The 2008 annual reports will be available in late summer or early fall. An email notification will be sent to affiliate leaders when the reports are posted.
All the items below are needed to complete the 2007-2008 Annual Report. NOTE:
- We have replaced the Assembly editor report with an online survey that will be emailed to assembly editors soon.
- Except for dues, all the items below can be sent via email or by using the new online reports.
- Except for the online reports and dues, the items below will most-likely just need to be gathered (such as meeting minutes, roster of officers, membership forms, and conference and special project fliers).
- You may submit these items as a group, or individually as you collect them. Please make sure each item is clearly labeled with your affiliate's name and, of course, your name.
Submit items by email to affsec@ncte.org or by regular mail to:
NCTE
1111 W. Kenyon Road
Urbana, IL 61801
Fax: 217-278-3761
Phone: 800-369-6283
Checklist: Use this Reporting Checklist to help keep track of the reporting items below. Please submit a copy with your annual report.
Dues: Please submit your dues and the Assembly Dues Form via U.S. Mail to the address above.
Assembly Editors (journal, newsletter, website): Hopefully, your publication participates in the NCTE Information Exchange Agreement, an agreement enabling participating affiliates, assemblies, and TYCA Regionals to use writing and artwork from one another's publications providing they cite the source of the writing or artwork and send two copies of the publication with the reprinted writing or artwork to the editor of the publication that originally printed the material.. NOTE: Please add Millie Davis, NCTE Dvision of Communications & Affiliate Services, to your publication's mailing list. If your publications have not been sent to Millie Davis, please send them now as a group. Please also send a copy of your publications to your regional representative on the Standing Committee on Affiliates.
Roster of Officers: It is important that NCTE has a current list of your group's officers on file for more efficient and timely communication between the assembly and NCTE. Although rosters are submitted as part of the annual report each July, updates are welcome anytime throughout the year. Please submit names, contact information, and term dates for the following roles, in addition to any other roles your group might have: President; Vice President; President-Elect; NCTE Liaison Officer (This position is required by the NCTE Constitution.); Treasurer (required); Newsletter Editor; Journal Editor; Web Editor; Executive Secretary; Member-at-Large. All officers should have an email address because most NCTE communications are sent electronically.
Roster Statement Form: The Roster Statement Form should be attached to or submitted with your roster of officers.
Meeting Minutes: Please send a copy of your assembly's meeting minutes for July 1, 2007 - June 30, 2008 . You do not need to submit these if your assembly sends them throughout the year. Please put the NCTE Assembly Director on your mailing list to receive Executive Board minutes or e-mail the minutes to affsec@ncte.org. Please attach any assembly documents that NCTE HAS NOT ALREADY RECEIVED this year, including minutes of board meetings and conference programs.
Assembly Directors Form: This form is due by September 15. We encourage you to consider the Assembly Directors Form as part of your annual report. It confirms the assembly officer(s) who will be attending the Board of Directors Meeting at NCTE's Annual Convention in November.
Assembly Activities: Please prepare a brief summary of your assembly's activities and accomplishments for the past fiscal year (July 1, 2007 - June 30, 2008). To assist you in preparing your Annual Report, you might review sample copies of reports submitted last year.
Assembly Abstract: Please view your current assembly information on our website and submit any revisions. This information id used to update the NCTE Assembly Brochure each year.
Policy of Involvement of People of Color: Does your affiliate have a Policy of Involvement of People of Color? If yes, please include this policy in your annual report. View NCTE's policy.
Budget/Financial Statement: Please submit a copy of your annual budget and/or financial statement. A blank Financial Statement is available for your use.
Membership List: Membership lists are due by April 2. Please send the list sorted with last names in alphabetical order, full address (including city and zip code), and a telephone number and e-mail address, if possible. If you are a member of NCTE’s Manage My Organization online membership program, please have your membership current in the program by April 2. You do not need to submit a list to NCTE.
- Your association's representation on the NCTE Board of Directors is based on the number of NCTE members in your group. This number is determined annually, when you submit your group’s membership list to NCTE.
- A requirement of affiliate status with the Council is that your affiliate must have 25 members and all members of the governing board shall be NCTE members.
- A requirement of assembly status with the Council is that 25 of your members, including all the officers, must be members of NCTE.
- Throughout the year, affiliates and assemblies may request a list and/or labels of their membership list for a mailing. These lists are created from the affiliate and assembly lists originally submitted to the affiliate office.
Assembly Report Delay Sheet: If you are not able to submit these items by August 15, please complete and submit the Delay Sheet.