Iowa State University Alumni Association
 

Policies

Board Policies—General

Board Policies—Financial

 

Board Policies—General

ADVERTISING POLICY

All advertising content for Iowa State University Alumni Association (ISUAA) print and online media is subject to the ISUAA president/publisher’s approval. The publisher reserves the right to reject or cancel any advertising at any time.
The advertiser (and/or advertising agency, if any) agree to indemnify the ISUAA, including the ISUAA president/ publisher, against any liability or expense resulting from claims or suits based on the contents or subject matter of the advertisement, including, without limitation, claims or suits for libel, violation of rights of privacy, plagiarism, copyright or trademark infringement or unauthorized use of the names(s), likeness(es), statement(s) or work of any person or persons.
Unintentional or inadvertent failure by the publisher to publish the advertisement shall not constitute a breach of contract.

Ad rates are subject to change. When new rates are announced, advertisers will be protected at their contract rates until the end of the contract period if ad rates are higher.

Approved by ISU Alumni Association Board of Directors on Feb. 14, 2014.

Advertising Guidelines
In general, the ISU Alumni Association does not accept any advertising:

  • that is libelous or untrue
  • that violates any local, state, or federal law
  • that encourages discrimination against any individual or group on the basis of race, color, age ethnicity, religion, national origin, pregnancy, sexual orientation, gender identity, genetic information, sex, marital status, disability, or status as a U.S. veteran
  • for tobacco products
  • for partisan politics
  • that promotes irresponsible use of alcohol
  • that violates U.S. Postal regulations

All merchandise advertised in ISUAA print or electronic media that includes an official registered Iowa State University trademark must be licensed by the ISU Trademark Licensing Office, the official licensing agency for Iowa State University.

Approved by ISU Alumni Association Board of Directors on Feb. 14, 2014.

ANTI-DISCRIMINATION POLICY

The Iowa State University Alumni Association and its Board of Directors shall not discriminate on the basis of race, age, gender, marital status, sexual orientation, status as a U.S. veteran, disability, national origin or ancestry, religion, economic status, union membership, or political affiliation. Selection to the Board of Directors will be solely on the basis of merit and qualification.

It is the policy of the ISUAA, its employees, and its Board of Directors to provide information, programs, and services to any and all members of the Association and for those interested in serving in a volunteer capacity.

The ISUAA and Board of Directors, in compliance with the Americans with Disabilities Act of 1990, shall not knowingly discriminate against individuals with disabilities. The ISUAA Board of Directors will consider modifying schedules and other adjustments to reasonably accommodate Board or staff members with disabilities.

Any grievance regarding discrimination shall be handled through the Board-approved grievance policy.

Adopted by the ISU Alumni Association Board of Directors on February 27, 2004.

ATTENDANCE POLICY

Directors are expected to attend all meetings of the Board (four annually). Absences from four (4) or more periodic meetings in any two-year period or two (2) consecutive meetings in one year constitute grounds for removal.

Adopted by the ISU Alumni Association Board of Directors on February 5, 2000. Adopted revisions on February 17, 2006.

BOARD COMMITTEE POLICY

Board policies shall apply to any committee, task force, or other group that is formed under the authority of the ISUAA Board of Directors with the purpose of completing, or assisting with, the Board’s responsibilities and duties.

Adopted by the ISU Alumni Association Board of Directors on Feb. 22, 2013.

BOARD GIVING POLICY

The Board Giving Policy Task Force fully supports the current requirements for  ISUAA Board membership as outlined in the ISUAA Bylaws and the ISUAA Board Members’ Job Description, as well as the Annual Board Members Revenue Generation Plan carried out by the Membership and Revenue Enhancement Committee.  The latter encourages individual board member’s participation in revenue generation.  The Task Force sees this activity as meeting and responding to the ISUAA’s board giving policy commitment which encourages individual board members annually participate in giving to the ISUAA and additional options for giving be explored and provided to board members by the ISUAA.

Adopted by the ISU Alumni Association Board of Directors of February 24, 2012.

BUSINESS MEMBERSHIP POLICY

Any application for a Business membership, at any level, in the Iowa State University Alumni Association (ISUAA) is subject to the ISUAA president’s approval. The ISUAA president reserves the right to reject or cancel any business membership at any time.

The business member agrees to indemnify the ISUAA, including the ISUAA president, against any liability or expense resulting from claims or suits based on the contents or subject matter of the membership, including, without limitation, claims or suits for libel, violation of rights of privacy, plagiarism, copyright or trademark infringement or unauthorized use of the names(s), likeness(es), statement(s) or work of any person or persons.

Business membership dues are subject to change. When new dues are announced, sponsors will be protected at their contract rates until the end of the membership period if Business membership dues are higher.

Approved by ISU Alumni Association Board of Directors on Feb. 14, 2014.

Business Membership Guidelines
In general, the ISU Alumni Association does not accept any Business member:

  • that violates any local, state, or federal law
  • that encourages discrimination against any individual or group on the basis of race, color, age ethnicity, religion, national origin, pregnancy, sexual orientation, gender identity, genetic information, sex, marital status, disability, or status as a U.S. veteran
  • that promotes tobacco products as the primary purpose of their business
  • that promotes partisan politics as the primary purpose of their business
  • that promotes irresponsible use of alcohol

Approved by ISU Alumni Association Board of Directors on Feb. 14, 2014.

CONFIDENTIALITY POLICY

The ISU Alumni Association employees, Board members, independent contractors, and vendors may not disclose, divulge, or make accessible confidential information belonging to or obtained through their affiliation with the ISU Alumni Association, including relatives, friends, and business and professional associates, other than to persons who have been approved as set forth below or by the Alumni Association chief executive.

Confidential information shall be treated in accordance with the Iowa State University Foundation’s Information Confidentiality Policy:

“The Iowa State University Foundation maintains information to facilitate university business while upholding the trust and confidence of alumni and donors. The use of information maintained by the Iowa State University Foundation is restricted to official university business, and no information is released for commercial, political, or religious purposes.”

Alumni Association employees, Board members, independent contractors, and vendors must exercise good judgment and care at all times to avoid unauthorized or improper disclosures of confidential information. Conversations in public places should be limited to matters that do not pertain to information of a sensitive or confidential nature. In addition, confidential information should not be left in plain view or be communicated by speaker phone.

The duties under this Confidentiality Policy shall extend and remain in existence following the termination of the employees’, Board members’, independent contractors’, and vendors’ affiliation with the Alumni Association.

Iowa State University Alumni Association employees shall monitor the use of the Iowa State University Online Alumni Directory to ensure its users adhere to the following confidentiality policy:

“The Iowa State University Online Alumni Directory is for official Iowa State University Alumni Association use. The use of this directory for any other purpose, including, but not limited to, reproducing and storing in a retrieval system by any means, electronic or mechanical; photocopying; or using the addresses or other information contained in this directory for any private, commercial, or political use, is strictly prohibited.”

Adopted by the ISU Alumni Association Board of Directors on February 27, 2004. Amended on May 29, 2009.

CONFLICT OF INTEREST POLICY

Article I – Purpose

The purpose of the conflict of interest policy is to prevent the personal interest of employees, members of the Board of Directors, and/or committees from interfering with the performance of their duties to the Association, or resulting in personal, financial, professional and/or political gain on the part of such persons at the expense of the Association or its members.

Article II – Definitions

1. Interested persons. An interested person is any employee, Board member, or committee member of the Association or family as outlined in section 3 below who has a financial interest in a transaction or arrangement involving the Association. 

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

  1. An ownership or investment interest in any entity with which the Association has a transaction or arrangement.
  2. A compensation arrangement with the Association or with any entity or individual with which the Association has a transaction or arrangement.
  3. A potential ownership or investment interest, greater than five percent, in, or compensation arrangement with, any entity or individual with which the Association is negotiating a transaction or arrangement.

3. Family. “Family” includes an individual’s spouse, partner, parents, siblings, children, and corresponding in-law and step relationships.

4. Entity. Entity shall mean any sole proprietorship, partnership, limited partnership, limited liability partnership, limited liability company, corporation, professional corporation, association, professional association, enterprise, franchise, trust, joint venture, business or other entity, whether non-profit or for profit.

5. Compensation/employment. Compensation includes direct and indirect remuneration as well as gifts or favors that are substantial in nature.

Article III – Procedures

1. Duty to disclose. In connection with any actual or possible conflict of interest, an interested person must disclose the existence of his or her financial interest and all material facts to the directors and members of committees with Board delegated powers considering the proposed transaction or arrangement.

An interested person is prohibited from misusing inside information, prior to public disclosure, for their own benefit or for the benefit of members of their family or from disclosing that information to anyone who does not have a legitimate business need to know the information.

2. Determining whether a conflict of interest exists. After disclosure of the financial interest and all material facts, and after any discussion with the interested person, the Audit Committee will have the responsibility of determining whether a conflict exists.

3. Procedures for addressing conflict of interest:  

  1. An interested person may make a presentation at the Board or committee meeting, but after such a presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or the arrangement that is the subject of the potential conflict of interest.
  2. The chair of the Board or committee shall, if appropriate, appoint a disinterested person or committee to investigate the alternatives to the proposed transaction or arrangement.
  3. After exercising due diligence, the Board or committee shall determine whether the Association can obtain a more advantageous transaction or arrangement with reasonable efforts from a person or entity that would not give rise to a conflict of interest.
  4. If a more advantageous transaction or arrangement is not reasonably attainable under circumstances that would not give rise to a conflict of interest, the Board or committee shall determine by a majority vote of the disinterested directors whether the transaction or arrangement is in the Association’s best interest and for its own benefit and whether the transaction is fair and reasonable to the Association, and shall make its decision as to whether to enter into the transaction or arrangement in conformity with such determination.  

4. Violations of the Conflict of Interest Policy:  

  1. If the Board or committee has reasonable cause to believe that an interested person has failed to disclose actual or possible conflicts of interest, it shall inform the interested person of the basis for such a belief and afford the interested person an opportunity to explain the alleged failure to disclose.
  2. If, after hearing the response of the interested person and making further investigation as may be warranted in the circumstances, the Board or committee determines if the interested person has in fact failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.  

Article IV – Records and Proceedings

The minutes of the Board and all committees with Board-delegated powers shall contain:

1. The names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest, the nature of the financial interest, and the Board’s or committee’s decision as to whether a conflict of interest existed.

2. The names of the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection therewith.

Article V – Annual Statements

Each employee, Board member, principal officer, and member of a committee with Board-delegated powers shall annually sign a statement, which affirms that a person:

  1. has received the Conflict of Interest policy,
  2. has read and understands this policy,
  3. has agreed to comply with this policy, and
  4. understands that the Association is a 501(c)(3) organization and that, in order to maintain its federal tax exemption, it must engage primarily in activities which accomplish one or more of its tax-exempt purposes.

Adopted by the ISU Alumni Association Board of Directors on May 22, 2004. Adopted revisions on May 21, 2010.

CONSENT AGENDA POLICY

A consent agenda will be used when there is a non-controversial business item(s) on which the Board needs to vote. Complete information regarding such item(s) will be provided in advance of the meetings to Board members, so that Directors are aware of such item(s) and have the opportunity to consider whether such item(s) is non-controversial.

The consent agenda will be placed near the beginning of each Board meeting. If any member considers that a specific item needs discussion, it will be removed from the consent agenda and placed on the regular agenda for debate and action later in the meeting. A quorum must be present to take action on a consent agenda item.

Approved by the ISUAA Board of Directors on May 21, 2010.

DISCOUNT PROGRAM POLICY

All discount program participation for the Iowa State University Alumni Association (ISUAA) is subject to the ISUAA president’s approval. The ISUAA president reserves the right to reject or cancel any discount program at any time.
The discount program participant agrees to indemnify the ISUAA, including the ISUAA president, against any liability or expense resulting from claims or suits based on the contents or subject matter of the discount program, including, without limitation, claims or suits for libel, violation of rights of privacy, plagiarism, copyright or trademark infringement or unauthorized use of the names(s), likeness(es), statement(s) or work of any person or persons.

Approved by ISU Alumni Association Board of Directors on Feb. 14, 2014.

Discount Program Guidelines
In general, the ISU Alumni Association does not accept any discounts:

  • that violates any local, state, or federal law
  • that encourages discrimination against any individual or group on the basis of race, color, age ethnicity, religion, national origin, pregnancy, sexual orientation, gender identity, genetic information, sex, marital status, disability, or status as a U.S. veteran
  • for tobacco products
  • for partisan politics
  • that promote irresponsible use of alcohol

Approved by ISU Alumni Association Board of Directors on Feb. 14, 2014.

DOCUMENT RETENTION POLICY

The purposes for this records retention policy are accountability, history, and efficiency. All staff have the responsibility for identifying and retaining relevant records. Where appropriate, the Iowa State University Records Retention Policy as listed in the Policy Library will be followed.

Adopted by the ISUAA Board of Directors on Feb. 25, 2011.

ETHICS POLICY

The Iowa State University Alumni Association is committed to the highest standards of ethical business conduct. Each employee and Board member is responsible for acting both ethically and with integrity, and no employee or Board member is ever authorized to commit or direct another to commit an illegal act.

To protect the Alumni Association’s reputation – and that of its staff and volunteers – all are required to report suspected illegal or unethical conduct promptly to the Association’s chief executive, the Board chair, the Board’s Executive Committee, or another member of the ISUAA management team, whereas these individuals are not involved. Contact information on the Board chair and the Executive Committee are updated annually in the Association’s Board of Directors Handbook.

Concerns regarding ethical matters involving accounting or financial irregularities should be directed to the chair of the Association's Audit Committee.

The Alumni Association takes seriously its responsibility to act with integrity. Unethical or illegal acts can never be justified and may result in disciplinary action, up to and including termination of employment and Board service. Any retaliation against someone who reasonably believes illegal or unethical behavior has occurred, or is about to occur, and who reports the behavior pursuant to this policy, is strictly forbidden. To this end, all ISUAA Board and staff members agree to abide by the following Statements of Ethics:

ISU Alumni Association Statement of Ethics

We, as staff and Board members, dedicate ourselves to carrying out the mission of this organization by adhering to the following:

  1. Recognize that the chief function of the Iowa State University Alumni Association at all times is to serve the interest of our constituency, which includes Iowa State University.
  2. Accept as a personal duty the responsibility to keep up to date on emerging issues and to conduct ourselves with professional competence, fairness, impartiality, efficiency, and effectiveness.
  3. Respect the structure and responsibilities of the Board, provide facts and advice as a basis for making policy decisions, and uphold and implement all policies adopted by the Board.
  4. Keep the Association’s constituency informed about issues affecting it.
  5. Conduct our organizational and operational duties with positive leadership exemplified by open communication, creativity, dedication, and compassion.
  6. Exercise whatever discretionary authority we have under the law to carry out the mission of the Association.
  7. Serve with respect, concern, courtesy, and responsiveness in carrying out the Association’s mission.
  8. Demonstrate the highest standards of personal integrity, truthfulness, honesty, and fortitude in all our activities in order to inspire confidence and trust in our activities.
  9. Avoid any interest or activity that is in conflict with the conduct of our official duties.
  10. Respect and protect privileged information to which we have access in the course of our official duties.
  11. Strive for personal and professional excellence and encourage the professional developments of others.

Adopted by the ISU Alumni Association Board of Directors on February 27, 2004.

GRIEVANCE POLICY

A grievance is any significant concern, other than harassment, that arises and is in violation of Board or personnel practices, either between members of the ISUAA Board of Directors or Alumni Association employees and Board directors.

Board directors are encouraged to take grievances involving another director directly to that person for discussion and resolution. If the two directors are unable to resolve their differences, they may at that time request a mediation meeting with the chair of the Board with both directors present. If the grievance is unresolved at that level, a second mediation meeting can be arranged with the chief executive of the Alumni Association and/or Executive Committee. The resolution of the chair and the chief executive and/or Executive Committee shall be considered final.

Board directors are encouraged to take grievances involving staff directly to that person for discussion and resolution. If the two are unable to resolve their differences, they may at that time request a mediation meeting with the chief executive of the Alumni Association and/or the chair of the Board of Directors. The resolution between these parties shall be considered final.

Should the grievance involve a Board director and the chief executive of the Alumni Association, the involved parties should meet and attempt to resolve their differences. If the two are unable to resolve their differences, they may request a mediation meeting with the chair of the Board and the Executive Committee. If the grievance is unresolved at that level, a second mediation meeting can be arranged with the president of the university or his/her designee for discussion and final resolution.

Board members are encouraged to take grievances involving the chair directly to that person for discussion and resolution. If the two are unable to resolve their differences, they may at that time request a mediation meeting with the Executive Committee. The resolution between these parties shall be considered final.

The ISUAA Board of Directors recognizes that certain circumstances may arise in which it may be inappropriate for Board members to pursue the resolution of a problem in the prescribed sequence. The following exceptions are instances where a board member may bypass steps to seek resolution of a situation by discussing the matter confidentially with the president of the university.

  • If the grievance or problem involves a known or suspected violation of the law.
  • If the grievance or problem is clearly not within the authority of the Board chair to resolve.
  • If the parties involved mutually agree to bypass the Board chair.
  • If the nature of the grievance, problem, or dispute involves or has been caused by the chair and/or chief executive.

This policy does not apply to harassment grievances, which should be handled pursuant to the harassment policy.   

Adopted by the ISU Alumni Association Board of Directors on May 22, 2004.

HARASSMENT POLICY

The ISUAA Board of Directors expressly prohibits any employee or Board member from harassment or discrimination based on race, color, religion, sex, sexual orientation, national origin, age, marital status, disability, status as a U.S. Vietnam Era Veteran, or any group protected by state or local law.

Sexual harassment undermines the integrity of the employment and volunteer relationship. All employees and volunteers must be allowed to work in an environment free from unsolicited and unwelcome sexual overtures. Sexual harassment reduces morale, interferes with work productivity, impugns individual dignity, and is contrary to the ISUAA mission.

With respect to sexual harassment, the ISUAA Board of Directors prohibits the following:

1. Unwelcome sexual advances, requests for sexual favors, and all other verbal or physical conduct of a sexual or otherwise offensive nature, especially where the conduct has the purpose or effect of creating an intimidating, hostile, or offensive working environment.

2. Offensive comments, jokes, innuendos, and other sexually oriented statements.

If an individual alleges that harassment has occurred, the reporting of the incident shall occur as follows:

1. If the individual making the complaint is a staff member who claims harassment by a Board member, the incident should be reported to the chief executive of the ISUAA or the university’s Director of Equal Opportunity and Diversity, who will investigate the matter and take appropriate action.

2. If the individual making the complaint is a Board member who claims harassment by a staff member, the incident should be reported to the chair or any member of the Executive Committee of the ISUAA Board, or to the chief executive of the ISUAA, who will have the incident investigated and take appropriate action.

3. If the individual making the complaint is a Board member who claims harassment by another Board member, the incident should be reported to the chair or any member of the Executive Committee of the ISUAA Board, who will investigate the matter and take appropriate action.

The ISUAA prohibits any form of retaliation for filing a bona fide complaint under this policy or for assisting in a complaint investigation.

Adopted by the ISU Alumni Association Board of Directors on May 22, 2004.

MANAGEMENT SUCCESSION PLAN

Objective: To have a process in place to solicit ideas for potential replacements for the ISUAA president; to facilitate more quickly the replacement if the employee leaves the role. Define a process to cover roles of the vice president, as well as all director-level positions and the chief communications officer within the Association.

Constraints: Due to the ISUAA employee affiliation with the University, the ISUAA Board of Directors cannot list names of staff that could be potential replacements in any scenario. We can identify external candidates only for the role of ISUAA president, and internal staff members have the right to apply for any open position.

ISUAA President:

Permanent Replacement
As part of the annual review, a discussion of potential successors will occur. The ISUAA president will provide information on external candidates the Board should consider for the position. The ISUAA president will provide the immediate past Board chair and current Board chair with a list of at least three candidates which will include contact information for the individuals.

The immediate past Board chair and current Board chair will also have an annual conversation with both the president and vice president for business and finance of the University for additional nominees.

Nominees’ names will remain confidential and will be kept on file for up to three years.

There is no guarantee that any of the nominees listed will be contacted if the need arises; the primary goal is to provide names for consideration.

Short-term leave coverage
If the need arises for short-term coverage of the president, the vice president will be held responsible for fulfilling the duties until the employee returns.

Vice President:

If a need arises for short-term coverage or full replacement of the vice president, the following individuals will be held responsible for the duties until the employee returns or the position is filled:

  • ISUAA president: Will oversee project direction of the directors and strategic goals.
  • Director of outreach and events: Will oversee the Alumni Center events manager activities.
  • Executive assistant to the president will work with the office coordinator: Will oversee the human resources activities.
  • Director of finance: Will oversee the risk management activities.

Director of Finance:

If a need arises for short-term coverage or full replacement of the director of finance, the following individual will be held responsible for the duties until the employee returns or the position is filled:

  • Vice president: Will oversee activities associated with the role of the director of finance.
  • A temporary accountant will be contracted from the University or an outside agency.

Chief Communications Officer:

If a need arises for short-term coverage or full replacement of the chief communications officer, the following individuals will be held responsible for the duties until the employee returns or the position is filled:

  • ISUAA president: Will provide leadership to the associate director of communications.
  • Associate director of communications: Will step into the role and provide all functional support under the leadership of the ISUAA president.

Directors of Membership & Marketing, Outreach & Events, Student Programs/Travel:

If a need arises for short-term coverage or full replacement of a director, the following individuals will be held responsible for the duties until the employee returns or the position is filled:

  • ISUAA president and vice president: Will work together to determine if an individual needs to be appointed as the temporary manager during the absence of said director.
  • Vice president: Will provide leadership to said area in all cases.

Adopted by the ISU Alumni Association Board of Directors on Feb. 25, 2011.

MEDIA POLICY

This policy is intended to address non-routine contact with the media and those situations that have not been previously designated by the chief executive as part of the ongoing job responsibilities of specific Alumni Association staff and/or Board of Directors.

To ensure the quality and consistency of non-routine information provided to media sources, the following shall be enforced:

  • All media contacts are to be handled by the chief executive, or his or her designee.
  • All press releases or other promotional materials are to be approved by the chief executive, or his or her designee, prior to dissemination.
  • Failure to comply with the media policy shall constitute grounds for removal.

Adopted by the ISU Alumni Association Board of Directors on February 27, 2004. Adopted revisions on February 17, 2006.

NEPOTISM POLICY

The Iowa State University Alumni Association permits the employment of qualified relatives of employees and Board members as long as such employment does not create an actual or perceived conflict of interest. For purposes of this policy, “relative” is a spouse, partner, child, parent, sibling, grandparent, grandchild, or corresponding in-law or “step” relation. The Iowa State University Alumni Association will exercise sound business judgment in the placement of related employees in accordance with the following guidelines:

1. Individuals who are related by blood or marriage are permitted to work for the Iowa State University Alumni Association, provided no direct reporting or supervisory/management relationship exists. That is, no employee is permitted to work within the “chain of command” of a relative such that one relative’s work responsibilities, salary, or career progress could be influenced by the other relative.

2. No relatives are permitted to work in the same department or in any other positions in which the Iowa State University Alumni Association management believes an inherent conflict of interest may exist.

3. Employees who marry while employed are treated in accordance with these guidelines. If, in the opinion of the Iowa State University Alumni Association management, a conflict or an apparent conflict arises as a result of the marriage, one of the employees will be transferred at the earliest practical time.

4. The Iowa State University Alumni Association management recognizes at times, employees and their “close friends,” “partners,” or “significant others” may be assigned to positions that create a co-worker or supervisor-subordinate relationship. The Iowa State University Alumni Association management will, in its discretion, exercise sound judgment with respect to the placement of employees in these situations in order to avoid the creation of a conflict or the appearance of a conflict of interest, avoid favoritism or the appearance of favoritism, and decrease the likelihood of sexual harassment in the workplace.

Adopted by the ISU Alumni Association Board of Directors on February 27, 2004. Adopted revisions on May 21, 2010.

OFFICERS NOMINATING COMMITTEE POLICY

The committee consists of the current Board chair, immediate past Board chair, and three (3) elected directors. Each of the elected directors cannot be current officers, must have served two or more years, and must not be interested in serving as an officer for the upcoming year. The immediate past chair shall select one of these three individuals to chair the committee. Elected and appointed directors are encouraged to provide committee members with officer recommendations immediately following the winter board meeting each year. The Nominating Committee will meet in person or by telephone to make recommendations for the officers. The slate will be distributed to all Board members, a vote conducted, and the results announced to the Board via electronic means ten (10) days prior to the Spring Board meeting.

Adopted by the ISU Alumni Association Board of Directors on November 22, 1991, and amended on February 4, 2002. Adopted revisions on February 16, 2007, May 21, 2010, and February 24, 2012. Revisions adopted on February 28, 2015.

REMOVAL POLICY OF ISUAA BOARD MEMBERS

After a Board member has missed four (4) or more periodic meetings in any two-year period or two (2) consecutive meetings in a one-year period, the policy of the ISUAA Board of Directors states that the member is subject to removal. The following steps should be followed to assure that the proposed member has been given every opportunity to reestablish their commitment or resign:

Step 1: Vice chair of records informs the Board chair if a Board member is subject to removal due to lack of attendance.

Step 2: The Board chair contacts said Board member to identify reasons for lack of attendance and what the Board member sees as his/her future commitment to Board service, especially in light of reasons for lack of attendance.

Step 3: Following the chair’s consultation with said Board member, the chair has the authority to recommend to the Executive Committee the removal of said Board member or to consult with the Executive Committee to determine whether the Board member should be removed. In every instance when confidentiality is requested by the Board member in question, the chair must respect that confidentiality.

Step 4: The decision of the Executive Committee will be forwarded to the Board for approval. In every instance when confidentiality is requested by the Board member in question, the chair must respect that confidentiality.

Step 5: Said director who is subject to removal has 14 days to set a hearing through the chair with the Executive Committee or directors prior to the voting of the directors. If no hearing is requested, proceed to Step 6.

Step 6: The chair contacts said Board member by telephone or in person regarding the Board of Directors’ final decision. The chair also will follow up contact in writing with a copy of the correspondence to the vice chair of records for the Alumni Association’s permanent files.

Step 7: The Board will move to replace the removed director following termination as stated in Article III, Section 8 of the ISU Alumni Association’s bylaws.

Adopted by the ISU Alumni Association Board of Directors on May 12, 2006.

RISK MANAGEMENT POLICY

The Iowa State University Alumni Association is committed to protecting its human, financial, and goodwill assets and resources through the practice of effective risk management. The Iowa State University Alumni Association's Board and management are dedicated to safeguarding the safety and dignity of its paid and volunteer staff, its members, and anyone who has contact with the Association. To this end, the Board will ensure that the Association has a risk-management plan and that the plan is reviewed and updated on an annual basis.

Risk Management Policy statement

The Iowa State University Alumni Association shall commit to implementing a risk management philosophy and appropriate actions. The Association will be proactive in committing the necessary resources, within reason and acceptable limits, to identify risk and liabilities, determine impacts, and adopt corrective actions to reduce exposure to risk.

Adopted by the ISU Alumni Association Board of Directors on February 27, 2004. Amended by the ISU Alumni Association Board of Directors on October 24, 2008.

SPONSORSHIP POLICY

All sponsor/sponsorship content for the Iowa State University Alumni Association (ISUAA) is subject to the ISUAA president’s approval. The ISUAA president reserves the right to reject or cancel any sponsor/sponsorship at any time.
The sponsor (and/or third party, if any) agree to indemnify the ISUAA, including the ISUAA president, against any liability or expense resulting from claims or suits based on the contents or subject matter of the sponsorship, including, without limitation, claims or suits for libel, violation of rights of privacy, plagiarism, copyright or trademark infringement or unauthorized use of the names(s), likeness(es), statement(s) or work of any person or persons.

Sponsorship rates are subject to change. When new rates are announced, sponsors will be protected at their contract rates until the end of the contract period if sponsorship rates are higher.

Approved by ISU Alumni Association Board of Directors on Feb. 14, 2014.

Sponsorship Guidelines
In general, the ISU Alumni Association does not accept any sponsor/sponsorship:

  • that violates any local, state, or federal law
  • that encourages discrimination against any individual or group on the basis of race, color, age ethnicity, religion, national origin, pregnancy, sexual orientation, gender identity, genetic information, sex, marital status, disability, or status as a U.S. veteran
  • for tobacco products as the primary purpose of their business
  • for partisan politics as the primary purpose of their business
  • that promotes irresponsible use of alcohol

Approved by ISU Alumni Association Board of Directors on Feb. 14, 2014.

SPOUSE REIMBURSEMENT POLICY

The ISU Alumni Association is committed to being fiscally responsible, and to this end, the Association shall not pay for or reimburse travel, lodging, or other expenditures for an employee’s spouse (or significant other), dependents, or others who are accompanying the employee conducting business for the organization unless they, too, are conducting such business, except as set forth below.  If in certain circumstances, an organization deems it proper to cover expenses for a spouse (or significant other), dependent, or other person accompanying someone on business travel, the payment must be treated in accordance with current IRS regulations.

As defined in the employment contract for ISU Alumni Association President and CEO, employment responsibilities include assisting and participating in university and ISU Foundation fundraising activities.  In these situations, it is allowable for the spouse (or significant other) to participate and to cover their expenses.

When complimentary hosting spaces are earned through the ISUAA travel tour program, sometimes the spouse/guest of an ISUAA staff member has the option of accompanying the host as either a co-host, if the additional complimentary space is earned, or by paying the negotiated tour cost – often a discounted rate.  If the spouse/guest receives a complimentary package, he/she is to assume the same role as the host.  No spouse/guest expenses are reimbursed.

Meal expenses for an employee's spouse (or significant other) usually are not reimbursable. Some possible exceptions include:

  1. When the interviewee's spouse (or significant other) also is attending an interview meal.
  2. When the interviewer and interviewee are of different genders, inviting the interviewer's spouse (or significant other) may make the interviewee feel more at ease. However, if other employees are involved in the interview, attendance of employees' spouses (or significant others) should be questioned.
  3. When the employee is being recognized at a staff recognition function, attendance of a spouse (or significant other) is generally permitted.
  4. When meeting with a donor couple, the ISU staff member may bring a spouse (or significant other).
  5. When attending a fundraising event, sometimes it is expected that employees' spouses (or significant others) attend.  This often occurs when being asked to host a table.

These exceptions for meal expenses are not allowed for sponsored funding.

In any situation involving spouses (or significant others), an explanation is required to justify the business purpose.

Approved by ISU Alumni Association Board of Directors on May 30, 2014.

WHISTLEBLOWER POLICY

Purpose:

To provide a method by which employees or volunteers of the Iowa State University Alumni Association (“ISUAA”) may report “Suspected Wrongdoing,” which includes:

  1. The financial management of the organization, its assets, internal controls and auditing or financial reporting matters;
  2. Compliance with the ISUAA Policies, Iowa State University Policies;
  3. Compliance with applicable federal, state, or local law and regulations; or
  4. Any action which would discredit ISUAA.

Employees are first encouraged to report concerns to their supervisor, and such concerns may be taken through the chain of control. Alternatively, an employee under this policy may report such matters to certain officers, certain chairs, or the ISU hotline.

General:

Public trust and accountability are essential to the success of ISUAA and employees are encouraged to report to an officer or Board member of ISUAA any activity bringing into question the proper financial management, accounting and reporting responsibilities of ISUAA, the failure to comply with ISUAA Policies or Iowa State University Policies, or the failure to comply with any applicable federal, state, or local law and regulations or any action which would discredit ISUAA. No retaliatory action or adverse employment consequences will be taken against an employee for reporting in good faith a suspected act of wrongdoing by a co-worker, officer, or Board member of ISUAA.

Procedure:

Employees are first encouraged to report concerns to their supervisor, and such concerns may be taken through the chain of control. Alternatively, to eliminate risk of retaliation, an employee or volunteer may report suspected wrongdoing as follows:

1. Any individual may submit an anonymous report of suspected wrongdoing by any ISUAA employee or Board member by contacting one of the following by email or phone:

  • ISUAA Vice President and COO
  • ISUAA President and CEO
  • ISUAA Chair of the Board of Directors
  • Chair-elect of the ISUAA Board of Directors
  • Chair of the ISUAA Audit Committee

Or by contacting the Iowa State University Confidential Hotline (866) 384-4277 or by going to the Confidential Hotline website.

Anonymous reports must provide sufficient detailed information identifying the activity and individual to initiate an investigation. Once submitted, an e-mail will be sent to the ISUAA Audit Committee Chair, the Chair of the Board of Directors and ISUAA President as long as it does not involve one of these individuals. Discussions and documentation regarding the reports will be kept in strict confidence, consistent with the need to conduct an adequate investigation. Further, confidentiality will be adhered to as permitted by policy, law, and regulations. 

2. Should the complaint involve issues of possible improprieties related to financial management, financial reporting, management or internal controls, the Chair of the Audit Committee will consult with the Chair of the Board of Directors as to further action.

  1. The Chair of the Audit Committee, in consultation with the Chair of the Board of Directors, will initiate an investigation of such alleged wrongdoing. The Chair of the Audit Committee may appoint an appropriate individual to investigate the matter on behalf of the Audit Committee and Board of Directors. In matters involving the President, the Chair of the Audit Committee will work with the Chair of the Board of Directors to determine the appropriate course of investigation.
  2. A written report of the findings of any internal investigation of Suspected Wrongdoing in response to a report pursuant to this policy will be forwarded to all members of the Audit Committee. The Audit Committee or the Board of Directors shall determine if any further investigation or action is warranted.

3. Persons acting in good faith who report Suspected Wrongdoing will not suffer adverse employment actions. Anyone who receives services from the ISUAA who reports such violations will not suffer adverse service actions. 

4. A report which involves Suspected Wrongdoing that is not covered in Section 2 will receive immediate attention and, if appropriate, an investigation will commence as soon as practical upon risk assessment and exposure.

5. Receipt of the report will be acknowledged to the sender if sent on other than anonymous terms. Concerns involving a non-reportable matter will be acknowledged.

6. The ISUAA will take prompt and appropriate corrective action when necessary to ensure compliance with the financial, legal, and ethical requirements relating to a reported matter.

7. An employee, officer, agent, director, assigned person or volunteer who retaliates against someone who has reported a suspected violation in good faith, will be subject to disciplinary action up to and including termination or removal. Disciplinary action may also result against anyone who makes allegations that are proven to have been made with the intent to cause harm to another individual and were made recklessly, maliciously, or with the knowledge that the allegations were false.

8. Reports received through this procedure not related to Suspected Wrongdoing will not be reported to the Audit Committee or the Board of Directors. Complaints of this nature should be reported to a supervisor, departmental director, or Human Resources as appropriate. 

9. Each employee and Board member shall sign a statement that affirms that the individual has read and understands this policy and agrees to comply with this policy.

10. This policy and its procedure are subject to change at the discretion of the ISUAA Board.

Approved by the ISUAA Board of Directors May 21, 2010

 

Board Policies—Financial

BONDING POLICY

In order to improve the internal controls of the ISUAA, the following policy on bonding shall be in effect:

  1. Bonding of employees shall be done in conjunction with the Alumni Association, Iowa State University, and the state of Iowa.
  2. Bonding conducted by the Alumni Association will be handled by its regular insurance carrier and in amounts recommended by that carrier and agreed upon by the Association. This shall be reviewed each year along with other insurance renewals. 
  3. Any cost involved in the bonding process for ISUAA or its staff, shall be borne by the Association.

Adopted by the ISU Alumni Association Board of Directors on May 22, 2004.

BORROWING OF FUNDS POLICY

In order to improve the internal controls of the ISUAA, the following policy on borrowing of funds shall be in effect:

1. The borrowing of funds for any reason will be done only with the approval of the Board of Directors.

2. Any borrowing of funds shall be signed by any two (2) of the following four (4) individuals:

  1. President and CEO
  2. Board chair
  3. Vice chair of finance
  4. Treasurer

Adopted by the ISU Alumni Association Board of Directors on May 22, 2004.

BUDGET SURPLUS POLICY

Prior to the budget preparation for succeeding year(s), the Finance Committee should review revenue and expenses and determine if “surpluses” from one year are to be carried into the next budget year as proposed revenue. These funds can/could be made available for “new” opportunities or justified expenses as approved by the Board. These funds can also be assigned to existing long-term or short-term investment funds as approved by the Board.

Adopted by the ISU Alumni Association Board of Directors on February 5, 2000.

EXPENDITURE POLICY

The Executive Committee has authority to approve expenditures up to $20,000 to timely capture unique/new opportunities for the Alumni Association without Board approval, but to be Board reviewed.

Adopted by the ISU Alumni Association Board of Directors on February 5, 2000.

EXPENSE REIMBURSEMENT POLICY

No Board member will receive compensation or reimbursement for services rendered to the ISUAA or Iowa State University, except as set forth below. From time to time, reimbursements will be approved due to service rendered to the ISUAA or the university beyond the scope of normal expectations. Such reimbursement will follow current university guidelines. The chief executive or the Board chair must approve, in writing, such reimbursement in advance. Following completion of such services, said Board members have up to fourteen (14) days thereafter to submit a voucher itemizing expenses to the ISUAA’s director of finance for reimbursement. The chief executive will be responsible for final review of Board members’ reimbursement vouchers before payment. Non-reimbursed travel and related expenses of any Board member may be deductible under current Internal Revenue Service guidelines as a charitable contribution.

Adopted by the ISU Alumni Association Board of Directors on February 27, 2004.

FORM 990 REVIEW POLICY

The ISUAA federal tax return is a public document. The return is considered an information return. It is filed with the Internal Revenue Service annually and discloses required IRS information.

The ISUAA Audit Committee engages an independent audit firm to review and finalize the ISUAA’s tax returns. As part of this engagement, the Audit Committee will review and approve the federal return.

In addition to the Audit Committee’s action, the Chair of the Executive Committee will appoint a sub-group consisting of the Chair of the Finance Committee, Chair of the Governance Committee, and a third Board member. This sub-group will review and recommend to the Executive Committee approval of the federal tax return. The Executive Committee will report its action to the full Board. The federal tax return will be made available to the full Board for review before the return is filed. Board approval is not required.

Approved by the ISU Alumni Association Board of Directors on May 21, 2010.

FUNDRAISING POLICY

The Iowa State University Alumni Association bylaws require all Board members belong to the Alumni Association. Board members are further encouraged to make Iowa State University and/or the ISU Alumni Association a consideration in their personal giving. Board members are also encouraged to be involved in fundraising by using their personal and business connections when appropriate and may be asked to help solicit funds and/or assist with fundraising and/or attend fundraising events.

Adopted by the ISU Alumni Association Board of Directors on February 27, 2004, and amended on May 21, 2010.

INVESTMENT POLICY

The Iowa State University Alumni Association significantly relies on cash reserves to fund operations and, therefore, the Association seeks to keep sufficient funds in reserve to meet the approved operating budget for the current fiscal year and for projected operating budgets up to five (5) years thereafter. Other than limitations required in the Association’s bylaws, such as those placed in the Life Membership Fund, the Alumni Association Endowment Fund, and other contributions which are dictated by donor intent, the Association’s investments should be directed toward short-term (defined as three to five years in duration) investments to produce a consistent rate of return and minimize risk to principal.

Annually, the ISUAA director of finance will review the status of the ISUAA endowments held by the ISU and ISU Foundation and report the status of donor intentions to the Board.

Adopted by the ISU Alumni Association Board of Directors on May 16, 2003, amended on May 15, 2009 and May 21, 2010.

LIFE MEMBERSHIP INVESTMENT FUND POLICY

The Association’s investment fund to service life memberships is managed by the Iowa State University Foundation in the Life Membership Investment Fund. This fund was established in accordance with the Association’s Articles of Incorporation. This investment fund is not donor restricted, and the ISUAA Board of Directors may authorize expenditures from this investment fund at any time in order to pay current expenses of the corporation or in the furtherance of its objectives and purposes.

The fund balance shall be maintained at a level that would provide basic benefits to current life members of the Association for a period not to exceed the average life expectancy of the Association’s current life members. A rate of return, not to exceed the Foundation’s long-term investment return goal, will be used in estimating the required fund balance, and will be calculated annually. Should the fund balance fall below the minimum level for more than four (4) consecutive quarters, the Association’s Finance Committee will make a recommendation to the Association’s Board regarding the course of action that may need to be taken.

As stated in Article V, Section 1 of the ISUAA bylaws, and reaffirmed at the October 20, 2000, Board of Directors meeting. Approved by the ISUAA Board of Directors May 21, 2010.

TRANSFER OR WITHDRAWAL OF FUNDS POLICY

To improve the internal controls of the ISUAA the following Transfer or Withdrawal of Funds Policy will be as follows:

1. The transfer or withdrawal of funds from short-term or long-term investments or endowments should be done only as needed and in amounts authorized by the Board of Directors.

2. Any transfer or withdrawal shall be signed by any two (2) of the following four (4) individuals:

  1. President and CEO
  2. Vice president
  3. Assistant to the president
  4. Director of finance

Adopted by the ISU Alumni Association Board of Directors on May 22, 2004, and amended on May 21, 2010.

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