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NSE Handbook

Consortium Governance

7.1 Council
National Student Exchange is governed by a five-member Council elected by and representative of the region/zone from which they are elected.
 
7.1.1 Purpose
The purpose of the Council is to serve as directors of the corporation and advise the NSE Administrative Headquarters.
 
7.1.2 Authority
7.1.2.1 Appointment, Evaluation, and Reappointment of President
The Council appoints, evaluates, and determines the reappointment of the President.
 
7.1.2.2 Resignation, Termination, or Vacancy of President
In the event that the President position becomes vacant, the Vice President serves as Acting President. The Council will fill the position on a permanent basis using the following procedures:
 
  • determine a timetable for transition
  • identify and establish a compensation and benefits package for the Acting President as well as funds to conduct a search for a permanent President
  • develop search procedures
  • interview candidate(s)
  • select and hire the President
  • inform consortium members of the decision
 
7.1.2.3 Fiscal
The Council reviews, modifies, and approves the budget as prepared by the President. It also establishes and sets appropriate fees, including, but not limited to, the following:
 
  • institutional membership fee
  • student application fee
  • conference fee
  • other fees necessary to accomplish goals and objectives of the consortium
 
7.1.2.4 New Member Colleges and Universities
The Council reviews applications from prospective member colleges and universities and determines whether or not the applying institution should be encouraged to continue the membership process.
 
7.1.3 Responsibilities
Responsibilities of Council members include, but are not limited to, the following:
 
  • maintain communication with coordinators in their zone and represent them in Council deliberations
  • review and make recommendations on problems arising among member institutions
  • receive concerns or grievances of consortium members regarding consortium administration and recommend appropriate action to the membership
  • serve as a consultative and recommending body to the NSE Headquarters and the membership in matters related to NSE philosophy, policy, and procedure
  • work with the NSE staff to set the agenda and determine the business of the annual conference
  • assist the President, when requested, in onboarding new institutions and/or training new coordinators
 
7.1.4 Composition and Selection
 
7.1.4.1 Composition
The Council is composed of six voting members, the President, and five campus coordinators or assistant coordinators who are elected by coordinators in their respective regions. The Vice President is a nonvoting member. In the absence of the President, the Vice President shall be considered a voting member.
 
7.1.4.2 Regional Representation
Each Council member will serve a member institution and be elected within one of the five NSE defined regions or zones of the United States and Canada. Canadian Territories do not currently offer bachelor degree-granting institutions.
 
ZONE 1
Alaska, Guam, Hawaii, Puerto Rico, U.S. Virgin Islands
Canada: Alberta, British Columbia, Newfoundland and Labrador, New Brunswick, Nova Scotia, Prince Edward Island, Quebec, Manitoba, Ontario, Saskatchewan
 
ZONE 2
Arizona, California, Colorado, Idaho, Montana, Nevada, New Mexico, Oregon, Utah, Washington, Wyoming
 
ZONE 3
Illinois, Indiana, Iowa, Kansas, Michigan, Minnesota, Missouri, Nebraska, North Dakota, Ohio, South Dakota, Wisconsin
 
ZONE 4
Connecticut, Delaware, District of Columbia, Maine, Maryland, Massachusetts, New Hampshire, New Jersey, New York, Pennsylvania, Rhode Island, Vermont
 
ZONE 5
Alabama, Arkansas, Florida, Georgia, Kentucky, Louisiana, Mississippi, Oklahoma, North Carolina, South Carolina, Tennessee, Texas, Virginia, West Virginia
 
7.1.4.3 Nomination of Council Members
A nominating committee composed of Council members and chaired by the NSE Vice President will review eligible candidates from within the region where a proposed vacancy will occur by June 1. Candidates will be nominated for Council service based on what they can bring to the consortium in the areas of leadership, knowledge, vision, ideas, and expertise. Qualifications for nominees include:
 
  1. service as a coordinator for at least three years; service as an assistant coordinator for at least three years with at least one year of service as coordinator
  2. have a record of timely and satisfactory performance of consortium responsibilities and campus program management
  3. knowledge about the structure and purpose of the consortium
  4. understanding of the responsibilities of being a Council member
  5. interest and involvement in Consortium activities as evidenced by timely and appropriate responses to requests; committee service; fulfilling responsibilities at the annual conference; making presentations at the annual conference; serving as a mentor to new coordinators; serving on the encouragement team; and/or bringing issues, suggestions, and ideas to the attention of the NSE Council
  6. demonstrated leadership
  7. potential for making contributions to the ongoing business and long-range plans of the consortium
  8. a vision for NSE on the national level
  9. member campus support for the coordinator to serve in council position
  10. demonstrated commitment to the NSE Consortium
 
The committee will consider individuals accepting nomination and submitting a Council Nominee Profile Form and resume. The form will identify how they meet the criteria and in what manner they can contribute to the Council. Final nominee slate will consist of at least one, but not more than three nominations for presentation to the membership of the appropriate region.
 
In the event that there is only one candidate in the region, that candidate may be appointed, at the discretion of the President in consultation with the Council and the nominating committee.
 
7.1.4.4 Election
By July 1, NSE Headquarters will forward a ballot and supporting Council Nominee Profile Form(s) to coordinators in the appropriate region. Each member campus in the region, as represented by its NSE coordinator, is entitled to one vote.
 
An appropriate response date will be established following which, ballots will be tallied. The nominee with the greatest number of votes will be declared the regional representative. A written confirmation of the election will be sent by the NSE President to the elected Council member with copies to selected campus supervisors. The newly elected Council member will be expected to sit with the Council during the August and September Council meetings. The term of office begins at the conclusion of the Fall NSE Conference.
 
7.1.5 Term of Office of Elected Council Members
Council members serve a three-year term of office commencing at the conclusion of the annual conference of the year of election. Council members shall not serve consecutive terms unless there are not sufficient eligible or interested coordinators in the region to form a slate. In that event, the outgoing Council member may be reappointed by the President to serve an additional term of one year.
 
7.1.6 Officers
The Council may elect a chairperson each year within one month following the annual conference. The Council chairperson is responsible for setting the agenda for Council meetings in conjunction with the President and may chair the annual business meeting. In years where no chairperson is elected, the President serves as Council chairperson.
 
7.1.7 Meetings and Service Obligations
Council members are expected to participate in all in-person and monthly Council meetings, to serve on or chair subcommittees or standing committees, assume a leadership role in developing NSE projects, and represent their regions in matters of business.
 
7.1.7.1 Frequency
The Council meets virtually or in-person twice annually to address consortium activities and prepare the consortium business meeting. A monthly meeting maintenance call may also be conducted.
 
7.1.7.2 Reimbursement for Meetings
Reimbursement by the consortium for a meeting shall not exceed the cost of three nights lodging and one-half of the cost of transportation. Council members are expected to cover their own expenses for the meeting held in conjunction with the Conference.
 
7.1.8 Quorum
Representation by four of the six voting members of the Council constitutes a quorum. The members at a meeting at which a quorum is initially present may continue to conduct business until adjournment.
 
7.1.9 Vacancies
The President shall fill Council vacancies by appointing an eligible coordinator from those nominated in the most recent election in the same geographic region in which the vacancy occurred. If those nominees are no longer interested or available, the President shall appoint another coordinator from within the region. The appointee shall serve until the conclusion of the next annual conference. The vacancy for that region shall be open for election according to the provisions stated above.
 
7.2 Consortium Business and Changes in Consortium Policy
Matters of consortium business or policy may be brought before the membership at large by the President, Vice President, and/or the Council. Matters brought before the membership may be determined by ballot or in person at the annual conference.
 
Representation by two thirds (2/3) of the coordinators (or designees) at the business meeting of the annual conference shall constitute a quorum for the purpose of voting on matters of policy or business. Meetings are conducted according to Roberts Rules of Order.
 
The members at a business meeting at which a quorum is initially present may continue to do business until adjournment.
 
7.2.1 Notification
Proposed additions, changes, deletions, or amendments shall be circulated in writing at the request of the President or Council two weeks (14 days) prior to a call for vote. Voting may be accomplished by ballot or in person at the annual conference.
 
7.2.2 Voting Entitlement
Each member institution is entitled to one vote. The institution votes through its campus coordinator or designee.
 
7.2.3 Definition of Majority
Unless otherwise specified, all matters of policy and business shall be decided through affirmation of a simple majority of those members voting.
 
7.2.4 Implementation
Once approved, new or revised policies become effective immediately unless otherwise specified in the proposal.
 
7.3 Committees
The President shall appoint any standing or ad hoc committees deemed necessary to assist in conducting the affairs of the consortium.