SACRAO Summer 2023 Newsletter

Southern Association of Collegiate Registrars and Admissions Officers

President's Update

It’s summertime for higher education, which means it’s time to rest, relax, and enjoy the long days of sunshine and warm weather. Summertime for SACRAO, though, is a time to plan, prepare, and work towards meeting the needs of all our members in the months ahead. This is an exciting time to be a part of our organization. In June, the Executive Committee had an opportunity to visit the Central Bank Center in Lexington, Kentucky, during our Summer Planning Meeting. The venue space is beautiful, and I am excited for everyone to experience it firsthand from February 3-7, 2024.

The Local Arrangements Committee, led by Nathan Congleton (UK), has been hard at work to ensure that all plans are covered across the board for our upcoming Annual Meeting Additionally, the Program Committees, led by President-Elect Ed Trombley (ERAU) and the Program Vice Presidents & Chairs, have been hard at work to ensure that we assemble a strong set of sessions before we hit the home stretch of planning for the Annual Meeting However, we still need YOUR help! We are still accepting proposals for presentations Go online to complete your session proposal submission and help contribute to the Annual Meeting as well as the professional development of your colleagues within the profession

The Executive Committee (EC) has been hard at work this summer on several projects aimed at improving efficiencies for years to come:

Chad Cox (UA), Vice President for Information Technology, has completed the transition from our previous digital storage through DropBox to our new OneDrive account and created email accounts specific to each EC position to help ensure that emails and documents are preserved for historical purposes and to streamline communications.

WHAT'S INSIDE THIS ISSUE: TO UPDATE

President's Update

President-Elect Report

Past-President Report

Treasurer's Report

Audit Committee Report

Membership Report

TACRAO

FACRAO

TNACRAO

ArkACRAO

Emily White (JSU), Vice President for Program and Evaluation, communicated Annual Meeting survey response information to presenters from this past year that had surveys submitted for their session A special thank you to all of our presenters in Charlotte as well as a thank you to everyone that took the time to complete the survey either during or following the Annual Meeting

Dr Jon Reece (UNCC), Immediate Past President, is hard at work with our state associations working to secure site selections for 2025 and 2026.

Jon also hosted the first Past President Virtual Meeting that had several past presidents in attendance.

Sofia Almeda Montes (UTRGV), Program Vice President for Topics in Higher Education, is going to be working with the other Program Vice Presidents to begin offering webinars that will take place throughout the year and cover topics across the profession for our members.

The MobileUp platform used for the Annual Meeting is being offered to, and utilized by, more of our state association members this year after a trial period last year with select organizations If your state association is interested in utilizing this platform, have a member of the state's leadership team reach out to Dr Tom Donohoe (ETSU), Vice President for States/Regionals and Membership

The EC is finalizing a brand refresh that will allow more flexibility in our organization’s logo usage beyond our main official logo.

These are just some of the many things that our Executive Committee has been working on since we were all together in February, and as you can imagine, the work never ends! I want to take a moment to thank not only all of our Executive Committee members, but also our Program Chairs, Committee Chairs, and all of our program and committee members that have put in countless hours to ensure that SACRAO continues to be one of the best organizations there is to be a part of!

Using a quote that originated in horse racing, I would like to give all of our members “ a run for their money ” in challenging everyone to help determine the future direction of the organization by submitting a nomination (or several) for one of many Executive Committee positions that are up for election this year. The nominations and elections submission form can be found on the website once you have logged in With your help, SACRAO will continue to have an extremely bright future ahead!

Sincerely,

Patrick Frazier, Ed D SACRAO President

President-Elect Report

The SACRAO Executive Committee gathered on June 11-13 in Kentucky to tour the venues and start preparing the program for the 77th Annual Meeting. We can assure you that Lexington offers beautiful conference and Big Event locations, and SACRAO 2024 promises to be memorable! Our Program Vice-presidents, Program Committee Chairs, and their dedicated Program Committee Members have been doing great work sourcing informative sessions and presenters to offer a conference program that will educate and inspire!

Save the dates for the conference, which will be February 3–7, 2024, at the beautiful Central Bank Center, adjoining the Rupp Arena The program is shaping up quickly and promises to offer a diverse slate of topics from a wide range of professionals working in the field You won’t want to miss it!

The GoEngage conference app is already up and available, allowing you to review the sessions already secured for the conference, and to see additional sessions and presenters in real time as they are added to the line-up If you haven’t already added it to your mobile device, download the GoEngage app from the Google play store (Android) or app store (Apple), and then enter sacrao (all lowercase), as the verification code to get started Check in on the SACRAO website for detailed app instructions, under the “Conference” tab

Though much of the program has been scheduled, it’s not too late to submit a session On the SACRAO website, select the “Session Proposal Submission” form (login required) and submit your session ideas for consideration by our program committees. The form will be available until October 1, 2023.

As you make your travel plans, be sure to arrive early enough to take advantage of one of the pre-conference workshops being developed for Sunday, February 4, 2023. Our program committee is putting together a selection of workshops that will appeal to all attendees - registrars, admissions officers, and enrollment management staff - regardless of your department or level of experience. When you register for the conference, please consider taking advantage of one of the pre-conference offerings – the opportunity to gain additional insights in an area of interest, in a longer-format presentation with professional peers - is a chance that shouldn’t be missed!

Our work preparing for the February conference program continues through the end of the year, and resumes after the holidays, in 2024. Putting on a regional event of this scope requires many hands, and if you have considered being a part of SACRAO in any role, please take a moment to complete the “I’m Available” form, found on the SACRAO website (login required) SACRAO is an organization of dedicated volunteers and members, and is always in need of talented individuals that want to make a difference in their professional organization and profession In my case, I had always enjoyed my participation in SACRAO conferences, as an attendee and a presenter, and getting involved in SACRAO was a natural extension of that experience The friends and connections you can make within the organization are limitless, and whether you serve on a committee, present a session, or join us as an attendee at the Annual Meeting, we want to build an association that serves everyone Keep an eye on the SACRAO website, the GoEngage app, and future editions of the newsletter for upto-the-minute developments, and on behalf of the Executive Committee and the Program Committees, we look forward to seeing you all in Lexington, Kentucky, in February 2024!

Ed Trombley SACRAO President-elect preselect@sacrao.org

Submit a Session Proposal for the 2024 Annual Meeting

We are still accepting session proposals for the SACRAO Annual Meeting, February 3-7, 2024, in Lexington, KY Program Vice Presidents met last month to start putting together an amazing program, but it's not too late to submit a proposal!

Submit a session proposal today!

A recent AACRAO article noted the benefits of presenting a session, which provides an opportunity to:

Share knowledge, experiences, and recent developments in your field

Collaborate with colleagues on best practices and research

Advocate for your profession

Hone your presentation skills

Develop professional contacts

Contribute to the overall success of the meeting

Start thinking about how you can make a significant contribution to your profession by presenting alongside your colleagues

Nominations for SACRAO's Executive and Nominations/Elections Committees Now Open

We are always looking for outstanding SACRAO members to serve on the executive and N&E committees!

The deadline to nominate yourself or a colleague is October 1, 2023.

Once you log in, the SACRAO Nominations and Elections Submission and Activity form can be found here. You are welcome to nominate more than one person for the following positions:

President-Elect

Secretary

Treasurer-Elect

VP for Information Technology

VP for Program and Evaluation

VP for States/Regionals and Membership

Program VP for Recruiting, Admissions and Enrollment

Management

Program VP for Topics in Higher Education

Nominations and Election Committee

SACRAO places a special emphasis on getting its membership involved in the association. SACRAOans serve as session presenters or coordinators, and also work on standing and program committees, as well as the Executive Committee These provide wonderful professional development opportunities to members and also give the organization a continuous supply of experienced members from which to elect its Executive Committee

Getting involved is easy! Just submit the I'm Available form to volunteer for a committee.

Past-President Report

Summertime…a time for relaxing and re-centering. At least, I am hopeful that is the case for you. My summer has yet to slow down. It seems I put off too many projects until summer, and now the rent is due.

The Summer Planning Meeting in June was great. Lexington, Kentucky, will be a great location, and your program and local arrangements committees are hard at work. You’ll read more about this in other articles in this newsletter.

Back in May, the Past Presidents of SACRAO met for a Zoom connection During the pandemic, the group did this for the first time outside of the annual meeting So, it was a welcomed event where stories were told and updates provided I felt a strange sense of awe as I listened to those pioneers who moved SACRAO to be what it is today, a premier professional association I appreciate their prior involvement and feel humbled to be a part of this group now

We discovered that we need to update our constitution during our annual procedure manual update (still underway) As such, the Constitution and ByLaws Committee met to consider a change regarding our membership renewal notices The change was to update and align with our current practice of distributing renewal invoices and align the delivery language to be inclusive of future changes The committee approved a change, and the Executive Committee later approved it at the Summer Planning Meeting The final review by you, the membership, will happen in February Since there is no need to wait until right before the annual meeting to share, I decided to do so now. You’ll be asked to vote on this at our annual meeting in February.

Finally, I wanted t event coordinator, and I have been working with several executive committee representatives in our member state associations. Tentatively, we are looking at Texas in 2025, Georgia or Florida in 2026, and Alabama in 2027. Nothing is definitive at this point. We got a little off track during the pandemic, so I’m trying to get on track with a few contracted meeting locations going forward. I feel I have to mention that contract negotiations post-pandemic are not what they used to be pre-pandemic Hotels and venues are trying to recoup their losses, and with so many groups returning to in-person, there is a lot of competition for events We are working hard to secure locations and are immensely appreciative of our state association representatives for working with their states to submit proposals

I will keep you updated on our site selection progress leading up to this year ’ s annual meeting. I hope you have an enjoyable summer and can take some time for yourself and your family. Thank you for allowing me to serve as your Immediate Past President.

Sincerely,

Jonathan Reece, Ed.D. SACRAO Immediate Past President

Treasurer's Report

The last few months have been very busy for your SACRAO treasurer, receiving and depositing membership dues. Thank you all for your support of SACRAO!

Dues collection is one reason you may notice a change in our bank accounts. The second is the generous funds the 2023 conference returned to SACRAO. After a reconciliation of income and expenses, $67,462.88 has been returned to SACRAO from the conference. Kudos to all involved for a fabulous conference and a nice profit!

SACRAO account balances as of July 21, 2023

Checking Savings

2023 Conference Account 2024 Conference Account

Total:

$10,166.797 $279,912 40 $5,500 00 $10,500 00 $306,079.19

This newsletter’s fun money trivia hits close to home for me The first gold rush was in North Carolina! (I wonder if I’m too late?) Common thought is the gold rush started in California in 1849. But in 1799 a 12-year-old found a 17-pound gold nugget on the family’s farm. Word spread and the North Carolina gold rush was on! (Source: moneysmartguides.com)

Please feel free to reach out to me with any questions you have about our accounts or our financial processes.

Amy Gleason Duke University

Nominations now open!

Distinguished Service Award, Honorary Membership, and Certificate of Appreciation

Multicultural/Emerging Leader Scholarship

Student Pre-Professional Annual Meeting Scholarship

to learn more to learn more and submit your and submit your nomination! nomination!

February 7, 2023 SACRAO Audit Committee Report –

President’s Response

In an effort to recognize the importance of this committee 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, 2021 and 2022 fiscal years for all four accounts (Primary Checking, Primary Savings, 2021 LAC, and 2022 LAC) and incorporated findings identified from our independent auditor, Jennings Cook and Company. Below you will find the respective recommendations and my response to those recommendations.

Recommendation #1: Recommend the Association continue to use the Finance Committee as stated in the Bylaws The Finance Committee has not been utilized in the past few years, but President Reece has started utilizing the Finance Committee recently to prepare this year ’ s proposed budget

President Response #1: Last year, for the first time in several years, the Finance Committee was reformed with members selected persistent with the Bylaws Article IV Committees and Appointments, Section 4 Finance Committee The Finance Committee will continue to be utilized moving forward as a part of the President’s role to establish based on the EC Procedures Manual The Finance Committee will meet prior to the Annual Meeting and prior to the final EC meeting before the Annual Meeting so that the years budget can be prepared and presented to the EC with time for edits as needed

Recommendation #2: Recommend the Association utilize a cloud storage service to include both the Association’s and the LAC’s documents, which allows for sharing documents with the auditing committee. We understand that the Executive Committee is exploring options for this service.

President Response #2: This spring, the EC transitioned to a new email server and cloud storage system. All EC members now have a SACRAO specific email account through Microsoft with the email ending with @sacrao.org for each email account. The VP of Information Technology has been vital in setting up these accounts and ensuring that all EC members have access to the email accounts. This will eventually eliminate the need for EC specific emails to be sent to individual members work emails. However, this year as the transition has taken place emails are being sent to both work emails and SACRAO emails at times to ensure all members receive the emails.

Additionally, all digital files for the organization have been moved to a SACRAO OneDrive account that EC members have access to EC members can view files as needed and edit files within their respective area of the OneDrive The OneDrive accounts are all tied directly to the newly created SACRAO email accounts to ensure that they do not have to be reset each year to new email addresses as new members are brought onto the EC

Recommendation #3: Recommend that the Association explore effective methods of noting nonpayment of dues by members and nonpayment of registration fees by conference attendees and pursuing payment

President Response #3: Through the use of SACRAO’s MemberClicks member platform, the association is able to note member institutions that have not paid dues and members that have not completed payments for programs such as the Annual Meeting Automated messaging is sent to all member institutions through the system in May to notify them of the upcoming membership renewal timeline and the expiration of their current membership on June 30th. At this time, there are 354 active member institutions that represent 3,406 active members within the association. The EC, with the help of the VP for States/Regionals and Membership, will work to explore avenues to encourage institutions with lapsed memberships to rejoin the association, and will try to determine what factors have led to institutions becoming lapsed in past years.

(Audit Committee Report cont'd)

At the time of this response, the Annual Meeting for Charlotte/Concord only had 8 attendees with a nonpayment for attending These nonpayment’s have been marked on their accounts within MemberClicks and are connected with the institutions outstanding balance. Therefore, when the institution completes its membership renewal for the upcoming year, the balance from the past Annual Meeting will be paid and collected at that time. Per page 9 of the Local Arrangements Committee Manual (Appendix B) that was updated in 2023, communications will be sent in March, following the Annual Meeting by the LAC to remind attendees that have not paid that their payment is due. Having this due balance tied with the institution at membership renewal time will help to collect nonpayment’s from members that attended the Annual Meeting.

Recommendation #4: Recommend reconciling bank accounts within a reasonable time after the end of each month in order to ensure all transactions are captured and any errors or problems are addressed and resolved quickly.

President Response #4: With the addition of the Treasurer-Elect position in addition to the Treasurer position, this recommendation is being addressed by the current Treasurer working to ensure that each month is reconciled as soon as monthly statements are made available through the bank When a Treasurer-Elect is selected in the upcoming year, that individual will further help to ensure that the organizations statements are reconciled in a timely manner

Recommendation #5: Recommend the Association adopt a policy that expenditures over $1000 require approval by an additional executive committee member besides the originator of the request and the treasurer The Executive Committee has already addressed this recommendation.

President Response #5: The Executive Committee, at its June 14, 2022 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

Thanks to all of the Executive Committee members who contributed to this response

Respectfully submitted,

Patrick Frazier,

President

The work of the Audit Committee this year included the examination of the 2022 financial records of SACRAO for the fiscal year that ended December 31, 2022, the Local Arrangements Committee records for the 2022 Annual Meeting held in Little Rock, AR, and the audit report from Jennings Cook and Company dated July 8, 2022, for the years ended on December 31, 2021, and 2020

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 Auditing Committee reviewed SACRAO President’s response to the last year ’ s auditing committee’s recommendations and confirm that all recommendations have been addressed

The Auditing Committee examined the financial transactions from the general account and found that all operating funds were properly managed 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 ”

2023 SACRAO Annual Business Meeting / Tuesday, February 7, 2023 Appendix A / Audit Committee Report

Appendix A – Audit Committee Report (cont'd)

The auditing committee makes the following recommendations:

Recommend the Association continue to use the Finance Committee as stated in the Bylaws The Finance Committee has not been utilized in the past few years, but President Reece has started utilizing the Finance Committee recently to prepare this year ’ s proposed budget

Appendix B / Audit Committee Report

Continuetofillouttheinformationontheconference website tours,activities,transportation,etc.

SubmitnominationsfortheSACRAOExecutiveCommittee andNominationsandElectionsCommittee

SubmitnominationsforSACRAOHonoraryMembershipand otherrecognitionawards

October

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Sendane-blasttomembershipannouncingtheconference andopeningregistrationandhotelreservationsystembythe firstweekinOctober,andsendpromotionalmaterialsto prospectiveCorporatePartners

ConductanotherLocalArrangementsCommitteemeetingin thefall,ifpossible.

November–December

The auditing committee agrees with Jennings Cook and Co Audit's recommendations.

Recommend the Association utilize a cloud storage service to include both the Association’s and the LAC’s documents, which allows for sharing documents with the auditing committee. We understand that the Executive Committee is exploring options for this service. Recommend that the Association explore effective methods of noting nonpayment of dues by members and nonpayment of registration fees by conference attendees and pursuing payment

Recommend reconciling bank accounts within a reasonable time after the end of each month in order to ensure all transactions are captured and any errors or problems are addressed and resolved quickly

Recommend the Association adopt a policy that expenditures over $1000 require approval by an additional executive committee member besides the originator of the request and the treasurer The Executive Committee has already addressed this recommendation.

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; Katie Lupica-Ewsuk, University of Alabama; Hope Walton, University of Richmond; and Priscilla White, The University of Texas at Austin.

On behalf of the Auditing Committee, I move the adoption of this report

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Membership Report

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 page

If your institution has not yet renewed your annual dues, please review the information on how to view and pay my institutional or organization 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!

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 on February 3 – 7th at our next annual meeting in Lexington, Kentucky!

Please feel free to reach out to me with any questions or concerns

Dr Tom Donohoe VP for States, Regionals, and Membership donohoe@etsu edu

As of July 2023, SACRAO has over 3475 individual members in over 354 member institutions!

Attending the 2024 conference in Lexington

detailed conference schedule

individual program session details information on keynote speakers, presenters, coordinators, and moderators

annual meeting attendees

corporate partner connections up-to-date changes to the schedule and more (as we approach February)

TACRAO Update

The TACRAO Executive Committee is excited to host the 102nd Annual Conference in Denton, Texas from October 29-November 1, 2023 at the Embassy Suites by Hilton Denton Convention Center. TACRAO just concluded the TACRAO 2023 Summer Meeting in Austin, Texas, where it discussed current best practices, reviewed upcoming State and Federal legislative bills and changes, and received guidance from the Texas Higher Education Coordinating Board. The Executive Committee will meet again in August to finalize plans for the upcoming 2023 Annual Conference.

TACRAO Annual Conference Registration is now open, and we look forward to another great conference for our membership! Additional conference information can be found on the TACRAO events page. The TEC will work to lead the organization by remembering to create experiences of “Inclusive Innovation for Student Success” in creating an outstanding conference

Melinda Carroll President - 2023 Texas Association of Collegiate Registrars and Admissions Officers

FACRAO Update

The Florida Association of Collegiate Registrars and Admissions Officers (FACRAO) completed another successful conference June 4-8, at The Florida Hotel in Orlando! Over 160 of our colleagues and 22 corporate sponsors joined us for the 14th Annual Higher Education Summit. Our theme this year was “Bridging the Gap.” As higher education professionals, we commonly see gaps between technology and function, between policies and common sense, between different areas on our campuses, and between students and administration. The sessions covered in this conference helped us to learn how to leap over gaps, pull together to solve problems we all share, and to build bridges within our institutions and with colleagues from across the state.

This year we welcomed 72 new first-time FACRAO attendees and enjoyed session topics on gaining student success from data-informed decision making, empowering women in technology and education roles, unleashing the power of student employees, and a number of lively roundtable topics. This year ’ s programming also took us a step further in bridging the gap between the Florida State Universities and the Florida State College System as we all worked together to navigate Florida’s very busy legislative session! This year ’ s “Big Event” featured a Casino Night filled with games, music, food, and the inevitable conga line!

The new slate of Executive Officers for FACRAO is already busy planning an exciting year of webinars and hosting online Registrar and Admission roundtable discussions to keep our bridges strong all year long We look forward to building upon this connective foundation in future programming topics Mark your calendar to join us for the 15th Annual Higher Education Summit, June 2-6 at the Hilton St Petersburg Bayfront Hotel in St Petersburg’s beautiful downtown waterfront district

FACRAO Big Event: Casino Night!

The FACRAO Executive Committee welcomes our attendees!

Conga line to win some more “FACRAO bucks” for the tables!

A special thank you to AACRAO President, Jacqueline Carter, for joining us as our Plenary and Closing Guest Speaker.

TNACRAO Update

ArkACRAO Update

ARTICULATION WORKSHOP SERIES | September 5-8, 2023

The Articulation Workshop Series allows regional-based high school counselors and career coaches to hear directly from public and private member institutions, as well as receive newly released recruitment materials during an information exchange - collegiate fair-like structure. Additionally, attendees will collaborate and receive training on state and federal financial aid updates from ADHE while being refreshed in the ArkACRAO communication portals and free resources, and more.

9/5 - Arkansas State University - Mid-South (West Memphis, AR)

9/6 - Ouachita Baptist University (Arkadelphia, AR)

9/7 - University of Arkansas (Fayetteville, AR)

9/8 - Hendrix College (Conway, AR)

2023 STATE CONFERENCE & ANNUAL MEETING | October 4-6, 2023

$110 Registration Fee

Reignite & Reimagine symbolizes the beginning of yet another exciting season within the association. Make plans to join us in Northeast Arkansas at Embassy Suites by Hilton Jonesboro Red Wolf Convention Center. Attendees, look out for more information in the upcoming weeks regarding lodging accommodations and exciting program details! If you are interested participating in this year ' s conference and have a session proposal that could impact fellow colleagues while gaining professional development, please contact Whitney Hall, ArkACRAO President, at whitneyhall@saumag edu or 870 904 7669 by August 14 Corporate sponsorship opportunities are also open through September 1

On a side note, ArkACRAO transitioned to the state's first-ever digitized Clearinghouse Calendar and launched it on July 10 in hopes of streamlining future planning of college fairs for the organization and host site coordinators, as well as maintaining historical data

Lastly, ArkACRAO is proud to share the exciting accomplishment of Jennifer Cunningham, Director of Student Relations at University of Arkansas Hope-Texarkana. While she received the honorable 2023 SACRAO President's Award for Outstanding Professional Presentation, Jennifer reigns as Mrs. Arkansas International 2023 and will journey to compete for a new crown and title in Kingsport, Tennessee, from July 21-22.