Below has been copied/pasted from the old site and may not be accurate.
Please review the following information prior to submitting any requests for events or quest speakers.
ADOPTED BY FACULTY VOTE OCTOBER 31, 2012
In recent years our funding for visiting speakers has varied wildly, and we have developed a pattern of having a significant number of speakers spaced out over both semesters. many of these events have comparatively small audiences. So, we have come to believe we are not using our resources and time to our best advantage in following this fundamental model. We would like, therefore, to propose a new plan.
We propose setting aside $36,000 yearly for speakers as a base budget, divided as follows: $10,000 for fall, $10,000 for spring, $10,000 for Brazos Valley Reads, and $6000 for creative writing to use as they wish to bring in writers to do readings.
Rather the divvying the fall and spring allocations up among a large number of speakers strung out throughout the terms, we will plan one major event each semester. Faculty will submit proposals for a colloquium-style event (like the Childhood Studies one last spring, or the bodies, INC. event coming up in November). The EC will then evaluate proposals and choose events based on the criteria outlined below (not necessarily in ranked order, but rather balancing among them).
Please note that this proposal does not limit or prevent colleagues’ ability to invite individual speakers through Glasscock Working Groups. The department will also continue to have some funding available to co-sponsor visiting speakers brought in by groups and departments. Faculty members may also seek funds to add to the base budget for the spring and fall events as well as BVR (through Glasscock, proposals, to use IEEF funds when appropriate, ect.)
CRITERIA FOR EVALUATION OF PROPOSALS
Breadth of appeal of the proposed colloquium for faculty and graduate students
Relevance to one or more strategic plan areas of emphasis
International / national reputation of participants
Degree of difference from recently funded colloquia
“Bang for the buck” factor (that is, a consideration of whether the costs of a particular speaker or slate of speakers will pay off in terms of generating “buzz” for the department, raising our profile, aiding grad recruitment)
CONTENT OF PROPOSALS
Proposals should consist of a description of the proposed event (no more than two pages in length) that addresses the ways in which the event meets the criteria for evaluation. Proposals should also include a biographical narrative and / or CV (no more than two pages total) for each speaker who will be involved in the event that outlines his / her main publications and scholarly achievements.
If you propose an event with costs that will exceed $10,000, you should indicate in your proposal what sources of funding you have at your disposal to cover costs in excess of $10,000.
All proposals approves by the EC will require submission of a budget document as part of the speaker request / staff support form; however, if the budget for a proposed event will not exceed $10,000, you do not have to submit it with the initial proposal, but rather only at the stage of requesting the speaker / staff support.
DEADLINES for 2013-2014 PROPOSALS
Proposals for Fall 2013 are due by close of business of March 1, 2013
Proposals for Spring 2014 are due by close of business on April 25, 2013.
Beginning in the Fall 2013 term, we will have an October 1 deadline for submission of proposals for the following Fall term, and an April 1 deadline for submission of proposals for the following Spring term.
What the department staff will do to help you plan an event or presentation
The staff of the department will help you with the following items:
- Reserve room for the event and/or reception
- Place food orders
- Make hotel reservations
- Prepare a presentation agreement
- Assist with publicity
- Help develop an itinerary for the speaker
- Process all payments
Please note that all business arrangements are made by the English business office. Faculty and graduate students should not provide account numbers, make reservations for anything that has a fee, or sign any agreements or contracts. If you do so, you could be held personally accountable.
What you must do in order to organize an event or presentation
If you are asking for funding from our department or if you are collecting funds from various units and the payments will be made from our department, you must perform the following tasks yourself:
- Obtain pre-approval from the department head.
- Seek and obtain funding for the event or presentation. If funding or staff support is being provided by the English Department, please complete the Guest Speaker Funding/Staff Support Request form. Keep a copy of the form for yourself.
- Fully and accurately complete the Guest Speaker Arrangements Request form (link at the bottom of this page). Keep a copy of the form for yourself.
- Develop a plan to publicize the event.
- Whenever possible and appropriate, develop a plan to curricularize the event in ways that involve our classes and students.
- Act as a good host for your speakers. Ensure that your professionalism and courtesy enhances the reputation of the department and the university.
- Present all receipts to the department’s business office and ensure that the speaker signs all required forms before departure.
- Upon completion of the event, prepare a brief report addressed to the department head in which you describe the size and composition of the audience and briefly explain how the even enhanced the reputation of the department or contributed to its intellectual and creative life.