Spartanburg 5 Dr. Sidney Crumpton

1996 Greenville Dr. John Brodie Bricker

1997 Florence 3 Dr. Lane Floyd

1998 Spartanburg 5 Dr. Marvin C. Woodson**

1999 Orangeburg 5 Dr. Walter Tobin

2000 Florence 3 Mrs. Claire Godwin

2001 Anderson 1 Dr. W. R. Christopher

2002 Anderson Dr. Joanne Avery

2003 Sumter Dr. J. Frank Baker

2004 Florence Mr. Bernard McDaniel, Sr.

2005 Lexington 1 Mrs. Mary A. Walker

2006 Lexington 1 Mrs. Joyce R. Carter

2007 Cherokee 1 Dr. William B. James

2008 Orangeburg 5 Mr. Melvin Smoak

2009 Lexington 1 Mrs. Jean N. Haggard

2010 Orangeburg 5 Dr. Helena L. Tiller

2011 Anderson 1 Mrs. Jane Harrison

2012 Palmetto High School Anderson 1

Dr. Charles Mason Gary

2013 Jasper Dr. Vashti K. Washington

2014 Forest Lake Technology Magnet School - Richland 2

Dr. Kappy Steck

** NAEOP Administrator of the Year Updated: 3/2014

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MEMBER SCHOLARSHIP AWARD

Year County First Name Last Name

2001 Spartanburg 5 Annette Clayton

2002 None Awarded

2003 Charleston (Not awarded)

Annette Nelson

2004 None Awarded

2005 Beaufort Carolyn Brown

2006 None Awarded

2007 None Awarded

2008 Sumter 2 Mary Elizabeth Ranum

2009 Lexington 1 Carol J. Brown

2010 None Awarded

2011 Charleston Donna Newton, CEOE

2012 None Awarded

2013 None Awarded

2014 None Awarded

Updated: 3/3/14

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PRESIDENT

The President selects the theme for the year.

The PRESIDENT shall preside at all meetings of the Association and the Executive Board and call all special meetings. She shall assign all committee chairmen (Article X, Section 1); appoint the Parliamentarian, Chaplain, Historian, Community Service Chairman, Mentoring Chairman, Presidential Advisors, and the Presidential Aide. The President shall also serve as ex-officio member of all committees, except the Nominating Committee; approve all expenditures in accordance with the membership approved budget; and perform other such duties as may be assigned by the Executive Board. Standing Committees of the Association shall consist of Administrator of the Year, Affiliations, Annual Meeting/Conference, Budget and Finance, Bylaws, Handbook and Brochure, Long Range Planning, Membership, Newsletter, Nominations and Elections, Public Relations, Professional Standards Program, Member Scholarship, Betty Blanton Office Professional of the Year, Marian Garrett Student Scholarship, Ways and Means and such other committees as may be established by the President. The Executive Board must approve any committee recommendations before final action can be taken. Standing Committee assignments should be held by board members. Only if a District Director is not available to chair the necessary committee should someone outside the board be appointed.

The President should ensure that the Executive Board meetings are scheduled at times that allow compliance with committee

deadlines.

Since past Presidents serve in an advisory capacity to the Executive Board, the President should ensure that they are

aware of all meetings and kept abreast of the happenings of the Executive Board by providing them with an agenda and

support material for all meetings.

The President approves all requests for payment and/or reimbursements prior to submission to the treasurer. The President is

authorized to approve all properly documented expenditures as approved by a line-item budget and all properly documented

expenditures not to exceed $100 for items not approved in a line-item budget. All other expenditures must be approved by the

Executive Board.

In January, 1995, the Executive Board approved the payment of the presiding President’s registration and hotel expenses.

The President will purchase a gift representative of South Carolina to present to the new NAEOP President each year

at the NAEOP Annual Conference. (Exception: NAEOP President suggests otherwise.) Donations have been made to

NAEOP Field Service or to the NAEOP Foundation. The dollar amount is $50.00 each year.

The South Carolina Delegate to the NAEOP conference will be the flag bearer. She will attend the Advisory Council

Meeting at the NAEOP conference registering for these events prior to going to the conference. She will then register at

the conference in the areas she will participate. The President will be in charge of the designing and ordering the

exchange pins with the approval of the board. The President or Delegate will bring the Theme Basket to the NAEOP

conference each year.

The President serves as delegate to the annual meeting of NAEOP. Allowable expenses for delegate include hotel

accommodations, the cost of all meal functions at which the President represents the association, and transportation to and from

the annual meeting. Hotel accommodations are limited to a regular room for the night preceding the advisory council meeting

through the last night of the conference unless airfares make it financially advantageous to the association for the delegate to stay

longer. Travel will be by the most economical means possible. The Association will pay mileage at the state-approved rate. On any

trip where airfare is less expensive than automobile travel, air travel will be paid in lieu of mileage. If the delegate chooses to

share a room with another member, the association will only pay the pro rata share of the regular room rate. Expenses

such as rental cars, personal phone calls, and tours are personal expenses and as such are not considered allowable for

reimbursement. The delegate must submit a detailed travel request which includes receipts and documentation for all expenditures.

The delegate cannot exceed the budgeted amount without board approval.

Upon invitation, the President attends local association meetings to promote SCAEOP or assigns another officer to attend.

The President writes an Article for each issue of the Newsletter.

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The President will write a report for the conference handbook, assist the conference chairman in planning and implementing

all areas of the annual conference. The President will appoint the tellers and pages and provide the names to the annual

conference chairman for publication in the conference hand book. The President is responsible for assigning who will be at the

head table for each event and all place cards to be displayed at the head table for each function other than the Installation Banquet.

The President should give written notice in the registration packets to all who are sitting at the head table for each event.

It has been the practice of the Executive Board to award honorary memberships to NAEOP representatives attending our

conference. The President should ensure that such recommendations are made in a tactful, timely manner.

The following positions are permanent positions appointed by the President. These positions are membership

recorder, a treasurer, a website coordinator and a meeting site coordinator. These positions have voting rights on the

board.

Revised 5/98, 11/00, 11/02, 5/06, 4/07, 10/08, 3/09, 3/2011, 4/2013, 4/2014

“At-a-Glance” Timetable and Calendar for President and Executive Board This calendar shows the items that should be taken care of by each committee by month.

DATE COMMITTEE EVENT

May 1st

Web Master Upload and update new board theme and Executive Board names and email addresses

May ALL Board Meeting Names of committee members will be provided to the board by each

committee chairman. Each committee chairman will present an article to the Newsletter Editor

June 1st

President/Conference

Chairman

Send NAEOP Field Service request to National Office.

Affiliations Deadline for sending renewal forms to Affiliates.

All Awards Deadline for applications for student scholarship, member scholarship, admin of year, & office professional of year to be updated on SCAEOP

website. SCAEOP-R Dot Aiken Scholarship uploaded to website

June 30th

Newsletter #1 Newsletter mailed to members without email addresses. Newsletter will be uploaded to the SCAEOP website.

August Annual Conference Chairman will prepare the list of conference workshop and keynote speakers’ information to send to the NAEOP National Office for approval by

the NAEOP PSP Registrar. The PSP Registrar will also give the credit hours to be earned at the conference.

September ALL Deadline to submit article to Newsletter Editor See Newsletter Guidelines

September

1st

Saturday after

Labor Day

ALL Board Meeting Board approves the following items for the annual conference:

*Conference Budget *Present Draft of Conference Registration for approval.

*List of PSP speakers and topic description Distribute information concerning Retreat in October

October Newsletter #2 Newsletter mailed to members without email addresses. Newsletter will be uploaded to the SCAEOP website.

October 1st

Administrator of Yr Administrator of the Year applications sent to affiliates and District Directors.

(Applications deadline date December 1)

October 1st

Office Prof of Yr Office Professional of the Year applications sent to affiliates and District Directors.


October 1st Student Scholarship Student Scholarship applications sent to affiliates and District Directors.


October ALL Board Retreat with Specified Agenda.

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DATE COMMITTEE EVENT

October 15th

Conference Registration

Chairman/Membership

Recorder

Mail the Annual Conference packet to members without email addresses or do not have access to the Web.

October 20th

Web Master By this deadline, upload the Annual Conference information on the SCAEOP Website.

November 1st

Treasurer Treasurer's Books to the Auditor.

November 1st

Administrator of Yr Deadline for selecting judges to review applications

November 1st Office Prof of Yr Deadline for selecting judges to review applications

November Budget & Finance Draft version of next year’s budget presented to the board for input

November Nominations & Elections Nominations & Elections chair presents update on slate of candidates for next year. Input may be needed from Executive Board.

Present list of Nominees to the Webmaster so that voting may begin on December 1

st and end on December 15 at midnight.

Ballots to be mailed to members without email by December 1st.

November ALL Board Meeting Distribute Scholarship Fundraiser tickets to the board

Registration should be on the website no later than November 1. Blast should be sent out by website coordinator letting members know the

Conference registration is posted. . *Give deadlines for conference books.

*Work on conference book items that can be done in advance * Cover design

* List of current board members *List of Past Presidents

*Work on information for programs that will be needed by area for meals – Awards luncheon will need to have a list of the past Administrator of the

Year and Office Professional of the Year available to print in their program. Information can be obtained from the Membership Recorder

November 30th

ALL Deadline to submit article to Newsletter Editor.

December 1st Annual Conference Contact the Retirees to get details of their meeting that you may need to make arrangements with the hotel.

SCAEOP provides a room with the appropriate set-up –AV equipment.

December 1st


This newsletter is the one used for applying for the NEOP Rachel Maynard Award.

December 1st

Student Scholarship Deadline for applications

December 1st

PSP/Member

Scholarship

Deadline for applications

December 1st

Office Prof of Yr Deadline for applications

December 1st

Administrator of Yr Deadline for applications

December 15th

Administrator of Yr Deadline for mailing Administrator of the Year applications to judges

December 15th

Office Prof of Yr Deadline for mailing Administrator of the Year applications to judges

December 15th

Student Scholarship Prior to January Board Meeting: Committee meets to review the applications. Winner selected with an

alternate.

January 5th

Awards Judges return applications to Committee chairman for: Administrator of the Year and Office Professional of the Year.

Decision is made and presented at the January Board Meeting.

January ALL Board Meeting Announce Award Winners of Administrator of the Year, Office

Professional of the Year, Student Scholarship, and PSP/Member Scholarships.

Follow-up on Student Scholarship Fundraiser

January Annual Conference Work to complete Conference Book – check printing deadlines. Encourage Door Prize/ Goodie Bag Chairman - mail letters requesting

affiliations to bring items. Contact keynote/workshop speakers for verification of attendance

Contact all meal chairmen. Need Meal function theme.

Ask for a copy of their program so you can see their ideas and make sure the program is correct. All printed conference information should be proofread by the President, Site Coordinator, Membership Recorder,

Website Coordinator and Conference Chairman and should be checked for spelling of names, CEOE status, and use of correct font.

Give them a list of table linen colors, items the hotel can supply (ex:

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Mirror tiles, globes for candles) Give the number of people who will be sitting at each table and the layout of

the room.

January Budget & Finance Final version of next year’s budget presented to the board for approval

January 12th

ALL Deadline to submit article to Newsletter Editor

February 1st

Annual Conference Keep in close contact with the hotel and the Meeting Site Coordinator to make accurate use of hotel facilities Work to assign rooms for workshops

Work with committee on “At – A – Glance” Program Firm-up details for guests

Work with all conference committee chairmen to make sure that they have followed through.

Work with hotel to secure all details.

February/March ALL Board Meeting Annual Conference Reports to Membership

March 1st

Administrator of Yr Deadline for Administrator of the Year chair to submit nomination to NAEOP and request check from Treasurer.

March 1st

Office Prof of Yr Deadline for Office Professional of the Year chair to submit nomination to NAEOP and request check from Treasurer.

March 1st

Public Relations Deadline for Public Relations chair/Past President to submit application for the NAEOP Louise Nelson Award and request check from

Treasurer.

March 1st

Web Master Deadline for Website Coordinator to submit application for website award to NAEOP and request check from Treasurer.

March 1st

Newsletter Editor Deadline for Newsletter Editor to submit application to NAEOP for the Rachel Maynard Award and check request.

March 30th

ALL Deadline to submit articles to Newsletter Editor

April 15th

ALL All final check requests are due to the Treasurer.

April 30th


Revised 5/2014

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IMMEDIATE PAST PRESIDENT

The Immediate Past President will make recommendations to the SCAEOP Executive Board of changes to the Procedures

Manual as needed.

Beginning with the 2002 Annual Conference Business Meeting, Motion forms in duplicate are used for all meetings of the

association. The white copy is to remain with the secretary and the minutes of meeting. The yellow copy is to be given to the Membership Recorder at which time the Procedures Manual will be updated if needed.

The Immediate Past President will become a member of the SCAEOP Past Presidents Association and serve as President of

this association in order of rotation.

The Immediate Past President will be the recipient of the Auditor’s report. She will present the report to the Executive Board;

send a copy to the Treasurer, the current President and the secretary.

The Immediate Past President will provide the report to be published in the Newsletter and printed in the conference

handbook.

Revised 2002, 4/07, 11/09, 3/2011, 4/2014

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PAST PRESIDENTS

YEAR SERVED PRESIDENT COUNTY WHERE

INSTALLED

1982-84 Pearlious Bledsoe, CEOE Aiken Columbia

1984-85 Edith Stewart Mullins Charleston

1985-86 Marian Garrett,CEOE Greenville Myrtle Beach

1986-87 Jan Roberts Richland 2 Charleston

1987-88 Ida Solomon Sumter Hilton Head

1988-89 Virginia Warren Lexington 2 Myrtle Beach

1989-90 Flora Barnes, CEOE Greenville Hilton Head

1990-91 Velma Gordon Charleston Charleston

1991-92 Connie Jo Britton, CEOE Charleston Myrtle Beach

1992-93 Pauline A. Alford, CEOE Lexington 2 Greenville

1993-94 Barbara Bowman. CEOE Greenville Columbia

1994-95 Nelva Temple, CEOE Greenwood Hilton Head

1995-96 Vivian Duffie, CEOE Aiken Myrtle Beach

1996-97 Elaine Harris Spartanburg 3 Greenville

1997-98 Becky Self, CEOE Greenville Myrtle Beach

1998-99 Gloria Tisdale, CEOE Florence 3 Columbia

1999-2000 Ellendel Ross Greenville Greenville

2000-2001 Diane Simpson, CEOE Anderson 1 Columbia

2001-2002 Jane Blackwell, CEOE Spartanburg 5 Hilton Head

2002-2003 Margaret Young, CEOE Orangeburg 5 Myrtle Beach

2003-2004 Joan Mace Greenville Columbia

2004-2005 Donna Lazar, CEOE Spartanburg 5 Myrtle Beach

2005-2006 Mary Hannah Florence 3 Myrtle Beach

2006-2007 Constance Mays, CEOE Orangeburg 5 Greenville

2007-2008 Rebecca Crabtree, CEOE Greenville Charleston

2008-2009 Blondell Gadsden Charleston Myrtle Beach

2009-2010 Cindy Alexander, CEOE Greenville Spartanburg

2010-2011 Christine Whitmire, CEOE Lexington Myrtle Beach

2011-12 Linda Honeycutt Fort Mill/York Myrtle Beach

2012-13 Lynda Rigsby, CEOE Anderson 1 Myrtle Beach

2013-14 Elizabeth Ann Moore, CEOE Fairfield Greenville

2014-15 Myrtle Beach

Updated: 3/2014

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PAST PRESIDENTS

The Past Presidents’ Group was approved by the SCAEOP Executive Board to house their funds in

the SCAEOP Treasurer’s books. There will be a line item for deposits and one for expenditures. These deposits and check requests will be generated by the permanent Past Presidents’ Secretary/Treasurer. These funds will be audited each year by the SCAEOP auditor. As of 2010, the State Credit Union is the financial institution used. The Past Presidents are assigned as advisors to all SCAEOP standing committees each year. The Past Presidents are charged with the update each year of the Procedures Manual. The Procedures Manual is housed on the SCAEOP Membership Recorder’s computer and sent to the current SCAEOP Executive Board each year after updates are complete.

The Past Presidents attending the conference shall serve as hostess or hostesses for out-of-town guests such as NAEOP board members and workshop leaders who attend the conference. These members shall be sure the visitors are met at the airport and have appropriate transportation back to the airport. They shall be available to assist these guests in any way possible.

Past President Committee Advisors 2014-2015

Committee Committee Chair/Email Past President Assigned/Email

Administrator of the Year Lori Black - [email protected] Pearl Bledsoe, CEOE - [email protected]

Affiliations Julie Howell - [email protected] Margaret Young, CEOE - [email protected]

Annual Conference Redell Sherrill - [email protected] Pauline Alford, CEOE - [email protected] - [email protected]

Budget and Finance Janie McLeod - [email protected] Vivian Duffie, CEOE - [email protected]

Bylaws Donna Lazar - [email protected] Vivian Duffie, CEOE - [email protected]

Handbook and Brochure Kimetta Tidwell - [email protected] Lynda Rigsby, [email protected]

Long Range Planning Blondell Gadsden- [email protected] Del Ross - [email protected]

Newsletter Deanna Johnson - [email protected]/ Rebecca Crabtree, CEOE - [email protected]

Nominations and Elections CuKye Nelson - [email protected] Gloria Tisdale, CEOE - [email protected]

Office Professional of the Year Mary Beth Bowers - [email protected] Becky Self, CEOE - [email protected]

PSP/Members Scholarship Johnnie Dash - [email protected] Chris Whitmire, CEOE - [email protected]

Public Relations Tammy Cox - [email protected] Ann Moore, CEOE - [email protected]

Student Scholarship Claudia Cohen - [email protected] Linda Honeycutt - [email protected]

Ways and Means Lindy Shaw - [email protected] Pauline Alford, CEOE - [email protected] -

Webmaster Jill Averyhart - [email protected] Donna Lazar, CEOE - [email protected]

Louise Henderson Nelson Award Gloria Tisdale - [email protected] Pauline Alford, CEOE - [email protected]

Updated: 1/2010, 3/2011, 4/2014

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SCAEOP - PAST PRESIDENTS

Membership Data Form

Name: ________________________________________________________

Home Address: ____________________________________________________

E-Mail Address: _______________________________________________

Home Phone: _____________________

Cell Phone: _____________________

Hobbies: ______________________________________________________

Year: _________________

Please make check payable for $10.00 to SCAEOP and mail to

Pauline A. Alford, CEOE

SCAEOP Membership Recorder/Past Presidents’ Secretary/Treasurer 212 SW Fieldsedge Drive

Moore, SC 29369 (864) 595-0640 – Home (864) 316-4841 - Cell

E-mail: [email protected] 3/2013

SCAEOP-PAST PRESIDENTS

mailto:[email protected]

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DEPOSIT - FORM

MEMBERSHIPS: ______ X $10.00 = $____________

Attach Membership Forms

DATE: _____________________________

SIGNATURE:_______________________________________

Receipt Number: _____________ Receipt Date: ________________

Receipt Amount: ____________ Account NO.: ________________

Added: 2010 Revised: 4/2014

SCAEOP-PAST PRESIDENTS CHECK REQUEST

DATE EXPLANATION AMOUNT

RECEIPTS MUST BE ATTACHED for REQUEST.

MAKE CHECK PAYABLE TO: ____________________________________________

MAILING ADDRESS: _______________________________________________

__________________________________________________

DATE: ____________________________________

Past Presidents’ Presiding President’s Signature: ________________________________

DATE: ___________________________________

Check Number: ________________________

Check Date: ___________________________ Check Amount: ________________________ Account NO.: __________________________

Updated: 2010, 4/2014

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PRESIDENT ELECT

The President Elect shall assist the President. She shall assume the duties and powers of the presidency in the absence of the President, and perform such other duties as may be assigned by the Executive Board. The President Elect shall chair the Field Service Program and be in charge of the annual NAEOP Conference trading pins fund-raiser. At the conference Board meeting, the President elect (incoming President) shall present the appointments for Annual Conference Chairman, Community Service Chairman, Chaplain, Historian, Mentoring Chairman, Parliamentarian, Presidential Advisors, Meeting Site and Website Coordinators, and standing committee chairmen (see Article X), as well as, the assignment of the Nominating Committee Chairman for Executive Board approval.

Standing Committees of the Association shall consist of Administrator of the Year, Affiliations, Annual Meeting/Conference, Budget and Finance, Bylaws, Handbook and Brochure, Long Range Planning, Membership, Newsletter, Nominations and Elections, Public Relations, Professional Standards Program, Member Scholarship, Betty Blanton Office Professional of the Year, Marian Garrett Student Scholarship, Ways and Means and such other committees as may be established by the President. The Executive Board must approve any committee recommendations before final action can be taken.

The President elect assigns district directors to all standing committee chairmanships with the exception of the budget &

finance committee and the long range planning committee. Since the chairmanship of these committees is established by rotation,

the President appoints the fourth member, a “First Year Director”, of these committees. No committee chairman shall be

appointed from the members-at-large until all district directors are assigned a chairmanship.

The theme of the installation banquet is the theme for the coming year. The President elect works closely with the conference

chairman to ensure that the theme is properly carried out and appropriate officials are invited to be on the program, i.e. installing

officer, someone to give the invocation, etc.

*The President elect will be in charge of the Field Service Program. See duties and responsibilities that follow.

The President elect orders a gavel guard from NAEOP for presentation to the outgoing President. The gavel guard is

presented after the outgoing President’s remarks at the installation banquet.

The President elect becomes familiar with the procedures manual and duties of board members including timelines and forms.

The President elect communicate with the conference chairman concerning arrangements for the Installation Banquet.

The major portion of the President elect’s duties is in preparation for assuming the presidency. The theme for the year must be

selected, committee chairmanships assigned and Executive Board meeting dates established. By the last Executive Board meeting

of the current fiscal year, the framework for the coming year must be complete and ready for implementation.

The President elect is also in charge of the Theme Basket fund-raiser at the SCAEOP Annual Conference for the purpose of

purchasing exchange pins to take to the NAEOP conference in July each year. The design of the exchange pin will be decided by

the President Elect each year and approved by the board. The President Elect is responsible for sending out a letter requesting

theme baskets from each affiliate, providing tickets and bags, as well as, having someone at the theme basket table all the hours

the vendors are open to sell tickets and possibly again on Sunday morning.

The President elect will write a report or article for publication in each issue of the newsletter. The President elect will write a report for the conference handbook.

The President elect will set the meeting times and locations for her Executive Board for the new year beginning with May, the

first Saturday after Labor Day in September, November Board Meeting, January and at the conference (February or March)

meetings.

Revised 11/98, 4/07, 11/08, 11/09, 3/2011, 4/2013, 4/2014

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SOUTH CAROLINA ASSOCIATION OF EDUCATIONAL OFFICE PROFESSIONALS, INC.

FROM THE DESK OF _________________, PRESIDENT ELECT

(Use SCAEOP Letterhead) To: Affiliate Presidents and District Directors From: _______________ President Elect Date: _____________ RE: Annual Conference Theme Baskets We are asking each affiliate to please bring a basket, box or bag of goodies to be raffled off at the SCAEOP Annual

Conference, _ (Date)_______, at the ___________________________. You may choose any theme for your basket; just make sure it is something unique and exciting. Be creative!

There will be tables set up on Friday morning before the opening session for the baskets. Please bring yours to me at that

time. They will be displayed all day Friday and Saturday. Please encourage your local members attending the conference to visit the theme basket table. The winners of each basket will be announced at our membership breakfast on Sunday morning.

I would like to take this opportunity to say, “Thank You” for helping to make SCAEOP the success it is today, and ask for your

continued support in the coming year to make us the best that we can be.

(Sample Letter)

4/2013, 4/2014

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FIELD SERVICE PROGRAM

*There will be a Field Service Program through which the SCAEOP Officers and Board members may extend assistance to

affiliates, to those associations who wish to affiliate, and to groups who wish to organize an association for educational office

professionals. Field Service is a service-oriented part of SCAEOP and should be available to all members.

The presence of our elected officers and board members at local association meetings will add to the prestige of the

meetings, both with the membership and administration in attendance.

I. Purpose and Function

A. Purpose

1. To recruit members, promote educational office professional associations, render

assistance to affiliates and groups of individuals who want to organize new associations.

B. Function

1. To arrange for elected SCAEOP Officers and Board members to serve as speakers, installation officers and

workshop leaders. All affiliates or groups of individuals requesting field service should assume full financial

responsibility whenever possible.

2. To encourage affiliated associations to support the Field Service Program through financial contributions to the

SCAEOP Field Service Fund.

II. Structure

1. The President elect shall serve as chairman for a term of one year.

2. The chairman shall work in close cooperation with the President.

III. Duties and Responsibilities

A. Duties

1. Provide qualified officers and board members to fulfill field service requests.

2. The officer or board member making the field service visit shall make a written report to the Executive Board

following each visit.

B. Responsibilities

1. Complete a Field Service Request Form. This form will include a request for a donation to SCAEOP Field

Service with instructions for submitting donation to SCAEOP Field Service Fund.

2. Affiliates will receive this form in their affiliation packets each year. When completed and returned to the

chairman, this form will serve as an official request for field service. The chairman and the President will

review the form and make decisions about field service visits and report to the Executive Board in a timely

manner.

New 11/98, 4/07, 4/2013

20

SCAEOP FIELD SERVICE REQUEST GUIDELINES

1. Send initial request (email, fax, etc.) to the SCAEOP President elect, including the contact name, and association name.

2. The President elect will verify the affiliation status and the 60 day requirement request. If current, a cover letter stating the

procedures, the donation requirement, and the Field Service Reporting form will be mailed to the listed contact person.

Copies of this request will also be sent to the SCAEOP President.

If not a current affiliate, the President elect will notify the association to inform them of their status.

3. Once the completed form is returned to the SCAEOP President elect, a copy is faxed to the President for approval. The

President elect and the President check the availability of the request. If available and funds approved, the President

elect makes contact with the association.

4. Upon receiving the approved request, a confirmation letter is sent to the contact person. A copy of this letter is sent to the

SCAEOP President.

New 4/07

21


FIELD SERVICE REPORTING FORM

Thank you for your request for an SCAEOP Representative to visit your association. In order to be in compliance

this request must be received 60 days before expected visit. Please verify the information entered on this page and

complete the remaining areas.

Representative Requested_______________________________________________________

Date of Event_______________________ Date Requested_________________

Location______________________________ City/State_________________________

Requesting Association___________________________________________________

Contact Person__________________________________________________________

Address________________________________________________________________

Phone ( ) _______________(h) ( )________________(w) ( )________________(fax) ( )_______________

Email: _____________________________________________________

Participation requested: (Please check all that are applicable)

□ Keynote Speaker □ Workshop/Seminar Leader

□ Installation □ Other (please specify)

______________________________________________________________________

Expenses for field service will be assumed by (please check):

(If expenses are to be shared, please show the percentage by each and the participating dollar amount.)

Requesting SCAEOP

Association

Lodging _________ _______

Meals _________ _______

Travel _________ _______

Other _________ _______

Note: Must be approved by the SCAEOP President elect.

Approval _________________________

Date _________________

Revised: 4/2014

My association will donate to the SCAEOP Field Service Program in the amount of: $_____________

Return this form to the current

SCAEOP President elect. Address:______________________

City/State/Zip__________________

22

PRESIDENTIAL ADVISORS

* May be appointed by the President for a term of one year, with the approval of the Board of Directors. The Advisor(s) is a past President of the Association.

* Is/are available to the President and board members to serve as a resource of history on the

Association, to offer advice when requested to do so, and to assist the President during the year. Updated: 3/2012

PRESIDENTIAL AIDES

May be appointed by the President for a term of one year, with the approval of the Board of Directors.

Is/are available to the President and board members to serve and assist the President during the current year. Updated 4/2013

23

VICE PRESIDENT The Vice President shall serve as Membership Recruiting Chairman. The main responsibility of this

officer is to encourage and promote growth in the state and national associations. The Vice President/membership recruitment chair shall:

1. Work with the District Directors in the recruiting of new members and in securing renewals from current members.

2. Supervise promotional activities, such as membership drives or contests among the members and district directors, to encourage growth in SCAEOP.

3. Promote membership at the SCASA seminars by providing membership brochures and any other pertinent information to all persons attending.

4. Give a membership recruiting report at the annual meeting, as well as at each Executive Board meeting.

5. Serve as state membership contact person for the National Association of Educational Office

Professionals and work to promote NAEOP on the state level. All NAEOP membership materials

are sent to the Membership Recorder’s address and she will disseminate to the Vice President

and President each year.

6. The Vice President and the Chairman of the Marian Garrett Student Scholarship will work

together on the Student Scholarship Fundraiser each year. This was instituted with the 2003

Annual Conference.

The Vice President will write a report or article for publication in each issue of the newsletter. She will

also write a report for the conference handbook.

Revised 5/98, 2002, 4/2007, 11/2009, 4/2014

24

MEMBERSHIP COMMITTEE

The vice President shall serve as Membership Recruiting Chairman. The main responsibility of this committee is to encourage and promote growth in the state and national associations.

Two committee members will be elected at the business meeting of the Annual Conference each year. The committee members shall assist the Vice President in fulfilling the duties of this committee. The Vice President with the

assistance of the two elected members will prepare a certificate to the recruiters at the conference Awards Luncheon.

MEMBERSHIP BENEFITS AND SERVICES

Four issues of the award-winning Palmetto Educational Secretary “The Voice”

Professional Standards Program – a personal and professional development program for individual members

through NAEOP

State Awards – SCAEOP Administrator of the Year and Betty Blanton Office Professional of the Year

Training – Conferences, workshops and seminars

Fellowship – Association with peers throughout the state

Motivation – to set high goals in personal and professional life

Personal membership card

$1,100 Term Life Insurance Policy with Horace Mann Insurance Company (except Honorary Members)

“LIFE” Membership at age 75 (active member for 5 consecutive years prior to reaching age 75) New 3/09 Revised 11/09

SCAEOP Membership Committee Chairman’s Timeline

May Board Meeting

Provide names of elected committee members

May - June

Contact committee members to review committee

responsibilities.

September Board Meeting

Maintain contact with committee members

Present a written report

November Board Meeting


January Board Meeting


February 1

Submit a written report for the year to Conference

Chairman for the Conference Handbook.

Ask Membership Recorder for list of recruiters

At the SCAEOP Annual Conference

Present report to the members at the Annual Business

Meeting

Distribute Recruitment Certificates

April 15

All final check requests are due to the Treasurer

Added 3/2010, 3/2011, 4/2013, 5/2014

25

South Carolina Association of

Educational Office

Professionals, Inc.

Is proud to present to

NAME

2014- Recruitment Award __________________________

Given this (Date)

_______________________________________

(Name) Vice President, Membership Committee

Chairman

Added: 4/2014

26

“LIFE” MEMBERSHIP LIST

Inception: November 1, 2004

NAME YEAR OF BIRTH DATE DECEASED

Lucile Burgess 1921 1/23/2010

Betty Blanton 1923 10/22/2009

Dot Aiken 1927

Dottie Kirk 1927

Patricia McCarthy 1927

Ramona Clary 1928

Winifred Abercrombie 1928

Patricia Hammett 1929

Charlotte Smoak 1929

Ursula Griffin 1929 11/5/2010

Nancy Malphrus 1931

Marian Garrett 1932 10/11/2007

Earthalee Collins 1932

Billie Snider 1932 10/24/2012

Vivian Duffie 1933

Mary Taylor 1933

Dot Sullivan 1933

Peggy Robinette 1933

Barbara Bowman 1933

Mary Alice Rush 1934

Pearlious Bledsoe 1934

Earline Powell 1935

Ellendel Ross 1936

Vivian Watts 1936

Jan Roberts 1936

Shirley Bowers 1937

Dorothy Ford 1938

Judy Chappell 1939

Patricia Von Harten 1939

Polly Moseley 1939

Added: 11/1/2004 Updated: 4/2014

27

SECRETARY

The secretary prepares the minutes, in detail, of all Executive Board meetings and the annual conference business meeting.

The minutes of the annual conference business meeting are prepared for inclusion in the Annual Conference Handbook for

approval by the general membership at the Annual Meeting each year.

The secretary amends the minutes as approved by the Executive Board or the general membership. The amended/corrected

minutes are to be kept by the Secretary. A copy of the amended/corrected minutes should be given to the Historian for inclusion in

the President’s scrapbook.

Beginning with the 2002 Annual Conference Business Meeting, Motion forms in duplicate are used for all meetings of the

association. The white copy of the motion is to remain with the secretary and the minutes of each meeting. The yellow copy is to be given to the Membership Recorder, who will keep a file on the SCAEOP computer of each motion presented. The Procedures Manual will be updated as needed by the Past Presidents.

It is the responsibility of the secretary to secure the signature of the President at the end of the minutes. The secretary also

signs the minutes.

Each page header of the minutes will have the meeting title, SCAEOP Executive Board Meeting Minutes at the left margin, the

logo in the center, and the meeting date at the right side of the page. The page number is in the center of the footer. The title for

the conference would be: SCAEOP Annual Conference Meeting Minutes.

The Secretary will pass on all the minutes and motions to the new Secretary each year. According to the

Incorporation guidelines, the minutes need to be kept in a safe place. They can be scanned and put in folders labeled with

the year in the SCAEOP computer.

The Secretary will write a report for the Annual Conference Handbook in addition to the prepared minutes of the prior year’s

business meeting.

Revised 11/06, 4/07, 1/09, 2/2010, 3/2011, 4/2013, 4/2014

28

TREASURER

The treasurer receives all monies accompanied by form (Revenue Breakdown).

The treasurer receipts all monies received using numbered receipts. Type of money collected (cash, checks, etc.) and

committee receipt numbers are to be noted on receipts.

Appropriate documentation, including invoices and receipts, must be attached to form.

The treasurer reconciles monthly bank statements using form (Bank Reconciliation Form).

The treasurer keeps accurate books on a current basis and makes regular reports to the Executive Board.

The treasurer prepares a detailed financial report for presentation at the annual business meeting and for publication in the

conference handbook.

The treasurer serves as ex-officio member of the Budget and Finance Committee.

The treasurer ensures that the Membership Recorder has a signed signature card at the bank. In the event the treasurer is

unable to do disburse, deposit or receipt funds, the Membership Recorder will be responsible for the above duties.

The treasurer will transfer the Membership Recorder’s dues from General Funds to the Membership Dues Fund, amount

depending on status of member (active or retired), each year beginning May, 1998.

The treasurer will transfer the Treasurer’s membership dues from General Funds to the Membership Dues Fund, amount

depending on status of member (active or retired), each year beginning May, 2000.

The treasurer will be compensated for mileage to and from all meetings and conferences, including trips to the Credit Union

for the purpose of transacting business for the association at a rate of 35 cents per mile. All of her conference expenses

(registration, hotel, meals and mileage) will be paid.

The treasurer will send the prior year’s books to the outside auditor, as selected by the board, in November of each year. This CPA will conduct an annual external audit each year. Copy of audit will be published in the Newsletter and Annual Conference Handbook, and kept on file in the office of the Treasurer.

Revised 5/98, 11/00, 8/05, 5/06, 11/06, 4/07, 10/08, 4/2013, 4/2014

29

DISTRICT DIRECTORS

To promote membership renewals and encourage new members, the district director shall establish a contact person in each

school district within the elected SCAEOP district. Through this contact person, information from the SCAEOP Executive Board, NAEOP national office, and other pertinent information shall be distributed to members and prospective members. The district director shall serve as chairman of a committee as assigned by the President, shall attend all Executive Board meetings unless providentially hindered and shall cooperate with the President and other members of the Executive Board in reaching the goals and promoting the purpose of SCAEOP.

Act as a liaison between the association and their elected district area.

Hold a yearly District Meeting inviting all office professionals from all schools in their district in an effort to encourage new

memberships and publicize the Mission, Goals and Purpose of the SCAEOP Association

Offer incentives to perspective new members or to members who were members in the past but have not renewed their

memberships. Need a reason why they did not want to continue their membership. This will help the district directors in

deciding what needs to be accomplished to earn their support..

Develop communication channels by designating a contact person in each school district within their district area.

Attend all regular or special meetings of the association or send a representative from their elected district area.

Submit a report of district activities in their area at each Executive Board and general business meeting.

Disseminate information to their district area received from the Executive Board and general business meetings

(via email, attending local meetings, etc.)

Promote the purpose of the association through publicity among members, administrators, coworkers, and community.

Communicate aims and programs of the association, and the advantages of belonging to a professional association.

Field any concerns or suggestions from members of their elected district area and assist them in contacting the

appropriate person or committee.

Become involved as much as possible in association affairs, offer suggestions, promote its activities, and recruit

members. Serve as chairman of a committee as assigned by the President.

Prepare an article quarterly for the association newsletter.

Provide information and photos for the association website regarding their district area and/or committee assigned by the

President. Submit a report of committee activities at each Executive Board and general business meeting.

Keep a permanent file of correspondence, activities, and records of their district area to transfer to their successor after

vacating office.

The Directors are as follows:

District 1 Calhoun, Dorchester, and Orangeburg Counties

District 2 Aiken, Bamberg, and Barnwell Counties

District 3 Clarendon, Lee, Sumter, and Williamsburg Counties

District 4 Chesterfield, Darlington, Dillon, and Marlboro Counties

District 5 Kershaw and Richland Counties

District 6 Chester, Fairfield, and Lancaster Counties

District 7 Cherokee and Spartanburg Counties

District 8 Abbeville, Greenwood, Laurens, and Newberry Counties

District 9 Berkeley and Charleston Counties

District 10 Anderson 1 and 2

District 11 Edgefield, Lexington, McCormick, and Saluda Counties

District 12 Florence and Marion Counties

District 13 Greenville County

District 14 Allendale, Beaufort, Colleton, Hampton, and Jasper Counties

District 15 Georgetown and Horry Counties

District 16 Union and York Counties

District 17 Anderson 3, 4, 5, Oconee and Pickens Counties

30

SCHEDULE FOR ELECTION YEAR by DISTRICT

District Year Year Year Year

1 2025 2029 2017 2021

2 2025 2029 2017 2021

3 2025 2029 2017 2021

4 2025 2029 2017 2021

5 2026 2030 2018 2022

6 2026 2030 2018 2022

7 2026 2030 2018 2022

8 2026 2030 2018 2022

9 2027 2015 2019 2023

10 2027 2015 2019 2023

11 2027 2015 2019 2023

12 2027 2015 2019 2023

13 2024 2028 2016 2020

14 2024 2028 2016 2020

15 2024 2028 2016 2020

16 2024 2028 2016 2020

17 2024 2028 2016 2020

Revised 5/06, 1/09, 3/13, 4/2014

31

ADMINISTRATOR OF THE YEAR

The chairman of the committee will be assigned by the incoming President of the Association.

The chairman will choose at least two members in good standing to serve on the committee.

The committee will meet early in the year or as soon as possible after the new board takes office. A master of the form will be

provided by the President. Copies of the form will be provided to the affiliate Presidents through the affiliation packets and to the

district directors for distribution. Form should be updated no later than the September board meeting and submitted to the Website

Coordinator to be put on the website.

Judges may or may not be members of the educational community. Letters to three prospective judges from all over the state

of South Carolina should be mailed no later than September board meeting and should include: date for deadline for application

and the date to return the decision to the committee. The judges should not all be from one area of the state or school district.

(Three weeks would be an appropriate length of time for judging.) A list of the Judges will be presented to the Executive Board for

approval at the November Board Meeting.

All nomination forms must be postmarked no later than December 1. A check for $25.00 must accompany the nomination

forms. The committee chairman will send the completed revenue form and all checks to the treasurer.

A letter explaining the criteria for judging each candidate and the use of the tally sheet shall be mailed to the three selected

judges along with the applications. A copy of the criteria for judging, one copy of the nomination form for each nominee, tally sheet,

and the deadlines for judging must be mailed to each judge no later than November 1.

After the decision of each judge has been received, the committee will compile the results to determine the winner. The

nominee receiving the highest score will be declared the winner. In the event of a tie, the committee will be responsible for

breaking the tie, effective with the 2000-01 selections. The committee will refer to the scores on the Judges Tally Sheet,

starting with Number 1, until the tie is broken. The chairman of the committee will notify the President first of the winner. She

then will notify the winner and all nominees and sponsoring associations of the decision. In all cases, the decision of the judges

and/or committee is final.

The winner will be notified before the conference and invited to attend the Awards Luncheon. One night’s lodging and lunch

will be provided by SCAEOP with arrangements being made by the chairman through the conference chairman. The winner will be

presented a plaque at the Awards Luncheon. Certificates will be presented to all other nominees (either mailed to the nominee or

presented to the organization or individual who made the nomination). The plaque should be ordered from Awards Specialty

Inc., at 3016 Two Notch Road, Columbia, SC 29204, telephone number 803-735-9577, and mention SCAEOP Awards.

The chairman will send a brief article to the newsletter editor to be published in the first newsletter of the new year to inform

members that these forms are available from their district director and on the Website www.scaeop.com.

The Administrator of the Year Chairman will write a report or article for publication in each issue of the newsletter. She will also

write a report and include the winner’s name and County Association for the conference handbook.

The following year the state winner will be the nominee for the NAEOP Educational Administrator of the Year from South

Carolina. It is the responsibility of the Administrator of the Year Chairman to make sure the application for the NAEOP nominee is

completed and mailed and postmarked no later than March 1.

Revised 4/99/ 11/00, 5/06, 4/07, 10/08, 3/09, 11/09, 3/2011, 4/2013, 4/2014

32

SCAEOP Administrator of the Year Committee

Chairman’s Timeline

May Board Meeting

Provide names of committee members to the board

May - June

Contact all members of your committee

Send letters to perspective judges


Maintain contact with committee members.

Send acknowledgement letters to judges

Present names of judges for information purposes

Distribute copies of award application to District Directors

Send article to Newsletter Editor

October 1

Applications sent to Affiliates and District Directors



Present any recommendations for changes in the Adm. of

the Year guidelines for the next year.

December 1

Applications Deadline


Report on status of award/winner

Prepare Article for Conference Handbook

January 12

Deadline to Submit article for Newsletter Editor

February 1

Purchase plaque per guidelines

Notify Administrator of Year winner

Notify non winners

Prepare certificates for non-winners


Present award at Awards Luncheon

Present report at the Annual Business Meeting

Deadline to mail the NAEOP Administrator of the Year

Award application to NAEOP- MARCH 1

March 30

Deadline to submit article for Newsletter Editor

April 15

All final check requests are due to Treasurer

Added: 3/2010 Revised: 3/2011, 4/2013, 4/2014

33

SOUTH CAROLINA ASSOCIATION OF EDUCATIONAL OFFICE PROFESSIONALS

EDUCATIONAL ADMINISTRATOR OF THE YEAR

GUIDELINES FOR NOMINATION

1. One candidate may be nominated by each SCAEOP affiliate association of the current affiliation year, or if there is no local

affiliate, one candidate may be nominated by a member in good standing with SCAEOP.

2. Four (4) copies of the application must be submitted. DO NOT send scrapbooks, newspaper clippings, or any other materials. All materials must be submitted by sponsoring association at one time and no materials will be returned.

3. A twenty-five dollar ($25) non-refundable fee payable to SCAEOP must accompany nomination. Fees will be used to help defray expenses for the winner to attend the annual meeting. (One night's lodging and awards luncheon will be provided.)

4. Application materials must be POSTMARKED BY December 1.

5. All candidates and the sponsoring associations will be notified immediately after the judges’ decision is final.

6. An inscribed plaque will be presented to the winner at the awards luncheon. Certificates will be presented to all nominees.

7. Nominations that do not follow guidelines will not be submitted to the judges for consideration.

Eligibility

1. Candidate must be currently employed as an educational administrator. 2. Candidate must have been employed as an educational administrator for five (5) years. 3. Candidate must be a member of the national educational association which represents his/her professional occupation.

Criteria for Judging

1. Support of educational office professionals………………………………..……… 45% 2. Experience in educational field……………………………………………………… 15% 3. Achievements in the educational field……………………………………………… 15% 4. Educational (academic) background…………………………………………..…… 10% 5. Recommendation of sponsoring Association..…………………………………….. 5% 6. Membership/leadership responsibility in professional Associations…………..… 5% 7. Letters of recommendation (maximum of three)…...……………………..……….. 5%

In all cases, the decision of the judges is final.

Revised 10/2008, 4/2013, 4/2014

34



NOMINATION FORM

Candidate's Personal Data: Name: _______________________________________________________________________________ Address: _____________________________________________________________________________

Street City State Zip Code Home Telephone: ( )________________ Office Telephone: ( ) _________________ Email: _______________________________________________________________

Candidate's Employment:

Employer:____________________________________________________________________________

Location Position Name of Immediate Supervisor (if applicable): ________________________________________________

Basis for Selection of Nominee: See attached sheet

Sponsor: Name of Sponsoring Affiliate/Member: _____________________________________________________ Name of Affiliate President: _____________________________________________________________ (If there is no affiliate, leave blank.) Address of Sponsor: ___________________________________________________________________

Street City State Zip Code Telephone of Sponsor: Home ( )______________ Office ( )___________________ Signature of Sponsor: ______________________________________ Date: __________

Submission Information: Submit four (4) copies of Forms I, II, and letters of recommendation to:

Nominations must be postmarked by December 1. Form I Revised 10/08, 3/2011, 4/2013, 4/2014

35



(To be completed by the nominee) Name: _______________________________________________________________________________ Position held: _______________________________________ No. of Years:_____________

Education Positions Held: List positions on a separate sheet using the following format:

Title Place of Employment Years ____________________________ _____________________________ _______________ ____________________________ _____________________________ _______________

Educational Background: List positions on a separate sheet using the following format: Degree Name/Location Years ____________________________ _____________________________ ________________ ____________________________ ____________________________ ________________

Membership/Leadership Responsibility in Educational Professional Associations: List positions on a separate sheet using the following format: Name of Organization Years Offices/Committees Years ______________________________ _________ ____________________________ ________ ______________________________ _________ ____________________________ ________

Local/State/National Awards Received in Conjunction with Work in Education: _________________________________________________________________________________ _________________________________________________________________________________ ________________________________________________________________________________

Personal Contributions or Achievements in Education: _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ Signature of Nominee:______________________________ Date:_____________ Form II

Revised 9/92

36

SOUTH CAROLINA ASSOCIATION

OF EDUCATIONAL OFFICE PROFESSIONALS, INC.


JUDGES’ TALLY SHEET

CANDIDATE: ____________________________________________

Criteria for Judging:

Support of Educational Office Professionals 45% ____________

Experience in educational field 15% ____________

Achievements in the educational field 15% ____________

Educational (academic) background 10% ____________

Recommendation of sponsoring association 5% ____________

Membership/leadership responsibility in professional associations 5% ____________

Letters of recommendation (maximum of three) 5% ____________

TOTAL SCORE ____________

JUDGE:_______________________________________

Telephone number:______________________________

Email: ____________________________________________________________

Revised 11/98, 3/2011

37

SOUTH CAROLINA ASSOCIATION OF EDUCATIONAL OFFICE PROFESSIONALS, INC


FINAL TALLY SHEET

CANDIDATE’S Name:___________________________________________________

JUDGE #1 #2 #3 TOTAL

_________________ _______ _______ _______ ___________

_________________ _______ _______ _______ ___________

_________________ _______ _______ _______ ___________

_________________ _______ _______ _______ ___________

_________________ _______ _______ _______ ___________

_________________ _______ _______ _______ ___________

_________________ _______ _______ _______ ___________

_________________ _______ _______ _______ ___________

Revised 11/98, 4/2013

38

AFFILIATIONS COMMITTEE

The chairman of the committee will be assigned by the incoming President of the Association.

The chairman will distribute all renewal affiliation applications to affiliates listed on the Website by June 1st

. The Affiliation

year is May 1 to April 30. Affiliate applications will be on the Website to download. The district directors should have a copy with

them when meeting with groups to form new affiliates. The Affiliations dues are $20 and a late fee of $5 will be assessed if not paid

by September 15.

All affiliation forms will be processed as they are returned to the chairman. The affiliation form and completed Revenue

Breakdown form along with the checks will be mailed to the SCAEOP treasurer. A copy of each form should also be mailed to the President, membership chairman/Vice-President, and Membership Recorder. A final copy of the form will be maintained in the affiliations files kept by the chairman of the Affiliations Committee. Upon verification by the membership chairman/Vice-President that the SCAEOP members listed on the application are current active members, affiliation packets will be mailed immediately to each local association. This packet will include:

Certificate of Affiliation

Download from the Website:

Administrator of the Year application

Office Employee of the Year application

Scholarship application

Field Service Reporting Form (See Guidelines)

The Affiliations Chairman will write a report or article for publication in each issue of the newsletter. She will also write a report

for the Annual Conference Handbook and the Annual Business Meeting. Revised 11/00, 5/06, 4/07, 2/09, 3/2011, 4/2013, 4/2014

SCAEOP Affiliations Committee


May Board Meeting

Provide names of committee members to the board

June 1st

Deadline for sending renewal forms to Affiliates..



Deadline to submit article to Newsletter Editor

October 1

Send Certificates to Affiliates who renewed and to new Affiliates



November 30




January 12

Deadline to submit article for Newsletter.

February 1

Submit a written report for the year to Conference Chairman for the

Conference Handbook.


Present report to the members at the Annual Business Meeting

March 30


April 15


Added 3/2010, 4/2013, 4/2014

39

SOUTH CAROLINA ASSOCIATION OF EDUCATIONAL OFFICE PROFESSIONALS’ APPLICATION FOR AFFILIATION

Please print or type required information on the affiliation application. 1. Affiliation year is May 1 to April 30. Affiliation Dues is $20.00 plus TEN cents ($.10) per local association member. This

amount is computed on your association’s total membership, not just SCAEOP members. A late fee of $5.00 will be

assessed for renewals postmarked after September 15.

2. If the association has a written constitution and bylaws, please attach a copy with your application.

3. The President and two (2) or more members must be current members of SCAEOP. Please list two names under

SCAEOP members.

4. Please read and follow instructions carefully. Affiliation will be approved when all requirements have been met. No

refunds will be made after affiliation is accepted.

New Renewal Fiscal Year: 2014-2015 Last Years’ Total Membership____________ (If new, enter current membership)

Name of Local Association: ______________________________________________________________________________________________________

Name of School District: ______________________________________________________________________________________________________

Address of School District: ______________________________________________________________________________________________________

Officers:

Name of President:

______________________________________________________________________________________________________

Address of President:

______________________________________________________________________________________________________

Email Address of President:

______________________________________________________________________________________________________

Name of President Elect:

______________________________________________________________________________________________________

Address of President Elect:

______________________________________________________________________________________________________

Email Address of President Elect:

______________________________________________________________________________________________________

SCAEOP Members: (This is in addition to the President to meet requirements) Member ________________________________________ Email address_____________________________________________________ Member_________________________________________ Email Address_____________________________________________________

SCAEOP Membership Contact Person: Name__________________________________________

Email Address:____________________________________________________

Dues:

Affiliation Fee: $ 20.00 Plus $ .10 per member: ____________ (Multiply 10 cents x last year’s or current membership)

Late Fee: $ 5.00 (Renewals postmarked after September 15) Total Affiliation Fee: $_______________

We affirm that the above information is accurate and complete to the best of our knowledge. President Signature_____________________________________________

Date:______________________________________________ Treasurer Signature_____________________________________________ Date: ___________________________

Mail: Application along with your check to: (Affiliate Chairman)

SCAEOP USE ONLY: Date Received: ________________ Check Number____________ Bylaws ___________

Revised 1-11-11, 3/2012, 4/2013, 4/2014

40

(Sample)

CERTIFICATE OF AFFILIATION

This is to certify that

(Name of Affiliate)

Is affiliated with the

South Carolina Association of Educational Office Professionals, Inc.

(Year)

___________________ ____________________ SCAEOP President Affiliations Chairman Added 4/2014

41

BUDGET AND FINANCE COMMITTEE

The Budget and Finance Committee shall consist of four (4) members with each member serving a term of four years. Each

year the fourth year member, who serves as chairman, shall retire from the committee. A “First Year Director” will be

appointed by the President with the approval of the Executive Board. Any vacancy other than that created by the retirement

of the chairman will be filled immediately in the same manner, with the new appointee serving the remainder of the term. The

treasurer and ways and means chairmen shall serve as ex-officio members. They will not have voting privilege except as a

tiebreaker.

It is the responsibility of this committee to prepare a proposed operating budget to be presented to the Executive Board for

approval at the November Board meeting. The final version is to be presented to the Executive Board for approval at the

January Board meeting. The Budget will be printed in the conference handbook. The budget will be presented for approval to

the membership in attendance at the annual meeting.

The Budget and Finance Committee Chairman will submit a yearly written report at the Annual Business Meeting and will write a

report or article for publication in each issue of the newsletter. She will also write a report for the conference handbook.

SCAEOP Budget & Finance Committee Chairman’s Timeline

May Board Meeting

Provide names of committee members to board

May - June

Contact Budget and Finance committee members and

Advisor to review committee responsibilities and budget review

for consideration


Maintain contact with committee members and Advisor

Discuss the budget



Present the draft version of the budget for review by the

Board


Present the final version of the Budget for Board

approval.

January 12


February 1

Submit the budget report for the coming year to

Conference Chairman for the Conference Handbook.



Meeting for approval. Get the motion form from the President

and have the motion signed and ready to present when giving

your report.

March 30


April 15


Revised 5/06, 4/07, 3/09, 11/09, 3/2011 - Timeline 1/2010, 3/2011, 4/2013, 4/2014

2014-15 BUDGET AND FINANCE COMMITTEE

Rotating Year Chairman County

2014-15 Chairman Janie McLeod, CEOE Florence

2nd

Year Tina Gilliard-Rice Georgetown

3rd

Year Johnnie Dash, CEOE Orangeburg

4th Year Tammy Cox Richland

42

SAMPLE PROPOSED BUDGET GUIDELINES

The proposed operating budget will contain all revenue and expense accounts except the Annual Conference, Trading Pins,

Scholarship, and Ways & Means. These accounts are fund raising accounts and should not be used to balance the

operating budget.

OPERATING REVENUE AMOUNT

Administrator of the Year 50.00

Affiliation Dues 350.00

Employee of the Year 50.00

Interest (Savings, CD’s and Checking) 100.00

Membership Dues (Use September Membership

Numbers) Active and Retired

6300.00

TOTAL OPERATING REVENUE $6,850.00

OPERATING EXPENDITURES AMOUNT

ADMINISTRATION:

Board Expenses 200.00

Board Travel 1,000.00

Board Postage 100.00

Board Supplies 500.00

Budget & Finance (Audit) 300.00

Discretionary Funds 0.00

NAEOP Affiliations 75.00

NAEOP Delegate Expenses 1,300.00

Insurance (Membership) 650.00

Website Fee 150.00

COMMITTEES:

Administrator of the Year 100.00

Affiliations 0.00

Community Services 0.00

Employee of the Year 150.00

Handbook and Brochure 250.00

Meeting Site Coordinator 300.00

Membership 800.00

Newsletter 700.00

Nominating Expenses 200.00

PSP Program 75.00

TOTAL OPERATING EXPENSES $6,850.00

The proposed budget Revenue is based on # of active members paying ($30.00) and # of retired active members paying

($15.00). Each budget item needs input from everyone serving on the board. This proposed budget needs to be discussed at

the September Board Meeting. Draft Version presented at November Board meeting . Final version presented at January

Board Meeting for approval.

Revised 4/2013, 4/2014

43

BUSINESS MEETING RULES

1. Only current members may present business, participate in discussion, and vote.

2. All communications to the President shall be made by page messenger and only official messages between the President and members will be permitted.

3. Any current member may speak to the membership about an item under discussion upon being recognized by the President.

4. Members desiring to be recognized should quietly stand and wait to be recognized.

5. After being recognized, the member should proceed to the nearest microphone and clearly state her name before addressing the assembly.

6. No member may speak more than twice on one question without the consent of the assembly.

7. No member may speak more than two minutes or a second time if other members are waiting to speak a first time.

8. All motions must be in writing on the proper motion form. Motions must be signed by the maker and the second.

9. When a member has been recognized, the member may be interrupted only for parliamentary cause. It is out of order to be standing when another member has the floor.

10. The official program, as presented, shall constitute the order of the day.

11. Ballots shall be counted by Tellers. A written election report and all ballots shall be returned to the head table as soon as tabulation is completed.

12. Ballots for election shall be destroyed after the President has announced the results of the election to the assembly.

13. Colored voting cards—green and red—shall be distributed to members. Voting shall be by raising the appropriate card—green for YES; red for NO.

14. These rules may be suspended or amended by a two-thirds (2/3) vote of the assembly.

44

PAGES

1. Pages shall be appointed by the President prior to the annual conference.

2. A chair immediately in front of the head table shall be reserved for the head page.

3. The head page is the only one who should pass messages to the President or others at the head table. All messages from the assembly should be given to the head page for delivery to the head table.

4. Pages collect ballots and give to head page. Head page will then give ballots to head teller.

5. Pages will be responsible for distribution of handout materials at the door of the meeting room prior to the beginning of the sessions.

6. The head teller will give results of all votes to the head page for delivery to the President. All written ballots should also be given to the head page to be delivered to the head table along with the ballot results.

7. After the beginning of the meeting, only one door should be used for entry and exit to the meeting room. This will cut down on noise during the meeting. It may be advisable for pages to open and close doors when members leave or enter the room.

8. Pages should arrive at the session at least 10 minutes prior to the beginning of the session to meet with the head page.

9. During voting, members should not be allowed to enter or leave the room. Please ask them to wait until the voting has been completed.

Revised 10/08

45

TELLERS

1. Tellers shall be appointed by the President prior to the annual conference.

2. Head teller will receive ballots from head page and distribute them to tellers.

3. Tellers will tally the votes using the forms provided.

4. As soon as tellers have tallied ballots given to them, they will give ballots and tally sheet to head teller.

5. Head teller will compile results using master tally sheet.

6. After all votes have been tallied and the results compiled, head page will transmit master sheet and ballots to head table.

Revised 10/08, 4/2013

46

OFFICIAL STATEMENT OF ELECTION RESULTS

ANNUAL BUSINESS MEETING COMMITTEE:_______________________________ TOTAL VOTES CAST ________ Candidates: # of votes received: ____________________________________________ ____________________________ ____________________________________________ ____________________________ ____________________________________________ ____________________________ ____________________________________________ ____________________________ ____________________________________________ ____________________________ ____________________________________________ ____________________________ ____________________________________________ ____________________________ ____________________________________________ ____________________________ ____________________________________________ ____________________________ ____________________________________________ ____________________________ ____________________________________________ ____________________________ ____________________________________________ ____________________________ ____________________________________________ ____________________________ ____________________________________________ ____________________________

CIRCLE TWO CANDIDATES WITH HIGHEST NUMBER OF VOTES

Date: ________________________ Certified by ___________________________________ Head Teller

Added 3/08

47

PARLIAMENTARIAN

1. The parliamentarian shall be appointed by the President.

2. The principal duty of the parliamentarian is to advise the President. In order to fulfill this function, he/she should: a. See that Roberts’ Rules of Order 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 copy of Roberts’ Rules of Order; (2) A copy of the Association’s governing documents (i.e., bylaws and standing rules/procedures

manual).

d. The Parliamentarian will write board briefs for publication in each issue of the newsletter (June, October,

December, April) after each board meeting in May, September, November and March. She will also write a

report for the conference handbook.

e. The Parliamentarian shall check with the Nominating Committee chairman to make sure the ballots to be used

in the Annual Meeting elections are available.

f. The Parliamentarian and President should meet with the Tellers and Pages prior to the business meeting to

make sure they are all aware of their responsibilities.

“Parliamentarians do not rule or make decisions—they advise the chair. The chairperson makes the decision.” —Reverend Orvel Hooker

Beginning with the 2002 Annual Conference, Motion forms in duplicate were used. The white motion copy is to remain with the secretary and the minutes of the particular meeting. The yellow copy is to be given to the Membership Recorder. She will type the motions and they will be kept with the SCAEOP files. The Procedures Manual will be updated as needed by the Past Presidents.

The following are some points to remember about correct parliamentary procedures some of which would only be used during

annual business meetings): 1. Secure the floor

a. Member rises b. Member addresses the Chair c. Chair recognizes member

2. Introduction of business

a. Member makes motion b. Another member seconds the motion c. Chair states the motion (in the interval between the second and third stages, the motion may be dated,

amended, etc.)

3. Putting the question before the membership a. Chair takes the affirmative vote b. Chair takes the negative vote c. Chair announces the result

(These are three stages through which every main motion must pass.) The four basic principles on which parliamentary law rests are: 1. Justice and courtesy to all; 2. One thing at a time; 3. The rule of the majority; 4. The rights of the minority. A motion is not in order unless it is made by someone who has properly secured the floor. A motion can be debated only after it has been seconded by some member and stated by the President. A motion needs a second simply to indicate that more than one person wishes to consider the subject. Think your motion out carefully before you rise to speak. Make it simple and direct. All motions should be made in the

affirmative, not in the negative. The vote is not complete until the negative vote has been taken. Remarks are in order until the negative vote has been taken.

48

All who enjoy the privileges of membership should share in its responsibilities; one of these is to vote when the occasion

requires. Each one has the right to promote measures in which he/she is interested and to defeat those he/she disapproves. He/she

should vote to uphold opinions; but when the vote has been registered should defer to the will of the majority. A nomination does not require a second, but a nomination may be seconded, if desired. Never allow a meeting to drag. Be prompt in seconding a motion, also in speaking to a motion. You are not committed to

support a motion because you have seconded it. You can vote against your own motion, but you should not speak against it. The success of any meeting depends not only on the officers and the person presiding but upon each and every member. Revised 4/07, 10/08, 3/09, 11/09

49

BYLAWS COMMITTEE


The Bylaws Committee shall review the bylaws and keep them current by recommending any changes necessary to insure the

activities of the Association.

The chairman shall submit any proposed amendments in writing to the Executive Board for approval and email proposed

amendments to all eligible voting members prior to the annual business meeting.

The Bylaws Committee Chairman will write a report or article for publication in each issue of the newsletter. She will also write

a report for the conference handbook. Revised 4/07, 3/2011

SCAEOP Bylaws Committee


May Board Meeting

Provide names of committee members

May - June

Contact committee members and Advisor to review

committee responsibilities.









January 12


February 1





Meeting.

March 30

Deadline for article for the Newsletter

April 15

All final check requests are due to the Treasurer.

Added 3/2010, 4/2013, 4/2014

50

CHAPLAIN

The chaplain shall, at the direction of the President, prepare and give inspirational thoughts

and/or prayers at Executive Board meetings and the annual business meetings. This may

also include all meal functions of the Association. The chaplain should be sensitive to all

religious beliefs when preparing presentation.

The Chaplain will write a report or article for publication in each issue of the newsletter. She will also

write a report for the conference handbook.

Revised 4/07

51

CONFERENCE GUIDELINES

SCAEOP holds one conference per year--an annual conference, usually held in the spring. Locations shall be determined by

meeting site coordinator and approved by the Executive Board.

The incoming President of SCAEOP shall appoint the Annual Meeting/Conference chairman with approval from the Executive

Board.

A draft registration brochure of the conference shall be submitted to the Executive Board at the September board meeting

prior to actual conference planning for the approval and input of that Board. The brochure shall include a short outline of all

speakers, seminars, and topics approved by the NAEOP PSP Registrar prior to the September Board Meeting.

The conference chairman, with input from the President, meeting site coordinator, and treasurer, shall prepare a budget for

each conference. The budget shall be presented to the Executive Board for approval at the September board meeting prior to the

conference.

The Executive Board shall set the conference registration fee based on the recommendation of the Conference Chairman and

Meeting Site Coordinator. Registration fee for the conference chairman and co-chairman shall be waived for the current conference;

and, the conference chairman and co-chairman shall be provided with a regular room for the length of the conference

All retired SCAEOP members shall receive a $25.00 reduction in the conference registration fee.

All conference expenses shall be presented to the conference chairman by the committee chairmen involved. SCAEOP’s

“Request for a Check” must be completed and signed by each committee chairman. The conference chairman shall then sign it

before being given to the President for processing..

The following committees MAY be appointed for each conference (unless otherwise indicated):

Registration Committee Audio Visual (AV) Committee

Seminars & Workshops Committee Breakfast Committee (Optional)

Installation Banquet Committee Conference Publications Committee

Door Prize/Goodie Bags Committee Ways & Means/Vendors/Exhibits Committee

Hospitality Committee Awards Luncheon Committee

Membership Luncheon (Depending on schedule used for conference)

Revised 11/00, 2/05, 4/07, 8/07, 11/09, 3/2011, 4/2013, 4/2014

52

CONFERENCE CHAIRMAN

The conference chairman may recruit chairman for each of the conference committees as needed. She may also appoint

other members to each committee or she may request that each conference committee chairman appoint her own committee in

part or in whole. The conference chairman shall give general directions to each chairman.

If a theme is to be used for the year or for a specific conference, the conference chairman shall be sure that all committee

chairmen are aware of such a theme so that the theme and/or colors can be utilized for all phases of the conference.

The conference chairman shall work closely with the President, and all plans shall be discussed with the President before they

are implemented.

The conference chairman shall be responsible for securing speakers for the general sessions and for all workshops. Executive

Board members of the National Association of Educational Office Professionals are capable and willing to help install officers,

present workshops (a list of board members and their workshops is available from the national office), or bring greetings from

NAEOP. The conference chairman should make the request to NAEOP Field Service for the NAEOP President or designee to

attend the conference by June 1 prior to the conference.

The conference chairman and Meeting Site Coordinator shall act as liaison between all committee chairmen and the hotel

representative. It is very important that only the conference chairman, Meeting Site Coordinator, and the President represent the

Association with the hotel.

The conference chairman shall contact the chairmen of Administrator of the Year, Office Professional of the Year, and

Scholarship committees to make lodging and lunch reservations for winners.

These expenses should be built in the conference budget. The conference chairman shall budget for (registration, and a

regular hotel room) for the Membership Recorder, Treasurer, SCAEOP President, conference chairman and co-chairman each

year. Conference registration fees and hotel accommodations will be paid from Conference Budget for the NAEOP President or her

designee, the Mid-Atlantic Director and SCAEOP President (Room provided in the contract.) If a member chooses to share a

room with another member, the association will only pay the pro rata share of the regular room rate.

The Conference Budget should also include $500 for the Event insurance and $200 for the Monkey Survey.

The Conference Chairman will make hotel reservations for the NAEOP President or designee, the Mid-Atlantic Director,

Membership Recorder, Treasurer and SCAEOP President, as well as The Administrator of the Year, and Scholarship winner.

Office Professional of the Year will receive one night’s lodging and Awards Luncheon reimbursement and Office Professional of the

Year Chairman should send a check request to the President for reimbursement. These expenses are part of conference

expenses.

The Conference Chairman will work with the Web Master to find a responsible party to act as AV chairperson. This person will

be responsible for handling all of the association AV equipment.

The Conference Chairman and Meeting Site Coordinator will review the hotel billing statement. Once reviewed for

accuracy, the billing statement will be sent to the Treasurer for payment.

Revised 5/98, 11/98, 11/00, 11/06, 3/2011, 4/2013, 4/2014

53

SAMPLE CONFERENCE BUDGET

Income Attending

Registrations Active – (Cost X Attending) 150

Retirees Registration - $25 less than Active 20

Vendors (fee X number)

Late Registrations (fee x #) 4

Money forward from prior conference revenue as

needed

Total Revenue

Expenses

Early Bird Registration Drawing $ 100. (DECIDE YEAR TO YEAR)

Keynotes/Entertainment/Honorariums

Workshops/Breakouts

AV Equipment

Adm of Year 1/Night/2 meals

Office Prof. of Year 1 Night /1 meals

Scholarship Winner 1 Night /3 meals

State President (free room in contract) Registration fee only

National President/Representative 3 nights/registration

Mid-Atlantic Director 3 nights/registration

Conference Chairman 3 nights/registration

Conference Co-Chairman 3 nights/registration

Membership Recorder 3 nights/registration

Treasurer 3 nights/registration

Field Service $200 By June 1 each year

Hospitality Room cleaning fee) $100

Hospitality Room snacks/drinks $150 -- $200

Awards Luncheon Decorations $100

Installation Banquet $500

Conference Books/Brochures

Postage

Vendor Tables (cost @. $100 per vendor)

Monkey Survey for Evaluation $200

Name Tags/ribbons $400.

Event Insurance (Ask Meeting Site) $500

Monkey Survey Evaluations $200 Website will process request

Name Tags $200

Conference Give-a-way $1000 Bags/pens/cups/etc.

Food (Contract Rate x # Registered + guests/ 7

comp registrations)

177 Meals net out in cost.

Total Expenses

NET** $0

**Budget must balance Added: 5/2014

54

SCAEOP CONFERENCE ATTENDEES

BY YEAR

YEAR CONFERENCE

REGISTRATIONS

RECEIVED

Attendees

2015

2014 248 241

2013 201 195

2012 190 185

2011 167 160

2010 177 169

2009 170 162

2008 330 329

2007 265 263

2006 208

2005 255

2004 212

2003 178

2002 226

2001 243

3/3/2014

55


PERSONAL SERVICES CONTRACT

SCAEOP Annual Conference

City, State, Zip Code

I. DUTIES The South Carolina Association of Educational Office Professionals (hereinafter called SCAEOP) hereby

enters into a personal services contract with ___________________________ (hereinafter known as the Provider) for the purposes of providing the following services: __________________________________________________________________________________________ __________________________________________________________________________________________

Date: ________________________________ From: ____________AM PM To: ____________AM PM Location: ___________________________________________________________________________________ II. TERMS OF EMPLOYMENT It is understood and agreed that this contract is for only the specific assignment and period of time stated above and is not a continuing contract. This agreement may be terminated by mutual consent of the parties. SCAEOP reserves the right to cancel this contract up to twenty (20) days prior to effective date of services if there is insufficient registration.

III. COMPENSATION

In consideration of their services rendered in accordance herewith, SCAEOP agrees to pay the Provider the sum of ___________________________________________________ for the period as set forth. This sum is inclusive of all expenses incurred by the Provider, i.e. travel, meals, hotel, rental of equipment, printing, etc. IV. ASSIGNMENT AND DELEGATION There shall be no assignment of rights or delegation of duties pursuant to this agreement without the express consent of

both parties. V. FORCE MAJEURE CLAUSE SCAEOP and provider shall be excused from the performance of this Agreement during the time and to the extent that

they are prevented from performing by act of God, fire, strike or governmental action. VI. LIABILITY SCAEOP shall not be held responsible for loss, damage or theft of any personal property rented equipment or other

items possessed by the Provider. VII. DEFAULT In the event that Provider shall be in default in the performance of any of the terms and conditions herein agreed to,

SCAEOP may terminate and end this Agreement in its entirety and without costs to SCAEOP. VIII MODIFICATIONS This agreement shall constitute the entire agreement between SCAEOP and Provider and no variance or Modification

thereof shall be valid and enforceable, except by supplement agreement in writing, executed and approved in the same manner as this Agreement. There are no oral understandings or agreements not included herein.

IN WITNESS WHEREOF, the parties hereto have executed this Agreement. _____________________ _____________________________________________ _________________________ Date Name of Provider Social Security Number

_________________________________________________________________________________________________ Address Street City State Zip ____________________________________ _______________________________ _________________________ Telephone FAX Email Address ___________________________________________________________________________________________ Date Conference Chairman Revised 4/2013, 4/2014

56

CONFERENCE TIMELINE

May Board Meeting: (June through August)

1. Recruit Chairmen for Committees

Registration/Attendance—Membership Recorder

Workshop/Seminars

Conference Publications – Conference Book, Registration Brochure, AT-A-Glance, Certificates

Friday Luncheon (if scheduled)

Saturday Awards Luncheon

Installation Banquet/New Board Reception

Sunday Morning Breakfast (optional)

Door Prizes/Goodie Bags

Exhibits (This is the Ways and Means Chairman of the Association)

Hospitality

AV Equipment/ SCAEOP Equipment A representative from the following should also sit on the conference committee:

Retiree Liaison

President

President Elect for Theme Baskets and installation banquet

2. Review Treasurer’s report for previous year - Check all budgeted items and determine if you need to make any

changes in amounts budgeted for your committee.

3. Provide names of committee members at May meeting. 4. Meet with your group of chairs and go over a tentative conference outline. Ask for suggestions for speakers, topics,

programming etc. Explain each chairman’s responsibility.

5. Meet with hotel and look over the facilities. Work with hotel staff to plan meals etc. if they are not already planned by site coordinator. Ask for the hotel’s suggestion.

6. You will need to have contacted your speakers and make sure what type of AV equipment you will need to have available

for them for budget purposes prior to September meeting.

7. Whichever national officers will be attending the conference at the association expense, should be asked to present a workshop/seminar.

8. Send in field service request and check to the president by June1,

9. Send keynote speakers bio and workshop/speaker description information and along with conference schedule and send

to NAEOP PSP Registrar for approval on the proper PSP forms that can be downloaded from the NAEOP Website. This should be accomplished prior to presenting the Registration packet to the SCAEOP Board at the September Board Meeting so that PSP credit is guaranteed for the conference workshops and speakers.

September Board Meeting: 1. Have the following for board approval:

Present conference budget to SCAEOP Board

Recommendation for registration fee

Present draft registration brochure. Brochure should include the speaker information, hotel information, meals, etc.

After the board approval, registration brochure should be finalized and proofed by the Membership Recorder, Meeting Site Coordinator, Web Master and SCAEOP President.

Finalized brochure should be uploaded no later than October 20 by the Web Master.

Ask the Web Master to send out a blast e-mail to all members when they can access the registration on the website.

Give deadlines for conference books.

Layout and date on certificates for easy printing – use PSP Registrar approved time and days on certificates


Work on conference book items that can be done in advance a. Cover design b. List of current board members c. Past presidents d. Work on info for programs that will be needed by area meals, for example – Awards luncheon will need to have

a list of the past Administrator of the Year and Office Professional of the Year available to print in their program. Information can be obtained from the Membership Recorder.

e. Contact Retirees to get details of their meeting (Second Session Workshop Time). Provide room with proper set-up and AV equipment.

57


1. Work to complete Conference Book – check your printing deadlines. 2. Encourage Door Prize/ Goodie Bag Chairman to mail letters requesting affiliations bring items 3. Meeting Site Coordinator, with the assistance of the treasurer, shall purchase Event insurance for the conference. The

Meeting Site Coordinator will send a copy of the insurance certificate to the hotel and the treasurer. 4. Contact your keynote/workshop speakers for verification 5. Contact all meal chairmen.

a. Find out what their theme is. b. Ask for a copy of their program so you can see their ideas and make sure the program is correct. All printed

conference information should be proof read by the President, Site Coordinator, Membership Recorder, Web Master, and Conference chairman and should be checked for spelling of names, CEOE status, and use of correct font.

c. Give them a list of table linens colors, items the hotel can supply (ex: Mirror tiles, globes for candles) d. Give the number of people who will be sitting at each table and the layout of the room. e. Provide a list of booked hotel rooms to the Membership Recorder to help in providing the number of

registrations received and be expected for the chairman and co-chairman.

1. Keep in close contact with the Meeting Site Coordinator and hotel and the membership recorder to make accurate use of

hotel facilities 2. Banquet Event Orders/AV requests/Final Billing should be reviewed by the Meeting Site Coordinator. 3. The Meeting Site Coordinator will submit the hotel bill for payment after it is reviewed by the Conference Chairman 4. Work to assign rooms for workshops 5. Complete a AV needs list for the hotel 6. Work with committee on At – A – Glance Program 7. Firm-up details of guests 8. Work with all conference committee chairmen to make sure that they have followed through. 9. Work with hotel to secure all details 10. Work with Ways and Means Chairman and Hotel to secure correct number of tables in exhibit space 11. Work with Website Coordinator and AV Chairman to schedule association AV equipment

Added 2/05, Revised 4/07, 11/09, 4/2013, 4/2014

58

Conference Book Check List

The following is the Conference Book Check List:

Welcome – Need at least one President (Optional) Conference Chairman (Optional)

Table of Contents - Conference Chairman

Mission Statement - Conference Chairman

Agenda - Conference Chairman

Organization

Past Presidents List – Membership Recorder

Board of Director’s – President

Bio’s – Current Officers President/Picture President Elect/Picture Vice President/Picture Secretary/Picture

Annual Business Meeting

Business meeting agenda – President Should include order of business, New Business, Old Business, Teller and pages

Business Meeting Rules – Membership Recorder/Parliamentarian

Minutes of Prior Year’s Annual Conference – Prior Secretary/Immediate Past President

President’s Report - President

Membership Report – Membership Recorder

Financial Report - Treasurer

Committee Reports Chairman of each Committee, List your committee members and the assigned Past President for your area. Administrator Of Year Affiliates Annual Conference Report Audit Budget and Finance By-Laws Community Service Long Range Planning Meeting Site Members Scholarship Mentoring Newsletter Nominations and Elections Office Employee of the Year Past Presidents PSP Public Relations Retirees Student Scholarship Ways and Means Website

Resolutions – President

Guest Speakers Both Keynotes and workshop leaders Bio’s – If you are a speaker, please provide a bio for the book – Conference

Chairman

Conference Attendees with email addresses – (Membership Recorder) Added 4/2014

59

HEAD TABLE SEATING

Opening Session

Audience

Left Podium Right Reserved Tables

President Elect President 1 Table (just in case)

Vice President Presidential Advisor

Mid-Atlantic Director NAEOP President

Secretary Guest

Guest Conference Chairman

Immediate Past President Chaplain

Awards Luncheon

Audience

Left Podium Right Reserved Tables

President Elect President Guests table

NAEOP President Office Prof of Year Past Presidents

Administrator of Yr Office Prof of Yr Chairman Scholarship Winner)

Admin of Yr Chairman Scholarship Chairman & Families

Immediate Past President PSP Chairman

Inspiration Presider

Installation Banquet

Left Audience

Podium Right Reserved Tables

(New Board) (Old Board)

President to be Installed Current President Past Presidents

Mid-Atlantic Director Installing Officer

Vice President to be installed Current Parliamentarian President to be installed

President Elect to be installed Treasurer Guests should be front

Secretary to be installed Secretary center Parliamentarian to be installed Membership Recorder

inspiration Presider

Sunday Morning

Head Table

Optional Stage with Podium

Reserved Table

President

Conference Chair

Guest Speaker

Others on Program

The President is responsible for assigning who will be seated at the head table for each event and all place cards to be

displayed at the head table for each function other than the Installation Banquet. The President should give written notice in the

registration packets to all who will be seated at the head table for each event. Revised 2/05, 4/07, 10/08, 3/09, 4/2014

60

REFUND POLICY FOR SCAEOP CONFERENCE REGISTRATION

All cancellation requests can be submitted by mail, email, or fax to the Membership Recorder/Conference Registration

Chairman. Cancellations received on or before the deadline stated in the registration, entitles the registrant to a full refund less a

$25.00 administrative fee. Requests postmarked 14 days or less (including conference no-shows) to the opening session date of

the conference will not receive a refund except in the cases of death or illness as defined – NO EXCEPTIONS:

Death in Family: Member, Spouse, Child, Parent, sibling, grandparent, and parent-in- law, sibling-in-law,

grandparent-in-law, and niece or nephew. Please include obituary or memorial program with your request.

Illness: Member, Spouse, Child, member’s parent.

These requests should be accompanied by a doctor’s excuse for the dates of the conference.

These refund requests should be submitted to SCAEOP Membership Recorder within 10 business days of the conference

adjournment and would be subject to a $25.00 administrative fee.

If the request falls within the conference guidelines, it is not necessary to bring said request before the board. The

membership recorder should send the check request to the President who will sign off and send to the treasurer for payment.

The refund policy must appear on the registration form.

Added: 2002

Revised : 2/05, 10/08, 3/2011, 3/2012, 4/2013

61

REGISTRATION COMMITTEE

The Membership Recorder shall be responsible for receiving and receipting all money for the Annual Conference. Receipts

shall be included in the participants’ packets.

The Membership Recorder shall be notified of any registration blanks that are mail-returned or email returned because of

incorrect addresses to assist with keeping the membership database current.

It shall be the duty of this committee and the Membership Recorder to register everyone who attends the conference, to

provide them with a numbered nametag, a copy of the conference program, tickets to the various functions for which they have

paid, and any other items that may be available.

Registration Process: (Using Microsoft ACCESS database)

Set up a Conference Table for current year’s conference.

Receive conference registrations.

Verify money received.

Check database for member status.

Post dues if paying dues and update.

If not a member, check database for inactive and/or archived member status.

Give membership number and complete the database information.

Post to Conference Data Table.

Prepare Receipts and Letters for each conference attendee with door prize number on tag.

Prepare Membership Card for those renewing membership or new members.

Prepare Nametag for each conference attendee.

If meal tickets are used, prepare assorted colored cardstock tickets for each meal. If meals are the same for

everyone, the nametag is your meal ticket. Meal tickets will be provided for Guests only.

Balance money received with the Conference Database and Monthly Renewal Table.

Go to the SC Credit Union once a week to make deposit (Tape of check amounts and deposit slip).

Prepare the Revenue Breakdown for the Treasurer which includes a tape of check numbers and amounts.

Mail Revenue Breakdown to the Treasurer. She will return a receipt which will be attached to copy for files.

Keep all conference materials for one year then shred.

Prepare Workshop folders with a list of attendees for each workshop and give to Conference Chairman.

Collect folders and certificates at the end of the conference to keep in case certificates were not received or lost.

These certificates are needed if pursuing NAEOP Professional Standards Program (PSP) certification.

Process any refunds pursuant to guidelines in the Registration packet.

The Membership Recorder shall be responsible for securing nametags, envelopes for packets, receipts, and other items

necessary for this process.

The Conference Registration Chairman shall be responsible for printing registration packets to mail to members

without email. The registration form shall be approved by the Membership Recorder before it is inserted in the

registration brochure. The Membership Recorder shall keep a copy of the registration form/membership application (New

or Renewal) on the SCAEOP computer for use from year to year.

The registration packet shall be emailed to the website coordinator by the conference chairman so that it may be

uploaded to the website as soon as it is available to members no later than October 20. The Membership Recorder will

mail the packet to members without email addresses.

A schedule shall be worked out so that an adequate number of committee members are present to register conference

participants at all times when the registration desk is open.

The committee shall be responsible for stuffing the packets for those who pre-register at some time prior to the opening of

registration. The packets shall include a nametag, tickets to the events for which the registrant has paid, and a receipt for payment,

etc. *Ribbons will also be put in the packets as follows:

Member – Green First Timer – Yellow Past President – Purple

Board – White Retiree – Pink Honorary -- Blue LIFE -- Red

In setting up the physical area for registration, it shall be remembered that “goodie bags” may be a part of the registration

process.

Revised: 3/99, 11/02, 2/05, 4/07, 8/10, 3/2011, 4/2013, 4/2014

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(Year) SCAEOP ANNUAL CONFERENCE REGISTRATION FORM

(Hotel)

(DATE)

Registration Deadline: (Date) Contact Hotel for reservations: ____________________

Mail registration with check payable to SCAEOP to: Pauline A. Alford, CEOE, 212 SW Fieldsedge Drive,

Moore, SC 29369-9270

Name:_________________________________________________________________ (CEOE)_______

(Please check if applicable)

Address:_____________________________________________________________________________________________

City:_______________________ State: SC Zip Code:_____________ Job Title:________________________

Home Phone:___________________ Work Phone:________________________ Cell:____________________

County:____________________ District #:________ Email:___________________________________________________

Is this the first SCAEOP annual conference you have attended? Yes_______ No_______ Membership Fee (Complete membership data form on back) @ $30.00 $_____________ Conference Registration: Member @ $___ - Non-Member @ $___ - Retiree @$___ $_____________

Late Registration Fee (All registrations postmarked after (Date) add $50.00 late fee $_____________

(All meals are included for the participant.)

Additional Meals requested Lunch Friday # @ $_____________

For Guests Lunch Saturday # @ $_____________ Installation Banquet # @ $_____________ Breakfast Sunday # @ $_____________ TOTAL $_____________ Workshop Registration: Please indicate workshop choices below by first (1), second (2), and third (3) choices for Sessions I

and II. Registrations are on a first come, first served basis. We will make every effort to give you your first choice however we may be unable to accommodate you because of physical constraints.

Saturday Workshops:

Session I Session II

( ) First Timers ( ) Professional Standards Program (PSP)

( ) ( )

( ) ( )

( ) ( )

( ) ( )

( ) ( )

“WE DO NOT ACCEPT PURCHASE ORDERS NOR CREDIT CARDS” Revised 2/09, 3/2011, 3/2012,4/2014

Rec’d:_____________

Member #__________

Expiration _________

63

MEMBERSHIP APPLICATION/NEW OR RENEWAL

New Member $30 Membership Renewal $30 Retiree $15.00

Name:________________________________________________________(CEOE)__________ SSN ID:____________________ Date of Birth :___________ Job Title:___________________ Home

Address:_______________________________________________________________________ Address City State Zip Code

Home Phone:_______________ Work Phone:________________ Cell: ________________ County:______________________ District #:______

Email:___________________________________________ School District/School:______________________________________________________________ Business Address:_____________________________________ SC _________ Address City State Zip Code Preferred Mailing Address: (circle one) Home or Business

FOR INSURANCE: Name of Beneficiary:________________________________

SSN ID:_______________________________OR ESTATE________________________________ Are you interested in serving as a state officer or a district director? Yes_______ No________ Are you interested in serving on a committee? Yes_______ No________ Are you a member of a local, district or county association? Yes_______ No________ If so, name of

Association:____________________________________________________________________ Are you a member of NAEOP? Yes_______ No________ Are you enrolled in the NAEOP Professional Standards Program? Yes_______ No________

What PSP certificates have you earned?___________________ CEOE Year earned:__________

Recruited by: _________________________________________

SCAEOP Form 02/09, 3/2010, 3/2011, 4/2013, 4/2014

Date Rec’d:________________ Member #_________________ Expiration Date ____________

64

PROTOCOL AND COURTESIES FOR CONFERENCES

Protocol is a code of courteous conduct. It is designed to extend honor to those in position of leadership. The first principle of protocol is to establish rank of the participants. The presiding officer is generally the person responsible for directing the application of the principles of protocol. The office is being honored—not the person. Following the rules as prescribed by an association will result in a smooth, well-run event.

The following guidelines are for the order of rank at various levels within an association.

1. The President holds the highest rank in the association. The President is the presiding officer for all functions of the association.

2. Guests of the association are presented as follows: State Presidents National President Ranking Governmental Officials Speaker for the Function State Officers Chairpersons and Coordinators Past Presidents

3 Past Presidents should be introduced from the earliest dates to the most recent for general introductions and processionals.

HEAD TABLES: 1. The presiding officer sits to her right of the lectern, or in the center if no lectern is used. 2. The ranking guest or speaker sits to the President’s right. 3. Other guests and officers are seated by rank alternately to the left and right of the President. If there are several

guests, they may be placed between the officers of the organization. 4. The size of the head table should be determined by the size and capacity of the room. The rule is not to exceed 12.

If space at the head table is limited, ranking guests may be seated at a table in front of the head table. 5. Place cards should be used at the head table. 6. It is now acceptable to introduce those to the left of the presiding officer, starting with the lowest rank, followed by

those on her right. 7. Introduction of the speaker should be postponed until the time of the speech, but the name should be given with a

statement that the guest “will be formally introduced a little later.” 8. When there is a State Officer residing in a District, she should always be seated at the head table for meals, but not

necessarily during the business session. Her office would determine her place. 9. Those persons seated at the head table should not leave their seats except when absolutely necessary.

PROCESSIONALS: 1. The participant, having been identified by rank, the processional is organized from the lowest to the highest with the

President entering last. 2. Reserved seating must be planned for everyone in a processional. 3. As a courtesy to the officers and guest, the audience should rise when a processional begins.

BUSINESS MEETING: 1. Normally, the elected officers are seated at the head table during the business meeting. In the event there is not

enough space for a large head table, the President and secretary should be provided adequate space for their papers.

2. The Parliamentarian should be assigned a seat next to the President so as to be convenient for consultation in a low voice should the need arise.

3. Those seated at the head table need not be introduced unless there are those present who might not know them. 4. All other dignitaries would be introduced or acknowledge in the proper order of rank. At the Annual Business

Meeting, each District Director and Committee Chairman would say their name and what their duties are in the association.

COURTESIES TO VISITING GUESTS:

INVITATIONS: 1. Send as early as possible, 2. Include the following information in the invitation:

Time, place and type of meeting Type of dress If a speech is to be given, indicate the time allowed If event is to conduct an installation, give complete details (theme, special arrangements, etc.) Include copy of

by-laws to aid in writing the installation ceremony. Furnish name and telephone number for guest’s response to invitation. Have a complete understanding as to financial responsibilities, i.e. transportation, housing, meals, etc.

CONFIRMATION: Send a reminder including final travel arrangements, name of hostess and reiteration of program

involvement Confirm to guests who will be serving as their hostess and who will be meeting them when they arrive (at

airport or hotel) Send clear directions for those who may be arriving by car. Confirm the times they will be expected to attend meetings and notify them if they are to be seated at the

head table, in reserved seating, or if they are to speak.

65

ARRIVAL: Be sure there is someone to meet the guests. If arriving by plane, try to have two people to meet the guest, one to stay with the car and the other inside

the terminal.

ON SITE Hostesses should check to make sure the guest’s room is ready before she arrives. It is always in good taste to have courtesies such as drinks, light food or flowers. A complete program should be available upon arrival. Guests should be escorted from their room or from a designated area to their seat in the meeting room. Never allow guests to stand in line for refreshments or food service. Serve them or place them at the front

of the line. If giving a gift, it is always in good taste to give something applicable to the area they are visiting. If the guest is the installing officer, it is customary to present a gift from the group being installed or the

President being installed. Transportation should be arranged for the guest’s departure. Don’t forget a thank you note following the visit.

INTRODUCTION: 1. The purpose of an introduction is to acquaint the audience with the speaker, as to background,

qualifications and subject. 2. A person, known to the audience, is presented; a stranger is introduced. 3. The introduction should be brief, not more than one minute. 4. The introduction should include the reason for the talk. 5. Be factual, not gushy. Put both speaker and the audience at ease. 6. Mention the speaker’s name at the end of the introduction.

FLOWERS: Flowers are a matter of individual group courtesy and charm for both men and women.

1. A President should never wear a corsage or boutonniere if one is not being given to the honored guest. 2. White is always in good taste. 3. Simplicity is best.

COURTESIES AS A GUEST: 1. Reply to the invitation immediately. 2. Ask for clarification or additional details if in doubt—never guess. 3. Be prepared with a short message or greeting. 4. If a speech is being given, adhere to the time you have been allotted. Running over on the time you have

been given to speak can play havoc with the President’s agenda. 5. Never appear overdressed, especially if you are the speaker. 6. If a gift is given, make it something simple or useful. Avoid expensive gifts.

DISPLAY OF FLAG OF THE UNITED STATES OF AMERICA AND STATE FLAG: When displayed from a staff, the flag of the USA should hold the position of superior prominence, in advance of

the audience, and in the position of honor at the speaker’s right as she faces the audience. Any other flag (State) should be placed to the left of the speaker or to the right of the audience.

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CONFERENCE AV COMMITTEE

This committee is responsible, along with the conference chairman and president, to make sure the

proper association AV equipment is in place and working order in a timely manner for all association meetings and workshops.

The equipment will be obtained from the Wed Master at the start of the conference. The committee will distribute and set-up association equipment by the schedule provided by the

conference chairman. This includes General Sessions, meals, and workshops. This committee is responsible for removal of the association equipment after an event/session in a

timely manner and storage of all equipment until it is turned back over to the Web Master at the end of the conference.

AV needs should be address in advance. Last minute AV addition s are not possible. The committee shall arrange as much

donated AV as possible for the seminars.

Microphones will only be provided for groups with 40 + attendees.

During the SCAEOP Business Meeting, audience microphones are required.

Added: 4/2013

CONFERENCE SEMINARS AND WORKSHOPS COMMITTEE

This committee shall be responsible for securing speakers for workshops. All speakers and their topics must be selected in

August and sent to the NAEOP Registrar for approval prior to the September Board Meeting. The approved speakers name, short

biography and outline of their topic will be presented at the September SCAEOP board meeting.

This committee is responsible for writing a short description of each seminar and giving it to the Printing/ Publishing committee

for the registration brochure by September.

The committee chairman should write a letter to each speaker after the PSP approval is received from the national office.

This letter should include specifics of the conference such as location, estimated time for speaking, and a luncheon invitation if

applicable. The letter should request special room set-up information, request AV needs, and also select a date to receive

handouts that may need to be copied for the participants. Room set-up request as well as AV requirements should be immediately

forwarded to the conference chairman.

The committee chairman should make contact to verify the arrival time of the speaker and any special needs they may have

one month prior to the conference.

The committee chairman should arrange for someone to act as a facilitator for each seminar. This person should meet the

speaker upon his/her arrival, assist in setup of the meeting room, introduce the speaker, and passing out handouts, and

certificates.

Seminar facilitators should maintain seminar/workshop sign-in sheets and return to Membership Recorder at the end of the

seminar/workshop.

The committee chairman should present any requests for honorariums to the conference chairman prior to the conference.

Honorariums are presented to the speakers as they complete their workshop.

A thank you note along with a copy of the speaker’s evaluation comments should be forwarded to the speaker within two

weeks of the conference.

67

Need standing podium and materials table in each room unless otherwise instructed.

AV needs should be addressed in advance. A last minute AV addition s are not possible. The committee shall arrange as

much donated AV as possible for the seminars.

Microphones will only be provided for groups with 40 + attendees. Revised 2/05, 4/07,11/09, 3/2011, 4/2013

CONFERENCE INSTALLATION BANQUET COMMITTEE

The installation banquet chairman shall consult with the in-coming President and carry out her theme at the installation

banquet. The incoming President’s home association shall be given the first opportunity to host the banquet. The incoming

President shall be given an opportunity to select the installing officer and make any other suggestions pertaining to that part of the

program.

The President and the conference chairman shall inform the banquet chairman at the earliest possible time as to the guest

speaker and entertainment for the banquet.

The banquet chairman can preside at the banquet (this is a decision to be made by the incoming President). The presiding

member will introduce the head table according to protocol.

The banquet committee shall be responsible for decorations for the head table and for decorations on the members’ tables.

The committee shall be responsible for any special decorations for the installation ceremony. The installing officer should be

consulted to determine any special needs.

The banquet chairman shall contact the speaker and the entertainer) to determine what (if any) special equipment or

furnishing may be needed. This information shall be transmitted to the conference chairman for contact with the hotel.

The banquet committee shall be responsible for the printing of printed programs using the theme of the incoming President.

The banquet committee shall be responsible for decorating the head table), preparing place cards for the head table and the

reserved tables (from a diagram provided by the President or the conference chairman), and for other special decorations (banner

with theme, etc.). The committee shall also be responsible for making “reserved” signs for special, reserved tables if such s igns are

not available from the hotel (family & friends of the in-coming President should be provided a special table, Past Presidents table,

hosting association table).

The conference budget will allow an amount for the incoming President to assist in paying for needs at the Installation

banquet. Expenses that are incurred over the budgeted amount are the responsibility of the incoming President. Allowable

expenses include, table decorations, favors, entertainment, Audio Visual costs for the banquet, etc. Receipts must be presented to

the conference chairman for all expenses along with a SCAEOP reimbursement form. The conference chairman will sign off on the

expenses and forward the request onto the current president.

Revised 2/05, 4/07, 4/2013

68

CONFERENCE BREAKFAST COMMITTEE - Optional

The breakfast at the annual meeting is for the purpose of membership recognition. The breakfast committee shall work closely

with the President, conference chairman, affiliations chairman, and the membership chairman. Drawings held at the Breakfast may

include but are not limited to: PSP Drawing, Scholarship Drawing, First Timers Drawing and Retirees 50/50. The Attendance

Award will be presented by the Membership Recorder/President. The Theme Baskets and Door Prizes will be given to winners.

A program of the order of day’s events will be prepared by the President and distributed to those making presentations.

The conference chairman and President are responsible for the arrangements for the speaker.

A podium will be in place for the guest speaker and the President.

Need 3-4 tables in the room for Theme baskets and other give-a-ways.

Revised 2/05, 4/07, 3/08, 3/2011, 4/2013, 4/2014

69

CONFERENCE PUBLICATIONS COMMITTEE

The purpose of this committee is the printed conference materials including the certificates to be presented to participants of

each conference the Annual Conference Book, At-A-Glance, Registration forms and any other printing needs of the conference. It

is necessary that the conference chairman be closely involved in the work of this committee since all committees report to her.

All items should be proof read by the President.

A certificate shall be printed for each of the workshops, annual business meeting, and key-note speakers’ functions held

during the conference. These certificates shall be signed by the President and the conference chairman. In-service points are given

in accordance to the NAEOP PSP Registrar’s documentation.

Workshop certificates are usually presented at the conclusion of the workshop.

For the purpose of PSP certification, hours shall be printed on each certificate in accordance with the NAEOP PSP Registrar’s

documentation.

This committee is responsible for the printed conference book to be provided to conference registrants.

At the November Board Meeting the Conference Chairman should distribute in writing to all board members the date their

committee reports are due to the Printing/Publishing Chairman. The conference chairman shall provide the board with an address

when they are to be sent by both e-mail and/or the US Postal Service.

The President’s theme shall be carried out in the printed program.

The program may include the banquet, luncheon, and breakfast programs according to the wishes of the conference chairman

and the chairmen of the committees for the banquet, breakfast, and the luncheon. If separate programs are used for these events,

those committees will be responsible for the special programs.

The At-A-Glance shall be provided to each member with the final itinerary and room assignments for meeting.

Revised 2/05, 4/07, 3/2011, 4/2013

CONFERENCE DOOR PRIZE COMMITTEE

The primary purpose of this committee is to secure door prizes by contacting firms, individuals, etc., through telephone calls,

letters, or personal visits. A letter shall be sent to each affiliated association President requesting the number of door prize items

needed from that association. A listing of the affiliated associations and the name and address of the Presidents can be obtained

from the affiliations chairman.

An accurate list shall be kept of names, addresses, and items donated. This list shall be provided to the conference chairman

and to the President. Thank you letters shall be written to each contributor from the door prize committee chairman and co-signed

by the conference chairman.

Door prizes may be wrapped or unwrapped, according to the wishes of the committee.

The door prize chairman will work with the Membership Recorder to find the final number of the conference participants. Each

participant will have a number printed on their name tag by the membership recorder to be used as their door prize number for the

weekend.

The door prize committee draw door prizes at the conference based on the agreed upon schedule between the President and

the conference chairman.

Revised 2/05, 4/07, 3/2011

70

Date (Letter of Identification)

To Whom It May Concern:

This letter is to identify ____________________________________ who is a member of the South Carolina Association of

Educational Office Professionals. We are an association dedicated to promoting recognition of the contributions of office

professionals to the educational programs in South Carolina. We are a not-for-profit organization. Our conferences stress staff

development and we are committed to our profession. Each year, we present a scholarship to a deserving high school student in

South Carolina.

Your contribution of a door prize or a donation is greatly appreciated. We will place your business in our Annual Conference

Handbook as a donor of a door prize or contribution.

If you have any questions, please feel free to contact me at ______________________

Sincerely

________________________

Door Prize Chairman

Address__________________

City, SC Zip _______________

Telephone ________________

Email:___________________________________________________

Revised: 3/2011, 4/2013

71

Date

ATTENTION ALL SCAEOP BOARD MEMBERS AND AFFILIATES:

The door prize committee for the ________ SCAEOP Annual Conference would like to request your assistance in obtaining

door prizes and donations for the conference. Please ask members in your district to help you obtain at least (5) five door prizes to

be given out at the conference. You may secure door prizes by contacting individuals, through telephone calls, letters, or personal

visits. Please keep an accurate list of all items donated, including the person/firm name and address of the donor. We will publish

names of donors in our Annual Conference Handbook and/or At-A-Glance booklet, and announce where each door prize and/or

donation was obtained. Thank you letters will be sent, therefore it is very important that you obtain the name and address of each

business or person who makes a donation or provides a door prize.

If possible, we will need to know prior to the conference how many door prizes, etc. your district has collected with the above

information. Please let me know, in writing, so that we can make sure their name is listed in the booklet. Please tape a 3x5 card to

each item with the name and address of donor or a business card may be used. Door prizes may be wrapped or unwrapped,

according to your wishes.

We are enclosing a letter of identification you may use in obtaining door prizes. Also, when you arrive at

__________________________________, please inquire at the SCAEOP Registration table where you should deliver the door

prizes or contact ___________________. We will need to sort and schedule the door prizes for different times each day.

Thank you for your help. We cannot accomplish this task without you.

If you have any questions, please feel free to contact me at ____________________.

Sincerely

_________________________

(NAME)

Door Prize Chairman

Telephone_______________________

Email:____________________________________________

Revised: 3/2011, 4/2013

72

CONFERENCE VENDORS/EXHIBITS COMMITTEE (Ways & Means)

The committee is chaired by the Ways and Means Chairman and is responsible for securing firms and/or individuals to set up

exhibits for the annual conference registrants. The SCAEOP Ways and Means Chairman will report to the Conference Chairman.

Information on fees charged for exhibit spaces (to be recommended by the site coordinator based on space and the cost of

tables and set by the Executive Board) and the Conference Chairman shall provide lists of previous exhibitors to the

Vendors/Exhibits Committee.

A list of the names and addresses of all exhibitors shall be provided to the President and to the Conference Chairman for

publication in the conference materials.

The Ways and Means Chairman should give the conference chairman the final number of tables needed in the exhibits area

and should make signs for all tables in the exhibit area. The Ways and Means Chairman should work closely with the Conference

Chairman to set the exhibit area up in a way that is fair and equitable to all vendors and label the tables prior to the setup time..

The Ways and Means Chairman should confirm that all tables that are needed for SCAEOP displays are included in the final

number of tables. SCAEOP tables will include:

4-6 tables for Retirees (dependant on the price of tables charged to SCAEOP)

3-4 tables for theme baskets

2-3 tables for Ways and Means

1-2 tables for Membership

Revised 2/05, 4/07, 10/08, 3/2011, 4/2013

73

(Sample Letter) Date Dear This letter serves as an invitation to participate in the South Carolina Association of Educational Office Professionals’ Annual

State Conference in ___________ in _________________________________________________________. 225 plus educational office professionals, from across the state, will attend this conference. I would like to extend to you an invitation to participate in this conference by becoming one of our exhibitors. Two draped exhibit tables will rent for _______ for all day (List Times) Friday and Saturday, ____________________. Additional draped tables are $_________ per table, per day.

Please consider this invitation as an opportunity to tell about your products, your company, to sell and/or display your

products, and to make contacts that will benefit both your business as well as the many educational office professionals that will be at the conference. If you would like to take advantage of this fabulous opportunity and commit to becoming one of our exhibitors, please take a minute and complete the form below and return to me by _____________ along with your company check or money order.

Please understand that the SCAEOP does not limit vendors. Multiple vendors with the same product type may be

present. When you make your hotel reservations at the _____________, identify yourself as being with the SCAEOP and you will

receive the conference discount rate. You may reach the hotel at their direct line by calling _________________________. Reservations must be made by _____________________ to receive the conference rate.

Thank you for considering this invitation and I look forward to receiving a positive response from your company. With your

help, this conference will be a great success! _________________________________ (NAME) SCAEOP Conference Chairman Telephone:________________________ Email:______________________________________

Revised 3/2011, 4/2013, 4/2014

74

VENDOR/EXHIBIT APPLICATION

PLEASE COMPLETE AND RETURN TO ___________________________________ BY ____________________

(NAME) (DATE)

Yes, I commit to being an exhibitor at the (Year) SCAEOP Conference at the (Hotel), (City), South Carolina on Friday and

Saturday (Dates). Type of Product to be displayed:___________________________________________________________________ Company Name:_______________________________________________________________________________ Address:______________________________________________________________________________________ City:________________________________ State:________ Zip Code:_________ Phone Number:_______________________ Fax:___________________________ Contact Person :______________________________________________________________ Email: ______________________________________________________________________

FEES: (Fees are set each year)

Two tables for two days @ $_______ $_________ Additional Tables are $_______ per day per table. ______ Additional tables on Friday $_________ _______Additional tables on Saturday $_________

Total enclosed $_________

Please note that the SCAEOP does not limit vendors. Multiple vendors with the same type of products may be

present.

Revised 9/08, 3/2011, 4/2013, 4/2014

75

CONFERENCE HOSPITALITY COMMITTEE

The hospitality committee shall work with the conference chairman to staff the hospitality room during hours when official

SCAEOP meetings are not taking place. The committee may provide snack foods and drinks. The committee chairman is

responsible for recruiting any sponsors for the hospitality room and securing donations.

The hospitality committee shall be familiar with the hotel facilities so they can give directions and information, answer

questions about meeting rooms, etc.

Revised 2/05, 4/07, 3/2010, 3/2011, 4/2014

CONFERENCE LUNCHEON COMMITTEES

The Awards Luncheon (Saturday) at the annual conference is for the purpose of recognizing the Office Employee of the Year,

Administrator of the Year, and Scholarship recipient.

(Optional – depending on the schedule) The Membership luncheon (Friday) will recognize the PSP recipients, Membership

Recruiters, Past Presidents and Past Office Professionals of the Year, retirees, charter members and life members. The luncheon

chairman shall work closely with the President, conference chairman and chairman of each of the above committees in making

these plans.

The luncheon committee shall be responsible for decorating the head table and the reserved tables (from a diagram provided

by the President or the conference chairman). The committee shall also be responsible for making “reserved” signs for special,

reserved tables if such signs are not available from the hotel (family & friends of the in-coming President should be provided a

special table, Past Presidents, etc. – see event seating charts..

The luncheon chairman presides and provides the invocation for the luncheon. The presiding member will introduce the head

table according to protocol.

The luncheon committee shall be responsible for table decorations.

The luncheon chairman shall contact the speaker and the entertainer) to determine what (if any) special equipment or

furnishing may be needed. This information shall be transmitted to the conference chairman for contact with the hotel.

The luncheon committee, working with the Conference Chairman and the President, shall be responsible for the printing of

programs.

Revised 2/05, 4/07, 3/2011, 4/2013, 4/2014

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PAST PRESIDENTS’ ANNUAL MEETING

Beginning in 2013, the new schedule only allows for a dinner on Friday night at which time the business of the group shall be

transacted after the dinner.

Revised 2/05, 4/07, 11/09, 3/2011, 3/2012, 4/2013, 4/2014

RETIREES’ ANNUAL MEETING

The incoming President of this group shall arrange this function—the conference chairman shall secure the room in which the

function will be held. Beginning in 2013, a new schedule will allow the SCAEOP-Retirees to hold their meeting as the second

workshop session on Saturday.

All details of the meeting are the sole responsibility of the Retiree President.

Added 2/05, 3/2011, 3/2012, 4/2013

77

DOT AIKEN SCHOLARSHIP FOR GRANDCHILDREN AND GREAT

GRANDCHILDREN

OF SCAEOP RETIREES

Please read carefully as

GUIDELINES must be followed

APPLICATION FOR 2014-2015 SCHOLARSHIP

MUST BE POSTMARKED BY January 15.

Submit completed packet to:

Rebecca Crabtree, CEOE

Elaine Miles, CEOE

Scholarship Committee Co-Chairmen

117 Pink Dill Mill Rd

Greer, SC 29651

Rebecca-864-360-6543

Elaine-843-665-6072 – Cell 843-687-1931

[email protected] Added 4/2013, 4/2014

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SOUTH CAROLINA ASSOCIATION OF EDUCATIONAL OFFICE PROFESSIONALS-RETIRED (SCAEOP-R)

Dot Aiken Scholarship GUIDELINES

TO QUALIFY FOR THE $750.00 SCHOLARSHIP, THE APPLICANT MUST:

Be a grandchild or great grandchild of a SCAEOP-R member. The grandparent/great grandparent must have been a South Carolina Association of Educational Office Professionals (SCAEOP) member for five (5) years and a current SCAEOP-R member in good standing.

Be a graduating high school student who has made application to an accredited institution of higher learning, OR may be currently enrolled in an accredited institution of higher learning as a freshman, sophomore, or junior.

Maintain a 3.0 GPA (grade point average) OR ‘B’ letter grade, dependent upon the institute’s academic grading system.

THE CANDIDATE MUST SUBMIT THE FOLLOWING:

The SCAEOP-R Dot Aiken Scholarship Application.

A transcript that is an official document provided by the graduating student’s high school, submitted in a sealed

envelope marked “Official”; OR

A transcript that is an official document provided by the accredited institution of higher learning for a freshman, sophomore, or junior enrolled in a post-high school program. The post-secondary transcript should include all course work completed as of the last grading period and must be submitted in a sealed envelope marked “Official”.

A one-page essay on “Why I Am Choosing to Further My Education.”

Three (3) current letters of recommendation as outlined below: o Two (2) from a principal, counselor, administrator, teacher/professor or coach that describes the student’s activities

and leadership record in high school/college/university, personal traits, character, initiative, home background, etc. The two letters must not be submitted from the same source, i.e., if a letter is submitted from a teacher/professor, the second letter must be from a principal, counselor, administrator or coach.

o One (1) from an employer or member of the community and not a member of the family or a member of SCAEOP or SCAEOP-R. (No other information about the applicant will be accepted.)

A one-page statement by a grandparent or great grandparent as to why the application is being submitted along with verification of SCAEOP and SCAEOP-R memberships.

This scholarship is a one-time only award. Previous winners may not apply. Non-winners may apply through their junior year in college.

See the Scholarship Checklist form to ensure the required materials are sent with your

packet.

No scholarship will be awarded if the Scholarship Committee concludes that no applicant met the specific qualifications.

Added 4/2013 Revised 4/2014

Please read the Guidelines carefully and adhere to the instructions. It is recommended that the applicant make and keep a copy of all documents submitted as the application packet in its entirety will be retained by SCAEOP-R and not returned to the applicant. The strictest confidence will be maintained during the application process.

Should you be selected as the scholarship recipient, one (1) photograph that is no smaller than 2½” x 3” and no larger than 3½” x 5” will be required for inclusion in SCAEOP and SCAEOP-R publications.

79

SOUTH CAROLINA ASSOCIATION OF EDUCATIONAL OFFICE PROFESSIONALS-RETIRED

(SCAEOP-R)

DOT AIKEN SCHOLARSHIP APPLICATION

All information must be typed (keyboarded). The candidate is to complete the application, secure the required

attachments (as listed in the Guidelines), and send the original along with two (2)) copies of ALL materials to the SCAEOP-

R Dot Aiken Scholarship Committee, postmarked by January 15. Application for Academic Year: 20__ - 20___ Date of Application: ______________________ Full name (Mr./Miss/Mrs./Ms.): ______________________________________________________________ Last First Middle Permanent Address:______________________________________________________________________ Street Address ____________________________________________________________________________________________________ City State Zip Code Date of Birth: ______________/____/_____ ___________________________ __________________________________ Month Day Year Phone Number Email Address Name and address of high school, college, or university you now attend: _______________________________________________________________________________________ _______________________________________________________________________________________ Employer of Applicant: ____________________________________ Gross Annual Income: $ __________

If not employed, list your summer activities. ____________________________________________________

College/University you plan to attend/are attending:______________________________________________

Address of College or University:____________________________________________________________ Street Address _______________________________________________________________________________________ City State Zip Code Career Objective(s): ______________________________________________________________________

Anticipated annual expenses for tuition, housing, books, and supplies: $ ____________

Amount of financial aid expected from family, scholarships, grants, etc.: $ ______________ Father/Guardian: _________________________________________________________________________

Address: _______________________________________________________________________________

Employer: ______________________________________________________________________________

Address of Employer: _____________________________________________________________________

Your Position/Title: _______________________________________ Gross Annual Income: $ ___________

Mother/Guardian: ________________________________________________________________________

Address: _______________________________________________________________________________

Employer: ______________________________________________________________________________

Address of Employer: _____________________________________________________________________

Your Position/Title: ______________________________________ Gross Annual Income: $ ___________

Page 1

Added 4/2013

Revised 4/2014

80

SCAEOP-R DOT AIKEN SCHOLARSHIP APPLICATION (Continued)

Name of Applicant: ______________________________________ Other Family Income: $ ______________

Statement of Any Other Financial Information: __________________________________________________ _______________________________________________________________________________________ Financial obligations (mortgages, debts, medical expenses, etc.):___________________________________ _______________________________________________________________________________________ Number of dependent brothers and sisters: ____________________________________________________

Any other brothers/sisters attending a college/university? _____ If yes, name and location. ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ Other dependents? _____ If yes, explain relationship. ________________________________________________________________________________ What activities in high school, college, university, and/or your community have been meaningful to you? (Include the year(s) you participated.) ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ What honors, achievements or recognition have you received during your high school, college, or university attendance? ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ List hobbies or special interests you have. ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________

Page 2

Added 4/2013

81

SCAEOP-R DOT AIKEN SCHOLARSHIP APPLICATION (Continued) Name of Applicant: ______________________________________

STUDENT ESSAY

“Why I Am Choosing to Further My Education”

__________________________________________________________ ________________________ (Signature of Applicant ) (Date)

Page 3 Added 4/2013

82

SCAEOP-R DOT AIKEN SCHOLARSHIP APPLICATION (Continued) Name of Applicant: ______________________________________

STATEMENT BY GRANDPARENT/GREAT GRANDPARENT

“Why I Am Nominating My Grandchild/Great Grandchild for This Scholarship”

Name of Grandparent/Great Grandparent: ____________________________________________________ Address: _______________________________________________________________________________ Street Address ________________________________________________________________________________________ City State Zip Code Telephone Number: __________________ Email Address: _________________________________

I have been a member of SCAEOP for ________ years.

I have been a member of SCAEOP-R for ________ years.

The nominee is a child of my ______ or _________. Son Daughter The nominee is a child of my __________ or _____________. Grandson Granddaughter Page 4

Added 4/2013

83

SOUTH CAROLINA ASSOCIATION OF EDUCATIONAL OFFICE PROFESSIONALS-RETIRED

(SCAEOP-R)

Dot Aiken Scholarship

PACKET CHECKLIST

This sheet should serve as the cover to your entire application packet. Please make certain that all materials are included and in the order found on this sheet. The original of ALL materials must be sent to the Scholarship Committee, postmarked by January 15. Finally, initial that each item is present. Incomplete applications will not be considered.

Applicant’s Initials 1. SCAEOP-R DOT AIKEN Scholarship Application form ________ 2. Official high school or college transcript ________ 3. One-page essay, “Why I Am Choosing to Further My Education” ________ 4 Two letters from a principal, counselor, administrator, teacher/professor, or coach ________ 5. One letter from an employer or member of the community and not a member of the family or a member of SCAEOP or SCAEOP-RETIRED. ________ 6. One-page statement from Grandparent or Great Grandparent ________ _______________ _________________________________________________ (Date) (Student Signature) Page 5

SCAEOP-Retirees

NEW Scholarship 2013

Dot Aiken Scholarship for Grandchildren and Great Grandchildren of Retiree Member

This scholarship is provided by the Retirees only. The chairman shall update this information on the SCAEOP website each

year. The winner will be listed in the Procedures Manual.

Year SCAEOP-R Member Name of Winner Amount County

2013 Barbara Bowman, CEOE Graham Thomas Parkins $500 Greenville

2014 Mary Taylor, CEOE Ellen Westbrook “Brook” Taylor $500 Orangeburg 5

Added 4/2013 Revised 4/2014

84

DOT AIKEN SCHOLARSHIP “SAMPLE LETTER FOR WINNER”

SOUTH CAROLINA ASSOCIATION OF EDUCATIONAL OFFICE PROFESSIONALS-

RETIREES

Date Name of Winner Address City, State, Zip Dear Congratulations! On behalf of the Dot Aiken Scholarship Committee, I would like to inform you that

you have been selected to receive the $750.00 Dot Aiken Scholarship for (YEAR) and will be honored at the South Carolina Association of Educational Office Professionals on Saturday, (DATE) at the Awards Luncheon. The Luncheon will begin at 11:45 AM at (HOTEL-CITY). This is an exciting time for us to recognize your outstanding achievements as you start your studies at (List College).

The Dot Aiken Scholarship committee commends your grandmother, (NAME OF RETIREE), for

nominating you for the scholarship. If your schedule permits, we are anxious to have you and your grandmother join us to celebrate

your fine accomplishments and to award you the scholarship. You will need to send me a current photo to be used in our fall issue of “Senior Notes” Newsletter

and the “The Voice” SCAEOP Newsletter. Also, you will need to send me an official letter from (College Nane) indicating your acceptance there as well as an indication you will be a full time student for the (2015-) academic year. Upon receiving the proper documentation, a check in the amount of $750.00 will be forwarded to you for tuition and/or other educational expenses.

Again, congratulations! Sincerely, Rebecca Crabtree. CEOE Elaine Miles, CEOE Co-Chairmen, Dot Aiken Scholarship Committee C Rebecca Crabtree, CEOE, SCAEOP-R President Linda Honeycutt, President Elect Vivian Duffie, CEOE, Treasurer Added 4/2013, Revised 4/2014

85

DOT AIKEN SCHOLARSHIP “SAMPLE LETTER FOR NON-WINNER”

SOUTH CAROLINA ASSOCIATION OF EDUCATIONAL OFFICE PROFESSIONALS-

RETIREES

DATE Name of Non-Winner Address City, State, Zip Dear On behalf of the Dot Aiken Scholarship Committee, I want to thank you for applying for the

$750 scholarship that will be awarded in (CITY), South Carolina at the SCAEOP Conference in March, (YEAR). I commend your grandmother, (Name), for nominating you.

The judges were extremely impressed with your outstanding accomplishments and had a

difficult time judging all the qualified candidates. I am sorry to say, however, that you were not the winner.

Since our scholarship is available to students enrolled in college, I would encourage you to

apply again next year. Please give this option consideration. I would like to wish you a successful year as you continue at (COLLEGE). I am confident that

it will continue to be a wonderful experience for you. Sincerely, Rebecca Crabtree, CEOE Elaine Miles, CEOE Co-Chairmen, Dot Aiken Scholarship C Rebecca Crabtree, CEOE, SCAEOP-R President Linda Honeycutt, President Elect Added 4/2013 Revised 4/2014

86

HANDBOOK AND BROCHURE COMMITTEE

The Handbook and Brochure committee shall revise the Handbook and Brochure as directed by the Board.

The Handbook will be published on the website and updated as needed.

The Handbook and Brochure Committee Chairman will write a report or article for publication in each issue of the newsletter

and write a report for the conference handbook.

Revised 4/07,11/09, 3/2012, 4/2013

SCAEOP Handbook and Brochure Committee


May Board Meeting


May - June


responsibilities.









January 12


February 1





Meeting

March 30

Deadline to submit article for Newsletter

April 15


Added 3/2010, 4/2013, 4/2014

87

HISTORIAN

The historian shall collect pertinent information to preserve the history of SCAEOP. This will include taking pictures and

obtaining programs from all meetings that will be kept in the Association scrapbook each year.

The historian will give the scrapbook to the Membership Recorder for safe keeping.

The Historian will write a report or article for publication in each issue of the newsletter. She will also write a report for the


Revised 5/06, 4/07, 3/2011

88

LONG RANGE PLANNING COMMITTEE

The Long Range Planning Committee will have a past President to serve as an advisor to the committee.

The Long Range Planning Committee shall consist of four board members with each member serving a term of four years.

Each year the fourth year member will become chairman. A “First Year Director” will be appointed by the President with the

approval of the Executive Board. Any vacancy other than that created by the retirement of the chairman will be filled immediately in

the same manner, with the new appointee serving for the remainder of the term.

It is the responsibility of this committee to review recommendations from the membership and to make recommendations to

the Executive Board for new programs for the Association and for improved methods of carrying out existing programs. The committee may not block suggestions to prevent them from coming before the Association.

The Long Range Planning Committee Chairman will write a report or article for publication in each issue of the newsletter. She

will also write a report for the conference handbook. Revised 11/8/97, 5/06, 4/07, 3/09, 4/2013

SCAEOP Long Range Planning Committee


May Board Meeting


May - June


responsibilities.









January 12


February 1





Meeting

March 30

Deadline to submit article for Newsletter

April 15

All final check requests due to the Treasurer

Added 3/2010, 4/2013

2014-15 LONG RANGE PLANNING COMMITTEE

Rotating year Chairman County

2014-15 Chairman Blondell Gadsden Charleston

2nd

Year Mary Beth Bowers, CEOE Greenville

3rd

Year CuKye Nelson, CEOE Sumter

4th Year Julie Howell York

Added 4/2014

89

MEETING SITE COORDINATOR

The meeting site coordinator is a permanent position effective August 2001. She will visit prospective sites and report back to

the board her recommendations for the year in question. The board will then vote to accept her recommendations for the year in

question or request further study and research for the best deal for our association.

The meeting site coordinator will be reimbursed for mileage for visiting possible sites for the SCAEOP conferences. She will

be paid .35 cents a mile.

All printed conference information should be proof read by Meeting Site Coordinator, the President, Membership

Recorder, Web Master, and Conference Chairman and should be checked for spelling of names, CEOE status, and the use

of the correct font.

The meeting Site Coordinator and the Conference Chairman will review the hotel billing statement. Once reviewed for

accuracy, the billing statement will be sent to the Treasurer for payment.

The Meeting Site Coordinator will write a report or article for publication in each issue of the newsletter. She will also write a


Revised 11/02, 8/05, 4/07, 3/2011, 4/2013, 4/2014

90

MEMBERSHIP RECORDER

The main responsibility of this officer is to maintain up-to-date permanent membership record for all members which are

stored on the laptop and on a 500 GB external hard drive.

New memberships and membership renewals shall be processed in the following manner:

Receive and process all membership applications.

Mail a reminder notice and data sheet to each member one month before their expiration date. As dues are received in the

mail, they are receipted immediately and the following items mailed to the member: A “thank you for renewing” letter, original

receipt, new membership card, and a membership brochure to share with a friend or co-worker. A “welcome” letter, receipt,

membership card, and a membership brochure is mailed to the member. The Membership Handbook, SCAEOP Bylaws, and

the Horace Mann Term Life Insurance policy certificate of $1,100 are on the SCAEOP Website, www.scaeop.com.

For members who do not renew their membership before their expiration date, an expiration letter and “Expired” data

form are sent at the end of the ninety days.

A check request form is needed to purchase stamps, supplies (ink cartridge, paper, envelopes) to be reimbursed for items

purchased. A receipt must be attached to the check request for reimbursement.

Maintain a current membership list of all members and email reports to Executive Board members and Past Presidents for

each meeting.

The Membership Recorder works closely with the Conference Chairman by receipting all conference funds and any

membership fees. A conference computer generated lists of attendees are provided to the Conference Chairman indicating,

meal choices and seminar choices. The Membership Recorder makes deposits to the State Credit Union at least once a

month or weekly as needed. Receipts are printed along with membership renewal letters, new membership cards to insert in

the conference packets.

Provide mailing labels of members who do not have email or access to the web to the editor of the newsletter to mail the

newsletters to them. Also, membership labels are furnished to the Nominations and Elections Committee Chairman for the

mailing of election directions.. The “Online Survey” will be used for voting each year.

The membership recorder will be compensated for mileage to and from all meetings and conferences, including trips to the

Credit Union for the purpose of transacting business for the association at a rate of 35 cents per mile. All of her conference

expenses (registration, hotel, mileage and meals) will be paid. A check request will be completed and sent to the President for

signature then forwarded to the Treasurer for payment.

When the Procedures Manual is updated, it will be provided to the new board in May each year via email as a PDF file.

The Membership Recorder shall be the custodian of the SCAEOP banner.

The Membership Recorder updates the Procedures Manual each year with input from the Executive Board and the Past

Presidents.

The Membership Recorder is the keeper of all records, conference handbooks, and Presidents’ scrapbooks.

Property of SCAEOP in the Membership Recorder’s possession: computer desk, Toshiba laptop, HP Laser Jet P-2035 printer,

HP Fax machine, Fellowes shredder, Sentry Fire Safe (small), and many Rubbermaid bins with history and the conference

ribbons.

All NAEOP membership materials are sent to the Membership Recorder’s address and she will disseminate to the President Elect and President each year.

The Membership Recorder will write a report or article for publication in each issue of the newsletter. She will also write a


Revised 5/98, 5/04 8/05, 11/06, 4/07, 9/08, 02/09, 3/2011, 3/2012, 4/2013, 4/2014

91

SCAEOP ATTENDANCE AWARDS BY YEAR

PLAQUE #1

YEAR AFFILIATE

1994 Greenville County

1995 Spartanburg County



1998 District 7-Spartanburg County


2000 Florence County

2001 Clarendon County

2002 Beaufort

2003 SCAEOP Past Presidents

2004 Newberry County

2005 Fairfield County

PLAQUE #2

YEAR AFFILIATE

2006 Newberry County

2007 SCAEOP Past Presidents





2012 Richland County

2013 Clarendon County 3-way tie

2013 Florence County 3-way tie

2013 Georgetown County 3-way tie

2014 *Clarendon County 2-way tie (separate plaque)

2014 *Georgetown County 2-way tie (separate plaque)

This award is prepared by the Membership Recorder/Conference Registration Chairman each year.

3/2013, 4/2014

*Beginning with 2014, a plaque will be given to the winner to keep in their Affiliate Group. There will no longer be a

perpetual group plaque.

92

SCAEOPSCRAPBOOKS IN SAFEKEEPING WITH MEMBERSHIP RECORDER

YEAR PRESIDENT YES NO

1982-83 Pearl Bledsoe, CEOE X

1983-84 Pearl Bledsoe, CEOE X

1984-85 Edith Stewart X

1985-86 Marian Garrett, CEOE X

1986-87 Jan Roberts X

1987-88 Ida Solomon X

1988-89 Virginia Warren X

1989-90 Flora Barnes, CEOE X

1990-91 Velma Gordon X

1991-92 Connie Jo Britton, CEOE X

1992-93 Pauline Alford, CEOE X

1993-94 Barbara Bowman, CEOE X

1994-95 Nelva Temple, CEOE X

1995-96 Vivian Duffie, CEOE X

1996-97 Elaine Harris X

1997-98 Becky Self, CEOE X

1998-99 Gloria Tisdale, CEOE X

1999-2000 Ellendel Ross X

2000-01 Diane Simpson, CEOE X

2001-02 Jane Blackwell, CEOE X

2002-03 Margaret Young, CEOE X

2003-04 Joan Mace X

2004-05 Donna Lazar, CEOE X

2005-06 Mary Hannah X

2006-07 Constance Mays, CEOE X

2007-08 Rebecca Crabtree, CEOE X

2008-09 Blondell Gadsden X

2009-10 Cindy Alexander, CEOE X

2010-11 Christine Whitmire, CEOE X

2011-12 Linda Honeycutt X

2012-13 Lynda Rigsby, CEOE X

2013-14 Elizabeth Ann Moore, CEOE X

Added 3/11, 3/12, 3/2013, 4/2014

93

MISCELLANEOUS GUIDELINES

The Board approved a recommendation on May 29, 1993, to send a $25 donation to the Louise Henderson Nelson Building

Fund in memory of any past President or current board member at her death.

The above recommendation has been updated effective May 1, 1998, to send the donation to the “Friends of the Foundation.”

On May 29, 1993, the Board voted to authorize the expenditure of no more than $50 for flowers or other memorials at the

death of any past President, member of the current board, or immediate family member. Immediate family members are

spouses, parents, children, and in-laws of like degree and others living in the household of the past President or current board

member. This amount should be reviewed periodically.

**Revised Memorials updated:

The board requested a change to this guideline at the September 10, 2011 Board Meeting. Memorials of $25.00 will be

given in the name of a deceased member of the current board and the SCAEOP Past Presidents Group. The

donation will be sent to the NAEOP “Friends of the Foundation.” in their memory.

Approved and Revised 3/3/2012: The voting positions shall consist of officers elected by the general membership and

officers permanently appointed by the President which include: President, President Elect, Vice President, Secretary,

Treasurer, Immediate Past President, District Directors, Meeting Site Coordinator, Membership Recorder, and Website

Coordinator.

The non-voting positions shall consist of members annually appointed by the President which include: Annual

Meeting/Conference Chairman, Chaplain, Community Service Chairman, Historian, Mentoring Chairman, Parliamentarian,

Presidential Advisors and Presidential Aides. The Retired Group and the Past Presidents’ Association shall have a non-voting

liaison attend the Executive Board meetings. All Past Presidents may attend the Executive Board meetings and shall serve in

an advisory capacity without voting privileges.

NOTE: If Presidential Aides are approved by the board as voting members of the board, they will be added to the

Voting Members’ List and Bylaw changes will need to be initiated.

New 5/98, Revised 11/00/ 4/07, 3/2011, 9/2011, 3/2012, **4/2013

94

NEWSLETTER COMMITTEE

The chairman of the committee shall be assigned by the incoming President of the Association.

The Newsletter is the official publication of the South Carolina Association of Educational Office Professionals. It provides a

means of communication for the Association and allows the membership to be informed on all matters relating to the Association.

The Board approved a name change for the Palmetto Educational Secretary to The VOICE. Under the new title, it will state

“South Carolina Educational Office Professionals, Inc.”

Two committee members will be elected at the business meeting of the Annual Conference each year.

Four issues of the Newsletter shall be published on the website following each Executive Board Meetings in May,

September (1st

Saturday after Labor Day), November and March. The editor will print and mail the newsletter to members

who do not have access to email. Dates of publication are: June, October, December and April.

This committee shall strive for a professional publication by including in the contents, news and pictures about SCAEOP

meetings, articles written by educational administrators, news from affiliated associations, NAEOP information, and articles which

promote professional growth for educational office professionals.

A newsletter publication will be selected by the editor to be sent to NAEOP each year for the Rachel Maynard Award

by March 1st

.

Revised 11/00, 2/03, 5/06, 11/09 SCAEOP Newsletter Committee


May Board Meeting


May - June


responsibilities.

Publish 1st Issue of Newsletter. Newsletter mailed to those

members without email addresses. Newsletter will be uploaded

to the Website by the Web Master.





October

Publish 2nd Issue of Newsletter. Newsletter mailed to

those members without email addresses. Newsletter will be

uploaded to the Website by the Web Master.



November 30


December

Publish 3rd Issue of Newsletter. Newsletter mailed to

those members without email addresses. Newsletter will be

uploaded to the Website by the Web Master. This Newsletter

issue will be submitted for the NAEOP Rachel Maynard Award

on March 1.



January 12


February 1



95



Meeting

March 1

Mail the Newsletter to NAEOP for the Rachel Maynard

Award

March 30

Deadline to submit article to Newsletter Editor.

April 15

All final check requests due to the Treasurer.

April 30

Publish 4th Issue of Newsletter for the current year. Mail

to those without email addresses. Newsletter will be uploaded

to Website by Web Master. Added 3/2010, 3/2011, 4/2013, 4/2014

96

NOMINATING COMMITTEE

Two committee members will be elected at the business meeting of the Annual Conference each year.

1. *The Committee shall prepare a slate of at least two names for each office to be filled. The slate shall consist of the

names for President elect, vice President, secretary and applicable district directors.

2. It may be helpful for the Nominating Committee to request suggestions for candidates from the Executive Board, from

affiliated associations, and from past Presidents of SCAEOP. 3. The Chairman of the Nominating Committee should submit an Article for publication in each issue of the Newsletter indicating

the desire of the Committee to be contacted by those interested in becoming candidates. 4. The Committee will check with the Membership Recorder and the Membership Committee regarding a possible candidate’s

eligibility to run for office. Only active, paid members are eligible to hold office. The Nominating Committee will inform the prospective nominee of the duties of the Executive Board, district directors and committee chairs.

5. After candidates have been selected, the Committee should request biographical data from candidates and prepare the ballot.

The Committee has sole responsibility for providing this data to the membership.

6. Mailing labels with membership number must be secured from the Membership Recorder for members without email addresses.

7. ONLINE VOTING using your membership number and a password to be determined by the Website Coordinator will be the way to vote for SCAEOP elections. Members who do not wish to vote online may request a paper ballot from the Nomination Chairman.

8. Online voting will begin December 1 through 15. Paper ballots requested will be mailed by December 1 and must be returned

by December 15 to be counted. 9. If possible, the entire Nominating Committee should count the ballots. If others are needed, the Nominating Committee may

request the President, the President elect, and the vice President to assist them. A majority of all votes cast shall elect. 10. As soon as the ballots have been counted, the President should be informed of the results; and those who were elected to

office should be notified by letter. A letter will be sent to the winner’s supervisor. 11. Thank you letters to those who ran for office but who were not elected should be sent from the Nominating Committee. 12. A written report should be prepared for the Executive Board to be presented at the January Board meeting and the ballots

should be given to the secretary and kept for one year.

13. Ballots for the three committee elections at the business meeting at the conference will be prepared as follows using

a different color for each ballot:

Membership Committee Newsletter Committee Nominating Committee

Blank Form (to be used if the need arises)

These ballots should be prepared by the January Board Meeting and given to the President.

The Nominating Committee Chairman will write a report or article for publication in each issue of the newsletter. She will also

write a report for the conference handbook. Revised 11/00, 4/07, 03/09, 4/2013

SCAEOP Nominations and Elections Committee


May Board Meeting


May - June


responsibilities and input on potential candidates.


Maintain contact with committee members, and any

questions should be directed to the board. Present a written

report.



Present the Slate of Candidates for the coming year

97

November 30


December 1-15

Online voting begins and ends

Paper ballots requested must be mailed by December 1

and returned by December 15 to be counted.


Present the winners of the Election. Give Ballots received

and the Monkey Survey report to the President

January 12


February 1


Chairman for the Annual Conference Handbook



Meeting

March 30


April 15

All final check requests due to the Treasurer

Added 3/2010, 4/2013, 4/2014

PURCHASE POSTAL POSTCARDS FOR SCAEOP VOTING

SAMPLE

Post Card Ballot for members without email addresses. Added 4/2013, 4/2014

(Front of Postcard) Membership ID #________ Name Address City, State Zip Code

(Back of Postcard) SCAEOP VOTING INSTRUCTIONS

98

BETTY BLANTON OFFICE PROFESSIONAL OF THE YEAR

The incoming President of the Association shall assign the chairman of the Betty Blanton Office Professional of the Year

committee. The chairman shall choose at least two members in good standing to serve on the committee.

Committee members are responsible for securing judges. Judges may or may not be members of the educational community.

SCAEOP MEMBERS CANNOT SERVE AS JUDGES. Judges may or may not be members of the educational community. Letters

to three prospective judges from all over the state of South Carolina should be mailed no later than September board meeting and

should include: date for deadline for application and the date to return the decision to the committee. The judges should not all be

from one area of the state or school district. (Three weeks would be an appropriate length of time for judging.)

A master of the form shall be provided by the President. Copies of the form shall be provided to the affiliate Presidents

through the affiliation packets and to the district directors for distribution. Form should be updated no later than the September

board meeting and submitted to the Website Coordinator to be put on the website.

All nomination forms must be postmarked no later than December 1. A check for $25.00 must accompany the four nomination

forms. The committee chairman will send the completed form with all checks to the treasurer.

A letter explaining the criteria for judging each candidate and the use of the sheet shall be mailed to the three selected judges

along with the applications. A copy of the criteria for judging, one copy of the nomination form for each nominee, sheet, and the

deadlines for judging must be mailed to each judge no later than December 15. The judges need to return the tally sheet by

January 5.

All judges (3) will complete a sheet on each candidate and return the sheet to the chairman. The committee will then

compile all three judges’ scores to arrive at the winner. NO OFFICE PROFESSIONAL CAN SERVE AS A JUDGE The nominee

receiving the highest score will be declared the winner. In the event of a tie, the committee will be responsible for breaking the

tie, effective with the 2000-01 selections. The committee will refer to the scores on the Judges Sheet, starting with

Number 1, until the tie is broken.

The final sheet with the judges’ scores will be sent to the President prior to the announcement of the winner. The chairman of

the committee will notify all nominees and sponsoring associations of the decision. In all cases, the decision of the judges

and/or committee is final.

The chairman will send a brief article to the newsletter editor to be published in the first newsletter of the New Year to inform

members that these forms are available from their district director.

The winner shall be notified before the conference and will receive reimbursement for one night’s lodging and the

cost of the awards luncheon. The chairman of the committee will submit the form. The winner will be presented a plaque at the

awards luncheon. Certificates will be presented to all other nominees (either mailed to the nominee or presented to the Association

or the individual who made the nomination). The plaque should be ordered from Awards Specialty Inc., at 3016 Two Notch

Road, Columbia, SC 29204, telephone number 803-735-9577, mention SCAEOP Awards.

The following year the state winner will be the nominee for the NAEOP Educational Office Professional of the Year

from South Carolina. The chairman is responsible for making sure application for the NAEOP nominee is completed and

mailed no later than March 1.

The chairman will write a report or article for publication in each issue of the newsletter. She will also write a report for the


Revised 4/99, 11/00, 05/04, 4/07, 10/08, 3/09,11/09, 3/2011, 4/2013, 4/2014

99

SCAEOP Betty Blanton Office Professional of the Year Committee


May Board Meeting

Provide names of committee members for board

approval.

May - June


Send letters to perspective judges



Send acknowledgement letters to judges

Present names of judges for information purposes

Distribute copies of award application to District Directors




Present any recommendations for changes in the

guidelines for the next year.


Report on award winner.


By February 20

Purchase plaque per guidelines

Notify Office Employee winner and supervisor by letter

Notify non-winners

Prepare certificates for non-winners




Deadline to mail the Olive T. Ritchie Office Employee

Award application to NAEOP- MARCH 1

March 30


April 15


Added 3/2010, 3/2011, 3/2012, 4/2013, 4/2014

100


BETTY BLANTON EDUCATIONAL OFFICE PROFESSIONAL OF THE YEAR

Guidelines for Nomination

1. One candidate may be nominated by each SCAEOP affiliate association of the current affiliation year, or if there is no

local affiliate, one candidate may be nominated by a member in good standing with SCAEOP. 2. Four (4) copies of the application must be submitted. DO NOT send scrapbooks, newspaper clippings, or any other

materials. All materials must be submitted by sponsoring association at one time and no materials will be returned.

3. A twenty-five dollar $25 non-refundable fee payable to SCAEOP must accompany nomination. Fees will be used to help defray expenses for the winner to attend the annual meeting. (The winner will receive reimbursement for one night’s lodging and the cost of the awards luncheon.)

4. Application materials must be POSTMARKED BY December 1. 5. All candidates and the sponsoring associations will be notified immediately after the judges’ decision is final. 6. An inscribed plaque will be presented to the winner at the awards luncheon. 7. Nominations that do not follow guidelines will not be submitted to the judges for consideration.

Eligibility

1. Candidate must currently be a National member and must have held membership for a minimum of three (3)

consecutive years. 2. Candidate must be a member of SCAEOP. Members of SCAEOP Executive Board are eligible for this award. 3. Candidate must be a member of the local association for educational secretaries or office professional, if such local

association exists. 4. Candidate must currently be employed as an educational office employee with a minimum of five (5) years experience

in any educational institution, agency, public or private school, institution of higher learning, etc.


1. Recommendation of sponsoring association (From I) …………………… 10% 2. Education, PSP certificates, in-service courses completed (Form II) . 20% 3. Membership/leadership roles in educational professional associations

(Local, State, National) (Form II)……………………………..…………… 20% 4. Other professional associations ……………………………………….. 10% 5. Community activities (areas of impact in addition to education) (Form II) 5% 6. Professional ratings(Supervisor) or personnel director) (Form III … 15% 7. Letters of recommendation (maximum of three) ……………….…. 20%

In all cases, the decision of the judges is final. Rev. 2004, 2008,3/2011, 4/2013, 4/2014

101



NOMINATION FORM

Candidate's Personal Data: Name: ________________________________________________________________________________ Address:_____________________________________________________________________________________

Street City State Zip Code Home Telephone: ________________ Office Telephone: _____________ Cell: ______________

Email Address: ________________________________________________________________________________

Candidate's Employment: Employer: ____________________________________________________________________

Name Location Position: _____________________________________________________________________ Immediate Supervisor (if applicable): ______________________________________________________

Basis for Selection of Nominee:

Sponsor: Name of Sponsoring Affiliate/Member: ______________________________________ Name of Affiliate President: _______________________________________________ (If there is no affiliate, leave blank.) Address of Sponsor: _____________________________________________________________________________

Street City State Zip Code Telephone of Sponsor: Home: ___________________ Office: ___________ _____________ Signature of Sponsor: __________________________________ Date: ___________

Submission Information: Submit four (4) copies of Forms I, II, and letters of recommendation to:

Nominations must be postmarked by December 1. Form I Rev 2004, 2008, 2011,4/2013, 4/2014

102



(To be completed by the nominee) Name: ____________________ Position held: ____________No. of Years :______ Address: ____________________________________________________________ Supervisor: _________________________ Title: ____________________________ Business Address of Supervisor: __________________________________________________________ Email: _______________________________________________________________________________

Previous Positions Held: List positions on a separate sheet using the following format: Title of Position Place of Employment From To _____________________________ ____________________________ _________ _______ ____________________________ ____________________________ __________ _______

Educational (include high school): List positions on a separate sheet using the following format: Name of Course or Degree Institution Credit Hrs. Year ____________________________ __ __________________ ____________ ___________ ____________________________ __ __________________ ____________ ___________ ____________________________ __ __________________ ____________ ___________

Professional Standards Program Certificate held (indicate by filling in the year received): List positions on a separate sheet using the following format: Basic____ Associate Prof._____ Advanced I______ Advanced II ____Advanced III ______ Associate Degree ______Bachelor ______Master ______ Doctoral _______CEOE _____

Inservice Courses Completed (include last 10 years): List inservice courses completed in the last ten years on a separate sheet using the following format: Name of Program/Course Sponsored by: Credit Hrs Year _________________________ ____________________ ___________ _______ _________________________ ____________________ ___________ _______ _________________________ ____________________ ___________ _______ Form II, Page I Rev 2004, 2011, 4/2013, 4/2014

103

SOUTH CAROLINA ASSOCIATION OF EDUCATIONALOFFICEPROFESSIONALS, INC.


Membership/Leadership Roles in Educational Professional Associations:

Association Yrs. Member Office/Committee Year

National: ________________ ___________ _______________ ______

_________________ __________ _______________ ______ _________________ __________ _______________ ______ ________________ __________ ________________ ______ State: _________________ __________ ________________ ______ _________________ __________ ________________ ______ _________________ __________ ________________ ______ _________________ __________ _______________ ______ Local _________________ __________ ________________ ______ _________________ __________ _______________ ______ _________________ __________ _______________ _____ _________________ ___________ _______________ _____

Other Professional Associations:

Association Yrs. Member Office/Committee Year National: ___________________ ___________ _______________ ______ ___________________ ___________ _______________ ______ ___________________ __________ _______________ ______ ___________________ ___________ _______________ ______ State: ___________________ ___________ _______________ ______ ___________________ ___________ _______________ ______ ___________________ ___________ ________________ ______ ___________________ ___________ ________________ ______ Local: ___________________ ___________ ________________ ______ ___________________ ___________ ________________ , ______ Form II, Page 2 Rev 2004, 2011, 4/2013, 4/2014

104



Community Activity (last 5 years):

Organization Community Activity or Office Held Year) National: _____________________ ____________________________________ ______ ________________________ ____________________________________ ______ _______________________ ____________________________________ _____ _______________________ ____________________________________ ______ State: ____________________ ____________________________________ ______ ______________________ ____________________________________ ______ ______________________ ____________________________________ ______ ______________________ ____________________________________ ______ Local: ___________________ ____________________________________ ______ ______________________ ____________________________________ ______ ______________________ ____________________________________ ______ ______________________ ____________________________________ ______ Signature of Nominee: __________________________ Date:_____________________ Form II, Page 3 Rev 2004, 2014

105



PERSONNEL RATING

(To be completed by immediate supervisor of nominee)

Please evaluate candidate with a short narrative in each of the following areas. The rating should cover the past five (5) years

of employment, especially noting specific job performance. If in present position less than five years, office professionals should submit copies of performance evaluations from previous positions within the past five years.

OFFICE MANAGEMENT: INTERPERSONAL RELATIONSHIPS: LEADERSHIP: PROFESSIONAL GROWTH: PROFESSIONALISM:

PUBLIC RELATIONS: KNOWLEDGE AND SKILLS: ______________________________________________ ______________________________________________ Signature of Office Professional Date Signature of Immediate Supervisor Date Form III Rev 2004, 2014

106

SOUTH CAROLINA ASSOCIATION OF EDUCATIONAL OFFICE PROFESSIONALS, INC. BETTY BLANTON EDUCATIONAL OFFICE PROFESSIONAL OF THE YEAR

JUDGE’S TALLY SHEET

CANDIDATE ____________________________________________


Recommendation of sponsoring association 10% ___________

Education, PSP certificates, in-service courses completed 20% __________

Membership/leadership roles in educational professional associations (Local, State, National) (Form II) 20% __________

Other professional associations 10%

Community activities (areas of impact in addition to education) (Form II) 5% __________

Professional ratings (Supervisor) or personnel director) (Form III) 15% __________

Letters of recommendation (maximum of three) 20% __________

TOTAL SCORE __________

JUDGE:_______________________________________


Revised 2004, 4/2013, 4/2014

107

SOUTH CAROLINA ASSOCIATION OF EDUCATIONAL OFFICE PROFESSIONALS, INC. BETTY BLANTON EDUCATIONAL OFFICE PROFESSIONAL OF THE YEAR

FINAL TALLY SHEET


CANDIDATE’S NAME

_________________ _______ _______ _______ ___________

_________________ _______ _______ _______ ___________

_________________ _______ _______ _______ ___________

_________________ _______ _______ _______ ___________

_________________ _______ _______ _______ ___________

_________________ _______ _______ _______ ___________

_________________ _______ _______ _______ ___________

_________________ _______ _______ _______ ___________

Revised 2004, 4/ 2013, 4/2014

108

PROFESSIONAL STANDARDS PROGRAM COMMITTEE

1. The chairman of the Professional Standards Program should have participated in and be familiar with PSP of the National

Association of Educational Office Professionals and should be able to answer questions submitted by SCAEOP members.

2. Since the forms for submitting information to the National PSP must be signed by an official of the State Association, it shall

be the duty of the chairman to verify (as nearly as possible) the information listed and to sign the forms for the applicants.

3. The chairman shall promote the program through local associations of educational office professionals and in articles for THE

NEWSLETTER and shall submit a yearly written report at the annual business meeting.

4. Those members who have earned a certificate during the year should be recognized during the Sunday morning of the annual

business meeting. Also, all CEOE recipients in attendance at the Sunday morning Breakfast meeting will have a chance to win

$50.00 cash prize. This custom was established on April 23, 1992.

5. A member scholarship was established in 2001. The PSP chairman will be in charge of this scholarship which is different from

the Student Scholarship. This scholarship will be given to an active member of SCAEOP for continuing education in pursuit of

a NAEOP PSP certificate.

6. Forms should be updated no later than June 1 and submitted to the Website Coordinator to be put on the website.

The PSP Committee Chairman will write a report or article for publication in each issue of the newsletter. She will also write a

report and include the winner’s name and county for the conference handbook.

Revised April 1992, 2001, 4/07, 3/09, 11/09, 4/2013, 4/2014

SCAEOP PSP Committee


May Board Meeting


June 1


responsibilities.









Announce the Member Scholarship Winner


February 1



Ask Membership Recorder for the list of PSP recipients

for the current year

Prepare Certificates for PSP recipients



Meeting

Present Certificates to PSP recipients for the current year

at Awards luncheon

Prepare the PSP $50 Prize for Sunday Breakfast. PSP

winner must be present to win.

March 30


April 15

All check requests are due to the Treasurer.

Added 3/2010, 4/2013, 4/2014

109


MEMBER SCHOLARSHIP

GUIDELINES

The South Carolina Association of Educational Office Professionals Member Scholarship was established to assist members

of the SCAEOP who are pursuing a Professional Standards Program (PSP) Certificate, the Certified Educational Office Employee (CEOE) designation, or, having attained the CEOE distinction, or a member who is pursuing a college degree.

INFORMATION 1. A scholarship will be awarded by SCAEOP to a recipient determined by the SCAEOP Scholarship Committee. The

committee consists of the SCAEOP PSP Committee Chairperson and two members appointed by the PSP Chairperson. 2. The SCAEOP Member Scholarship is a tuition only scholarship; value is tied to the tuition paid by the recipient. 3. The maximum value of the scholarship monies is $300.00. 4. Only one scholarship may be approved during a fiscal year, provided funds are available. 5. No scholarship will be awarded if the scholarship committee concludes that no applicant met the specified qualifications. 6. The member will not be eligible to be awarded the scholarship in consecutive years. 7. The applicant must be an active member of SCAEOP for no less than three (3) consecutive years at the time of

application. 8. Dues must be paid up-to-date and maintained. 9. Applicant must be enrolled in the NAEOP PSP Program at time of application. 10. The scholarship monies will be awarded to the applicant AFTER successful completion of the class and copy of the

transcript has been received by SCAEOP or a certificate for attending the Institute at the previous National Conference.

APPLICATION An application will be considered complete when the following items have been received by SCAEOP:

1. Application for scholarship must be on the appropriate form provided by SCAEOP. Application form must be completed.

(Failure to use correct form or incomplete form will result in disqualification.) 2. Transcript) of previous academic performance. (NOTE: If not available, a high school diploma OR a GED certificate OR a

notarized statement of completion of high school requirements from an appropriate official of the institution.) 3. A copy of verification reflecting (a) tuition/fees; and (b) a description of courses for which applying for scholarship. 4. Statement of career goals and financial need.

5. All applications must be postmarked no later than December 1.

NOTE: Failure to submit all requested information and to follow all guidelines will result in disqualification. No

exceptions will be made.

CANDIDATE ELIGIBILITY CRITERIA

1. The applicant must be an active member of SCAEOP for no less than three (3) consecutive years preceding the date of

the scholarship application deadline. 2. Applicant must either hold or have made application for a Professional Standards Program Certificate. 3. Applicant must be enrolled in an institution of higher education (two- or four-year college, university, business

college/school, or vocational/technical education).

SELECTION CRITERIA

A rating system of 100 points shall be used in determining the scholarship recipient). 1. Maximum of 30 points will be awarded for participation and leadership positions in local and/or SCAEOP. 2. Maximum of 30 points will be awarded for statement of need. 3. Maximum of 15 points will be awarded for academic performance (attach transcript). 4. Maximum of 10 points will be awarded for nearness of completion of degree or work toward a PSP certificate. 5. Maximum of 10 points will be awarded for participation and leadership positions in other professional job-related

associations. 6. Maximum of 5 points will be awarded for completeness and neatness of application.

AWARDS DISBURSEMENT

1. Upon notice that the recipient has completed an educational course, the scholarship money will be forwarded to the

member. 2. The approved scholarship will be valid only for the academic year following the awarding of the scholarship (fall, winter,

spring, summer, and quarter/semester). 3. SCAEOP members may apply for a scholarship as many times as they desire, but cannot receive the scholarship in

consecutive years. At least a 2.8 (of a possible 4.0) GPA must be maintained during the course of study.

MAIL COMPLETED APPLICATION FORM TO: SCAEOP Member Scholarship Chairperson

(Address) Revised: 4/2013, 4/2014

110

SCAEOP PSP/Member Scholarship Committee Chairman’s Timeline

May Board Meeting

Provide names of committee members .

June 1


responsibilities.

Member Scholarship updated application to Web Master.


Give Member Scholarship packet to District Directors



Present a report

December 1

Deadline for Member Scholarship Application



Announce Winner of Member Scholarship


February 1





Meeting

Present the Member Scholarship at the Awards’ luncheon

March 30


April 15

All check requests due to the Treasurer

Added 3/2010, 4/2013, 4/2014

111


MEMBER SCHOLARSHIP APPLICATION

Form must be keyboard generated (no handwritten applications accepted)

Phone: ( _____ ) ______________________________ Name of Applicant: _____________________________________________________ Address:___________________________ City/ST/ZIP ________________________ FAX: _____________________________ E-mail: ____________________________ Educational institution attending/planning to attend: ___________________________ Degree pursuing (if applicable): ___________________________________________ Projected dated of completion for degree: ___________________________________ Date of quarter/semester applicant is enrolled/plans to enroll: ___________________ Title) of course) for which scholarship is requested: ________________________ _____________________________________________________________________ Attach a transcript of academic performance (may be a student copy). Also attach a copy of tuition/fees and page

describing course) from school catalog. If pursuing a degree, include a copy of course requirements/degree plan. SCAEOP membership from _________ to present. Do you hold a PSP certificate? _____ If so, which certificate) ________________ Projected date to receive PSP certificate: ___________________________________

ASSOCIATION PARTICIPATION (elected office, committee chair, committees served within the past ten years): (Attachments allowed)

Year Year LOCAL: ___________________ _______ __________________ _____ ___________________ _______ __________________ _____ ___________________ _______ __________________ _____ STATE: ___________________ ______ __________________ _____ ___________________ ______ __________________ _____ ___________________ ______ __________________ _____ NATIONAL: ___________________ _______ ___________________ _____ ___________________ _______ ___________________ _____

___________________ _______ ___________________ _____ Revised 1/05, 4/2013, 4/2014

112

OTHER PROFESSIONAL JOB-RELATED ASSOCIATION PARTICIPATION:

_____________________________________ ______________________________

_____________________________________ ______________________________

_____________________________________ ______________________________

STATEMENT: Write a brief statement about your career goals and financial need. Signature of Applicant: _____________________________ Date: _________________ Name of Employer: _______________________________________________________ Address: ________________________________________________________________ Phone: Work (____) _________________ Home (____) _____________________ FAX: _______________________________ E-mail: ___________________________ *Name of Local Affiliate: __________________________________________________ President of Local Affiliate: _________________________________________________ Address: ________________________________________________________________ Phone: Work (____) _________________ Home (____) _____________________ FAX: ________________________________ E-mail: ____________________________ * The affiliate is listed only for notification information. Endorsement or approval by the local association is not needed. If you

should be selected your local affiliate will be notified.


(Address)

ALL APPLICATIONS MUST BE POSTMARKED NO LATER THAN DECEMBER 1.

Revised 1/05, 10/08, 4/2014

113


MEMBER SCHOLARSHIP APPLICATION CHECKLIST

Have you included: _________ 1. Completed application forms _________ 2. Transcript) OR

a. High school diploma OR b. GED certificate OR c. Statement of completion of high school requirements

__________ 3. Verification of tuition and/or fees _________ 4. Copy of course description OR course requirements for a degree plan _________ 5. Statement of goals and financial need


(Address) Revised 5/05, 4/2014

114

PUBLIC RELATIONS COMMITTEE

LOUISE HENDERSON NELSON AWARD

The chairman of the committee shall be assigned by the incoming President of the Association.

The chairman shall choose at least two members in good standing to serve on the committee.

The committee shall be responsible for publicity regarding conferences/meetings, award programs such as Educational Office

Professional of the Year, Scholarship, and Administrator of the Year), and other special events of the Association.

The committee shall be responsible for sending information to The NES Connector for publication in the affiliates’ section.

The chairman of the Public Relations Committee is responsible for completing and submitting the NAEOP Louise Henderson

Nelson (LHN) Award application postmarked by March 1 of each year.

The LHN Award binder is in the hands of Past President Gloria Tisdale. She will submit the application each year.

The Public Relations Committee Chairman will write a report or article for publication in each issue of the newsletter. She will


Revised 5/06, 4/07, 4/2013, 4/2014

SCAEOP Public Relations Committee Chairman’s Timeline

May Board Meeting

Provide names of committee members for board

approval.

May - June


responsibilities.










February 1





Meeting NOTE: Submit the Louise Henderson Nelson Award

application to NAEOP March 1 by Gloria Tisdale, Past President, Advisor

April 15

All check requests are due to the Treasurer

Added 3/2010, 4/2013, 4/2014

115

SCAEOP STUDENT SCHOLARSHIP

MARIAN GARRETT STUDENT SCHOLARSHIP WINNERS

YEAR STUDENT NAME HIGH SCHOOL CITY/COUNTY

1988 Sherry Lynn Klotter Summerton Clarendon

1989 Angela Nesbitt Hillcrest HS Simpsonville/Greenville

1990 Lawanna Myers Garrett HS Charleston

1991 Marquita Denise Johnson Green Sea Floyd HS Loris

1992 Chiquita Renee James Eau Claire HS Columbia/Richland

1993 Glenda Carla Peterson Blacksburg HS Blacksburg/Cherokee

1994 LaDara Tawanna Josey St. Johns HS Darlington

1995 Kakela Anita Simone O’Banner Wade Hampton HS Hampton

1996 Allison Elsa Valazquez Belton-Honea Path HS Anderson

1997 Shana Felicia Thomas Dreher HS Columbia/Richland

1998 Farena Jessica Bradley Cross HS Berkeley

1999 Tony Profit Calhoun County HS St. Matthews/Calhoun

2000 Renee Rouse Green Sea Floyd HS Loris/Horry

2001 Quanita Tyreen Wilson North HS North

2002 Susan Alexis Smith Honea Path HS Anderson

2003 Miranda Nicole Williams Lake City HS Lake City/Florence

2004 Larry D. Elmore Kingstree Senior HS Kingstree/Williamsburg

2005 Jessica Sara Gawler Ridge View HS Columbia/Richland

2006 Tryna DeAne Gerald Mullins HS Marion

2007 Bobby W. Lawson, Jr. Hemingway HS Georgetown

2007 Timika V. Adams Marion

2008 Shernelia Gabrielle Cooper Kingstree Senior HS Kingstree/Williamsburg

2009 Kiamesha F. Halsey Chester Chester

2009 Heather A. Burditt Starr Calhoun

2010 Justin D. Wells Manning HS Clarendon

2011 Bricole T. Graham Lake City HS Lake City/Florence

2012 Chaquandria Tamtra Holland Lakewood HS Sumter

2013 Robert DeShawn Lamont Taylor Lower Richland HS Hopkins

2014 **Nia Tiqnne Walker Georgetown High School Georgetown **Recipient of the NAEOP Mona T. Wood Scholarship 2014 2012, 2013, 2014

116

STUDENT SCHOLARSHIP COMMITTEE

MARIAN GARRETT STUDENT SCHOLARSHIP

The chairman of the committee shall be assigned by the incoming President of the Association. The chairman shall choose at

least two members in good standing to serve on the committee.

A retiree, selected by the retirees’ group, will serve on the Scholarship Committee each year.

From Nebraska Dept. of Ed Office Professionals Association, the following is a suggestion to help get the scholarship

information out to our students. This has been provided in the NAEOP “Keeping Affiliates Active” February 2011 publication:

1. Go to your Dept of Education where you can get a listing of all the email addresses of school counselors and you can

simply email your scholarship directly to those people that will be in the closest contact to the students. School

counselors are the ones that put the Scholarship listings in the school bulletins and such.

2. Call Education Quest or a similar type of organization and get your scholarship on their list. Education Quest will put your

scholarship on their list of scholarships that a student might qualify for based on certain criteria.

3. Both of these options cost you NOTHING and get the scholarship in the hands of the people who need and will benefit

from your scholarship.

Each year SCAEOP shall select a scholarship recipient using guidelines and forms as approved by the Executive Board. The

committee will meet early in the year or as soon as possible after the new board takes office. Copies of the applications shall be

provided to each district director. Time lines and procedures will be followed carefully. Information is provided on a disc to each

director and member of the Executive Board. Form should be updated by the May board meeting and submitted to the Website

Coordinator to be put on the website no later than June 1.

The Vice President and the Chairman of the Marian Garrett Student Scholarship will work

together on the Student Scholarship Fundraiser each year beginning with the 2003 Annual

Conference.

The chairman shall send a brief article to the newsletter editor to be published in the first newsletter of the new year to inform

members that these forms are available from their district director. She will write a report or article for publication in each issue of

the newsletter. She will also write a report for the conference handbook.

Following the deadline December 1 for receipt of applications, the scholarship committee shall meet and, using the criteria for

judging, shall select a winner and an alternate. As soon as the decision is made, the chairman of the committee shall notify all

applicants in writing.

The scholarship winner shall be notified as soon as the decision is made and shall be the guest of SCAEOP at the awards

luncheon during the annual business meeting. At this luncheon she/he will be recognized and presented a certificate. SCAEOP

shall provide a hotel room for one night and lunch at the awards luncheon for up to two guests of the scholarship recipient. The

chairman of the scholarship committee shall make lodging and luncheon arrangements through the conference chairman.

The Marian Garrett Student Scholarship Committee Chairman will write a report or article for publication in each issue of the

newsletter. She will also write a report and include the winner’s name, county and high school for the conference handbook.

Revised 11/00, 2/05, 4/07, 3/09, 11/09, 3/2011, 4/2013, 4/2014

SCAEOP Marian Garrett Scholarship Committee


May Board Meeting


June


Updated Student Scholarship application uploaded to

Website



Distribute copies of Scholarship application to District

Directors


117



Present any recommendations for changes in the

guidelines for the next year.

December 1

Deadline for Student Scholarship Applications


Report winner of Student Scholarship and Alternate



Before January Board Meeting

Meet with committee members, Retiree Representative

and Past President Advisor to review the applications received

and establish the winner and alternate. Make copies only of

eligible applications.

February 1

Notify Scholarship winner by letter

Notify non-winners by letter

Prepare certificate and letter for Winner

Notify Conference Chairman if winner will attend the

luncheon and the number of parents attending.




March 1

Send SCAEOP Scholarship winner application to the

NAEOP Mona T. Wood Scholarship each year.

March 30

Deadline to submit article on Scholarship Winner.

April 15


Added 3/2010, 3/2011, 4/2013, 4/2014

118

SOUTH CAROLINA ASSOCIATION OF EDUCATIONAL OFFICE PROFESSIONALS,INC

MARIAN GARRETT STUDENT SCHOLARSHIP APPLICATION

GUIDELINES FOR APPLICATION

1. Applicants must complete an SCAEOP Scholarship Application form; write a one-page biographical sketch on “Why I

am Choosing a Career in Business”; secure a letter of recommendation from a principal, counselor, or other school administrator; secure a letter of recommendation from a business education teacher; secure a letter of recommendation from someone other than an SCAEOP member or family member; secure an official high school transcript; and submit these items to the SCAEOP scholarship chairman at the address stated on the application form.

2. Application materials must be postmarked by DECEMBER 1. 3. All applicants will be notified immediately after the judges’ decision is final.

4. A certificate of scholarship will be presented to the winner at the awards luncheon. Lodging (one room) and awards

luncheon will be provided for recipient and two guests. 5. A check will be issued to the winner only upon notification from an accredited school certifying that the winner is

registered for the fall term.

Eligibility

1. Applicant must be a graduating high school senior.

2. Applicant must have maintained a “C” average or better in high school and a “B” average in high school business

courses. 3. Applicant must plan to enter a post high school, accredited institution in the fall term following the granting of the

scholarship. 4. Applicant must be a United States citizen and a resident of South Carolina.


1. Need for Assistance…………….……………………………………………. 50% 2. Scholastic Achievement………………… …………………………………… 25% 3. Initiative ………………………………………………………….……………… 10% 4. Quality and completeness of application materials…………………….…… 10% 5. Extracurricular activities……………………………………………………….. 5% Rev. 9/92, 2005, 4/2013, 4/2014

119

SOUTH CAROLINA ASSOCIATION OF EDUCATIONAL OFFICE PROFESSIONALS, INC. MARIAN GARRETT STUDENT SCHOLARSHIP APPLICATION

This scholarship program is open to business students who wish to continue their education and pursue work in the business

field, preferably in the educational area. If possible, please type application and additional supporting materials which are required. It is suggested that all instructions and questions of the entire application form be read carefully before attempting to supply the information requested. Remember that the transcript must be verified by the registrar or by a counselor, must cover all work completed to date, and must show the class rank at the end of the junior year.

Name: ______________________________________________________________ Age ________ First Middle Last Address: _____________________________________________________________________________

Street City State Zip Code County Telephone Number: ( )__________ School Presently Attending _____________________________ Name of Father/Guardian: _______________________________________________________________ Address: _____________________________________________________________________________ Occupation:______________________________________ Approximate Annual Salary: _____________ Employer: ________________________________________________________________________

Name of Mother/Guardian: ______________________________________________________________ Address: _____________________________________________________________________________ Occupation:_______________________________________ Approximate Annual Salary: ____________ Employer: ____________________________________________________________________________

Number of Children Living at Home ________ Number of Children Attending College ___________ Applicant’s Proposed Occupation: _________________________________________________________ List in order of preference three colleges, universities, or business schools where you have formally applied or plan to apply for

admission.

Accepted Name of Institution Address Yes No _________________________________________________________________________________________ _________________________________________________________________________________________ Rev 9/92, 2005, 2014 Please state the reason) why you need financial assistance. (If more space is needed, attach another sheet.) List school and community extracurricular activities including athletics, music, and any offices held. (If more space is needed,

attach another sheet.) List academic awards and/or honors received. (If more space is needed, attach another sheet.)

Please use this space to record additional information you feel would be of interest to the scholarship committee.

120

CERTIFICATION

I, the undersigned, hereby make application for a South Carolina Association of Educational Office Professionals’

(SCAEOP) Marian Garrett Student Scholarship and certify that:

1. All the information submitted is true and correct.

2. I will use any funds received from the South Carolina Association of Educational Office Professionals CAEOP) for the purpose of paying expenses for my college education; and

3. I will notify the chairman of the South Carolina Association of Educational Office Professionals scholarship committee immediately if there should be any interruption in my plans for continuing my education this coming year.

________________________________________________________________ Applicant’s Signature Date

Application must be postmarked by January 15.

Page 2 Rev 9/92, 2005, 2008, 4/2013

121



JUDGES’ TALLY SHEET

CANDIDATE ____________________________________________


Need for assistance 50% ____________

Scholastic achievement 25% ____________

Initiative 10% ____________

Quality and completeness of application materials 10% ____________

Extracurricular activities 5% ____________

TOTAL SCORE ____________

JUDGE:_______________________________________


Revised 11/98, 2005, 4/2013, 4/2014

122



FINAL TALLY SHEET


CANDIDATE’S NAME

_________________ _______ _______ _______ ___________

_________________ _______ _______ _______ ___________

_________________ _______ _______ _______ ___________

_________________ _______ _______ _______ ___________

_________________ _______ _______ _______ ___________

_________________ _______ _______ _______ ___________

_________________ _______ _______ _______ ___________

_________________ _______ _______ _______ ___________

Revised 11/98, 2005, 4/2013,4/2014

123

SCAEOP MARIAN GARRETT STUDENT SCHOLARSHIP “SAMPLE LETTER FOR WINNER”

SOUTH CAROLINA ASSOCIATION OF

EDUCATIONAL OFFICE PROFESSIONALS, INC.

Date Name of Winner Address City, State, Zip Dear Congratulations! On behalf of the SCAEOP Marian Garrett Student Scholarship Committee, I would

like to inform you that you have been selected to receive the $_____ SCAEOP Marian Garrett Student Scholarship for (YEAR) and will be honored at the South Carolina Association of Educational Office Professionals conference on Saturday, (DATE) at the Awards Luncheon. The Luncheon will begin at 11:45 AM at (HOTEL-CITY). This is an exciting time for us to recognize your outstanding achievements as you start your studies at (List College).

The Marian Garrett Student Scholarship committee commends you on your great achievements at

(name of high school). If your schedule permits, we are anxious to have you and your parents join us to celebrate your fine

accomplishments and to award you the scholarship. You will need to send me a current photo to be used in our fall issue of “The Voice” Newsletter.

Also, you will need to send me an official letter from (College) indicating your acceptance there as well as an indication you will be a full time student for the (2013-?) academic year. Upon receiving the proper documentation, a check in the amount of $_____ will be forwarded to you for tuition and/or other educational expenses.

Again, congratulations! Sincerely, (Name) Chairmen, Marian Garrett Student Scholarship Committee C (Name), SCAEOP President (Name), SCAEOP Treasurer Added 4/2013

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SCAEOP MARIAN GARRETT STUDENT SCHOLARSHIP “SAMPLE LETTER FOR NON-WINNER”



DATE Name of Non-Winner Address City, State, Zip Dear On behalf of the SCAEOP Marian Garrett Scholarship Committee, I want to thank you for

applying for the $_____ scholarship that will be awarded in (CITY), South Carolina at the SCAEOP Conference in March, (YEAR). I commend you for applying for this scholarship.

The judges were extremely impressed with your outstanding accomplishments and had a

difficult time judging all the qualified candidates. I am sorry to say, however, that you were not selected as the winner.

I would like to wish you a successful year as you enter (COLLEGE). I am confident that it will

continue to be a wonderful experience for you. Sincerely, (Name) Chairmen C (Name) SCAEOP President

Added 4/2013

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WAYS AND MEANS COMMITTEE & CONFERENCE VENDORS/EXHIBITS COMMITTEE

The Ways and Means Committee shall:

1. The Ways and Means Committee Chairman shall also be the Conference Vendor Chairman. This change was effective

May 2007.


2. Work with the President to purchase a sellable item reflecting their year which can be sold at the annual conference.

Additional Ways and Means endeavors may be tried but all plans must be approved by the Executive Board before any

commitment is made.

3. Make the arrangements necessary to carry out the approved plans, including getting the bills to the treasurer for payment

in a timely manner.

4. Keep a beginning accurate of items for sale, what was purchased and an ending each year. She will also perform a

comparison of what was received and sold each year.

5. Keep accurate records or inventory and prepare a report for the treasurer each year of sales.

6. Will maintain the SCAEOP table cloth.

7. Prepare a written report to be included in the Annual Conference Handbook at the annual meeting.

6. The money generated for Ways and Means and the Conference Vendors will be processed and deposited separately.

The Vendor table money is part of the Conference Income. Ways and Means generated funds are used for fundraising.

The Ways and Means Chairman should confirm that all tables that are needed for SCAEOP displays are included in the final

number of tables. SCAEOP tables will include:

4-6 tables for Retirees (dependant on the price of tables charged to SCAEOP)

3-4 tables for theme baskets

2-3 tables for Ways and Means

1-2 tables for Membership

The Ways and Means Committee Chairman will write a report or article for publication in each issue of the newsletter. She will


Revised 5/06, 11/06, 4/07, 10/08, 11/09, 8/10, 4/2013, 4/2014

SCAEOP Ways and Means/Vendor Exhibits Committee


May Board Meeting

Provide names of two (2) committee members Present a

written report that includes the inventory on hand.

June


responsibilities.



Present a written report including inventory







February 1



126



Meeting

Inform Conference attendees of the Ways and Means

items for sale.

March 30


April 15


Added 3/2010 Revised 3/2011, 4/2013, 4/2014

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SAMPLE INVENTORY FORM SCAEOP WAYS AND MEANS MERCHANDISE INVENTORY

Merchandise Inventory – 3/15/2013 org, $25.00 reduced $10.00

org. $30.00 reduced $15.00

T-SHIRTS Small Medium Large X-Large XX-Large

Black 0 1 0 0 0

Green 0 0 1 0 0

Burgundy 3 4 6 4 0

Blue 1 2 4 7 0

Grey 3 5 5 8 0

White 0 1 1 2 0

Purple 3 4 2 3 0

10 17 19 24 0

Projected Revenue $100.00 $280.00 $380.00 $240.00 $0.00

Total on Hand 70

Projected

Revenue $1,000.00

LUNCH BAGS Org. $10.00

$4.00

BLUE 13 BLACK 3 RED 9 Total Inventory 25 Projected Revenue $100.00

SCARVES $5.00

0

Projected Revenue $0.00

KEY RINGS $2.00

0


FLASHLIGHTS $1.00

14


ID WALLETS $10.00 75 Cost $6.50 51 Projected Revenue $510.00 Projected Profit $178.50

Grand Total

Projected Revenue $1,624.00 Added Form 4/2013

128

South Carolina Association Of Educational Office Professionals, Inc. (Sample Letter for Vendors)

Date

Name of Company

Address

City, State, Zip

Dear

This letter serves as an invitation to participate in the South Carolina Association of Educational Office

Professional, Inc. (Year) Annual State Conference in ___________________________. 150-225 plus educational

office professionals, from across the state, will attend this conference. I would like to extend to you an invitation to

participate in this conference by becoming one of our exhibitors/vendors. Two draped exhibit tables will rent for

$______ for all day Friday and Saturday, ____________________(dates). Additional draped tables are $50.00 per

table, per day.

Please consider this invitation as an opportunity to describe your products, your company, sell and/or display

your products, and to make contacts that will benefit both your business as well as the many educational office

professionals that will be at the conference. If you would like to take advantage of this fabulous opportunity and

commit to becoming one of our exhibitors, please take a minute and complete the form below and return to me by

February 1, (Year) along with your company check or money order.

Please understand that the SCAEOP does not limit vendors. Multiple vendors with the same product

type may be present.

When you make your hotel reservations at the _____________ (hotel), identify yourself as being with the

SCAEOP and you will receive the conference discount rate. You may reach the hotel at their direct line by calling

_________________________. Reservations must be made by _____________________ (Date) to receive the

conference rate.

Thank you for considering this invitation and I look forward to receiving a positive response from your company.

With your help, this conference will be a great success!

(Name) Exhibit/Vendor Chairman

(Year) SCAEOP Conference

Address

City, State, Zip

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SCAEOP VENDOR CONTRACT

PLEASE COMPLETE AND RETURN TO (Chairman) BY FEBRUARY 1, 20(year)

Yes, I commit to being an exhibitor at the (Year) SCAEOP Conference at the (Hotel), (City) South Carolina on

Friday and Saturday, (Date)

Company

________________________________________________________________

Address

_________________________________________________________________

Phone Number

_________________________________________________________________

Fax Number

_________________________________________________________________

Contact Person

_________________________________________________________________

Email:

_________________________________________________________________

FEES:

Two tables for two days $________

Additional Tables are $50.00 per day per table.

______ Additional tables on Friday $_________

______Additional tables on Saturday $_________

Total enclosed $_________ Please note that the SCAEOP does not limit vendors. Multiple vendors with the same product types may

be present. Added 4/2014

130

WEBSITE COORDINATOR

At the January 2007 board meeting, a motion was made to make the Website Coordinator a

permanent voting position. The main responsibility of the Website Coordinator is to maintain a current and up-to-date SCAEOP Website. It is her responsibility to provide the members of SCAEOP with current information about the association, conference, awards and applications, membership application, and upcoming events.

At the August 2007 meeting, the board approved the purchase of a LCD projector and a computer.

The Website coordinator is responsible for the laptop and LCD projector provided by the association. She

will have current software available to update the Website as needed, as well as security software to

protect the computer.

The Website Coordinator is the administrator for SCAEOP Online Survey account and creates

surveys for the annual conference, online ballots for the annual Nominations and Elections, and any other

survey requested by the board. She is to update the Awards each year by June 1st

. The Annual

Conference Registration information is to be uploaded to the Website no later than October 20.

The Website Coordinator will be compensated for mileage to meetings and annual conference with

the current mileage rate of $.25 per mile. She will be responsible for bringing the laptop and LCD

projectors to the Annual Conference.

The NAEOP Website Award application deadline is March 1.

The Web Master (Coordinator) will upload information to the Website whenever needed.

The Website Coordinator will write a report or article for publication in each issue of the newsletter.

She will also write a report for the conference handbook.

Added 1/3/10 Revised 4/2013, 4/2014

131

SOUTH CAROLINA ASSOCIATION OF EDUCATIONAL OFFICE PROFESSIONALS

CHECK REQUEST

Payable to: _____________________________________________________

Address: _____________________________________________________

_____________________________________________________

Date Check Required: _____________________________

Purpose

Amount

Total

SCAEOP Check Request

Signed: ___________________________________________

Committee: ___________________________________________

Date of Request: ___________________________________________

Approved for Payment:

________________________ __________

SCAEOP President Date

Revised 3/2011

Treasurer’s Use Only Check Number: _________________ Check Date: _________________ Check Amount: _________________ Account #: ____________________

132

South Carolina Association of Educational Office Professionals

Committee Revenue Breakdown

Ways and Means: Item Sold ___________________ _____ @ $__________ Checks $___________ Cash $____________ ___________________ _____ @ $__________ Checks $___________ Cash $____________ ___________________ _____ @ $__________ Checks $___________ Cash $____________ ___________________ _____ @ $__________ Checks $___________ Cash $____________ Total Ways and Means $___________ Cash $____________ Grand Total $_________________ Miscellaneous Revenue: Committee:_____________________________________________ ____________________ $____________ Checks $___________ Cash $____________ ____________________ $____________ Checks $___________ Cash $____________ ____________________ $____________ Checks $___________ Cash $____________ Total Miscellaneous Revenue $________ Checks $___________ Cash $____________ Grand Total $___________________ Submitted by:___________________________ Committee:_____________________________ Date:__________________________________ Added 4/2013

For Treasurer’s Use Only Receipt Number:_________________________ Receipt Date:____________________________ Receipt Amount:_________________________ Account Number:________________________

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MEMBERSHIP RECORDER REVENUE BREAKDOWN FORM

Membership Dues:

Active: 14-15 ________ @ 30.00 = ___________ 15-16 ________ @ 30.00 = ___________ 16-17 ________ @ 30.00 = ___________

Associate:

14-15 ________ @ 30.00 = ___________ 15-16 ________ @ 30.00 = ___________ 16-17 ________ @ 30.00 = ___________

Retired: 14-15 ________ @ 15.00 = ___________ 15-16 ________ @ 15.00 = ___________ 16-17 ________ @ 15.00 = ___________

Total Membership Dues: Checks $____________ Cash $ ________

Membership Pins: ______ @ $5.00 = ___________ Checks $_________ Cash $ ________

Conference Fees: Registration (Active)_______ = ___________ Checks $_________ Cash $ ________ Registration (Retired)______ = ___________ Checks $_________ Cash $ ________ Guest Tickets _______ = ___________ Checks $_________ Cash $ ________

Total Conference: = ___________ Checks $_________ Cash $ ________

OTHER DEPOSIT (Committees) = ___________ Checks $_________ Cash $________

TOTAL DEPOSIT: = ___________ Checks $_________ Cash $ ________ Submitted by: ___________________________________ Date: ____________________

Revised 3/09, 11/09, 8/10, 3/2011, 3/2012, 4/2013, 4/2014

For Treasurer’s Use Only:

Receipt Number: ____________

Receipt Date: ______________

Receipt Amount: ____________ Account #: _________________

134

SCAEOP, INC. - MOTION FORM

MOTION:#________ Motion:_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Rationale:__________________________________________________________________________________________________________________________________________________________________________________________________________

Motion by: _________________________ Seconded by:________________________

Meeting Date:__________________ Passed:___________ Defeated:_________

_____________________________________ ___________________________________

Presiding Officer's Signature Secretary's Signature

Printed: 2000, 2002, 2009

SCAEOP, INC. - MOTION FORM MOTION:#________ Motion:_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Rationale:__________________________________________________________________________________________________________________________________________________________________________________________________________

Motion by: _________________________ Seconded by:________________________

Meeting Date:__________________ Passed:___________ Defeated:_________

_____________________________________ ___________________________________

Presiding Officer's Signature Secretary's Signature

Printed: 2000, 2002, 2009

135



BYLAWS

ARTICLE I

NAME AND PURPOSE

SECTION 1 NAME The name of this organization shall be SOUTH CAROLINA ASSOCIATION OF EDUCATIONAL OFFICE PROFESSIONALS, INCORPORATED; hereinafter referred to as SCAEOP.

SECTION 2 PURPOSE The purpose of this Association shall be to promote and recognize the contributions of office professionals to the educational programs in South Carolina and to elevate the standards of educational office professionals within the state thereby improving the quality of service to school and community.

ARTICLE II

AFFILIATIONS

SECTION 1 The South Carolina Association of Educational Office Professionals, Inc. shall affiliate with the National Association of Educational Office Professionals, Inc. and other educational organizations and associations.

ARTICLE III

MEETINGS

SECTION 1 MEMBERSHIP MEETINGS The SCAEOP Membership shall meet at least once annually. The Executive Board shall approve the date and location of all membership meetings. At the annual SCAEOP Conference, the Saturday morning session shall be reserved for the transaction of business. Business may also be transacted at any meeting if the membership receives thirty (30) days notice of the meeting.

SECTION 2 EXECUTIVE BOARD MEETINGS Meetings of the Executive Board shall be called at the order of the President.

SECTION 3 PARLIAMENTARY AUTHORITY The Annual Membership Meetings and Executive Board Meetings of the Association shall be conducted according to the parliamentary procedures as set forth in Robert’s Rules of Order.

ARTICLE IV

MEMBERSHIP

SECTION 1 CLASSIFICATIONS OF MEMBERSHIP Membership shall be of five classifications: ACTIVE, ASSOCIATE, HONORARY, RETIRED AND LIFE.

SECTION 2 ACTIVE MEMBERSHIP All clerical, secretarial, or other support staff working in educational systems in the State of South Carolina shall be eligible for active membership in this association. Active members shall have the right to vote on all matters coming before the association, make motions, serve on committees, and hold office. Active membership privileges shall terminate upon withdrawal from employment in an educational system and/or nonpayment of dues.

136

SECTION 3 ASSOCIATE MEMBERSHIP Open to all persons not eligible for active membership. Associate members shall have all rights and privileges of active members except those of voting and holding an elected office.

SECTION 4 HONORARY MEMBERSHIP Honorary membership may be bestowed upon persons by the Executive Board in recognition of outstanding service to the Association. Honorary members shall have the same rights and privileges of active members except those of voting and holding an elected office.

SECTION 5 RETIRED MEMBERSHIP Retired membership shall be open to any SCAEOP member or former SCAEOP member who has retired from educational office work. Retired members shall have the same rights and privileges as active members except that of holding an elected office. (A retired member is one who has officially left employment, has not returned to work under South Carolina earnings limitation or TERI Program, or returned to work full time.)

SECTION 6 LIFE MEMBERSHIP Life membership shall be open to any member who has five consecutive years of membership as an active or retired member and has reached the age of 75 years.

ARTICLE V

MEMBERSHIP DUES

SECTION 1 ACTIVE, ASSOCIATE, AND RETIRED MEMBERSHIP DUES The membership annual dues for active and associate members shall be recommended by the Executive Board and approved at the annual business meeting. The membership annual dues for retired members shall be one-half the amount approved for active members.

SECTION 2 HONORARY AND LIFE MEMBERSHIP DUES Honorary and Life members shall be exempt from paying membership annual dues.

SECTION 3 DELINQUENCY OF MEMBERSHIP DUES Annual dues shall be paid within 90 days of the member’s annual membership expiration date or the membership shall be terminated.

ARTICLE VI

OFFICERS, QUALIFICATIONS, AND TERMS OF OFFICE

SECTION 1 OFFICERS The elected officers of this Association shall be President, President Elect, Vice President, Secretary, and seventeen (17) District Directors.

SECTION 2 QUALIFICATIONS To qualify for nomination to an elected office, a nominee shall be an active member whose membership annual dues are current. The President, President Elect, Vice President and Secretary shall also be members of the National Association of Educational Office Professionals, Inc. (NAEOP).

SECTION 3 ELIGIBILITY To be eligible for nomination to the office of President Elect, the nominee shall have served at least two years on the Executive Board and shall be a member of NAEOP. Should it become necessary for a candidate to qualify for direct nomination to the office of President, the candidate shall meet the same qualifications as a candidate for the office of President Elect. The President Elect shall automatically become President upon completion of a one-year term as President Elect or in the event of a vacancy in the office of President.

137

To be eligible for nomination to the office of Vice President, the nominee shall have served at least one year on the Executive Board and shall be a member of NAEOP. To be eligible for nomination to the office of Secretary, the nominee shall have served at least one year on the Executive Board and shall be a member of NAEOP. To be eligible for nomination to the office of District Director, the nominee shall be employed in the represented district.

SECTION 4 TERMS OF OFFICE The President Elect, Vice President and Secretary shall be elected annually by the general membership for a term of one year. Four District Directors shall be elected annually for a term of four years. No officer shall serve two consecutive terms with the exception of District Directors. Officers shall be installed at the Annual Membership Meeting, take office on the first day of May and continue in office until the last day of the following April.

ARTICLE VII

NOMINATIONS AND ELECTIONS

SECTION 1 NOMINATING COMMITTEE The Nominating Committee shall consist of a chairman and two members. A chairman shall be assigned from the District Directors by the President, and two additional members elected from the general membership present at the annual business meeting for a one-year term.

SECTION 2 DUTIES OF THE NOMINATING COMMITTEE The Nominating Committee shall present to the Executive Board at the November Board meeting a slate of at least two candidates for President Elect, Vice President, and Secretary. One or more candidates shall be presented for the appropriate District Directors. The candidates must have signified their willingness to serve. After the slate of officers has been approved by the Executive Board, online ballots containing the nominations, along with vital information of the nominees, shall be available on the SCAEOP Website to all eligible members of the association by December 1st. Paper ballots shall be available upon request. A majority of all votes cast shall elect. In the event of a tie for any office, a run-off election shall be held at the annual meeting.

ARTICLE VIII

VACANCY, RESIGNATION, AND RETIREMENT IN OFFICE

SECTION 1 VACANCY AND RESIGNATION To fill a vacancy in the office of President, the President Elect shall assume the duties of the President for the unexpired term plus one year. Should it be necessary for the President Elect to assume the duties of President before the term of the President Elect is completed, the office of President Elect shall remain vacant until the next regular election. In the event a vacancy occurs in a District Director position, the President, with the approval of the Executive Board, shall appoint a new Director for the remainder of the term. Any other vacancies created at any time during the regular term of office shall be filled by election, or in the case of a committee chairman, by assignment, after Board notification of vacancy.

SECTION 2 RETIREMENT Should an officer retire while in office, the current term may be completed.

ARTICLE IX

EXECUTIVE BOARD

SECTION 1 COMPOSITION OF THE EXECUTIVE BOARD The EXECUTIVE BOARD shall consist of both voting and non-voting positions.

138

The voting positions shall consist of officers elected by the general membership and officers permanently appointed by the President which include: President, President Elect, Vice President, Secretary, Treasurer, Immediate Past President, District Directors, Meeting Site Coordinator, Membership Recorder, and Website Coordinator. The non-voting positions shall consist of members annually appointed by the President which include: Annual Meeting/Conference Chairman, Chaplain, Community Service Chairman, Historian, Mentoring Chairman, Parliamentarian, Presidential Advisors and Presidential Aides. The Retired Group and the Past Presidents’ Association shall have a non-voting liaison attend the Executive Board meetings. All Past Presidents may attend the Executive Board meetings and shall serve in an advisory capacity without voting privileges.

SECTION 2 DUTIES OF THE EXECUTIVE BOARD The EXECUTIVE BOARD shall direct the program and formulate policies of the association; submit a line-item budget to the general membership for approval; select a delegate to represent the association at the annual conference of the National Association of Educational Office Professionals and other meetings at which representation may be deemed necessary; approve all committee recommendations before final action can be taken; and perform other duties as may be imposed by the Association.

SECTION 3 DUTIES OF THE PRESIDENT The PRESIDENT shall preside at all meetings of the Association and the Executive Board; call all special meetings; assign all committee chairmen (see Article X, Section 1); appoint the Parliamentarian, Chaplain, Historian, Community Service Chairman, Mentoring Chairman, Presidential Advisors, Presidential Aides, and Annual Meeting/Conference Chairman; serve as ex-officio member of all committees, except the Nominating Committee; approve all expenditures in accordance with the membership approved budget; and perform other duties as may be assigned by the Executive Board.

SECTION 4 DUTIES OF THE PRESIDENT ELECT The PRESIDENT ELECT shall assist the President; assume the duties and powers of the presidency in the absence of the President; chair the Field Service Program; be in charge of the annual NAEOP Conference trading pins fundraiser; and perform other duties as may be assigned by the Executive Board. At the conference Board meeting, the President Elect (incoming President) shall present the appointments for Annual Meeting/Conference Chairman, Community Service Chairman, Chaplain, Historian, Mentoring Chairman, Parliamentarian, Presidential Advisors, Presidential Aides, and standing committee chairmen (see Article X), as well as the assignment of the Nominating Committee Chairman for Executive Board approval.

SECTION 5 DUTIES OF THE VICE PRESIDENT The VICE PRESIDENT shall serve as Membership Recruiting Chairman; preside at meetings in the absence of the President and President Elect; and perform other duties as may be assigned by the Executive Board.

SECTION 6 DUTIES OF THE SECRETARY The SECRETARY shall keep accurate and permanent records of all meetings of the Association and the Executive Board; send copies of minutes of all meetings to the President; and perform other duties as may be assigned by the Executive Board.

SECTION 7 DUTIES OF THE TREASURER The TREASURER, a permanent appointed position, shall have custody of all Association funds, making disbursements only as authorized by the membership-approved budget and Presidential signature; keep accurate records on a current basis; make regular reports to the

139

Executive Board; and perform other duties as may be assigned by the Executive Board. In the event of a vacancy/resignation, the Treasurer shall be appointed by the President, with the approval of the Executive Board, as a voting position.

SECTION 8 DUTIES OF THE DISTRICT DIRECTORS The DISTRICT DIRECTORS shall inform office professionals in their respective districts about SCAEOP, promote new memberships, serve as chairman of a committee as assigned by the President, and perform other duties as may be assigned by the Executive Board.

SECTION 9 DUTIES OF THE MEMBERSHIP RECORDER The MEMBERSHIP RECORDER, a permanent appointed position, shall maintain up-to-date records of the membership, receive all applications for membership, and perform other duties as may be assigned by the Executive Board. In the event of a vacancy/resignation, the Membership Recorder shall be appointed by the President, with the approval of the Executive Board, as a voting position.

SECTION 10 DUTIES OF THE IMMEDIATE PAST PRESIDENT The IMMEDIATE PAST PRESIDENT shall serve for one year as an advisor and a voting member of the Executive Board.

SECTION 11 DUTIES OF THE WEBSITE COORDINATOR The WEBSITE COORDINATOR, a permanent appointed position, shall maintain a current up-to-date Website for SCAEOP. In the event of a vacancy/resignation, the Website Coordinator shall be appointed by the President, with the approval of the Executive Board, as a voting position.

SECTION 12 DUTIES OF THE MEETING SITE COORDINATOR The MEETING SITE COORDINATOR, a permanent appointed position, shall visit prospective meeting sites and report to the board. In the event of a vacancy/resignation, the Meeting Site Coordinator shall be appointed by the President, with the approval of the Executive Board, as a voting position.

ARTICLE X

COMMITTEES

SECTION 1 STANDING COMMITTEES Standing Committees of the Association shall consist of Administrator of the Year, Affiliations, Annual Meeting/Conference, Budget and Finance, Bylaws, Handbook and Brochure, Long Range Planning, Membership, Newsletter, Nominations and Elections, Public Relations, Professional Standards Program, Member Scholarship, Betty Blanton Office Professional of the Year, Marian Garrett Student Scholarship, Ways and Means and such other committees as may be established by the President. The Executive Board must approve any committee recommendations before final action can be taken.

ARTICLE XI

QUORUM

SECTION 1 EXECUTIVE BOARD AND/OR COMMITTEE MEETINGS According to Robert’s Rules of Order, a simple majority (half +1) of the voting members of the Executive Board and/or Committees shall constitute a quorum for the transaction of official business.

SECTION 2 MEMBERSHIP MEETINGS At all Membership Meetings, a simple majority (half plus one) of the conference registered members shall constitute a quorum for the transaction of official business.

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ARTICLE XII

AMENDMENTS TO BYLAWS

SECTION 1 AMENDMENTS These Bylaws may be amended at the annual business meeting of the Association by a two-thirds vote of all eligible registered members present, provided the proposed amendment was presented in writing to the Executive Board for approval at least thirty (30) days prior to the meeting. Amendments must be submitted to the general membership no later than thirty (30) days before the proposed effective date of May 1 of the year they are to take effect.

SECTION 2 VOTING METHOD By direction of the Executive Board, voting may be by mail or e-mail, and a majority of all votes received shall constitute the decision. Adopted: July 16, 1983 Amended: April 27, 1985 – March 26, 1988 – March 17, 1990 – April 24, 1992 - March 12, 1994- March 11, 1995 - March 1, 1997 – April 25, 1998 – February 14, 2000 – March 2, 2002 – March 22, 2003 - March 6, 2010 by SCAEOP Ad Hoc Committee – March 3, 2012

SCAEOP, Inc. PROCEDURES MANUAL 2014-2015 · 2020-03-03 · 2 scaeop procedures manual table of...

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