2001-2002 Central RAP Chair: Karen Tivol, UCLA
2000-2001 Central RAP Co-Chair: Eeman Agrama, UC Santa Barbara
                  Co-Chair: Kyle Richards, UC Santa Barbara

2001-2002 Island RAP Chair: Karen Blakeley, University of Hawaii, Manoa
2000-2001 Island RAP Co-Chair: Allison Pyc, University of Hawaii, Manoa
                  Co-Chair: Dee Uwono, University of Hawaii, Manoa

2001-2002 Southern RAP Chair: TBA
2000-2001 Southern RAP Co-Chair: Debra Perez, UC Riverside
                  Co-Chair: Tanya Wehner, UC Riverside

• Travel - yes, required attendance at the RAP and on-site meetings
• Programming - yes
• Communication by phone, mail, fax, E-mail and required on-site meetings

PURPOSE:
To guide the planning and implementation of the Annual RAP Conferences for para - and career professionals in the Association. RAP programs will be scheduled for a one-day duration.

RESPONSIBILITIES:

• Responsible for the total coordination of the conference site, theme, goals and objectives; and oversee the basic functions of the conference such as publicity, registration, program implementation, etc.
  ** refer to the Out of Region Information to ensure proper notification concerning publicity, registration, etc for all WACUHO members

• Solicit a host campus for the RAP

• Establish a zero-based budget by the Fall Executive Committee Meeting (October)

• Request Corporate member monies from the Chair of the Corporate Relations Committee by submitting a "committee sponsorship request form" at least 30 days in advance of the program. Contact the Chair of the Corporate Relations Committee regarding amounts and availability of these additional funds.

• Negotiate all conference issues with the bid host campus regarding
  Meeting rooms
  Itemized Cost Analysis
  Sleeping accommodations**
  Audio/Visual arrangements
  Food and beverage arrangements*
  Conference Evaluation
  Conference entertainment*
  Memorabilia
  Advertisement

  (*) = as needed
  (**) Arrangements for overnight accommodations may be established at the option of the host institution(s)

• Communicate with the other RAP chairs in late August regarding the use of monies for programmatic exchanges and mutual professional courtesies

• Submit an informative article or update per issue of the WACUHO WAVES newsletter

• Inform committee members about scheduled meetings (time, location, agenda, etc.)

• Communicate regularly with the Member-At-Large, to allow for accountability and support

• Submit budget updates to the Association Treasurer for approval in advance of any conference expenditures or final decisions on fees.

• Be familiar with WACUHO policies regarding professional courtesies, expenditures of funds, affirmative action, alcohol, etc.

• Co-host with the Executive Committee liaison a WACUHO sponsored pre-conference reception for the committee the evening before the conference (not to exceed $200).

• Provide a comprehensive report to the Executive Committee following the conference along with recommendations pertaining to the handling of the number of registrants

• Ensure that all publications regarding the conference are accurate, professional and maintain the integrity of the Association

• Solicit by the end of the conference a new site for the RAP the following fiscal year

• Submit a brief abstract in January to the Program Committee Chair(s) for inclusion in the program notebook

• Prepare and submit an annual report to the Vice President by May 1st which summarizes the committee's activity during the year.

Although WACUHO encourages colleges and universities to attend the RAP conference held in their specific region, the Association realizes that circumstances arise that prevent schools from attending the RAP conference held within their region. Therefore, colleges and universities have, in the past, attended RAP conferences out-of-region. Due to the burgeoning attendance issues some RAP's have faced, and recognizing that institutions should be trying to attend RAP conferences within their region, a protocol has been developed to bring clarity to the out-of-region RAP attendance issue. This protocol serves as a guide for institutions that have a time conflict with their regional RAP, and are considering attending an out-of-region RAP conference.

Protocol:

• Once a RAP Conference date has been set, the RAP Chair(s) needs to make sure to get the time, date, location, and contact information up on the WACUHO web-site to ensure all WACUHO member institutions know when all of the RAP conferences are taking place.

• Regional RAP planning committees and hosts are only required to send out registration and program information to member institutions within their specific region.

• If an institution is considering attending an out-of-region RAP conference they need to consult with their regional Member-at-Large and if an institution has a conflict with attending their regional RAP they should refer to the WACUHO web-site to see when out-of-region RAP's are scheduled. In addition, the institution should contact the out-of-region RAP Chair(s) of the conference before attempting to register.

• The institution should then begin filling out an "intention to attend an out-of-region RAP" form which is to be filled out and submitted to the out-of-region RAP Chair(s) during the "open registration" period of the conference. The filling out of the intention form is a courtesy the institution gives to the out-of-region RAP for considering their attendance at the conference.

• The post-mark date (or the fax date) on the "intention to attend an out-of-region RAP" form should provide the RAP committee with the order in which they should offer out-of-region schools registration. For example, the earliest postmark date on an out-of-region "intention to attend an out-of-region" form indicates to the RAP committee that the institution deserves first priority after the "open registration" period ends.

• Institutions attending an out-of-region RAP will only be able to register for the out-of-region conference after the open registration period of the conference ends. Therefore, all of the institutions within a region have the opportunity to register for the their specific conference first.

• When the "open registration" period is coming to an end, the RAP committee should inform the out-of-region schools that have submitted an "intention to attend an out-of-region RAP" form that they have the opportunity to register without being charged a late fee (note: the intention to attend the out-of-region conference form should be submitted during the open registration period because it will give the RAP committee advanced notice that an out-of-region institution is planning to register).

• Chairs and Hosts of a RAP committee can decide whether or not to allow out-of-region attendance will be an over-burden to the resources they have to plan their particular conference (i.e., have enough classrooms been reserved, can an institution handle the excess attendees from a food-service perspective, etc.).

• The RAP Chair(s) and Host(s) can ask out-of-region institutions to submit one or two program proposals (even though it may be after the program submission deadline). This may be asked of an out-of-region institution because the RAP committee may need extra conference programs because of the increase in conference attendees due to out-of-region attendance. Please note that the acceptance of out-of-region program proposals into the RAP conference are contingent upon the RAP committee's acceptance of the out-of-region institution as a conference registrant, the content of the proposal (i.e., does it meet the RAP committee standards for program submissions), and the host institutions ability to meet any audio-visual or space needs of the proposed program(s).

• Institutions that attend an out-of-region RAP are eligible to win the RAP Conference "spirit award", however, if they do not attend the out-of-region conference the following year it is the institutions responsible to get the "spirit award" back to the RAP Chair planning the conference for the following year.

Name and Title:

College/University:

Work Phone Number:

E-Mail:

WACUHO Regional Affiliation:

Briefly explain below, or on an attached sheet of paper why you are attempting to attend an out-of-region RAP conference. Please mention whether or not you plan or planned on attending the RAP conference within your region. Please highlight how many people your institution intends to bring to the out-of-region RAP if room ends up being available at the end of the open registration period. Also, please indicate whether or not anyone from your institution intends on presenting a program(s). Please note someone from the RAP committee will contact you at the end of the open registration period and inform you if the committee can accept your delegation to the conference. Finally, note this form must be submitted to both the Chair of the out-of-region RAP conference and to the Member-at-Large within your region during the open or regular registration period.