Executive Committee Handbook

January 1998

(with draft revisions and membership updated following the January 2005 meeting)

Additional changes to the original document are indicated by notes of the date of change, e.g., [1/2014].

Contents:

Preface to the First (1993) Edition
Executive Committee Members
General Comments
President
Vice-President
Past-President
Past-Past President
Secretary/Treasurer
Editor of SERAS
Program Chair
Local Arrangements Chair
Council of Conferences Representative
At-Large Members
Webmaster
Membership Participation Information


Preface to the First (1993) Edition

As one who has been on the Executive Committee for three years in the "presidential sequence" and a year as program chair, I wish to thank the individuals who advised me about my duties. The system of oral transmission from the experienced to the inexperienced has worked well for the Southeast Regional Conference over the years.  However, as president, I needed to know about the duties of all the Executive Committee members. So I have prepared this Handbook for future presidents and other Executive Committee members in hopes that it will facilitate their work.

This Handbook is based on comments and suggestions from the executive Committee during the presidential tenure. Truly, without their input, this Handbook would not have been done. Thanks to the 1990 Executive Committee: Derek Waller, Vice-President; Hal French, Past-President; David White, Secretary/Treasurer; Kenneth W. Berger, Annals Editor; Shanta Ratnayaka, At-Large member; Roger Jeans, AAS Council Representative; Daniel A. Métraux, Program Chair; and Melford Wilson, Local Arrangements.

It is my hope that future Past-Presidents will update and revise this book. The Past-President is the individual who has the best knowledge of the over-all working of the Conference. I have attached a revision form for future use.

Andrea McElderry, January 1993


Executive Committee Members
2013-2014
President: Li-Ling Hsiao, Univ. of North Carolina-Chapel Hill
Vice-President: David Ross, Univ. of North Carolina-Chapel Hill
Past-President: Jan Bardsley, University of N.C. at Chapel Hill
Past-Past President: Shiping Hua, University of Louisville
Secretary/Treasurer: Charlotte Beahan, Murray State University
Co-Editors of SERAS: Jeffrey Lidke, Berry College
John Hickman, Berry College
Program Chair (ex-officio): Xiaoyuan Liu, University of Virginia
Local Arrangements Chair
(ex-officio):
Charles A. Laughlin. University of Virginia
Council of Conferences Representative: James Anderson, Univ. of N.C. at Greensboro (though 2014)
Shiping Hua, University of Louisville (2015-2017)
At-Large Members (3): John Van Sant, University of Alabama-Birmingham
Savita Nair, Furman University
Wei-cheng Lin, University of N.C. at Chapel Hill
 Webmaster (ex-officio): Kenneth Berger, Duke University (Retired)

General Comments

All members of the Executive Committee are expected to attend the Executive Committee meeting held at the beginning of the annual meeting. Travel, food, and lodgingcosts incurred are not subsidized by the Conference, with the exception ofthe Secretary/Treasurer. A subsidy of up to $200 is also provided to defray the costs of attendance by the Editor of SERAS. The national AAS provides some subsidy for the Council on Conferences member to travel to its meetings.

Other expenses not normally covered by the Conference include:

In most cases, members' departments or colleges have borne the costs of phone, mail, and copying. These costs are particularly heavy for the program chair and the secretary-treasurer. Cases where funding comes from other sources than the individual or his/her institution are noted under specific offices.


President

The vice-president becomes president at the annual meeting and serves one year until the next annual meeting.

Basic duties:

Arrange the conference site for at least the next annual meeting (for the year after the president's term expires. The president should also have projected conference sites for future meetings, if not firm commitments.. -- [Moved to VP listing 1/2014] 

Arrange for the local arrangements chair in conjunction with the conference site. Keep in close touch with the vice-president about the details of the job to facilitate the transition. Send copies of all correspondence to the vice-president.


Vice-President

The vice-president will automatically become president in the year following his/her election.

Basic duties:

Most time consuming task:


Past-President

Basic duties:

Most time consuming task:


Past-Past-President

Basic duties:

Most time consuming task:


Secretary/Treasurer

The secretary/treasurer is appointed by the executive committee for an indefinite term. Because the secretary/treasurer has more continuity in office than any of the other executive committee members, he/she should be prepared to advise rotating members, especially the president, on various matters, such as the preparation of the annual meeting announcement, forms from the national AAS office, and the state of the conference's finances.

Basic duties:

Most time consuming tasks:

Expenses: Under the 1990 secretary/treasurer, the expenses connected with the job were distributed as follows:

The Conference treasury paid:

The secretary/treasurer's department bore the costs of:


Editor: Southeast Review of Asian Studies

Once a year, SERAS (formerly the ANNALS) publishes a record of the annual meeting of the conference (including the program, abstracts of papers, minutes of the business meeting, and a list of registered participants), selected papers from the conference, and other material that highlights the scholarly activity of Asianists in the Southeast. The editor chairs the editorial committee, which meets twice a year, once at the annual meeting and once again in the spring.

Basic duties:

Most time consuming tasks:

Expenses: Currently (since 1996), expenses are distributed as follows:


Program Chair

A program chair must be prepared to spend a great deal of time during the fall term on many tedious details. The program cannot be completed until after the deadline given in the call for papers, paper proposals come in two forms primarily at two times: full panel or individual paper proposals arrive after each "Call for Papers" mailing, one in the spring and one in late Augustor early September. Most individual papers should be grouped into panels (although some program chairs have had one or two panels of individual papers). Creating panels out of individual papers involves finding a chair and discussant for rather large categories, viz. modern China, Japanese literature. The program chair should freely call Executive Committee members, conference stalwarts, and friends to find appropriate people. The chair may also wish to solicit papers based on the response to the first "Call for papers," etc. This means that the program chair should, if necessary, check with his/her department/college to determine the budget for phone calls and letters. Good secretarial help is likewise important for the program chair. If one cannot prevail upon the departmental secretarial staff, then allow time and energy for "do it yourself."

The program chair should have the final programto the local arrangements chair to be printed and mailed by late November. This means that a program chair must be ruthless about deadlines. In otherwords, don't accept any late proposals.

Basic duties:


Local Arrangements Chair

The local arrangements chair is the liaison between the host institution and the Conference. He/she continues to work throughout the annual meeting while the other members of the executive committee are enjoying the fruits of their labor. And this doesn't mean that the local arrangements chair has not been working just as hard, if not harder, as the other members throughout the year. It is hard to summarize the "arrangements" for a conference, but below, please find an attempt.

Basic duties:


Council of Conferences Representative

The Conference representative to the Council of Conferences (COC) of the AAS is elected to a three-year term. (The next rotation will be April 2005).

Basic duties:

Most time consuming tasks:

Expenses:


At-Large Members

The first year At-Large Member sits on the Graduate Student Prize Committee, with the past-president and the vice-president. The second year and senior At-Large Members serve on the undergraduate Student Prize Committee with the past-past-president. The Senior ALM serves on the Nominating Committee with the vice-president and past-president.

Basic duties:

For 2009-2010, the assignments are:

Nominating Committee: Vice-President (Chair): David Ross
  Past-President: Jan Bardsley
  Senior ALM: John Van Sant
Graduate Prize Committee: Past-President (Chair): Jan Bardsley
  Vice-President: David Ross
  First year ALM: Wei-cheng Lin
Undergraduate Prize Committee: Senior ALM (Chair): John Van Sant
  Past-Past-President: Hua Shiping
  Second year ALM: Savita Nair
Book & Article Prize Committee
[Organizer]
Mark Ravina

[Prev. Book Prize Winner]
Sarah Kovner

[Prev. Article Prize Winner]
Timothy Rich

Past-President:
Jan Bardsley

Past-Past-President:
Hua Shiping



Webmaster
[Added 1/2014, for a position existing since 2003]

Maintains the SEC website:
  • Changes and updates preceeding and following annual meetings.
  • Creates, and updates special features, e.g., historical sections and new volumes of conference publications.
  • Liaison to institutions hosting the website.
  • Coordinates with Local Arrangements and Program chairs for timely posting of meeting information.

Outreach Coordinator (Draft)

[Position removed from listing 1/2014, having been inactive for several years.]

Basic Duties:


Archivist

[Position removed from listing 1/2014, having been inactive for several years.]

Description of the SEC/AAS Archives:

The Archives is the documentary record of the organization. The materials collected include official minutes of annual business and various committee meetings, registration and membership lists, correspondence, secretary/treasurer's reports, records, publications (EC annual meeting programs and the Annals and SERAS), and other materials of possible interest to members and scholars (people present at meetings, registration packets, etc.). The archives presently housed in the Rare Book, Manuscript and Special Collections Library, Perkins Library, Duke University.

Basic Duties: