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Guidelines for the Post of State/Provincial Vice-President
GENERAL STATEMENT
CAMWS State/Provincial Vice-Presidents have four major areas of responsibility. First, as representatives of CAMWS in their state or province, they are responsible for handling its day-to-day business at the local level. Second, State/Provincial Vice-Presidents work closely with their Regional Vice-President on CPL. Third, the State/Provincial Vice-Presidents promote membership in the organization. Fourth, they help to circulate information about and encourage applications for CAMWS awards. Each of these areas of responsibility is outlined below.
GENERAL CAMWS DUTIES
overseen by the Secretary-Treasurer
CAMWS ANNUAL MEETING
The State/Provincial Vice-President should make every effort to attend the CAMWS annual meeting and to participate in the joint Vice-Presidents' meeting, during which policies, goals, and strategies are discussed for the upcoming year. This is an excellent time for State/Provincial Vice-Presidents to meet with CAMWS officers, other State/Provincial Vice-Presidents, and Regional Vice-Presidents and to gain new ideas and enthusiasm for the work ahead.
TERM OF OFFICE
The normal term of office is three years and can be extended. State/Provincial Vice-Presidents who wish to step down are expected to give written notification to the Secretary-Treasurer well before the annual meeting in order to insure a smooth transition. State or provincial organizations are encouraged to become involved in the recruitment of State/Provincial Vice-Presidents for CAMWS and to submit nominations to the Secretary-Treasurer of CAMWS for official appointment by the CAMWS President.
OTHER DUTIES
State/Provincial Vice-Presidents may be called upon to assist with special projects of CAMWS and to promote the work of other standing committees. Each State/Provincial Vice-Presidents is expected to maintain close contact and act as a liaison with his or her state or provincial Classical organization.
EXPENSES
Expenses for postage and telephone calls related to the responsibilities of the State/Provincial Vice-President can be reimbursed through the CAMWS Secretary-Treasurer.
CPL DUTIES,
overseen by the Chair of CPL
State/Provincial Vice-Presidents are CPL's official representatives in their states, provinces, and regions. As such, the State/Provincial Vice-Presidents are expected to encourage Latin teachers in their areas to submit proposals for possible CPL funding. They also act as the first step in screening the proposals which are submitted to CPL. (See Appendices B, C and D.) They also gather information about the state of the Classics in their state or province and serve as vital resources in the creation of new Latin programs and the preservation of old ones.
PROMOTIONAL ACTIVITIES
As representatives of CPL, the State Vice-Presidents encourage promotional activities in their states and provinces. Money is available from CPL to help fund these activities, and it is the State/Provincial Vice-President's responsibility to make this known to local schools and Classical organizations. A sample list of the types of activities which CPL has funded can be found in Appendix A and on the CPL web site. Nevertheless, it should be remembered that CPL is always interested in new and innovative projects.
Funding is generally available if the activity is aimed primarily at starting new Latin programs or publicizing existing ones. Publicity in local newspapers is especially sought; and the aim should be to reach as many people as possible. It is the responsibility of the Vice-President to insure that there is at least one request for CPL funds from his or her state or province annually.
State/Provincial Vice-Presidents should be aware of promotional materials available from CAMWS as well as from other organizations like the American Classical League, Junior Classical League, and the National Committee for Latin and Greek. Vice-Presidents may find it helpful to distribute such materials to CAMWS members in their state or province.
PUBLICITY AND COMMUNICATION
The State/Provincial Vice-Presidents are responsible for making Latin teachers in his or her states or provinces aware of CPL's existence and for getting CPL materials into their hands. The easiest way to do this is to request an on-going column in the state newsletter or a regular presentation at state meetings. Vice-Presidents also receive information each year on CAMWS awards, scholarships, and opportunities for funding. This material should be distributed through the appropriate channels (usually the newsletter) to all Latin teachers in the area. Where no newsletter exists, the State/Provincial Vice-President should work to institute one since this is the single most important promotional vehicle that a state or province can possess. Vice-Presidents should also make every attempt to attend annual meetings of state or provincial Classical organizations and to promote CAMWS at these events.
PROGRAM ADVOCACY
The CAMWS State/Provincial Vice-President should keep close track of the status of Latin programs in his or her state or province. If new programs are being considered, the Vice-President can provide invaluable advice and counsel, make CPL promotional materials available, and even suggest funding sources such as CPL grants. The Vice-President can also work through CPL to generate letters of support for threatened programs.
LATIN TEACHER PLACEMENT
In states with no regular placement service, the CAMWS State/Provincial Vice-President is the de facto contact for job placement. In most cases all that is necessary is the referral of the inquiry to the ACL Teacher Placement Bureau, Miami University, Oxford, OH 45056, ph: (513) 529-4116.
ANNUAL REPORT
Each year, State/ Provincial Vice-Presidents are contacted by their Regional Vice-President and asked to submit information on activities that have occurred in their states or provinces that year. Information on membership and scholarship activities should also be included. This material, in turn, is used by the Regional Vice-President in producing a regional annual report. These reports are submitted to the CPL Chair and become part of the CPL report to the Executive Committee of CAMWS and other members at the CAMWS annual meeting and on the CAMWS web site. In certain years, an article on CPL containing information taken from these reports has appeared in the Classical Journal, the CAMWS Newsletter, or on the CAMWS Web Site web site. For further guidelines about writing an annual report, see Appendix F.
SUMMARY
The State/Provincial Vice-President is, above all else, the presence of CAMWS in each state or province. The demands of the office on the time of the person holding the position are not as great as they may seem. Much of the State/Provincial Vice-President's work consists of answering letters of inquiry, telephoning, e-mailing, and submitting requests for money from CPL. These activities do not entail more than a few hours each month.
Moreover, the State/Provincial Vice-President frequently represents someone whom everyone in the state or province can approach for information, referral, or help. Above all, the State/Provincial Vice-President must be an active presence, working hard to further the cause of Latin in all of our schools from the lowest grades through college/university.
MEMBERSHIP DUTIES
overseen by the Chair of the Membership Committee
RECRUITMENT
State/Provincial Vice-Presidents are responsible for recruiting membership to CAMWS in their states or provinces. This includes soliciting new members and urging lapsed members -back into the fold.- Each year, generally in the autumn and again early in the new year, the Secretary-Treasurer and/or Chair of the Membership Committee of CAMWS sends updated membership lists to each State/Provincial Vice-President. The Vice-Presidents then use these lists to check on membership in their individual states or provinces. This may be done through direct mailing, telephone calls, notices and membership forms in the state/provincial Classical newsletter, or appearances at the annual meeting of the state/provincial Classical association. (See Appendix E).
MATERIALS
CAMWS brochures and membership forms are available from the Chair of the Membership Committee. State/Provincial Vice-Presidents are expected to distribute them in their states and provinces.
SCHOLARSHIP/AWARDS DUTIES,
overseen by the Chair of the Steering Committee on Scholarships and Awards
State/Provincial Vice-Presidents are responsible for promoting interest in all CAMWS scholarships, prizes, and awards. Information on all of these are distributed annually in the late summer or early fall by the various committees in charge of each or by the CAMWS Headquarters Office. Information on these awards is also published in the CAMWS Newsletter and can be obtained through the CAMWS Web Site (www.camws.org/awards/index.html). In particular, the State/Provincial Vice-President should work with local Classical organizations in identifying nominees for the CAMWS Kraft Award for High School Teaching, the College Teaching Award, and the CAMWS Service Award.
CURSUS ANNI for State/Provincial Vice-Presidents
SEPTEMBER
Obtain from the state/provincial Classical organization or from the state/provincial JCL a mailing list of all teachers in the state or province.
Distribute mailing to all teachers in the state describing the goals of CPL, the availability of CPL funds, and including CAMWS membership information.
Promote the CAMWS School Awards Program (deadline December1).
OCTOBER
Prepare a column or article for your state/provincial Classical newsletter on CPL activities, focusing on local CPL-sponsored events (if there are any). Promote CAMWS membership, the Grant, Semple, and Benario Travel Awards for study abroad (deadline February 1).
SEPTEMBER - NOVEMBER
Attend state/provincial Classical and foreign language conferences when they are scheduled in the fall. Distribute CAMWS brochures, CPL promotional materials, and describe the benefits of CAMWS membership.
DECEMBER
Contact former members of CAMWS who have not yet paid their dues for the current year. (List available from the Secretary-Treasurer of CAMWS or the Chair of the Membership Committee.)
JANUARY - FEBRUARY
Compile information from your state/province to submit to your Regional Vice-President for inclusion in the regional report. Include activities for which CPL funding was given, membership and scholarship activities, and the general state of Classics in your locale. Submit your information by the deadline requested by your Regional Vice-President. With the help of the state/provincial Classical organization identify nominees for the CAMWS Kraft Award for High School Teaching, the College Teaching Award, and the CAMWS Service Award.
FEBRUARY
Prepare a column or article for the state Classical newsletter on CPL activities, focusing on local CPL-sponsored events (in there are any). Promote CAMWS membership and the CAMWS' Manson A. Stewart Fellowship program (deadline March 15).
MARCH
Make a final push for CPL projects to be funded during the current fiscal year. Begin thinking about possible projects for next year. Submit your letter of resignation to the Secretary-Treasurer, if you do not plan to continue in your post. Your appointment is for a three-year period and is renewable upon the decision of the CAMWS President.
Work with the local Classical organization to insure that your state/province has at least one nomination for a CPL award for the best high school promotional activity. Deadline for receipt of applications is March 15.
APRIL
Attend the joint meeting for Regional and State/Provincial Vice-Presidents at the CAMWS annual meeting.
MAY
Work with the Regional Vice-President to prepare a list of goals and activities for next year. Submit suggestions to the Chairs of CPL, the Membership Committee and the Steering Committee on Scholarships and Awards.