SWCA Bylaws

I. The purpose of the Southeastern Writing Center Association (SWCA) is to promote 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.

II. Membership in the SWCA will include directors and staff of writing centers and persons interested in writing centers. Membership includes 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 a Board from the Association’s members. The Board will normally consist of 24-30 members.

A. Members of the Board will have demonstrated interest in writing centers and a commitment to the organization. 

B. The Board will be composed of the following persons elected by the SWCA members:

A. The Executive Board

The Executive Board (EB) consists of the President, Vice President, Archivist, and Treasurer.

The EB is responsible for the long-term planning and direction of the organization, as well as for communication with the Board. The EB includes President, Vice President, Archivist, and Treasurer. The EB calls for votes, reviews policies, and assesses financial resources of the organization to ensure its viability. The EB will meet online or through conference call at least once per month to discuss and report on organization activities, including monthly financials and transactions, community and state events, and upcoming activities; the EB will also conduct an annual summer retreat (the Executive Board Retreat) in order to set an agenda for the Policies and Procedures committee, which will include a visit to the proposed conference site for the following year. The EB will be responsible for developing the long-term operating budget of the organization and will serve as the Advisory Board for Southern Discourse in the Center: A Journal of Multiliteracy and Innovation (SDC), the journal of the Southeastern Writing Center Association. The full Board must vote/approve any plans proposed by the Executive Board, even Presidential appointments.

1. President (Term: 2 years – non-renewable, voting)

The President of SWCA will: chair the Executive Board and full Board; plan agendas and conduct Board Meetings and Retreats; arrange and moderate conference calls as needed; (may) be invited by the Editor to serve in an ex-officio capacity on the Editorial Board of SDC; appoint members to all committees and approve decisions by all committees before presentation to the full Board (including planning the annual conference); and serve as liaison and SWCA Representative to the International Writing Centers Association (IWCA), including attending (or sending a proxy to attend) IWCA meetings at national conferences. The President is responsible for reporting board activities, membership numbers, and pertinent budget information to the membership at the annual conference. The President also recommends appointments to the positions of Digital Content Developer, Conference Chair(s), and Editor(s) of SDC. Should the President step down for any reason, the Vice President will fill the Presidential role; if the mid-term election is within the first year of the new President’s term, the new President may renew for one additional term. The President leads the annual Executive Board Retreat for conferences held the following year. The President does not pay the conference registration fee due to his/her extensive work on the site visit, at the conference, and throughout the year leading up to the conference. (Required attendance at the annual conference and all Executive Board Meetings, Board Meetings, and Retreats)

2. Vice President (Term: 2 years -- non-renewable, immediate succession to the office of the President, voting)

The Vice President of SWCA works closely with the President and Immediate-Past President and serves as President-Elect. The VP will: assume the duties of the President in the President’s absence; undertake responsibilities as delegated by the President; chair the Policy and Procedures Committee; and maintain membership records, working with the Treasurer and the Conference Chair in managing the membership list. Should the President step down for any reason during his/her term, the VP will fill the Presidential role; a new VP would then be elected to fulfill the current term, and if the mid-term election is within the first year of the term, the VP may renew for one additional term. The VP is also responsible for leading the election process for Archivist when that office is up for renewal. The VP attends the Executive Board Retreat each summer. (Required attendance at the annual conference and all Executive Board Meetings, Board Meetings, and Retreats)

3. Archivist (Term: 2 years – maximum two consecutive terms, voting)

The Archivist is in charge of taking minutes during all full Board Meetings and Retreats, including conference calls. The Archivist will: distribute copies of the minutes to the Board for approval and correct them as necessary before having them posted in the online archive; develop and maintain the organization’s archives and records, and work with the SWCA Digital Media Coordinator to store these records and to make them available for the membership; and chair the Nominating Committee. With the Board and Nominating Committee, the Archivist will compile a list 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. The exception to this policy is in alternating years when the Archivist is running for a position; the Vice President will serve as an alternate election coordinator for the Archivist position only. The Archivist attends the Executive Board Retreat each summer. Service on a SWCA committee is also required. (Required attendance at the Annual Conference and all Executive Board meetings, Board meetings, and Retreats)

4. Treasurer (Term: 4 years – maximum two consecutive terms, voting)

The Treasurer is in charge of collecting membership dues, making deposits to the SWCA bank account, writing checks to cover approved expenses, and preparing the ongoing budget with the President. The Treasurer will monitor the SWCA account and file an annual financial report with the Archivist at the annual conference concerning all monetary transactions of the SWCA. The reports will be presented to the SWCA Board at its Annual Meeting. The Treasurer will: work with the Vice President in managing the membership list; work with the Conference Chair, receiving checks from registration and disbursing checks for expenses as approved by the Board; serve as a permanent member of the Policies and Procedures Committee; and, with the Editor of SDC, arrange expenses such as paper, printing, and mailing. The Treasurer will be responsible for filing annually with the IRS and with monthly financial reporting. The Treasurer attends the Executive Board Retreat each summer. The Treasurer does not pay the conference registration fee due to his/her extensive work on the budget for the site visit and the conference. (Required attendance at the Annual Conference and all Executive Board meetings, Board meetings, and Retreats)

B. SWCA Board Members

5. Immediate-Past President (Term: 1 year, voting)

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 discussions online and in conference calls and will attend Board meetings at the SWCA annual conference. (Required attendance at the Annual Conference and all Board Meetings and Retreats)

6. Immediate-Past Treasurer (Term: one year, non-voting)

During the first year of the Treasurer’s term, the Immediate-Past Treasurer will serve as advisor to the current treasurer, participating in SWCA Board discussion online and in conference calls and will attend Board meetings at the SWCA annual conference. (Required attendance at the Annual Conference and all Board Meetings and Retreats)

7. Digital Content Developer  (Term: indefinite, voting)

The Digital Content Developer is responsible for the organization’s website, Board listserv, and social media. The DCD will be appointed by the President with support of Executive Board and approval by the full Board. The DCD will organize, create, solicit, maintain, and update web and social media content from the Conference Chair(s), State and Community Member Representatives, and the Board, specifically the Archivist’s additions to the online archives. The DCD will receive a $1000 taxable, annual stipend, paid in two $500 installments on September 15 for the fall and at the annual SWCA Conference in February. The DCD does not pay the conference registration fee due to his/her extensive work on the conference website and on social media throughout the year leading up to the conference and during the conference. The DCD should give the President and Board one year’s notice when resigning from the position. (Required attendance at the Annual Conference and all Board meetings)

8. Incoming Digital Content Developer (Term: one year, non-voting)

Upon notice of the Digital Content Developer’s resignation, an Incoming Digital Content Developer will be appointed to shadow the DCD for a one-year transition period, during which this individual will also be a non-voting member of the Board. The Incoming Digital Content Developer will take part in SWCA Board listserv discussions and conference calls. (Required attendance at the Annual Conference and all Board meetings)

9. Southern Discourse in the Center (SDC) Editor (Term: 5 years – maximum two consecutive terms, voting)

The SDC Editor will publish and mail two issues per year. The SDC Editor will be appointed by the President with support of Executive Board and approval by the full Board. The SDC Editor is a voting member of the Board and participates in the SWCA Board listserv and conference calls. The SDC Editor will also: prepare CFPs in advance and ensure that CFPs are available at major and relevant WC conferences (the International Writing Centers Association, Computers and Writing, Conference on College Composition and Communication, etc.); ensure that PR materials are organized, prepared, present, and available; communicate with the board and members regularly; facilitate activities (such as workshops) to promote the journal; prepare CFPs before SWCA conferences and repeat these calls immediately after the conference to encourage submissions; and work with the Digital Content Developer to maintain content on the SWCA website. Service on a SWCA committee is also required. (Required attendance at the Annual Conference and all Board meetings)

10. Incoming SDC Editor (Term: 1 year, non-voting)

During the first year of the five-year term, the incoming SDC Editor will shadow the editor for a one-year transition period. The incoming editor will take part in SWCA Board listserv discussions and conference calls. (Required attendance at the Annual Conference and all Board meetings)

11. Immediate-Past SDC Editor (Term: 1 year, non-voting)

The Immediate-Past SDC Editor will remain on the Board for a one-year transition period after the five-year term. The Immediate-Past Editor will take part in SWCA Board listserv discussions and conference calls. (Required attendance at the Annual Conference and all Board meetings)

12-13. At-Large Members (Term: 2 years – maximum two consecutive terms, voting)

A total of two At-Large Members will serve on the Board, with one being elected each year on alternating schedules. 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. Each At-Large Member also chairs either the Awards Committee or Scholarship Committee. (Required attendance at the Annual Conference and all Board meetings)

14. Outreach Coordinator (Term: 2 years – maximum two consecutive terms, voting renewable)

The Outreach Coordinator (OC) is in charge of promoting the SWCA throughout the region. The OC should work closely with the Membership Community Representatives and State/Territory Representatives to promote the organization through locally-sponsored workshops and events. The OC will hold virtual meetings as needed, maintain the Funding Request Forms, send funding requests to the Board, and create and send via email two brief monthly newsletters to highlight SWCA events and reminders first to the full Board, and then, to the full membership. Service on a SWCA committee is also required. (Required attendance at the Annual Conference and all Board meetings)

15-18. Membership Community Representatives

15. Community College Representative (Term: 2 years – maximum two consecutive terms, voting)

The Community College Representative will 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, respective State Representatives, and the Outreach Coordinator to organize events and meetings and should maintain and develop a database of his/her member and event information in the SWCA Dropbox. Service on a SWCA committee is also required. (Required attendance at the Annual Conference and all Board meetings)

16. K-12 Representative (Term: 2 years – maximum two consecutive terms, voting)

The K-12 Representative will focus on creating a network of SWCA K-12 school members so that the organization can focus on meeting the needs of these institutions. The K-12 Representative should work closely with At-Large Members, respective State Representatives, and the Outreach Coordinator to organize events and meetings and should maintain and develop a database of his/her member and event information in the SWCA Dropbox. Service on a SWCA committee is also required. (Required attendance at the Annual Conference and all Board meetings)

17. HBCU Representative (Term: 2 years – maximum two consecutive terms, voting)

The HBCU Representative will focus on creating a network of SWCA HBCU members so that the organization can focus on meeting the needs of these institutions. The HBCU Representative should work closely with At-Large Members, respective State Representatives, and the Outreach Coordinator to organize events and meetings and should maintain and develop a database of his/her member and event information in the SWCA Dropbox. Service on a SWCA committee is also required. (Required attendance at the Annual Conference and all Board meetings)

18. Graduate Student Representative (Term: 2 years -- maximum two consecutive terms, voting)

The Graduate Student Representative will focus on creating a network of SWCA graduate student members so that the organization can focus on meeting the needs of these students. The Graduate Student Representative should work closely with At-Large Members and the Outreach Coordinator to organize events and meetings and should maintain and develop a database of his/her member and event information in the SWCA Dropbox. Service on a SWCA committee is also required. (Required attendance at the Annual Conference and all Board meetings)

19-27. State Representatives (Term: 2 years: maximum two consecutive terms, voting)

Each state shall have a representative who is appointed based on the recommendation by the Outreach Coordinator and outgoing State Representative and who is approved by the Board. State Representatives should work closely with the Outreach Coordinator and the Board to promote and encourage participation in the organization through locally-sponsored workshops and events. Service on a SWCA committee is also required. (Attendance at the Annual Conference and all Board meetings is required.)

During yearly elections, the Outreach Coordinator and outgoing Representative should submit the name of a successor state representative to the Board for approval. If two or more state representatives are nominated, the Board will vote. The prospective state representative should submit a 150-word statement of interest to the Archivist, which will then be shared with the Board before official appointment. State representatives wishing to continue after their two-year term should also submit a 150-word statement of interest. The appointed state representative will begin his or her term at the Incoming Board meeting of the SWCA conference.

28-30. Conference Directors

28. Current Conference Chair (Term: 1 year, voting, Co-Chairs share 1 vote)

The Current 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 Current Conference Chair will work with the Vice President and the Treasurer to manage the membership list, and will settle the budget, receipts, and expenses with the Treasurer and the President. The Current Conference Chair will be appointed by the President with support of Executive Board and approval by the full Board, following the submission of a conference proposal. The Current 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. During conference preparation, all funds may first go to SWCA. After receiving the funds, SWCA will issue a check to the university hosting SWCAC. However, should funds first go the university or WC hosting the event, the Current Conference Chair is responsible for issuing a check to the Treasurer of all monies earned from the conference. The Current Conference Chair is responsible for organizing and attending the summer site visit portion of the Executive Board Retreat for the conference being planned. The Current Conference Chair does not pay the conference registration fee due to his/her extensive work on the site visit, at the conference, and throughout the year leading up to the conference. (Required attendance at the Annual Conference, the site visit, and all Board meetings)

29. Immediate-Past Conference Chair (Term: 1 year, non-voting)

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 may attend the summer site visit for the following year’s conference at the President’s request. (Required attendance at the Annual Conference and Board meetings)

30. Future Conference Chair (Term: 1 year, non-voting)

If conferences are being actively planned for the future year, those Chairs shall be additional members of the board. (Required attendance at the Annual Conference and all Board meetings)

31-33. SWCA-CARE Chairs

31. SWCA-CARE Chair (Term: 1 year, voting)

The SWCA-CARE Chair coordinates the long-term vision of SWCA-CARE program, encourages submissions, fields questions, manages review process as well as tools and resources used in the review process, and organizes/oversees the committee of reviewers that is approved by the current SWCA President. Other duties might include professional development and SWCA-CARE promotion. When possible, the Chair and Co-Chair roles will consist of one senior member (with at least one year of experience on SWCA-CARE) and one junior member (who will be new to SWCA-CARE) in order to maintain continuity and best practices. Chair or Co-Chair can serve as SWCA-CARE proposal reviewer/s. Chair and Co-Chair will serve two-year terms and can, if interested, serve an additional/consecutive term (up to two total terms).

32. SWCA-CARE Co-Chair (Term: 1 year, voting)

The SWCA-CARE Co-Chair coordinates the long-term vision of SWCA-CARE program, encourages submissions, fields questions, manages review process as well as tools and resources used in the review process, and organizes/oversees the committee of reviewers that is approved by the current SWCA President. Other duties might include professional development and SWCA-CARE promotion. When possible, the Chair and Co-Chair roles will consist of one senior member (with at least one year of experience on SWCA-CARE) and one junior member (who will be new to SWCA-CARE) in order to maintain continuity and best practices. Chair or Co-Chair can serve as SWCA-CARE proposal reviewer/s. Chair and Co-Chair will serve two-year terms and can, if interested, serve an additional/consecutive term (up to two total terms).

33. SWCA-CARE Immediate-Past Chair (Term: 1 year, non-voting)

The SWCA-CARE Immediate-Past Chair advises SWCA Chair or Co-Chairs in terms of duties listed above. When possible, the Immediate-Past Chair will also help with SWCA-CARE promotion (at conferences, events, etc.). As needed, the Immediate-Past Chair can serve as application reviewer. Based on the needs of the SWCA, the Immediate-Past Chair will lead R&D efforts.

34. Board Emeritus Position

The position is not limited to past presidents, as there is a very finite number of presidents and they are tired and they might not want to keep advising. The following option provides more flexibility.

The Board Member Emeritus is nominated and elected by the Executive Board and SWCA Board Members and will be selected from those members who have served on the board with distinction and excellence. Emeritus members shall serve terms of two (2) years and are eligible for as long as they remain active in the work of SWCA. They may end their term at any time. Emeritus member candidates will have served the board with distinction and are considered deserving of the same for outstanding service.

A board member emeritus shall be entitled to receive all written notices and information which are provided to the Board, to attend all Board meetings, and encouraged to attend all other events conducted by the SWCA. A Board member emeritus shall not be subject to any attendance policy, counted in determining if a quorum is present at a meeting, entitled to hold office, or allowed to vote at any board meeting.

Eligibility: In order to be considered for designation as a board member emeritus, a person must be a current or former member of the SWCA Board who:

• Has served the SWCA with distinction
• Held an important leadership role, and made or continues to make significant contributions
• Completed the term(s) for which he or she was appointed
• Participates in one (1) or more SWCA activities
• Continues to serve in a Writing/Communication Center

Election: Annually, with the recommendation of the board nominating committee, the Executive Committee of the board will consider potential candidates and may nominate one (1) or more individuals for a board emeritus position. The Executive Committee will present the nomination(s) along with supporting statements to the SWCA Board for its consideration. A simple majority vote of members present at a meeting at which a quorum is present is sufficient to approve an appointment.

C. 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, and the incoming board meeting takes place the afternoon that the conference concludes.
   
   
2. To communicate with each other as requested (for voting and commenting on issues brought before the full Board) and to participate in meetings, conference calls, and retreats as scheduled by members of the Board.
   
   
3. To set annual dues (the fiscal year begins on July 1) and to allocate financial support for the publication of SDC.
   
   
4. To work in conjunction with the International Writing Centers Association (IWCA) to ensure SWCA is represented at IWCA business meetings and that relevant IWCA business is communicated 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 present plans that affect or represent SWCA to the Board for discussion and a full Board vote prior to the enacting of the plan.
   
   
7. To sponsor the annual conference and report to members at the annual conference, held every February.
   
   
8. 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.
   
   
9. Due to extreme circumstances or based on a conflict of interest, Board Members may be asked to resign based on a 2/3 majority vote by Board Members. The Board Member in question will be exempted from this vote.

D. SWCA Intern Position

1. In years when this position is nominated, the SWCA Intern will be an undergraduate student member who works on a project of his or her choosing as outlined in the proposal and in conjunction with a Board mentor or as solicited by the Board. The individual will update and communicate with the mentor and Board regularly and will submit a portfolio of work accomplished. Specific details of the Intern Position are available from the Executive Board.

E. SWCA-CARE Positions

1. SWCA-CARE Advisory Board (Term: 2 years, non-voting)
   
   The SWCA-CARE Advisory Board will consist of Immediate-Past Chairs who assist in maintaining consistency and support the work and mission of SWCA-CARE. They serve a term of two years and can, if interested, serve an additional or consecutive term (no renewal limits).
   
   
2. SWCA-CARE Reviewers (Term: No limit, non-voting)
   
   The SWCA-CARE Reviewer pool will consist of SWCA members who are WC administrators/professionals (as opposed to, for example, peer tutors) and who have undergone and passed SWCA-CARE certification. The SWCA-CARE Chair/Co-Chair will work with Reviewers to coordinate review cycle, maintain communications with applicants, revise timelines and materials as needed, etc. SWCA-CARE reviewers might be asked to share their experiences as reviewers to help develop/revise the application process and to provide professional development for SWCA-CARE applicants/potential applicants. SWCA-CARE Reviewers do not have to be SWCA Board members and are not required to attend SWCA Board meetings.
   
   Each SWCA-CARE submission will need multiple reviewers/reviews in order to ensure a fair and equitable review process. Each SWCA-CARE application will be assessed by at least three Reviewers from among the approved pool of Reviewers.

F. State Representative Nomination and Election Process

1. State Representatives may serve up to 2 two-year terms.  If willing to serve a second term, a representative may renew without re-election.
   
   
2. Six months before the end of a representative’s term (the August before the final conference of the term), an outgoing state representative will:
   
   - Share a description of a State Representative’s job responsibilities, provided by the Board, to the state’s membership, and
   
   - Solicit nominations from the state membership.  A representative may also nominate people. (SWCA membership is not required unless elected).
   
   
3. To apply, nominated members will complete a brief, online application form.

G. Special Elections/Appointments

1. Filling vacancies on the Executive Board. If an executive board member (President, Vice President, Archivist or Treasurer) steps down or cannot serve after their term has begun, they will be replaced as follows. A new election will be announced (by the Archivist or, if the Archivist is stepping down, by the Vice President). The election will otherwise be executed in the same way as an on-term election.
   
   
2. Filling vacancies (SWCA Board Members). If a SWCA board member (not on the Executive Board) steps down or cannot serve after their term has begun, the Executive Board and remaining members of the SWCA Board shall appoint a replacement to fill the vacancy. Board members can nominate a replacement. After nominations, board members will vote to appoint the nominee. A quorum is needed for the board election for the appointment to be valid.

H. Approval and Ratification

1. Changes in these bylaws shall be made by a majority vote of the Board and must then be ratified by two-thirds of members casting ballots.
   
   
2. Quorum Definition: In order for the board to move forward with an in-person vote, a quorum is required. A quorum is defined as 50% +1 of the voting board members.
   
   
3. When the board must vote on a matter outside of in-person meetings, voting can occur over email. In this situation, the archivist will send out a vote. In order for the vote to be valid, the number of votes must reach a quorum (50% +1 of the voting board members) during the designated voting period.