CUPA-HR Board Policies

Board Policies

Unless otherwise noted, policies were last updated by Board of Directors

April 28, 2018

Table of Contents

Chapter One — Ends

A. Mission

B. Values

C. Our Leadership Commitments

 

Chapter Two — Executive Limitations

A. General President and Chief Executive Officer Role

B. General Executive Constraint

C. Management of National Office Staff

D. Safety and Security of Staff and Facilities

E. Compensation and Benefits of President and CEO and Other National Office Staff

F. Financial Planning and Budgeting 

G. Financial Condition and Activity

 

Chapter Three — The Board/President and Chief Executive Officer Relationship

A. Board of Director Roles

B. Monitoring President and Chief Executive Officer's Performance

C. Communication and Support to the Board

 

Chapter Four — Governing Process

A. Commitment and Authority of Board of Directors

B. Board Elections

C. Removal of Board Member

D. Establishment of Governing Policies and Procedures

E. Board Self Review

F. Employment

G. Board Fiduciary Responsibility and Annual Audit

H. Conflict of Interest

I. Actively Advocating for Legislation

J. Board Meetings

K. Board Committees

L. Travel Reimbursement

 

Chapter Five — Compliance

A. Americans with Disabilities Act Compliance

B. Alcoholic Beverage Use at CUPA-HR Social Events

C. Use of the CUPA-HR Name and/or Logo

D. Corporate Partner Relationships and Participation

 

Chapter Six — Membership

A. Membership Categories

B. Region Affiliation

C. Chapter Affiliation

D. National Recognition Awards

 

Miscellaneous Procedures

A. News Coverage of CUPA-HR Events

B. Corporate Members; Privileges and Benefits

C. National Education Programs

D. International Exchange Selection Process


Chapter One — Ends

A. Mission

From the Association's bylaws: CUPA-HR is higher ed HR. We serve higher education by providing the knowledge, resources, advocacy and connections to achieve organizational and workforce excellence.

B. Values

Community and Belonging
We are a diverse, inclusive, welcoming community that helps higher ed HR professionals and higher ed institutions connect and engage.

Innovation
We constantly infuse new and different programs, resources and services to anticipate the challenges of managing the higher ed workforce.

Service Excellence
We hold to the highest standards in all that we do.

Integrity
We honor our commitments and make decisions in the best interests of our member institutions and higher ed HR professionals.

C. Our Leadership Commitments

In support of CUPA-HR's values, we will:

  • Model inclusiveness and continue to cultivate a community of belonging
  • Make thoughtful, informed and impartial decisions
  • Do what we say we will do
  • Challenge the status quo
  • Create meaningful partnerships that benefit higher ed HR and higher education

Chapter Two — Executive Limitations

A. General President and Chief Executive Officer Role

From the Association's bylaws: The president and chief executive officer shall be responsible for representing the Association, the board of directors and the higher education HR professional community that the Association represents. The president and chief executive officer shall be responsible for the overall administration and day-to-day Association operations, its national office, and the conduct of Association activities consistent with the mission, strategic priorities, work and values of the Association.

B. General Executive Constraint

From the Association's bylaws: The president and chief executive officer shall report annually to the board of directors and make such other reports as necessary to support board activities. The president and chief executive officer is an ex-officio non-voting member of the board and shall serve at the pleasure of the board of directors or for such term as the board of directors may determine.

C. Management of National Office Staff

The board recognizes that a dedicated, motivated, qualified, adequately compensated and continuously trained staff is required to fulfill CUPA-HR's mission and accomplish the ends defined for the Association. In addition, the president and chief executive officer will ensure that the national office is a workplace where:

  • Employee contributions are valued,
  • Everyone is treated fairly and equitably,
  • Harassment and discrimination do not occur,
  • Diversity and inclusion are embraced,
  • Employees are treated with dignity, and
  • Individual employee performance goals are established and evaluated annually.

D. Safety and Security of Staff and Facilities

With respect to Association property and activities of the Association, the president and chief executive officer shall strive to maintain a safe work environment. Accordingly, the president and chief executive officer shall:

  • Comply with relevant laws and regulations;
  • Provide safe and healthy conditions to protect staff;

E. Compensation and Benefits of President and CEO and Other National Office Staff

  1. President and CEO Compensation and Benefits Compensation and benefits provided to the president and chief executive officer are outlined in the president and chief executive officer's contract.
  2. National Office Staff Compensation Association employees will be rewarded for successfully contributing to initiatives and activities that facilitate the achievement of organization goals – whether the goals are financial or qualitative. The compensation budget is evaluated and approved as part of the annual budgeting process. The board determines total compensation for the president and chief executive officer and the president and chief executive officer determines the distribution of compensation funds to all other Association staff. All compensation adjustments are contingent on availability of funds. The CUPA-HR national board maintains a compensation philosophy that addresses both the hiring process and the salary review process.
    1. Initial employee compensation is based upon the current market value for a comparable position with variations in salary dependent upon the candidate's relative skills, education and experience brought to the job to the extent that Association resources allow.
    2. Salary adjustments, bonuses and other total reward adjustments are based upon individual and team performance relative to the success of the organization, the goals achieved, and the market value of positions.

    The president and chief executive officer is responsible for developing and maintaining a staff compensation and bonus plan which takes into account the market value of the jobs, the Association's performance, and the performance of each individual. Such a plan and changes to that plan must be reported to the board. The execution of the plan for the president and chief executive officer is the responsibility of the board; the execution of the plan for the national office staff is the responsibility of the president and chief executive officer.

F. Financial Planning and Budgeting (approved 12/4/17)

  1. Statement of Financial Stewardship and Responsibility One of the main responsibilities of board members is to maintain financial accountability for the association. Board members are trustees of the organization's assets and must exercise due diligence to ensure that the organization is well-managed and that its financial situation remains sound.
  2. Budget Development. The Association will create an annual budget based on the Association's strategic priorities and ongoing operations. The budget is created by the national office and budget and finance committee for approval by the full board. (Related Procedure)

G. Financial Condition and Activity (approved 12/4/17)

  1. President and CEO Authority to Execute Contracts and Authorize Payments CONTRACTUAL RELATIONS AND ARRANGEMENTS (Related Procedure)
    1. PRESIDENT AND CHIEF EXECUTIVE OFFICER SIGNATURE. Only the CUPA-HR president and chief executive officer or his/her designated national office representative is authorized to sign any contract or contractual type of arrangement of behalf of CUPA-HR. In order to constitute a valid and legal commitment by the College and University Professional Association for Human Resources, signatures of the parties to the contract or arrangement will be accomplished prior to the commencement of any work under the terms of the contractual arrangement.
    2. CONTRACTUAL RELATIONSHIPS. Key provisions of contracts that create a financial obligation of greater than $250,000 will be shared with the executive committee prior to authorization. The national office will share a list of all contracts signed in excess of $50,000 with the budget and finance committee during scheduled committee meetings.
  2. Association Reserve Funds/Physical Asset Protection
    1. Financial reserves (also known as the net assets) of the Association result when revenues exceed expenses in a fiscal year.
    2. The general purposes of financial reserves are:
      1. To provide the means by which CUPA-HR may liquidate the debts of the Association in the event of Association dissolution,
      2. To protect the Association in the event of financial/economic exigencies,
      3. To accumulate funds for a specific purpose, and
      4. To segregate funds restricted by time or purpose.
    3. Financial reserves will be divided into two categories:
      1. Restricted reserves are designated and must be used for a specific purpose.
      2. Unrestricted reserves may be used for all purposes consistent with the mission of the Association. Unrestricted reserves are further broken down into:
        1. Board-designated reserves that the board may vote to earmark for certain purposes. The purpose of board-designated reserves is to provide an endowment-like fund where long-term investments can be made.
        2. Operating reserves, which should be sufficient to provide adequate cash flow for the Association for normal operations.
          1. Liquid reserves represent assets that can be readily turned into cash within one year's time or less. These reserves are defined as current assets (cash, short-term investments, accounts receivable, inventory, prepaid expenses, and liquid long-term investments) less specific liabilities (pledged current assets, accounts payable, accrued expenses). The Association will maintain no less than twelve months of budgeted operating cash flow. The budget and finance committee annually reviews the Association's liquid reserves amount with our auditor and reports to the full board.
    4. The use of Association reserves for economic exigencies or for any purpose other than that specified in the approved budget must be authorized by a vote of 2/3 of the members of the national board.
  3. Association Investments. For the purposes of managing investment risk and to optimize investment returns within acceptable risk parameters, the funds held will be divided into two separate investment pools. The two investment pools shall be called Operating/Short-Term Fund and the Long-term Fund.
    1. OPERATING/SHORT-TERM FUND
      1. The purpose of the Operating/Short-term Fund is to provide sufficient cash to meet CUPA-HR's financial obligations in a timely manner.
      2. The investment objectives of the Operating Fund are:
        1. Liquidity;
        2. Preservation of capital; and
        3. To optimize the investment return within the constraints of the policy.
      3. Investment Guidelines
        1. Allowable Investments. The director of finance shall be authorized to invest the CUPA-HR Operating/Short-term Funds as follows:
          1. Interest-bearing checking accounts in federally insured banks and savings and loans not to exceed federally insured amounts;
          2. Money market funds;
          3. Federally insured certificates of deposit not to exceed federally insured limits per institution, at commercial banks or savings and loans institutions;
          4. Direct obligations of the U.S. Government, its agencies and instrumentalities; and
          5. Repurchase agreements in conjunction with bank sweep accounts and collateralized by U.S. Government obligations.
      1. Maturity. The maturities on investments for the Operating Fund shall typically be limited to one year or less. The director of finance shall be responsible for scheduling the maturities.
      2. Reporting. The director of finance shall prepare the following reports for presentation on a quarterly basis to the president and chief executive officer and treasurer:
        1. Schedule of investments;
        2. Interest income year to date; and
        3. Current yield.
    2. LONG-TERM FUND
      1. The purpose of the CUPA-HR Long-term Fund is to enhance the purchasing power of funds held for future expenditure and to maintain the financial stability of the Association. This fund is evaluated annually with our investment advisor and allocated as approved by the board.
      2. Performance Reporting. The Long-term Fund will be evaluated quarterly on a total return basis. Returns will be compared to nationally recognized indices measuring the performance of the classes specified in the target asset mix.

    Comparisons will show results for the latest quarter, year to date and since inception. The report will be prepared by the investment consultant and director of finance and will be presented to the president and chief executive officer and treasurer on a quarterly basis.

Chapter Three — The Board/President and Chief Executive Officer Relationship

A. Board of Director Roles

National board structure and roles are outlined in the association's bylaws. The bylaws are available from the CUPA-HR Web site and the board of directors' section of the website.

Executive Committee The executive committee includes the board chair, chair-elect, immediate past chair, the treasurer and the president and chief executive officer. To strengthen the effectiveness of the board and provide continuous communication and oversight of Association activities on behalf of the entire board. The Committee is charged with:

  1. Overseeing the management and direction of the Association's affairs during intervals between official board meetings.
  2. Keeping board members informed of activities that impact the Association. It shall act in the best interest of the full board of directors.

B. Monitoring President and Chief Executive Officer's Performance

Appointment and reporting requirements of the President and Chief Executive Officer are included in the Association's bylaws.

C. Communication and Support to the Board

The president and chief executive officer shall provide ongoing communication and support to the board through:

  • Regular meetings and communication with the Executive Committee, and
  • Reports to the board as specified in the president and chief executive officer's contract and as deemed necessary as follow-up to board meetings.

Chapter Four — Governing Process

A. Commitment and Authority of Board of Directors

Responsibilities of the board of directors are included in the Association's bylaws.

B. Board Elections

  1. Election of Board Members (Related Procedure)The board of directors will develop and publish election procedures for the board chair-elect, treasurer and at-large board vacancies. Procedures will be outlined in the board procedures document and on the CUPA-HR website.
  2. Qualifications of Officers The CUPA-HR national board of directors shall establish officer qualifications which it shall publish on the Association's Web site.
    1. To qualify for membership on the national board of directors, individuals typically will:
      1. Be listed on the roster of an institutional member of CUPA-HR.
      2. Have at least five years' experience as a human resource management professional, ideally in higher education;
      3. Have a record of active participation in and knowledge of CUPA-HR;
      4. Have at least one year of previous volunteer board or executive committee experience, not necessarily with CUPA-HR;
      5. Have the support of their employer organization to attend all board meetings, in addition to other related activities as appropriate, for the duration of their three-year term of office;
      6. Have a commitment to contribute the time, interest, ability and resources necessary to complete assignments promptly and professionally and have demonstrated leadership abilities.
    2. The qualifications for treasurer include some knowledge of applied principles of accounting and the ability to read and interpret balance sheets and income statements.
  3. Terms of Office The term of office for the treasurer shall be three years and limited to two consecutive terms. The chair-electchair and past chair shall serve one-year terms beginning on July 1 of the year for which they were elected to serve. The term of office for the regional directors shall be three years. Each region elects one national board representative who must serve concurrently on his or her regional board. The term of office for an at-large board member shall be three years. The terms of the at-large board members are staggered.
  4. Vacancies The CUPA-HR national board of directors shall establish procedures to address board vacancies which it shall publish on the Association's website.
    1. In the event of the temporary absence or incapacity of the chair, the chair-elect shall perform the duties of the chair. In the event of the resignation of the chair, the chair-elect will become the chair.
    2. A vacancy in the office of the past chair shall not be filled.
    3. Vacancies in the offices of chair-elect or treasurer shall be filled by nomination of the board. The individual selected in this manner shall complete the term of office for the vacant position and in the case of the chair-elect shall serve as chair and past chair in sequence.
    4. A vacancy in one of the offices of regional director shall be filled by action of the board of directors for that region.
    5. A vacancy in one of the at-large director roles shall be filled by action of the national board of directors to complete the term for the vacant position.
    6. All vacancies will be discussed by the full board of directors. Any exception to board policy must be approved by the board of directors.

C. Removal of Board Member

A board member may be removed if he or she is unable to reasonably fulfill board responsibilities, violates a CUPA-HR bylaw or policy or experiences a change of employment status that impacts the terms and conditions of the appointment.

D. Establishment of Governing Policies and Procedures

The role of the board is to govern CUPA-HR based on the Association's mission, values, code of ethics and ends specified in Chapter 1 of these policies. Board policies will focus on Association governance issues. Policies and procedures related to Association management and operations are delegated to the president and chief executive officer.

E. Board Self Review

The board will conclude each board meeting by completing a written evaluation of the meeting and end each fiscal year with a formal evaluation.

F. Employment

Board members may not be employed by the Association.

G. Board Fiduciary Responsibility and Annual Audit (approved 12/4/17)

  1. Key Financial Controls and Resources. In accordance with the Association's bylaws, the board provides proper financial oversight including development of an annual budget and the implementation of proper financial controls (including implementation and review of annual audit), ensures adequate resources to fulfill the Association's mission and ensures legal and ethical integrity and maintains accountability.
  2. Policy on Gifts. Gifts to the Association may only be accepted by the President and CEO following approval by the National Board. For the purposes of this policy, gifts are considered to be something of a significant value that will be held by or owned by the Association. Gifts may be accepted so long as:
    1. The acceptance of the gift does not create a conflict of interest for an individual or the Association.
    2. No stipulations may be attached to the acceptance of the gift by the donor.
    3. Any liability for maintenance, insurance, taxes or financial obligations is considered by the national board of directors prior to acceptance of the gift.

    All gifts should be included in the Association's inventory of assets.

H. Conflict of Interest

In their capacity as directors, the members of the board of directors of the Association must act at all times in the best interests of CUPA-HR

  1. Board members have a fiduciary duty to conduct themselves without conflict to the interests of CUPA-HR. In their capacity as board members, they must subordinate personal, individual business, third-party and other interests to the welfare and best interests of CUPA-HR.
  2. A conflict of interest is a transaction or relationship which presents or may present a conflict between a board member's obligations to CUPA-HR and the board member's personal, business or other interests.
  3. All conflicts of interest, potential conflicts of interest, or situations which appear to be a conflict of interest must be disclosed to the Executive Committee. The Executive Committee will evaluate the potential conflict of interest and provide a formal recommendation to the board. The board will discuss and take formal action via a vote using normal voting procedures. The interested board member is excluded from participating in the formal vote on the matter.

I. Actively Advocating for Legislation

Legislative, Regulatory and Public Policy Issues The board of directors of CUPA-HR has sole responsibility for determining the Association's position on legislative, regulatory and public policy issues of interest to members and in response to requests for CUPA-HR's participation in legal proceedings as amicus curiae. The Public Policy Committee shall have the responsibility for developing strategies, approaches and support mechanisms consistent with the Association's purposes in legislative, regulatory and public policy matters and reviewing all aforementioned requests. The president and chief executive officer shall inform the Public Policy Committee of issues requiring attention and/or action and the Public Policy Committee shall inform the board of directors regarding the details and their recommendation on the action to be taken by CUPA-HR on such matters. The Public Policy Committee, the president and chief executive officer and the board of directors shall consider the following criteria in recommending and determining the action to be taken by CUPA-HR.

  1. The matter at issue must be one of significant interest to and have potential impact on a significant segment of CUPA-HR members.
  2. The proposed position to be taken must be deemed to be in the best interests of the higher education community which CUPA-HR members serve.
  3. There must be evidence, determined by a consensus of a majority of the CUPA-HR board of directors, that Association members have a preferred position on the issue or a preferred outcome.
  4. CUPA-HR's proposed position on the matter at issue must not conflict with any present position assumed by the Association. Further, the position to be assumed should be assessed as to its potential to affect other issues on which CUPA-HR's support may be desirable or specifically sought.

The president and chief executive officer, in consultation with the Executive Committee, shall determine if the policy or request requires financial or other support from the Association, and if so, whether sufficient resources exist to fund any proposed action by CUPA-HR, or alternatively, that funds will be provided by the party seeking CUPA-HR's support.

J. Board Meetings

  1. Regular Meetings Schedules for regular meetings of the board will be determined collaboratively by the board chair and the president and chief executive officer, in consultation with the Executive Committee. Workload, financial resources and the expeditious handling of business will guide the optimal number of meetings. Generally, however, there should be a minimum of three face-to-face meetings per fiscal year, with conference call meetings used as necessary.
  2. Special Meetings The board chair may call special meetings of the board as deemed appropriate. Board members shall be given adequate notice to ensure maximum participation and minimal airfares, if a face-to-face meeting is required. Emergency meetings may also be held by conference call. Bylaws rules relating to quorums shall apply. In the absence of the board chair, the chair-elect or the past chair may call such meetings.
  3. Executive Session The board may consider limited matters in executive session. In general, the board may go into executive session to discuss performance and compensation of the president and chief executive officer. The president and chief executive officer may also ask to address the board in executive session.
    1. Board executive sessions may only be called during a properly noticed regular or special session of the board (which requires a quorum).
    2. The board chair must identify the basis upon which the board is to go into executive session.
    3. A motion to go into executive session must be made and seconded. There may be discussion concerning the motion.
    4. Two-thirds of the board in attendance at the meeting must affirmatively vote to go into executive session.
    5. Once in executive session, the board chair must once again state for the record the statutory basis for the executive session.
    6. The chair-elect is responsible for recording minutes of the executive session and forwarding these minutes to CUPA-HR legal counsel within one week of the meeting.
  4. Order of Business A standard format shall be prescribed for regular meetings of the board. Such format shall include but not be limited to:
    1. Treasurer's Report
    2. Committee Reports (including standing and ad hoc committees)
    3. President and Chief Executive Officer Report
    4. The board chair shall exercise good judgment in determining the best board meeting methodology within the following guidelines:
    5. Routine, perfunctory business can be conducted face-to-face, by conference call, e-mail discussion or other appropriate means.
    6. Issues of major importance such as the operating budget, bylaws changes and personnel issues should be conducted face-to-face or through a formal conference call meeting, in order to ensure complete and open discussion.
  5. Attendance
    1. Board members, upon election, are expected to commit to participating in all board meetings.
    2. Substitutes will not be permitted at any meeting of the board.
  6. Quorum for Meetings A majority of the voting members of the board shall constitute a quorum. A quorum requires more than half of the currently elected voting board members.
  7. Voting Procedures and Parliamentary Procedures Voting on any matter may not take place in the absence of a quorum.
    1. Every member present shall clearly indicate his/her individual vote.
    2. A simple majority shall suffice for votes on routine business such as awards, operational activities, program adjustments, etc.
    3. An approval of two-thirds of the currently elected board members shall be required for issues regarding the operating budget, bylaws changes and personnel issues.
    4. The board chair shall be the last person to cast a vote on all matters.
    5. In general, in absentia voting is not permitted. However, in very unusual circumstances, as determined by the Executive Committee, in absentia voting may be permitted if advance notice to the board is provided, the procedures for such voting are clearly defined and explained and the process meets the standards set forth in this policy.
  8. Minutes Minutes will be taken at all board meeting and distributed to the board.
  9. Conduct of Board Meetings Robert's Rules of Order shall be utilized in conducting all board meetings.

K. Board Committees

National Board Committees and Task Forces. (Related Procedure) National board committees and task forces are created based on the association's strategic priorities or formed for a specific time-limited purpose. These committees shall provide advice and guidance to the national board of directors through the committee's chair, who shall follow the direction of the national board. The number of committees and task forces, and the composition of each, shall be defined and approved by the national board of directors annually.

CRITERIA FOR APPOINTMENT Appointments shall be based on criteria which include:

  1. Active status as a CUPA-HR institutional representative, honorary life member, retiree member;
  2. Demonstrated interest in and commitment to the mission of CUPA-HR;
  3. Emphasis on diverse representation of institution type, skills, interests, needs and regional constituent representation;
  4. Demonstrated expertise in the area of specialization being sought; and

LENGTH OF APPOINTMENTS

  1. Appointments shall be for designated terms depending on the assignment and/or the applicable bylaws.
  2. Where appropriate, all appointments shall be staggered to assure continuity.
  3. Individuals may occasionally be re-appointed; however, it is intended that each committee will include new and broad representation to encourage maximum involvement.

TERMINATION OF APPOINTMENT An appointee may be removed upon recommendation of the committee chair and approval by the board chair and president and chief executive officer.

APPOINTMENT OF COMMITTEE OR TASK FORCE CHAIR It shall be the responsibility of the board chair to recommend members to serve as committee chair of national board committees and task forces.

APPOINTMENT OF COMMITTEE AND TASK FORCE MEMBERS Committee and Task Force members are collaboratively appointed by the board chair and the president and chief executive officer. Committee appointments are made in accordance with board committee appointment procedures.

L. Travel Reimbursement (approved 12/4/17)

(Related Procedure)

  1. APPROVAL AUTHORITY
    1. National Board Expenses. Expenses of members of the national board of directors, the president and chief executive officer and any pre-authorized expenses for committee chairs or members will be forwarded to the treasurer for approval (in his/her absence, the board chair will approve).
    2. Committee and Task Force Expenses. Expenses incurred by committees and task forces must be pre-authorized by the president and chief executive officer in accordance with board priorities and standard budgeting procedures.
    3. National office expenses. Expenses of the national office will be approved by the president and chief executive officer or his designated national office representative.
    4. Region board expenses. Expenses incurred for regional board activities will be approved by the region chair (treasurer or designee, as designated by the region) of the appropriate region (except that the expenses for the region chair will be approved by the treasurer or designee of the appropriate region) and forwarded to the national office for payment. The National Treasurer will periodically review region expenditures. Any request beyond budgeted reimbursements and expenditures must be approved in advance by the National Treasurer.
    5. National Treasurer and other expenses. Expenses for the national treasurer and other expenses not identified above will require approval of the national board chair of CUPA-HR.
  2. GRATUITIES. Gratuities will be reimbursed at the actual cost to the traveler by CUPA-HR and should be included with the services to which they pertain.
  3. MISCELLANEOUS EXPENSES. Expenses for baggage services, hotel tips and CUPA-HR business-related telephone calls will be reimbursed at the actual cost to the traveler.
  4. RECORDS AND RECEIPTS. Receipts for reimbursable airfare, hotel accommodations, and both individual and group meals and other expenses must be attached to the CUPA-HR Expense Report. Receipts for group meals must also be submitted including the names of those at the meal.
  5. COMMITTEE AND TASK FORCE REIMBURSEMENT. Once membership is established on a CUPA-HR committee or task force, participation in meetings is expected. In order to conserve financial resources, meetings are generally held virtually or scheduled in conjunction with planned events so there is typically minimal need for reimbursable expenses to be incurred.
  6. NATIONAL AND REGIONAL OFFICERS' TRAVEL
    1. National Board of Directors Meetings The national board of directors normally meets three times each year. The executive committee may adjust the board meeting timing and frequency as needed based upon budgetary considerations and organizational needs.
      1. Transportation and other travel expenses are covered and reimbursed by CUPA-HR for:
        1. Board of directors' meetings. All expenses are covered for the duration of the board meeting.
        2. Annual Association Leadership Program (ALP). All expenses covered for the duration of the ALP.
        3. Budget and Finance committee members. All expenses covered for the duration of the annual face-to-face meeting.
      1. Expenses not covered or reimbursed by CUPA-HR include:
        1. Travel and other costs to attend a national or regional event (e.g., annual conference). These expenses must be paid by the individual or his/her institution (except as noted in next section).
    2. Other Travel by Officers. In addition to the meetings specified above, the following expenses may be reimbursed:
      1. Chair
        1. Annual Conference – All expenses and waiver of registration fees for the chair are covered.
        2. Up to two spring learning events – All expenses are covered including travel and registration fees (paid from national budget). The chair determines which two region conferences he/she is able to attend. The chair-elect attends the other spring event(s).
        3. Other meetings and events as budgeted to support CUPA-HR strategic priority work.
      2. Chair-elect
        1. Annual CHEMA meeting – All expenses are covered.
        2. One to two spring learning events – All expenses are covered including travel and registration fees (paid from national budget). The chair determines which two spring events he/she is able to attend. The chair-elect attends the other spring event(s).
        3. Other meetings at the request of, or in the absence of, the chair – All expenses are covered.
        4. Other meetings and events as budgeted to support CUPA-HR strategic priority work.
      3. Regional Board Members

        Transportation and other travel expenses are covered and reimbursed by CUPA-HR for:

        1. Region board of directors' meetings. All expenses are covered for the duration of the board meeting.
        2. Annual Association Leadership Program (ALP).
        3. Expenses for region chair and chair-elect to attend the applicable spring learning event are covered by CUPA-HR.
      4. President and Chief Executive Officer. The President and CEO regularly shares his travel schedule with the executive committee. Planned travel is incorporated into the annual budget process.
      5. National Office Staff Travel. Travel for the national office staff must be approved by the president and chief executive officer or his designee in advance.
    3. Corporate Credit Card for Business Use Only
      1. The chair, chair-elect, treasurer and past chair will be provided a corporate charge card with which to pay for approved CUPA-HR travel.
      2. It is the responsibility of the cardholder to submit receipts to accounting for processing and applicable approvals.
    4. Exceptions to this policy must be authorized by the chair and treasurer in advance of CUPA-HR incurring any monetary obligations.

Chapter Five — Compliance

A. Americans with Disabilities Act Compliance

(Related Procedure) Most of CUPA-HR's professional education activities are covered under Title III of the ADA (42 USC Section 12181, Places of Public Accommodation). CUPA-HR is also committed to making its other services more accessible to its members with disabilities. Accordingly, to the extent that CUPA-HR sponsors activities for members and nonmembers, CUPA-HR will assure that such activities are accessible to persons with disabilities, unless doing so would impose an undue burden on the Association or other members or require a fundamental alteration of CUPA-HR's programs and services. Efforts to make CUPA-HR's educational programs accessible will include:

  1. Ensuring that activity sites are accessible to persons with mobility impairments;
  2. Ensuring that activity attendees are not discriminated against by the site provider with respect to access to facilities and services;
  3. Assuring that activities and proceedings are accessible to persons with disabilities, especially those with hearing impairments (e.g., through the provision of auxiliary aids and services such as qualified interpreters or assistive listening devices);
  4. Ensuring that activity materials are accessible to persons with disabilities (e.g., are made available on reasonable request in alternative formats for persons with hearing or visual impairments); and
  5. Assuring that recreational activities sponsored by CUPA-HR are accessible to all persons with disabilities.

Efforts to make membership (and other) services more accessible will include:

  1. Training of national office staff on handling inquiries from members with disabilities;
  2. Providing auxiliary aids and services to assist members in taking advantage of member services (e.g., assistance in ordering publications); and
  3. Ensuring, upon request, that national office or regional administrative meetings or events are accessible.

Efforts to make publications more accessible will include:

  1. Providing publications in a computer-readable format, on request by qualified members with visual or other disabilities that require alternate formats, at the same price as the original publication, and
  2. Providing publications in other formats, on request and at no additional charge, where it is not an undue burden to do so.

B. Alcoholic Beverage Use at CUPA-HR Social Events

(Related Procedure) While CUPA-HR acknowledges that alcohol is served and consumed at certain CUPA-HR functions, CUPA-HR does not encourage participants at these functions to consume alcoholic beverages, and affirmatively states that it is the official policy of CUPA-HR that excessive consumption of alcoholic beverages is inappropriate. CUPA-HR also recognizes and affirms that illegal behavior resulting from alcohol use is totally unacceptable. CUPA-HR also encourages and supports the use of the designated driver procedure when alcohol is consumed.

C. Use of the CUPA-HR Name and/or Logo

The CUPA-HR logo acts as a physical representation of CUPA-HR's image and identity. The CUPA-HR logo should be used any time CUPA-HR, or its products and programs are being identified. For example, any promotional materials, marketing brochures, publications, correspondence, or other mailings to the membership, as well as workshop and meeting signs, should bear the CUPA-HR logo. The logo should serve as an identifying entity for CUPA-HR. To that end, it should always be sized and positioned in such a way that promotes the organization first and foremost.

  1. USE OF THE LOGO BY OTHERS The CUPA-HR logo may not be used by any other organization or affiliate for purposes of endorsement, recognition or authentication without prior knowledge and approval in writing from the president and chief executive officer. The CUPA-HR logo shall remain the exclusive property of CUPA-HR.
  2. USE OF THE LOGO IN CONJUNCTION WITH OTHER LOGOS When the CUPA-HR logo appears in conjunction with other logos, it must be of equal size and proportion to all other logos in relation to level of support.
  3. USE OF THE NAME "CUPA-HR" The name "CUPA-HR" may be used in the following situations:
    1. When used in a proper title, such as a book, publication or workshop or meeting name;
    2. On order forms, check imprints or mailing instructions with a return address;
    3. Anytime the Association is mentioned within text, such as in letters, magazine articles, books and marketing brochures; and
    4. In accordance with the provisions of a duly executed agreement with CUPA-HR.

    In all the cases mentioned above, the acronym must appear in the same point size and typestyle as all other surrounding typography. In addition, the name should be displayed as an integral part of the title or sentence or as a reference. If in doubt, the CUPA-HR logo should be used whenever possible.

The CUPA-HR registered marks, as well as other names, seals, logos, and other symbols and marks that are representative of CUPA-HR, may be used solely with CUPA-HR's permission. Items offered for sale to the public bearing CUPA-HR's name and marks must be approved in accordance with this policy.

D. Corporate Partner Relationships and Participation

CUPA-HR is grateful to its corporate partners and other organizations that contribute financial resources, as their support enhances member services and opportunities for learning and professional development. Corporate partnership or sponsorship does not constitute an endorsement of any company by CUPA-HR. Furthermore, the Association encourages its members to interact with corporate partners during events in adherence to their institutions' policies and practices regarding what they can and cannot receive from corporate partners during and outside CUPA-HR organized events. CUPA-HR members are also advised to perform due diligence in the selection of any service or product.

Chapter Six — Membership

A. Membership Categories

CUPA-HR offers three membership categories for higher education institutions, organizations and individuals wishing to become involved with the work and programs of CUPA-HR.

Institutional Membership. Institutional membership in CUPA-HR is open to all colleges, universities, departments, and system offices. The dues structure for institutional members is calculated on a sliding scale. Any individual employed by an institutional member can have access to membership benefits.

Benefits include:

  • Voting rights at annual business meeting – key representative or designee only;
  • Any member representative may run for and hold elected office in CUPA-HR;
  • Any member may serve on national and regional board committees and task forces; and
  • Other member benefits as determined by the national board and staff of the Association.

Corporate Membership. Corporate memberships are open to companies, organizations, or groups that are not eligible for institutional membership, but have an interest in the higher education human resource profession. Any individual employed by a corporate member can have access to membership benefits.

Benefits include:

  • Eligible to serve on selected national and regional board committees and task forces;
  • Discounts and preferred vendor status at CUPA-HR national and regional events and conferences; and
  • Other benefits as determined by the national board and staff of the Association.

**Corporate members may not vote and are not eligible for elected office.

Affiliate Organization Membership. Affiliate organization memberships are open to non-profit associations or organizations other than institutions of higher education. Any individual employed by an affiliate member can have access to membership benefits.

Benefits include:

  • Any member representative may serve on national and regional board committees and task forces, but are not eligible for elected office; and
  • Opportunity to have voice and contribute but may not vote on matters brought before the membership of the Association.
  • Other member benefits as determined by the national Board and staff of the Association.

In addition to the three membership categories defined above, there are three special membership designations that are charged a significantly reduced membership fee:

Honorary Life Membership Policy (approved 12/4/17)

Honorary Life membership is a special designation granted to retired CUPA-HR members who have demonstrated a lifetime commitment to the higher education human resources profession. Honorary Life members are so designated by a majority vote of the national board of directors. Benefits include:

  • Free lifetime CUPA-HR membership;
  • Privilege of having a voice, but may not vote on matters brought before the membership of the Association;
  • Eligible to serve on national, regional and chapter board committees and task forces, but may not serve in an elected position;
  • Complimentary registration to one CUPA-HR learning event per fiscal year; and
  • Other member benefits as determined by the national board and staff of the Association.

Retiree Membership. Retiree memberships are available to persons who have officially retired from full time employment in higher education and the human resources profession and are not otherwise gainfully employed. Higher education HR retirees who are employed by consulting organizations or affiliated with other corporate entities are considered corporate members. Retiree members may not vote and are not eligible for elected office at the national or regional level.

Benefits include:

  • Privilege of having a voice, but may not vote on matters brought before the membership of the Association;
  • Eligible to serve on national and regional board committees and task forces; and
  • Other member benefits as determined by the national board and staff of the Association.

Student Membership. Student memberships are available to full-time matriculating undergraduate and graduate students in good standing with his/her institution. Student members may not be employed full time at a membership qualifying organization. Student members may not vote and are not eligible for elected office. The benefits of student members are determined by the national board and staff of the Association.

Transitional Membership. Transitional memberships are available to higher education professionals who are transitioning from one higher ed position to another but want to ensure that they stay connected to all of CUPA-HR's resources and services. A transitional membership is available for up to one year. Transitional members may not vote and are not eligible for elected office at the national or regional level.

B. Region Affiliation

Region organizations establish operating procedures and are formally incorporated as part of the national organization.

C. Chapter Affiliation

CHAPTER DEVELOPMENT AND OPERATION (Related Procedure)

Chapters are independently incorporated entities having an affiliation with CUPA-HR reflecting common interests, objectives, contacts and programming.

  1. CHAPTER MEMBERSHIP Participation in the chapter is open to all individuals from any institution in the chapter area as defined in the chapter's bylaws.
  2. CHAPTER LEADERSHIP All individuals holding office must be listed as a representative of a higher education institution that is a member of the CUPA-HR national organization. The chair of the nominating committee, or chapter appointed designee, shall certify that all individuals nominated for a board position are eligible to hold office.
  3. CHAPTER DEVELOPMENT AND OPERATION
    1. The primary responsibility for the development of a chapter lies with members of the institutions in the area which will constitute the chapter.
    2. A new chapter must:
      1. Adopt bylaws at the time of formation. The national office will provide a bylaws template. The final chapter bylaws must be presented to the CUPA-HR national board of directors for approval.
      2. Sign, and keep current, an affiliation agreement with CUPA-HR.
      3. Become an incorporated entity. The national office will conduct the incorporation process. The national office will also provide assistance with obtaining tax-exempt status.
  4. CHAPTER OPERATION
    1. Chapters are encouraged to develop a regular meeting schedule with opportunities for both networking and professional development.
    2. Amendments to chapter bylaws shall be presented and voted on at chapter business meetings. Any approved amendment shall be pending the final approval of the national board.
  5. LEGAL STATUS OF CHAPTERS
    1. CUPA-HR chapters are affiliated with the national association. As such, affiliated chapters are covered under the national CUPA-HR general liability policy. Neither the national office nor regions shall assume any indebtedness as a result of chapter affairs or activities. When contracting with hotels, restaurants, speakers, etc., chapter officers shall make clear to creditors that a CUPA-HR chapter does not have the authority to bind the national association.

D. National Recognition Awards

(Related Procedure) CUPA-HR's National Recognition Awards program promotes and rewards outstanding performance by CUPA-HR members in the field of human resources administration. The award recipients are recognized and honored for their outstanding achievements within each of the categories, offering visible role models for others. The achievements remind all CUPA-HR members of the personal and professional qualities most respected in the human resource profession. Awards program details are included on the CUPA-HR website.

Miscellaneous Procedures

A. News Coverage of CUPA-HR Events

The College and University Professional Association for Human Resources, as a private voluntary association, reserves the right to exclude the Press from any of its meetings, seminars, or workshops at the discretion of the Board of Directors of CUPA-HR as delegated to the President and Chief Executive Officer. The following guidelines are provided:

  1. For meetings, seminars, and workshops which are open to non-members and where a non-member may pay a fee and be allowed to participate, CUPA-HR may require a member of the Press to pay the participant non-member fee in order to be in attendance. Where information gained is copyrighted or declared a trade secret, the approval of CUPA-HR must be obtained in writing in order to publicly publish the specific information obtained.
  2. Members of the Press who are present at CUPA-HR sponsored activities as a non-paying participant will be required to register with CUPA-HR and wear an appropriate "Press Badge" issued by CUPA-HR.
  3. If a member of the press attends a concurrent session at a CUPA-HR program, the individual must arrive prior to the start of the session and let the presenter(s) know that he or she is in the room.

B. Corporate Membership; Privileges and Benefits

Privileges and benefits of corporate membership can be found on the CUPA-HR website.

typically pay for one hotel night and waive the registration fee to participate in the workshop. If speakers from outside of CUPA-HR membership are included, the president and ceo or designee works with the speaker regarding contract provisions.

C. National Education Programs

The development, implementation, and administration of all national education programs are the responsibility of the CUPA-HR National Office. It shall be the responsibility of the President and Chief Executive Officer to implement procedures for the effective operation of all educational programs.

D. International Exchange Selection Process

  1. SELECTION PROCESS
    1. The Executive Committee of the National Board shall be responsible for selecting the CUPA-HR representatives for international exchange opportunities. In no case shall an individual be selected to represent the Association at the same conference in successive years.
    2. The Chair shall have first choice in attending the conference, followed by the Chair-elect.
    3. Should the Chair and/or Chair-elect decline, current members of the National Board and the Association President and Chief Executive Officer shall have an opportunity to self-nominate.
    4. If no National Board member or the President and Chief Executive Officer self-nominates for one of the seats, an invitation to the general membership shall be extended through other means. Special consideration shall be given to members of Regional and Chapter Boards before the general membership.
    5. Individuals may be asked to submit a written proposal on the presentation to be made at the conference.
    6. The National Office will reimburse a maximum of $2,500.00 for expenses for each person selected for the International Exchange.
  2. MINIMUM QUALIFICATIONS Individuals self-nominating must, at a minimum, have the following qualifications:
    1. Must have been a CUPA-HR member for at least five years.
    2. Must have the ability to make a presentation that will meet the high standards required for annual conference speakers/presenters.
    3. Must possess diplomatic and social skills necessary to be an ambassador for CUPA-HR of whom we will be proud.
    4. Must possess extensive knowledge of human resources in higher education.
    5. Must have the support of their institution to cover travel expenses beyond the maximum reimbursement amount and for time away from work.
  3. EXPECTATION OF CUPA-HR REPRESENTATIVE It is expected that upon return from the international exchange, the CUPA-HR representatives will perform at least one of the following actions:
    1. Submission of a written report of the international meeting to the National Board within 30 days of the conclusion of the meeting.
    2. Present a concurrent session on his or her international exchange experience/observations at the National convention immediately following the International Annual Conference.
    3. Submit an article on his or her international exchange experience/observations for inclusion in CUPA-HR publications.

Related Procedures


Procedure 2.F.2

National office staff and the Budget and Finance Committee (B&F) will create an annual budget for national board approval. The budget will clearly drive the achievement of goals related to the association’s strategic priorities and ensure ongoing improvement of association operations. As a non-profit 501(c)(3) association, CUPA-HR will allocate revenues and expenses to the applicable cost centers. The National office staff will also prepare projections three times per year to ensure adequate monitoring of revenues and expenditures. The national board will receive a financial update as a part of every face-to-face board meeting.

  1. Budgeting Principles for CUPA-HR
    1. Multi-year planning and budgeting. CUPA-HR national office staff and the budget and finance committee will analyze multi-year trends in revenues and expenditures when creating the proposed annual budget for CUPA-HR. As part of the association’s due diligence, national office staff will also project future revenues and expenditures to ensure that anticipated future revenues outpace anticipated future expenses. The annual budget for CUPA-HR will be approved by the board of directors at the spring board meeting.
    2. Key budget metrics and financial indicators. The CUPA-HR annual budget will include key metrics and financial indicators related to membership revenue and net revenue from other revenue sources (for example, professional development programs/events and salary surveys).
  2. Budgeting Principles for Region Boards
    1. Region Operating Budget. The CUPA-HR organization includes four regions each with a corresponding board. The national board will allocate funds to each region board to provide funding for:
      • Board meetings.
      • Member/Chapter engagement activities consistent with the Association’s mission and strategic priorities.

      As the overall region membership and board activities are very similar across all four regions, each region will receive equal annual allocations. Region operating budgets should not be used for conference-related activities. Funds designated for each of the four regions will be included in the Association’s governance budget.

      Cost savings and funds not spent will help the association with year-end return to reserves.

    2. Learning Delivery Events hosted by the Region. Costs of planning and conducting programs must generate return to reserves that can be used to offset other association expenses. Learning Delivery Events hosted by a region will be expected to return a minimum of a 5% return to reserves. Exceptions to this minimum must be approved by the national board during the budgeting process. Learning Delivery Event budgets will be created by the national office, reviewed by the B&F Committee and approved by the national board.If a face-to-face learning delivery event is hosted by a region, the event budget will include the registration, hotel and travel costs for the region chair and chair-elect to attend the event. All other region board members will be responsible for their travel, hotel and conference registration costs. Region board members will receive the discounted registration fee that is provided to concurrent session speakers.
    3. Region requests for additional funding. As part of the annual budget planning process, region boards should submit requests to fund projects and initiatives that cannot be funded by the annual allocation to region boards.
  3. Managing Region Revenues and Expenses
    1. When Regional Chairs, Chairs-elect, and Treasurers take office, they will be informed by the CUPA-HR Director of Finance and National Board Treasurer of the budget principles for regional boards. The national office manages all revenues and expenses associated with region activities.
    2. Region boards develop annual plans to outline region work in support of the association’s strategic priorities. These annual plans should specify how the region will use the funds allocated by the national board.
    3. A region may not establish bank accounts of any kind.
    4. The Region Chair and/or Region Treasurer will authorize Regional activity expenses within their region. That individual will then forward such expenses to the National Office’s Finance Department with the appropriate backup documentation. The National Treasurer will periodically review region expenditures. Any request beyond budgeted reimbursements and expenditures must be approved in advance by the National Treasurer. The National Office will be responsible for prompt payment of all authorized expenditures. Payment will be made from the appropriate Regional account.
    5. Exceptions to this policy must be authorized in advance by the President and Chief Executive Officer and Budget and Finance Committee.

Procedure 2.G.1

Procedure approved by Executive Committee during December 19, 2017 Executive Committee Meeting

All contract payments are processed by CUPA-HR accounting staff in accordance with CUPA-HR’s policies and procedures.

 Process for Approval of Contracts of $50,000 or less

  • The VP and COO is authorized to sign contracts of $50k or less.
    • For contracts of $10K or less that are planned for, in - and within - the budget, meet what we consider "normal" course of business and reflect what we would expect within that type of agreement, the VP and COO is authorized to sign these agreements.
    • For contracts that are greater than $10K, are planned for, in - and within - the budget, meet what we consider "normal" course of business and reflect what we would expect within that type of agreement, the VP and COO will send the President and CEO an email summary to let him know he is proceeding.
    • For contracts that are non-normal in terms/conditions and/or outside of the budget or budget amount, the VP and COO will send the President and CEO an email outlining these differences and wait for a reply before proceeding.

Process for Approval of Contracts of Greater than $50,000

  • All contacts greater than $50k must be signed by the President and CEO.
    • For contracts greater than $50k that are planned for, in - and within - the budget, meet what we consider "normal" course of business and reflect what we would expect within that type of agreement, the President and CEO or his designee will send the Executive Committee of the Board of Directors an email summary that includes the general provisions of the contract including any potential liability for CUPA-HR and let the Executive Committee know he is proceeding.
    • For contracts greater than $50k that are non-normal in terms/conditions and/or outside of the budget or budget amount, the President and CEO or his designee will send the Executive Committee of the Board of Directors an email summary that includes the general provisions of the contract including any potential liability for CUPA-HR and give the Executive Committee at least 48 hours to respond with questions, comments or concerns before proceeding.

Process for Sharing Information with the Budget and Finance Committee

  • A summary of all contracts signed greater than $50k will be included as part of the regular Budget and Finance Committee agenda as an FYI.

Procedure 2.G.4

Annual procedure for balancing mutual fund investments with other CUPA-HR investments

At the December 2012 Board of Directors meeting, the board approved the policy that we maintain 10% of CUPA-HR investments in our mutual funds. At the April 2013 Board of Directors meeting, the board changed this to maintain “at least” 10% in our mutual funds.

Since our cash flow varies by month, it is necessary to review the trend during the previous 12 months to determine whether or not the average allocation to the mutual funds is at least 10%.

In January of each year, the finance department will prepare a summary that includes the monthly balance of our mutual funds vs our other investments for the previous 12 months. If the average percentage of investments allocated to the mutual funds during the 12 month period is less than 10%, then additional funds will be moved to the mutual funds so that the average investment over the last 12 months is equal to at least 10%.

This additional investment will typically occur during January. If the additional investment calculated is greater than $50,000, it may be divided and invested over the months of January to March depending on cash availability.

The Budget and Finance Committee will be notified each year of the calculation and the investment time period.

Procedure 4.B.1

  1. Election Procedures for Chair and Treasurer
    1. Nominees declare interest for Chair-elect or Treasurer no later than January 31 (or last working day in the month of January) at 5:00 pm EST by submitting a cover letter and resume. The cover letter and resume of candidates will be placed on CUPA-HR website. All CUPA-HR members will be invited to provide feedback regarding candidates. The length of time for member feedback will be no less than 10 days.
    2. The President and Chief Executive Officer schedules a board conference call interview for each candidate. Interviews must be completed before May 15.
    3. The President and Chief Executive Officer, or designated representative, shall prepare and distributevia emaila secret ballot containing the name of each nominee to each CUPA-HR Board member.
    4. Each Board member will mark an initial ballot and return it to the Association’s legal counsel or designee via email.  If a candidate is not selected by majority vote for any office on the first ballot, the President and Chief Executive Officer, or his/her designated representative, will advise the Board members to cast a second ballot for that respective office, with all of the original names remaining on the ballot.
    5. If a candidate does not receive a majority of the votes cast on the second ballot, the list of candidates will be reduced to the top two, including ties, and Board members will be instructed by the President and Chief Executive Officer to cast a third ballot for those candidates still remaining in contention.  This process shall be continued until one candidate receives a majority vote for each position up for election.
    6. Upon completion of the election process, the Association’s legal counsel shares the results via conference call with the Board-Chair and the President and Chief Executive Officer.
  2. Election Procedures for At-large board members
    1. At-large board member candidates should complete the electronic application no later than January 31, 2011 at 5:00 p.m. EST. Information regarding at-large candidates is available for review only by the national board.
    2. At its spring meeting, the national board will consider the pool of candidates for the vacant at-large seats on the board. Selection for membership on the national board will be guided by the following:
      1. The members-at-large criteria;
      2. The goals and priorities of CUPA-HR for the upcoming 3 to 5 years, and board activities resulting from these goals and priorities;
      3. Any specific professional experience, skills and abilities that would bring needed value and expertise to the board as it serves the priorities of CUPA-HR; and
      4. The make-up of the existing national board vis-a-vis representation of the diversity of CUPA-HR member organizations and member representatives.
    3. The board’s decision regarding the at-large candidates is communicated no later than May 31 of each year. In most circumstances, the decision is communicated during April.

Procedure 4.K

  1. Policy CommitteeCharge:This standing committee is established to:
    1. assess the adequacy of existing policies;
    2. provide guidance in the development of proposed policies based upon strategic priorities established by the board;
    3. review proposed policy actions for consistency and compatibility with existing policies; and
    4. prepare policies for consideration by the National Board of Directors.

    Committee Composition:
    The members of the Policy Committee shall be three national board members selected on an annual basis by the President &Chief Executive Officer and the Board Chair. The President and Chief Executive Officer will serve as an ex-officio member.

    Term of Office:
    The term of office will run from July 1 through June 30.

    Committee Meeting & Budgetary Requirement:
    No independent meetings will normally be required of this committee. Activities and action will normally be undertaken through conference call and by electronic media.

  2. Budget and Finance CommitteeCharge:This standing committee is established to:
    1. prepare the annual budget recommendation to the National Board of Directors;
    2. review the annual audit and management letter, making appropriate recommendations to the National Board of Directors;
    3. work with the Treasurer and National Office staff to monitor the ongoing fiscal condition of the association;
    4. recommend policies, procedures and practices related to management of the association’s fiscal resources.

    Committee Composition:

    The members of the Budget & Finance Committee and their terms shall be:

    Members Role Term
    Current Treasurer (Chair) 3 years
    Current Chair 1 year
    Current Chair-elect 1 year
    One National Board Member 1 year (subject to reappointment)
    President and CEO (ex-officio) Ongoing
    Chief Financial Officer (ex-officio) Ongoing

    Term of Office:
    The term of office will run from July 1 through June 30.

    Committee Meeting Activities & Budgetary Requirement:
    The committee will meet once each year at a time and place to be determined by the Chair.  All expenses will be covered for this meeting.  The monthly review of financial statements and other meetings will normally be undertaken through conference call and by electronic media.

    Staff:
    The Chief Financial Officer will serve as staff to this committee.

    Activities:
    The Committee will establish and conduct a systematic process for continuously reviewing the Association’s fiscal activities to ensure its fiscal viability.

  3. Executive CommitteeCharge:The Committee is charged with:
    1. overseeing the management and direction of the Association’s affairs during intervals between official Board meetings
    2. keeping Board members informed of activities that impact the Association.  It shall act in the best interest of the full Board of Directors.

    Committee Composition:

    The members of the Executive Committee and their terms shall be:

    Members Role Term
    Chair 1 year
    Past Chair 1 year
    Chair-elect 1 year
    Treasurer 3 years
    President and CEO (ex-officio) Ongoing

    Appointment Process:
    Membership is determined by the office held.

    Terms of Office:
    The term of office will run from July 1 through June 30.

    Committee Meeting & Budgetary Requirements:
    No stand-alone meetings will normally be held. Activities will customarily be undertaken through conference call and electronic media.

    Staff:
    The President and Chief Executive Officer will serve as staff.

    Activities:
    The Committee will maintain ongoing knowledge of Association activities and advise the President and Chief Executive Officer on issues, consistent with Board decisions and directions.  It will also provide reports of activities as determined by the Board.

  4. Corporate Advisory CouncilCharge:The Committee is charged to:
    1. Provide guidance to CUPA-HR on how to foster beneficial relationships and to build corporate support for CUPA-HR initiatives within the business community;
    2. Identify creative ways that corporate partners can support the initiatives of the Association at the National, Regional, and Chapter levels;
    3. Work closely with the President and Chief Executive Officer and the National Office Staff to gain support in the business community for CUPA-HR initiatives;
    4. Support the educational and professional development of college and university human resources professionals;
    5. Help promote the development and dissemination of best practices in college and university human resources administration;
    6. Foster collaboration among college and university human resources professionals and corporations providing support services to the higher education profession; and
    7. Share technology, information, and related resources to help solve Association problems.

    Committee Composition:
    The members of the Corporate Advisory Council include those corporate members who are invited to participate by the Board of Directors. The Corporate Advisory Council membership also includes the chair of the board of directors, the chair-elect of the board of directors and one other member of the national board. CUPA-HR’s President and Chief Executive Officer and Director of Corporate Relations serve as ex officio to the committee.

    *One of the corporate member/partner representatives may be designated for a one-year term to meet a specific need or provide unique expertise that would otherwise not be available from the existing Council members.

    Note: The Chair of the Corporate Advisory Council will be nominated by the Council from its Corporate members/partners for one-year term.

    Appointment Process:
    Nominations for corporate membership may be submitted by the current Council members, the National Office, or members of the CUPA-HR Board of Directors.  Appointments will be made by action of the CUPA-HR Board of Directors.

    Terms of Office:
    The term of office will run from July 1 through June 30.

    Committee Meeting & Budgetary Requirements:
    Meetings will normally be held in conjunction with Council members’ planned attendance at a regularly scheduled event, such at the Annual Conference.  Otherwise, activities will customarily be undertaken through conference call and electronic media.

    Activities:
    The Council will determine its activities consistent with the above charge.

Procedure 4.L

  1. Transportation
    1. Air Travel - Discount airfare will be the customary mode of air transportation.  Written requests for deviation from this policy must be accompanied by an explanation of the circumstances requiring other than coach class travel and forwarded to the National Treasurer for advance approval.  If, after ticketing, changes are made for the personal benefit of the traveler, any additional charges will be the sole responsibility of the traveler.  Any additional charges for circuitous travel will be the responsibility of the traveler.  In extenuating circumstances due to business or personal related reasons, travelers shall be reimbursed for all alternative or canceled transportation fares upon receiving approval from the approval authority.
    2. Automobile Travel - Use of a personal automobile on CUPA-HR business will be reimbursed at the rate allowed by the IRS.  Mileage reimbursement shall not exceed the cost of a discounted airfare.  Exceptions will be approved in advance by the National Treasurer. Parking fees and tolls will be reimbursed at actual cost to the traveler.
    3. Local Transportation – Cab and bus fares will be reimbursed at actual cost to the traveler.
  2. Hotel AccommodationsThe actual cost of reasonable hotel accommodations for the individual traveler will be reimbursed by CUPA-HR.  Expenses for spouses and/or dependents are to be paid by the traveler.Additional nights of stay must be authorized in advance by the National Treasurer and will be limited to extraordinary circumstances.
  3. MealsCUPA-HR will reimburse the actual cost of meals (including two alcoholic beverages) plus gratuities up to a maximum of $75 per day per traveler.The reimbursement request must be accompanied by receipts for all meals. When a person pays for group meals or the meals of guests, the reimbursement requests should list the names of the persons for whom the meals were purchased.Exceptions to this maximum reimbursement policy must be approved by the National Treasurer.
  4. Rental CarsCUPA-HR will not reimburse the cost of rental cars unless such rental is approved in advance by the National Treasurer.  So as to limit additional liability, the driver should purchase insurance through the car rental agency.

Procedure 5.A

  1. General ProceduresThe President and Chief Executive Officer of CUPA-HR shall be responsible for the following National or Regional sponsored or co-sponsored professional education activities:
    1. Evaluation of the proposed site of each conference-type activity with respect to the accessibility of:
      1. Conference facilities;
      2. Guest rooms;
      3. Common areas; and
      4. Restaurants.
    2. Evaluation of the accessibility of each proposed recreational activity sponsored by CUPA-HR with respect to the accessibility, with appropriate attention to:
      1. Transportation;
      2. Physical facilities;
      3. Restrooms; and
      4. Communication.
    3. Selection of a site for a CUPA-HR-sponsored activity only when such evaluation finds that the site is accessible and/or that the activities will be accessible.
    4. Insertion of a provision in the contract with the site provider of the CUPA-HR-sponsored activity that the site-provider agrees that it is complying, or is using good faith efforts to comply, with the ADA and any local accessibility requirements and that the site provider does not discriminate against persons with disabilities.
    5. Assurance that the CUPA-HR-sponsored activity itself is accessible to persons with disabilities, including the elimination of any communication barriers.
    6. Assurance that programs sponsored by vendors, and other non-CUPA-HR entities or individuals that are conducted as part of a CUPA-HR-sponsored activity, are accessible to persons with disabilities, through contractual provisions or other means.
    7. Assurance that all program materials are, or can be made, accessible to persons with disabilities, e.g., the visually and hearing impaired, upon request, and appropriate coordination with presenters to implement this requirement.
    8. Arrangement of auxiliary aids and services when requested by persons with disabilities in order to make the CUPA-HR-sponsored activity accessible.
  2. CUPA-HR’s willingness to provide auxiliary aids and services and make other accommodations shall be made known to activity attendees a reasonable time prior to the activity, and included in appropriate publicity materials.
  3. The responsibility for compliance with these requirements at Regional conferences and events will be shared by the National Office and the Region.
    1. Each Region is responsible for devising and implementing procedures to comply with this policy.
    2. Any site for Regional activities or programs must be reviewed and approved by the National Office to ensure it meets the level of accessibility required at CUPA-HR events.
    3. All publicity materials for Regional events will list the National Office as the point of contact for requests for accommodations, and include a recommended time needed to respond to requests.  The National Office will coordinate with the Region and the site provider to respond to these requests.
  4. The responsibility for compliance with ADA Title III by CUPA-HR Chapters resides with each chapter, which are independent entities.
    1. All chapters shall be strongly encouraged to comply with the above-stated purpose, comply with the ADA, and adopt a similar policy.  Failure to do so may result in revocation of a chapter agreement at the discretion of the Board of Directors.
  5. The National Office of CUPA-HR shall provide technical assistance when necessary for Regions and Chapters to assist in their efforts to make programs accessible.
  6. CUPA-HR will follow these same procedures for all events its co-sponsors with other associations, colleges, universities or CUPA-HR chapters.
  7. All requests for accommodations in membership services, including publications, shall be directed to the President and Chief Executive Officer.
  8. All requests for accommodations or auxiliary aids and services received within a reasonable time will be provided unless, in the opinion of the President and Chief Executive Officer, doing so would impose an undue burden or result in a fundamental alteration of CUPA-HR’s programs and services.

COSTS

It is the conclusion of the Board of Directors that CUPA-HR is responsible for assuring that all of its activities are accessible, and that the costs of providing accommodations or assuring accessibility are to be paid by the Association’s budget.

  1. Where possible, the President and Chief Executive Officer shall explore the possibility of the cost of such aids or services being assumed by or shared by a third party, such as the individual’s employer or the site provider, but the failure to obtain such assistance shall not alter CUPA-HR’s obligations under this Policy.
  2. The President and Chief Executive Officer shall determine the method of budgeting and financing compliance with this Policy, which may include assessments on the Regions; if budgeted funds are insufficient to provide all appropriate accommodations and services.

GRIEVANCES

The President and Chief Executive Officer will be responsible for evaluation and disposition of any complaints by activity attendees concerning the failure of an activity to comply with the ADA or other local requirement relating to disability.  Upon the receipt of such complaint, the President and Chief Executive Officer shall make a report to the Board of Directors.

Procedure 5.B

  1. With respect to scheduled CUPA-HR social events that are included as part of the conference program, adequate controls should be put in place to ensure that no alcoholic beverages are served to minors, to visibly intoxicated persons, or to persons who will soon be driving. The controls should include a designated server or servers.
  2. No officer or board member of CUPA-HR should ever direct a server at a CUPA-HR social event to provide alcoholic beverages to a minor, to a visibly intoxicated person, or to a person who will soon be driving.
  3. At all social events sponsored by a CUPA-HR organization or occurring as a part of a CUPA-HR sponsored conference, meeting or seminar, the President and Chief Executive Officer shall be responsible for assuring that notices will be posted at the site of the event alerting people not to drive if they drink alcoholic beverages and encouraging those who drove to the function and do drink to appoint a designated driver who will not drink alcoholic beverages.  The region chair shall assume this responsibility for region sponsored conferences or events. If the event is not planned or coordinated by the national office or a regional board, an event coordinator should be designated to assume this responsibility.  The notice should also state that taxi rides or alternative transportation will be provided by CUPA-HR (or a vendor) at no cost to the individuals, should they feel unable to drive subsequent to the event.  (Sample notices are attached to this policy.)
  4. CUPA-HR organizations sponsoring a social event should monitor their guests to determine whether anyone is visibly intoxicated.  If a guest appears intoxicated, vendors or the CUPA-HR organization sponsoring the social event shall use their best efforts not to serve the individual and should discourage the individual from driving away from the event.  CUPA-HR officials present at the event shall attempt to ensure that all individuals present at the event comply with this policy.
  5. In contracting with a hotel or other establishment to provide alcoholic beverages and other refreshments at social events, CUPA-HR should require the hotel or establishment to warrant the following:
    1. that its personnel will not violate state dram shop acts or beverage control acts in serving alcoholic beverages to guests, and if the hotel or establishment is held liable for violating such laws, it will not attempt to recover from CUPA-HR;
    2. that those who attend a scheduled CUPA-HR function that they may not serve alcoholic beverages to themselves;
    3. that the hotel or establishment personnel will not serve minors or visibly intoxicated guests; and
    4. that hotel or establishment personnel will provide non-alcoholic beverages at the event.
  6. CUPA-HR suggests that the attached sign or signs appear at all events where alcoholic beverages will be consumed including hospitality suites.REMEMBER, IF YOU DRINK,
    PLEASE DO NOT DRIVEIf you are with a group and you choose to drink,
    please ask a member of your group who is not drinking to act as a designated driver
    for your group.CUPA-HR SUPPORTS THE DESIGNATED DRIVER PROCEDUREIf you consume alcoholic beverages, we ask that you refrain from driving from this event, and follow the designated driver procedure.If you cannot do this, transportation will be provided at no expense to you.

Procedure 6.C

  1. Support from National Office Staff and Regional Board Members
    1. Members of the national office staff will support both the development and ongoing operation of chapters. Such support will be demonstrated by activities such as:
      1. Publishing information regarding chapter events, participants, and programming in the CUPA-HR eNews and/or on the CUPA-HR website;
      2. Providing guidelines on how to develop a CUPA-HR chapter;
      3. Establishing a lending library of chapter bylaws to assist in chapter formation;
      4. Assisting in the identification of speakers to assist chapters in their programming;
      5. Providing ongoing communication between the national board and/or national office to the chapter president/chair, as appropriate;
      6. Establishing incentive programs for chapter formation and development;
      7. Assisting in the maintenance of information regarding chapter participation by individuals in the membership services database;
      8. Maintaining chapter leader toolkit resources on the CUPA-HR website;
      9. Providing website hosting assistance;
      10. Providing mailing list information and assisting chapters with sending promotional e-mail blasts for the chapter’s upcoming events, membership opportunities, sponsorship opportunities, etc.; and
      11. Inviting the chapter president/chair, or designee, to the annual CUPA-HR Association Leadership Program (additional chapter officers are also permitted to attend at the chapter’s expense).
    2. Regions will also support chapters; such support may take the form of:
      1. Accepting the affiliation of a CUPA-HR chapter which is within the regional boundaries;
      2. Establishing a designated amount of financial resources annually in support of chapters, including resources for chapter formation, outreach and development, professional development, regional conference scholarships, and/or other activities or incentive programs;
      3. Publicizing chapter activities in regional newsletters or other regional communication materials;
      4. Promoting ongoing communication between the regional board and chapter officers through such means as supporting the attendance of chapter presidents/chairs at regional board meetings and/or planning sessions;
      5. Providing speaker lists and programming ideas; and
      6. Providing resources in support of leadership training and conducting chapter officer exchange sessions to be conducted at regional conferences, facilitated by national office staff and/or the Membership Committee.
  2. Chapter Support of Regional and National ActivitiesIn recognition of the complementary roles of chapters, regions and the national organization, chapter board members, especially the chapter presidents/chairs, will provide active and positive support of the CUPA-HR organization by actions such as:
    1. Promoting regional and national events during chapter meetings;
    2. Providing information on the advantages of CUPA-HR membership to nonmembers;
    3. Participating in the active recruitment and retention of national members, coordinated by the national office and the Membership Committee (this activity may be enhanced through membership incentive programs for chapters and/or individuals);
    4. Submitting to the national office and the regional chair after each election the new list of board members, a list of the current membership, and the projected meeting schedule.; and
    5. Providing the names of members to be considered for appointment to regional or national committees in accordance with regional or national policy or as requested.
  3. Chapter Affiliation Procedures
    1. Chapters will develop and adopt bylaws and submit the bylaws to the national office for review. The national office will ensure that the chapter has used the CUPA-HR chapter bylaws template that has been approved by legal counsel. The national office will also carefully review the bylaws to ensure that any variances to the template are acceptable to CUPA-HR and CUPA-HR legal counsel.
    2. National office staff will forward the bylaws to the appropriate region board(s) for review and approval.
    3. Upon approval by the regional board, the recommended chapter bylaws will be forwarded to the national office for review and approval by the national board.
    4. The board will consider whether the goals and purpose of the chapter are consistent with the goals and purpose of the national organization. The board will also review the proposed membership and leadership structure to ensure that the chapter allows  for broad-based membership and the opportunity for employees of member entities to assume leadership roles.Upon approval of the chapter bylaws by the CUPA-HR board of directors, the proposed CUPA-HR chapter will be notified of such approval by the national office and will be asked to execute an agreement Upon submission to the national office of such agreement and Articles of Incorporation, the chapter will be recognized by CUPA-HR as an affiliated CUPA-HR chapter and shall be notified of such by the national office.

Procedure 6.D (approved 12/4/17)

CUPA-HR’s National Recognition Awards program promotes and rewards outstanding performance by CUPA-HR members in the field of human resources administration. The award recipients are recognized and honored for their outstanding achievements within each of the categories, offering visible role models for others. The achievements remind all CUPA-HR members of the personal and professional qualities most respected in the human resource profession.

The CUPA-HR national board of directors will determine awards to be included as part of the CUPA-HR awards recognition program. Titles of awards with descriptions and submission guidelines will be included on the CUPA-HR website. The timeline for submission and evaluation of awards submissions should be completed no later than the end of the fiscal year.

Selection Process All nominations and submissions shall be considered by the National Awards Committee according to the description of each award listed on the CUPA-HR website.All CUPA-HR National Awards Committee nominations shall be presented to the National Board of Directors for approval.

Procedure for Evaluating and Granting Honorary Life Membership 
Honorary Life Members will have typically served in an elected national position or an elected regional position with significant leadership of national efforts.

To be considered for Honorary Life Membership, individuals must meet the following criteria:

  1. Have retired or formally announced plans to retire with no intent to return to full-time employment in higher education.
  2. Have demonstrated exemplary leadership and service in CUPA-HR and in his/her institution; and
  3. Have shown a commitment to the values and strategic priorities of CUPA-HR as demonstrated by a consistent record of active leadership and participation at the national, regional, and chapter levels up until his or her announced retirement.
  1. LIMITATIONS
    1. Honorary Life Members who attend a CUPA-HR event as a corporate partner/exhibitor will need to pay applicable corporate registration fees.
    2. Should an Honorary Life Member return to full-time employment in higher education, the benefits and privileges stated above will be suspended until such time as he/she again retires.
  2. SELECTION PROCEDURES
    1. Letters of nomination should be submitted to the President and CEO and must specifically address the Honorary Life Membership criteria questions listed below.

Criteria Questions for Honorary Life Membership The following questions should be used when determining a candidate’s eligibility for Honorary Life Membership

  1. Commitment to higher education human resources
    1. How long was this individual a higher education human resource professional? (must be no less than 10 years and will typically be described as a “lifetime”)
    2. What higher education human resource positions has this individual held?
    3. How has this individual contributed to the professional growth of colleagues?
  1. Commitment to CUPA-HR leadership and participation
    1. How long has this individual been active in CUPA-HR?
    2. What formal CUPA-HR positions has this individual held, i.e., on the National, Regional, and/or Chapter Board, , Task Force or Committee?
    3. How did this individual lead and contribute to the work of the association?

Conference Grants
Conference grants will be awarded annually to CUPA-HR members or prospective members who traditionally have not had the opportunity to attend CUPA-HR educational programs.