Organization Information

Article I:  Officers

Section I: The President shall

• Act as chairperson and presiding officer of the Executive Board, shall act as presiding officer at every meeting of the membership of the ACTP and at every meeting of the Executive Board
• Develop a plan of action, in conjunction with the Executive Board, to accomplish ACTP’s goals and objectives.
• Appoint committee chairpersons. Appointments will be confirmed by a majority vote of the Executive Board.
• Provide the chairpersons of the standing and special committees with a written description of their duties.
• Coordinate the activities of the standing and special committees.
• Engage in liaison activities with other associations and institutions to promote the goals and objectives of ACTP or appoint a representative to carry out this duty.
• Report to the membership at the annual meeting on the state of ACTP.
• Report to the membership, via a column in the newsletter, ACTP’s progress toward accomplishing its goals and objectives.
• Make appointments to fill vacancies arising in the offices of President-Elect, Secretary, or Treasurer until regular meetings are held.
• Appoint a Conference Chairperson from within the Conference Committee should a vacancy occur in the office of President-Elect.
• Serve as Chairperson of the Elections Committee for one year immediately upon becoming Past President.
• Forward items of historical value to the Secretary.
• Conduct negotiations with conference hotel.

Section II: The President-Elect shall

• Act as presiding officer of ACTP in the absence of the President. The primary responsibility of the President-Elect shall be to serve as the Conference Committee chairperson, leading the effort to plan and conduct the next annual conference. In that capacity, the President-Elect selects Conference Committee members and leads the committee. The President-Elect also works with the President in negotiations with the conference hotel.
• Serve as Chair of Program Committee.
• In collaboration with the Conference Committee and approval of the Executive Board, select keynote speaker appropriate to conference theme.
• Oversee the call for conference papers.
• In collaboration with the Conference Committee, select for presentation those papers consistent with the conference theme and mission of ACTP.
• Develop the conference program.
• Provide the Conference Committee with all information necessary to meet the audio-visual and space needs of presenters.
• Provide on-site coordination for the conference program.
• Conduct all correspondence and communication relevant to the conference program.
• In collaboration with the Conference Committee, design the conference brochure and any other written materials to be distributed at the conference.

Section III: The Secretary Shall

• Be the official custodian of all documents belonging to ACTP and shall record, store and disseminate information from the board meetings, cross-referencing them for easy access when appropriate. The secretary shall keep various records of the organization complete and up-to-date and:
• Correspond on behalf of the Executive Board, including notifying all Executive Board members of the time and place of Executive Board meetings.
• In conjunction with the President, prepare an annual report to be distributed to the membership at the annual meeting.
• Submit news from the Executive Board to the Editor of the newsletter
• Collect and archive items of historical value to the association.

Duties:

• At each meeting/conference call:
  1. Provide small office supplies, e.g. stapler, post-it notes, paper clips, extra pens, white-out, tape.
  2. Have on hand minutes of meetings from past year and attachments, if feasible. Historical records, by-laws, constitution, Policy and Procedures Manual should also be on hand. (Note: These must be at the board meetings held during the annual conference.)
  3. Record the minutes, using a reliable system (e.g. laptop computer, tape recorder, pen) and a backup system.
  4. Prepare draft minutes within two weeks and distribute via email to the other Executive Board members for editing.
  5. After collecting revisions, prepare the final form of the minutes to be approved by motion and vote.
  6. After the minutes are approved, distribute as detailed below in #7. Prepare a list of attachments to the minutes. Label each attachment accordingly; include the number of pages.
  7. Distribution of minutes and attachments
• After minutes have been approved, copies are distributed to:
  • The secretary’s file
  • Each board member
  • The Newsletter editor

Section IV: The Treasurer shall

• Receive and record the receipts from the Membership Committee and Conference Committee (and any other committees that may generate revenue) to include income as well as expenditures as per the Finance Policies and Procedures.
• Prepare quarterly financial reports and disseminate to the Executive Board.
  Reconcile all accounts.
• Make a financial report at each general and special meeting of the membership and of the Executive Board.
• With input from the past Conference Chair, provide a financial report on the annual conference account at the summer Executive Board meeting.
• Forward items of historical value to the Secretary.
• Help conduct negotiations with the conference hotel.

Section V: The Past President shall

• Serve as a member of the Executive Committee and may be recalled by the Executive Committee or the membership like any other member. If the Past President cannot serve his/her term, the President may appoint someone to carry out the duties of Past President
• Chair the Elections Committee and be responsible for oversight of the call for nominations, balloting, and the reporting of election results. All results must be verified by at least two other committee members

Article II: Standing Committees

Section I:

• The following standing committees may exist: Awards, Certification, Chapters, Constitution/By-laws and Ethics, Distance Learning, Diversity, Membership, Publications /Website, Public Relations, Research, and Conference.
• Chairpersons of the standing committees shall be appointed by the President upon consultation with and majority approval of the Executive Officers.
• Special committees may be created as deemed necessary by the President or the Executive Board.
• Standing Committee Chairs serve at the pleasure of the President and the majority of the Executive Board.

Section II: Chairpersons shall

• Select the membership of their committees, except as otherwise noted in ACTP legislation.
• Arrange meetings of their committees.
  Conduct the correspondence of their committees.
• Coordinate committee activities.
• Submit a written report at each regular meeting of the Executive Board.
• Approve committee expenditure requests.
  Recommend future committee activities.
• Provide for a smooth transition to the new chairperson, including the transfer of records.
• Perform other duties as requested by the President or Executive Board
  Attend the annual conference.
• Forward items of historical value to the Secretary.
• Be available to work before, during, and after the annual conference as requested by the President and Conference Chairs.
• Be certified ACTP members in good standing at the time of their appointment and maintain membership in good standing throughout their appointed terms..
• Be notified by the President in writing of their appointment within thirty days of the conclusion of the annual meeting.
• Receive from the President the following list of duties in writing, along with the written charge to their committees.

Section III: Membership Chair

• All membership records belong to ACTP. No one person or group has sole right to deny access to these records or to prevent the reasonable usage of these records for the good of the association.
• The Chair of the Membership Committee shall ensure that all databases are maintained and updated to include all members of the association.
• Membership information may not be used for commercial purposes.

Section IV: Publications Chair

• Publications shall encompass the website and the newsletter.
• The Chair shall be responsible for the initial design and set-up of these publications.
• Final approval of all published materials is reserved to the Executive Board.
• The Chair shall manage the website which will, according to the By-Laws, be required to contain the Constitution and the By-Laws.

Section V: Certification Chair

• Certification requirements must be approved by a majority vote of the Executive Board.
• Certification fees shall be paid to the Treasurer for deposit into the ACTP account.
• A Certification Committee shall review and approve all requests for certification. Standards and requisites must be maintained. No changes to this requirement shall be made without a majority vote of the Executive Board.

Section VI: Executive Committee

• The elected officers serve as the members of the Executive Committee as defined in Robert’s Rules of Order Newly Revised(11e). The Executive Committee shall have all the powers and authority of the Executive Board in the intervals between meetings of the Executive Board, and is subject to the direction and control of the full board.

Article III: Special Committees

Section I: Special committees may be created as deemed necessary by the President or the Executive Board and with a majority vote of the Executive Board.

Article IV: Financial Holdings

Section I: ACTP shall keep a master checking account and support checking accounts for the membership and conference committees (and any other committees that may generate revenue) through which to conduct any necessary organizational transactions. The committee chairpersons are responsible to report income and expenses to the treasurer as per the Finance Policy and Procedures. The Treasurer is responsible for making a financial report at each general and special meeting of the membership or the Executive Board. The Finance Policies and Procedures that have been approved by the board will govern all financial activities of ACTP.

Article V: Conflict of Interest

Section I: No member of ACTP shall participate in any discussion or vote on any matter in which he or she or a member of his or her immediate family has a potential conflict of interest due to having material economic involvement regarding the matter being discussed. When such a situation presents itself, the President or the member must announce that a potential conflict exists. This will disqualify the member for the duration of the discussion and or vote.

Article VI: Conference

Section I: Conference Planning

The ACTP Executive Board shall maintain a comprehensive conference planning document which shall include a timeline of all necessary steps for successful implementation of a conference. This includes but is not limited to the choosing of host cities and hotels; critical financial considerations; and the planning and execution of all aspects of a successful conference. Primary responsibility for keeping the document updated and complete rests with the President-Elect, and primary responsibility for incorporating those updates and making the document available to all board and committee members rests with the Secretary.

Section II: Annual Business Meeting:

For the purposes of the Annual Business meeting, quorum shall be defined as a simple majority of those regular members in good standing and in attendance at the Annual Conference.

Article VII: Email Legislative Procedures

Section I: To facilitate the administration of ACTP, Executive Board members may at any time make motions via email to adopt resolutions not affecting the Constitution or By-Laws. (In the following procedures, a business day is defined to be 24 hours from the posting of an email, not including Saturday and Sunday.)

1. Such motions must be addressed to an email list containing all current Executive Board members.
2. Any Executive Board member may second the motion via email.
3. Following the second, the President will state the motion and call for a discussion.
4. The discussion period shall be four business days, unless an additional procedural motion is made.
5. Following the discussion period, the President shall call for a vote. The voting period shall be three business days.
6. A majority of board members must cast a vote (yay, nay, or abstain) during the voting period for a quorum to be considered present. Failure to cast a vote does not constitute abstention. If a majority of board members do not vote, a quorum will not have been present, and the motion will be declared out of order.
7. The President will report the results of the voting to the Board, including a record of each Executive Board member’s vote.
8. Committees should use similar voting procedures to insure the integrity of email votes.

Article VIII: Elections and Terms of Office

Section I

1. The President shall solicit from the membership nominations for the elected offices of President-elect, Treasurer, and Secretary at least 60 days prior to the annual conference.
2. Elections will be held annually beginning at midnight (Central Time) on February 1 and closing at midnight (Central Time) February 15. Ballots will be distributed electronically.
3. Ballots will be counted and the results will be announced at the annual conference.
4. At installation ceremony, the currently serving President-Elect becomes President.
5. At installation ceremony, the currently serving President becomes Past President.
6. Terms of service for Treasurer and Secretary shall last one year. The winners of the elections for Treasurer and Secretary are installed at the annual conference meeting.
7. To be approved to run for elected office in ACTP the candidate must be approved by the elections committee’s vetting procedure.

The Association for the Coaching & Tutoring Profession’s (ACTP) mission is to provide a communication platform linking tutors, tutor coordinators, and administrators who are committed to the development of the independent learner. The goals, as stated in the constitution, are “to provide opportunities for tutors, tutor coordinators, and administrators to develop and enhance skills through the sharing of methods and strategies; to provide a basis to stimulate research in the philosophy and application of tutoring; to develop relationships with other organizations, schools, and businesses which are also committed to the development of independent learners; and to offer an annual conference and publications to bring information to all interested groups.” As a result of the highlighted goal it is proposed that ACTP support and work collaboratively with those individuals interested in bringing the mission and goals of the ACTP to individuals at the state and/or regional level. By the nature of its position, ACTP has a broader perspective and wider scope of activity than that envisioned by state/regional chapters. In the same regard, chapters would have a more specialized perspective to offer on the grassroots level. Whether the chapter is a state or regional organization, it is envisioned that each group has a unique role to play in the world of tutoring.

The purpose of the chapter partnership is to enhance the capacity of both the ACTP and its affiliated organization to build effective relationships within their respective communities with tutoring professionals, paraprofessionals, students, teachers, leaders from schools, legislators, businesses, media and other individuals dedicated to the process of improving and enhancing student academic success. By working together and sharing resources, we strengthen all of our efforts.

ACTP Chapter Goals and Plans Report – Coming Soon
ACTP Chapter Activity Report – Coming Soon
ACTP Chapter Application Form – Coming Soon

Awards Committee – Chair: 
Responsibilities

• Shall solicit members from among ACTP members in good standing for participation on the Committee.
• Identify types of awards to be offered by the ACTP.
• Shall develop strategies for seeking nominations for each award offered by the ACTP.
• Shall develop standards and criteria for determining recipients for any awards offered by the ACTP.
• Shall determine winners of each award through consensus or a majority vote of the members of the Awards Committee and have any certificates or plaques ready for the annual conference.

---

Conference Committee – Chair: 
Responsibilities:

• Shall work with the President and Past-President to negotiate hotel and conference site accommodations.
• Shall work in concert with the Executive Board to discover appropriate speakers for conferences.
• Shall work with the Executive Board to develop appropriate payment schedules for speakers and other conference expenses.
• Shall select a Program Sub-Committee Chair from among ACTP members in good standing to work on selecting and scheduling presentations and displays for the conference.
• Shall collaborate with Program Chair to ensure media and facilitators for all presentations and displays.
• Shall work with the Conference Committee to identify and suggest future conference dates.
• Shall work as a liaison between conference site and members.
• Shall manage preparations for the conference and ensure that all publications for the conference are prepared and ready for distribution at the conference

---

Chapters Committee – Chair: 
Responsibilities:

• Shall solicit members from among ACTP members in good standing for participation on the Committee.
• Develop and maintain criteria for establishing a chapter.
• Maintain a list of all chapters.
• Ensure the continued working relationship with chapters by supporting state and local conferences.
• Report to the Executive Board on the on-going status of chapters.
• Work collaboratively with other national, regional, and state organizations and persons to in support of developing common criteria good tutorial practices.
• Chapter Application |ACTP Chapter Goals and Plans | Chapter Activity Report

---

Constitution, Bylaws, & Ethics Committee – Chair 
Responsibilities:

• Chair shall solicit members in good standing of the ACTP to become members of the Constitution and By-Laws Committee
• Constitutional Amendments may be suggested and submitted by any member in good standing. The Constitution and By-Laws Committee Chair shall prepare documentation of any proposed change at least thirty days before the annual conference for discussion by the Constitution and By-Laws Committee.
• Constitution Chair shall lead discussion among Constitution and By-Laws Committee members during the conference concerning suggested amendments. A simple majority of the committee shall determine whether or not to forward the amendment to the Executive Board. Chair shall document the decision and forward appropriate notification.

---

Membership Committee – Chair: 
Responsibilities:

• All membership records belong to the ACTP.  No one person or group has sole right to deny access to these records or to prevent the reasonable usage of these records for the good of the association.
• The Chair of the Membership Committee shall ensure that all databases are maintained and updated to include all members of the association.
• Membership information may not be used for commercial purposes.
• Ensures that the ACTP membership databases are maintained and updated to include:
  1. All current members of the ACTP,
  2. Records of all past members of the ACTP and their membership periods (membership history),
  3. Records of payments
  4. Membership expiration dates,
  5. Types of memberships,
  6. Membership materials disseminated to members, and
  7. Other membership data.
• Maintains the confidentiality of membership records to ensure membership information is not used for commercial purposes.
• Provides updates to the ACTP board regarding membership statistics.
• Coordinates with the ACTP conference registrar and treasurer to ensure that the records for all persons who pay membership fees are updated.
• Monitors the ACTP email address.
• Prepares and disseminates updates to the membership regarding ACTP newsletters, journals, conferences and other information.

---

Diversity Committee – Chair: 
Responsibilities:

• Shall solicit members from among ACTP members in good standing for participation on the Committee.
• Develop a meaningful program focusing on expanding the diversity of the ACTP and bringing members of the entire tutoring community into the ACTP.
• Bring to the forefront issues and recommend the means to address those issues affecting various groups within the ACTP.
• Suggest recruitment strategies.
• Develop strategies for ensuring the enfranchisement of all members of ACTP.

---

Professional Development and Distance Learning Chair: 

Responsibilities:

• Offer professional development webinars and opportunities for members to discuss issues, trends, and research as it relates to tutoring and best practices.
• Shall work to identify the best means to present distance workshops and presentations, and shall work with the Executive Board to determine the most cost effective means for making those presentations.
• Shall develop strategies to ensure good tutoring methodology (“best practices”) for distance tutoring.
• Shall solicit members from among ACTP members in good standing for participation on the Committee.

---

Publications Committee Chair:
Responsibilities:

• Publications shall encompass all print publications (e.g. advertisements, “T’ shirts, brochures) and the website and the website’s shopping cart. The website includes the ACTP’s on-line Journal “Synergy.”
• Publications shall manage the website which will, according to the By-Laws, be required to contain the up-to-date Constitution and the By-Laws.
• Publications will solicit research for publication from members in good standing concerning “best practices” or other information relevant to developing good tutoring methodology.
• Publications will work with requestors from the board to create publications.
• It is the responsibility of the requestor to help create and edit content.
• It is the responsibility of the board for content on the website and any and all publications that relate to their committee or elected office.
• Final approval of all published materials and the webpage is reserved to the Executive Board through the current president.
• Publications shall solicit members from among ACTP members in good standing for participation on the Committee to serve as editors and peer-reviewers.

---

Public Relations Committee – Chair: 
Responsibilities:

• Shall solicit members from among ACTP members in good standing for participation on the Committee.
• Shall work with the Executive Board to determine strategies for the delivery of information concerning the ACTP to the public.
• Shall work with the Publications Chair to develop appropriate formats for informational presentations.
• Shall work with the President to inform other organizations and associations about the ACTP, its goals and its activities.

---

Research Committee – Chair:
Responsibilities:

• Shall solicit members from among ACTP members in good standing for participation on the Committee.
• Develop and maintain criteria for establishing a research project.
• Develop and maintain criteria to ensure ethical research projects.
• Make clear to the recipients that all ACTP or IFTP sponsored research is first posted on the ACTP Synergy website.
• Ensure the continued working relationship with chapters and CLADEA affiliates.
• Report to the Executive Board on the on-going status of Chapters and affiliates.

---

Responsibilities of Committee Chairs:

• Select the membership of their committees, except as otherwise noted in ACTP legislation.
• Arrange meetings of their committees.
• Conduct the correspondence of their committees.
• Coordinate committee activities.
• Submit a written report at each regular meeting of the Executive Board.
• Approve committee expenditure requests.
• Recommend future committee activities.
• Provide for a smooth transition to the new chairperson, including the transfer of records.
• Perform other duties as requested by the President or Executive Board.
• Attend the annual conference
• Forward items of historical value to the archivist.
• Be available to work before, during, and after the annual conference as requested by the President and Conference Chairs.
• Consult with the Executive Committee.
• Will be notified in writing of their appointment by the Executive committee within thirty days of the conclusion of the annual meeting.
• Chairpersons shall receive the following list of duties in writing, along with the written charge to their committees.
• All Chairpersons must be certified ACTP members in good standing at the time of their appointment and must maintain membership in good standing throughout their appointed terms.
• Ensures that the ACTP membership databases are maintained and updated to include:
  1. All current members of the ACTP,
  2. Records of all past members of the ACTP and their membership periods (membership history),
  3. Records of payments
  4. Membership expiration dates,
  5. Types of memberships,
  6. Membership materials disseminated to members, and
  7. Other membership data.
• Maintains the confidentiality of membership records to ensure membership information is not used for commercial purposes.
• Provides updates to the ACTP board regarding membership statistics.
• Coordinates with the ACTP conference registrar and treasurer to ensure that the records for all persons who pay membership fees are updated.
• Monitors the ACTP email address.
• Prepares and disseminates updates to the membership regarding ACTP newsletters, journals, conferences and other information.

Article I: Name and Authority

Section 1

The name of this organization shall be the Association for the Coaching & Tutoring Profession, hereinafter referred to as ACTP.

Section 2

Notwithstanding any other provisions of these articles, ACTP is organized exclusively for one or more of the purposes as specified in Section 501(c)(3) of the Internal Revenue Code of 2003, and shall not carry on any activities not permitted to be carried on by an organization exempt from Federal income tax under IRC 501(c)(3) or corresponding provisions of any subsequent tax laws.

Section 3

No part of the net earnings of ACTP shall inure to the benefit of any member, trustee, director, officer of ACTP, any private individual (except that reasonable compensation may be paid for services rendered to or for the organization) or corporation. No member, trustee, corporation, officer of ACTP or any private individual shall be entitled to share in the distribution of any of the organization’s assets upon dissolution of ACTP.

Section 4

No substantial part of the activities of ACTP shall be carrying on propaganda, or otherwise attempting to influence legislation (except as otherwise provided by IRC 501(a) or participating in, or intervening in (including the publication or distribution of statements), any political campaign on behalf of or in opposition to any candidates for public office.

Section 5

In the event of dissolution, all of the remaining assets and property of ACTP shall, after payment of necessary expenses thereof, be distributed to the College Reading and Learning Association (CRLA) and earmarked for use for student scholarships.

Section 6

In any taxable year in which ACTP is a private foundation, as described in IRC 509(a),ACTP shall distribute its income for said period at such time and manner as not to subject it to tax under IRC 4942, and ACTP shall not (a) engage in any act of self-dealing as defined in IC 4941(d), (b) retain any excess business holdings as defined in IRC 4943 (c), (c) make any investments in such a manner as to subject the organization to tax under IRC 4944, or (d) make any taxable expenditures as defined in IRC 4945(d) or corresponding provisions of any subsequent Federal tax laws.

Article II: Mission and Goals

Section 1

Mission: to provide a communication platform linking tutors, tutor coordinators, and administrators who are committed to the development of the independent learner

Section 2

• The goals of ACTP shall be to:
• Provide opportunities for tutors, tutor coordinators, and administrators to develop and enhance skills through the sharing of methods and strategies.
• Provide a basis to stimulate research in the philosophy and application of tutoring.
• Develop relationships with other organizations, schools, and businesses who are also committed to the development of independent learners.
• Offer an annual conference and publications to bring information to all interested groups.

Article III: Membership

Section 1

Membership is open to those individuals who are actively involved in tutoring or in tutoring program administration, or those who are otherwise interested in the purposes of ACTP.

Section 2

A Regular Member shall be any person who pays the regular membership fee. A Student Tutor Member shall be any student who pays the Student Tutor membership fees.

Section 3

All members in good standing shall be eligible to vote, hold office subject to the rules for the election of executive officers, or serve as standing committee members.

Section 4

Membership dues shall be paid annually.

Article IV: Meetings

Section 1

The annual meeting of the membership of ACTP shall be held each year at the annual conference.

Section 2

Other meetings of the membership may be called by the President. Meetings shall be called by the President at the written request of three or more Executive Board members or at the written request of fifty Regular Members of ACTP.

Section 3

Notification of all meetings other than the annual meeting shall be made in writing to all members at least one month prior to the meeting.

Section 4

All members of ACTP have the right to attend all membership meetings, annual or special. They may also attend other than general meetings but only as non-voting observers.

Article V: Governance Structure

Section 1

The general affairs and business of ACTP shall be conducted by the Executive Board. The Executive Board shall be responsible for interpreting and implementing policy actions adopted at the annual conference. The Executive Board shall also be responsible for generating policies deemed necessary between annual meetings, provided that such interim policies shall not abrogate the Constitution and By-laws of ACTP either in intent or by letter.

Article VI: Executive Board

Section 1

Elected officers shall consist of President, President-Elect, Past President, Secretary, and Treasurer. The Executive Board shall be composed of the elected officers and Standing Committee Chairs. All members of the Executive Board are voting members.

Section 2

The terms for all officers shall be one year. The President-Elect, beginning in 2012, shall be elected for a one-year term and serve successive one-year terms as President and Past President. The one-year term of the office of Secretary will begin in 2011 and every year thereafter. The one-year term of the office of Treasurer will begin in 2012 and every year thereafter. The office of the President-Elect will be eliminated and duties will be combined with the President-Elect position beginning in 2012.

Section 3

Officers shall be elected by a majority vote of the Regular Members who respond by ballot.

Section 4

Meetings of the Executive Board shall be designated regular or special. Regular meetings, shall be held not less often than twice each year, at a time and place designated by the President. Ad hoc meetings may be called by the President and shall be called at the written request of any three officers or chairpersons or combination thereof. All minutes shall be available to all members in good standing.

Section 5

A majority of the members of the Executive Board shall constitute a quorum.

Section 6

By majority vote, the Executive Board may empower the President-Elect to take over the duties of the office of President in the event of a vacancy in the office of President. By a two-thirds majority, the Executive Board may appoint an Interim President to fill the position until the next regularly scheduled election, such action to supersede the President-Elect’s assumption of duties.

Section 7

To honor those who support ACTP through hard work and leadership, Past-Presidents of the Association shall receive the title “Emeritus Member” and will receive Lifetime Membership to ACTP.

Article VII: Rules of Order

Section 1

Roberts Rules of Order shall govern all meetings of ACTP, except where to do so would be inconsistent with the ACTP Constitution and By-laws.

Section 2

In addition to ACTP meetings, business may be conducted by the Executive Board via email in order to facilitate responsive administration of the organization. Resolutions, amendments to the By-Laws, and amendments to the Constitution can be proposed by Executive Board members and voted on via email as long as such procedures are consistent with the ACTP Constitution and By-Laws. The By-Laws will contain provisions to ensure that these email legislative procedures are consistent with the spirit of Roberts Rules of Order.

Article VIII: Initiative, Referendum, and Recall

Section 1

Any officer of ACTP may be recalled by means of a petition setting forth the recalled officer. Such petition shall be signed by one-sixth of the Regular Members of ACTP in attendance at the annual conference.

Section 2

Any action or initiative, referendum or recall shall require a motion and a majority vote of the Regular Members or two-thirds of those Regular Members attending the annual conference.

Article IX: Amendments

Section 1

Amendments to the Constitution or the By-laws may originate in the Constitution and By-laws Committee or be initiated by an individual Regular Member.

Section 2

Any Regular Member may propose an amendment to the Constitution or the By-laws by sending the proposal to the Constitution and By-laws Committee.

Section 3

The Constitution & By-Laws Committee will draft proposed amendments from any ACTP member in good standing in a format that can be voted on by the Executive Board. This format will include a brief description of the proposed change(s) and the proposed text of any affected sections of the Constitution and/or By-Laws.

Section 4

Amendments to the Constitution, if approved by a 2/3 majority of Executive Board members, shall be forwarded to the Elections Committee for inclusion on a ballot.

Amendments to the Bylaws shall be adopted if approved by a 2/3 majority of Executive Board members. Changes to the Bylaws do not require membership ratification.

Section 5

Amendments to the Constitution or Bylaws shall be adopted if brought before the membership at the annual conference and approved by two thirds of the Regular Members in attendance and voting.

Section 6

Amendments to the Constitution or Bylaws shall be adopted if brought before the membership via electronic ballot and approved by two thirds of the Regular Members.

The Association for the Coaching & Tutoring Profession (ACTP) — formally the Association for the Tutoring Profession (ATP) — began in April 2003 as an idea to offer a network for tutors and tutor trainers that was unencumbered by corporate intrigue and independent from corporate interests. It was an idea that there should be an organization that offered a clearinghouse of ideas about tutoring and tutor training. The decisions listed below are difficult to order in terms of chronology since they evolved over a period of months and through a number of conference calls and electronic messages. However, by February 14, 2004 all of the concepts coalesced into the concrete whole now called the ACTP.

The founders of the ACTP — then ATP — are Ms. Darlene Buck, Dr. Ken Gattis, Dr. Jennifer Hurd, Ms. Darlene Kohrman, Ms. Arlene Krellwitz, Dr. Stephanie Marsh, Ms. Teri Mates, Ms. Beth Nikopoulos, Ms. Jane Pole, Dr. Jack Truschel, Ms. Kathy Schrader, Mr. Jim Valkenburg, Ms. Lynell Williams, Ms. Wendy Wilson, and Mr. Mike Zenanko.

This founding group of individuals who had been actively engaged in national organizations for many years communicated their mutual desire to develop an association that would be governed by and guided by its members. To ensure open governance, it was determined that the constitution and by-laws relating to the governing structure of the ACTP should be public and published on the ACTP website. In addition, guidelines of the responsibilities for each governance position were developed and published on the website.

The founding group determined that elections would be held at each year’s conference. Nominees would then be able to speak before the membership, and the members would be better able to acquaint themselves with the candidates and their perspectives. It was also determined that elections would be conducted at the meeting and the results made public before the end of the conference.

The conference, itself, would be scheduled yearly, beginning in Spring, 2005, and would offer a range of workshops and presentations that would bring information to tutors, coaches, tutor/coach trainers and administrators. In addition, with an eye toward budgetary constraints, it was also decided that a series of on-line workshops would be offered to supplement the yearly conference and bring training to participants the year round. These electronic workshops would be available to tutors and tutor trainers at a relatively low cost that would be applicable to tutoring and would generate credit toward ACTP certification.

All of the founders believe that certifying tutors and tutor trainers will bring rich rewards to the tutoring profession and to each tutorial program, so it was decided that certification would be offered through the ACTP. Criteria for tutor certification were developed with the assistance of the Arkansas Tutorial Association. There are three levels of certification—Associate, Advanced and Master Tutor. In addition, there are two levels of Tutor Trainer Certification—Tutor Trainer and Master tutor Trainer.

Another aspect of the ACTP is the development of a network of Chapters and Affiliates. Each state tutorial association that joins the ACTP as an affiliate or chapter will gain access to a network where any conference or workshop offered by the ACTP or any other chapter or affiliate will become available at the regular membership price with full member rights. In addition, each member of the chapter or affiliate will have the ACTP newsletter available, and will be able to attend the ACTP conference at the ACTP member price. This will allow for a broader range of opportunities for professional development.

The ACTP is a work in progress. In 2008 the membership voted to approve the ATP Foundation. The Foundation is currently developing a constitution and bylaws. The future direction of the association will be determined by the membership. Additionally, in 2018, the membership approved a name change to include peer coaching and academic coaching into the organization. The organization, now called the Association for the Coaching and Tutoring Profession (ACTP) has forthcoming coaching initiatives such as certification and professional development.

IRS 501(c)3 Letter
2019 W-9 Form

Welcome to the https://www.myactp.com, a service of ACTP. Please read this legal notice; by using the website, you accept its terms. Copyright ©2004-2019 The Association for the Coaching & Tutoring Profession (ACTP) All rights reserved.

All materials contained on the ACTP Web website are protected by United States copyright law and may not be reproduced, distributed, transmitted, displayed, published, or broadcast without the prior written permission of ACTP. You may not alter or remove any trademark, copyright, or other notice from copies of the content.

However, you may download material from the ACTP Web website for your personal, educational, noncommercial use only. In time some materials on the ACTP Web website may be accompanied by permission to reproduce for noncommercial purposes providing attribution is made to ACTP. These materials will be clearly noted.

General Rules and Definitions

1. If you choose to use the ACTP website (the “website”), you will be agreeing to abide by all of the terms and conditions of this agreement between you and ACTP
2. ACTP may change, add, or remove portions of this agreement at any time, but if it does so, it will post such changes on the website or send them to you by e-mail or postal mail.
3. If any of these rules or any future changes are unacceptable to you, you may discontinue visiting the website. Your continued use of the website now, or following the posting of notice of any changes in these operating rules, will indicate acceptance by you of such rules, changes, or modifications.
4. ACTP may change, suspend, or discontinue any aspect of the website at any time, including the availability of any website feature, database, or content. ACTP may also impose limits on certain features and services or restrict your access to parts or the entire website without notice or liability.

Content and Submissions

1. The contents of the website are intended for personal, educational, noncommercial use. All materials published on the website (including but not limited to news articles, photographs, images, illustrations, audio clips, and video clips, also known as the “content”) are protected by copyright and owned or controlled by ACTP or the party credited as the provider of the content. You shall abide by all additional copyright notices, information, or restrictions contained in any content accessed through the website.
2. The website and its contents are protected by copyright pursuant to U.S. and international copyright laws. You may not modify, publish, transmit, participate in the transfer or sale of, reproduce (except as provided in Section 2(iii) of this Agreement), create new works from, distribute, perform, display, or in any way exploit any of the content or the website in whole or in part.
3. You may download or copy the content and other downloadable items displayed on the website for personal use only, provided that you maintain all copyright and other notices contained therein. Copying or storing of any Content for other than personal use is expressly prohibited without prior written permission from ACTP or the copyright holder identified in the copyright notice contained in the Content. In some cases, this prior written consent is published with the Content and materials may be used providing they follow the conditions of the permission and retain all trademark, copyright, and other notices contained therein.

Online Discussions (when implemented)

1. You shall not upload to, distribute, or otherwise publish on the message boards (the “Online Discussions”) any libelous, defamatory, obscene, pornographic, abusive, or otherwise illegal material.
2. The Online Discussions shall be used only in a noncommercial manner. You shall not, without the express approval of ACTP, distribute or otherwise publish any material containing any solicitation of funds, advertising, or solicitation for goods or services.
3. You are solely responsible for the content of your messages. However, although ACTP does not and cannot review every message posted by you on the Online Discussions and is not responsible for the content of these messages, ACTP reserves the right to delete, move, or edit messages that it, in its sole discretion, deems abusive, defamatory, obscene, in violation of copyright or trademark laws, or otherwise unacceptable.
4. You acknowledge that any submissions you make to the website may be edited, removed, modified, published, transmitted, and displayed by ACTP and you waive any moral rights you may have in having the material altered or changed in a manner not agreeable to you.

Access and Availability of References and Links

1. The website contains a reference page. These resources are recommended by other members. The ACTP does not receive any compensation for these listings.
2. The website contains links to other related World Wide Web websites, resources, and sponsors of ACTP. ACTP’s inclusion of such hyperlinks does not imply any endorsement of the material on such websites or any association with their operators, unless otherwise noted, so your use of any hyperlinked sites is at your own risk. You may hyperlink other websites to this website, but you agree to immediately terminate any such hyperlink in the event that the ACTP or a member of the ACTP executive board requests that you do so. Because ACTP is not responsible for the availability of these outside resources, or their contents, you should direct any concerns regarding any external link to the website administrator or Webmaster of such website.

Representations and Warranties

1. You represent, warrant, and covenant that no materials of any kind submitted by you will (a) violate, plagiarize, or infringe upon the rights of any third party, including copyright, trademark, privacy, or other personal or proprietary rights; or (b) contain libelous or otherwise unlawful material. You hereby indemnify, defend and hold harmless ACTP, and all officers, directors, owners, agents, information providers, affiliates, licensors, and licensees (collectively, the “Indemnified Parties”) from and against any and all liability and costs, including, without limitation, reasonable attorneys’ fees, incurred by the Indemnified Parties in connection with any claim arising out of any breach by you or any user of your access privileges of this Agreement or the foregoing representations, warranties, and covenants. You shall cooperate as fully as reasonably required in the defense of any such claim. ACTP reserves the right, at its own expense, to assume the exclusive defense and control of any matter subject to indemnification by you.
2. ACTP does not represent or endorse the accuracy or reliability of any advice, opinion, statement, or other information displayed, uploaded, or distributed through the website by any user, information provider, or any other person or entity. ACTP does not warrant that the Content of this website is free from errors, interruptions, omissions, defects, or other damaging elements or that ACTP will correct any errors, omissions, or defects. You acknowledge that any reliance upon any such materials, opinions, advice, statements, memorandums, or information shall be at your sole risk. The website is distributed on an “as is” basis without warranties of any kind, either express or implied, including, without limitation, warranties of title or implied warranties of merchantability or fitness for a particular purpose. You hereby acknowledge that use of the website is at your sole risk, and you assume the cost of service, repairs, or corrections to your hardware, software, or other equipment.
3. You agree that the use of the website is at your sole risk. Because of the inherent hazards and uncertainties of electronic distribution, we are not responsible for delays, omissions, inaccuracies, viruses or other problems with information on the website.

Privacy

The Association of Tutoring Professionals (ACTP) has created this statement in order to demonstrate our firm commitment to privacy. The following discloses our information-gathering and dissemination practices for the website.

1. Our website’s membership registration form and order form require users to give us contact information (e.g., name and e-mail address), and demographic information (e.g., job title, school, or occupation).
2. ACTP is not responsible for the privacy practices or the contents of any websites linked to or from our website.
3. When this website makes chat rooms, forums, message boards, and/or newsgroups available to its members. Please remember that any information that is disclosed in these areas becomes accessible by all members. Exercise caution when deciding to disclose your personal information. (See ONLINE DISCUSSIONS.)
4. ACTP will not sell or make available any personal information about individuals who participate on its website. This specifically applies to e-mail addresses. Note that ACTP does not have control of the uses people make of information posted in Online Discussions. ACTP does make its membership information available to others in the form of lists. Members wishing to block release of this information may request that action from the list manager (above).
5. If you have any questions about this privacy statement, the practices of this website, or your experiences with this website, contact ACTP.
6. ACTP reserves the right to send electronic mail to you for the purpose of informing you of changes or additions to the website or other ACTP offerings.

Termination of Use

1. You may terminate your use of the website at any time by not using the ACTP website.
2. ACTP may, in its sole discretion, terminate or suspend your access to parts of the website for any reason, including, without limitation, breach or assignment of this Agreement.

Miscellaneous

1. This Agreement has been made in and shall be construed and enforced in accordance with Texas law. Any action to enforce this agreement shall be brought in the federal or state courts located in Dallas or Austin, Texas
2. ACTP seeks to avoid any potential misunderstandings or disputes over unsolicited ideas or artwork, in the event that ACTP’s products or marketing might seem similar to any submission. Therefore, ACTP discourages the submission of unsolicited ideas through the website. Please do not send any ideas, suggestions or artwork through the website. If, despite this request, you do send ideas, suggestions or artwork through the website, the following terms will apply to your submission: You agree that all ideas, information, suggestions or artwork submitted to ACTP via the website shall be the property of ACTP and ACTP will be free to use, for any purpose, any ideas, concepts, know-how or techniques contained in the submitted information. In no event will ACTP be subject to any obligations of confidentiality regarding submitted information. ACTP may use the submitted information for any purpose.
3. Official correspondence must be sent to the ACTP Web Chair at [email protected].
4. In the event you have a claim of copyright infringement with respect to material that is contained in the website, please notify the ACTP. All contents of this website are: Copyright ©2004-2019 The Association for the Coaching & Tutoring Profession. All rights reserved.