TABLE OF CONTENTS
I. General Dates and Tasks of Tropos Editorial Board and Graduate Student Representatives.
II. Specific Times and Dates for the 2006 Bake Sale, Conference and Journal.
III. Tasks of Faculty Advisors.
IV. Templates for the Call for Papers for the conference
V. Forms to Request Money from COGS/ CLACS
VI. Examples of Propaganda for Book Sale, Baked Goods Request Sheet.
TROPOS HANDBOOK
Role of Faculty Advisor(s):
- The editors of Tropos would like to meet with the faculty advisors once a semester and suggest that there be one professor from FCI and another from SPP.
Currently, the faculty advisors for Tropos are Professor Ahmed from the Department of French and Classical Languages and Professor Grubbs from the Department of Spanish and Portuguese. After meeting with the student representatives for Tropos, it has been decided that the role of these advisors will consist of the following tasks:
- Act as a link between the student representatives of Tropos and the faculty, other graduate students and academic institutions;
- Promote student participation in the annual Tropos conference and journal;
- Act as representatives of Tropos in monthly faculty meetings.
- Guide the editors in fund-raising activities;
- Suggest possible candidates for the keynote speaker for the conference;
- Also, at this time, the faculty advisor should help Tropos obtain an office in OHB for use as a center of operations.
Role of graduate student representatives:
Annual Book Sale:
- Collect books for sale and store them in Tropos office;
- Request baked goods for the sale;
- Reserve 255 OHB for book and bake sale;
- Make and post flyers (approximately 70 or more copies);
- Post ad with information pertinent to the sale in the internal university newspaper;
- Set up 255: Place books on tables, sell books, repack the books into boxes at the end of each day of sale
Annual Journal:
- Prepare Call for Papers for the conference and journal
- Send calls to PMLA;
- Request articles from graduate students within the department as well as from other universities;
- Update evaluation forms for received articles;
- Distribute articles to be considered for publication amongst readers;
- Make sure that readers return evaluated articles in a timely manner;
- Tropos editors will thoroughly read the evaluations written by the readers and decide which articles to publish;
- Accredit all readers at the beginning of the journal;
- Email acceptance and rejection letters of articles;
- Mail papers to be corrected by authors;
- Receive corrected articles;
- Write the opening statement of the journal;
- Include call for papers for next journal in the current number;
- Format and mount the journal in the program of choice (Word/ Pagemaker);
- Journal must be proofread twice, once before bringing the first version to the printers, and once after before final version is printed;
- Bring journal to printers;
- Distribute journal among students, writers, collaborators, and professors internally in the Departments of French and Classical Languages as well as the Department of Spanish and Portuguese during the first fall meeting with the chairs of both departments;
- Distribute journal to “interchange” universities in the spring so that the call for papers and the call for the journal will be circulated;
Annual Conference
- Set date;
- Send Calls for Papers;
- Encourage classmates to present papers;
- Find a keynote speaker (suggestions from professors are welcome);
- Find moderators;
- Organize program sessions;
- Circulate invitation to conference among other departments (history, linguistics, English, etc.)
- Send conference information to CLACS so that we can take advantage of their extensive mailing list;
- Send program to professors at least 3 weeks before actual conference date;
- Look for possible caterers for the luncheon and ask restaurant of choice to include the tip in the bill so that the organizers will not have to pay for it;
- Buy office supplies if needed (paper for diplomas and programs, tags, pens and folders for participants in the conference);
- Fill out the paper work for the payment for the keynote speaker and the restaurant;
- Make out and print diplomas for the participants;
- Make out and print name tags for organizers, moderators and participants;
- Buy breakfast (usually around $120 that is usually covered by the registration fee of conference participants);
- Set up the rooms for the panels early in the morning; put up flyers to guide participants; Conference clean up;
- Set up requested equipment for participants
EXTRAS: COGS /Printing
*Keep the dates to profit from COGS money for the publication in mind. Currently there are two: one for submission of requests or closing days, and another for their own meetings.
- Update prices from the printers, keeping in mind that it is usually necessary to print 200 copies per year to cover the distribution to graduate students and professors in both departments as well as the authors, students that attend the conference and other universities that belong to the interchange program.
- Update web page
TASKS/EVENTS DATES
BOOK SALE
Reserve room for book sale |
February 6 |
Request baked goods to accompany books |
February 13 |
Send add with information about sale to internal university newspaper |
March 1 |
Make and post flyers (70 or more copies) |
March 16 |
Pick-up of collected books (to be left in main offices of both SPP and RCL) |
March 21 |
Book Sale |
March 22 (9:30-5 pm) |
Re-pack books into boxes/ Clean room |
March 23 (4 pm) |
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CONFERENCE
Send Call for papers |
March 15 |
Find Keynote Speaker |
Professors send suggestions to TROPOS by April 15th |
Deadline for Submission of Abstracts |
August 15 (date extendable to September 15) |
Request for Moderators |
(starting/ by) September 15th (if Deadline extended – turn programs in by October 15th) |
Catering for conference lunch |
By September 30 |
Buy office supplied (as needed) |
October 1st (and October 20th) |
COGS – ask for financial aide to pay the keynote speaker and restaurant |
Wednesdays (Sept., Oct., ) |
Purchase food for breakfast |
October 27 |
Room set-up/ post flyers to guide participants |
October 27?? |
DATE OF CONFERENCE |
October 28, 2006 |
Clean up |
October 28, 2006 – after conference |
Recruit new members for Conference and Journal Board in Fall |
Official meeting: A week after the conference |
JOURNAL
Prepare Call for Papers for Conference and Journal |
February 13 |
Send Call for Papers to PMLA |
February ? |
Request articles: Send Call for Papers to various universities |
February ? |
Distribute articles to graduate students |
February 17 (not sure) |
Deadline to return evaluated articles |
February 28 |
Re-check evaluations by readers and decide which articles to publish |
March 1st, 5 pm at the editors’ meeting |
Send acceptance emails with suggestions of corrections to be made before publication |
March 2nd |
Send rejection email to articles that will not be published |
March 3rd |
Receive corrected articles for publication |
March 15th – (Same day that we will send the Call for Papers for the conference |
Write introductory words of journal |
By March 17 |
Format the journal in program of choice (Pagemaker, Word ,etc.) |
By March 24 |
Proofread journal |
4 days necessary – this year, final day is March 28 |
Print journal |
Tentative: first week in April (takes anywhere between 10 days and 3 weeks) |
Re-proofread first version of published version |
Last week in April |
Print final version |
First week in May |
Include Call for papers for next years journal/conference in current edition |
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Distribute journal among students/writers/faculty/etc. in SPP and RCL |
First meeting with both Chairs and Graduate Students in the Fall |
Distribute journal among various universities involved in the “interchange” with MSU |
Beginning the 2nd week in May |
Update web page |
Starting in February, updating in May |
- The journal needs to be in print before April 15-20 always (COGS deadlines).