CONSTITUTION
Article I. Name
The name of the Association shall be “Ohio Cooperative Education Association” (OCEA).
Article II. Definition of Cooperative Education & Internships
Cooperative education (or Co-op) is a partnership between students, institutions of higher education, and employers that formally integrates students’ academic study with work experience in cooperating employer organizations and:
Alternates or combines periods of academic study and work experience in appropriate fields as an integral part of student education; (Note that co-ops are experiences which occur more than one term during a student’s educational experience – they are multi-term.)
Provides students with compensation from the cooperative employer in the form of wages or salaries for work performed;
Evaluates each participating student’s performance in the cooperative position, both from the perspective of the student’s institution of higher education and the student’s cooperative employer;
Provides participating students with academic credit from the institution of higher education upon successful completion of their cooperative education
Is part of an overall degree or certificate program for which a percentage of the total program is acceptable to the Chancellor of the Ohio Board of Regents and involves cooperative education. (Note that co-ops are generally a required part of a degree program.)
Internships are a partnership between students, institutions of higher education, and employers that formally integrate students’ academic study with work or community service experience and:
1. Are of a specified and definite duration;
2. Evaluates each participating student’s performance in the internship position, both from the perspective of the student’s institution of higher education and the student’s internship employer;
3. Shall be noted on the student’s transcript; may provide participating students with academic credit upon successful completion of the internship, and may provide students with compensation in the form of wages or salaries, stipends, or scholarships.
Article III. Purpose and Aims
OCEA is an organization for employers, educators, and other individuals interested in but not limited to cooperative education and internships in Ohio. The primary purposes of the Association are:
To extend the knowledge of, participation in, and support for cooperative education in Ohio;
To strengthen the functioning of cooperative education and internships through active interchange of ideas and experience;
To provide for the professional development of the membership;
To develop guidelines for the operation of cooperation education and internship programs in Ohio and to recognize outstanding programs and practitioners;
To develop and maintain scholarship and other philanthropic programs which advance awareness of and participation in cooperative education and internships.
Article IV. Membership
Membership shall be on an individual basis. To assure continuity of an organization’s or institution’s representation in OCEA, individual membership may be transferred to another individual within that organization or institution through proper notification of the Membership Chair. Each paid membership entitles the person holding the membership to one vote on any OCEA business requiring a vote of the membership.
OCEA membership shall be from July 1 through June 30 of the following year.
The Executive Board may award Honorary Lifetime Membership to deserving recipients.
Article V. Dues
1. OCEA dues are payable on an annual basis, and entitle the member to all services and privileges of OCEA membership.
2. Any proposed change in membership dues will be presented by the Executive Board at the Annual Meeting for approval by a majority vote of the membership present.
3. OCEA Governing Body shall manage and appropriately allocate funds from dues to ensure ongoing operations.
Fund appropriations must be voted on, by no less than a quorum of the Executive Board.
Article VI. Governing Body
The business of OCEA shall be administered by an Executive Committee and Executive Board consisting of:
Executive Committee
i. President of OCEA, who shall serve as the Chairperson of Executive Board
ii. President-Elect
iii. Treasurer
iv. Secretary
v. Past President
Executive Board
i. President of OCEA, who shall serve as the Chairperson of Executive Board
ii. President-Elect
iii. Treasurer
iv. Secretary
v. Past President
vi. Membership Chair
vii. Organization Growth & Development Chair
viii. Technology Chair
ix. Communications Chair
x. Scholarship & Awards Chair
The Executive Board shall be responsible for the property business and affairs of OCEA and shall meet at least six times per membership year, as arranged by the President. A quorum of the Executive Board, for the transaction of business, shall be a majority of the voting members. The act of a majority of voting members present at any meeting in which there is a quorum shall be the act of the Executive Board, except to the extent that the Constitution of State law may require a greater number.
The order of succession to the Chairperson of the Executive Board shall be in the sequence of the elected officers listed in Article VI, Section I.
The Executive Committee of the Executive Board shall consist of the President, the President-Elect, the Treasurer, the Secretary, and the Past President. The President shall serve as the Chairperson of the Executive Committee. The Executive Committee may perform any and all functions normally performed by the Executive Board between scheduled meetings of the Executive Board. A quorum of the Executive Committee shall be at least four members of that Committee. A majority of Committee members voting are required to make a decision. All decisions of the Executive Committee shall be reported to the Executive Board at its next meeting.
Standing Appointments of OCEA include:
Conference Chair(s)
Government Affairs Liaisons
At Large Board Positions
Standing Appointments of OCEA are recommended by the President and approved by Executive Committee majority vote at or before the first Executive Board meeting of the new membership year. This chairperson shall report to the President or other appropriate Executive Board members.
Standing Appointments should be in attendance at each scheduled Executive Board meeting.
Standing Appointment Positions do not hold voting privileges.
Standing Appointments may have varying term lengths at the discretion of the Executive Board.
In the event that an appointed member of Executive Board is unable to complete a term of office, the Executive Committee will appoint a replacement.
The President and Executive Committee may form Ad Hoc committee and appoint chairpersons as voting members of the Executive Board. Other Ad Hoc committees may be formed as needed by the President and the Executive Committee and appropriate chairperson appointed who are not voting members of the Executive Board. Members of the Executive Committee may serve as chairpersons of Ad Hoc committees.
Job descriptions and an OCEA Organization Chart of the Executive Board and appointed positions shall be part of an addendum to the OCEA Constitution and shall be updated and approved as necessary by majority vote of the Executive Board.
Article VII. Election of Officers
The annual election of officers of OCEA shall be conducted at the annual meeting. The President-Elect shall automatically assume the position of President at the end of the annual meeting. The President shall automatically assume the position of Past President at the end of the annual meeting.
The President Elect shall share a slate or ballot and facilitate a discussion of positions. The slate shall be voted on at the annual meeting or within 30 days thereafter.
Treasure, Secretary, and all OCEA Executive Board Positions are a two year term commitment, with the option to be nominated for subsequent two year terms.
OCEA members may nominate and vote for one candidate for each office. Any member in good standing may be considered for nomination and election.
The member receiving the greatest number of votes for each office shall be elected to that office. In case of a tie vote, members attending the Annual Meeting will be asked to vote on the candidates. The candidate with the greatest number of votes shall be elected to that office. If there is a tie among the Annual Meeting members, the Executive Committee will vote and serve as the tie breaker.
Results of the election shall be announced at the Annual Meeting and on the OCEA website.
In the event that the President is unable to complete the term of office, the President-Elect will succeed and continue as President through the following term.
In the event that any other elected officer is unable to complete the duties of the term, the remaining members of the Executive Committee shall nominate and the Executive Board shall elect a replacement from the OCEA membership. Among those first considered should be candidates from the previous election.
Article VIII. Meetings
There shall be an Annual Meeting of OCEA as close as possible to the end of the last month of the Association’s fiscal year. The Meeting will normally occur in the Spring.
The rules contained in Robert’s Rules of Order (latest edition) shall govern this organization in all cases, except where otherwise specified in the Constitution.
Article IX. Finance
OCEA is a 501(c)(4) non-profit unincorporated association. All laws pertaining to that status shall apply.
A fiscal year for OCEA shall be July 1 through June 30 of the following year.
The Treasurer shall receive all funds belonging to OCEA; keep an account of all receipts and expenditures; and present in writing a financial report quarterly at the Executive Board meeting and at the Annual Meeting, as well as at any time requested by the President and/or Executive Committee.
All disbursements of OCEA funds shall be made by the Treasurer with approval by majority vote of the Executive Board.
Investment of endowments or other OCEA funds shall be at the highest, safe rate agreed upon by the Executive Board majority vote.
The President shall appoint a Financial Review Committee as needed to consist of the incoming Treasurer and two other members of OCEA. The committee will review the records and reports of OCEA to determine if they are in compliance with the standards of reporting established for the Association. In the event that there are major discrepancies, or that record keeping has not been maintained in accordance with OCEA standards, the Executive Board will determine what additional action should be taken to reconcile the records, including the possibility of engaging a Certified Public Accountant.
Endowment funds shall be offered as scholarships through a process decided upon by an Executive Board majority vote. Such funds shall be permanently maintained for the exclusive awarding of scholarships. The treasurer shall keep an account of fund activity to verify this.
In the event of dissolution of OCEA, all funds remaining in the treasury that are not endowment earmarked, shall be transferred to such other organization(s) as the Executive Board will determine to have purpose and activities most nearly consonant to those of OCEA. Endowment funds shall be offered as scholarship funds through a process decided upon by Executive Board majority vote. This process shall not benefit individual OCEA members of OCEA itself.
Article X. Amendments and Additions
Amendments or additions to this Constitution may be made at the Annual Meeting of OCEA by a two-thirds affirmative vote of the members present, provided all members are notified no later than 14) days prior to such meeting of the proposed amendment changes under consideration.
The Constitution may also be amended by an electronic ballot of the membership of OCEA. Two-thirds of the membership electronic responses must be favorable and received within 14 days for the amendment to be approved.
Amendments, if passed, will be added to the Constitution and will be effective immediately.
Article XI. Equal Opportunity in Education and Employment
The Ohio Cooperative Education Association is deeply committed to the concept of equality in the employment and education for all persons, regardless of race, color, religion, sex, sexual orientation, age, national origin, disability or military veteran status. Further, OCEA takes affirmative action in order to educate and employ, advance in education and employment, and prevent discrimination against all persons, regardless of their race, color, religion, sex, sexual orientation, age, national origin, disability, or military veteran status.
ADDENDUM
Job Descriptions for Executive Board Members
President
1. Provide overall leadership to the Executive Board, Executive Committee, and the Association.
2. Serve as the leader for the sub group of Government Affairs representatives and selected At Large Board Members.
3. Provides the overall vision of the Annual Spring Conference
4. Provide guidance to conference chairs and event organizers.
5. Assists with the planning of the Annual Spring Conference and delegation of conference responsibilities to OCEA board members.
6. Represent the organization when possible at regional and national conferences/meetings.
7. Recommend chairpersons and appointed positions to the Executive Committee.
8. Assist the Secretary in the preparation of an Annual Report for the organization.
9. Require a review of the year-end Treasurer's Report.
10. Implement the long-range planning goals of the organization as appropriate.
11. Call a minimum of six Executive Board meetings each year.
12. Oversee the functions of sub groups and assist them when appropriate.
President-Elect
Serve as the leader for the sub group consisting of the Conference Chair, Organization & Growth Chair, and selected At Large Board Members.
Manages the future site selection committee for the Annual Spring Conference
Recommend a member for Executive Committee approval to function during the year as Conference Chair.
Assume the responsibilities of the President in his/her absence at Board Meetings.
Assume the Presidency if the President cannot fulfill his/her term.
Facilitate the nomination and election process of the next Executive Board.
Supports the President’s overall vision of the Annual Spring Conference
Assists with the planning of the Annual Spring Conference
Support the conference initiatives and board chairpersons as appropriate.
Past President
Serve as the leader for the sub group consisting of the Membership Chair & all At Large Board Members.
Assist the incoming President and Executive Board in order to maintain continuity for the organization.
Facilitate the nomination and election process of the next Executive Board and Chairs.
Lead with the Executive Committee the search for future conference sites and present at least two options to the Executive Board for a majority vote.
Assist with the long-range planning goals of the organization as appropriate.
Assists with the planning of the Annual Spring Conference
Supports the Annual Spring Conference, other conference initiatives, and board chairpersons as appropriate.
Treasurer
Serve as the leader for the sub group consisting of the Scholarship & Awards Chair and selected At Large Board Members.
Maintain an accounting of all funds for the Association and serve as disbursing and collecting agency of the Association.
Manage Association funds.
Prepare financial status reports quarterly for Executive Board Meetings.
Develop, in conjunction with the Executive Board, a budget for the fiscal year. Provide up-to-date committee allocation reports for the Executive Board.
Submit Treasurer’s books for review by the Financial Review Committee as needed by the President.
Work with the Scholarship chair and pay scholarship awards to appropriate recipients.
File appropriate tax returns.
Assists with the planning of the Annual Spring Conference
Supports the Annual Spring Conference, other conference initiatives, and board chairpersons as appropriate.
Assist with the long-range financial planning for the organization.
12. Coordinate with the Membership Chair regarding receipt of new membership dues and renewals.
Secretary
Serve as the leader for the sub group consisting of the Communications Chair, Technology Chair, and selected At Large Board Members.
Send meeting invitations to Board Members and agendas prior to each Board Meeting.
Record the minutes of all business, Executive Board and additional meetings, including the Annual Meeting at the Conference.
Distribute the minutes to all Board members following each Board meeting.
Supports the Annual Spring Conference, other conference initiatives, and board chairpersons as appropriate.
Assists with the planning of the Annual Spring Conference
Create name badges, thank you items for speakers, and additional OCEA signage for annual conference.
Prepare the annual report for the organization in conjunction with the President to present at the annual conference.
Maintain a record of the history and Constitution of the Association.
Membership Chair
Responsible for maintain the association electronic membership records.
Maintain an updated membership list and provide contact information as requested and approved.
Coordinate with the Treasurer regarding receipt of membership dues.
Collaborate with At Large positions on activities to increase membership in the association for their respective audience.
Assists with the planning of the Annual Spring Conference
Supports the Annual Spring Conference, other conference initiatives, and board chairpersons as appropriate.
Organization Growth & Development Chair
Identify current trends within the region the association should focus on for the annual conference and organization resources. Determine potential speakers or trainings for the annual conference and assist with building event programs.
Assist President Elect with the site selection committee for the Annual Spring Conference
Conduct conversations with co-op and internship experts regionally and nationally.
Participate in discussions with the Government Affairs liaisons and the President.
Interact and conduct conversations with businesses, agencies, high schools and college educators to increase an awareness of and involvement in cooperative education.
Serve as the liaison with committees of other professional organizations with mutual interest and concerns related to governmental issues.
Assists with the planning of the Annual Spring Conference
Supports the Annual Spring Conference, other conference initiatives, and board chairpersons as appropriate.
Technology Chair
Maintain the OCEA Website, including the association’s hosting platforms and domain accounts.
Maintain the technology resources needed for the organization, which include google accounts, survey sites, etc.
Assists with the planning of the Annual Spring Conference
Supports the Annual Spring Conference, other conference initiatives, and board chairpersons as appropriate.
a. Ensure conference and event information is updated regularly, create event registrations, call for proposals site, and manage external technology needs for events (AV needs, Guidebook, etc.)
Add sponsor logos and websites as needed post annual conference.
Recommend additional technology platforms to enhance organization as needed.
Communications Chair
Responsible for developing an awareness of and promoting cooperative education and the association as an integral and important link between students, educators, and employers.
Develop marketing materials for the association as needed for the Annual Spring Conference, scholarships and awards, or other events or resources.
Maintain the Social Media accounts for the association.
Collaborate with the Membership Chair to ensure events and information is promoted to OCEA contact lists.
Manage online database of pictures to document OCEA events.
Assists with the planning of the Annual Spring Conference
Scholarship & Awards Chair
Supports the Annual OCEA Spring Conference;
a. Request nominations and complete the annual process for selection of the Educator and Employer Member of the Year awards and the E. Sam Sovilla Award of Excellence, which are given out at the Annual Conference.
Request nominations for Distinguished Employer Awards to be announced at the Annual Conference.
Assemble committees with a minimum of 3 representatives to review award and scholarship applications/nominations.
Develop program for Awards and Scholarships recognition event at the annual conference.
Order award certificates and plaques.
Develop and maintain an annual competition designed to award scholarships to Bachelor and Associate Degree College students in Ohio.
Announce winners at Executive Board Meeting prior to annual conference.
Submit an estimated budget for awards and scholarships to be approved by the Executive Board.
Assists with the planning of the Annual Spring Conference
Conference Chair(s)
Assists with the planning of the Annual Spring Conference
Manages the Annual Spring Conference under guidance from the Executive Board;
Executes the annual conference plan for the organization including at the minimum the following components:
1. Annual Business Meeting
2. Awards & Scholarship Recognition
3. Social Activities
4. Educational Professional Development Topics
3. Works within a budget approved by the Executive Board for the Annual Spring Conference.
4. In conjunction with the President, delegate core Annual Spring Conference tasks to Executive Board Members
5. Creates sub groups as needed and/or interested conference planning committee members with key action items.
6. Determine appropriate venues and transportation options for external events.
7. Collaborates with the Treasurer on expenses, and fundraising opportunities for the Annual Spring Conference and make available sponsorship opportunities in Fall prior to annual conference.
8. Manages the timeline of items/activities needed for the Annual Spring Conference
9. Coordinates and collaborates as needed with OCEA Members and Executive Member to ensure task are completed needed for the Annual Spring Conference
10. Provides the Executive Board updates on items completed or needed as related to the Spring Conference
At Large Board Members
Represent specific audiences based on their individual alignment in the following areas:
1 position for a 4 Year Public Institution
1 position for a 4 Year Private Institution
1 position for a 2 Year Institution
2 positions for Industry Representatives
Participate in Executive Board meetings and report on trends or topics within their field.
Collaborate with Past President to identify sub group most interested in assisting and attend meetings.
Support conference planning activities and events as it relates to sub group assignments.