Washington Community and Technical Colleges Counselors' Association
Guidelines for the Host Campus
These guidelines are presented to you with the intention of clarifying the responsibilities of the host campus and the WCTCCA. These guidelines are not rules and regulations, but just that, guidelines. We want to maintain flexibility to be the most encouraging for host campuses, providing support and sharing responsibilities as these need to be negotiated. As an organization we greatly appreciate the invitation and work individual campuses expend, and we do look forward to visiting the many campuses in the state Community and Technical College system.
PROGRAMMING
The Steering Committee of WCTCCA will meet to identify topics and needed agenda items for our conferences. These then are
shared with the host campus; however, the host campus is free to come up with its own ideas. Additionally, the host campus is encouraged to arrange for speakers and structure, and the Steering Committee needs to take responsibility for any business issues of the organization.
If the host campus wants to share programming responsibilities with the Steering Committee, that can be negotiated, and, of course, needs to be clarified as soon as possible. We do not want the host campus to feel 'dumped on' in those situations where local energy and resources are thought to be limited.
MEETINGS DATES AND TIMES
The Steering Committee meets to come up with tentative dates which are then negotiated with host campuses. Our By-laws
indicate that we are to meet at least twice each year, and usually we have met each quarter of the regular academic year. The By-laws indicate that we are to meet at least once each year in eastern Washington. In consideration of the 'faint of heart' we have always met in western Washington during the Winter Quarter.
The traditional starting time is 1:00 p.m. on a Thursday with the concluding time noon on Friday. This allows for just one nights lodging and time for travel. Sometimes campuses have offered some optional programming on Thursday morning. Thursday evenings have had both some programming and socializing for the members present with the greatest emphasis on socializing for networking. Those members coming from a distance would probably favor some planned get-together Thursday evening, but even this needs to be flexible.
LODGING
Travelers greatly appreciate a list of motel options ranging from very inexpensive to plush with phone numbers, and are to make their own arrangements. An exhaustive list is not necessary. Many times counselors at host campuses open up their homes...floors, couches, occasionally beds...for those on very limited budgets. Some campuses may have dorms as options for overnighters.
MEALS
The organization has recently begun providing the money for a continental breakfast and refreshments for breaks, but if the host campus wants to assume those expenses, that would be very acceptable!! Or the host campus may simply indicate participants are on their own. You may arrange for participants to gather at some particular place for Thursday lunch as well as do whatever you wish for other meals. Some campuses have provided (for a very reasonable fee) gourmet dinners Thursday eve; some have made arrangements for us all to eat together at some restaurant; some have simply supplied participants with a list of restaurants; occasionally we are totally on our own to do as we wish. All do need to know clearly in advance what is planned in order to make possible reservations and plan for expenses. We do want the host campus to take full responsibility for planning meal arrangements, and we, as participants, will graciously work with whatever is planned.
REGISTRATION FEE
We attempt to keep our expenses low; hence, our registration fee has been $10 for some time. As a way to develop a list of participants interested in this organization we have asked that the first meeting for each person each year include another $10. Advance information needs to definitely include this. This fee may need to be modified if some particular meeting or future planning or increasing expenses warrant this. If the host campus is planning the programming and it wants to exceed the $10, it needs to negotiate the fee with WCTCCA officers or Steering Committee as soon as possible.
ADVANCE PUBLICITY AND NOTICE OF MEETING
The host campus and contact person needs to work with WCTCCA officers and/or the Steering committee in all arrangements for advance notice and publicity, and the host campus will be responsible for whatever mailing needs to go out for its particular meeting. Again, if a campus cannot absorb this expense, the organization will underwrite it. Check with WCTCCA chairperson for mailing list.
MEETING EXPENSES
We have no set amount dedicated to each meeting. The general guideline is that we would like the registration fee to cover the expenses. This may not always be possible. Through good communication between the host campus and the organizational officers and/or Steering Committee this
can be satisfactorily negotiated. Most of the time we have utilized ourselves for programming and/or individuals who do not ask for a fee. Occasionally we have paid a fee; occasionally we have given an honorarium; with our own members we have just given an appreciative "Thank you!" But whoever contacts presenters must be up front and clear about fees.
MEETING FACILITIES
Please let us know where we can park and where we cannot park automobiles. Include maps. We need a meeting room that can accommodate about 30. Meetings have ranged from about 12 to about 40. A great deal depends on topics and location of the campus. Camps have also been used for meetings. Tables are not needed, but may be convenient depending on the presentation. We rely on the host campus to provide whatever
audio visual equipment is needed by presenters.
PROGRAMMING
The Steering Committee of WCTCCA will meet to identify topics and needed agenda items for our conferences. These then are
shared with the host campus; however, the host campus is free to come up with its own ideas. Additionally, the host campus is encouraged to arrange for speakers and structure, and the Steering Committee needs to take responsibility for any business issues of the organization.
If the host campus wants to share programming responsibilities with the Steering Committee, that can be negotiated, and, of course, needs to be clarified as soon as possible. We do not want the host campus to feel 'dumped on' in those situations where local energy and resources are thought to be limited.
MEETINGS DATES AND TIMES
The Steering Committee meets to come up with tentative dates which are then negotiated with host campuses. Our By-laws
indicate that we are to meet at least twice each year, and usually we have met each quarter of the regular academic year. The By-laws indicate that we are to meet at least once each year in eastern Washington. In consideration of the 'faint of heart' we have always met in western Washington during the Winter Quarter.
The traditional starting time is 1:00 p.m. on a Thursday with the concluding time noon on Friday. This allows for just one nights lodging and time for travel. Sometimes campuses have offered some optional programming on Thursday morning. Thursday evenings have had both some programming and socializing for the members present with the greatest emphasis on socializing for networking. Those members coming from a distance would probably favor some planned get-together Thursday evening, but even this needs to be flexible.
LODGING
Travelers greatly appreciate a list of motel options ranging from very inexpensive to plush with phone numbers, and are to make their own arrangements. An exhaustive list is not necessary. Many times counselors at host campuses open up their homes...floors, couches, occasionally beds...for those on very limited budgets. Some campuses may have dorms as options for overnighters.
MEALS
The organization has recently begun providing the money for a continental breakfast and refreshments for breaks, but if the host campus wants to assume those expenses, that would be very acceptable!! Or the host campus may simply indicate participants are on their own. You may arrange for participants to gather at some particular place for Thursday lunch as well as do whatever you wish for other meals. Some campuses have provided (for a very reasonable fee) gourmet dinners Thursday eve; some have made arrangements for us all to eat together at some restaurant; some have simply supplied participants with a list of restaurants; occasionally we are totally on our own to do as we wish. All do need to know clearly in advance what is planned in order to make possible reservations and plan for expenses. We do want the host campus to take full responsibility for planning meal arrangements, and we, as participants, will graciously work with whatever is planned.
REGISTRATION FEE
We attempt to keep our expenses low; hence, our registration fee has been $10 for some time. As a way to develop a list of participants interested in this organization we have asked that the first meeting for each person each year include another $10. Advance information needs to definitely include this. This fee may need to be modified if some particular meeting or future planning or increasing expenses warrant this. If the host campus is planning the programming and it wants to exceed the $10, it needs to negotiate the fee with WCTCCA officers or Steering Committee as soon as possible.
ADVANCE PUBLICITY AND NOTICE OF MEETING
The host campus and contact person needs to work with WCTCCA officers and/or the Steering committee in all arrangements for advance notice and publicity, and the host campus will be responsible for whatever mailing needs to go out for its particular meeting. Again, if a campus cannot absorb this expense, the organization will underwrite it. Check with WCTCCA chairperson for mailing list.
MEETING EXPENSES
We have no set amount dedicated to each meeting. The general guideline is that we would like the registration fee to cover the expenses. This may not always be possible. Through good communication between the host campus and the organizational officers and/or Steering Committee this
can be satisfactorily negotiated. Most of the time we have utilized ourselves for programming and/or individuals who do not ask for a fee. Occasionally we have paid a fee; occasionally we have given an honorarium; with our own members we have just given an appreciative "Thank you!" But whoever contacts presenters must be up front and clear about fees.
MEETING FACILITIES
Please let us know where we can park and where we cannot park automobiles. Include maps. We need a meeting room that can accommodate about 30. Meetings have ranged from about 12 to about 40. A great deal depends on topics and location of the campus. Camps have also been used for meetings. Tables are not needed, but may be convenient depending on the presentation. We rely on the host campus to provide whatever
audio visual equipment is needed by presenters.
