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Executive Committee Handbook
January 1998
(with draft revisions and
membership updated following the January 2005 meeting)
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
Outreach Coordinator
Archivist
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 Southeastern Regional Conference over the years. However, as president, I needed to know about the dutiesof 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 commentsand 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
| President: | Dan Métraux, Mary
Baldwin College |
| Vice-President: | Cheryl Crowley, Emory University |
| Past-President: | James Gillam, Spelman
College |
| Past-Past President: | Mark Ravina, Emory
University |
| Secretary/Treasurer: | Charlotte Beahan, Murray State University |
| Editor of SERAS: | Steve Gump, University of Illinois |
| Program Chair (ex-officio): | Yawei Liu, Carter Center,
Atlanta |
| Local Arrangements Chair
(ex-officio): |
Shiping Hua, University
of Louisville |
| Council of Conferences Representative: | Charlotte Beahan, Murray State University |
| At-Large Members (3): | Harry Kuoshu,
Furman University Tom Pynn, Kennesaw State University Xuexin Liu, Spelman College |
| Outreach Coordinator: | TBA |
| Webmaster (ex-officio): | Kenneth Berger, Duke University (Retired) |
Allmembers of the Executive Committee are expected to attend the Executive Committeemeeting 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 defraythe 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 costsof phone, mail, and copying. These costs are particularly heavy for the programchair and the secretary-treasurer. Cases where funding comes from other sourcesthan the individual or his/her institution are noted under specific offices.
The vice-president becomes president at the annual meeting and serves one year until the next annual meeting.
Basic duties:
Arrangethe conference site for at least the next annual meeting (for the year afterthe president's term expires). The president should also have projected conferencesites for future meetings, if not firm commitments.
Arrange forthe local arrangements chair in conjunction with the conference site. Keepin close touch with the vice-president about the details of the job to facilitatethe transition. Send copies of all correspondence to the vice-president.
The vice-president will automatically become president in the year following his/her election.
Basic duties:
Most time consuming task:
Basic duties:
Most time consuming task:
Basic duties:
Most time consuming task:
Thesecretary/treasurer is appointed by the executive committee for an indefiniteterm. Because the secretary/treasurer has more continuity in office thanany of the other executive committee members, he/she should be prepared toadvise rotating members, especially the president, on various matters, suchas the preparation of the annual meeting announcement, forms from the nationalAAS office, and the state of the conference's finances.
Basic duties:
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 theprogram, abstracts of papers, minutes of the business meeting, and a listof registered participants), selected papers from the conference, and othermaterial that highlights the scholarly activity of Asianists in the Southeast.The editor chairs the editorial committee, which meets twice a year, onceat the annual meeting and once again in the spring.
Basic duties:
Most time consuming tasks:
Expenses: Currently (since 1996), expenses are distributed as follows:
Aprogram chair must be prepared to spend a great deal of time during the fallterm on many tedious details. The program cannot be completed until afterthe deadline given in the call for papers, paper proposals come in two formsprimarily at two times: full panel or individual paper proposals arrive aftereach "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 discussantfor rather large categories, viz. modern China, Japanese literature. Theprogram chair should freely call Executive Committee members, conferencestalwarts, and friends to find appropriate people. The chair may also wishto 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/herdepartment/college to determine the budget for phone calls and letters. Goodsecretarial help is likewise important for the program chair. If one cannotprevail upon the departmental secretarial staff, then allow time and energyfor "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:
Thelocal arrangements chair is the liaison between the host institution andthe Conference. He/she continues to work throughout the annual meeting whilethe other members of the executive committee are enjoying the fruits of theirlabor. And this doesn't mean that the local arrangements chair has not beenworking just as hard, if not harder, as the other members throughout theyear. 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:
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): | Cheryl Crowley |
| Past-President: | James Gillam |
|
| Senior ALM: | Harry Kuoshu |
|
| Graduate Prize Committee: | Past-President (Chair): | James Gillam |
| Vice-President: | Cheryl Crowley |
|
| First year ALM: | Xuexin Liu |
|
| Undergraduate Prize Committee: | Senior ALM (Chair): | Harry Kuoshu |
| Past-Past-President: | Mark Ravina |
|
| Second year ALM: | Tom Pynn |
Basic Duties:
Description of the SEC/AAS Archives:
TheArchives is the documentary record of the organization. The materials collectedinclude 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 (peoplepresent at meetings, registration packets, etc.). The archives presentlyhoused in the Rare Book, Manuscript and Special Collections Library, Perkins Library, Duke University.
Basic Duties: