Seminar Convener Guidelines

The Conveners provide leadership for the Seminar groups, facilitating the goals set out in the mission statement of each Seminar. This work is carried out in three distinct timeframes:

• in preparation for the Academy meeting;
• during the Academy meeting itself;
• in follow-up after the Academy meeting.

The term for Seminar Conveners is generally to be three years. When appropriate, the Convener facilitates the naming of a new convener.

Responsibilities before the Academy meeting

• Collect and distribute papers
  Solicit papers from the seminar participants and distribute them to the other seminar members.  Because of copyright concerns and the provisional nature of many papers prior to the meeting, papers are to be distributed via email to seminar members only and not published on the NAAL website prior to the Academy meeting.
• Prepare summer report
  Provide a report to the Seminar Delegate prior to the summer Academy Committee meeting.  This is a preliminary report of plans and needs for the upcoming Academy meeting.
• Finalize agenda for Academy meeting
  Solidify plans for the January meeting and communicate the agenda to the Seminar Delegate by October 1 so that the agenda may be printed in the Academy meeting program.
• Solicit audiovisual needs from seminar participants
  Solicit audiovisual equipment needs from the seminar participants.
• Communicate audiovisual needs and number of those planning to attend
  Communicate audiovisual needs as well as projected seminar numbers to the Seminar Delegate by October 1.

At the Academy Meeting

The Convener’s task during the Academy meeting is to facilitate the work of the seminars. This includes the following responsibilities:

• Attend a pre-Academy reception with the Seminar Delegate in appreciation of your work and to discuss any issues that need to be addressed within seminar groups or by the Academy Committee.
• Welcome visitors, especially those expecting to apply for Academy membership.  You will be expected to write a recommendation for visitors who apply for Academy membership.
• Ensure that the proposed agenda for the seminar is carried out.
• Encourage participation by all members.
• Ensure that time is spent generating future projects and plans.
• Encourage the submission of major papers to Proceedings and other papers to the NAAL website.
• Do seminar assessment with participants.

After the Academy meeting

• By February 15, submit seminar report for Proceedings

Prepare a summary report of the seminar’s work and submit this online to the editor of Proceedings by February 15, using the Seminar Report Form found on the NAAL website.

• By February 15, submit Seminar Assessment Form

Complete the Seminar Assessment Form found on the NAAL website and submit it online to the Seminar Delegate by February 15.

Write recommendations for visitors applying for Academy membership.  These recommendations are to be submitted online to the Delegate for Membership by September 15, using the Recommendation by Seminar Convener form found on the NAAL website.