Procedural Guidelines for the SGC/CAA Liaison Committee

Charge The SGC/CAA Liaison Committee will be responsible for determining the session content and personnel for the Affiliated Society Special Sessions at the College Art Association Annual Meeting, and for ensuring the session chair’s completion of the session. This session represents the activity of the SGC in the wider community of artists and educators; thus the Committee should be aware of its responsibility to present the dialogue of printmaking and SGC’s activity as both professional and engaging.

Forming the Liaison Committee The Liaison Committee will be appointed by the SGC Board. It will consist of three members who will serve a term of two years. Members may serve a total of two terms. Because of the need for continuity, each year one new member will be elected. The Board will communicate the availability of these seats to the membership via the Spring newsletter, the SGC website, and by listserve announcement. The Board may also actively seek candidates from among the members. The Board will appoint new Committee members at their fall meeting. The Liaison Committee term will commence in mid-October, after the fall meeting.

Procedures of the Liaison Committee Each year, the Liaison Committee will communicate the opportunity to present a session as a representative of the SGC to the membership via the Winter newsletter, the SGC website, by listserve announcement in the fall and winter, and at the SGC Conference. The Committee should also actively seek potential areas of discussion or research at the SGC Conference and through professional channels, and seek potential session candidates from among the members. Due to the limited CAA time frame (1 ½ hours for Affiliated Society Sessions) and the potential for creative structures, the Liaison Committee should encourage alternative forms in addition to the traditional panel, such as round table discussions, related but independent papers with discussion, or alternatives applicants may suggest. Members should also be encouraged to submit their fully developed panel proposals for 2 ½ hour sessions to the CAA Board through their own Call for Proposals (different deadline and guidelines – see CAA website for details). At least one member should be present at the SGC Conference to identify issues, discussions, and current trends that would be of interest to the wider art community, that can engage that community in the dialogue of the print, or that invite further investigation. There should also be at least one Committee member in attendance at the CAA Annual Meeting, and specifically at the SGC Affiliated Society session. The Committee should retain all abstracts and records of the sessions it arranges in an archive that is accessible to future committees, so that a reference and successive development of issues becomes possible. This archive should be sent to the Archives website. The Committee should make a report to the Board of their session selection results and also announce them through the listserve. The Committee should respond to all declined session proposals quickly. The Committee must notify the Board well in advance if a committee member is retiring for any reason, and should suggest possible candidates for replacement.

Forming the Session After the Committee is named in the fall, the Committee should be proactive in connecting to the membership through the Winter newsletter, the SGC List serve, and the website. This should include deadlines, procedures, new contact information, and potential areas of interest if some have been identified. The Committee should attempt to engage differing strata of the SGC organization (e.g. geographic distribution, academic and professional contributors, students, etc.). The Liaison Committee is empowered to construct or arrange a session from various submissions if there are independent ideas and papers submitted that would form a compelling presentation. Members of the Liaison Committee should be prepared to act as moderators or presenters in the session should it be necessary. This Liaison Committee has the authority to authorize the presentation for that year for the SGC session. Session presenters for CAA/SGC may not give presentations in successive years. The Committee is responsible for communicating to the session chair all guidelines (including these) and deadlines for CAA submissions. The Committee should ensure that the chair has the necessary forms. The Committee should also follow up on the timeliness of forms filed, obtain all written abstracts, and be an informational resource for session chairs.

Session Chair Responsibilities The session chair is appointed on June 1. After this time, the session chair is responsible for organizing and confirming the presenters, filing all required CAA paperwork (Affiliated Society Session Request Form, the Roster Order, the Abstracts Form, and any AV requests) and sending copies to the chair of the SGC/CAA Liaison Committee. Note: There is no honorarium at CAA, and participants generally pay conference fees. The session chair is responsible for arranging for all AV needs (special equipment beyond normal presentation needs is not included, and must be arranged for by the chair). The Chair should begin the session with a brief introduction of the SGC (available form the Liaison Committee) before introducing the topic and participants. Session chair should communicate the time structure of the session to the presenters, the availability of the ACAA ready room, and should be extremely careful to keep the session to its time frame.

Calendar NOTE: CAA participation commands long lead times. The period from the winter call for participation to the February presentation is over 1 year. In the winter, the Liaison Committee will be simultaneously tracking the panel for the upcoming February conference and putting out a call for the following conference’s panel. Winter: Call for proposals for the following year from the general membership on SGC website, list serve, and in Newsletter. This call should contain both a description of this CAA Affiliated Society program and any thematic topics under discussion. Late March / early April At least one member of the SGC CAA Liaison Committee attends the SGC conference and actively solicits possibilities for a special session at the CAA, including deadline and contact information. In particular, attention is put towards topics that build upon, or address apparent gaps in topics discussed at the SGC conference. (Note: Papers and panels previously given are not eligible at CAA, so any existing material needs to be somewhat differently developed for further presentation.) May 1 Potential session chairs submit an outline of intention to the SGC /CAA Liaison Committee, explaining topic, format, and list of potential participants. All those who take part in this proposed session must be current CAA as well as SGC members. June 1 Liaison Committee confirms the final choice of session chair, topic and format, and delivers all guidelines to the Chair. The Liaison Committee may recommend individuals or changes to the session depending upon range of outlines submitted for consideration. The Affiliated Society Roster form and schedule request should be sent to the session chair at this time. July 1-15 Confirmed session chair completes Roster Form and Schedule Request for an Affiliated Society “special session” and submits it to the CAA for the Online Preliminary Program. The session chair sends a copy of this paperwork to the Liaison Committee to confirm status. Late summer Manager of Programs at CAA mails instructions for Abstracts to Affiliated Societies. Session chair should confirm receipt. Early October Abstracts and session statements are due to the Manager of Programs at CAA. Session chair organizes these materials, sends to CAA, and sends a copy to the Liaison Committee to confirm status. Early November Deadline for changes and additions to final CAA published program. Any changes are copied to the Liaison Committee to confirm status Audio-visual requests confirmed with CAA (there is usually a standard setup) Winter: Call for proposals for the following year sent to the general membership on SGC website, list serve, and in Newsletter. This call should contain both a description of this CAA Affiliated Society program and any thematic topics under discussion. Mid February CAA conference:  A member of the CAA/SGC Liaison Committee should attend the session. Liaison Committee collects and files the archive of that year’s session. October 2, 2005 Submitted by the CAA/SGC Guideline Committee: Deborah Cornell and Phyllis McGibbon