The IMSA Parents Association exists in order to enhance our children’s educational experience by working collaboratively with students, faculty, and administrations in all aspects of academic and residential life.

We are committed to the belief that the quality education can be achieved only through parental involvement and support.

Procedural Guidelines

were written for the expressed purpose of ensuring that the Parents Association Council achieves the goals and objectives of contributing positively to the enhancement of the quality of life and academic experience that our students have at the Illinois Mathematics and Science Academy by:

Providing a blueprint as to how PAC business is to be conducted

Clarifying responsibilities and expectations of elected and nominated PAC officials, regional representatives committee chairs and other members of the Parents Association.

Preserving the integrity of the Parents Association Council.

The procedural guideline is a working document that needs to be updated regularly and may be changed by a consensus of the leadership when necessary. The Parents Association Bylaws always supersedes the procedural guidelines.

President

The President manages the business of the Parents Association Council and serves as the parent liaison to the IMSA Board of Trustees and the IMSA administration.

Duties and Responsibilities

1. Supervise and direct the business of the Council

2. Serve as the Chair of the Executive Committee.

3. Preside at all meetings of the Council.

4. Serve ex-officio on all committees.

5. Appoints Chairs to all committees not otherwise specifically designated in the By-laws, such appointment to be made by the meeting subsequent to the Annual Meeting.

6. Serve as Liaison and ex-officio member of the Board of Trustees and meet regularly with the President of the Board of Trustees and the Director of the Academy.

7. Serve as liaison to the Administration of IMSA, to meet regularly with the Principal of the Academy and/or other administrators and faculty to present follow-up on concerns expressed by the Parents Association Council.

8. Serve as spokesperson and communicator for the Parents Association and Parents Association Council.

9. Serve as Chair of the Nominating Committee.

10. Reserve the Academic Pit and all necessary meeting rooms for the committees for all scheduled meeting dates. Contact: Facilities Coordinator @ 630.907.5058.

11. Submit “Notes from the President,” for the monthly Parents to Parents Newsletter.

12. Maintain regular communication with the Executive Committee and the Committee Chairs.

13. Activate the phone tree, if available, when requested to do so by the IMSA Administration.

14. Coordinate volunteer information with Committees, events and activities.

15. Updates the PAC Procedural guide.

Before each monthly meeting

1. Follow-up on any concerns expressed during the Parents Forum at the previous PAC meeting

2. Be in contact with the Principal of IMSA for the “Life at IMSA” portion of the next meeting.

3. 7 to 10 days e-mail agenda to executive committee, standing committee chairs, regional representatives, the Principal of IMSA and other key IMSA administration and staff.

4. Contact Athletic Director and Principal’s Office for list of student accomplishments, celebrations, etc.

5. Prepare President’s Report.

Vice-President

The Vice President assists the President as requested. In the event that a Communications Chair is not appointed, the Vice President publishes of the Parents to Parents Newsletter to facilitate communication between parents and the Parents Association Council.

Duties and Responsibilities

1. Act in the absence of the President.

2. Succeed to the office of the President in the case of vacancy.

3. Serve ex-officio on all committees.

4. Assist the President as requested.

5. Is the liaison to the IMSA Office of Admissions and serves as the PAC-Office of Admissions Volunteer Coordinator for the IMSA-Pac.

· Maintain regular communications with Admissions.

· Coordinate Volunteers for the Office of Admissions throughout the Academic year.

· Make sure that volunteer opportunities are announced in the Parents Newsletter and posted on the IMSA-PAC website.

The PAC and IMSA Office of Admissions Volunteer Opportunities includes, but are not limited to:

September – January

IMSA Hometown Flyer Distributor

A “grassroots” advertisement campaign regarding upcoming IMSA informational meetings in PAC representative’s home communities. PAC reps will be asked to distribute Office of Admission flyers listing time, and date of meeting to highly visible areas (i.e. Schools, Churches, Libraries, Book Stores, Coffee Houses etc.) The more volunteers, the more area across the state covered. Materials will be mailed home.

Purpose: The ability to reach further into a community to spread the word about the Academy.

Time Commitment: Varied

IMSA Parent Representative at Statewide Informational Meetings

Approx. 20 meetings conducted about Academy life and the Admission process. Will require approx. 20 parents (1 per site). Meetings are statewide and would require participation from each of the PAC regions. Confirmed dates and locations TBA.

Purpose: To share the very important current parent perspective with prospective families

Time Commitment: 2 hours

February

IMSA VIP (Visitor Information Program) Parent Café Host

Office of Admission large open houses. 500+ prospective from across the state attend each of these days to learn more about the Academy. Up to 10 PAC representatives (1 from each region would be optimal) will be needed.

Purpose: To allow prospective families the opportunity to talk informally and candidly with current PAC parents.

Time commitment: 3-4 hours

May

PAC Placement Testing Breakfast Host

Nearly 200 students test on this day, up to 10 PAC representatives (1 from each region would be optimal) will be needed.

Purpose: To welcome new IMSA parents, recruit new PAC members, help ease common parental fears and accommodate these visitors as their students test.

Time Commitment: average 3 hours. 5 hours maximum.

Treasurer

The Treasurer handles the finances of the Association and chairs the Parents Fund Committee.

Duties and Responsibilities

1. Supervise the Association’s account in the IMSA Fund for the Advancement of Education and submit requests for disbursements to the proper parties.

2. Maintain the financial integrity of the PAC finances.

3. Provide the Parents Association Council with succinct monthly financial reports and annual report.

4. Submit financial reports to Don Gulotta, to be posted on the IMSA-PAC website in a timely manner.

5. Submit financial monthly reports for PAC meetings to the secretary for distribution.

6. Serve as a liaison between the Parents Association Council and the IMSA Fund for the Advancement of Education.

7. Coordinate the annual Phone-a-thon with the IMSA. Fund for Advancement.

8. May have an assistant to help with the treasurer’s duties. The executive board must approve the Treasurer’s assistant.

9. Update financial guidelines and procedures needed.

10. Be available for at least 20 minutes after every PAC meeting to disburse reimbursement checks. Make sure that you have a second, required co-signer authorized to sign checks, remain to assist you.

11. Submit a request in the Parents Newsletter for a IMSA parent volunteer with accounting, booking, or auditing background to assist you in an regular audit for the months of October, January, April and June.

12. Turn financial records over to appointed volunteer auditor: October, January, April, and June.

Financial Procedures

1. Verify that all reimbursement requests are accompanied by:

a. The appropriate receipts, and

b. A PAC check request form(s).

2. Make sure that there are two signatures for every check.

3. Blank checks may NOT be pre-signed.

4. NO checks may made payable to any of the authorized signatures on the bottom of the check.

5. Secure permission from the Parents’ Council or the Executive Committee (if the Parent’s Council is not in session) for check requests for sums in excess of $500.

6. A copy of the signed check should be attached to the approved request form (with receipts/invoice attached) and kept on file.

7. Conduct monthly bank reconciliations.

8. Have monthly bank reconciliation reviewed by the vice-president or the approved treasurer’s assistant.

9. Maintain all financial records and receipts. Under no circumstance are any records or receipts to be destroyed or disposed of.

10. Parents should submit their receipts and PAC Check Request Forms as soon as possible. Delayed submission can jeopardize their ability to be reimbursed.

11. PAC’s fiscal year ends July 1. ALL receipts and invoices must be submitted prior by June 15^th for reimbursements. June 15^th is the absolute deadline for all reimbursement requests.

12. RECEIVABLES:

a. The secretary should open and receive all checks. Special exceptions include checks received for the Senior Banquet. In this case, the Treasurer should appoint a minimum of two IMSA parents to work together to process the checks as required. The executive board must approve the appointments.

b. Immediately stamp the back of the check. “For Deposit Only” with PAC’s Old Second Bank checking account number.

c. Secretary must photocopy two sets of all checks received along with total receipts.

d. Secretary keeps on copy on file and turns the second copy, along with the checks over to the treasurer for deposit.

13. At the end of the year, submit all paperwork for checks disbursed during the year along with receipts, invoices, pertinent financial documents, and bank reconciliations to Jane Overstreet. The IMSA Foundation will keep PAC’s financial records on file with for a minimum of seven (7) years.

14. Preparing for the transfer of information and duties to the newly elected treasurer. To ensure a smooth transition, work with the newly elected treasurer as soon as possible.

a. If possible, have the newly elected Treasurer assist with the transfer of records to the IMSA Foundation.

b. Introduce the new Treasurer to the IMSA Foundation, especially the Foundation’s bookkeeper, Jane Overstreet.

c. The checkbook along with pertinent records (that haven’t already been transferred to the IMSA Foundation) should be turned over to the new Treasurer by July 14, two weeks after the close of the IMSA-PAC fiscal year.

Secretary

The Secretary is responsible for the internal communications.

Duties and responsibilities

1. Preparation for the Academic Year:

a. Prepare new nametags and name placards for the Council Members.

b. Prepare a PAC directory of the Council members: Executive Board, Regional Representative and Alternates, and Standing Committee Chairs and selected Ad Hoc Committee Chairs.

c. Prepare all critical handouts for distribution at the September PAC meeting.

· By-Laws

· IMSA Procedural Guidelines

· Calendar of PAC Meetings and other Key Dates

· IMSA PAC Check Request Forms for Reimbursements

2. Parents Association Council Meetings Minutes:

a. Record the minutes at all council and executive board meetings.

b. Maintain an accurate record of the attendance at each meeting.

c. Following each meeting, send a rough draft to the President and other key PAC participants to check for the accuracy of the minutes.

d. Have the PAC minutes posted on PAC’s web page within 10 days of the PAC meeting. Please note that the minutes have not been approved. Once PAC approves the minutes, please make the necessary corrections to posted minutes.

e. Email the PAC minutes to:

IMSA President, Principal, and Director of Student Life

f. Have at least 70 copies of the minutes available for distribution at the PAC general meeting.

g. Collect the PAC minutes, along with all other written committee reports and approved attachments in a binder and submit it to the IMSA Archives, attention IRC, at the end of year.

3. Direct correspondence to the appropriate PAC officers, committee chairs, and PAC members.

4. Assist the treasurer with the Parents Council receivables by photocopying incoming checks and preparing them for direct deposit into the Parents Association Council checking account.

5. Handle any correspondence or internal communication as requested by the President.

6. Continuously survey the PAC Key Dates and the Parents Association Academic Time Line to ensure that the Parents Council remains on track to meeting its goals.

7. Prepare an end of the year summary of outstanding issues that needs to be addressed next year.

Multi-Cultural Coordinator

The purpose of this position is to ensure that PAC attempts to meet the needs of all of its diverse members.

Duties and Responsibilities:

1. Serve as a communication facilitator between the PAC executive committee

and PAC regional representatives and general members.

2. Help to ensure and encourage involvement in PAC by all ethnic and

racial groups.

3. Consult with the IMSA Coordinator of Multicultural recruitment, retention,

and learning.

4. Help with recruitment at VIP days and informational meetings.

5. Help with panel discussions at the Placement Day breakfast and Orientation

activities.

6. Hold meetings as needed with parents to ensure that their concerns and needs

are being met.

Regional Coordinators

The Regional Coordinators serve as the communication facilitators between the President and the Regional Representative. Each Regional Coordinator has one vote.

Downstate Coordinator: Regions 1 – 5
Metro Coordinator: Region 6 – 10

Duties and Responsibilities

1. In March, remind regional representatives of their duty to organize a regional summer picnic or get together. Assist them as needed in this undertaking.

2. In June, procure family list of newly invited students, as well as current students. Distribute these to the regional representatives. This effort should be coordinated with the President and the Office of Admissions.

3. All regional representatives will have a list of the newly invited students. If needed, you may request the family lists of all regions in your jurisdiction.

4. The Downstate Coordinator should ascertain who is coordinating the various buses, and submit this information to the President and the Student Life Office at IMSA as early as possible before the beginning of the school year. Ideally, this information should be available at the summer Orientation sessions.

5. Summer Orientation: Make sure that all regions have representatives present at both Summer Orientations.

6. Assist the President in finding responsible IMSA parents to fill regional representative vacancies.

7. Assist the Secretary in distributing mailing labels to each of the regions.

8. Attend all Council and Executive Meetings.

9. Acquaint yourself with every Regional Representative in your jurisdiction. Communicate with your Regional Representatives on a regular basis making use of the time immediately following every PAC meeting.

10. In August, and again in September, contact your regional representatives to remind them that you will be collecting copies of their invitation and photos of their regional picnics for the IMSA Archives. Let them know that you will be meeting with them in October, after the general meeting. Remind them to submit a check request form with their receipts no later than the October PAC meeting.

11. In October, schedule a meeting with your respective regional representatives to discuss the summer regional picnics. Collect photos and invitations to submit to the IMSA Archives. Things to discuss: what went well, what could be improved, the benefits of the picnics.

12. In November, submit a written summary evaluating the Summer Regional Picnics describing the different types of regional summer gatherings held. Include suggestions for next year. This report should be typed and submitted to the PAC secretary 10 days before November’s PAC’s meeting.

13. Obtain the PAC attendance sheet from the PAC secretary. You need to contact your respective regional representative if he or she is not attending the PAC meeting.

Regional Representatives

Regional Reps are part of PAC’s Leadership. Regional Representatives are instrumental in building camaraderie and loyalty in our IMSA community. They are in essence, PAC’s arms to embrace, welcome, and guide the IMSA families in every region.

Regional Representatives

The regional representative, together with the officers and the standing committee chairs, comprise the governing body of the Parents Association Council. The regional representatives are responsible for fostering communication between their region and the Council.

Every region is allowed one primary senior, junior and sophomore representative; each has one vote. In the event that a regional rep cannot attend the council meeting, then the designated representative for that region and class may vote. The alternate may not vote unless the primary representative is not present.

Every region has three votes, one for each grade level. A vacant spot or an absence effectively silences or minimizes your regions’ voice at the Parents Association Council.

Your commitment to your duties and responsibilities are critical to the direction and energy of the Parents Association Council.

Duties and Responsibilities

1. In March, Senior Regional Representative should begin advising the other representatives in their region on the Summer Regional Gatherings. Tentative groundwork should be set before the Senior Regional Representative leaves.

2. In April, all Senior Regional Reps should transfer pertinent information (phone trees, parents’ mailing list, etc.) to the Junior Regional Representative. If the Junior Regional Rep is not returning, then all records should be turned into the PAC secretary.

3. In June, determine the date and place of the summer regional picnic or get together to welcome newly invited students and their families to the IMSA community to meet current IMSA families.

4. Serve as a liaison between the parents in the region and the Parents Association Council. Forms of communication may be email, letters, or phone trees.

5. Attend all Council meetings.

6. Be an active member on a Council Committee and/or serve as a Parent Partner for your student’s wing.

7. Ensure that your region has a representative present at both July and August Summer Navigation Programs.

8. In June, send a welcome letter to all new IMSA students and their families.

9. Volunteer whenever possible to aid IMSA and its students.

10. Participate in the annual Phone-A-thon.

11. Senior regional representatives have the option of selecting their alternate and filling regional vacancies. If necessary, request assistance from your Regional Coordinator or the President if you have vacancies.

12. Contribute articles to the Parents to Parents Newsletter. Articles can be about the students from your region.

13. Acquaint yourself with your Regional Coordinator. Communicate with your Regional Coordinator on a regular basis. Suggestion: After the monthly Council meetings.

14. In October, meet with your respective regional coordinator to share your summer gathering experiences. Turn in a copy of your Summer Region Picnic (or Gathering) invitation and photos of your regional gathering to your Regional Coordinator.

Parents Association Geographic Regions

For the purposes of the parents Association organization, the state of Illinois is divided into ten geographical regions. Each region should have an elected Regional Representative from each class (Sophomore, Junior, Senior). It is the responsibility of each representative to attend the monthly Parents Association Council meeting in order to represent the class and region.

Region	Zip Codes	Major Mailing Centers

1	610, 611, 612, 613	Rockford, Rock Island, LaSalle
2	614, 615, 616, 617	Galesburg, Peoria, Pekin, Bloomington
3	609, 618, 619, 624	Kankakee, Champaign, Effingham
4	625, 627, 623	Springfield, Quincy
5	620, 622, 628, 629	East St. Louis, Centralia, Carbondale
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