The Council is a non-profit member organization made up of colleges and high schools in Colorado, founded in 1949. Its regular business is conducted by an elected Executive Committee which consists of a President-Elect, Past-President, Secretary, Treasurer, and ten representatives from the following committees: one representing the universities/four-year colleges; one representing the two-year colleges; and eight representatives from the secondary schools. The secondary school representatives are elected from each of the seven geographical districts and represent schools in these districts. The eighth representative is elected from the private high school sector in Colorado.

PURPOSE OF THE COUNCIL:

  • To foster and encourage cooperation between collegiate institutions and secondary schools within the State of Colorado;

  • To promote ethical standards of conduct in the relationships of personnel in both collegiate institutions and secondary schools;

  • To serve as the collection and dissemination agency for information pertinent to colleges and high schools;

  • To promote and encourage research and evaluation of factors regarding the transition of student from high school to institutions of higher learning and other problems in common to both schools and colleges;

  • To encourage professional cooperation between non-profit organizations, interested and active in all levels of education, and personnel from Colorado colleges to secondary schools;

  • To provide and annual forum for college and secondary school personnel to discuss issues and trends and to further their professional development;

  • To provide scholarships, as funds are available, to eligible high school seniors who plan to enroll at one of the member Colorado collegiate institutions. (added in 2009)

This organization is known as The Council or CCHS/CR and is nationally recognized as a successful, all-volunteer model organization dedicated to serving the students of Colorado.

BYLAWS: Bylaws guide the Council; changes to these Bylaws must be approved by the Council’s Executive Committee. The Bylaws (formerly the Constitution) were revised in 2008. The most recent By-Laws changes were approved in March 2013. A copy of the Bylaws is available to all Council members and is on the Council web site (www.ColoradoCoucil.org).

ARCHIVES: Records from the early years of the Council were kept in a file cabinet at Colorado School of Mines. Unfortunately, after the death of one of the Council founders, the file cabinet and its contents disappeared. A few early documents and correspondence survived the years and efforts were made in 1985 to build and archive for the Council from that point forward. The archive file is maintained by the Historian, Barbara Edwards. Contributions to the archives can be made at any time by a Council member. The files of the Past-President of the Council are usually comprehensive and should be submitted to the archives file at the end of their term. Copies of each year’s Handbook are maintained in the file.

HISTORIAN: The President can designate an individual to serve in the role of Historian. This individual assists the Executive Committee Chairs by providing information about Council traditions and previous efforts that have been made by the Council. The Historian, in conjunction with the President, conducts orientations for new Executive Committee members and Committee Chairs.

MEMBERSHIP: Article IV of the Bylaws outlines the criteria for membership in the Council as full members and associate members. Application for membership are reviewed by the Membership Committee chair and voted on by the Executive Committee. The Membership Committee chair is responsible for sending out membership renewal notices each year. There are currently around 400 members. Note: in the absence of a membership chair, this is sent out by another designee.

Membership Dues:

Before 2009:     
College and Universities                                                 
1000 Students or less = $70

High Schools
(based on student head count)
1001-10,000 Students = $80
10,001 or more Students = $90

After 2009       
Colleges and Universities                                                                
$250  with 10 handbooks
(includes 3 pages in Handbook)

High Schools 
(based on high school enrollment)                                                          
1-500  Students = $15                          
1 Handbook       
501-1500 Students = $25                          
2 Handbooks
1501+ Students = $35                          
4 Handbooks

Associate Members = $20                          
1 Handbook                  

Associate membership is available to those whose primary purpose is to assist in the delivery of the educational process, but are not themselves institutions of learning.

In 2006, the general membership voted to accept changes proposed by the Constitutional Ad Review Hoc Committee. The changes proposed were a result of an extensive three-year review of the membership categories, taking into consideration the addition of new secondary and post-secondary institutions in the state. The changes include allowing non-profit colleges accredited by any of the six regional accrediting agencies instead of those accredited by North Central. Language regarding the volunteer nature of the organization was also strengthened. These changes are reflected in the most recent version of the Council Bylaws.

FINANCES: The treasurer is responsible for the management of the Council’s treasury. In 1977 the Council moved from a fiscal year of January to December to one of July to June for ease and appropriateness in filing income taxes. The annual report submitted to the membership at the annual conference reflects the fiscal year activity rather than the operating year activity of the Council. As a non-profit 5013C, the Council filed Articles of Incorporation in 1976, as was necessary for tax purposes. The Article were updated in 2008 (gratis by the Regis University attorney).

The Council strives to maintain in the treasury a balance of at least two year’s operating costs to allow for unexpected financial problems. This would allow the Council to continue its activities for a minimum of one year without incoming revenue. In recent years this has required a balance of around $200,000.

Budgets are prepared each year for Council committees and activities by the treasurer with the involvement of committee chairpersons and the Executive Committee. This process begins immediately after the Annual Conference and the operating budget is usually finalized and approved by the Executive Committee at the February meeting. Committees are expected to operate within their approved budget; all exceptions must be approved by the Executive Committee. All bills/expenses for the year’s activities must be submitted to the treasurer by December 1st, using the monetary transmittal sheet (available on the Council website). The Annual Conference Committee is allowed an extension. Committee chairs should sign off on committee member’s expenditures.

Note: in 2014, the Executive Committee voted to hire an individual to provide administrative financial support to the Executive Committee, specifically to assist in the role of Treasurer, which has become a time-consuming volunteer position. This position has been hired and been in training with the current Treasurer, and is also providing assistance in the membership mailing, due to the absence of a membership chair.

OPERATING YEAR: The Council begins its yearly activities immediately after the Annual Conference of the membership each year and concludes the activities at the Annual Conference. This is different from the fiscal year of the Council (July 1 – June 30) as mentioned previously in the finance section.

EXECUTIVE COMMITTEE (or Board of Directors): All elected members are collectively known as the Executive Committee or Board of Directors (may be used interchangeably) and consist of the Officers and the Representatives. The Presidency of the Council is served on a revolving basis by an individual from a university, a four-year college, a two-year college, and a high school, in that order. There is a gavel that is passed from one President to the next for use in conducting meetings.

OFFICERS: The officers are defined in the Bylaws as the President, President-Elect, Past-President, and Treasurer. The President serves a three-year term: one year as president-elect, one year as President, and one year as Past-President. The Secretary serves a one-year term. The Treasurer serves a two-year term. The Treasurer’s term begins in July after the December election to allow for the preceding Treasurer to finish the fiscal year’s activities.

REPRESENTATIVES: In addition, there are 10 representatives from the following constituencies making up the Executive Committee: one each representing the universities/four-year colleges, the two-year colleges, and eight representatives from the secondary schools. The secondary school representatives are elected from each of the seven geographical districts and represent schools in these districts. The eighth is elected from the private school sector in Colorado. (Geographic map is attached to this document, and available on the Council’s website.)

It was decided in 2012 that representation at the college/university level will include only one representative for the college/universities. The two-year college’s representation remained on representative.

These officers serve a two-year term. The terms are staggered so that terms expire in alternate years. Only Executive Committee members vote at Executive Committee meetings, which are usually held monthly. Committee chairs and guests are encouraged to participate in the discussions for each item up for vote. Executive Committee members who are unable to attend the meetings in person or via phone should designate a proxy to vote in their place and submit this proxy to the President prior to the meeting that are not able to attend. The proxy is available on the Council website. The proxy should be a voting member of the executive committee.

Each person elected to present at these constituencies has the responsibility to speak on issues at Council meetings from their constituency’s viewpoint. When an issue requires poling of the constituency, the elected representative is expected to communicate either via mail or phone with their constituency. A small budget is available for high school representatives to use, since they have the largest constituencies and frequently have difficulty covering the expenses involved.

COMMITTEES: Volunteers to serve on Council committees are solicited from the membership at the Annual Conference as well as throughout the year. They are standing committees that function each year to accomplish the activities of the Council. There are also ad-hoc committees formulated to address new issues and concerns of the Council. These ad-hoc committees usually only exist for the length of time it takes to address these issues and concerns. Occasionally the Executive Committee determines that the ad-hoc committee needs to become a standing committee since the concern has developed into something that the Council needs to address every year.

Some committee chair positions are the responsibility of the Executive Committee, i.e. the Annual Conference Committee is chaired by the President-Elect; the Election and Recognition Committee is chaired by the Past-president.

Other committees are chaired by volunteers from the membership and are appointed by the President. In many cases there are co-chairs of a committee to encourage continuity of committee activities. For example, in one year there will be co-chairs for a committee with one person taking the “lead” chair position. The next year, that person is not a committee chair but the other chair becomes the “lead” chair and a new person comes on as co-chair for the year who will become the “lead” chair the next year. This provides a year of training before a person becomes a “lead” chair. Ideally the committee chairs become the committee itself since they are also familiar with the activities. Occasionally they come from outside the committee. Chairpersons for some committees need to be from different constituencies. The counselor workshop committee should be chaired by a high school person and a college or university person as should the college day/night committee and the professional development committee.

It is not always possible to accomplish the above but every attempt should be made to try to keep these in mind as the Council’s committee are formulated. It is also important for the President to pay special attention to the individuals who volunteer for committee work and encourage each committee chair to attempt to include the individual in their committee membership.

MEETINGS: The Executive Committee and committee chairs meet monthly throughout the year, primarily in Denver. The President sets the meetings for the year in advance so that members can plan ahead to attend. The President and the Historian conduct an orientation session for new Executive Committee members early in January. The President also can call for a Retreat for the Executive Committee and Committee chairs to study/discuss a topic in depth, or to focus on goals for the next year, etc. This takes place in January.

Due to changes in space availability for the ACT conference room where the Council has met since the mid 1990’s, the Executive Committee was charged in 2006 with finding a new location. The Daniels Fund Building is often the meeting location, with other locations used when necessary.

ANNUAL CONFERENCE: Traditionally the Annual Conference was the first Thursday in December, however there was an increasing interest in having the conference on a Friday. Accordingly, since 1994 the conference has been help on a Friday and has had very successful attendance. Occasionally this has been changed to the week before or after depending on hotel availability, desires of memberships, etc. The Annual Conference is a forum of professional development for Council membership and a desire of high quality conference has caused the Annual Conference to be attended by large numbers from the Council’s membership. Since 1992, a limited number of scholarships are available to assist high school counselors attend the conference and to encourage their attendance (discontinued in 2003). In 2005, a reduced registration rate was introduced for graduate students. Conference attendees can receive college credit if the attend both a Counselor Workshop and the Annual Conference. In 2005, the Annual Conference expanded to a two-day format. In 2007 and 2008, a two-day Annual Conference was help in Colo. Springs.

COUNSELOR WORKSHOP: To begin the Fall activities, a series of Counselor Workshops are planned by the committee and presented geographically across Colorado to reach as many counselors as possible. These workshops are to provide a forum for issues and concerns of the membership and to provide an update to attendees from the member colleges and universities. Traditionally, there are two workshops in Denver, one in Northern Colorado (Ft. Collins, Boulder, or Greeley) and one in Colorado Springs or Pueblo. In addition, workshops are offered on a rotating basis to rural Western slope counselors at Colorado Mesa University, Western State University, and Colorado Mountain College one year; Fort Lewis and Adams State University the next year. The workshops have about 820 attendees.

COLLEGE DAY/NIGHT PROGRAMS: This committee plans a schedule of programs at high schools across Colorado beginning in mid-September and ending before Thanksgiving each year (typically around 80-90 programs). Efforts are made to facilitate an opportunity for high school students and parents across the entire state of Colorado to learn about higher education institutions, programs and financial assistance opportunities.

In recent years these programs have been made available to institutions that are not Colorado Council members and a fee system has been developed. In 2010, the fee structure changed to $200/week, regardless of how many programs they attended that week. In the past, another option was to pay $1500 to attend all open programs for the entire day/night schedule. This is monitored and operated through the College Day/Night Committee. The Day/Night Committee tries to schedule around Counselor Workshops and Transfer Programs and to work cooperatively with the NCS, etc.

COLORADO COLLEGIATE HANDBOOK: Each August a new Handbook is published and provided to each member of the Council and sold to interested parties. The Handbook is sold at a reasonable cost to make the Handbook readily available to student and parents of all income levels. For many years, the Handbook remained at $5 for member, $10 for non-member. In 2007, the price increased to $10 for members and $15 for non-members with vouchers available for $5.00, if requested. In 2008, the member’s price was changed back to $5.00. This Handbook is not intended for high schools to use as a fund raising opportunity.

The Handbook contains current information about costs, financial aid, scholarships, educational programs, admissions standards, and other features of each Colorado college/university that is a Council member. The Council distributes around 5,000 copies each year. Revised in 1991, the insert fee (included in membership fee) for member colleges and universities was around $150 for 3 pages; $50 per page for 4-6 pages; over 6 pages was $100 per page. This fee is now included in the membership fee for the Council. In 1999, the Handbook was available in CD Rom format, available at $10 for members/$12 for non-members. Subsequent handbooks have not been available in CD Rom format.

UNIFORM APPLICATION: The uniform application committee is responsible for updating the Uniform Application, securing approval from Colorado Attorney General’s Office for the application, and providing one copy of the approved application forms for all Colorado high schools. The application was developed to facilitate the ease of the application process for the students. Over the years most colleges developed their own application but most accept the uniform application. Each year there is an updated listing in the Handbook indicating which schools accept the Uniform Application. In 2002 the Uniform Application was adopted as the application used by CollegeinColorado.org (formerly ColoradoMentor.com.) In 2008, the printing of the uniform application was discontinued, as the usage of the printed format was small.

COMMUNICATIONS: It is the responsibility of the secretary to take minutes of all the meetings and to make these minutes available to all members in a timely fashion. The secretary complies a directory of work and home addresses and fax, electronic mail and phone numbers of all Executive Committee members, committee chairs and organization liaisons. All individuals in this directory are emailed (as of 201) the minutes as soon as possible after the meeting. The minutes are also posted to the Council’s website. The President and the secretary together compile an agenda to be emailed to individuals in the directory prior to each meeting.

A liaison from the Colorado Commissions on Higher Education (CCHE) - now Colorado Department of Higher Education (CDHE) – Colorado Association of Financial Aid Administrators (CAFAA), Rocky Mountain Association for College Administration Counseling (RMACAC), and Colorado Educational Services and Development Association (CESDA), are invited to attend each Council monthly meeting. Other organizations may be represented as well.

A brochure describing the Council is sometimes produced and it is the responsibility of the membership chair to update, print and distribute each year. It is sent in the dues mailing by the membership committee, provided to new members, and some years there have been mailings to school principals, as well as other public relations uses. In recent years, this information has been provided in bulleted format in the membership letter. In 2014 it was determined that a brochure was needed and it has been produced again.

JOINT BENEVOLENT PROJECT: In an agreement finalized in 1991, the Council and Rocky Mountain Association for College Administrations Counseling (RMACAC) agreed to work cooperatively with projects. Together they sponsor the Denver College Fair each Spring and with part of the proceeds from that fair, they have joint benevolent project to provide workshops to improve the profession and/or benefit students. The split on the profits is ¾ to RMACAC and ¼ to Council. The council agreed to a smaller percentage due to the poor financial status of RMACAC at the time. RMACAC uses the dollars for whatever purpose they see fit; the Council committed to earmarking these dollars solely for professional development. The first project was a counseling workshop during June 1992. The Professional Development Committee is charged with working on this type of project. The Keeping the Options Open (KOO) workshops are an example of how this money is used.

OFFICIAL DIRECTORY: The Council maintains and annually updates a directory of Colorado high schools, some high school administrators, vocal/technical schools, associate Council members, and additional educational agencies. Beginning in 2012, the high school directory (in pdf format) is located in the member’s area of the website. This information includes the address and phone number, the high school CEEB code, all counselors at the school with the key counselor for the college highlighted, and whether the school is a Council member. This directory is provided to member high schools and colleges each Fall.

Council members get the names electronically for free, but all others get the directory in PDF format only for a $50 charge. Colorado State University served the Council for many years with this project. Beginning in 2014, Fort Lewis College is responsible for gathering updated information each Fall and providing the directory. Since 2008 there is no longer a printed directory, it is only available electronically. Non-members can submit a request for the directory to the Council treasurer, and the treasurer will notify Fort Lewis to release the directory after the funds have been collected from the non-member.

SPECIAL RECOGNITIONS: Since 1989 special efforts have been made to recognize the retiring members of the Council. They are listed in the Annual Conference Program each year and are invited to attend the Annual Conference at no charge.

Beginning in 1993, there was a new recognition program initiated for recognizing special contributions to the Council. These awards are Service to the CouncilHall of Fame; and Lifetime Achievement. These are explained in detail with a list of all recipients since 1993 in the attachment at the end of this document.

Due to the untimely death in 2007 of Cynthia Gayles, a past president who remained actively involved in the Council, the Council created a special award titles: The Cynthia E. Gayles award, recognizing outstanding achievements in the field of college admission, and contributions to the mission of higher education in the community.

In July 2005, Channel 7 (no longer participating since 2008) and CollegeInvest (no longer participating since 2009) invited the Council to join them in a program to recognize the outstanding work of high school counselors in Colorado. The Council helped to develop the selection criteria and is responsible for the selection of one of the counselors per month to be honored. Each month the nominations are compiled and sent to the Counselor of the Month Committee to select a recipient. At the end of each year, a Counselor of the Year recipient is selected from the monthly recipients and also receives a $1000 award for professional development. The first award was presented in December 2005 and continues today. Recipients of this award are listed in the Council website (www.coloradocouncil.org).

SCHOLARSHIPS: To encourage and reward college-bound youth who likewise are committed to volunteerism and community service, the Council awards $1500 one-time scholarships to 16 deserving Colorado high school seniors each year to assist with defraying the cost of tuition and fees at one of the member institutions. This initiative started in 2005. Recipients are listed at www.coloradocouncil.org.

OFFICIAL NAME: Over the years the name of the organization has been printed in numerous ways. In 1989, it was officially voted to consistently refer to the organization as “The Council” or “CCHS/CR” and the name of the organization should always be printed as:

                                                      Colorado Council in High School/College Relations

At the same time, the Columbine flower was officially adopted as the logo for the Council. In 2008, this Columbine logo was updated.

OFFICIAL ADDRESS: The Council’s official mailing address is:
                                                            
PO BOX 718
Denver, Colorado 80201-0718

In addition, there is a web address for information about the Council Handbook and other Council Activities. The address (URL) is:

 www.coloradocouncil.org

The original Council website was developed and maintained by Fort Lewis College. It was moved to Metro State College in 2001 for maintenance. In 2008 it was moved to a private vendor, AlexMorabito.com, a Regis University employee. A new website (under a new webmaster) was launched in 2012 and the new web design group was the BCS Group, LLC. In 2014, the Council is maintaining the website in-house.

E-LIST: Administered by the Colorado Mesa University Admissions Office, the Colorado Council Listserv is an email forum for sharing ideas, discussing current professional and legislative issues, learning about local events, finding answers to elusive questions, posting open positions, etc.

New in 2007: the Council began taking credit cards for some things that the Council does. People can register and pay for Counselor Workshops, Handbooks, the Annual Conference, and non-member day/night program registration using their institution’s credit card. This is facilitated through an online registration system (PayPal).

In 2012, the Council purchased 20 table banners, to be used when the Council was at an event.

SUMMARY: This document has been compiled with the intention of providing a summary of some of the Council’s traditions and expectations that aren’t written in any other form. This is not a comprehensive document but should assist in orienting members to Council operations.