SSCA Constitution
 
ARTICLE I: NAME
The name of the Association shall be the Southern States Communication Association.
 
ARTICLE II: PURPOSE
The purpose of the Association shall be to promote study, criticism, research, teaching, and application of the artistic, humanistic, and scientific principles of communication. The Association, a not-for-profit organization, exists for educational, scientific, and literary purposes only. No part of the net revenues of the Association, if any, may be used for the private benefit of any individual or group, except that the Executive Council may establish scholarships or research grants for projects or purposes appropriate to the Association.
 
ARTICLE III: MEMBERSHIP
Section 1. Individual Membership. Individual membership in the Association shall be open, upon application, to any interested person upon payment of the current annual dues. Regular membership, student membership, sustaining membership, patron membership, and lifetime membership are all individual memberships. Active individuals membership is a requirement for all elected and appointed positions which support and represent the association. The services provided the different categories of membership shall be set by the Executive Council.
 
Section 2. Honorary Membership. A person may be elected to honorary membership by a majority vote of the Association.
 
Section 3. Emeritus Membership. Any member of the Association who, upon retirement from active teaching, has been a member of the Association for not less than fifteen (15) years and submits proper notification to the Executive Director shall be granted the status of emeritus membership. Emeritus members shall have all the privileges of sustaining members without further payment of dues.
 
Section 4. Institutional membership. Institutional memberships are available to institutions, organizations, and agencies who wish to be listed in the Association's convention program.
 
ARTICLE IV: OFFICERS
Section 1. Officers. The officers of this Association shall be:
  1. The President
  2. The Vice President
  3. The Vice President-Elect
  4. The Executive Director
  5. The Journal Editor
  6. The Marketing Director
  7. National Communication Association Representatives: the High School, College, and Community/Two Year College Representatives to the Legislative Assembly of the National Communication Association and the SSCA Representative to the NCA Nominating Committee.
  8. The Immediate Past President shall chair the Nominating Committee and other duties accepted in consultation with the President.
  9. The Administrative Committee includes the President, the Vice President, the Vice President-Elect, the Executive Director, the Journal Editor, the Marketing Director, the Immediate Past President, and the Chairperson of the Financial Committee.
Section 2. Term of Office. The terms of office of the President, Vice President, and Vice President-Elect shall be for one year; of the Journal Editor, and the Marketing Director, three years; of the Executive Director, five years; the representatives to the national association in accordance with the constitution of the National Communication Association.
Section 3. Succession.
  1. The Vice President shall automatically succeed to the office of the President upon the expiration of the President's term of office. The Vice President shall succeed the President should the President's office become vacant through death, resignation, or disability.
  2. The Vice President-Elect shall automatically succeed to the office of Vice President upon expiration of the Vice President's term of office. The Vice President-Elect shall serve as assistant to the Vice President.
Section 4. Duties of Officers.
  1. The President shall perform the following duties and such other related duties as shall arise:
    1. Preside at all business meetings of the Association and of the Executive Council.
    2. Appoint and notify all committees except those otherwise provided for.
    3. Provide oversight over divisions and interest groups.
    4. Serve as liaison officer between the Southern States Communication Association and all other national, regional, and similar associations with similar or related interests.
    5. See that members of the profession receive notice of meetings and activities of the Association and of the Executive Council, unless the transmission of such notices has been otherwise assigned.
    6. Facilitate the performance of the constitutional duties of all other officers and committees.
  2. The Vice President shall perform the following duties and such other related duties as shall arise:
    1. Prepare the program for the annual convention.
    2. Serve as program coordinator of the sectional programs arranged by the officers of the recognized Divisions of the Association. The Vice President, as program chairperson, shall consider the recommendations of the Division Vice Chairpersons as to programs, but shall have final authority regarding the program and select the winner of the Robert Bostrom Award.
    3. Assist the President in promoting the activities and interests of the Association as needed or requested.
  3. The Vice President Elect shall perform the following duties and other such related duties as shall arise:
    1. Be responsible for the annual recruitment efforts of the Association.
    2. Assist the President and Vice President in promoting the activities and interests of the Association as needed or requested.
    3. Plan the annual Theodore Clevenger, Jr. Undergraduate Honors Conference and determine the winner of the Franklin Shirley Award.
  4. The Executive Director shall perform all ordinary duties of the Secretary and Treasurer of the Association and of the Executive Council. As Treasurer, the Executive Director shall furnish a financial report at each annual convention. The Executive Director shall incorporate into the report a financial accounting covering all publications and the results of the official independent accounting review. The Executive Director shall notify the National Communication Association Executive Offices of the names and addresses of the newly elected High School, College, and Community/Two Year College Representatives to LC immediately after the close of the convention when they assume office. The Executive Director shall appoint a newsletter editor and a Webpage Editor. The Executive Director shall publish the SSCA newsletter and conduct Association elections in accordance with procedures outlined elsewhere in the Constitution. The Executive Director shall negotiate and sign all contracts on behalf of the Association, subject to approval of the Association.
  5. The Journal Editor shall direct and supervise the publication of the Southern Communication Journal as authorized by the Executive Council.
  6. The Marketing Director is responsible for development, implementation, and evaluation of association marketing activities.  These include, but are not limited to: strategic planning, preparing and implementing various marketing activities, membership development and maintenance, organizational branding, securing advertising, and expansion of state, regional, and national organizational awareness.
  7. All SSCA representatives to NCA shall represent the interests of SSCA and its members at the national level, reporting to SSCA's president. 
  8. The Immediate Past President shall chair the Nominating Committee and other duties accepted in consultation with the President.
  9. The Administrative Committee includes the President, the Vice President, the Vice President-Elect, the Executive Director, the Journal Editor, the Marketing Director, the Immediate Past President, and the Chairperson of the Finance Committee.
Section 5. Vacancies. The Executive Council shall have authority to fill any vacancy, other than the Presidency, created by the death, resignation, or disability of an elected officer of the Association.
 
ARTICLE V: EXECUTIVE COUNCIL
Section 1. Membership.
The membership to the Executive Council of the Association shall be:
  1. President, Vice President, Vice President-Elect, Executive Director, Journal Editor, Marketing Director, Chairperson and members of the Finance Committee.
  2. The chairpersons of the established Divisions of the Association.
  3. The immediate retiring President, retiring Executive Director, and retiring Journal Editor, each for one year following that person's term of office.
  4. Three members elected at large by members of the Association for three-year term, one new member to be elected each year. These members will also serve as representatives to the Legislative Assembly of the national association as prescribed by the constitution of the National Communication Association. The High School, College, and Community/Two Year College Representatives to the Legislative Assembly of the National Communication Association shall present a report based on correspondence and notes from business meetings of the National Communication Association to the Executive Council at its first meeting at the annual convention.
Section 2. Terms of Office. Newly elected officers and Council members shall assume office at the close of the annual convention with the exception of the Executive Director, who shall take office as provided in Article VII, Section 4B and 4C.
 
Section 3. Meetings. The Executive Council shall normally meet at least three (3) times each year, twice at the annual convention prior to the Association business meetings, and once at the national convention of the NCA.
 
Section 4. Duties and Responsibilities. The Executive Council shall receive reports, recommend budgets, initiate action, and oversee the long-range planning for the Association. In the period between annual conventions, the Executive Council shall act for the membership of the Association.
 
Section 5. Emergency Procedures. In case of an emergency which would make it either impossible or impractical for the president to convene the Executive Council, the President may empower an Emergency Council consisting of the President, the Immediate Past President, the Vice President, the Vice President-Elect, and the Executive Director to act for the Executive Council. The President may consult each member to determine what action is to be taken on behalf of the Executive Council. Items not requiring an immediate decision are to be decided by polling the entire Executive Council.
 
Section 6. Quorum. Those members of the Executive Council present at a regularly scheduled and announced meeting of the Executive Council shall constitute a quorum.
 
ARTICLE VI: MEETINGS
Section 1. Business Meetings. The Association shall hold at least two (2) business meetings at each annual convention.
 
Section 2.
  1. Annual Convention. The Association shall hold a convention and the Theodore Clevenger, Jr. Undergraduate Honors Conference each year in the months of March or April, preferably during the first full week in April or as near thereto as feasible, at a time determined by the Executive Council upon recommendation by the Time and Place Committee as provided in Article IX, Section 1.
  2. Regional Rotation. Whenever possible, the Time and Place Committee should seek to systematically rotate the Annual Convention site among the several geographical regions within the larger region covered by the Southern States Communication Association.
  3. Local Arrangements. An SSCA member living in or near the host convention city shall chair a local committee to assist the Administrative Committee with convention arrangements.
Section 3. Strategic Planning Meeting. Upon the call of the President, the Administrative Committee, Immediate Past Executive Director, Chair of the Finance Committee, and other appropriate members as
designated by the President, shall meet for the purpose of strategic planning. No more than five years shall elapse between such meetings. The president is responsible for providing a summary report of the meeting to be filed with the Executive Director and to be presented at the subsequent annual convention's business meeting.
 
Section 4. Quorum. Those members of the Association present at a regularly scheduled and announced meeting of the Association shall constitute a quorum.
 
ARTICLE VII: NOMINATIONS, ELECTIONS, AND APPOINTMENTS
Section 1. Nominating Committee.
  1. Method of Selection.
    1. The Nominating Committee shall consist of the Immediate Past President of the Association, as chair, and the Immediate Past Chairs of all Divisions.
    2. All members shall serve for one year.
    3. The Committee Chair or designee shall give a report to the Executive Council at its annual meeting during the National Communication Association convention.
  2. Restrictions. A member of the Nominating Committee shall not be eligible for any office to be considered by that committee.
  3. Responsibilities.
    1. Nominations for the Slate of Officers may be made by the following methods:
      1. By the Nominating Committee
      2. Any SSCA member in good standing may make recommendations to the Nominating Committee.
      3. Nominators may submit materials supporting nominees.
      4. Other names may be added to the Slate of Officers by petition filed with the Nominating Committee at least six months before the annual convention. The petition shall state the names of the nominee and the office to which the person is being nominated and shall be signed by at least twenty-five (25) Association members in good standing at the time and who represent at least two states and five separate institutions.
    2. The Nominating Committee shall check with all possible nominees to make each one aware of the responsibilities of the office to which the person is being nominated and to determine that the nominee will accept and assume the responsibility if elected. Nominees must be members in good standing at the time of the nomination.
    3. The chairperson of the Nominating Committee shall submit to the Executive Director a list of nominees along with vita information on each candidate and platform statements from each candidate for the office of Vice President-Elect at least one hundred twenty (120) days prior to the annual convention.
Section 2. Officers to be Elected. Officers to be elected each year are the Vice President-Elect; one Member-at-Large to the Executive Council, who is also the representative to the Legislative Assembly of NCA; the High School, College, and Community/Two Year College Representatives to the Legislative Assembly of the National Communication Association; and the SSCA Representative to the NCA Nominating Committee.
 
Section 3. Election.
  1. First Ballot.
    1. At least seventy (70) days before each annual convention the Executive Director shall mail a ballot to each member of the Association who is in good standing at the time.
    2. This ballot shall contain the names of the candidates for the various offices for which the Nominating Committee is charged to present candidates. The ballot shall be accompanied by vita information for each candidate and the platform statements of no more than 300 words for all candidates.
    3. A deadline of at least thirty-five (35) days prior to the annual convention for the return of the marked ballots shall be indicated on the ballot.
    4. To be valid, each ballot must meet four requirements:
      1. It must not identify the voting member by name, address, or school.
      2. It must be mailed in an individual envelope, only one ballot to each envelope.
      3. The name and address of the voting member must appear on the outside of the envelope.
      4. The envelope must bear a postmark no later than the deadline shown on the official ballot.
  2. Second Ballot. If a candidate does not receive a majority vote by the first ballot, a second ballot listing the two candidates who received the plurality of votes will be taken in the same manner as the first ballot, except that the Executive Director shall mail the second ballot at least thirty (30) days prior to the convention and the deadline for its return shall be fifteen (15) days prior to the convention.
Section 4. Officers to be Appointed.
  1. The Executive Director and the Marketing Director shall be appointed by the Executive Council upon recommendation of a sub-committee appointed by the President and ratified by the membership at the convention.
  2. The Journal Editor shall be appointed by the Executive Council, upon the recommendation of the Publications Committee, and ratification by the membership at the convention.
  3. The Executive Director and Journal Editor shall be appointed one year prior to their taking office.
  4. The term of the Executive Director shall correspond to the fiscal year of the Association, August 1 to July 31, and continue for five (5) consecutive fiscal years.
ARTICLE VIII: DUES AND FEES
Section 1. Categories.
  1. Dues and fees of the Association shall be established for the following categories:
    1. Regular Membership
    2. Student Membership
    3. Sustaining Membership
    4. Patron Membership
    5. Institutional Membership
    6. Life Membership
    7. Convention Fees
    8. Undergraduate Honors Conference Fee
  2. Establishment of Rates: The rates for the dues and fees in each of the categories shall be established by a two-thirds (2/3) vote of the membership voting in convention.
Section 2. The Executive Director and Marketing Director, in consultation with the Administrative Committee, shall set fees for the following: exhibitor fees, advertising fees for the convention program, and ads for job postings.
 
ARTICLE IX: COMMITTEES
Section 1. Standing Committees.
  1. Committee and Purposes. The standing committees and their purposes shall be:
    1. Committee on Committees, whose purpose shall be to make committee appointments at each convention, and to review assignments in the fall, filling vacancies as needed. While any committee may recommend new members, the power of appointment shall reside in the Committee on Committees.
    2. Constitution Committee, whose purpose shall be to review the Constitution periodically and to recommend such amendments as may seem necessary to provide for new developments within the Association and in its relationship with the National Communication Association.
    3. Finance Committee, whose purpose shall be to prepare an annual budget, present it to the Council for approval, maintain a balanced budget, and supervise its use. The Executive Director shall be an ex-officio member of the Finance Committee. The Finance Committee must approve payment for non-budgeted items in excess of $1,000.  The Finance Committee shall make recommendations on the investment of money raised through the payment of Life Membership dues.
    4. Nominating Committee, whose purpose shall be to nominate yearly a slate of one or more candidates for Vice President-Elect, candidates for the other elected offices that may be vacant, and perform such duties as prescribed in Article VII, Section 1C.
    5. Publications Committee, whose purpose shall be to monitor and make recommendations concerning the publication needs of the Association, to develop and approve policies related to the appearance, frequency, and graphic layout of the publications, and to recommend to the Executive Council editors of SSCA publications (other than the newsletter editor).
    6. Resolutions Committee, whose purpose shall be to draft and present the standard and any special resolutions at the annual convention.
    7. Time and Place Committee, whose purpose shall be to solicit and receive competitive bids from cities for the annual convention.
    8. Minority Recruitment and Retention Committee, whose purpose is to recruit and retain underrepresented populations as members and determine the recipient of the Minority Recruitment/Retention Award.
    9. Resource Development Committee, whose purpose is to research, plan, and develop financial resources and fundraisers to benefit the organization. The Executive Director shall serve as an ex-officio member of this committee.
  2. Awards Committees
    1. T. Earle Johnson-Edwin Paget Distinguished Service Award Committee, whose purpose shall be to solicit nominees for the award, evaluate them based on criteria established by the Association in the "Guidelines for Awards," and designate a recipient or recipients, unless none of the nominees meets the criteria.
    2. Janice Hocker Rushing Early Career Research Award, whose purpose shall be to solicit nominees for the award, evaluate them based on criteria established by the Association in the "Guidelines for Awards," and designate a recipient or recipients, unless none of the nominees meets the criteria.
    3. John I. Sisco Excellence in Teaching Award Committee, whose purpose shall be to solicit nominees for the award, evaluate them based on the criteria established in the "Guidelines for Awards," and designate a recipient or recipients, unless none of the nominees meets the criteria.
    4. SSCA Outreach Award Committee, whose purpose shall be to solicit nominees for the award, evaluate them based on the criteria established in the "Guidelines for Awards," and designate a recipient or recipients, unless none of the nominees meets the criteria.
    5. Dwight L. Freshley Outstanding New Teacher Award, whose purpose shall be to solicit nominees for the award, evaluate them based on the criteria established in the "Guidelines for Awards," and designate a recipient or recipients, unless none of the nominees meets the criteria.
    6. Rose B. Johnson SCJ Article Award Committee, whose purpose is to determine the recipient or recipients based on criteria established by the Association in the "Guidelines for Awards."
    7. Michael M. Osborn Teacher-Scholar Award Committee, whose purpose shall be to solicit nominees for the award, evaluate them based on the criteria established in the "Guidelines for Awards" and designate a recipient or recipients, unless none of the nominees meets the criteria.
  3. Appointment
    1. The Committee on Committees shall consist of the Administrative Committee, the retiring Editor, and retiring Executive Director.
    2. Standing Committees should consist of three members in good standing.
    3. Members of the Standing Committees and Awards Committees, except the Nominating Committee, the Committee on Committees, and the Rose B. Johnson Award Committee, shall be appointed for a term of three years, with staggered terms, shall be eligible for reappointment, and have the retiring member serve as chair.
    4. Members of the Rose B. Johnson SCJ Article Award Committee shall consist of the SCJ Editor and the Editorial Board.
  4. Reports. Each committee shall present its reports to the Executive Council in session at the convention as requested by the President, and the President is empowered to require reports of progress during the year.
Section 2. Special Ad Hoc Committees. The President may appoint special committees as deemed necessary and desirable to assist in carrying out the program for the year. Such appointments will expire with the end of the President's term in office. The Executive Council may authorize the appointment of special committees to serve longer than one year.
 
ARTICLE X: DIVISIONS
Section 1. Purpose. The purpose of the Division structure of the Association shall be to recognize and to encourage the spheres of interest and activities of the specialties of communication.
 
Section 2. Division Names. Each Division will represent a major specialization of communication. In order to be an officially recognized Division of the Southern States Communication Association, at least 5% of the Association's membership shall have indicated membership in the Division. Any Division failing to attract 5% of the membership (determined 60 days prior to the meeting of the Administrative Committee at the annual convention) shall be placed on a one-year probationary status during which time it has the opportunity to achieve the minimum. The Executive Director shall notify divisions of probationary status when membership falls below 5%. Failing to achieve the minimum or failing to elect officers shall result in the Divisional status being revoked and the division becoming an Interest Group. The following Divisions are recognized and shall be guaranteed space on the convention program, which will be allocated based on division size:
  1. Communication Theory
  2. Freedom of Speech
  3. Intercultural Communication
  4. Performance Studies
  5. Mass Communication
  6. Rhetoric and Public Address
  7. Southern Argumentation and Forensics
  8. Language and Social Interaction
  9. Instructional Development
  10. Applied Communication
  11. Gender Studies
  12. Popular Communication
  13. Interpersonal Communication
  14. Public Relations
  15. Community College
  16. Political Communication
Section 3. Each member of the Association shall be an official member of two (2) Divisions and may pay a small fee to affiliate with other divisions. The fee will be set by the Finance Committee.
 
Section 4. Meetings. At each annual convention there will be a designated time in the program for a business meeting of each Division.
 
Section 5. Officers. Members of each Division shall elect the officers for the Division.
  1. The officers and their responsibilities shall be:
    1. The Chair, who shall be the chief officer of a Division and shall be responsible to the President of the Association.
    2. The Vice Chair, who shall serve as program chair for the section programs at the annual convention and shall be responsible to the Vice President of the Association and ascends to the office of Chair.
    3. The Vice Chair-Elect, who ascends to the office of Vice Chair and assists the Chair with divisional responsibilities.
    4. The Secretary, who shall take minutes and publicize activities of the Division and shall be responsible to the Executive Director of the Association.
  2. Activities and specialty interests within each Division shall be directed by the officers of that Division.
Section 6. Establishment of New Divisions. New Divisions of the Association may be arranged by concerned individuals petitioning the Executive Council for such recognition, detailing the academic rationale for such status, and indicating specifically the membership of the proposed division. A new Division cannot be recognized until 5% of the membership of the Association has indicated their desire to join such a division.

ARTICLE XI: INTEREST GROUPS
Section 1. Purpose. The purpose of the Interest Group structure of the Association shall be to recognize and to encourage the spheres of interest and activities of the expanding specialties of communication.
 
Section 2. Interest Group Names. Each Interest Group will represent a major or emerging specialization of communication. In order to be an officially recognized Interest Group of the Southern States Communication Association, at least 2% of the Association's membership shall have indicated membership in the Interest Group. Any Interest Group failing to attract 2% of the membership (as determined 60 days prior to the meeting of the Administrative Committee at the time of the annual convention) shall be placed on a one-year probationary status during which time it has the opportunity to achieve the minimum. Any Interest Group failing to attract 2% of the membership (as determined 60 days prior to the meeting of the Administrative Committee at the annual convention) shall be placed on a one-year probationary status during which time it has the opportunity to achieve the minimum. Any Interest Group failing to achieve the minimum a second year or failing to elect officers or failing to submit a program will have its status as an Interest Group revoked. The list of recognized Interest Groups will be kept by the Executive Director. Recognized Interest Groups will be guaranteed one program slot and one business meeting at the annual convention. Additional time slots may be allocated if available, based on the size of the membership in the Interest Group.
 
Section 3. Membership. Each member of the association may be an official member of 1 Interest Group and may affiliate with other Interest Groups for an additional fee. This fee will be set by the Finance Committee.
 
Section 4. Meetings. At each annual convention there will be a designated time in the program for either a program or a business meeting of each Interest Group (see Section 2 above).
 
Section 5. Officers. Members of each Interest Group shall elect the officers for the Interest Group.
  1. The officers and their responsibilities shall be:
    1. The Chair, who shall be the chief officer of an Interest Group and shall be responsible to the President of the Association.
    2. The Vice-Chair, who shall serve as program chair for the Interest Group program(s) at the annual convention and shall be responsible to the Vice-President of the Association.
    3. The Interest Group shall take minutes and publicize activities of the Interest Group and shall be responsible to the Executive Director of the Association.
  2. Activities and specialty interests within each Interest Group shall be directed by the officers of that Interest Group.
Section 6. Establishment of New Interest Groups. New Interest Groups of the Association may be arranged by concerned individuals petitioning the Executive Council for such recognition, detailing the academic rationale for such status, and indicating specifically the membership of the proposed Interest Group. A new Interest Group cannot be recognized until 2% of the membership of the Association has indicated the desire to join such an Interest Group.

ARTICLE XII: PARLIAMENTARY AUTHORITY
Section 1. The Sturgis Standard Code of Parliamentary Procedure, most recent edition, shall be the parliamentary authority for all matters of procedure not specifically covered in this Constitution.
 
Section 2. Parliamentarian. The President may appoint a parliamentarian to serve at the President's pleasure.

ARTICLE XIII: AMENDMENT
This Constitution may be amended:
  1. By approval of the Executive Council and two-thirds (2/3) of the votes cast at an annual convention business meeting, or
  2. By a majority vote at two consecutive annual conventions, or
  3. On approval of the Executive Council by a two-thirds (2/3) vote and a majority of the votes cast at the annual convention, or
  4. By approval of the Executive Council and a majority of the votes cast at an annual convention provided the Amendment had prior approval of the Constitution Committee and was circulated among the membership at least thirty (30) days before the date of the annual convention.
ARTICLE XIV: DISSOLUTION
Section 1. Dissolution by Vote. The Association may be dissolved only at a special meeting called for that purpose, and in the manner prescribed by the relevant state laws, by vote of three-fourths (3/4) of the members present. Subject to compliance with the applicable provisions of such laws, upon any such dissolution of the Association all its property remaining after satisfaction of all its obligations shall be distributed to one or more corporations, funds, foundations, or learned societies such as the Executive Council may select, organized or operated exclusively for charitable, scientific, literary, or educational purposes, no part of the net earnings of which inures to the benefit of any private shareholder, member or individual, and which does not carry on propaganda or participate or intervene in any political campaign.
 
Section 2. Dissolution by Inaction. If for any reason the Association shall be unable to elect officers and conduct business in the manner prescribed by its Constitution, including Section 1 above, all property remaining after satisfaction of all its obligations shall be turned over to the National Communication Association, the national organization with which this regional association is affiliated.
 
Revised March 2011