| Title | > | TOC | > | Guidelines for the Post of CPL Chair |
The Chair of CPL serves a three-year term. Successive terms are possible although it is advisable that the Chair serve no more than two consecutive terms to enable other individuals with new approaches and new ideas to chair the committee. The CPL Chair serves as a voting member of the Executive Committee of CAMWS.
The Chair works closely with the President, the Secretary-Treasurer of CAMWS, the Chair of the Membership Committee and the Chair of the Steering Committee on Scholarships and Awards. Most of the contact of the Chair with the State/Provincial Vice-Presidents should be through the Regional Vice-Presidents.
The primary job of the Chair is to keep the machinery of CPL moving. The Chair sees that the Regional Vice-Presidents are in regular contact with their State/Provincial Vice-Presidents. This is most easily done through e-mail, letters and telephone calls. Two letters a year are usually adequate, but more may be necessary. At least once a year the Chair should write a letter of appreciation directly to the State/Provincial Vice-Presidents. A copy of this letter goes to the CAMWS Secretary-Treasurer and to the President. The Chair will also distribute off prints, data, and promotional ideas to the Regional Vice-Presidents.
The CPL Chair maintains a web site (www.camwscpl.org) that contains forms for CPL grants, a spreadsheet of current CPL grants, information about upcoming CPL panels, various promotional materials, and a current list of CAMWS Vice-Presidents.
The Chair had direct responsibility for the CPL budget and all funding requests are routed through the Chair to the CAMWS Secretary-Treasurer. Funds expended or encumbered are recorded on a spreadsheet, a copy of which is sent with each funding request to the CAMWS Secretary-Treasurer and posted on the CPL web site.
In order to support high school programs and activities CAMWS Committee for the Promotion of Latin (CPL) annually recognizes with a placque and a certificate the high school group that develops the most outstanding and effective activity for promoting Latin in CAMWS territory during each academic year (including the preceding summer). The winner of this award is announced every spring at the CAMWS annual meeting.
Any group wishing to compete for this award must be sponsored by a current CAMWS member and must submit a letter of application to the CPL Chair by March 15th of each year. The application letter must include the following: a 100-word summary of the project and a more detailed project description not to exceed 500 words in length. (Applications for CPL grants may also serve as applications for this award.) Applicants are encouraged to attach supporting materials such as photographs, flyers, pertinent newspaper articles, etc.
With the help of the Regional and State/Provincial Vice-Presidents the Chair of CPL keeps close track of the status of Latin programs in CAMWS territory. If new programs are being considered, the Chair can work with the appropriate Regional Vice-President and with the Vice-President of that state or province provide to provide invaluable advice and counsel, to make CPL promotional materials available, and even to suggest funding sources such as CPL grants. The Chair also generates letters of support for threatened programs from members of CAMWS at large.
The CPL Chair is responsible for the compilation, printing, and distribution of the annual reports submitted by the Regional Vice-Presidents. These reports, together with the Chair's report, become part of the annual CPL report.
As a voting member or the CAMWS Executive Committee, the CPL Chair is expected to attend two meetings of the Executive Committee annually. The spring meeting of the Executive Committee takes place at the CAMWS annual meeting. In even-numbered years the fall meeting of the Executive Committee takes place in late October or early November, in conjunction with the biennial meeting of the CAMWS Southern Section. In odd-numbered years the 'fall' meeting of the Executive Committee actually takes place in the winter, shortly after the odd-numbered year has ended, in conjunction with the annual meeting of the American Philological Association (formerly held in late December, now held in early January).
During the fall the Chair will begin to prepare for the CAMWS annual meeting, at which a session will be devoted entirely to CPL. Traditionally, this session has been a panel of pedagogical papers. It is also during this session that comments from those in the audience are solicited about what issues the committee should address in the future. The CPL Chair will work closely with the CAMWS President in putting together the session prior to the program deadline.
Here the Chair gives a report on the committee's activities, successes, and difficulties.Two copies of the written report of the Chair are submitted to the Secretary-Treasurer of CAMWS. All Executive Committee members receive a copy, as well.
With the Secretary-Treasurer of CAMWS and the CAMWS First Vice-President, the Chair hosts a meeting for the Regional Vice-Presidents, Chair of the Membership Committee, and Chair of the Steering Committee on Scholarships and Awards. In addition to conducting other business, at this working meal the Regional Vice-Presidents help to determine to goals and strategies for CPL during the next year and may select the 'Outstanding State/Provincial Vice-President' if not already chosen. Regional Vice-Presidents are also invited to the annual Vice-Presidents' meeting.
The CPL Chair also attends the annual joint meeting of the Vice-Presidents. It is most important that the Regional Vice-Presidents attend this meeting, during which the strategy for the upcoming year is announced. It also provides an informal atmosphere for them to converse with the State/Provincial Vice-Presidents throughout the CAMWS area. At this meeting the CPL Chair announces various CPL awards, including those for the outstanding CPL award, the state with the best/most CPL awards, the best state/provincial newsletter, the most improved state/provincial web site, the best high school promotional award, the outstanding State/Provincial Vice-President, and the outstanding Regional Vice-President.
At the annual CAMWS business meeting the Chair also gives the membership a brief report of CPL activities and awards.
Expenses for postage and telephone calls related to the responsibilities of the CPL Chair can be reimbursed through the CAMWS Secretary-Treasurer.
Soon after the budget year ends, run a copy of the final budget for the entire preceding year (the one that you ran for the convention is necessarily incomplete) and send it to the Secretary-Treasurer. File the budget in the budget folder (as well as the correspondence folder) for that year. Set up new folders for both budget and correspondence.
Submit a proposal for a CPL pedagogy panel for the upcoming CAMWS meeting.
Send nominations for new State/Provincial Vice-Presidents, Regional Vice-Presidents, and CPL Committee members to the new CAMWS President for appointment. Remind the outgoing CAMWS President to write letters to those State/Provincial and Regional Vice-Presidents whose term of office has just been completed and/or who do not wish to continue their office. Check CPL stationery for correct names and addresses on the letterhead. Be sure a supply is on hand.
Write separate letters to State/Provincial Vice-Presidents and to Regional Vice-Presidents, welcoming them back, encouraging them, and outlining CPL goals for the upcoming year. Include in this letter a reminder to read the CAMWS HANDBOOK for information on their duties to CPL, the Membership Committee, and the Steering Committee on Scholarships and Awards, and a list of all current Vice-Presidents (double check with the CAMWS President), asking for corrections. (Mail merge is most handy here.) See sample letters in yearly correspondence files.
Copies of these letters and a separate letter should also be sent to the members of the CPL Committee during this month. Assign CPL Committee members specific tasks in conjunction with these goals.
When the call for papers comes, write the current President of CAMWS in order to insure a spot on the program for the CPL pedagogy panel. This should entail a two-hour session with three to five papers on pedagogical, promotional, or teacher-training topics. Be sure to: (1) line up speakers for this session at the annual meeting; (2) prepare the line-up as you want it to appear in the program; (3) get AV requests from the speakers. Also, in the letter to the CAMWS President, request table space in the book display room for the CPL exhibit. Remind the President of the Regional Vice-Presidents' meeting and the meeting for all Vice-Presidents, the CPL Committee, and Membership Committee.
In CAMWS Southern even-numbered Section years, give a mid-year CPL report at the meeting of the CAMWS Executive Committee held at the CAMWS Southern Section meeting.
Write to the Regional Vice-Presidents, checking on the progress of each region towards CPL's special goal for that year (if any) and toward the goals unique to that region.
Contact the President of CAMWS to check on arrangements for the annual meeting. Begin setting aside materials for the display table at the convention. Remind all those to whom money has been given that CPL needs back from them clippings and photographs of their activities.
If CAMWS Southern Section did not meet in the preceding fall, give a mid-year CPL report at the meeting of the CAMWS Executive Committee held at the American Philological Association annual meeting.
Request the annual regional report from the Regional Vice-Presidents. Remind the Regional Vice-Presidents to solicit information from the State/Provincial Vice-Presidents in their region. All states/provinces should be represented in the report. Ask them to include activities for which CPL funding was given, membership and scholarship activities, and the general state of Classics in their locale. Set a March 1st deadline for the regional reports to be submitted to the CPL Chair in order to insure that the CPL report, made up of the ten regional reports plus the Chair's report, will be ready for distribution at the annual meeting.
Ask Regional Vice-Presidents to submit to the CPL Chair nominations (if they have any) for 'Outstanding State/Provincial Vice-President' when they submit their regional reports.
Contact the members of the Committee for the Promotion of Latin and set a date for a committee meeting during CAMWS.
Telephone Regional Vice-Presidents about missing regional reports. As the reports come in, duplicate them or convert them to machine-readable form immediately. Write the Chair CPL Chair's report. Begin to organize the materials needed for the annual meeting.
Call the person in charge of local arrangements for the annual meeting in order to confirm space in the book display room for the CPL exhibit. Be sure that tables, stands, tripods, and whatever AV equipment needed for that display and for the CPL session has been ordered.
Contact the CPL session speakers for information to use in their introductions.
With the help of the members of CPL choose the winner of the CPL Award for the best high school promotional activity, the outstanding CPL activity, the best state/provincial newsletter and web site, the outstanding State/Provincial Vice-President, and the outstanding Regional Vice-President. Inform the Secretary-Treasurer about these awards prior to the CAMWS meeting so that certificates can be prepared and checks written.
Order the plaque for the winner of the best high school promotional activity.
Attend the following events at the CAMWS annual meeting: the Executive Committee meeting, the Regional Vice-Presidents' meeting, the joint Vice-Presidents' meeting, the CAMWS business meeting, a committee meeting of CPL, and the CPL pedagogy session.
Prepare a list of goals and activities for the next year from suggestions obtained at the annual meeting. Write to all the State/Provincial and Regional Vice-Presidents, thanking them for their hard work throughout the year. Forward copies of CPL materials handed out at the annual meeting to those not able to attend.
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