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Policies and Procedures

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Officers and Executive Committee
Divisions and Chapters
Standing Committees
Executive Secretary

OFFICERS AND EXECUTIVE COMMITTEE

President
1. Calls all meetings of the Executive Council and Executive Committee.
2. Conducts all business meetings of the Association.
3. Keeps a log of all activities and suggestions to give to the President-elect upon completion of term in office.
4. Prepares a written annual report to be presented to the SCCA membership at the Annual Business Meeting. This will be included in the archives as well as the current minutes.
5. Prepares a President's letter for each publication of the newsletter.
6. Represents SCCA at Southern Region Branch Assembly meetings and reports actions to the Executive Council.
7. Submits to Executive Council for approval the names of committee chairs and committee members.
8. Gives the SCCA officers, committee chairpersons, and chapter presidents direction and aid in developing their yearly plans.
9. Submits budget proposal to the Budget and Finance Committee.
10. Attends meetings, workshops, and conventions of divisions and, when possible, visits meetings of divisional executive boards.
11. Submits to the Executive Council for approval of SCCA policies and procedures for the year.
12. Represents the Association on committees and boards of the Association or designates a personal representative.
13. At least 10 days prior to the meeting of the Executive Council distributes copies of the agenda to each Executive Council member.
14. By July 15 of each year, distributes copies of the latest edition of SCCA Bylaws to members of the Executive Council.
15. Serves on the Budget and Finance Committee.

President-Elect
1. Performs the duties of the President in the absence or incapacity of the President.
2. Serves as Chairperson of the Program Committee including primary responsibility for the convention.
3. Attends Southern Region Branch Assembly meetings and reports relevant activities.
4. Serves as a member of the Executive Council and Executive Committee.
5. Assumes other responsibilities as recommended by the President and approved by the Executive Council.
6. Appoints committee chairpersons by May 1 prior to taking office as President the following July 1.
7. Serves on the Budget and Finance Committee.

Immediate Past President
1. Serves as chairperson of the Nominations and Elections Committee.
2. Consults with the Executive Council and Executive Committee.
3. Assures compliance with Association Bylaws.
4. Serves on the Budget and Finance Committee.

Secretary
1. Keeps minutes of all SCCA meetings--Executive Council, Executive Committee, and the Annual Business Meeting or arranges for a substitute and notifies the President of the arrangement prior to the meeting.
2. Acts as corresponding secretary for SCCA.
3. Within one month following a meeting of the Executive Council, mails minutes of the meeting to Executive Council members.
4. Distributes names and addresses of people on Executive Council to Executive Council members and sends to newsletter editor.
5. Keeps secretary reports from previous two years with year to year minutes kept in archives. Prepares year-end summary of all motions passed at annual Branch Convention, Executive Council, and Executive Committee meetings and gives a copy of this to the President-elect. Prepares a year-end summary of activities and gives a copy to the President for inclusion in annual report.
6. Prepares correspondence at the direction of the President.
7. Disseminates information to Executive Council or other members as directed by President.
8. Arranges for printing of other documents during the year as directed by the President.
9. Upon request of divisions, supplies official stationery at cost.
10. Serves on the Budget and Finance Committee.

Treasurer-Elect
1. Performs the duties of the Treasurer in the absence of incapacity of the Treasurer.
2. Assists with registration activities for the annual convention and other Association conferences and workshops.
3. Serves on the Budget and Finance Committee.

Executive Secretary
The Executive Secretary is the employed staff member of the Executive Council. Procedures of employment, terms of employment, and duties are described on pages 9 and 10 of this document.

Parliamentarian
1. Interprets ROBERT’S RULES OF ORDER, SCCA Bylaws, Policies and Procedures, and ACA Bylaws as required at meetings of the Executive Council, Executive Committee, and the annual SCCA business session.
2. Provides assistance to SCCA Bylaws Chairperson.
3. Advises the President as requested concerning procedures.
4. Consults with division and chapter presidents regarding their bylaws and compliance with bylaws of SCCA, ACA, and national divisions.

Executive Committee
1. Coordinates implementation of policies and resolutions adopted by the Executive Council and the Association at the Annual Business Meeting.
2. Discharges administrative matters which do no require approval by the Executive Council.
3. Approves requests for expenditure of non-budgeted funds that do not exceed $100.00
4. Reviews annually the Association’s Policies and Procedures and submits recommended changes to the Executive Council.
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DIVISIONS AND CHAPTERS

Division and Chapter Presidents
1. Coordinate division and chapter activities with SCCA President.
2. Serve as members of the SCCA Executive Council. May send a designee to Executive Council meetings. Such designees have the power of voice and vote in absence of division or chapter presidents.
3. Submit to the SCCA President proposals which they would like to place on the agenda of Executive Council meetings.
4. Appoint someone to send important division or chapter activities to SCCA newsletter editor.
5. Fulfill duties of chief officer of the division or chapter according to their state and national division bylaws and procedures and SCCA and ACA bylaws and procedures.
6. Report activities to meetings of the Executive Council.
7. Forward to SCCA Secretary a list of all elected officers by May 1.
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STANDING COMMITTEES

Ethics Committee: One of the characteristics which distinguishes a professional group from a working group is in standards of conduct for members which are made explicit by a functional code of ethics. One of the marks of the professional status of counseling is the concern with ethical problems. The counselor is faced regularly with ethical problems. Hence, the need for guidelines of ethical concerns.

The role of the Chairperson of the SCCA Ethics Committee is to serve as leader to the members of SCCA by:
     - Identifying more clearly ethical procedures involved in counselor preparation and counselor assignment and counselor responsibilities.
     - Developing in cooperation with the Committee a code of ethics to be approved by the Executive Council.
     - Reviewing charges against individual members in violation of the Code of Ethics of the ACA and SCCA and making recommendations to the
       Executive Council as set forth in the Bylaws of the Association.

Areas for ethical guidelines are:
     - Counselor’s responsibility in identifying as a professional.
     - Counselor’s responsibility for suitability and preparation for the profession.
     - Counselor’s responsibility to the counselee.
     - Counselor’s responsibility to the work setting and society in general.
     - Counselor’s relations with other professional colleagues within the work setting.
     - Counselor’s responsibility regarding adherence to legislation on privacy, confidentiality, and rights of counselee.

Convention Committee: SCCA Bylaws designates the President-elect as Chairperson of the Convention Committee. This person in turn will appoint several Committee members. This Committee is responsible for all arrangements of the Association’s Annual Convention. Assignments for specific responsibilities are made by the Chairperson.

The role of the Chairperson of the Convention Committee is to serve as leader to the members of the Convention Committee in:

     - Keeping accurate and up-to-date written accounts of all Committee activities.
     - Developing the Convention theme.
     - Planning each segment of the Convention program in as much detail as possible and submitting in writing for approval by the Executive
       Council.
     - Assigning specific duties and responsibilities to Committee members.
     - Developing a tentative Convention agenda.
     - Submitting approximate budget for Convention expenses to the Executive Council.
     - Maintaining accurate accounts of Convention expenses for submission to the Treasurer.
     - Submitting all Convention information to the Chairperson of the Newsletter Committee and Chairperson of the Publicity Committee for the
       news media.
     - Notifying all Convention participants as to the time, location, accommodations available, and other information relevant to the Convention.

Convention Coordinator: The Convention coordinator shall be directly responsible to the President-elect. He/she may designate as many people as needed to help carry out assigned duties and responsibilities associated with the Convention. The role of the coordinator is to serve as leader in planning the physical arrangements for the Convention as follows: Working with the Convention Committee, assigns rooms for general sessions, interest sessions, and meetings of divisions.

Working with the hotel convention director, makes arrangements for the following areas:

     - Presidential suite and accommodations for VIPs.
     - Banquet arrangements (head table, place cards, equipment, seating, menus, and meals).
     - Exhibit spaces.
     - Printed materials (convention program, banquet arrangements, meal tickets, program changes, new items, place cards, etc.).
     - Floral arrangements.
     - Banquet entertainment, if requested.
     - Door prizes, if requested.

Exhibits Chairperson: The Chairperson of the Exhibits Committee shall be appointed by the President-elect. This Committee shall be responsible for:

     - Securing names and addresses of firms and companies who have exhibited at prior conferences.
     - Inviting each potential exhibitor in writing.
     - Maintaining accurate records of exhibitor reservations.
     - Coordinating with the convention coordinator the number of exhibitor spaces needed for the conference.
     - Sending all exhibitor payments to the SCCA Treasurer.
     - Handling all details relating to exhibitors such as putting up directional posters and greeting and introducing exhibitors.
     - Presenting to the Executive Council for approval the amount of charges for space for exhibitors.

Public Policy and Legislation Committee: The Legislation Committee studies legislation affecting guidance, counseling, and student personnel work, and recommends procedures for action. This Committee may influence the direction of local and state legislators in the field of guidance and keep ACA informed about legislative efforts and problems.

The responsibility of any professional organization is to attempt to promote that which will benefit its total membership. In our democratic approach to government, legislation hs a great potential impact upon the conduct and practice of any professional field of endeavor. It, therefore, becomes imperative that SCCA, national divisions, state divisions, and local chapters be informed of current legislative activities which may influence our functioning as a profession. Duties include:

     - Investigates all legislation, both state and federal, that may affect SCCA members and/or clients.
     - Keeps membership informed concerning legislation on which they should act through use of the newsletter, divisional networks, Executive
       Council reports, special mailouts, etc.
     - Keeps file on year’s activities to present to incoming Chairperson.
     - Investigates areas in which SCCA should formulate possible legislation and contact Publicity Committee Chairperson as to any information
       that may need to be developed through mass media channels.
     - Chairperson serves as Government Liaison Worker (GLW) to ACA.
     - Chairperson (or designee) attends (if possible) Southern Region GLW Workshop and ACA GLW workshop(s).

Publicity Committee: The principal duty of this Committee is to see that the public, as well as agencies by whom the members are employed, are made aware of the activities of the Association. Duties include:

     - Works with news media to publicize SCCA conventions and workshops.
     - Arranges for coverage of newsworthy convention activities with local media in the convention city.
     - Reports to appropriate media significant accomplishments of SCCA members.
     - Screens the deliberations of Executive Council meetings for possible newsworthy activity.
     - Collaborates with the Newsletter Committee Chairperson for articles for the newsletter.

Membership Committee: The Membership Committee is responsible for promoting branch membership. Duties include:

     - Conducts annual membership drives.
     - Obtains up-to-date membership list from Executive Secretary.
     - Distributes SCCA brochure and makes changes in brochure content when necessary.
     - Gives status reports at meetings of the Executive Council and Association convention.
     - Recommends changes in membership policy to the Executive Council.
     - Sets up membership table at workshops and conventions of SCCA, divisions, and chapters.
     - Follows up lapsed members.
     - Assists SCCA student interest group in providing membership services.
     - Identifies members who may be eligible for emeritus membership.
     - Keeps log and files of activities and passes on to next Committee

Nominations and Elections Committee: The Chairperson of this Committee is the Immediate Past President of SCCA. The responsibilities of the Committee are:

     - Solicits from the membership nominations for each of the elective offices of the Branch.
     - Provides information from the Bylaws and Policies and Procedures handbook to potential nominees about the responsibilities of the office.
     - Screens nominees for eligibility and obtains written commitment of willingness to serve.
     - Follows Article VIII of the Bylaws concerning procedures.

Newsletter Committee: The Editor of the newsletter serves as Chairperson of the Newsletter Committee. Duties are as follows:

     - Establishes publication and mailing dates for the newsletter.
     - Solicits materials for publication from SCCA members, division, and chapters.
     - Mails newsletter to SCCA members, schools, colleges, universities, and other agencies as appropriate.
     - Reports in the newsletter activities of the Executive Council and Executive Committee.
     - Reports highlights of the annual convention in the newsletter.
     - Solicits advertisements for the newsletter.

Budget and Finance Committee: SCCA officers plus the appointed Chairperson make up the Budget and Finance Committee. Duties are:

     - Determines projected income for budget from information gathered on estimates of receipts for dues, convention registration, convention
       exhibitors, newsletter advertising, sales, and other income sources.
     - Prepares proposed expenditures for budget based on plans of action and budget requests received from officers and committee
       chairpersons.
     - Presents proposed budget to Executive Council for approval.
     - Monitors the budget income and expenditures throughout the year and recommends adjustments, as needed, to the Executive Council.
     - Trains, supervises, and audits treasurers of SCCA divisions, interest groups, and chapters.

Professional Development Committee: The SCCA Professional Development Chairperson will provide the following tasks:

     - Compile yearly documentation to renew the SCCA provider status with the SC Board of Examiners for the LAC, LPC, & MFT.
     - Provide Professional Development Applications when requested from SCCA divisions or other professional organizations for co-
       sponsorship of an educational conference, seminar, etc.
     - Provide CEU documentation forms for all approved co-sponsored events.
     - Keep records & documentation (“PR” flyers, participants listing, evaluations, etc.) of all SCCA & SCCA co-sponsored events.
     - Keep the SCCA President, President-elect & Executive Secretary informed on the activities of this position.
     - Answer correspondence & phone requests relating to LPC, NCC, co-sponsorship, etc.
     - Provide NCC & LPC information at professional conferences (SCCA, SCSCA, etc.) &/or newsletter articles as well as on request from SCCA
       members.

Long-Range Strategic Planning Committee: The Chairperson of the Long-Range Strategic Planning Committee shall oversee implementation of the Association’s strategic plan as adopted by the Executive Council. In addition, the chair shall be responsible for developing, recommending, and coordinating revisions to the planning document as required for long-range planning, and submitting the approved plan to the American Counseling Association.

Awards Committee: The Chairperson of the Awards Committee shall be responsible for marketing, receiving nominations, judging, and announcing winners for all Association awards. As the need arises, the Chairperson shall recommend changes in award guidelines and procedures. (Back to Top)

EXECUTIVE SECRETARY

Employment: The Executive Secretary shall be selected by the President of SCCA with the approval of the Executive Council. A search committee shall be appointed by the President and shall make recommendations to the President.

Terms of Employment: The Executive Secretary shall be confirmed every two years by the Executive Council.

Duties:
Member Services – The Executive Secretary shall be responsible for annual billing of members. S/he shall receive dues and make appropriate deposits in the Association account(s). S/he shall provide labels for membership mailings of the Association. S/he shall provide print-outs of division membership and check for dues at least quarterly. S/he shall provide labels to each division for member mailings. S/he shall provide labels for sale as prescribed by Association policy.

Financial Services – The Executive Secretary shall assist the Budget and Finance Committee with budget planning and administration. S/he shall prepare a financial statement for each Executive Council meeting and upon request of the President, Treasurer, or Budget and Finance Committee Chairperson. The Executive Secretary shall be responsible for assisting and advising on collection of all registrations for SCCA sponsored functions. S/he shall be responsible for seeing that all money is received and deposited in the SCCA checking account. S/he shall be responsible for paying of bills on a monthly basis through the voucher system in accordance with the approved budget. The President shall approve all items to be paid from the contingency fund in accordance with Association policy. The Executive Secretary shall provide financial services by agreement to divisions contracting for such services. S/he shall provide training and technical assistance to the Treasurer. The Executive Secretary shall maintain accounts payable and receivable. S/he shall file IRS returns and schedules as required.

Meetings – Attends meetings and serves as ex officio non-voting member of the SCCA Executive Council, Executive Committee, and Budget and Finance Committee. Attends SCCA annual convention, division conferences, ACA Southern Region meetings, and participates in regional and national activities of the ACA executive directors’ organization.

Other Duties – As assigned by the President. (Back to Top)