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Lore & Practices - Program Committee

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IV. Program Committee

A. Program Co- Chairs

The Vice President persuades a Program chair and co-chairs to undertake this arduous task. The co-chairs should be balanced by gender, discipline, and geography.

B. Network Representatives

1. Selected by the networks.  If the networks have not done so, selected by Program co-chairs, usually in consultation with co-chairs and network representatives of the previous year’s program committee. Co Chairs of each network should be balanced by discipline,  gender, and geography whenever possible.

2. Program chairs may add new areas or additional members (e.g., for local arrangements) as they wish. Current networks represented on the Program are listed on the SSHA website.

3. Networks, including their names, are born, evolve, and die out over time.  Ideas for new networks should approach the Program Committee for advice and approval.

C. Call For Papers

1. The President draw sup the Call for Papers, including date and place of meeting, deadline for submission of papers and panels, committee members with contact information  and other pertinent instructions.

2. The President and Program Committee Co-Chairs may decide on a particular emphasis or theme for special sessions.

D. Call For Papers Distribution

1. The Call for Papers is sent to the Executive Director who posts it on the Association’s website and distributes at the preceding annual meeting.

E. Program Committee Co-Chairs' and Network Representatives' Responsibilities

1. Program Committee Co-Chairs attend network meetings during the annual conference  preceding their year of service and describe the next year’s conference theme, encourage submissions, and answer questions.

2. Network Representatives  frequently chair network meetings, discuss panel suggestions, and create mailing lists for future network communications.

3. Generally speaking, no individual participant presents more than one paper or chairs or discusses more than two times.  Exceptions can be made when a participant is a co-author of several different papers.

F. Deadline for Submission of Panels

Is usually early-mid February.

G. Program Materials

1. Program Committee Co-chairs set deadlines for Network Committee members’  submissions of completed program materials to them about  March 15.

2. Program Committee Co-chairs create an electronic list to facilitate communication among Network Chairs  during the planning process.

3. Program Committee Co-chairs, in conjunction with the President, Executive Director, and SSHA’s professional conference organizer, make decisions about the starting and ending times of the program and the number of time slots, and thus total number of panels, to be included. While the number of total submissions will of course factor into any scheduling decision, the schedule from year to year should feel familiar to conference attendees and emphasis should be placed on retaining what works well for SSHA.

H. Proposals

Committee members receive proposals for papers and panels, complete incomplete panels (in consultation with co-chairs and with each other), rank completed panels, and send to Program chairs complete information about panels and participants.

I. Program Database

Program Committee Co-Chairs and Network Reps work collaboratively to use SSHA’s conference organizing software to accept submissions, make decisions on acceptances and rejections, and construct the program.  The Program Committee Co-chairs also interface with Indiana University Conferences regularly and proofread the preliminary and published versions of the final program.

1. Care should be taken in scheduling panels in time slots to minimize overlapping subject matter or participants. As program size has increased in recent years, some overlap may be unavoidable.

2. Times for network meetings (two slots of one hour each) must be accommodated in the Program.

3. Nothing should be scheduled in competition with the Annual Business Meeting /Presidential Address which is usually held Saturday in the late afternoon. Additionally, officers, editors, and elected Executive Committee members hold a business meeting Thursday afternoon and Sunday morning and so should not be scheduled for a panel in the last time slot on Thursday or the first time slot Sunday morning.

4. The Program Committee Co-chairs will consult regularly with the IUCB  over such matters as number of meeting rooms available, hotel registration procedures, scheduling of panels into hotel meeting rooms of various sizes, provision of audiovisual and computer equipment, and pre-registration of participants for the conference.

J. Registration for Program

1. In order for a panel member to be on the Program, she/he must register in advance and become a member of SSHA.

2. Program Committee Co-Chairs work with the IUCB to send acceptance letters to all participants, accompanied by conference and hotel registration forms.

3. Non-attending co-authors of multi-authored papers, invited speakers on plenary sessions, and chairs/commentators recruited from nearby campuses may be exempted from the pre-registration requirement. All other paper-givers, chairs and commentators must register without exception.

4. Follow-up E-mail messages to non-registrants may be necessary. Participants who fail to register will be removed from the printed program, normally in early Fall. Those who subsequently register will be listed in an addendum to the published program. While an annoyance to the co-chairs, this kind of follow-up and then purging of non-registrants is necessary to meet the Association’s requirement that Program participants MUST be registered.

K. Preparing the Program

1. The Program co-chairs generate the program from their database, and provide a copy to IUCB.

2. Preliminary program is produced as an online document.

3. Deadline for delivering the final program to IUCB is late August. IUC handles the printing and delivery (at the conference site) of the final program.

L. Funding

1. Program Committee Co-chairs will likely benefit from financial support from their departments, either in the form of student or secretarial assistance or as phone, mail and FAX support.

2. It is important to consult early and regularly about budgetary matters with previous co-chairs (who can give some indication of costs in previous years) and with the SSHA Executive Director, who oversees the financial status of the annual conference as well as of the Association as a whole.