NAAPAE
National Association for Asian and
Pacific American Education
A Voice for Asian and
Pacific American Education
Manual of
Operational Procedures
Established 1987
(Revised: April 1990, May 1992 &
April 1999)
I.
GOALS
The National Association for
Asian and Pacific American Education (NAAPAE) is a non-profit organization: its
purpose, as stated in its Constitution, includes but not limited to:
A.
Promoting the
inclusion of the history and culture of Asian and Pacific Americans (APA’s) in the school curriculum.
B.
Advocating
bilingual, multicultural, and other programs and policies needed by APA’s.
C.
Establishing a
national communications network of individuals committed to quality education
for APA’s.
D.
Encouraging research
on APA education topics.
E.
Supporting the
increasing participation of APA’s in diverse
educational roles.
F.
Increasing public
awareness of APA educational concerns and needs.
II.
ORGANIZATIONAL STRUCTURE
A. Officers
NAAPAE has four elected officers: President,
Vice-President, Secretary and Treasurer. They administer the daily business of
NAAPAE and oversee its budget. The officers meet or converse as frequently as
needed.
B. Executive
Council
The Executive Council consists of four elected officers,
the immediate past president, regional representatives, and chapter presidents.
The Council provides input and assistance to the Officers in planning and
carrying out the work of the Association under the general policies established
by the Constitution. The Council meets once a year during the annual
Association Conference and at special meetings as it deems necessary. All
Council members are expected to attend the annual meeting.
The following regions are represented on the Executive
Council.
Region I. Connecticut,
Delaware, District of Columbia, Florida, Georgia, Maine, Maryland,
Massachusetts, New Hampshire, New Jersey, New York, North Carolina,
Pennsylvania, Rhode Island, South Carolina, Vermont, Virginia, and Eastern
Canada.
Region II. Alabama,
Arizona, Arkansas, Colorado, Idaho, Illinois, Indiana, Iowa, Kansas, Kentucky,
Louisiana, Michigan, Minnesota, Mississippi, Missouri, Montana, Nebraska, New
Mexico, Nevada, North Dakota, Ohio, Oklahoma, South Dakota, Tennessee, Texas,
Utah, West Virginia, Wisconsin, and Wyoming.
Region III.
Region IV.
NAAPAE
Chapters
C. Chapter
NAAPAE
welcomes groups that are interested in forming a chapter to promote NAAPAE
Goals in different localities. The guidelines for forming a chapter are as
follows:
The
benefits of establishing a NAAPAE chapter.
1.
The membership in
a NAAPAE chapter will enjoy the same benefits as prescribed to all NAAPAE
members.
2.
NAAPAE shall
co-sponsor local conference/workshops or other approved activities by providing
speakers/presenters or NAAPAE representation as requested by the chapter.
3.
NAAPAE membership
dues shall be shared 50% between NAAPAE and the chapter.
4.
The President of
the chapter shall serve as member of the NAAPAE Executive Council and meets
with the Executive Council accordingly.
The
requirement for establishing a NAAPAE chapter as are follows:
1.
There shall be
thirty (30) or more individuals interested in the education of Asian and
Pacific Americans and serving as members of NAAPAE.
2.
There shall be a
roster of officers as elected by the chapter members and the adoption of
by-laws modeled after the NAAPAE Constitution for the said chapter.
3.
There shall be a
submission of request and a list of membership (30 or more) participating in
the establishment of a chapter to the Executive Council of NAAPAE with the
required NAAPAE membership dues.
4.
NAAPAE Executive
Council and/or Officers shall review the request and make decisions at the
designated meetings. Approval shall be granted in writing from NAAPAE Executive
Council.
5.
NAAPAE will
forward 50% of membership dues to said chapter once
the chapter has been approved.
6.
Each chapter
shall maintain a membership of 30 at all times. If a chapter’s membership falls
below this number, the chapter will lose its chapter status.
NAAPAE
shall provide any needed technical assistance in establishing a chapter as
requested by the interested groups.
D. Membership
Membership
in NAAPAE is available to all individuals and institutions interested in an supportive of Asian and Pacific American education and of
the goals of the Association: Commitment to membership is demonstrated by
paying membership dues in the following categories. Active membership is
measured by staying current with membership dues.
Active
Member – A professional engaged in
the field of education or in another profession in society. Active members have
voting status and are eligible for holding office.
Student/Senior
Member – A student enrolled in an
educational institution, or a retiree interested in APA education. Both types
of members have all the privileges of an active member.
Organization
Member – An educational, social,
cultural organization, institution or agency supportive of the goals of NAAPAE.
A contributing member does not have voting status.
10
Year Member – Anyone who contributes
to a 10 year commitment as an active NAAPAE member.
Lifetime
Member – Anyone who contributes to a
lifetime commitment as an active NAAPAE member.
E. Standing Committees
The
standing committees are formed to effectively distribute the tasks of major
functions or activities of NAAPAE among representatives from the varied
linguistic and cultural groups of the members. The following standing
committees are a permanent component of the NAAPAE structure:
Award Committee Conference Committee
Publications Committee Nomination and Teller’s Committee
F. Ad Hoc Committees
The
ad hoc committee shall be formed by
the Officers to deal with issues on a short-term basis, and will function in
the same manner as standing committees. However, they shall be temporary, and
shall serve at the discretion of the Officers.
The
Chairperson of an ad hoc committee
will be appointed by the NAAPAE President, who will
select committee members. Every effort will be made to insure regional, ethnic,
and linguistic representation on all ad
hoc committees.
G. Publications
NAAPAE
publications include the NAAPAE Newsletter and NAAPAE papers generated by
annual conferences in a form of anthology. The newsletter is published on a
quarterly basis. Items for the newsletter and NAAPAE papers are selected for
publication by the newsletter editor(s).
III.
STANDING COMMITTEES
NAAPAE has established standing
committees to assist the Officers in carrying out the activities of the
association. Each standing committee shall be headed by a chairperson to be
selected from among the NAAPAE membership in good standing. The term of
appointment for each chairperson will vary in accordance with the procedures
developed by the NAAPAE Officers.
The chairperson of each
committee shall submit an annual report of its activities and progress to the
NAAPAE President, and shall select persons to serve on his/her committee. The
members of the committee shall be NAAPAE members in good standing and shall
reflect whenever possible the association’s regional, cultural, ethnic and
linguistic composition.
A. Award Committee
The
Vice President shall also be chairperson of the Award Committee, and will
appoint 2 or 3 NAAPAE members in good standing to the committee.
Under
the leadership of its Chairperson, the Award Committee is responsible for:
1.
Reviewing
guidelines for the nomination and selection of candidates for Service and
Scholarship Award.
2.
Disseminating
information on award nomination and selection procedures.
3.
Collecting
nominations and the necessary data.
4.
Evaluating the
nominees and selecting the award recipients.
5.
Advising the
Executive Council of the award selections.
B. Publications Committee
The Chairperson of the
Publications Committee shall be appointed by the NAAPAE President to serve for
a period of one year. Appointment may be renewed for additional terms. The membership
of the Publications Committee will include the NAAPAE Newsletter Editor.
The Publications Committee
shall be responsible for coordinating and preparing all NAAPAE publications,
with the exception of the NAAPAE Newsletter which is the responsibility of the
Editor.
1.
Preparing NAAPAE
annual conference proceedings for publication.
2.
Preparing all
manuscripts for NAAPAE publications.
3.
Serving as
liaison between the Officers and authors of all publications.
4.
Serving as
liaison between the Officers and publishing houses.
5.
Advising the
Officers on matters concerning publications.
C. Nominations and Teller’s Committees
An important responsibility
of each member of NAAPAE is to elect every other year, the best qualified
candidates to serve as officers. The officers are the President,
Vice-President, Secretary and Treasurer.
All active and
student/retiree members of NAAPAE in good standing shall be eligible to run for
office. A member in good standing may become a candidate for a NAAPAE office by
submitting a petition by at least five other members in good standing.
Nomination of Candidates
The Nomination Committee
shall consist of three (3) to five (5) members appointed by the Secretary with
the Executive Council’s approval during the annual conference prior to the
election. Members of the Nomination Committee may not run for office.
The Committee is responsible for:
1.
Disseminating
information to the membership regarding nomination and election procedures and
relevant timelines.
2.
Preparing and mailing
petition for nomination forms to all NAAPAE members in good standing at least
ninety (90) days before the annual conference.
3.
Collecting
petitions for nominations at least seventy-five (75) days before the
conference.
4.
Checking the
membership status of and contacting nominees for confirmation of their
candidacy.
5.
Securing
biographical data and campaign statements from the candidates.
6.
Presenting a
slate of candidates with their biographical data and campaign statements to the
Teller’s Committee and the Executive Council through the President at least
sixty (60) days before the conference.
Election of Officers
Active and student/retiree
members in good standing will be eligible to vote at least sixty (60) days
prior to the annual NAAPAE conference. The printed ballot will contain the
names of candidates for each position and a space for write-ins. Each ballot
will be numbered. Returned ballots shall be postmarked no later than twenty
(20) days from the date of mailing to membership. The ballots shall be returned
to the Chairperson of the Teller’s Committee for counting. A majority of the
returned votes shall decide all elected officers. The Chairperson of the
Teller’s Committee will inform the NAAPAE President of the election results.
The Candidates shall be
notified of the election results by the Chairperson of the Teller’s Committee
no later than fourteen (14) days prior to the opening of the annual NAAPAE
Conference.
The NAAPAE President shall
announce the election results at the membership meeting at the NAAPAE
Conference. The newly elected officers shall be sworn in during the banquet of
the annual NAAPAE conference, and shall take office within forty-five (45) days
following the annual conference.
The Teller’s Committee
consisting of three members shall be appointed by the Secretary with the
Executive Council’s approval. The Committee is responsible for:
1.
Submitting the
slate of candidates and each candidate’s biographical data and campaign
statement to the NAAPAE Newsletter Editor for publication.
2.
Preparing the
ballots for distribution to members.
3.
Mailing the
ballots and other appropriate election materials to all NAAPAE members in good
standing at least forty-five (45) days prior to the annual conference.
4.
Counting the returned
ballots and certifying to the NAAPAE President the results of the election at
least fourteen (14) days before the conference.
Election/Selection of Regional Representatives and
chapter presidents
1.
Each region and
chapter will be responsible for the process of nomination and election of
selection of its representative/chapter president.
2.
Any member in
good standing residing in the area belonging to a chapter may be a candidate
for regional representative/chapter president.
3.
The outgoing
representative and chapter president shall solicit nominations and conduct the
election of the incoming regional representative/chapter president at least
seventy-five (75) days before the annual NAAPAE conference.
4.
Election or
selection of regional representative/chapter president shall be conducted at
least forty-five (45) days prior to the annual NAAPAE conference.
5.
Names of newly
elected/selected regional representatives/chapter presidents shall be submitted
to the NAAPAE President by the outgoing regional representatives no later than
fourteen (14) days prior to the annual NAAPAE Conference.
Removal of Officers and/or Regional Representatives
An officer of a regional
representative can be removed from office under the following conditions and
process:
1.
Conditions for
removal:
·
Personal or
professional reasons
·
Unethical conduct
or other unprofessional conduct
·
Lack of
responsibility toward the organization as evidenced by lack of participation in
organizational matters and/or lapse in membership dues
·
Abuse of organizational
funds or expenditures.
2.
Process for
removal
·
It requires a
two-third vote of Executive Council members.
·
In the event that
an officer is to be removed, a regional representative will participate in the
process.
·
The request to remove
an officer and/or regional representative must be placed on the agenda and the
officer/regional representative must be informed at least two (2) weeks in
advance of the vote.
·
The office and/or
representative to be removed will have an opportunity to respond in writing or
orally prior to the vote.
D. Conference
Committee
A Local Conference Committee
will be established at the site of the Conference. Whenever possible, the
Conference Chairperson(s) shall be appointed by the NAAPAE Executive Council at
least two (2) years before the Conference is held. The Conference Chairperson
shall be responsible for all aspects of the NAAPAE Conference.
The Local Conference
Committee shall:
1. Assist the
Conference Chairperson(s) in planning and implementing all aspects of the
Annual NAAPAE Conference including the following:
a.
Selecting the
theme
b.
Selecting and
inviting the keynote speakers and presenters in consultation with the Executive
Council.
c.
Preparing the
Conference poster, logo, call for paper, flyers, and written materials needed
for conference activities.
d.
Planning the
program and other related activities.
2. Carry out the
activities necessary to conduct a successful annual conference.
The Conference Chairperson(s) shall:
1. Appoint all chairpersons and members of each
subcommittee.
2. Coordinate all conference activities.
3. Serve as the
liaison between the Local Conference Committee and the Executive Council
represented by the NAAPAE Vice-President.
4. Make all
arrangements and sign contracts for all conference facilities and equipment.
5. Attend,
observe, and study the previous conference for planning purposes.
6. Prepare and
transfer the conference mailing list to the new Conference Chairperson and
secretary by the end of the July following the conference.
7. Prepare and
submit the final report and financial statement of the conference to the NAAPAE
President no later than six (6) months after the closing of the conference.
8. Return the
seed money and forward the balance of the conference account(s) to the NAAPAE
Treasurer no later than six (6) months after the closing of the conference.
Site
Selection
The
annual NAAPAE Conference is to be held in the spring of each year. Every
attempt should be made to identify the best location in the city with
significant activities in APA education.
The
site of the annual NAAPAE Conference shall be selected at least three (3) years
before the date of the conference. The site shall be selected by the NAAPAE
Executive Council.
The
following criteria will be used to determine a site of the conference.
1.
Availability and
adequacy of conference facilities
2.
Reasonable
projected cost for running the conference
3.
Convenient
geographical location
4.
Ample local and regional
resources and manpower
5.
Commitment of
local, state, and regional educational agencies or organizations
Conference Fees and Expenditures
Every
effort must be made to conduct the conference at the lowest possible cost to
the Association.
The Conference
budget may include travel, food, and lodging expenses, and possibly honoraria
of the keynote speakers and major session presenters who are guests of the
NAAPAE Executive Council.
All
other presenters shall not be reimbursed for travel, food, or lodging expenses.
Neither will they be paid an honorarium. All presenters must be informed in the
call for papers that they must register and pay for the conference.
Suggested Timelines for the Local Conference Committee
1. At least two (2) years before the scheduled
Conference:
Appointment of the Conference
Chairperson(s).
2. By January of the year preceding the scheduled
Conference:
Formation of the Local Conference
Committee.
3. January of the year preceding the scheduled
Conference:
Giving the seed money to the Conference
Chairperson.
4. One year before the Conference (at the annual
conference):
Giving progress report before the Executive
Council.
5. Fall of the year preceding the Conference:
Meeting
between the Representatives from the NAAPAE Officers and Local Conference
Committee:
First Conference mailing to the membership
6. September 30th of the year
preceding the Conference:
Mailing of the call for papers indicating
Mid-November as the deadline for responses.
7. September of
the year preceding the Conference:
Sending out
invitations to prospective keynote speakers and major session presenters by the
NAAPAE President and Conference Chairperson(s).
8. Three (3)
months before the Conference:
Third
conference mailing to the membership and other interested individuals and
institutions;
Notification
by mail of selected paper presenters.
9. Two (2) months before the Conference:
Mailing of
registration packets and other relevant Conference materials including NAAPAE
membership application/renewal forms.
Notification
of Conference presenters of the time and places of their presentations.
Deadline for
pre-registration.
12. No later than six (6) months after the closing of the
Conference:
Closing of Conference books;
Forwarding the balance of Conference account(s) to the
NAAPAE Treasurer by the Conference Chairperson.
13. At the
Executive Council Meeting during the following Conference:
Final
Conference Report, including the Conference Financial Statement, submitted by
the Conference Chairperson(s).
Role of the
NAAPAE Executive Council
The
Executive Council shall be consulted for approval of the Conference theme. A
$5,000 conference advance (or seed) money shall be made by the Treasurer to the
Conference Chairperson for the purpose of initiating conference activities at
least one (1) year prior to the Conference. The Executive Council shall make
recommendations to the local Conference Committee regarding topics, keynote
speakers, presenters, activities, sites and other aspects. The National
Treasury will assume the ultimate financial responsibility for all expenses
incurred in connection with the annual conference. The Executive Council will
assist the Conference Committee in the dissemination of conference information.
IV.
NAAPAE NEWSLETTER
The NAAPAE Newsletter is the official
newsletter of the Association. The
editor of the newsletter is appointed by the NAAPAE President for a term
of three (3) years. The appointment may be renewed for additional terms.
Criteria for Selecting the NAAPAE Newsletter Editor
1.
NAAPAE membership
in good standing
2.
Experience and
knowledge of APA education
3.
Editorial
experience
4.
Willingness to
carry out the duties of the office as prescribed by the NAAPAE Executive
Council
5.
Availability of
resources necessary to accomplish the tasks.
Editor’s duties
1.
Coordinate all
operations for four issues of the newsletter reflecting a balance of current
academic, political and organizational concerns within APA education in
accordance with predetermined deadlines.
2.
Solicit, select
and prepare articles for publication.
3.
Solicit
appropriate ads for inclusion in the newsletter.
4.
Serve as liaison
between the NAAPAE Executive Council and advertisers.
5.
Maintain records.
V.
CHAPTERS
1)
Membership
a.
Membership dues
and application forms collected by a chapter should be forwarded to the
national office at the end of each month.
b.
The clerk will deposit
the check. A copy of the check will be sent to the Treasurer and a copy of the
application form will be sent to the Secretary.
c.
Secretary will
inform the Treasurer about the amount of reimbursement to each chapter.
d.
Treasurer will
send a reimbursement check to a chapter.
If
a check is made out to the chapter, 50% of the amount along with the
application form will be forwarded to the national office.
If
a membership roster falls near 25, Secretary will inform the President and send
a letter to the chapter informing them of the standing and offer assistance.
The chapter will submit a plan regarding the status within 6 months.
If
the membership remains below 25 for a period of one year, the President will
convene the Executive Council to decide the chapter status.
2) Meetings and other
activities
a.
Each chapter must
have meetings at least two times annually.
b.
A copy of the
minutes must be forwarded to the NAAPAE President within one month.
c.
NAAPAE President must
be notified of any activities conducted/sponsored by each chapter 2 months
prior to the events. Within one month after the event, a report must be sent to
the NAAPAE President. This report must include a financial report.
d.
The chapter
president must submit a written summary of activities at the next Executive
Council Meeting.
e.
In order to
support the NAAPAE effort, each chapter will provide two or more presentations
at the annual conference.
3) Elections
a.
Election shall
take place according to each chapter’s by-laws.
b.
The NAAPAE
President must be informed of the results within two (2) weeks.
4) Financial Report
Each
chapter must submit a financial report (April 22 to April 21) to the NAAPAE
Treasurer by June 1 of each year, so that the Treasurer can incorporate it into
the NAAPAE tax return. The Treasurer will supply a form, so the report from
each chapter will be standardized.
5) Executive Council Meeting
a.
Chapter president
will attend any Executive Council Meeting called by the NAAPAE President.
b.
If a chapter
president cannot attend a meeting, he/she may send a substitute who is a
chapter officer. The chapter president must obtain permission to do so from the
NAAPAE Secretary prior to the meeting.
c.
The cost of
airfare will be reimbursed by NAAPAE.