NSE Handbook

5.1 Program Responsibilities

Responsibilities for managing and administering the National Student Exchange include, but are not limited to, the following:

5.1.1 Fiscal Management

1. Ensure the fiscal stability of the consortium. Prepare budget projections and fee needs analysis.

2. Prepare the annual budget and monitor all income and expenditures.

3. Bill consortium members for annual institutional membership and student fees.

4. Receive, receipt, and ensure accuracy of membership and student fee payments.

5. Receive and receipt conference fees.

6. Prepare payment of all consortium bills (salaries/benefits, operational expenses, printing, mailing equipment purchase or rental, travel, and conference expenses).

7. Solicit bids for publications and equipment.

8. Maintain the consortium financial records.

9. Invest and monitor consortium reserve funds for financial growth and security.

10. Prepare the following year end tax returns.

    1. Federal 990  Organizations Exempt from Income Tax

5.1.2 Consortium Management

1. Prepare an annual report summarizing consortium growth, development, and financial state.

2. Work with federal/state agencies and professional associations to facilitate program administration.

3. Hire and train staff.

4. Obtain legal counsel for the consortium, where necessary.

5. Communicate any changes in consortium governance or procedures to Iowa Secretary of State.

6. Respond to all inquiries regarding NSE.

7. Monitor issues and trends in higher education which could affect the program.

8. Monitor policy and procedural changes in financial aid affecting exchange students with the Office of Student Financial Assistance (U.S. Department of Education), National Association of Student Financial Assistance (NASFA), the American Association of Collegiate Registrars and Admissions Officers (AACRAO), and NAFSA: Association of International Educators.

9. Monitor policy and procedural changes affecting exchange students with U.S. Citizenship and Immigration Services

10. Monitor policy and procedural changes affecting exchange students with NCAA and NAIA athletics.

11. Review technology and online structures to improve consortium efficiency.

12. Communicate program development through distribution of publications and reports to campus coordinators, administrators, and student government representatives.

13. Conduct periodic program evaluations, assessment and research studies.

14. Serve on committees and/or governing boards of other national organizations.

15. appropriate action to reduce the consortium risk exposure.

Collaborate with the NSE Council to:

1. Formulate or change NSE policy and procedure.

2. Prepare and distribute agendas and background reading material for Council meetings.

3. Prepare biennial budget review, projections, and needs analysis.

4. Appoint standing and ad hoc Council committees.

5. Summarize and distribute a summary of Council meetings.

6. Monitor the progress of Council assignments.
   
   

5.1.3 Institutional Expansion

1. Develop and distribute institutional recruitment brochures and general information materials.

2. Develop articles for publication in professional journals.Communicate NSE policy, philosophy, and procedure to potential member campuses.

3. Identify implementation methods for the exchange program compatible with both institutional and NSE policy and procedure.Conduct onsite evaluation and orientation at prospective member campuses.

4. Review final applications from prospective members with the NSE Council.

5. Provide ongoing professional development for campus coordinators.

5.1.4 Campus Liaison

1. Solicit information, prepare, and distribute student recruitment brochures and posters.

2. Prepare and distribute monthly coordinator communications.Solicit verification of enrollment reports.

3. Develop statistical reports of students sent and received by member campuses.Provide program information and support for campus coordinators.

4. Conduct and tabulate student surveys evaluating the exchange program.

5. Exchange information needed to ensure the operating efficiency of NSE at member campuses.

6. Provide orientation and training for new coordinators.

7. Update the NSE Handbook as changes are made in NSE business, policy, or procedure.

8. Participate in campus NSE program and/or coordinator review as requested.

5.1.5 Conference Planning and Implementation

1. Identify potential conference locations with NSE Council.

2. Solicit campus interest in hosting events and/or campus visits.

3. Collaborate with convention and visitor bureaus and hotels in selected conference locations.

4. Receive and respond to hotel inquiries. Communicate with hotel sales staff to define conference requirements. Receive and review hotel proposals.

5. Conduct onsite visits to hotels in city of cities selected. Recommends conference hotel(s) to Council.

6. Negotiate a contract with sales staff at the selected hotel.

7. Develop and distribute conference registration materials; facilitate registration.

8. Prepare and distribute a summary of the conference.