NAAL 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 areas:
- 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
The Convener solicits papers from the Seminar participants and distributes them to the other Seminar members. Because of copyright concerns and the provisional nature of many papers prior to the meeting, papers will be distributed via email to the seminar members only and not published on the NAAL web site prior to the Academy meeting. - Prepare summer report
The Convener provides a report to the Seminar Delegate in view of the summer Academy Committee meeting. This is a preliminary report of plans and needs for the upcoming Academy meeting. - Finalize agenda for Academy meeting by October 1
The Convener solidifies plans for the January meeting and communicates the agenda to the Seminar Delegate so that the agenda may be printed in the Academy meeting program. - Solicit audiovisual needs from seminar participants
The Convener also solicits audiovisual equipment needs from the Seminar participants - Communicate audiovisual needs and number of those planning to attend
Communicates audiovisual needs as well as the projected Seminar numbers to the Seminar Delegate.
When inviting guests, remember that the Academy policy is that prospective visitors must contact the Past President for credentials prior to attending an annual meeting. Visitors should apply using the online Visitors Application.
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 dinner with the Seminar Delegate in appreciation of their 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 letter of 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 the Proceedings and other papers to the NAAL web site.
After the Academy meeting
- Submit seminary summary by February 15
The Convener prepares a summary of the Seminar’s work and submits this to the editor of Proceedings. The Convener also encourages seminar participants to submit their work for publication either in Proceedings or on the NAAL web site. - Write visitor recommendations by September 15
Write a recommendation for visitors who will apply for Academy membership. Such letters are submitted to the Delegate for Membership by September 15. Recommendations can be made online using the Reference from Seminar Convener form.