LOPSA Policies/Locals program

Locals program

Policy approved by the Board on 12 June 2006.

Policy amended on 14 April 2008.

Policy amended on 8 September 2009.

Purpose of "LOPSA locals" program

The purpose of the LOPSA Locals activity is to give LOPSA members a "local community", local support and local activities. The concept of "year round hallway track" is major component of the locals philosophy. The local organizations provide much-needed local support to our members, and the LOPSA organization supports those efforts.

Kinds of Local Organizations

There are three kinds of local organizations that can have a relationship with LOPSA: Regular Chapters, Student Chapters, and Affiliates. Regular and Student Chapters are part of LOPSA and their members are LOPSA members. LOPSA supports the Chapters so that they can support the members.

Affiliates are not part of LOPSA, but undertake activities that are in some way supportive of our community, members, or mission. LOPSA may provide some support to specific activities of these organizations.

LOPSA has a policy of forming mutually beneficial relationships with other organizations that support our mission and our members and letting each group choose the relationship that works best for LOPSA and themselves.

Regular Chapter

A Regular Chapter is a local presence and part of LOPSA. Regular Chapters carry on the goals and programs of LOPSA at a local level. Because Regular Chapters are part of LOPSA, they are bound by the Regular Chapter Rules. Its members are LOPSA members, and its elected officers are covered by LOPSA's insurance. A Regular Chapter must have at least SIX paid members. Provisional status can be granted with THREE paid members for the first year.

Regular Chapter Benefits

• Directors and officers covered by LOPSA insurance
• Regular Chapter structure and organization setup help
• Regular Chapter Membership dues (if any) handled via LOPSA's web site and credit card processing
• Online resources such as:
  • Dedicated area on LOPSA web site
  • Hosted mailing lists dedicated to the chapter
• Regular Chapter fund management (separated funds and reporting for chapter dues, income, and expenses) if requested
• Sponsorship of specific activities that serve the community and our members.

LOPSA Benefits

• Regular Chapters support the local members
• Regular Chapters strive to sign up new members
• Mission of LOPSA completed at the local level.

Regular Chapter Application

A Regular Chapter may make application to the LOPSA Board of Directors by sending a letter or email to the Board President and/or Executive Director. Applications should include: names of regular chapter members and their individual LOPSA membership status, a list of goals and objectives, local dues (if applicable), and a meeting schedule. After review by staff, the application will be put on the Board agenda for vote.

Regular Chapter Review Process

Each Regular Chapter will be reviewed annually by the Board. Regular Chapter activity, adherence to LOPSA's mission and policies, and number of paid members will be reviewed.

Regular Chapter Rules

To avoid problems resulting from potential violations of the regulations under which LOPSA is chartered as a non-profit, Regular Chapters must follow these rules. For each rule LOPSA's policy is stated, as is the process for handling policy exceptions, as well as the rationale and intent of the policy. Chapters and affiliates are expected to abide by these rules or seek exceptions to them.

Membership

• Policy: A LOPSA chapter must be open to all members.
• Exception: Membership criteria must be publicly available and approved by the LOPSA Board or designee.
• Rationale: As a professional organization, LOPSA is dedicated to serving the public in a non-discriminatory manner. A chapter may not discriminate in a manner that violates the letter or spirit of the IRS rules governing LOPSA's non-profit status.

Political Activity

• Policy: A chapter may not engage in political action e.g. by lobbying, supporting a specific candidate or political party, etc.
• Exception: All exceptions must be approved by the LOPSA Board or designee.
• Rationale: While LOPSA's ability and willingness to engage in political activity may be limited, the Board believes it is best for the national organization to work with local chapters to ensure activities are effective and consistent with LOPSA's mission. A chapter may not engage in political activity in a manner that violates the letter or spirit of the IRS rules governing LOPSA's non-profit status.

Assets

• Policy: If a chapter maintains cash or assets above $500, the chapter must have bylaws which are publicly available, approved by the LOPSA Board or designee, and consistent with the IRS rulemaking regarding LOPSA's non-profit status.
• Exception: There are no exceptions.
• Rationale: LOPSA is committed to transparent governance and fiscal responsibility and this commitment extends to its chapters. A chapter may not accumulate or distribute cash or assets in a manner that violates the letter or spirit of the IRS rules governing LOPSA's non-profit status.

Student Chapter

A Student Chapter is a local presence at an educational institution and part of LOPSA. Student Chapters carry on the goals and programs of LOPSA at a local level with an emphasis on education. Because Student Chapters are part of LOPSA, they are bound by the Student Chapter Rules. Its members are LOPSA Student members, and its elected officers and Student Chapter Advisor(s) are covered by LOPSA's insurance. In addition, Student Chapters must follow the institution's rules for student organizations. A Chapter must have at least SIX paid members and one paid standard member as a Student Chapter Advisor. Provisional status can be granted with THREE paid student members (plus the Advisor) for the first year.

Student Chapter Benefits

• Directors and officers covered by LOPSA insurance
• Student Chapter Membership dues handled via LOPSA's web site and credit card processing
• Online resources such as:
  • Dedicated area on LOPSA web site
  • Hosted mailing lists dedicated to the chapter
• Student Chapter fund management (separated funds and reporting for student chapter dues, income, and expenses) if requested
• Sponsorship of specific activities that serve the community and our members.

LOPSA Benefits

• Student Chapters support the local members
• Student Chapters strive to sign up new members
• Capture new members as they begin their career
• Educational mission of LOPSA completed at the local level.

Student Chapter Application

A Student Chapter may make application to the LOPSA Board of Directors by sending a letter or email to the Board President and/or Executive Director. Applications should include: names of student chapter members and their individual LOPSA membership status, name of Student Chapter Advisor(s) (must be a LOPSA member), a list of goals and objectives, local dues (if applicable) and a meeting schedule. After review by staff, the application will be put on the Board agenda for vote.

Student Chapter Review Process

Each Student Chapter will be reviewed annually by the Board. Chapter activity, adherence to LOPSA's mission and policies, and number of members will be reviewed.

Student Chapter Rules

Membership

• Policy: A Student Chapter must be open to all members as allowed by the rules of the institution.
• Exception: Membership criteria must be publicly available and approved by the LOPSA Board or designee.
• Rationale: As a professional organization, LOPSA is dedicated to serving the public in a non-discriminatory manner. A chapter may not discriminate in a manner that violates the letter or spirit of the IRS rules governing LOPSA's non-profit status.

Political Activity

• Policy: A Student Chapter may not engage in political action e.g. by lobbying, supporting a specific candidate or political party, etc.
• Exception: All exceptions must be approved by the LOPSA Board or designee.
• Rationale: While LOPSA's ability and willingness to engage in political activity may be limited, the Board believes it is best for the national organization to work with local chapters to ensure activities are effective and consistent with LOPSA's mission. A Student Chapter may not engage in political activity in a manner that violates the letter or spirit of the IRS rules governing LOPSA's non-profit status.

Assets

• Policy: If a Student Chapter maintains cash or assets above $500, the Student Chapter must have bylaws which are publicly available, approved by the LOPSA Board or designee, follow the rules of the institution, and consistent with the IRS rulemaking regarding LOPSA's non-profit status.
• Exception: There are no exceptions.
• Rationale: LOPSA is committed to transparent governance and fiscal responsibility and this commitment extends to its chapters. A Student Chapter may not accumulate or distribute cash or assets in a manner that violates the letter or spirit of the IRS rules governing LOPSA's non-profit status.

Affiliates

Affiliates are independent local groups that share similar goals with LOPSA and in some way serve the system administration community and our members in their area. Affiliates are NOT part of LOPSA and will receive support from LOPSA primarily to assist them in providing services to our members and the community.

Affiliate Benefits

• LOPSA may provide limited sponsorship of specific activities that serve the community and our members. For example, LOPSA might co-sponsor an "install-a-thon", local sysadmin gathering or conference. LOPSA might provide refreshments for selected affiliate meetings where presentations or activities are focused on the community or LOPSA goals.
• Access to LOPSA to provide input on national programs and services

LOPSA Benefits

• Affiliate agrees to inform their membership of the advantages/benefits of joining LOPSA.
• LOPSA can send information on programs to Affiliates for distribution to their members.
• LOPSA can gather information which can be used to design programs, services, conference topics.

Affiliate Application

• Affiliates can apply to be a LOPSA Affiliate by sending an email to the President, Executive Director or the Board of Directors for LOPSA.
• Affiliates will be initially reviewed and approved by the LOPSA Board of Directors.

Affiliate Review Process

Each affiliate will be reviewed annually by the Board. Affiliate activity and support of LOPSA's mission and policies will be reviewed

Revocation

The LOPSA Board of Directors reserves the right to revoke Chapter or Affiliate status.