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SECTION V: PROGRAM POLICIES AND PROCEDURES

FEDERALLY EMPLOYED WOMEN NATIONAL POLICY AND PROCEDURES MANUAL

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Section V: Program Policies and ProceduresFederally Employed Women (FEW)

National Policy and Procedures Manual

Table of Contents

Appreciation Resolutions.......................................................................................................................... 3Bylaws...................................................................................................................................................... 4Communications....................................................................................................................................... 6Credentials............................................................................................................................................... 7Disabilities................................................................................................................................................ 10

Sign Language Interpreters................................................................................................................11Federal Women’s Program.......................................................................................................................12Finance..................................................................................................................................................... 14

Investment Policy Statement..............................................................................................................22Corporate Credit Card Policy and Declaration...................................................................................25

Housing............................................................................................................................................................. 27Nominations/Elections.............................................................................................................................. 29Publications Policy and Review................................................................................................................33

Acceptable Use Policy for Region and Chapter Micro-sites...............................................................41

AppendixesAppendix - Memorial Ceremony Resolution................................................................................46Appendix - Resolution of Appreciation........................................................................................47Appendix - Regional Voting Strength Form C-1...................................................................................48Appendix - Region Voting Representatives for FEW Board of Directors Meeting Form C-2..............49Appendix - Registered/Certified Voting Members/Proxies Form C-3.................................................50Appendix - Credentials Report Few Board of Directors Meeting Form C-4........................................53Appendix - Credentials Report- Annual Membership Meeting Form C-5...........................................54Appendix - Request for Interpreter Services Form I-1........................................................................55Appendix – Authorization Agreement for Automatic Deposits Form F-1............................................56

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I. NATIONAL A. POLICY

APPRECIATION RESOLUTIONS

Through a National Resolutions Program, FEW will acknowledge the work and dedication of individuals, Chapters, and Regions for their support of the National organization.

B. PROCEDURES 1. The Bylaws Chair will prepare Appreciation Resolutions at the request of the National

President to be presented at a FEW event such as hosting a National Board of Directors or Executive Committee Meeting.

2. The Bylaws Chair will prepare a Memorial Resolution at the request of the National President in the event of the death of a member. FEW will recognize the member with a resolution to the immediate family. The Bylaws Chair will ensure that the resolution will be prepared and sent to the immediate family prior to the memorial service.

3. The Executive Vice President will prepare a Memorial Resolution at the request of the National President in the event of the death of a serving National Officer before the end of his/her term or Past National President. FEW will recognize the National Officer or Past National President with a resolution to the immediate family. A National Officer will be funded to attend the service and to make a presentation of the resolution to the family of the National Officer or Past National President. Based upon the geographical location of the service the National President (if the passing is the National President, the Executive Vice President) will make the final decision on which National Officer, Regional Manager or Chapter President shall attend this event to represent FEW and make the official presentation the resolution to the family.

4. The Executive Vice President will prepare a Resolution of Appreciation at the request of the National President in the event of a retirement of a serving National Officer before the end of his/her term or Past National President from their federal/state/local employment, FEW will recognize this occasion with a resolution and a plaque for service to the organization presented to the National Officer or Past National President. A National Officer will be funded to attend this retirement program to make a presentation to the National Officer or Past President. Based upon the geographical location of the program the National President will make the final decision on which National Officer, Regional Manager or Chapter President shall attend this event to represent FEW and make the official presentation the resolution and plaque to the National Officer or Past President.

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BYLAWS

1. The Bylaws of Federally Employed Women (FEW) contain the basic rules of the organization relating principally to the organization itself rather than to parliamentary procedure that the organization follows. In general, the Bylaws define the primary characteristics of the organization, prescribe how it functions, and include rules that are so important that they cannot be changed without previous notice to the membership and a two-thirds affirmative vote.

2. National Bylaws supersede all other rules, policy, and procedures of the organization except the Articles of Incorporation. FEW Regions and Chapters will not adopt bylaws or rules that conflict with those of National.

3. Any member or group of members in good standing may propose amendments to National Bylaws.

B. PROCEDURES 1. Any FEW member or group of FEW members (e.g., Chapter, Region, National Board of

Directors, etc.) in good standing may propose amendments to the National Bylaws. These proposed amendments will be forwarded to the National Bylaws Committee Chair.

2. The National Office will maintain a file of all pending proposed amendments.

3. The Bylaws Chair will immediately acknowledge receipt of the proposed amendment to the proposing member/group.

4. The Bylaws Committee, consisting of the Bylaws Chair, Vice President for Policy and Planning and the National Parliamentarian will review all proposed amendments, editing for grammar and spelling errors and assuring completeness and adherence to accepted format. The Bylaws Committee will coordinate similar proposed amendments. If a proposal is considered to be in conflict with the Articles of Incorporation or inappropriate for inclusion in the National Bylaws, the Bylaws Committee Chair will recommend to the Executive Committee that the proposal be rejected. If the Executive Committee (E.C.) approves rejection of the proposal, the National President will notify the proposing member/group stating the reason for rejection.

5. Upon completion of review, the Bylaws Committee Chair will submit the final draft of the proposed amendment(s) to the E. C. for review prior to submitting to the membership for vote.

6. The E. C. will determine the method for voting at the Annual Membership Meeting in July. If mail or electronic vote is to be used, the E. C. will specify the deadline for receipt of membership votes. In each case provision must be made for a 30-day advance notice of the proposed amendment to all members of FEW. The E. C. also, by a majority vote, either endorses or not endorses the proposed amendment(s).

7. In accordance with directions of the E. C., the Bylaws Chair will submit the proposed Bylaws amendment(s) to the membership for vote. Proposed amendment(s) to the membership will include a statement of rationale for the proposed change. Pro/con statements will not be included. A statement will also be included as to whether or not he proposed amendment(s) is endorsed by the E.C.

8. Publication of the thirty-day (30 days) advance notice of proposed Bylaws amendments to the membership in News & Views is encouraged; however, other methods are acceptable. In addition to the proposed amendment(s), the advance notice will provide details for voting, either by mail (electronic or postal) or at the July Annual Membership Meeting. If voting will be by postal mail or electronically, the notice will include instructions on how the voting

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process will be

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conducted. These instructions will include mail or email address to return the member’s vote, deadline for receipt and data used to determine voter’s eligibility to vote.

9. When vote is by postal mail or electronically, the Bylaws Committee will process only votes received by the specified deadline, assuring that only votes of members in good standing are processed. If vote is at the July Annual Membership Meeting, the Credentials Committee will certify members’ eligibility to vote.

10. Announcement of the results of the vote on the proposed Bylaws amendments (s) will be published in News & Views and other venues.

11. If the proposed Bylaws amendment(s) is/are adopted by the membership, the Bylaws Chair will prepare the final draft of the change for printing, assuring that the only other changes made are mechanical editorial changes (i.e., spelling, grammar and grammatical structural changes).

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COMMUNICATIONS

I. NATIONALA. POLICY

Recognizing the importance of communications within the Federally Employed Women’s (FEW) organization at all levels, National, Regional and Chapter, a Communications Committee Chair will be appointed to serve on the National Board of Directors. This individual and her/his committee shall focus efforts on improving and increasing the effectiveness of communications throughout the organization.

B. PROCEDURES 1. The National President shall appoint an individual to serve as the Communications

Committee Chair in accordance with Article X of the FEW’s National Bylaws.

2. The Communications Chair shall:

a. Establish and maintain standards and techniques for internal and external communications

b. Create one unified method of communications at all levels of FEW, including potential members, customers and stakeholders;

c. Develop effective liaison with local and national print and broadcast media

d. Develop communications, i.e., press releases, press kits, advertisements, etc.

e. Serve as clearing house and repository (electronically) for file copies of all press releases

f. Serve as clearing house and repository (electronically) for file copies of all FEW’s publications

g. Coordinate with Service Management Company to monitor inventory control of publications prior to their reordering; review publications for currency, accuracy, and future needs

h. Serve as member of the Publications Policy and Review Committee to support special publication needs of the organization and

i. Serve as member of the National Training Program (NTP) Advisory Committee to support NTPs.

3. The Communications Committee Chair will prepare an annual Communications Plan in alignment with the Strategic Communications Plan adopted for use by Chapter representatives to assist them with adopting/preparing similar plans to ensure effective communications.

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CREDENTIALS


The Credentials Chair will register members and certify eligibility to vote at the annual and semiannual National Board of Directors Meetings and at the Annual Membership Meeting. The Credentials Chair will have the authority and responsibility to resolve any question concerning voting rights in accordance with National Bylaws and established procedures.

B. PROCEDURES 1. Federally Employed Women (FEW) will fund the Credentials Chair, to the same extent as the

other funded positions, to the following three meetings: the Annual Membership Meeting, the Annual NBOD Meeting, and the semi-annual NBOD Meeting.

2. The credentialing process for NBOD will be as follows

a. In accordance with National Bylaws, Article VI, Section 1, voting members of the NBOD are—

i. Elected Positions: National President, Executive Vice President, Vice President for Policy and Planning, Vice President for Compliance, Vice President for Congressional Relations, Vice President for Diversity, Vice President for Membership and Chapter Organization, Vice President for Training, Secretary, Treasurer, Nominations Officer/Committee and Immediate Past President.

ii. Appointed Standing Committee Chairs: Awards, Bylaws, Communications, Contracts Management, Finance, National Training Program, Publications and Policy Review and Scholarships.

iii. Regional Representatives—number of voting representatives for each Region will be computed by dividing the number of chapters in the Region in good standing by five (5). The computed value, plus one (1) for a remaining major fraction of five, will equal the number of voting representatives for the Region. In Regions having less than eight (8) Chapters in good standing, the Regional voting strength will be one (1) vote. The computed Regional voting strength will include the Regional Manager's vote. To clarify, Regions will receive 1 vote for the first 5 chapters in good standing plus another 1 vote for the next 5 Chapters in good standing or the MAJOR FRACTION thereof (that means 3 or more) thus follows:

1 vote for 1-7 Chapters in good standing

2 votes for 8-12 Chapters in good standing

3 votes for 13-17 Chapters in good

standing 4 votes for 18-22 Chapters in

good standing 5 votes for 23-27 Chapters

in good standing

b. For the purpose of determining Regional strength, a Chapter in good standing is defined as having a minimum membership of fifteen (15) or a Chapter whose minimum membership requirement has been suspended by the National Executive Committee and whose charter is not in a suspended status and is submitting Quarterly Reports that show that the Chapter is active, holding regular meetings and presenting programs in the FEW four (4) focus areas.

c. The basis for determining Chapter membership will be the May membership listing for the Annual NBOD Meeting and the December membership listing for the semiannual

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NBOD Meeting. Members are considered in good standing if no more than two months in arrears

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in payment of dues as determined by the specified listing. New membership applications must be received in the National lockbox address by the third Monday in May or December to be processed and included in the membership listing.

d. The National Office contracted staff will assist the Credentials Committee in computing Regional voting strength and forwarding FEW Form C-1 to each Regional Manager as soon as possible after receipt of the May membership listing for the Annual NBOD Meeting or as soon as possible after receipt of the December membership listing for the semiannual NBOD Meeting. In addition, the National Office will forward a copy of the membership listing used in computing Regional voting strength, a listing of Chapters with approved membership requirement waive, and a current listing of elected officers and standing committee chairs to the Credentials Committee.

e. In accordance with Article VI, Section 5 of FEW’s National Bylaws, proxy voting for regional representatives is permitted. The Regional Manager may designate herself/himself as proxy for any regional representative who is unable to attend the meeting or may designate any other member in good standing from that Region to fulfill the role. When a Regional Manager is unable to attend the Board of Directors Meeting, the Regional Manager may designate any other member in good standing from the Region to fulfill the role of Regional Manager. Designees to fulfill the role of Regional Representative or Regional Manager shall not hold a national office or standing committee chair position. Proxy voting for elected national officers and appointed standing committee chairs is not permitted.

f. All voting members of the NBOD must be FEW members in good standing (no more than two months in arrears in payment of dues as determined from the June membership listing for the Annual NBOD Meeting and the January membership listing for the semiannual NBOD Meeting). In addition, Regional Representatives must be members of the Region they represent.

g. In cases where the number of voting representatives to which a Region is entitled is less than the number of appointed/elected Regional Representatives for that Region, the Regional Manager will designate the Regional Representatives to fulfill the role of voting representatives.

h. Each Regional Manager will complete FEW Form C-2, Regional Voting Representatives for the FEW NBOD Meeting, and present the form in duplicate to the Credentials Committee at the time and place designated.

i. The Credentials Committee and her/his assistants will examine each FEW Form C-2 to verify eligibility of each Regional Representative (member in good standing of the applicable Region) and assure number of Regional Representatives is within allocated Regional voting strength. If a Representative is determined to be ineligible, the Credentials Committee will advise the Regional Manager or her/his proxy, of the Region's right to provide an eligible alternate and a new Form C-2 will be completed by the Regional Manager or her/his proxy.

j. Each eligible voting member of the NBOD—elected officers, standing committee chairs and Regional Representatives—will present identification to the Credentials Committee or her/his assistant and will register by signing FEW Form C-3, Registered/Certified Voting Members/Proxies. The Credentials Committee will then provide the member with a voting card signifying number of votes authorized the individual and will assure each voting member has a copy of the meeting agenda.

k. The Credentials Committee will be responsible for assuring that voting members of the NBOD are seated in a section of the meeting room designated for voting members only.

l. FEW Form C-4, Credentials Report—FEW NBOD Meeting, will be prepared by the Credentials Committee and will include registrations only to such time as will enable the official to present the initial report as the first item of business at the meeting.

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m. The National President will notify all voting members of the NBOD’s of time and place for registration, assuring sufficient time is allowed to complete the process prior to announced opening of the meeting.

n. The credentials registration desk will remain open during the meeting to record changes occasioned by additional registrations. Once registered, changes in Regional proxy votes will not be allowed, as voting members of the NBOD are expected to attend the entire meeting except in the case of an extreme emergency or illness. Any registered member departing the meeting room prior to adjournment will leave her/his badge and voting card at the credentials desk.

o. In the event of continuation of the NBOD Meeting to a second day, the Credentials Committee will submit a supplemental credentials report at the beginning of the meeting the second day and at other times as may be required by the body.

p. The initial report of the Credentials Committee and any supplemental reports, together with all Forms C-2 and C-3, will be turned over to the National Secretary for inclusion with minutes of the NBOD. The Credentials Report will be considered the official role for the meeting.

3. The credentials process for the annual membership meeting will be as follows

a. The June membership listing will be used to establish eligibility of voting members. Members are considered in good standing if no more than two months in arrears in payment of dues as determined by the specified listing. New membership applications must be received in the National Office by the third Monday in June to be processed and included in the membership listing.

b. The credentials desk will be open one hour prior to the announced time of the general membership meeting for the purpose of registering eligible members.

c. To establish eligibility for voting, each member must present a valid FEW membership card. If a person does not have a card, the person's name must appear on the membership listing used by the Credentials Committee.

d. The Credentials Committee will provide each eligible voting member with a voting card and will assure only voting members are seated in the voting section of the assembly room.

e. The Credentials Committee is responsible for preparation of the Credentials Report—FEW Annual Membership Meeting, FEW Form C-5, which will include registrations only to such time as will enable the official to present the initial report as the first item of business at the meeting.

f. In the event the Annual Membership Meeting continues to a second day, the Credentials Committee will submit a supplemental credentials report at the beginning of the meeting the second day and at other times as may be required by the body.

g. The Credentials Committee will turn over the initial credentials report plus any supplemental reports to the National Secretary for inclusion with the minutes of the Annual Membership Meeting.

4. Any problems arising concerning the credentials process or eligibility to vote at the Annual or semiannual NBOD Meeting or the Annual Membership Meeting will be referred to the Credentials Committee for resolution in accordance with provisions of National Bylaws and established procedures. The decision of the Credentials Committee will be final.

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DISABILITIES

I. NATIONAL

A. POLICY

1. Federally Employed Women (FEW) has a continuing commitment to provide equal opportunity for people with disabilities to participate in FEW-sponsored official functions.

2. All publications pertaining to people with disabilities must be consistent with organizational policies and quality standards in both content and appearance. In addition to the printed materials updated, maintained and distributed by FEW, FEW will maintain an internet website on the worldwide web for communicating information to the general membership and as a communication tool for attracting potential members.

B. PROCEDURES 1. FEW will honor its commitment to provide equal opportunity for people with disabilities to

participate in all FEW official functions.

a. All proposed meeting sites will be reviewed, and meetings will be scheduled in facilities that are accessible to all attendees.

b. Certified sign language interpreters will be provided for official functions.

2. Facilities used for the training program must meet or exceed existing Americans with Disabilities Act (ADA) requirements. Select interpreter(s) in accordance with FEW Sign Language Interpreters Policy and Procedures and FEW Form I-1.

3. All publications material information to be placed on the website must be reviewed by the Publications Policy and Review Committee prior to distribution, including FEW approved logo and value statement.

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SIGN LANGUAGE INTERPRETERS

Federally Employed Women (FEW) has a commitment to provide equal opportunity for people with disabilities to participate in all FEW-sponsored events. It is FEW’s policy to work with event coordinators to ensure that all officially-sponsored meetings and training programs offer opportunities for reasonable accommodation. Sign language interpreting services will be provided to individuals who are deaf or hearing impaired. National FEW will provide assistance to Chapters and Regions in locating interpreters for officially-sponsored FEW events. This assistance can be in the form of locating interpreters and in evaluating requests for funding assistance to cover the cost of these services. Requests for funding assistance may be requested for official functions. These functions are limited to training and official meetings.

B. PROCEDURES

1. Although it is not possible to foresee every occasion for which interpreting services may be required, failure to schedule interpreting services well in advance may result in the necessity to reschedule meetings until interpreter(s) is/are available.

2. Persons who interpret for FEW must be qualified and certified in the field. To be considered as a “qualified sign language interpreter”, the interpreter(s) must be competent, accurate, impartial and both receptive and expressive, while using specialized terminology necessary for effective communication in a public setting.

3. If, after the interpreter has been scheduled, the services are no longer needed, the interpreter company must be notified immediately, and the initial request must be cancelled in writing at least three days prior to the scheduled event.

4. If the duration of the event is longer than two (2) hours, such as stage interpreting or half- or full-day training sessions, more than one interpreter may be needed.

5. Once interpreter services have been finalized, please send documentation to Special Assistant for People with Disabilities (PWD) for tracking purposes.

6. When qualified sign language interpreter(s) is/are not necessary, such as for relatively short, routine matters, communication with another person(s) may be accomplished by exchanging handwritten notes or by typing back and forth on a computer keyboard or TTY (teletypewriter).

7. Requesting National Assistance

8. To request assistance in locating interpreter services, the FEW request for Interpreter Services form must be completed and emailed to the Special Assistant for PWD. Once the review request has been completed, the interpreter company must be notified at least four (4) weeks prior to the scheduled event. For additional assistance, contact the Special Assistant for PWD.

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FEDERAL WOMEN’S PROGRAM

I. NATIONAL

A. POLICY

Federally Employed Women (FEW) recognizes that rights of all federal employees especially women to have a work environment that is free from discrimination and other barriers in the federal workforce. In 1967, Executive Order 11375 added sex to other prohibited forms of discrimination. In response to this action, Office of Personnel Management (OPM) established the Federal Women’s Program (FWP) and in 1969, Executive Order 11478 integrated the FWP into the Equal Employment Opportunity (EEO) program. The FWP promotes and supports an inclusive, diverse environment that provides all employees the opportunity to work to their full potential. The FWP shall strive to break down barriers and increase awareness of the differences and strengths of all employees.

The FWP was established to assist in the elimination of barriers to the meaningful employment of women in the federal workforce. The FWP's primary focus is to address the employment needs, (i.e., recruitment, training/educational, retention, upward mobility, career counseling, mentoring, development details, promotion, equity in pay, etc.) and barriers (i.e., sex discrimination, sexual harassment, equal pay, hostile work environment, gender disparity and stereotyping or sexism, etc.) of women as they relate to federal employment policies, practices, and affirmative action.

B. PROCEDURES The Special Assistant for FWP serves as the principal advisor to the President on legislation, policies, employment and program issues impacting women.

1. Be responsible for directing the National FWP as approved by the National Board of Directors (NBOD). Present issues that have been referred for resolution from the National, Regional, and Chapter levels or from inquiries from the website or to the National office to the NBOD or Executive Committee (EC) for approval/action.

2. Furnish guidance on the FWP to Regions and Chapters as requested.

3. Work in conjunction with the Vice President for Compliance in providing annual training at the National Training Program.

4. Exchange ideas and information amongst other FWP Managers and affinity organizations.

5. Prepare articles for the NEW & VIEWS on Special Observances such as National Women's History Month which is celebrated during the month of March and Women's Equality Day which is celebrated each year on August 26 to commemorate the 1920 passage of the 19th Amendment to the Constitution, granting women the right to vote.

6. Hold regular meetings with the FWP Taskforce.

7. Attend any special meetings as directed by the National President in regards to the FWP.

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FINANCE

1. Accounting Method —Financial records and statements will be maintained in accordance with generally-accepted accounting principles, using the accrual basis of accounting. The fiscal year will be October 1 through September 30 each year. Revenues will be recognized when earned and expenses when earned. Amounts received in advance of services will be recorded as deferred revenues. Amounts due to Federally Employed Women’s (FEW) (accounts receivable) will be documented and collected. Prepaid expenses will be recorded for payments made in advance of receipt of goods or services ordered and will be expensed in the appropriate period when the goods or services are received.

2. Budget —The National Board of Directors (NBOD) controls the funds and will approve the annual operating budget. The Executive Committee may approve amendments and modifications to the budget where the cumulative effect does not exceed 25 percent of a major budget sub-category. Procedures will be established as necessary to: 1) generate timely, accurate and complete financial information to support the budget process and 2) provide for the review and approval of the proposed budget prior to the beginning of the fiscal year.

3. Reserves —Adequate reserves will be maintained to enable FEW to withstand unexpected financial emergencies and to support future program development.

4. Investments —FEW will invest available funds to generate income, taking into consideration safety, rate of return and short- and long-term needs of the organization. The investment portfolio will be maintained in compliance with the Investment Policy approved by the NBOD.

5. Personal Property, Capital Assets, and Depreciation —Assets will be recorded on the balance sheet, and the costs of those assets will be recognized over the expected useful life of each asset. Assets costing less than $500 individually will be expensed in the period purchased. The value of donated property will be recorded if the value exceeds the capitalization threshold identified. Procedures for the recording and depreciation of assets will be developed. All property and equipment will be accounted for periodically through physical inventory procedures established by the Finance Chair. Unique serial numbers will be assigned to all capitalized assets.

6. Audit —A Certified Public Accountant (CPA) or CPA firm that is in good standing with the appropriate State Board of Accountancy will audit FEW financial statements annually. The auditor will be engaged to render an opinion on the financial statements, and the auditor’s report will be made available to the NBOD and our members.

7. Travel —FEW will reimburse reasonable and allowable travel expenses incurred in connection with FEW business when those expenses fall within the limits and procedures of this policy and the annual budget.

B. PROCEDURES 1. Responsibilities

a. NBOD

i. Approves financial policies and procedures as required

ii. Reviews, approves, and amends the annual budget

b. Executive Committee

i. Approves financial procedures as required.

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ii. Reviews and approves amendments or changes to the annual budget where the cumulative effect doesn’t affect more than 25 percent of the sub-category total.

c. President

i. Authorized to sign checks issued on FEW accounts.

ii. Serves as member of the Investment Committee.

d. Executive Vice President

i. Authorized to sign checks issued on FEW accounts. Ensures checks written for$10,000 or above have two authorized signatures.

ii. Acts for the President on fiscal matters in the President’s absence.

iii. Serves as member of the Finance Committee.

e. Treasurer

i. Authorized to sign checks issued on FEW accounts. Ensures checks written for$10,000 or above have two authorized signatures.

ii. Oversees the receipt and disbursement of all funds, in accordance with the approved annual budget. Assures records are maintained to account for all receipts and expenditures.

iii. Supervises receipt of all bills for payment. Reviews and approves the Accounts Payable Register.

iv. Reviews and ensures all bank account and investment account statements are reconciled no later than the 15th working day of the month following the statement closing date, to ensure all transactions are properly recorded.

v. Ensures the posting and balancing of the general ledger by the 21st of each month, to include all journals and subsidiary accounts, to facilitate preparation of monthly financial statements. Reviews and issues the monthly financial statements to the NBOD.

vi. Works with Vice President for Membership and Chapter Organization regarding membership dues collection. Works with the National Training Program (NTP) Chair and appropriate registration company regarding NTP registration payment collection.

vii. Serves as member of the Finance Committee, Investment Committee and National Office Oversight Committee.

f. Finance Chair

i. Advises the NBOD and E.C. on all financial matters.

ii. Advises the Regional Managers and Chapters on financial matters, including reporting requirements of the Internal Revenue Service. Reviews Chapter quarterly reports for financial concerns and provides advice on any potential issues.

iii. Oversees the budget formulation process, prepares a preliminary budget for review by the Finance Committee, and presents the annual operating budget to the NBOD for approval. Presents proposed changes to the final budget to the NBOD or the E.C. in accordance with the authority granted to those two bodies. Approves expenditures during the fiscal year based on the approved budget.

iv. Approves use of reserves, in accordance with limits authorized and criteria established for each fund.

v. Receives all reports of income and expenditures from the Treasurer and office staff, monitoring against approved annual budget.

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vi. Assists Treasurer as needed with review of monthly financial statements and supporting records.

vii. Maintains the FEW group income tax exemption status by filing reports with the Internal Revenue Service as required by law. Ensures the Annual Report on Foreign and Domestic Corporations, the annual Personal Property Tax return and other filings required by the District of Columbia are filed as needed.

viii. Prepares for the annual financial audit, and coordinates between the CPA firm and FEW for the completion of the audit.

ix. Administers and monitors corporate credit card accounts.x. Serves as Chair of Finance and Investment Committees.xi. Serves as member of the National Office Oversight Committee.xii. Serves as ad hoc member of the NTP Advisory Committee.

g. National Office Contracted Administrative Staff

i. Designated individual is empowered to sign checks on the bank account designated for operating expenses.

ii. Performs duties that may be delegated by the Treasurer and Finance Chair for the maintenance of financial records, payment of bills, allocation of income and expenses, and assembly of financial statements.

h. Finance Committee

i. Comprised of the Finance Chair (Chair), Executive Vice President, Treasurer and Immediate Past President.

ii. Reviews and approves the operating budget that will be presented to the NBOD or E.C. for approval in accordance with established policy and procedures.

i. Inv estment Committee i. Comprised of the Finance Chair (Chair), National President, Executive Vice

President, Immediate Past President and Treasurer.ii. Maintains the corporate Investment Policy and presents proposed changes to the

NBOD for approval. Reviews the Investment Policy annually for needed changes or updates.

iii. Reviews the investment portfolio regularly during the year, and ensures continued compliance with the Investment Policy.

2. Budge t

a. The annual operating budget is prepared by the Finance Committee and presented by the Finance Chair to the NBOD for approval during the July board meeting. If, for some reason, a budget is not adopted prior to the beginning of the fiscal year, the organization must operate under the prior year’s original approved budget until the NBOD approves a final budget for the new year. The proposed budget is based on comparisons of income and disbursements with the approved budgets for two previous years. Consideration is given to ongoing programs, future plans and goals, inflationary costs, capital asset purchase plans, increases for office staff (contract or employees) and projected receipts from the NTP and other fund-raising projects.

b. The Finance Chair will provide guidance to all NBOD members, special assistants, and special committee chairs, including the NTP Chair, for submitting a request for support in the annual budget. The Finance Chair presents a draft budget for initial review at the May Meeting of the Executive Committee (E.C.). Based on the input of the NBOD, the proposed budget is revised and sent to each member of the NBOD prior to the July meeting. At that meeting, the NBOD considers and approves the budget for the fiscal year. However, conditions may change during the year that have an impact on FEW’s financial situation and require action prior to the next NBOD Meeting. Therefore, the E.C. may approve changes to the budget that don’t cumulatively exceed 25 percent of each sub-category.

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i. To ensure long-term operations, FEW shall maintain a minimum of three to five years of operating expenses (no less than $1.5-$2.5 million) in investments and reserve funds. Investments shall be made in accordance with the Investment Policy included later in this section. Budget projections must be based upon income and disbursements that do not impact these reserve funds.

c. Budget categories and sub-categories will consist of:

i. Operating Income

(a) Membership Dues Income

(b) National Events and Sales Income

(c) Investment and Other Income

ii. National Training Program Income

(a) Registration Fees

(b) Exhibit Fees

(c) Other NTP Income

iii. Operating Expenses

(a) General Administration

(b) Professional Staff

(c) Membership, Marketing and Publications

(d) NBOD Administration

(e) National Events and Sales Expense

iv. NTP Expense

(a) NTP General Administration

(b) NTP Professional and Staff Time

(c) NTP Printing and Materials

(d) NTP Food, Beverage, and Events

(e) NTP Rooms and Meals

(f) NTP Vendors and Equipment

d. Budget line items within each sub-category will be used to report income and expenses at the appropriate level of detail. Operating Expenses will include two line items for the National President’s use

i. National President’s Fund —to help meet expenses arising from the duties of the President.

ii. Discretionary Fund —to make grants or loans to Regions and Chapters for special projects, to finance special training projects, to perform specific research projects and for donations to causes consistent with FEW goals. This fund is not to be used to pay travel or other expenses incidental to Chapter organization, Regional management, public relations or any other function normally associated with the duties of officers and standing committee chairs.

e. The Finance Chair monitors actual income and expenditures against the budget monthly. The Finance Chair may make adjustments to or approve over-expenditure on a line-item basis, as long as the sub-category’s budget total is not exceeded. Any officer or committee chair affected will be notified, as well as the Finance Committee.

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f. Monthly financial statements issued to the NBOD will include a balance sheet, summary income statement and income and expense statement. The income statements will show budget to actual data. Other statements provided to the Finance Committee will include accounts payable aging schedule and accounts receivable schedule.

3. Reserve Funds

a. Reserves represent an amount designated for a specific purpose under this policy or through the acceptance by FEW of restricted assets. Reserves will be used only as designated.

b. The following reserve funds can be established, with the approval of the NBOD: 1) operating, 2) equipment and 3) program development. The Finance Chair will present a plan for the establishment and maintenance of each reserve, to include how it will be computed and circumstances under which it can be used.

c. An operating reserve may be established to be used in the event of unforeseen financial emergencies.

d. An equipment reserve will provide for the replacement of line items identified in each year’s capital budget.

e. A program development reserve will be used to finance the development and implementation of new programs that support FEW’s mission.

f. Other special purpose reserves may be established by the Board of Directors to provide funding for a special project or purpose. Restricted assets may also be accepted that establish a temporary or permanent reserve, such as for an endowment. The use and amount of these special purpose reserves will be defined by the NBOD when established.

g. The Finance Committee will include in the annual budget a report on the status of all assets, including restricted, unrestricted, and reserve funds.

4. Investments The investment program is designed to invest FEW idle funds to generate income. The Investment Committee will monitor cash and investment balances to ensure that funds are secure and that funds not needed for operations are invested in accordance with the FEW Investment Policy. (See the Investment Policy Statement included in this section.)

5. Deferred Revenue —Deferred revenue will be recognized n accordance with generally accepted accounting principles.

a. Membership Dues —Regular membership dues are billed and collected in advance for a one-year term and will be recognized when earned. Membership dues will be placed in a deferred revenue account and recognized over the membership period. Regular membership dues will be recognized over the membership period

i. New enrollments will be recognized over the remaining months in the membership year ending February 28.

ii. Renewals will be recognized over the 12-month period ending February 28.

iii. Lifetime dues will be recognized over a 10-year period.

b. FEW-sponsored Events —Revenue received for attendance at FEW-sponsored events is billed and placed in a deferred revenue account when received. The revenue will be recognized when the refund date passes or the event occurs, whichever occurs first. Non-refundable fees will be recognized when payment is received. Payments received from sponsors or vendors for FEW events will be recorded as deferred revenue until the event occurs, unless the donation is made unconditionally, in which case they will be recognized as revenue when received

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c. Advertising —Payments for advertising in FEW publications are recorded as deferred revenue until the publication is published.

6. Accounts Receivable

a. For FEW-sponsored events, an accounts receivable accrues when payment has not been received from registrants.

i. Individual registrant information will be recorded to include, at a minimum: name, address, event, purchase order number, registration fee, amount paid and balance due.

ii. Collection efforts will continue for a minimum of 180 days.

b. An accounts receivable will be recognized for funds due from members, Chapters, or Regions as the situation may occur. A record will be maintained to include name, address, purpose, total amount owed, amount paid and balance due.

c. Allowance for Doubtful Accounts—an allowance for doubtful accounts will be estimated based on an analysis of annual sales, taking into consideration prior years’ bad debt realized.

7. Prepaid Accounts —Examples of expenses that will result in prepaid accounts (asset)

a. Insurance —Includes general liability insurance, professional liability insurance, directors and officers insurance and property insurance. Payments for these policies will be expensed over the covered period.

b. Special Event Coverage —Insurance for special event liability, such as for the National Training Program, will be a prepaid amount and expensed when the event takes place.

c. Deposits —Deposits paid to vendors for FEW events will be recorded as prepaid expenses. The expense will be recognized when the event occurs or the point at which the deposit becomes non-refundable.

d. Rent —Prepaid rent will be expensed monthly over the covered period.

8. Travel —FEW members who are traveling on official FEW business are eligible for reimbursement of travel expenses as outlined in these procedures and as provided for in the annual budget. Each member should verify in advance that sufficient travel funds are budgeted and available before incurring travel costs.

a. Authorization —Elected officers, standing committee chairs, special assistants, or special Committee Chairs authorized to travel on FEW funds to the NBOD Meetings or the E. C. Meetings will be identified by position within the operating budget. The Finance Chair will distribute the list. Authorization for leadership travel, publicity/marketing travel to National conferences, or Region/Chapter support travel will be made by the Finance Chair and the National President, within the respective available budgeted funds. NTP-related travel will be approved by the NTP Chair within the available NTP budgeted funds.

b. Travel reimbursement requests must be submitted on an approved Expense Report form within 15 days of the end of travel, with all receipts attached, in accordance with instructions issued by the Treasurer.

c. The only allowable travel expenses are

i. Lodging —maximum of ½ of daily lodging rate, plus taxes, based on double occupancy. Only the National President is authorized full reimbursement for single occupancy. Lodging costs do not include personal items that may be charged to the hotel room, such as laundry, late check-out fees, in-room movies, room service, newspapers, room upgrades or other items not specifically identified as allowable within these policies and procedures.

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ii. Public transportation —most cost effective means (coach fare); use travel agency designated in advance including allowed choice of airline carrier.

iii. Personal vehicle mileage —reimbursed at the standard business mileage rate set by the Internal Revenue Service at time of travel. Must be requested in advance for traveling to out-of- town destination in lieu of public transportation (air or train). Total of mileage plus parking at destination is limited to cost that airfare plus airport shuttle would have been. Finance Chair must approve exceptions in advance. Mileage for travel between home and airport will also be reimbursed, at the standard business mileage rate.

iv. Personal vehicle parking—-when used for FEW business. Hotel valet parking not allowed unless personal parking isn’t available. Airport parking will be reimbursed for those days the traveler is on official FEW business.

v. Taxi/shuttle between airport and hotel —if airport shuttle is not offered by hotel most economical means available.

vi. Telephones —local calls for FEW business, and does not include hotel internet access fees for long distance calls.

vii. Leadership Travel allowable expenses are the same as above, except that the National Board of Directors and any member will be granted a $25.00 daily meal allowance for the purpose of representing FEW on official business. This applies only when overnight travel is required and specifically authorized in writing by the National President.

viii. Payment to NBOD and E. C. Meetings is conditioned upon attendance at the entire meeting. The National President may grant exceptions to this requirement and must be asked in advance.

ix. Exhibit Support —Allowable expenses are $15.00 per day for miscellaneous expenses involved for volunteers who assist with exhibits for FEW at the request of the National Communications Chair

x. Current year NTP Committee members are allowed $25.00 per day meal allowance when attending NTP Committee Meetings—not to exceed 2 days—when not associated with E. C. or NBOD Meetings.

d. Automatic Clearing House (ACH) Direct Deposits

i. All expense reimbursement reports and receipts will be submitted electronically (scanned) to the appropriate assigned Finance Team member responsible for reviewing and approving the expense report

ii. A member of the Finance Team will review and ensure that all documentation and account coding is correct before sending the scanned and approved copies to the Accountant.

iii. The Accountant will record them in the accounting software with all other invoices that are to be paid.

iv. Each week, FEW’s treasurer receives the list of outstanding Accounts Payable to approve before the Accountant pays them. This list is sent on Fridays to be returned to the Accountant by Monday morning.

v. The Accountant prepares checks on Mondays to be sent to the FEW’s treasurer for signature. These checks would include expense reimbursements that are being paid by check.

e. Direct Deposit of Expense Reimbursementsi. If a NBOD member wishes to have their expense reimbursement deposited into their bank account, they must submit an authorization form and a copy of a voided check to the Accountant (it will not be set up without the voided check). This

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only needs to be submitted once unless there is a change in bank accounts. This should be sent to the Accountant using a password-protected PDF or by snail mail. The password can be phoned in or sent in a different email.

ii. ACH reimbursements will be paid twice a month, on or around the first and third Fridays of the month.

(a) ACH transactions will be set up on the bank’s website by a Finance team member.

(b) The Finance team member will e-mail FEW’s treasurer that the transactions are ready to be initiated by Treasurer. The treasurer will verify the amounts and payees against the AP list.

(c) The member’s deposit will be in their account within two to three business days after initiation by the treasurer.

iii. The Accountant will file the scanned expense reports as supporting documentation for the payments.

9. Operational Expenses Reimbursement —When FEW members advance personal funds for approved and budgeted operational expenses, reimbursement will be made upon receipt of an approved Expense Report, submitted in accordance with instructions provided by the Treasurer for delivery. Receipts for all expenses must be attached.

a. NTP Expense Reports —Expenses for NTP Planning Team will be submitted to the Treasurer on an approved Expense Report Form, with all original receipts attached, in accordance with instructions issued by the Treasurer. The Treasurer will provide copies of NTP Expense Reports to the NTP Chair or NTP Finance Chair, whichever is their preference.

b. All expense reports should clearly identify the submitter’s position and the specific purpose for which each expense was incurred so that the expenses can be accurately allocated.

c. Expense reports for expenses over $25 must be submitted for payment within 30 days of the date the expense was incurred. Expenses totaling less than $25.00 may be held until they cumulatively reach the $25.00 threshold. However, at fiscal year-end, all expense reports must be submitted no later than August 10, for all outstanding expenses.

10. Fixed Assets, Depreciation, and Amortization —Assets will be depreciated in accordance with depreciation policies. Depreciation will be calculated for equipment and furniture using the straight-line method and recorded monthly accordingly. Qualifying leasehold improvements will be amortized over the remaining lease term. Fully depreciated assets will remain on the balance sheet until disposed of. Original source documentation will be maintained for all capitalized assets for the life of the asset. The documentation will support the recorded acquisition cost of the asset plus the cost to put the asset in use. The value of donated property will be documented through either the contributor’s letter or an appraisal. A physical inventory of all assets will be completed biennially, to be completed during the last quarter of the fiscal year in even-numbered calendar years.

11. Annual Audit —FEW will solicit bids from responsible Certified Public Accounts (CPAs)/ Accounting firms (auditors) for the annual audit of the financial statements. They will be evaluated on their technical knowledge, experience and overall cost. The successful audit firm will be engaged on an annual basis, for no more than five years before a replacement firm is sought. The auditor will be asked to render an opinion on the financial statements, to include an evaluation of internal controls. The auditor’s internal control report will not be for general distribution; however, the opinion letter will be issued to the NBOD and made available to the members.

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FEDERALLY EMPLOYED WOMENInvestment Policy Statement

Purpose

This policy statement outlines the goals and investment objectives for Federally Employed Women (FEW). This document is intended to provide guidelines for managing FEW’s reserve funds, and to outline specific investment policies that will govern how FEW’s goals are to be achieved. These policies will be reviewed annually and revised periodically to ensure they adequately reflect changes related to FEW, the reserve funds, and the capital markets.

Investment Objective

Reserve Fund assets will be invested to provide a reserve of liquid funds available for FEW programs and initiatives. Any additional funds shall be invested conservatively, and with limited maturities so as not to commit funds for an extraordinary lengthy period of time. Consistent with this, the National Board of Directors (NBOD) has determined that the investment of these assets shall be guided by the following objectives:

To achieve a positive rate of return over the short-term that will contribute to the cash flow needs of the Reserve Fund for on-going operations, special initiatives and capital projects in support of FEW.

To build a Reserve Fund representing one year of operating expenses.

National Board of Directors

The NBOD is the body that has fiduciary responsibility for the establishment of Reserve Fund policies and programs. The Investment Committee has responsibility for the administration of these policies and programs, and will serve as the trustee for the duration of their tenure on the FEW NBOD.

The Investment Committee will have authority to hold, invest, reinvest, disburse, and otherwise deal with and manage Reserve Fund funds in accordance with this investment policy statement. The Committee has responsibility for acting within established policies, procedures, and guidelines in the management of the Reserve Fund. Specifically, the responsibilities include:

To hold, invest, reinvest and distribute Reserve Fund funds, To recommend operating procedures for the effective management of the Reserve Fund, To develop, review and recommend investment policy, strategies, and guidelines, To report on the status of the Reserve Fund and its performance, To communicate with the NBOD and the membership as appropriate about the Reserve Fund

and its performance and, To invest these funds in a manner that is consistent with generally accepted standards of

fiduciary responsibility.

Investment Consultant

An Investment Consultant retained by FEW would have the following responsibilities: Assist the Investment Committee with strategic planning for the Reserve Fund, including

providing assistance with developing an investment policy and an asset allocation strategy, Provide quarterly written performance measurement reports to the Investment Committee

and assist in interpreting the results, Ensure the custodian provides monthly statements of assets and transactions and, Accept such other duties as may be mutually agreed upon.

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The Investment Committee and NBOD shall evaluate the Investment Advisor periodically, but no less often than twice a year.

Ethics and Conflicts of Interest

The NBOD and FEW staff involved in the investment process are to refrain from any activity that could conflict with the proper execution of the investment program or which could actually or be viewed as impairing their ability to make impartial investment decisions. Members of the FEW NBOD, staff, and investment agents are to disclose to the FEW Investment Committee any material interests in financial institutions that conduct business with FEW. The FEW Board, staff, and investment agents are to disclose further any large personal financial/investment positions that could be related to the performance of the Reserve Fund. Finally, the Reserve Fund is not to invest in any financial instrument of any member company or its parent or subsidiaries.

Security Selection/Asset Allocation

Selection of individual securities meeting the criteria established in this Investment Policy Statement shall be recommended by the Investment Advisor or Finance Chair, and approved by the Investment Committee.

Asset Allocation Strategy

The mix of assets should be generally maintained in two groups as follows:

I. Operations Surplus Account

Asset Class Minimum Target Avg MaximumTreasuries/CDs $1,500,000 $2,000,000 $2,500,000

60% 75% 100%

Corporate Bonds $100,000 $500,000 $500,0004% 20% 20%

Cash and Cash Equivalents $100,000 $250,000 $500,0004% 10% 20%

The Operations Surplus Account should be the initial recipient of any surplus funds. This Account should be funded until its balance reaches $2.5 million, which represents five years of operational funding at$500,000/year.

Amounts over and above the $2.5 million mark should be in the FEW Capital Growth Account. This account will be invested in conservative equities, beginning with mutual funds until such time as these balances are large enough to support individual accounts with private money managers.

II. Capital Growth Account

Asset Class Minimum Target Average MaximumEquity 100% 100% 100%

Deviations from this asset mix guidelines require a change to this Investment Policy Statement by the Board of Directors.

Permitted SecuritiesEquities

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Mutual funds with a minimum 5-year track record. Mutual funds with a “large cap” or “all cap” construction. No small cap, mid cap, foreign or emerging market funds will be purchased until the size of the

stock portion of the allocation reaches $500,000 in value. No individual stocks unless managed by a private portfolio manager.

Fixed Income Any U.S. Treasury, federal agency, or federally insured certificate of deposit. Corporate bonds must be in a mutual fund. Any FDIC insured certificate of deposit. Maximum effective maturity of any single security should not exceed 5 years. No more than 20% of the market value of the fixed income portfolio to be invested in zero

coupon bonds. No more than $250,000 may be invested in CDs from any one issuing bank in order to preserve

the FDIC insurance maximum benefit.

Cash and Cash Equivalents All money market instruments must be of bank quality or higher. Any money market instruments

used will be A1/P1 grade only.

Approval

This investment policy is to be reviewed annually to determine if any revisions are warranted. Should the Investment Committee or NBOD wish to deviate from this policy or implement a change in policy, this Investment Policy Statement shall be formally revised, by recommendation from the Investment Committee, subject to approval by the NBOD.

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FEDERALLY EMPLOYED WOMEN CORPORATE CREDIT CARD POLICY &

DECLARATION

Purpose:In order to facilitate best business practices, the following policy sets forth instructions for use of the FEW corporate credit cards. This policy offers guiding principles, but it remains the responsibility of anyone authorized to use a FEW corporate credit card to purchase goods, supplies or services to at all times maintain the highest level of integrity and stewardship of FEW funds.

Scope:FEW Vice Presidents and the FEW board members are authorized to make use of the FEW issued corporate credit cards in their user’s name under the following terms and conditions:

Corporate Credit Card: The FEW corporate credit cards issued to an authorized officer, board member or vice president of FEW is to be used solely for official FEW businesses and not for personal expenses. Charging personal expenses to the corporate credit cards is not acceptable under any circumstance. Cardholder transactions shall be scrutinized to ensure continued compliance with this policy.

Transaction/Charge Limit: A dollar limitation on credit card use authority assigned to the cardholder for each total charge made with the corporate credit card must not exceed $200.00 for all purchases, with the exception of transportation costs which have been pre-approved by FEW. Monthly corporate credit card purchases must not exceed $1,000.00. Note: Travel must be approved in advance in accordance with FEW policies and procedures. Charges associated with said travel will only be reimbursed if travel has been pre-approved.Any and all increases to credit limits must be approved by the FEW President and Treasurer.

Corporate credit cards are limited to the absolute minimum necessary to conduct FEW businesses. Use of the credit cards will be monitored to mitigate excessive or improper card use. FEW reserve the right to recover any monies from the cardholder. Cardholders will be required to sign this declaration stating that they understand and agree to be bound by and adhere to this FEW corporate credit card policy and authorizing FEW to recover any amount incorrectly or improperly charged or claimed.

FEW corporate credit cards are NOT to be used for the following:

Items or services for Personal Use Items or services NOT related to FEW businesses Alcoholic beverages EntertainmentCash Advances RecreationFinancial services Any purchases prohibited by FEW

The corporate credit card must never be used to purchase items or services for personal use or for non-FEW purposes. There shall be NO exceptions.

A cardholder who makes an unauthorized purchase with the corporate credit card, as defined in this Policy or who uses the corporate credit card in an inappropriate or unauthorized manner will be subject to disciplinary action, including possible card cancellation, removal from office and/or from the FEW board, and criminal prosecution.

Cardholders are accountable for all charges made with their corporate credit cards and are responsible for checking all transactions against the corresponding support documentation to

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verify their accuracy and propriety. Card holders shall not allow another individual to use their card.

Cardholders must retain transactional evidence to support all charges. An acceptable receipt for reimbursements of claimable business expenses on the corporate credit card is an original receipt. Card purchases without receipts are ultimately the responsibility of the credit card user.

Lost or stolen credit cards must be reported to FEW and cancelled immediately.

All statements are to be forwarded to FEW’s business office on a monthly basis. All receipts must be attached to the documentation with descriptions detailing the business purpose with the proper approvals.

It is the cardholder’s responsibility to obtain and provide FEW with all receipts. Documentation sent to FEW without the proper and corresponding receipts attached will be sent back to the cardholder to provide the missing receipts.

If is the cardholder’s responsibility to use her or his best efforts to safeguard the corporate credit card and corporate credit card account number at all times.

Prior to leaving FEW office and/or service on the FEW board of directors, cardholders must reconcile all expenditures on her/his card account and surrender their corporate credit cards and corresponding support documentation and records to FEW.

(Note: See National Policy and Procedures Manual (NPPM) – Section V: Program Policies and Procedures – Finance Section - regarding reimbursable expense.)

ATTESTATION CLAUSE :I HAVE READ THE ABOVE CORPORATE CREDIT CARD POLICY AND DECLARATION FOR MEMBERS OF THE NATIONAL BOARD OF DIRECTORS (NBOD) OF FEDERALLY EMPLOYED WOMEN (FEW), AND I HEREBY DECLARE THAT I UNDERSTAND THEM AND AGREE TO ABIDE BY THEM DURING MY TENURE AS AN NBOD MEMBER.

Print Name Position/Title

Signature Date

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HOUSING

I. NATIONAL

A. POLICY

The purpose of this section is to guide the Special Assistant to the President for Housing through the steps involved in planning, organizing, and executing FEW meetings which includes all Board meeting, CPLF and other meeting. FEW will host as a minimum two executive committee meetings held in May and October and two National Board of Directors held in July and February each year. The Special Assistant for Housing may also assist with other meetings at the request of the President or the NTP Committee.

B. PROCEDURES

1. Prior to the meeting:

a. Determine the size of the group, length of the meetings, the budget, travel impact, and the time of year.

b. Select the type of hotel and the amenities offered. Amenities included but limited to restaurant on site, accessibility and cost of transportation to and from the airport, and meeting space to accommodate the attendees.

c. Send out an RFP to at least three hotels.

d. Coordinate the selection of the hotel with the President.

e. After the selection of the hotel and prior to the signature of the contract by approving official, provide a copy to the Contract Manager and the Treasurer for comment. The contract should include space for regular meeting and committee meetings, and sleeping space, dates, cost, complimentary arrangements (meeting space, suites, breaks, audio equipment etc) cancellation policy, method of payment, room block and cutoff date.

f. After contract with the hotel has been signed by all parties, provide a copy to the President, the Contract Manager, the Treasurer, and the Finance Chair.

g. After contract has been signed make initial contact with the assigned hotel point of contact for the meeting rooms and for sleeping room reservations.

h. Work with the President and Finance Chair to develop a list of the board members authorized to attend the meeting. The Finance Chair will provide the list to the travel agency.

i. At least 45 days prior to the meeting, send out an email to board members authorized to attend the meeting with information on how to register, the authorized travel dates, the contact number and email or the travel agency, the cutoff date for airline reservations and room reservations, the address of the hotel and the meeting room name, and transportation information to and from the hotel.

j. Provide the hotel with a rooming list prior to the cutoff date on the contract.

k. At least 30 days prior to the meeting select break items from a menu provided by the hotel. Check with the treasurer to stay within budget.

l. Coordinate with the established hotel point of contact. Working closely with the hotel staff on room set-up, audiovisual equipment and breaks will greatly reduce the amount of time required on site. The President will provide the housing project manager with room set-up requirements. The two most common set-ups are hollow square or U-shaped. Diagrams provided.

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2. On-site:

a. Check in with the hotel point of contact.

b. Check out the room set-up and make adjustments as necessary.

c. Work with the secretary on equipment set-up.

d. Check on morning and afternoon breaks and make adjustment in times if necessary.

e. Be available for last minute instructions from the President.

3. After the meeting:

a. Provide the hotel with FEW’s billing address.b. Assist the Treasurer and Finance Chair with any questions regarding the billing

statement.

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NOMINATIONS AND ELECTIONS

I. NATIONAL

A. POLICY

1. Federally Employed Women (FEW) will conduct an election of officers in accordance with the provisions of Article XI of National FEW Bylaws.

2. The officers elected by the membership are: President, Executive Vice President, Vice President for Policy and Planning, Vice President for Compliance, Vice President for Congressional Relations, Vice President for Diversity, Vice President for Membership and Chapter Organization, Vice President for Training, Secretary, Treasurer and Nominations Officer. The National President, with approval of the National Board of Directors (NBOD), shall appoint four members as the Nominations Committee in accordance with Article XII, Bylaws. The National Board of Directors at its semi-annual meeting in even numbered years elects an Elections Chair; the Elections Chair appoints two Elections Committee Members if an electronic election is not conducted.

3. Eligibility—All National Officers for this organization shall be current or retired employees of the federal government or the District of Columbia and members are in good standing for at least the past three consecutive years and remain current for the term of office with the exception of the National President. All officers shall have held an elected or appointed office at the Chapter, Regional or National level for at least one (1) term. The candidates for National President shall have served as a member of the NBOD for at least the previous two (2) years and in congruence with the nature and mission of the organization the candidate may only be a Federally Employed Woman.

4. If a President is elected for a second consecutive term, the Immediate Past President serving during that said President’s first term shall continue to serve a second term in the capacity as Immediate Past President.

5. Officers’ terms shall begin following installation at the National Training Program in even- numbered years and these officers shall serve for a term of two years. No member shall be elected to the same office for more than two consecutive terms. Any officer filling an unexpired term of one year or less will be eligible for election for two full terms. However, an officer who serves more than half a term is considered to have served a full term. A member may hold office, either elected or appointed, at the Chapter and Regional level or Chapter and National level at the same time as long as the holding of the two positions does not give the individual two votes on the same board at the same time, but not at the Regional and National level at the same time, nor hold more than one National office at the same time.

B. PROCEDURES

1. NOMINATIONS

a. The Nominations Officer and appointed committee are responsible for establishing procedures for the receipt of nominations, publishing the responsibilities of each office, assuring each candidate has the qualifications for the office and screening no more than three (3) CANDIDATES FOR EACH OFFICE. If the slate contains less than two (2) candidates for each office, the Nominations Officer and committee may add additional candidates with their approval.

b. The Nominations Officer shall check with the Vice President of Membership and Chapter Organization to determine if all candidates are members in good standing at the time of receipt of the nominations packet. A candidate’s membership shall remain

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current during

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the elections process. All elected officers shall remain in good standings throughout their tenure.

c. The Nominations Committee shalli. Solicit nominations from Chapters and Regions for the National elected officers at

least 100 days before the Annual Membership in even-numbered years. Chapters shall return their nominations to the Nominations Committee within 30 days of receipt of the solicitation

ii. Assure Chapter nominees are qualified for nominated positions. If Chapters propose no qualified nominees, the Nominations Committee shall nominate a qualified candidate for the position and

iii. Prepare the ballot containing the official slate of candidates and distribute the ballot to the membership entitled to vote at least 60 days before the Annual Membership Meeting in even-numbered years through a process determined by the NBOD.

d. A member may be on the ballot for only one office per election. The names of the nominees for each office will appear on the ballot in random order, determined by the Nominations Committee.

e. An article will appear in the December issue of FEW's News & Views regarding the solicitation of nominations. Nomination forms will be sent to Regional Managers and Regional Representatives for informational purposes only, and it will be the responsibility of the Regional managers/Representatives to encourage nominations from the Chapters. Any appointed member of the Nominations Committee who becomes a candidate for National Office shall immediately resign from the Nominations Committee, and the vacancy will be filled within 10 days by the Executive Committee.

f. Members of the Nominations Committee shall monitor and keep active the Leadership Development group on FEW’s social networking site. This includes responding to questions from group members, keeping discussion alive regarding opportunities members can take advantage of to get the necessary experience to run for FEW National, Regional or Chapter office and keeping up-to-date information posted on the site. Members of the Leadership Development group on the social networking site are those who have self-identified as wanting to hold a leadership position within FEW and can serve as a pool from which candidates for National, Regional or Chapter office may be identified.

2. ELECTIONS

a. At the semi-annual NBOD Meeting in even-numbered years, the NBOD shall vote for an Elections Chair. The term of office for the Elections Chair shall be through the Annual Membership Meeting in even-numbered years.

i. The Elections Chair shall prepare an Elections Plan subject to the approval of the Executive Committee in the spring meeting.

ii. The Elections Chair shall be responsible for the receipt of electronic voting reports.

iii. Elections shall be by plurality vote.

iv. The Elections Chair shall notify all candidates of the election results at least 30 days before the Annual Membership Meeting, and shall prepare and present an election report, which includes announcing election results, for the Annual Membership Meeting in even-numbered years.

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b. Any appointed member of the Nominations Committee who becomes a candidate for National Office should immediately resign from the Nominations Committee.

c. No candidate for office may serve as the Elections Chair. Any member of the Nominations Committee who becomes a candidate for National office shall immediately resign from the Nominations Committee. If the Elections Chair resigns, the Executive Committee will elect a successor within ten (10) days.

d. Every member in good standing will be eligible to vote for National officers.

3. BALLOTING

a. The ballots shall be distributed only to members in good standing. Members in good standing for the purposes of elections shall mean members whose membership has been received in the National office by the third Monday in March of the election year . Members whose dues are in arrears but who are within the two-month grace period shall be eligible to vote. Every effort will be made through communication with Regions, Chapter, and members-at-large to ensure that every eligible member in good standing is encouraged to vote for National officers.

b. Ballots containing the official slate of candidates will be prepared by the Nominations Committee and distributed by a variety of methods—electronically, posting on the official website, and/or paper copies to those who do not have computer access—to the membership entitled to vote at least 60 days before the Annual Meeting in even-numbered years. All members will be encouraged to use an electronic voting process, but arrangements will be made for members without computer/internet access.

c. Ballots must be returned via electronic method or paper ballots returned to designated location by the specified date on the ballot. Ballots must not be sent to the National office. Ballots returned to any address other than that specified by the Elections Committee shall be declared invalid. Photocopied ballots will not be processed. Only the Elections Committee or an individual(s) contracted/engaged by FEW can process the ballots. (FEW members and/or their immediate families shall not be eligible for this contractual arrangement.)

d. Specific information about all candidates will be furnished in FEW's News & Views and on the FEW website (www.few.org) to assist the members in the voting process. The ballot information will contain background information on each candidate and statements about FEW activities, other related activities, and objectives to be accomplished, if elected.

e. Chapters will be encouraged to guide their members to vote electronically. If there are several members in a Chapter without computers, they may want to encourage that multiple ballots be returned in a single envelope and considered valid under the same circumstances as a single ballot as long as the proper identification provided is on each single ballot so that each ballot can be validated. (Instructions for such verification will be provided with the ballot.) Otherwise, ballots that cannot be validated shall be declared void.

f. The identifying information to validate mail ballots shall be, at a minimum, the member's name, address, Chapter/Region or a member-at-large, the individual’s FEW membership number and a ballot number.

4. CAMPAIGNING . Candidates may not begin campaigning for office until each candidate on the ballot has received written notification from the Nominations Officer. Campaigning is defined as flyers, posters, email notification, websites or verbal announcements. All campaign materials will be submitted through the Nominations Committee to the Publication Policy and Review Committee for approval. After approval, the Nominations Officer will submit all candidates’

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information to the website for posting.

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5. TABULATING VOTES

a. Ballots not clearly marked, marked with more than one vote for an office, postmarked after the specified date, or that appear to have been tampered with or are dubious in any way will not be counted.

b. The Elections Chair will validate the ballots and, in accordance with the approved Elections Plan, either count the ballots or arrange to have ballots counted by electronic/mechanical process. Only the Elections Chair or individuals contracted/engaged by FEW may process the ballots. FEW members and/or their immediate families shall not be eligible for any contractual agreement. Tally/counting of the ballots must be completed at least 30 days before the Annual Membership Meeting in even-numbered years. Elections shall be by plurality vote.

c. The Elections Chair shall notify all candidates for office by phone, if possible, and by mail of the elections results at least 30 days before the Annual Membership Meeting in even- numbered years. The official elections report will be prepared by the Elections Chair and presented at the General Session of the Annual Membership Meeting, in even-numbered years, followed by a report in the next issue of FEW's News & Views.

6. UNUSUAL ISSUES —The Elections Chair shall be empowered with the authority to resolve unusual issues that may surface during the election process. All issues and solutions will be documented for lessons learned and provided to the incoming Nominations Officer.

7. The Nominations Chair or the individual contracted by FEW will make every attempt to re-mail ballots returned for incorrect or insufficient address; however, it is the responsibility of each member to make sure her/his address is correct. The mailing address will be the address recorded in the FEW database and verified by the Vice President for Membership and Chapter Organization.

8. RETENTION OF BALLOTS —All paper ballots and the report of the electronic ballots for elections shall be held by the Nomination Officer, retained for three (3) months, and then destroyed.

9. RETENTION OF NOMINATION PACKAGES —Nomination packages will be retained by the Nominations Officer until the election has been certified; thereafter, the packages will be destroyed.

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PUBLICATIONS POLICY AND REVIEW

I. NATIONAL

A. POLICY

All publications produced by or in the name of Federally Employed Women must be consistent with organizational policies and quality standards, in terms of both content and appearance. In addition to the printed materials updated, maintained, and distributed by FEW, FEW will maintain an internet website on the worldwide web for communicating information to its general membership and as a communication tool for attracting potential members.

B. PROCEDURES

1. PUBLICATIONS POLICY AND REVIEW COMMITTEE

a. The Publications Policy and Review Committee will consist of the Publications Policy and Review Committee Chair, Executive Vice President, Vice President for Policy and Planning, Vice President for Training, Communications Committee Chair, Immediate Past President (or a designated replacement), and a representative from one of FEW's 10 regions. In accordance with FEW’s National Bylaws, the President will serve as an ex officio member. The National Secretary will serve as recorder. Advisors to the committee will include the Vice Presidents for Diversity, Compliance, Membership and Chapter Organization, Congressional Relations, and the Legislative Representative.

b. The purpose of the committee is to oversee organization publications. In general, the responsibilities of the committee include:

(1) Setting priorities for new publications(2) Reviewing content of publications prior to printing(3) Establishing standards for reviewing style of publication(4) Establishing standards for appearance (method of desktop publishing or printing)(5) Establishing policy on distribution and/or resale of publications(6) Establishing editorial policy and standards for terminology(7) Establishing reprint policy(8) Establishing other responsibilities as they apply to specific publications

c. Whenever appropriate, the committee will solicit assistance from other members who, because of either their area of expertise or their position on FEW's Board of Directors, qualify as subject matter experts.

d. Whenever appropriate, the committee will solicit legal review from the Contracts Management Chair.

e. The committee will solicit assistance from a member or other individual whose expertise and editorial experience qualify her/him to review publications for proper use of terminology, grammar, sentence structure, punctuation, capitalization, and spelling.

f. The committee will meet four times per year in conjunction with National Executive Committee and Board of Directors Meetings. Subgroups of the committee assigned to work on specific publications/projects will meet as appropriate or necessary.

2. SUBMITTING REQUEST FOR REVIEW

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a. In addition to normal review requests, according to the NPPM, prior to any document being posted to FEW’s website, it is to be reviewed by the Publication and Policy Review Committee (PPRC) no later than the closing date of the request.

b. Articles, publications and other items for review must be submitted in word format and be ready for publication prior to being submitted to PPRC for review. It is up to the requester to make a document final and send it to its intended destination.

c. Articles, publications and other items for review are to be sent to the National PPRC Chair, who in turn will send them to the PPRC Committee for review. The PPRC members will review for content of publications prior to printing, and return the document to the PPRC Chair for coordination.

d. Normal review time is 5 business days or up to 10 business days maximum for documents over 15 pages. If the requester has a short deadline, inform the PPRC Chair, and efforts will be made to meet that deadline. Deadline for comments shall fall on business day rather than a weekend or holiday.

e. On or prior to the return date, the PPRC Chair will consolidate and edit the returned reviews along with the Chair’s edits.

f. The requester, along with the National President, will receive the document with suggested edits for their approval.

g. Upon their approval, the requester is free to release the document for publication to the appropriate party. It is the requester’s responsibility to ensure the finished document reaches its final destination.

h. Contact the PPRC Chair at [email protected] if anyone is in doubt of where to submit the document.

3. PUBLICATIONS

a. Brochures/Membership Recruitment Materia l

i. All brochures and other membership recruitment material will undergo editorial review for proper use of grammar, sentence structure, punctuation, capitalization, and spelling.

ii. The National President will review all brochures and other membership recruitment material prior to publication. In addition, all such materials will also be reviewed by the Executive Vice President; Vice Presidents for Policy and Planning, Congressional Relations (for matters pertaining to FEW's legislative program), Training, Diversity, Compliance; and the Communications Committee Chair. The Legislative Representative will review matters pertaining to FEW's legislative program except in cases where the specified member of the committee is the author.

iii. The Vice President for Membership and Chapter Organization will serve as subject matter expert and will review all brochures and other membership recruitment material, except in cases where the brochure/other material was written by the Vice President for Membership and Chapter Organization.

iv. Membership brochures and other recruitment material will be distributed to interested individuals upon request and in bulk quantities in accordance with procedures established by the Publications Policy and Review Committee.

b. National Policy and Procedures Manual

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i. All additions and changes will undergo editorial review for proper use of grammar, sentence structure, punctuation, capitalization, and spelling.

ii. All additions and changes will be prepared and/or coordinated by the Vice President for Policy and Planning.

iii. All additions and changes will be approved by the Executive Committee or Board of Directors, except in those instances, which necessitate additions and/or changes to comply with actions approved by the Executive Committee or Board of Directors, or to comply with changes to FEW National Bylaws.

iv. All additions and changes will be reviewed by the President before Executive Committee/Board of Directors approval or publication, as appropriate. In addition, all such materials will be reviewed by the Executive Vice President; Vice Presidents for Congressional Relations (for matters pertaining to FEW's legislative program), Diversity, Compliance; and Executive Director except in cases where the specified member of the committee is the author.

v. All changes and additions made as a result of actions approved by the Executive Committee or Board of Directors or to comply with changes to FEW National Bylaws will be reviewed by the President and Vice President for Policy and Planning prior to publication.

vi. Subject matter expertise will be solicited from other elected officers, standing committee chairs, and/or special assistants as warranted by the subject matter of the material to be published.

vii. Distribution of additions and changes will be the responsibility of the Vice President for Policy and Planning or the National President. One complimentary copy of all additions and changes will be distributed to FEW chapters and members of the Board of Directors. Additional distribution will be made in accordance with procedures established by the Publications Policy and Review Committee.

c. General Publications

i. All general publications will undergo editorial review for proper use of grammar, sentence structure, punctuation, capitalization, and spelling.

ii. The National President will review all prior to publication. In addition, all such materials will also be reviewed by the Executive Vice President; Vice Presidents for Policy and Planning, Congressional Relations (for matters relating to FEW's legislative program), Training, Diversity, Compliance; the Communications Committee Chair;. and the Legislative Representative (for matters relating to FEW's legislative program), except in cases where the specified member of the committee is the author.

iii. Subject matter expertise will be solicited from other elected officers, standing committee chairs, and/or special assistants as warranted by the subject matter of the material to be published.

iv. Distribution of general publications will be made in accordance with procedures established by the Publications Policy and Review Committee.

d. FEW’ s News & Views

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i. News & Views is the newsletter of FEW and will be published on a bi-monthly basis. News & Views will be distributed to FEW members and subscribers. The Editor of News & Views will be responsible for the content of the publication of the newsletter in coordination with the Publication Policy and Review Committee and the FEW Webmaster and act as Business Manager for News & Views in coordination with the FEW Executive Vice President

ii. The Editor will determine the general overall focus of each issue, select feature stories, set priorities for publication of unsolicited articles and timely newsworthy articles, established policy for acceptance/rejection of paid advertising, established editorial policy, and provide written responses to “letters to the editor.”

iii. The Editor and publisher will coordinate publications to include editorial production processes with supporting News and Views Committee to accomplish the following tasks:

(a) Solicit articles, photographs, and other information necessary for inclusion in each issue based on the focus determined by the Publications Policy and Review Committee, mandated by the Board of Directors or directed elsewhere in this manual.

(b) Recommend articles and topics for articles to the Publications Policy and Review Committee.

(c) Write articles, photograph captions, and headlines as necessary.

(d) Perform editorial review of articles, solicited and unsolicited, to ensure proper use of terminology, grammar, sentence structure, punctuation, capitalization, and spelling.

(e) Review desktop copy (i.e., including all material, and eliminate typographical errors).

(f) Prepare desktop copy of final articles, headlines, and photographs.

(g) The Editor will establish deadlines to ensure timely publication of each issue.

(h) Provide hardcopy newsletter to members who do not have access to internet capabilities. Coordinate, as needed, with the printing company to ensure hardcopies are available.

(i) Ensure regular, bi-monthly publication of the newsletter reflects issues important to the members of FEW and reflects a positive public image using the following tactical procedures:

(1) Establish schedules for newsletter production and release and ensure timely distribution.

(2) Determine the focus of each issue, select feature stories.

(3) Establish standard format and layout for News & Views and ensure each issue conforms to the standard.

(4) Coordinate web publication with the FEW Webmaster using technology tools available, including formatting, reviews, and approvals for each edition.

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(5) Perform editorial review of articles, solicited and unsolicited, to ensure proper use of terminology, grammar, sentence structure, punctuation, capitalization, and spelling.

(6) Review desktop copy to ensure all articles, photos, and materials are included, and to ensure all typographical errors are eliminated.

(7) Write articles, photo captions, and headers as required.

(8) Submit final draft to the Publications Policy and Review Committee for review, editing, and approval for distribution.

(9) Establish a distribution method via the FEW website, email, hardcopy mailings to FEW members, and subscribers. Ensure the organization’s compliance with applicable postal regulations. Ensure sufficient printing and postage funds are available.

iv. The Editor, as Business Manager, in coordination with the FEW Executive Vice President, Communications Chair, Special Assistant for Sponsorship and Partnership, will solicit paid advertising for each issue, coordinate with advertisers to ensure proper content and placement of advertising, oversee billing of all advertising, and ensure advertising standards will reflect the following standards:

(a) Establish guidelines for advertising to include price, ad space, and layout.

(b) Maintain current advertiser mailing lists.

(c) Ensure production of the printed version of the News & Views for hardcopy mailing distribution as required to advertisers.

(d) Submit/update budget requests to the National Board for printing and mailing of the News & Views.

v. The Editor will serve as the business point-of-contact for agencies or vendors desiring to advertise in News & Views in coordination with the Executive Vice President and Communications Chair and Special Assistant for Sponsorship and Partnership. The Editor will:

(a) Solicit for advertisements.

(b) Receive advertisements from vendors and agencies.

(c) Review all solicited advertisements for content to ensure all information is correct and current.

(d) Answer inquiries from vendors and agencies.

(e) Set advertisement rates with approval from the NBOD.

(f) Ensure the advertisements are legitimate, are in concert with FEW’s mission and goals, and provide beneficial information to members.

(g) Forward all advertisement contracts/agreements to the National Contracts Team for review prior to signature by the National President.

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(h) Forward all signed advertisement contracts/agreements to the National President, Executive Vice President, Communications Chair, Finance Chair, Treasurer, Special Assistance for Sponsorship/Partnership and FEW’s accounting firms to send an invoice to the agency or vendor.

(i) Remove expired advertisements from the News *& Views per agreement with agency or vendor.

vi. Content of Advertisements – Advertisements selected for publishing in the News & Views:

(a) Content must be relevant and current to the mission and vision of FEW.

(b) Content must be appropriate and not contain information that is discriminatory, inflammatory, or derogatory in any manner.

vii. Advertising Approval Process – The Editor will work with the PPRC for review and approval of all advertisements:

(a) The PPRC will review each advertisement.

(b) The PPRC will make recommendations to approve or disapprove all advertisements submitted for review based upon the criteria identified in item 2 above.

(c) PPRC will return all advertisements within 5 business days to the Editor for inclusion into the newsletter based upon approval by the National FEW President and barring no substantial errors, and payment has been received. Advertisements that contain significant errors or that do not meet the criteria identified in item 2 above will be returned to the Editor who will return them to the originator to correct. The News & Views Editor, staff members, and the PPRC will not make any corrections to any paid advertisements.

viii. Advertising Space Allocation and Price – Allocated space and price for the advertising page will be divided into the following categories:

(a) Full page - $240 (Either Article or Full Page AD) per issue

(b) Half page - $160 (Either Article or Half Page AD) per issue.

(c) Quarter page – $100 (Either Article or quarter page AD) per issue.

(d) Business card - $60 per issue.

ix. Advertisement Format – Submitted advertisements will be digital/photo ready format, grammatically correct and error-free.

x. Advertisement Run – The advertisement will be run in the News & Views for the duration of the paid agreement.

(a) Payment for the advertisement must be received 10 business days prior to the publication date of the News & Views. National Treasurer will verify that payment was received.

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(b) Advertisement will be removed by the News & Views Editor at the expiration of the agreement

xi. The National President and Publications Policy and Review Committee will review all draft, edited articles for inclusion in News & Views prior to publication. The Vice President for Congressional Relations will review all draft and edited articles relating to FEW’s legislative program prior to publication.

xii. Guidelines for submitting articles to News & Views and regional and chapter newsletters are provided in the following paragraph. The guidance is intended to serve as a tool and to outline requirements/information for use in preparing and submitting articles for consideration for publication in News & Views.

e. Guidelines for Submitting Articles to FEW News & Views and Regional and Chapter Newsletters: This guidance serves as an outline of requirements/information for use in preparing and submitting articles for consideration for publication in FEW’s News & Views and regional and chapter newsletters:

i. Articles submitted must not contain “personal” opinions on sensitive issues such as political affiliations or positions, abortion, sexual orientation, etc. Opinioned/editorial items should be written as an individual opinion, and the person should not use his/her FEW position in the byline. Public statements must support FEW’s position on issues and must respect FEW’s non-partisan status as an organization.

ii. Articles should try to “tell a story” rather than just state facts if the story lends itself to that. Also, add interest to the story by adding, “quotes” in the article.

iii. Articles submitted should keep the story or article in the same tense unless it is just absolutely not possible.

iv. Articles submitted about events should be written as if they have already taken place if they will occur the month the News & Views will be issued. For example, if you submit something the 1st of September and talk about an upcoming event in mid- September, but the paper does not come out until the end of September, it is now in the past. As you tell the story, try not to repeat, but to let one paragraph build on the last one, etc.

v. Articles containing quotes from other periodicals must respect copyright laws. Review articles, and get permission from the author, or if no exceptions noted, list the source and be specific where it is being quoted. It is also imperative that if an article paraphrases or quotes from another article, it is noted correctly with the title of the publication, date, volume, and author’s name.

vi. Articles submitted from internet must be rewritten in submitter’s own words or permission to reprint obtained from original author and sent to Editor. Do not submit clipart if copyright laws are not followed.

vii. Length of articles (except NTP and President) must be not more than 600-700 words. Articles that exceed this length will be edited down or rejected. Articles will not be rewritten for submitter; if not in correct format of an article, it will be rejected.

viii. Pictures must be no larger than 45-50 kb in file size and will usually be printed so as to occupy approximately 2 square inches of space. Provide only one picture per article only.

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ix. Deadline for receipt of articles will be strictly adhered to. Please follow the News & Views Publishing schedule. Submit articles to Submissions Coordinator for review.

x. The Editor will try to use all articles, but reserves the right not to publish if the content is not appropriate for national newsletter, the current issue has reached its capacity, and the article will be irrelevant in the next issue.

xi. All submitted articles should be reviewed for spelling accuracy. Proper names should be checked for proper spelling prior to submission.

xii. News & Views is issued monthly.

f. FEW WEBSITE .

i. There are two basic principles underlying the delivery of information via internet to FEW members and the public:

(a) When developing, procuring, maintaining or using Electronic and Information Technology (EIT), FEW or its agent must ensure that members with disabilities have access to and use of information and data that is comparable to that for members without disabilities. For further information, see Disabilities and Sign Language Interpreters in Section V, Program Policies and Procedures.

(b) Members of the public with disabilities seeking information or services from FEW or its agent have access to and use of information and data that is comparable to that for members of the public without disabilities. For further information, see Disabilities and Sign Interpreters in Section V, Program Policies and Procedures.

ii. All material and information to be placed on the FEW National Website will undergo editorial review for proper use of grammar, sentence structure, capitalization, and spelling. Appropriate use of FEW’s logo and value statement will also be reviewed.

iii. The Publications Policy and Review Committee, working closely with FEW’s National Webmaster for technical consultation, will review requests from board members, regions, chapters, etc., for information to be placed on FEW’s National Website.

iv. Requestors must have properly coordinated documents with the respective board members whose duties correspond with the subject matter of the material.

v. Upon review by the Publications Policy and Review Committee and FEW’s National President, the material will be forwarded to FEW’s Webmaster for posting on the website.

vi. Requests for posting of information should include a requested date for posting and a deadline date when the material can be removed from the website. The Webmaster will notify the originator if there is a problem meeting the required posting date. Information regarding upcoming events must be forwarded for approval at least 45 days, when possible, prior to the event to ensure the material is posted in a timely manner.

vii. Maintenance of the FEW Website

(a) The funding of the national website will be allotted a budget item in the national FEW annual budget process. Billing will be handled through the National Finance Chair and Treasurer.

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(b) The National FEW Website Administrator shall be appointed as a Special Assistant to the President, attending all meetings as required by the President.

(c) Any changes to the contract with the Internet Service Provider (ISP) will be discussed with the Website Administrator prior to being made, as a change without prior knowledge could negatively impact the Website Administrator’s ability to post information to the website.

(d) External requests to link to the national website shall be directed to the Publications and Policy Review Committee via the Chair for review/recommendation of approval. The Chair of this committee will forward recommendations for approval/non- approval to the National President for a final decision on requests.

g. NATIONAL TRAINING PROGRAM.

i. All NTP publications will undergo editorial review by this committee for proper use of grammar, sentence structure, punctuation, capitalization, and spelling.

ii. The National President will review all documents prior to publication. In addition, all such material will also be reviewed by the Executive Vice President; Vice Presidents for Policy and Planning, Congressional Relations (for matters relating to FEW’s legislative program), Training, Diversity, Compliance; and Communications Committee Chair.

iii. Subject matter expertise will be solicited from other elected officers, standing committee chairs, and/or special assistants as warranted by the subject matter of the material to be published.

iv. Distribution for review of draft National Training Program publications will be made in accordance with procedures established by the Publications Policy and Review Committee.

4. LOGO

The “ FEW Guidelines for Use” is to be followed whenever the FEW logo(s), is reproduced.

a. The guide covers

i. The use of specific colors: black, blue, red, green, purple, teal, orange, and white

ii. Specifies examples of proper use and

iii. Examples of improper use.

b. These approved logos will be displayed and available for download on the FEW website at www.few.org.

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FEDERALLY EMPLOYED WOMEN (FEW) MICRO-SITES

Acceptable Use Policy for Region and Chapter Micro-sites

1. Overview Federally Employed Women’s (FEW) intentions for publishing an Acceptable Use Policy are not to impose restrictions that are contrary to our established culture of openness, trust and integrity. FEW is committed to protecting our membership, partners and the organization from illegal or damaging actions by individuals, either knowingly or unknowingly.

Internet/Intranet/Extranet-related systems, including, but not limited to, computer equipment, software, operating systems, storage media, network accounts providing electronic mail, World Wide Web browsing and File Transfer Protocol, are to be used for the purpose in serving the interests of FEW, and of our members and customers in the course of normal operations.Review our National Policy and Procedures Manual (NPPM) for further details.

Effective security is a team effort involving the participation and support of every FEW member and affiliate who deals with information and/or Region or Chapter micro-site. It is the responsibility of computer users to know these guidelines, and to conduct their activities accordingly.

2. Purpose The purpose of this policy is to outline the acceptable use of a Region or Chapter Micro-site at www.few.org for FEW. These rules are in place to protect the Chapter, Region, and FEW. Inappropriate use exposes FEW to risks, including virus attacks, compromise of network systems and services and legal issues. Effective implementation of this policy will minimize risk and unauthorized access to FEW proprietary information and technology.

3. Scope This policy applies to employees, contractors, consultants, temporaries, and other affiliates of FEW, including all personnel affiliated with third parties that participate willingly and unwillingly with all Region or Chapter Micro-sites.

4. General Policies General Use and OwnershipA. While FEW's network administration desires to provide a reasonable level of privacy, users

should be aware that the data they create on the corporate systems remains the property of FEW. Because of the need to protect FEW's network, management cannot guarantee the confidentiality of information stored on any network device belonging to FEW.

B. Regions and Chapters are responsible for exercising good judgment regarding the reasonableness of personal use. Regions and Chapters agree to adhere to and are responsible for creating guidelines concerning personal use of Internet/Intranet/Extranet with use of government property. In the absence of such policies, Regions and Chapters should be guided by departmental policies on personal use, and if there is any uncertainty, Regions and Chapters should consult the FEW’s Information Technology Special Assistant.

C. FEW reserves the right to audit Region and Chapter micro sites on a periodic basis to ensure compliance with this policy.

Security and Proprietary InformationA. The user interface for information contained on Internet/Intranet/Extranet-related systems

should be classified as either confidential or not confidential, as defined by standard confidentiality guidelines. Examples of confidential information include, but are not limited to: organization private, corporate strategies, competitor sensitive, trade secrets, specifications,

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membership lists and research data. Members should take all necessary steps to prevent unauthorized access to this information.

B. Keep userid secure and do not share accounts. Authorized users are responsible for the security of their passwords and accounts.

C. Postings by Regions and Chapters to newsgroups should contain a disclaimer stating that the opinions expressed are strictly their own and not necessarily those of FEW, unless posting is in the course of Region and Chapter duties.

D. Regions and Chapters must use extreme caution when attaching email attachments received from unknown senders, which may contain viruses, email bombs or Trojan horse code.

Unacceptable UseThe following activities are, in general, prohibited. Under no circumstances is a Region or Chapter of FEW authorized to engage in any activity that is illegal under local, state,federal or international law while utilizing FEW website pages. The lists below are by no means exhaustive, but attempt to provide a framework for activities which fall into the category of unacceptable use.

System and Network ActivitiesThe following activities are strictly prohibited, with no exceptions.

A. Unauthorized copying of copyrighted material, including, but not limited to, digitization and distribution of photographs from magazines, books or other copyrighted sources, copyrighted music, and the installation of any copyrighted software for which FEW or the end user does not have an active license is strictly prohibited.

B. Introduction of malicious programs into the network or server (e.g., viruses, worms, Trojan horses, email bombs, etc.).

C. Revealing your account password to others or allowing use of your account by others. This includes family and other household members when work is being done at home.

D. Using a FEW computing asset to actively engage in procuring or transmitting material that is in violation of sexual harassment or hostile workplace laws in theuser's local jurisdiction.

E. Making fraudulent offers of products, items, or services originating from any FEW accounts.

F. Making statements about warranty, expressly or implied, unless it is a part of normal duties.

G. Providing information about or lists of FEW Members to parties outside FEW.

Email and Communications ActivitiesA. Sending unsolicited email messages, including the sending of "junk mail" or other

advertising material to individuals who did not specifically request such material (email spam).

B. Any form of harassment via email, telephone or paging, whether through language, frequency, or size of messages.

C. Unauthorized use or forging of email header information.

D. Solicitation of email for any other email address, other than that of the poster's account, with the intent to harass or to collect replies.

E. Creating or forwarding "chain letters," "Ponzi" or other "pyramid" schemes of any type.

F. Use of unsolicited email originating from within FEW's networks of other Internet/Intranet/Extranet service providers on behalf of or to advertise any service hosted by FEW or connected via FEW's network.

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G. Posting the same or similar non-chapter-related messages to large numbers of Usenet newsgroups (newsgroup spam).

BloggingA. Blogging by Regions or Chapters, whether using government property or personal

computer systems, is also subject to the terms and restrictions set forth in this Policy. Limited and occasional use of FEW’s systems to engage in blogging is acceptable, provided that it is done in a professional and responsible manner, does not otherwise violate FEW’s NPPM policy, is not detrimental to FEW’s best interests, and does not interfere with a members regular work duties. Blogging from FEW’s micro site is also subject to monitoring.

B. Regions and Chapters are prohibited from revealing any organizational confidential or proprietary information, trade secrets or any other material covered by the NPPM when engaged in blogging.

C. Members shall not engage in any blogging that may harm or tarnish the image, reputation and/or goodwill of FEW and/or any of its members. Regions and Chapters are also prohibited from making any discriminatory, disparaging, defamatory or harassing comments when blogging or otherwise engaging in any conduct prohibited by FEW’s Non-Discrimination and Anti-Harassment policy.

D. Regions and Chapters also may not attribute personal statements, opinions or beliefs to FEW when engaged in blogging. If a member is expressing his or her beliefs and/or opinions in blogs, the member may not, expressly or implicitly, represent him or herself as a member or representative of FEW. A member assumes any and all risk associated with blogging.

5. Enforcement Any Region or Chapter found to have violated this policy may be subject to termination of the Region or Chapter micro-site.

6. Definitions

Term DefinitionBlogging - Writing a blog. A blog (short for weblog) is a personal online journal that is frequently updated and intended for general public consumption.

Spam - Unauthorized and/or unsolicited electronic mass mailings.

7. Revision History

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FEW Policy and Procedures Manual

FEDERALLY EMPLOYED WOMEN (FEW)

REGION OR CHAPTER MICRO-SITES AGREEMENT

Re

gion or Chapter Information Needed to Create Webpage

Chapter Name:

Region:

Chapter President Name:

Chapter President Email:

IT Webmaster:

IT Webmaster Email: _

THIS MICRO-SITE AGREEMENT (this "Agreement") is entered into by and between the undersigned local Region or Chapter representatives as of the Effective Date. This Agreement is made in pursuance of this policy and NPPM described herein, on the marketplace for services defined by this Acceptable Use Policy for Region or Chapter Micro-sites at the domain and sub-domains of (www.few.org).

Date Signature/Regional Manager or Chapter President

Date Chapter IT Webmaster

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THIS PAGE WAS LEFT BLANK INTENTIONALLY

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Appendix - Memorial Ceremony Resolution

FEDERALLY EMPLOYED WOMENMemorial Ceremony Resolution

On behalf of our Federally Employed Women (FEW) National President, National and Regional Board of Directors, Regional Managers, Chapter Presidents, and FEW Members at the grassroots level; we thank you for allowing us to participate in this “Home Going Ceremony” of our beloved FEW Sister/Brother. We at FEW were saddened to hear of _’s death. We extend our deepest sympathy. _’s leadership in our Organization will be sorely missed by all, especially her/his Chapter Members and numerous friends who personally knew and loved her/him.

Although sympathy is only a small consolation, even from the hearts of us who share your sorrow, we want you to know how deeply ’s loss is felt here.She/He was respected and admired by everyone who worked with her/him. We shared many years of enjoyable experience working together to end sex discrimination, and for the advancement of women in the Federal Government. We thought you would like to know that she/he did a remarkable job for our Organization, and it was great having her/him on our Team. We are proud of and we know you are too.

was loved by all who had the unique opportunity to work with her/him. No one who knew could ever forget her/his charm, warmth and pleasant vitality which were a continuous inspiration to us all. Although we appreciate the happiness, wisdom and kindness, but this was only part of her/his personality. We will remember for her/his generosity. She/He often involved herself/himself in worthwhile projects and various tasks, and our Organization is richer for her/his membership and contributions. We shall miss , and hope that our caring will lessen the sorrow that you bear. We feel certain that your courage will help you through this rough time.

No one can take the place of a devoted loved one, and only one who has had a like sorrow can understand the grief that you are experiencing. Our words can bring only slight comfort when your grief is so great, but we want you to know that we at FEW share your personal grief, as we have lost a needed and valued member of our Team. We cannot eliminate your sadness, but each Officer and Member of our Organization joins in this expression of our deepest, warm and heartfelt sympathy.

Please let us know if there is anything that we at FEW can do to help you through this difficult period. Our love is with you, and may your memories be a source of comfort.

48


Appendix - Resolution of Appreciation

FEDERALLY EMPLOYED WOMENResolution of Appreciation

On behalf of Federally Employed Women’s (FEW) National President, National and Regional Board of Directors, Regional Managers, Chapter Presidents and FEW Members at the grassroots level, we would like to extend our congratulations on your retirement for years of loyal service to .

, your dedication and distinguished service to the are especially noteworthy. We salute your achievement and contribution.

Your extraordinary efforts establish a benchmark of leadership for everyone in FEW to follow; we appreciate your devotion, dedication towards work and your discipline.

The will surely miss your commitment to work and your invaluable experience.

, we wish you the best of luck on your retirement and future endeavors.

Retirement is not merely an ending but the beginning to yet another of life's journeys.

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Appendix – FORM C-1 REGIONAL VOTING STRENGTH

Date:

FROM: Credentials Committee

TO: Regional Manager, Region

SUBJECT: Regional Voting Strength

1. The purpose of this letter is to notify you that your Region will be entitled to voting representatives, including the Regional Manager, at the Board of Directors Meeting to be held _ at .

2. Voting strength for your Region was computed based on number of chapters in good standing, as follows:

Chapters with 15 or more active members (based on membership listing of mm/dd/yy)

Chapters with waived membership requirements: (List chapters/waiver expiration date.)

Total chapters with waived membership requirements

Total chapters in good standing

3. In accordance with Article VI of FEW National Bylaws, the Regional Manager must designate the regional representatives/proxies that will fulfill the role of voting representatives for your Region at the Board meeting. Form C-2 is enclosed for this purpose. This form must be completed by you and presented to me in order for your representatives to receive voting credentials. Copy of credentialing procedures, as provided in the FEW National Policy and Procedures Manual, is enclosed for your guidance. Time and place for credentialing of your representatives will be announced prior to the meeting.

4. Any questions concerning your Region's voting strength should be directed to me at the following address/phone:

cc: Vice President for Membership and Chapter Organization

Enclosures: 2

FEW FORM C-1

50


Appendix - FORM C-2

Region Voting Representatives for FEW Board of Directors Meeting

Date:

TO:

SUBJECT: Region Voting Representatives for FEW Board of Directors Meeting

1. In accordance with Article VI, Section 1, of FEW’s National Bylaws, the Region is entitled to voting representatives at the National FEW Board of Directors meeting to be held on .

2. The following members have been designated by me to fulfill the role of voting regional representatives at the Board meeting:

(Print Name) (Print Name of Proxy, if any)

Reg. Mgr. Proxy

Reg. Rep.

Proxy

Reg. Rep.

Proxy

Reg. Rep.

Proxy

Signed Regional Manager

NOTE: This form must be completed in duplicate and delivered to the Credentials Committee Chair at the time and place designated by the Official for the Region's representatives to be registered to vote at the Board meeting.

FEW FORM C-2

51


Appendix – Form C-3

Registered/Certified Voting Members/ProxiesEligible

Elected Officers Name Signature To Vote Registered12 _

President _

Executive VP _

VP Policy & Planning _

VP for Compliance

VP for Cong Relations

VP for Diversity

VP Mem & Chap Org.

_

VP Training _

Secretary _

Treasurer

Nominations Officer

_

_

_Past President

8 _StandingCommittees :

Awards _

Bylaws & Resolutions _

Communications _

Contracts Management

Finance

_

NTP _

Pub/Policy. Review _

ScholarshipsSubtotals (Page 1 of 3) 20

52


Elected Officers DC Metro Region

Signature Eligible to

Vote

Registered

Regional Manager _ _

Regional Representative _ _ Regional Representative _

_ Regional Representative _

_

Southeast RegionRegional Manager _ _

Regional Representative _

Regional Representative _ _

Mid-Atlantic RegionRegional Manager _ _


North EastRegional Manager _ _


Great Lakes RegionRegional Manager _ _

Regional Representative _ _ Regional Representative _

_

Subtotals (Page 2 of 3)

Southwest RegionRegional Manager _ _

Regional Representative.

Regional Representative

_

_

_

_

53


Rocky Mountain RegionRegional Manager _ _

Regional Representative. _ _

Mid-Continent RegionRegional Manager _ _



Pacific NW RegionRegional Manager _ _



Western RegionRegional Manager _ _



Subtotals (Page 3 of 3)

Subtotal Page 1

Subtotal Page 2

Subtotal Page 3

FEW FORM C-3

54


Appendix - FORM C-4

CREDENTIALS REPORT FEW BOARD OF DIRECTORS MEETING

(Date)

CREDENTIALS REPORT—FEW BOARD OF DIRECTORS MEETING

Attached is list of names of FEW Board of Directors members who have been registered and/or certified to vote at the Board of Directors Meeting.

Statistical summary of registered members is as follows:

VOTING MEMBERS

Eligible

Registered to vote

Elected officers 12

Standing committee chairs 8

Regional Managers 10

Regional Representatives

TOTAL

Credentials Committee Chair Date

FEW FORM C-4

55


Appendix - FORM C-5

CREDENTIALS REPORT—FEW ANNUAL MEMBERSHIP MEETING

This Official reports that as of (time),

(date), (number) FEW members have been registered and certified as eligible to vote at the Annual FEW Membership Meeting.

Credentials Committee Chair Date

FEW FORM C-5

56


Appendix - FORM I-1

REQUEST FOR INTERPRETER SERVICESThis form must be completed no later than four (4) weeks prior to the event.

I. TO BE COMPLETED BY REQUESTER:

Date Region/Chapter

Name of Requester

Phone Number Email Address

Event Name & Type

Date of Event Time of Event

Location of Event

Number of Hearing Impaired Attendees

Attendee Name(s) and Contact Info

Signing Preference (ASL, ES, PSE, etc.)Other Information (attach schedule)

II. TO BE COMPLETED BY NATIONAL TRAINING PROGRAM CHAIR/DESIGNEE:

Date Contacted Date Confirmed

Name of Interpreter

Company

Address

Phone Email Address

Hourly Rate Number of Interpreters

Total Estimated Cost

Other Information NTP Chair/ Designee

III. CANCELLATION INFORMATION:

Date Request Cancelled Cancelled By

Reason for CancellationCancellation Cost (if applicable)

Other Information

FEW FORM I-1

57


Appendix – ACH Finance Form F-1

Federally Employed Women AUTHORIZATION AGREEMENT

FOR AUTOMATIC DEPOSITS (ACH)

** PLEASE NOTE THAT ALL FIELDS ARE REQUIRED**

NAME (as it appears on your bank account) _

I hereby authorize Federally Employed Women, hereinafter called FEW, to initiate credit entries into my checking account indicated below and the depository named below, hereinafter called DEPOSITORY.

DEPOSITORY NAME (Bank)

BRANCH

CITY STATE ZIP

TRANSIT/ABA NO. (Bank routing # - 9 digits on the left of the account #)

ACCOUNT NO. (include ALL numbers)

Please sign this document. Return it with a voided copy of a check by mail or email to:

Robin Blackman Lydon Fetterolf Corydon,PA 9401 Key West Ave. Rockville, MD 20850 Telephone: (301) 948-4400 Fax: (301) 948-8620

E-Mail Address: [email protected]

You should password-protect your scanned file. Either send the password in a second email or phone Robin Blackman at (301) 948-4400 to give her the password.

SIGNATURE

DATE

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