As a (soon-to-be) 501(c)(3) organization, the WAC Clearinghouse operates under (1) the governmental laws and regulations that shape the operation of all non-profit educational organizations and (2) the mission, values, and vision that have shaped its operations in the years since its founding in 1997. To work within the operational framework of a 501(c)(3) organization, the Clearinghouse follows bylaws that specify the establishment of an office and mission, membership, board of directors, officers, fiduciary matters, and retention of books and records, among other matters. To work within the operational framework that has shaped the development and dissemination of journals, books, and resources for the writing studies and writing-across-the-curriculum communities, the leadership associated with the Clearinghouse (its publisher and associate publisher, editorial board, and the editors and editorial staff leading the journals, book series, and resource initiatives) has defined a set of operating procedures that support its existence as a publishing collaborative. Those procedures are informed by its mission, values, and vision.
For a complete description of the governance of the Clearinghouse as a 501(c)(3) organization, please see the 501(c)(3) bylaws in the appendix. The text in this section provides summaries of the Clearinghouse's operation as a nonprofit educational organization.
The corporation will continuously maintain a principal office, which may be located inside or outside of Colorado. The street address and mailing address, if different, of the principal office can be found on the Colorado Secretary of State’s website. The corporation will continuously maintain a registered agent and registered agent address located in Colorado.
The mission of the Clearinghouse defined in the bylaws will reflect the most current statement of mission, values, and vision defined in Section 1.
The corporation will have no voting or nonvoting members.
All corporate powers will be exercised by or under the authority of, and the business and affairs of the corporation will be managed by, its board of directors, unless the Colorado Revised Nonprofit Corporation Act (“Act”), the corporation’s articles of incorporation, or these bylaws provide otherwise.
The board of directors shall consist of the publisher, at least half of the associate publishers, at least one journal editor who is not a publisher or associate publisher, and at least one book series editor who is not a publisher or associate publisher. The size of the board of directors shall range from 10 to 15 directors. Board members will not receive compensation for their service. Processes for appointment, resignation, removal, and meetings, among other matters related to the operation of the board of directors, can be found in the bylaws.
The officers will include a chair, a vice chair, a secretary, a treasurer, and such other officers and assistant officers as the board of directors considers necessary or useful. If the publisher of the Clearinghouse does not serve as chair, vice chair, secretary, or treasurer, they will serve on the board as executive director. One person may hold more than one office at a time. Officers need not be directors, but must be individuals who are age 18 or older.
The officers will be elected or appointed by the board of directors. Each officer (other than the executive director) will hold office until their successor has been duly elected or appointed and qualified, or until their death, resignation, or removal. Officers will not receive compensation for their service. The duties of officers as well as processes for appointment, resignation, and removal, among other matters related to the officers, can be found in the bylaws.
The corporation will indemnify each person who is or was a director, officer, employee, or volunteer of the corporation to the fullest extent allowed under the Colorado Revised Nonprofit Corporation Act, and it may purchase insurance insuring its obligations under this Section or otherwise protecting the persons intended to be protected by this Section. Standards of conduct, conflict of interest policies, unlawful distributions to directors and officers, and loans to directors and officers are addressed in the bylaws.
The corporation will keep as permanent records minutes of all meetings of the board of directors, a record of all actions taken by the board without a meeting, a record of all actions taken by a board committee in place of the board, and a record of all waivers of notices of meetings of the board or any board committee. The corporation will maintain appropriate accounting records. The corporation shall also keep copies of its records at its principal office. Additional information can be found in the bylaws.
The Clearinghouse is a highly decentralized organization. Reporting lines, as such, do not exist. Instead, work is carried out by individuals and teams that operate, first, within the framework of the Clearinghouse mission, values, and vision and, second, in keeping with various policies agreed to by its publisher, associate publishers, and editorial board. In this way, journals, book series, and related projects typically operate with little if any formal oversight. This differs in important ways from the structures of conventional publishers. Clearinghouse governance, as a result, focuses primarily on establishing and maintaining resources that support the efforts of collaborative teams that typically engage in distributed work.
Policy at various levels of operation is collaboratively established, overseen, and modified by (1) the publisher, (2) the associate publishers, and (3) the editorial board. Individual projects associated with the Clearinghouse may establish additional policies that are consistent with the organization’s larger policy framework.
Currently, the publisher’s duties and activities include:
2.3.1.1 Appointment of a New Publisher. When a need arises for a new publisher, either through resignation of the publisher or through their removal (see Section 2.5), a committee composed of at least two associate publishers and at least three other members of the editorial board shall develop a position description. The position description shall be approved by a majority vote of the associate publishers and a majority vote of the editorial board (including the associate publishers acting in their capacity as editorial board members).
For purposes of equity, the position description should be posted on the Clearinghouse website and shared on listservs in writing studies (e.g., WRITINGSTUDIES-L and WAC-L) and the WAC Clearinghouse list (WACNews-L), announced to the membership of the Association for Writing Across the Curriculum, posted on social media platforms, and shared with leaders of professional organizations such as CCCC, CWPA, and EATAW. In addition, members of the search committee will encourage the associate publishers and members of the editorial board to solicit applications from qualified individuals.
After the application deadline has passed, the search committee shall review applications and identify finalists for the position. The committee should meet with each finalist to discuss their interest in and qualifications for the position. The search committee will share their recommendation regarding the qualifications of each finalist, including their ranking of each finalist, with the editorial board and the associate publishers. Appointment to the position will require approval by a majority of the associate publishers and a majority of the editorial board members. If no finalists receive the required majority votes, the search shall fail, a new search committee will be formed, and the search process will be restarted.
The associate publishers are responsible for specific aspects of Clearinghouse operations. The general role of the associate publishers is to provide coordinated leadership for the WAC Clearinghouse’s many volunteers and activities. Some associate publishers are expected to work with a specific area of the organization (e.g., CompPile), whereas others involve cross-organization attention to considerations such as operations, equity, accessibility, and sustainability. As a group, and in collaboration with the publisher, they serve as the operational leadership team of the Clearinghouse.
Associate publishers serve three-year, renewable terms. They are chosen through competitive searches. As needed, two or more individuals can be responsible for the duties associated with an associate publisher position. These individuals serve as distinct members of the associate publisher group. They also serve as members of the Clearinghouse editorial board.
The associate publisher positions are described below. Detailed descriptions of the activities typically carried out by each associate publisher are found in the Appendix.
2.3.2.1 Associate Publisher for Journals. The associate publisher for journals supports the Clearinghouse’s publication of scholarly journals. The associate publisher works with the publisher and journal editors to ensure that Clearinghouse publications meet the highest standards of scholarship, design, and accessibility. The associate publisher contributes to the development of policies and practices that increase the quality and effectiveness of Clearinghouse journals, contributes to the development of new journals, reviews and contributes to the development of publishing agreements, and works with the associate publisher for marketing and advancement to increase awareness of new and existing journals.
2.3.2.2 Associate Publisher for Books. The associate publisher for books supports the publication by the WAC Clearinghouse of scholarly monographs and collections as well as conference proceedings. The associate publisher works with the publisher and book series editors to ensure that Clearinghouse publications meet the highest standards of scholarship, design, and accessibility. The associate publisher contributes to the development of rigorous and equitable publishing policies and practices that increase the quality and effectiveness of Clearinghouse books and conference proceedings, advises series editors on the development of new books and conference proceedings, and works with the associate publisher for marketing and advancement to increase awareness of new and existing publications.
2.3.2.3 Associate Publisher for Resources. The associate publisher for resources is responsible for developing and enhancing the instructional, professional, administrative, and scholarly resources available through the WAC Clearinghouse resources section, currently the WAC Repository. The associate publisher works with the editors and authors of larger projects, manages article submissions, updates material on the site, and works to expand the resources available through the site. The associate publisher also works with the associate publisher for marketing and advancement to increase awareness of new and existing publications.
2.3.2.4 Associate Publisher for Databases. The associate publisher for databases is responsible for developing and enhancing the CompPile database and other databases, as they are developed, available through the Clearinghouse. The associate publisher works with the CompPile editorial team and serves as a member of the operational leadership team of the Clearinghouse. The associate publisher also works with the associate publisher for marketing and advancement to increase awareness of new and existing publications.
2.3.2.5 Associate Publisher for Design and Production. The associate publisher for design and production works with the publisher and other members of the Clearinghouse operational leadership team to support production of the Clearinghouse website, books, journals, and resources. Key duties include assessing and improving Clearinghouse websites, identifying and addressing accessibility of websites and publications, overseeing the assignment and accuracy of DOIs, identifying and testing potential development tools, and engaging in graphic design, among other potential areas.
2.3.2.6 Associate Publisher for Operations and Equity. The associate publisher for operations and equity works with the publisher and other members of the Clearinghouse operational leadership team to ensure the smooth and equitable operation of the Clearinghouse. Key duties include reviewing, updating, and working with other members of the operational leadership team on the following: (1) learning about current practices that support diversity, equity, and inclusion across the organization and supporting editorial teams in their efforts to ensure equitable, anti-racist publishing practices; (2) organizing agendas for associate publisher meetings and the biannual WAC Clearinghouse Summit; (3) supporting organizational and database partnerships; and (4) participating in fellowship and awards processes, among other potential areas.
2.3.2.7 Associate Publisher for Accessibility and Sustainability. The associate publisher for accessibility and sustainability works with the publisher and other members of the Clearinghouse operational leadership team to ensure access for all readers of Clearinghouse publications and resources and to support efforts that contribute to the long-term success of the Clearinghouse. Key duties include reviewing, updating, and working with other members of the operational leadership team on the implementation of practices focusing on (1) accessibility of Clearinghouse websites and publications; (2) access to publishing opportunities with the Clearinghouse; (3) Clearinghouse editorial review and publishing practices; and (4) the recruitment of new and support of existing members of the Clearinghouse editorial community, among other potential areas.
2.3.2.8 Associate Publisher for Marketing and Advancement. The associate publisher for marketing and advancement is responsible for (1) increasing awareness of the scholarly publications and instructional and professional resources available through the Clearinghouse; (2) seeking monetary support from past and potential contributors to the Clearinghouse; (3) identifying and reaching out to potential sponsors of the Clearinghouse; and (4) working with journal editors and book series editors to submit nominations for awards and other recognitions.
2.3.2.9 Multiple Roles. Associate publishers holding other roles in the Clearinghouse, such as editors of a book series, are invited to review the guidelines for managing multiple roles.
2.3.2.10 Search Process. When a need arises for a new associate publisher, either to replace an existing associate publisher or to fill a newly defined position, the publisher shall work with at least two associate publishers to develop a position description. For purposes of equity, position descriptions should be posted on the Clearinghouse website, shared on email lists in writing studies (e.g., WRITINGSTUDIES-L and WAC-L) and the WAC Clearinghouse list (WACNews-L), announced to the membership of the Association for Writing Across the Curriculum, posted on social media platforms, and shared with leaders of professional organizations such as CCCC, CWPA, and EATAW.
After receiving applications, the publisher and at least two associate publishers should meet with viable candidates to discuss their interest and qualifications for the position. The search committee is responsible for recommending finalists. Appointment to the position will require approval by the publisher and at least half of the associate publishers.
2.3.2.11 Onboarding Process. When a new associate publisher joins the Clearinghouse, a standard onboarding process is followed. See the Appendix.
2.3.3.1 Purpose. The primary purpose of the WAC Clearinghouse Editorial Board is to establish and further the organization’s mission, values, and vision. This purpose may play out in numerous ways. In consultation with the publisher and associate publishers, the board may wish to review and revise the WAC Clearinghouse’s statements of mission, values, and vision. More often, the board may vote on (1) new or amended policies, (2) the removal of existing policies, (3) approval of new journals and book series, (4) establishment of partnerships with other organizations or entities, (5) approval of reports by committees appointed by the board, and (6) removal of the publisher and/or associate publishers. Majority votes are required to approve all actions except for the removal of the publisher and/or associate publishers, which requires a two-thirds majority for approval.
2.3.3.2 Appointment to the Board. Members of the board are appointed by the publisher, with approval of the associate publishers on a case-by-case basis, for a period of three years. Editorial board appointments are renewable at the discretion of the publisher. Members of the board, with the approval of the publisher and associate publishers, may elect to move to emeritus status any time after serving for three years. A separate list at the bottom of the editorial board page identifies emeritus members of the board.
At least one member of the editorial team for a journal or book series shall be a member of the editorial board. Selection of the board member is made by the publisher, with input from the associate publishers and the other members of the publication venue’s editorial team.
2.3.3.3 Policy Recommendations. A group of at least three board members may recommend policy for consideration by the full board.
2.3.3.4 Multiple Roles. Members of the board holding other roles in the Clearinghouse, such as editors of a book series, are invited to review the guidelines for managing multiple roles in the Appendix.
2.3.4.1 Performance Reviews. Periodically, the editorial board shall appoint one or more committees to review the performance of the publisher and associate publishers. These reviews may be held at periods of no more than three years and no less than once per year. The board shall share the report with the publisher and associate publisher(s) under review. The editorial board shall determine whether any actions, ranging from praise to suggestions for improvement to dismissal, are needed.
2.3.4.2 Financial Reviews. Annually, the editorial board shall charge a committee with reviewing the financial operations of the Clearinghouse (see Section 3).
2.3.5.1 Reasons for Removal. In exceptionally rare circumstances, the association with the Clearinghouse of the publisher, an associate publisher, or an editorial board member may be ended. The process for removing an individual from one of these positions is described below.
2.3.5.2 Initiation of a Removal Process. Discussions regarding the removal of the publisher, an associate publisher, or an editorial board member for reasons ranging from (a) inability to carry out their duties to (b) unethical or improper conduct may be initiated by: (1) the publisher, (2) a group of no less than one-fourth of the total number of editorial board members, or (3) a majority of the associate publishers.
2.3.5.3 Removal Process. Discussions regarding removal should be conducted by a committee composed of one or more associate publishers and one or more members of the editorial board. In cases involving removal of an associate publisher or editorial board member, the committee shall be chaired by the publisher. In cases involving removal of the publisher, the committee shall be chaired by an associate publisher elected by a majority of the associate publishers.
2.3.5.3.1 Removal of the Publisher. For cases involving removal of the publisher, the chair of the committee shall convene one or more meetings to discuss the issue. Once consensus has been reached, the chair should draft a memo explaining the situation and share it, along with any response from the individual under discussion, with the editorial board and the associate publishers. In a meeting of the editorial board, the memo shall be discussed and two votes shall be taken, one by the editorial board (including the associate publishers acting in their capacity as board members) and one by the associate publishers. Two-thirds of the editorial board and a majority of the associate publishers must vote in favor of removal to end the term of the publisher.
2.3.5.3.2 Removal of an Associate Publisher. For cases involving removal of an associate publisher, the publisher shall convene one or more meetings to discuss the issue. Once consensus has been reached, the publisher should draft a memo explaining the situation and share it, along with any response from the individual under discussion, with the editorial board and the associate publishers. In a meeting of the editorial board, the memo shall be discussed and two votes shall be taken, one by the editorial board (including the associate publishers acting in their capacity as board members) and one by the associate publishers. Two-thirds of the editorial board and a majority of the associate publishers must vote in favor of removal to end the term of an associate publisher.
2.3.5.3.3 Removal of an Editorial Board Member. For cases involving removal of an editorial board member, the publisher shall convene one or more meetings to discuss the issue. Once consensus has been reached, the publisher should draft a memo explaining the situation and share it, along with any response from the individual under discussion, with the editorial board and the associate publishers. In a meeting of the editorial board, the memo shall be discussed and a vote shall be taken by the editorial board (including the associate publishers acting in their capacity as board members). Two-thirds of the editorial board must vote in favor of removal to end the term of the editorial board member.
The publisher and associate publishers may bring to the editorial board a recommendation to approve support for a journal or book series (e.g., a new or existing journal). The publication venue is required to submit a proposal that uses the standard proposal template, which is available in the Appendix. A majority vote is required to approve the recommendation.
2.3.7.1 Journal Editors. Depending on the nature of the relationship established by a Memorandum of Understanding between the Clearinghouse and the journal, the process of recruiting, installing, and/or replacing journal editors will vary. In general, each journal is responsible for creating its own policies and procedures for editorial succession as well as new editorial positions (such as managing editor, book review editor, member of an editorial board, and so on), and they do so without direct oversight or required approvals from the Clearinghouse. In the case of official Clearinghouse journals such as Across the Disciplines and Journal of Writing Analytics, appointments of new editors may require approval by the Clearinghouse Editorial Board, although this will typically occur via a poll of board members rather than a formal review. For this class of journals, a recommendation to remove an editor should be made by a majority of the journal editorial board members and/or editorial staff. The recommendation should be made to the publisher. After receiving the recommendation, the publisher shall consult with the associate publishers. The publisher and/or a majority of the associate publishers can refer the recommendation to the editorial board for discussion. The decision to remove a journal editor shall require approval of the publisher and a majority of the associate publishers.
2.3.7.2 Book Series Editors. Appointments of new book series editors requires approval by the publisher and a majority of the associate publishers. Search committees for a new editor should include members of the series editorial team and at least one associate publisher (or an individual chosen by the publisher and associate publishers as their representative). A recommendation to remove an editor should be made by a majority of the book series editorial review board members and/or editorial staff. The recommendation should be made to the publisher. After receiving the recommendation, the publisher shall consult with the associate publishers. The publisher and/or a majority of the associate publishers can refer the recommendation to the editorial board for discussion. The decision to remove a book series editor shall require approval of the publisher and a majority of the associate publishers.