ATPE State-University Local Unit Charter Agreement
In order to maintain an affiliation with ATPE, ATPE’s chartered local units and regions must follow guidelines approved by the ATPE Board of Directors (BOD). The purpose of the charter standards is to promote sound business practices, transparency, financial accountability, and compliance with IRS requirements.
ATPE State-Local Unit Charter Agreement
Approved by the ATPE Board of Directors on May 19, 2018
ATPE’s Board of Directors (BOD), as authorized by the ATPE House of Delegates (HOD), has adopted a set of charter standards that define the relationships between the state entity (ATPE) and its chartered entities (local units and regions). The charter standards for college/university local units, known as the State-University Local Unit Charter Agreement, outline the expectations and requirements for all parties, and specifically address the operational and financial obligations an ATPE entity must agree to follow as a condition of affiliation.
This State-University Local Unit Charter Agreement outlines the expectations of both the state and its college/university local unit entities once a college/university local unit is chartered by the state. It defines a symbiotic relationship that requires each party to adhere to standards that benefit each party. The charter agreement listed below applies to all chartered and active ATPE college/university local units as a condition of maintaining said charter as outlined in the ATPE State-University Local Unit Charter Agreement.
Each charter agreement standard listed includes a short explanation of the standard, along with links to documents and/or training that will help all ATPE local units implement the standards.
The state office will:
- Authorize the local unit to use a derivative of the state’s name and to characterize itself as an affiliate of the state.
Explanation: All chartered ATPE local units are authorized to proudly use the ATPE name when promoting the local unit at the school district level. The authorization is part of the chartering process, and there’s no form to be completed or action to be taken for local units to use the ATPE name. This has been standard practice since ATPE’s inception.
- License its name, logo, and related marks, whether registered trademarks or otherwise, to the local unit.
Explanation: As members of the ATPE team, all chartered ATPE local units are authorized to proudly use the ATPE logo and tagline when promoting the local unit at the school district level. This has been standard practice since ATPE’s inception.
- License specific information, materials, and other “content” that is subject to copyright ownership by the state, subject to the terms of licensing.
Explanation: Chartered ATPE local units are authorized to use any content published in print or online publications and materials. This includes materials printed in ATPE News and other communication vehicles, as well as material included in membership recruitment pieces, legislative updates, etc. This has been standard practice since ATPE’s inception.
- Continue to purchase and maintain association’s limited liability insurance policy that extends to approved local unit activities.
Explanation: Each year the state funds and maintains a limited liability insurance policy that covers approved local unit activities undertaken by ATPE’s designated volunteers. Local units need do nothing, as it is the responsibility of the state to purchase and maintain the limited liability insurance on behalf of its local unit leaders. This has been standard practice since ATPE’s inception.
- Obtain a federal income tax exemption determination on a group basis for ATPE local units and, optionally, prepare and file the appropriate Form 990 (990, 990-EZ, or 990-N), for all participating local units.
Explanation: The state office prepares and files all necessary tax returns on behalf of all local units. Most local unit tax filings are simple and are handled electronically, as only local units that receive more than $50,000 in annual revenue are required to file an extended tax form. The state may contact a local unit for information related to the annual tax return filing, but again, the actual filing is handled by the state office on behalf of local units. This has been standard practice since ATPE’s inception.
- Have the authority to withdraw the charter of a local unit with notice given to the local unit leadership if, in the opinion of ATPE, the local unit is jeopardizing or endangering the good will or good name of ATPE.
Explanation: The BOD has the responsibility to protect the good will and name of ATPE, and will withdraw a local unit’s charter if the BOD believes actions of the local unit are harming ATPE. Any local unit that is faced with the loss of charter status will have ample opportunity to address the BOD to contest any action prescribed by the BOD that would impact the local unit’s charter.
- Grant a new local unit charter for a specific term of three (3) years and then automatically renew annually contingent upon the local unit's compliance with this charter agreement and all other adopted affiliation standards.
Explanation: Any newly issued or reactivated local unit charter granted by the BOD is good for an initial three-year probationary period. Once a local unit has passed the three-year mark, the charter will be automatically renewed in perpetuity unless the local unit fails to comply with an affiliation standard adopted by the BOD or HOD. Any local unit whose charter was granted prior the implementation of the charter standards will have its charter automatically renewed unless the local unit fails to comply with the BOD- adopted charter standards.
- Provide appropriate training for local unit officers and other volunteers.
Explanation: Local unit officers and volunteers receive training on these standards, as well as training on recruiting/retaining members and how to run a local unit. This training is to be provided at the annual summit and at various region-level events, as well as online through video and written content that is housed on the ATPE website.
- Provide membership recruitment and retention/marketing materials to the local unit.
Explanation: Each year the state provides leaders with the standard materials necessary to conduct a membership recruitment/retention campaign. The materials are professionally written and designed, and they reflect ATPE’s brand through their messaging and look. It is an obligation of the state to ensure that our recruiters have the tools necessary to present ATPE to prospective and renewing members. This has been standard practice since ATPE’s inception.
- Establish and enforce reasonable and necessary charter standards designed to facilitate the proper functioning of the association and to support the association’s strategic plan.
Explanation: The charter standards agreement documents may be periodically amended when deemed necessary by the BOD. If and when the BOD does approve a change to the charter standards, maximum effort will be applied to inform leaders of the standard changes, providing any necessary training that may be warranted because of the standard change.
- Solicit input from local units regarding charter standards and provide adequate training and resources in support of adopted charter standards.
Explanation: Any local unit affiliation standard considered by the BOD will be field-tested with our local units prior to implementation, and any affiliation standard adopted will be supported with the necessary training. When the charter standards were initially developed, more than 60 local unit leaders and 20 region leaders were included in the field-testing group, and the input received was incorporated into the final standards. The BOD is committed to continuing to seek input before any charter standard is implemented.
- Provide for a system of redress that will allow a local unit deemed to be not in compliance with this charter agreement and adopted standards to present its position and supporting materials for consideration.
Explanation: Any local unit accused of not being in compliance with an adopted affiliation standard will have the opportunity to present its case to the BOD before any action is taken by the BOD.