Guidelines for Session Alternate Chairs

• Session Organization
• Session Elections
• Session Chair Cancellation

• Every session at the RMMLA convention has a chair; most also have an alternate chair.
• The alternate chair may replace the chair if the chair has to cancel, but is not obliged to do so.

• The current alternate chair of a session has first claim to be chair the following year, as long as his/her RMMLA dues are current by April 1 of the convention year.
• Prior to the convention, the Secretariat emails all alternate chairs to ask if they wish to serve as chair the following year. If no response is received by the end of the early registration period of the convention, it will be assumed that the alternate chair does not wish to serve. This information is given to the session chair, so s/he will know whether to hold the election for (1) a new chair and a new alternate chair or (2) a new alternate chair only.
• At the end of the session, the chair holds the election and then submits the results to the RMMLA Secretariat by November 1 -- either at the convention registration desk convention or by email.
• For the new chair to be listed in the Call for Papers, s/he must be current in dues for the following year by November 1 at the latest.
• The Call for Papers is posted on the RMMLA Web site by mid-November, using the contact information that on file for the new session chair. Members must make sure that the address / email / phone / fax given to RMMLA is the one to appear in the CFP, which is available worldwide. Changes to contact information should be emailed to rmmla@wsu.edu.
• RE: Elections in Special Topic Sessions: Elections in Special Topic Sessions may be held IF the group wishes to be listed in the Call for Papers for the following year, but approval of the session is not automatic. Special Topic Sessions must be requested and are included on a space-available, topic-approval basis. See “Special Topic Sessions – How To” for more complete information.

• Should the chair not be able to attend the convention or fulfill the duties of chair, s/he should notify the Secretariat immediately.
• The alternate chair will be asked to do assume those duties, if possible.
• Should the alternate chair not be able to do so, a presenter of the session will be asked to chair the session.

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