Mission
The Southeastern Writing Center Association (SWCA) was founded in 1981 to advance literacy; to further the theoretical, practical, and political concerns of writing center professionals; and to serve as a forum for the writing concerns of students, faculty, staff, and writing professionals from both academic and nonacademic communities in the Southeastern region of the United States. A member of the International Writing Centers Association (IWCA), an NCTE Assembly, the SWCA includes in its designated region North Carolina, South Carolina, Virginia, Florida, Georgia, Tennessee, Alabama, Mississippi, Kentucky, Puerto Rico, and the American Virgin Islands. Membership in the SWCA is open to directors and staff of writing centers and others interested in writing centers from public and private secondary schools, community colleges, colleges and universities, and to individuals and institutions from beyond the Southeastern region.
Bylaws
(Last approved: January 2011)
I. The purpose of the Southeastern Writing Center Association (SWCA) is to promote literacy among the citizenry, to further the theoretical, practical, and political concerns of writing center professionals, and to serve as a forum for the writing concerns of students, faculty, staff, and writing professionals from both academic and nonacademic communities.
II. Membership in the SWCA will include directors and staff of writing centers and persons interested in writing centers, membership to include those from the states of North Carolina; South Carolina; Virginia; Florida; Georgia; Tennessee; Alabama; Mississippi; Kentucky; Puerto Rico; and the American Virgin Islands.
III. The SWCA will elect an Executive Board from the Association’s members.
A. Members of the Executive Board will have demonstrated interest in writing centers and a commitment to the organization. The Board will normally have 12 members, ideally with geographic representation from across the region. Each board member shall have only one vote; the president shall vote only in the case of a tie.
B. The Executive Board will be composed of the following persons elected by the SWCA members.
Executive Board (Organizational Chart)
1. President (Term: 2 years – non-renewable)
The President of SWCA will chair the Executive Board; plan agendas and conduct Board Meetings and Retreats; arrange and moderate conference calls as needed; moderate the annual general business meeting held during the annual conference; serve in an ex-officio capacity on editorial board of Southern Discourse and on all committees (including planning the annual conference); and serve as liaison and SWCA Representative to the International Writing Centers Association (IWCA), attending or sending a proxy to attend IWCA meetings at NCTE, CCCCs, and IWCA conferences.
2. Immediate-Past President (Term: 1 year)
During the first year of the President’s term, the Immediate-Past President will serve as advisor to the current president, participating in SWCA Board discussion online and in conference calls, as well as attending Board meetings at the SWCA annual conference, and prepare within three months of the new president’s election a written report to be given to the entire Executive Board in which the following three pieces of information are offered: (1) a list of presidential responsibilities for the year, including dates by which specific tasks must be completed; (2) a statement in which old business is identified, so that the new president will be prepared to act on that business during the upcoming year; (3) a statement in which the past-president identifies issues that the new president may (or should) encounter during the next year. This document should become a permanent part of the SWCA’s archives.
3. Vice-President (Term: 2 years, renewable, with no immediate succession)
The Vice-President of SWCA will work closely with the President and Immediate-Past President. The Vice President shall assume the duties of the president in the president’s absence and shall undertake such responsibilities as delegated by the president. The Vice President will serve as Parliamentarian during the Annual Business Meeting at the SWCA conference and during Board meetings. The Vice President shall Chair the Policy and Procedures Committee. The Vice President shall be involved with membership records and work with the treasurer and the conference director in managing the membership list.
4. Secretary (Term: 2 years – renewable)
The Executive Secretary will be in charge of taking minutes during all Board Meetings and Retreats, including conference calls and the annual business meeting at the SWCA Conference. The Secretary will distribute copies of the minutes to the Board for approval, and correct them as necessary before having them posted in the online archive. The Secretary will serve as custodian of the organization’s archives and records, and work with the SWCA Webmaster. The Secretary shall chair The Nominating Committee. With the Board and Nominating Committee, the Secretary will develop a slate of candidates for election, be responsible for issuing a call for nominations and handle all activities associated with elections and voting, including announcing results to candidates and the membership.
5. Treasurer (Term: 5 years – renewable)
The Treasurer will be in charge of collecting membership dues, making deposits to the SWCA bank account, and writing checks to cover approved expenses. The Treasurer will monitor the SWCA account, and file an annual financial report concerning all monetary transactions of the SWCA. The reports will be presented to the SWCA Board at its Annual Meeting, and published in Southern Discourse. The Treasurer will work with the secretary, or other Board member, in managing the membership list, will work with the Conference Chair, receiving checks from registration and disbursing checks for expenses as approved by the Board, and will communicate with the Editor of Southern Discourse about expenses paper, printing, and mailing.
6. Webmaster (Term: indefinite)
The Webmaster will maintain the organization’s website and will be a voting member of the board. Due to the intensive labor involved with maintaining web pages, the webmaster will receive a $500 annual stipend, paid in two $250 installments (Minutes from SWCA Retreat, 8/29/09).
7. Southern Discourse Editor (Term: 5 years – renewable)
The Southern Discourse Editor will publish and mail three issues per year. The Southern Discourse Editor will be appointed by the Executive Board. The Southern Discourse Editor is a voting member of the Board and attends all Board Meetings, Retreats, and participates in the SWCA Board listserv and conference calls.
8-9. At-Large Members (Term: 2 years – renewable)
A total of two At-Large Members will serve on the Board, with two being elected each year. Board Members-at-Large attend Executive Board meetings and Retreats, participate in discussion on the SWCA Board listserv and in conference calls, and help to develop and execute short- and long-term goals in the best interests of SWCA.
10. Community College Representative (Term: 2 years – renewable)
The Community College Representative shall focus on creating a network of SWCA community college members so that the organization can focus on meeting the needs of these institutions. The Community College Representative should work closely with At-Large Members and the Outreach Coordinator to organize locally-sponsored events.
11. Secondary School Representative (Term: 2 years – renewable)
The Secondary School Representative shall focus on creating a network of SWCA secondary school members so that the organization can focus on meeting the needs of these institutions. The Secondary School Representative should work closely with At-Large Members and the Outreach Coordinator to organize local events.
12. Outreach Coordinator (Term: 2 years – renewable)
The Outreach Coordinator will be in charge of promoting the SWCA throughout the region. The Board and OC shall appoint a network of State Representatives who will help promote the SWCA locally. The OC should work closely with the Community College Representative, the Secondary School Representative, and State/Territory Representatives to promote the organization through locally-sponsored workshops and events.
State/Territory Representatives
13-22. State/Territory Representatives (Term: 2 years: renewable)
Each state and the territories shall have a representative who is appointed by the Board based on the recommendation by the Outreach Coordinator. State and Territory Representatives should work closely with the Outreach Coordinator and Executive Board to promote the organization through locally-sponsored workshops and events.
Conference Directors
23. Current Conference Chair (Term: 1 year)
The Conference Chair, along with a Conference Planning Committee, will propose and organize the annual program in consultation with the Past Conference Chair and the President, and make all arrangements as needed. The conference director will work with the secretary and the treasurer, or other designated Board member, to manage the membership list, and will work out the budget, receipts, and expenses with the Treasurer and the President. The conference director will be appointed by the Board, following the submission of a conference proposal, and will attend all Board Meetings and Retreats and participate in the SWCA Board listserv and conference calls. The Conference Chair will keep records of the planning and arranging of the conference to pass on to future directors and the Board, and will submit a report on the conference, including a full accounting of expenses and cash received within three months following the conference. The Chair is also responsible for issuing a check to the Treasurer of all monies earned from the conference. The Current Conference Chair will be a voting member. If there are Co- Chair s of the Conference then such Co- Chair s shall share one vote between them.
24. Immediate-Past Conference Chair (Term: 1 year)
The Immediate-Past Conference Chair will assist the Board and the Current Conference Chair concerning procedures for organizing the conference. The Immediate-Past Conference Chair will not be a voting member of the board.
25. Future Conference Chair (Term: 1 year)
If conferences are being actively planned for future years, those Chair s shall be additional, but non-voting members of the board.
C. Executive Board Members will have the following responsibilities:
1. To meet annually during the SWCA conference. The outgoing board meeting takes place the afternoon before the conference opens (Thursday), and the incoming board meeting takes place the afternoon that the conference concludes (Saturday). The Annual Business Meeting for Board and the Membership takes place during breakfast of the second day of the conference (Friday).
2. To communicate with each other regularly through the SWCA Board listserv and email, and through scheduled conference calls and a Board Retreat.
3. To set annual dues (the fiscal year begins on July 1) and to allocate financial support for the publication of Southern Discourse.
4. To work in conjunction with the International Writing Centers Association, and make sure SWCA is represented at IWCA business meetings, and that IWCA business gets communicated back to the SWCA Board. To post relevant calls and proposals related to SWCA events and elections on the IWCA website or other IWCA publications, and to provide IWCA, when asked, with a regional report of activities, membership lists, or other related data.
5. To serve as a liaison between SWCA and related organizations.
6. To sponsor the annual conference, conduct the annual business meeting, and report to members at the annual conference, held every February.
7. To review and propose revisions in the Bylaws as they are needed, for the benefit of the membership and the future growth and success of the association as a whole.
D. State/Territory Representatives will have the following responsibilities:
1. To work in conjunction with the Outreach Coordinator and Executive Board, and to promote the SWCA to local members.
2. To communicate regularly through the SWCA Board listserv and email, and through scheduled meetings and conference calls.
E. Conference Chairs will have the following responsibilities:
1. To plan, manage, and coordinate all local aspects of the conference. Follow guidelines established in job description.
2. To communicate regularly and work closely with SWCA Executive Board members.
IV. Changes in these bylaws shall be made by a majority vote of the Executive Board and must then be ratified by two-thirds of members casting ballots.
The Southeastern Writing Center Association
SWCA - 2012
est. 1981
Southeastern Writing Center Association
