CMPRSA Policies
These policies govern the Central Michigan PRSA (CMPRSA) board of directors, officers, committee members and committee volunteers. The Policies may be amended throughout the year as necessary but at minimum, is to be reviewed annually at the CMPRSA board annual retreat, as a part of the annual Welcome Packet review.
CMPRSA Annual Meeting Policy
This shall be held in the fourth quarter each year at such time and place as the board of directors may designate.
At least 30 days before the annual meeting of the chapter, the incoming board slate ballot approved by the board shall be provided to all chapter members in good standing. Such provision may occur by electronic means.
During the annual meeting, the Society should discuss the incoming board slate and the annual report to the society. Should there be any proposed changes to the chapter’s bylaws, these amendments are to also be discussed at the annual meeting.
Approved: Sept. 27, 2019
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CMPRSA Ethics Policy
The CMPRSA board of directors, officers, committee members and committee volunteers will conduct themselves professionally, with truth, accuracy, fairness, and responsibility to the public; to improve individual competence and advance the knowledge and proficiency of the profession through continuing research and education; and to adhere to the articles of the PRSA Member Code of Ethics.
Chapter leaders understand and accept that there is a consequence for misconduct, up to and including membership revocation, as well as understands that those who have been or are sanctioned by a government agency or convicted in a court of law of an action that fails to comply with the Code may be barred from membership or expelled from the Society.
All CMPRSA board of directors, officers, and committee members are required to sign and return the PRSA Member Code of Ethics Pledge to the board by the second board meeting of the year.
Approved: Dec. 13, 2019
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CMPRSA Inclusion Policy
CMPRSA affirms its commitment to advancing the profession in an equitable and inclusive way. This means that in all aspects of its operations and at all levels of the organization, CMPRSA works to ensure that there is no discrimination on the basis of, but not limited to, ethnicity, language, race, age, ability, sex, sexual or gender identity, sexual orientation, family status, income, immigrant or refugee status, nationality, place of birth, generational status, political or religious affiliation.
CMPRSA further recognizes that the increasing diversity among public relations professionals has added cultural, social and economic benefits to our community. It is also sensitive to the fact that oppressed groups experience marginalization and encounter barriers to full access and participation in the community.
CMPRSA seeks to increase access and participation, especially for those who are marginalized, disadvantaged or oppressed. CMPRSA encourages individuals to participate fully and to have complete access to its resources, programming, governance structures and volunteer opportunities. It shall make every effort to see that its structure, policies and systems reflect all aspects of the total community and to promote equal access to all.
To this end, CMPRSA strives to ensure that:
- Discriminatory or oppressive behaviors are not tolerated;
- Individuals who engage with CMPRSA are valued participants who have opportunities to shape and evaluate our programs;
- CMPRSA programs are developed and delivered to give priority to individuals in marginalized communities and are sensitive to the needs of diverse groups;
- Programs are delivered in such a way that systemic barriers to full participation and access are eliminated and so that positive relations and attitudinal change towards marginalized groups are promoted;
- Services are provided with sensitivity to the influence of power and privilege in all relationships, including service relationships, and are delivered in keeping with anti-oppression principles; and
- Communication materials present a positive and balanced portrayal of people’s diverse experiences.
This policy is intended to act as a positive force for equity and the elimination of oppression.
Approved: Dec. 13, 2019
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CMPRSA Financial Policy
The chapter Treasurer and Assistant Treasurer serve as liaisons to the board on the financial decisions of each committee. In order to do so, the Treasurer and Assistant Treasurer regularly communicate with each committee on their budgets. All expenses over $500 must be reported to and approved by the Chapter Treasurer. All contracts signed on behalf of CMPRSA must be reviewed and approved by the CMPRSA Executive Committee. In the event that the Treasurer is unable to sign the checks on behalf of CMPRSA, the Assistant Treasurer can serve as the back-up check signer.
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Returned Check Policy
The CMPRSA board of directors and officers has agreed that a fee of $25 should be charged for checks returned to CMPRSA. This fee is in addition to the amount of the check.
Approved: Sept. 27, 2019
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Remuneration Policy
CMPRSA is a volunteer driven organization. No CMPRSA board of directors, officers, committee members or volunteers are entitled to financial compensation from the chapter for their time supporting CMPRSA unless otherwise approved by the board.
Approved: Sept. 27, 2019
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Leadership Assembly Policy
CMPRSA Assembly Delegate(s) who represent the chapter at PRSA’s annual Leadership Assembly will be reimbursed by the chapter for personal expenses not covered by national PRSA or another organization, as long as itemized receipts are presented and they qualify as CMPRSA approved expenses. To qualify for reimbursement, the delegate(s) must be approved for participation in Assembly by the CMPRSA Board of Directors. PRSA and CMPRSA reimbursable expenses must be submitted by the Delegate to PRSA and CMPRSA by the communicated reimbursement deadlines.
Approved CMPRSA reimbursements include personal costs associated with:
- Round trip economy airfare from cheapest regional airport to the host city
- Parking fees for vehicle at airport
- Up to three nights’ hotel stay, at reasonable cost. If a delegate chooses to stay at a venue other than the conference hotel, the reimbursement shall not exceed that of the negotiated rate for the PRSA room block
- Round trip cab fare from the airport to the event venue
- Meal expenses for two days. Reimbursement will not exceed current daily limits under the state of -Michigan’s fiscal year travel reimbursement rates, https://www.michigan.gov/dtmb/0,5552,7-358-82548_13132—,00.html. Alcohol expenses are not eligible for reimbursement.
- *Round trip allowable federal mileage rate from home to the event venue
- *Parking fees for time spent at the Assembly
*Reimbursements made if Delegate(s) drive a personal vehicle. Reimbursement not to exceed cheapest ticket for round trip economy airfare.
No additional reimbursement is provided should Assembly Delegate(s) choose to stay to attend the PRSA International Conference. If the average bank balance of the Chapter is below $15,000 for six consecutive months, this policy shall be reviewed by the CMPRSA Board (or Executive Committee) prior to the approval of delegate(s) participation.
Approved: Aug. 18, 2019
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QuickStart Training Policy
CMPRSA QuickStart Delegate(s) who represent the chapter at ECD’s annual QuickStart training will be reimbursed by the chapter for personal expenses not covered by ECD or another organization, as long as itemized receipts are presented and they qualify as CMPRSA approved expenses. To qualify for reimbursement, the delegate(s) must be approved for participation in QuickStart by the CMPRSA Board of Directors. ECD and CMPRSA reimbursable expenses must be submitted by the Delegate to ECD and CMPRSA by the communicated reimbursement deadlines.
For approved CMPRSA reimbursements please reference the criteria outlined in the adopted CMPRSA Leadership Assembly Policy.
If the average bank balance of the Chapter is below $15,000 for six consecutive months, this policy shall be reviewed by the CMPRSA Board (or Executive Committee) prior to the approval of delegate(s) participation.
Approved: Sept. 27, 2019
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CMPRSA Programming Policies
The following applies to CMPRSA programming, events, and activities.
Treasurer Programming Policy
During the program year, registration fees will be waived for the CMPRSA Treasurer for their service. This includes chapter luncheons, professional development workshops, the CMPRSA PACE Awards and any CMPRSA events requiring an event registration fee. The complimentary tickets are non-transferable.
Approved: Oct. 25, 2019
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Event No-Show Policy
It is the policy of CMPRSA to bill all no-shows who have registered and not paid in advance. Refunds are given for cancelations 72 hours before the event unless otherwise specified on promotional material or special arrangements have been made in advance with the responsible committee chair.
Approved: Oct. 25, 2919
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Event Cancelation Policy
There shall be a published cancelation policy for each event. The cancelation policy should be included on the event registration site. Appropriate committee chairs are responsible for ensuring cancelation policy language is included on promotional materials.
Approved: Oct. 25, 2919
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Event Loss Control Policy
CMPRSA should be a good steward of its resources, and efforts should be made to ensure members receive high-value events within an accepted programming budget. Each year, the responsible committee chair shall develop a budget for the year’s events, and seek approval from the board. If the responsible committee chair determines that the year’s programming may create an unexpected loss or expense, the board must be notified and determine if the cost is sustainable. If the loss is sustainable the year’s events can proceed. If the loss is not sustainable, subsequent events during the year may be cancelled to ensure programming costs stay within the approved budget.
Approved: Nov. 15, 2019
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Event Staffing
CMPRSA members and non-members who volunteer on a committee that organizes a paid Chapter event or activity are required to pay the registration fee, set by the event committee, to attend the function unless waived by the organizing committee and recorded in event documentation
Approved: Nov. 15, 2019
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Speaker Honorarium Policy
Efforts should be made to secure speakers at no charge. However, speakers can be paid for their service or reimbursed for travel as long as these fees are properly budgeted. Contracts or letter agreements or at least an email from the speaker are required for all speakers to be compensated monetarily. Any outside speakers are guests of CMPRSA and should not be charged for attendance. Speakers may bring one guest at no charge.
Approved: Nov. 15, 2019
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CMPRSA Membership List Policy
CMPRSA protects the privacy of its members. CMPRSA membership lists will not be made available for purchase or barter. Information from external organizations may be included in the chapter’s electronic newsletter or distributed to members when necessary.
Approved: Oct. 25, 2019
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CMPRSA Member Rates
Each year, in the last quarter of the year, the CMPRSA board of directors will review the member rate structure for the following year. Rates will be reviewed for Members, Associate Members, Retired Members and other member categories defined by PRSA. Rates will be forwarded to the PRSA Membership Team by the required filing deadlines. CMPRSA reserves the right to request promo codes from PRSA at any time.
Approved: Nov. 15, 2019
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CMPRSA Social Media Policy
CMPRSA has no better, stronger advocates than our board directors and volunteers. CMPRSA encourages the responsible use of social media by all board of directors, officers, committee members and volunteers. The professional conduct of CMPRSA members, including their actions and interactions on social media is bound by the PRSA Code of Ethics.
Be a Good Social Citizen
- Be Human: Be friendly, use good manners, and be polite.
- Be Engaging: Find others who share your interest, and post content and questions that encourage thoughtful discussion.
- Be Accurate: Make sure any news you report has been verified, and that you have the proper rights and give credit when sharing someone else’s content.
- Be Honest: If a mistake is made, admit it and correct it quickly.
- Be Considerate: Encourage healthy debate, but don’t inflame a conversation.
- Be Safe: Protect your privacy by adjusting your settings to your comfort level and being mindful of the personal information you share.
Social Media Platform Guidance
If you wish to be a CMPRSA Advocate, you may include your affiliation in your profile bio but not your username. For example, use @Bob rather than @CMPRSABob. Do not use the CMPRSA logo in your profile image. If you write a blog post about CMPRSA, it is best to be transparent and mention your affiliation with the chapter early in the post. Should you choose to advocate for CMPRSA on your social platforms, include a disclaimer such as ‘Views Mine’ or ‘View are my own’.
Balancing Personal and Professional Use of Social Media
We want all board members and volunteers to feel comfortable representing CMPRSA on social media while maintaining your individual identity. As an advocate, you retain your personal identity online. Don’t feel you need to use your account to push official messages. Instead, meet people who share a similar interest or career path to build relationships and network.
Approved: Dec. 13, 2019
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If you have questions about CMPRSA’s policies you can contact [email protected].