Questions & Answers - Pathways to Excellence

Below please find some common Questions and answer about the new Recognition program "Pathways to Excellence." Just click the plus sign next to the question to see its corresponding answer. You can also click "Contract All" below to hide all answers or "Expand all" to expand.

This Q&A sheet addresses both Division & Chapter Questions; please scroll down for the Chapter section.

After July 30 there will be a quick link to the Pathways to Excellence Program.

The draft interactive online brochure will be updated until the final version is ready for rollout at convention.

Will the IAAP Headquarters provide the percentage of division members who are certified?

Yes. You can Send requests for this information to certification@iaap-hq.org.

The Division President can download and print the form, read it, and sign it on behalf of the division.

The agreement should be kept on file for one full fiscal year after submitting the Division of Excellence application along with all other related documentation. It is recommended that you pass this file on to your successor.

Our division does not participate in the Web Community, but we have our own site – will this count?

To qualify for this criterion you must be a member of the web community. It's important that IAAP's individual units maintain as consistent a brand identity as possible, and helping to build and contribute to the web community is the best way to accomplish this goal.

The division leadership training happens before the start of the fiscal year. Will this count?

It only counts if the training is held within the qualifying fiscal year. For instance, if the division training occurs in June 2008, it would not qualify for the 2008-09 fiscal year. However, if the training occurs again in June 2009, it would qualify for the 2008-09 fiscal year.

Our division has not audited our financials before. How do we go about doing this?

A good place to start is to by appointing an audit committee that would consist of members of the division that are not also members of the Board. Information about how to conduct an audit may be found in the Finance Section of the Leaders’ Guide on the Accounting Channel on the IAAP website.

What happens if an officer or committee chair leaves the position during the fiscal year? Is there a grace period to fill that office?

As some bylaws state that a special election must occur for some vacancies and up to 30 days notice can be required for the special election, a grace period of 45 days is allowed. If possible, the position would be filled sooner.

What happens if our division president-elect (or vice president if the division doesn’t have a president-elect office) is not able to attend the Incoming Division Presidents Conference?

In March 2008 The Board of Directors has approved a policy that will allowing another division officer to represent their division at IDPC in the event a president-elect is not able to attend. This will ensure the division receives the training and education necessary for the next leadership year and the representative can bring the information back to the division.

Will Headquarters provide which chapters have participated in the Avery Chapter Award program or the Award for Excellence for employers program?

Shortly after Administrative Professional Week, IAAP Headquarters will announce both the winners and participants of the Avery award program.

Each participant of the Award for Excellence program is sent an email confirmation. Division Presidents will be copied so they are aware at the beginning of the process which chapters have submitted an Award for Excellence nomination.

Will there be a form to help the division determine the percentages required for this criterion?

The percentage can be determined by taking the June 30, 2008 number subtract the July 1, 2008 number, and divide by the July 1, 2008 number. For example: the division ended the year at June 30 with 780 members. They started the year (July 1) with 698 members. 780 - 698 = 82 divided by 698 = 12% increase in membership. Your district director can also provide assistance.

Corporate chapters are considered professional chapters and qualify if they are new chapters.

For a sample please see "Ten Step Strategic Planning Process."

The survey includes questions whose answers would help improve the division and make sure the needs of your members are being met.

Will a planning event held prior to the start of the new fiscal year count?

If a planning meeting agenda is specific to the next fiscal year and is held in the last quarter of the previous fiscal year, this would meet the criteria.

How can a chapter apply for recertification points? What are the criteria for a meeting to qualify?

Go to http://www.iaap-hq.org/Cert/recertification_prog_app_dir.htm for Chapter Recertification Program Criteria and application.

Does the chapter need to get one new certified chapter member or do existing certifications count?

A chapter must have one new certified chapter member to qualify.

Only newly certified CPS and/or CAP holders qualify. This is to encourage members to consider advancing their careers by taking advantage of IAAP’s certification program. Individuals who recertify will benefit under the Member of Excellence Program.

The Chapter President will download, and print the form, read it and sign it on behalf of the chapter. Chapters may want to consider asking their members to vote prior to signing. This increases engagement and understanding, but is not required.

The agreement should be kept on file for one full fiscal year after submitting Chapter of Excellence application along with all other related documentation. It is recommended that you pass this file on to your successor.

The requirement for six newsletters or e-newsletters is to ensure that members are receiving information. Less than six will not qualify.

Chapter participation will be measured by whether the information on the web site is up-to-date.

My chapter cannot afford to participate in the Web Community, what can we do?

Chapters in this situation are encouraged to look for corporate sponsors to fund your participation in the Web Community. Look for more information on doing this at http://iaapnet.org/Default.aspx?pid=2927. Your chapter may also hold a fundraiser to specifically raise the needed funds to participate.

We are not able to confirm all our speakers for the next year prior to the September 1 publishing date. If one is left “to be determined” will that be acceptable to meet the criteria?

Chapters are only required to publish the education and/or training topics, not necessarily speakers. As long as the calendar of events is established by September 1, there is flexibility as the year progresses.

My chapter has not audited its financials before. How do we go about doing this?

A good place to start is by appointing an audit committee that consists of chapter members who are not members of the board. Information about how to conduct an audit may be found in the Finance Section of the Leaders’ Guide on the Accounting Channel on the IAAP website.

What happens if an officer or committee chair leaves the position during the fiscal year? Is there a grace period to fill that office?

There are no leadership training or succession planning events available in our area. What should my chapter do?

Chapters are encouraged to work with their division to have them provide the training. This is a requirement for divisions to earn a criteria point under the Division of Excellence program to ensure that chapters are receiving the support they need to succeed. If they aren’t available, a program will be available online for your chapter download and use for training.

In some chapters, officers also hold positions that include membership, certification and education. The criterion for the chapter says they need to maintain a full slate of officers plus these other four positions. If they have dual responsibilities will this criterion not count for them?

To increase opportunities for leadership development and succession planning, chapters are encouraged to utilize the skill sets of different members for each of these roles. If it is not possible and the chapter’s bylaws allow for dual responsibility then the criteria would be met in this case.

Does the chapter need to inform their division that they have submitted an Avery Achievement application or a nomination for the Award for Excellence program for employers?

Yes, this would be a good idea. In addition, chapters should consider providing the division a copy of their submitted application.

Can an Administrative Professionals Week (APW) event be considered an impact meeting?

If the primary purpose of the APW event is a membership drive and not a celebration of administrative professionals then this would qualify as an impact event. Chapters will need to determine individually what the intent of the meeting is to determine if it the meeting qualifies.

My chapter does not have 15 members, but we have retained over 80 percent. Does that qualify?

As a minimum of 15 members is required to charter a new chapter, chapters who fall below that number are no longer meeting the basic requirements. Chapters in this position are encouraged to work with their division to create an action plan to increase membership.

The purpose of a new member orientation is to ensure that new members understand the opportunities for leadership and skill development as well as information about the Association. A mentoring program would not fit into this category.

For a sample please see "Ten Step Strategic Planning Process."

The survey includes questions whose answers would help improve the division and make sure the needs of your members are being met.

If a planning meeting agenda is specific to the next fiscal year and is held in the last quarter of the previous fiscal year, this would meet the criteria.

How do I apply for recertification points? What are the criteria to qualify?

Visit http://www.iaap-hq.org/Cert/recertification_prog_app_dir.htm for directions and an application.

Download and print the form, read it and sign it. Chapters may consider keeping a copy but is not required.

The agreement should be kept on file for one full fiscal year after submitting the Member of Excellence application along with all other related documentation.

Anyone who participates in the IAAP web community forum discussions or submit an article for an IAAP publication (chapter, division or international level) will have met this criterion.

Once a member holds a degree, certificate or equivalent (a minimum one year in length) from an accredited college or earns a Microsoft certification, it will count for as long as the degree or certification is valid.

Dues notices are sent two months in advance, this should be enough time for a company to process the invoice.

Members can serve as a chapter, division or international officer, committee chair, or committee member; or serve as an RTF Trustee; or serve on a Student Chapter advisory board or the school’s advisory board for the office administration program… and just by participating on a committee an individual can earn this point.

A member will need to conduct a public presentation, program or training at least 60 minutes in length. It is 60 minutes because that is the minimum time required for a presentation to offer recertification points.

I am not able to attend all my chapter's meetings. How can I meet the minimum of 8 events?

Any combination of eight chapter, division or international sponsored meetings, programs or events qualifies.