CAMWS Regional Vice-Presidents have four major areas of responsibility. First, as representatives of CAMWS in their regions, they are responsible for handling the organization's day-to-day business at the regional level. Second, Regional Vice-Presidents work closely with their State/Provincial Vice-Presidents and serve as the liaison between them and the Chair of CPL. Third, Regional Vice-Presidents promote membership in the organization. Fourth, they help to promote interest in all CAMWS awards. Each of these areas of responsibility is outlined below.
GENERAL DUTIES AS REGIONAL REPRESENTATIVES OF CAMWS
Overseen by the Secretary-Treasurer, the CPL Chair, the Membership Chair and the President.
APPOINTMENT AND TERM OF OFFICE
Regional Vice-Presidents are appointed by the CAMWS President for a term of three years. State or provincial organizations are encouraged to become involved in the recruitment of Regional Vice-Presidents for CAMWS and to submit nominations to the Secretary-Treasurer of CAMWS for official appointment by the CAMWS President.
The normal term of office is three years and can be extended. Regional 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.
CAMWS ANNUAL MEETING
Each Regional Vice-President is expected to attend the CAMWS annual meeting.
It is important that the Regional Vice-Presidents attend the joint meeting for Regional and State/Provincial Vice-Presidents on Thursday evening, where the strategy for the upcoming year is announced. It also provides an informal atmosphere for them to converse with the State/Provincial Vice-Presidents throughout the CAMWS area.
Regional Vice-Presidents are also encouraged to arrange meetings with the State/Provincial Vice-Presidents in their region at the CAMWS annual meeting.
APPOINTMENT AND TERM OF OFFICE STAFFING
The Regional Vice-Presidents are actively involved in recruiting new State/Provincial Vice-Presidents. Working whenever possible through the appropriate state or provincial organizations, they submit their nominations to the CAMWS President for approval and appointment.
Regional Vice-Presidents may be called upon to assist with special projects of CAMWS and to promote the work of other standing committees. Each Regional Vice-President is expected to maintain close contact and act as a liaison with the state or provincial Classical organizations represented in his or her region.
Expenses such as postage related to the responsibilities of the Regional Vice-President can be reimbursed through the CAMWS Secretary-Treasurer.
Overseen by the Chair Of CPL
Regional Vice-Presidents are CPL's official representatives in their regions. As such they are expected to encourage their State/Provincial Vice-Presidents to solicit proposals for possible CPL funding. Regional Vice-Presidents also act as the second step in screening the proposals, which are submitted to CPL.
CPL FUNDING REQUESTS
The Regional Vice-President should make every effort to ensure that there is at least one request for CPL funds from every state or province in the region annually.
The Regional Vice-Presidents act as the second step in screening the funding requests (Caristia Grant, Bridge Initiative Grant (BIG) and CAMWS Travel Grant For High School Groups) submitted to the CPL. The Regional Vice-Presidents are asked to reply promptly when contacted by the Chair of CPL in regard to a funding request.
The funding procedure is posted on the CPL web page at https://camws.org/cpl/funding/procedure.html.
The Regional Vice-President works to keep the individual State/Provincial Vice-Presidents well-informed of the progress of the committee, of work to be done, and of information to be passed along to Latin teachers in the area. Much of this work entails writing letters, or sending e-mails, or doing phone calls. Mail and telephone costs are paid by CPL through the Vice-Presidents' account in the CAMWS budget.
The Regional Vice-Presidents should plan to contact each of their State/Provincial Vice- Presidents at least four times a year. Copies of these communications should be sent to the Chair of CPL in order to keep the Chair abreast of all activities of the committee.
It is the duty of the Regional Vice-Presidents to encourage the State/Provincial Vice-Presidents to pursue the activities outlined for them in the CAMWS HANDBOOK, especially engaging in promotional activities and requesting funds for Latin teachers in their areas.
The CAMWS Regional Vice-President should keep close track of the status of Latin programs in the region. If new programs are being considered, the Regional Vice-President can work with the State/Provincial Vice-President to provide invaluable advice and counsel, to make CPL promotional materials available, and even to suggest funding sources such as CPL grants. The Regional Vice-President can also work through CPL to generate letters of support for threatened programs.
In early January the Regional Vice-Presidents will be contacted by the Chair of CPL and asked to begin gathering material for the submission of their annual regional reports, due to the CPL Chair (with copies of relevant portions to the Chairs of the Membership Committee and the Steering Committee on Scholarships and Awards) by February 15th. Each regional report is made up of summaries of information compiled and submitted by the State/Provincial Vice-Presidents in that region, including information on membership and scholarship activities. Comments by the Regional Vice-President as to what he/she perceives to be the needs of the region as a whole also belong in this annual report.
The ten regional reports form the basis of the annual CPL report to the Executive Committee of CAMWS and other members at the CAMWS annual meeting. Copies of the regional reports are kept on file by the Chair of CPL and are posted on the CPL website. Copies of the regional report should also be forwarded to the Chairs of the Membership Committee and the Steering Committee on Scholarships and Awards at the same time. Guidelines for writing a regional report are provided in the CPL Handbook.
The Regional Vice-President directs the activities of the State/Provincial Vice-Presidents as listed in CPL Handbook. While the State/Provincial Vice-Presidents are responsible for completing day-to-day duties, the Regional Vice-President should serve as a resource and local contact and provide encouragement and (occasionally) a little gentle pressure in the completion of those duties. Throughout the year the Regional Vice-Presidents distribute to their State/Provincial Vice-Presidents materials that have been forwarded from the Secretary- Treasurer of CAMWS, the Chair of CPL, the Chair of the Membership Committee, and/or the Chair of the Steering Committee on Scholarships and Awards.
Overseen by the Chair of The Membership Committee
Regional Vice-Presidents should assist in any way possible State/Provincial Vice-Presidents in their responsibilities for recruiting membership to CAMWS in their states or provinces. This includes soliciting new members and urging lapsed members 'back into the fold.' Each 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 Regional Vice-President and to each State/Provincial Vice-President. The State/Provincial Vice-Presidents use these lists to check on membership in their individual states or provinces. The Regional Vice-Presidents do the same for the entire region. This may be done through mailings, phone calls, e-mail, notices and forms in state/provincial Classical newsletter, or appearances at conventions.
CAMWS brochures and membership forms are available at Promotional Flyers for CAMWS VPs or from the office of the Secretary Treasurer. Additional promotion materials are found at https://camws.org/cpl/index.php. Regional Vice-Presidents should encourage state/provinical vice presidents to distribute these materials in print or electronically throughout their geographic areas, especially at professional meetings, or should do so themselves.
State/Provincial Vice-Presidents are to include in the information submitted to the Regional Vice-President for the annual regional report any activities undertaken toward the promotion of membership for CAMWS. Creative or innovative methods used that could benefit other State or Regional Vice-Presidents should be noted in the regional report and submitted separately to the Chair of the Membership Committee.
SCHOLARSHIP / AWARDS DUTIES
Overseen by the Chair of the Steering Committee on Scholarships and Awards
Regional Vice-Presidents are responsible for promoting 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 can also be obtained through the CAMWS Newsletter or the CAMWS Web Site (camws.org/awards/index.html). In particular, the State/Provincial Vice-President should work with local Classical organizations in identifying nominees for the CAMWS Teaching Awards and the Special Service Award.
CURSUS ANNI FOR REGIONAL VICE - PRESIDENTS
Evaluate the performance of the State/Provincial Vice-Presidents from the preceding year. Work with the President of CAMWS to appoint new Vice-Presidents where needed.
AUGUST - SEPTEMBER
Write to the State/Provincial Vice-Presidents, welcoming them back. Reinforce the goals of CPL and remind them of the availability of CPL funds. Encourage them also to promote the CAMWS Latin Translation Contest. (The deadline is posted on https://camws.org/awards/school.php.).
OCTOBER - NOVEMBER
Remind State/Provincial Vice-Presidents to promote the Grant, Semple, and Benario Awards for study abroad. Encourage them to attend their state Classical conferences and to distribute CAMWS membership brochures there. Get from the State/Provincial Vice-Presidents a progress report on how the year's special regional goal for CPL is being achieved. Telephone those State/Provincial Vice-Presidents in your region who have not yet been in touch with you this year!
DECEMBER - JANUARY
Write to your State/Provincial Vice-Presidents and request information from their state for inclusion in your regional report. Remind them to include activities for what CPL funding was given, membership and scholarship activities, and the general state of Classics in their locale. Set an early deadline for receipt of this material to ensure that your final report reaches the Chair of CPL by February 15. In this communication also inquire if they have contacted all of those CAMWS members who have not paid their dues for the year.
Telephone State/Provincial Vice-Presidents who are late in submitting information to you for the regional report. Submit your regional report to the Chair of CPL by February 15. Along with your report to CPL, include a nominee (if any) for 'Outstanding State/Provincial Vice-President.' Submit separate reports regarding membership activities and scholarship activities in your region to the Chair of the Membership Committee and the Chair of the Steering Committee on Scholarships and Awards by February 15.
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.
Attend the CAMWS annual meeting, the Regional Vice-Presidents' Meeting and the joint meeting for Regional and State/Provincial Vice-Presidents. Arrange a special meeting with the Vice-Presidents in your region.
Work with your State/Provincial Vice-Presidents and prepare a list of goals and activities for your region for next year. Submit suggestions to the Chairs of CPL, the Membership Committee and the Steering Committee on Scholarships and Awards.