Policy Handbook

The Association for the Gifted
A Division of the
Council for Exceptional Children

Policy Handbook

Adopted by the Board: October 16, 1998
Revised: October 8, 1999
Revised: October 8, 2004
Revised: May 1, 2009
Revised: April 24, 2011
Revised: April 14, 2014

Table of Contents

Parliamentary Authority

General Responsibilities of Board Members

Job Descriptions of Board Members

President
Past President
President Elect
Secretary
Treasurer
Representatives to the CEC Assembly
Members at Large
Journal for the Education of the Gifted Editor
Excellence and Diversity in Gifted Education Editor
Newsletter Editor
Webmaster
Diversity, Equity, and Access Committee Chair
CAN Coordinator

Standing Committees

Membership Committee
Publications Committee
Governmental Relations Committee
Diversity, Equity, and Access Committee
Nominations and Elections Committee
Awards Committee
Finance Committee
Student Committee

Policy Statements

Affiliates
Endorsements
Meetings and Conferences
Publications
Position Statements and Resolutions
Reimbursement
Stabilization Fund

 

 

 

Board Policy Handbook

The purpose of this document is to describe the working practices for the organization and the responsibilities of the members of the Board of Directors of The Association for the Gifted (hereafter TAG), a division of the Council for Exceptional Children (hereafter CEC). In accordance with the Bylaws of TAG, these policies provide guidance to Board members for conducting business and making decisions.

Changes to the Policy Handbook will be made with a two-thirds vote of the Board.

 

Parliamentary Authority


All meetings will be conducted according to Robert’s Rules of Order, Newly Revised, 11th Edition.

 

General Responsibilities of Board Members


Responsibilities of all Board members are
1. Attend the annual meeting(s) of the Board of Directors and the annual business meeting of the general membership. One of the meetings of the Board of Directors is usually held in the fall of the year. The other meeting and the annual business meeting are held during the annual CEC convention.
2. Notify the president in the event of an absence. Forward a copy of any reports to be read and distributed at the meeting. Missing two consecutive Board meetings is cause for dismissal from the Board. When a Board member must be absent from a scheduled meeting, he or she may assign a proxy vote to another Board member. No Board member may hold more than one proxy vote for any meeting, and the president must be notified in advance of the meeting who holds the proxy.
3. Contribute to the TAG Update newsletter, as appropriate.
4. Accept ad hoc responsibilities, as appropriate.

 

Job Descriptions of Board Members


According to the Bylaws of TAG, the Board of Directors shall consist of the president; past president; president elect; secretary; treasurer; two Representatives to the CEC Assembly; up to five members at large; Journal for the Education of the Gifted editor; Excellence and Diversity in Gifted Education editor; newsletter editor; webmaster; Diversity, Equity, and Access Committee chair; and Children and Youth Advocacy Network (CAN) coordinator.

President (Two-Year Term)


1. Schedule and preside at the meetings of the Board of Directors and the annual business meeting of the general membership.
2. Appoint all standing committee chairpersons as necessary and serve as an ex officio member of all committees.
3. Appoint the members of the standing committees as necessary.
4. Provide information in a timely fashion to the Board of Directors concerning business and issues relevant to TAG.
5. Carry out, or cause to be carried out, any policy adopted by TAG.
6. Represent TAG as coordinator with other divisions or agencies either personally or by designating a representative.
7. Ensure that members are notified at least 30 days prior to meetings.
8. Provide an annual report to TAG and to CEC if requested.
9. Provide a means of communication for the entire membership of TAG.
10. Provide the CEC with a complete list of officers and committee chairs.
11. Provide a complete list to CEC of Representatives from TAG for the annual Representative Assembly.
12. Present a recommendation to the Board of Directors for Representatives to the CEC Assembly, webmaster, Diversity, Equity, and Access Committee chair, newsletter editor, and the Children and Youth Advocacy Network (CAN) coordinator. These nominations are presented to the membership through the election process.
13. Represent TAG at Interdivisional Caucus (IDC) and Summer Leadership Institute meetings either personally or by designating a representative.
14. Work with the treasurer to prepare a budget.
15. Arrange for an award of appreciation for the past president to be presented at the general business meeting of the membership.
16. Serve on the Nominations and Elections Committee.
17. Serve on the Publications Committee.
18. Prepare a report to be presented at each Board meeting.
19. Arrange for rooms and food, as appropriate, for TAG meetings.

Past President (Two-Year Term)


1. Serve as chair of the Nominations and Elections Committee. Notify all persons who were nominated, and supply the job description for each position. Relay to them the results of the election.
2. Serve as chair of the Awards Committee.
3. Continue work on projects and initiatives started during term of office as president.
4. Attend the Interdivisional Caucus (IDC) meetings, if possible.
5. Prepare a report to be presented at each Board meeting
6. Assist the president and perform such duties as may be assigned to the office.

President Elect (Two-Year Term)


1. Preside at meetings of the Board of Directors in the absence of the president.
2. Plan TAG’s portion of the program for the annual CEC convention by
a. serving on the CEC Program Advisory Committee (PAC);
b. attending two PAC meetings annually (one during the annual convention and one during the summer);
c. receiving program proposals and coordinating the review process; and
d. working with PAC to ensure that the CEC convention incorporates multiple sessions of interest to the membership of         TAG.
3. Plan the symposium (if applicable).
4. Serve as a member of the Finance Committee.
5. Serve as a member of the Nominations and Elections Committee.
6. Attend the Interdivisional Caucus (IDC) meetings, if possible.
7. Prepare a report to be presented at each Board meeting.
8. Assist the president and perform other duties as may be assigned to the office.

Secretary (Two-Year Term)


1. Keep a careful record of the proceedings of each meeting.
2. Distribute the minutes of each meeting, including reports, no later than six weeks following the meeting. Follow-up actions are to be highlighted.
3. Carry on the correspondence of TAG as requested by the president and the Board.
4. Collect and organize annually the following materials for the archive:
a. committee reports,
b. reports to CEC,
c. issues of TAG publications,
d. minutes of Board meetings and the annual business meeting,
e. recipients of awards, and
f. lists of Board members.
5. Update Policy Handbook following Board action and distribute copies to Board members.
6. Transfer all records to the new secretary 30 days after the beginning of the term.

Treasurer (Three-Year Term)


1. Serve as chairperson of the Finance Committee to prepare a proposed budget for submission to the Board.
2. Open and maintain a checking account and any other accounts as directed by the Board. All accounts must have two signatories, the treasurer and the president or another Board member.
3. Receive all funds belonging to TAG that do not automatically go through the accounting office of CEC.
4. Receive monthly dues checks from CEC.
5. Check the monthly statements from CEC carefully and debit the expenditures against the appropriate line item.
6. Pay out funds on order of the Board.
7. Maintain an accounting of all receipts and expenditures.
8. Present an up-to-date account of all funds for the approval of the Board at each meeting and as may be directed by the Board.
9. Prepare a report at the end of the fiscal year (i.e., January 1–December 31) to be distributed at the Board meeting held during the CEC conference in the spring.
10. Hire a certified public accountant with expertise in 501(c)(3) tax law who will file the necessary annual tax return forms with the IRS. The tax return must be filed by the 15th day of the 5th month after the end of the fiscal year.
11. Arrange for an independent agency, or request that the president appoint an ad hoc committee of the board, to review the books prior to turning them over to a new treasurer.
12. Transfer the checking account funds to the new treasurer within 45 days of the new term.
13. Prepare a complete accounting for the incoming treasurer within 90 days.

Representatives (2) to the CEC Assembly (Three-Year Term)


1. Serve as the voice of TAG and represent the Board at CEC meetings.
2. Serve as a Representative from TAG to the annual CEC Representative Assembly.
3. Attend all annual Representative Assembly (RA) meetings.
4. Prepare reports for TAG on relevant CEC business and issues.

Members at Large (Two-Year Term)


1. Represent the membership in the decision-making process of the Board.
2. Provide leadership roles as designated by the Board or the president.
3. Prepare a report to be presented at each Board meeting as appropriate.

Journal for the Education of the Gifted Editor (Four-Year Term)


1. Respond to all inquiries related to the journal.
2. Administer the publication of the Journal for the Education of the Gifted (hereafter JEG).
a. Communicate with the publisher about subscriptions, mailing issues, permissions, budgets, and other relevant items as needed.
b. Develop a long-range plan for special issues.
c. Create new departments or columns as appropriate.
d. Solicit manuscripts.
e. Process manuscripts through the following steps or as directed by the publisher:
• receive manuscript,
• select reviewers to evaluate manuscript,
• interpret reviewers’ comments,
• decide on disposition of the manuscript (i.e., accept, reject, revise and resubmit),
• inform author(s) of decision,
• work with author(s) to ready the manuscript for publication,
• assemble issue (e.g., order of articles, departments, reviews),
• send galleys to author for final review, and
• review final galleys.
f. Coordinate and process special issues using a process similar to that of other issues with the addition of forming review panels.
g. Coordinate with department editors as appropriate.
h. Update composition of the review panel as appropriate.
i. Evaluate and update procedures for publishing JEG.
3. Supervise managing editor, editorial assistant, and any other staff.
4. Propose policy for the journal and implement policy adopted by the Board.
5. Work with the treasurer to prepare the budget.
6. Prepare a report to be presented at each Board meeting.

Excellence and Diversity in Gifted Education Editor (Three-Year Term)


1. Respond to all inquiries related to the journal.
2. Administer the publication of TAG’s online journal, Excellence and Diversity in Gifted Education (hereafter EDGE).
a. Develop a long-range plan for special issues.
b. Create new departments or columns as appropriate.
c. Solicit manuscripts.
d. Process manuscripts through the following steps:
• receive manuscript,
• select reviewers to evaluate manuscript,
• interpret reviewers’ comments,
• decide on disposition of the manuscript (i.e., accept, reject, revise and resubmit),
• inform author(s) of decision,
• work with author(s) to ready the manuscript for publication,
• assemble issue (e.g., order of articles) and lay out articles,
• send galleys to author for final review, and
• review final galleys.
e. Coordinate and process special issues using a process similar to that of other issues with the addition of forming review panels.
f. Coordinate with department editors as appropriate.
g. Update composition of the review panel as appropriate..
h. Evaluate and update procedures for publishing EDGE.
3. Supervise editorial assistant(s) and any other staff.
4. Propose policy for the journal and implement policy adopted by the Board.
5. Work with the treasurer to prepare the budget (as needed).
6. Prepare a report to be presented at each Board meeting.

Newsletter Editor (Three-Year Term)


1. Plan, supervise, and issue a minimum of four newsletters to the general membership as per the publication schedule presented to and approved by the Board.
2. Propose contributions for the newsletter to the Board.
3. Serve on the Publications Committee.
4. Prepare a report to be presented at each Board meeting.

Webmaster (Two-Year Term)


1. Maintain and update the website for TAG.
2. Provide information to the Board related to technology opportunities.
3. Prepare a report to be presented at each Board meeting.
4. Coordinate the TAG elections by posting the ballot and reporting the results to the past president.

Diversity, Equity, and Access Committee Chair (Two-Year Term)


1. Advocate for children and youth with gifts, talents, and/or high potential from underrepresented minority or underserved populations to gain equitable access to gifted and advanced educational services.
2. Represent TAG at CEC meetings focusing on diversity, equity, and access.
3. Serve on the Awards Committee and coordinate the Diversity Award for Educators.
4. Prepare a report to be presented at each Board meeting.

Children and Youth Advocacy Network (CAN) Coordinator (Two-Year Term)


1. Represent TAG at the annual CEC CAN workshop.
2. Serve as a communication link between the CEC Public Policy Unit, the Board members, and TAG members.
3. Disseminate pertinent federal legislative information to the CAN network and TAG.
4. Carry out other advocacy duties as assigned by the president.
5. Prepare a report to be presented at each Board meeting.

 

Standing Committees

Membership Committee


The purpose of the Membership Committee is to recruit and retain members. The chairperson will assume the following responsibilities:
1. Monitor membership patterns to retain current members and encourage new membership.
2. Coordinate correspondence with new and lapsed members.
3. Collaborate with the Board on the provision of services to continuing members.
4. Arrange for the availability and staffing of the membership table at the annual CEC convention.
5. Serve as the contact for CEC Membership Services.
6. Prepare a report to be presented at each Board meeting.

 

Publications Committee


The purpose of the Publications Committee is to oversee all publications of the TAG, including the print and online journals, the newsletter, and other publications as approved by the Board. Additionally, the committee will work with CEC to ensure that publications related to gifted education are appropriate. The membership of the committee includes the journal editors, newsletter editor, a general Board member, and the president. The president with the consent of the Board may appoint other members.

The Publications Committee will recommend to the Nominations and Elections Committee nominees for journal editors and newsletter editor. These nominations will be presented to the TAG membership for ratification.

The chairperson of this committee will prepare a report to be presented at each Board meeting.

 

Governmental Relations Committee


The purpose of the Governmental Relations Committee is to support advocacy work for children and youth who have gifts, talents, and/or high potential. The CAN Coordinator will serve on the committee.

The chairperson will prepare a report to be presented at each Board meeting.

 

Diversity, Equity, and Access Committee


The purpose of the Diversity, Equity, and Access Committee is to advocate for children and youth with gifts, talents, and/or high potential from underrepresented minority or underserved populations to gain equitable access to gifted and advanced educational services.

The Diversity Committee works with the Awards Committee to identify the recipient of the Diversity Award for Educators. The award is given to a K–12 educator who has demonstrated exceptional ability in addressing the needs of students with gifts, talents, and/or high potential from diverse populations.

The chairperson will prepare a report to be presented at each Board meeting.

 

Nominations and Elections Committee


The purpose of the Nominations and Elections Committee is to conduct the elections for offices of TAG. The past president serves as the chairperson of this committee. Other members are the president, president elect, and other members as appointed by the president with the consent of the Board. The chairperson will assume the following responsibilities:
1. Solicit nominations for Board positions.
2. Ensure that the nominees are members in good standing in CEC and TAG at the time of nomination and election, and understand that they must remain so throughout the duration of their term in office.
3. Present a slate of candidates for the offices of president elect, secretary, treasurer, and the general Board members. The president will appoint with the consent of the Board a nominee for the offices of webmaster; Diversity, Equity, and Access Committee chair; and CAN coordinator. The publication committee will recommend to the Board the nominees for the offices of journal editors and newsletter editor. These appointments must be included for ratification by ballot as part of the elections process.
The president will appoint with the consent of the Board two Representatives to the CEC Representative Assembly from among the general Board members. They will serve staggered terms.
4. Submit the slate of nominations to the Board for its consent.
5. Ensure that the slate of nominees is submitted to the membership by mail or electronic ballot.
6. Determine the outcome of a tie by a vote of the Board.
7. Notify all candidates of the election results.

 

Awards Committee


The purpose of the Awards Committee is to acknowledge and publicly recognize those individuals who have made significant contributions to the field of gifted education and TAG. A list of all previous award recipients will be maintained by the chairperson and submitted annually to the secretary for the archives. The past president will serve as chairperson of this committee.

Finance Committee

The purpose of the Finance Committee is to monitor the financial health of TAG. The treasurer will serve as the chairperson of this committee. The president with the consent of the Board will appoint the members of the committee. The president elect will be a member of this committee.

 

Student Committee


The purpose of the Student Committee is to recruit and retain student members. The chairperson will coordinate activities with the chairperson of the Membership Committee. Chairperson of this committee is not a voting member of the Board but is encouraged to attend Board meetings.

 

Policy Statements

Affiliates


Organizations concerned with promoting the welfare and education of children and youth with gifts, talents, and/or high potential may affiliate with TAG. Chapters, branches, or federations of CEC or local, state, provincial, or other organizations may apply by submission of a letter of application for affiliation, accompanied by a copy of their bylaws and/or constitution, to the Board. Acceptance of an affiliate shall be by a simple majority vote of the Board. Following notification of affiliate status, the affiliate will submit an annual update of names and addresses of its officers to the president of TAG.

 

Endorsements

TAG may endorse any product, individual, or institution (public or private, educational, or corporate) that supports it mission. The endorsement will be determined by a two-thirds vote of the Board of Directors.

 

Meetings and Conferences


The Board of Directors may sponsor topical conferences, symposia, or regional meetings.

 

Publications


TAG will publish a print journal, an online journal, a newsletter, and other publications as approved by the Board.

The official print journal of TAG will be the Journal for the Education of the Gifted and will be published quarterly. The publication shall include original research, theoretical position papers, description of innovative programming, reviews of literature, and historical articles.

The official online journal of TAG is EDGE. This journal is designed for teachers, paraprofessionals, and other practitioners working with diverse student populations of high ability.

The official newsletter of TAG will be the TAG Update and will be published a minimum of four times a year. Its purpose is to keep the membership informed.

Other publications may be initiated by the Publications Committee and published with the approval of the Board.

 

Position Statements and Resolutions


The TAG Board may adopt and publish position statements and resolutions pertinent to the field of gifted education.

 

Reimbursement Policy


The following are guidelines for reimbursement of Board of Directors and committee chairpersons.
1. Expenses of the president for the Board meetings will be paid, provided the funds are not available from another source. Reimbursement may not exceed the amount budgeted and original receipts must be submitted to the treasurer within 30 days.
2. Expenses associated with the work of a committee or an office will be paid, provided the funds are not available from another source. Reimbursement may not exceed the amount budgeted and original receipts must be submitted to the treasurer within 30 days.
3. Board members are expected to fund their expenses from other sources to attend the meeting(s) of the Board of Directors. If other sources are not available, and after the expenses for the meetings are paid, individual Board members may request that their travel and lodging expenses be reimbursed. Reimbursement may not exceed the amount budgeted for the Board meeting and original receipts must be submitted to the treasurer within 30 days. If the reimbursement requests exceed the funds available, the reimbursements will be prorated.

 

Stabilization Fund


A stabilization fund has been established to ensure that TAG has funds in reserve equal to a year’s operating budget. Should TAG ever become so financially needy that the stabilization fund has to be used, the priority for expending these funds is first, the funding of the publication of the journal and second, the cost of the operation of the Board. When the stabilization fund is equal to a year’s operating budget, any interest earned shall fund projects as determined by the Board.

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