Page 1


KEY: PO = Policy PR = Procedures FO = Forms MA = Manuals/Guidelines BD = Board of Directors GR = General Introduction

INDEX A

SECTION I

SECTION IV – FORMS FO.BD.001 – Board Meeting Agenda

55

Mission, Vision, Values

B

FO.BD.002 – Board Minutes

56

Initiatives

C

FO.BD.003 – Survey for Selection of New Board

57

Institutions engaged in ABLA Express 2017

D

Member

ABLA’s Growth Plan

E

FO.BD.004 – Board Performance Review Survey

Business Models

F

(Self)

Board Member Profile

H

FO.BD.005 – Board Performance Review Survey

SECTION II – POLICIES PO.BD.001 – Selection of Officers within Board of

58 60

(Board and President) 19

Directors

FO.BD.006 – Board Member Pledge

62

FO.BD.007 – Strategic Intent of the Initiative

63

PO.BD.002 – Policy for Renewing Board

20

Template

PO.BD.003 – Policy for Resignation of Board

22

FO.BD.008 – Elevator Pitch Template

64

FO.BD.009 – Letter of Recognition and Certificate as

65

Members PO.BD.004 – Policy for Removal of Board Members

23

Board Member

PO.BD.005 – Board Committees

25

FO.BD.010 – Certificate as ABLA Member (for BNC)

67

PO.BD.006 – Policy for Payment of Board

27

FO.GR.001 – Application for Membership

68

FO.GR.002 – Convention Survey

70

Members PO.BD.007 – Policy for Board Meetings

29

SECTION V – MANUALS AND/OR GUIDELINES

PO.BD.008 – Document Destruction/Retention Policy

30

MA.BD.001 – Code of Conduct

75

PO.BD.009 – Conflict of Interest

33

MA.GR.001 – Call for Presentations for ABLA

77

PO.GR.001 – Policy for Election to Board of Directors

35

Conventions/Conferences

PO.GR.002 – Policy for Contracting Vendors and

37

MA.GR.002 – Guidelines for Presentations at ABLA

Suppliers

80

Conventions/Conferences

PO.GR.003 – Membership Policy

39

MA.GR.003 – Acceptance/Rejection Letters

PO.GR.004 – Communication Policy

40

for Presentations at ABLA Conventions/

PO.GR.005 – Convention Policy

42

Conferences

PO.GR.006 – Whistleblower Policy

44

MA.GR.004 – ABLA Convention Registration

SECTION III – PROCEDURES

81

83

Information

PR.GR.001 – Election of Board Members

49

MA.GR.005 – ABLA Logo Manual

84

PR.GR.002 – Membership Procedure

50

MA.GR.006 - Logos from ABLA Conventions

93

PR.GR.003 – Convention Procedure

51

Association of Binational Centers of Latin America (ABLA)


Revision:

INTRODUCTION

Date of Issue:

During ABLA Express 2017 held in Monterrey, Mexico, Fernando Luzio from Sao Paolo, Brazil was hired to lead three days of strategic planning to help ABLA confront a constantly changing future and to define its role in that future. During the sessions, those in attendance expressed a desire for ABLA to become more than just a biennial meeting, recognizing that this will require a higher level of engagement from ABLA’s members and officers. It was determined that the future leaders of our organization will occupy positions with specific tasks and they will promote transparency concerning ABLA’s administrative structure with the goal of creating a stronger organization. This new and fortified ABLA will then increase its ability to help lead BNCs down the path to benchmarking and sharing best practices, aiding them in adapting to changing contexts, confronting technological advancements, connecting and engaging with each other. Members will be motivated to think outside of the box, venture into new initiatives, and adapt to changes in regional and local markets, with ABLA as a valuable resource to accompany them in these processes. The purpose of this operations manual is to serve as a repository and main source of reference for ABLA’s main processes, procedures, forms, templates and informative manuals. It is a living document and as such, it should be updated on a regular basis to allow it to change and evolve along with the needs of our organization. ABLA will help create an environment of change and evolution within our community of BNCs. All collaborations with the organization will be done with open minds, positive attitudes, tolerance and acceptance, using at the same time maximum creativity and enthusiasm.

Association of Binational Centers of Latin America (ABLA)

SECTION PAGE A





Mission, Vision, Values

August, 2017

MISSION To empower Binational Centers in Latin America to reach their full potential by providing BNCs with expertise, opportunities for institutional growth, and continuous support VISION To be the most valuable, vibrant and closely linked community for our members, consolidated by our organization’s values. VALUES • TRUST Openness, respect for differences, empathy Part of the richness and singularity of our Binational Centers is the diversity of each of their cultures, people and legacies. Board Members must have an open mind and respect the differences between each other and be empathetic towards understanding each other’s needs, strengths and vulnerabilities. This diversity will have the effect of forming a network that will make Binational Centers stronger and it is the pathway for creating a feeling of TRUST between BNCs and ABLA. • SPIRIT OF COLLABORATION Commitment to supporting each other, inclusiveness As Board Members we must all be open to accepting the difficulties and strengths of different Binational Centers in order to stimulate positive cross fertilization. We must include and consider all BNCs in our Initiatives, regardless of their size, performance and management styles. We are committed to working collaboratively in supporting each other and all member Binational Centers. • RELEVANCE Innovation, change, continuous improvement ABLA must lead the Binational Centers in Latin America by example, incorporating the best practices on governance, education and management. We must be open to innovation and practice continuous change to reinforce the BNC’s TRUST of ABLA, mobilizing the SPIRIT OF COLLABORATION between ABLA and the Binational Centers. In this manner we will maintain our RELEVANCE with our network of Binational Centers.

Association of Binational Centers of Latin America (ABLA)

SECTION I PAGE B


Initiatives 2018 - 2021 No.

STRATEGIC INITIATIVE

Creation: August 2017 Review: April 2018 Version: 2.0

HORIZON

OWNER

CO-CREATOR

GOAL

1

Establish ABLA’s Rules of Engagement

1

Susan

Jo Ellen | Francia | Julio

May, 2018

2

Establish an effective Communication Program

1

Luis Alfredo

Ruth | Julio

June, 2018

3

Develop the Blue Book of Best Practices on Governance

1

Luis Alberto

Thelma | Francia

June, 2018

4

Create the Best Practice Award

1

Johnny

May, 2018

5

Develop KPIs Panel for BNCs and Benchmarking Process

1

Maria

Lucia

May, 2018

6

Develop Competence in Statistics and Data Base (start with a One Page)

1

To be defined

To be defined

7

Expand the Network of BNCs and Collaborators (tool selection and best practices on using it)

1

Ely

To be defined

8

Creation of ABLA Annual Conference (2018)

1

Vivan

Martha

August, 2018

9

Launch the ABLA Association for Latin America at the beginning of 2019 (to present the first advancements in ABLA’s Conference in 2020)

2

Ely

To be defined

10

Offer Webinar programs and charge a fee for BNCs not subscribed to ABLA services

2

To be defined

11

Launch the Reference Guide for Cultural and Social practices for Binational Centers

2

To be defined

12

Launch the Blue Book with Business Models for BNC Expansion

2

To be defined

13

Conquer new sources of funding, besides the Department of State (other sponsors for conferences, social activities and publications)

3

To be defined

14

Offer consultancy services for BNCs

3

To be defined

15

Offer E-learning programs with Subscription Model

3

To be defined

16

Offer publications for Kindle and iPads to generate another source of revenue

3

To be defined

Association of Binational Centers of Latin America (ABLA)

SECTION I PAGE C


Association of Binational Centers of Latin America (ABLA)Â

SECTION I PAGE D


Association of Binational Centers of Latin America (ABLA)Â

SECTION I PAGE E


Association of Binational Centers of Latin America (ABLA)Â

SECTION I PAGE F


Association of Binational Centers of Latin America (ABLA)Â

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Board Member Profile

Association of Binational Centers of Latin America (ABLA)Â

Date: March, 2018 Page 1 of 2

SECTION I PAGE H


Board Member Profile

Association of Binational Centers of Latin America (ABLA)Â

Date: March, 2018 Page 2 of 2

SECTION I PAGE H


 

Association of Binational Centers of Latin America (ABLA)Â

SECTION PAGE


PO.BD.001 Selection of Officers of Board of Directors

Revision: 1st Date of Issue: March 2018

Purpose: To facilitate the election of Officers of the Board of Directors Scope and Guidelines: Board of Directors Policy (Definition): • The positions on the Board of Directors will be determined during the first meeting of the Board after their election at the bi-annual ABLA Convention. Responsible Parties: Elected Board Members Procedure: 1. Every two years, Board Members will be elected during the ABLA Convention. After the Convention, those elected will meet to determine their positions on the Board of Directors. Each member will occupy their position until the following ABLA Convention. 2. The Board Members will select from among themselves a President, Vice President, Secretary, Treasurer, Convention Organizer, and eight Regular Members. Revision: 1st Revision Related Documents: By-laws Distribution: ABLA Members ABLA Board of Directors

Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)Â

SECTION II PAGE 19


PO.BD.002 Policy for Renewing Board

Revision: 1st Date of Issue: May, 2018

Purpose: ABLA’s Board of Directors is a working board and the policy is designed to support all Board Members so they may consistently and effectively contribute to ABLA regardless of their length of service. To ensure that ABLA continues to offer support and meaningful work for Board Members serving more than one term. Scope and Guidelines: ABLA Members Board of Directors Policy (Definition): The Board must understand ABLA’s higher purpose and main activities and understand the dynamics of the organization. It is known that there is a high level of learning and understanding that is necessary for Board Members to be effective in their roles. A sound and effective Board will spend most of its time on future oriented topics and there must be an opportunity for new members to join, so fresh ideas can be brought in. This is usually done by limiting the term of a Board Member. Each term on the Board will be for 2 or 4 years and this may be repeated a maximum of 6 or 3 consecutive times, respectively. One half of the board will be elected for two-year terms and the other half will be elected for fouryear terms. This will allow for the renewal of the board and will enable members to profit from the experience of veterans while welcoming the fresh perspective offered by new members. Responsible Party: Governance Committee, President of Board and Board of Directors Procedure: This procedure will apply to Board Members who are approaching the end of their term: 1. The Governance or Executive Committee will identify board members whose 2 year or 4 year terms will soon expire at least 6 months ahead of time and will discuss whether the board member should be invited to apply for another term, and if so, opportunities should be explored with the individual. 2. Depending on the assessment of the Committee concerning the Board Member’s effectiveness, the Governance committee will appoint a committee member to contact the retiring Board Member. 3. At this point, one of two possibilities exist: The Board Member is not asked to renew his/her term; or the Board Member is sent the Board Member Evaluation Form and is asked to reflect on his/her service and their interest in renewing their term and what areas. 4. If the Board Member wishes to serve for another term, this will be discussed by the Governance Committee and the Board Member will be informed if the Committee supports their nomination. This procedure will apply to new Board Members: 1. Board Members will be nominated as candidates according to the Board Election Policy. Association of Binational Centers of Latin America (ABLA)

SECTION II PAGE 20


PO.BD.002 Policy for Renewing Board

Revision: 1st Date of Issue: May, 2018

2. The new Board will be elected during the ABLA Convention. 3. New Board Members will receive an Operations Manual and will be required to sign the Board Member Pledge 4. New members are expected to serve and be active members of at least one committee When a Board Member leaves: • ABLA will provide a Letter of Recognition to the member leaving the Board • The Governance Committee must be prepared in advance with a fresh list of new candidates • An exit interview must be conducted. This is an excellent occasion for the Governance Committee to get feedback from retiring Board Members. • Create guidelines for emeritus status for truly outstanding Board Members. • Find other ways to keep productive members attached to the organization (task force and/or advisory council assignments, fundraising activities, volunteer activities). • Consider allowing outstanding members to rejoin the board after taking a sabbatical year after their last term. Revision: 1st revision Related Documents: Board Member Profile Board Member Pledge Board Member Evaluation (self) Board Performance Review Survey (Board and President) Survey for Selection of New Board Member Distribution: ABLA Members ABLA Board of Directors

Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)

SECTION II PAGE 21


PO.BD.003 Policy for Resignation of Board Members

Revision: 1st Date of Issue: March 2018

Purpose: To allow an Active Board Member to formally resign from his/her position in a clear and timely manner. Scope and Guidelines: Board Members Policy (Definition): • Active Board Members may resign from their positions whenever they find it necessary to do so. Responsible Parties: Responsible Party: Active Board Members serving on ABLA’s Board of Directors Procedure: 1. Active Board Members will present a letter of resignation to the President of the Board of Directors. 2. The President will present the letter from the Active Board Member during a Board Meeting (virtual or face-toface) for formal acceptance of the same. 3. Active Board Members will remain in their position until another person selected by the Board of Directors has taken his/her position on the Board. 4. The Board Member will be replaced either by another Executive or General Director of his/her Binational Center or by a representative from another Binational Center. 5. The resigning Board Member may indicate a candidate for his/her replacement. 6. The President of the Board will conduct a survey among Board Members to approve the new candidate. 7. New Board Revision: 1st revision Related Documents: • Survey of New Members Election Distribution: Active Board Members President of the Board of Directors General Administration of ABLA Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)

SECTION II PAGE 22


PO.BD.004 Policy for Removal of Board Members

Revision: 1st Date of Issue: March 2018

Purpose: Removal of Board Members whose behavior and acts may negatively affect or which may be inconsistent with the roles and responsibilities defined as a Board Member Profile for the ABLA Organization. Scope and Guidelines: Board Members Guidelines: The following are the main reasons for the removal of Active Board Members: 1. They no longer work at a Binational Center or are no longer an employee of the Department of State. 2. They have had a behavior that is contrary to or that may damage the interests of the ABLA Association. 3. They do not participate in 70% of Board Meetings (virtual or face-to-face) during the year. 4. Their Binational Center does not pay their annual dues 5. They have not accomplished their duties leading the execution of ABLA’s Strategic Initiatives 6. They have demonstrated a passive behavior during Board Meetings (irrelevant contribution) Policy (Definition): • Board Members will be removed from their positions and they will be occupied by others selected by the Board of Directors when one of the previously mentioned situations occurs. ABLA must lead by example. It’s a fact that many Binational Centers have suffered with an ineffective Governance Model; for that reason, ABLA’s Board cannot allow the participation of passive Members. To be a Board Member, the Participant must show active engagement and contribution. • Every Board Member will be granted with a 2 (two) year mandate. His/her mandate can be renewed for another period or discontinued. There is no limit on renewals as long as the Board Member has acted consistently with the Board Member Profile. • A Board Member can lose his/her mandate either for behaving in a manner that is inconsistent with the Board Member Profile or because he/she has not been well evaluated in the Board Performance Review. • The Board Performance Review is considered, globally, a best practice in Governance. It’s a way to either mobilize engagement, to continuously improve the quality of Board Meetings, to motivate Members to actively engage in the execution of Strategic Initiatives or to promote Board renovation without conflicts. • The Board Performance Review will be developed and approved by Board Members and can be reviewed and improved every year to serve as a valuable source of progress and evolution of the Board. Responsible Parties: Board Members Procedure: 1. When it has been determined that one of the previously mentioned guidelines has occurred, a Board Member with the corresponding information will write a letter or e-mail to the President of the Board describing the situation and presenting the corresponding evidence. After receiving this information, the President of the Board will contact the accused Board Member concerning the charges presented via letter of e-mail.

Association of Binational Centers of Latin America (ABLA)

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PO.BD.004 Policy for Removal of Board Members

Revision: 1st Date of Issue: March 2018

2. Every 8 months, the President of the Board will implement a Survey among members to evaluate the performance of the Board and he/she will have the opportunity to rate the contribution of all the Members, including him/ herself. 3. The accused Board Member or Member with a low evaluation will write a letter or e-mail in his/her defense. 4. Both letters will be presented to the full Board of Directors and discussed during a virtual or face-to-face meeting. 5. After discussing the content of the letters, a motion will be made to remove the Board Member from his/her position. The Board of Directors will then vote to determine if he/she will be removed or not. 6. The accused Board Member or Member with a low evaluation will be informed concerning the Board’s decision of his/her case. Revision: 1st revision Related Documents: • By-laws • Board Performance Review survey Distribution: Board Members ABLA’s Administrative Staff

Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)

SECTION II PAGE 24


PO.BD.005 Board Committees

Revision: 1st Date of Issue: March 2018

Purpose: To better organize, facilitate and execute work by the Board of Directors Scope and Guidelines: Board of Directors Policy (Definition): ABLA will have the following standing committees: Governance, Public Relations, Program and Executive. Standing Committees are committees that an organization uses on a continual basis:

STANDING COMMITTEES Governance

Public Relations

ROLE This committee ensures effective board processes, structures and roles, including board evaluation; the role of a nominating committee, such as keeping list of potential board members and their orientation and training. This committee focuses on all external issues, including communication, fundraising, public relations, publications (such as reports to members) and marketing. This committee enhances the organization’s image, including communication with media.

Program

This committee focuses on programming for the organization as well as technology and education. This includes ABLA Express and ABLA Conventions.

Executive

This committee oversees operations of the board and sets the agenda for meetings. It often acts on behalf of the board for events that occur between meetings, and these acts are later presented for full board review; comprised of President and Committee Chairs.

Ad Hoc Committees can be formed to support standing committees and/or to accomplish a goal and then cease to exist. Examples are:

By-Laws

Strategic Planning

Nominations

The By-laws Committee can be formed to develop and/or update the organization’s bylaws and current practices to ensure that they are synchronized. Members of the Strategic Planning Committee are responsible for developing or updating an existing strategic plan for the full board’s approval. They may also monitor the implementation of the plan and report on its progress to the full board. Identifies needed board member skills, suggests potential members and orients new members; sometimes a subcommittee of the Board Development Committee.

Association of Binational Centers of Latin America (ABLA)

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PO.BD.005 Board Committees

Revision: 1st Date of Issue: March 2018

The following are general observations that should be fulfilled concerning committees: • No Board Member should serve on more than 2 committees • Committees should have at least 3 members • In each Board Meeting, each committee chair will report on the committee’s work since the previous board meeting. • Consider having non-board volunteers from BNCs or from other organizations (such as TESOL) as members of the committees. • Board meetings can be organized around committee reports to reinforce the importance of their work and to provide more time for “generative thinking.” • Task forces can also be formed to bring people together to solve a problem. They are short in duration and specific in focus. • Advisory councils can also be formed and may exist for years. They have no governance responsibility and can be councils such as professional expertise councils, which may be formed by educators or other experts in a specific field to meet occasionally and provide advice as a group to the organization. The qualifications for the experts on the council can provide instant credibility to the organization. Procedure: • During the first meeting of the Board of Directors, the Governance, Public Relations and Program Committees will be formed by Board Members interested in serving on the committees. The Chair of the Program Committee will always be the Board Member in charge of the next ABLA Convention. The other Chairs will be selected by Committee members. • The Executive Committee will be formed by the Board President and the three Committee Chairs. • Ad-hoc committees, task forces and advisory councils will be formed as deemed necessary by the Board of Directors. Responsible Parties: Elected Board Members Revision: 1st Revision Related Documents: • By-laws Distribution: ABLA Members ABLA Board of Directors

Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)

SECTION II PAGE 26


PO.BD.006 Policy for Payment of Board Members

Revision: 1st Date of Issue: March 2018

Purpose: To fully execute ABLA’s Bylaws and protect ABLA’s finances. Scope and Guidelines: ABLA’s Board of Directors Policy (Definition): • Board Membership is a volunteer activity that will not be recognized with monetary payment. • No Board Member will receive payment for personal services provided ABLA. • The only exception to this policy is when a Board Member provides a professional service contracted and approved by the Board of Directors, with the prior presentation of a written quote. • If a Board Member wishes to work with ABLA as a paid employee, he/she must first resign for his/her position on the Board. • If a direct family member of a Board Member wishes to work in an administrative position with ABLA, the Board Member must first resign from his/her position. Responsible Parties: Treasurer of ABLA’s Board of Directors, ABLA’s General Administrative Officer Procedure: 1. If a Board Member wishes to receive pay for a professional service provided to ABLA, he/she must first present a written quote to ABLA’s Board of Directors. 2. If the quote is approved, ABLA’s Treasurer will send the authorized quote signed by him/her to ABLA’s Administrative Officer so the job or service authorized can be carried out and payment processed for the same. 3. If the Board does not have a session and, for that reason, is not available for the corresponding authorization, this may be authorized by the President of ABLA’s Board of Directors along with ABLA’s Vice President and Secretary. Revision: 1st revision Related Documents: • ABLA’s Bylaws Distribution: ABLA’s Board of Directors ABLA’s General Administrative Officer

Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)

SECTION II PAGE 27


PO.BD.007 Policy for Board Meetings

Revision: 1st Date of Issue: May 2018

Purpose: To propose, guide and evaluate the work of ABLA during the calendar year. Scope and Guidelines: ABLA Board of Directors Policy (Definition): ABLA’s Board of Directors will hold meetings in person or by way of conference calls during the year to propose, guide and evaluate the work of the organization throughout the year. Responsible Party: President of the Board of Directors Procedure: 1. Board Meetings will be held once a month, on the first Thursday of each month and should last approximately 1 hour. 2. Meetings will be in a physical place or by way of conference calls (video conference calls whenever possible). 3. Meetings will be summoned by the President of the Board or the State Department’s Representative (PACO) to ABLA sending the Agenda to Board Members via e-mail, Slack or What’sApp, or by way of any other means approved during the meeting. The Board can also be summoned upon the request of at least three Board Members. 4. Board Members are allowed to recommend the inclusion of additional topics in the Agenda. These must be approved by the President of the Board or the State Department’s Representative. 5. Meetings will have a quorum with the attendance of 50% of the Board + 1 Board Member. If there is no quorum at the time the meeting should start, the meeting will be held 20 minutes after the original time indicated for the meeting with the attendance of any number of Board Members. 6. Decisions will be made by the majority vote of the members present. 7. Committee work will be reported on during meetings either by the chair of the Committee or by the Board Member in charge of a specific task or activity. 8. Meetings should move along efficiently with the participation of as many members as possible. 9. At the end of each meeting, tasks will be assigned and these will appear along with decisions made in the Minutes for the meeting. Members who were not able to attend the meeting are able to recommend suggestions concerning decisions or deliverables included in the Minutes by sending his/her opinion directly to the President of the Board or the State Department’s Representative, who will determine if the topic should be referred in a new version of the Minutes. 10. Every meeting will start with a review of the information or decision planned to be studied and evaluated before the meeting, and effectively confirm how the Board will address the subject and confirm the final decision.

Association of Binational Centers of Latin America (ABLA)

SECTION II PAGE 28


PO.BD.007 Policy for Board Meetings

Revision: 1st Date of Issue: May 2018

Revision: 1st Revision Related Documents: Policy of Payment of Board Members Distribution: ABLA Members ABLA Board of Directors

Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)Â

SECTION II PAGE 29


PO.BD.008 Document Destruction/ Retention Policy

Revision: 1st Date of Issue: May 2018

Purpose: This policy is designed to eliminate accidental or innocent destruction of records and to facilitate the Organization’s operations by promoting efficiency and freeing up valuable storage space. Certain laws prohibit the destruction of certain documents. Scope and Guidelines: Board of Directors and ABLA Employees Policy (Definition): The Document Retention and Destruction Policy identifies the record retention responsibilities of staff, volunteers, members of the board of directors, and outsiders for maintaining and documenting the storage and destruction of the organization’s documents and records. Responsible Parties: Board Members and Employees Procedure: The organization’s staff, volunteers, members of the Board of Directors, committee members and outsiders (independent contractors via agreements with them) are required to honor the following rules: a. Paper or electronic documents indicated in the following section will be transferred and maintained by the Secretary and/or Treasurer of ABLA. b. All other paper documents will be destroyed after three years. c. All other electronic documents will be deleted from all individual computers, data bases, networks, and back-up storage after one year, except market or research data required to provide information and guidance to the Binational Centers; and materials with information and knowledge from consulting and course programs created by ABLA for its conventions or strategic planning process, that can be useful in the future. d. No paper or electronic documents will be destroyed or deleted if pertinent to any ongoing or anticipated government investigation or proceeding or private litigation (check with legal counsel or the human resources department for any current or foreseen litigation if employees have not been notified). e. No paper or electronic documents will be destroyed or deleted that are required to comply with government auditing standards. Record Retention The following table determines ABLA’s document retention policy. Because statutes of limitations and state and government agency requirements vary from country to country, ABLA should carefully consider the requirements of the country in which it is legally founded as well as the requirements and guidelines of the U.S. Department of State. In addition, federal awards and other government grants may indicate that records must be retained for a longer period of time.

Association of Binational Centers of Latin America (ABLA)

SECTION II PAGE 30


PO.BD.008 Document Destruction/ Retention Policy

Revision: 1st Date of Issue: May 2018

TYPE OF DOCUMENT

MINIMUM REQUIREMENT

Accounts payable ledgers and schedules

7 years

Audit reports

Permanently

Bank reconciliations

2 years

Bank statements

3 years

Checks (for important payments and purchases)

Permanently

Contracts, mortgages, notes, and leases (expired)

7 years

Contracts (still in effect)

Contract period

Correspondence (general)

2 years

Correspondence (legal and important matters)

Permanently

Correspondence (with customers and vendors)

2 years

Deeds, mortgages, and bills of sale

Permanently

Depreciation schedules

Permanently

Duplicate deposit slips

2 years

Employment applications

3 years

Expense analyses/expense distribution schedules

7 years

Year-end financial statements

Permanently

Insurance records, current accident reports, claims, policies, and so on (active and expired)

Permanently

Internal audit reports

3 years

Inventory records for products, materials, and supplies

3 years

Invoices (to customers, from vendors)

7 years

Minute books, bylaws, and charter

Permanently

Patents and related papers

Permanently

Payroll records and summaries

7 years

Personnel files (terminated employees)

7 years

Retirement and pension records

Permanently

Tax returns and worksheets

Permanently

Timesheets

7 years

Trademark registrations and copyrights

Permanently

Withholding tax statements

7 years

Association of Binational Centers of Latin America (ABLA)Â

SECTION II PAGE 31


PO.BD.008 Document Destruction/ Retention Policy

Revision: 1st Date of Issue: May 2018

Revision: 1st revision Distribution: ABLA Board of Directors ABLA Officers ABLA Employees and Volunteers

Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)Â

SECTION II PAGE 32


PO.BD.009 Conflict of Interest

Revision: 1st Date of Issue: May 2018

Purpose: The purpose of this policy is to help board members of ABLA to identify, disclose and manage any actual, potential or perceived conflicts of interest to protect the integrity of ABLA and manage risk. Scope and Guidelines: This policy applies to the Board Members of ABLA as well as to any employees. A conflict of interest occurs when a person’s personal interests conflict with their responsibility to act in the best interests of ABLA. Personal interests include direct interests as well as those of family, friends or other organizations a person may be involved with or have an interest in. It also includes a conflict between a Board Member’s duty to ABLA and another duty that the Board Member may have with another organization. A conflict of interest may be actual, potential or perceived and it may be financial or non-financial. These situations present the risk that the person will make a decision based on, or affected by these influences rather than in the best interests of ABLA. Policy (Definition): This policy has been developed so that conflicts of interest do not need to present a problem to ABLA if they are openly and effectively managed. It is the policy of ABLA as well as the responsibility of the Board, for ethical, legal, financial or other conflicts of interests to be avoided and so that those conflicts (when they do arise) do not conflict with ABLA’s obligations. ABLA will manage conflicts of interest by requiring Board Members to: • Avoid conflicts of interest when possible • Identify and disclose any conflicts of interest • Carefully manage any conflicts of interest, and • Follow this policy and respond to any breaches The Board is responsible for: • Identifying, disclosing and managing conflicts of interest • Including the conduct decided by the Board to address the conflict in appropriate Minutes of the Board Meeting • Monitoring compliance with this policy, and • Reviewing this policy periodically to ensure that it is operating effectively. Once a conflict of interest is identified, it must be raised with ABLA’s Board and disclosed. The Board will then make a decision on the matter concerning: • Deciding whether the conflict needs to be avoided or simply documented. • Whether the conflict will realistically impair the person’s capacity to impartially participate in decision-making • Alternative options to avoid the conflict • ABLA’s property and resources • The possibility of creating an appearance of improper conduct that might impair confidence in, or the reputation of ABLA.

Association of Binational Centers of Latin America (ABLA)

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PO.BD.009 Conflict of Interest

Revision: 1st Date of Issue: May 2018

The approval of any action requires at least the majority of the Board present (excluding the Board Member(s) with the conflict of interest). The action and the result of the voting will be recorded in the minutes of the meeting. If a person fails to disclose a conflict of interest, upon discovery of this, the Board of Directors must be notified. Responsible Parties: Board Members and Board Officers Procedure: Revision: 1st Revision Distribution: ABLA Board of Directors ABLA Officers ABLA Employees and Volunteers ABLA Members

Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)Â

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PO.GR.001 Policy for Election to Board of Directors

Revision: 1st Date of Issue: May, 2018

Purpose: To define who is eligible to serve as an ABLA Board Member Scope and Guidelines: ABLA Membership ABLA Board of Directors Policy (Definition): There will be three types of Board Members: Regular Members, Interim Members and Honorary Members. • Regular Board Members are individuals who are elected to the Board during ABLA Conventions by BNCs who are members of ABLA. They must attend all Board Meetings where they will have the right to express their opinions and they will also have the right to one vote; • Interim Members are Board Members selected by the Board of Directors to replace a regular member who has resigned or whom was removed from his/her position. In order for an Interim Member to become a Regular Member, it will be necessary for his/her position to be ratified during an ABLA Convention, each country will have the right to a vote; • Honorary Members participate in ABLA Board Meetings on a regular basis as advisors, consultants and/or experts. The Policy and Coordination Officer (“PACO”) in the Department of State in Washington, D.C. will always be an honorary member of the ABLA Board. Honorary Members will have the right to attend and voice their opinion, but they will not vote. Members of U.S. Embassies, Consulates, or from the Department of State (ECA, IIP, etc.) may participate in ABLA meetings as consultants or advisors when determined necessary by the Board of Directors. • Responsible Party: President of the Board Procedure: 1. Before the ABLA Convention, the President or Secretary of the Board will send a notice to member BNCs to indicate positions that are now vacant due to resignation, removal or the end of the permitted term, along with the Board Member Profile document. Nominations will be received by the Secretary of the Board before the ABLA Convention and they may also be received from the floor for continuation or substitution by the regions affected. Voting will then take place with one vote per country in attendance or by proxy (determined through a letter of power of attorney issued to another member BNC). 2. Candidates must comply with the Board Member Profile document. 3. Each of the following regions will be represented by one Board Member: • Caribbean • Mexico • Central America • Argentina • Bolivia • Colombia • Chile • Ecuador • Paraguay • Peru • Uruguay • Venezuela

Association of Binational Centers of Latin America (ABLA)

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PO.GR.001 Policy for Election to Board of Directors

Revision: 1st Date of Issue: May, 2018

Revision: 1st revision Related Documents: Election Procedure Board Member Profile Distribution: ABLA Members ABLA Board of Directors

Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)Â

SECTION II PAGE 36


PO.GR.002 Policy for Contracting Vendors and Suppliers

Revision: 1st Date of Issue: May, 2018

Purpose: To maintain sustainable, effective relationships with ABLA’s service providers with clear expectations, goals and deliverables for all relevant parties. Scope and Guidelines: ABLA Board of Directors Policy (Definition): ABLA will need to contract outside suppliers for services that the organization itself is unable to provide. • Prior to contacting outside vendors: • Ensure that someone is able to provide oversight of the engagement and delivery process. • Ensure that the Board of Directors is aware of the selection process and that it is prepared to support the final choice(s). • Ensure that the organization is able to pay for services to be provided. • Ensure a transparent and fair selection process to all vendors and suppliers invited to present their proposals. • Ensure a fair comparison between Value Propositions of the selected vendors / suppliers. Responsible Party: Members of Board of Directors Procedure: 1. At a minimum, the organization should take the following steps prior to hiring or contracting a supplier: • In-person interview • Check three references – References should be for organizations of similar size and scope (if possible) and for work performed within the last 12 months. • Review the vendor website to obtain a better understanding of services provided and the client-service model • Search additional information on vendor on Google. • Contact persons in ABLA’s network capable of providing recommendations and past experiences, that could complement the information publicly available about the vendor or supplier. 2. In accordance to the Policy of Payment to Board Members, if a Board Member or a Board Member’s BNC wishes to receive pay for a professional service provided to ABLA, he/she must first present a written quote to ABLA’s Board of Directors and it must be authorized by ABLA’s Board of Directors to avoid a conflict of interest. 3. Potential questions for suppliers/vendors may be: • How long have you been in business and what is the scope of your service – in the necessary details • What countries have you worked with in Latin America and when? • Where are services typically provided; on-site, off-site or a combination of both? • Which approaches or methodologies are you going to apply in the service for ABLA? • Which subjects, services or deliverables will not be included in the scope of your service for ABLA that we need to clear understand prior to the hiring? Association of Binational Centers of Latin America (ABLA)

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PO.GR.002 Policy for Contracting Vendors and Suppliers

Revision: 1st Date of Issue: May, 2018

• How many nonprofit clients have you served in the recent past or serving at present? • Who will we be working with? Provide the bio of the team or person in charge of delivering the service / product. • How do you handle employee turnover? Could we have a change in the team or person in charge of our service? • What are the risks of delay in attending to the deadlines established in the service schedule? • What are the risks of not delivering the scope described in the proposal? • What are the resources the vender/supplier will need to be provided by ABLA, in order to deliver its service/ product? • If there is a problem, how will it be resolved? • How do you charge for services; hourly or a project fee? • How long do you usually work with clients (months or years)? • What do you expect of our organization? Describe the ideal relationship with the organization’s staff. 4. Prior to hiring a vendor/supplier, they should supply a standard contract to review and sign. It is highly recommended that it be reviewed and edited by an attorney. Revision: 1st revision Related Documents: Policy of Payment of Board Members Distribution: ABLA Members ABLA Board of Directors

Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)

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PO.GR.003 Membership Policy

Revision: 1st Date of Issue: March 2018

Purpose: To determine institutions eligible for membership in ABLA. Scope and Guidelines: ABLA’s Board of Directors BNCs in Hemisphere Policy (Definition): ABLA is an organization founded to provide services, data, knowledge and insights to Binational Centers in Latin America and the following organizations may become members of ABLA: • Binational Centers recognized as such by the U.S. Embassy/Consulates in their respective countries • If US Embassy/Consulates do not provide the service of recognition, those BNCs will be admitted as members if: o They are not-for-profit organizations that promote the relationship between the United States of America and their host country o They fulfill all legal requirements in their host country o They have a Board of Directors that meets at least twice a year o They provide English language classes, cultural programming and information services on U.S. education and culture o They must provide statistics on their organization to the Department of State and to ABLA (ruled by a Non-Disclosure Agreement signed between the BNC and ABLA) o They must fill out a membership application form. Once an organization becomes a member of ABLA, it must do the following to continue as such: • Continue to fulfill the previously mentioned requirements • Provide updates with pertinent information and/or documentation requested by ABLA for its data bases • Be up to date in the payment of corresponding fees Responsible Parties: ABLA Board of Directors Procedure: • Interested organizations must fill out the membership registration form • Documents required must be scanned and sent electronically • Membership fee must be paid, if applicable Revision: 1st revision Related Documents: ABLA Membership Application Distribution: BNCs in the Hemisphere ABLA Board of Directors

Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)

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PO.GR.004 Communication Policy

Revision: 1st Date of Issue: May, 2018

Purpose: To maintain a permanent and vigorous communication flow between ABLA members, between the Board of Directors and ABLA members, and vice-versa. It also serves to develop a shared understanding of challenges, opportunities, practices, data and changes in the market and services in order to allow us to grow as Binational Centers, providing relevant services to our communities. Scope and Guidelines: ABLA Members Board of Directors Community Manager 1. We have a high regard for BNC information provided to ABLA and we are committed to storing that information properly to ensure its confidentiality. 2. We aim for transparency on how we gather, use and share your information. 3. Means of communication includes: Twitter, Facebook, Instagram, e-mails, conference calls, video conference calls, individual telephone calls and any other means of electronic communication in the future. 4. All ABLA members must keep their communication information updated with the ABLA organization. 5. ABLA members will assign a person to provide information on events, projects, best practices, etc. with the Community Manager. They will also provide information on BNC web pages, Facebook accounts. 6. ABLA members will cooperate by answering surveys and KPIs needed by the organization. 7. The Board of Directors and Community Manager will protect information provided and it will only be available upon request or used in promotional information for the ABLA organization. Policy (Definition): The Board understands the importance of keeping information private and we may gather the following types of information: basic information on BNCs, transaction and billing information (when applicable), credentials, communications with the Board. That information will be handled in a transparent and private manner and will never be shared for other purposes without your consent. If a BNC does not wish to provide information, that may result in ABLA’s inability to develop better information on our organization and markets, as well as an inability to provide you with desired or available services. Communication will normally be for disseminating information that is of general interest to BNCs such as calls for submission of grant proposals, activities available to BNCs, exchange programs, education programs, speakers, cultural programs, among others. The community manager will also post best practices in education, administration and culture on ABLA platforms so this can be viewed by other members and shared to generate interest and publicity in Binational Centers. BNCs may communicate grievances or suggestions with the ABLA organization at any time by sending an e-mail to any of the Board Members who will then present the same during regular ABLA Board Meetings held via video conference calls, telephone conference calls, or in person. ABLA Board members are responsible for communicating with BNCs in their region, concerning developments and information concerning anything pertinent, such as ABLA programs or events, etc. Responsible Party: ABLA Board of Directors ABLA Members

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PO.GR.004 Communication Policy

Revision: 1st Date of Issue: May, 2018

Procedure: • The Community Manager will communicate with BNCs (and vice-versa) via What’sApp or Email to gather information to be promoted and included on different ABLA Platforms. This information should be information that promotes individual BNCs and shows best practices, etc. • BNCs will be responsible for sharing important information on events and programming with the Community Manager. In order to keep ABLA sites active, this should occur at least every two weeks. • The ABLA Board of Directors will maintain communication with the PACO in Washington, D.C. via Video Conference calls that will occur once a month. They will, in turn, relay important information from the meetings as well as the minutes from the same to their regions. • The ABLA Board will request information from BNCs in the form of surveys of different types and KPIs. BNCs should provide that information within the period of time indicated and via the means of the same. • Sensitive information will be fully protected by the parties handling the same. A Board Member or BNC that wishes to restrict the sharing of specific data or information only to the ABLA Board of Directors, and not to the BNCs as a whole, must request this kind of confidentiality by sending a message to ABLA. • Information will be shared on a constant basis between all of the parties involved. Revision: 1st revision Related Documents: Surveys Distribution: ABLA Members ABLA Board of Directors Community Manager

Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)

SECTION II PAGE 41


PO.GR.005 Convention Policy

Revision: 1st Date of Issue: March 2018

Purpose: To determine events to be held in a regular manner by ABLA for its members, designed to deliver value by: 1. Providing opportunities for exchanging best practices; 2. Networking; 3. Sharing knowledge, supporting and developing capacities on relevant topics in administration, education, culture, libraries and marketing in accordance to ABLA’s mission, vision and values; 4. Generating insights on innovation; 5. Improving the advantage of being part of a network of BNCs, sharing challenges and initiatives to deal with growing competition and the changing habits of families. Scope and Guidelines: ABLA’s Board of Directors Policy (Definition): • An ABLA Convention will be held for Members every two years (in even-numbered years). o The Convention site will be determined during ABLA Conventions o Each BNC will receive an invitation for participation as an attendee and as a presenter o Each BNC will be responsible for its own hotel, food and transportation expenses • An event known as ABLA Express may be held during odd-numbered years. o This event may be by invitation only and will be held to deal with subjects concerning the ABLA Organization itself. o The payment of expenses for this event will be determined for each individual occasion. Responsible Parties: ABLA Board of Directors Procedure: 1. The convention site will be determined during the ABLA Convention for the following convention. a. Interested BNCs will present proposals to Members during the ABLA business meeting b. Each Member BNC will cast a vote in favor of the preferred convention site c. The convention site will be determined by the majority vote 2. The BNC Director of the Convention Site selected will form a part of the ABLA Board of Directors and a committee will be formed to support him/her. The BNC selected may also form a Convention task force. Association of Binational Centers of Latin America (ABLA)

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PO.GR.005 Convention Policy

Revision: 1st Date of Issue: March 2018

3. The BNC in the selected convention site will be responsible for planning the convention and for obtaining the necessary funds in the form of donations, grants, collaboration from suppliers, etc. to pay for convention expenses that include: fees for speakers, program packets, invitations, audio-visual equipment, rental of conference spaces, gifts/diplomas for speakers, on-line registration fees. 4. Other BNCs members of the ABLA Steering Committee will be responsible for indicating possible sources of donations; possible themes and speakers; insights on how to improve the Convention, taking into consideration their personal experiences with new approaches learned during the previous year and word of mouth information to help stimulate the engagement of other BNCs. 5. English is the official language of ABLA Conventions. If presentations are accepted in another language, translation to English must be provided. Revision: 1st revision Related Documents: Distribution: ABLA Membership ABLA Board of Directors

Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)Â

SECTION II PAGE 43


PO.GR.006 Whistleblower Policy

Revision: 1st Date of Issue: May, 2018

Purpose: This Policy is intended to encourage and enable Board Members, volunteers, employees and others to raise serious concerns internally so that ABLA can address and correct inappropriate conduct and actions. It is the responsibility of all board members, officers, employees and volunteers to report concerns about violations of ABLA’s code of ethics or suspected violations of law or regulations that govern ABLA’s operations. Scope and Guidelines: This Whistleblower Policy applies to all of ABLA’s staff, whether full-time, part-time, or temporary employees, to all volunteers, to all who provide contract services, and to all officers and directors, each of whom shall be entitled to protection. Policy (Definition): It is contrary to ABLA’s values for anyone to retaliate against any board member, officer, employee or volunteer who in good faith reports an ethics violation, a behavior contrary to the ABLA’s Values of Trust, Spirit of Collaboration and Relevance, or a suspected violation of law, such as a complaint of discrimination, or suspected fraud, or suspected violation of any regulation governing ABLA’s operations. An employee who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment. Responsible Parties: Board Members and Board Officers Procedure: Reporting Credible Information. An individual shall be encouraged to report information relating to illegal practices or violations of ABLA’s policies that such person in good faith has reasonable cause to believe is credible. Information shall be reported to the Executive Director or President of the Board of Directors, unless the report relates to one of those individuals, in which case the report shall be made to the Secretary or Treasurer of the Board of Directors, or an appropriate committee of the Board of Directors, which shall be responsible to provide an alternative procedure. Anyone reporting a Violation must act in good faith and have reasonable grounds for believing that the information shared in the report indicates that a Violation has occurred. Investigating Information. The person receiving the information shall promptly investigate the same and prepare a written report to the Board of Directors. In connection with such investigation all persons entitled to protection shall provide the person receiving the information with credible information. All actions, after receiving and investigating the report and additional information shall protect the confidentiality of all persons entitled to protection. Confidentiality. The Organization encourages anyone reporting a Violation to identify himself or herself when making a report in order to facilitate the investigation of the Violation. However, reports may be submitted anonymously by: mailing it to the appropriate recipient, such as the chair of the appropriate committee. Reports of Violations or suspected Violations will be kept confidential to the extent possible, with the understanding that confidentiality may not be maintained where identification is required by law or in order to enable the Organization or law enforcement to conduct an adequate investigation. Protection from Retaliation. No person entitled to protection shall be subjected to retaliation, intimidation, harassment, Association of Binational Centers of Latin America (ABLA)

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PO.GR.006 Whistleblower Policy

Revision: 1st Date of Issue: May, 2018

or other adverse action for reporting information in accordance with this Policy. Any person entitled to protection who believes that he or she is the subject of any form of retaliation for such participation should immediately report the same as a violation of and in accordance with this Policy. Any individual within the Organization who retaliates against another individual who has reported a Violation in good faith or who, in good faith, has cooperated in the investigation of a Violation is subject to discipline, including termination of employment or volunteer status. Dissemination and Implementation of Policy. This Policy shall be disseminated in writing to all affected parties. The Organization shall adopt procedures for implementation of this Policy, which may include: (1) documenting reported Violations; (2) working with legal counsel to decide whether the reported Violation requires review by the person receiving the report or should be directed to another person or department; (3) keeping the Board of Directors [or other applicable committee] informed of the progress of the investigation; (4) interviewing employees, volunteers, other affected parties; (5) requesting and reviewing relevant documents, and/or requesting that an auditor or counsel investigate the complaint; and (6) preparing a written record of the reported violation and its disposition, to be retained for a specified period of time. The procedures for implementation of this Policy shall include a process for communicating with a complainant about the status of the complaint, to the extent that the complainant’s identity is disclosed, and to the extent consistent with any privacy or confidentiality limitations. Revision: 1st Revision Distribution: ABLA Board of Directors ABLA Officers ABLA Employees and Volunteers ABLA Members

Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)Â

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PR.GR.001 Election of Board Members

Revison: 1st Date of Issue: May, 2018 Page 1 de 1

1. Purpose: During the ABLA Convention during even-numbered years, Board Members will be elected who will serve the organization for the following two years. 2. Scope: ABLA Members and ABLA Board of Directors 3. Definitions: Election is the procedure for selecting the officers of the ABLA Organization. 4. Responsibilities: President of the Board of Directors 5. Procedure: There will be three types of Board Members: Regular Members, Interim Members and Honorary Members, in accordance to Board Policy for Election of Board Members. 1. A summons will be sent to ABLA members before or during the ABLA Convention held in even-numbered years for the nomination of individuals to the ABLA Board of Directors. The Board Member Profile document will be included in the summons. 2. After nominations are received, a vote will be taken during the ABLA Convention to elect Board Members for the next two years. 3. One vote will be allowed per country. In countries with BNC Associations, the representative determined by the corresponding association will vote for the BNCs in the country. 4. The winners of the election will be announced and the first Board Meeting with the corresponding Board will be held at some time before the end of the ABLA Convention, to elect the Board Officers and set goals for the coming year. 6. Revisions: 1st 7. Related Documents: Policy for Election of Board Members Election Summons Board Member Profile 8. Distribution: ABLA Members ABLA Board of Directors

Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)Â

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PR.GR.002 Revison: 1st

Membership Procedure

Date of Issue: Nov 21, 2002 Page 1 de 1

1. Purpose: To receive and process ABLA membership applications 2. Scope: Binational Centers, ABLA Members, ABLA Board of Directors 3. Definition: ABLA has a membership scheme to facilitate and promote networking and cooperation among Binational Centers. ABLA may invite any institution or organization to participate in ABLA activities on an ad hoc basis. 4. Responsible Parties: Executive/General Directors of BNCs, ABLA Board of Directors 5. Procedure: 1. The Secretary of the ABLA Board of Directors will accept membership applications and fees and will keep the same in a digital file. The Secretary will be responsible for keeping a complete up-to-date file of applications and records of fees will be submitted to the ABLA Treasurer. 2. Applicants are required to fill out the ABLA membership form and return it digitally along with required documents to the Secretary of the Board of Directors or the Membership Officer. 3. Applications will be voted on during general board meetings and members will be accepted by the majority vote of the Board of Directors. 4. After acceptance to ABLA, members will be required to pay dues in January of each year. Members voted in after the month of October are not required to pay dues until January. 5. Each new member will receive a copy a “New Member” packet that will contain ABLA’s Constitution and ByLaws, Policies and Procedures, Membership Directory, Guide for use of ABLA Logo, Guide for KPIs, etc. Revision: 1st revision Related Documents: Distribution: Prospective Members (BNCs) ABLA Membership ABLA Board of Directors

Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)

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PR.GR.003 Revison: 1st

Convention Procedure

Date of Issue: May, 2018 Page 1 de 2

1. Purpose: To determine responsibilities for organizers of ABLA Conventions and ABLA Express meetings 2. Scope: ABLA Members and Board of Directors 3. Definition: The term “Convention” refers to the ABLA Convention held in even-numbered years for all members of the ABLA organization as well as ABLA Express meetings held by invitation only during odd-numbered years 4. Responsible Parties: Director of BNC determined as Convention site. 5. Procedure: Determination of Site: The ABLA Convention site will be determined by the vote of ABLA members during ABLA Conventions. ABLA Express will be determined by the Board of Directors Tasks for ABLA Conventions: 1. Content Curation: Speeches, workshops and clinics, and other activities will be programmed 2. Develop written program with abstracts, speaker biographies and photos, etc. as well as information on tourism and other necessary information (safety, emergency, hospitals, etc.), including publicity from exhibitors, sponsors, publishers 3. Determine convention venue (hotel) and negotiate prices for ABLA members with hotel 4. Determine meals, coffee breaks to be provided taking into consideration allergies, vegans, vegetarians, etc. (approximately 10% of those in attendance) 5. Negotiate prices for conference rooms (including audio-video equipment, screens, podium) including service fees 6. Be sure to include in expenses rooms that must be provided free of charge for speakers, high-level sponsors and special guests, fees for speakers and transportation, etc. 7. Request funds from the Department of State 8. Negotiate prices for meals/coffee breaks (including service fees). Remember that a certain number of meals must be provided free of charge for speakers, high-level sponsors and special guests. 9. Determine packages with participation fees for sponsors (publishers, etc.) and determine areas for exhibits and services provided (electrical connections, internet, storage services, etc.) 10. Plan and negotiate prices for final social event (dinner or luncheon) 11. Determine and set convention fee (ABLA convention fee + meals and coffee breaks) taking into consideration information provided from the previous convention a. Representatives and Speakers from Washington, D.C. and U.S. Embassies and Consulates will be paid by those attending from U.S.

Association of Binational Centers of Latin America (ABLA)

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PR.GR.002 Revison: 1st

Convention Procedure

Date of Issue: May, 2018 Page 2 de 2

Government organizations. b. Discounts are left to the discretion of the Convention organizers. (Example: discounts for number of participants from a single BNC, employees from host BNC working at the Convention, discounts for publishers in attendance that are paying for display space, etc.) 12. Designs for: a. ABLA Convention logo (this includes an ABLA air-balloon) b. Program c. Invitation (physical and electronic) d. Diplomas for participants and presenters e. Name tags f. Slides for Presentations g. Bags, pens, pencils, etc. 13. Set up on-line registration and payment 14. Send out invitation to members (for their attendance as well as their participation as presenters) 15. Send out invitations to special guests/possible speakers from Washington, Embassies, EducationUSA, REPs, etc. 16. Prepare information for introduction of each speaker and assign presenters of speakers 17. Have registration area ready with personnel to provide information, programs and packets 18. Arrange for pick-up of special guests and invited speakers 19. Have gifts/diplomas ready for speakers and presenters 20. Have on-line and paper surveys ready after event 21. Keep track of expenses and prepare final reports Revision: 1st revision Related Documents: Distribution: ABLA Membership ABLA Board of Directors

Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)Â

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FO.BD.001 Board Meeting Agenda

Revision: 1st Date of Issue: April, 2018

Purpose: To inform all participants in a Board Meeting concerning the subjects that will be dealt with so that all may be prepared. Association of Binational Centers of Latin America PLACE: (Physical Place or Conference Call) DATE: TIME: AGENDA 1. Meeting called to order by the President, (Name of President) 2. Approval of minutes from previous meeting, submitted by (Name of Person) a. Minutes dated ________ (date)__________ 3. Follow-up regarding execution of actions or decisions defined in previous meeting. 4. Committee Reports a. Executive Committee, (Name of Committee Chair) b. Governance Committee, (Name of Committee Chair) c. Public Relations Committee, (Name of Committee Chair) d. Program Committee, (Name of Committee Chair) 5. Other Business 6. Decisions made (if applicable) 7. Pre-work needed (if applicable) _________________________________________________________________________________________ Revision: 1st revision Related Documents: Distribution: ABLA Board of Directors

Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)Â

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FO.BD.002 Board Minutes

Revision: Date of Issue:

Purpose: To document and have a record of all Board Meetings to provide the necessary information for following up on decisions made as well as actions pending. This also provides a history of the work of the Board of Directors of ABLA.

Board Members: Present: Absent: Quorum present: Yes/No

Minutes Association of Binational Centers of Latin America Board Meeting: Month, Day, Year Time and location (physical or via Conference Call)

Others Present: Proceedings: • Meeting called to order at _(time)___ by ___(name of President)_________ • Minutes from meeting held on _____(date)_____ were presented for approval, whereupon a motion was duly made, seconded and the minutes were approved as presented. OR Minutes from meeting held on _____(date)_____ were presented for approval, whereupon a motion was made to for (an) amendment(s) that was(were) duly made, a motion was made for approval, it was seconded and the minutes were approved as amended. • President’s Report or special remarks: • Committee Reports or special remarks: • Other Business: • Actions agreed upon during Meeting (including date of next meeting): • Actions pending (and reasons why): • Meeting adjourned at __________ • Minutes submitted by ___________ ________________________________________________________________________________________ Revision: 1st revision Related Documents: Distribution: ABLA Board of Directors

Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)

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FO.BD.003 Survey for Selection of New Board Members

Revision: 1st Date of Issue: March 2018

Purpose: To gather necessary information for the selection of a new member of the Board of Directors with objective information. Scope and Guidelines: Board Members Policy (Definition): • Active Board Members will fill out a survey to approve a candidate as a replacement. Responsible Parties: Active Board Members serving on ABLA’s Board of Directors Procedure: The survey is a document with five short questions: 1.- Do the candidate’s strengths complement the current board? 2.- Does the current term of the position fit his/her responsibilities? 3.- How much time is the candidate willing to commit to board activities and to committee work? 4.- Is the candidate willing to work to bring new contacts for potential donors to the organization? 5.- Does the candidate have personal aspirations about serving on the board? Revision: 1st revision Related Documents: • Policy for resignation of board members Distribution: Active Board Members President of the Board of Directors General Administration of ABLA

Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)

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FO.BD.004 Board Performance Review Survey (Self)

Revision: 1st Date of Issue: March 2018

Purpose: Conduct an annual self-evaluation of each board member. Scope and Guidelines: Board Members Responsible Parties: Board Members Procedure: 1. Once each year, the President of the Board of Directors will send the following questions to the Board Members for them to answer with regards to their own performance on the Board. 2. After the results from each member have been received, the President will review them and provide a summary evaluation of the entire Board of Directors and will present this summary at the next Board Meeting. KNOWLEDGE Answers: Poor, fair, good, excellent My knowledge of my role in the Board is My knowledge of my ethical responsibilities is My knowledge of the Board’s rules and policies is My knowledge of ABLA’s stakeholders is DUTIES Answers: never, rarely, sometimes, often I effectively complete my duties as a Board member in a timely manner. I look for ways to update my knowledge of my responsibilities I seek answers to any questions relating to topics proposed during the Board meetings I act in the interest of ABLA and its stakeholders I carry out all tasks assigned to me quickly and effectively I respect all board confidences I am aware of my role representing my region on the ABLA Board of Directors COMMITMENT Answers: never, rarely, sometimes, often I am committed to ABLA’s Mission, Vision and Values I take an active role in Board Meetings I actively search for new ideas for ABLA and present them during Board Meetings I actively contribute to fund raising I willingly participate in the annual Performance Evaluation Association of Binational Centers of Latin America (ABLA)

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FO.BD.004 Board Performance Review Survey (Self)

Revision: 1st Date of Issue: March 2018

PERFORMANCE Answers: never, rarely, sometimes, often I thoroughly read the agenda and minutes before every meeting I make active and thoughtful contributions during the Board Meetings I avoid raising irrelevant matters I listen to my colleagues and do not interrupt I am always polite and respectful of my Board colleagues I actively work on tasks and activities assigned to me during Board Meetings Revision: 1st revision Related Documents: • Policy for Removal of Board Member Distribution: Board Members ABLA’s Administrative Staff

Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)

SECTION IV PAGE 59


FO.BD.005

Board Performance Review Survey (Board and President)

Revision: 1st Date of Issue: March 2018

Purpose: Conduct an annual valuation of the Board of Directors and the Board President. Scope and Guidelines: Board Members Responsible Parties: Board Members Procedure: 1. Once each year, the President of the Board of Directors will send the following questions to the Board Members for them to answer with regard to their overall evaluation of the Board of Directors and the President of the Board. 2. The identification of the respondent is optional, and the process will respect the privacy and confidentiality of comments added to the survey 3. The President will assign one of the members the task of analyzing the results and preparing a Summary to be presented at the next Board Meeting. 4. The survey has multiple choice questions and fields for comments. All comments will be included in the Summary, without identifying the author. Board of Directors Answers: never, rarely, sometimes, often: 1. Members are engaged with ABLA and participate actively in the meetings 2. Members contribute positively to the discussion and debate in a thoughtful and respectful way 3. Each Member adds value to the Board of Directors 4. Each Member carries out assigned tasks in a timely manner 5. Each Member carries out assigned tasks effectively, delivering the outcomes foreseen in the Initiative Intent 6. Members contribute with ideas and provide support to help improve other Member’s Initiatives 7. Members work well as a group and promote the mission and vision of ABLA 8. All of the Members, including the Board President, are respectful of each other and have an ethical and professional behavior 9. The composition of the Board of Directors is adequate 10. Agendas for meetings are adequate 11. Board decisions are carried out in the manner decided upon by the Board Which Members provide the strongest contribution to the Board of Directors? Overall assessment of the performance of the Board of Directors: (scale of 1 to 10): ___ Association of Binational Centers of Latin America (ABLA)Â

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FO.BD.005

Board Performance Review Survey (Board and President)

Revision: 1st Date of Issue: March 2018

President of the Board: Answers: never, rarely, sometimes, often: 1. The President prepares the meetings beforehand and shares the appropriate documentation with the Board Members in a timely manner 2. The President consistently demonstrates leadership during Board Meetings 3. During the meetings, the President keeps the members focused on the topics indicated on the agenda 4. The President communicates appropriately and positively during and between board meetings 5. The President identifies problems and suggests potential solutions 6. The President engages with and keeps the board focused on ABLA’s mission and vision 7. The President is effective in establishing committees and distributing tasks to Members Overall assessment of the Board President (scale of 1 to 10): ___ Revision: 1st revision Related Documents: • Policy for Removal of Board Member Distribution: Board Members ABLA’s Administrative Staff

Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)

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FO.BD.006 Board Member Pledge

Revision: Date of Issue:

1. As a Member of the Board of Directors of ABLA, I have an obligation to ensure decisions are made with all stakeholders in mind, and not for my own personal benefit. The needs of the many outweigh the needs of the few. 2. As a Board Member, I must always consider financial factors and feasibility when making decisions. Fiscal responsibility and financial sustainability are the penultimate factors in non-profit organizations. 3. As a Member, I must always declare a potential or real conflict of interest when topics may directly involve, affect or benefit me in any manner. 4. To the best of my ability, I will complete all job responsibilities on time and under budget. My actions must be justifiable to ABLA members in accordance to Board Member roles, expectations and challenges. 5. When a decision is made, I am expected to fully support it, whether I voted for it or not. It is UNACCEPTABLE for me to publicly state that I did not agree with the decision. 6. I am expected to discuss decisions publicly only after the recorded minutes have been circulated. 7. I am expected to publicly support my fellow Board Members, whether I agree with how they are doing their job or not. I pledge to adhere to the above statements of conduct in my position on the Board of Directors and shall accept any ramifications should I fail to comply with the ABLA’s Code of Conduct.

______________________________ ______________________________ Board Member’s Name Signature

_______________________________ ______________________________ Date Witness Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)

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FO.BD.007 Strategic Intent of the Initiative Template

Revision: Date of Issue:

Strategic Intent of the Initiative OBJECTIVE

INITIATIVE

TERM START

END

Template

OWNER

CO-CREATORS

MEASURE OF IMPACT (METRIC)

VERSION

STATUS (IF APPLICABLE)

REVIEW DATE

GOAL (1 YEAR)

VISION | CHALLENGE

GUIDELINES (PREMISES) | CONSTRAINTS

CODE

KEY DELIVERABLES (RESULTS & PRODUCTS)

DESIGNED BY Luzio Strategy Group

Association of Binational Centers of Latin America (ABLA)Â

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R|P

PRIORITY


FO.BD.008 Elevator Pitch Template

Revision: Date of Issue:

Name of Initiative

Date STATUS OVERVIEW | CONTEXT

ACTIONS IN PROGRESS + NEXT STEPS

PROBLEMS AND RISKS | BARRIERS TO WIN

POSITIVE IMPACTS

CONSULTATIONS TO THE COMMITTEE (DECISION)

DESIGNED BY Luzio Strategy Group

Association of Binational Centers of Latin America (ABLA)Â

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FO.BD.009

Letter of Recognition and Certificate as Board Member

Revison: 1st Date of Issue: May, 2018 Page 1 de 2

Date Name Binational Center City Dear (Name): On behalf of the Board of Directors of the Association of Binational Centers in Latin America, I would like to express our sincere gratitude for your active participation as a Board Member for the past __ years. You have made a difference through your dedication and continued support of the ABLA organization. Your ideas, input and enthusiasm were key in assisting the organization. Again, we thank you for your service to the Board of Directors. Sincerely, President of the Board Association of Binational Centers of Latin America

Association of Binational Centers of Latin America (ABLA)Â

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FO.BD.009

Letter of Recognition and Certificate as Board Member

Revison: 1st Date of Issue: May, 2018 Page 2 de 2

ABLA BOARD MEMBER CERTIFICATE 2018

This document certifies that

is a Board Member of the Association of Binational Centers of Latin America (ABLA) in representation of the Centro Cultural Sampedrano for a two year term.

Date:

President Board of Directors

Secretary Board of Directors

Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)Â

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FO.BD.010

Certificate as ABLA Member (for BNC)

Revison: 1st Date of Issue: May, 2018 Page 1 de 1

This document certifies that

CENTRO CULTURAL SAMPEDRANO is a member of the Association of Binational Centers of Latin America (ABLA) The member institution hereby accepts the mission and objectives of the Association and is thus granted the rights and privileges of Membership.

Date:

President Board of Directors

Secretary Board of Directors

Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)Â

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FO.GR.001 Application for Membership

Revision: 1st Date of Issue: April, 2018

Application for Membership 1. Complete Name of Institution: 2. Complete Address and Telephone Number: 3. Are your recognized as a BNC by your country’s embassy or are you a member of your country’s BNC association? Yes ______ No _______ 4. Institution’s Web Page: 5. Does your organization have a Facebook page? If so, please indicate name of page: 6. What other media does your organization use (Twitter, Instagram, LinkedIn, etc.), please include links: 7. Do you have Branch BNCs? If so, please indicate the location of each with addresses, telephone numbers, name of coordinator/director and his/her e-mail: 8. Do you operate a franchise system? If so, indicate number of franchises and location of each one: 9. If you operate a program in addition to Classes in English as a Foreign Language, please indicate below: (Example: Elementary School, Jr. High School, High School, University Program, Technical Program, etc.): 10. Do you offer special educational activities such as a Maker Space or others in your BNC? Please indicate below: 11. Please provide the following information: • Name of Executive Director, e-mail address and mobile phone number • Name of Academic Director, e-mail address and mobile phone number • Name of Cultural Director, e-mail address and mobile phone number • Name of Community Media Manager, e-mail address, and mobile phone number • Name of Head Librarian and e-mail address • Name of EducationUSA Advisor and e-mail address

Association of Binational Centers of Latin America (ABLA)

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FO.GR.001 Application for Membership

Revision: 1st Date of Issue: April, 2018

PLEASE SUBMIT THE FOLLOWING DOCUMENTS: 1. Proof of recognition as BNC. (This may be a plaque, certificate, letter from embassy/consulate, letter indicating membership in ABLA association in respective country) 2. First page of bank statement (without movements) 3. Tax Identification or Registration Number issued by respective country 4. Proof of Non-profit status (This may be a letter from auditor, a legal document issued by the corresponding country, articles of incorporation) 5. Bylaws 6. Mission and vision statements 7. List of Board Members 8. Proof of receipt of Last Tax Declaration by government in respective country (no amounts need to be visible)

Association of Binational Centers of Latin America (ABLA)Â

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FO.GR.002 Convention Survey

Revison: 1st Date of Issue: May, 2018

Purpose: To fully evaluate ABLA Conventions and thus respond effectively to the needs and desires of our Members during future events. ABLA __(Year and Place)__ CONVENTION SURVEY (To be done by Survey Monkey or other similar platform) _______(Name)_______, our ABLA Convention Organizer, and the ABLA Convention Team thank you for participating in this short survey. Your answers will help us identify areas of strengths and weaknesses and will be taken into account in the organization of our next conference. 1. Overall, how would you rate the (year)__ ABLA Convention? Excellent Very Good Good Fair Poor If your rating was not “excellent”, please add comments concerning the rating given: 2. How would you rate (name of City)__ as a Conference location? Excellent Very Good Good Fair Poor 3. What would your preference be for the location of the next ABLA Conference? To be held in a resort city To be held in a city with a BNC Other (please specify) 4. How would you rate the Conference facilities? Excellent Very Good Good Fair Poor 5. How would you rate the Convention hotel? If you stayed elsewhere, please skip this question. Excellent Very Good Good Fair Poor 6. How would you rate meal options? Excellent Very Good Good Fair Poor 7. Overall, how helpful was the content presented in the different plenaries? Extremely helpful Very helpful Somewhat helpful Not so helpful Not at all helpful Comments:

Association of Binational Centers of Latin America (ABLA)

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FO.GR.002 Convention Survey

Revison: 1st Date of Issue: May, 2018

8. Overall, how would you rate the presenters of plenaries, workshops and presentations? Excellent Very Good Good Fair Poor Comments: 9. Overall, how helpful was the content presented in the different workshops and presentations? Extremely helpful Very helpful Somewhat helpful Not so helpful Not at all helpful Comments: 10. Overall, how would you rate the presenters of plenaries? Excellent Very Good Good Fair Poor Comments: 11. Overall, how would you rate the presenters of workshops and presentations? Excellent Very Good Good Fair Poor Comments: 12. Do you feel that the information presented was practical and something that can be taken back to your BNC and applied immediately? Yes No Not sure Comments: 13. This is the first year we have included (Example: Networking with U.S. Universities) in the ABLA Convention. Did you find this useful? Extremely useful Very useful Somewhat useful Not so useful Not at all useful Comments:

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FO.GR.002 Convention Survey

Revison: 1st Date of Issue: May, 2018

14. What topics would you like to see included in the next ABLA Conference? (Check all that apply) Blended/On-Line Learning Teaching English as a Foreign Language Strategic Planning Best Practices for Boards of Directors Best Practices in teaching in Middle Schools and High Schools Best Practices and Experiences in teaching University and Post-Graduate Courses Maker Spaces Libraries Cultural Programming Fund Raising EducationUSA Other (please specify): Additional Comments:

15. Please list the three most useful workshops/presentations you attended? Please indicate why you chose these: 1. __________________________________ Comments: 2. __________________________________ Comments: 3. __________________________________ Comments: 16. How likely are you to attend the next ABLA Convention? Extremely likely Very likely Somewhat likely Not so likely Not at all likely 17. What would you like to have included in the areas of content/activities during next ABLA Convention? 18. What would you eliminate from the next ABLA Convention? 19. What do you think was missing from this ABLA Convention? 20. What kind of cultural activities would you like to have included and why? 21. Do you have any comments, questions or concerns? 22. Name (optional). If you would like us to respond to specific issues, please provide your e-mail.

THANK YOU FOR YOUR TIME!

Association of Binational Centers of Latin America (ABLA)Â

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MA.BD.001 Code of Conduct

Revison: 1st Date of Issue: April, 2018

The Association of Binational Centers of Latin America [“ABLA”] has adopted the following Code of Conduct that must be adhered to by all Board members: 1.) Prohibition Against Private Inurement and Procedures for Managing Conflicts of Interest No member of the Board of Directors shall derive any personal profit or gain, directly or indirectly, by reason of his or her service as a Board member with ABLA. Members of the board shall conduct their personal affairs in such a manner as to avoid any possible conflict of interest with their duties and responsibilities as members of the Board. Nevertheless, conflicts may arise from time to time. a) When there is a decision to be made or an action to be approved that will result in a conflict between the best interests of ABLA and the Board member’s personal interests, the Board member has a duty to immediately disclose the conflict of interest so that the rest of the Board’s decision making will be informed about the conflict. b) It is every Board member’s obligation, in accordance with this policy, to ensure that decisions made by the Board reflect independent thinking. Consequently, in the event that any Board member receives compensation from ABLA such compensation will be determined by and approved by the full Board in advance. c) Any conflicts of interest, including, but not limited to financial interests, on the part of any Board Member, shall be disclosed to the Board when the matter that reflects a conflict of interest becomes a matter of Board action, and through an annual procedure for all Board members to disclose conflicts of interest. d) Any Board Member having a conflict of interest shall not vote or use his or her personal influence to address the matter, and he or she shall not be counted in determining the quorum for the meeting. e) All conflicts disclosed to the Board will be made a matter of record in the minutes of the meeting in which the disclosure was made, which shall also note that the Board member with a conflict abstained from the vote [and was not present for any discussion, as applicable] and was not included in the count for the quorum for that meeting. f) Any new Board member will be advised of this policy during board orientation and all Board members will be reminded of the Board Member Code of Conduct and of the procedures for disclosure of conflicts and for managing conflicts on a regular basis, at least once a year. g) This policy shall also apply to any Board member’s immediate family or any person acting on his or her behalf. 2. Misrepresentation Board Members may not knowingly misrepresent facts. All association data, records and reports must be accurate and truthful and prepared in a proper manner.

Association of Binational Centers of Latin America (ABLA)

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MA.BD.001 Code of Conduct

Revison: 1st Date of Issue: April, 2018

3. Prohibition Against Sexual Harassment ABLA strives to maintain an environment that is free from illegal discrimination and harassment. While all forms of harassment are prohibited, it is the organization’s policy to emphasize that sexual harassment is specifically prohibited. Any board member who engages in discriminatory or harassing conduct is subject to removal from the Board. Complaints alleging misconduct on the part of Board members will be investigated promptly and as confidentially as possible by a task force of the Board appointed by the [Executive/Governance] Committee. 4. Confidentiality Board members are reminded that confidential financial, personnel and other matters concerning the organization, donors, staff or clients/members may be included in board materials or discussed from time to time. Board members should not disclose such confidential information to anyone. Board members are not allowed to use inside information shared to exclusively benefit his/her Binational Center. 5. Active Participation Board members are expected to exercise the duties and responsibilities of their positions with integrity, collegiality, and care. This includes: • Making attendance at all meetings of the board a high priority. • Being prepared to discuss the issues and business on the agenda and having read all background material relevant to the topics at hand. • Cooperating with and respecting the opinions of fellow Board members, and leaving personal prejudices out of all board discussions, as well as supporting actions of the Board even when the Board member personally did not support the action taken. • Putting the interests of the organization above personal interests. • Representing the organization in a positive and supportive manner at all times and in all places. • Showing respect and courteous conduct in all board and committee meetings. • Refraining from intruding on administrative issues that are the responsibility of management, except to monitor the results and ensure that procedures are consistent with board policy. • Observing established lines of communication and directing requests for information or assistance to the Executive Director.

Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)

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MA.GR.001 Call for Presentations for ABLA Conventions/Conferences

Revision: 1st Date of Issue: May 2018

CALL FOR PRESENTATIONS ABLA CONVENTION LOGO

Please fill out the form below and submit your proposal no later than ( DATE ) Click here to open the Proposal Form, or copy and paste the following URL in your browser: (INTERNET ADDRESS)

The 201__ ABLA Content Evaluation Committee is pleased to announce a call for presentations for the convention to be held in ____________ on ______________. We invite professionals from all BNCs to share their knowledge and expertise at an event that will provide opportunities for interaction among colleagues who share common interests in the region. We are looking for presentations that are innovative, engaging, inspiring, and informative for BNC members. The convention will host plenary sessions and breakout sessions. We invite you to submit proposals for the latter. Breakout sessions will be organized in (three different tracks: Management, English Teaching and Beyond, and Community Outreach). Even when there are suggested audiences for each track, participants are free to attend any presentation of their interest. The Content Evaluation Committee invites presentations on a wide array of topics but encourages those listed below for each track. This selection was made based on the results of the ABLA 20__ Content survey. MANAGEMENT This track will address topics related to leadership, business development, and organizational improvement. Topics of special interest include: • Strategic planning • Human capital issues | Personnel management • Public/private sectors partnerships Suggested audiences: Board members, Directors and Coordinators ENGLISH TEACHING AND BEYOND This track will deal with classroom practices and research in language learning and teaching. Topics of special interest include: • Using technology • Standards for teaching practices • Evaluating teachers’ performance Suggested audiences: English teachers, Academic Directors and Coordinators COMMUNITY OUTREACH This track will explore best practices for community engagement. Topics of special interest include: • Strategic planning for 21st century libraries • How to reach out and engage the BNC community at large • Best practices in social and digital media Suggested audiences: EducationUSA advisors, Librarians, IT and Marketing staff

2018 ABLA CONVENTION | CALL FOR PRESENTATIONS Association of Binational Centers of Latin America (ABLA)

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MA.GR.001 Call for Presentations for ABLA Conventions/Conferences

Revision: 1st Date of Issue: May 2018

SESSION TYPES AND FORMAT Each presentation will last a total of 40 minutes. Presenters are encouraged to facilitate follow-up discussion and interaction among participants within their sessions. They should also allow a few minutes for questions at the end of their presentations. The Committee will accept the following types of sessions: Workshop_____ One or more leaders work with a group, helping them either to solve a problem or to develop specific techniques. There is very little lecturing by the leader(s), the emphasis is, rather, on the participant’s activity, which is carefully structured by the leader(s). The abstract should include a statement of the workshop’s goal, a summary of the theoretical framework, and a precise description of the tasks to be performed during the workshop. Poster Session__ A poster session allows for informal discussion with participants during the time that a self-explanatory exhibit is presented on a large display board (Dimensions: 1.50 x 1m.); it includes a title, the name and institutional affiliation of the presenter(s), and a brief text with clearly labeled photos, drawings, graphs, or charts. Presenters must be available for discussion. The poster may present an experience, an on-going project, or a theory the presenter(s) wish to share. Research Paper _ A research paper reports original research. It includes the research issue, the underlying theoretical framework, a description of the methodological tradition in which the study was conducted and research hypotheses or questions. It describes participants and research context and reports data collection and analysis procedures. Results of the study should not be overly interpreted or generalized, causal inferences should be cautiously made and results obtained in the study should be linked to the original hypotheses. If necessary, implications and any limitations of the study should be included. Demonstration__ Rather than describing or discussing, a demonstration shows a technique or successful experience. Normally the presenter’s statement of the theory underlying the technique takes no more than five minutes. The rest of the time is used for showing, rather than telling. The abstract should include a brief statement of the presenter’s central purpose and a description of what will be demonstrated and how it will be done.

Association of Binational Centers of Latin America (ABLA)

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MA.GR.001 Call for Presentations for ABLA Conventions/Conferences

Revision: 1st Date of Issue: May 2018

CALL FOR PRESENTATIONS FAQs What submission information is required? Can I submit my proposal for more than one track? Can I submit more than one proposal? Do I have to submit my proposal online? How will I know if my proposal was accepted? Can I promote any products or services during my presentation? Will I receive any compensation for presenting at ABLA 2018? What equipment will be available for presentations? What are the review criteria for presentations? Can I present in a language other than English? Is there a limit of presenters for each session? If you do not see your questions answered above, please contact: (ABLA Convention site)

The following information is required in order to submit a presentation proposal: detailed information on the presentation topic (title, 50-word abstract, 200-word summary), track, equipment needed, presenter’s biodata, country and BNC. Presentations should only be submitted once. You can only choose one track and it should be the one that best categorizes your presentation based on the description given. Yes, there is no limit to the number of proposals each person can submit. Proposals must be submitted through a Google Form. Click here to open the Proposal Form, or copy and paste the following URL in your browser: (Internet address) . Confirmation and notifications will be sent via email. Please use an email address you check regularly. All those who submit presentation proposals will be notified via email whether their presentation(s) were accepted or declined by May 24. ABLA does not allow the promotion of products and services during conference sessions. Speakers can talk about products and services that have been used to solve a problem or address the presentation topic ABLA 2018 does not pay speakers or reimburse for travel or hotel expenses. Each accepted speaker will have to pay the registration fee for the Convention. Each presenter will receive a “Presenter” certificate. All session rooms will be equipped with a laptop, a screen projector, a wireless microphone, a hand-held microphone, one computer audio hook up, and wireless internet connection. Presenters are encouraged to bring their own laptops. Proposals will be reviewed taking the following into consideration: significance of content area, clarity of objectives, relevance to the BNC community and presenters’ level of expertise. Proposals should be carefully written and edited. The Committee will also consider the number of presentations on similar topics and the limitations of time and space in the conference program and venue. All of our conference sessions are conducted in English. Sessions should not exceed four presenters. If you have more than one presenter for a session, make sure all co-presenters are identified during the proposal submission process. This convention is made possible thanks to the partnership between:

Association of Binational Centers of Latin America (ABLA)

Logo of Organizing BNC

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MA.GR.002

Guidelines for Presentations at ABLA Conventions/Conferences

Revision: 1st Date of Issue: May, 2018

CONTENT • Present only as much material as can reasonably fit into the time period allotted. Generally, that means 1 slide per minute. • Choose your major points carefully and illustrate them with examples, stories, and audiovisual material if possible. • Plan an opportunity to engage your audience. Be creative with this idea, but also be careful not to open up the opportunity for extended audience comments, since this can cut into your allowable presentation time VISUAL AIDS • You should not use any font smaller than 24-point bold for any item you want the audience to actually be able to see. That is a minimum-- larger is even better. Use easily read fonts. Simple fonts like Sans Serif and Arial are easier to read than fancier ones like Times Roman or Monotype Corsiva. Don’t use italic fonts. • If you use colors, make sure they are dark enough and in enough contrast with the background to be visible in a large room seating more than 100 people. If in doubt, try it out first. • The fact that you can include all kinds of cute decorations, artistic effects, and logos does not mean that you should. Fancy designs or color shifts can make the important material hard to read. Less is more. • Make sure you download your presentation in a format that is compatible with different computers. Bring your presentation on a data stick or another portable memory device. TIME • We have a careful schedule that has been designed with a number of constraints in mind, and we need to keep to it. The session hosts will be instructed to enforce your time limit. Thus, you should decide in advance which of your topics you will omit if your presentation is moving slower than you expected. DELIVERY • Talk at a pace that everybody in the audience can understand. Speak slowly, clearly, and loudly, especially if your English is heavily accented • Please arrive to your presentation room at least 10 minutes prior to the session start time to familiarize yourself with the equipment and stage set-up. • Unless you are pointing to an item on the screen, you should always face the audience rather than the screen. • Present your material in a well-organized manner. However, be flexible to adjust to audience. Let participants know if you wish to answer questions during or after your presentation. Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)

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MA.GR.003 Acceptance/Rejection Letters for Presentations at ABLA Conventions/Conferences

Revision: 1st Date of Issue: May, 2018

ACCEPTANCE LETTER Dear [Presenting Author’s Name], Thank you for submitting your proposal for the 20__ ABLA Convention! We are pleased to inform you that your presentation [Presentation Title] has been reviewed and accepted by the Content Evaluation Committee to be part of the [name of track] track. Confirmation of your presentation on the final schedule is contingent upon receipt of the presenting author’s registration and full payment of fees before June 12th. You can register here: (Internet address). You will receive final confirmation of your place on the program as well as specific details and information about your session before June 22nd. Please note that individual requests for specific presentation dates and/or times cannot be addressed due to the very large number of presentations and other factors that the event organizers must consider when scheduling the overall program. You are encouraged to prepare a document (pdf, ppt, word) or an online presentation with the highlights of your session so it can later be shared with convention participants through a cloud-based sharing service. If you wish to share your work with ABLA participants, please send the document or link to (Internet address) before June 22nd. In an effort to ensure high quality presentations at the conference, we have put together a few guidelines you can find in the attached document. If you have any questions regarding your session, please contact us: (Internet address) We look forward to your participation! Kind regards,

ABLA 20__ Content Evaluation Committee

Association of Binational Centers of Latin America (ABLA)

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MA.GR.003 Acceptance/Rejection Letters for Presentations at ABLA Conventions/Conferences

Revision: 1st Date of Issue: May, 2018

REJECTION LETTER Dear [Presenting Author’s Name], Thank you for submitting your proposal for the 20__ ABLA Convention! We regret to inform you that your presentation [Presentation Title] has not been accepted by the Content Evaluation Committee to be part of the [track] track. Each proposal was given careful and deliberate consideration. The Committee worked hard to design a balanced program of sessions and topics and choose the proposals that best fit the overall programming framework of the convention. We received many interesting submissions, but as there are limited speaking slots, we could only accept a small number of them. The Committee members wish to thank you for submitting your proposal. Your interest in offering your skills, background and knowledge is greatly appreciated. We hope to see you at ABLA 20__! Kind regards,

ABLA 20__ Content Evaluation Committee

Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)Â

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MA.GR.004

ABLA Convention Registration Information

Revision: 1st Date of Issue: May, 2018

• First name • Last name • Type of organization • Name of your organization • Job title • Address line 1 • Address line 2 • Country • City • Email • Telephone • Dietary restrictions (if any) • Details to be included in the payment receipt match those above: YES/NO • If the answer is NO, please specify: - Name - Organization - Address - Tax Identification Number

Signature Developed by: Authorized by:

Susan Bryan, JoEllen Simpson, Francia Quintana Steering Committee 2018

Association of Binational Centers of Latin America (ABLA)

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MA.GR.005 ABLA Logo Manual

Association of Binational Centers of Latin America (ABLA)Â

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MA.GR.005 ABLA Logo Manual

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MA.GR.005 ABLA Logo Manual

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MA.GR.005 ABLA Logo Manual

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MA.GR.005 ABLA Logo Manual

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MA.GR.006 Logos from ABLA Conventions

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MA.GR.006 Logos from ABLA Conventions

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MA.GR.006 Logos from ABLA Conventions

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Operations Manual  

Rev. 3

Operations Manual  

Rev. 3

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