AACRAO Annual Meeting Program Committee Planning Calendar 2019 Annual Meeting - March 31 - April 3, 2019 Los Angeles, CA

Transcription

1 Monday, March 12, session database available for session data entry in advance of annual AACRAO meeting (New Abstract Software - Open date is tentative) Friday, December 01, 2017 Sunday, December 03, 2017 Leadership Meeting Program Committee ( & ) PAC Chairs ( ) Sunday, December 03, 2017 Sunday, March 24, 2018 PAC Chairs communicate with committee members; hold conference calls PAC Chairs ( ) Monday, December 04, to PAC chairs and committee members regarding annual meeting Group Coordinators to PAC Chairs / PAC planning Chairs to committee members Monday, February 05, 2018 Reminder to PAC chairs and committee members regarding annual meeting planning Group Coordinators to PAC Chairs / PAC Chairs to committee members Monday, February 12, 2018 Call for 2019 Annual Meeting Session Proposals announced via AACRAO Monday, February 12, 2018 Tuesday, May 29, 2018 Program Committee Chair addresses any misplaced sessions and moves to the PC Chair appropriate coordinator. AACRAO office sessions added after program committee meeting are assigned to Group VII program committee coordinator. Monday, February 26, 2018 Staff sends Post Conference Evaluation out to Program Chair and Staff for review AACRAO & Program Chair Monday, March 12, 2018 Staff updates Post Conference Evaluation AACRAO Monday, March 19, 2018 Reminder to membership that session proposals are being accepted AACRAO Tuesday, March 20, 2018 Tuesday, 1:00 PM (EDT) Conference Call with PAC Chairs to prepare for annual meeting Program Committee & PAC Chairs Tuesday, March 20, 2018 Post Conference Evaluation Finalized AACRAO Sunday, March 25, 2018 Sunday, 9:30 AM Orlando and Los Angeles Program Committee Meeting ( & ) Program Committee ( & ) Sunday, March 25, 2018 Sunday, 11:15 AM Luncheon for PAC Chairs ( & ) Pre-registration requested PAC Chairs & Program Committee Sunday, March 25, 2018 Sunday, 12:30 PM Meeting for PAC Chairs and Members ( ) Work on sessions and other committee tasks. Decide when the committee will meet throughout the week and PAC Chairs, PAC Members, Program Committees who will do session entry in the Session Data Entry Room. Monday, March 26, 2018 Monday, 9:00 AM - 4:30 PM Tables available for PAC meetings in exhibit hall during normal exhibit hours. PAC Chairs & Members Tuesday, March 27, 2018 Tuesday, 11:30 AM - 1:00 PM Luncheon for Annual Meeting Planners ( ) Program Committee and Co- Chairs of Volunteers Attend. Program Committee, Co-Chairs of Volunteers Tuesday, March 27, 2018 Tuesday, 1:00 PM - 3:00 PM Tables available for PAC meetings in exhibit hall during normal exhibit hours. PAC Chairs & Members Wednesday, March 28, 2018 Wednesday, 1:00 PM - 3:00 PM Los Angeles Program Committee Meeting ( ) Los Angeles Program Committee Friday, March 30, 2018 Post Conference Evaluation Sent to Attendees AACRAO Monday, April 09, 2018 Reminder to membership that session proposals are being accepted AACRAO Monday, April 30, 2018 Program Committee Chair confirms Meeting at a Glance with AACRAO Office and PC Chair creates time slots in the data base. Monday, May 07, 2018 PC Chair begins asssigning sessions to PC Coordinators PC Chair Monday, May 07, 2018 Reminder to membership that session proposals are being accepted AACRAO Monday, May 14, sent to "owners" of session proposals that have not been submitted, only PC Coordinators saved. Friday, May 18, 2018 Deadline for submission of new sessions. Monday, May 21, 2018 PC Coordinators review submitted session have appropriate committee PC Coordinators assignments Tuesday, May 22, sent to PAC members to review sessions. PC Coordinators Wednesday, May 23, 2018 First conference call with Group VII Chair to review the status of Workshops and PC Chair, Group VII Chair, AACRAO staff begin the selection process. Make sure that all the required information has been provided. Thursday, May 24, 2018 Deadline for PAC Committees to review sessions. PAC Members Friday, May 25, 2018 PAC Members access to database is cut off. AACRAO Page 1 of 5

2 Friday, May 25, sent to PAC Chairs to rank sessions. PC Coordinators Friday, June 1, 2018 Deadline for PAC Chairs to finalize session priority rankings. PAC Chairs Friday, June 1, 2018 Note to PAC Chairs to ask if any presenters have an expectation of financial PC Chair and AACRAO support include supplemental forms with message. Monday, June 4, 2018 Approximately three weeks before the Summer Planning Meeting, the Program Committee has a conference call with the President-Elect and AACRAO staff to Pres-Elect, PC Chair, PC Vice Chair & AACRAO Staff review policies and the Meeting at a Glance. Wednesday, June 6, 2018 Wednesday, June 13, 2018 Program Committee Coordinators choose which sessions they plan to slot, change the status of the selected sessions to "Approved", and indicate any "Alternates" at least one week before the Summer Planning Meeting. Workshops remain chair approved, not final approval. Group VII Coordinator will make final approval in July. PC Coordinators Thursday, June 14, 2018 Friday, June 15, 2018 Database "frozen" to prepare reports and materials for Planning Meeting. PC Chair PC Chair and Vice Chair prepares materials for session slotting. Reports include "watchlist" of presenters who have multiple sessions as accepted. Friday, June 15, 2018 Deadline for Workshop Presenters to submit Workshop Budget Form Group VII Workshop Coordinator Friday, June 15, 2018 Priority deadline for chairs to submit requests for Approval of Nonmember Presenter Expenses and Complimentary Registration and Requests for Corporate and Non Institutional Waiver Forms to program committee. Associate Executive Director will review and approve as appropriate. PAC Chair to Group Coordinator to Associate Executive Director Friday, June 22, 2018 Monday, June 25, 2018 Leadership & Planning Meeting Program Committee, PAC Chairs Friday, June 22, 2018 Leadership & Planning Schedule TBD Program Committee, PAC Chairs Saturday, June 23, 2018 Leadership & Planning Schedule TBD Program Committee, PAC Chairs Sunday, June 24, 2018 Program Committee reviews evaluations of previous annual meeting and considers Program Committee possible program changes to correct problems. The Program Committee reviews the program as a whole, looking for topic overlap, time conflicts among sessions that would appeal to the same populations, and for holes in the program. (These reviews should be the main focus of the meeting.) Program Committee reviews the status of the external submissions and begins to resolve issues relating to multiple presentations by the same presenter. Monday, June 25, 2018 Program Committee slots sessions into time blocks, reviews for content duplicates, Program Committee and duplicate presenters in a timeblock. Friday, June 29, 2018 Tuesday, August 07, 2018 Program Committee updates database with selections and time block information. Program Committee Wednesday, August 08, 2018 PC Chair prepares reports for Program Committee including conflicts and concerns. PC Chair Wednesday, August 08, 2018 Second conference call with Group VII Chair to finalize Workshops. If needed. PC Chair, Group VII Chair, AACRAO staff Wednesday, August 08, 2018 Monday, August 13, 2018 Data base cleaned up by Program Committee members. PC Chair & Members Monday, August 13, 2018 PAC chairs are notified of selected sessions/workshops and those that are Program Committee, PAC Chairs. alternates. PAC chairs notify Committee members of sessions. Deadline for PAC Committee Chairs to assure that session titles, descriptions, PC Coordinators presenter info (including addresses), estimated attendance, etc. are provided/cleaned up and edited properly by this date. Workshop chair reviews workshop descriptions, budgets, and fees with PC Chair and AACRAO office, make final approval of workshops for presentation. Group VII Workshop Coordinator, PC Chair, & AACRAO staff Page 2 of 5

3 PC Coordinators have addressed issues related to presenters with multiple Program Committee Coordinators sessions. Send Best of the Best notices & guidelines to State & Regionals PC Chair & BOD Pres-Elect Tuesday, August 28, 2018 PAC Chairs access to database is cut off. AACRAO Tuesday, August 28, 2018 Thursday, August 30, 2018 Program Committee reviews session data for errors. Program Committee Friday, August 31, 2018 PC Chair runs report to look for presenters with multiple sessions due to alternates, PC Chair substitutions, and additional presenters being added. Tuesday, September 04, 2018 Program Committee Coordinators send confirmation, alternate, and decline s Program Committee Coordinators to presenters for the sessions and workshops with links, for accepted participants, to appropriate documents on the web explaining roles, expectations, times etc. Tuesday, September 04, 2018 Friday, January 4, 2019 Program Committee Coordinators confirm presenters for new sessions that are Program Committee Coordinators changed from alternate to final approval after confirmation are sent. Tuesday, September 04, 2018 Friday, January 4, 2019 Program Committee works with chairs to resolve non-respondents and presenters Program Committee & PAC Chairs who decline. Tuesday, September 04, 2018 Friday, January 4, 2019 Continue confirmations, maintenance, refinements, edits, additional changes. PC coordinators Monday, September 10, 2018 Friday, January 4, 2019 AACRAO Office works with the Program Committee if AACRAO needs additional Program Committee slots above and beyond their assigned Group VII, and if slots are available, makes arrangements for alternate sessions and sends appropriate s confirming participation. Monday, September 17, 2018 Program Committee Chair submits list of proposed session database modifications PC Chair to the AACRAO office. Monday, September 17, nd confirmation is sent to non-confirmed presenters. Program Committee Coordinators Monday, October 01, rd confirmation is sent to presenters Program Committee Coordinators Monday, October 08, 2018 Bios, pictures and session titles of plenary luncheon speakers submitted to Persons responsible for luncheon presenters AACRAO office. Friday, October 12, 2018 Final deadline for presenters to confirm/respond to the Program Committee Program Committee members Monday, October 17, 2018 PC Chair runs report for Program Committee of any sessions/presenters that Program Committee remain unconfirmed. Monday, October 17, 2018 Wednesday, October 19, 2018 Program Committee follows up or cancels any remaining unconfirmed sessions. Program Committee Friday, November 02, 2018 Deadline for PC Coordinators to enter/revise estimated attendance for room assignments. Program Committee AACRAO exports selected sessions data (titles and interest track) and full workshop AACRAO information for brochure. PC Chair reviews database to make sure that all sessions and events have been PC Chair assigned to a time slot, that all sessions have attendance estimates, and that all meal and plenary events have been entered. Send second notice regarding Best of the Best notices & guidelines to State & Regionals PC Chair & BOD Pres-Elect Wednesday, November 21, 2018 Final deadline for Non-Institutional Presenter and Non-AACRAO Member Presenter PAC Chairs - Includes alternates going to Expense /Complementary Registration Request form accepted & requests made on behalf of presenters Friday, November 30, sessions database available for committee data entry AACRAO Friday, December 28, 2018 Monday, February 25, 2019 Group VII Workshop Coordinator and AACRAO Office monitor workshop registrations and cancel workshops in time to pull from program. AACRAO & Group VII Workshop Coordinator Wednesday, January 02, 2019 Reminder note to presenters about registering by the early-bird deadline, reconfirm session & encourage template if doing PowerPoint Program Committee & AACRAO Page 3 of 5

4 Wednesday, January 02, 2019 AACRAO sends session export to Experient for room assignments AACRAO & Experient Wednesday, January 02, 2019 Friday, January 04, 2019 Experient assigns rooms, entering room assignments directly into database. Experient Friday, January 04, 2019 Sunday, February 24, 2019 Experient assigns rooms for new sessions and sessions with time slot changes. Experient Experient enters room assignments directly into database Friday, January 04, 2019 Drop Dead date for program committee entry into database. Any changes beyond AACRAO & Program Committee this point must be submitted to Program Committee Chair. Monday, January 28, 2019 AACRAO Office sends reminder s to all presenters with information about AACRAO handouts and regsitration Monday, February 04, 2019 Staff sends Post Conference Evaluation out to Program Chair and Staff for review AACRAO & Program Chair Monday, February 11, 2019 AACRAO exports complete sessions for editing prior to submitting to graphic AACRAO designer. Monday, February 11, 2019 Tuesday, March 19, 2019 After the export for the program, the Program Committee chair collects changes for the program in a spreadsheet which is periodically submitted to AACRAO office. PC Coordinators & PC Chair Tuesday, February 19, 2019 Staff updates Post Conference Evaluation Updates AACRAO Tuesday, February 19, 2019 Program Committee sends reminder s to all presenters with information about Program Committee handouts and registration. Monday, February 25, 2019 AV Company sends to presenters to upload handouts PRG and AACRAO Wednesday, February 27, 2019 AACRAO sends program copy to graphic designer AACRAO Wednesday, February 27, 2019 Mobile App Available AACRAO Friday, March 01, 2019 Send to registrants with last minute announcements AACRAO Monday, March 04, 2019 Send to roundtable note-takers to submit notes Program Committee Tuesday, March 05, 2019 Post Conference Evaluation Finalized AACRAO Wednesday, March 13, 2019 AACRAO exports session signs (if needed) AACRAO Monday, March 18, 2019 AACRAO export session data for evaluations AACRAO Tuesday, March 19, 2019 Deadline for cancelled AM 2019 sessions to be pulled from on-site program PC Chair & AACRAO Wednesday, March 20, 2019 UNTIL MEETING BEGINS Program Committee Chair tracks significant program changes for inclusion in AACRAO & PC Chair Mobile App Wednesday, March 27, 2019 Post Onsite Program to Website AACRAO Sunday, March 31, 2019 Wednesday, April 03, AACRAO Conference in Los Angeles Sunday, March 31, 2019 Sunday, 9:30 AM Los Angeles and New Orleans Program Committee Meeting ( , PC Chair and PC Coordinators 2020) Sunday, March 31, 2019 Sunday, 11:15 AM Luncheon for PAC Chairs ( , ) Pre-registration requested PAC Chairs & Program Committee Sunday, March 31, 2019 Sunday, 12:30 PM Meeting for PAC Chairs and Members Work on sessions and other committee tasks. Decide when the committee will meet throughout the week and PAC Chairs and Members Program Committee who will do session entry in the Session Data Entry Room. Monday, April 1, 2019 Monday, 9:00 AM - 4:30 PM Tables available for PAC meetings in exhibit hall during normal exhibit hours. PAC Chairs & Members Tuesday, April 2, 2019 Tuesday, 11:30 AM - 1:00 PM Luncheon for Annual Meeting Planners ( ) Program Committee and Co- Program Committee, Co-Chairs of Volunteers Chairs of Volunteers Attend. Tuesday, April 2, 2019 Tuesday, 9:00 AM - 3:00 PM Tables available for PAC meetings in exhibit hall during normal exhibit hours. PAC Chairs & Members Wednesday, April 3, 2019 Wednesday, 1:00 PM - 3:00 PM Program Committee Meeting Program Committee Wednesday, April 4, 2019 Post Conference Evaluation Sent to Attendees AACRAO Tuesday, April 10, 2019 Deadline for presenters & roundtable note-takers to upload documents Friday, April 12, 2019 Thank you letters sent to presenters, PAC chairs, and members by PC Chair PC Chair After annual meeting to members reminding them that materials and presentations were uploaded AACRAO After annual meeting Session evaluation results are sent to presenters AACRAO Page 4 of 5

5 AACRAO Annual Meeting Program Committee Revised 11/15/2017 March 31 - April 3, 2019 Los Angeles Los Angeles, CA What do the acronyms mean? Who is in what role? Address PAC Chair - Professional Activities Committee Chair PAC - Professional Activities Committees PC Chair - Program Committee Chair Karee Head kareer@uidaho.edu PC Vice Chair - Program Committee Vice Chair Seth Kamen Seth.Kamen@montgomerycollege.edu PC - Program Committee Group I - Sherry Wells swells2@lamar.edu Group II - Leah McCormack Lmack@naia.org Group III - Kelley Brundage kbrundage@uwf.edu Group IV - Kristi Wold McCormick kristi.woldmccormick@colorado.edu Group V - Cassandra Moore csmoore@aacc.edu Group VI - Rob Fitzgerald robert_fitzgerald@brown.edu Group VII - Sarah Harris sarah-harris@uiowa.edu Page 5 of 5