Board approval dates:

• Created on: 06/21/2024
• Most recent update: 01/15/2025

The board shall maintain and periodically update a policy statement that specifies and differentiates the roles of the Community Board and the Executive Director in fulfilling the mission of the college, in order, to ensure clarity and mutual understanding, and to provide appropriate structures of accountability.

Academy for Five Element Acupuncture (AFEA) is a non-profit graduate college governed by a Community Board and managed on a day-to-day basis by an Executive Director. Below is a summary describing the roles and responsibilities of each based on the provided documents and guidelines:

Community Board Role

The Community Board at the Academy for Five Element Acupuncture plays a crucial role in the overarching governance and strategic direction of the institution. Their primary responsibilities include:

1. Setting Vision and Strategic Direction:

• The Board is responsible for establishing the mission, vision, and long-term strategic goals of the Academy. They ensure that the organization adheres to its foundational principles of providing exceptional education in Five Element Acupuncture.

2. Ensuring Adequate Resources:

• The Board oversee and ensure that the Academy has sufficient financial, human, and material resources to fulfill its mission. This includes actively participating in fundraising efforts. Making personal financial contributions annually is encouraged.

3. Oversight and Accountability:

• The Board holds itself and the Executive Director accountable for the institution’s performance and results. They provide oversight on the Executive Director’s performance and ensure alignment with the strategic plan and organizational goals.
• The Board is responsible for implementing a recurring self-evaluation process.

4. Organizational Planning:

• The Board plays a vital role in effective organizational planning, ensuring that the Academy has a robust plan to achieve its goals and navigate future challenges.

5. Governance and Policy Making:

• The Board establishes governance policies and frameworks that guide the institution’s operations. They ensure that there is a clear delineation between their governance role and the management role of the Executive Director.

6. Recruiting and Evaluating the Executive Director:

• The Board is responsible for hiring, retaining, and evaluating the Executive Director. They provide guidance and support while also assessing performance to ensure effective leadership.

7. Recruiting and Evaluating the Auditor and Audit Process:

• The Board is responsible for hiring the auditor and evaluating the audit process.

8. Program and Service Oversight:

• The Board monitors the effectiveness of the Academy’s programs and services, ensuring they meet the needs of students and adhere to the institution’s mission and goals.

Executive Director Role

The Executive Director at the Academy for Five Element Acupuncture serves as the chief executive officer and is pivotal in operationalizing the Board’s strategic vision. Key responsibilities include:

1. Leadership and Administration:

• The Executive Director provides leadership and guidance to staff, faculty, and students. The Executive Director oversees the administration and ensure that all activities align with the Academy’s mission and strategic plan. They are responsible for hiring, retaining, and evaluating staff and faculty. The Executive Director acts as the conduit between the Board and staff for all communications and is the only person on campus ultimately empowered to make decisions about adjusting staff work priorities at any given time.

2. Operational Management:

• The Executive Director manages daily operations, including supervising staff, ensuring compliance with licensing and accreditation standards, and maintaining the safety and appropriate use of the campus.

3. Financial Oversight:

• The Executive Director collaborates with the staff team to develop and manage the annual budget. The Executive Director regularly presents financial updates to the Board and ensure prudent financial management of the institution.
• The Executive Director works closely with the Board Treasurer on the budget and financial reporting to ensure the college remains financially stable. This relationship is key to enabling the Executive Director and Board to address financial challenges proactively and make informed decisions.
• The Executive Director works with the financial committee, finance team, and audit team and maintains regular, open communication about the college finances and is responsible for coordinating the annual audit process.
• The Executive Director ensures that robust internal controls are in place to safeguard the college’s assets.
• The Executive Director is responsible for presenting financial reports to the Board on a regular basis.

4. Community and External Relations:

• The Executive Director acts as the Academy’s representative in the local and broader community, fostering relationships with other organizations and enhancing the institution’s visibility and advocacy.

5. Student Relations and Alumni Engagement:

• The Executive Director is a member of the Admissions Team which plays a critical role in shaping the student body and supporting the institution’s mission by managing the process through which students are selected and admitted.
• The Executive Director reviews student grievances about enrollment decisions made by the Academic Dean. to add and differentiate board role in consideration of final appeals.;;;] * The Executive Director leads the development of a comprehensive alumni engagement strategy that aligns with the college’s overall mission and goals. This includes setting long-term objectives for alumni involvement and ensuring that these objectives are integrated into the institution’s strategic plan. * The Executive Director works closely with the staff team to create programs and initiatives that foster a lifelong relationship between the college and its graduates.

6. Fundraising and Development:

• In collaboration with the Board, the Executive Director helps develop and implement fundraising strategies to support the Academy’s programs and objectives.

7. Strategic Planning and Implementation:

• The Executive Director works closely with the Board in strategic planning and are responsible for the effective implementation of these plans to achieve theAcademy’s goals.

8. Compliance and Ongoing Engagement with the Governance Process

• The Executive Director ensures compliance with all legal and regulatory requirements and implements the policies set by the Board.
• The Executive Director participates fully as an ex officio non-voting member of the Community Board, and attends all regularly scheduled board meetings.
• At each regularly scheduled board meeting, the Executive Director provides the board with a report, describing the state of the college. The report should periodically include circulation of financial statements, including Statement of Activity (P&L), Statement of Position (Balance Sheet) and Statements of Cash Flows.
• The Executive Director serves as an ex officio member of all standing and ad-hoc Board subcommittees.

Summary of Obligations for a Non-Profit Board

According to non-profit governance guidelines, the obligations of a Board include:

1. Determining the Organization’s Mission and Purpose: Establish and periodically review the mission and strategic direction.
2. Selecting and Supporting the Executive Director: Hire, support, and regularly evaluate the Executive Director’s performance.
3. Effective Planning: Ensure effective organizational planning and resource management.
4. Adequate Resource Allocation: Secure adequate financial resources for the institution’s operations.
5. Effective Management of Resources: Oversee and ensure efficient use of the organization’s resources.
6. Monitoring Programs and Services: Regularly assess the effectiveness and alignment of programs and services with the organization’s mission.
7. Governance and Policy Development: Develop governance structures and policies that provide clear guidance for organizational operations.

Relationship Between Board and Executive Director

The Board and the Executive Director work in tandem to ensure the success of the Academy. The Board focuses on governance, strategic oversight, and resource provision, while the Executive Director manages the daily operations and implements the strategic vision set by the Board. This collaborative relationship is essential for the effective functioning and growth of the Academy.

Supporting Material

Community Board Handbook

Boardsource - Board Member Roles and Responsibilities