SCASP Governance
SCASP is governed by its constitution and bylaws, most recently amended and approved by members in October of 2011. SCASP is also governed by specific policies and procedures, provided below. Please contact the board with any questions regarding SCASP's governance documents.
Awards
Nominations for awards will be due at the Fall conference Board meeting. The Nominations Committee will present these nominations at the December Board meeting with voting completed at the January Board meeting for the awards to be given at the Spring conference.
Board Meeting Presentations
If a member or guest wishes to speak to the Board, a written request must be received by the President two weeks before the Board meeting. The request should include an outline of the presentation and all supporting documents. The President reserves the right to approve the presentation. Presentations are information items on a meeting agenda, i.e., the presenter will address the board but may not make a motion for action. The board may ask the presenter clarifying questions, but the presenter is not permitted to ask questions of board members. The presenter is encouraged to bring handouts and to keep the presentation concise and focused. The President has discretion to determine the time allotted to the presentation, taking into account the planned length of the meeting and the agenda content. The Association Parliamentarian will keep time and alert the presenter when his/her time has concluded.
Revised 6/29/11
Elections of Regional Delegates
Each of the current Geographic Regions (6) will be eligible to elect a Regional Delegate for a two year term to the Executive Board. The Delegate must be a full member of SCASP and live or work in the region represented. The election must be completed by the end of the fiscal year. If no regional group is active in a given Geographic region, at the Spring meeting, the Board will call a meeting of the Geographic Region to elect a Regional Delegate. If the Geographic Region does not elect a Regional Delegate, the Executive Board will appoint a Delegate to a one-year term. The Geographic Region will again be given the opportunity to elect a Regional Delegate at the following Spring meeting.
Order established 4-92 - Elections will be held in the following order:
- Odd numbered years: Charleston, Greenwood, Piedmont
- Even numbered years: Catawba, Pee Dee, Midlands
Member Database Use
The SCASP membership list will not be distributed for research purposes. This list is restricted for distribution to other professional organizations for conferences/workshops and mailers. A distribution fee of $25 for non-professional groups and $50 for professional groups will be assessed.
Procedures for Reducing Fees at Conferences
The President of SCASP and the Program Chair are not required to register or pay fees to attend SCASP conferences. Their attendance is required and expected.
If either the President or the Program Chair require a hotel room for the duration of the conference, it will be provided as part of conference expenses. They should inform the Executive Director of this need before the deadline for hotel reservations has passed and the Executive Director will make their reservations to be billed to the Master Account.
If any SCASP member works at the Conference (registration, making copies, transporting speakers, etc.) and they are unable to attend at least half of the meetings because of this service, they may request a refund of from half to total the amount they paid for registration. This request should be made in writing to the Executive Director by the end of the Conference.
First year school psychology graduate students at The Citadel, Francis Marion, USC, and Winthrop are eligible for free registration to SCASP Conferences. A Professor at the school must verify that they are a first year student. Students attending conferences may be asked to pay for any meal functions.
The Program chair negotiates and agrees to any reimbursement to be provided to conference presenters. Presenters may receive a fee for services, travel expenses to include cost for airplane travel or mileage reimbursed at the state rate. Hotel expenses and meals may also be reimbursed with receipts. All fees and expenses must be outlined in a SCASP’s Contract for Professional Services and signed by the Program Chair and the presenter. Conference presenters are to register for the conference if they attend any session other than the session that they present unless free or reduced registration is agreed upon by the Program Chair.
Revised 10/6/11
Procedures for the Finance Committee
Recommended Members: Chair, President-Elect; Past-President; President; Treasurer; Regional Rep., rotating; Executive Director; Program
The finance committee chairperson is appointed by the president of SCASP and approved by the executive board. The committee chairperson is responsible for recruiting at least two other persons from the membership to serve on this committee.
A primary responsibility of the finance committee is to review the financial records presented by the treasurer at the close of each calendar year and at the change of the treasury. The records review should include checking to see that the checkbook is balanced correctly and that the balance reported therein matches the balance in the ledger. A written financial statement should be produced by the committee and signed by each member indicating whether or not the records were found to be in order.
A second ongoing responsibility of the finance committee is to aide the treasurer in developing budgeting and bookkeeping practices.
The Treasurer will bring completed bank statements as well as the budget statement to each Board meeting to be reviewed by the Executive Director and the current President. A checklist will be reviewed based on these documents after which it will be initialed and dated by the Treasurer, Executive Director and President and kept on file with the Executive Director.
When a new President-Elect takes office, the Treasurer will scheduled a time to train that individual in Board accounting basics. The President-Elect will be responsible for periodically reviewing the bank account information through the financial institution’s website.
Revised 10/6/11
Reimbursement Policies
SCASP will send the President and President-elect to NASP and pay lodging and travel expenses with receipts. Airfare or mileage at the state rate will be reimbursed. Meals will be reimbursed at the NASP daily rate. NASP pays for the State Delegate to attend.
SCASP pays the Executive Director’s lodging and travel expenses for SCASP workshops and conferences with receipts. Mileage at the state rate will be reimbursed. Meals will be reimbursed at the state daily rate. With Board approval, SCASP may pay for attendance to the NASP Convention to include, travel, lodging and general registration.
SCASP will not reimburse expenses for alcohol.
The President-elect may, with Board approval, attend the southeast Leadership meeting at SCASP expense.
SCASP pays for SCASP and NASP membership for the Executive Director and NASP membership for the President.
SCASP will reimburse board members for meals at board meetings occurring at conferences/workshops at the state rate.
SCASP will reimburse board members for mileage to board meetings except when a meeting is held at a conference or workshop and the board member is registered to attend. Reimbursement will be at the state rate.
Hosting presenter—For Board or Committee Chairs accompanying the Program chair to meals when hosting workshop presenters, the meal bill excluding alcohol will be reimbursed by SCASP.
Revised 10/6/11
Research Participation Requests
If a school psychologist, or other affiliate group, wants to use the SCASP membership for research purposes, all of the following pre-requisites must be met:
Research must have been approved by the college or university's IRB Committee if the primary investigator is university-affiliated (e.g., faculty or student); if the primary investigator is not university-affiliated, that person should notify the research chair accordingly of the employing institution’s IRB approval or lack of IRB committee at the employment institution. A copy of the IRB approval form must be included in the request.
If the individual is a student, a letter of support from faculty adviser (professor supervising research) must be submitted to the Research Committee Chair;
Requests will be reviewed by the research committee. The committee reserves the right to approve requests; In review by the Research Committee, additional stipulations can be added.
If approved by the Research Committee for conducting research at a conference, there must be an agreement that the person will have someone at the conference to handle all aspects of its administration;
The Research Committee will notify the Board members of all approved research projects at the next scheduled board meeting;
The primary researcher for all approved projects must submit an article summarizing the results for publication in the SCASP newsletter.
Revised 6/29/11
SCASP Standing Rules
Resolved, that the meetings of the Board of the South Carolina Association of School Psychologists (SCASP) adopt the following standing rules for meetings from July 1, 2011 – June 30, 2012, in order to conduct an orderly transaction of business.
At the beginning of each Board meeting the Parliamentarian (or designee) will determine the quorum present for voting.
The Board considers only items approved on the agenda for the meeting.
Any Board member or guest wishing to speak to an agenda item does so with approval from the chair (President or designee). The chair may set time limits.
Information items on the agenda are not for discussion or vote, except for any clarification questions.
Any Board member (or designated Proxy) with voting rights may make, discuss, and/or vote on a motion. When making a motion/resolution or second, the Board member must identify self for the record. Guests may be recognized by the chair to speak to an item in discussion, but do not have a vote.
Action items that are committee recommendations stand as the motion and second and go to the body for discussion and vote. Committee members and other non-voting members may address the committee report/action item.
The chair may determine to use General Consent instead of a vote on items of lesser importance or items of non-conflict, but must call for vote if so requested by a Board member.
The standing rules may be suspended for a proposed action that is in conflict with the standing rules by a majority vote at any business meeting. Standing rules may be amended or restricted by a 2/3 vote. No standing rule, resolution, or motion is in order that conflicts with the constitution, by-laws, or standing rules.
The Parliamentarian will monitor and enforce time limits and rules of order.
