Guidelines for Participants at ISA Annual Conventions

Prepared by the Committee on Professional Responsibilities and Rights. This document is a response to concerns that recently have been voiced about the obligations assumed by participants at the annual ISA convention.

I.1 Panels may be organized according to a variety of formats, ranging, for example, from the traditional oral presentation of research papers to poster presentations to more innovative means of presentation that utilize computer software, film, or demonstrations of teaching techniques.

I.2 The numbers of roundtables on the program should not be increased at the expense of the number of panels.

I.3 Chairs of roundtables are encouraged to assign titles to participants' topics and to request discussion papers. To facilitate applications for institutional travel funds, chairs need to send letters to roundtable participants inviting them to "prep are a paper on topic X for discussion at session Y."

I.4 Panel proposals from ISA sections are subject to review by the program chair(s) using the same standards of quality and suitability that are applied to other proposals.

I.5 Joint panels and roundtables organized collaboratively by two ISA sections are particularly encouraged and should be given special consideration by the program chair(s).

Rationale: Scholars can participate in the program in a variety of ways: by chairing a panel or roundtable, by delivering a formal paper or prepared remarks on a given topic, or by serving as a discussant. The primary purpose of program activities are to encourage the full presentation and active discussion of theories and research findings, as well as to explore topics of interest from a wide range of disciplinary and theoretical perspectives. The specific format used in panels and roundtables to accomplish these goals may vary as deemed appropriate by panel chairs and the program chair(s).

II.1 The program chair(s) should maintain flexibility in order to accommodate the various scholarly aims of different types of panels. Those panels seeking to debate contending views on a topic are generally well served by a structure of two papers and two discussants. Other panels may range between three and four papers, and might have a single discussant. Only under the most extraordinary circumstances should a panel have more than four papers or a roundtable have more than six participants.

II.2 Regardless of the composition of panels, thirty minutes should be reserved for discussion from the floor and among the panelists. The panel chair has the right and responsibility to enforce this norm.

II.3 Panel organizers should strive for a good mix of participants. The best panels often include scholars from different countries, a range of institutions, and different career stages. The best discussants are often scholars with significant experien ce in the field. In general, graduate students should not fill this role.

Rationale: There is no ideal composition for the panels. The number of formal papers and the time allocated for their presentation should be based on the scholarly objectives of the panel. In all cases, including roundtables, adequate time should be re served for a full and active discussion after the formal presentations.

By proposing and accepting responsibility for chairing a panel or roundtable, the chair accepts these obligations:

III.1 To inform the program chair(s) of all changes in the composition of the panel or roundtable prior to the publication of the final program. And, similarly, to inform all other participants of such changes well before the meetings begin.

III.2 To inform the program chair(s) of any panelist who fails to attend the panel without providing advance notification of those extenuating circumstances preventing their participation.

III.3 If chairing a roundtable, to circulate a detailed memo regarding the issues to be discussed by the participants well in advance of the meeting.

III.4 If chairing a panel, to take all reasonable steps to ensure that the discussants receive advance copies of papers, even in draft form. Five working days prior to the commencement of the meetings is the absolute minimum acceptable lead-time.

III.5 To hold participants to agreed-upon time limits for their presentations, so that at least thirty minutes are available for general discussion.

Rationale: Stimulating scholarly interchange requires that panelists attend their panels and roundtables, and that adequate time be set aside for discussion among panelists and the audience. The purpose of these guidelines is to provide accurate information about the nature and composition of a particular panel or roundtable and to provide sufficient time for the participants and audience to interact.

By proposing and accepting formal participation, participants accept these obligations:

IV.1 To inform the panel chair, discussant of your paper, and program chairs(s) at the earliest possible date of any changes in the status of your work, your availability, or travel funding which will or is likely to prevent your participation. Failure to show up for your panel without having previously notified the panel chair, discussant, and program chairs(s) could adversely affect the likelihood of your being included on the program in future years.

IV.2 If giving a prepared paper, to circulate copies to discussants and other panelist in advance of the meetings, and at least five working days before the commencement of the meetings. Paper presenters are also responsible for providing copies of the ir paper for sale to other attendees.

IV.3 If serving as a discussant, to read carefully each of the papers that you receive at least five days prior to the conference and comment upon these papers in a constructive manner.

IV.4 To abide by the panel chair's stipulations regarding the length of presentation and comments.

Rationale: The quality of scholarly interaction among panelists and the audience increases when panelists receive copies of papers in advance of the meeting and when members of the audience have access to the papers. The inability of attendees to purchase papers is a source of considerable frustration. Panelists have a professional responsibility to make copies of their papers available to convention attendees.

V.1 Panel and roundtable chairs are encouraged to invite the participation of relevant scholars outside of North America.

V.2 Letters confirming the participation of scholars from outside North America should be sent by the program chair(s) at the earliest possible date and ,whenever possible, in advance of the publication of the preliminary program.

V.3 If participation of a scholar from outside North America is contingent on funding from ISA or other sources, that fact should be made clear when the proposal is submitted. Rationale: The participation of scholars from outside North America is i n keeping with the purposes of the Association. Their participation is most effective if North American members have ample opportunities to interact with them as panelists and discussants and vice versa. Early indication of the need for funding will all ow the program chair(s) and section organizers to provide the potential participant with the appropriate application.

VI.1 Participants should appear on no more than two panels or roundtables. A participant may present only one paper, except in the case of co-authorship.

VI.2 The limitation on the number of appearances will be waived for participants serving on a panel that is honoring an ISA member, for participants from outside North America, or for other exceptional circumstances identified by the program chairs(s). Rationale: Minimizing the number of appearances by any one participant increases the opportunities for participation by others.

VII.1 Scholars who submit more than one panel, roundtable or paper proposal must inform the program chair(s) and the relevant section organizers of these multiple submissions. In addition, they must indicate the order in which they wish the proposals to be considered.

VII.2 Scholars who submit proposals for panels or roundtables must not place an individual on the proposed panel or roundtable without his or her consent.

VII.3 Scholars wishing to participate in the program must adhere to the submission deadline. Proposals received after the deadline stipulated by the program chair(s) are unlikely to be included in the program. Rationale: The fact that some scholar s submit multiple proposals without informing the program chair(s) and other appropriate personnel creates serious difficulties in preparing the program. Accurate information on multiple submissions will assist the program chair(s) in making the most efficient use of available sections. Adherence to the submission deadline facilitates timely completion of the program.

VIII.1 It is the responsibility of the program chair(s) and section organizers to ensure that scholars who cannot be accommodated on the program are notified by letter of that fact prior to the publication of the preliminary program. Rationale: Not informing scholars that their proposals are unsuccessful until publication of the preliminary program is a professional discourtesy and a source of some bitterness.

IX.1 Pre-registration is required for all participants to be listed in the program.

IX.2 Membership in ISA is not required for participation in the annual meetings. Nonetheless academic participants are strongly encouraged to join the Association.