Becoming a State Representative – Frequently Asked Questions

What does it mean to be an AAGP State Representative?

The State Representative serves as the liaison between AAGP (specifically, AAGP’s national Board of Directors and the Chaptering Committee) and potential and existing AAGP Chapters within an area. That area may be a state or region (especially in metro areas that cross state lines). State Representatives work closely with the national AAGP Chaptering Committee to ensure that emerging chapters have the support and assistance they need to start, succeed and grow.

More specifically, the State Representative is a volunteer who is: 

• An active member of the American Association of Grant Professionals;

• Willing and able to uphold and promote the AAGP Code of Ethics and other codes of professional    behavior;

• An active grant professional with more than three years of working experience in the profession;

• Able to do some light travel within the state as needed to support chapters during starting up;

• Able and willing to chair the first two organizational meetings for each new chapter in their assigned state/area; and

• Able and willing to participate in the State Representative Advisory Network, which is the group of state representatives who share information and support one another.

What are the roles and responsibilities of a State Representative?

The roles and responsibilities of the State Representative include: 

• Serving as the liaison between all chapters within the assigned area and the national AAGP Chaptering Committee and Board of Directors;

• Participating in the State Representative Advisory Committee;

• Preparing and distributing packets for new chapters, including (when appropriate) advertising organizational meetings;

• Organizing and presiding over the first two meetings of each new chapter, and coordinating the chaptering/organization process as defined in chaptering procedures;

• Receiving and transmitting all paperwork regarding chapter creation to AAGP, including the Application for Charter, membership applications and dues;

• Preparing and submitting reports to the national chaptering committee on the activities and status of each chapter within the state at six months, following receipt of chapter and at the annual charter anniversary each year. Annual reports will include information related to the chapter’s composition (members, officers), activities, and finances;

• During first year, receiving/forwarding to the national chaptering committee the minutes from the minimum four required meetings; and

• Providing support to any chapters that have lost members and/or fallen below the minimum number of active members, helping chapter leadership with recruitment/retention activities.

How long is the term for a State Representative?

State representatives are appointed for one-year terms. If you love what you’re doing, you’re also welcome to serve an additional term, as appointments may be renewed at the discretion of the President and the National Chaptering Committee.

Where are you looking to start chapters and appoint State Representatives?

According to the bylaws, AAGP must have State Representatives in each state in which there are members. During the initial start-up phase of chaptering, we are looking to recruit representatives in those states/areas in which individuals have expressed an interested in chaptering. So, if you want to be a state representative and there isn’t one in your area, we’d love to work with you!

What will the State Representatives do to start and support chapters?

This is a brief list of the activities related to starting new chapters:

• Respond to requests for chaptering information within your area;

• Recruit potential chapters and chapter leaders/members;

• Organize, call, and preside over the Initial Organizational Meeting for each new chapter;

• Send out information prior to the meeting to the invited guests (which we can help provide/develop); and

• Lead the formation process – a vote on whether to form a chapter, filling out and signing a charter application, collecting national dues, voting for local officers and setting local dues.

What are the minimum requirements for establishing a chapter?

We will give you more information in the informal orientation process, but these are the minimum requirements for a chapter: 

• Must have 10 members who are willing to join AAGP and pay national dues, as well as any local dues established by the chapter.

• All members of the chapter must be a member of the National organization.

• Chapters must be willing to meet at least quarterly and submit their minutes and financial reports to the national AAGP through their state representatives.

But those are only the minimum requirements. Where chapters can go is limited only by the imagination and willingness of local chapters to get involved and work with other grant professionals. Some possibilities include local workshops and educational sessions, conferences, job banks, newsletters local listservs, social events, and “meet the funder” sessions. Again, it’s up to each chapter to decide what they want to provide for their members!

How can I become a state Representative?

State Representatives are officially appointed by the AAGP president, based upon the recommendations of the chaptering committee. Upon initial approval, the Chaptering Committee will provide you with more information about how recruit potential chapter members in your assigned area. For areas/states with other chapters, you will also receive information about those chapters, including the chapter presidents.