Mission, Policies, and Guidelines

Jul 24
13 min read

Oklahoma Postsecondary, Adult Career Education (OkPACE)

MISSION

Providing leadership in developing an adult competitive workforce through postsecondary education and training.

Focusing on:

· Customized Business and Industry training services

· Upgrading employee skills for future technologies

· Providing skill-gap remediation serving transitional workers

· Creating and developing community workforce pools

· Providing comprehensive career services for small businesses and entrepreneurs

· Developing employability skills

· Inspiring an appreciation for lifelong learning

· Serving as the economic development arm of postsecondary education

· Developing partnerships within our individual districts

POLICIES AND GUIDELINES

Oklahoma Association of Career and Technology Education, Postsecondary Adult Career Education

ARTICLE I: AUTHORITY AND SCOPE

These Policies and Guidelines are adopted by the OkPACE Executive Committee pursuant to the OkPACE Bylaws.

These Policies and Guidelines are intended to provide operational guidance for implementing the governance structure, roles, and procedures established in the OkPACE Bylaws and shall be interpreted in a manner consistent with those bylaws.

ARTICLE II: GOVERNING PRINCIPLES

In carrying out its work, OkPACE shall operate in a manner that supports transparency, fairness, fiscal responsibility, and alignment with OkACTE policies and procedures.

ARTICLE III: MEMBERSHIP

A. Membership Classification

1. OkPACE shall maintain a single membership classification as established in the OkPACE Bylaws.

B. Eligibility

1. Membership in OkPACE shall be open to individuals who are members in good standing of OkACTE and who designate OkPACE as their division and pay the required division dues.

C. The annual membership period shall be from July 1 to June 30 each year.

D. A member shall be considered in good standing when all required OkACTE, ACTE and OkPACE division dues are current.

E. Annual dues shall be paid in United States dollars with such dues held by the association in an account approved by the Executive Committee.

1. The treasurer, in coordination with the Secretary, shall verify division membership records with OkACTE as needed.

ARTICLE IV: OFFICER DUTIES

A. Officers and members of the Board of Directors are expected to participate in a minimum of eighty percent (80%) of scheduled meetings. Consistent failure to meet this expectation may be addressed by the Executive Committee in accordance with the OkPACE Bylaws and Policies and Guidelines.

B. Each member of the Executive Committee is expected to attend the OkACTE Leadership training or at such time as designated by the OkACTE Advisory Committee.

C. Responsibilities of OkPACE Division President

1. Set agendas and coordinate and preside over Executive Committee and membership meetings.

2. Provide leadership oversight and coordination among division officers and OkACTE committee representatives.

3. Lead the development and implementation of the division’s annual strategic plan.

4. Represent OkPACE on the OkACTE Executive Committee and attend meetings as called.

5. Represent OkPACE on the Career and Technical Advisory Council (CTAC) and attend quarterly meetings.

6. Serve as the first voting delegate to the ACTE Assembly of Delegates and ensure that OkPACE is fully represented.

7. Appoint committee chairs, committee members, and any liaison(s) to OkPACE committees, as needed.

8. Appoint representatives to serve on OkACTE, Region IV, and ACTE committees, as appropriate.

9. Communicate with members regarding division activities, OkACTE initiatives, and critical state and national issues.

10. Communicate OkPACE needs, priorities, and concerns to OkACTE leadership and staff.

11. Support ongoing membership recruitment and retention efforts for OkPACE in coordination with OkACTE and ACTE.

12. Ensure regular reports are provided by OkPACE officers and committee chairs at Executive Committee and membership meetings.

13. Support the work of committee chairs in fulfilling their responsibilities, including promoting awards participation, membership engagement, and PAC awareness.

14. Encourage and support qualified candidates for ACTE Board and leadership positions.

15. Maintain a working knowledge of parliamentary procedure and effective meeting facilitation.

16. Attend the annual OkACTE Leadership Training, the OkACTE Legislative and Appropriations Forum, and, when possible, the OkACTE Legislative Seminar.

D. Responsibilities of Division President-Elect

1. Preside in the absence of the Division President.

2. Become familiar with the responsibilities of the Division President.

3. Develop expertise in parliamentary procedure and serve as parliamentarian, providing assistance to the Division President.

4. Attend the OkACTE Strategic Planning Meeting and participate in the development of the OkACTE strategic plan, representing the interests of the OkPACE division.

5. Review the OkPACE Bylaws and Policies and Guidelines to ensure consistency and alignment with OkACTE and serve as co-chair of the Bylaws Committee.

6. Support membership recruitment and retention efforts by identifying potential members and coordinating with the OkACTE office and ACTE recruitment initiatives.

7. Attend the annual OkACTE Leadership Training.

8. Attend the annual OkACTE Legislative and Appropriations Forum, representing the interests of OkPACE members.

9. Attend the OkACTE Legislative Seminar, when possible.

10. Perform additional duties as assigned by the Division President.

E. Responsibilities of Division Immediate Past President

1. Serve as Chair of the OkPACE Nominating Committee and lead the recruitment of candidates for all elected OkPACE positions.

2. Serve on the OkACTE Nominating Committee, assisting with the recruitment, interview, and selection of potential OkACTE President-Elect candidates.

3. Assist the Division President in supporting effective participation by OkPACE representatives on OkACTE committees.

4. Assist the Division President with membership communication efforts.

5. Assist the President-Elect with membership recruitment efforts by identifying and encouraging potential members.

6. Attend the annual OkACTE Leadership and Appropriations Planning Forum, representing the interests of OkPACE members.

7. Attend the annual OkACTE Leadership Seminar.

8. Attend the OkACTE Legislative Seminar, when possible.

9. Perform additional duties as assigned by the Division President

F. Responsibilities of Division Secretary

1. Serve as custodian of all non-financial records of the Division.

2. Accurately record all actions and decisions of the OkPACE Executive Committee and the membership, including motions and votes.

3. Provide minutes of preceding meetings for review and verification of actions taken.

4. Ensure that non-financial records are maintained and made accessible through approved OkPACE platforms.

5. Maintain an accurate and up-to-date Division membership list and verify alignment with OkACTE and ACTE membership records.

6. Assist the Division President in determining business to be addressed and in developing meeting agendas.

7. Attend the annual OkACTE Leadership and Appropriations Planning Forum, representing the interests of OkPACE members.

8. Attend the annual OkACTE Leadership Seminar.

9. Attend the OkACTE Legislative Seminar, when possible.

10. Perform additional duties as assigned by the Division President.

G. Responsibilities of Division Treasurer

1. Serve as custodian of all Division funds and oversee authorized banking activities.

2. Maintain financial records in accordance with Generally Accepted Accounting Principles (GAAP).

3. Maintain, or ensure the maintenance of, all Division financial records and prepare regular financial reports.

4. Lead the development of the annual Division budget and submit it for approval by the Executive Committee.

5. Execute the approved Division budget, including payment of authorized and approved expenses.

6. Perform monthly reconciliation of banking and financial records.

7. Prepare an annual financial statement for the Executive Committee.

8. Submit financial records for review in accordance with OkACTE requirements and Division procedures, including review by a committee appointed by the Division President and external review or audit as required.

9. Prepare and submit required financial records and reports to OkACTE annually.

10. Maintain working knowledge of applicable financial policies, procedures, and regulations governing the Division’s funds.

11. Attend the annual OkACTE Leadership Seminar.

12. Perform additional duties as assigned by the Division President.

H. Responsibilities of the Reporter

1. Maintain the OkPACE email distribution list and manage the preparation and distribution of electronic communications using the Division’s approved email communication platform.

2. Maintain and update the OkPACE website, ensuring functionality and timely posting of information.

3. Maintain and update OkPACE social media accounts on a regular basis.

4. Maintain historical documentation of the Division, including officers, award recipients, and significant events, and ensure such records are maintained on the OkPACE website or other approved platforms.

5. Present an annual overview of the activities of the OkPACE Division and its members at the Division’s annual meeting.

6. Attend the annual OkACTE Leadership Seminar.

7. Perform additional duties as assigned by the Division President.

I. Responsibilities of Vice President

1. Support the work of OkPACE committees by assisting committee chairs, as needed.

2. Assist the Division President with special projects and division initiatives.

3. Provide support to other division officers, as needed, to ensure continuity of operations.

4. Participate in Executive Committee meetings and contribute to discussion and decision-making.

5. Attend the annual OkACTE Leadership Seminar.

6. Perform additional duties as assigned by the Division President.

J. Responsibilities of the ODCTE Divisional Representative

1. Be a current employee of the Oklahoma Department of Career and Technology Education (ODCTE) and be appointed by ODCTE to serve as the Divisional Representative.

2. Serve as a liaison between OkPACE and the Oklahoma Department of Career and Technology Education (ODCTE).

3. Maintain individual membership in good standing with OkPACE, when eligible.

4. Serve as a non-voting member of, and advisor to, the OkPACE Executive Committee and general membership.

5. Monitor state, regional, and national activities relevant to OkPACE and keep the Executive Committee informed.

6. Provide guidance and support to division officers and members, as requested, particularly regarding professional development opportunities, events, financial considerations, and organizational challenges.

7. Support OkPACE membership efforts, encourage member engagement and award recognition, and help advance member concerns within OkACTE and the broader Career and Technology Education community.

8. Attend quarterly CTAC meetings.

9. Attend the annual OkACTE Leadership Seminar.

10. Perform additional duties as assigned by the Division President.

ARTICLE V: ELECTION OF OFFICERS

A. The election of OkPACE officers shall be held annually between March 1 and May 31, or at such other time as may be determined by the OkPACE Executive Committee.

B. Elections may be conducted by paper ballot or through an electronic voting method. Either method shall include procedures that ensure: (1) voting by secret ballot; (2) one ballot cast per eligible member; (3) participation by OkPACE members only.

C. All nominees must be members in good standing with OkPACE, OkACTE, and ACTE.

D. Each officer shall be elected by a simple majority of votes cast.

E. For offices with a single candidate running unopposed, the candidate shall be deemed elected and appointed to the position.

F. The offices of Treasurer, Secretary, and Reporter shall each serve two-year terms. All other officers shall serve one-year terms.

G. Newly elected officers shall assume office at the annual business meeting held during the Oklahoma Summit.

H. No member may hold more than one office at a time, and no member may serve more than two consecutive terms in the same office.

I. A vacancy created by an officer’s inability to serve shall be filled by appointment of the Executive Committee until prescribed procedures can be followed to elect a member to fill the vacant office.

J. Candidates for elected office on the OkPACE Executive Committee must

1. Be members in good standing of OkPACE;

2. Be actively engaged in professional work aligned with the mission and purpose of the OkPACE Division within the Oklahoma CareerTech system; and

3. Meet the following minimum eligibility requirements:

i. President-Elect

Be an individual member of OkPACE for a minimum of three (3) years; and

2. Have previously served as a member of the OkPACE Executive Committee.

ii. Secretary, Treasurer, Vice President

1. Be an individual member of OkPACE for a minimum of two (2) years; and

2. Have served as a chair or member of one or more OkPACE committees.

iii. Reporter

1. Be an individual member of OkPACE for a minimum of one (1) year.

K. Only members meeting these requirements shall be considered eligible candidates for elected office. The OkPACE Nominating Committee Chair, in consultation with the Immediate Past President, may recommend exceptions to these requirements for approval by the Executive Committee.

ARTICLE VI: COMMITTEE APPOINTMENTS AND TERMS

A. Committee chairs and committee members shall be appointed by the Division President.

B. No member may serve more than two consecutive terms as chair of the same committee unless no other qualified member is willing to serve in that role.

C. Committee Chairs appointed by OkPACE also serve as the division’s representatives to corresponding OkACTE committees, unless otherwise designated by the President.

ARTICLE VII: COMMITTEES OF THE OkPACE DIVISION

A. EXECUTIVE

1. The Executive Committee shall be comprised of the Division President, President-Elect, Immediate Past President, Secretary, Treasurer, Reporter, and Vice President. The Executive Committee shall serve as the administrative body of OkPACE and is empowered to transact business on behalf of the Division. The Executive Committee shall have approval authority over committee and liaison appointments made by the Division President and shall have authority to appoint a President in the event of a vacancy in the office.

B. MEMBERSHIP SERVICES

1. Serve as OkPACE ambassadors to technology centers by encouraging membership growth and communicating relevant association information, initiatives, and activities.

C. CONFERENCE PLANNING AND NETWORKING

1. Promote communication and engagement among current and prospective OkPACE members by planning and coordinating professional development and networking activities. Responsibilities include, but are not limited to, securing venues, catering, schedules, speakers, and logistics for the OkPACE Spring Conference and the Oklahoma Summit.

D. POLITICAL ACTION COMMITTEE (PAC)/LEGISLATIVE

1. Encourage OkPACE members to contribute to the Political Action Committee (PAC) and plan fundraising activities, including efforts associated with the OkPACE Spring Conference.

E. POLICIES AND PROCEDURES

1. Review and recommend updates to the OkPACE Bylaws and Policies and Guidelines to ensure consistency, accuracy, and alignment with the division’s mission and the OkACTE Bylaws and Guidelines. The Division President-Elect shall serve as co-chair of this committee.

F. KALEIDOSCOPE

1. Promote and support a diverse and inclusive culture within the OkPACE Division and assist in planning programs and activities that enhance awareness and engagement.

G. AWARDS AND RECOGNITION

1. Communicate award guidelines, encourage submissions from OkPACE members, develop evaluation criteria and rubrics, review and score nominations, and coordinate the selection and presentation of awards.

H. NOMINATING

1. Nominate a slate of candidates for elected OkPACE offices for the subsequent term. This committee shall be chaired by the Immediate Past President.

I. MUTUAL BENEVOLENCE PLAN

1. Inform new and current members about enrollment opportunities and updates related to the OkACTE Mutual Benevolence Plan.

J. AUDIT COMMITTEE

1. Review financial reports annually to ensure accuracy and appropriate fiduciary oversight.

K. COMPREHENSIVE PROFESSIONALS COUNCIL (CPC)

1. Represent OkPACE by serving as members of the OkACTE Comprehensive Professionals Council (CPC).

L. SPECIAL/AD HOC

1. Special or ad hoc committees may be established by the Division President or Executive Committee as needed. These committees may include, but are not limited to, the following:

i. PROFESSIONAL DEVELOPMENT

1. Support the planning and delivery of professional development opportunities for OkPACE members.

ii. SOCIAL

1. Plan and support social and networking activities that promote member engagement.

iii. SPONSOR

1. Coordinate sponsor outreach, engagement, and support for OkPACE activities and events.

CONFLICT OF INTEREST POLICY

ARTICLE I: PURPOSE

The purpose of the conﬂict of interest policy is to protect the interests of this tax-exempt organization, (OkPACE), when it is contemplating entering into a transaction or arrangement that might beneﬁt the private interest of an oﬃcer or director of the OkPACE or might result in a possible excess beneﬁt transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conﬂict of interest applicable to nonproﬁt and charitable organizations.

ARTICLE II: DEFINITIONS

A. Interested Person

1. Any director, principal oﬃcer, or member of a committee with governing board delegated powers, who has a direct or indirect ﬁnancial interest, as deﬁned below, is an interested person.

B. Financial Interest

1. A person has a ﬁnancial interest if the person has, directly or indirectly, through business, investment, or family:

2. An ownership or investment interest in any entity with which the OkPACE has a transaction or arrangement,

3. A compensation arrangement with any entity or individual with which the OkPACE has a transaction or arrangement, or

4. A proposal of ownership or investment interest in, or compensation arrangement with, any entity or individual with which the OkPACE is negotiating a transaction or arrangement. Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial.

5. A ﬁnancial interest is not necessarily a conﬂict of interest. Under Article III, Section 2, a person who has a ﬁnancial interest may have a conﬂict of interest only if the appropriate governing board or committee decides that a conﬂict of interest exists.

ARTICLE III: PROCEDURES

A. In connection with any actual or possible conﬂict of interest, an interested person must disclose the existence of the ﬁnancial interest and be given the opportunity to disclose all material facts to the directors and members of committees with governing board delegated powers considering the proposed transaction or arrangement.

1. The remaining board or committee members shall decide if a conﬂict of interest exists.

2. After disclosure of the ﬁnancial interest and all material facts, and after any discussion with the interested person, he/she shall leave the governing board or committee meeting while the determination of a conﬂict of interest is discussed and voted upon.

CODE OF ETHICS

The OkPACE educator believes in the worth and dignity of each individual and in the value of career and technical education in enhancing individual development. Consequently, OkPACE educators strive for the highest ethical standards to merit the respect and conﬁdence of students, colleagues and the business community. They use their skills and knowledge to develop each of their students or colleagues to maximize human potential. This statement provides a framework by which to guide OkPACE educators and the institutions through which they work in attaining the highest degree of professionalism.

With respect to self, the OkPACE educator:

· Represents personal and professional qualiﬁcations in a true and accurate manner.

· Maintains conﬁdentiality of students and colleagues except where disclosure is compelled by law or to serve a compelling professional need.

· Bases professional action and decisions upon sound, objective rationale without inﬂuence of favors, gifts, or personal or political advantage.

· Recognizes and accepts responsibility for individual actions, judgments and decisions.

· Strives throughout one’s career to master, maintain and improve professional competence through study, work, travel and exploration.

· Contributes to the growing body of specialized knowledge, concepts and skills that characterize career and technical education.

· Strives for the advancement of post-secondary adult career education, upholds its honor and dignity, and works to strengthen it in the community, state and nation.

· Participates actively in the work of professional organizations to deﬁne and improve standards of post-secondary adult career and technical education preparation and service.

· Establishes and maintains conditions of employment conducive to providing high-quality post-secondary adult career education.

· Prepares carefully as a teacher so instruction is accurate, current, objective and scholarly, and designed to enhance the students individual capabilities.

· Exercises professional judgment in presenting, interpreting and critiquing ideas, including controversial issues.

· Joins with other professionals whose mission is to improve the delivery of post-secondary adult career education to the nation’s citizens.

With respect to others, the OkPACE educator:

· Uses individual competence as a principal criterion in accepting delegated responsibilities and assigning duties to others.

· Provides statements about a colleague or student in a fair, objective manner without embarrassment or ridicule.

· Provides educational and/or career options to all students or colleagues.

· Evaluates students and colleagues without regard to race, color, creed, sex, status or any other factor unrelated to the need for post-secondary adult career education,

· Allows any student or colleague to participate in the program who can beneﬁt from the program and

· Provides the same beneﬁts or advantages to all students or colleagues in the program.

· Respects the rights and reputations of the students and colleagues with whom one works, and the institution with which one is aﬃliated.

· Acts to safeguard the health and safety of students and colleagues against incompetent, unethical or illegal behavior of any person, whether student or colleague.

· Promotes admission to the profession of persons who are fully qualiﬁed because of character, education and experience, according to legally established criteria and standards.

· Exercises professional judgment in the choice of teaching methods and materials appropriate to the needs and interests of each student.

· Inﬂuences eﬀectively the formation of policies and procedures that aﬀect one’s professional work.

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