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HANDBOOK PART ONE

MENC's Structure

MENC is member-driven, with planning and direction taken from its strong and diverse membership. MENC responds to the needs of membership through its structure of committees, societies, and task forces; its close ties with the federated state associations; and its elected leadership. MENC leadership begins with the National Executive Board (NEB), the legal representative of the organization. As the governing officers of MENC, the NEB is made up of leadership at the divisional and national levels and relies on the National Assembly for information. The National Assembly, NEB's advisory body of state association leaders, holds its meetings annually and concerns itself with providing input for national policies and organizational efforts.

Divisions
MENC is divided into six geographical divisions: Eastern, North Central, Northwest, Southern, Southwestern, and Western. All divisions have elected and appointed leadership that represent regional concerns and provide input for national issues and efforts. Some divisions offer conferences in the off years from the national conference. Division conferences draw members from different states in the region, offering a variety of concerts, workshops, lectures, industry exhibits, and more.

Federated State Associations
MENC maintains close relations with its fifty-two federated state music educators associations. MENC and the state associations work together to form a tight network of information and resources. The state associations function independently of MENC, addressing state-level concerns and offering a variety of membership activities, including in-service conferences and seminars, festivals, and competitions.

Membership in the national and state organizations is reciprocal. Students who apply for Collegiate membership become members of MENC and their state association, entitling them to the rights and privileges associated with membership at the national level (except voting and holding office) and state levels. For more details, visit MENC's Member Benefits and Services page.

MENC Collegiate Chapter Structure

Chapter Eligibility
MENC Collegiate membership is a membership classification that provides for student participation at the college and university levels through authorized Collegiate chapters.

Any college or university that is qualified to prepare students for certification and employment as music teachers in public, private, or parochial schools, or that offers a preparatory program for a teacher education curriculum that may lead to such certification may form a Collegiate chapter of MENC. The following requirements are necessary to form a Collegiate chapter:

• the head of the institution's music or fine arts department or school of music must give his or her approval;
• a designated member of the faculty who is an MENC member must be appointed as the chapter advisor; and
• at least one student must be enrolled as a Collegiate member.

The chapter bears the name of the institution within which it is organized, and a number is assigned to each chapter by the MENC national office.

Student Eligibility
Students who are enrolled in an institution with an MENC Collegiate chapter, who are interested in music education, and who are not employed full-time in the field of music education are eligible for Collegiate membership in MENC. Such students become members of MENC through their institutions' collegiate chapters when proper remittance and a completed application are received at the MENC national office via the MENC Web site, by fax, or by mail.

Local Fees
Advisors may collect an additional local fee for the chapter operation. Advisors may choose not to collect a local fee from their student members. IF local fees are collected, these will be independent of MENC dues and shall not be mandated, administered, or regulated by MENC. The advisor and chapter members are responsible for the collection and management of these local fees if imposed.

Organization
Some chapters may find an unstructured organization will meet the needs of their membership, but in most cases, chapters will benefit from a firm organizational structure in which officers are elected, regular programs and meetings are planned and implemented, and special activities are established as a part of the chapter's structure.

Advisor
The chapter advisor serves as the most important link in the chain of communication between Collegiate members and MENC. Each chapter must have an advisor who is a member of the music faculty at the host institution and who is appointed by the department chairperson. A co-advisor may be selected to assist the advisor when necessary. Chapter advisors must be:

• members of MENC;
• members of a college music faculty who are directly involved in music education;
• interested in the teaching profession and in the enhancement of the school music program;
• understanding of the aims and objectives of music education in the schools; and
• enthusiastic and able to organize.

Chapter advisors should perform the following responsibilities:

• act as representatives of MENC to the students: inform the students of the nature, purpose, and function of MENC; encourage interest and participation of students in MENC activities; and act as liaisons with the various levels of MENC;
• serve as advisors and guides in formulation of chapter programs and policies;
• serve as resource persons;
• encourage students to activate their membership online through the MENC Web site. If students prefer, the students can download a copy of the MENC Collegiate Application form from the MENC Web site, complete the form, and remit it with their dues based on their state affiliation.
  • Note: Advisors may collect an additional local fee for chapter operation. Some advisors may choose not to collect a local fee from their student members. IF local fees are collected, these will be independent of MENC dues and shall not be mandated, administered, or regulated by MENC. The advisor and chapter members are responsible for the collection and management of these local fees if imposed.);
• receive and distribute fall enrollment materials to potential members;
• explain the benefits of MENC Collegiate membership during orientation meetings, methods classes, and other functions that involve music education students;
• complete Section B on each student's Application for Collegiate Membership with signature;
• receive the August and September MENC publications in bulk and distribute these periodicals to their students to promote MENC membership;
• encourage the development of student initiative, leadership, and imagination to build a sense of responsibility on the part of students;
• help officers in fulfilling their respective duties, including the maintenance of chapter records;
• meet with chapter officers to help with planning and implementing chapter activities;
• promote professional attitudes among chapter members;
• work for support of the chapter by members of the college faculty and explore with department chairpersons the possible funding of chapter activities;
• represent the interests of the chapter on campus and at MENC functions; and
• promote the concept of chapter importance in training music education students.

Officers

Each chapter should elect a president, vice president/president-elect, secretary, and treasurer. Additional officers and committees may be useful for involving members and expediting the work of the chapter. If possible, a system of carryover from year to year should be instituted. The elected officers and the chapter advisor, who acts in an ex officio capacity, constitute the Executive Committee.

The members of the Executive Committee assist the chapter advisor with these functions:

• act as liaison to the MENC national office and the National Collegiate Advisory Council;
• respond promptly to all correspondence sent by the MENC national office and the members of the National Collegiate Advisory Council;
• conduct a membership drive at the beginning of the school year;
• announce the date, location, and time of each chapter meeting;
• maintain a bulletin board or Web site for dissemination of information to members;
• announce the dates and locations of the upcoming state, division, and national conferences; and
• draw up a workable chapter constitution that specifies method and time for election of officers and maintenance of the chapter. (A sample constitution is included in Appendix B on page 27 of the Collegiate Handbook. Chapters are encouraged to modify this basic structure to meet their needs.)

Officer Duties

President

The chapter president should perform the following duties:

• preside at chapter meetings;
• represent the chapter on- and off-campus;
• uphold the principles of the constitution established by the chapter;
• develop an agenda and preside at Executive Committee and chapter meetings; and
• appoint standing committees approved by the Executive Committee.

Vice President/President-Elect

The chapter vice president/president-elect should perform the following duties:

• preside at Executive Committee and chapter meetings in the absence of the president;
• coordinate the membership drive;
• contact guest speakers chosen by the Executive Committee;
• introduce speakers and other guests at chapter meetings;
• publicize meetings and other activities; and
• inform other Collegiate chapters in your state of your chapter activities.

Secretary

The chapter secretary should perform the following duties:

• record and distribute the minutes of Executive Committee and chapter meetings;
• provide information regarding the chapter as requested by the chapter president and advisor;
• prepare letters of confirmation and appreciation for guest speakers;
• report chapter activities for publication in state or national periodicals; and
• inform other Collegiate chapters in your state of your chapter activities.

Treasurer

The chapter treasurer should perform the following duties:

• assist the chapter advisor in collecting completed applications for Collegiate membership;
• maintain membership records and prepare a chapter roster at the conclusion of the enrollment period; and
• maintain the chapter's financial records.

Other Officers and Committees

Other officers may be elected (for example, parliamentarian, archivist, editor) in order to distribute business more evenly among members and to create a larger Executive Committee. The following are additional committees within a chapter that may be appointed by the chapter president and approved by the Executive Committee:

• Fund-Raising
• Membership
• Social
• Publicity
• Special Projects
• Legislative Action
• Music In Our Schools Month®
• Tri-M Music Honor Society®

Continuity

Advisor and officer continuity from one year to the next is encouraged to ensure chapter existence, development, and continuous growth.

• The vice-president/president-elect should serve as the president in the following term.
• Chapter advisors should serve at least a full academic year.
• Newly elected officers should be given records and other pertinent information from previous officers and from the chapter advisor.
• Procedures for chapter operations should be established in writing to ensure continuity of organizational processes.
• Detailed records of chapter programs and activities should be maintained so that activities of previous years may be reviewed and evaluated for the formation of future activities.

State Collegiate Chapters

Some states have a state Collegiate chapter that includes representatives from each chapter in the state. State Collegiate chapters are organized, composed, and governed by the federated state associations. Existing state chapters have served to broaden the scope of MENC Collegiate membership by providing a larger forum for the exchange of ideas among local chapters and individual Collegiate members. The establishment of state Collegiate chapters is encouraged to allow a wide area of project participation. For more information, the federated state association in which the chapter exists should be contacted. Call MENC Collegiate Membership at 800-336-3768 or visit our page of federated state associations for information on whom to contact in your state.

HANDBOOK PART TWO

The National Collegiate Advisory Council

Function
The National Collegiate Advisory Council is composed of the national Collegiate chairperson, the national Collegiate chair-elect, the immediate past chairperson, the division and state chairpersons, and one appointed student representative from each of the six divisions. The National Collegiate Advisory Council shall:

• promote and encourage meaningful participation by students in all programs of MENC;
• support the continued growth of MENC Collegiate membership;
• continually seek new means to facilitate the transition from student to professional educator;
• develop an agenda for council meetings to interpret MENC goals and objectives as they apply to Collegiate members and to implement processes with which the council can accomplish its mission;
• maintain liaison between local chapters and the MENC staff and between local chapters, state chairpersons, state organizations, and the MENC National Executive Board;
• develop effective communications by implementing a communication system that will give Collegiate members access to each other and to all areas of MENC;
• plan and coordinate Collegiate activities at national conferences to secure the input and participation of Collegiate members; and
• promote the interests of Collegiate members in the capacities of management, support, coordination, planning, and leadership at the national level.

List of National Collegiate Chairpersons

Council Members

National Collegiate Chairperson

The national Collegiate chairperson serves a two-year term in conjunction with the MENC president as the advisor for the MENC Collegiate membership program and a consecutive two-year term as immediate past chairperson.

Qualifications

The national Collegiate chairperson must be:

• a full, active member of MENC;
• a member of a college or university music faculty who is directly involved in music education;
• elected national chair-elect two years prior to taking office;
• an individual who has been successful as a chapter advisor;
• fully acquainted with MENC and its structure, Collegiate activities, and programs;
• interested in the growth of the profession through active participation in professional meetings at all levels;
• interested in promoting the MENC Collegiate membership program as an essential facet in the preparation of music educators; and
• aware of challenges, issues, and trends in teacher education, and knowledgeable in the current challenges in music education.

Responsibilities

The national Collegiate chairperson:

• serves as chairperson of the National Collegiate Advisory Council;
• serves as a member of the MENC National Assembly;
• acts as a liaison with the national president of MENC;
• plans and implements functions for the Collegiate membership program in coordination with the MENC national office;
• maintains communication with Collegiate national chair-elect, immediate past chairperson, and division chairpersons, as well as state chairpersons, student division representatives, and chapter advisors;
• plans and coordinates Collegiate membership activities for the next MENC national in-service conference;
• serves as the nominating committee chairperson for the election of the national Collegiate chair-elect; and
• develops an agenda and presides at the biennial meeting of the National Collegiate Advisory Council held during the MENC national in-service conference.

National Collegiate Chair-Elect

The national Collegiate chair-elect is elected by the National Collegiate Advisory Council (NCAC) and serves a two-year term, in conjunction with the MENC president-elect, in preparation for a two-year term as the national Collegiate chairperson and ultimately a two-year term as the immediate past chairperson. This position is a six-year commitment and follows the consecutive terms of the MENC president's obligations. Upon taking office, it is advised that the chair-elect resign any other NCAC positions he/she holds at that time.

Qualifications

The national Collegiate chair-elect must be:

• a full, active member of MENC;
• a member of a college or university music faculty who is directly involved in music education;
• able to assume the duties and responsibilities of the national chairperson in the event that individual is unable to fulfill his/her duties and responsibilities;
• a division or state chairperson presently or within the past two years;
• an individual who has been successful as a chapter advisor;
• fully acquainted with MENC and its structure, Collegiate activities, and programs;
• interested in the growth of the profession through active participation in professional meetings at all levels;
• interested in promoting the MENC Collegiate membership program as an essential facet in the preparation of music educators; and
• aware of challenges, issues, and trends in teacher education, and knowledgeable in the current challenges in music education.

Responsibilities

The national Collegiate chair-elect:

• serves as advisor to the national Collegiate chairperson;
• acts as a liaison with the national president-elect of MENC;
• assists in planning and implementing functions for the Collegiate membership program in coordination with the MENC national office;
• maintains communication with Collegiate national chairperson, immediate past chairperson, and division chairpersons, as well as state chairpersons, student division representatives, and chapter advisors;
• plans and coordinates Collegiate membership activities for the MENC national in-service conference coinciding with his/her term as national Collegiate chairperson;
• serves on the nominating committee for the election of the national Collegiate chair-elect;
• accepts other duties and responsibilities as assigned by the National Collegiate Advisory Council and the Collegiate national chairperson; and
• tallies the votes for the election of the incoming national Collegiate chair-elect held during the council's biennial meeting.

Election Process

All division and state Collegiate chairpersons serving since the previous MENC national in-service conference are eligible to hold the office of national chair-elect. The outgoing national Collegiate chairperson, national chair-elect, immediate past chairperson, and the division chairpersons shall act as the nominating committee for the election. The MENC national office shall distribute a list containing the names of the division and state chairpersons to the nominating committee on or before January 15th of the election year. Each member of the nominating committee shall return a first, second, and third choice for nomination to be received to MENC no later than February 28th of the election year. Collegiate chairpersons receiving nominations are informed prior to the election for their consent to run.

The nominees who give their consent to run are listed on the election ballot as candidates for national Collegiate chairperson. All members of the National Collegiate Advisory Council in attendance at their meeting held during the MENC national in-service conference are eligible to cast a ballot after hearing brief comments from each candidate. In the event that a candidate cannot be physically present, a written statement from the candidate will be read.

After the collection of the ballots, the outgoing national chair-elect shall immediately tally the votes. An election is determined when a candidate receives the majority of votes. The elected candidate shall be declared the new national Collegiate chair-elect for the coming biennium. A simple majority of voting members present shall constitute election. According to Robert's Rules of Order, Newly Revised, in the case where there is no election, it is necessary to ballot again, and to continue balloting until there is an election. According to the MENC Constitution and Bylaws, Robert's Rules of Order, Newly Revised governs all MENC national business meetings.

Immediate Past National Collegiate Chairperson

The immediate past national Collegiate chairperson is the previous national Collegiate chairperson, and serves a two-year term in conjunction with the MENC immediate past president as an advisor to the MENC Collegiate membership program.

Responsibilities

The immediate past national Collegiate chairperson:

• serves as ex officio advisor to the National Collegiate Advisory Council;
• acts as a liaison with the immediate past national president of MENC;
• assists in planning and implementing functions for the Collegiate membership program in coordination with the MENC national office;
• maintains communication with the Collegiate national chairperson, national chair-elect, and division chairpersons, as well as state chairpersons, student division representatives, and chapter advisors;
• assists in planning and coordinating Collegiate membership activities for future MENC national in-service conferences;
• serves on the nominating committee for the election of the national Collegiate chair-elect.

Division Collegiate Chairpersons

The division Collegiate chairpersons serve as advisors and coordinators for the state chairpersons and their activities within the appropriate division. They also provide continuity and communication between the state and national levels. Each division Collegiate chairperson is appointed by his/her MENC division president to serve a two-year term in conjunction with the appointing president.

Qualifications

Division Collegiate chairpersons must be:

• full, active members of MENC;
• members of a college or university music faculty who are directly involved in music education;
• individuals who have previously served as state Collegiate chairpersons;
• individuals who are or have been successful chapter advisors;
• fully acquainted with MENC and its structure, Collegiate activities, and programs;
• interested in the growth of the profession through active participation in professional meetings at all levels;
• interested in promoting the Collegiate membership program of MENC as an essential facet in the preparation of music educators; and
• aware of challenges, issues, and trends in teacher education, and knowledgeable in the current challenges in music education.

Responsibilities

Division Collegiate chairpersons:

• serve as members of the National Collegiate Advisory Council;
• promote and coordinate MENC Collegiate activities on the division level;
• stimulate communication among chapters in the division;
• work with the MENC division president to further the professional growth of Collegiate membership within the division;
• assume responsibility for planning and implementing special programs for Collegiate members at division conferences;
• encourage leadership training for chapter advisors in the division to ensure proper operation and development of MENC Collegiate chapters;
• provide information concerning division Collegiate activity to the National Collegiate Advisory Council and MENC;
• evaluate the chapter activity descriptions received for the MENC Collegiate Membership Chapter of Excellence Award;
• encourage the formation of chapters within the division in the institutions where none exist;
• maintain a follow-up program for new and reactivated chapters in the division, establish personal contact, and offer encouragement and assistance;
• initiate and preside over meetings of state Collegiate chairpersons whenever possible;
• encourage the appointment of qualified state Collegiate chairpersons within the division;
• appoint a Collegiate member to serve on the National Collegiate Advisory Council as a student division representative for the division; and
• serve on the nominating committee for the election of the national Collegiate chair-elect.

State Collegiate Chairpersons

The state Collegiate chairpersons serve as advisors and coordinators for the chapter advisors within the state concerned. They also provide continuity and communication between the chapter and state levels.

Each state Collegiate chairperson is appointed by his/her state music educators association president to serve a two-year term in conjunction with the appointing president.

Qualifications

State Collegiate chairpersons must be:

• full, active members of MENC;
• members of a college or university music faculty who are directly involved in music education;
• individuals who are or have been successful chapter advisors;
• fully acquainted with MENC and its structure, Collegiate activities, and programs;
• interested in the growth of the profession through active participation in professional meetings at all levels;
• interested in promoting the Collegiate membership program of MENC as an essential facet in the preparation of music educators; and
• aware of challenges, issues, and trends in teacher education, and knowledgeable in the current challenges in music education.

Responsibilities

State Collegiate chairpersons:

• serve as members of the National Collegiate Advisory Council;
• promote and coordinate MENC Collegiate activities on the state level;
• stimulate communication among chapters in the state;
• work with the state music educators association president to further the professional growth of Collegiate membership within the state;
• assume responsibility for planning and implementing special programs for Collegiate members at state conferences;
• encourage leadership training for chapter advisors in the state to insure proper operation and development of MENC Collegiate chapters;
• provide information concerning state Collegiate activity to the division Collegiate chairpersons and the board of directors of the state music educators association;
• encourage the formation of chapters within the state in the institutions where none exist;
• maintain a follow-up program for new and reactivated chapters in the state, establish personal contact, and offer encouragement and assistance;
• initiate and preside over meetings of chapter advisors whenever possible;
• submit chapter news and articles concerning Collegiate programs to state journals and MENC;
• visit local chapters whenever possible; and
• nominate a Collegiate member from the state to serve on the National Collegiate Advisory Council as a student division representative.

Student Division Representatives

An MENC Collegiate member from each of the six divisions serves as a student division representative for the MENC Collegiate chapters within the division concerned. Each student division representative is appointed by his/her division Collegiate chairperson to serve a term of office beginning February 1 in the year prior to the MENC national in-service conference and ending June 30 in the year of the national conference.

Qualifications

Student division representatives must be:

• Collegiate members of MENC during their entire term of office;
• individuals who have shown outstanding leadership qualities in their MENC Collegiate chapter;
• fully acquainted with the structure and activities of MENC Collegiate membership;
• and interested in the growth of MENC Collegiate membership in their state and division.

Responsibilities*

Student division representatives:

• serve as members of the National Collegiate Advisory Council;
• work with the Collegiate chairpersons in their state and division to promote and coordinate MENC Collegiate activities on the division level;
• submit quarterly reports to division Collegiate chairs (e.g., summary of Collegiate activities within the division, ideas for future projects, and plans for report to be presented at the national conference);
• conduct the necessary survey(s) to prepare a report to be presented at the National Collegiate Advisory Council meeting held during the MENC national in-service conference;
• attend the meeting of the National Collegiate Advisory Council held during the national in-service conference. (Student division representatives will be responsible for funding their travel to this meeting.)

Selection Process

Student division representatives are appointed to the National Collegiate Advisory Council. The selection process for this appointment is as follows:

State Collegiate Chairpersons. . .

1. Nominate a Collegiate member in their state to serve as the student representative for their division,
2. Consult with their state association presidents in order to select their nominee based on the qualifications above, and
3. Send their nominations to their division Collegiate chairperson.

Division Collegiate Chairpersons. . .

1. Review the nominations received from the state Collegiate chairpersons in their division,
2. Appoint a Collegiate member to serve as the student representative for their division from the nominations received; and
3. Send their appointment to the MENC national office.

*In the event an appointed student division representative is unable to remain a Collegiate member of MENC throughout his/her term or cannot fulfill the responsibilities of the position, the MENC national office must be immediately informed at which time an alternate student division representative will be appointed by the appropriate division Collegiate chairperson in cooperation with the national Collegiate chair and the state Collegiate chairperson who was directly involved with the original appointment.