Approved by the ASB Planning Board on April 19, 2009.

Section A:    General Responsibilities of the Planning Board.

1. Attendance at all Planning Board meetings.  If more than two meetings are missed, the absence must be formally addressed at the next Planning Board meeting;
2. Participation in the general fundraising efforts for the organization;
3. Attendance at the site facilitator retreat, orientation, and reorientation;
4. Participation in recruitment efforts such as quad day and recruitment nights;
5. Holding cube hours (2 hours for first semester and 1 hour for second semester).
6. All board members must read participant applications.  No board member may grade their own application.

Section B:    Specific Planning Board Position Responsibilities.

It is the responsibility of all ASB board members to work on recruitment and publicity.  External Relations will create publicity materials and form a strategy, but all ASB board members will be expected to contribute time to recruitment by executing the plan.

Co-Director (2): Lead Planning Board as a whole, including running weekly board meetings and serving as liaisons between ASB and the YMCA. The co-chairs are responsible for developing and sharing an overall vision for the organization and ensuring that ASB accomplishes its objectives in a manner consistent with the overall values of the organization.  The Co-Chairs are also responsible for ensuring that all positions are meeting their responsibilities, for facilitating organizational communication, and for producing and disseminating an annual report.

External Relations Chair (3): The primary responsibility of this position is to develop relationships with the diverse student body and university.  External is responsible for planning quad day, organizing all recruitment activities, orientation, and for publicity for all ASB functions.

Multimedia Chair (1): Main responsibilities include maintaining the ASB website, designing and ordering ASB T-shirts, and managing ASB technologies.  The Multimedia Chair will also work closely with External, Educational Outreach, and Organizational Fundraising Chairs to design publicity for all ASB functions.  Experience with graphic and web design software is required.

Organizational Fundraisers (2): Organizes and oversees fundraisers year-round for the Planning Board and the organization as a whole.  The money raised in these efforts goes towards all ASB functions. Organizational Chairs are also responsible for taking part in a grant writing committee.

Internal Development Chair (1): Responsible for facilitating communication within ASB. This position maintains online trip databases, as well as collects trip fees from participants. The Internal Chair updates Alumni information and maintains any other pertinent ASB history. The position will work closely with Treasurer in tying up loose ends of housing for trips and will ensure an invoice before asking Treasurer to send housing sites any money. Internal Chair will also review Maria Somma Scholarship applications with the Treasurer. Lastly, Internal Chair also acts as secretary by keeping up the ASB office, sending out mass emails, preparing and recording paperwork, and taking minutes at board meetings for documentation.

Site Development Chair (2): Responsible for selection of locations, issues, and housing for fall, winter, spring and summer break trips, and coordinating the Curriculum-Based Alternative Break (CBAB). They also will work to build closer relationships with other Alternative Break Programs across the country and possibly coordinate joint trips. Site Development acts as a liaison between the host agencies and ASB.  Additionally, this position works with the site facilitators before break to orient them with the site and after the trips to do detailed site evaluations.  Site development coordinators are responsible for addressing any pre-break site emergencies.  Much of this position’s work is accomplished over the summer.

Site Facilitator Trainers (3): Manage the process of interviewing, selecting and training the site facilitators for all ASB trips. Specifically, this includes training sessions with all site facilitators for all ASB trips during which policies issues, group dynamics, diversity, education and reflection are discussed. Site facilitator trainers are also responsible for organizing the site facilitator retreat and facilitating communication between the Planning Board and site facilitators.

Educational Outreach Chairs (2): The main goals are to foster educational motivations in participants, as well as to build and maintain close relationships with Urbana-Champaign agencies.  Educational Outreach Chairs will work with all trips in developing and implementing issue-oriented fundraisers to donate money to each trip’s corresponding host organization.  They will also serve in the development of pre- and post-break projects, planning of Coffee Talks and reorientations, and arrangement of local volunteer days.  In order to achieve this, the chairpersons will work closely with the Site Facilitator Trainers and attend training sessions when appropriate so as to form bonds with the trips.

Treasurer (1): Responsible for the financial concerns of the organization. Makes budgets, applies for SORF funds, maintains University and other bank accounts, manages trip treasurers and oversees the collection of money from trip fees and fundraising. Sets a date for the final submission of all money, and reviews Maria Somma scholarship applications.  The treasurer works closely with the Co-Directors in producing an annual report.

Student Advisor (0 or 1): Responsible for assisting the YMCA Staff Advisor in all duties, especially the maintenance of organizational memory.  In addition to assisting the YMCA Staff Advisor, the Student Advisor ensures new and future development and growth of the organization by taking up a project of their own.  This board member is non-voting, except in the event of a tie.

YMCA Staff Advisor (1): Acts as a liaison between the YMCA and the Planning Board.  The Advisor is responsible for procuring transportation for all ASB trips, verifying and maintaining all participant emergency documentation, organizing van driver training, and serving as a primary emergency contact during trips.  This board member is non-voting.

Section C:    Site facilitator Responsibilities.

1. Attending and facilitating weekly group meetings with trip members in a timely manner;
2. Planning and attending the trip;
3. Serving as the main contact to the organization with which the trip is working;
4. Accurately and thoroughly informing participants of the details regarding their trip;
5. Holding one cube hour per week after the site facilitator retreat until the trip;
6. Organizing and facilitating reflection during the week of the trip;
7. Understanding, abiding by, and upholding ASB policies;
8. Attending site facilitator meetings, which are weekly during the semester until the week following break;
9. Attending the site facilitator retreat(s), orientation, and re-orientation;
10. Facilitating and participating in pre-break and post-break service projects;
11. Facilitating group education and discussion on issues pertaining to the trips.
12. Facilitating and participating in coffetalk and post-coffetalk discussions with their trip.
13. Assisting with the ASB-wide fundraisers.

Section D:    Participant Responsibilities.

1. Attending weekly group meetings with their trip members;
2. Participating in trip activities and attending the trip;
3. Participating in reflection during the week of the trip;
4. Participating in a pre-break and post-break service project;
5. Participating in a coffetalk and post-coffetalk discussions.
6. Reading, understanding, and abiding by the policies of ASB;
7. Attending orientation, and re-orientation.
8. Participate in their trips fundraiser.

Section E:    Trip Treasurer Responsibilities.

1. Attending one policy and procedure meeting with the treasurer
2. Understanding and abiding by all ASB policies, specifically spending policies
3. Signing a demand note
4. Receiving a check from the treasurer in the amount of the trip's budget to purchase groceries, gas, tolls, parking fees and anything else specified by the treasurer
5. Depositing the check from the ASB treasurer in a timely manner
6. Making all ASB approved purchases with ASB money while on the trip
7. Keeping an accurate ledger,
8. Staying within the trip budget, which is specified by the treasurer
9. Keeping all receipts
10. Returning the ledger, receipts and any other requested materials to the treasurer within one week of returning from the trip
11. Responsible for communicating with the emergency contact in the event that emergency funds are needed.”

Section A:    General Participant Selection & Placement.

1. Placement Preparation.  Every application must be given an identification number, a demographic sheet, and a coversheet to conceal the identity of the applicant for the duration of the placement process.  All participant applications must be evaluated by at least two members of the selection committee before general participant placement begins.

2. Placement Process.  All applicants wishing to become participants must have their application in by the stated deadline.  Applications should be sorted according to their highest ranked site.  The site with the largest number of high-preference applicants should be evaluated first.  For this site, one-half (typically 5) participants should be placed solely on the basis of their application evaluation.  Next, the demographics of these participants and the group’s two site facilitators should be reviewed and one-third (typically 4) participants should be placed according to ASB’s group diversity policy [Article VII, Section 2c], with application scores given secondary consideration.  Lastly, the final one-sixth (typically 2) participants should be placed with priority given to first and second year undergraduate applicants and application scores given secondary consideration.  Satisfying the minimum driver requirement [Article VII, Section 2e] takes precedence over all other placement criteria. Once a trip has been placed, unplaced applicants are shuffled to their next-highest-ranked trip.  If no such preference exists, that participant must be dropped [Article VII, Section 2g].  Once all applicants have been placed or dropped, the selection process is closed.

3. International Trip Applicants are to be interviewed in conjunction with undergoing the general application evaluation for the ASB selection process.

Section B:    Site Facilitator Selection & Placement.

1. Interview Preparation.  When potential site facilitators submit their applications, they should also sign-up for an interview time.  Site facilitator applications should then be processed and scored in the same manner as participant applications.  The site facilitator trainers should plan the interview process; however, they may elect to have additional support.  Interview questions should be designed to evaluate based on specific characteristics of effective site facilitators.

2. Interviews.  Interviews should be planned and conducted by the Site Facilitator Trainers; however, they may elect to have additional support.

3. Placement.  Site Facilitators should be matched with co-facilitators who will complement their abilities, personalities, and interests.

Section C:    New Board Selection & Placement.

1. Interview Preparation.  When potential board members submit their applications, they should also sign-up for both a group and an individual interview.  The new board selection committee should plan the interview process.  Interview questions should be designed to evaluate specific characteristics of effective planning board members, and committee members should articulate specific principles they will use to guide their selection process.
2. Interviews.  All interviews should be planned and conducted by the new board selection committee.  All selection committee members should be present at every interview.
3. Placement.  Once all interviews have been conducted, the new board selection committee should develop a slate to present to the current planning board for approval.   At no point, either before or after the slate has been approved, should specific details of the new board selection committee’s interviews or deliberations be discussed with individuals outside the selection committee. In the event that planning board members have concerns about the proposed slate, the selection committee should not discuss the specifics of individual interviews with the board; rather, discussion should focus on the merit of the principles the committee used to guide the selection process.

Section D:    Planning Board Meetings.

Minutes must be taken at every Planning Board meeting.  Minutes from the preceding meeting of the Planning Board will be emailed to the rest of the board by the end of the day the meeting occurs on.  All Planning Board members are responsible for reading over and ensuring the accuracy of minutes.

Section E:    Committee Meetings.

All committees must have a committee chair, who should report back to the Planning Board at its next meeting.  Committees may decide how to select their own chair.

Section F:    Description of Committees.

1. Grant Writing Committee:  ASB Board is required to have a Grant Writing Committee, which shall together work to receive at least 1 grant per year as long as the need for such funding shall exist. The committee shall consist of both co-Directors, the Treasurer, both Organizational Fundraisers, and any other board members who so desires.
   
2. Week-of Committee:  ASB Board is required to have a Week-of committee.  The Week-of committee helps the co-directors assemble van-packs, arrange van pickups, and help on an as-needed basis the week leading up to trip departure.

Section G:    Selection of trip treasurers.

Trip Treasurers. Participants or Site Facilitators can volunteer to be the treasurer for their trip. The Treasurer has authority to decline trip treasurer candidate.

PART III:  REGULATIONS

Section A:    Emergency Money.

The emergency money is to only be spent in emergency situations. Since emergency situations cannot be predicted, emergency money will not be quantified and physically given to trip treasurers prior to their trips. Emergency money will be reimbursed by ASB when the trip returns, provided its use was approved by the emergency contact. One of the designated ASB emergency contacts must be notified prior to or as soon as possible after the emergency money is spent to approve the expenditure(s). If the request is denied by an emergency contact, the participants on that trip are responsible for reimbursing the extra money spent.  All receipts for reimbursement money spent during the trip must be turned in by two weeks following the trip, unless otherwise specified by the Treasurer.

Section B:

In order to receive full consideration, all applications must be:

1. Submitted by the earliest stated deadline (if submitting multiple applications)
   
2. Completed in full
3. Submitted with the appropriate application fee to the YMCA
   
4. Submitted through the appropriate page on the Illinois ASB Website

Section C:    Refunds.

Applicants not placed on ANY trip will be given the option to stay on a waiting list or have their cash or voided checks returned to them.  If they decide to stay on the waiting list and are not placed on a trip they will have their cash or voided checks returned to them.  Applicants placed on any trip they did not clearly mark with an "X" will not receive a refund for any reason.

Section D:    Final Confirmation of Participation.

No participant spot is secure until the balance of the ASB participant fee has been paid in full.

Section E:    Travel.

All ASB participants must leave from and return to Champaign-Urbana with their entire group, regardless of the location of the site. At no time may vehicles rented by ASB be driven outside of the United States.

Section F:    Alcohol and Drugs.

ASB is an alcohol and drug-free program.  Participants are expected to refrain from purchasing, possessing, or consuming alcohol and illegal drugs throughout the duration of the trip and during all ASB-sponsored activities.  Participants who do use alcohol or illegal drugs can be asked and expected to immediately leave the site and are responsible for their own transportation home.  Participants in violation of the alcohol and drug policy will not receive refunds, will be ineligible to participate in future ASB trips, and will be ineligible to serve on the ASB Planning Board.

Section G:    Gambling and Gaming.

All ASB participants agree not to participate in any gambling activities or patronize any gaming establishments during the trip or group-building activities.

Section H:    Participation on International trips.

International trip participants must have participated in an ASB at UIUC trip prior to this trip, and have medical insurance that will cover them in the country that they will be visiting.

Section I:    Policy Enforcement.

The enforcement of ASB policies is the prerogative of the ASB Planning Board.  Failure to abide by the Constitution and/or Bylaws can result in expulsion from the trip and/or Planning Board, and exclusion from future participation in the ASB program and functions.  All ASB participants agree to the stipulations of the ASB Planning Board and the consensus of their group and site facilitators.