The following are the job descriptions for members of the Board of Directors
The primary purpose of retaining the past president is to maintain continuity and consistency in the Association’s leadership purpose and direction.
Required Qualifications
The past president must be a member in good standing, as defined by the ACUA bylaws, and employed in higher education audit, compliance, and/or risk management.
Duties
The past president shall perform duties and tasks assigned by the president as deemed necessary in the administration of ACUA.
Committees/Volunteers
The immediate past president (IPP) shall be responsible for constituting and chairing the annual Nominating Committee, which includes coordinating the election process and providing leadership in evaluating the candidacy of individuals who express interest in assuming board positions. The IPP will also assist with other duties as may be assigned by the current president in areas where experience and guidance can benefit the Association. The immediate past president is responsible for acting as board liaison to the Advocacy Committee and communicating with ACUA’s unofficial “ambassadors” (e.g., Past Presidents, prior ACUA faculty members) on a regular basis throughout the year. This also includes hosting the hospitality suite during the Annual Conference and fostering ongoing engagement with these noteworthy ACUA members.
Executive and Board Meetings
The immediate past president is an officer of ACUA and serves on the Board and the Executive Committee. They must attend and participate in Board meetings. Reinforce the leadership of the incoming president through advice and assistance when called upon, and by service in other capacities determined by the Board, which will enhance the image and progress of the Association. Provide orientation/mentoring to new Board members and committee chairs. Review annually and propose changes to the officer position descriptions as needed.
Management Firm
The IPP assists the President in the annual evaluation of the service agent.
Travel
The IPP conference registration and travel reimbursements will be covered in alignment with ACUA’s 102- Board Travel Policy.
Required Qualifications
The president must be a member in good standing, as defined by the ACUA bylaws, and be employed in higher education audit, compliance, and/or risk management. The president position is fulfilling the continuation of the vice president, president, and immediate past president’s 3-year term.
Duties -as stated in Article VII – Duties of the Officers and Board Members-at-Large, Section 2
The president shall be the executive officer of ACUA and shall preside at all meetings of the membership and the board. In the absence or inability of the president to act, the vice president, and secretary/treasurer (in that order) shall have the powers and shall perform the duties of the president.
The president shall have the following duties:
- Enforce ACUA’s Bylaws and policies.
- Execute all resolutions and proceedings of ACUA and the board.
- Execute all contracts other than those delegated to the executive director for the day-to-day operation of the Association. The President shall approve all contracts executed by the executive director.
- Supervise all affairs of ACUA.
- Perform all other duties incident to this office, subject to the approval of the board.
- Appoint a parliamentarian for official meetings.
- Appoint committee chairs and assign duties to the at-large board members.
- Serve as ex officio member of all committees, except the audit and nominating committees.
- Send letters to newly appointed committee chairs welcoming them and, at the end of their term, thanking them.
Committees/Volunteers
The president is responsible for appointing all committee and task force chairs, except for the PEC Directors. The vice president or board liaisons, as applicable, will review all volunteer applications and make recommendations to the president.
Communication
The president of ACUA may make statements on behalf of ACUA at any time.
Members of the Board may make statements on behalf of ACUA with the authorization of the president, or in the president’s absence, the authorization of the Executive Committee.
The president has the authority to prepare responses to matters requiring a prompt reply or may delegate this authority to the Executive Director or any Board member (s)he believes have the requisite professional expertise and skills to address the issue. Whenever possible, the delegated individual should attempt to discuss the issue with the Executive Committee.
The president will be responsible for drafting letters/emails to other organizations, messages to ACUA members through the journal or newsletter, Connect ACUA e-blasts, conference publications, or other means.
If necessary, the president will issue a written notice of termination of membership for cause as provided in the Bylaws and applicable policies.
Contracts
The president approves and signs all contracts.
Executive and Board Meetings
The president chairs the Board and the Executive Committee and serves as the presiding officer at the annual business meeting.
The president ensures that an active strategic plan is in place, guiding the direction and initiative-setting for the Association.
The president works with the Executive Director to draft agendas for all meetings.
Finances
The president is a co-signer on the Association accounts.
Management Firm
The president’s primary staff contact is the Executive Director. The president will have regular (e.g., weekly) communication through email and conference calls with the Executive Director to troubleshoot issues, answer questions, and stay abreast of the status of projects.
The president will be responsible for initiating contract negotiations with the management firm and signing any additional work orders or letters of agreement that may be necessary.
Travel
The President’s conference registration and travel reimbursements will be covered in alignment with ACUA’s102 Board Travel Policy.
In addition, upon approval of the EC and the Executive Director, the president may represent the Association at any meetings deemed in the Association’s best interests. Such meetings may include the NACUBO Annual Meeting, the IIA International Conference, and the CHEMA Spring Conference.
Terms
The ACUA vice president is an elected position serving a three-year term (1-vice president, 2-president, 3-past president). The term of office shall commence at the end of the annual conference following his or her election.
Required Qualifications
The vice president must be a member in good standing, as defined by the ACUA bylaws, and be employed in higher education audit, compliance, and/or risk management.
Duties
The vice president shall assist the president, serve as the president in the event of the president’s absence or inability to act, and perform such other duties as assigned by the president or the board.
Governance
The vice president is responsible for originating, receiving, and processing proposed amendments to the bylaws. In accordance with Article X – Amendment to the Bylaws, the vice president shall submit all proposed amendments to the bylaws to the board and, when applicable, to the membership.
Executive Committee/Board
The vice president is an officer of ACUA and, once elected, will automatically succeed to the offices of president and immediate past president. The vice president serves on the Executive Committee and the Board. At the annual business meeting, in the absence of the president, the vice president shall act as president pro tem.
Travel
The vice president’s conference registration and travel reimbursements will be covered in alignment with ACUA’s 102 Board Travel Policy.
Terms
The secretary/treasurer is an elected position serving a two-year term. The term of office of each newly elected officer and at-large board member shall commence at the end of the annual conference following his or her election.
Required Qualifications
The secretary/treasurer must be a member in good standing, as defined by the ACUA bylaws, and be employed in higher education audit, compliance, and/or risk management.
Committees/Volunteers
Chair the Investment and Finance Committee and appoint committee members. Oversee the relationship with the company selected to manage investments and recommend changes as needed. Consult with the Audit Committee about evaluating the internal controls of ACUA’s administrative and financial processes and ensure that ACUA’s financial statements are audited by an independent public accounting firm or subject to internal audits. This consultation shall not override the authority of the audit committee to conduct any review of the Association’s finances or operations at the committee’s discretion
Executive Committee/Board
The secretary/treasurer is an officer of ACUA and, once elected, will serve a two-year term with the opportunity to be elected for a second term. The secretary/treasurer serves as a member of the Executive Committee and the Board. Provide financial status reports during each Board meeting.
Financial
The secretary/treasurer is a co-signer on all association accounts. The secretary/treasurer assures the fulfillment of approved operational and fiscal reporting requirements and the adherence to appropriate fiscal policy; works with the management firm to prepare a budget for approval by the Board, which will be presented to the association members at its Annual Business meeting. Assure the preparation of the annual financial statements and oversee any external audits, as well as the preparation and filing of tax returns; Approve, sign, and mail checks prepared by the management services firm, ensuring adequate documentation.
Management Firm
The secretary/treasurer’s primary staff contacts are the Executive Director and the account controller.
Recordkeeping
Ensure that the management firm maintains accurate membership records for ACUA and that accurate minutes are maintained for the annual business meeting and all board meetings. Both recordkeeping duties are delegated to the Executive Director.
Reporting
Prepare financial reports for submission to the membership at its annual business meeting. Additional reports should be prepared for the Board meetings and should contain comments as deemed necessary. The report to the Spring Board meeting should include the audit report for the previous fiscal year-end and a review and recommendations for updates to the investment policy.
Travel
The secretary/treasurer conference registration and travel reimbursements will be covered in alignment with ACUA’s 102 Board Travel Policy.
Terms
The ACUA Board has five (5) at-large board members. The term of office of each newly elected officer and at-large board member shall commence at the end of the annual conference following his or her election. Board members shall not be eligible to serve successive full terms in the same capacity.
Required Qualifications
Board members-at-large must be members in good standing, as defined by the ACUA bylaws, and are employed in higher education audit, compliance, and/or risk management.
Duties
The board members-at-large shall perform duties and tasks assigned by the president as deemed necessary in the administration of ACUA.
Committees
All Board members-at-large will be appointed by the ACUA president to serve as the liaison of one or more ACUA committees or task forces.
As a liaison, at-large board members are responsible for communicating Board decisions and strategic plans that pertain to their committee(s), tracking progress of committee tasks, bringing any committee concerns/issues/needs before the Board, and ensuring that committees submit reports to the Board for the Annual and Midyear board meetings.
Communication
Members of the Board may make statements on behalf of ACUA with the authorization of the President, or in the President’s absence, the authorization of the Executive Committee.
Members-at-large are expected to provide progress reports on assigned tasks and report on their committees’ progress during Board conference calls and at face-to-face meetings.
Board Meetings
Board members-at-large are expected to attend and participate at all Board meetings and conference calls. ACUA generally holds two face-to-face Board meetings per year in conjunction with the Annual (fall) and in the spring. ACUA also holds bi-monthly conference calls as deemed necessary by the President.
Management Firm
ACUA contracts with Bostrom for staff services. Board members may contact the ACUA staff with questions, ideas or if information is needed. The Executive Director is the main point of contact. See the staff organizational chart for more information about the ACUA staff.
Travel
Board members at large will receive travel benefits in alignment with ACUA’s102 Board Travel Policy.
The responsibilities of the board members include:
Board Meetings
Attending all face-to-face board meetings. In-person meetings are held twice a year in the spring and fall (typically coordinated to overlap with an in-person conference where feasible). Participating in board virtual meetings, which are scheduled at least four times per year. The schedule is set for the entire year so that Board members have plenty of advance notice of the meetings/calls. The ACUA president assigns board member responsibilities. Area of responsibility may include oversight of strategic plan initiatives, liaising with staff or volunteer committees on specific projects, and/or being part of a team working on a committee or project.
Budget
ACUA develops its annual operating budget in the summer of the current year for the following year. Officers do not have their own budgeted funds, as all funds are tied to specific programs or are budgeted as travel/board expenses for the board meetings. Board members contribute to the budgeting process in their assigned areas of responsibility.
The conference budgets are developed by staff with input from the PEC chair and conference directors.
Code of Conduct
Board members are expected to abide by the policies outlined in the Board Code of Conduct. In addition, members are required to read and sign ACUA’s Conflict of Interest policy annually.
Communication
Members of the Board may make statements on behalf of ACUA with the authorization of the President, or in the President’s absence, the authorization of the Executive Committee.
Staff Points of Contact
ACUA has a contract with Bostrom for staff services. The contract essentially purchases a set number of staff hours to accomplish tasks determined by the Board. If ACUA identifies additional tasks, the contract can be amended with a letter of agreement or a work order for the additional item(s). ACUA has been assigned a staff team (see organizational chart) to accomplish the work identified in the contract. Please note that staff members also divide their time among other clients.
ACUA’s main point of contact is the Executive Director. The Executive Director is the board’s primary liaison and attends all board and executive committee meetings.
Travel
Travel will be reimbursed in accordance with ACUA’s102 Board Travel Policy.
The executive committee approved the following list of minimum qualifications* for the Board Member at Large, Treasurer, and Vice President positions:
Board member at large
- Demonstrated involvement in ACUA activities. Examples may include, but are not limited to, in-person conference attendance, serving as a conference or webinar presenter, and/or committee participation.
- Working in an office of audit, risk, or compliance at a member institution.
- Leadership experience with other professional organizations, including prior board, task force, or committee chair experience.
- Institutional membership is current, and members/themselves are in good standing with ACUA membership requirements. Executive Committee to review and approve any exceptions.
Secretary/Treasurer
- All qualifications of a Board member at large.
- Prior ACUA board leadership position or finance-related committee (i.e., Investment and Finance Committee).
- Institutional membership is current, and members/themselves are in good standing with ACUA membership requirements. Executive Committee to review and approve any exceptions.
Vice President
- Prior ACUA board leadership position as a Board Member at Large or Treasurer.
- Institutions and members are in good standing with ACUA membership requirements.
- Willing and able to serve as President after the Vice President term, and Past President following the President term.
- Institutional membership is current, and members/themselves are in good standing with ACUA membership requirements. Executive Committee to review and approve any exceptions.
*Meeting the minimum qualifications does not guarantee a position on the slate of candidates. Guided by the board’s strategic efforts, the Nominations Committee will consider several factors when determining the final slate. Factors may include, but are not limited to, the board’s strategic priorities, prioritization of ACUA involvement vs. other industry involvement, skill gaps to be filled within leadership, and other factors as determined by the committee.