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American Academy of Religion Regional Officers' Handbook

Prepared by the

AAR Committee on Regions

Brian K. Pennington (Chair)
Susan E. Hill
Douglas R. McGaughey
Deborah Minor (Staff Liaison)

2009

This document was first published in 1992, written by the then Committee members Robert Monk (chair), Linda Tober, and Raymond Williams. It was updated in 1995 and revised in 1998, 1999, 2001, and 2002.

American Academy of Religion Overview

The Committee on Regions
Regional Organization Patterns
Regional Programs
1. Annual Meetings
Publicity and Communication
1. Regional Patterns
2. Religious Studies News–AAR Edition
Faculty Development
Regional Finances
Appendices

American Academy of Religion Overview

Essential tasks of the American Academy of Religion as a learned society and a professional association are carried out at both Academy-wide and regional levels. Activities designed to implement these tasks at either level reinforce and supplement the work of the other. At present the annual Academy-wide meeting is augmented and expanded by ten geographically distinct regional meetings.

Regional meetings of the Academy often incorporate patterns of organization and presentation similar to those followed at the Academy-wide meetings: section meetings, giving and responding to papers, plenary speeches. Regions have developed a distinct character of their own, providing the following opportunities:

More time for personal contact among members than is possible at the AAR Annual Meeting.
More proximate location.
More opportunity for academic exchange within and across sub-field specializations.
Occasions for initiating or supporting cooperative research projects.
More flexible programming, including scope for experimentation and for focus on regionally specific issues.
Special events (e.g., thematic presentations, exhibits, performances, etc.).
Opportunities for playing a leadership role in the Academy.
Access to professional development initiatives such as mentoring, workshops, and programs to enhance teaching skills.
More opportunities for graduate students to present their work.
Access to job opportunities opening late in the academic year.

While the entire work of the Academy is supervised by a Board of Directors, the activities of the organization at the regional level are the responsibility of regionally elected officers. Since 1974 the regionally elected directors of the ten regions have served as members of the AAR Board of Directors. These Regionally Elected Directors serve as full members of the Board and, as any other Board member, share responsibility for the well-being of the entire organization. The regionally elected directors also provide a natural link between the interests and concerns of regions and those of the entire Academy. This Handbook is offered by the Committee on Regions as a tool and resource to help regional officers understand and carry out their work.

Programs and activities of the Academy are constantly evolving, so the Handbook is offered in a format that will allow expansion and replacement of sections. Because each region has individual characteristics and distinctive patterns, regional officers may wish to make additions to this Handbook to meet particular regional needs. Where Board policies impact regions, those policies have been detailed; however, the Handbook should be understood to be a guidebook rather than a regulatory document.

I. The Committee on Regions

The Committee on Regions is a standing committee of the Board whose membership consists of three regionally elected directors. The responsibilities of the committee are defined in its charge:

The Committee on Regions facilitates and supports the work of the American Academy of Religion regional structures. In doing so, the Committee has responsibility for general issues and for development and recommendation of policies relevant to the regions and their activities. The Committee administers certain funds for the support of regional activities.

The Committee thus has primary responsibility for supporting, promoting, and developing regional activities. The Committee is the initial forum where regional concerns and policies are discussed and evaluated before being presented to the Board of Directors or to AAR executive office staff. It is also the group through which major new initiatives supporting the regions can be implemented. For these reasons it is essential that regional officers maintain regular and consistent contact with the Committee.

This committee provides for guidance and help to regional officers in dealing with some of the larger systemic problems confronting regional organizations. By bringing such issues to the committee's attention, officers may develop solutions that will be helpful in their region and other regions as well.

Regional officers are free to make general proposals or suggestions that the committee should consider. Such submissions may range from full formal proposals for new initiatives to nascent ideas that are not fully developed. Such suggestions are crucial to keeping the committee attuned to the concerns and needs of regional organizations and the members they serve.

Proposals and suggestions may be submitted at any time. The committee meets in September and in the spring.

II. Regional Organization Patterns

1. Officers

Each region has an established structure that includes officers of the region. The roles and organization of the officers may vary by region, and these should be stipulated in the regional bylaws. The regionally elected director should send a copy of the regional bylaws to the AAR Executive Office. A common structure of officers includes a past-president, president, vice president and program chair, vice president-elect, and secretary-treasurer. In some cases there is simply a president, vice president, and secretary-treasurer. Terms of office are usually for one year, with the exception of the regionally elected director, whose term is three years and who is eligible for re-election to a second three-year term. Sometimes an elected advisory board serves as an aid to the elected officers. It is recommended that a student representative be included as a member of an executive committee or as a member of the advisory board. Some regions have officers in common with the Society of Biblical Literature. In all cases there must be a regionally elected director whose responsibilities are established, in part, by the Board of Directors of the AAR (see section II. 4.)

Every year on the Saturday morning of the AAR Annual Meeting the Committee on Regions holds a meeting for regional officers. The time and place are printed in the annual meeting program book. All regional officers are encouraged to attend this meeting and to communicate issues of concern to the Committee on Regions.

2. Regional Organization

The officers of the region and others, who may be designated by the by-laws of the region, constitute an executive committee, which should meet at least annually. The responsibilities of the officers of the region include planning programs for the annual regional meeting, arranging for the meeting, which may include coordination of a host committee, and, more generally, supporting the regional community of scholars and teachers. This general responsibility may include selection of student paper awards, invitation of designated speakers, sponsorship of workshops, and exploration of issues specific to the region.

3. Election Processes

All officers of the region or executive committees are elected by members residing in the region, normally at the annual regional business meeting or by a mailed or emailed ballot. The recommended procedure is that a nominations committee be constituted, usually chaired by an officer, which will present a slate of nominees to members of the region, and will also make provision for additional nominations. The results of the election, whether by ballot or voice vote, must be communicated to the AAR Executive Office by the regionally elected director in a timely fashion.

4. Regionally Elected Directors

Regionally elected directors are essential to every region. Provision for election of regionally elected directors should be included in the regional by-laws because regionally elected directors have responsibilities to the region and the AAR Board of Directors. As members of the AAR Board of Directors, regionally elected directors are covered by AAR liability insurance when carrying out their duties. Regionally elected directors have a tenure of three years, with the possibility of reelection for an additional three-year term.

a. Regional Responsibilities

The regionally elected director is the only official authorized by the AAR Executive Office to sign contracts with universities, hotels, and conference centers that provide facilities and other amenities for regional annual meetings. It is best to arrange for locations and times for regional meetings several years in advance. Assistance on understanding and implementing these policies is available from the AAR Executive Office.

Regionally elected directors have responsibility for reporting on the use of Annual Regional Support Funds and results of election of officers, financial statements, and minutes of regional meetings to the AAR Executive Office by June 1 each year. (See VI. 1 and Appendix F.)

Regionally elected directors must submit annual reports describing their region's activities to the Board of Directors in a timely fashion so that the reports may be included in the Board Book for the Spring Board meeting.

Regionally elected directors communicate suggestions, concerns, and requests from the region to the AAR Committee on Regions, the Board of Directors, and the Executive Office, channels of communication that are very important.

b. Regional Activities

Regional responsibilities vary among regions and are established by the procedures and by-laws of the various regions. The following are a few examples of activities that regionally elected directors help to coordinate.

The regionally elected director works with the regional executive committee to plan the annual meetings and other programs of the region, to initiate special projects, to call the executive committee into session, and to keep records of the meetings of the executive committee and the annual meeting.

Cultivation of active participation of AAR members in the region and communication with them are important responsibilities of the regionally elected director. Special mailings to members in the region and communication with chairs of religion departments in the region are useful.

Regionally elected directors are urged to give special attention to student members in their regions and to plan programs that will be of value to graduate students entering the Academy.

Regional newsletters and the regional website (see section IV) are the responsibility of the regionally elected director. Mailing lists for newsletters and announcements of annual meetings are sent to regionally elected directors upon request (two per year without charge) by Membership and Technology Services. (See names of contact persons in Appendix A.)

c. Responsibilities to the AAR Board of Directors and Executive Office

Regionally elected directors are full members of the Board of Directors of the AAR as elected directors by virtue of their election as regionally elected directors for three-year terms. They may be elected for one additional three-year term. A term as a member of the Board of Directors begins at the November Board meeting after a regionally elected director's election and ends one day before the November Board meeting three years hence. Membership on the Board of Directors implies attending two meetings a year, one in the Spring and the other in the Fall prior to the AAR Annual Meeting. (See Appendix C.)

Regionally elected directors meet regularly with the Committee on Regions of the AAR to discuss regional programs and activities, normally at the AAR Annual Meeting in November and at an annual retreat in conjunction with the spring Board of Directors meeting. (See Appendix C.)

Regionally elected directors keep the Board of Directors and the Executive Office informed about the work of the region. A formal report of each region's activities is expected at the Spring meeting of the Board of Directors. (See Appendices C and E.)

Regionally elected directors, in consultation with their regional executive committees, are requested to nominate people from their regions to serve on the various committees and in offices of the AAR.

d. Retention of Records

Regionally elected directors are expected to keep a formal record of the meetings and activities of the region, including minutes of regional executive committee meetings, regional business meetings, and annual meeting programs.

Regionally elected directors make an annual report of the region's activities and finances to the Executive Office. (See section II. 4. a and c)

All records no longer in use should be sent to the AAR Archivist. Financial records older than seven years may be discarded. (See Appendix A.)

5. Relations with Other Organizations

a. Regional Commissions on the Study of Religion

Some of the regions operate in cooperation with Commissions for the Study of Religion which have their own by-laws or standards of operation. The Commissions frequently are approved as tax-exempt organizations under the rules of the IRS. This can be an advantage for keeping funds from year to year. The Commissions serve in the distribution of programs and newsletters and in the coordination of activities in the region. Usually the Commissions include a variety of professional and academic societies as well as colleges and universities in the region. Nevertheless, the regional officers of the AAR are responsible for the conduct of the annual meeting and the activity of the region. Even where regional AAR activities are incorporated with Commissions for the Study of Religion, the regionally elected director is responsible for expenditures of AAR monies and must account for those to the AAR Executive Office. (See VI.1 and 3 and Appendices E and F.)

b. Professional and Academic Societies

The officers of the regions support many facets of regional activities in the study of religion. The meetings of several related organizations are often held in conjunction with the annual regional meeting. Examples of these include the Society of Biblical Literature, the American Society for Oriental Research, the Society for the Scientific Study of Religion, and various denominational organizations. It is to the benefit of the members of these societies as well as the AAR to have combined meetings with related societies or, if program needs demand, to have meetings either preceding or following the annual regional meetings. Such arrangements complement the program, encourage attendance, and may facilitate negotiations with hotels or colleges and universities. Any written financial agreements with other organizations must be reviewed by the AAR Director of Finance and Administration before being signed.

III. Regional Programs

The size and ethos of each region should encourage accessibility, adaptability, service to scholars at various career stages, collegiality, and flexibility in programming. A goal of the Committee on Regions is to empower regional officers to take advantage of the special character of the regions in ways that will enhance their programs and service to the Academy.

1. Annual Meetings

a. Organization

Each region should have in its by-laws the procedures by which the annual meeting is arranged. In some cases, the vice-president serves as program chair; in others, a program chair is elected to the executive committee. It is common to have chairs of sections, who serve for a specified term, cultivate participation of scholars in various disciplines and to arrange sessions for the annual meeting. The president and the regionally elected director are generally responsible for overseeing plans and arrangements for the annual meeting. The regionally elected director is solely responsible for signing contracts with universities, hotels, and conference centers for use of facilities and amenities for the annual meetings.

It is common for officers and program chairs to meet in conjunction with the annual regional meeting to plan activities of the region. Some regions arrange additional executive committee meetings.

Each region should specify the process by which officers are nominated and elected, especially the regionally elected director, who, by virtue of election to that office, becomes an elected member of the AAR Board of Directors. Some regions elect officers at the annual regional meeting; others conduct a mail or email ballot for the election of officers.

Each region should specify the process by which chairs of program sections are selected and establish terms of service.

Officers are expected to arrange for an AAR business meeting at annual regional meetings.

b. Program

Some regions have endowed lectureships that support a scholar from the region to lecture in institutions of the region or that support a scholar from outside the region as plenary speaker for the annual meeting. By action of the Board of Directors, the AAR Executive Officers, AAR Elected Officers, and members of the Board of Directors are available to speak at regional meetings without stipend or honorarium as part of their service to the Academy. Only travel, meals, and lodging expenses are expected to be covered by the region.

The Committee on Regions recommends to regional officers that they consider innovations in program organization and styles of presentation in regional meetings to develop modes of scholarly exchange most appropriate to the scale and ethos of each region. A goal is that successful strategies and programs developed at the regional level will invigorate the Academy.

Regional officers and the Committee on Regions are conduits of program suggestions to and from the various regions and to the Program Committee of the AAR.

c. Leadership

The smaller scale of regions enhances opportunities for developing and designating leadership for the Academy. Regional officers are encouraged to develop procedures and programs that will encourage members to prepare for and exercise leadership on both the regional and Academy-wide arenas.

Regional officers bear special responsibility for student members who are entering the Academy. Programs for assisting young scholars and for opening doors to participation in the AAR by students and other young members are important for the future of regions and the Academy itself.

IV. Publicity and Communication

1. Regional Patterns

Building or maintaining a strong regional organization requires regular and consistent communication with regional members. At present there are several venues that most regions use.

Religious Studies News is a primary vehicle for relaying information to regional members such as calls for papers, news about upcoming meetings, and other regional information of note. Its advantages are easy to recognize. It is published three times a year, it comes out on a regular basis, and it is free. To take advantage of it you need only submit copy before the deadlines to the editor.

Information about regional meetings should also be posted on the AAR website. Calls for papers are routinely posted; other information may also be included, subject to Executive Office policy.

Most regions supplement their announcements in Religious Studies News with separate mailings that typically include a formal call for papers and a program booklet announcing the annual meeting schedule and the titles of the papers that will be presented.

Regions also maintain regional websites that are important means of communication. Websites should be maintained and updated regularly. Regions may arrange for the hosting and upkeep of their websites independently with appropriate links to/from the central AAR website (this may be arranged through the AAR Director of Technology Services). Regions may instead use a dedicated site provided to them by the AAR executive office in which case the central office will host and update the site. The Regionally Elected Director is still responsible for providing text copy and updates to the site electronically to the AAR Director of Technology Services. Regional officers should develop policies about the posting of information on the regional site. Regional websites should have appropriate links with the central AAR website. This may be arranged through the AAR Director of Technology Services.

It is also possible for regionally elected directors to use the membership lists developed by the AAR Executive Office to send messages of importance to regional members via email. This procedure should be used sparingly, and is subject to the approval of the executive office. All such messages must be sent through the regionally elected director (or a designate reported to the Executive Office), who should contact the Director of Technology Services at the Executive Office concerning use of the email addresses. Once the regionally elected director or designate has endorsed the message, s/he should forward it to the Director of Technology Services, who will arrange for the message to checked by executive office staff. (This is to ensure that no legal liabilities ensue and that the message is in line with the policies and objectives of AAR). AAR may contact the regionally elected director with editorial suggestions or may reject the message. Approved messages will be forwarded to regional members in a timely fashion. They will list the regionally elected director as sender of the message, thus replies from recipients will come to the regionally elected director.

Additionally, some regions maintain a newsletter that provides information about events within the region of interest to AAR members. Such a newsletter can be a very effective tool for getting more members involved. The main goal of a newsletter is to provide useful information that will help to create a bond between individual members and the regional organization. A newsletter can be used effectively by pointing indirectly to the benefits of active participation. For example, a brief description of a particularly lively regional meeting session, or a report from a discussion group within your region, can go a long way toward creating a lively and vital image that would complement the impression created by your program.

While it is a regionally elected director's responsibility to develop effective methods of communicating with members, these should be cooperative efforts with regional members and leaders. Several strategies are used. Regions with Commissions for the Study of Religion rely on the Commission to provide some of the support necessary to put together effective calls for papers and program booklets. It is vital for regionally elected directors of regions without Commissions to draw on other members to help get the word out.

2. Religious Studies News

Religious Studies News, designed to communicate essential information to all members. It contains announcements about meetings, deadlines and upcoming events. In addition RSN is a vehicle for providing members with information about what is happening in the field, regionally, nationally, and internationally.

Currently the newspaper includes feature articles and sections on News, Regional News, In the Field, and Grants. The regional news section should be used to publish regional calls for papers, brief, schematic reports on meetings, and news of general interest to members. For space reasons RSN is no longer able to publish entire meeting programs.

The Executive Office would like regional officers to think about RSN as more than just a place for making announcements about their annual meetings. Longer reports about events taking place within your region might have a place in AAR news. RSN is regularly in need of stories about people and events that could be of interest to AAR members. For example, a story about a research group that has "gone electronic" through the use of computers and modems could serve to promote the area of research and to provide other members with information about how to create an ongoing electronic research group. Similarly, stories about effective regional activities can be a vehicle for spreading good ideas to other regions while they also make regional members aware of exciting things that are happening in their own backyards.

Regionally elected directors do not have to write every submission to RSN. Any member can submit a piece or consult with the editor about whether an article would be appropriate. The key is to keep RSN in mind when you hear about something exciting within your region. Usually RSN articles are short (typically 1,000 words). If a member tells you about something interesting ask him or her to write it up and send it to RSN. If you or the potential author have any questions, or simply want to confirm that such a piece would be included, contact the RSN editor. With regional officers acting as "stringers" for RSN, the publication will continue to be an effective tool for communicating with our members and promoting the field of religion.

Submissions to RSN must follow the style sheet described in Appendix D and meet the publication deadlines. RSN has three standard issues per year which accept submissions with the following deadlines (there is an additional Annual Report/Call for Papers issue in January):

October 15 for the January (special Call for Papers) issue

December 15 for the March issue

February 15 for the May issue

June 15 for the October issue

V. Faculty Development

The AAR Career Center provides assistance in faculty searches and appointments. AAR regions may think broadly about how to encourage faculty development in both teaching and scholarship. Regional officers are encouraged to consider such programs that will assist colleagues at various career stages. Past examples include:

Lilly Workshops on Teaching Religion conducted by the Midwest, New England/Maritime, Eastern International, Southwest and Southeast regions between 1991 and 1996.
Workshops on Teaching Religion for Graduate Students;
Workshops for Secondary School Teachers;
Consultations on Special Topics; such as the use of electronic communication for regional officers to improve communication regarding regional affairs and on the use of computers in research and communication among scholars;
Endowed lectureships that support a scholar from the region to lecture in institutions of the region or that support a scholar from outside the region as plenary speaker for the annual meeting;
Faculty Exchanges
Retreats that focus on topics that enhance the work of the regions

Regions are expected to work with the Executive Office before they approach regional foundations for support of special projects in the region.

Regional Development Grants are available to support such initiatives. (See VI. 2.)

VI. Regional Finances

1. Annual Regional Support Funds

Annual Regional Support Funds are available for each region from the AAR budget. These funds are designed to enhance the work of the region by providing a regular source of funding for regional programs. Up to $2500.00 per calendar year is budgeted for each region.

Annual Regional Support Funds distributed directly to regionally elected directors subject to two requirements: (a) financial reports on the previous year's expenditures must have been received by the AAR executive office (they are due June 1); (b) regionally elected directors must request the funds. Checks will be made out to regionally elected directors unless the executive office is notified that it should do otherwise. Subsequent funds under this program will be withheld until an accounting of expended funds is received. (See Appendices E and F.)

2. Regional Development Grants

a. Description

Regional Development Grants provide funds for special projects within the regions that promise to benefit the scholarly and professional life of AAR members and the work of the regions. Workshops, special programs, training events and other innovative regional projects may be funded through this source. Where possible projects should be designed so that they may be duplicated or transported to other regions

Applications should include a narrative description of the project, not to exceed two pages, detailing how the project promises to benefit the scholarly and professional life of AAR members and the work of the region. Please include comments on how these projects or activities may be adapted to other regional groups. The application should state the time period covered by the project and provide a detailed budget (office expenses, travel expenses, honoraria, stipend, and other expenses). Institutional overhead costs should not be included in this budget. No grant will exceed $4000.00.

b. Process and Grant Cycle

It is best for those wishing to develop proposals to consult with their regionally elected director early in their deliberations. Regional Development Grant proposals should be submitted to the appropriate regionally elected director by August 1 (deadlines and dates do not change from year to year). The regionally elected director will review each grant proposal and clarify any questions that arise with the proposer. The regionally elected director will then forward all grant proposals received with her/his comments to the Director of Finance and Administration in the AAR Executive Office by September 1 for distribution to the Committee on Regions.

The Committee on Regions serves as the panel for evaluating and awarding the Regional Development Grants. Awards will be announced no later than November 1.

Grant proposals will be judged on merit of the projects and their compliance with the published guidelines for Regional Development Grants. The AAR budget item for these grants in 2004-2005 was $7,500.00.

A narrative report of the project must be submitted to the Committee on Regions and to the AAR Director of Finance and Administration within three months of the completion of the project, in any case no later than November 1 of the calendar year following receipt of the award. The report should describe the project, noting the strengths and weaknesses evident in the project and suggestions as to its possible improvements. The report also must include an accounting of the expenditures of the funds granted.

3. Regional Funds

Sources of funding vary from region to region but the most common source is from registration fees charged at the annual regional meeting. In addition many regions now provide space at their meetings for book displays and supplement their income by renting space to publishers. Several regions have also supplemented their funding by requesting institutional sponsorship. Regions are not allowed to require members to pay dues. (See Appendix B.1.d.)

a. Bank Accounts, Auditing

Regional funds shall be retained in an independent financial institution account with records available through the regional treasurer. Regional funds shall in no case be retained in private or personal accounts. Past experience demonstrates that it is crucially important for a regional officer other than the regional treasurer to be able to sign checks to care for emergency situations. At minimum, two regional officers should be empowered to use any regional bank account. Reports of financial income and expenditures will be regularly available to the Regional Executive Officers, and an annual report will be submitted to the AAR Director of Finance and Administration by June 1 (see Appendices C and F). Professional audits of the funds are not necessary considering their relatively small amounts; however, the Regional Executive Committee should annually audit the account through their evaluation of reports submitted by the treasurer.

b. Tax Status

In regions where Commissions on the Study of Religion have been established, these organizations have often sought and obtained status as nonprofit corporations under the IRS Codes. Generally, regional AAR organizations have found this process too burdensome for the small amount of funds handled. It is suggested that regional funds be held in non-interest bearing accounts to avoid tax liability. The AAR has 501c3 status, but may not be exempt from paying sales tax, depending on local and state laws.

c. Financial Year

The financial year for the AAR is July 1-June 30. The financial year of individual regions may be different.

It is expected that the financial reports shared with regional officers will be forwarded to the AAR Executive Office in a timely manner after the annual meeting of the region and no later than June 1. The regionally elected director is responsible for submitting the financial report, even though the regional treasurer may prepare it. This report is required by the AAR executive office and should be shared with regional officers and members. Regions may submit the financial report given at the regional meeting each year.

d. Financial Record Keeping

As noted above, it is the responsibility of the regional treasurer to provide an annual account for funds received and expended. No standard form is provided for regions since regions greatly vary in their needs, but adequate accounting is expected. Records should be kept in such a manner as to be retained from year to year so they may be passed to succeeding regional treasurers. Financial records older than seven years may be discarded (see Section II. 4. D.), but historical (program and officers) information should always be retained.

VII. Appendices

Appendix A: Contact Persons

1. AAR Executive Offices

2. Religious Studies News

Editor: Stephanie Gray
Telephone: 404-727-3059
e-mail: sgray@aarweb.org

3. Regionally Elected Directors

The terms listed below refer to a Secretary's membership on the AAR Board of Directors. Regionally Elected Directors' terms on the board begins with the Fall Board meeting after their election and ends one day before the Fall Board meeting three years hence.

Eastern International

     Scott T. Kline      Term: 2007-2009

St. Jerome's University
290 Westmount Road N
Waterloo, ON N2L 3G3
CANADA

Telephone: 519-884-8111 x28289 E-Mail: skline@uwaterloo.ca

Fax: 519-884-5759

Mid-Atlantic

     Christopher Denny      Term: 2008-2011

173-25 Booth Memorial Avenue
Fresh Meadows, NY 11365-1519
USA

Telephone: 718-990-5609 E-Mail: dennyc@stjohns.edu

Fax: 718-990-1907

Midwest

     Kristy Nabhan-Warren      Term: 2009-2011

1612 21st Street
Rock Island, IL 61201
USA

Telephone: 309-794-7718 E-Mail: KristyNabhan-Warren@augustana.edu

New England-Maritimes

     Rebecca Sachs Norris      Term: 2008-2011

11 Summer Hill Road
Maynard, MA 01754
USA

Telephone: 978-837-5188 E-Mail: norrisr@merrimack.edu

Pacific Northwest

     Douglas R. McGaughey      Term: 2005-2011

3430 Biegler Lane South
Salem, OR 97302
USA

Telephone: 503-375-5415 E-Mail: dougm@willamette.edu

Fax: 503-370-6944

Rocky Mountain-Great Plains

     John J. O'Keefe      Term: 2007-2010

Department of Theology
Creighton University
Omaha, NE 68178
USA

Telephone: 402-280-2501 E-Mail: jokeefe@creighton.edu

Fax: 402-280-2502

Southeast

     Brian K. Pennington      Term: 2007-2010

Division of Humanities
Maryville College
Maryville, TN 37804
USA

Telephone: 865-981-8254 E-Mail: brian.pennington@maryvillecollege.edu

Fax: 865-981-8019

Southwest

     Donna Bowman      Term: 2007-2010

Honors College
University of Central Arkansas
Conway, AR 72035
USA

Telephone: 501-450-3631 E-Mail: donnadb@gmail.com

Fax: 501-450-3284

Upper Midwest

     Susan E. Hill      Term: 2009-2012

1424 Williston Avenue
Waterloo, IA 50702
USA

Telephone: 319-273-7177 E-Mail: susan.hill@uni.edu

Western

     Susan M. Maloney      Term: 2006-2012

4579 Ambrose Avenue #5
Los Angeles, CA 90027-1940
USA

Telephone: E-Mail: ssmaloney@earthlink.net

4. Archives

Beginning in 2001 the AAR archives are housed at Emory University. Contact the AAR Executive Office for information about archival policies and procedures.

Appendix B: Policies Affecting Regions

1. Bylaws of the Academy list the following items relating to regional organizations:

a. Regional groups may be formed with the approval of the Board of Directors. At least every five years, the Board shall review the effectiveness of the various regional groups, their number, and their geographical boundaries, and may alter the number and boundaries to accomplish the Academy's purposes more effectively. (Article XI, Section 1)

b. Each regional group may arrange for meetings within the geographical area assigned to it, but no such meeting shall conflict with the academy-wide annual meeting. Attendance and participation in the meetings of all regions shall be open to all members of the Academy, regardless of their residence. (Article XI, Section 2)

c. Only members of the Academy who reside within the geographical area served by a regional group shall be able to vote on the business of that region. Further, residence in the region is necessary to be eligible to be elected to an office in a region, or to remain in office. If a regional officer moves from the electing region, the office becomes vacant automatically. The officers or executive committee of the regional group may name a replacement to serve the remainder of the year during which the vacancy occurs. The vacated office shall then be filled by an election held at the next annual business meeting of the regional office. (Article XI, Section 3).

d. Registration fees sufficient to cover costs associated with regional meetings may be charged. No region, however, may levy additional dues. (Article XI, Section 4)

e. Each regional group shall maintain a record of its meetings, and the regionally elected director shall file minutes and financial statements annually with the executive office by June 1. (Article XI, Section 5, with amended date)

2. Regionally elected directors shall be elected for a three-year term and are members of the AAR Board of Directors. They may be elected for two such terms of office (six years).

3. Actions of the regional officers in establishing contracts for regional meetings and other activities shall not be made in such a manner as to obligate Academy-wide AAR funds.

Appendix C: Annual Calendar and Meetings Schedule

1.    Fiscal Year

     AAR July 1-June 30

2. Regional Annual Financial and Activity Reports June 1

To Director of Finance and Administration. This report should include the request for the subsequent year's annual regional support funds.

3. Regional Development Grants

Regional Development Grant Request Deadline (To appropriate Regionally Elected Director) August 1

Regional Development Grant Report Deadline (To Committee on Regions and Director of Finance and Administration) November 1

4. Regional Activity Reports

Report to the Board of Directors for Spring meeting March 15

5. Committee on Regions meetings

Atlanta (or conference call) September

Annual Meeting November

6. Board of Directors meetings

Annual meeting November

Spring meeting (includes Regionally Elected Directors Retreat on the Friday before the Board meeting) April

7. RSN Deadlines

January (special Call for Papers) issue October 15

March issue December 15

May issue February 15

October issue June 15

8. Academy-wide Annual Meetings

San Diego, CA, USA November 17-20, 2007

Chicago, IL, USA November 1-3, 2008

Montréal, QC, Canada November 7-10, 2009

Atlanta, Georgia, USA October 30-November 2, 2010

San Francisco, California, USA November 18-21, 2011

9. Regional Annual Meetings

Eastern International :      Date and location TBD.

Mid-Atlantic :      Hyatt Hotel

     New Brunswick, New Jersey, USA

March 11-12, 2010

Midwest :      Date and location TBD.

New England-Maritimes :      Instead of holding a NEMAAR regional meeting, the region will cosponsor the Mid-Atlantic regional meeting and hold other conferences proposed by other regional members

March 11-12, 2010

Pacific Northwest :      Victoria University

     Vancouver, British Columbia, Canada

May 7-9, 2010

Rocky Mountain-Great Plains :      Date and location TBD.

Southeast :      Century City Marriott Hotel

     Atlanta, Georgia, USA

March 5-7, 2010

Southwest :      Date and location TBD.

Upper Midwest :      Luther Seminary

     St. Paul, Minnesota, USA

April 9-10, 2010

Western :      Arizona State University

     Tempe, Arizona, USA

March 13-15, 2010

Appendix D: Style Sheet for Religious Studies News

AAR encourages the submission of articles which would be of interest to other members. Regional officers can be helpful in suggesting or submitting articles. RSN is experimenting with ways to increase the number of such articles. The Regional News section of RSN is your forum for distributing information to your region and to the Academy. Usual submissions are calls for papers, regional officers lists, and meeting reports (see IV.2).

Copy submitted to RSN must be submitted in the following format:

Electronic format via disk or e-mail that is accompanied by any hard copy (for checking the accuracy of transmission). Please save the document in a common electronic format (e.g. ASCII or rich-text format [RTF]). Include a photograph (at least 3/4 face).

Deadlines for submission:

October 15 for the January (special Call for Papers) issue

December 15    for the March issue

February 15 for the May issue

June 15 for the October issue

If you have questions about submissions, contact the RSN editor. Items for publication should be sent to: Editor, Religious Studies News

Appendix E: Summary of Important Deadlines

See Appendix A for contact information.

March 15      Regional Activities report for Spring Board of Directors meeting.

Religious Studies News Spring issue.

June 1 Regional annual financial and activity reports to Director of Finance and Administration. Include request for annual regional support funds.

July 15 Religious Studies News Fall issue.

August 1 Regional Support Grant proposals to Director of Finance and Administration.

November 1 Regional Support Grant Report to Regions Committee and Director of Finance.

December 15 Religious Studies News Spring issue.

Appendix F: Report Form for Annual Regional Support Funds

Appendix F is also available in PDF format (requires PDF)

AAR Annual Regional Support Funds

Financial Report

DEADLINE FOR RETURN: JUNE 1st

Region:

Regionally Elected Director:

Amount of Funds received: $

Total expenses: $

Balance: $

In the space below please document the expenditure of these funds. Where possible, attach copies of receipts to this report.

Regionally Elected Director (signature):      Date:

Mail to:      Deborah Minor

Director of Finance and Administration

American Academy of Religion

825 Houston Mill Road NE, Suite 300

Atlanta, GA USA 30329-4205

Appendix G: Short Course in Meeting Planning

The key to successful site inspections and meeting planning is to be prepared with both specific information about your needs and pertinent questions to ask the hotelier. Before meeting with a hotel sales representative, be sure you know your requirements:

number of sleeping rooms, number of singles, number of doubles, etc.

number of suites and other special rooms

number, size, and set-up of meeting rooms

number, size, and budget for food and beverage functions

audio-visual requirements

Don't leave a site inspection without finding the answers to these questions:

Will the meeting be covered by the hotel's liability insurance policy? It should be, but sometimes this must be negotiated. Liability coverage may be available from AAR through a rider on its policy. Contact the Director of Finance for information.

How far is the hotel from the airport? What is the availability of public transportation into and around the area? What are parking fees?

What assistance can the convention and visitors bureau give you? What is free?

What is the sleeping room rate structure? Rack is the posted rate. Anything else is discounted, commissionable, net or group. Group rate is what meeting planners generally work on.

How many comp room nights can you earn? The general rule is one comp room night for every 50 room nights, and one suite for every 100 room nights.

What amenities and housekeeping services are provided? Is turndown service offered? Are bathrobes, hair dryers, newspapers, and other items provided on the concierge floor?

What is the charge for local telephone calls?

What time are check-in and check-out? What is the policy on early check-in and late check-out? Will there be problems if guests arrive early? Will you be charged for "no shows"?

How much in gratuities and service charges are you required to pay? Are there other charges, hotel occupancy taxes for example, you will be required to pay? If you represent a "not-for-profit" association, do you qualify for any tax exemption?

Is the liquor policy by the drink, bottle, or event? What brands will be used? For cocktail parties, ask if dry foods and/or service are included. Bartender fees can be negotiated according to the amount of business done. Can you return unopened bottles?

What is the corkage policy? How much do they charge? Can you bring in your own liquor?

How do food and beverage in-house prices compare (public restaurants as well as banquets) with other facilities? How do food and beverage prices in the area in general compare with other areas?

What is the policy on meal guarantees? The standard policy is a 48 hour guarantee with the allowance of a certain percentage over or under. You can get 5 percent over and 10 percent under, but you should talk about the percentage before you make the deal. Sometimes you can pay only the cost of the meals for those not showing up.

When must you approve the banquet event orders (BEO)?

Is there a charge for meeting space, or space for social functions? Is it possible to have the fee waived if all the sleeping rooms blocked are picked up and/or a certain number is guaranteed for a food function?

Will the hotel assign a convention service manager to your meeting?

Will the hotel provide any signage?

What audio-visual services are available and at what cost?

What is the deposit policy? How far in advance is it required? Is it refundable? Will the hotel accept a letter of credit instead of a deposit for function room rental or food functions?

What are the room block review dates? What are the penalties, if any, for not picking up the rooms in your room block?

When must you pay the final bill?

Does the property comply with the Americans with Disabilities Act?

Hotel and Meeting Jargon

ADA - Americans with Disabilities Act. As a meeting planner, it is your responsibility to ask if the hotel is in compliance with ADA guidelines that went into effect in January 1992.

Air wall - Removable wall partitioning a large room into two or more smaller rooms, not usually as sound proof as outside walls. Make sure each partitioned room has separate light and audio-visual controls.

BEO - Banquet event order. The hotel's food service person you work with will provide you with a BEO for each food function you plan that will show exactly how the room will be set-up, the food and drink items to be served, how they will be served, the cost, and the number guaranteed. You must approve each BEO before the event occurs.

Block - The number of rooms (sleeping and meeting) you agree to pay for even if the rooms are not used. You must establish a credit rating with the hotel to guarantee a room block if you don't have the money for a deposit.

Comp - Complimentary, free, at no charge.

Concierge (Club Tower) Level - An entire floor set aside for VIP services.

Covers - Actual number of meals served at a food function.

CSM - Convention Service Manager, hotel staff person assigned to help you plan and run your meeting.

CVB - Convention and Visitors Bureau.

Cutoff date - Date you can release rooms not picked up without penalty.

Deposit - Advance payment of a hotel room reservation for at least one night's lodging. Such payment obligates the hotel to hold the room, regardless of the guest's arrival time. Cancellation policies at hotels vary and should be verified in advance.

Double/Double - Some hotels mean two double beds, some two single beds.

Guarantee - Number of servings to be paid for, whether or not they are actually consumed, usually required 48 hours in advance.

Hospitality - Room used for entertaining (cocktail party). Usually a function room or parlor. A hospitality suite is a parlor used for entertaining that has connecting bedrooms.

Incidentals - Charges for meals, telephone calls, and hotel services aside from the sleeping room and tax charges.

Master account and VIP list - The master account is established to cover costs for sleeping rooms, food costs, meeting room rentals, and incidentals (if any) to be paid for by the hosting group, not an individual. A list for exactly who and what are covered should be worked out before the meeting begins.

No shows - Sleeping rooms that have been reserved in your block, but not picked up because no one checked in. If you have a no show on your master account, you will be billed for the first night that reservation was made since the room was not released for resale by the hotel. The room will be released for general sale the day after the no show.

Option date - Date agreed upon by the client and hotel specifying when a tentative agreement is to become a definite commitment.

Pick-up - The number of rooms actually used, not the number reserved in your block.

Proposal - First letter sent by the hotel outlining the understanding between the client and the hotel.

Rack rate - The current, undiscounted rate charged by the hotel for individual reservations. Never pay this rate! Negotiate a better deal.

Résumé -Compilation by the hotel of a description of the sleeping room block, meeting room set-ups, and food functions before the meeting begins.

Room nights - Equal to the total number of rooms picked up over the duration of your meeting. For example, if you have a meeting over the weekend and you pick up 40 rooms on Friday night and 50 rooms on Saturday night, you will have a total of 90 rooms nights.

Rooming list - List of guest's names who will occupy the reserved block, submitted by the client at least two weeks prior to arrival. Generally, it is best to negotiate on the individual bookings and save the rooming list for VIP's only.

Rounds - Round banquet tables that seat 8 to 10 people.

RTI - Room, tax, and incidentals. It is best to limit VIP's to room and tax only and make them responsible for their own incidentals (e.g., phone, meals, movies, etc.).

Negotiating with educational institutions

Several regions are successful in arranging with educational institutions for either meeting rooms or both meeting rooms and sleeping rooms. Many of the instructions given above about negotiating with hotels are applicable to discussions with educational institutions.

Colleges and universities that have conference facilities usually have a conference bureau that makes arrangements for meetings. The bureau will provide meeting rooms, negotiate rates with hotels or motels for sleeping rooms, make banquet arrangements, and arrange for printing programs - all of this for a portion of the registration fee that is negotiated in advance. These charges are usually considerably less expensive than in hotels, but be careful because on occasion universities make charges for facilities and assistance that exceed those of hotels and conference centers.

Be sure to check whether the institution's liability insurance coverage extends to the meeting. It is best to affirm this coverage in writing. Liability insurance may be available for a fee through a rider on AAR's policy. Contact the Director of Finance for information.

Be careful to ask what facilities and assistance the conference bureau will provide and what the charges will be. If the bureau will arrange for mailings, registration and meal reservations, a great burden taken from officers and other volunteers.

It is important to investigate carefully the charges for rooms and other amenities before a meeting site is confirmed.

It is usually valuable to have an active member of the region on the faculty of the host institution to act as a local arrangements chair for the meeting. That person can work with local colleagues to get the best arrangements. The regionally elected director remains responsible for establishing legal and financial obligations for the region.

Colleges and universities often arrange for a guest speaker that the institution will provide at very little expense as plenary speaker for the regional meeting. Some institutions have provided some hospitality in the form of receptions or coffee breaks for the regional meeting.

It is wise to check availability of reasonably priced meals in walking distance of the meeting site, which is especially important for student members.

If you need advice or assistance with meeting planning and contract concerns, please contact eh AAR Executive Office, Director of Finance and Administration.

Appendix H: Book Exhibits at Regional Meetings

Book exhibits constitute an important resource for meetings of academics. They offer teachers and students an opportunity to review the latest publications in support of their instructional and research goals. Accordingly, the administration of even a modest book exhibit may be an important component in creating a successful regional meeting.

The Scholar's Choice (622 Sibley Tower, Rochester, NY 14604; Telephone: 716-262-2048; Fax: 716-262-2228) manages combined displays of books from a number of participating publishers, receives orders, and sells a limited number of titles during the meeting.

A second alternative that is appropriate for larger regional meetings is for someone to contact publishers directly to assess their interest in sending a representative or display to the meeting. The regional officers make arrangements for a room in which the displays can be set up and secured at night. Often, publishers pay a modest fee for the privilege of displaying books at the meeting. Secretaries who wish to have a list of publishers may contact the Annual Meeting exhibitor manager.

Book displays are an important source of information for persons attending an academic meeting. Therefore, we encourage regionally elected directors to make provisions for the display of books from Oxford University Press and other publishers, particularly those publishing books by plenary and other featured speakers.

More Information

Frequently Asked Questions

American Academy of Religion Regional Officers' Handbook

AAR Committee on Regions

Table of Contents

Hotel and Meeting Jargon

Negotiating with educational institutions

More Information