Section 1 - AOC Contact List

Section 1.1 - AOC Staff

SECTION 3

Chapters and AOC Headquarters

I. AOC Staff

The AOC consists of an executive director, assistant executive director and three departments: Membership, Convention & Education Programs and Administration. Each department also has the responsibility to support certain board of directors committees. The purpose of the AOC staff is the day-to-day management, support and administration of activities necessary to assist the chapters, AOC president, board of directors and committees. The major challenge is to provide the resources to accomplish all of the AOC activities. Chapter officers are encouraged to contact individual staff members for information.

 

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Section 1.2 - AOC Board of Directors

SECTION 3 

Chapters and AOC Headquarters

 III. AOC Board of Directors

The AOC board of directors (BoD) is the governing body of the AOC. It sets policy, ensures the financial well being of the association is maintained. The BoD approves, establishes, prioritizes and evaluates programs on behalf of the members. The BoD consists of the president, twelve regular director, ten regional directors and a president elect. The president is elected by the membership at large for a two year term and is not eligible for a second term. A president elect will be elected to serve during the second year of the president’s term. The twelve directors are elected by the membership at large and serve for three years. Four regular directors are elected each year. The ten regional directors serve two-year terms. Five regional director are elected I even numbered years and five are elected in odd numbered years.

 

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Section 1.3 - AOC Membership Contact

Glorianne O'Neilin
Director of Membership Operations
oneilin@crows.org
(703) 549-1600 EX 203
Dawn Miller
Membership Support
dmiller@crows.org
(703) 549-1600 EX 210
Blain Bekele
Membership Assistant
blain@crows.org 
admin@crows.org
(703) 549-1600 
 
 
 

Section 2 - General

Section 2.1 - Introduction

SECTION 2

General

Introduction

The purpose of this handbook is to provide chapter officers with the minimum information and policy to effectively run the chapter. It is not intended to replace the Operations Manual. The Operations Manual remains the best place to find current policy and required actions. In each calendar year, the minimum requirements to maintain active chapter status are to have three meetings, maintain an elected president and board of directors and submit a financial report no later than 15 February.

 

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Section 2.2 - AOC Goals and Objectives

SECTION 2

General

 AOC Goals and Objectives

The Strategic Planning Committee is a standing committee authorized in the By-Laws. Its primary purpose is to update the AOC Strategic Plan. The Plan is then used to prioritize and allocate resources to serve the needs of the membership. Each chapter president should review the current plan.

What does the AOC do?

 

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Section 2.3 - AOC Constitution and By-laws

SECTION 2

General

 Constitution and By-Laws

The AOC and the AOC Educational Foundation are two separate entities. The same individuals sit on the respective boards of directors, but separate meetings are held, separate tax returns are submitted, and funds cannot be co-mingled. The AOC was granted tax-exempt status under paragraph 501 (c)(6)of the Federal Tax Code. The AOC Educational Foundation was constituted under paragraph 501 (c)(3). To preserve our exempt status, the association and its subordinate chapters must maintain a public purpose and no funds can inure to its members.

The AOC is governed a constitution and a set of by-laws. The constitution can only be changed by a two-thirds majority approval of the board of directors and a majority approval of members voting. By-laws can be changed by a two-thirds majority of the AOC board of directors. The governing by-laws of each chapter were approved in their original form by the AOC board of directors. For legal purposes and to ensure protection of our tax exempt status, changes to chapter by-laws must be approved by the AOC board of directors. The AOC Educational Foundation is governed by a set of By-laws. They may be amended by a majority vote of the Educational Foundation’s board of directors.

Constitution of the Association of Old Crows

Bylaws of the Association of Old Crows

 

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Section 2.4 - Action Dates

SECTION 2

General

 Action Dates

 Each year as chapters schedule their activities, they need to be aware of the key dates and the required actions. 

The following list identifies those key dates. For additional information, refer to the OPM following the activity:

 

 

Monthly  Submission for AOC News Section JED due by the 5th of each month
Weekly  Submissions for Chapter Info in ECROW can be submitted.  ECROW is sent out every Wednesday.
Mar 1 Financial Reports due to AOC (U.S. only, both Operations and Educational Foundation) Forms with the IRS EIN included are mailed to chapter in December.
Mar 1 Nominations for annual election due to AOC  
May 1 Chapter Rebate calculated by AOC, Certification Form Letter sent to chapter president.
May 1 Individual Competitive Awards nominations due to AOC   Chapters and members will be notified if date is changed
July 31 Annual Rebate Certification Letter
July 31    Chapters of the Year nominations due to AOC   Categories: Large, Medium and Small).
Mar 1 Educational Foundation Reports due to AOC (names & address of recipients, amount disbursed/next year projection)  

 

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Section 2.5 - Chapter IRS Financial Reports

SECTION 2

General

 Chapter Internal Revenue Service Reports

Chapters have been granted tax exemption status under IRS Group Exemption procedures. As a result, the AOC is allowed to submit a consolidated return to provide all information about

U. S. chapters in a single report. For the AOC Certified Public Accountant to meet the annual deadline, the AOC must receive chapter financial reports by 15 Feb each year. In addition, a separate financial report is required by the same date from chapters in the AOC Educational Foundation.

The AOC headquarters applies for an Employer Identification Number (EIN) for each chapter. Unfortunately, the IRS does not extract EINs from the AOC consolidated report, so the IRS may send the chapter a notice that it must file a tax return. Please forward that request to AOC headquarters.

Examples of financial reports are in the Appendix.

 

 

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Section 2.6 - Chapter Liability Insurance

SECTION 2

 Chapter Liability

Each chapter is covered by liability insurance which provides $1 million coverage for each lawsuit involving chapter sponsored activities. If you own or lease permanent facilities or you hold social events where the public is admitted for a fee, you will need to obtain proof of coverage.  Please contact the Director of Membership Operations for proof of insurance. 

 

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Section 2.7 - Chapter Operations

SECTION 2

 General 

 Chapter Operations

The local chapter officers are the people who will determine the level of success for the chapter. The “job descriptions” listed below are for guidance only.

            President:

  1. Presides at board of directors meetings
  2. Presides at membership meetings
  3. Ensures committees accomplish their functions
  4. Makes reports to regional director
  5. Writes column for newsletter, if applicable
  6. Signs chapter Rebate Certification letter
  7. Signs and submits request for awareness funds

Vice President:

  1. Performs president’s duties when president unavailable
  2. Manages preparation of chapter of the year award submission

Secretary:

  1. Notifies board members of chapter functions
  2. Prepares meeting minutes
  3. Manages newsletter distribution (regular mail or electronic)
  4. Prepares annual chapter Rebate Certification letter

Treasurer:

  1. Prepares checks as directed by the president an board
  2. Manages chapter accounts
  3. Prepares annual budget
  4. Prepares financial reports for AOC headquarters

Program Coordinator

  1. Prepares meetings schedule
  2. Arranges membership meetings (invites speaker, obtains facility and refreshments)
  3. Arranges for speaker momentos
  4. Writes meeting summary for newsletter

Membership Committee Chair

  1. Reviews monthly reports from national
  2. Keeps updated membership mailing list
  3. Manages chapter recruiting campaigns
  4. Contacts suspended and terminated members

Nominations and Election Committee Chair

  1. Conducts and supervises chapter elections
  2. Coordinates with AOC headquarters for national board nominations

Communications Coordinator

  1. Manages publicity for chapter events
  2. Collects and edits material for chapter newsletter

Prepares material for publication in the JED

 

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Section 2.8 - Holding Classified Conferences

 

SECTION 2

 General 

Holding Classified Conferences

The Defense Security Service (DSS) has determined that an AOC Chapter may not conduct classified meeting and events without holding a Facility Clearance Letter (FCL). No Chapter, or group of AOC Members acting in a manner that can be perceived as representing an AOC or an AOC Chapter activity or event, that does not hold a Facility Clearance Letter, shall sponsor, conduct, plan, or administer any classified meeting or event.

 

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Section 2.9 - Membership Activities

Section 2.10 - Monthly Reports

SECTION 2

General 

 

 Monthly Reports

Each chapter should have someone on the membership committee assigned to monitor chapter members. Chapter Presidents and Membership Chairs have access to the Reports on-Line in the Chapter Presidents only Section of the website www.crow.org The reports include:

  1. Roster Report: provides a list of all chapter members.
  2. New Member Report: a list of new members that joined that month
  3. Suspend Report: list of members who have not paid dues and will be dropped from the roster if payment is not received by the 15th of the following month.

All reports can be found in the Chapter Presidents only Section of our website www.crows.org 

 

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Section 3 - Chapters and AOC Headquarters

Section 3.1 AOC Staff

SECTION 3

Chapters and AOC Headquarters

I. AOC Staff

The AOC consists of an executive director, assistant executive director and three departments: Membership, Convention & Education Programs and Administration. Each department also has the responsibility to support certain board of directors committees. The purpose of the AOC staff is the day-to-day management, support and administration of activities necessary to assist the chapters, AOC president, board of directors and committees. The major challenge is to provide the resources to accomplish all of the AOC activities. Chapter officers are encouraged to contact individual staff members for information.

 

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Section 3.2 Annual Chapter Presidents Meeting

 SECTION 3

Chapters and AOC Headquarters

 Annual Chapter Presidents Meeting

The chapter presidents meeting provides a forum for direct communication between the AOC president, executive director, the board of directors and various committee chairs. The meeting is intended to be a two-way flow of information on any aspect of the association. The meeting will be a scheduled event during the national AOC annual symposium and convention. The agenda is structured to provide chapter presidents information from major standing committee chairs. The remaining portion of the agenda is dedicated to topics suggested by the chapter presidents.

 

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Section 3.3 Board of Directors

SECTION 3 

Chapters and AOC Headquarters

 III. AOC Board of Directors

The AOC board of directors (BoD) is the governing body of the AOC. It sets policy, ensures the financial well being of the association is maintained. The BoD approves, establishes, prioritizes and evaluates programs on behalf of the members. The BoD consists of the president, twelve regular director, ten regional directors and a president elect. The president is elected by the membership at large for a two year term and is not eligible for a second term. A president elect will be elected to serve during the second year of the president’s term. The twelve directors are elected by the membership at large and serve for three years. Four regular directors are elected each year. The ten regional directors serve two-year terms. Five regional director are elected I even numbered years and five are elected in odd numbered years.

 

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Section 3.4 Annual AOC Board Nomination and Election

SECTION 3 

Chapters and AOC Headquarters

Annual Board of Directors Nominations

The AOC officers and board of director’s positions must be filled by the best-qualified members from across the AOC membership. Each year, in January, a request for nominations is sent to the chapter presidents. Nomination forms are due March 1st. The AOC nominations and election committee meets to review the nominations, propose slate of candidates and recommends the slate to the AOC Board of Directors for final selection and approval. The Elections Slate is published in the June and August JED Magazine Issues.  Elections run from September 1st through September 30th

 OpMan 32 - Nominations and Election Committee

 

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Section 3.5 Chapter Awards

SECTION 3

Chapters and AOC Headquarters

 Chapter Awards

The Chapters of the Year Award are presented in Large, Medium and Small categories. Nominations are due to AOC headquarters by July 31 each year. Awards are presented at the chapter residents meeting during the AOC annual convention. For nomination procedures see OPM 72.

 

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Section 3.6 Competitive Awards Program

SECTION 3 

Chapters and AOC Headquarter

 AOC Competitive Awards

The association has a well established and extensive individual awards program. OPM 31 Competitive Awards, provides the nomination form and the details for submission to the AOC headquarters. The highest award given is the AOC Gold Medal for outstanding advances or contributions to the electronic warfare field. The second highest is the Silver Award given for outstanding service in furthering the aims of the association. Only AOC board of directors may make nominations for this award. There are Specialized Awards in 35 different categories from Business Development to Testing & Evaluation. Finally, six Outstanding Unit Awards are given. One each of the U.S. Army, Navy, Marines and Air Force, plus JOINT and NATO units.

Competitive Awards Criteria

Competitive Awards Nomination Form

 

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Section 3.7 Non-Competitive Awards Program

SECTION 3 

Chapters and AOC Headquarters

 AOC Noncompetitive Awards

Chapter presidents can nominate candidates to the AOC board of directors using the format in OPM 31.The executive committee may approve nominations between board meetings. In this case, the EXCOM will report their actions at the following board meeting. There are two categories of noncompetitive awards: Distinguished Service/Outstanding Achievement Awards and Gold/Silver Certificates. The chapter portion of the cost of the DSA and OAA is $25.

Non-Competitive Awards criteria

 Non-Competitive Awards Nomination Form

 

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Section 3.8 Publishing Chapter Events in the JED

SECTION 3 

Chapters and AOC Headquarters

  Publishing Chapter News in the Journal of Electronic Defense

OPM 73 contains instructions for submitting material to the JED. The JED must receive the material at least six weeks prior to the publication date. For example, material for the January issue is due by mid-November. Editorial articles should be emailed Elaine Richardson Naylor Publications (elaine@naylor.com).  Articles for the “AOC News” section should emailed to the membership director at oneilin@crows.org or can be addressed to AOC, Membership Department, 1000 North Payne Street, Alexandria, VA, 22314.

 

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Section 3.9 Social Networking

SECTION 3

Chapters and AOC Headquarters

Social Networking  

 

Follow your fellow chapters on Social Media:

 

Send us your social media links so that we can add then to your Chapter

listing on-line. Social Media is a great way to get out information to your chapter members.

Capitol Club Chapter (DC/VA)

Facebook:

https://www.facebook.com/AOCCapitolClub

Emerald Coast Chapter (FL)

Facebook:

http://www.facebook.com/pages/EmeraldCoastAOC/135498373173400?v=wall

http://www.facebook.com/steven.czonstka

Twitter:

https://twitter.com/tmezonk

Maple Leaf Chapter (Canada)

Facebook: https://www.facebook.com/mapleleafaoc

LinkedIn: https://www.linkedin.com/groups/Association-Old-Crows-Maple-Leaf-8226525

Pike Peak Chapter (CO)

Facebook:

www.facebook.com/pikespeakroost

GoogleGroup:

https://groups.google.com/d/forum/pikes-peak-raven-roost

 

 

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Section 4 - Sample Reports

Section 4.4 - Awards Nomination Form

AOC Awards Web Banner

 alt

The Association of Old Crows has two award categories: Competitive and Non-Competitive.

AWARDS CRITERIA

Competitive Awards:  Recognize individuals and units for their outstanding performance in furthering the aims of the Association of Old Crows in support of the United States or Allied Electronic Warfare (EW), Information Operations (IO), Electromagnetic Spectrum Operations (EMSO). Every year, the AOC presents these prestigious awards to each recipient at the Annual AOC International Symposium and Convention.  - Nomination Deadline: May 1, 2017

 

Competitive Awards Criteria

Competitive Awards Nomination Form

Non-Competitive Awards: Provide the means for our Chapters and the AOC Board of Directors to recognize individual achievements and contributions any time of the year. These awards will NOT be presented at the Annual AOC International Symposium and Convention. 

 Non-Competative Awards criteria

 Non-Competitive Awards Nomination Form

 

Section 4.6 - Scholarship Form

AOC Foundation Logo

Association of Old Crows Educational Foundation

Scholarship Application

Overview and Instructions

Congratulations to the 2017 Scholarship Awardees!

  • Mr. Aaron Dadas - Ohio State University
  • Mr. Kavion Assani - Wright State University

About the Scholarship

The Association of Old Crows (AOC) Educational Foundation (AEF) will be providing two scholarships to college students studying in the fields of Science, Technology, Engineering and Math (STEM).  These scholarships are funded by a $25,000 donation from the Raytheon Corporation.  Two scholarships in the amount of $12,500 each will be awarded in May 2017.

About the AOC Educational Foundation

The scholarship program is administered by the AOC Educational Foundation, a 501(c)3 education foundation.  For more information on the AOC, its leadership and activities, as well as the educational foundation, please visit www.crows.org.

What criteria is used to select the scholarship winners?

Selection of the applicants shall be based on:

  • Academic excellence in STEM area of study
  • Interest and potential future contribution to national defense. (Based on the student essay)
  • If you have any questions or need additional information regarding the application process, please do not hesitate to contact:

Richard Wittstruck

Chair, Scholarship Committee

AOC Education Foundation

crowsman1313@gmail.com

Who selects the scholarship winners?

Students are selected by an independent organization.  The selection shall be made by unbiased, independent group not affiliated with the Educational Foundation or the AOC.  The selected student names, degree program, expected graduation year, essay and nominations (if any) will be presented to the AEF Scholarship Committee for routine confirmation of the selection process. No financial information is requested.