Association of Child Life Professionals

Administrative Policy and Procedure

SUBJECT: Committee Infrastructure and Appointment

PURPOSE:

To provide organizational and operational structure for ACLP standing committees and task forces not otherwise provided in the By-Laws (Archives, Certifying, Conference planning, Executive, and Nominating Committees),  and to provide effective means whereby members can actively participate in specific areas of organizational growth and decision making.

To assure consistent messages are delivered on behalf of the ACLP Board of Directors, all communication from the ACLP President to committee Chairs and Chair elect should be inclusive of the identified Board Liaison.

DEFINITIONS

Standing Committee: Standing committees are established committees with responsibilities related to organizational functions. Committee structure represents the joint interest of all organizational constituencies in the operations and provides a formal avenue for participation in shared governance of ACLP. The suggestions, comments, and recommendations from the committees provide meaningful input into developing policies and procedures and the decision-making processes of ACLP. All committees shall develop action plans related to committee guidelines and ACLP goals; maintain records of meetings of committee consultations; and submit written reports to the ACLP Board of Directors before the semiannual ACLP Board of Directors meetings.

Mega Committee:  Mega committees are the large committee structure, comprised of the chair and chair elect and all subcommittees.

Chair and Chair Elect commit to two years of active leadership and one year mentoring of successor for a total of a three year commitment.  The Chair of the Mega Committee will provide leadership for the committee with the assistance of the Chair Elect as needed.  Roles and responsibilities include:

•Schedule and facilitate a formal conference call with all committee members in June/July of each year to review committee charge, committee function and structure, and the expectations and responsibilities of committee members. Hold additional conference calls with the entire committee as indicated or desired

•Evaluate structure of committee along with work to be done and assign work groups accordingly and as needed

•Confer with the staff and board liaisons to prioritize immediate needs and further delineate the first year’s timeline so that the committee can begin their work. Delegate related tasks to work groups accordingly

•Schedule and facilitate regular meetings with members of the committee to discuss progress on work related to their assigned governing documents

•Participate in conference calls with the CEO and President, the Executive Committee or the Board of Directors as requested to provide updates, ask questions and discuss any outstanding issues

•Submit semiannual written reports for the Board of Directors that reflect a summary of committee work and recommended action items as indicated

Delegate or handle other tasks as necessary or requested in order to further meet the charge of this committee

Steering Committee: Steering committees are made up of the chair and chair-elect of the Mega committee, the Board liaison, and the chair and chair elects of the subcommittees. The Chair and Chair Elect of the Mega Committee provide leadership for this group. 

Subcommittee: Subcommittees are established subgroups of larger standing committees and are created by the President as action plans to achieve goals of the organization are developed. They function as the “working subcommittee” and together make up the larger committee structure.

Task Force: A task force may be established by the President when the need or assignment is finite, with a specific deliverable required in a specific period of time. Task forces are then dissolved when they have completed assigned tasks. Each task force has a Board Liaison and is responsible to the Board for their duration.

Work Group:

Any committee may form internal work groups to support specific, finite project management.

PROCEDURE:

Call for Committee Member Volunteers

  • Annually (usually in late February or early March), a general call for committee volunteers is issued and offers members the opportunity to volunteer for the committee(s) of their choice.  Volunteer Information Forms (VIFs) are solicited and submitted to committee chairs for their consideration.
  • The VIF describes the purpose and general duties of the committee.
  • ACLP staff reviews VIFs to identify members not yet selected to participate on a committee. This information is shared with committee chairs to facilitate broad committee representation and participation. ACLP staff also reviews proposed committee appointment lists submitted in order to identify members who may have recommendations for multiple committees.
  • Every effort is made to slot all members submitting a VIF on a committee.
  • Membership of all committees is confirmed with the President at least 4 to 6 weeks prior to the annual conference.

Committee Appointments

  • Committee chair and chair elect appointments are made by the President.
  • Committee chairs provide proposed list of new and reappointments to the committees staff and Board liaison in mid to late March, by a date set annually by ACLP headquarters.
  • All appointments become effective at the conclusion of the annual conference.
  • In general, the number of new members appointed should be the same as the number rotating off the committee.
  • Reappointment for one additional term may be requested and granted at the discretion of the chair, staff liaison and Board liaison of the committee.
  • Occasionally a committee chair chooses to resign prior to the end of his or her term.  The chair-elect of the committee will finish the un-expired term and then be eligible for two additional two year terms. The new committee chair will make recommendations to the president for a new chair-elect for the committee.
  • Occasionally a committee member chooses to resign prior to the end of his or her term. The committee chair will make recommendations to the committee for new membership and identify a replacement member. The new member of the committee will finish the un-expired term and then be eligible for two additional two year terms.

Terms

  • Committee chairs begin their term serving one year as chair-elect and the following year as chair. (.)
  • Committee members are appointed to staggered two-year terms, which may be renewed one time for a total of 4 years of service.
  • Removal of a committee member from a committee will be a collective decision among the chair, Board liaison, and staff liaison.

Committee or Task Force Size and Composition

  • Except as otherwise directed by the bylaws, the size of each committee will be established by the president, taking into consideration recommendations of the committee chair, the nature of the committee's tasks and assignments and the time lines for completing them. By limiting committees to a reasonable size each committee member has an opportunity to make a contribution. Restricting committee sizes also helps minimize the committee administrative burden on staff and resources.
  • Committees will reflect the diversity of the membership, including diversity of expertise, program size, geographical distribution, gender, age and career stage, race, ethnicity, and other attributes as may be of importance.
  • The Board of ALCP has the authority to discontinue or reorganize committees, work groups and task forces as appropriate to the needs of the organization at any given time (with the exception of standing committees mandated by the bylaws).