Board Policies

Attendance policy
Directors are expected to attend all meetings of the Board (four annually).  Absences from four or more periodic meetings in any two-year period or two 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.

Process for Removal of members of the ISUAA Board of Directors
After a board member has missed four or more periodic meetings in any two-year period or two 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.

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.

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.

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

Officers Nominating Committee Policy
The Officers Nominating Committee will consist of the Board chair, immediate past chair, and an elected director who is not an officer,  is in the fourth or fifth year of his/her term, and is not interested in serving as an officer for the upcoming fiscal year.* This director will chair the committee, and the committee members will be announced at the winter meeting. Elected and appointed directors are encouraged to provide committee members with officer recommendations by April 1 of each year. The Nominating Committee will meet in person or by telephone to make recommendations for officers.  The slate will be mailed to all Board members ten days in advance of the spring meeting, which will provide all Board members with an opportunity for write-in candidates.

Adopted by the ISUAA Board of Directors on November 22, 1991, and amended on February 4, 2002.
*Adopted revisions on February 16, 2007.

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, 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,” “domestic 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.

Confidentiality Policy
The ISU Alumni Association employees/board members 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 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.

Alumni Association employees/board members shall return all documents, papers, and other materials that may contain or be derived from confidential information in his or her possession at the conclusion of his or her employment or term in office.

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.

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.

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.

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:

a.  an ownership or investment interest in any entity with which the Association has a transaction or arrangement, or

b.  a compensation arrangement with the Association or with any entity or individual with which the Association has a transaction or arrangement, or

c.  a potential ownership or investment interest, greater than 5%, 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, parents, siblings, and corresponding in-law and step relationships.

4.  Entity. Entity shall mean any sole proprietorship, partnership, limited partnership, limited liability partnership or corporation, 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.

Employees, board members, or committee members must disclose any employment relationship with an organization that does business with, or competes with, the Association. This disclosure requirement includes serving as an advisor or consultant to any organization of that type, unless that activity is conducted as a representative of the Association.

Employees, board members, or committee members and their immediate families may not accept gifts, except those of nominal value, or any special discounts or loans from any person or company doing or seeking to do business with the Association. 

A financial interest is not necessarily a conflict of interest.  Under Article III, Section 2, a person who has a financial interest will be determined to have a conflict of interest if the Association’s Board of Directors or appropriate committee decides that a conflict of interest exists.

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 the Conflict of Interest.

a.  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.

b.  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.

c.  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.

d.  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

a.  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.

b.  If, after hearing the response of the interested person and making such further investigation as may be warranted in the circumstances, the Board or committee determines that 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:

a.  has received a copy of this Conflict of Interest policy,
b.  has read and understands this Policy,
c.  has agreed to comply with this Policy, and
d.  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.

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.

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 of the following four individuals:

a. President
b. Board chair
c. Vice chair of finance
d. 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.

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 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.

Adopted by the ISU Alumni Association Board of Directors on May 16, 2003.

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 14 days thereafter to submit a voucher itemizing expenses to the ISUAA’s business manager 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.

Fund-Raising 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 fund-raising by using their personal and business connections when appropriate and may be asked to help solicit funds and/or serve on or assist the fund-raising committee, and/or attend fund-raising events.

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

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 not be allowed to fall below an amount equal to two (2) times the amount of annual membership dues times the number of current life member households or $2 million, which ever is greater.

As stated in Article V, Section 1 of the ISUAA Bylaws, and reaffirmed at the October 20, 2000, Board of Directors meeting.

Transfer or Withdrawal of Funds Policy
In order 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 of the following four individuals:

a. President
b. Assistant to the president
c. Director of finance
d. Treasurer

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