Duties of Commission Directors and Standing Committee Chairs
A Director/Chair is responsible for leading the group toward its objectives, conducting correspondence, keeping liaison officers informed, and selecting new members. As an advisory function to the NCTE Editorial Board or other editorial review group, Chairs/Directors may be asked to review manuscripts in their group's area of specialization and to recommend members of their group (and others) who have the special expertise to review particular manuscripts. (See timeline for Commissions, Appendix L and Standing Committees, Appendix M.)
Postconvention Report—is to be submitted to headquarters by mid-December. The report covers several aspects of the group's work at the annual convention. (See sample Postconvention Report Form, Appendix D)
Annual Report—The Director/Chair is required to report annually in writing to the Board of Directors, usually in late spring. The Annual Report consists of three or four relatively brief paragraphs summarizing the group's recent accomplishments and outlining its future plans, especially for the coming year. (See sample Annual Report, Appendix C.)
New Members—The Director/Chair develops a list of candidates and alternates for their groups and submits it to HQ. Invitations to new members is most often automatic, contingent solely on the eligibility of nominees (i.e., NCTE membership, absence of conflicting obligations) and on the effectiveness of the list of nominees in achieving or maintaining representativeness especially in terms of gender, people of color, elementary, middle, and secondary classroom teachers, and new leaders. (New Leaders are members who have previously held few or no leadership positions in the Council). On occasion the Executive Committee may feel a need to exercise their constitutional authority to construct commission or standing committee membership.
In the year of leadership transition
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The outgoing leader conducts the Annual Convention meeting of the group (with the incoming chair as guest) and prepares the Annual Report and the postconvention report.
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The outgoing Director/Chair prepares for the Executive Committee a brief report on the state of the Commission/Standing Committee. This report includes such matters as the group's major interests and concerns, its representativeness, and possible future directions.
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The outgoing leader is also asked to solicit from members of the current group a list of three unranked nominations for a new chair or director. Each of the people nominated must be a member in “good standing” and otherwise eligible to assume the leadership role. The nominations will be submitted to the Executive Committee through the President of the Council. The Executive Committee may also consider other nominations. Under no circumstances is a group to elect an incoming leader.
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The incoming leader completes the selection of new members who will be serving during his/her term.
The Director/Chair is a voting member of the NCTE Board of Directors and should attend the Annual Business Meeting for the Board of Directors held at convention. If the leader cannot attend the meeting, a designee should be named on the card that is included in the BOD packet. If the leader also holds membership on the Board of Directors by reason of another role (e.g., an affiliate leader), a designee should be named for one of the roles in order to assure representation for both groups at the meeting.
If a Director or Chair has a specific recommendation or request (e.g., a special project or initiative, a convention program idea, a query about some policy, or a suggestion about needed books.) The leader or a designee from the group should draft a letter to the appropriate NCTE officers and/or staff person. Cyclical reports should be regarded as summary reports or planning documents that can set up further, more specific actions or proposals from your group.
Finally, Directors/Chairs and other group members normally manage to handle clerical help informally through their institutions. Alternatively, the leaders and members do the clerical work themselves; this falls under the category of voluntary work. If the burden gets too great and there is a need for help, call your staff liaison at NCTE Headquarters to see if staff can offer assistance.
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