Association By-Laws

ACCCCS BY-LAWS (Approved 5/15/09; Revised 5/2011; Revised 05/2015, Revised 05/2016, Revised 07/2017)

CONTENTS

Article I. Name

The name of this organization shall be the Association for the Coordination of Counseling Center Clinical Services (ACCCCS).

Article II. Purpose

Section 1

The purpose of the ACCCCS is to promote the exchange of ideas and to enhance the provision and management of clinical services at counseling centers within institutions of higher learning.  The ACCCCS also seeks to 1) create opportunities for professional development and continuing education, 2) provide support and clarification of role and function, and 3) promote collaboration and cooperation with other counseling center personnel, administrators, and organizations for the individuals responsible for coordinating clinical services in the above institutions.

Section 2

The purpose of this organization shall be exclusively for education purposes including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501 (C) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code.

Article III. Powers: Membership and Dues

Membership

Section 1

The membership shall be composed of persons from counseling centers as defined above who are designated as responsible for the coordination of clinical services or who are significantly involved in clinical services coordination and who have paid annual membership fees.

Membership is assigned to an individual who meets membership criteria, whether or not the membership is paid as an individual or institutional membership. If a membership is paid by an institution and is considered institutional, that membership may be transferred within the institution to a new clinical coordinator who meets membership criteria.  The Executive Committee is empowered to determine on an individual basis whether a specific counseling center and institution meets criteria for membership, and whether a specific individual meets criteria as a clinical coordinator.

Section 2

To facilitate prospective ACCCCS members into the clinical director role and into ACCCCS membership, current members may request the early addition of a prospective new member to the ACCCCS listserv.  Similarly, a member who is leaving the clinical director role may request to remain on the ACCCCS listserv for a period not exceeding one month as his/her replacement transitions into the role.  The Executive Committee is empowered to determine for each case when the prospective members may be added and when former members are to be removed, suggested guidelines being three months and one month respectively.  The Listserv Coordinator is responsible for monitoring and following through on time-limited listserv arrangements.

Dues

Section 3

The Association is empowered to determine and collect membership dues. The Executive Committee is empowered to disperse monies collected based on majority vote of the Committee. Dues are to be determined by a simple majority vote of the members voting and collected by the Treasurer.

Article IV. Procedures

Governance

Section 1

The ACCCCS Executive Committee (Governing Board) is comprised of individuals who shall be elected to serve terms of varying lengths, depending on the office. All members of the Executive Committee are voting members unless specified otherwise below. Executive Committee Members shall be elected by electronic ballot according to ACCCCS voting rules. To qualify for membership on the Executive Committee, individuals must be members in good standing in the Association for the Coordination of Counseling Center Clinical Services and must be members in good standing in their professions.  Executive Committee members shall be elected and shall serve in the following roles:

President: Responsible for coordinating and providing direction for the organization overall. Serves as Chair for the Executive Committee. The Presidential cycle is a three year term, beginning with the first year as President-Elect, the second year as President, and the third year as Past President.  Each role has different roles and responsibilities in each year.  The President-Elect becomes President during the membership meeting at the annual meeting. The President-Elect serves as Vice President to the previously elected President in the first year of service, assumes full responsibility as President in the second year, and becomes Past President in the third year. The three Executive Committee members are therefore simultaneously serving in some presidential capacity at any given time, the second year being the sitting Presidency with full responsibility for office. The President is limited to serving two consecutive three year terms.  A Past President may be nominated to additional presidential terms after not having served for at least one year.

Duties of each presidential role include, but are not limited to:

President:  serves as the chair for the Executive Committee; initiates, sets agenda, and leads Executive Committee meetings over the course of the year; serves as the master of ceremonies during the annual meeting through the end of the membership meeting; has signatory responsibility for the organization (e.g., may sign the contract with conference venue); fields questions and complaints from members; advises individual Executive Committee members; is charged to appoint a new Executive Committee member from the membership (subject to a majority vote of the remaining Executive Committee members) or initiate a call for nominations and special election to fill vacated Executive Committee positions; provides the tie-breaking vote as needed during official votes of the Executive Committee and general membership voting; appoints ex officio Executive Committee members with the support of the voting members of the Executive Committee; and serves as the primary point of contact for other professionally related organizations.

President-Elect:  serves as Vice President to the previously elected President in the first year of service; assumes full responsibility as President in the second year, beginning at the membership meeting during the annual meeting; serves as the master of ceremonies during the annual meeting beginning at the membership meeting; becomes Past President in the third year; in close collaboration with the President, investigates and identifies location options for the annual meeting; works closely with conference planner and/or member host(s) regarding the following year’s annual meeting location; has signatory responsibility for the organization (e.g., may sign the contract with conference venue); and prepares awards and is responsible for presenting said awards at the banquet during the current annual meeting.

Past President: serves as a resource and advisor to the current President and President-Elect; conducts an annual review of the organization’s bylaws; proposes edits and amendments to the bylaws to ensure that the organization’s practice matches its policies and procedures; and leads ACCCCS’s care and compassion endeavors by reaching out to members or member agencies in times of crisis.

Treasurer: Responsible for the organization’s finances. Collects dues, and disburses funds, keeps accurate financial records, advises as to the financial implications of organizations decisions and actions, and provides information as needed on the organizations finances including a yearly report. Because the Treasurer is responsible for dues records, keeping membership information is a shared responsibility with the Membership Officer. The Treasurer serves a three year term with no term limits. The treasurer may serve an indefinite number of consecutive terms, contingent on being re-nominated and re-elected by a majority vote of the members voting. To allow for continuity in this technical role, the outgoing Treasurer shall assist and advise the incoming Treasurer for the first six months of the new Treasurers term as a non-voting member of the Executive Committee.

Membership Officer: Responsible for safeguarding membership rules; collaborating with the Research and Evaluation Officer regarding polling and surveying membership as needed; monitoring and promoting the organization to new members; and organizing the new member and “buddy” programs at the annual conference. The Membership Officer shares responsibility with the Treasurer for keeping membership records. The Membership Officer is limited to serving two consecutive two year terms.

Research and Evaluation Officer:  Responsible for coordinating the annual membership survey and conference satisfaction survey.  Along with the Membership Officer, will present survey results to the membership at the annual conference. As appropriate, coordinates and shares findings broadly with the membership and larger counseling center community, with the possibility of professional publication.  Because the Research and Evaluation Officer (R&E Officer) is responsible for general membership data collection, maintenance and distribution of said information is a shared responsibility with the Membership Officer. The R&E Officer serves a three year term with no term limits and may serve an indefinite number of consecutive terms, contingent on being re-nominated and re-elected by a majority vote of the members voting. To allow for continuity in this technical role, the outgoing R&E Officer shall assist and advise the incoming R&E Officer for the first six months of the new R&E Officer’s term as a non-voting member of the Executive Committee.

Four At-Large Executive Committee Members: Each At-Large Executive Committee member serves a two year term. At-Large members may by nomination and election serve a limit of two consecutive terms on the Executive Committee prior to leaving the Executive Committee for at least one term. Executive Committee members who have served two consecutive terms, however, may run for President-Elect, Treasurer, or Membership Officer. The At-Large members shall assume and distribute the following organizational responsibilities by consensus or majority vote of the Executive Committee. The roles of the At-Large Executive Committee Members are as follows:

Elections Coordinator: Responsible for administrating the Executive Committee nomination and election process, including adherence to election and voting rules. This includes soliciting sufficient nominations and keeping track of voting results. The Elections Coordinator is responsible also for administering procedures on any organizational decision that involves voting.

Program Coordinator: Responsible for the professional programs that are offered at the yearly conference, as well as overseeing other professional programs that are sponsored or co-sponsored by the organization. Seeks guidance from the membership on desired programs, solicits and, together with the Conference Host, organizes presentations into the yearly conference schedule.

Continuing Education Coordinator: Responsible for maintaining professional continuing education credits of presentations at the yearly conference as well as other organizational presentations. Accurately understands and communicates standards to the Program Coordinator and presenters, and provides the necessary documentation, evaluation, and certificates at the time of presentation.

Recorder: Responsible for recording the business of the organization, including Executive Committee Meetings, Membership Meetings, and other organizational business as deemed necessary by the Executive Committee.  The Recorder shall receive and collate all conference registrations and attendee information.

Section 2

The Executive Committee shall be responsible for conducting the business affairs of ACCCCS between annual meetings and shall convene as necessary, whether in-person or virtually via electronic communication.

Section 3

Ex officio Executive Committee members are current ACCCCS members (including current Executive Committee members) who provide specific services to the Association and the Executive Committee on a volunteer basis and whose continuance in these services is approved by the Executive Committee. The Executive Committee is empowered to determine which members and what roles qualify for ex officio membership. In addition to discharging their specific responsibilities, ex officio members participate in Executive Committee meetings and communications, but do not have a vote.  The Ex officio Executive Committee membership may include, but is not limited to, the following:

  • Association Website Coordinator
  • Association Listserv Manager
  • Association By-Laws Coordinator
  • Outgoing Treasurer for six months after the end of that Treasurer’s term
  • Previous year’s Conference Host(s) up to the end of the next conference
  • Future Conference Host(s) who have been identified

Section 4

Standing committees are ongoing committees that may be designated by the Executive Committee to assist in the work of the organization. Examples may include but are not limited to such committees as Membership, Conference and Events, Program, Elections, Survey and Data, Public Relations, Finance and Diversity Mentorship. These committees, when convened, shall be coordinated by Executive Committee members and comprised of interested ACCCCS members. The Executive Committee member most directly responsible for the specific area that is served by the committee determines the composition and method of selection of the committee and shall coordinate its actions, subject to approval by the Executive Committee by consensus or majority vote.

Section 5

Working committees shall be established as needed by members present at the annual meeting or by the Executive Committee. At least one Executive Committee member shall maintain periodic contact with each working committee and report regularly on its progress to the Executive Committee.

Elections

Section 6

An Executive Committee as described in Article IV, Section 1 shall be elected, following the guidelines for terms, term limits, and re-election times provided in that section.

Section 7

An election committee, chaired by the Elections Coordinator, shall consist of at least two members of the current Executive Committee.  The following election process shall be followed:

  1. Regular elections are to be timed to be completed and tallied prior to the yearly Membership Meeting.
  2. The Election Committee shall include notice of the following rules on all nomination solicitations and ballots: Only members in good standing may participate in nominations and voting; receipt of a nominations solicitation or of a ballot does not constitute authorization to nominate or vote.
  3. The Election Committee shall call for nominations from the membership for President-Elect, Treasurer or Membership Officer, and two At-Large Executive Committee Member positions. Additional nominations may also be solicited for any additional Executive Committee position vacancy.  Should a member receive a nomination for more than one position, the member must choose which nomination to accept so that no member is running for more than one position in any single election.  Should the initial call for nominations not yield at least one eligible candidate, the nominations process will be re-opened for a period of one week or more in order to obtain at least one candidate for each open position.
  4. The Election Committee shall solicit candidate description statements from those accepting nomination to be placed on the election ballot.
  5. The Election Committee shall prepare and send (by either electronic or postal service) the ballot with candidate descriptions to all Association members in good standing whose dues are paid at the time of the election, or shall send to all Association members and screen the returned ballots for membership in good standing.
  6. Each voting member may vote for one nominee each for President-Elect, Treasurer, and Membership Officer, with the nominee with the greatest number of votes in each position being elected. Each voting member may vote for up to two nominees for the At-Large positions, with the two nominees with the greatest number of votes being elected. These rules may be adjusted to fit situations in which additional positions are being filled.
  7. The Election Committee shall tabulate the votes, confirm election results, and announce the results to the membership.
  8. The newly elected Executive Committee members shall be introduced at the Annual Conference and shall begin their offices at that conference.
  9. The Election Committee shall follow all election procedures established by the organization.

Meetings and Business

Section 8

An annual meeting shall be held at a location determined at the preceding annual meeting or otherwise determined by the Executive Committee and endorsed by the membership in a majority vote.

The host site may invite nonmembers within their region to the annual meeting who have clinical coordination responsibilities or are clinical professionals who are providing significant help with the conference. However, the nonmember invitees of the conference host must be approved by the Executive Committee in order to attend.

Similarly, if a member wishes another clinician to attend the conference instead of the member, or to accompany the member to the conference, the nonmember invitees of member clinical directors must be approved by the Executive Committee in order to attend.

In making these approval decisions, the board will be guided by the degree to which the nonmember is or will be in the role of a clinical coordinator, or is or will be an assistant to the clinical coordinator, or otherwise is professionally involved in clinical coordination to the satisfaction of the Executive Committee.

Section 9

Business shall be conducted in any of several ways: at the annual meeting of the membership (Membership Meeting), by written ballot, by list-serve, by email ballot, or by other website or electronic voting method that is approved by the Executive Committee. All members who are eligible to vote shall be provided the opportunity to vote as specified below.  For all business that is conducted outside the membership meeting, the membership shall be informed of upcoming votes at least one week in advance of the vote. The issue shall be explained and discussion of the issue invited via the listserv or another suitable medium. At its discretion, the Executive Committee may then revise the questions being voted upon based on membership input received prior to the issuance of the ballot. Members voting shall be allowed at least one week after receipt of the ballot to reply to it before voting is ended and the results are tallied.

Section 10

General business voting requires a simple majority of those voting in order to carry, provided that all current members have been provided an opportunity to vote. Bylaws changes require a 2/3 majority of those voting in order to carry, provided that all current members have been provided an opportunity to vote.  For business that is conducted in the membership meeting, the required opportunity to vote is provided by virtue of the invitation for each member to attend the meeting. For business that is conducted electronically or by mail, the required opportunity to vote is provided by being in receipt of the email that advertises the upcoming vote or by the being in receipt of the ballot.  It shall be the responsibility of the affected individual member to notify the Executive Committee when there are changes in postal or email address, or when electronic means are unavailable to the member to receive ballots and voting notices. Addresses shall be updated or alternative means provided to such members for voting in order to preserve the members’ opportunity to vote.

Dissolution of ACCCCS

Section 11

In the event of the dissolution of ACCCCS, remaining assets shall be equally distributed among the following, which must be in existence and exempt at the time of the dissolution: Association of University and College Counseling Center Directors (AUCCCD); and American Psychological Association Minority Fellowship Fund. If these conditions are not met, assets shall be distributed for Section 501 (C) (3) purposes. Assets shall be distributed for one or more exempt purposes within the meaning of Section 501 (C) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for public purposes. Any such assets not disposed of shall be disposed of by the Court of Common Pleas of the county in which the Treasurers workplace is located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.

Article V. Removal or Resignation of Executive Committee Members

Section 1.

The Executive Committee shall provide rules and regulations for the establishment of removal procedures.  Executive Committee members, including the President, shall be removed from office only on grounds of:  1) loss of good standing in their professions; 2) nonfeasance of office, or of duties as an Executive Committee member; or 3) malfeasance of office.

Section 2.

Succession Procedures for the President:  In the event of the incapacitation, removal, or resignation of the sitting President, the President-Elect shall serve as President for the remainder of the term.  In the event that both the President and the President-Elect offices are simultaneously vacant, the membership Officer shall act as President in the interim.

As soon as possible, the interim President shall initiate a call for nominations and a special election to fill the offices of President and President-Elect for the remainder of their terms from the membership. The Membership Officer may be nominated as a candidate for either office in this election.

Section 3.

Succession Procedures for the President-Elect: In the event of the incapacitation, removal, or resignation of the President-Elect, or in the event that the President-Elect fills a vacancy as President, the new President shall initiate a call for nominations and a special election to fill the remainder of the term from the membership.  Other board members may be nominated as a candidate in this election.

Section 4.

Succession Procedures for the Treasurer, Membership Officer, or Research & Evaluation Officer:  In the event of the incapacitation, removal, or resignation of the Treasurer or Membership Officer or Research & Evaluation Officer, or in the event that one of them fills another vacancy on the executive committee, the President may, as an interim measure, choose one of the following ways to fill the position:

  1. Reassign that person’s duties to a remaining Executive Committee member; or
  2. Appoint a new Executive Committee member from the membership, subject to a majority vote of the remaining Executive Committee members, the President providing the tie-breaking vote.

The appointed interim officer may complete the term without an election if the term is in its second half, at the discretion of the president.  If the term is not in its second half, however, the President shall initiate a call for nominations and a special election to fill the remainder of the term from the membership.  The appointed interim officer may be nominated as a candidate in this election.

Section 5.

Succession Procedures for the At-Large Executive Committee Members and the Past President:  Should an At-Large Executive Committee member or Past President be removed, resign, fill another executive committee member’s vacancy, or otherwise fail to complete the term of duty, the President may choose one of the following ways to fill the position:

  1. Reassign that person’s duties to a remaining Executive Committee member;
  2. Appoint a new Executive Committee member from the membership for the remainder of the term, subject to a majority vote of the remaining Executive Committee members, the President providing the tie-breaking vote; or
  3. Initiate a call for nominations and a special election to fill the remainder of the term from the membership.

Section 6.

Term Limit Standards for Those Who Fill Unexpected Vacancies:  In the event that a member assumes an Executive Committee office within a term, the term will count toward the term limit if office is assumed during the first half of the term, but not count toward the term limit if the office is assumed in the second half of the term.  Uncertainties as to whether or not the term should be counted toward the term limit shall be decided by the President.

Article VI. Indemnification

Section 1

Except as provided for in Article V, Section 1, every person who is, shall be or shall have been a Steering Committee member or an Executive Committee member, including ex officio members, and his or her personal representatives shall be indemnified by the Association for the Coordination of Counseling Center Clinical Services against all costs and expenses (including attorney’s fees), judgments, fines and amount paid in settlement actually and reasonably incurred by or imposed upon him or her in connection with or resulting from a civil action, suit or proceeding in which he or she may be made a party by reason of his or her being or having served as a Steering Committee member or an Executive Committee member.

Section 2

The provision for indemnification specified in Article VI, Section 1, shall be extended to any person conducting any legitimate business of the Steering Committee member or an Executive Committee member.

Section 3

The indemnification of persons provided by Article VI, Sections 1 and 2, shall be denied for any actions resulting in removal of that person from the Steering Committee or the Executive Committee in accordance with the provisions of Article V, Section 1.

Article VII. Amendments

Section 1

Amendments or changes to these Bylaws may be proposed by the Executive Committee, or by any dues paying member to be placed on the agenda for the annual meeting, or to be submitted to the membership for voting by alternative means, as described in Article IV, Section 10. An amendment to these Bylaws requires a two-thirds majority of those voting in order to carry, provided that all present members have been provided an opportunity to vote as defined in Article IV, Section 10.

Appendix

Ancillary Guidelines that may be modified by the Executive Committee:

Conference Refunds
Refunds for conference fees may be given to members who must cancel their registration. The member may be given a choice of a refund vs. applying the amounts forward, with a deadline for the refund option occurring at the start of conference, minus any fees that have already been applied to expenses. After this deadline, fees shall be applied to future membership or other association fees for the member. Exceptions to this refund policy may be pursued through appeal to the current Executive Committee.

Elections and Voting Security
Board members who are running for office during the elections period will exercise care to absent themselves from communications regarding the elections and will not serve on the Elections Committee. The Elections Committee accepts the obligation to keep confidential the identities of voters for every vote the committee administers, including the election of officials. Documentation of voting will be held for 120 days to allow for recount or questions and then will be deleted, keeping only the tally numbers.  The Executive Committee shall provide rules and regulations for the establishment of removal procedures.

ACCCCS Diversity Mentorship Program

The ACCCCS Diversity Mentorship Program reflects the commitment of the organization to increasing knowledge and promoting culturally responsive services for populations representing various aspects of diversity.  Each year, current ACCCCS members will nominate applicants from underrepresented groups for the program.  Two recipients will be selected to attend the annual ACCCCS conference, and will be provided with a stipend for costs related to travel, lodging, meals and conference registration.  Recipients will attend the annual ACCCCS conference and will co-present a joint program at the conference relating to diversity issues as related to clinical practice and administration. ACCCCS will provide mentors for each of the recipients.

 

By-Laws Updated 6/22/2017