.htm CAHPERD Operating Codes
Operating Codes
of
CAHPERD


President
President-Elect
Past President
Past Presidents Council
Secretary
Minutes
Secretary-Elect
Treasurer
Treasurer-Elect
Executive Secretary
 Editor, The Communicator
Editor, The Journal
Elementary Physical Education Chair
Elementary Physical Education Chair-Elect
Middle School Physical Education Chair
Middle School Physical Education Chair-Elect
Secondary School Physical Education Chair
Secondary School Physical Education Chair-Elect
Higher Education Chair
Higher Education Chair-Elect
 Adaptives Chair
Adaptives Chair-Elect
Athletics Chair
Athletics Chair-Elect
Dance Chair
Dance Chair-Elect
Health Chair
Health Chair-Elect
Recreation Chair
Recreation Chair-Elect
Awards Committee


PRESIDENT - Operating Code

Purpose:

Organization: Duties:
  1. Act as Chair-person of Executive Board meetings.
  2. Act as Chair-person of Association meetings.
  3. Serve as Chair-person of State Convention committee.
  4. Serve on Nominating Committee.
  5. Appoint special officers as named in the Constitution.
  6. Appoint committee members as needed.
  7. Prepare an agenda for Executive Board meetings and mail to Board members.
  8. Keep Association membership informed of Association plans, accomplishments and problems.
  9. Serve on the Advisory Council of Central District of AAHPERD.
  10. Serve on the Representative Assembly of Central District of AAHPERD and the AAHPERD Representative Assembly.
  11. Appoint delegates from CAHPERD membership to serve on the Central District Representative Assembly and the AAHPERD Representative Assembly.
  12. Serve as a CAHPERD representative on the Colorado Advisory Committee on Physi cal Education.
  13. Appoint CAHPERD representatives for committees requested by the Central District, AAHPERD and to other organizations requesting representation.
  14. Maintain liaison with the State Department of Education, Colorado Education Association and related organizations.
  15. Make an annual report of his/her administration to the Executive Board.
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PRESIDENT-ELECT

Purpose:

Duties:
  1. Act for the President in his/her absence. Succeed the President in case of his/her death, resignation, or removal from office.
  2. Represent CAHPERD at the following:
    1. Leadership Conference of AAHPERD
    2. Representative Assembly of AAHPERD
    3. State, District, and National conventions
  3. Serve on State Convention Planning Committee.
  4. Serve on Nominating Committee.
  5. Attend all Executive Board meetings.
  6. Oversee activities of Divisions including meeting reports and workshops.
  7. Serve on the Jump Rope For Heart Task Force.
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PAST PRESIDENT

Purpose:

Organization: Duties:
  1. Assist the President in any manner he/she can.
  2. Act as Chair-person of Nominating Committee.
    Duties of Nominating Committee Chair-person:
    1. Call for nominations in Communicator, Journal and/or special mailing.
    2. Request vitae from nominees so summaries can be published in summer.
    3. Request nominees attend business meeting at state convention.
    4. Try to provide for equal number of men and women and equal representation from all levels of education.
    5. Present slate of nominated officers at business meeting.
  3. Chair Past Presidents Council.
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PAST PRESIDENTS COUNCIL

Purpose:

Organization Duties
  1. To serve as consultant to local officials and leaders in establishing organized programs for their schools and communities.
  2. To provide information on enabling legislation and to assist in establishment of the type of organization best suited for that community.
  3. To meet a minimum of one time a year at the CAHPERD convention.
  4. To serve as an advisory council to the current Executive Board.
  5. To receive minutes of Executive Board meetings.
  6. Past Presidents are ex officio board members and invited to attend Executive Board meetings.
  7. According to the Constitution, Past Presidents are life members of CAHPERD and eligible to hold office if they so desire.
  8. To perform other duties as requested by the current President.
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SECRETARY

Organization:

Duties:
  1. Attend all Executive Board meetings.
  2. Take attendance and minutes, type and send to all Executive Board members, past presidents, and committee members.
  3. Help with conference/convention registration.
  4. Train Secretary-Elect to take minutes.
  5. Publish minutes in Communicator
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MINUTES

Minutes should contain:

  1. a record of all actions and proceedings.
  2. a record of the date, hour, and place at which the meeting was called to order, the type of meeting (regular, special, adjourned), the name of the presiding officer, names of present board members and the fact that a quorum was present. (The minutes of a special meeting should also include a copy of the notice or call for the meeting.)
  3. a record of all motions and resolutions, whether passed or lost, the name of the proposer and seconder, and the way in which each motion was disposed of. The exact wording of all motions should be recorded.
  4. a record of committee reports with the name of member presenting it, the action taken on the report, and reference to file where report can be found. Important reports can be briefly summarized in the minutes.
  5. . specific statements of transacted business.
  6. each page should be numbered and have the date of the meeting.
Minutes should not contain:
  1. a record of discussions.
  2. a member's views or protests on a motion unless a motion permitting such action is passed by a majority vote.
  3. the full contents of reports.
  4. the personal opinions, interpretations, or comments of the secretary.
  5. adverse criticism of members except in the form of a motion censoring or reprimanding a member.
  6. praise of members except in the form of officially adopted votes of thanks, gratitude or commendation.
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SECRETARY-ELECT

Organization

Duties:
  1. Act for the Secretary in his/her absence. Succeed the Secretary in case of his/her death, resignation, or removal from office.
  2. Attend all Executive Board meetings.
  3. Assist Secretary with duties whenever possible in order to receive training in taking minutes and the membership renewal process.
  4. Send renewals to old members one month before they are due. Labels will be supplied by the Executive Secretary.
  5. Keep membership cards on file according to membership month renewal.
  6. Help with conference/convention registration.
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TREASURER

Organization:

Duties:
  1. Attend all Executive Board meetings.
  2. Receive all monies and deposit in appropriate accounts
  3. Assure that all legitimate financial obligations of CAHPERD, as approved by the Board, are met in a timely basis.
  4. Receive monthly bank statement, record transactions, and balance check book. Forward copies of vouchers to Executive Secretary.
  5. Issue membership receipts and membership cards.
  6. Coordinate conference/convention registration with Executive Secretary.
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TREASURER-ELECT

Organization

Duties:
  1. Act for the Treasurer in his/her absence. Succeed the Treasurer in case of his/her death, resignation, or removal from office.
  2. Attend all Executive Board meetings.
  3. Assist Treasurer with duties whenever possible.
  4. Work closely with Treasurer and Executive Secretary to coordinate conference /convention registration and preregistration.
  5. Assume duties of the Treasurer if he/she is unable to fulfill those duties.
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EXECUTIVE SECRETARY

Operating Code/Position Description
Position Functions and Objectives

Duties and Responsibilities Programs and Activities:
  1. Implement decisions of the Executive Board.
  2. May recommend to the Executive Board programs and policies which further the objectives of the Association.
Financial Management:
  1. Assist the Treasurer in maintaining current and accurate financial records for the Association which at all times meets established and recognized standards of accounting.
  2. Cooperate with the Treasurer in preparing monthly financial reports to the Association President and others as requested.
  3. Assist the Treasurer in cooperating with the American Alliance's established audit of accounts procedures and provide all the required information for the audit every two years.
  4. Provide historical information and assist the Association's Budget Committee in preparing an annual budget of income and expenses of the Association.
  5. Cooperates with the Treasurer in filing all applicable national and state reports.
Secretarial Duties Performed as Authorized by the Executive Board:
  1. Purchase supplies and materials.
  2. Maintain all required and appropriate records and files of correspondence, minutes, business transactions, contracts and other records reflecting activities and business of the Association.
  3. Cooperates with the President in filing all applicable national and state reports.
  4. Coordinates printing and distribution of Association mailings, including but not limited to, convention brochures, flyers, membership cards, and stationery.
  5. Keeps membership lists up-to-date.
  6. Gets and sorts the Association's mail.
  7. Maintains mailing lists (membership, schools, affiliate organizations)
  8. Provides mailing labels, as needed.
Committee\Section Relationships:
  1. Provides information on Association policies, procedures, and historical data upon request.
  2. Maintains records of activities, including flyers and reports of events, section and committee memberships, and annual reports.
Reporting Relationships To the Top


EDITOR, The Communicator

The CAHPERD Constitution states:

The Communicator Editor is responsible for:
  1. soliciting appropriate articles for the Communicator Potential authors include but are not limited to public school physical educators, higher education professors, students, employees of related agencies (Heart Association, Seatbelt Network, Colo. Health Dept. etc.).
  2. writing a one page editorial on any subject related to our profession(s) for each issue. The editor may request guest editorials if he/she so desires.
  3. editing, correcting and proofreading the articles before typesetting and the final draft of the The Communicator before it goes to the printer.
At this time the Executive Secretary is responsible for:
  1. typesetting.
  2. page layout and pasteup including photos.
  3. contacting the printer and arranging for printing.
  4. mailing and distribution.
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EDITOR, COLORADO JOURNAL OF HEALTH, PHYSICAL EDUCATION, RECREATION AND DANCE

The CAHPERD Constitution states:

The Journal Editor is responsible for:
  1. soliciting appropriate articles for the Journal. Potential authors include but are not limited to public school physical educators, higher education professors, students, employees of related agencies (Heart Association, Seatbelt Network, Colo. Health Dept. etc.).
  2. soliciting appropriate photographs, especially the cover. Photos may accompany an article or be generic.
  3. writing a one page editorial on any subject related to our profession(s) for each issue. The editor may request guest editorials if he/she so desires.
  4. editing, correcting and proofreading the articles before typesetting and the final draft of the Journal before it goes to the printer.
At this time the Executive Secretary is responsible for:
  1. typesetting.
  2. page layout and pasteup including photos.
  3. . contacting the printer and arranging for printing
  4. mailing and distribution.
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ELEMENTARY PHYSICAL EDUCATION CHAIR

Purpose:

Organization: Duties:
  1. Attend all meetings of the Executive Board and carry out responsibilities designated by them.
  2. Submit or arrange to have submitted, one article a year to the editor of the JOURNAL.
  3. Submit appropriate information to the editor of the COMMUNICATOR for publication.
  4. Participate in the planning and carrying out of clinics and workshops as needed.
  5. Actively solicit new members for CAHPERD.
  6. Assist on the convention committee:
    1. Choose topics and arrange speakers for division sessions.
    2. Arrange for sessions to be attended by a presider who will:
      1) give presenter V.I.P. treatment
      2) collect evaluation of sessions
    3. Send thank you notes to presenters within one week after convention.
  7. Maintain a current resource list of organizations, experts, and contact people relative to Physical Education.
  8. Submit a report of division activities to the President at each board meeting.
  9. Hold committee meeting with chairperson-elect and plan year's program of activities.
  10. Submit a nominee for Elementary Physical Education Chair-Elect to succeed the current Chair-Elect.
  11. Perform other duties as designated by the President.
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ELEMENTARY PHYSICAL EDUCATION CHAIR-ELECT

Organization:

Duties:
  1. Act for the Chair in his/her absence. Succeed the Chair in case of his/her death, resignation, or removal from office.
  2. The Elementary Physical Education Chair-Elect shall assist the chair in the above duties.
  3. Serve as the liaison between the Executive Board, the membership, related organizations and other interested persons in Physical Education.
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MIDDLE SCHOOL PHYSICAL EDUCATION CHAIR

Purpose:

Organization: Duties:
  1. Attend all meetings of the Executive Board and carry out responsibilities designated by them.
  2. Submit or arrange to have submitted, one article a year to the editor of the JOURNAL.
  3. Submit appropriate information to the editor of the COMMUNICATOR for publication.
  4. Participate in the planning and carrying out of clinics and workshops as needed.
  5. Actively solicit new members for CAHPERD.
  6. Assist on the convention committee:
    1. Choose topics and arrange speakers for division sessions.
    2. Arrange for sessions to be attended by a presider who will:
      1) give presenter V.I.P. treatment
      2) collect evaluation of sessions
    3. Send thank you notes to presenters within one week after convention.
  7. Maintain a current resource list of organizations, experts, and contact people relative to Physical Education.
  8. Submit a report of division activities to the President at each board meeting.
  9. Hold committee meeting with chairperson-elect and plan year's program of activities.
  10. Submit a nominee for Middle School Physical Education Chair-Elect to succeed the current Chair-Elect.
  11. Perform other duties as designated by the President. To the Top


MIDDLE SCHOOL PHYSICAL EDUCATION CHAIR-ELECT

Organization:

Duties:
  1. Act for the Chair in his/her absence. Succeed the Chair in case of his/her death, resignation, or removal from office.
  2. The Middle School Physical Education Chair-Elect shall assist the chair in the above duties.
  3. Serve as the liaison between the Executive Board, the membership, related organizations and other interested persons in Physical Education.
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SECONDARY SCHOOL PHYSICAL EDUCATION CHAIR

Purpose:

Organization: Duties:
  1. Attend all meetings of the Executive Board and carry out responsibilities designated by them.
  2. Submit or arrange to have submitted, one article a year to the editor of the JOURNAL.
  3. Submit appropriate information to the editor of the COMMUNICATOR for publication.
  4. Participate in the planning and carrying out of clinics and workshops as needed.
  5. Actively solicit new members for CAHPERD.
  6. Assist on the convention committee:
    1. Choose topics and arrange speakers for division sessions.
    2. Arrange for sessions to be attended by a presider who will:
      1) give presenter V.I.P. treatment
      2) collect evaluation of sessions
    3. Send thank you notes to presenters within one week after convention.
  7. Maintain a current resource list of organizations, experts, and contact people relative to Physical Education.
  8. Submit a report of division activities to the President at each board meeting.
  9. Hold committee meeting with chairperson-elect and plan year's program of activities.
  10. Submit a nominee for Secondary Physical Education Chair-Elect to succeed the current Chair-Elect.
  11. Perform other duties as designated by the President.
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SECONDARY SCHOOL PHYSICAL EDUCATION CHAIR-ELECT

Organization:

Duties:
  1. Act for the Chair in his/her absence. Succeed the Chair in case of his/her death, resignation, or removal from office.
  2. The Secondary Physical Education Chair-Elect shall assist the chair in the above duties.
  3. Serve as the liaison between the Executive Board, the membership, related organizations and other interested persons in Physical Education.
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HIGHER EDUCATION CHAIR

Purpose:

Organization: Duties:
  1. Attend all meetings of the Executive Board and carry out responsibilities designated by them.
  2. Submit or arrange to have submitted, one article a year to the editor of the JOURNAL.
  3. Submit appropriate information to the editor of the COMMUNICATOR for publication.
  4. Participate in the planning and carrying out of clinics and workshops as needed.
  5. Actively solicit new members for CAHPERD.
  6. Assist on the convention committee:
    1. Choose topics and arrange speakers for division sessions.
    2. Arrange for sessions to be attended by a presider who will:
      1) give presenter V.I.P. treatment
      2) collect evaluation of sessions
    3. Send thank you notes to presenters within one week after convention.
  7. Maintain a current resource list of organizations, experts, and contact people relative to Physical Education.
  8. Submit a report of division activities to the President at each board meeting.
  9. Hold committee meeting with chairperson-elect and plan year's program of activities.
  10. Submit a nominee for Higher Education Chair-Elect to succeed the current Chair-Elect.
  11. Perform other duties as designated by the President.
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HIGHER EDUCATION CHAIR-ELECT

Organization:

Duties:
  1. Act for the Chair in his/her absence. Succeed the Chair in case of his/her death, resignation, or removal from office.
  2. The Higher Education Chair-Elect shall assist the chair in the above duties.
  3. Serve as the liaison between the Executive Board, the membership, related organizations and other interested persons in Physical Education.
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ADAPTIVES CHAIR

Purpose:

Organization: Duties:
  1. Attend all meetings of the Executive Board and carry out responsibilities designated by them.
  2. Submit, or arrange to have submitted, one article a year to the editor of the JOURNAL.
  3. Submit appropriate information to the editor of the COMMUNICATOR for publication.
  4. Participate in the planning and carrying out of clinics and workshops as needed.
  5. Actively solicit new members for CAHPERD.
  6. Assist the convention committee:
    1. Choose topics and arrange speakers for division sessions.
    2. Arrange for sessions to be attended by a presider who will:
      1) give presenter V.I.P. treatment
      2) collect evaluation of sessions
    3. Send thank you notes to presenters within one week after convention.
  7. Maintain a current resource list of organizations, experts, and contact people relative to Adaptives.
  8. Submit a report of division activities to the President at each board meeting.
  9. Hold committee meeting with chairperson-elect and plan year's program of activities.
  10. Submit a nominee for Adaptives Chair-Elect to succeed the current Chair-Elect.
  11. Perform other duties as designated by the President.
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ADAPTIVES CHAIR-ELECT

Organization:

Duties:
  1. Act for the Chair in his/her absence. Succeed the Chair in case of his/her death, resignation, or removal from office.
  2. The Adaptives Chair-Elect shall assist the chair in the above duties.
  3. Serve as the liaison between the Executive Board, the membership, related organizations and other interested persons in Adaptives.
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ATHLETICS CHAIR

Purpose:

Organization: Duties:
  1. Attend all meetings of the Executive Board and carry out responsibilities designated by them.
  2. Submit, or arrange to have submitted, one article a year to the editor of the JOURNAL.
  3. Submit appropriate information to the editor of the COMMUNICATOR for publication.
  4. Participate in the planning and carrying out of clinics and workshops as needed.
  5. Actively solicit new members for CAHPERD.
  6. Assist the convention committee:
    1. Choose topics and arrange speakers for division sessions.
    2. Arrange for sessions to be attended by a presider who will:
      1) give presenter V.I.P. treatment
      2) collect evaluation of sessions
    3. Send thank you notes to presenters within one week after convention.
  7. Maintain a current resource list of organizations, experts, and contact people relative to Athletics.
  8. Submit a report of division activities to the President at each board meeting.
  9. Hold committee meeting with chair-elect and plan year's program of activities.
  10. Submit a nominee for Athletics Chair-Elect to succeed the current Chair-Elect.
  11. Perform other duties as designated by the President.
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ATHLETICS CHAIR-ELECT

Organization:

Duties:
  1. Act for the Chair in his/her absence. Succeed the Chair in case of his/her death, resignation, or removal from office.
  2. The Athletics Chair-Elect shall assist the chair in the above duties.
  3. Serve as the liaison between the Executive Board, the membership, related organizations and other interested persons in Athletics.
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DANCE CHAIR

Purpose:

Organization: Duties:
  1. Attend all meetings of the Executive Board and carry out responsibilities de signated by them.
  2. Submit, or arrange to have submitted, one article a year to the editor of the JOURNAL.
  3. Submit appropriate information to the editor of the COMMUNICATOR for publication.
  4. Participate in the planning and carrying out of clinics and workshops as needed.
  5. Actively solicit new members for CAHPERD.
  6. Assist the convention committee:
    1. Choose topics and arrange speakers for division sessions.
    2. Arrange for sessions to be attended by a presider who will:
      1) give presenter V.I.P. treatment
      2) collect evaluation of sessions
    3. Send thank you notes to presenters within one week after convention.
  7. Maintain a current resource list of organizations, experts, and contact people relative to Dance.
  8. Submit a report of division activities to the President at each board meeting.
  9. Hold committee meeting with chair-elect and plan year's program of activitie s.
  10. Submit a nominee for Dance Chair-Elect to succeed the current Chair-Elect.
  11. Perform other duties as designated by the President.
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DANCE CHAIR-ELECT

Organization:

Duties:
  1. Act for the Chair in his/her absence. Succeed the Chair in case of his/her death, resignation, or removal from office.
  2. The Dance Chair-Elect shall assist the chair in the above duties.
  3. Serve as the liaison between the Executive Board, the membership, related organizations and other interested persons in Dance.
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HEALTH CHAIR

Purpose:

Organization: Duties:
  1. Attend all meetings of the Executive Board and carry out responsibilities designated by them.
  2. Submit, or arrange to have submitted, one article a year to the editor of the JOURNAL.
  3. Submit appropriate information to the editor of the COMMUNICATOR for publication.
  4. Participate in the planning and carrying out of clinics and workshops as needed.
  5. Actively solicit new members for CAHPERD.
  6. Assist the convention committee:
    1. Choose topics and arrange speakers for division sessions.
    2. Arrange for sessions to be attended by a presider who will:
      1) give presenter V.I.P. treatment
      2) collect evaluation of sessions
    3. Send thank you notes to presenters within one week after convention.
  7. Maintain a current resource list of organizations, experts, and contact people relative to Health.
  8. Submit a report of division activities to the President at each board meeting.
  9. Hold committee meeting with chairperson-elect and plan yearŐs program of activities.
  10. Submit a nominee for Health Chair-Elect to succeed the current Chair-Elect.
  11. Perform other duties as designated by the President.
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HEALTH CHAIR-ELECT

Organization:

Duties:
  1. Act for the Chair in his/her absence. Succeed the Chair in case of his/her death, resignation, or removal from office.
  2. The Health Chair-Elect shall assist the chair in the above duties.
  3. Serve as the liaison between the Executive Board, the membership, related organizations and other interested persons in Health.


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RECREATION CHAIR

Purpose:

Organization: Duties:
  1. Attend all meetings of the Executive Board and carry out responsibilities designated by them.
  2. Submit, or arrange to have submitted, one article a year to the editor of the JOURNAL.
  3. Submit appropriate information to the editor of the COMMUNICATOR for publication.
  4. Participate in the planning and carrying out of clinics and workshops as needed.
  5. Actively solicit new members for CAHPERD.
  6. Assist the convention committee:
    1. Choose topics and arrange speakers for division sessions.
    2. Arrange for sessions to be attended by a presider who will:
      1) give presenter V.I.P. treatment
      2) collect evaluation of sessions
    3. Send thank you notes to presenters within one week after convention.
  7. Maintain a current resource list of organizations, experts, and contact people relative to Recreation.
  8. Submit a report of division activities to the President at each board meeting.
  9. Hold committee meeting with chairperson-elect and plan year's program of act ivities.
  10. Submit a nominee for Recreation Chair-Elect to succeed the current Chair-Ele ct.
  11. Perform other duties as designated by the President.
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RECREATION CHAIR-ELECT

Organization:

Duties:
  1. Act for the Chair in his/her absence. Succeed the Chair in case of his/her death, resignation, or removal from office.
  2. The Recreation Chair-Elect shall assist the chair in the above duties.
  3. Serve as the liaison between the Executive Board, the membership, related organizations and other interested persons in Recreation.
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AWARDS COMMITTEE

Purpose

Organization Duties
  1. Select and notify committee members.
  2. Solicit nominations with a mailing.
  3. Receive nominations by deadline.
  4. Write a summary of each candidate's resume and send to committee members.
  5. Meet with committee and make selection of award recipients.
  6. Write recipients to notify them of their selection. Include information concerning award ceremony.
  7. Design and order award plaques.
  8. Write program sketches and have program printed.
  9. Arrange photographer to take pictures of winners at awards ceremony.
  10. Meet with recipients at the convention.
  11. Present awards at convention.
  12. Notify newspapers and superiors (principal, superintendent, department chair, etc.) of award.
Regulations Governing the Awards:
  1. Only those nominees for whom resumes have been submitted shall be considered by the committee for an award.
  2. The number of awards awarded each year in the Honor, Teacher and Recognition categories shall not be limited and is left to the discretion of the committee.
  3. A person may receive the Honor Award more than once.
  4. Nominations received but not selected by the committee may be held over for consideration for an award the following year.
  5. Nominations for the Teacher Award should be accompanied by letters of recommendation from the teacher's principal or supervisor and from the person who submitted the nomination.
  6. Nominations for the Student Award should be accompanied by two letters of recommendation from the department.
History



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