Steps To Take in Organizing a Branch on Campus

Adviser

Selecting an Adviser:

1. Check with department chairpersons or the Dean of the College of Education.
2. Ask a faculty member directly if the above procedure does not produce results.

1. He/She needs to be a member of ACEI, acquainted with and supportive of the philosophy of ACEI. An Adviser with a working knowledge of ACEI's philosophy will help your Branch's work parallel that of the Association as a whole and give your Branch a perspective of its place in the Association.
2. The Adviser must have a good rapport with students. The Adviser may be the only ACEI model that many students have and they may judge ACEI by him or her.
3. S/he needs to be able to give advice and come to the rescue of students when they need help.
4. Just as important, s/he must know to step back when the students want to take initiative to start new projects.
5. The Adviser must take the first step in establishing an open relationship with the students, since he/she should have a much broader knowledge of leadership and people than many of the students.

1. The Executive Board and the Adviser must communicate with each other, use each other, and listen to each other.
2. The Adviser is the source of continuity for a Student Branch, whose membership turns over constantly.
3. The Adviser should give the students a perspective of the Association that allows them to see the great potential within ACEI for personal and professional growth.

Regulations

1. Each campus has different rules and regulations by which student organizations are governed. Some universities may require all activities approved by the Dean of Students. Others may require that you re-register your activity each semester. Others may go as far as setting limits on where you can serve refreshments, for example. Your Adviser will be able to help you find out these necessary details.
2. Check into methods of financing your Branch. Some universities provide student monies and may or may not attach very strong stipulations on its use. Others do not provide monies and so you must determine if money is necessary for the running of your Branch and how much. If money is necessary, you will need to have a fundraising project. Some ideas are included in the fundraising portion of the Branch Manual.

1. Write a Constitution. There is a copy of the ACEI Constitution and an outline for drafting a Branch Constitution in the Branch Manual. You can basically fill in the blanks to fit your Branch.
2. Establish a bank account or a university agency fund in the Branch's name. Check local university requirements on how to do this.
3. Send Constitution, Officers Roster, and Membership applications with payment to ACEI Headquarters:

• Send photocopy of June 30 Bank Statements and ACEI Financial Report to Headquarters (Due July 15).
• Hold first executive board meeting to review program plans and budget and to prepare committees to begin responsibilities.

• Participate in orientation program for new teachers to acquaint them with ACEI and Branch program.

• Meet with superintendent to acquaint him with program and solicit assistance in sending representatives to ACEI Annual Conference.
• Plan for representation at State or Province ACEI functions.
• Inaugurate membership drive; extend an invitation to previous members, new teachers, other prospective members within the school and community.
• Hold first general meeting. Distribute year's program, send a copy to State or Province ACEI president and to ACEI Headquarters.

• Send first group of membership applications and dues to ACEI Headquarters; check that amount for dues is correct for number of applications sent.
• Complete membership drive and send membership applications and dues to Headquarters.

• Encourage members to vote for ACEI officers (official ballot mailed in November to all members in good standing as of October 31).

• Consider names for representatives to ACEI Annual Conference.

• Send registrations to Headquarters for representatives to ACEI Annual Conference.
• Request new year membership materials for spring membership drive.

• Plan for representation at State or Province ACEI professional workshops and leadership training workshop.

• Prepare presentations for Annual Conference.

• Attend ACEI Annual Conference.

• Hold final meeting to introduce new officers, report on the ACEI Annual Conference and solicit assistance of members in evaluating and planning ahead.
• Call an evaluation and planning meeting of outgoing and incoming executive board members and appoint committees for next year; see that working materials are transferred to new officers and chairmen.

• Send Officers List, annual report forms and committee reports to Headquarters.
• Have auditors check Branch financial records.

Branches Outside the USA

Branch Officers and Responsibilities

• Set district goals for the program year using the current ACEI Strategic Plan for guidance. Members of the International Executive Board are a source of guidance and counsel.
• Coordinate Branch programs and committee activities.
• Hold regular planning meetings.
• Represent the Branch membership in executive decisions affecting the membership and budget approvals.
• Support ACEI committee activities.
• Inform Branch members of programs, activities, and news through the Branch's communication channels--newsletter, telephone network, etc.

• Preside over all Branch meetings and Branch Executive Board meetings.
• Prepare an agenda for each meeting.
• Plan the Branch budget (a budget committee may also be established to prepare the budget) for adoption or approval by the Branch Executive Board.
• Appoint chairpersons to standing and ad hoc committees.
• Schedule and announce a meeting calendar for the year in consultation with Branch Executive Board.
• Serve as a member, ex officio, of all committees.
• Approve all fundraising and budgetary expenses in consultation with Branch Executive Board.
• At the end of the term become Immediate Past-President and serve as adviser to the incoming President.
• Submit the Annual Report, Branch Officer Roster, and Branch Financial Report to Headquarters (see Appendix 1) to the ACEI Branch Relations Manager. Annual Report and Branch Officer Roster are due by June 15. The Branch Financial Report and a copy of June 30 bank statements are due by July 15.
• Maintain a file to be passed on to the incoming President.

• Attend all Branch Executive Board and general meetings.
• Make recommendations, give advice and serve as a resource to the new Branch Executive Board.
• Serve on ad hoc committees, as appointed by the President.

• Assist the President as delegated.
• Perform the duties of the President in his/her absence.
• Chair the Program Committee and be responsible for the program at each meeting.
• Serve as a Chair of the Branch Membership Committee and as a member of the ACEI International Membership Committee. This includes attending Membership Committee meetings at the Annual International Conference & Exhibition.
• Maintain a file to be passed on to the incoming officer.

• Record, copy, have approved and distribute all minutes from the Branch's Executive Board and general meetings.
• Read and complete all correspondence under his/her own signature or as a subscript of the Branch President.
• Record attendance at all meetings.
• Select a committee responsible for mailing meeting notices to the Branch membership.
• Maintain a file to be passed on to the incoming officer.

• Establish a savings account and/or checking account at a local bank, with the approval of the Executive Board.
• Maintain all financial transactions in a ledger.
• Provide a Treasurer's report at each Branch Executive Board and general meeting.
• Receive a copy of proposed budgets from each elected officer and committee chairperson.
• Dispense all money from the Branch treasury, after completed expense form has been submitted for his/her signature.
• Receive money collected for donations, fundraising, registration fees, etc. and keep complete accounting of sources of all such income.
• Receive Annual Branch Rebates from Headquarters. The Treasurer may also be responsible for applying for At-Large Rebates and Branch Development Grants.
• Maintain a file to be passed on to the incoming officer.
• Prepare Branch Financial Report (see Appendix 1) and submit, together with a copy of the Branch June 30 Bank Statements, to Branch Relations Manager by July 15. (A photo copy should be given to the Branch President for the Branch records.)

Copyright 2002 by the Association for Childhood Education International. All rights reserved.

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