Track Coordinator

Track Coordinator Position Description and Expectations

The Gehring Academy Track Coordinators are vital to the success of the Donald D. Gehring Academy. They have responsibility for the oversight of a specific track or session within the Gehring Academy and work in collaboration with designated faculty members to create and present the content for the track.


Academy participants consistently cite the quality and approachability of our Track Coordinators and Faculty Members as a primary reason they attend the Academy and are satisfied with their experience. This year’s Academy planning team, as is our tradition, will select inclusive, respected student conduct and legal professionals to represent the best of our field and Association. The work we do at the Academy shapes the future skill-base, quality, and direction of student conduct as well as the organization as a whole. We appreciate your contribution made on behalf of the Association, the students, and campus communities impacted by our work.



Gehring Academy Track Coordinators agree to:

  • participate in all required conference call meetings and trainings.
  • coordinate conference calls and meeting specific to their track and faculty.
  • adhere to all required timelines and deadlines for providing information, materials, and content for promotion and to be provided to participants understanding that failure to provide the required information in a timely manner may lead to removal.
  • work with track faculty to ensure all sessions are appropriate to the content and learning outcomes provided and in line with the track description.
  • work with track faculty to ensure the content is appropriate for adult learners.
  • keep the Donald D. Gehring Academy Chair, Assistant Chair, and Central Office updated on the status, content and needs of the track.


Gehring Academy Track Coordinators agree to:

  • attend and participate in the entire Academy including meetings, meals, and events.
  • arrive at the Academy site no later than noon on the day prior to the beginning of the Academy and remain through 3:30 pm on the final day of the Academy, unless otherwise noted or agreed upon.
  • attend the all faculty meeting on the day prior to the beginning of the Academy.
  • fully participate in all classroom sessions, minimizing time out of the room for other activities.
  • participate in panels and/or group assignments as assigned or agreed upon in advance with other faculty members.
  • mentor participants through group and/or individual activities including meals and/or social activities.
  • attend Academy opening and all associated receptions/events.




Copyright & Citations– All instructional materials created for the Academy must appropriately reflect attribution to sources of information. In addition, if chapters, articles, models, charts or other forms of training materials are incorporated from another source, copyright clearance must be obtained by Academy Faculty Members from the author(s) of such information that provides permission to reprint as a part of the Academy materials.  Each Faculty Member will be responsible for proper attribution and copyright permission for all materials provided and utilized in the track. The Academy assumes no responsibility for violations.


Material Ownership & Licensure– The authors retain copyright ownership of all original instructional materials provided for the Academy.  This means the right to reproduce, distribute or create derivative works are retained by the author.  The training materials created for the Academy, including PowerPoint presentations and handouts, should be appropriately labeled as the intellectual property of the author with a copyright notice and should be reflected on the footer of all of Faculty Member materials. As a Gehring Academy instructor, each Faculty Member agrees to provide a limited license to the Gehring Academy to publish the instructional materials on the ASCA database for the exclusive use of Gehring Academy participants.  All other uses of the instructional materials are protected by the copyright ownership of the author and require permission for further use.


Participant Materials– Instructional materials (i.e. PowerPoint presentation) will be pre-loaded in a database and available to participants prior to the Academy. Participants will be given access to the database. Therefore, the deadlines for the submissions of materials are not flexible. 



ASCA is committed to making all programs accessible to all participants. Please be sure that consideration is given to those with disabilities.  All materials must be accessible.  As part of the track development process, the ASCA Assistant Director will provide information and resources to aid the inclusive development of all lessons. Non-accessible materials will not be approved by the Academy Chair for use by Faculty Members.


Video/Audiotape/Photography– ASCA requests permission to videotape and/or audiotape Academy sessions.  ASCA may record certain Academy sessions for historical and educational purposes. Some taped sessions may be available to ASCA members, for a nominal rental or sales fee, for educational purposes only.


ASCA staff takes photographs of Academy activities for use in publications, advertising and web site to promote the Donald D. Gehring Academy and ASCA, in general.



All Air travel will be coordinated and paid through the ASCA Central Office. Faculty Members are required to work directly with the ASCA Central Office to make travel arrangements and must not make arrangements independently, unless otherwise approved in advance.


Airport shuttle fare to and from the airport is allowed with appropriate receipts if the cost of the shuttle is less than reimbursement for approved mileage and parking.  Transportation to and from meals and other social activities will not be provided unless these activities are required parts of the approved Academy meeting agenda. If traveling by private vehicle, reimbursement is based on the actual miles or standard highway mileage guides for automobiles.  Tolls and reasonable parking charges, including airport parking if necessary, are allowed in addition to the mileage allowance with appropriate receipts.


Track Coordinators and Faculty Members will have the option to stay in single or a shared hotel room. Faculty can also choose to make and pay for their own hotel arrangements to be reimbursed at the nightly rate of $191.00 based on ASCA costs.


Food costs while traveling to/from and at the Academy, not including alcohol, will be paid by the Academy. Unless specifically noted in the Academy schedule, meals will be provided by the Academy during your stay. Meals purchased during a meal that is provided by the Academy will not be reimbursed by the Academy Budget. Please note that meal costs will only be reimbursed for actual costs up to the amount of the travel per diem.