SACRAO| SUMMER 2022
Your 2023 Local Arrangements Committee, led by Heather Hill (WCU), has been hard at work planning the best conference for you Last year in Little Rock, we had 406 total attendees at our first Annual Meeting coming out of the pandemic. We are ready for even more in 2023.
President's Update President Elect Report Past President Report Treasurer's Report Audit Committee Report & President's Response Audit Committee Report Appendix A Audit Committee Report Appendix B Membership Report Nomination and Elections Committee Results LAC Update Summer Planning Highlights In Memorium Directory Searches OACRAO GACRAO FACRAO Call for Nominations SACRAO Journal 2022 2023 Executive Committee WHAT'S INSIDE THIS ISSUE: TO UPDATE SUMMER 2022 NEWSLETTER Southern Association of Collegiate Registrars and Admissions Officers President's Update
This is an exciting time for me SACRAO is coming to Charlotte, North Carolina, in February You’ll be in my home state, and the Carolinas Association of Collegiate Registrars & Admissions Officers (CACRAO) is hosting CACRAO was where I got my start, culminating in the opportunity to serve as your SACRAO President So, mark your calendars for February 5 8, 2023, and join me, where my career began, in the Carolinas! Last year in Little Rock, we had 406 total attendees at our first Annual Meeting coming out of the pandemic. We are ready for even more in 2023 Chris Riggins (UCA) and his LAC in Little Rock are returning a significant amount of money to put towards building our reserve back Great job, Little Rock team!
The Executive Committee, followed by the Local Arrangements Committee, recently met at the Embassy Suites by Hilton Charlotte/Concord Golf Resort & Spa for our Summer Planning Meeting This is going to be a great venue for our annual meeting
• MobileUp is the annual meeting schedule & evaluation platform that we introduced last year and used for the 2022 Annual Meeting This platform is very easy to use Taylor Richmond (WVU) was instrumental in setting that up last year. After reviewing our contract language, we felt that this is something we could provide to our state associations There is no cost to include state associations under our account. Florida and Alabama piloted for us this year. We have gotten great feedback This is a great example of SACRAO assisting our state associations and providing them with a great tool to complement their annual meetings. If other state associations are interested in this opportunity, please reach out to Emily White (JSU), Vice President for Program & Evaluation This leads me to my next point
The Program Committees, led by President Elect Patrick Frazier (WCU) and the Program Vice Presidents & Chairs, have worked very hard to assemble a strong session assembly I don’t want to steal any credit for their efforts, so I’ll let them share those exciting points with you later in the newsletter
The Executive Committee has been working on a number of projects so far this year For ease of reading, I’ll outline it in bullets.
• The Executive Committee identified a need to provide another service to our state associations We are in the development stage of creating a state association leadership workshop An Ad Hoc committee was formed, with Taylor Richmond (WVA) leading The committee, still recruiting, will coordinate a virtual workshop for state association leaders to participate in roundtables by role and connect with their counterparts in other state associations and SACRAO The only precedent is that AACRAO does something similar I hope to report, in February, that this came to fruition.
• To retain a historical record of conversations within the Executive Committee, we have decided to create position specific emails. Doing so will allow future leaders to reference the email communications of previous leaders This also provides a consistent email address for accessing our electronic document storage. This leads me to the next point.
• We have decided to move away from DropBox (universally used) and Google Drive (current leadership) to OneDrive The position emails mentioned in the first bullet will also serve as One Drive user accounts As our leadership changes yearly, this will allow for a more seamless transition The approximate cost of 20 accounts within OneDrive and storage (1 TB of space) is $1200 per year The current DropBox solution offers 3 TB of space but does not support user accounts We will review with the membership in February, as this will require a budget adjustment This initiative is led by Chad Cox (UA), Vice President for Information Technology
SACRAO| SUMMER 2022
• We are introducing a Constitution change that will relax our membership requirements to a degree We are proposing moving away from regional accreditation as a requirement and moving to a U S Department of Education accreditation requirement This change will allow some institutions that attend our Annual Meeting to become members and participate in activities as members I recognize that the Executive Committee has the authority to approve on a case by case basis, but this expansion removes unnecessary review. A full outline, comparison to our state associations and AACRAO, along with the proposed language, will come from the Constitution & Bylaws Committee later and will be presented for a vote in February. They have already been presented with this proposal
I apologize for the length of this newsletter, and I appreciate your attention as you read through all of these exciting changes and updates I have enjoyed being part of these conversations and initiatives, and you should be proud of the work your Executive Committee is doing on your behalf I want to ensure that all actions we are undertaking are transparent Thank you for this opportunity, and I hope your fall semester opens smoothly.
SACRAO| SUMMER 2022
• One of the priority areas is addressing the recommendations presented in the 2021 2022 report from the Audit Committee Too often, we read, discuss, and then file away these reports This year, with the help of the Executive Committee, I am addressing each point and have provided a formal response later in the newsletter
Jonathon Reece SACRAO President Jonathan.Reece@uncc.edu
SACRAO| SUMMER 2022
It is hard to believe that summer is almost over! It seems like we were all together just yesterday in Little Rock, Arkansas Before you know it, we will all be together again in Concord Charlotte, North Carolina, for the 76th Annual Meeting! Be sure to mark your calendars now for February 5 8, 2023 To say that I am excited about our upcoming meeting would be an understatement We have such an amazing program already in the works that I know everyone will enjoy, and we’re not finished finalizing plans! As you make your travel plans for SACRAO 2023, make sure you plan accordingly so that you don’t arrive late or have to leave early! Next year’s meeting theme is “Racing to Inform, Improve, and Inspire ” Our keynote speakers will certainly be doing their part to inspire you We’ll be racing to the green flag to start this year’s
To say that I am excited about our upcoming meeting would be an understatement. We have such an amazing program already in the works that I know everyone will enjoy, and we’re not finished finalizing plans!
meeting with former NASCAR Crew Chief and Owner Ray Evernham! Ray was inducted into the NASCAR Hall of Fame as a member of the Class of 2018 Before his induction, he was a three time Winston Cup Series Champion with driver Jeff Gordon. He was the owner of his team Evernham Motorsports, from 2001 to 2010 But wait! Don’t plan on leaving the Annual Meeting too early! Because as we race to the checkered flag on Wednesday, February 8, our closing keynote speaker is the 2020 America’s Got Talent Winner, Brandon Leake! Brandon is a spoken word poet, educator, and motivational speaker who will leave you inspired as you leave the Carolinas In addition to the two keynote speakers, we have an amazing lineup of professionals who have volunteered their time and services to the organization to present sessions throughout the Annual Meeting In early June, the SACRAO Executive Committee met in Concord, North Carolina, to plan for the 2023 SACRAO Annual Meeting President-Elect Report
Even though we have selected a majority of the programs, we still have room for more. Go online to the program session proposal form and submit your program for consideration.
Speaking of the sessions that will be offered as a part of the Annual Meeting this year, we will be sending a survey out before your registration to the Annual Meeting once registration has opened. The survey was designed to gauge which programs you might be interested in attending during the Annual Meeting You are not committed to your selection, so don’t worry! This is being done to appropriately determine which sessions should be in which room to ensure everyone can attend the sessions comfortably As we continue to move past Covid 19, we want to ensure that we do everything we can to keep our members safe and comfortable while meeting in person
Our work preparing for February is far from done If you are interested in being a part of SACRAO in any capacity, please take a moment to complete the I’m Available Form (login required) SACRAO is an organization of dedicated volunteers and members, and we are always looking for eager individuals that want to help make a difference in our organization and profession Getting involved in SACRAO was one of the best decisions of my professional career and my personal life The friends and connections you can make within the organization are endless. Whether you are involved on a committee, presenting a session, or just attending the Annual Meeting, we want to build a community you are proud to be a part of That is why we will continue to be racing to inform, improve, and inspire you in all that we do! Stay tuned for more information, and I look forward to seeing you all in Concord Charlotte, North Carolina, in just seven short months!
Patrick Frazier SACRAO President elect pfrazier@wcu edu Our Program Vice Presidents, Program Chairs, and Program Committee Members have done an amazing job securing sessions and workshops that will inform, improve, and inspire us all! When you see any of these individuals in February, please be sure to thank them for all the hard work they have put in to ensure we all have a slate of sessions that meets the needs of all of our members. If you are reading this now and wishing that you had submitted a session to be considered for next year’s program, there is still time!
More details about the 2023 SACRAO Annual Meeting will be coming soon
Even though we have selected a majority of the programs, we still have room for more Go online to the program session proposal (login required) form and submit your program for consideration The form will be available until October 1, 2022
SACRAO| SUMMER 2022
SACRAO| SUMMER 2022
We are asking this very question on my campus now, as we find that our freshman class last year was not as successful as expected So, now what strategies do we employ to “make this one better”? Sounds like a great SACRAO session! I hope that you will check the article out! Happy August! It hardly seems possible that summer is almost over, and the new academic year is about to start! This time of year brings me such hope and excitement. Hope for all the new faces, not only on my campus but across the country Students with their lives before them and placing all that hope, trust, and confidence in US on our college campuses to deliver from the classroom to support services to engagement to belonging to the social experience and far beyond We have such an important responsibility to these students, and my hope with every new semester and for every new student is that, for at least the things We have such an important responsibility to these students, and my hope with every new semester and for every new student is that, for at least the things I can control, my staff has done the absolute best we can to DELIVER! Your SACRAO Executive Committee had a very efficient and productive Summer Planning Meeting in Charlotte, NC, in June. Charlotte is the site of SACRAO 2023, and the Local Arrangements Committee, chaired by Heather Hill from Western Carolina University, is already working extremely hard to provide attendees with a great conference experience The Program Vice Presidents, Program Chairs, and Committees are also on the job preparing a great program.
I can control, my staff has done the absolute best we can to DELIVER! Of course, the Pandemic lives on!
I read a particularly interesting article in the Chronicle for Higher Education today by Beth McMurtrie, titled “Last Year Was Miserable. Can Colleges Make This One Better?”
Past President Report
SACRAO| SUMMER 2022 As the Past President, I am responsible for SACRAO Site Selection, Constitution & Bylaws changes, and updating the Procedures Manual We are currently negotiating the contract to return to Lexington, KY, in 2024 Post Covid contracts are very challenging After the losses suffered by hotels and conference/convention centers during widespread shutdowns, some concessions that we might have expected and received in the past are more difficult to come by in the post Covid world Preliminary discussions are underway for SACRAO in Texas in 2025 and Florida in 2026 In addition, everything costs more as we all experience in our everyday lives When considering site selection, I assure you that we are negotiating relentlessly to ensure that we protect SACRAO’s financial position and maintain an affordable high quality conference for our membership I’m looking forward to football season at UK and seeing my grandson, who is a High School Junior in Van, TX, play this fall. Please stay well and know how much each of you means to me on this journey Kim Taylor SACRAO Past President 859 992 3688 kim.taylor@uky.edu
SACRAO| SUMMER 2022 Hello and happy summer, everyone! Institutions are renewing their memberships, as evidenced by the increase in the dollar amount of the SACRAO business checking account Yay!!! Please keep up the great work and help recruit your colleagues to join this fabulous organization Remember that you can pay your dues online via sacrao org To do so, sign in using your SACRAO account login and password and click on “Membership.” There will be options to pay depending on your status If you are paying dues via check, please remember to visit with your Accounts Payable department to ensure the correct address is on file before issuing payment. Paying by credit card is the most expedient, reliable, and preferred method of payment If you have any questions regarding the SACRAO accounts, please don’t hesitate to email me via sacraotreasurer@gmail com I appreciate the opportunity to be able to serve this fabulous organization! Jessica Brock SACRAO Treasurer sacraotreasurer@gmail.com SACRAO Account Balances as of July 29, 2022 Checking: $26,242.34 Savings: $192,240.96 LAC 2022: $20,681.04 LAC 2023: $2,894.97 TOTAL: $242,059.30 Treasurer's Report
President Response #2: Based on a review of our yearly operational expenditures, over the last five years, by our Treasurer, the recommendation is that, in order to survive one year of spending with no revenue, we will need $200,000 in our savings account This amount represents the rainy day fund that we should protect from year to year. As a result of tightened budgeting and efforts by our LACs over the last couple of years, we have made strides towards building back our reserve account To date, we have 96% of the needed reserve
Audit Committee Report February 8, 2022 – President's
SACRAO| SUMMER 2022
President Response #1: The LAC manual is being updated for the first time since 2014 This updated manual is expected to be shared with the most recent and current LAC Chairs for final edits by August 5 Following that review, it will be presented to the Executive Committee for their review. We hope this project will come to fruition by the time our next newsletter is published Thanks to Hope Reynolds for her efforts spearheading this project
Recommendation #2: The Association should have reserve accounts to cover one year ' s general operating expenses and any outstanding contractual obligations.
In an effort to recognize this Committee's importance for ensuring the future stability of our association, I offer this response in hopes of satisfying its findings and recommendations The report (Appendix A) was the Committee's assessment of the 2020 and 2021 fiscal years for all four accounts (Primary Checking, Primary Savings, 2020 LAC, and 2021 LAC) and incorporated findings identified by our independent auditor, Jennings Cook and Company. Below, you will find the respective recommendations and my response to those recommendations. Response
Recommendation #1: For the past several years, the Audit Committee has recommended updating the LAC manual. The Audit Committee strongly recommends that the LAC manual be updated and presented at the 2022 June Summer Planning meeting, even if in draft form Future Local Arrangements Committees need historical documentation and procedure approved by the Executive Committee to plan a future conference appropriately The last manual was edited in 2016 and is not easily accessible to members.
Audit Committee Report 2022 President's Response Expenses: 2018 2019
Recommendation #4: Based on limitations for the association regarding Wells Fargo Bank in terms of the availability of banks for members in key positions and in the event of fraudulent related activities, it could be beneficial for the EC to review the current banking arrangement compared to other banking options that may exist today that did not exist when Wells Fargo was initially selected
Figures above are the totaled and averaged expenses from form 990 filed by Jennings, Cook, & Company for the last five years
Recommendation #3: The Executive Committee should develop a formal review process for any refunds of annual meeting registrations While we realize unforeseen circumstances may arise for paid annual meeting registrants, contractual obligations for the annual meeting must be met.
2022 Total
The deadline for conference registration refunds will be 30 days prior to the conference Conference registration fees are non transferable from person to person Any requests for refund received after the deadline will be forwarded to the LAC and considered for approval by the LAC Chair on a case by case basis in accordance with the EC Procedures Manual
Average
President Response #4: The President discussed this with our external auditor, Jennings Cook It was not recommended to move to a fully online bank Most all banks have a brick and mortar location and usually a good indication of insurability Wells Fargo handles all of our accounts and, except for Arkansas, is present in all states within our region The amount of work involved in shifting would be very taxing on the Treasurer and Treasurer Elect but is not a reason to dismiss Wells Fargo's online banking options are sufficient to handle SACRAO business, even in Arkansas. If we decide to change in the future, it will likely be because of the account signer transition, for which Wells Fargo requires all parties to be present at the same branch. At this time, we will remain with Wells Fargo. 2020 2021 of Five years: $219,379.00 $257,646 00 $275,203.00 $170,618 00 $ 58,226.00 $ 981,072 00 Yearly Expenses: $196,214 40
President Response #3: The Executive Committee established and approved language related to annual meeting registrations at its June 14 meeting New language and procedure were adopted That language is outlined here and will be added to the 2023 SACRAO Procedures and Local Arrangements Committee Manuals
SACRAO| SUMMER 2022 In order to acquire the figure, our Treasurer took a 5 year estimate of all expenses from the SACRAO tax records These figures should be an unbiased accounting since they are from the records prepared by Jennings Cook & Co our external auditor Our Treasurer is recommending a savings account of $200,000 to meet the estimated expenses of one year of operations with no income coming in Here is how she arrived at that dollar amount:
• Remind the membership that SACRAO will never ask for PII (personally identifiable information) or money unless members are logged into the site Additionally, logging into institutional accounts will enable institutions to verify membership renewal invoices.
Recommendation #6: Based on the event of fraudulent activities taking place that target the organization, a review of the organization's cyber security strategies is recommended by the Executive Committee or a designated committee President Response #6: The Executive Committee developed and approved cyber security measures to minimize future fraudulent activity at its June 14 meeting The measures include:
• SACRAO should send regular communications explaining how we communicate, how we ask for money, and from whom communications will originate
• Any communication sent from the association should include a header with a yearly identifying feature A header template was created for all communications, excluding the SACRAO newsletter, which has its own identifier
President Response #5: The SACRAO Procedures manual was updated in 2022 albeit far from comprehensively updated The task of continual updates falls to the Immediate Past President Kim Taylor is responsible for soliciting, updating, and presenting an updated procedure manual prior to our next Annual Meeting in 2023 The President will work with the Immediate Past President to ensure this requirement is completed
• Treasure Elect position and the timeline and duties expected within this position
• All communications from the Executive Committee to the greater membership should come from a SACRAO address, a functionality already set up in the membership database (MemberClicks/Personify) Audit Committee Report 2022 President's Response
SACRAO| SUMMER 2022
Recommendation #5: Update the SACRAO Procedures Manual for Executive Committee Chairs and make it accessible for chairs/members This update includes a review of the entire manual and specifically additions to the manual for the following areas:
• Any Covid related procedures & changes that could be both impactful and beneficial for the organization and its members in the future in the event of widespread events that cause disruption to the organization and the operations within the organization
• All draft communications should be read by two Executive Committee members to ensure accuracy and legitimacy
Recommendation #8: Review checks from universities being sent to past treasurers or treasurer locations The Committee recommends incentivizing credit card payments for registration and member fees • Knowing that not all institutions will be able to utilize credit card payments, it is recommended that the option of a centralized PO Box with a long term forwarding option to standardize the procedure for checks be explored.
President Response #8: This recommendation was discussed at length at the Executive Committee's June 14 meeting Admission and Registrar offices request membership renewal, but it is often the accounts payable offices at our respective member campuses that fulfill that request Accounts payable offices do not usually accommodate our two year transition in Treasurer roles and thus do not update payment addresses accordingly Incentives would disproportionately benefit some and penalize others when the control rests outside our members' respective offices Therefore, no incentives will be utilized Instead, the Executive Committee has instructed those SACRAO entities that invoice (Treasurer, VP for States/Regionals and Membership, and Local Arrangements Committee) to adjust the wording on all invoices and communications to clarify payment addresses for checks and encourage purchasing card payments Audit
President Response #7: The Executive Committee, at its June 14 meeting, established a $1,000 threshold whereby amounts higher than $1,000 will require two sign offs (President and Immediate Past President) before payment is made Amounts less than $1,000 will continue to require sign off by the President In all cases, proper SACRAO payment forms must be used No payment will be made from an email authorization without proper documentation
SACRAO| SUMMER 2022
Recommendation #7: In an effort to prevent future fraudulent activities, the Committee recommends adding multiple verifications for payments over a specific amount between the Treasurer and the Treasurer Elect.
Committee Report 2022 President's Response
SACRAO| SUMMER 2022 Recommendation #9: Review procedures and controls over cash withdrawals and receipts from and into the Association's bank accounts. Jennings Cook listed a recommendation for internal controls over cash receipts Over the past two years, the only cash items are a withdrawal and deposit for tips from the Alexandria meeting President Response #9: The Executive Committee approved new cash handling procedures at its May 4, 2022, meeting These new cash handling procedures will be incorporated into the 2023 SACRAO Procedures Manual and Local Arrangements Committee Manual You can find these new procedures in Appendix B The Treasurer, Treasurer Elect, LAC Chair, and LAC Finance Chair will ensure that these procedures are followed, effective immediately Th k t ll f th Executive Committee members who contributed to this response ted, Audit Committee Report 2022 President's Response
• For the past several years, the Audit Committee has recommended that the LAC manual be updated The Audit Committee strongly recommends that the LAC manual be updated and presented at the 2022 June Summer Planning meeting, even if in draft form. Future Local Arrangements Committees need historical documentation and procedure approval by the EC to appropriately plan a future conference The last manual was edited in 2016 and is not easily accessible to members
• Based on limitations for the association regarding Wells Fargo Bank in terms of the availability of banks for members in key positions and in the event of fraudulent related activities, it could be beneficial for the EC to review the current banking arrangement compared to other banking options that may exist today that did not exist when Wells Fargo was initially selected Annual Business Meeting Tuesday, February 8, 2022 Committee Report A
The Audit Committee is a standing committee appointed by the SACRAO President and should not be considered independent of the organization The Committee examined the financial records of the Association and the 2019 LAC utilizing guidelines established by the association and defined in the SACRAO Executive Committee procedure manual and the LAC Manual
• The EC develop a formal review process for any refunds of annual meeting registrations
Audit
The work of the Audit Committee this year included the examination of the 2020 and 2021 financial records of SACRAO for the fiscal year that ended December 31, 2020, and December 31, 2021, the Local Arrangements Committee records for the 2020 Annual Meeting held in Alexandria, VA, and the audit report from Jennings Cook and Company dated July 12, 2021, for the years ended on December 31, 2020, and 2019.
• The Association should have reserve accounts to cover one year ' s general operating expenses and any outstanding contractual obligations
SACRAO| SUMMER 2022
The Auditing Committee examined the financial transactions from the general account and found that all operating funds were properly managed, yet vulnerable to fraud and phishing scams As noted in the Jennings Cook and Co Audit "all significant transactions have been recognized in the financial statements in the proper period, and the financial statements are neutral, consistent and clear" Specific Findings in the Local Arrangements Committee Records
While we realize unforeseen circumstances may arise for paid annual meeting registrants, contractual obligations for the annual meeting must be met
– Appendix
• For checks from universities being sent to past treasurers or treasurer locations The Committee recommends trying to find ways to incentivize credit card payments for registration and member fees
• Update the SACRAO Procedures Manual for Executive Committee Chairs and make accessible for chairs/members. This includes a review of the entire manual and specifically additions to the manual for the following areas:
o Knowing that not all institutions will be able to utilize credit card payments, it is recommended that the option of a centralized PO Box with a long term forwarding option to standardize the procedure for checks be explored
• In an effort to prevent future fraudulent activities, the Committee recommends adding multiple verifications for payments over a specific amount between the Treasurer and the Treasurer Elect.
o Any Covid related procedures & changes that could be both impactful and beneficial for the organization and its members in the future in the event of widespread events that cause disruption to the organization and the operations within the organization
• Review procedures and controls over cash withdrawals and receipts from and into the Association's bank accounts. Jennings Cook listed a recommendation for internal controls over cash receipts Over the past two years, the only cash items are a withdrawal and deposit for tips from the Alexandria meeting. As Chair, I want to thank the Audit Committee members for their assistance in conducting the examination of the financial records The committee members are (if you will please stand), Nathan Congleton, University of Kentucky; Nikki Hon, University of Georgia; Hope Walton, University of Richmond; and Priscilla White, The University of Texas at Austin
SACRAO| SUMMER 2022
On behalf of the Auditing Committee, I, Patrick Frazier, move to adopt this report o Treasure Elect position and the timeline and duties expected within this position.
Annual Business Meeting Tuesday, February 8, 2022 Audit Committee Report – Appendix A
• Based on the event of fraudulent activities taking place that target the organization, a review of the organization's cyber security strategies is recommended by the EC or a designated committee.
• All money should be delivered to the Treasurer or Treasurer Elect to deposit funds daily
• Prior to depositing money, and if available, at least two people should count the money.
• Receipts should be reconciled with all money turned in and deposited
• Deposit slips should be retained and reconciled monthly to the account
IMPORTANT If a money order or cashier's check is received, the receipt should indicate the total check amount; brand name of the money order or the issuing bank's name of the cashier's check; and the complete check or money order number If a copy of the money order or cashier's check is made, the inclusion of this additional information on the receipt is not necessary Recording and Depositing Money
• Any checks received should be restrictively endorsed immediately (ie, For Deposit Only).
• The person collecting the cash should not have access to record or make any changes within QuickBooks
• Receipts should indicate whether cash, check, money order, or cashier's check was received; the date of the receipt; and the signature of the person receiving the money
SACRAO| SUMMER 2022 Money refers to cash, checks, money orders, or cashier's checks The following are suggestions related to handling money to assist in ensuring proper accountability I. Receiving Money
• The person receiving the money while in the presence of the person turning in the money should count all money received
• The person receiving the money should give a receipt to the person delivering the money (both parties should retain their copy of the receipt)
II.
• Post dated checks should not be accepted from any source
• Cash should not be maintained at a member's home
• Money received should only be deposited in the respective SACRAO account
Cash Handling Procedures – Appendix B
• Issuing checks payable to "Cash" or to the "Sponsor" should be avoided The IRS may examine these transactions in more detail than other transactions If a check must be payable to "Cash" or to the "Sponsor," keep detailed documentation of the expense or use of the funds Committee approved Local
• "Blank" checks should never be issued, and checks should never be pre signed
Arrangement Committee Manual 5/4/2022 Cash Handling Procedures – Appendix B
• Do not store the records of the money received (i e , receipts, copies of checks) in the same place as the money If records and money are stored together and theft occurs, the record of the money may be taken along with the money. Subsequently, determination and recovery of losses would be more difficult
• The sequence of check numbers should be accounted for when reconciling the bank statement to SACRAO's QuickBook accounts
for inclusion in Procedure Manual &
• Money received and not yet deposited, should not be used for purchases, check cashing, loans, advances, reimbursements, or for any other purpose
SACRAO| SUMMER 2022 III. Disbursing Money • Do NOT sign blank checks IV Safeguarding Money • Do not keep any money in an unlocked drawer, unlocked filing cabinet, vehicle, or other unsecured places
• All unused checks should be kept safe and secure at all times.
Executive
SACRAO| SUMMER 2022
I would also like to continue to highlight the Membership Relations Committee This committee coordinates the first time attendee's orientation/reception at the annual meeting If you would like to get involved and meet our newest members of SACRAO, please fill out the I'm available form under GET INVOLVED on the SACRAO website I look forward to seeing everyone at our next annual meeting in Charlotte, North Carolina!
If your institution has not yet renewed your annual dues, please review the information on how to view and pay my institutional or organization's annual dues, which also appears on the Membership Management FAQ page. If you have additional questions, please feel free to contact me, and we will work together to get you set up!
Many of you know that invoices have gone out for the upcoming membership year If you have not received your invoice and think you should have, please contact me at your convenience There have been some questions about the names that appear on your invoices Those names have no bearing on the amount your institution pays in dues Dues are based on the enrollment at your institution The Dues and Application page notes that beginning with the 2018 19 membership year for institutional members, SACRAO moved to a tiered system for annual dues. As a result, your institution is no longer limited to a specific number of individual members!
If you are the Key Contact for your institution, please remember to log into the SACRAO website to review and update the members associated with your institution Instructions on how to do this can be found on the Membership Management FAQ.
As of July 2022, SACRAO has 3063 individual members in over 363 member institutions!
As of July 2022, SACRAO has 3063 individual members in over 363 member institutions! Dr. Tom Donohoe SACRAO VP for States, Regionals, and Membership donohoe@etsu.edu Membership Report
Blake Bedsole Erin Dixon
Dr.
SACRAO| SUMMER 2022 It’s time to meet your 2022 23 SACRAO Nominations and Elections Committee Please join me in congratulating the following SACRAO members: Please keep an eye out for future SACRAO communications for information on how to nominate someone for a future SACRAO leadership position We appreciate your participation Brandy D. Simpkins Piner SACRAO Chair, Nominations and Elections Committee Piner@uthscsa.edu Nomination and Elections Committee Results Mary Ellen Hanna (Chair Elect)
Dr.
Latoya Whitaker
The 2023 SACRAO Conference will be here before we know it! As we take the summer to gear up for the upcoming recruitment, registration, and enrollment cycle, we need to remember why we do what we do. Individually, we each have our own “why.” What’s yours? “I have a passion for serving students,” or “Planning events is what I’ve always wanted to do ” Maybe it’s simply “I’m just in it for the retirement.” Whatever your reasons are, it’s important never to forget them or to allow yourself to get lost in the day to day But what about our collective “why?” Over the past two years, we’ve seen challenges unlike any of us have ever faced And we’re still here! The 2023 SACRAO Conference will allow us to share our ideas, triumphs, and reasons for keeping on. It will enable us to recharge, network with colleagues, and bring innovative ideas for change back to our offices upon our return With features from Brandon Leake, winner of season 15 of America’s Got Talent, and other exciting opportunities to learn and engage with industry leaders, we’ll all come together to explore the changing landscape of our professions
LAC Update: Crossing the Starting Line
SACRAO| SUMMER 2022
The cities of Charlotte and Concord, North Carolina, are vibrant and exciting places to learn as Charlotte has been ranked as the Number 1 most up and coming city in America Access a plethora of shopping, dining, and nightlife opportunities just minutes away from the conference center that the LAC has worked hard to make easily accessible to you with provided transportation This year’s SACRAO Conference theme of “Racing to Inform, Improve, and Inspire” will take us on an adventure to seek out what motivates, encourages, and drives us to continue working in our field Registration will open soon on the SACRAO website, and you don’t want to forget to register before the January 6 Early Bird date! You’ll also want to book your hotel room in the SACRAO block ASAP, so you’ll have a place to stay while you’re in the area. With so much to do in Queen City, we’ve created a helpful travel guide to assist you in planning your experience We can’t wait to see all our SACRAO partners on the speedway of promoting best practices at the 2023 conference on February 5 8!
Planning Highlights
Summer
SACRAO| SUMMER 2022
With great sadness, SACRAO acknowledges the passing of Past President Paul Anderson Paul passed away April 19, 2022 Paul served as the Associate Dean and University Registrar Emeritus at Furman University in Greenville, SC.
Paul’s advocacy and commitment to help others is extended by his family’s wishes to direct any honorariums and donations in Paul H Anderson's name to the World Central Kitchen that provide meals in response to humanitarian, climate, and community crises, most recently Ukraine. In Memorium (CACRAO 1987 88), the Southern States Association of Admissions Officers and Registrars (SACRAO 1990 91), and ultimately President of the American Association of Collegiate Admissions Officers and Registrars (AACRAO 1998 99) where he was instrumental in guiding AACRAO during a turbulent time in the organization Among the many well deserved awards included: 1975 MSACRAO Honorary Membership, 1992 CACARO Chris Murphy Award of Excellence, 1999 AACRAO’s prestigious APEX Award for Student Success, 2000 CACRAO Zaire McCoy Honorary Membership, 2001 SACRAO Distinguished Service and Honorary Membership and 2001 AACRAO Honorary Membership
He is survived by his wife of 61 years, Bobbi, his sons Paul Andrew Anderson Esq and his wife Kristina of Aiken, South Carolina, Dr Sean Anderson of Ithaca, New York and his buddy, granddaughter Kalypso of East Calais, Vermont Paul is remembered for his dedicated principles and ability to resolve issues before they became problems along with his good humor and amazing work ethic Early in his time at Furman he was proud to work with Joe Williams and the basketball team as the team academic advisor and free throw guru He was also proud to be the softball pitcher for the (Furman) Gators, a champion intramural softball team until he was in his mid 50s He golfed badly with the Purple and White but loved the camaraderie He loved his family first, but sports were up near the top “Go Phillies!”
Click the image to check out Paul's video from the 50th Year Celebration Collection on Youtube Make sure you watch to the end to hear him reenact a whistle from a past SACRAO conference
Paul H. Anderson SACRAO Past President 1990-1991
SACRAO| SUMMER 2022
Paul’s illustrious leadership career commenced with his election as President of the Middle States Association of Admissions Officers and Registrars (MSACRAO 1974 75), Carolinas Association of Admissions Officers and Registrars
SACRAO| SUMMER 2022 Institutional key contacts can update college or university profiles on the SACRAO website by choosing Your Organization under the My Profile tab When done, do not forget to Save Have you ever wanted to reach out to another SACRAO member institution that might share the same systems as you? You might be looking for someone to ask questions or find a solution Having the ability to find colleagues with similar experiences would be helpful SACRAO has worked to create a directory of resources for you For member institutions, after logging in, you can now search for other institutions with similar technology. SACRAO Website Introduces Directory Searches The following searches are available under the Membership Directory tab: o Customer Relationship Management System (CRM) o Learning Management System (LMS) o Student Information System (SIS) o Classroom Scheduling System Keep your Institutional Profile Up-to-Date: Of course, this is only efficient if your institutional profile is up to date. The key contact(s) at your institution can update your institutional profile with this information If your key contact is no longer at your institution or you have additional changes to your institutional or personal profiles, you can reach out to your Vice President for States, Regionals, and Membership, Dr Tom Donahoe (ETSU) at donohoe@etsu.edu or 423 439 6744
Dr. David Lowry, Professor of Communication at Oklahoma Christian University. Dr. Lowry spoke of ways to handle difficult people in one’s life and ways to “bridge the gap” with respect to personality traits He also mentioned methods that a person may use to refine how they approach and work with others to achieve the best results Finally, we were treated to a nice breakfast and taco salad lunch Ross B. Mehl PACS Extended Family Committee, and OACRAO Executive Committee In addition, we are excited to offer the AACRAO award winning GACRAO Enrollment Management (GEM) Pre Conference Workshop designed for Senior Enrollment Management and GISEM We will again use the Guidebook App with a full list of sessions Have exciting ideas to present? Great! Look for a call for proposals to go out in June 2022. Go ahead and start thinking about what ideas, strategies, tips and tricks, or conversations you can bring to the table regarding admissions, recruitment, registration processes, record management, professional development, and more! (Interested in serving on the conference session committee? Let us know here or email Caleb Rogers at calrogers@augusta.edu.)
OACRAO Update A Time of Challenges & Celebration
We are excited for our 68th Annual GACRAO Conference! We'll be Rollin' on the River at the DeSoto in Savannah November 13 15, and we can't wait to see you there You are invited to GACRAO's 68th annual conference November 13 15, 2022, at the beautiful DeSoto in historic Downtown Savannah!
SACRAO| SUMMER 2021SACRAO| SUMMER 2022
GACRAO Update Kaitlyn Sanson Executive Committee Secretary Georgia Association of Collegiate Registrars and Admissions Officers
OACRAO held our annual Frontline Workshop on July 19th, 2022 at Oklahoma State University Institute of Technology in Okmulgee, OK Our event consisted of an enjoyable, interactive communication exercise/presentation by Crystal Bowles Palacios (Registrar at Oklahoma State University Institute of Technology) and two separate presentations by
FACRAO Update The Florida Association of Collegiate Registrars and Admissions Officers (FACRAO) returned to in person conferencing in a big way June 5 9 at The Plaza Resort and Conference Celebrity Spotting!
Hot topics included technology in higher education, micro credentials, self care and wellness, leadership, and lively round table discussions There were ample opportunities to interact, both formally and informally, with the 24 corporate partner organizations that attended. Participants also enjoyed a “Big Event” beach party on a perfect Florida night, complete with s’mores around the fire, music, dancing, and a 360 degree video photo booth!
FACRAO President Ed Trombley (right) with our prestigious speakers, Dr Camesha Whittaker (center), Managing Principal & Consultant of Advance Civility Enterprises & William Gil (left), Director of Government Relations for the American Association of Collegiate Registrars and Admission Officers (AACRAO)! Center in Daytona Beach! The 13th Annual Higher Education Summit included our colleagues from FCRAO (an organization geared specifically toward lower division state colleges) and the state Board of Governors
Over 250 participants enjoyed a robust slate of sessions on a wide variety of topics and some amazing plenary speakers
FACRAO is looking forward to a great coming year! Webinars will continue to be offered to our membership regularly We are hoping to place more emphasis on technology components in our departments as we look at future programming topics Mark your calendar to join us for the 14th Annual Higher Education Summit, June 4 8, 2023, at The Florida Hotel and Conference Center in Orlando!
SACRAO| SUMMER 2021SACRAO| SUMMER 2022
SACRAO| SUMMER 2022 Call for Nominations for Distinguished Service Award, Honorary Membership and Certificate of Appreciation are now open Call for Nominations for Multicultural/Emerging Leader and Student Pre-Professional Annual Meeting Scholarships are now open Please complete applications and nomination forms online by October 15, 2022 (December 1 for Student scholarship) at: https://sacrao.memberclicks.net/forms-doc
content! Preference is given to articles authored by SACRAO members, but articles from outside the membership will be considered based on revelatory findings that advance the work of SACRAOmembers Active Journal Editorial Board members may not submit articles for publication; book reviews and commentaries by Board members may be published at the discretion of the Editor Manuscripts should be submitted with the stylistic rules and guidelines delineated in the Publication Manual of the American Psychological Association (7th ed , 2019) All manuscripts are accepted with the understanding that The SACRAO Journal Editorial Board reserves the right to edit for clarity, syntax, and style At the discretion of the Editorial Board, authors may be asked to shorten or lengthen articles
Submissions are now being accepted for The SACRAO Journal.
Call for Articles for The SACRAO Journal
Members of SACRAO are encouraged to submit articles that pertain to their professional and research experiences regarding issues and innovative practices in the profession We also accept book reviews, best practice articles, reflections related to the profession, and other relevant
You must be logged into the site to view the publication
Manuscripts submitted for publication must be original material, which has not been simultaneously submitted for publication elsewhere The length of manuscripts, including references and tables, should range from about 8 to 20 double spaced, 8.5x11 inch pages. Abstracts are limited to 125 words. Authors should retain a copy of the manuscript to guard against loss If you are interested in submitting, please email your manuscript or article to Diana Hull at dhull@ufl edu
SACRAO| SUMMER 2022
Prior volumes of The SACRAO Journal are now available on our website, https://sacrao.memberclicks.net/journals.
The Editorial Board welcomes manuscripts for the next publication in the volume of SACRAO's academic, refereed publication, The SACRAO Journal
Jessica Brock Treasurer Director of Admissions, Arkansas Tech University
Associate Director for Transfer Central, University of Arkansas Dr Thomas (Tom) Donohoe VP for State/Regionals and Membership University Registrar, East Tennessee State University
Jonathan T Reece President University Registrar, University of North Carolina Charlotte
Chris Riggins Past Local Arrangement Chair (2022)
SACRAO|
Associate Director of Admissions Marketing & Recruitment, Western Carolina University
Emily White VP for Program and Evaluation Registrar, Jacksonville State University
Amy Gleason Treasurer Elect Assistant University Registrar, Duke University
Senior Associate University Registrar, University of Florida
Assistant Director of Transfer Recruitment, University of Central Arkansas Hope Reynolds Corporate Partner Liaison
Heather Hill Current Local Arrangements Chair (2023) Senior Assistant Director of Admission, Western Carolina University
University Registrar, University of Alabama at Birmingham
Cynthia Terry Program VP for Professional and Personal Development
Associate VP of Undergraduate Enrollment, Piedmont University
Director of Recruiting, Shelton State Community College
Chad Cox VP for Information Technology
Senior Director of Enrollment Management and Assistant Registrar, Virginia Tech Carilion School of Medicine
2022-2023 SACRAO Executive Committee
Kimberly Kay Taylor Immediate Past President University Registrar, University of Kentucky
Cindy Peterson Program VP for Recruitment, Admissions, and Enrollment Management
Evan Reich Program VP for Records and Academic Services Registrar, Trident Technical College
Patrick Frazier President Elect
SUMMER 2022
Tennyson Smith Program VP for Distinct Populations and Programs
Diana Hull VP for Communication and Recognition
Alana Davis Secretary Registrar, Randolph Macon College
Sofia Almeda Montes Program VP for Topics in Higher Education University Registrar, University of Texas Rio Grande Valley