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

Drafted June 19, 2018

ARTICLE I - NAME:

The name of this organization 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 live 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. 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.

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

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

  3. Members must work out of their homes or at a university sponsored regional center in the Mid-Atlantic area.

    a. 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

  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.)

Emeritus Member(s) - Long time members of the MARCA organization who would like to remain active within the group through attendance at MARCA socials. To be considered for emeritus status you must meet the following:

  • Must have been an active member of the MARCA organization

  • Not currently employed (full-time or part-time) in the college counseling profession

  • Emeritus membership must be approved by the Executive Board

Members who wish to attend luncheons, college fair programs, or other recruiting activities may apply for emeritus membership status and must pay the membership dues.

ARTICLE IV- FINANCES AND DUES:

Dues will be paid annually and will be used to support programs for counselors, 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 succeeding year shall be mailed (or emailed) out as soon after June 1 as possible. Dues shall cover the fiscal year August 1- July 31.

    1. Dues must be received by August 31 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. Dues Structure

    1. Full Members are:

      1. Listed in the fall directory

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

      3. Listed in the luncheon booklet

      4. Able to attend professional development events

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

      6. Able to join the MARCA facebook page

ARTICLE V- MARCA EXECUTIVE BOARD:

The MARCA Executive Board is comprised of the following:

  1. Treasurer

    • The Treasurer 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. Be authorized to sign checks (Checking account must list at least 2 executive board officers)

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

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

  2. Membership Chair

    • The Membership Chair 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. Update website and web communication

      5. Oversee all MARCA publication needs

      6. Other responsibilities as the position is defined

  3. Regional Vice Presidents

    • The Regional Vice Presidents 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. Other responsibilities as the position is defined or needed in the specific territory

    • The organization will retain positions for the following regions:

      1. Maryland and the District of Columbia

      2. Virginia

      3. Eastern Pennsylvania, New Jersey, and Delaware

      4. Western Pennsylvania and West Virginia

TERMS OF SERVICE:

Nominations for Executive Board Member positions will be accepted at the winter meeting. If members are unable to attend the winter meeting they can submit their nominations via email to their Regional Vice President.

Elections for the nominated board members will take place during the summer meeting. MARCA officers are elected in the summer to a two-year term of service.

  1. In Even Years MARCA will vote for the following Executive Board Positions:

    1. D.C./MD Regional VP

    2. Western PA Regional VP

    3. Treasurer

  2. In Odd Years MARCA Members will vote for the following Executive Board Positions:

    1. Virginia Regional VP

    2. Eastern PA/ NJ Regional VP

    3. Membership Chair

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

If a board members 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.

RESIGNATION OF OFFICER:

If an board member resigns or leaves the organization during their term of office, the remaining members of the Executive Board will discuss and will subsequently appoint a current MARCA member to complete said board member’s term.

If an officer’s position is eliminated at their respective institution, the officer has three months to find a new position as a regional to continue their role within MARCA. If that time lapses, a new officer will be appointed to that position by the President after a discussion with the Executive Board.

ARTICLE VI - MEETINGS:

Two membership meetings will be held each year, one in the summer and one in the winter . Other meetings will be held as scheduled by the Executive Board(tied to NACAC Fairs). There must 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 winter meeting

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

  3. Election of officers will be held at the annual summer meeting

ARTICLE VII – CODE OF ETHICS:

MARCA subscribes to the Statement of Principles of Good Practices of NACAC.

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.