Performance Studies Division
National Communication Association

Officers Handbook

(Revised 3/29/1996 and 11/19/03)

CHAIRPERSON

Tenure
One Year; elected as Vice-Chair Elect
Eligibility
Member of PSD; shall have served as Vice-Chair Elect and as Vice-Chair
Board Meeting Attendance
Yes
Voting Board Member
Yes
Primary Responsibilities
  1.     
  2. Act as representative of the division in dealing with requests, complaints, or suggestions.
  3. See that the business of the Division runs smoothly; that all offices and committees are filled and running smoothly.
  4. Plan and preside over meetings of the Executive Board, Network Chairs (at each convention), and the annual business meetings(s). Solicit reports and information from all standing committees, ad hoc committees, networks and representatives.
  5. Serve as a member of the Legislative Assembly of NCA which meets during the convention, and be present at all sessions. Submit the yearly activity report to the Legislative Assembly on behalf of PSD.
  6. Upon notification from the NCA National Office, submit a budget request to the Finance Board of NCA for the year of incumbency. Oversee the spending of current allocated funds.
  7. When prompted, provide electronic Unit Report to NCA national office.
  8. Initiate plans for summer conferences and/or pre-convention sessions at the discretion of the PSD Executive Board.
  9. Maintain communication with the editor of Text and Performance Quarterly.
Chronology of Duties
November
Meet with the Executive Board at the convention to make all necessary appointments. Preside at all scheduled meetings. Attend Legislative Assembly sessions.
Winter
Submit the PSD budget request. Arrange with Vice-Chair to schedule business meeting for the next convention.
Spring
Communicate with all PSD officers and committee chairs to see that they are functioning.
Summer/Fall
Request reports from all officers and committee chairs for the PSD convention business meeting. Set up Executive Board and Network Chairs meetings. Prepare and send report for Legislative Assembly. Confer with Chair of Nominating Committee and Secretary to assure timely submission of slate of nominees and electronic publication of ballot. Contact NCA office to secure check for top paper awarded at business meeting.
November
Meet with the Executive Board at the convention to make all necessary appointments. Preside at all scheduled meetings. Attend Legislative Assembly sessions.

VICE-CHAIRPERSON

Tenure
One year; elected
Eligibility
Member of the PSD; have served one year as Vice-Chair Elect
Board Meeting Attendance
Yes
Voting Board Member
Yes
Primary Responsibilities
  1. Prepare and submit program requests for the annual NCA Convention on behalf of the PSD.
  2. Attend the information and planning meeting at the convention, held by the incoming NCA Vice-President, about the next year’s convention.
  3. Attend Executive Board and PSD business meetings; preside at these, should the Chairperson not be able to be present.
  4. Take charge of the review of manuscripts for contributed and debut papers.

Chronology of Duties
November
Announce a call for the program at the annual business meeting. Announce NCA convention theme (if any), and set up deadlines for program submissions. National office may set a common deadline for all submissions.
Winter
Appoint a convention program selection committee (if desired). Communicate with other division Vice-Chairs about possible co-sponsored programs. Solicit program submissions, if needed.Communicate with program submitters to assure that all information is complete and that all needed equipment has been requested. Contact the PSD chair to confer on setting times for PSD business meetings. Check with the Short Course Committee Chair on suggested dates and times for submitted short courses. Try not to conflict with PSD programs, if possible. When programs are complete, rank order them. Submit program requests to the NCA Vice-President. Suggest program times (where appropriate) along with program requests. File request for business meetings as the first program in the ranked list. With electronic submissions, these procedures may vary.
Spring
Usually notification of program acceptance will be received late Spring. Notify all program submitters and chairs (if different) that their programs have or have not been accepted. Re-check equipment requests, personnel and program description for all accepted programs. Instruct chairs to contact and reconfirm all program personnel. Ask to be notified immediately of any changes.
Summer
Usually you will be asked for a final program copy check published for planners only on the NCA website. Contact program chairs and inform of program place and time. Final check of any changes.
November
If desired, forward any convention etiquette suggestions to program participants. Attend PSD sessions and make attendance count. Report on convention at business meeting and accept gavel from PSD chair.

VICE-CHAIRPERSON ELECT

Tenure
One year; elected
Eligibility
Member of PSD
Board Meeting Attendance
Yes
Voting Board Member
Yes
Primary Responsibilities
  1. Write the call for contributed and debut papers and submit to the NCA National Office. NCA will publish the call on the NCA web-site (natcom.org) and in Spectra.
  2. Attend all Executive Board and PSD business meetings. Become familiar with the duties of Vice-Chairperson and Chairperson.
  3. Gather ideas for the convention programs for the year when you become Vice-Chairperson.
  4. Review submitted debut and contributed manuscripts at the discretion of the Vice-Chairperson.
Chronology of Duties
Summer/Fall
Follow NCA directives for any available training on computer-submission of convention programs.
Winter
Immediately after the convention, write the call for contributed and debut papers and submit to the NCA National Office.Set submission deadline for the year in which you will take office as Vice-Chair. Follow NCA guidelines for electronic and/or paper submissions of manuscripts.Submit information on new PSD officers and representatives to the appropriate NCA officers. Write commendation letters to departmental chair and dean for the current vice-chair of the division to acknowledge his/her work for the year. Throughout the year, gather ideas for convention programs, help review manuscripts, and assist the Vice-Chairperson in whatever way is needed.

SECRETARY

Tenure
Two years; elected
Eligibility
Membership in PSD
Board Meeting Attendance
Yes
Voting Board Member
Yes
Primary Responsibilities
  1. Serve as editor of the PSD newsletter Perforum, published electronically and semi-annually Spring and Autumn.
  2. Record minutes at Executive Board meetings; distribute copies to board members.
  3. Record minutes at annual PSD business meeting; publish minutes in Autumn issue of Perforum. At the business meeting, solicit new members for and provide information on how to join the PSD’s electronic listserv.

  4. Confer with Chair of Nominating Commitee and PSD Chair regarding wording of electronic voting via Perforum’s Autumn issue.
  5. See that all officers and committee chairs have copies of the Constitution and By-Laws.
  6. Maintain files of PSD minutes and correspondences.
  7. Send correspondences as directed by the PSD Executive Board.

  8. Assist with the review of contributed and debut manuscripts at the discretion of the Vice-Chairperson.
Chronology of Duties
Winter
Send out copies of the minutes of the PSD Executive Board Meeting and the Roster of Officers and Committees to all Executive Board members. Send out copies of the PSD Constitution and By-Laws to all PSD Officers and Committee Chairs. Solicit and gather materials for Spring issue of Perforum, the PSD newsletter. While the nature of the newsletter may change over time, currently the Spring issues contain: the feature article(s), the “Focus On” column which features recent developments in a selected program or department in Performance Studies, membership news columns for “Publications Outside of TPQ,” and “Awards, Grants, Appointments, Performances,” the call for nominations for the Lilla A. Heston Award, the Leslie Irene Coger Award, and the Wallace Bacon Lifetime Achievement Award, the PSFG (Performance Studies Focus Group) Sessions at ATHE, and announcements of any upcoming conferences or festivals.
Spring
Check to see that the Nominating Committee Chair has initiated work on the state of officers. Establish a deadline for the ballot to be sent to the Secretary for copying. Publish electronically the Spring issue of Perforum.
Late summer/early fall
Receive ballot from the Chair of the Nominating Committee. Confering with both Chair of the Nominating Committee and Chair of the PSD, check that email address of Nominating Committee Chair is correct and working for electronic voting. Set a deadline for receiving electronic votes (approximately one week before convention). Include the disclaimer on the ballot, “Electronic voting should be utilized only if you are not attending the Business Meeting.” The newsletter with the ballot should be published electronically at least four weeks prior to the convention.
November
Take extra copies of the Autumn Perform with the minutes and PSD programs to the Executive Board and Business meetings. Record minutes of the PSD Executive Board and Business meetings. At the business meeting, call for new members on the PSD listserv and provide information on how to join.

CHAIR OF RESEARCH COMMITTEE

Tenure
One year; appointed (may be reappointed for a second year provided the term does not exceed the three year term of office on the committee.)
Eligibility
Member of PSD; have served as a member of the Research Committee for one year prior to appointment.
Board Meeting Attendance
Yes
Voting Board Member
Yes
Primary Responsibilities
  1. Constitution of the Committee: composed of six members, appointed by the Executive Board for three-year terms on a rotating basis—two new members will be appointed each year and two members will rotate off the committee each year. Membership of the Research Committee should represent the total geographic area of PSD membership.
  2. Committee charge: to stimulate research and the sharing of research among PSD members. This committee typically sets its own agenda in carrying out the charge.
  3. Organize and coordinate specific agenda “action” items decided upon by the Research Committee.
  4. Assist with the review of contributed and debut manuscripts at the discretion of the Vice-Chairperson.
  5. Present report on Research Committee activities at the annual PSD business meeting.
Chronology of Duties
Winter
Contact members of the current committee to:
  1. Inform members of the names, email and mailing addresses and phone numbers of persons on the current committee.
  2. Clarify the number of years of committee service remaining for each member;
  3. Inform committee members of any charges given to the committee by the Executive Board or membership;
  4. Give an update on any contributing projects being carried on by the committee;
  5. Recommend ideas for new projects and solicit ideas from the committee members. Throughout the year, coordinate the work of the committee members, including designating project assignments, setting deadlines, providing assistance to members, and compiling results.
November
Attend Executive Board Meetings and present report to PSD membership at the annual business meeting.

CHAIR OF NOMINATING COMMITTEE

Tenure
One year; elected
Eligibility
Member of PSD; have served as a member of the Nominating Committee (typically the elected “member-at-large” serves as chair of the committee).
Board Meeting Attendance
No
Voting Board Member
No
Primary Responsibilities
  1. Composition of the committee: consists of one member elected each year in advance from each of the four regions: Eastern, Southern, Central, Western, plus one member-at-large. No two members may be from the same state.
  2. Committee charge: to prepare annually a slate of nominees for the office of Vice-Chairperson Elect and for each of the five positions on the succeeding Nominating Committee. Nominees for the office of Secretary shall be presented every alternate year. Typically, two names are presented for each position to be filled.
  3. See that the slate is sent to the PSD Secretary so the absentee balloting may be conducted electronically at least 30 days in advance of the annual business meeting.
  4. Count the ballots at the annual business meeting and announce the newly elected officers.
Chronology of Duties
Early winter
 
Contact committee members in order to confirm participation on the committee and to solicit names for each office.
Spring
Make a preliminary ballot with at least three names for each office and send to members of the Nominating Committee for run-off. Inform committee of the results of the preliminary ballot and offer a slate with two nominees for each office.
Summer
Confirm that each person nominated for office is a current member of NCA and will accept the office, if elected. Obtain brief narrative resumes from all candidates for Vice-Chairperson Elect.
September
Send final ballot and resumes of candidates to the Secretary of PSD for electronic publication in the Autumn issue of Perforum. Include a deadline for electronic voting, your working email address, and instruction to vote electronically only if unable to attend the business meeting at convention. Count electronic votes and bring a numerical tally (with all names removed) to the business meeting.
November
At the annual business meeting, make official count of the ballots cast electronically and at the meeting, and announce the new slate of officers.

PUBLICATIONS CHAIRPERSON

Tenure
Three years; appointed
Eligibility
Member of PSD
Board Meeting Attendance
Yes
Voting Board Member
Yes
Primary Responsibilities
  1. Serve as liaison between the Performance Studies Division and the SCA Publications Board.
  2. Coordinate and submit divisional news to Spectra, e.g., call for papers, announcement of recipient of PSD’s annual Distinguished Service Award; announcements of division-sponsored conferences, etc.
  3. Serve as liaison between the Division and any of its committees involved in publications.
  4. Maintain communication with the editor of Text and Performance Quarterly
  5. Review debut and contributed papers submitted for the NCA convention at the discretion of the Vice-Chairperson.
  6. Prepare annual list of publications outside TPQ and performance work by Division members to distribute at business meeting.
Chronology of Duties
Throughout the year
Solicit news items for Spectra.Contact NCA national office regarding deadlines throughout the year and format for submissions.
Spring
Review manuscripts submitted to the PSD at the discretion of the Vice-Chairperson.
October
Post a call to the PSD listserv soliciting publications and performance work to be published in the annual Publications and Scholarly Activities. Prepare the report.
November
Attend board meeting and business meeting. Present a report to the division at the business meeting. Distribute copies of Publications and Scholarly Activities to all members in attendance.

ARCHIVIST

Tenure
Three years; appointed (may be reappointed to successive terms).
Eligibility
Membership in PSD.
Board Meeting Attendance
Yes
Voting Board Member
No
Primary Responsibilities
  1. Solicit, gather, and publicize historical records of PSD, currently maintained at the Northwestern University Library.
Chronology of Duties
November
Meet with the Executive Board at the convention to participate in deliberations as a non-voting member. Present report at annual business meeting. Select/retain members of archival committee.
Throughout the year
Participate in deliberations of the board upon the initiative of the Chairperson. Work with archival committee on the gathering and maintenance of archival records.

CHAIR OF SHORT COURSE COMMITTEE

Tenure
One year; appointed. (The committee consists of three members. One member is added each year to the committee; one member rotates off. Terms on the committee are for three years. Third year person serves as Chair.)
Eligibility
Membership in PSD.
Board Meeting Attendance
No
Voting Board Member
No
Primary Responsibilities
Organize a slate of short courses to be submitted to the NCA Vice President on behalf of the Division. The committee solicits short course requests from the PSD membership and may originate short course ideas.
Chronology of Duties
November
Present the slate of short courses for approval at the annual business meeting. These courses are to be submitted for the following year the NCA convention Distribute flyers soliciting short course proposals, ideas, suggestions for the next slate of short courses (to be offered two years later)Meet with the committee to plan the next year’s activities.
Winter
Put short course proposals for the next convention into final form. Short-course proposals for the next convention are due at the NCA national office by mid-February.
Spring
Send flier to the PSD members soliciting ideas for the next short course slate to be presented in November. Note: PSD mailing lists need to be requested six weeks in advance.
September
Circulate short course proposals to committee members. Prepare a ballot and ask for committee suggestions. Inform short course proposers of committee decision.