Requirements & Policies

Requirements and Policies

Chapter Name
Chapter Logo
Chapter Size and Composition
Chapter Meetings
Chapter Leadership
Chapter Bylaws
Chapter Startup
Incorporating
State Foreign Incorporation Requirements
Federal Employee Identification Number (FEIN)
APRA Group Exemption
Chapter Report Requirements
Treasury
Insurance
Chapter in Good Standing
Contract Restrictions
Dissolution

Chapter Name

A chapter must choose a name not used by an existing chapter.

All recognized chapters are granted permission to use APRA as part of their name. Example: APRA-Illinois. A chapter may not use “APRA” or “Association of Professional Researchers for Advancement” only to describe its chapter.
The chapter must always clearly identify itself as an official chapter of APRA.
The APRA Board of Directors has the authority to take any action necessary to enforce the policies related to the use of the APRA name.
The APRA Board of Directors must approve the chapter name, and any changes to that name.

Procedures for Changing Chapter Names

State of Illinois Articles of Amendment

Chapter Logo

Chapters may have their own logos or letterheads. An APRA logo with the chapter name included is available from APRA headquarters.

Chapter Size and Composition

A chapter must have a minimum of 10 members, with no limit on the maximum number of members. The APRA Board will carefully consider proposed chapters for groups with fewer than 10 members.

There are two types of members of chapters:

Full members are chapter members who are also APRA International members in good standing and entitled to all the benefits of such membership.
Adjunct members are chapter members who do not belong to APRA International. They do not receive the benefits of such membership.

While chapter members are not required to join APRA International, information about joining APRA is shared with all chapter members and they are encouraged to join.

Chapter Meetings

Each chapter must hold a minimum of two meetings per year. Chapters may designate one of the two required meetings as the chapter’s annual business meeting. Chapters may hold as many additional programs or other meetings as they would like each year. Chapter program directors often develop meeting ideas by reviewing meetings held by other chapters.

Chapter leaders should ensure that chapter meetings support the mission and goals of APRA.

Chapter Leadership

A minimum of three people who are APRA International members in good standing serve as the leadership core for the chapter. These leaders should serve as the President, Vice President and Secretary/Treasurer of the chapter. Any other chapter leaders who are called officers must also be APRA International members in good standing. There may be as many officers and directors as provided in a chapter's bylaws.

Other chapter leaders, called directors, need not be APRA International members. Each chapter will establish the composition of its leadership and clearly define this in the chapter bylaws. Many chapters designate a director who has membership and organizational responsibilities and a director who manages communication for the chapter. The communication director may be designated as the person to send the required reporting information to the APRA office.

Notify APRA headquarters after every change in chapter leadership, including changes in contact information.

Chapter Bylaws

The chapter will formulate bylaws and provide a copy of its bylaws to APRA headquarters. The bylaws created by new chapters will be reviewed to assess compliance with the requirements outlined on this site (download sample).

As of August 2002, the APRA Advisory Council revised the Chapter Dissolution Clause that is included in all Chapter Bylaws. The new clause should read: "At such time as the Board of Directors feels it is appropriate, by a majority vote of the board and membership, to dissolve (Chapter Name) due to lack of membership, diminished interest, or other reasons, all funds remaining in the treasury after payment of debts will be given to APRA International or another APRA Chapter for scholarships and/or programming." All chapters should be sure that their Chapter Bylaws include this language. Once any revisions are made to Chapter Bylaws, a copy of the revised version must be sent to APRA International.

As members of APRA International, chapter members agree to uphold the APRA bylaws.

Chapter board members should review their chapter’s bylaws periodically and update them when necessary. An APRA Marketing and Membership Services director must be notified of any changes to chapter bylaws. She or he will forward a copy of the bylaws to APRA headquarters where they will be reviewed by the APRA Board of Directors. Copies of the bylaws for each APRA chapter are kept at the APRA office.

APRA Chapter Startup

All chapters formed after April 1996 must:

Incorporate in Illinois.
Submit a copy of foreign registration incorporation, if required.
Secure a Federal Employer Identification Number (FEIN).
Use APRA’s 501(c)(6) group exemption status and adopt the fiscal year of January 1–December 31.
Submit a roster of member names and addresses to APRA International.

Benefits of Incorporating

Incorporating protects the chapter members from personal liability for chapter obligations. Individuals acting on behalf of an unincorporated chapter may be held personally responsible for the activities of the chapter. Another benefit of incorporating is to allow for the perpetual life of the chapter. It also gives the chapter a fixed organizational structure.

Incorporating in Illinois benefits the chapter because the APRA headquarters staff acts as the registered agent, making sure that the annual report for the Illinois Secretary of State is filed to keep the chapter’s incorporation active and in good standing.

Access the Articles of Incorporation for Illinois form.

Read instructions on how to fill out the Articles of Incorporation for Illinois.

Possible State Foreign Incorporation Requirements

After your chapter incorporates in Illinois, it may be required to file a Certificate of Authority to conduct business in your state. To find out if this is required in your state, contact your Secretary of State’s office.

Requirement for Federal Employee Identification Number (FEIN) SS-4 Form

Complete an SS-4 form.

See APRA instructions on preparing the form; government instructions on preparing the form.

Benefits of Participating in the APRA Group Exemption (Nonprofit Status)

When a chapter incorporates independently, the chapter leadership must decide what type of nonprofit entity the chapter will be, such as a 501(c)(6) or 501(c)(3). This involves a lot of paperwork. It may be necessary to consult an attorney, adding expense to the chapter’s incorporation. Each chapter that incorporates through APRA receives the benefit of reduced paperwork and no legal fees for the incorporation process.

The most important benefit of participating in the APRA group exemption is that your chapter will have the 501(c)(6) status without all the paperwork and legal expenses.

APRA Group Exemption Request Form

Letter of Authorization

Letter of Resolution

Chapter Report Requirements

Chapters must provide APRA Headquarters with annual reports about chapter elections, chapter leadership rosters, chapter mailings and membership rosters.

Chapter Annual Reporting Requirements

Statement of Financial Position Form (sample form)

Statement of Activities Form (sample form)

Officer and Director List Form

Treasury

Each chapter must have a bank account. The Social Security number of the treasurer may be used to open the account. As soon as you receive your chapter’s FEIN, notify the bank, remove the Social Security number and replace it with your chapter’s FEIN.

Insurance

APRA International provides liability insurance for chapter officers and directors for its chapters in good standing. Learn more.

Chapter in Good Standing

When a chapter has submitted its current Statement of Financial Position, Statement of Activities, Chapter Officer and Director List, Foreign Incorporation Forms (if required) and membership roster to the APRA office, it is considered to be a chapter in good standing.

Contract Restrictions

Chapters may not enter into any contracts or purchase anything in excess of $10,000 without prior approval of the APRA Marketing & Membership Services Committee.

If your Chapter wishes to enter into such a contract or purchase, your request must be sent to the APRA Marketing and Membership Committee. Your request will be processed and approved as quickly as possible.

Dissolution

Dissolution of a chapter must take place in compliance with the chapter’s bylaws (see Chapter Bylaws)

APRA International shall take no action to cause the dissolution of a chapter except as stated below:

Dissolution may occur if the chapter does not annually file to APRA headquarters its year-end financial statement, board list and any other documents filed with government agencies. Noncompliance with APRA’s filing and reporting requirements will be interpreted as a move to end the chapter’s affiliation with APRA International.