S.T.A.F.F. Organizational Bylaws Mission Statement: To strengthen the ability of small selective private liberal arts colleges to implement successful and innovative Annual Giving programs through the sharing of information and through networking. The S.T.A.F.F. organization relies on the expertise and involvement of its volunteer membership for the management and execution of its annual conference and related activities. Organizational Structure Chair or Co-Chair Planning Committee Total (9-14 members) 1. Goals and Objectives Provide resources, network structure, planning and operation of annual conference held each July, identifying trends and topics in higher education as they relate to the annual fund and introducing them to conference institutions, representing membership interests. The planning committee will meet twice a year (typically in October and March), with the location to be determined by the committee, to schedule and set the agenda for the conference, to identify speakers and volunteers, and organizational plans for the July conference. 2. Committee Positions and Responsibilities Chair(s)
Vice Chair(s)
Past Chair, Ex-Officio
Secretary and Membership
Treasurer
Website Administrator
Host Institution
S.T.A.F.F. Standards Committee Chair
3. Membership The term for any one individual on the planning committee is four years. Exceptions may be considered to extend any one term for any one additional year. The chair and vice chair may assume other roles on the planning committee following their terms so long as not to exceed a total committee term of four years. Re-entry to the planning committee is allowed after on year of step-down. The chair should remain on the committee for one year following his/her role as chair. Membership of the planning committee should be representative of the various position levels within the field, (i.e. director, associate director, and assistant director positions). There shall be no more than one individual from a single institution represented on the planning committee with the exception of possibly two positions available from the host institution. Institution Membership 1. Criteria and Rationale The objective of S.T.A.F.F. originates from the first conference held at Colgate University in 1986. The founding members of S.T.A.F.F. created a conference with the objective of having an “intimate” number of like institutions join in an inexpensive setting to focus on and share topics concerning annual giving. Consequently, the following membership criteria addresses current membership based on the founding membership goals: Institutional size: 1,000 – 3,500 undergraduate students Endowment size: $100,000,000 or more Annual Gifts: $2,000,000 or more in annual gifts. Members: annual giving administrators Attendance: Each
institution must take every effort to be represented at each Membership Limits: Membership
is not to exceed 40 institutions. 2. Membership Objectives S.T.A.F.F. is a volunteer driven organization. As such, each member institution is expected to actively participate in the S.T.A.F.F. organization each year, in addition to attending the Annual Conference and providing data for the mid-year and year-end surveys. As such, each member institution needs to actively participate in the S.T.A.F.F. organization and should reach out to the committee to express their interest in becoming involved. Inactive, non-participant member institutions (for two consecutive years) will be considered for dismissal from the S.T.A.F.F. organization. Guest Institutions Four guest institutions are invited to participate in the annual conference each year. They must ask each year. The secretary will keep a list of those institutions who request to participate. The host institution has the latitude to invite two additional guest institutions for a total of six guests. Guest institutions must meet STAFF membership criteria. At the spring meeting, the planning committee members will review quest institutions—those who have inquired, and those who may wish to come. Those chosen will be notified by the Secretary and a save the date notice will be mailed to each institution. Guest institutions may register two professionals, which includes the director (or acting director) plus one staff member. Conference Structure 1. Conference Objectives S.T.A.F.F. is a volunteer driven organization. As such, the general objective of the conference is to provide a two to three day conference during which member institutions are expected to participate in preparing and presenting topics of interest, facilitate discussion and focus groups, and assist in organizing and implementing other various sessions and events. The conference should provide meaningful content with an annual giving focus at a reasonable cost so that the conference remains accessible and affordable for three professionals to attend from each member institution. The success of the conference is accomplished, in part, by the smallness of the group of the attendees. Thus, membership in S.T.A.F.F. is limited to 40 membership institutions with a maximum of six additional “guest” institutions invited on an annual basis, to the annual conference. The conference is limited to no more than 150 participants and will be held at the same location for two years with dormitory lodging and local accommodations available. The purpose and scope of the annual conference: Excitement/inspiration 2. Conference Planning The S.T.A.F.F. Conference is scheduled for July each year. At the fall planning meeting, committee members will confirm and solidify the date and location of the conference, as well as notification schedules. The objective at the fall meeting is to establish the conference theme (if any), the basic structure of the program, begin the recruitment of “outside” speakers, and establish the majority of the schedule. Planning will continue through the next several months. At the winter meeting, the objective is to finalize the program and schedule, establish the list of prospective speakers, assign the speaker recruitment list, and finalize preparations at the host institution. Through the spring, the committee will communicate via email and phone where needed to finalie the speakers and other logistics in preparation for the registration mailing.
3. Host Institution Responsibilities The host institution, with the support and assistance of the planning committee, is responsible for the logistics of the conference, including, but not limited to: budget, meals, registration, lodging, scheduling rooms and meeting areas and evening recreation facilities and events. When possible, it is required that an institution host the S.T.A.F.F. Conference for two consecutive summers. 4. Attendance Guidelines The attendance goal of the conference is to limit the attendance to no more than 150 participants. Each member institution is permitted to register three administrators who include the director (or acting director) plus two administrative staff members (40 member institutions x three professionals = 120 participants). Members of the planning committee are not included in this three member limitation (9-14 participants). Guest institutions may register two professionals, which includes the director (or acting director) plus one staff member (6 guest institutions x two professionals = 12 participants). These criteria permit a possible of 146 participants, thus the 150 maximum at any one conference. If the conference attendance is below expectations in the final weeks prior to the conference, member institutions will be allowed to register a fourth staff member, upon approval from the planning committee. This proffering will be communicated to member institutions in the registration packet/letter, or by e-mail. Member institutions will be instructed to log such requests with the host institution at point of registration. Based on available slots, requests will be met on a first come, first serve basis. 5. Cost Guidelines The objective is to keep the cost of the conference well affordable for all institutions and their members. As a result, the planning committee will make every effort to organize the conference on a college campus where dorm rooms and classrooms will be provided, as well as in a geographically central location.
Revised March 2006 |