AAHE - SECTION 2

PROFESSIONAL SECTIONS

The professional sections are Academic Program, Extension, and Research. It shall be the responsibility of all section chairpersons to:

1.	Submit plan of work to President-elect by the end of the annual conference. (9/92)

2.	Make recommendations to President-elect for AAHE Long-range Plan.

3.	Submit progress report to President-elect two weeks prior mid-year board meeting.

4.	Serve on Program Committee and assist in coordination of presentations and section meetings during the annual conference.

5.	Submit proposal to Treasurer by December 1 for use of supplementary funds if baseline budget is insufficient. (10/90)

6.	Submit final report to President-elect one month prior to annual conference.

7.	In consultation with section members, make recommendations to Nominating Committee for chairperson.

8.	Attend orientation by President-elect following the first Board meeting of the annual conference. (9/92)

9.	Transfer records at end of term to new section chairperson.

10.	One month prior to annual conference, submit to the Treasurer all operating expenses (except those directly related to the annual conference) to be paid and charged to that year's approved budget. Association voucher forms are to be used and receipts attached.

11.	Committee members will not be reimbursed for expenses unless said expenses are submitted through the committee chair using the approved form. (1/84)

12.	Serve on the Friends of AAHE Fund Committee. On a rotating basis, each year one section chair will serve a one year term on the committee. See Appendix N. (04/89)

Academic Program Section

It shall be the responsibility of the Academic Program Section to:

1.	Promote the educational purposes and activities of the Association.

2.	Encourage, develop, and distribute materials that will expand and improve the quality of housing education for researchers and teachers.

Extension Section

It shall be the responsibility of the Extension Section to:

1.	Provide leadership for sharing and exchanging Extension programs, publications and resource materials at the annual conference and throughout the year, nationally and internationally.

2.	Provide leadership, support and encouragement for the development and/or implementation of housing continuing education opportunities, e.g., professional improvement, graduate programs, workshops, seminars, short courses, to include government, educators, business and industry.

Research Section

It shall be the responsibility of the Research Section to:

1.	Encourage and support research in housing and related areas by identifying and developing sources of funding for research.

2.	Take leadership role in disseminating research by compiling and submitting abstracts of recently completed research to In House.

3.	Identify areas in which housing research would be beneficial and report to the membership for possible use.

4.	Section Chairperson will serve on Publications Policy Sub-committee.

APPOINTED OFFICERS

The appointed officers of the Association include the Executive Director and Housing and Society Editor(s). It shall be the responsibility of all appointed officers to:

1.	Serve as non-voting members of the Board of Directors.
	1.1.	Attend Board and business meetings.
	1.2.	Submit proposal to Treasurer by December 1 for use of supplementary funds if baseline budget is insufficient. (10/90)
	1.3.	Submit operating expenses to be paid and charged to that year's approved budget to the Treasurer one month before the annual conference. The Executive Director may submit travel expenses for attending board meetings in addition to operating expenses. Association voucher forms are to be used and receipts attached. (10/73; 10/77)

Executive Director

It shall be the responsibility of the Executive Director to:

1.	Manage and administer the work of the Headquarters Office:
	1.1.	Receive, sort, and respond to routine correspondence. Forward all other correspondence to the appropriate officer, section chair, committee chairperson, or editor.
	1.2.	Order supplies and printed materials (letterhead stationery, envelopes, vouchers, membership brochures, renewal cards, etc.) as needed.
	1.3.	Obtain educational bulk mailing permit for headquarters as necessary. (1/76)
	1.4.	Provide typing, copying, and mailing support to the Board upon authorization of the President, considering the most economical methods of spacing, pagination, reproduction, packaging, and postage available.
	1.5.	Prepare an annual report of activity and workload, to be submitted to the President one month before the annual conference.

2.	Maintain the business and financial records of the organization:
	2.1.	Organization records.

	2.1.1.	Keep a copy of the official minutes of all Board and business meetings as provided by Recording Secretary, a copy of the current Policy Handbook, and other official documents.
	2.1.2.	Prepare and distribute through In House one month after the annual conference a list of Board officers, directors, and committee chairpersons with office and home addresses and telephone numbers.
	2.1.3.	Send names of new officers and directors annually to the Encyclopedia of Associations, Gale Research Company, Book Tower, Detroit, MI 48226, and to similar directories of associations.
	2.1.4.	Format, print, and store the revised Distinguished Service Award cover sheet and nomination forms and send out as requested. (10/88)
	2.1.5.	Provide each new member of the Board with a copy of the Policy Handbook containing the Constitution and By-Laws. (11/87)

2.2.

Membership records.

	2.2.1.	Report membership/renewal progress to the President quarterly.
	2.2.2.	Provide section and committee chairpersons;(annually) the names of every member indicating interest in that committee. (1/77)
	2.2.3.	Process commercial orders for mailing labels.
	2.2.4.	Make available the AAHE membership mailing labels as follows: (3/85)

	a.	At no cost for AAHE members for use in organization business
	b.	$100 for commercial purposes
	c.	Exchange with other organizations at no cost or at the discretion of the President
	d.	All other uses that would benefit the AAHE membership: $15.00.
	e.	Include on all mailing lists the notation: "This list is for the non-commercial use of AAHE members, consistent with the purposes of the Association. It is available for commercial use, subject to President's approval, at a rate of $100/list."

	2.2.5.	Consult with the Membership Chairperson on brochures, billing procedures, membership packet, renewal notices and coordinate member service and recruitment with that committee.
	2.2.6.	Use the membership brochure only for new members and a card system for billing membership renewals. (8/82) Send an annual dues invoice to all members on September 1 each year. (3/95)
	2.2.7.	Receive from President a welcoming form letter sent to new members in the membership packet.
	2.2.8.	Apply lowest membership rate when multiple-year dues for active, affiliate, associate, and emeriti members are paid at one time. (1/84)
	2.2.9.	Exchange memberships with the American Sociological Association's Ad Hoc Committee on Housing and the Built Environment, and the British journal Open-House International. (3/85)
	2.2.10.	Maintain E-mail addresses for members. (3/97)

2.3.

Financial records.

	2.3.1.	Have custody of all moneys of the Association, making deposits promptly and keeping association funds invested according to directions from the Treasurer or Board. Set up a co-signer procedure for the AAHE money market account and with the co-signer to be the Treasurer. (1/84)
	2.3.2.	Pay vouchers promptly upon receipt from the Treasurer.
	2.3.3.	Provide to the Treasurer a detailed quarterly summary of income and expenses and prepare semi-annual financial statements for treasurer to review. (8/84) (3/95)
	2.3.4.	Keep financial reports according to the established accounting system and submit them to the Audit Committee for review during the annual conference.

2.4.

Educational materials and publications.

	2.4.1.	Maintain inventory of educational materials for sale and process orders for same (order duplicates, invoice orders, deposit receipts, package, and mail materials).
	2.4.2.	Subject to availability, process orders for back issues of Housing and Society at the rates stated inside the front cover of the most recent issue of Housing and Society. Back issues of the Housing and Society and Proceedings will be sold for classroom use for $1.50 for individual copies and for $1.00 each for five or more copies. (1/78)
	2.4.3.	Confer with editors of conference papers to determine cost. Prices for back issues should be set at cost of production plus 25% for members and cost plus 50% for nonmembers. Apply a $4 surcharge for foreign mail.
	2.4.4.	Confer with chairperson of section or committee producing educational materials to determine the sales price. Prices should be set at cost of production plus 25% for members and cost plus 50% for nonmembers. Apply a $4 surcharge for foreign mail. (10/71)
	2.4.5.	Receive from any committee developing educational materials a report of the cost for all materials mailed or distributed to the Board. (10/71)
	2.4.6.	Provide mailing labels as requested by the Housing and Society or Proceedings editors.
	2.4.7.	Assemble materials submitted for publication in In House, edit; arrange according to newsletter format; and publish and distribute according to quarterly schedule. Content of the In House includes:

	a.	notice of publication and resource prices and availability
	b.	research in progress
	c.	committee reports, notices
	d.	summaries of annual conference and mid-year Board; and business meeting minutes
	e.	notices of AAHE annual conferences and related meetings
	f.	positions announcements ($15.00 charge per 100 words)
	g.	summer course announcements (no charge)
	h.	President's column
	i.	articles of less than one-half page, with exception of whole-page items suitable for reproduction as hand-out materials
	j.	copy of current editorial procedures in November issue (11/87)
	k.	news of the Emeriti group (1/82)
	l.	announcement, once a year, of availability of AAHE Constitution and By-Laws (11/87)
	m.	baseline budget in the September issue (10/90)
	n.	acknowledgment of gifts and bequests of $1,000 or more to the Friends of AAHE Fund (04/89)

	2.4.8.	Publish the AAHE newsletter In House each year on the following dates: September 1, November 15, February 15, and May 1. Submission deadlines to be two weeks prior to each of these dates. (10/83)
	2.4.9.	Serve as member of Publications Policy Sub-committee.
	2.4.10.	Distribute copies of Housing and Society, In House, and Proceedings via bulk mailing to the AAHE membership, subscribers, and other persons designated by the Board with excess copies to the Headquarters office.
	2.4.11.	Send to new members, as a one-time bonus, any current issues of Housing and Society and In House plus those that are dated during that membership year, whenever published. (10/81)
	2.4.12.	Send libraries only Housing and Society at a subscription price of one and one-half times active membership dues. (10/89)
	2.4.13.	List Housing and Society and other AAHE publications with EBSCO Subscription Services. (1/78)
	2.4.14.	Send issues of Housing and Society or subscriptions to indexing services. (3/86)

2.5.

Elections.

	2.5.1.	Update nominations list annually with names of nominees from the most recent ballot and provide copies for each member of the Nominating Committee.
	2.5.2.	Prepare a ballot by March 15 using information and photographs submitted by the Nominating Committee, submit for review by nominating committee, have printed, and mail first-class to active members.
	2.5.3.	Have annual election ballots counted by a secretary or other non-member. Identification of faxed or mailed envelope should be removed before counting. E-mail votes will not be accepted. (10/97)

2.6.

Association documents/reporting requirements.

	2.6.1.	Based upon information provided and as directed by the Board or the President, update, print and distribute copies of the following documents: Constitution and By-Laws, Articles of Incorporation, IRS tax-exempt certification, AAHE Long-range Plan, AAHE Policy Handbook, and all revisions or amendments of same.
	2.6.2.	File Constitutional amendments with the state where the Association is incorporated.
	2.6.3.	Assure that incorporation reporting requirements are met in timely fashion.
	2.6.4.	Comply with requirements of the Internal Revenue Service concerning Articles of Incorporation and nonprofit status.
	2.6.5.	Distribute at the annual conference a copy of the Constitution to members of the organization and a copy of the Policy Handbook to new members of the Board. (11/87)

2.7.

Archives.

	2.7.1.	Appoint someone with the authority to act as Archivist.
	2.7.2.	Maintain a file of important records and documents of the Association, including at least one copy of the following items:

	a.	each issue of Housing and Society, In House and Proceedings;
	b.	correspondence of officers and committees;
	c.	a running narrative of activities of the organization;
	d.	documents of the organization, e.g., Association logo, Constitution and By-Laws, Articles of Incorporation, and IRS Tax-exempt certification and returns.

2.7.3.

Collect and bind in annual volumes the written narrative of organization activities and important correspondence and documents. File these documents at headquarters office.

2.8.

AAHE Conference Planning Manual. The AAHE Conference Planning Manual is used for the planning and implementation of the annual conference.

2.8.1.

Assist the Vice President for Annual Conference Programs in annually updating and redistributing the AAHE Conference Planning Manual. (3/95) The five copies of the manual are to be distributed as follows:

	a.	AAHE headquarters staff (includes disks)
	b.	President
	c.	Local Arrangements representatives for the next two consecutive conferences (two copies)
	d.	Vice President for Annual Conference Programs (3/95) (includes disks)

2.8.2.

Send the "Short Version" of the Conference Planning Manual upon request to those members or institutions interested in serving as host for the annual conference. An original copy of this "Short Version" is kept at AAHE headquarters, for duplication as needed, and is updated, when necessary, by the President.


3.	Be responsible to the Board of Directors through the President.
	3.1.	Serve as a nonvoting member of all committees and Professional Sections.
	3.2.	Serve in any other function that the Board may designate.

Housing and Society Editor

It shall be the responsibility of the Housing and Society editor(s) to:

1.	Serve as member of the Publications Committee and the Publications Policy Sub-committee, which serves as their policy recommending body, subject to Board approval.

2.	Collect, edit, and arrange for the printing of Housing and Society.
	2.1.	Charge a submission fee for articles submitted to Housing and Society. (10/81) For all manuscripts the submission and review fee is $35. (10/94) In addition, non-members will be charged a manuscript acceptance fee equal to the membership dues. (10/91)
	2.2.	Implement page charges for papers that exceed 15 published pages. Those authors will be assessed $15 for each additional published page. No charges will be assessed for comments, book reviews and solicited articles. Solicited articles will be published at the discretion of the editor. (10/81; 3/85; 10/90)
	2.3.	Receive an advance of $200 to the department of the journal editor every 6 months to cover routine telephone and mailing costs associated with production of Housing and Society. An accounting for the expenditures is due to the Treasurer at the Fall and Mid-year Board meetings. (10/91)

3.	Print the publication guidelines, refereeing procedures, and submission deadlines for the respective publications. See Appendix F: Editorial Policies for types of information and articles to be included in Housing and Society.

4.	Prepare current status report of manuscripts for the mid-year and fall Board meetings with the fall version distributed to the Publications Committee at the annual conference. (11/87)