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7. Operations Committees

All operations committees should, to the greatest degree possible, communicate and cooperate with one another on issues of mutual concern.

7.1 Archives Committee

7.1.1 Composition

The committee shall be composed of sixteen members appointed as per operations committee guidelines. A representative from the Center for American History at the University of Texas and NCSS executive director shall serve as ex officio members.

7.1.2 Time of Meeting

During the annual conference.

7.1.3 Purposes and Duties

7.1.3.1 To insure that documentation and other artifacts relevant to the history of NCSS are secured in the archives.

7.1.3.2 To suggest steps and policies that would increase the acquisition of relevant documentation and artifacts for the archives.

7.1.3.3 To review the current archives and make assessments as to weaknesses, needs, and strengths of the current collection.

7.1.3.4 To recommend ways to ensure that the current documents and artifacts are easily accessible and used.

7.1.3.5 To conduct searches of the archives for special needs of the board.

7.1.3.6 To propose programs and steps so that associated groups may contribute to the archives or build archives of their own.

7.1.3.7 To conduct sessions at the annual conferences and regional, state, and local meetings that would help make work with NCSS archival material more available to and used by professional educators.

7.2 Awards Committee (see also 10.0, Awards and Awards Guidelines.)

7.2.1 Composition

The committee shall be composed of sixteen members appointed as per operations committee guidelines. Chairs or their designee of specific awards committees shall be ex officio members of this committee.

7.2.2 Time of Meeting

During annual conference.

7.2.3 Purposes and Duties

The major purpose of the Awards Committee is to celebrate the social studies by ensuring the recognition of teachers, researchers, and other worthy individuals or programs and by involving the general membership in the selection process. The committee is also entrusted with the responsibility of coordinating the awards programs, establishing guidelines, and considering new awards in line with the goals of NCSS.

7.2.4 Procedures for Establishing Awards

(see Section 10.0, Awards and Awards Guidelines for more information.)

7.2.5 Select Subcommittees of the Awards Committee

The Carter G. Woodson Book Award Committee is a select subcommittee of the Awards Committee (see section 10.22, Awards and Awards Guidelines for more information.)

7.3 Conference Committee

{Note: By direction of the board, the Conference Committee is suspended indefinitely as of September 2015}

7.3.1 Composition

7.3.1.1 Membership

The committee shall be composed of sixteen members appointed as per operations committee guidelines.

7.3.1.2 The NCSS director of meetings is an ex officio member and shall assist the committee chair and/or board liaison in providing information and data to committee members.

7.3.2 Purposes and Duties

7.3.2.1 Make annual recommendations to the board of directors on the site and dates of the NCSS Annual Conference. Such recommendations should reflect the following:

  • selections should be made seven years in advance
  • selections should be based upon data requested of and provided by the NCSS director of meetings
  • selections should be based upon established criteria set by the conference committee with a primary concern for the potential revenue (see section 9.331, Procedures for Site Selection)
  • for the 2013-2015 conference sites, the conference committee shall consider only tier one cities as generally accepted by conference planning professionals.

7.3.2.2 Receive, consider and recommend NCSS regional conference endorsements based upon properly publicized hearings and established guidelines.

7.3.2.3 Monitor and evaluate attendance and economic factors related to NCSS sponsored conferences and make recommendations to the board as appropriate, using data provided by the director of meetings.

7.3.2.4 Serve as a reconciliation body regarding potential date conflicts and/or other conflicts which might work to the economic and professional disadvantage of any and all social studies council meetings.

7.3.2.5 Work with the executive director and local council leaders to create a calendar of locate, state and regional social studies conferences and to insure adequate and appropriate NCSS publicity and support for those meetings endorsed by the NCSS Conference Committee.

7.3.2.6 Serve in an advisory capacity in regard to other matters related to social studies conferences and meetings (see Products and Services Mix: Meetings)

7.3.3 Program Planning Committees (also refer to Program Planning Committee Handbook)

7.3.3.1 Composition

The Program Planning Committee is chaired by the individual whose presidency of NCSS falls during the time of the conference. The program chair shall appoint a committee of up to 20 persons, including a Program Vice Chair from the geographic area of the conference; a Local Arrangements chairperson; representative for technology; and additional persons selected in consultation with the director of meetings and the executive director, who also serve as ex officio members.

7.3.3.2 Time of Meeting

The budget allocated to the committee shall provide for one expense-paid meeting of the full committee, or a representative cross-section of the committee as determined by the co-chairs, normally held in late February or early March. In addition, each committee should expect to meet at the annual conference, but without having expenses paid by NCSS. Much of the committee's work must be carried on by correspondence and individual work assignments. The committee chairpersons are responsible for keeping committee expenses within the budget allocations.

7.3.3.3 Duties

7.3.3.3.1 To recommend to the board of directors a theme for the program; to plan a program consistent with that theme; to identify possible speakers; to recommend assemblies, sessions, workshops, and special meetings and events; to be sure that the theme and its accompanying plans reflect NCSS priorities and purposes as stated in the NCSS Constitution, article I, section 2; to recommend to the board of directors the choice of theme, topics, emphasis, and format twelve months before the annual conference being planned.

7.3.3.3.2 To present a carefully considered set of recommendations for major speakers.

7.3.3.3.3 To solicit proposals and select from those submitted sessions and workshops of high quality which best meet the conference theme and address issues of importance to under-represented groups in NCSS. Participants will be limited to a maximum of two presentations. A separate sheet will be attached to the proposal from for names and other information on presenters, including identification of first-time presenters. This sheet will not be given to the selection committee.

7.3.3.3.4 No more than 15% of the regular program shall be allocated to proposals submitted by publishers. Publishers' proposals will be selected by the Program Planning Committee according to criteria announced at the previous annual conference. Those selected will be scheduled throughout the regular program. Criteria for selection of these programs are as follows:

  • 1 only proposals reaching the selection committee before the announced deadline will be accepted;
  • 2 only one session per publishing company will be accepted for each year's annual program'publishers will be notified if there is a particular focus for the year's sessions, such as an elementary focus;
  • 3 to be eligible for consideration for a publisher's track session, an applying publisher;
  • or group must have exhibited at the previous year's conference and be submitting an exhibit request for the current year's conference;
  • 4 adherence to the conference theme in the program proposals is recognized as important and desirable but not required for acceptance.

7.3.3.3.5 Each community is entitled to a one hour session at the annual conference which will include their business meeting. All communities may request an additional one hour session. The proposal for the session should be clearly marked that it is from a community and must meet conference proposal deadline.

7.3.3.3.6 To coordinate plans and activities with the program committees for previous and succeeding years in order to avoid confusion and overlap.

7.3.3.3.7 To send the appropriate copy for the meeting program to the NCSS office.

7.3.3.3.8 To keep the Local Arrangements Committee informed of all plans and to oversee their coordination.

7.3.3.3.9 To evaluate the program in as simple a procedure as possible.

7.3.3.4 Responsibilities of the Director of Meetings

The director of meetings will be responsible for providing the planning committee with a full logistical analysis of the convention site and specific recommendations as to the number of simultaneous meetings possible, cost factors, etc. Such an analysis document should be included in the Convention Planning Handbook.

7.3.3.4.1 The director of meetings will work with the program chair to schedule all sessions so that audience level and disciplines are balanced across all conference time slots while considering facility and presentation equipment needs.

7.3.4 Local Arrangements Committee

7.3.4.1 Composition

The Local Arrangements Committee chair shall be appointed by the person who will be president during the year of the conference being planned, and the other members of the committee shall be appointed by the Local Arrangements chair as subcommittee chairs and co-chairs with particular responsibilities.

7.3.4.2 Chairperson's Tasks

7.3.4.2.1 To serve on the Program Planning Committee, especially to suggest off-site opportunities available to the convention and to be prepared to help carry out the program committee's plans with regard to them. The Local Arrangements Committee shall function like a subcommittee of the Program Planning Committee.

7.3.4.2.2 To identify, appoint and organize leaders to serve as subcommittee chairs who will provide major support functions at the annual conference, including hospitality, facilitators, tours, social events, registration, exhibits, publicity, evaluation, membership promotion, involvement of under-represented groups and students, and any other committee the Local Arrangements chair deems necessary for the successful administration of the conference.

7.3.4.2.3 To identify cooperative arrangements that the local school systems may provide to the conference, such as public relations assistance, teacher release for work and attendance at the conference, etc., partly via a written support letter to the state and district superintendents.

7.3.4.2.4 To determine how the host and contiguous state and local councils can be involved.

7.3.4.2.5 To assist in developing a communications system for NCSS headquarters, convention bureau, and hotels.

7.3.4.2.6 To assist in directing the efforts of all volunteers prior to and during the conference.

7.3.4.2.7 To plan committee meetings and ascertain that tasks of each subcommittee are effectively carried out.

7.3.4.2.8 To work with the program chair and the director of meetings:

  • 1 plan the location of the various functions;
  • 2 suggest entertainment to the NCSS president; and,
  • 3 suggest local persons who should bring greetings or sit at the head table at a general session.

7.3.4.2.9 To direct that invoices are obtained and records kept on all cost items with vouchers and receipts submitted monthly to NCSS headquarters, that the budget is known and honored unless exception is authorized by the executive director. To work with the evaluation subcommittee chair to administer a conference evaluation which assesses how effectively the meeting addresses the purposes of the council, with particular attention to the involvement of minorities and other under-served populations.

7.3.4.3 Tasks for the Director of Meetings

7.3.4.3.1 To make all contracts for union personnel.

7.3.4.3.2 To make all contracts with contractors such as hotels and convention centers, exhibit decorators, exhibit transportation, convention bureau services, security services, tour buses, photographers, equipment rentals, entertainment, etc. Committee members may solicit information, but not make arrangements or sign contracts.

7.3.4.3.3 To provide for compiling, printing, duplicating, and disseminating pre-conference newsletters, Tabloid Preview, programs, exhibit packets, registration materials, tickets, housing forms, and hotel and local arrangements instruction books (see Local Arrangements Handbook.)

7.4 Membership Committee

7.4.1 Composition

7.4.1.1 The committee shall be composed of sixteen members appointed as per operations committee guidelines. The chair and one member shall be a members of the board of directors. Members shall be appointed for three year terms beginning in different years. At least six members of this committee shall be persons with recent experience with membership activities at state and local levels.

7.4.1.2 The appointments by the president-elect shall ensure geographic representation of all regions of the U.S.

7.4.1.3 The NCSS director of member services and director of marketing shall serve as ex officio members.

7.4.2 Time of Meeting

During the annual conference.

7.4.3 Purposes and Duties

To study, report, and make recommendations concerning policy issues, processing, and promotion of membership in NCSS with special focus on promoting the full and active participation of men and women from all levels of education, all ethnic groups, and all geographic areas, urban, rural, and suburban (see section 9.11, Products and Services Mix: Membership Services.)

7.5 Nominations and Elections Committee

7.5.1 Composition

The Nominations and Elections Committee is composed of 11 members. Six members (two each year) are appointed by the executive committee and approved by the board. Four members are selected by the Associated Groups (one each per group, for a term determined by each Associated Group), confirmed by the executive committee and approved by the board. The immediate past-president is a member of the committee and serves as chair July 1 to June 30. Appointed members serve three year terms. Terms run January 1 to December 31. (Amended November 2017)

7.5.2 Time of Meeting

During the annual conference, and on or about August 15 of each year.

7.5.3 Purposes and Duties

7.5.3.1 To nominate at least one candidate for president-elect; two candidates for vice president; two candidates for elementary/early childhood classroom teacher category; two candidates for middle school; four candidates for the secondary classroom category; two candidates for the college/university category; two for the other related professionals category; and at least two candidates for committee member-at-large for the Fund for the Advancement of Social Studies Education.

7.5.3.2 To receive letters of advice from council membership concerning candidates, and to keep such letters in a file to be handed to each succeeding chairperson (such letters must be received by May 1 each year).

7.5.3.3 To consider such factors as geographic distribution, ethnic background, gender, areas of specialization, grade levels, and prior service to the organization in selecting candidates for office, to promote the full and active participation of men and women from all levels of education, all ethnic groups, and all geographic areas (urban, rural, and suburban).

7.5.3.4 To secure the consent of each candidate to run.

7.5.3.5 To monitor elections and recommend to the board of directors actions necessary to enforce the campaigning policies.

7.5.4 NCSS Staff Duty

To obtain photo, a 200-word biographical sketch similar to a model supplied to each candidate, and a 200-word position statement, to be prepared and submitted to NCSS headquarters not later than November 1. The biographical sketch and position statement will be published exactly as submitted without editing and will be terminated at 200 words.

7.5.5 Chair Duties

7.5.5.1 To report to the president the recommended slate of nominees and in turn the president shall immediately inform board members.

7.5.5.2 To maintain the handbook of specific procedures to be followed to facilitate the work of the committee. The handbook is to be reviewed and updates as necessary, and conformance with the board Policy Manual maintained (see section 1.3 Nominations and Election Procedures).

7.6 Publications Committee

7.6.1 Composition

7.6.1.1 The committee shall be composed of sixteen members appointed as per operations committee guidelines.

7.6.1.2 The Children's Book Council shall be voting ex officio members.

7.6.1.3 The director of publications, the executive director, the editor of Social Education, Social Studies and the Young Learner, and Theory and Research in _Social Education_shall be non-voting ex officio members of the committee.

7.6.1.4 Restrictions on Committee Member Service as Editor

While serving as a member of the Publications Committee, no one shall accept responsibility as an editor of any NCSS publication.

7.6.2 Time of Meeting

During the annual conference.

7.6.3 Purposes and Duties

7.6.3.1 The Publications Committee shall recommend policies to the board of directors regarding an overall publications program of NCSS including types of publications, distribution, pricing, sponsorship (conditions for outside funding and endorsements), and reprint and royalty rights. (see section 9.4, Products and Services Mix: Publications.)

7.6.3.2 The Publications Committee shall aid the director of publications in putting together a data base by providing information to him/her regarding potential authors and reviewers, resources and institutions, subject topics, trends, and research bases.

7.6.3.3 The Publications Committee shall make recommendations to the board of directors, in consultation with the director of publications, with regard to topics for future publications, types of publications/format, objectives of publication, treatments, and audiences.

7.6.3.4 The Publications Committee shall assist the director of publications by reviewing initial manuscripts of proposals for consistency with criteria for publication (as stated above) if asked to do so by the director of publications.

7.6.3.5 The Publications Committee shall establish and implement procedures whereby state and local councils associated groups, and individual members may share ideas and suggestions regarding areas of need and potential topics, trends, and resources that a publications program of NCSS may properly address.

7.6.3.6 The chair of the Publications Committee and the director of publications shall be involved in all decisions about special projects involving any type of publication. the director of publications shall have the opportunity to review all materials produced.

7.6.4 Select Subcommittees of the Publications Committee

7.6.4.1 NCSS/Children's Book Council Notable Trade Books Selection Committee

7.6.4.1.1 Composition The committee is composed of 12 members. The president shall appoint four members each year following the Annual Conference for three year terms beginning January 1. A board of directors liaison is also appointed by the president. The board liaison does not serve as a book reviewer and is not expected to attend the meeting in New York.

7.6.4.1.2 Purpose and Duties The committee serves as a book review panel and, in cooperation with the Children's Book Council, develops an annual annotated bibliography of selected trade books relating to social studies. This list is published in Social Education and distributed by the Children's Book Council. The program is coordinated by the Children's Book Council.

7.6.4.1.3 Time of Meeting Members meet once each year in New York at the offices of the Children's Book Council to review and select books for inclusion in the annual list. Attendance at this meeting is at the members' expense. A meeting is also held at the annual meeting.

7.7 Government and Public Relations Committee

7.7.1 Composition

The committee shall be composed of sixteen members appointed as per operations committee guidelines.

7.7.2 Time of Meeting

During the annual conference.

7.7.3 Purposes and Duties

7.7.3.1 To investigate and propose action plans to the board of directors; to promote the definition, nature, and status of social studies and to promote its importance for preparing students to assume their roles as citizens in a free democratic society.

7.7.3.2 To investigate and propose action plans to publicize the work of NCSS, its officers and board, its committees, state and local councils, associated groups, and their policy positions and guidelines, and to serve as a resource to the board of directors.

7.7.3.3 To monitor existing NCSS efforts at public relations and make recommendations for future directions, policies, activities, materials, and areas of concern.

7.7.3.4 To propose and lead sessions at the annual conference and other regional, state, and local meetings relative to establishing, maintaining, monitoring and enhancing current public relations efforts on the state and local levels.

7.7.3.5 To establish, enhance, and monitor linkages between NCSS and the executive, legislative, and judicial branches of government at the national, state, and local levels as per NCSS policy guidelines and board directives.

7.7.3.6 To develop strategies and procedures to influence public policy with the goal of promoting social studies, and enhancing education for civic competence.

7.7.3.7 To advise and make recommendations to the board and the Executive Director on matters pertaining to these linkages and efforts to influence public policy.

7.7.3.8 To establish, enhance, maintain and support a legislative network composed of representatives of each state, the District of Columbia, and the leadership of CS4, CUFA, and NSSSA.

7.7.3.9 To sponsor sessions at the annual conference that would help the membership to establish, enhance, and monitor legislative networks at the state and local levels.