VIII. The SSSP Schedules and Cycles
SEPTEMBER: This is the first month of the SSSP organizational year. All new officers and committee members assume their duties. A slate of potential nominees is turned over to the Elections Committee to secure permission to place their names on the general election ballot. All committees begin their work. The reports of the sessions being organized by the divisions and the Program Committee arrive in the Administrative Office for assembly into the Call for Papers for the next Annual Meeting. The C. Wright Mills Committee begins to seek nominations for the award from members and publishers. Follow-up begins on the decisions made at the Annual Business Meeting and by the Board of Directors. Reports presented at the Annual Meeting are posted on the Society’s web site. A contract is signed with the Local Arrangements Chair for the next Annual Meeting.
OCTOBER: The Newsletter reaches final preparation. The fall membership renewal campaign begins. All members receive a renewal notice requesting that they renew their membership. Life members, Emeriti and sustaining members receive a request to verify their mailing address and the opportunity to update membership preferences. The Call for Papers flyer is posted on the Society’s web site and distributed to all members and Ph.D. granting departments. The roster of officers and committee members is completed and e-mailed to all persons included in the roster. The Elections Committee completes its work and sends the full slate of candidates to the Administrative Office. Candidates, who have agreed to run for office, are asked to complete an online candidate form. The Administrative Officer processes and mails the Author Payment checks. Final accounting for expenses associated with the Annual Meeting occurs and the third quarter financial statements are prepared and sent to the Budget, Finance, and Audit Committee and the Board of Directors. Announcements are prepared for the November issue of Social Problems.
NOVEMBER: The fall issue of Social Problems Forum: The SSSP Newsletter is published and distributed. Newsletters from divisions are distributed electronically to members. Renewals from the first membership renewal mailing are returned and the database files are updated accordingly. The Site Selection Committee visits potential sites for the meetings up to three years from the current year. The Administrative Officer in consultation with the Executive Officer renews the contract with the hosting institution(s). The President, Meeting Manager, and the Local Arrangements Chair will conduct a site visit to the next year’s Annual Meeting location.
DECEMBER: Candidate statements and biographies are due to the Newsletter Editor by the December 15. All reports of the expenditures of division or committee funds for the year are due in the Administrative Office. Any reimbursement of expenses for Society authorized activities must be in the hands of the Administrative Office no later than December 15. A contract is signed with the Meeting Manager for the next Annual Meeting.
JANUARY: The second renewal notice is e-mail/mailed to members. Updating of the database with new membership information continues. The Membership and Outreach Committee launches its recruiting campaign through direct mail, reserving space at professional meetings, advertising, working with departments with graduate programs, person to person contacts, and other new recruiting ideas. The deadline for submission of papers/proposals to the Program Committee Chair and Session Organizers is January 31. All material for the winter issue of the Newsletter is due to the Editor. The Administrative Officer prepares the 1099 miscellaneous tax forms. Announcements are prepared for the February issue of Social Problems. Registrations for the Annual Meeting are processed.
FEBRUARY: The Meeting Manager continues discussion with the hotel staff about special arrangements for the Annual Meeting. The Local Arrangements Chair continues to work on the Annual Meeting. The Program Committee and session organizers screen papers and complete arrangements for their sessions. Session organizers must accept or refer all papers/abstracts by mid-February. Session/paper titles and contact information for each author must be in the Administrative Office by March 1. The winter issue of Social Problems Forum: The SSSP Newsletter is published and distributed. The Administrative Office continues to work with Division elections and newsletters. The Administrative Officer schedules the annual audit and begins the year-end budget preparation. If appropriate, the Permanent Organization and Strategic Planning Committee reviews the performance of the Administrative Office, Executive Officer and work of the committee structure of the organization. Submissions of application materials for the Racial/Ethnic Minority Graduate Scholarship are due to the committee by mid-late February. Registrations for the Annual Meeting are processed.
MARCH: End of the year financial statements are e-mailed to the Budget, Finance, and Audit Committee and to the Board of Directors. The Administrative Officer lays out the Annual Meeting program. Registration and verification materials are e-mailed to all persons listed in the preliminary program. The Administrative Officer begins working on the contents of the preliminary program. By March 1, an e-mail is sent to all members announcing the opening of the general election on March 15. The Membership and Outreach Committee continues its campaign to recruit new members at regional professional meetings throughout the spring. Submission of applications for the Erwin O. Smigel Award, Lee Scholar Support Fund, and the Lee Student Support Fund are due to the committees. The Administrative Officer begins planning the Budget, Finance, and Audit Committee meeting. Division Chairs are requested to submit budget revisions for the current year and to project their budget for the following year. Registrations for the Annual Meeting are processed.
APRIL: The first quarterly financial reports are completed and e-mailed to Budget, Finance, and Audit Committee and the Board of Directors. The Meeting Manager makes hotel reservations for the officers and VIPs. The Administrative Officer retrieves the election results and shares them with the Elections Committee Chair, President, Executive Officer, and Board of Directors. The candidates are informed of the results and the results are posted on the web site. Newsletters from divisions are distributed electronically to members. The final membership renewal notice is e-mail/mailed. The Administrative Officer obtains the name, address, e-mail address, and award amount of the Erwin O. Smigel Award recipients. An independent public accounting firm conducts a full audit of the Society’s books. Announcements are prepared for the May issue of Social Problems. Registrations for the Annual Meeting are processed.
MAY: Requests for funding from divisions, committees, and officers should be sent to the Administrative Office by May 1 for assembly for the Budget, Finance, and Audit Committee’s mid-year meeting. The draft of the preliminary program is completed and distributed for review. The preliminary program is posted on the web site and a link is e-mailed to the membership and all program participants on May 15. The work of divisions and committees continues. The Administrative Officer obtains the name, address, e-mail address, and award amount of the Lee Scholar Support Fund and the Lee Student Support Fund recipients. Registrations for the Annual Meeting are processed.
JUNE: The Meeting Manager continues to work with the hotel and the Local Arrangements Chair on arrangements for the Annual Meeting. All Award Committee Chairs report to the Administrative Officer so that arrangements for recognition at the Annual Meeting may be planned. The Administrative Officer contacts the registration workers and informs them of their arrival/departure dates, roommate, and work schedule for the Annual Meeting. The stipend/honorarium checks are processed and the letters of appreciation are sent to the Social Problems Editor, Associate Editors, and the Social Problems Forum: The SSSP Newsletter Editor. Registrations for the Annual Meeting are processed and all program participants should register by July 1. The Board of Directors requests that program participants receive at least three notices prior to the July 1 deadline for registration.
JULY: The draft of the final program is completed and distributed for review. Once approved, it is prepared for printing. The second quarter financial statements are completed and sent to the Budget, Finance, and Audit Committee and the Board of Directors. All reports from officers and committee chairs are due in the Administrative Office by mid-month. The Administrative Officer works with the President and Officers to set appropriate agendas. The final preparations for the Annual Meeting are finalized by the Meeting Manager, Administrative Officer, Executive Officer, and the Local Arrangements Chair. Announcements are prepared for the August issue of Social Problems. Registrations for the Annual Meeting are processed until the registration deadline.
AUGUST: The Annual Meeting is held. All committees and Special Problems Divisions hold meetings. The Meeting Manager staffs the meeting and provides support. The Board of Directors meets and makes all relevant decisions. The Administrative Officer contacts the publishing company of the C. Wright Mills winner and requests a camera ready ad. The Administrative Officer will review the hotel bill when received for accuracy.
Any proposals that would involve SSSP in activities (e.g., special projects, networking with other organizations) that go beyond one presidential term must be reviewed and approved by the Board of Directors. Any such proposals must be clearly specified, including what is to be done and what group (e.g., division, ad hoc committee, etc.) will provide the planning and implementation labor to carry out the proposal. The cost implications of the proposal must be explained and submitted to the Budget, Finance, and Audit Committee prior to Board review. Projects that entail significant costs should include specific plans or commitments for supplemental funding from outside organizations and granting agencies.
The By-laws specify a three-year, renewable term for the Editors of the two continuing publications of the Society. In both cases, the person appointed becomes a non-voting, ex-officio member of the Board of Directors and the Editorial and Publications Committee. The Board of Directors makes the appointment on the recommendation of the Editorial and Publications Committee. Because the terms are three years in length, this means that a properly functioning Editorial and Publications Committee is constantly working to either appoint or assist in maintaining a functioning Editorial Office.
1. During the first full year of an Editor’s term, the Editorial and Publications Committee will solicit applications for the next editor. An invitation will go out to all members and all Sociology Departments and other participating interdisciplinary programs. Advertisements will be posted in all SSSP information documents (newsletter, journal, web site, etc.), in ASA Footnotes, newsletters of other national and regional professional organizations (e.g., Association of Black Sociologists, Sociologists for Women in Society, American Society of Criminology, regional sociological societies), and other appropriate venues to ensure a broad and diverse pool of applicants. These advertisements should refer potential applicants to the detailed description of the Editor’s position and duties in the SSSP Operations Manual posted on the SSSP web site. The detailed description will include a minimum level of institutional support and a maximum budget SSSP will cover as determined by the Budget, Finance, and Audit Committee. Editorial and Publications Committee members are encouraged to seek applicants and to assist them in preparing applications. The Editorial and Publications Committee will invite applications from candidates with strong histories of academic scholarship and publishing consistent with the goals and traditional content of Social Problems. Membership in SSSP is required for application. A history of involvement with SSSP and Social Problems will be appreciated. Applicants may apply by submitting a letter of interest, CV, a proposed budget for operating the Editorial Office, and a letter of support from the applicant’s Department Chair, corresponding Dean of the prospective host institution, or appropriate official with budgetary authority. The names and complete contact information of three other references must also be provided. The letter of interest should include a statement of goals that the Editor might have for the journal during his or her term of office and any comments on how the philosophy of the Editor coincides with and/or departs from previous scholarship reflected in the journal and what financial and other support the host institution is willing to provide for the prospective Editor and the Editorial Office. Institutional support should be corroborated by letter(s) from the Dean, Department Chair, or appropriate official with budgetary authority. Under ordinary circumstances, the deadline for submitting applications should be February 1 of Year 2, that is, the year of the annual meeting at which the top 2-3 applicants will be interviewed and the new editor selected. Applications will be submitted to the Editorial and Publications Committee Chair.
2. The Editorial and Publications Committee, working in consultation with the Board and the Budget, Finance, and Audit Committee, will screen the applications. Every effort will be made to identify candidates from underrepresented racial and ethnically groups and women and extra weight will be given to candidates whose institutions provide substantial financial and other support to the editing and production of the journal. Members of the Editorial and Publications Committee may contact applicants and request additional information.
3. Prior to March 1 of Year 2, the Editorial and Publications Committee will recommend up to three applicants to the Board for review and approval. At the same time, the Board should receive a list of all applicants for the position. If the Board is not satisfied with the three recommended applicants, they may request the Editorial and Publications Committee to reconsider its recommendations until agreement between the Committee and Board is reached on a list of up to three finalists. These finalists will be notified by the Editorial and Publications Committee that they will be interviewed at their home institutions by a subcommittee of 2 committee members no later than June 15, and by the Committee as a whole at the upcoming annual meeting. The subcommittee will submit a report to the Committee and the Board no later than July 15 that includes the site visit and interview protocol used, a detailed assessment of each candidate as the potential editor of Social Problems, an assessment of the institutional support of the candidate based on interviews with relevant officials, and the subcommittee’s recommendation(s).
4. Arrangements will be made by the Administrative Officer and Meeting Manager so that the committee can interview the finalists during the Year 2 annual meeting. (The Administrative Officer may be called upon throughout the entire process for assistance in coordinating the various activities.) The Editorial and Publications Committee will use the subcommittee’s report and recommendations, as well as the information obtained from its own interviews, to make a final recommendation to the Board.
If the Board of Directors accepts the committee’s recommendation, the chair of the Editorial and Publications Committee will then notify the candidates of the decision. The Editor opens the new Editorial Office on June 1 of the following year, Year 3. This enables the receiving of manuscripts at the new office. The retiring Editor finishes out the third year with the November issue. This means that during the third year of any Editorship there will be two Editorial Offices open for a period of three to six months, depending on the length of time taken by the retiring Editor to finish the November issue. The goal is to close the retiring Editor’s Office by September 30 of the third year.
During the third year of the Editor’s term, the retiring Editor sits as a member of the Board of Directors for the meetings before the Annual Business Meeting. The new Editor sits on the Board for the meeting after the Annual Business Meeting.
First full journal year of Editor’s term: The committee solicits and collects applications for the new Editor.
Second full journal year of Editor’s term: The committee reviews applications, recommends up to three finalists for the editor position to the Board, conducts site visits, interviews finalists at the annual meeting, and recommends the new Editor to the Board of Directors at the annual meeting.
Third full journal year of Editor’s term: The new Editor opens the Editorial Office in June and begins to receive manuscripts. The retiring Editor completes the November issue and closes the office by September 30.
Social Problems Editorial Transition
Note: Subsequent transition notices will amend the indicated years as appropriate.
New Manuscripts: As of June 1 of the transition year all new manuscripts will be sent to editor elect (to be designated). The new editor will make editorial decisions on all new manuscripts submitted after June 1.
Revised Manuscripts: As of June 1 of the transition year, all revised manuscripts, including those solicited by the previous editor, will be resubmitted to editor elect (to be designated). The new editor will make editorial decisions on all revised manuscripts submitted after June 1 of the transition year.
Conditional Accepts: As of June 1of the transition year, all manuscripts that have been conditionally accepted by the outgoing editor will be the responsibility of that editor. Conditional accepts are understood to be accepted with minor revisions that are intended to satisfy conditions specified by the outgoing editor who will be the only person to review the paper after said revisions are complete.
The outgoing editor will be responsible for the production of the August and November issues during the transition year.
The editor elect will be responsible for all issues beginning with February of his/her first full year. It is understood that the outgoing editor should forward 6-8 accepted manuscripts (this number might include conditional accepts) to the new editorial office at the time of the editorial transition. It is anticipated that the number of such accepts will generally not exceed seven or eight which is the typical number appropriate for one issue of the journal.
Social Problems Policy – Administrative Office
The Administrative Office will keep one complete set of Social Problems. In addition, we will keep two copies of the previous four years and ten copies of the current volume year.
Social Problems Forum: The SSSP Newsletter is an important publication for the institutional memory of the Society. The official minutes of the Board of Directors and the Business Meeting, annual auditor’s report, and the annual budget must appear in the Newsletter. In addition to calls for participation in scholarly exchange, various award programs appear in the Newsletter. In recent years, Editors have used its pages to call our attention to issues that must concern those persons using scholarship to pursue social justice. The Editorial Office for Social Problems Forum: The SSSP Newsletter requires less personnel and a smaller budget than the Social Problems Editorial Office. A similar timeline to that followed for the Editorship of Social Problems must be followed. If the Editorial and Publications Committee and the current Editor of Social Problems Forum: The SSSP Newsletter are happy with the arrangement, the committee may elect to extend the term fully or partially. In general, six years must be viewed as the outside limit for the term of Newsletter Editor.
The Society remains flexible in the type of contract written between it and the host institution. In some instances, the adopted budget of the Society serves as the budget used by the host institution with the supplements provided invisible to the Society but not to the Editor. It is important that budget categories of expenditures be approved by the Society when the Board of Directors takes action on the budget. Modifications in requested amounts must come to the Budget, Finance, and Audit Committee if they can be anticipated in advance of expenditure. The Society understands that a final accounting may reveal over and under expenditures, but recognizes the value of a budget that accurately estimates income and expenses.