PROCEDURES

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CALIFORNIA ASSOCIATION FOR POSTSECONDARY EDUCATION AND DISABILITY

PROCEDURES

TABLE OF CONTENTS

 

Article		Page
ARTICLE I	Name and Purpose	1
ARTICLE II	Membership and Dues	2
ARTICLE III	Officers and Ex-Officio Members	3
ARTICLE IV	Officers Council	6
ARTICLE V	Executive Board	6
ARTICLE VI	Appropriations and Expenses	6
ARTICLE VII	Committees	8
ARTICLE VIII	CAPED Interest Groups (CIGs)	9
ARTICLE IX	Amendment and Revisions	9
ARTICLE X	Suspension of By-Laws	9
ARTICLE XI	Property of the Association	9
Appendices	Association Affiliations
A.	Code of Ethics	11
B.	Articles of Incorporation	12
C.	CAPED Officers and Executive Board Job Descriptions	13
	1. President	13
	2. President-Elect	14
	3. Vice President for CAPED Interest Groups	15
	4. Vice President for Committees	16
	5. Immediate Past President	17
	6. Secretary	18
	7. Treasurer	19
	8. CAPED Interest Group Chair and Co-Chair	20
	9. Chairpersons of Standing Committees	22
	i. Membership	22
	ii. Finance	22
	iii. Publications	22
	iv. Nominations, Elections & Awards	22
	v. Convention	22
	vi. Legislative	22
	vii. Scholarship	23
	viii. Futures	23
D.	Event Planning Guide	24
E.	Online Style Guide	29

 

CAPED Procedures are listed under the Bylaws Article, Section, and Subsection number to which they pertain.  Changes in these Procedures will be updated on a biannual basis and will cross-referenced in the Bylaws of the California Association ForPostsecondary Education and Disability.

 

Ref #	Article and Date Revised	Section, Subsection, and Text of Revision
	Article I, Name and Purpose
1.1	Revised June 1996	Article I, Section 1, Name.  The organization is established as a non-partisan, non-profit, tax-exempt organization in the State of California.
1.20	Revised June 1996	Article I, Section 2, Use of Name or Logo.  All members of CAPED who write correspondence representing CAPED shall abide by the current Association bylaws for correspondence and send copies of that correspondence (written or electronic) to all members of the Officers’ Council.
1.21	Revised June 1996      Revised July 2002	Article I, Section 2, Use of Name or Logo.  Stationery printed by specific CAPED Interest Groups may be used for any correspondence pertaining to business within the CIG or among its members.  Correspondence addressed to agencies, individuals, or associations outside of the CIG should be prepared on official CAPED letterhead.  Correspondence, including electronic text, which reflects a CAPED position or opinion, should be “drafted” on CAPED official stationery and must be reviewed by the President.  Personal opinions or statements should be prepared and mailed on college or personal stationery and envelopes.
1.50	Revised June 1996	Article I, Section 5, Annual Convention.  The annual Convention shall be held during the Fall of each year, traditionally in October.  The site of the convention is to alternate between north and south and to be determined by the CAPED Executive Board.
1.51	Revised August 2004	Article I, Section 5. A., Annual Convention.  This is a placeholder for the policy CAPED will develop regarding presenter benefits such as room comps., registration fees and materials.
1.52	Revised June 1996	Article I, Section 5. A., Annual Convention.  All resolutions to be presented from the floor during the CAPED Annual Convention must meet the following requirements: Be in writing, preferably typewritten, Have a formal, finished appearance, Be signed by the individual initiating the resolution and be dated, Have the submitting organization’s name, if appropriate, Be turned in at the convention registration desk no later than 4:00 p.m. of the day before the Business Meeting. Procedures for presenting resolutions: Each member wishing to speak will be allowed two minutes, Members will be recognized on an alternative basis (pro, then con), No more than 12 minutes will be allowed on any one resolution, No member may speak twice until all persons who wish to speak have been recognized.
	Article II:  Membership and Dues
2.10	Approved October 1981	Article II, Section 1. E., General Membership: Life Member.  All previous Presidents of CAPED shall receive a free lifetime membership in CAPED.
2.20	Approved December 1987     Revised August 2004.	Article II, Section 2, Rights and Privileges.  A yearly update of the CAPED Directory will be provided to the membership, along with new editions of the Communiqué as they become available.
2.21	Approved February 1993	Article II, Section 2, Rights and Privileges.  The CAPED Directory will include only those members whose membership is current at the time of publication.
2.30	Revised July 2004	Article II, Section 3, Obligation of Membership.  The Code of Ethics and Articles of Incorporation can be found in Appendices A and B, respectively of this document.
2.60	Approved February, 2000,       Revised July 2002      Revised July 2004	Article II, Section 6, Payment of Dues. The membership renewal date is October 1st of each year.  Memberships will run from October 1 to September 30 of the following year.  Continuing members must pay for a full year’s dues, expiring on the last day in October regardless of when the member makes the renewal payment. Membership dues are to be sent to the Executive Assistant.  The Executive Assistant is responsible for mailing any new or continuing member packets, annual membership cards, recording all memberships including CIG dues, and forwarding checks to the CAPED Treasurer for Deposit.
2.61	Revised June 1996	Article II, Section 6, Payment of Dues.  There will be a check return fee assessed any member or nonmember whose check submitted to cover fees or charges is returned for “insufficient funds.”  The Finance Committee will determine this fee according to the Association Bylaws.
2.70	Revised August 2004	Article II, Section 7, Membership List.  Upon approval of the Officers’ Council, CAPED may sell the CAPED Membership List.  The Finance Committee shall decide the price of the List.
	Article III:  Officers and ex-Officio Members
3.10	Revised August 2004	Article III, Section 1. B.,  Composition: Job Descriptions.  Complete job descriptions can be found in Appendix C.
3.11	Revised June 1996	Article III, Section 1. E., Composition: Qualifications.  Any member of the CAPED Officers’ Council who changes his/her membership status while in office shall resign or complete his/her term of office according to the eligibility criteria in the current bylaws.
3.20	Approved June, 1996	Article III, Section 2. A., Duties of Officers and Ex-Officio Members:  President.  The CAPED President or President’s designee shall serve as the official representative of CAPED.  CAPED members in good standing shall be assigned to represent the Association’s interests not otherwise specified in the Association Bylaws.
3.21	Approved December 1987	Article III, Section 2. A., Duties of Officers and Ex-Officio Members: President.  The President of CAPED shall be responsible for appointments to all committees and task forces on which CAPED representation is requested.  Where specific knowledge or expertise is found necessary, the President shall consult with members of the Executive Board for guidance in determining an appropriate representative.
3.22	Revised June 1996	Article III, Section 2. A., Duties of Officers and Ex-Officio Members: President.  The current CAPED President must approve all requests for CAPED representation on committees and task forces outside the Association’s Bylaw structure.
3.23	Revised June 1996	Article III, Section 2. A., Duties of Officers and Ex-Officio Members: President.  The CAPED President will receive and review reports of all persons representing CAPED on outside committees or task forces.  A short written report of the activities of the committee must be forwarded to the President before each scheduled Executive Board or Officers’ Council meeting.
3.25	Revised June 1996	Article III, Section 2. F., Duties of Officers and Ex-Officio Members: Secretary.  The Secretary will solicit the meeting agenda from the members scheduled to attend that meeting well in advance of the planned meeting date.
3.26	Approved June 1996      Revised August 2004	Article III, Section 2. G., Duties of Officers and Ex-Officio Members: Treasurer.  The CAPED Treasurer will maintain separate accounts for Association General Funds, CIGs, and as recommended by the Officers’ Council.  The Treasurer will be responsible for mailing 1099 forms to CAPED consultants, independent contractors, and others who request them.  Individuals hired as Executive Assistant, Convention Site Coordinator, Webmaster, Tax Consultant and Graphic Designer for the Communiqué will automatically be sent a yearly 1099 form.
3.27	Revised June 1996      Revised July 2002	Article III, Section 2. I., Duties of Officers and Ex-Officio Members: Executive Assistant.  The CAPED Executive Assistant will be maintained or dismissed based on job performance and the financial status of the Association.  The current President of the Association shall complete a formal written evaluation twice during the Assistant’sfirst year and once a year in subsequent years.
3.28	Revised February 4, 2000      Revised July 2002      Revised March 2008	Article III, Section 2. I., Duties of Officers and Ex-Officio Members:  Executive Assistant.  The Executive Assistant is responsible for mailing any new or continuing member packets, annual membership cards, recording all memberships including CIG dues, and forwarding checks to the CAPED Fiscal Coordinator for deposit.
3.29	Approved June 1996	Article III, Section 2. J., Duties of Officers and Ex-Officio Members: Historian.  An original or copy of all position papers, white papers, membership packets, audio or video recordings, Communiqués, CAPED Journals or other memorabilia shall be maintained by the CAPED Historian.  The CAPED Executive Assistant shall be responsible for maintaining a hard or electronic copy of all official business correspondence, etc. as approved by the current President and Officers’ Council.
	Article IV:  Officers’ Council
4.20	Revised June 1996	Article IV, Section 2, Function of the Officers’ Council.  The President shall be notified and the Officers’ Council will approve any CAPED workshop sponsored by or with a Committee Chair, CIG Chair or member of the Executive Board.
	Article V:  Executive Board
5.30	Revised June 1996      Revised April 2009	Article V, Section 3, Nominations, Election and Orientation of the Executive Board.  Each new Executive Board member shall be provided a CAPED Executive Board Member Handbook containing: Guide to Parliamentary Procedures Current CAPED Bylaws and Procedures Minutes of the previous year’s meetings Code of Ethics Directory of Board and Committee members Job Descriptions Other pertinent information
5.41	Revised July 2002	Article V, Section 4, Meetings of the Executive Board.  Executive Board members and Officers have an obligation and a responsibility to be present at Executive Board meetings.
5.60	Revised April 2009	Article V, Section 6, Insurance.  Liability insurance to cover damages resulting from wrongful acts and offenses will be provided to protect the organization and it’s officers. Copies of the policies will be maintained by the Executive Assistant.  Annual premium payments will be initiated by the Executive Assistant as stated in the coverage timelines.
	Article VI:  Appropriations and Expenses
6.10	Revised June 1996	Article VI, Section 1. A., Association Budget: Appropriations.  Funds raised by the CAPED Interest Groups (CIGs) are to be accounted for separately from the CAPED General Fund, to be used in accordance with Association Bylaws.
6.12	Revised December 1987      Revised October 2007      Revised March 2008	Article VI, Section 1. A., Association Budget: Appropriations.  All outstanding CAPED monies shall be returned to the General Fund.  The General Fund account may have the names of the President, President Elect, Treasurer and the Fiscal Coordinator as signers.
6.13	Revised June 1996	Article VI, Section 1. B., Association Budget: Expenses.  Members of the Executive Board will be reimbursed for travel and expenses incurred in relation to Executive Board meetings in accordance with a travel per diem schedule to be developed by the Treasurer and approved by the Executive Board.
6.14	Revised June 1996	Article VI, Section 1. B., Association Budget: Expenses.  Receipts for reimbursement must be submitted to the CAPED Treasurer.  All funds expended by or for the Association must have the approval of the Finance Committee.
6.15	Revised June 1996	Article VI, Section 1. B., Association Budget: Expenses.  Airfare expenses for official Association business will be reimbursed up to the cost of the current coach/standard fare dependent on the financial status of the Association and approval of the Finance Committee.  Each CAPED member will be responsible for his/her transportation arrangements, with an emphasis on securing the most economical means of transportation available.
6.16	Revised August 2000      Revised August 2004      Revised March 2008	Article VI, Section 1. B., Association Budget: Expenses.  A line item in the association budgetwill be designated for reasonable accommodations in all CAPED-sponsored events for CAPED Executive Board and Officers’ Council members.  The request for accommodation must be forwarded to the CAPED President, who has responsibility for authorizing the expenditure.
6.17	Revised August 2004	Article VI, Section 1. B., Association Budget:  Expenses.  Reimbursements requested by a CIG must be approved in advance by the Vice President for CIGs.
6.18	Revised April 2009	Article VI, Section 1.B., Association Budget: Expenses.  Mileage expenses incurred in conjunction with Association business will be reimbursed at the current state rate.
	Article VII:  Committees
7.10	Revised October 1998      Revised March 2008	Article VII Section 2. A., Standing Committees: Membership.  The membership brochure will request the member’s title, current mailing address, preferences for training, area of interest (s), CAPED’s email address, and the CAPED logo.  Benefits of CAPED membership will be listed.
7.20	Revised June 1996      Revised October 2007      Revised March 2008	Article VII Section 2. B., Standing Committees: Finance.  The Finance Committee, composed of the President, Past President, Treasurer, and the Fiscal Coordinator can authorize the expenditure of funds.
7.21	Approved June 1996	Article VII Section 2. D., Standing Committees: Nominations, Elections and Awards.  The Elections and Awards Committee shall conduct all elections and solicit nominations (in consultation with the Vice President for Committees) of officers of the Association.
7.22	Revised December 1987      Updated July 2004	Article VII, Section 2. E., Standing Committees: Convention.  A start-up fund of $3,000shall be allocated to the succeeding year’s Convention Committee.
7.23	Revised June 1996      Revised July 2002      Revised March 2008	Article VII, Section 2. E., Standing Committees: Convention.  The Treasurer of the annual Convention shall provide a statement of receipts and expenditures to the CAPED Fiscal Coordinator for accounting purposes within 180 days, or six months of the last day of the annual convention.
7.24	Revised June 1996	Article VII, Section 2. E., Standing Committees: Convention.  The Convention Chairperson or Co-Chairs shall submit a written report to the CAPED President.  The report will include convention activities and recommendations.  The report shall be submitted within three months of the last day of the annual convention.
7.25	Revised October 2007	Article VII, Section 2. E., Standing Committees: Convention.   The Convention shall maintain a separate checking account and credit card.
7.26	Revised October 2007	Article VII, Section 2. E., Standing Committees: Convention.   Every year, the current CAPED President will write and send a letter to the corresponding President (s) of each institution congratulating the Convention Chair (s).
7.27	Revised October 2007	Article VII, Section 2. G., Standing Committees: Scholarship Committee.  The current CAPED President will write and send a letter to the corresponding Presidents of each institution congratulating every CAPED Award Recipients.
	Article VIII:  CAPED Interest Groups
8.40	Revised July 2002	Article VIII, Section 4, Structure of CAPED Interest Groups.  A CIG Co-Chair must be present at the Executive Board to cast a vote.
8.41	Revised August 2004	Article VIII, Section 4. B., Structure of CAPED Interest Groups: CIG Chair Job Descriptions.  Appendix C of this document contains the full job descriptions of these positions.
8.101	Revised June 1996	Article VIII, Section 10, Assets of Merged CIGs.  If a CIG merges with another CIG, each CIGs available funds will be combined into one new account in accordance with CAPED Bylaws.
	Article IX:  Amendments and Revisions
	Article X:  Suspension of Bylaws
	Article XI:  Property of the Association
11.20	Approved July 2004	Article XI, Section 2, Position Papers.  Official positions and opinions of the Association shall be determined and approved by the Officers’ Council.
11.30	Revised April 2009	Article XI, Section 3, Website. The Association will provide information about activities and events of interest to members and the profession, by maintaining a website. The Association will maintain full oversight of the CAPED Website and all contents.  Web design: The Association’s website will strive to provide access for all users and maintain support for universal access/design. Web Administration:  The Association will administer the website to best benefit its members and potential members.   If an independent contractor is hired to maintain the website, the contract shall be renewed by recommendation of the Officers’ Council and majority vote of the Executive Board. Web Domain:  The association will identify with the web domain as caped.net. Webhosting:  The web administrator will recommend the preferred webhost vendor.  Any annual fees will be prompted by the web administrator for payment.
	Article XII:  Association Affiliations
	Approved by Officers’ Council October 2009.	CAPED will pay for the annual membership, conference and travel to the annual AHEAD conference.
	CAPED Procedures:  Revised 3/08 GTH; Approved by Executive Board 17 April 2009.

Appendix A

CAPED CODE OF ETHICS
Definition of Ethics

Ethics is the branch of philosophy that is concerned with the rightness or wrongness, i.e., moral evaluation, of human conduct according to norms or standards.  Human conduct means the voluntary actions of a person; norms or standards refer to the consistent exercise of integrity, i. e., honesty and sincerity.

CAPED members serving the post-secondary population of adults with disabilities are dedicated to maintaining their professional competence and promoting the best interests of their students.  In order to uphold these principles, CAPED members have a responsibility and commitment to the following actions.

I. With respect to students, CAPED members have a responsibility:

A.  To provide and protect student access to the educational resources of the College/University regardless of race, gender, sexual orientation, color, religion, disability, age, or national origin.
B.  To protect human dignity and individual freedom and assure that students are respected as individuals, as learners, and as independent decision-makers.
C.  To invite students with disabilities to contribute to program and college decisions and directions.
D.  To protect students with disabilities from arbitrary decisions or capricious judgments.
E.   To uphold the moral and legal right of students with disabilities to confidentiality.
F.   To actively promote student growth towards maximum independence and individual responsibility.
G. To employ principles of Universal Design whenever possible.

II. With respect to colleagues and staff, CAPED members have a responsibility:

A.  To develop a climate of trust and mutual support by focusing on objectives, rather than personalities, with respect for reason, freedom or expression, and the right to dissent.
B.  To work cooperatively with other appropriate professions.
C.  To possess the proper qualifications for services provided, making referrals where appropriate.
D.  To maintain a commitment to integrating students with disabilities in all aspects of the educational experience.

III. With respect to the profession, CAPED members have a responsibility:
To engage in continual upgrading of knowledge and professional skills related to effective delivery of educational services.

 

Revised March 2008

Appendix B

CERTIFICATE OF AMENDMENT OF ARTICLES OF INCORPORATION

The undersigned certify that:

1. They are the president and the secretary, respectively, of the California Association of Postsecondary Educators of the Disabled, a California corporation.

2. Article I of the articles of incorporation of this corporation is amended to read as follows:  The name of this corporation is:  California Association for Postsecondary Education and Disability.

3. The foregoing amendment of Articles of Incorporation has been duly approved by the board of directors (Officer’s Council and Executive Board).

4. The foregoing amendment of Articles of Incorporation has been duly approved by the required vote of the members.

We further declare under penalty of perjury under the laws of the State of California that the matters set forth in this certificate are true and correct of our own knowledge.

Date:                                      

 

                                                                                                                                               
                                                            Dr. Richard J. Scuderi, President

 

                                                                                                                                               
                                                            Grace T. Hanson, Secretary

Appendix C

CAPED OFFICER & EXECUTIVE BOARD JOB DESCRIPTIONS

PRESIDENT

Duties and Responsibilities

This elected officer shall:

1. Be an active member of the Officers’ Council and Finance Committee.

2. Chair meetings of the Officers’ Council and Executive Board.

3. In consultation with the Vice President for Committees, appoint Committee Chairs.

4. Be an ex-officio member of all CAPED committees and CIGs.

5. Be responsible for calling all regular and special meetings of the Officers’ Council and Executive Board.

6. Be the official spokesperson of the organization.

7. Supervise and evaluate Association staff.

8. Report actions of the Officers’ Council and Special Committees at each meeting of the Executive Board.

9. Distribute a written report to members attending each Annual Convention and file the report with the Association Secretary.

10. Perform all duties as prescribed in these bylaws and other duties as directed by a two-thirds vote of the Executive Board.
    

PRESIDENT-ELECT

Duties and Responsibilities

This elected Officer shall:

1. Serve as an active member of the Officers’ Council.
2. Represent CAPED as designated or in the absence of the President.
3. Familiarize self with the duties and responsibilities of the President, the CAPED bylaws, procedures, positions, issues and organizational structure.
4. Be an ex-officio member of all CAPED committees and CIGs.
5. Coordinate the CAPED Leadership Advance with the President and Immediate Past President.
6. Coordinate the activities of the Futures Committee and future planning for CAPED.
7. Chair the Officers’ Council and Executive Board meetings in the absence of the President.
8. Submit an annual report to the President.
9. Submit a report on activities to the Communiqué.
10. Assist the President with other duties as assigned.

GTH  10.08

VICE PRESIDENT, CAPED INTEREST GROUPS

Duties and Responsibilities

The Vice President, CAPED Interest Groups (CIGs) shall facilitate the functions of the CIGs and report to the Officers Council and Executive Board their activities.

This elected Officer shall:

1. Establish a clearinghouse for information gathering and exchange.

2. Inform CIG representatives of deadline dates for submittal of a variety of materials or reports.

3. Coordinate the updating of the CIG representative job description.

4. Assist with the election process for CIG representatives.

5. Regularly communicate with CIG representatives.

6. Report CIG and/or regional activities at the Executive Board or Officers Council meetings.

7. Attend all Officers’ Council and Executive Board meetings.

8. Submit an annual report, in writing, to the President for inclusion in the Association’s annual report to the membership.

9. Introduce guest speakers at the annual convention as requested by convention personnel.

10. Assist with the annual membership drive.

11. Assist with the leadership of CAPED.

12. Assist the CAPED President with other duties as assigned.
    

VICE PRESIDENT FOR COMMITTEES

Duties and Responsibilities

This elected Officer shall:

1. Facilitate the functions of the Standing Committees and report to the Officers Council and Executive Board on their activities.

 

2. Facilitate the functions of Ad Hoc Committees and report to the Officers Council and Executive Board on their activities.

3. Attend Officers Council and Executive Board meetings as necessary.

4. Facilitate the election process for all elected CAPED Officers.

5. Facilitate the CAPED Awards process.

6. Submit an annual report to the President for inclusion in the Association’s annual report to the membership.

7. Assist with the annual CAPED Convention.

8. Assist with the annual CAPED membership drive.

9. Assist the CAPED President as required I order to achieve the objectives of the Association.

Revised 10/16/02
RWM

IMMEDIATE PAST PRESIDENT

Duties and Responsibilities

This elected Officer shall:

1. Serve as an active member of the Officers’ Council.

2. Serve in an advisory capacity to the Association and represent the Association as delegated by the President.

3. Serve on the Finance Committee.

4. Be the CAPED liaison to AHEAD activities.

5. Coordinate the CAPED Leadership Advance with the President Elect.

6. Review the CAPED Bylaws and makes recommendations for changes to the Executive Board.

7. Report activities to the CAPED Communiqué.

8.  Submit an Annual Report to the President.

9. Assist the CAPED President with other duties as assigned.

 

GTH 11.07

SECRETARY

Duties and Responsibilities

This elected Officer shall:

1. Record the minutes of any and all CAPED meetings as indicated by the CAPED President.

2. Distribute copies of the minutes of meetings to appropriate parties.

3. Archive all meeting minutes.

4. Review any action taken by the Officers’ Council or Executive Board for possible inclusion in the Bylaws and/or Procedures.

5. Archive all Bylaws and Procedures.

6. Receive information on CAPED events for posting on the CAPED Website Calendar.

7. Assist the President in the development of each meeting’s agenda.

8. Distribute copies of the agendas to appropriate parties.

9. Assist the CAPED President with other duties as assigned.

 

GTH 11.07 

TREASURER

Duties and Responsibilities

This elected Officer shall:

1. Serve as Chief Financial Officer for the Association.

2. Assure that the receipt and expenditure of funds is in accordance with approved accounting procedures. 

3. Provide quarterly financial updates for the Executive Board.

4. Review and sign the annual tax returns for a non-profit organization.

5. Receive and approve bills and invoices from any Officer or Association representative who utilizes their campus’ copying or mailing facilities or other non-Association facilities for CAPED business.

6. Issue donor acknowledgement letters for tax purposes.

7. Forward all past CAPED financial records to the incoming Treasurer.

8. Prepare annual financial reports to the President and CAPED membership.

9.  Attend all Officers Council and Executive Board meetings.

10.  Serve as chair of the Finance Committee.

11. Assist with the general leadership of CAPED.

12. Approve or disapprove expenditure of Association funds with the approval of the President or a two-thirds vote of the Executive Board.

13. Assist the CAPED President with other duties as assigned.

GTH 3.08

 

CAPED INTEREST GROUP (CIG) CHAIR AND CO-CHAIR

Duties and Responsibilities

 

This elected Board Member shall:

1. Keep an accounting of the expenditures and earnings and reporting those activities to the CIG members and the Vice President of CIGs.

2. Attend the Executive Board meetings twice a year.

3. Inform the Vice President of CIGs of planned events and activities.

4. Prepare and conduct at least two CIG meetings each year, one to be held at the annual CAPED convention.

5. Plan and make arrangements for at least two professional development activities each year; one may be held at the annual CAPED convention.

6. Keep CIG members informed about CIG issues through regular communications.  Minutes of CIG meetings must be sent to all CIG members and the Vice President of CIGs.

7. Report CIG activities to the CAPED Communiqué according to established deadline dates.

8. Develop a list of candidates as potential successors for CIG Co-Chairs and conduct the CIG election.  Regional Co-Chairpersons may be elected as needed.

9. Submit a CIG annual report to the President for inclusion in the Association’s Annual Report to the membership.

10. Submit suggested topics for convention workshops and/or guest speakers to the Convention Chairperson.

11. Secure volunteers and assist the Convention Committee as needed.

12. Assist with the annual membership drive.

13. Assist with the general leadership of CAPED.

14. Submit a line item budget for use of division funds each fiscal year to the CAPED Treasurer.  Keep an accounting of the expenditures and report those expenditures to division members and the Vice President of Divisions.

15. Submit CIG reports to the Vice President of CIGs prior to each Officers’ Council meeting or Executive Board meeting.

16. Submit agenda items, in a timely fashion, to the CAPED Secretary prior to the Officers’ Council or Executive Board meeting.  Backup material may be submitted for explanatory purposes.

17. Attend the Officers’ Council meetings, if possible and when appropriate.

18. Work with regional CIG Co-Chairpersons and planning CIG activities.

19. Keep abreast of current changes in regulations and laws relevant to CIG and CAPED concerns.

20. Assist the CAPED President with other duties as assigned.

Revised 11.07
GTH

CHAIRPERSONS OF STANDING COMMITTEES

Duties and Responsibilities

Common Duties and Responsibilities:

1. Seek and recruit members of the assigned committee.
2. Facilitate committee activity.
3. Report activities and progress to the Vice President of Committees prior to Officers Council meetings.
4. Attend Officers Council meetings as invited.
5. Attend Executive Board meetings and participate as a voting member.
6. Submit an annual report to the Vice President of Committees to be included in the President’s Annual Report to the membership.

Unique Duties and Responsibilities:

Membership

1. Take the lead in plans for recruitment of new members.
2. Coordinate membership activities.

Finance

1. Develop fiscal policies of the Association.
2. Make recommendations regarding fiscal policies.
3. Present a budget for adoption at the annual business meeting.

Publications

1. Coordinate all periodic publications.
2. Recommend to the Executive Board appropriate action in publications.
3. Publish the CAPED Communiqué.
4. Submit an annual report.

Nominations, Elections, and Awards

1. Develop and carry out nomination and election procedures as directed in the Bylaws, Article III, Sections 3 and 4 and Article V, Section 3.

Convention Chair

1. Initiate, coordinate, and implement the activities necessary to conduct the Annual CAPED  Convention according to Article I, Section 4, and Article VI of the CAPED Bylaws.
2. Work closely with the CAPED Convention Coordinator to select the site of the Annual CAPED Convention.
3. Report convention activities to the Executive Board and Officers’ Council.

Convention Program Chair 
            Need short description here.

Legislative Chair

1. Inform the Executive Board and membership of legislation impacting programs and services for persons with disabilities.
2. Provide educational information and materials for legislators, public officials, and other interested parties regarding postsecondary educational programs and services for persons with disabilities.
3. Submit an annual report.

Scholarship Chair

1. Coordinate development, solicitations, awarding, and maintenance of CAPED Scholarship awards.

Futures Chair

1. Undertake an annual review of Association goals and accomplishments.
2. Establish future goals for the Association.
3. Elicit feedback from the CAPED membership regarding proposed CAPED goals and objectives.
   

Appendix D

Event Planning Guide

SITE COORDINATION

Utilize public facilities that will minimize or negate expenses related to room or facility rental.  Be sensitive to location and proximity to airports, freeways, etc.  Some tips on the use of college/university facilities:

• Many community college DSPS programs can obtain the use of facilities for CAPED sponsored events free of charge.  Universities will typically charge for facility use even with an on-campus sponsor such as the disability services office at the university.
• Ensure the presence of adequate and appropriate parking for all attendees.
• Ensure an accessible path of travel from parking into the facility.
• Consider using CCC Confer to enhance participation and encourage increased networking via online discussionsacross the State. www.cccconfer.org/trainingcenter/trainingcenter.aspx. 
• Using “local talent” is highly encouraged.  There are many CAPED in-house resources that can be contacted for speakers representing the community colleges and universities.

Collecting Fees

Ideally, checks should be made to CAPED and processed through the CAPED Treasurer for credit to the CIG account.  It is helpful to keep all accounting activities as simple as possible.  Collect revenues and forward all revenues to the CAPED Treasurer.  Do not send cash.  If it is necessary to work with a campus auxiliary for processing revenues, please discuss this in detail with the Vice President of CIGs and the CAPED Treasurer as soon as possible. 

Contractual Arrangements

CIG Co-chairs may initiate simple contracts for services on behalf of the CIG.  On the following two pages are sample contract templates.  Final approval must be obtained from the CAPED President. 

Reimbursements

Complete a CAPED reimbursement form and forward it to the Vice President of CIGs for approval.  If you require payment at the time of the event, submit an invoice with the CAPED reimbursement form to the Vice President of CIGs at least two weeks prior to the event.  All meeting/event costs, including setup, publicity, accommodations, meals, etc., will be charged to the respective CIG.

PUBLICITY

• Electronic – announcements may posted to the CIG portal of a given CIG and may be distributed through the President’s electronic updates.  Announcements may also be sent to the Vice President of CIGs for distribution to all CIG co-chairs and other CIG memberships.
• Printing – Handle printing costs as inexpensively as possible.  If your college/university wants to donate printing costs it is a tremendous contribution. 
• Postage – Postage is costly but sometimes necessary due to time sensitive issues.  Try to keep postage costs to a minimum.

ACCESSIBILITY/ACCOMMODATIONS

Materials in alternative formats – Ensure that all presentation materials are available in alternative formats.  All presentations need to be in an accessible format.
 
Interpreters, assistive listening devices and real-time captioning – It is critical that you be prepared to receive and respond to requests for sign language interpreters, real-time captioning and assistive listening devices. 

All publicity should include information on submitting requests for any form of auxiliary aid/services.  Here is some sample language that should be included in any information advertising your event. 

"Please request auxiliary aids/services such sign language interpreters, assistive listening devices and alternate format materials at least 10 working days* before the date of the event you plan to attend by contacting:  [name, office, or position] at ###-###-#### Voice, ###-###-#### Fax, E-mail (address) or ###-##-#### TTY (if the contact has access to a TTY).  Please specify which part(s) of the event you plan to attend."   

LOGISTICS

• Special Dietary Considerations:  When food is served at an event, it is recommended that individuals have the opportunity to request food that meets those restrictions that are related to their disability (e.g. those who have food allergies, are on sodium-free or fat-restricted diets, etc.)

• If there is a raised platform or riser, check portable ramps for slope (for safety, avoid more than one inch of rise per foot of run).  Assign someone to serve as an escort for individuals with disabilities to maneuver up and down the ramp and provide assistance on the stairs if requested.

• If individuals with disabilities may be using microphones, arrange for lowered standing microphone, lavaliere or lapel mic or preferably, a table with a microphone.  Refrain from using a podium.

• Set up assistive listening devices, if they have been requested, with plenty of time to work with the audio system staff.

• Provide agendas in alternate formats (Braille, large print, audiotape, diskette) depending on the requests received.

• Provide a schematic drawing of room layout to facility staff for accurate setup, showing wheelchair access, chairs removed intermittently for integrated seating, and locations for tables, microphones, etc.

• Make appropriate arrangements for telephone line for TTY, if there is no public TTY phone.  Arrange for TV monitor or screen for text captioning, or other needs related to accommodations, if requested.

• When a video monitor, slide projector, or overhead projector is being used, have an individual assigned to monitor light switches.  This individual must know in advance to ensure appropriate lighting for the sign language interpreters or text captioning equipment to be visible by those using these services.

Revised 10.08 GTH

Sample 1
 Event Planning Contract

Agreement to Engage Speaker

This is to engage NAME as a (Keynote Speaker/Session Presenter,etc)  for the California Association for Postsecondary Education and Disabilities at (the annual Convention, workshop).  Terms of the agreement are described herein.

Organization contracting speaker/presenter: California Association for Postsecondary Education and Disability (CAPED)

Description:  (Keynote Speaker/Workshop Presenter)
                                               
CAPED agrees to pay the following fees and expenses:

Payment:               

Contract Date:        

Keynote Address: 

Workshop:               

                  
If questions arise, please contact:
                                               

 An alternate contact: Mark Matsui:       Phone: (562) 938-4272
                                                                   E-mail: mmatsui@lbcc.edu
         

 

Signed:        _____________________________                     ___________                              NAME                                        Date

Approved:    _____________________________                     ___________
                   Robert Hughlett, President, CAPED                     Date

                   _____________________________                     ___________
                   Sharlene Smith, Treasurer, CAPED                      Date

 

Please complete, sign and return to CAPED at the following address:
Mark Matsui
Disabled Students Programs & Services
Long Beach City College
4901 E. Carson Street
Long Beach, CA  90808

Sample 2
Event Planning Contract

Agreement to Engage

California Association for Postsecondary Education and Disabilities agrees to engage Name  as Function  for the duration of employment, effective ___/___/___and ending ___/___/___.  Terms of the agreement are described herein.

Description  of duties:          

The Contractee agrees to defend, indemnify and hold harmless CAPED, its Executive Board, employees and agents from any and all liability or loss arising in any way out of  negligence in the performance of this Agreement, including, but not limited to any claim due to injury and/or damage sustained by  the Contractee.   CAPED agrees to defend, indemnify and hold harmless the Contractee  from any and all liability or loss arising in any way out of the negligence of the CAPED, its employees or agents, including, but not limited to any claim due to injury and/or damage sustained by CAPED, and/or CAPED’s employees or agents.                                                  

CAPED agrees to pay the following fees and expenses:

If questions arise, speaker should contact:
Dr. Rick Scuderi:        Phone: (818) 364-7734
                                                                                    E-mail:  Scuderrj@laccd.edu

An alternate contact:             Sharlene Smith:           Phone: (909) 941-2394
                                                                                    E-mail sharlene.smith@chaffey.edu  
                       
Please complete, sign and return a copy to CAPED at the following address:
                                                                        Sharlene Smith
                                                                        Chaffey College
                                                                        5885 Haven Ave.
                                                                        Rancho Cucamonga, CA  91737-3002
                                                                                   
                                                                                   
Signed:            _____________________________              ___________                         
                        Name of Contractee                                        Date

Approved:      _____________________________              ___________
                        Rick Scuderi, President, CAPED                   Date

                        _____________________________              ___________
                        Sharlene Smith, Treasurer, CAPED                Date

Appendix E
Online Content Style Guide
Visual Appearance
The Webmaster in consultation with the Officer’s Council will present a consistent design across the CAPED website.

Navigation

1. All hyperlinks and image links must be valid, updated and accurate.
2. Within the CAPED website, if additional file formats are available, these shall be hyperlinks from the Web page version of the original document.  Specific reference documents approved by the Officers’ Council are not required to have a Web page version of the original document.
3. Hyperlinks will open in the same window and the user will be notified that they are clicking on an external link and going away from the CAPED website.

Content

• Content submitted will be reviewed by the following officers:
  a.  CIGs submit to VP of CIGS.

b.  Committees submit to VP of Committees.
c.  All others submit to immediate past president.

• Web content will be accepted in any of the following formats: MS Word, HTML, RTF.
• Content uploaded to the web will be in HTML format.
• Documents shall be marked up with Headings 1, 2, and 3 (tags) when appropriate.  This will allow for improved access by assistive computer technologies and consistent support for the CAPED style sheet.
• Content within the CAPED website shall originate as a Web page.  If other file types are available, these will be linked to the Web page version.
• Reference documents for download will be posted as tagged PDF or RTF files.
• PDF documents submitted must already be:
• Tagged (heading1, heading 2, etc.)
• Contain a logical reading order
• Form-based PDF documents must include support for assistive technologies
• Documents can be submitted with graphics in them. All graphics included must be attached as separate files with alt tags.
  Preferred file formats for graphics submitted are: JPEG, GIF, PNG
• Any multimedia content submitted will be captioned.
• Web forms available from the CAPED website shall meet the appropriate accessibility requirements for successful completion with assistive technology.
  

Accessibility

1. All areas of the CAPED website will conform to Priority 1 and 2 guidelines in the Web Content Accessibility Guidelines 1.0 (http://www.w3.org/TR/1999/WAI-WEBCONTENT-19990505/#priorities)
2. PDF documents will be posted in an accessible format which includes:

1. Tagged (heading1, heading 2, etc.)
2. Contain a with a logical reading order
3. Form-based PDF documents must include support for assistive technologies

Digital Committee

Carolyn Fiori, College of San Mateo, Chair
Sean Keegan, High Tech Center Training Unit
Laura Matsumoto, Glendale College
Erika Higginbotham, Mesa College
Jane Maringer-Cantu, Gavilan College
Ken Sawicki, Antelope Valley College
Ray Lovell, El Camino College
Daveena Burns Peters, CSU San Bernardino
Lyn Clemons, El Camino College
Mark Matsui, Long Beach City College

 

REV: GTH 4.08