1. This corporation shall be known as "The American Philological Association" (hereinafter called the "Association").
2. The object for which the Association is organized is the advancement and diffusion of philological knowledge.
3. The registered office of the Association shall be at The Brandywine Building - 17th Floor, 1000 West Street, in the City of Wilmington, County of New Castle, and State of Delaware 19801. The agent in charge of said office, upon whom process against the Association may be served, is the Corporation Guarantee and Trust Company.
4. The Association may also maintain offices at Philadelphia, in the County of Philadelphia, Commonwealth of Pennsylvania, and at such other places as the Board of Directors may appoint.
5. The corporate seal of the Association shall have inscribed thereon the name of the Association, the year of its organization, the year of its incorporation and the words "Corporate Seal, Delaware."
MEETINGS OF MEMBERS
6. The annual meeting of members shall be held at the office of the Association in the City of Wilmington, Delaware, on January 6 in each year at eight o'clock A.M., unless the Board of Directors shall, not less than sixty days prior thereto, appoint a different place and time, and shall give not less than twenty days' notice thereof to members.
7. Special meetings of the members may be called by the President, or by direction of the Board of Directors, upon written notice, stating the day, hour, and place of the meeting and the general nature of the business to be transacted, and mailed to each member at least twenty days prior to such meeting.
8. Ten members present in person, or represented by proxy, shall be requisite at every meeting to constitute a quorum for the transaction of business.
9. Each member in good standing shall be entitled to one vote, either in person or by proxy, on all questions or actions at all meetings of members, and shall also be entitled to one vote by mail ballot in the election of Directors of the Association.
10. Written notice of the annual meeting shall be mailed to each member, at the address appearing on the books of the Association, at least ten days prior to the meeting.
11. The proxies shall be filed with the Executive Director before being voted.
12. The election of Officers, Financial Trustees, and members of the Board of Directors as well as such other Delegates, Representatives, and members of Committees as may be required elsewhere in these By-laws or in other regulations shall be by mail ballot at the time and in the manner prescribed by the Board of Directors. The nominee who receives the majority of votes cast for an office shall be declared elected. In the event that the number of candidates for any office makes it possible that no candidate receives a majority, the balloting for that office is to be by the "alternative vote" system first described by Thomas Hare, The Machinery of Representation, 1859. All persons so elected shall serve until their successors are elected and qualify.
OFFICERS AND DIRECTORS
13. The Board of Directors shall consist of the President, President-Elect, six Vice Presidents, two Financial Trustees, six additional Directors, and Immediate Past President. In addition, the Executive Director shall be a member of the Board of Directors with voice but without vote. Except as may be provided otherwise by law, any Director or the entire Board of Directors may be removed, with or without cause, by a majority of the members then entitled to vote in an election duly called for that purpose.
The Officers of the Association shall be a President, a President-Elect, a Past President, six Vice Presidents (one each for Education, Outreach, Professional Matters, Program, Publications, and Research), and an Executive Director. The Executive Director shall serve as the Secretary of the Association. In addition, there shall be two Financial Trustees and six additional Directors. The term of the President is one year; the President shall not be immediately re-elected as President-Elect or Director. The President-Elect shall be elected on nomination by the Nominating Committee or by petition and shall succeed thereafter to the President without further election. The Vice Presidents shall be elected on nomination by the Nominating Committee or by petition for terms of four years. The Financial Trustees shall serve terms of six years such that one Financial Trustee is nominated and elected every third year; Financial Trustees may be re-elected upon nomination. The six additional Directors shall each serve terms of three years such that two new Directors are elected each year; these six additional Directors shall not be immediately re-elected.
14. An Executive Committee may be authorized annually by the Board of Directors to act in place of and on behalf of the Board of Directors. The Executive Committee is to be convened by the President to deal only with matters requiring immediate attention and disposition before action by the full Board of Directors would be possible. It shall consist of the President, President-Elect, Immediate Past President, Senior Financial Trustee, and two members of the Board of Directors, one of whom is a Vice President and one of whom is an additional Director, to be chosen each year by lot. In addition, the Executive Director shall be a member of the Executive Committee with voice but without vote. The actions of the Executive Committee shall be reported promptly to the Board of Directors and, if appropriate, reviewed by them.
MEETINGS OF DIRECTORS
15. Meetings of the Board of Directors may be held at the call of the President, or at the request of two members of the Board, on five days' notice to each Director, either personally, by mail, or by wire, or upon written waiver of notice of the time and place of the meeting signed by all the Directors.
16. One-third of the membership of the Board present in person shall be requisite to constitute a quorum for the transaction of business at any meeting. Any action required or permitted to be taken at any meeting of the Board of Directors or any Committee thereof may be taken without a meeting if all members of the Board or of the Committee, as the case may be, consent thereto in writing.
17. The general arrangements and the proceedings of the annual meeting shall be directed by the Board of Directors, and in advance of such annual meeting the Executive Director shall present an annual report of the progress of the Association.
18. Any lover of philological studies may become a member of the Association by the payment of the proper fees. All membership dues are payable upon receipt of a dues notice in advance of or at the beginning of the membership year (January 1 through December 31), in accordance with the schedule of dues promulgated from time to time by the Board.
POWERS OF THE DIRECTORS
19. The Board of Directors shall have the management of the business of the Association. In addition to the powers and authorities by these By-Laws expressly conferred upon it, the Board may exercise all such powers of the Association and do all such lawful acts and things as are not by statute or by these By-Laws directed or required to be exercised or done by the members.
20. Without limitation of the foregoing powers, the Board may also from time to time appoint such Committees and delegate to them such powers respectively as it deems proper; and the Board may also appoint any person, persons, or corporation to accept and hold in trust or manage or invest for the Association any property belonging to the Association, or in which it is interested, or for any other purpose, and to make, execute, and deliver such instruments and perform all such duties as may be necessary or proper in relation to any such appointment.
21. The President shall sign all official papers and documents of the Association and preside at all meetings of the Board of Directors and of the members. In case of the President's absence, resignation, or death, these duties shall be performed by the President-Elect, or in case of the absence, resignation, or death of the President-Elect, by one of the Vice Presidents elected for that purpose by the remaining Directors.
THE EXECUTIVE DIRECTOR
22. In addition to such other duties as the Board of Directors may prescribe, the Executive Director shall keep a record of all proceedings of the Board of Directors and of the members of the Association; shall attest by his or her signature and the corporate seal of the Association all official documents; and shall serve as controller of the Association and in this capacity shall give a surety bond when required by the Board of Directors for the faithful discharge of his or her duties, provided that upon request the Association shall reimburse the Executive Director for the reasonable expense of obtaining such a bond.
23. The Executive Director shall be the custodian of and receive all monies and other property of the Association. With the prior approval of the Board of Directors, the Executive Director may delegate some or all of these duties to a commercial firm under contract with the Association.
24. If the office of any Director, or of the President, any Vice President, the Executive Director, either Financial Trustee, or any elected committee becomes vacant, by reason of death, resignation, disqualification, or otherwise, the remaining Directors, although less than a quorum, but by a majority vote, may choose a successor or successors, who shall hold office for the unexpired term.
25. Any Officer or other Director may resign at any time, such resignation to be made in writing, and to take effect from the time of its receipt by the Association, unless some future time be fixed in the resignation, and then from that date. The acceptance of a resignation shall not be required to make it effective.
26. Any person made, or threatened to be made, a party to any action or proceeding, whether civil or criminal, by reason of the fact that that person or his or her testator or intestate is or was a Director or Officer of the Association, shall be indemnified by the Association against the reasonable expenses incurred in the defense of such action or proceedings or an appeal thereof, including reasonable attorneys' fees, as well as against any liability imposed upon that person in connection therewith, and the Board of Directors may advance such expenses, all to the extent permitted by law. Any expenses or other amounts paid by way of such indemnification shall be stated in the next annual report of the Executive Director.
27. There shall be a standing Nominating Committee consisting of seven members, the immediate Past President ex officio and six members serving terms of three years each, two of whom shall retire every third year and serve as co-chairs in their final year on the Committee. Their successors shall be elected by the membership of the Association upon nomination by the Nominating Committee or by petition. The report of the Nominating Committee shall be submitted by February 1 of each year and published in the Winter Newsletter. The Nominating Committee shall nominate each year not fewer than five candidates for three-year terms of the Board of Directors. Other nominations of additional candidates not proposed by the Nominating Committee shall require the signature of twenty members and must be reported to the Executive Director by April 15 of the current year. In the event that a Nominating Committee, in the considered judgment of the Board of Directors, has failed to perform any of its duties in accordance with the By-Laws, the Board shall discharge such Committee from further performance of that portion of its duties and substitute for such Committee an ad hoc Committee of its own choosing.
AMENDMENT OF BY-LAWS
28. Upon at least sixty days' prior notice, transmitted in writing to the Executive Director by the person or persons intending to propose an amendment or amendments, which notice shall contain the text of the proposed amendment or amendments, the members, by affirmative vote of a majority of those present, may, at the annual meeting or at any special meeting of the members, alter or amend these By-Laws. The Executive Director shall inform the members in writing of any such notice to alter or amend as soon as possible after its receipt. Any such amendment shall become effective upon its adoption as provided above, except that upon the written request of any twenty members, delivered to the Executive Director at the annual or special meeting before the vote on a proposed amendment is taken, the amendment so adopted shall not become effective until ratified through a mail ballot by a majority of the members voting.
29. Notwithstanding the foregoing, the Board of Directors, by the affirmative vote of the majority thereof, may at any regular meeting, or, upon notice, at any special meeting, alter or amend these By-Laws except with respect to the election and powers of the Directors. The Board shall also promulgate Regulations for the Association from time to time and have authority to amend the same as it may deem necessary.
REGULATIONS AND INFORMATION
SECTIONS 1-4: AFFILIATED ORGANIZATIONS
1. International Federation of Societies of Classical Studies (Federation Internationale des Associations d'Études Classiques--FIEC). The Association is a charter member of the Federation, founded on September 28-29, 1949, at Paris. A delegate and an associate delegate are appointed for a five-year term by the Directors on the nomination of the President.
2. American Council of Learned Societies. On December 31, 1919, the Association declared its adherence to the Council, which represents North America as a member of the Union Academique Internationale. Constituent societies have one delegate to the Council. The Association's delegate shall be appointed to a four-year term by the Directors on the nomination of the President. The delegate may attend the meetings of the Association's Board of Directors, with voice but without vote, but shall not be reimbursed for the expenses of such attendance.
3. National Humanities Alliance. The Association is a member of the National Humanities Alliance, a federation of learned societies and professional organizations in the humanities which seeks to ensure adequate support for humanistic study and research.
4. Caucus of North American Classics Organizations. The Association is a member of the Caucus of North American Classics Organizations which meets from time to time to exchange information on important issues and to coordinate action that might be demanded in the defense of interests important to classicists, especially in the public realm. The other members of the Caucus are the American Classical League, the Archaeological Institute of America, the Classical Association of Canada, the Classical Association of New England, the Classical Association of the Atlantic States, the Classical Association of the Middle West and South, the Classical Association of the Pacific Northwest, and the Classical Associations of California (North and South).
SECTIONS 5-10: OTHER DELEGATES AND REPRESENTATIVES
5. American Classical League. One representative to the Council of the American Classical League is appointed for a three-year term by the President.
6. American Council on the Teaching of Foreign Languages (ACTFL). The Association is an affiliate member of the American Council on the Teaching of Foreign Languages.
7. Thesaurus Linguae Graecae. The purpose of the Thesaurus Linguae Graecae (TLG) is to create a comprehensive digital library of Greek literature from antiquity to the present era. The President will appoint two members to serve staggered three-year terms as Representatives to the TLG's Advisory Board.
8. Thesaurus Linguae Latinae. The representative of the Association to the Thesaurus Linguae Latinae, Alfons-Goppel-Str. 11, D-80539 Muenchen, Germany, is appointed for a term of five years by the President. The Executive Director of the Association is authorized to accept personal contributions from members for the support of the Thesaurus.
9. Ancient World Mapping Center. The purpose of the Ancient World Mapping Center is to continue, improve, and expand the work of the Barrington Atlas of the Greek and Roman World on a permanent basis. The President will appoint two members not affiliated with the University of North Carolina at Chapel Hill, to serve staggered three-year terms as Representatives to the Management Committee of the Ancient World Mapping Center.
10. Council of Independent Colleges. The Association is an affiliate member of the Council of Independent Colleges.
SECTION 11: BOARD OF DIRECTORS
11. Board of Directors. See By-Laws 13-17, above. Meetings are held in connection with the annual meeting each year, and at one or more times during the year as determined by vote of the Board, or on special occasions as prescribed in By-Law 15. Meetings of the Board will be conducted according to Robert's Rules of Order (Newly Revised); the Executive Director will serve as Parliamentarian. Directors are entitled to reimbursement for the cost of attending meetings at times other than the annual meeting within the limitations of the travel regulations (Section 67, below).
SECTION 12: EXECUTIVE DIRECTOR
12. Executive Director. The Executive Director shall be appointed by the Board of Directors upon the recommendation of a search committee appointed by the President for a term determined by the Board of Directors. When a serving Executive Director expresses an interest in renewal of a contracted term of office, the President shall supervise an evaluation of his/her service with a view to renewal. The President shall assemble a dossier consisting of the current position description, the annual reports and performance reviews of the incumbent, any statement the incumbent chooses to submit at the time of review, and letters of evaluation solicited in confidence from the Vice Presidents of the Association (and, where such Vice Presidents are too new in office to have worked closely with the Executive Director, the immediate past Vice Presidents of those divisions, at the President's discretion). The President shall submit this dossier to the Executive Committee for review and recommendation. In the event of a positive recommendation from the Executive Committee, the recommendation will be referred to the full Board for approval. (Only the Executive Committee will see the full dossier.) In the event of a positive decision by the full Board, the President will bring the negotiations over contractual terms to a conclusion, with the advice and approval of the Executive Committee.
SECTIONS 13-18: COMMITTEES ON GOVERNANCE AND ADMINISTRATION
13. Development Committee. The Development Committee shall consist of nine members appointed by the President for staggered three-year terms. The junior Financial Trustee and the Executive Director are ex officio members of the Committee. The Chair of the Committee will be appointed each year by the President. The Committee will be responsible for assessing the Association's needs for outside support, recommending fund-raising goals for adoption by the Board of Directors, helping to develop appeals for fund-raising campaigns, and participating in the identification of potential donors and, where appropriate, the solicitation of contributions.
14. Capital Campaign Committee. The President shall appoint members and chairs of a capital campaign committee to direct the Association's effort to raise an Endowment for Classics Research and Teaching. Both members and nonmembers of the Association are eligible to serve on this Committee for terms to be determined by the President. Members of the Development Committee are ex officio members of the Capital Campaign Committee. Each year the President will select certain members of the Capital Campaign Committee to serve on a Campaign Steering Committee that will meet regularly by conference call and e-mail to manage the campaign. The Committee is scheduled to complete its work by December 31, 2012.
15. Finance Committee. The Board of Directors shall designate the two Financial Trustees, the Executive Director ex officio, and one other person, appointed to a three-year term by the President, to constitute the Finance Committee. The Chair shall be the Senior Financial Trustee. This Committee shall draw up an annual budget of the Association, supervise its operation, and control the investment of the funds of the Association. The consent of two members of the Committee is required for actions regarding securities. If the need arises, the Committee shall carefully consider the use of conference telephone calls to ensure that all actions of the Committee are taken with full knowledge of all its members. When circumstances demand it, the members of the Finance Committee, with the approval of the President and the Executive Director, may hold a meeting at times other than the annual meeting for which expenses will be paid by the Association in accord with Section 67 below.
16. The Nominating Committee. Established in 1903, it is governed in its operation by By-Law 27. The following Administrative Code for the Nominating Committee was adopted by the Directors at their meeting of December 29, 1974, and revised on September 29, 1984, November 7, 1992, December 30, 1997, and January 5, 2004, as a Regulation of the Association. It shall be maintained in current form by the Executive Director, who shall, upon the occasion of each amendment or set of amendments to the Code, distribute an amended copy to the Directors and to the members of the Nominating Committee. Directors and members of the Nominating Committee upon their election shall receive a copy of this Code in its latest amended form, if it differs from that published on the Association's web site.
- The Nominating Committee shall consist of seven members. A quorum of the Nominating Committee for the transaction of business shall be four. Two members of the Nominating Committee shall be elected each year for three-year terms from four candidates chosen by the Nominating Committee. In addition, the Immediate Past President of the Association is an ex officio member of the Committee for one year. The senior elected members become Co-chairs of the Committee each year.
- The Nominating Committee shall meet for a full day each Fall after the determination of election results and on the first day of the Annual Meeting, for both of which meetings expenses will be paid by the Association in accord with Section 67 below. If the need arises, the Committee shall carefully consider the use of conference telephone calls to ensure that all actions of the Committee are taken with full knowledge of all its members. When circumstances demand it, the members of the Nominating Committee, with the approval of the President and the Executive Director, may hold a meeting at other times for which expenses will be paid by the Association in accord with Section 67 below.
- Prior membership on the Board of Directors shall not be deemed to be a requirement for nomination to the office of President-Elect.
- Each year the Executive Director will prepare for the Nominating Committee a list of members serving on the Board of Directors or on committees filled by election whose terms are due to expire. The Committee shall nominate two members for each of these positions except that it shall nominate five members for the two positions of Director that become vacant each year.
- No elected Officer or elected Director or member of the Nominating Committee can be nominated for the Presidency, a Vice Presidency, the Board of Directors, or the Nominating Committee until at least one year after the expiration of his or her term of office.
- The Committee shall consider the desirability of diversity among its nominees, but neither this nor any other consideration shall be deemed to outweigh the duty of the Committee to find among the members of the Association the number of nominees required by the By-Laws, all of whom are judged to be capable of performing the duties of their offices.
- A notice shall be published in the Newsletter annually inviting members of the Association to suggest to the Chair of the Nominating Committee names for the various posts to be filled, with supporting material.
- If the Committee experiences unusual difficulty in the fulfillment of its duties, the Chair shall at the earliest practicable date consult with the President and the Executive Director of the Association, making known the nature of the difficulties encountered.
- Under no circumstances shall the Nominating Committee or any of its members inform a prospective candidate of the identity of others who have accepted candidacy or who are being considered for candidacy in the same election. In like manner, the Directors shall keep confidential the names of all nominees until the nominations have been duly published to the membership of the Association at large.
- When the list of candidates for offices who have been nominated by the Nominating Committee is published in the Winter Newsletter, a notice shall be published with that list reminding the membership that it is possible to nominate candidates by petition in accordance with By-Law 27.
- The Nominating Committee will make every effort to fill any vacancy on the slate of candidates before it is published. Once the slate of nominees has been publicized to the membership, a nominee's name may be withdrawn from the ballot only under the most exigent circumstances. In the event of such a withdrawal, the Nominating Committee will normally not supply a substitute nominee.
17. Elections. (For the procedures of the Nominating Committee, see section 16 above.) Elections for all offices shall be conducted by an electronic voting system that can ensure that each member is able to vote only once in each election. In addition, the voting system must give members the opportunity to vote via paper ballot instead of electronically. Members must have at least 30 days in which to cast ballots. Any paper ballots received shall be opened and counted by Tellers appointed for this purpose each year by the President; the Tellers need not be members of the Association. The Executive Director shall distribute (with the ballots) a biographical description of each candidate furnished by the candidate. Ballots shall state the term of office of each office, including the office of President to which the President-Elect succeeds. The Executive Director will publish the election results in the Newsletter without numerical tabulation. However, any member may receive a copy of the numerical tabulation by submitting a request in writing to the Executive Director.
18. Pearson Fellowship Committee. The Pearson Fellowship Committee shall consist of five members, appointed by the President for terms of three years each. The Chair of the Committee is appointed annually from its membership by the President. The Committee oversees the annual selection process and award of the Pearson Fellowship. For accounting purposes, the Pearson Fellowship Award and the costs of its administration will be treated as expenses of the Education Division.
SECTIONS 19-25: EDUCATION DIVISION
19. The Education Division. The Education Division of the Association is responsible for all of the Association's activities in the fields of elementary, secondary, and post-secondary education. It is headed by the Vice President for Education.
20. Committee on Education. The purpose of the Committee on Education is to provide a central resource of information and activity responsive to the educational concerns of teachers and scholars in all fields and at all levels of classical studies. It is responsible for all activities of the Education Division, including the Joint Committee (with the ACL) on the Classics in American Education, the Committee on Ancient History, the Joint Committee on Scholarships for Minority Students, the Coffin Traveling Fellowship Committee, and other such functions as it shall undertake with the approval of the Board of Directors. It is composed of the Vice President for Education and the Director of the Classics Advisory Service ex officio, plus four members elected for four-year terms, with one elected each year from two candidates nominated by the Nominating Committee. In choosing candidates for the Committee, the Nominating Committee shall in alternate years ensure that both candidates are members of smaller classics programs or departments. The President-Elect and the Executive Director shall be ex officio members of the Committee on Education with voice but without vote. The Vice President for Education serves as the Chair of the Committee. The Archaeological Institute of America will be invited to appoint an ex officio member of the Education Committee.
21. Coffin Traveling Fellowship Committee. The Coffin Traveling Fellowship Committee shall consist of three members serving staggered three-year terms: the Vice President for Education or an elected member of the Education Committee designated by the Vice President; a secondary school teacher nominated by the Vice President for Education, and a third member to be nominated by the President. The Fellowship is intended to recognize and to assist excellence in teaching Greek and/or Latin at the secondary level and is for study in classical lands (not limited to Greece and Italy). It may be used to supplement other awards or prizes.
22. Committee on Ancient History. The Committee on Ancient History shall consist of five members appointed by the President for staggered three-year terms. The Chair is appointed by the President. The Committee has as its primary function the promotion of the study and learning of ancient history, not only at advanced levels, but at the K-12 levels.
23. Committee on Awards for Excellence in the Teaching of the Classics. The Committee on Awards for Excellence in the Teaching of the Classics consists of three members appointed for three-year terms by the President. The senior member of the Committee serves as Chair. One member shall be appointed each year from among those who have won the award in any year. In filling this position, the President is required to ensure that there is always at least one member who is a member of a smaller classics department or program. Three awards shall be made annually, although the Committee may at its discretion award fewer than three. The Committee shall establish its procedures and criteria, annually informing the Directors of its activity through reports submitted to the Committee on Education. Each winner shall receive a certificate of award and a cash prize to be presented at the annual meeting immediately before the presentation of the Goodwin Award of Merit.
24. Joint Committee on the Classics in American Education. The Joint Committee on the Classics in American Education is a joint committee of the APA and the ACL. The APA members shall serve for four-year terms and shall consist of the four elected members of the Education Committee plus the Vice President for Education, ex officio. The Joint Committee will have co-chairs, with one from each society. The Vice President for Education will serve as the APA's chair, and the President of ACL will normally serve as that society's chair.
Each year a subcommittee of the Joint Committee will select no more than two winners of the APA's Award for Excellence in Precollegiate Teaching. The Joint Committee shall establish procedures and criteria for selecting the winners of these Awards, annually informing the Directors of its activity through reports submitted to the Committee on Education. Each winner shall receive a certificate of award and a cash prize to be presented at the annual meeting immediately before the presentation of the Awards for Excellence in the Teaching of the Classics.
25. The Committee on Scholarships for Minority Students shall consist of seven members appointed by the President for staggered three-year terms. The Chair is appointed by the President. The Committee oversees the annual selection process and the awarding of scholarship assistance to undergraduate minority students who are citizens or permanent residents of the United States or Canada. Minority status will be defined in accordance with Federal Guidelines.
SECTIONS 26-31: OUTREACH DIVISION
26. The Outreach Division. The Outreach Division is responsible for promoting a wider public understanding and appreciation of Classics. Its goal is to strengthen the APA's ability to communicate with a broadly constituted audience. It is headed by the Vice President for Outreach.
27. The Committee on Outreach consists of the Vice President for Outreach, ex officio, who shall be its Chair, and six members, appointed by the President, for staggered three-year terms. The appointed member of the Finance Committee, the Information Architect, and the Editors of any regular publication produced by the Outreach Division shall be ex officio members of the Committee on Outreach with vote. The President-Elect and the Executive Director shall be ex officio members of the Committee on Outreach with voice but without vote.
28. Committee on Ancient and Modern Performance. The Committee on Ancient and Modern Performance shall consist of seven members appointed by the President for staggered three-year terms. The Chair is appointed by the President.
29. Committee on Classical Tradition and Reception. The Committee on the Classical Tradition shall consist of six members appointed by the President for staggered three-year terms. The Chair is appointed by the President.
30. Amphora. The Division on Outreach publishes Amphora, a semi-annual publication that aims to convey the excitement of classical studies to a broad readership by offering accessible articles written by professional scholars and experts on topics of classical interest. APA members receive Amphora automatically as a benefit of membership. Nonmembers may subscribe to Amphora by paying a subscription fee to be established by the Board of Directors. Amphora is produced by an Editor and an Assistant Editor with the assistance of an Editorial Board.
31. The Editor and Assistant Editor of Amphora are appointed by the Board of Directors for three-year terms on the recommendation of a search committee organized and chaired by the Vice President for Outreach. In consultation with the Editors, and with the approval of the President, the Vice President for Outreach shall appoint an Editorial Board for Amphora to be chaired by the Editor and consisting of at least nine members serving staggered three-year terms. In addition, the Vice President for Outreach, the Assistant Editor, and the Executive Director shall be members ex officio of the Editorial Board.
SECTIONS 32-38: PROFESSIONAL MATTERS DIVISION
32. The Professional Matters Division. The Professional Matters Division is charged with overseeing the social, ethical, and professional contexts of the discipline of Classics. Its goal is the promotion of equity in all aspects of the profession. It is headed by the Vice President for Professional Matters.
33. The Committee on Professional Matters is composed of ten members: the Vice President for Professional Matters, ex officio, Chair; the President-Elect, ex officio, non-voting; the Executive Director, ex officio, non-voting; the Director of the Classics Advisory Service, ex officio, non-voting; the Chair of the Committee on the Status of Women and Minority Groups, ex officio, non-voting; the Chair of the Joint Committee on Placement, ex officio, non-voting; and four elected members, none of whom shall concurrently be a member of the Board of Directors, serving rotating three-year terms. The Committee on Professional Matters oversees all activities of the Division, including but not limited to
- promulgation of ethical standards
- collection and interpretation of data
- proposal of remedies for professional inequities
- support for programs under threat
- development of policies and procedures for handling professional grievances, subject to the approval of the Directors
34. The Subcommittee on Professional Ethics is composed of six members of the Committee on Professional Matters: the four elected members; the President-Elect, ex officio, non-voting; the Vice President for Professional Matters, ex officio, Chair, votes only to break a tie. The Subcommittee on Professional Ethics will consider grievances and complaints pertinent to the APA Statement on Professional Ethics with a view toward providing informal and formal resolution of specific disputes within the Association and outside it, according to the policies and procedures described in section 35.
35. Grievance Policies and Procedures:
Requests for Advice and Informal Resolution:
Individuals or groups seeking advice on a particular situation, inquiring whether a formal complaint would be appropriate or requesting assistance in resolving a dispute should write to the Vice President for Professional Matters with specific details and documentation. The Vice President will circulate this material to the Committee, who may ask for further documentation. After considering this material, the Committee will decide whether it is able to offer advice and its decision will be communicated in writing to the correspondent(s), but to no other party, by the Vice President. In the event that the Committee is asked and is willing to take an informal role in resolving a dispute by mediation or other means, a designated member of the Committee will work directly with the individuals concerned.
Policies: The decision whether or not to review a complaint rests solely with the Committee. Factors that the Committee takes into account in reaching this decision include: whether and to what degree the complaint alleges violations of specific sections of the Statement on Professional Ethics;the seriousness of the complaint; the significance of the complaint to the profession as a whole; whether other, more appropriate venues exist for resolving the complaint (e.g., institutional grievance or appeals committees, AAUP, litigation); and whether the Committee has the capacity and resources to judge the complaint fairly. The Committee is generally unable to conduct independent investigations, make campus visits, or interview witnesses. So, for example, complaints which require such activity will not generally be reviewed by the Committee. The Committee will normally restrict its overview to written documentation submitted by the parties involved. The Committee may refuse at its discretion to review complaints when the complainant has made public details of the complaint. It will also not review complaints when litigation or review by another body is pending or proceeding. Complaints relative to placement issues should in the first instance be referred to the Placement Service.
- All complaints should be submitted in writing to the Vice President for Professional Matters who will acknowledge receipt in writing and forward it to the Committee. All correspondence from the Committee will be by certified mail, return receipt requested.
- To the extent possible complaints should be tied to the specific sections of the APA Statement on Professional Ethics (which is available on the Internet, at the back of the APA Directory of Members, and from the Office of the Executive Director).
- The complainant must furnish full documentation at the time the complaint is filed. Inquiries and preliminary correspondence do not become part of the final dossier unless the complainant explicitly includes them at the time of filing. In preparing the documentation, complainants should bear in mind that a list of allegations does not constitute evidence. If necessary, the Committee will ask for further documentation, which should be supplied within 30 days. The complainant agrees that if the Committee decides to hear the case, the complaint and documentation will be sent to the parties named in the complaint.
- If the Committee decides not to review a complaint, the Vice President for Professional Matters will communicate that decision in writing to the complainant. The Committee may offer informal advice or may offer to assist in the informal resolution of the dispute.
- If the Committee decides to review the complaint, it will send the complaint and documentation to the party or parties named in the complaint, who will, in turn, have 60 days to respond with documentation. In extraordinary circumstances, this timetable can be extended by the Committee.
- At all stages before final decision, the Committee will not disclose any information it receives that is not already public except as it deems necessary to reach a final decision. This does not preclude the Committee from consulting experts if necessary. The Committee expects all parties involved to refrain from making public the existence, substance, or details of the complaint. In the event that a party violates this standard, the Committee in its sole discretion can terminate proceedings.
- Members of the Committee, including the Chair, shall recuse themselves if a complaint presents a potential conflict of interest. The Committee may fill resultant vacancies by selecting previous members of the Committee who are not currently on the Board of Directors to serve on the Committee for the particular complaint.
The Committee will discuss the complaint, either in person, by telephone, or by correspondence, and a decision will be reached by majority vote.
- Communication of Outcomes: The Vice President for Professional Matters will communicate the Committee’s decisions in writing to all parties in the dispute. When it deems it appropriate, the Committee may recommend to the Board of Directors sanction or other measures including communication of its findings to other individuals or institutions or publication of its findings in the APA Newsletter. If the Committee recommends such sanctions, the Board at its discretion may seek responses from the parties concerned before making its final decision. Finally, if the Committee believes that larger issues are raised by the complaint, it may convey a more general advisory opinion to the Board of Directors or, through the Newsletter, to the Association at large.
Appeals: Appeals from the Committee’s decision may be made to the Board of Directors, but only on procedural grounds (i.e., that the Committee did not follow the procedures listed above). The Committee’s decision whether or not to review a complaint is not subject to appeal.
- Policies: The decision whether or not to review a complaint rests solely with the Committee. Factors that the Committee takes into account in reaching this decision include: whether and to what degree the complaint alleges violations of specific sections of the Statement on Professional Ethics;the seriousness of the complaint; the significance of the complaint to the profession as a whole; whether other, more appropriate venues exist for resolving the complaint (e.g., institutional grievance or appeals committees, AAUP, litigation); and whether the Committee has the capacity and resources to judge the complaint fairly. The Committee is generally unable to conduct independent investigations, make campus visits, or interview witnesses. So, for example, complaints which require such activity will not generally be reviewed by the Committee. The Committee will normally restrict its overview to written documentation submitted by the parties involved. The Committee may refuse at its discretion to review complaints when the complainant has made public details of the complaint. It will also not review complaints when litigation or review by another body is pending or proceeding. Complaints relative to placement issues should in the first instance be referred to the Placement Service.
Allegations of Research Misconduct involving NEH Grants Administered by the APA
In conformity with the APA Statement of Professional Ethics and the Federal Policy on Research Misconduct, research misconduct is defined as intentional, knowing, or recklessfabrication, falsification, or plagiarism in proposing, performing, or reviewing research, or in reporting research results. When the Vice President for Professional Matters receives an allegation of research misconduct against a person or persons participating in a NEH-funded grant administered by the APA, the formal complaint procedures will be altered at stage 2 (b) (v). If the Subcommittee on Professional Ethics determines that there is sufficient evidence of research misconduct to warrant further investigation, the Vice President will immediately notify the National Endowment for the Humanities of the allegation (including the Inspector General, the director of the Office of Grant Management, and the director of the relevant division or office). Because the APA does not have the staff or financial resources to conduct an extensive independent investigation, the Vice President will send the Inspector General of the NEH the initial allegations and supporting evidence plus a record of the deliberations of the Subcommittee on Professional Ethics and request that the NEH conduct its own investigation, adjudicate the charges, and impose such administrative actions as it deems warranted. The Vice President will also send a copy of these materials to the person or persons against whom the allegations were made, along with notification that the investigation has been referred to the NEH. The person or persons who submitted the allegations will also be notified that the investigation has been referred to the NEH. The Subcommittee will cooperate with the NEH investigation to the extent its resources permit. Except for the notifications described above, the Subcommittee will preserve strict confidentiality in this matter.
All individuals materially involved in an NEH grant administered by the APA will be asked to sign a waiver releasing the APA from any liability resulting from compliance with the NEH Research Misconduct Policies and Procedures.
36. Classics Advisory Service. The Classics Advisory Service (CAS) is an agency of the Association. It is a service to help college and university teachers maintain and strengthen their programs in Classics (broadly understood to include Greek and Latin languages and literatures, history, archaeology, and all other aspects of classical civilization). Among its activities are assistance with external program reviews, and advice and support for strengthening current programs and preserving threatened programs. The Director of the Classics Advisory Service is appointed for a three-year term by the President. The Committee on Professional Matters is the steering committee for the Classics Advisory Service. The Director shall inform the Board annually of the activities of the Classics Advisory Service through reports submitted to the Committee on Professional Matters.
37. Joint Committee on Placement. The Committee on Placement is a joint committee with the Archaeological Institute of America. It is charged with monitoring current hiring procedures and suggesting modifications and improvements when necessary. Five members of the Committee are appointed by the President to serve staggered three-year terms. The Chair of the Committee on the Status of Women and Minority Groups is an ex officio member with voice but without vote. The Archaeological Institute of America appoints two additional members of the Committee. When possible, the Committee should contain at least one person who has had recent experience as a candidate with the Joint APA/AIA Placement Service. Rank, type of institution, gender, minority status, and geography are to be considered in order to make the Committee as representative as possible. The Chair is appointed by the President. A statement concerning the use of the Placement Service (reproduced each year in the Spring issue of the Newsletter) is endorsed by the Directors.
38. Committee on the Status of Women and of Minority Groups. The Committee on the Status of Women and Minority Groups shall consist of nine members, three to be appointed each year by the President, for terms of three years each. The Chair of the Committee is appointed annually from its membership by the President.
The Committee on the Status of Women and of Minority Groups serves as an effective advocate for the inclusion of women and minority groups in all aspects of the Classics profession. The Committee seeks, where appropriate, to provide constructive remedies for the ills resulting from historical patterns of discrimination. The Committee collects and interprets information concerning, but not limited to, the following topics: 1. the experiences of women and members of minority groups in the placement process; 2. the status of women and members of minority groups in college and university faculties and curricula; and 3. the participation of women and members of minority groups as journal referees, reviewers, and authors. Each year the Committee will submit one report analyzing three years of data about departments, placement, and journals on a staggered basis. To prepare its reports the Committee will use results gathered from annual surveys of placement candidates and journal editors and from the Classical Census conducted every three years by the Division of Professional Matters.
SECTIONS 39-41: PROGRAM DIVISION
39. The Program Division. The Program Division is responsible for the Association's Annual Meeting and the program presented there. It is headed by the Vice President for Program.
40. The Program Committee consists of the Vice President for Program, ex officio, who shall be its Chair, and four members elected for three-year terms. The Executive Director and the Director of Meetings shall serve as ex officio members of the Committee with voice but without vote. Members will be nominated with a view toward having a broad range of classical scholarship represented by the Committee's membership. The Committee invites the submission of papers and panels for presentation orally or by title at the Annual Meeting. They decide how many papers shall be presented orally, and choose from among those submitted for that purpose those which they deem most suitable; they also decide which papers shall be read by title. Members wishing to present papers orally or by title or to organize panels at the meeting must furnish the Executive Director on or before the date established by the Program Committee, in consultation with the Directors, a one-page abstract and, in the case of panels, a brief description of the session. Members should state how much time is desired for oral presentation, and what special equipment, if any, is needed. No one person may submit for oral presentation more than one paper. The Executive Director shall forward to members of the Committee the abstracts and panel descriptions with the names of the authors deleted and every effort shall be made to preserve the anonymity of the authors. No speaker may be allocated more than thirty minutes, but the Program Committee may allot less time than is requested. The total time allotted the speakers in a single session shall not exceed three hours, including a sufficient period of time for the discussion of each paper. The Program Committee may arrange special sessions of invited speakers or similar activities, provided that adequate opportunity is still given for the presentation of other papers. The Program Committee may, at its discretion, recognize individuals wishing to issue calls for abstracts on a given topic or special groups having their own internal structure (e.g. the American Society of Papyrologists) and grant them, where possible, adequate facilities for conducting a meeting and reading papers in conjunction with the Annual Meeting. The Committee normally meets in April and June, with travel expenses subject to Section 67 below.
41. Annual Meeting. The Annual Meeting of the Association is held in conjunction with the general meeting of the Archaeological Institute of America under the direction of a Management Committee of the two societies. The ex officio representatives of the Directors on the Management Committee are the President, President-Elect, Vice President for Program, and the Executive Director. The other members of the Committee are four representatives of the Archaeological Institute of America. Subject to concurrent periodic review of its actions by the Executive Committee of the Archaeological Institute of America and by the Association's Board of Directors, the Joint Committee is empowered to establish general policies for the conduct of the annual meetings of the two societies, to select sites and headquarters hotels for the meetings, to supervise all arrangements for the meetings, and to oversee all financial business connected with the annual meetings including the setting of registration and other fees and the receipt and disbursement of all monies generated directly by the business of the annual meetings. Acceptable accounting records shall be maintained by the Joint Committee and a periodic audit be made of them. Each Association shall appoint a Local Committee to assist with arrangements for the Annual Meeting.
SECTIONS 42-53: PUBLICATIONS DIVISION
42. The Publications Division. The Publications Division takes in all publications of the Association, and all persons and committees in charge of them, with the exception of (1) The Educational Papers published by the Committee on Education; (2) occasional pamphlets like "Careers for Classicists"; (3) Annual Meeting publications (the Program and Abstracts); and (4) the publication of the Outreach Division. This Division is under the general supervision of the Vice President for Publications.
43. Committee on Publications. The Committee on Publications sets editorial policy for the Association's publications program, allocates the money budgeted for it, approves publishing contracts with authors, sets the page limit of the Transactions, monitors costs of all publications, and manages the APA's relationships with its publishing partners: the Oxford University Press for books and the Johns Hopkins University Press for Transactions.. It is composed of the Vice President for Publications, ex officio, as Chair; the Editor of the Transactions, ex officio; the Editor of the Textbooks Series, ex officio; the Information Architect, ex officio; and four members elected for four-year terms, one each year. In addition, the President-Elect and the Executive Director are ex officio members with voice but without vote. The Committee on Publications supervises and receives reports from the Editors of the Textbooks Series, Transactions,and the Newsletter. Whenever appropriate, the members of the Committee will serve as reviewers of proposals and manuscripts submitted for possible publication in one of the Association's book series. It in turn reports on the Association's publications program to the Directors.
44. Editor of the Monographs Series. In January 2012 the Board of Directors voted to suspend the Monographs Series but to honor any commitments to authors who had submitted proposals or manuscripts before that date. The Vice President for Publications serves as Editor of the Monographs Series for the purpose of reviewing these proposals and manuscripts.
45. Editor of the Textbooks Series. The responsibilities of this Editor are (1) to monitor and report on the availability of Greek, Latin, and classics textbooks for college and university instruction, (2) to encourage the preparation or reprinting of Greek, Latin, and classics textbooks which are needed but not available for college and university instruction, (3) in appropriate cases to recommend manuscripts of textbooks written by members of the Association to the Committee on Publications for publication through the Association, and (4) in collaboration with Oxford University Press to supervise the editing and publication of those textbooks which the Committee has approved. The Editor is empowered to examine manuscripts and to have them refereed, to recommend for or against publication of those submitted, and to designate editors for those manuscripts scheduled for publications. The Editor of the Textbooks Series is appointed for a four-year term by the President on the recommendation of the Publications Committee.
46. The Editor of Transactions. The responsibilities of the Editor are (1) to identify unpublished articles by members of the Association or papers given by participants in the Annual Meeting which deserve to be made available to the scholarly community, (2) to edit them, and (3) in collaboration with Johns Hopkins University Press to see them through all phases of preparation to final publication in Transactions. The Editor is empowered to examine manuscripts submitted and to have them refereed, to decide whether to reject or publish them after weighing the recommendations of referees, to edit them, and to schedule them for publication.
47. The Editor of Transactions is appointed by the Directors for a term of four years upon the recommendation of a Search Committee; the four-year term may be renewed for another two years by vote of the Directors. For each volume of Transactions the Editor receives an honorarium (at present $5,000), one-half of which is paid upon the dispatch of final proofs. The Editor is reimbursed for necessary editorial expenses and for expenses incurred in attending the Annual Meeting. In addition, subject to prior approval by the Committee on Publications, the Editor may be reimbursed for such secretarial and additional editorial help, including an Assistant Editor, as may be required from time to time.
48. The Search Committee. The Search Committee which nominates the Editor of Transactions is chaired by the Vice President for Publications and includes the President, the Executive Director, and two additional members (one of whom is taken from the Committee on Publications) appointed by the President.
49. Information Architect. The responsibilities of the Information Architect are to maintain the integrity and coherence of the APA web site and linked pages under APA control and to work with APA officers and committees to provide timely information in electronic form that is useful to members and others interested in Classics. The Information Architect is empowered to arrange, link, and add materials on the APA site, as well as to remove materials no longer useful. The Committee on the Web Site and the Newsletter will advise the Information Architect on matters of substantial policy, but the Information Architect will have primary responsibility and authority on a day-to-day basis.
50. The Information Architect is appointed by the Directors for a term of four years upon the recommendation of a Search Committee appointed by the President. The four-year term may be renewed for another four years by vote of the Directors. The Information Architect is reimbursed for necessary editorial expenses and for expenses incurred in attending the Annual Meeting.
51. The Committee on Translation of Classical Authors maintains a list of existing translations of classical texts; sets priorities for additions to that list; enlists scholars to produce new works; and then facilitates the production of new translations. It consists of a Chair and seven regular members serving staggered three-year terms, with the Vice Presidents of the Publications and Research Divisions and the Information Architect as ex officio members.
52. The Committee on the Web Site and the Newsletterconsists of the Information Architect as Chair, the President, the President-Elect, the six Vice Presidents, and the Executive Director. It sets editorial policy for the APA's web site and the Newsletter. For administrative purposes, the Committee is considered part of the Publications Division.
53. The Newsletter is edited by the Executive Director and published four times per year. The means, format, and editorial policies are determined by the Executive Director in consultation with the Committee on the Web Site and the Newsletter, and approved by the Directors. Specific editorial decisions are made by the Executive Director in consultation with the Vice President for Publications. Editorial policies will be published annually in the Winter issue of the Newsletter. Current editorial policies are:
- The editor of the Newsletter has the right to edit all submissions to conform to proper style and appearance.
The editor of the Newsletter will accept announcements by affiliated organizations and Association members, under the following conditions:
- that the editor will accept submissions up to 250 words. Submissions exceeding this word limit may be edited at the discretion of the editor.
- that no affiliated group or member can expect to have more than one submission published in a calendar year. Additional submissions will be published, space permitting, and at the discretion of the editor. No submission from a member or affiliated group with financial indebtedness to the APA will be printed unless any debts to the Association are fully paid.
- that the editor may defer publication of a submission for reasons of space or layout.
- that the editor may reject any submission which he/she does not deem to be of interest to the members of the Association, or which is more properly a paid advertisement.
- that the editor has final decision in the layout of all submissions.
- The editor of the Newsletter may return a submission if it is not in a form suitable for publication.
SECTIONS 54-58: RESEARCH DIVISION
54. The Research Division. The Research Division has charge of all of the Association's activities in fostering scholarly research and the development of materials for research. It is headed by the Vice President for Research.
55. Committee on Research. The Committee on Research is composed of the Vice President for Research, ex officio, and four other members appointed for staggered terms of four years by the President. The President-Elect, the Executive Director, the Chair of the Advisory Board to and the Director of the American Office of L'Année philologique, the Director of the Thesaurus Linguae Graecae project, the Director of the Ancient World Mapping Center, the Chair of the TLL Fellowship Committee, and the Information Architect shall be ex officio members of the Committee on Research with voice but without vote. The Committee may have such subcommittees as are necessary, the members of which shall be appointed by the President. The Vice President for Research is the Chair of the Committee.
56. TLL Fellowship Committee. The TLL Fellowship Committee is composed of seven members, appointed for staggered three-year terms by the President. The Committee is responsible for the Association's fellowship program at the Thesaurus Linguae Latinae.
57. Advisory Board to the American Office of L'Année philologique. The Board is composed of nine members including five ex officio members, a chair serving a five-year term, and three others serving staggered three-year terms. The ex officio members will be the Vice President of the Association's Division of Research, the Executive Director, the Director of the American Office of L'Année philologique, the Editor of L'Année philologique on the Internet, and the Chair of the Department of Classics of Duke University. The chair and the three additional members will be appointed by the President. The Advisory Board is responsible for the supervision of the American Office of l'Année philologique in Durham and for the Association's relationship with the Société Internationale de Bibliographie Classique. The chair shall represent the Association at meetings of SIBC and L’Année philologique office directors. In addition, representatives from other offices of L'Année philologique may participate in meetings of the Advisory Board at the invitation of the Chair, but will not be regular, voting members.
SECTION 58: PRESIDENT'S AWARD
58. President's Award. The President's Award honors an individual, group, or organization outside of the Classics profession that has made significant contributions to advancing public appreciation and awareness of Classical antiquity. Nominations for this Award are open to the profession and the public. Nominations, containing a letter describing the nominee’s contributions, along with a brief biography or C.V., should be sent to the APA’s Executive Director no later than June 1 of each year. The selection will be made by the APA’s Executive Committee, enhanced for this purpose by the Vice President for Outreach and the Chair of the Development Committee (unless they happen to be members of the Executive Committee), at its summer meeting by conference call. The Committee’s recommendation will be presented for decision to the Full APA Board at its September meeting. The Award will be announced and presented at the subsequent Annual Meeting of the APA in January. The Award will consist of an inscribed gift from the Association.
SECTION 59: AWARD OF MERIT
59. Award of Merit. The Charles J. Goodwin Award of Merit of the American Philological Association is presented at the annual meeting for an outstanding contribution to classical scholarship published by a member of the Association within a period of three years before the end of the preceding calendar year. The winner must have been an APA member during the entire three-year period under review, and no member may receive the Award more than twice. No more than two awards may be given in a single year. The Award is named in memory of Charles Jacques Goodwin for his generous bequest of $60,728.24 to the Association in 1935. The Award is accompanied by a cash prize to each recipient. The works chosen to receive the Award may be books, monographs, or articles provided that they have not appeared in substantially the same form in earlier publications. They are selected by the Committee on the Award of Merit, which consists of three elected members, one new member being elected upon nomination by the Nominating Committee each year. The senior member becomes Chair each year. The Committee of any given year may, at its discretion, omit the Award of Merit. Members shall be eligible for service on the Committee for one three-year term. For accounting purposes, the Goodwin Award and the costs of its administration will be treated as expenses of the Publications Division.
SECTION 60: OUTREACH PRIZE
60. Outreach Prize. The APA Outreach Prize recognizes an outstanding work of an APA member or members that makes an aspect of classical antiquity available and attractive to a non-specialist audience. The Prize is accompanied by a cash award. The work may be presented in any medium (e.g., book, film, electronic presentation). Studies of any classical subject, translations, and adaptations for performance of ancient works are eligible for the prize, as long as they are grounded in sound scholarship and addressed to a broad public. The project or event to be considered must have been developed entirely or in part within ten years of the nomination deadline; candidates for the prize must currently be APA members.
Nominations will be judged by the Outreach Prize Committee, which consists of three members serving staggered three-year terms: one current or recent member each of the Outreach and Research Committees, both appointed by their respective Vice Presidents, and a third member to be appointed by the President. The senior member becomes Chair each year. The recommendation of the Outreach Award Committee will be subject to approval by the Board of Directors.
SECTIONS 61-63: MEMBERSHIP
61. Membership. (See By-Law 18 for general information on membership.) Members in good standing receive on request copies of Transactions, Amphora, the Annual Meeting Program, and the Newsletter. Members whose dues are unpaid for one calendar year may not receive these publications. Members whose dues are two years in arrears are dropped from membership. The annual fee or dues for Regular Membership shall be calculated on the basis of salary, or, in the case of retired members, pension income, in accordance with a schedule adopted by the Board of Directors. The current schedule as amended on June 20, 2012, is the following:
|$140,000 and up||$272|
Reduced Rate Membership
Any person may become a life member of the Association upon the payment of a lump sum of $4,000. A husband and wife may become joint life members by payment of a lump sum of $5,000.
All membership dues are payable upon receipt of a dues notice before or at the beginning of the membership year (January 1 through December 31). Members may pay dues for no more than 1 year in advance. Members who joined the Association in or before 1979 and who have paid dues for 30 consecutive years, may pay dues at the reduced rate applicable to members earning between $30,000 and $34,999. Members who have paid dues for 50 consecutive years will automatically become life members. Any member in good standing of the Association when the special regulations concerning 30- and 50-year members went into effect (January 6, 2008) will be eligible for these benefits once he or she qualifies for them, regardless of any subsequent change in dues structure by the Board of Directors.
62. Institutions may become members of the Association, but not life members. They are listed separately. The annual fee is $125.
63. Departments in colleges and universities offering courses in classical antiquity may become members of the Association, but not life members. Other organizations may become departmental members upon approval by the Board of Directors. Revenue derived from departmental membership in excess of the value of benefits awarded to these members will be divided equally and used to support the American Office of l'Année philologique and the Association's fellowship to the Thesaurus Linguae Latinae. The schedule of dues adopted by the Board of Directors on September 9, 2006, is as follows:
SECTIONS 64-72: ADMINISTRATION AND FINANCES
64. Funds. The Executive Director shall maintain such bank accounts as the Board authorizes. The two Financial Trustees will also have signing authority on these bank accounts and will receive monthly statements directly from the financial institution.
On the recommendation of the Finance Committee, the Directors shall create special funds for investments as seem desirable. The Executive Director may make inter-fund transfers with the consent of the Finance Committee. Transactions shall be carried out in the General Fund, except as provided below.
65. Invested Funds. The American Philological Association General Fund, created in 1946 by a consolidation of the Endowment Fund and the Goodwin Fund, was increased in 1968 by the addition of a bequest from E. Adelaide Hahn, and in 1980-1984 by the proceeds of a Capital Campaign. The former Endowment Fund including new gifts to the Capital Campaign represents 56 percent of the current General Fund, the Goodwin Fund represents 34 percent, and the Hahn bequest represents 10 percent. The Invested Fund shall be used to further the general purposes of the Association. The income from the Invested Fund shall be transferred to the Association's bank account in amounts and proportions determined from time to time by the Directors, provided that no less than 10 percent of the total income each year shall be used to support the monograph series, except that in the event that the addition of new assets to the Invested Fund other than by income or by appreciation derived from the Fund's holdings, or the withdrawal of securities as ordered by the Directors in furtherance of the Hahn bequest, requires a recalculation of this minimum percentage. All sums received in payment of life memberships shall be credited to the General Fund.
The APA's other invested funds are the Pearson Fund, supporting the Pearson Fellowship; the Coffin Fund, supporting the Coffin Fellowship for Travel in Classical Lands; and the Endowment for Classics Research and Teaching to support projects to be funded by the Gatekeeper to Gateway Campaign launched in 2005.
66. Fiscal Year. The fiscal year of the Association runs from July 1 to June 30.
67. Travel Expenses. If a member incurs travel or subsistence expenses to attend an APA Board or Committee meeting, these expenses are reimbursed unless the meeting takes place at the annual meeting. However, the cost of one night's stay at the annual meeting will be reimbursed if a member needs to arrive at the annual meeting a day early or leave it a day late to attend a meeting. In addition, the Executive Director is authorized to establish specific regulations on travel as may be from time to time required. The basic travel policy of the Association is that travel should always be arranged to serve the best interest of the Association and be within the limitations of the travel regulations. The best interest of the Association is served by that combination of expense, time and convenience which proves to be the most economical overall. All claims for travel expenses or subsistence not otherwise provided for in the Regulations shall be authorized in advance by the Executive Director or the Executive Director's representative.
68. Salary of the Executive Director. The Executive Director shall be allotted a salary as determined annually by the Board of Directors. In addition, the Executive Director shall be allotted in each year's budget a sum sufficient to employ whatever professional and secretarial help is necessary. The expenses of the Executive Director in conducting the Association's business, including attendance at the Annual Meeting, are paid by the Association.
69. Liability Insurance. Pursuant to Section VIII of the Certificate of Incorporation of the Association and to implement further the intent of said section, the Executive Director is authorized to purchase and maintain a Professional Liability Insurance Policy which provides adequate indemnification for Directors, Officers, Committee members, staff employees, and any other person acting on behalf of the Association or Board of Directors of the Association.
70. Deductibility of Dues. A ruling of the Internal Revenue Service dated January 22, 1948, reads in part: "Whether amounts paid for annual dues or life membership are deductible as an ordinary and necessary business expense will depend upon the particular facts in each case. A taxpayer claiming the benefit of such deduction must show that membership in your Association provides a direct benefit in carrying on his trade or business, or profession." The same ruling excludes interpretation of dues as "contributions or gifts" under Section 23 (o) or (q) of the Internal Revenue Code, although the Association believes that this ruling does not apply to amounts paid in excess of applicable dues.
71. Gifts. Gifts and legacies made to the Association are ordinarily tax-deductible. The Executive Director is authorized to accept unrestricted contributions or gifts made to any of the existing Funds (cf. Regulation 65). Contributions, gifts, and legacies, made with special conditions or restrictions about their use, are accepted subject to the approval of the Board of Directors.
72. Appointment of Committees. Vacancies on committees and boards that are not filled by election are filled by the following process: Each year in the Winter Newsletter a list of all positions to become vacant at the end of the current year is published, and members are invited to nominate suitable persons (including themselves where appropriate) to fill them. These nominations are sent to the Vice President of the appropriate division, who consults with the chairs of the committees and boards in question, then recommends to the President a list of nominees. The President makes the appointments but may, at his or her discretion, consult with the Board of Directors on any appointment. In the case of positions not part of one of the six divisions, nominations are sent to the Executive Director and appointments are made directly by the President.