Repository for sharing information required for CCSC Vice President.
Fall Board Meeting (2022-2023)
- Thursday November 10, 2022 at Asheville, NC (SE)
- The Board will have dinner ~5:00 or 5:30-7 p.m. at Stoneridge Tavern at 1003 Brevard Road.
- Followed by meeting ~ 7-11 p.m. at Comfort Suites hotel across the street at 890 Brevard Road.
- Board members should stay at Comfort Suites or Holiday Inn: http://ccscse.org/lodging.php?year=36th
- These two hotels are a couple blocks apart in the same neighborhood.
- They are located about 7 miles from the airport and 9 miles from the university.
- CCSC will pay your travel, so would love to see all of you in person if at all possible.
- Please make every effort to attend in person.
- Let me know if this is not feasible for you.
Spring 23 Board Meeting (2022-2023)
- March 2023 at SIGCSE Toronto, ONT, Canada (Board + Business)
- SIGCSE TS 2023 will be held from March 15-18, 2023 ain Toronto, Ontario, Canada.
Complete ACM Incooperation Agreement in April/May for Fall conferences held before Nov 8.
- October 7-8, 2022
- University of Wisconsin-Stout in Menomonie, WI
- Conference Chair: Saleh Alnaeli
- October 21-22, 2022
- DeSales University in Center Valley, PA
- Conference Chairs: Pranshu Gupta & Kathleen Ryan
- October 21-22, 2022
- Utah Valley University in Orem, Utah
- Conference Chair: Troy Taysom
- November 4-5, 2022
- Portland Community College – Sylvania Campus in Portland, OR
- Conference Chair: Gayathri Iyer
- November 11-12, 2022
- University of North Carolina – Asheville, in Asheville, NC
- Conference Chairs: Marietta Cameron & Kevin Sanft
ACM Incooperation Agreement and Statement of Understanding is delayed for conferences held after Nov 8. Get new Certificate of Insurance from the Treasurer in September.
Complete ACM Incooperation Agreement in Nov/Dec for Spring conferences.
- April 21-22, 2023
- Johnson County Community College in Overland Park, KS
- Conference Chair: Mahmoud Yousef
CCSC Vice Presidential checklist
We have 10 conferences a year. Five in the fall, and five in the spring. In order to use ACM and SIGCSE logos to promote our conferences, ACM asks us to fill out an "in-cooperation" agreement form. A separate form needs to be completed for each conference, so the procedure tends to become repetitive and routine.
The in-cooperation forms should be submitted about 4 months in advance. So, ideally the fall conference forms should be submitted in April/May, and the spring conferences should be done in November/December.
One minor wrinkle is that if a fall conference is scheduled on or after November 8, then the in-cooperation agreement cannot be completed so far in advance. This is because of the dating of our insurance policy. CCSC has an annual insurance policy that renews each year on November 8. And we are not billed for it until September. As a result, if there are any fall conferences held on or after November 8, you would not be able to complete the in-cooperation until September. The Treasurer (currently Brian Hare) should send you the latest proof-of-insurance.
Before filling out the in-cooperation agreement forms, you need to look up information about each conference to enter onto the form. Regarding the expected revenue and expenses of each conference, you can use the previous year's estimate as a starting point, and perhaps massage the figures based on the actual attendance figures and number of papers presented that should appear in the most recent Board minutes.
The CCSC Board has 2 in-person meetings each year. The fall meeting is held on the Thursday evening immediately before one of the fall conferences. (The region rotates from year to year.) The spring meeting is held the evening before the first day of the annual SIGCSE conference.
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About 3 weeks before the meeting, send an e-mail message to the entire board, requesting their reports. Regional reps need to send you a report on their region. Officers such as the treasurer, membership secretary, and publication chair, also submit reports. All you need to do is insert these reports into the minutes of the meeting.
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A few days before the Board meeting, the President should send you the meeting agenda. You can insert the regional and officer reports into the agenda. As VP, you also have a report to insert into the agenda. Basically, this itemizes all of the VP work that you have done since the last Board meeting, including the results of all of the motions the Board considered via e-mail.
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At the meeting, take notes on what is discussed. You can even attempt a rough draft of the minutes during the meeting live by editing the agenda/minutes document that the President shares with you.
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The final version of the minutes should be submitted to the board for approval within a month after the meeting.
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The spring board meeting is followed soon after by the general business meeting during SIGCSE. This is a short meeting, consisting mainly of announcements to the entire membership.
You also need to take minutes of this meeting. It gets approved at the same time as the minutes of the board meeting. -
All of your travel expenses are reimbursed by CCSC. Send your reimbursement form and receipts to the Treasurer.
We have some board elections every year. Consult the (online) list of Board members to see whose terms are expiring. A nominating committee should be formed during the fall board meeting. You as the VP are the chair of the nominating committee. Beginning in January or so, contact incumbents to see if they are interested in re-election. If not, solicit new people to run for those offices. Consult with regional boards, for example. You should have your slate of candidates ready by the spring board meeting.
The election takes place online during a 30-day period in May/June. We use a vendor called votingplace.net. You will have login credentials to administer the election. You also need to pay for the election, and then immediately get reimbursed by the Treasurer.
At any time during the year, a board member may introduce a motion for the entire board to debate. Discussion and voting on these motions is done via e-mail. The way to communicate to the rest of the board is to send e-mail to: ccsc_board@gaggle.email.
All motions except those coming from a committee need a second. The President will announce a 3-day discussion period, followed by a 2-day voting period. They are business days, not including weekends. For example, if a motion is announced and seconded on Monday, the President may decide that the discussion period would be Tuesday through Thursday, with voting taking place on Friday and the following Monday. People vote by sending e-mail directly to you.
You should maintain a spreadsheet to keep track of all the motions, one page per motion. You need to record what the motion is, who made the motion and on what date, who seconded and on what date, and the dates of voting. Finally, you need to record the votes for each Board member. The day after voting is over, announce the result to the board via e-mail. I recommend also including a screenshot of your spreadsheet page so that all of the details of the motion can be seen.
On the first day of voting, encourage all Board members to vote, and instruct them to send their votes straight to you.
Chronological order of important Vice Presidential tasks
January
- Begin discussions with the nominating committee regarding who is going to run for election/re-election.
- Ask incumbents if they want to serve another term.
February
- Late in the month, remind Board members to submit reports to you.
March
- A few days before the Board meeting, the President should send you the meeting agenda.
- Insert the regional and officer reports into the agenda.
- As chair of the nominating committee, insert a little report showing the names of the proposed candidates for this year's elections.
- Attend the board and business meeting that is held in conjunction with SIGCSE.
April
- Submit the minutes of the spring board meeting and the general business meeting to the Board for approval.
May
- Submit in-cooperation agreements to ACM for our fall conferences.
- Conduct online elections.
June
- When election period is over, announce winners.
September
- Ask the Treasurer to send you the latest copy of our Proof of Insurance needed for the in-cooperation agreements.
- If there is a fall conference scheduled on or after 11/8, submit its in-cooperation agreement to ACM.
- Mid-month, ask Board members to submit their reports to you.
October/November
- A few days before the Board meeting, the President should send you the meeting agenda.
- Insert the regional and officer reports into the agenda.
- Attend the Board meeting held in conjunction with a regional CCSC conference.
November
- Submit the minutes of the fall board meeting for approval.
November/December
- Submit in-cooperation agreements to ACM for our spring conferences.
Anytime
- Check your e-mail periodically for motions and votes on motions.
Created August 2022 by Denise Case based on information provided by Chris Healy.
- chris.healy@furman.edu
- denisecase@gmail.com (for GitHub / Google Docs) and dcase@nwmissouri.edu for correspondence.