Learn more about the policies and procedures of the Mid-Atlantic Region of ARMA International
This section of our site contains the published procedures and policies that govern ARMA's Mid-Atlantic Region. The Mid-Atlantic Region also operates under the policies of ARMA International (www.arma.org) The current set of documents in this section include:
Questions or comments pertaining to any of these documents can be addressed to our Region Manager whose contact information is on the Leadership page.
I. Job Descriptions
I. Job Descriptions
A. Regional Coordinator
1) Benefits of serving as the Regional Coordinator:
2) Eligibility Criteria:
3) Job Description:
B. Region Manager:
1) Eligibility Criteria:
All criteria for the Region Coordinator apply, except that:
2) Job Description:
II. Selection Process for Region Managers and Region Coordinators
A. Region Managers
B. Region Coordinators
III. Removal of
B. Region Coordinator :
IV. Operational Guidelines
Pursuant to previous Board action, the Region Manager shall be appointed by and report to the President Elect of ARMA International. It is the intent of the Realignment Task Force for the Region Manger to be appointed by and report to the Director of Member Services. The Director and staff of Member Services will be working closely with the Region Managers and Coordinators and will be prepared to make decisions concerning qualifications, quality of performance, etc. Therefore, a motion reflecting this change will be submitted to the Board of Directors at the April 1999 meeting. In anticipation if this motion being passed the following comments regarding accountability and evaluation of the Region Managers and Coordinators will reflect this change.
The Region Manager and Coordinators are volunteers who will work with clusters of chapters to provide assistance and training in chapter operations and functions. The Region Manager and Coordinators may serve as a liaison and communication link between the chapters, ARMA Headquarters and the Board of Directors.
Within the regions, the Region Coordinator(s) will report to the Region Manager but may request assistance and guidance from ARMA Headquarters as necessary to perform their duties and responsibilities. Each Region Coordinator will be responsible for overseeing the activities of two or more chapters within a given area and will be accountable for those activities to the chapters board of directors and the Region Manager. The Region Coordinator(s) will be required to submit quarterly activity reports to the Region Manager. The Activity Report form will identify the report period, chapters within their "cluster", summary of accomplishments, and comments of interest.
The Region Manager will report to the Director of Member Services. The Region Manager will submit an activity report to the Director of Member Services (Board of Directors) at least (45 days/one month) prior to each of the regular scheduled Board Meetings. Activity Reports submitted will be prepared in accordance with the format requirements of Administrative Letter 113. In cases involving specific recommendations to the Board of Directors, it is necessary that these recommendations be included with the Activity Report, and submitted to the Board of Directors utilizing and appropriate process whereby they may be accepted into the normal agenda process for debate and resolution.
In order to measure the effectiveness of the Region Manager(s) and Coordinator(s) and to assist the Director of Member Services in providing leaders who will effectively represent their constituency, an annual evaluation will be performed. In early April, the Director of Member Services will provide a Region Manager/Coordinator Evaluation form to each chapter president. Each chapter president, in concert with the board of directors of the chapter, will complete the form and send the completed form to the Director of Member Services. The Director of Member Services will review the evaluations with the applicable Region Manager/Coordinator.
A. Creating A Region Fund
A Region within ARMA International is a geographic area established to provide a manageable representation of the needs and interests of the members in that Region. A Regional Manager and Regional Coordinator within the Region serve to meet the needs of the various chapters with the Region. In order to provide financial resources to support Regional activities, the establishment of Region Funds is authorized.
The purpose of an Association policy on Region Funds is to provide minimum guidelines for establishing and administering such a fund in order to insure consistency throughout ARMA.
A Region Fund provides financial resources for the members of the Region to take advantage of professional opportunities within certain limits that would otherwise, for whatever reason, not be available or not be available in a timely manner.
The following requirements are to be used in the establishment and ongoing administration of a Region Fund. IT MUST BE REMEMBERED THAT A REGION , UNLIKE A CHAPTER OF THIS ASSOCIATION IS NOT A RECOGNIZED ENTITY FOR LEGAL OR TAX PURPOSES.
D. Establishment and Administration of the Fund.
The following guidelines are provided for consideration in the establishment /administration of the Region Fund.
E. Travel Expense Policy
include reasonable and customary fares for common
carriers, mileage charges for personal cars,
limousines, taxis, other local transportation,
lodging, and designated instances, meals. It is
emphasized that any expense reimbursed by or
directly paid for by ARMA must have been properly
Expenses under this category must be budgeted for in the normal Association budget process and may be used in several ways.
The main purpose of the funds allocation is to afford the Region Manager and Coordinators support to meet with the members of their assigned chapters. In some instances Region Managers and Coordinators may use the money to fund a chapter presidents’ meeting at a central location. Other times it may be used to offset personal travel expenses to visit individual chapters. The end use of these funds is authorized if it satisfies the requirement of bringing the Region Managers and Coordinators in the contact with the members of their regions.
It is important to
note that financial support from the Association for
Region/Chapter visits is an augmentation to other
fund sources. Chapters are urged to assist in
underwriting the travel expenses of Region Managers
and Coordinators making chapter visits. Due to
limitations on employer personal funds for intra-
region travel, chapter contributions will enable the
Region Managers and Coordinators to maintain
All request for
reimbursement of travel expenses will be forwarded
to the Region Manager for approval and payment
within thirty calendar days of completion of
travel.( The Region Manager will forward his/her
request directly to Region Treasure). If approved,
the request will be forwarded by the Region Treasure
Make request for reimbursement using the Association form "ARMA International Travel Expense Summary," AL 008 B 01 (5/96)
A. Resources to be made available:
B. Training courses for membership services director:
C. Chapter support (procedures/applicable AL’s /tips)
Communication between the Coordinators and Chapter is vital to the continued success of the program. To this end, this section will deal with the mandatory requirements as well as offer some suggestions for communication "Links". It includes items for which Headquarters carries responsibility as awareness for the Coordinator effort.
Note: This communication is in addition to Chapter visitation, dealt within another section.
B. Communication "Links"
C. Region Manager /Coordinator
The Mid-Atlantic Region Helping Hand Fund Program has been designed to provide chapters with loaned funds to further projects of long-term value to the Records and Information Management profession with direct benefits to the members and information professionals.
Scope of the Program:
This program will provide funding to individual chapters in amounts between $100 and $500 per request. No more than three (3) requests will be awarded in any given fiscal year. No chapter may receive more than one (1) fund distribution within one (1) fiscal year, nor may a chapter receive a distribution without having fulfilled the obligations with regard to distributions that may have been provided for earlier projects.
Administration of the Program:
A Fund Evaluation Committee composed of five (5) official members, will administer the program including:
- A committee Chairman, appointed by the Region Manager
- The Region Treasurer
- The three Region Coordinators
- A Region Chapter President
The Chairman of the Fund Committee shall serve for an initial term of one (1) year with a maximum service term of three (3) years.
The authority of the members of the committee shall be limited by these Fund Guidelines as approved by a majority vote of the Chapter Presidents within the Mid-Atlantic Region. The committee shall be empowered to provide distribution of funds within the scope of the Fund Guidelines once it has received written certification from the Region Treasurer that the necessary funds are available within the Helping Hand Fund budget of the Region Fund.
Committee members may, from time to time, suggest changes to the Fund Guidelines in order to enhance the operations and functioning of the program. Changes to the Fund Guidelines must be approved by a majority vote of the Mid-Atlantic Region Chapter Presidents. The Region Manager shall bring proposed changes to the Fund Guidelines to the Chapter Presidents.
Suggested Types of Projects:
It is the intent of the Mid-Atlantic Region to maximize its flexibility in providing Funds. While not all-inclusive, below is a list of suggested types of projects, which may be considered:
Advancement of Standards - Chapters may apply for Funds for projects that advance the development and implementation of standards (ISO, ANSI, AIIM, ARMA and others) which will prove to be of a lasting benefit to the members of the Region and to the Records and Information Management Profession.
Training/Certification Programs - Programs that provide improved training opportunities, enhanced educational opportunities or certification efforts outside of the scope of the ICRM may be considered.
Networking Projects - Specific programs or projects, which will enhance the opportunities for networking, may be considered by the committee.
Projects Promoting Records and Information Management or ARMA International - Projects which provide for the long-term promotion of the records and information management profession or the promotion of ARMA International may be considered.
"Other Projects" - Any other projects that provide long-term benefits to the members within the Mid-Atlantic Region or to the members of ARMA International as a whole may be considered.
Projects that maximize the benefits for ARMA International and/or for the members of the Mid-Atlantic Region will have priority over those that provide for more limited benefit. Chapters should consider the "transportability" of projects from their chapter to other chapters that may have an interest in pursuing similar endeavors. Projects that promote any individual or commercial interests are strictly prohibited. Information regarding the project shall be made readily available to all chapters within the Region and to all members within the Region.
Applications for distributions from the Mid Atlantic Region Helping Hand Fund Program shall be submitted to the Region Treasurer for processing. Applications must provide the following information:
Completed General Information Form
A clear definition of the project
Information regarding the purpose and scope of the project
A complete project budget, including information regarding the chapter's financial contribution to the project
An implementation plan, including a time line for project completion
A reporting plan to provide the Region Manager & Coordinators with quarterly updates on the status of the project. A condition of the Funds is that complete reporting regarding the progress-to-date will be sent to the Region Treasurer on a quarterly basis. A final report will be submitted to the Region Treasurer upon completion of the project.
A key chapter contact person who will have responsibility for the project
A statement of the benefits for members and those outside of the chapter conducting the project
Repayment of the Fund Distribution:
Approved distributions for the Funds are 'loans' to the Chapters. Therefore, all Chapters receiving distributions from the Fund are obligated to repay the Fund in the full amount of the distribution, unless otherwise approved by the Fund Committee. Each Chapter receiving distribution shall have six months after time of use of the Fund distribution to meet their repayment obligation. All repayments shall be sent directly to the Region Treasurer. In the event a Chapter can not meet the obligation within the time period allowed, or otherwise can not meet the full repayment obligation, the Chapter shall immediately notify the Chairman of the Fund Committee. The Fund Committee would then review the circumstance and work with the Chapter to devise agreeable terms for repayment.
Once an application has been received, the Region Treasurer will ascertain the availability of funds for the project. He or She will forward certification regarding the availability of full or partial funding to the members of the Fund Evaluation Committee. The Region Treasurer will also forward complete copies of the Fund application to the members of the Fund Evaluation Committee. The Chairperson of the Fund Evaluation Committee shall be responsible for working with all committee members to provide the chapter with a final decision regarding the disposition of the Fund request within one (1) month of the initial receipt of the Fund application. The Chair of the Fund Evaluation Committee shall also be responsible for communicating questions, information requests and the final decision with the chapter. Upon arriving at a final decision regarding the Fund application, the Chairperson of the Fund Evaluation Committee shall inform the chapter and the Region Manager of that decision. The Chair shall also communicate any "conditions" that may have been attached to that Fund to the aforementioned parties.
After completion of that task, the Region Treasurer shall provide the approved funds to the chapter making the successful application. The decision of the Fund Evaluation Committee shall be final.
Revision of the Fund Guideline:
guidelines may be revised by a majority vote of the Chapter
Presidents within the Mid-Atlantic Region. Recommendations for
change may come from the Region Manager, the Region Treasurer,
from the members of the Fund Evaluation Committee or from the
Chapter Presidents of the Region chapters. No other authority
shall be empowered to make revisions of these guidelines.
© 2012 ARMA Mid-Atlantic Region