To View the By-law Charge or specific duties of a position, click on the position title below.


Council Chairperson
Council Secretary
Council Treasurer
Fellowship & Awards Committee Chairperson
Finance Committee
Fundraising Committee
Legal & Archives Committee
Liaison Committee
Nominations Committee
Program Conference Committee
Publications Committee
Site Conference Committee
Membership Committee

 

COUNCIL CHAIRPERSON
Bylaw Charge: “A chair, who shall serve for a single term of two years: the chair shall coordinate activities on the Council and assure that the business of the Curriculum & Pedagogy group is handled in a manner consistent with its purposes and the intentions or resolutions expressed at the Annual Meeting.”

Specific Duties:

  1. Facilitate ongoing conversation and decision-making among the Council during the year
  2. Serve as moderator for the Council LISTSERV
  3. Chairs the Annual Business Meeting of C & P at the Conference
  4. Works closely with the Treasurer, Program Chair, and Registrar to insure smooth and fiscally sound operation of the Annual Conference
  5. Insures that each committee is operating in a manner consistent with its charge and that each Council member is undertaking one specific responsibility during the year
  6. Serve as ex-officio member of each standing committee
COUNCIL SECRETARY

Bylaw Charge: “A secretary, who shall serve for a term of two years: the secretary or designee shall record the minutes of each Council meeting and the Annual Meeting and distribute them at or before the next meeting via electronic means. In the absence of the secretary, a temporary secretary may be appointed from among those present at the meeting by the chair.”

Specific Duties:
  1. Keeps minutes of all Council meetings and provides them to the Council for comment and correction
  2. Insures that the conference website has on-line all Council minutes
  3. Works with website coordinator to insure that the site is up-to-date and accurate
  4. Maintains a copy of all Council LISTSERV discussions as provided by the archivist


COUNCIL TREASURER

Bylaw Charge: “A treasurer, who shall serve for a term of two years: the treasurer is responsible for all fiscal matters and in providing an annual written report at the Annual Meeting and at any other time requested by the Council. A treasurer-elect will be appointed by the council one year before assuming the post.”

Specific Duties:

  1. Oversees all fiscal matters of Council, including conference expenses
  2. Monitors financial commitments that the Council is considering to insure that there will be/are funds to support these commitments.
  3. Works with the Council Chair, Registrar, Scholarship and Program committee chairs to insure that the funds to support their activities are/will be available
  4. Submits periodic financial reports to the Council
  5. Provides an annual written report at the Annual C & P business meeting and at any other time requested by the Council.
  6. Submits a financial report to the Council within three weeks of completion of the conference. The financial report consists of an income statement with specific categories listed as well as an expense statement delineating how the money was disbursed.
  7. Once the financial statement is reviewed and approved by the Council, works with the Secretary to see that it is shared with the C & P membership
  8. Provides guidance to the treasurer-elect as that person participates with the treasurer in the above activities.
  9. The treasurer-elect monitors the registration fees/forms (the registrar provides copies of these or a complete spreadsheet to the treasurer and treasurer-elect)
  10. The treasurer-elect works with the treasure to reconcile these registration fees/forms prior to and after the conference. In order to finalize the income statement, the treasurer has to determine that the cash/checks/credit charges noted on the registration forms balances with what was deposited in the money market account which the treasurer maintains for Council business.

COMMITTEES AND CHAIRPERSONS

V. b. 4: “The Council shall elect from among themselves, all officers and committee chairs.”

VI. a. Committees  There shall be ten standing committees to include: Fellowship & Awards; Finance; Fundraising; Legal & Archives; Liaison Committee; Nominations; Program Conference; Publications; Site Conference; and, Membership; b: Members of each standing committee shall include Council and non-Council members; c: Committee Chairs shall be appointed by and selected from the Council; d: Ad hoc committees may be formed by the Council to work until the next Annual Meeting.

Communications Committee:

·    Oversees all communications related to C & P, including but not limited to the C & P website, the  mailbox system, conference brochures, and  conference call for papers/presentations 
·      Appoints a webmaster to insure that the conference website and mailbox system are maintained 
·      Insures that Council members are aware of their mailbox assignments.
·      Prepares and distributes the annual Call for Papers/Presentations and any other promotional materials for the conference. Dissemination is done not later than early spring including extensive distribution at AERA and related conferences. 
·      Insures that the general membership is informed about all C&P projects and opportunities.
·      Includes, but is not limited to, the site host, registrar, membership chair/general listserv moderator, council listserv moderator, and webmaster.

Fellowship & Awards Committee Chairperson:

  • Examines current guidelines for the selection of scholarship recipients to determine if these guidelines still express C & P priorities for these awards
  • Works with Council and Treasurer to determine the number of recipients, reporting back to the council
  • Works with Secretary to insure that scholarship information is disseminated to the membership via the LISTSERV and Web site
  • Receives application forms and notifies applicants of their receipt
  • Organizes applications and send to committee members for their review and evaluation
  • Engages committee in discussion about the prioritization of the applications based on previously agreed criteria
  • Notifies the applicants of the decision regarding awards
  • Collects verification letters from university faculty regarding the status of students receiving awards and provides these to the Registrar
  • Make roommate assignments and provides this information to the Registrar
  • Assigns awardees to work at book fair table or other conference tasks for no more than two hours

Finance Committee

  • The treasurer serves as the chair of the committee
  • The treasurer-elect serves as vice-chair of the committee
  • Works with the treasurer and treasurer-elect in the completion of their duties
  • After consultation with the site coordinator, proposes the annual registration fee that will then be discussed and set by the Council no later than February.
  • The registrar serves as next treasurer-elect and, as registrar:
    • creates and disseminates forms for registration
    • Tracks submitted registration forms and contacts those individuals for missing money or information
    • Negotiates agreement with university or sponsoring organization regarding credit card charges subject to final approval by Council
    • Sends information to conference services regarding credit cards as they are being processed (and resend when the numbers are incorrect)
    • Accepts registrations and processes forms by entering data into spreadsheet
    • Shares registration information with the Membership Committee
    • Provides receipts and promptly sends confirmation to conference participants
    • Regularly provides registration money to the treasurer and provides a running account of income and expenditures to the Council
    • Organizes the conference registration table at conference, including scheduling each Council member for table duty and keeping up with paperwork from on-site registrations

Fundraising Committee

  • Actively seeks out university financial support for the annual conference to meet target goal set by Council
  • Explores activities that can raise money for C & P

Legal & Archives Committee

  • (re)assembles records of organizational structure(s) and policies of the C & P and Council providing these to the membership
  • Maintains all Council LISTSERV communications
  • Recommends policies and procedures for archival access into Council communications
  • Maintains all legal records of C & P
  • Pursues all legal issues as directed by the Council or Council Chairperson
  • Coordinates any proposed changes to the C & P bylaws
  • Insure that photographs and other archival collections are taken at each conference

Liaison Committee

  • Contacts local colleges and universities with information about the conference and opportunities to participate
  • Contacts local school systems regarding conference, exploring options for participation
  • Organizes the annual book fair at the conference which includes soliciting complementary display books from publishers and encouraging attendees to bring copies of their books and publications for display
  • Coordinates graduate course offerings

Nominations Committee

  • Solicits nominations for Council vacancies at least four weeks prior to the conference with nominations remaining open until the day before balloting
  • Insures that nominees have representation from full-time practitioners, college professors and graduate students and reflecting diversity in gender, race, ethnicity, and sexual identity, but not limited to those categories
  • Contacts nominees to confirm their willingness to serve, explaining duties of office
  • Prepares written ballots which includes a brief description of each nominee
  • Oversees election, tallies ballots, and reports results to the C & P membership
  • Submits a written statement of the results to the Secretary
Program Conference Committee
  • The committee, which includes all strand chairs, develops possible conference themes and strands for discussion and approval of the Council
  • Receives either electronically or via surface mail, all conference proposals.
  • Catalogues all proposals (by strand)
  • Distributes proposals to strand chairs for external review.
  • Receives reviewed proposals from strand chairs and informing authors of status of proposals.
  • Organizes and creates conference program*
  • Distributes completed program electronically
  • Creates a printed copy of program booklet with session abstracts for distribution at conference
  • Coordinates with strand chairs/committees activities such as art exhibitions, evening performance events, but ultimately it will the responsibility of strand chairs/committees.
  • Coordinates, through an AV sub-committee, audio-visual needs of presenters
  • Appoints any other sub-committees or individuals necessary for the completion of the committee’s task
  • Collaborates with Publications Committee in development of program-related materials
  • Organizes Town Hall meetings, with the exception of the annual business meeting
Publications Committee

  • Coordinates all C&P publications projects, including but not limited to the edited volume of proceedings, the journal, and book series.

  • Oversees selection of an editing team to produce the annual conference proceedings

  • Selects the annual winner(s) of the Jim Sears Award upon recommendation by the editing team of the conference proceedings; notifies winners; provides a plaque for the winner and a certificate for up to two honorable mentions, to be presented along with a small cash prize at the next annual conference

  • Includes, but is not limited to, the journal co-editors and at least one representative from the editing team of each C&P scholarly publication.

Site Conference Committee
The site conference Committee includes a Site Coordinator and works closely with the Program and Membership Committees. Specifically:
  • Secure site for conference dates approved by the Council
  • Reviews and submits contract with conference facility for review and approval of the Council
  • Contacts restaurants and/or conference facility regarding meals, maintaining contact as conference approaches and predicting numbers
  • Acquires details regarding rooms, equipment, and other conference facilities (e.g., gallery space, theater area), sharing this with the Program Committee
  • Identifies local entertainment for the conference
  • Secures information about airport and local transportation, weekend entertainment
  • Contacts local Visitors’ Bureau for conference useful materials and assistance
Membership Committee
  • Maintains an accurate and up-to-date database of C & P members working closely with the Registrar
  • Provides demographic summary of participants attending the conference from data provided by the Registrar
  • Operates the Conference LISTSERV

Last Revised 11/02