MARCA (Mid-Atlantic Regional Counselor Association) By-Laws

Drafted June 19, 2018

Adopted June 2, 2021 



ARTICLE I - NAME:

The name of this unincorporated association is MARCA (Mid-Atlantic Regional Counselor Association)


ARTICLE II- PURPOSES:

The members of this organization are admissions representatives from colleges and universities around the country who serve students in the Mid-Atlantic region and whose recruitment territory includes Mid-Atlantic states. The organization’s objectives are the following:

  1. To assist each other in counseling students for post-secondary education.

  2. To assist high school, transfer and independent counselors through programs and informal sessions in the educating of students about post-secondary/community college opportunities.

  3. To provide support to new regional representatives.

  4. To offer guidance to colleges/universities that are considering adding a regional representative.

  5. To encourage participation in professional organizations related to our work.


ARTICLE III – MEMBERSHIP:

Membership Guidelines include the following:

  1. Members must be paid admission representatives who work for a non-profit, regionally accredited, two or four year college/university. 

    1. To qualify as a member institution, the college or university must have retained non-profit status for a minimum of 5 years 

    2. If a MARCA member vacates their position, the MARCA membership can be transferred to a new member who fills the vacant position, as long as the membership criteria is met. 

  2. Admissions must be the member’s primary profession.

  3. Members must work out of their homes or at a university sponsored regional center, not the institution’s primary location. 

    1. Mid-Atlantic area is defined as the following states: Delaware, District of Columbia, Maryland, New Jersey, Pennsylvania, Virginia, and West Virginia.

  4. Members’ recruitment territory must primarily be in the Mid-Atlantic area

  5. Members or their institutions must be members of one of the following: New Jersey Association for College Admission Counseling (NJACAC), Pennsylvania Association of College Admission Counseling (PACAC), Potomac Chesapeake Association for College Admission Counseling (PCACAC), Virginia Association of Collegiate Registrars and Admissions Officers (VACRAO), or National Association for College Admission Counseling (NACAC).


Persons meeting four of the five membership guidelines will be allowed to appeal for membership into MARCA. Points to consider are as follows:

  1. An appeal does not guarantee membership into MARCA

  2. An appeal needs to consist of the following:

    1.  Why the applicant believes he or she should be considered for membership into MARCA.

  3. Which four of the five guidelines the applicant meets.

  4. The applicant’s recruitment territory.

  5. How much recruitment time is spent in the Mid-Atlantic area.

  6. The applicant must submit a letter of appeal to the MARCA Executive Board for review.

  7. The MARCA Executive Board will carefully evaluate each appeal and will grant or deny membership based on the appeal information. (Every effort will be made to have the appeal evaluated and the applicant notified within 3 weeks of receiving all the above information.) 

 

ARTICLE IV- FINANCES AND DUES:

Dues will be paid annually and will be used to support programs for counselors, events, publications, and professional development workshops. 


  1. Annual dues shall be determined by the MARCA Executive Board with the approval of the membership. Participation in MARCA and related events is dependent upon the payment of dues. Statements for the previous year shall be emailed out as soon after August 1 as possible. Dues shall cover the fiscal year September 1- August 31. 

    1. Dues must be received by September 1 to be listed in publications and on the website.

  2. Per NACAC best practices for State and Regional Affiliates, MARCA shall maintain 100% of its operational expenses in reserves.

  3. If MARCA dissolves, all remaining funds will be split among the Regional Affiliates (PCACAC, PACAC, NJACAC) for sponsorship or scholarship purposes. 

  4. Dues Structure 

    1. Full Members are:

      1. Listed in the fall directory

      2. Invited to the MARCA Facebook Group

      3. Expected to attend at least two events (ex. spring counselor luncheons, panels, or regional MARCA meetings) 

      4. Listed on the contact sheet provided at the event

      5. Able to attend professional development events

      6. Given access to online recruiting resources on the MARCA website

  5. If an institution has multiple regional representatives that serve the MARCA region, they can receive a discounted membership rate for each regional representative. The membership rate is tiered, based on how many regional representatives are joining MARCA. For institutions that choose this option, one representative from the institution will submit the payment and membership form on behalf of all of the regional representatives for that institution. Below are the proposed rates, beginning for the 2021-2022 membership cycle:

    1. 2 members - $60

    2. 3 members - $90

    3. 4 members - $120

    4. 5+ members - $150


ARTICLE V- MARCA EXECUTIVE BOARD: 

The MARCA Executive Board is comprised of the following:

  1. President

    • The President shall:

      1. Lead the MARCA Executive Board

      2. Ensure all Executive Board members are fulfilling their duties, as described below

      3. Conduct check-ins with each Executive Board member, regularly

      4. Ensure Executive Board meetings and General Membership meetings are managed effectively

      5. Serve as decision maker or tie-breaker when necessary

      6. Serve as a resource for all MARCA members 

      7. Serve as MARCA’s delegate to the National Association of Regional Admissions Counselors (NARAC)

  2. VP of Membership

    • The VP of Membership shall:

      1. Serve as the point of contact for individuals interested in MARCA membership 

      2. Maintain the membership database 

      3. Collect membership forms and record said information

      4. Manage the Facebook group

      5. Remind members about paying dues

      6. Other responsibilities as the position is defined

  3. VP of Finance

    • The VP of Finance shall:

      1. Collect all dues and pay bills

      2. Keep all financial records

      3. Keep MARCA Executive Board updated on individual dues paid

      4. Make annual recommendation to the Executive Board regarding membership dues and budget 

      5. Prepare the Annual Budget to present at the fall membership meeting (August)

      6. Manage MARCA bank account; Manage additional accounts as necessary (ex. SquareSpace)

      7. Serve as the State’s Registered Agent for the organization

      8. File the proper annual paperwork to the the State of Virginia 

  4. VP of Internal Relations

    • The VP of Internal Relations shall:

      1. Coordinate Executive Board Meetings and General Membership Meetings

      2. Act as the liaison between the MARCA Executive Board and MARCA membership for all MARCA related business (e.g. elections)

      3. Manage the MARCA election process

      4. Take notes at all Executive Board meetings and General Membership meetings

      5. Provide meeting notes to membership at conclusion of meeting 

      6. Maintain the MARCA website

  5. VP of External Relations

    • The VP of External Relations shall:

      1. Oversee the Director of DE and MD, Director of DC and VA, Director of Eastern PA and NJ, and Director of Western PA and WV

      2. Coordinate communication between Directors

      3. Lead event planning meetings with Directors to effectively coordinate spring counselor events

      4. Serve as point person for members looking to plan events

      5. Serve as an additional resource for counselors

  6. Director of DE and MD

    • The Director shall:

      1. Act as point of contact for local secondary school counselors in their assigned region

      2. Report to the Executive Board on a monthly basis about the happenings in the region 

      3. Plan and execute events in their region

      4. Assign committee members to assist with events 

      5. Reports to VP of External Relations

      6. Other responsibilities as the position is defined or needed in the specific territory

  7. Director of DC and VA

    • The Director shall:

      1. Act as point of contact for local secondary school counselors in their assigned region

      2. Report to the Executive Board on a monthly basis about the happenings in the region 

      3. Plan and execute events in their region

      4. Assign committee members to assist with events 

      5. Reports to VP of External Relations

      6. Other responsibilities as the position is defined or needed in the specific territory

  8. Director of Eastern PA and NJ

    • The Director shall:

      1. Act as point of contact for local secondary school counselors in their assigned region

      2. Report to the Executive Board on a monthly basis about the happenings in the region 

      3. Plan and execute events in their region

      4. Assign committee members to assist with events 

      5. Reports to VP of External Relations

      6. Other responsibilities as the position is defined or needed in the specific territory

  9. Director of Western PA and WV

    • The Director shall:

      1. Act as point of contact for local secondary school counselors in their assigned region

      2. Report to the Executive Board on a monthly basis about the happenings in the region 

      3. Plan and execute events in their region

      4. Assign committee members to assist with events 

      5. Reports to VP of External Relations

      6. Other responsibilities as the position is defined or needed in the specific territory



TERMS OF SERVICE:

The call for nominations for Executive Board positions will be announced in March. The nomination period will last two weeks, self-nominations are accepted. After the nomination period ends, the VP of Internal Relations will compile and send out the ballot. MARCA members will have one week to vote. The VP of Internal Relations will announce the election results once the voting period has ended. Once the election results are announced, the transition period will take place until August 31st. The new members of the Executive Board will begin their term on September 1st.


MARCA officers are elected in the spring to a two-year term.

  1. In even years MARCA will vote for the following Executive Board Positions:

    1. VP of Membership

    2. Director of DC and VA

    3. Director of Eastern PA and NJ

    4. VP of External Relations

  2. In odd years MARCA Members will vote for the following Executive Board Positions: 

    1. Director of Western PA and WV

    2. Director of DE and MD

    3. VP of Internal Relations

    4. VP of Finance

    5. President


Offset terms for the Executive Board positions will allow for continuity of leadership and ease of  transition from one member to another. 


If a board member leaves their role before finishing their term, they are expected to turn over all information and provide all necessary details before leaving their position in order to assist the newly appointed officer. The VP of Internal Relations will coordinate a special election for the vacant position.


RESIGNATION OF OFFICER:

If a board member resigns or leaves the organization during their term of office, the remaining members of the Executive Board will discuss and will subsequently have a nomination period (length is dependent on time of year) before holding a special election for the vacant position. 


If an officer’s position is eliminated at their respective institution, the Executive Board will determine how to proceed.


ARTICLE VI - MEETINGS:

Two membership meetings will be held each year, one in the fall and one in the spring. Other meetings will be as scheduled by the Executive Board as necessary. There must be a majority of the current membership present to enact new by-laws, change basic policy or elect officers.

  1. The new fiscal year’s budget will be presented for approval at the annual fall meeting

  2. Dues are to be discussed and approved at the annual spring meeting


ARTICLE VII – CODE OF ETHICS:

MARCA subscribes to NACAC’s Guide to Ethical Practice in College Admission


ARTICLE VIII – AMENDMENTS:

These By-Laws may be amended at one of the two membership meetings of MARCA by a vote of two-thirds of the voting members, providing that a notice of any proposed amendment has been sent to each voting member at least two weeks prior to the date of the meeting. Proposed amendments may be submitted to the Executive Board at any time.



Adoption of Bylaws 

We, the undersigned, are all of the initial incorporators of this organization and we consent to, and hereby do, adopt the forgoing bylaws consisting of the preceding pages, as the bylaws of this organization. 

Date: 6/2/2021