POLICY MANUAL As of November 2016 (a working document that can be changed by an EC vote at any time)

AAA Policy Manual November 2016 The American Academy of Advertising is an organization of roughly 600 members, managed by volunteers. The following policies are intended to provide guidance to the association and safeguard its assets. It is assumed that this is a working document and will be updated as often as need.

Table of Contents Active Member Definition AAA Address AAA Mailing Lists ACEJMC Anti -Discrimination and Anti-Harassment Policies Awards and Grants Best Conference Paper Code of Ethics Communication Committee Complimentary Memberships Conference Expectations Conference Papers and Special Topic Sessions Conference Requirements Conference Site Criteria Financial Policies Global Conferences Graduate Student Travel Grants Honoring Past Presidents & Distinguished Members International Advertising Education Committee List Serves for AAA Announcements Membership Committee Newsletter Advertising Policy Officer Duties – Detailed Officer Elections Proceedings Reprint Policy Proceedings Self Archiving Policy Publication Committee Responsibilities & Procedures Research Awards Support of non-AAA Publications Travel and Reimbursement Policy Use of AAA Name Website Web manager Appendix Awards, Fellowships Guidelines for Emerging Scholar Pre-Conference/Agenda Call for Journal Editor

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Suggested Questions to Ask Editor Applications Request for Proposal - Journal

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Active Member Definition Must have been an AAA member for the last 5 consecutive years. Must have participated in AAA conference activities in one or more of the following ways in the last 5 years: Session chair or discussant Track chair Paper presentation Special topics session Reviewer of papers for the AAA conference In addition, active membership should include at least one, but probably two of the following: AAA committee member AAA committee chair AAA officer Web manager Newsletter editor JA editorial review board or have served as an ad hoc JA reviewer for several years.

AAA Address That while incorporated in the State of Utah under our registered agent, Dennis Martin, the official address of the organization will be that of the current Executive Director.

AAA Mailing Lists AAA member lists: e-mail list and postal mailing list. The following caveat is on the website: WARNING, this list is the exclusive property of the American Academy of Advertising, and is protected by law. It is provided here for the sole purpose of allowing members to locate and contact other INDIVIDUAL members for personal, academic, creative, and research purposes. Obtaining contact information of AAA members from this site for the purposes of sales, solicitation, generating prospects, etc., is strictly prohibited by the American Academy of Advertising. Use for mass mailings of any kind, by members or others, including such things as calls for papers, surveys or research is likewise prohibited without prior authorization. Likewise, no email may be addressed to AAA Members without permission. Unauthorized use may result in 4

punitive action by the AAA All requests for using the individual contact information available here MUST be preapproved by AAA. Direct all such requests to the AAA Executive Director. In order to better space emails to our members and lessen the possibility of AAA emails being treated as “spam,” all mailings will be coordinated through the ED. Exceptions to this will have Presidential approval.

ACEJMC Policy The AAA Executive Director will be the organizational representative to ACEJMC. Should the ED not be able to attend a meeting, either a Past-President of the association or another member of the EC will serve as the ACEJMC rep for the specific meeting.

Anti-Discrimination and Anti-Harassment Policies The AAA is committed to the achievement of inclusiveness in gender, race and culture in the profession of advertising, in its own membership, and in participation in its programming. The AAA will not discriminate on the basis of gender, race, religion, ethnic origin, physical disability, or sexual orientation. The AAA affirms its commitment to ensure that each member of the organization shall be permitted to work within the organization and participate in its activities in an environment free from sexual overtures or innuendoes that are unsolicited and unwelcome.

Awards and Grants Membership of the Awards Committee should be composed of active leaders of AAA, past officers, previous award winners, and senior members. Only one nomination for each award can be approved per year but any single nomination can include more than one person. All nominations should include a curriculum vita or resume. If the award involves an honorarium, the Awards Committee will recommend the amount of money in the event that there are multiple people for a single nomination. All award winners will be notified in advance and encouraged to attend the Annual Conference to receive their award.

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Those nominees who are not selected, but deemed acceptable, should be asked to resubmit their nomination the following year after receiving suggestions on how the nomination might be improved. The Chair will keep all nominations for one year. If the candidate decides to resubmit, then only additional items that strengthen the nomination should to be resubmitted. The promotion of AAA Awards will only be made to AAA members; net: only members can nominate awardees. However, information about award winners should be disseminated as widely as possible beyond members – to other list serves and association web pages because awards/grants are reasons for people to join AAA. (See appendix for list of awards)

Ivan Preston Outstanding Contribution to Research Award The Awards Committee awards the Ivan L. Preston Outstanding Contribution to Research Award. Recipients must be an active AAA member (see definition), finished their dissertation at least twenty years prior to the receipt of the award, and hold the rank of full professor. Only one Outstanding Contribution to Research Award can be given a year and the recipient must commit to attend the conference to accept the award. Given the nature of this award, only members of the committee who have achieved the status of full professor will vote on this award.

Best Conference Papers A non-monetary award will be given for the best conference paper. All reviewers will be asked if they want to nominate the paper(s) reviewed as a potential “Best Paper.” The top four papers will then be selected to

go to a special review committee consisting of the immediate two past VPs along with three members from the Research Committee, to be chosen by the research chair. A student best paper award will also be given; procedures will be identical to the above. The call will specify that “student only” papers (no faculty member) will be eligible for a best student paper award. The ConfMaster student question will be set up to reflect this. Information about both awards should be disseminated as widely as possible beyond members – to other list serves and association web pages - because these are reasons for people to attend conferences and join AAA.

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Code of Ethics for Executive Committee, Volunteers and Staff The AAA promotes personal & professional integrity in its dealings with members and stakeholders. To meet this goal, the Executive Committee, Volunteers and Staff of the AAA shall be responsible for their actions and decisions in the areas of 1) fairness, 2) accountability, and 3) basic principles of research conduct. Fairness. • We will be open, honest and truthful in dealings regarding the AAA and its members. • We will respect individual differences, open communication and minority opinions. • We will avoid conflicts of interest in our selection of vendors and service providers and in our association and/or affiliations with other organizations. Accountability. • We will observe all laws and regulations regarding operating and reporting procedures for 501c non-profit organizations. • We will commit assets and income and other resources to activities and programs that support the AAA mission. • We will avoid using AAA resources for non-AAA related purposes. Research Conduct. • We will promote honesty and integrity in the design, analysis and reporting of scholarly research that is presented and published by the AAA. • We will treat authors, reviewers and others involved in the research process with respect and encourage constructive and helpful communications among them. • We will support only research and scholarly works that are consistent with the AAA mission and will avoid committing AAA resources projects that do not adhere to proper research conduct. Date Adopted: 9/16/2006

Communication Committee The purpose and charge of the Communication Committee is to ensure that all AAA communications are:

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Targeting appropriate audiences including current members, future members, practitioners, students, stakeholders, sponsors, publishers, partner organizations, and media channels Leveraging the AAA membership talent base to build a solid foundation for all AAA communications, news, updates, conferences within a co-creation collaborative framework that is developed to achieve long-term goals and short-term tactics. Engaging members to share and co-create content as they connect online to extend the face to face interactions experienced at annual and global conferences Offering communication channels as a forum to provide timely updates Developing a site that is interesting for both practitioners and academics with timely and topical useful information that is perceived as highly beneficial. Appealing to members with relevant opportunities for research collaboration, pedagogical development, study abroad, and other areas of interest Providing a user-friendly array of communication options that are easy to locate, navigate and participate in for all within their chosen comfort zone Allowing for committee work and EC centralization in a user friendly yet private interface Identifying options for members to select their preferred communication channels and take ownership of how they desire to access AAA information Enabling enough control for consistency with AAA objectives, while allowing for greater interaction than in the past via blog posts, RSS feeds, adforum, member views, etc. Offering support to all other AAA committees to help them achieve their goals. It is important that the committee work together to create a dynamic website, develop integrated communications, and provide a positive and consistent image for the organization. This committee reports to the President

Complimentary Memberships Membership fees for the Executive Director and Conference Manager are waived. Additionally, as long as the association is financially sound, the ED will offer, on an annual basis, to waive membership fees to all retired Past Presidents. The Treasurer will decide if there is a financial reason not to offer this. 8

Conference Expectations AAA expects that all conference activities will yield a surplus that will contribute to the overall equity of AAA. All pre-conference proposals should include a marketing/sales plan. The President should assure that at least one good pre-conference session be held each year. If possible an Emerging Scholars PreConference should be held every other year.

Conference Papers and Special Topic Sessions All paper and special topic session proposal calls will include the criteria by which the papers/special topics will be judged. Papers for the Annual Conference are traditional research papers. As such, the rating criteria are: Theoretical Framework Methodology Readability Contribution to the Field Overall Rating Papers for the Global Conference, while traditional research papers, are often themed for international and are intended to attract international members and potential members. As such, the rating criteria are: Relevance to the Conference Theme Interest Members to Attend Session Research Grounded in Literature Appropriateness of Methodology Overall Quality and Contribution to field Special topic sessions are designed to offer information and dialogue on topics of importance to advertising education and practice (e.g., current practitioner issues, creative topics, and/or pedagogical matters) that would not fit comfortably into competitive paper format. Accordingly, preference is given to proposals that involve and attract advertising educators who might not typically be interested in many sessions that focus solely on refereed research. Since, by their nature, they cannot be blind reviewed, it is permissible to use a panel to judge all sessions. The rating criteria are:

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Screening Question: Is this, in truth, a special topic session? (Yes) (No – it is composed of individual research papers) How current is the topic? How well will it attract attendees to the session? How well thought-out is the proposal? Are the proposed participants appropriate for this topic? How strongly do you believe this session should be included in the program?

Conference Requirements All conference presenters must register for the conference. However, to encourage industry participation in special topic sessions and the pre-conference, AAA will provide up to two (2) waivers per named session for industry participants who will be attending only the preconference or a special topic session (non-academics and individuals who have not been AAA members) of both AAA membership dues and registration fees. The pre-conference and/or special topic session organizer(s) will need to identify the individuals to whom these waivers should be granted no later than six (6) weeks prior to the conference and convey this information to the President, ED, and the Conference Manager. The registration packet for these individuals will NOT include any meal or event tickets unless the organizer has purchased these separately. The EC recognizes that for special topic sessions organized by the EC, meal tickets may be purchased from the committee’s budgeted allocation. Presenters may attend their sessions via remote access only with Presidential approval on special circumstances, case-by-case basis and only for industry speakers. All annual conference attendees must be paid members of the organization; all global conference attendees should be paid members or pay a special non-members fee, equal to about 80% of the membership fee. Papers must not be under consideration at another outlet. Only accepted papers that are presented at the conference will be published in the proceedings. Further, papers or special topic presentation are to be made by the author(s). Proceedings coverage of pre-conference sessions is limited to 4 pages and must state that there has been “no formal peer review.” All persons submitting research papers, special topics or competitive

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session proposals will be sent reviewer comments or a rationale for rejection.

Conference Site Criteria Domestic Conference The annual conference site should: 1) Be held at a top 20 DMS whenever possible; 2) Have a hotel within walking distance to restaurants/coffee houses; 3) Be a location with convenient transportation; 4) Not be based on vacation considerations and 5) Be held in various parts of the country

Financial Policies Accounting Consultation An independent accountant will be used to confirm the reporting accuracy of the balance sheet and to prepare taxes. The consultant will be call upon for periodic reviews of the data as well as accounting questions. An external review will be commissioned once every three years if deemed necessary. A yearly discussion will be held with the Finance Committee to determine whether there are any factors in the external review, the internal review by the Finance Committee, or changes in the goals of the organization (funding opportunities, etc.), which would call for an audit. The Finance Committee will conduct yearly internal reviews. .

Accounting Method It is the policy of the AAA to use the accrual basis of accounting that recognizes revenues when they have been earned and expenses when they have been incurred.

Authorization and Processing of Disbursements To the extent possible, the AAA will ensure that financial transactions are not handled by any one person from beginning to end. Accordingly: the ED is responsible for processing checks. However, authorization of disbursements resides with the Treasurer. Indeed, any expenditure over $500 must be approved by the Treasurer (cc the President) or the President (cc the Treasurer). The treasurer can authorize payment in any of the following ways:

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1) Pre-authorization of disbursements, not to exceed $5,000, against approved budgeted items. A written authorization will be forwarded to the ED following EC approval of budget. 2) Monthly e-mail authorization of disbursements, not to exceed $5,000, against budgeted items. In addition, the Treasurer can request to 3) Sign a bank dispersed check – processed by the ED via bankingby-mail and sent directly to the Treasurer for initialing and mailing. 4) Sign a hard copy check In the event the Treasurer is unavailable, the President assumes this authorization.

Balance Sheet and Financial Statements To be generated by the bookkeeping software. Annual statements to be confirmed by the accountant.

Bank Statements The Treasurer will have access to the online banking system if desired; the Executive Director will forward .pdf files or hardcopies of other banking statements to the Treasurer or accountant as requested.

Bookkeeping Software The AAA will purchase bookkeeping software as suggested by and compatible to the accountant’s software in order to manage its accounts. The Executive Director is responsible for recording transactional data using the software; the treasurer is responsible for reviewing the files at least on a quarterly basis. The accountant instead of the Treasurer, at the Treasurer’s request, can conduct reviews.

Budgetary Controls The AAA should strive to work within the agreed budget. The budget and accounts should be approved by the Board of Directors and documented. Expenditures that are not budgeted will require Treasurer and Presidential approval.

Cash Cash will not be accepted as payment of any invoice unless there is no alternative.

Cash withdrawals Cash withdrawals from Automatic Teller Machine (ATM) cards are not authorized.

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Checks Hard copy checks shall be written in numeric order. Hand-written checks shall not be signed in advance of payment It is prohibited to draw checks payable to Cash. Checks made payable to a signatory should not be signed by that person.

Conference Manager A Conference Manager will be appointed by the EC. The Conference Manager will not keep any financial accounts. All monies will go through the ED and Treasurer. The CM‘s primary day-to-day contact will be the ED, with the Treasurer approving financial commitments and the president under whom the conference will fall approving logistical arrangements.

Contracts The Executive Director should have copies of all contracts, agreements, etc. of the Academy. Further, any AAA contract involving $5,000 or more for one year or over multiple years must be approved in advance.

Consulting stipend to volunteer ED For as long as the Executive Director is a volunteer rather than a paid position, the AAA will give a yearly consultation stipend of at least $10,000. The EC can approve a higher payment. Should the amount be paid directly to the volunteer, the volunteer will be responsible for all tax implications.

Debit Card The Treasurer can authorize the ED to use the debit card associated with the online banking account for office supplies, postage, and Xeroxing. If this authorization is given, the ED will provide the Treasurer with a breakdown of charges at the Treasurer’s request.

Deposits All incoming receipts shall be deposited, and deposited gross. That is, no money should be held back for petty cash or for other uses. Frequency of banking will depend on amount of checks.

Dual Signatures

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Any check over $5,000 requires two signatures – or – written permission from either the Treasurer or the President.

Electronic Banking Payments to the AAA should be made electronically to the AAA account whenever possible. Disbursements from the AAA will be made by electronic payment (online banking) unless the Treasurer/President request hand-written checks for presentation. The Treasurer will have access to the online payment roster at all times.

Incoming Check Processing The ED will keep a record of all incoming membership checks by name and/or university.

Internal Audits Internal audit responsibilities of the AAA are the obligation of the AAA Finance Committee, which shall be given guidance and direction from the AAA’s independent CPA firm. The Finance Committee will report the internal audit findings to the AAA Treasure, who will pass on the recommendations for improvements to the EC.

Investment Instruments The ED and Treasurer will provide an annual list of investment instruments to the Finance Committee and seek their advice and consent as to the continuation or change of these investments. The Finance Committee and the EC have approved the use of indexed CDs.

Signatures All AAA accounts will have a minimum of two signatures. For most accounts the possible signatures will be: the Executive Director, the Treasurer, the President, and the President-Elect. All signatures will be updated when one of the signatory officers is no longer on the EC – in the spring – either by new signature cards or, when feasible, by an account amendment. At that time the Treasurer, President, or President-Elect will be put on the appropriate accounts and other officers removed. In the case of a pending change in Executive Director, the new Executor Director will be put on the account and the current Executor Director removed from all but the

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working ED account. It is assumed that this working account will be closed during the first half of the following year.

Supporting Documentation Receipts or an invoice must accompany all disbursements. Requests for reimbursement and other invoices will be checked for mathematical accuracy and reasonableness before making a disbursement.

Treasurer’s Quarterly Review The Treasurer’s review will ensure that records are being accurately maintained and that there are no discrepancies in the accounting records. It is the Treasurer’s job to ask questions of the ED and to understand the data presented.

Global Conference Logistics – through 2017 1) The Global Conference will occur every odd-numbered year, e.g. 2015, 2017, etc. 2) Each Global Conference will have a unique and innovative theme. 3) The Global Conference will occur over three consecutive days during June or July. Late May is possible as well, but less convenient for some members. 4) Each Global Conference will consist of nine sessions. 5) If there are less than 100 attendees, it is recommended that there be no more than two simultaneous sessions. 6) Each competitive paper session will consist of either 3 or 4 competitive papers. 7) Every Global Conference will feature at least one keynote address. However, two keynotes are preferred, with one focusing on industry issues and one on cutting-edge research. Note: industry guest presenting a keynote address should receive a registration fee waiver in order to present. 8) There will be a maximum of four and a minimum of two sessions per conference day. 9) There will be at least a 15-minute break between sessions. 10) All global conference attendees should be paid members or pay a special non-members fee, equal to about 80% of the membership fee.

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Logistics – after 2017 1) A Global Conference will only be held when a suitable academic association is willing to co-sponsor the conference. 2) The logistics of the conference will be jointly determined by both associations.

Global Conference Chair – through 2017 The chair of the Global Conference is appointed by the EC and reports to the President of the Conference Year. The chair serves as coordinator of the conference papers and special topic sessions and editor of the Conference Proceedings. In this capacity the chair works with the ED and Conference Manager who are responsible for the logistics of the conference and negotiates agreements with cosponsors and suppliers. 1) The chair will complete the call for papers for the upcoming conference and send this information to the President and ED for informational purposes and any further input. The call will then be sent out to the membership for distribution by the chair, working with the ED. 2) The chair will receive and log in all paper submissions, and then will solicit reviewers, using past reviewers as a base. 3) While the chair should consider the reviewer’s commentary and ratings as a priority, the chair makes the final decision. 4) The chair will work with the Conference Manager to determine how many breakout rooms are feasible. 5) The chair will send out acceptances/rejections. 6) Prior to each conference, the EC will set a goal acceptance rate as well as a maximum acceptance rate for the conference. 7) The chair will group the accepted papers as desired, give the session a title, and forward the program to the President, ED, and Conference Manager for review and input. The chair will then forward the program to the web master for posting. 8) Although the ED is responsible for contracting for the production of the proceedings as agreed to by the EC, the chair should liaison with the Producer of the on-line Proceedings, to determine format(s) needed, etc. The EC will help to facilitate this. Specifics of working with ConfMaster include supplying:

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Preface (chair writes) Reviewer list (chair reviews) Conference Program to be used for Table of Contents by ConfMaster; checked by chair) Edited final submissions to be collated by ConfMaster Front Cover (work with ED to use same/ similar posted art) 9) Following the conference, the chair is responsible for writing a formal conference report to be reviewed at the Fall EC meeting. The report should indicate the number of papers submitted versus accepted, and indicating the strengths and the weaknesses of the competitive paper sessions.

Global Conference Chair – after 2017 1) The chair of the Global Conference is appointed by the EC and reports to the President of the Conference Year. 2) The duties of the chair will be determined by the Global Conference Committee (see below).

Global Conference Committee The Global Conference Committee will consist of: 1) Global Conference Chair. See duties and responsibilities above. 2) Academic Association Representative(s). The co-sponsoring organization will appoint one or more individuals to work with the President on the keynote(s), the Conference Chair on the program, and the ED and/or Conference Manager on logistics. This individual should be selected by January of the year prior to the conference (i.e. January 2018 for a 2019 conference). 3) The President at the time of the Conference. The President will work with the organizational representative(s) on the keynote(s) and actively solicit special topics ideas from senior faculty members who are experts in the chosen theme, work with the organizational representative(s) regarding special topics, as well as coordinate reviews of special topics. The President can ask another member of the EC to assist with the solicitation and/or review if preferred.

Global Conference Site A global conference site should, whenever possible: 1) Be attractive to our members (a survey of members will be taken every other year to ascertain destination desirability) 2) Allow us to work with a host association 3) Focus more on international educational issues 4) Help the AAA establish more international relationships

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Note that these criteria are based on an understanding that a global conference should have a specific reason for being - other than simply a "destination" - and that partnering with an association provides a huge cost-savings for AAA members. In those cases where more than one association in different countries have requested to co-host the conference, all associations will be notified on the decision prior to announcing the site to AAA members.

President’s Responsibility The President is ultimately responsible for any global conferences occurring during the President’s term of office. Appointed chairs of global conferences should cc the President, ED, and Conference Manager on any matters concerning conference arrangements or expenditures of monies (not program issues, per se) that have not been previously discussed and/or approved.

Graduate Student Travel Grants The President-Elect will be responsible for this program. Funding available, AAA will award at least six $500 travel grants to graduate students attending the annual conference to cover travel and/or lodging.

Grant Criteria -­‐ -­‐ -­‐ -­‐

Graduate students who submitted original research paper(s) to the AAA Annual Conference and plan to present the paper(s) if accepted. Applicants who received funding from this program in previous years will not be funded again and should not apply. Applicants must be current AAA student members as of the date of the application submission. Applicants must agree to attend the conference to receive the grant and present paper(s) cited in the application proposal and accepted for presentation.

Priority Consideration—in order of weight: -­‐ -­‐

1. Applicant who won the best student paper award. 2. Applicant who is presenting research paper(s) as a solo author, then first author, and second author status on multiple-author papers.

Application Requirements: -­‐

Applications should contain ALL of the following in a MS Word or PDF file:

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Name, university, address, phone number, email, expected graduation date List all papers submitted, with full author information for each paper (all authors should be listed in correct order)

Honoring Past Presidents & Distinguished Members The passing of past presidents will be announced at one of the conference luncheons and someone who knew the person will say a few words. Indeed, the Academy will recognize all of its members when they die, if the EC is aware of their passing. However in those circumstances where a member has distinguished himself/herself -- in their role as an academy member -- in some way contributing more to the AAA than the average member, the Executive Committee may take special steps to publicly highlight the important and special role the deceased member has played in the history of the American Academy of Advertising. This will normally be done by listing deceased members in the program and toasting them at the dinner.

International Advertising Education Committee The mission of the International Advertising Education Committee is to promote and facilitate the American Academy of Advertising’s role as a leading forum for sharing knowledge about scholarship, education and practice in international advertising. Not withstanding the above, 1) While the committee should, by all means, foster informal relationships with other organizations, only the Executive Committee is empowered to establish a formal relationship. 2) Based on the above, it is not AAA’s role to endorse any organization or any organization’s program(s). Nor is it our role to suggest membership in any other organization. While we can list multiple programs and organizations, no one organization should be highlighted.

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Listserves for AAA Announcements ACR-L Unmoderated listserv sponsored by the Association for Consumer Research. [email protected] ACCI Members of the American Council on Consumer Interests, an unmoderated list of people interested in consumer protection and education [email protected] AdForum Unmoderated listserv for advertising educators sponsored by the AAA. [email protected] AEJMC – Ad Division Association for Education in Journalism and Mass Communication [email protected] AEJMCPRD AEJMC PR Division [email protected] CRTNET Communication, Research and Theory Network of the National Communication Association (NCA). [email protected] EAA/ICORIA Our partner – the European Advertising Association [email protected] ECREA Mailing list of the European Communication Research and Education Association. Email: [email protected] ELMAR Moderated email list hosted by AMA covering academic marketing in general. [email protected]

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Membership Committee In addition to specific assignments, the committee is routinely responsible for recruiting and welcoming new members, promoting the AAA with new faculty and doctoral students from schools that do not normally consider AAA as a venue, conference assessment and, working with the ED, following up on non-renewals over the past three years. The committee should also be active in locating past/lost members.

Newsletter – Advertising Policy As of June 2008, the AAA Newsletter will carry an advertising fee for placement of ads in the Newsletter by commercial entities (e.g., publishers, etc.). The fee will range from $50 (up to 1/2 page) to $100 (from 1/2 page to a full page) depending on size. As a service to AAA members, the Newsletter will continue to post job listings free of charge as well as other types of announcements such as calls for papers, academic or advertising conferences, etc. A list of organizations for which we post conference information follows: As of 9/1/08 this list includes: • • • • • • •

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ACCI – American Council on Consumer Interests ACR – Association for Consumer Research Ad Division, AEJMC (Association of Educators for Journalism and Mss Communication AEJ – Association of European Journalists AMS – Academy of Marketing Science AMA – American Marketing Association AMA SIGS – Relevant Special Interest Groups (SIGS): Advertising, Consumer Behavior, Marketing Research, Marketing and Public Policy APA – (Division 23 – Consumer Psychology - see SCP below); APA – (Division 46 - Media Psychology) Amer. Agri. Econ. Assoc ICA – International Communication Association NCA – National Communication Association SCP – Society for Consumer Psychology (APA Division 23) SMA – Society for Marketing Advances

AAA members may also run a brief (1-sentence) announcement about newly released books in the Announcements section. If members wish to run larger ads or announcements about book releases, a partial or full-page ad may be purchased. 21

Officer Duties - Detailed 1. The Past President shall be chairperson of the Nominating Committee. 1) The Past President assumes this role at the Annual Conference. Nominations for the following year fall under the jurisdiction of the Past President who steps down at the Annual Conference. These nominations include officers and academic fellows. No later than November 1, the Past President requests that the general membership send in any nominations for fellows; all nominations are due no later than January 15. Fellow nominees must not be on the Nominating Committee, which means presidents must be 3 years removed from the EC; additionally, members of the Nominating Committee should not write letters on behalf of nominees. Voting for fellows will occur in the first week of February; the previous year’s membership list will be used for sending ballots. 2) The membership will be asked to submit nominations for officers; all nominations are due no later than February 1. As general practice, as chair of the Nominating Committee, the Past President compiles a list of possible candidates for each office from member nominations and suggestions from other members of the Nominating Committee. As per the AAA constitution, anyone that has 10 nominations must be on the ballot for that office. The Past President will discuss all candidates with the other members of the Nominating Committee and reach agreement on who will be asked to run for each office. The chair will be responsible for contacting the proposed people to be certain they wish to run for the offices as proposed by nominations and committee deliberations. All three members of the committee will discuss via email or phone and reach consensus on the final slate of officer candidates. Since most of members join near the conference timeframe, the officer vote will be held from March 1 through March 15, when the membership is closer to its peak. The current years’ membership list will be used. 22

3) The Past President is responsible for assuring that all eligible members are advised of the voting procedure and that all are given the opportunity to vote. The Past President is also responsible for the validity of the election. 4) Elected officers will assume their new positions at the Members’ Meeting. 5) The Past President will oversee the academy’s Mentor Program. 2. The President shall preside at all meetings of the Academy, but may delegate this responsibility when necessary. The President shall have whatever authority may be required between annual meetings of the Academy, but may not encroach on any specific grants of authority that may be made hereinafter by this Constitution to particular officers or committees. The President shall normally serve as Chairperson of the Program Committee. The President shall present a report of the status and progress of the Academy at the annual meeting. 1) The President is responsible for the upcoming Annual Conference. As such, the President is the go-between the Vice President and the President-Elect should there be any disagreement. The President will work with the ED on finalizing conference plans as suggested by the Conference Manager. 2) The President will arrange for a keynote speaker, if so desired. 3) The President is also responsible for the call for preconference proposals. If there are unusual financial obligations or arrangements, the proposal will go to the EC. 4) The President has the authority to “waive” conference fees - if deemed appropriate - for any guest attendee. Note that this is in addition to the current AAA policy of waivers for up to two non-AAA member industry participants per session who are attending only the pre-conference or a special topic session. 5) The President will send the names of members who indicate a willingness to serve as conference reviewer to the

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ED as soon as they are received so that the ED can add them to the ConfMaster system. 6) The President is also responsible for any global conferences occurring during the President’s term of office. Appointed chairs of global conferences should cc the President and Conference Manager on any matters concerning conference arrangements or expenditures of monies (not program issues, per se) that have not been previously discussed and/or approved. 7) While not usurping other officers’ responsibilities, the President will be the main contact with the Executive Director regarding approval or direction of items not assigned to other officers. 8) The President will ask the ED to keep a record of all decisions made by the Executive Committee made outside of official Executive Committee meetings for incorporation into the next minutes of the Executive Committee. 3. The President-Elect shall act for the President in his or her absence or disability, and shall perform such duties as may be assigned by the President or by this Constitution hereinafter. Accordingly, the President should keep the President-Elect informed of any and all problems/concerns/decisions. The President-Elect shall serve as coordinator of the special topics for the conference. 1) The President-Elect (the person to whom committees will report when president) will appoint all committee chairs and committees. During the months of January and February potential committee chairs will be contacted and a general email sent to the membership requesting information re: on which committees they would like to serve. This email should also request an update of who would like to serve as a conference reviewer in subsequent years. The incoming committee chair and members will meet with the outgoing committee at the annual conference. Current members and chairs are still active and voting members until the end of the annual conference. 2) Additionally, and especially in the case of the Awards and Research Committees, if a new Chair is appointed the President-Elect should assure that the hand-off from the prior

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year’s chair should be transitioned as soon as possible to assure a smooth transition of information and procedures. 3) The President-Elect will send emails to all appointed committee members and a “charge” to each committee, after talking with the committee chairs, no later than the first week in March. 4) The President-Elect will assure that a listing of new officers and committee chairs/committees are sent for posting on the web in a timely manner. 5) For the Annual Conference, the President-Elect will serve as coordinator of the special topic sessions and prepare the special topics call for posting. 6) The President-Elect will work with the Vice President to receive and log in all special topic submissions, utilize the current reviewer list and assure that each special topics proposal is reviewed by a minimum of two reviewers. 7) In conjunction with the Vice President, the President-Elect will determine how many special topic proposals should be accepted. 8) The President-Elect will manage the mobile app for the Annual Conference, be it Guidebook or another platform. 9) The President-Elect will manage the Graduate Student Travel Grant awards. 10) The President-Elect will work with the Treasurer and Executive Director in formulating the following year’s budget (to be in effect when the President-Elect will be President). 11) The President-Elect will work with the Communication Committee overseeing the content editor(s) of the website. 12) Any new directive or project emanating from the EC (special task forces, etc.) will fall under the jurisdiction of the President-Elect so that there is a continuity of follow-up and direction in subsequent year(s). 4. Vice President shall act for the President-Elect in his or her absence or disability and shall perform such duties as may be assigned by the President. The Vice President shall serve as

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Coordinator of the conference papers and editor of the Conference Proceedings, unless he or she declines. 1) The Vice President will prepare the call for papers for the upcoming conference and send this information to the President-Elect for review and comments. The Vice President and President-Elect are jointly responsible for the dissemination of conference information beyond AAA members. 2) The Vice President will inform the Executive Committee if he/she will serve as editor of the Conference Proceedings. If the Vice President opts not to do this, the President will work with the Publications Committee and the ED to determine who will edit the proceedings. 3) The Vice President will receive and log in all paper submissions, utilizing the reviewer list embedded in ConfMaster. 4) While the Vice President should consider the reviewer’s commentary and ratings as a priority, the Vice President is not held to these ratings. 5) The Vice President should group the accepted papers as desired, give the session a title, and forward the program to the President in the format agreed with the President. The President can request that the ED substitute as this liaison. 6) The Vice President will process papers for the best paper award. The four or five best paper candidates, as determined by the initial reviewers, will be judged by a committee of 5 including the two (2) immediate past Vice Presidents (because of the recent awareness of papers) and three (3) members of the Research Committee. The Vice President will liaise with the Awards Committee Chair to process the plaque. 7) Although the ED is responsible for contracting for the production of the proceedings as agreed to by the EC, the Vice President should liaison with the Producer of the online Proceedings, to determine format(s) needed, etc. The ED will help to facilitate this. (see policy on chair of Global Conferences – pg. 6). 8) It is the VP’s responsibility to update the ConfMaster instructions based on his/her experience with the system.

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5. The Secretary shall keep the minutes of all business meetings of the Academy and carry out all other activities assigned by the President. 1) The Secretary is responsible for the minutes of all business meetings including the Fall EC meeting, the Spring EC meeting, the Spring Member’s Meeting and any other AAA business meetings. The Secretary shall work in conjunction with the President and Executive Director to ensure the accuracy of the minutes as well as any attachments. All minutes (and any attachments) shall be forwarded to the President & Executive Director– at least in draft form – no later than two weeks following the meeting. The President & ED will review and the President will forward revised, if necessary, minutes to the Executive Committee for review; changes will be made to the minutes and accompanying attachments by the Secretary and finalized within one month of the Executive Committee meeting. 2) In addition to the minutes, the Secretary is responsible for working with the ED to check the accuracy of “official” AAA documents—defined as those provided by AAA officers, directors or committee chairs—posted on the AAA website including but not limited to a current and accurate list of officers, committees, awardees and fellows (i.e., names, titles and contact information, if needed), official AAA calendar, changes to the constitution or by-laws, any noted missing official AAA information and the Member’s Meeting minutes. 3) The Secretary, in conjunction with the Executive Director, should assure that corporate minutes are available electronically for review at any time. Per the website policy, the minutes of each year’s Member’s Meeting from the annual conference should be posted on the website as soon as it is practical to do so. Minutes from EC meetings should not be posted online. 6. The Treasurer shall be responsible for the oversight of the funds of the Academy. The Treasurer shall present a financial report of the Academy's financial affairs to the Executive Committee and to the membership at the Academy's annual meeting, and shall perform such other duties as may pertain to this office. 1) The Treasurer will prepare, in consultation with the Executive Director and President, and present a draft budget at the fall meeting of the Executive Committee for the upcoming calendar year. After reviewed and agreed by the Executive

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Committee the budget will be reviewed and approved by the Finance Committee. 2) Approval for any expenditure over $500 must be approved by the Treasurer (cc the President) or the President (cc the Treasurer). 3) The treasurer prepares bi-annual income/expense statement and budget status reports to the president. In the case of an outgoing treasurer/incoming treasurer, the out-going treasurer is responsible for the previous years’ annul financial statement since it is the out-going treasurer who has worked with the finances for most of the year. 4) The treasurer reviews the Academy’s investments with the EC and Finance Committee on an annual basis. Any change in investment policy will be discussed prior to implementation with the Finance Committee for their advice and counsel. 5) The treasurer will oversee the Executive Director’s work in the area of tax preparation and will ensure that appropriate tax returns are filed on time. 6) The treasurer should monitor the progress of the auditor’s management report or audit in conjunction with the Executive Director. The auditor’s report should be sent simultaneously to the Chair of the Finance Committee and the Treasurer. The treasurer will review the auditor’s report with the EC together with any questions poised by the Finance Committee. 7) The treasurer maintains, or assigns maintenance, of those documents that would be needed in case of an audit. Normally the Executive Director should have this documentation. 8) The treasurer will also take the lead in sales/solicitation of advertisements and exhibitors for the Annual Conference. Obviously, follow-up logistics lie with the meeting planner and the responsibility of collecting money from sponsors lies with the ED. 7. The Executive Director (ED) shall be selected by the Executive Committee to assist it in its work. The Executive Director shall meet with the Executive Committee, but shall not have a vote. The Executive Director shall, on instructions from the Executive Committee, be responsible for all Member and Financial & Business

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Services of the Academy, including such duties as: issuing checks; collecting membership dues; maintaining a complete and accurate accounting of all receipts, disbursements, and membership records; initiating and coordinating periodic mailings; contracting with the printers of the annual conference Proceedings and Membership Directory; maintaining copies of past conference proceedings and other Academy documents, and executing such other duties as are necessary. The Executive Committee shall authorize the reimbursement of the Executive Director's reasonable expenses incurred in the performance of Academy duties. 1) As the individual with the longest term of office, the ED will represent the Academy at all national and international Academy and on-going associated meetings (ACEJMC, etc.) 2) The ED is the day-to-day contact with the Conference Manager and responsible for training, advising, and forwarding questions to AAA officers as appropriate. 3) The ED will work with suppliers/publishers/etc. in providing information, for any proposals to the EC. The ED will negotiate final contracts/agreements as directed by the EC for EC approval. 4) The ED will keep copies of all negotiating contracts with hotels, publishers & other service providers. Copies will be shared with all appropriate parties. 5) The ED is responsible for searching out historical AAA information and policies for the Academy. 6) The ED will maintain the Policy Manual and will advise officers and committee chairs of policy as appropriate. 7) The ED will be the lead person for all copyright, trademark, and similar legal/governmental dealings. 8) The ED will collect all moneys. Likewise, access to all AAA credit card payment sites will be made available to the ED for proper recording of credit fees. 9) The ED, under the Treasurer’s supervision, will maintain all bank accounts and issue disbursements in accord with the financial and investment policies listed elsewhere in this manual. 10) The ED will prepare financial reports as appropriate, including draft budgets, for review by the Treasurer and the EC. 11) The ED will alert the Treasurer and/or the EC of any overbudgeted expenditure prior to paying it. 12) The ED is responsible for the maintenance and updating of membership records and member data. Assuming a webbased program, only the member and/or the ED will change membership data.

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13) Any questions regarding membership, membership counts, etc. will be handled by the ED. 14) The ED will liaise with the publisher of all AAA journals in providing data for Journal mailings/access, including on-going membership updates and address changes. 15) The ED will be the main liaison with ConfMaster and will set up and update the site as necessary. 16) The ED will work with the Vice President regarding and/or contracting for the production of proceedings and help to facilitate this. 17) All requests for proceedings copies will be handled by the ED, including the preparation of labels and CDs from the master. 18) The ED will work with officers and committee chairs as appropriate. 19) All member and potential member requests will be directed to the ED. 20) The ED will coordinate and send all electronic and paper mailings to members except those specifically authorized by the President. 21) The ED will archive all current material on a yearly basis. *The term of all officers, committee chairs, and committee members extends from the Member’s Meeting at the Annual AAA Conference to the next Member’s Meeting the following year. Net: the “gavel” passes at the Member’s Meeting.

Officer Elections No later than November 1, the Past President requests that the general membership send in any nominations for officers; all nominations are due no later than January 15. If a candidate withdraws his/her name after the slate has been announced, we do not seek a replacement. Therefore, the candidate for that position will run unopposed. If the candidate withdraws before the announcement, the Nominating Committee will seek a replacement. The names of nominees who drop out prior to the announcement will be kept confidential to maintain the reputation of our members and the integrity of the nomination process. Since most of members join near the conference timeframe, the officer vote will be held from March 1 through March 15, when the membership is closer to its peak. The current years’ membership list will be used.

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Only short bios (200 words) will be posted; candidates are not to write vision statements.

Proceedings’ Reprint Policy Permission will be given for individual reprint of articles under copyright from the AAA Proceedings based on the following guidelines: 1) Author(s), consents if available, desire the reprint 2) Person requesting is a legitimate academic or professional (check out university/ agency/ actual requester) 3) Publisher is legitimate (check out publisher) 4) One-time use only 5) Must source AAA and ISBN number 6) Author(s) and AAA receive copy of book/article/whatever containing article. Authority for approval will rest with the Executive Director. If approval is questionable, the Secretary will be consulted. Starting 2013, AAA Proceedings are no longer under copyright protection.

Proceedings’ Self-archiving Policy The abstract of an Author's article, with standard bibliographic information about the place and date of publication, may be posted anywhere at any time. For articles published in proceedings under copyright protection, full bibliographic information for the final, published version with a link to the American Academy of Advertising’s publication website, http://www.aaasite.org/Proceedings.html must be included.

Publications Committee (PC) Responsibilities and Procedures Responsibilities of PC Based on a review of the original agreement between the Executive Committee and the Board of Directors of the Journal of Advertising, dated April 1981, which established the Publications Committee and detailed membership

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requirements: a) The original purpose of the PC was to direct editorial policy and operational management, and appoint editorial staff. b) The above is based on the following: “…basic fabric of academia that research publications be protected from intrusion by any who would use individual influence to direct or otherwise manipulate the editorial product of the publication…the editorial direction is a Publications Committee decision and must remain so.” c) Per the agreement, operational staffing (also including publishers) and financial planning is done in consultation with the EC. The actual publication responsibilities of the PC include the AAA collection of academic journals and any other academic publications owned by the organization. It does not include publication activities that would fall under member or informational communications such as the newsletters and/or websites. The PC chair is required to update files and information on past committee members, their terms of office, and letters or forms used to select editors or make other decisions in the past year, and the exiting chair is expected and required to pass the information to his or her successor, along with copies to the ED for purposes of archiving and preservation of information.

Selection of PC The by-laws stipulate both the President’s appointment of the PC chair and the means by which other PC members are appointed. The President-Elect will appoint the committee chair during the month of January/February. Because of the long-term nature of the committee’s work, the chair of the Publications Committee – although only serving as chair for one year – must be chosen from the PC members who have already served at least one year on the committee. By December 31st, the ED will provide the PC a list of potentially eligible members who have held continuous AAA membership for five or more years as well as attended at least three annual conferences within the last five years.

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The ED will also provide this list to the JA, JCIRA, JIAD editors and associate editors as well as to the JA senior advisory board members. The PC chair will follow up with these individuals to solicit and review names. The PC will discuss the list of potential candidates and forward this list to the President-Elect. The President-Elect can request that the PC provide a minimum of five names per vacancy. Only the President-Elect will contact potential members.

Publications Committee Membership Criteria 1) No one will be on the slate that already has a colleague from the same school continuing on the committee unless the member has changed schools after being appointed to the committee. Because some schools have multiple AAA members, we'd not want an appearance of undue influence from any single school. 2) No one can hold a consecutive term on the PC. However, after a minimum four-year period off of the committee, the PC can suggest previous members. 3) All members must: a) be an active member – as previously defined by the EC; b) have attended at least three of the last five annual conferences; c) have published at least once in JA or a comparable quality journal; d) be at least an associate professor; e) have served on the editorial review board of one of the AAA journals or a comparable-quality journal; 4) Preference will be given to members who have been an editor, an associate editor, or a guest editor. 5) If there is a choice between two people, preference will be given to the member who is more senior in AAA activity and campus rank.

Editorial Responsibilities All decisions regarding editorial policy (associate editors, editorial policy, etc.) are the responsibility of the PC without EC approval or 33

input. In other words, the EC has in the past remained – and continues to remain - “hands off” with editorial decisions of this nature and leaves the decision entirely up to the PC/editor. The EC should be asked for approval only if there are business/financial concerns. That said, however, it is the desire of the organization that the AAA logo always appear in red (PMS 032) on the cover of AAA publications.

Journal Editor Selection The AAA now hosts three journals. Each has an editor with a threeyear appointment. The appointments are staggered, meaning the PC will be interviewing and appointing a new editor at every spring meeting. The following schedule outlines the timetable and responsibilities for the PC and the EC during this process. The schedule below is for an editor that begins Jan 1, 2018. At every spring meeting, the PC will be interviewing candidates for one editor position and reviewing the call and discussing possible candidates for a second editor position (i.e. in 2017, the PC will interview candidates for JIAD editor and discuss the call and possible candidates for JCIRA editor). The ED and PC Chair should update this schedule at the annual AAA Conference. Spring meeting at 2016 PC the Annual Conference Fall EC meeting

2016

November 1

2016

NovemberJanuary February 1 February 15 Spring meeting at the Annual Conference

2016

June

2017

2017 2017 2017

Review call for editor; discuss possible candidates that PC members will encourage to apply. Forward call to EC. EC Review call; make any editor recommendations to PC Chair. PC Call for Editor posted on AAA and all AAA Journal Websites, emailed to members. PC Outreach to potential candidates to encourage them to apply Applications due PE Appointment of PC chair PCInte Interview candidates and recommend editor to EC. Announce new editor at business meeting New editor begins transition in preparation to take over as editor full time on January 1, 2018.

Draft editor call in appendix. 34

Suggested questions to Ask Editor in appendix

Journal Policies (applicable to Journal of Advertising, JCIRA, or JIAD) Best Article Award Shortly after the final issue of a volume is mailed out to subscribers, the editor of each journal sends a reminder to the person who was chair of the Publications Committee during the year for which the award is to be given, along with a list of all articles that appeared in that year’s journal. A letter is then drafted by that Chair to the AAA members, including the list of papers, asking them to nominate up to two papers as best articles. A deadline is set for the end of January or early February, allowing time for people to receive and read the last issue. The letter is sent to the AAA Executive Director for distribution. Should the Publications Committee Chair have a paper appearing in the journals in the year in which the nominations are being collected, the Chair can delegate the task of collecting nominations to someone else on the Committee – by notifying the AAA President and the nominee. After the nominations are received, the list of the top 5 mostnominated articles (excluding self-nominations) and the number of votes received by each article is forwarded to the JA editorial review board and the editor for that year, asking them to vote on a best article from those five, and they vote by giving a rank order their top three choices. The editor tallies the vote and communicates the results to the AAA President, the Executive Director, and the current chair of the Publications Committee who makes the presentation at the conference. --- EXAMPLE LETTER --Dear AAA Member, On behalf of the American Academy of Advertising Publications Committee, I am soliciting your nominations for the "Best Journal of Advertising Article in 2XXX. Please take a few minutes to look at the JA tables of contents below and let me have up to two nominations (author & title) in return email. Nominate up to two papers and, in fairness, do not nominate your own 35

work. The list of most-nominated papers will be sent to the JA editorial board, whose members will then vote. The winner will be announced at the next AAA conference. Please respond to (email) by midnight February 3, 2XXX, and your participation would be greatly appreciated. Only AAA members can nominate. If you are no longer a member, please ignore this call. Once the Best Paper is chosen, the other close finalists (no more than two) will be notified that they received honorable mention for the award. These honorable mentions will also be announced at the awards’ luncheon. The JA Editor will disseminate information about awardees to all appropriate list serves and organizations. Editorial Review Boards for all AAA-owned journals Although AAA membership is not mandatory for ERB members, they should be strongly encouraged to join AAA. Editors should suggest this to all potential members of the ERB. Editor Compensation Each journal editor will submit annual budget and any additional funding requests to the PC and the PC will review and make funding recommendation to the EC. Funding for all journals will be determined by the EC based on each journal’s needs, its contribution to the Academy, and the funds available. Reviewer Recognition Each journal editor should decide what to do and how to recognize excellent reviewers. However, the number of reviewer awards should be limited to one Best Review Board Member and one Best Ad Hoc Reviewer per journal. Term of Editorship The editor shall have a 3-year term with the option to interview for an additional 3- year term; the first term begins with the effort to publish Issue #1 of the year for which the editor is appointed and ends with the last issue of the 3rd year – for biannual publications this will be issue #2; for quarterly issues, #4 Editor Transition Policy Operating premise: to give an editor as much control as possible over content of journal issues which has his or her 36

name on the cover as holding that position. In the most recent transition, the outgoing editor had enough work on hand for the rest of the year even before new editor was selected. To facilitate transition, there is a need for coordination between incoming and outgoing editors. Editor terms begin and end with the calendar year, but that references the issues for which they are responsible (and have their name on the masthead), even though work on the first issue of each year begins many months before the start of the New Year. 1) The in-coming editor should start to step into the process of editorial management (dealing with submissions, reviewers, and making accept/reject/revise decisions) immediately following the announcement of his/her appointment, taking over full editorial management as soon as the outgoing editor has accepted enough papers to fill all remaining issues for that current year. 2) The out-going editor will continue all production management (final details of paper, deciding placement of papers, liaison with publisher, etc.) for all issues carrying the publication date of the final calendar year of his/her editorial service. The in-coming editor handles all production management for issues carrying the date of the next year. Since the spring issue of the Journal goes to press toward the end of the prior year, the in-coming editor takes over this responsibility, working with the publisher’s production manager in the fall prior to the calendar year of official editorship. 3) Once transition is handed off, which is as soon as possible after enough papers are accepted for the outgoing editor’s last year, normally by June 1, the in-coming editor should complete all editorial management and production management duties. Even if a revise and resubmit letter has been sent by the outgoing editor, subsequent decisions and reviews will be handled by the in-coming editor. Reviewers of current papers would be notified to sent their recommendations to the incoming editor as of the final transition date, except in possible rare instances where incoming editor can ask outgoing editor to handle final stage of a few papers fitting more in the latter's expertise. (This last item is an option and decision of the incoming editor.) An offer

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to revise and resubmit is really a rejection – with an offer to resubmit; as such, it falls under the jurisdiction of the incoming editor. Costs Incurred in Transition If costs are involved in the transition over and above what is facilitated and paid for by the publisher, the Publications Committee will seek an “over-budget” authorization from the President and EC by June 30th of the transitional year.

Publisher The publisher produces, distributes and sells the journals on behalf of the AAA. Publisher Determination The PC prepares an RFP (a sample is attached in the appendix) The editor (who reports to the PC) provides one of many sources of information on the publisher, the Publications Committee recommends one, two or three publishers – in rank order with rationale - and the EC either accepts this recommendation of sends the decision back to the PC for further evaluation based on the fiduciary responsibilities of the EC. Finally, the EC makes the decision and signs the contract based on the ultimate fiduciary responsibility of the EC. Since operational staffing (now publishers) is done in consultation with the EC, at least two members of the EC will sit in on publisher interviews so that information is available, on a first hand basis, to the EC, which has the final decision regarding publisher choice. Publisher Review Following the appointment of a new publisher, questions for the annual review should based on the then current contract. Possible questions include: Schedule: Submission, Production, and Distribution 1. Please provide a summary of the previous year’s publication schedule. 2. For previous year, provide dates (1) JA editor submitted manuscripts and (2) issues were printed and released to subscribers. 3. Were all issues distributed in within the calendar year? 38

4. Is there a way- or need - to shorten production process (copyediting, proofreading, and printing)? Annual Page Allotment 1. Please provide a multiyear summary of pages per issue. 2. Are there any issues that need to be addressed? Access 1. Please summarize electronic access efforts related to your journals. 2. Are you providing online access to articles for subscribing libraries? 3. Summarize article popularity. Marketing Efforts 1. Please describe all marketing efforts to promote the Journal. (e.g., direct mail, advertising, conference attendance, catalogs, newsletters; domestic and international efforts). 2. What else can be done (short and long term efforts)? 3. What are you doing to promote international subscriptions? . Royalties, Revenues, and Subscriptions 1. Provide an accounting of the (1) number of subscribers, (2) JA revenue, and (3) royalties to AAA. 2. How are subscriptions trending over the last three years? 3. Please detail JA revenue by category (e.g., subscriptions, back issue sales, advertising, licensing, reprints, list rental, etc.). 4. Provide a breakdown by type of subscriber (e.g., libraries, individuals, associations, domestic, international). Pricing 1. Provide a multiyear summary of subscription pricing by subscriber category (e.g., Individual US/Intl, Library US/Intl). 2. What is your recommendation and rationale for price increases? Other 1) How do sales/distribution of our journals compare to comparable titles? 2) What else might you/we do to increase revenue? .

Research Awards Both research fellowships and dissertation awards are handled by the Research Committee. Persons submitting proposals must be current

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members of the American Academy of Advertising. Awardees must be AAA members and must also maintain membership at least until the project is completed. Note that inclusion on the committee does not mean that one cannot apply for one of the committee's awards. If a committee member applies for a grant, the chair of the Research Committee will remove that member completely from the review process for that particular grant. While members can submit as many single or joint proposals as desired within a given year authors cannot receive funding for more than one proposal. Based on the reviews, should more than one paper containing an author’s name receive high rankings, only the highestranking one will be funded. Authors who receive funding cannot make any other submission, singly or jointly, while their Fellowship is active. Should the author do so, the paper will be automatically discarded. Fellowships are active until recipients (a) complete the Fellowship by submitting a manuscript of any one of AAA’s three journals, Journal of Advertising, JCIRS, or JIAD (and that any one of these three publication should have first right of refusal for the manuscript) within the three-year time limit and receive the second half of the award or (b) forfeit the second half of the award. The monies available for research awards will be confirmed to the Research Committee Chair shortly after the fall EC meeting. AAA award money for dissertation fellowships can be given to the recipient as soon as the recipient is selected. Recognition will be given at the Annual meeting. Note that the Dunn Award can be awarded to any dissertation proposal with a global component. It need not be applied for, per se. The Research Chair should also disseminate announcement of winners to appropriate list serves, etc. All research and dissertation awards have a three-year limit for completion.

Reviewer Criteria Reviewers for these awards should be Ph.D. holding faculty members at the assistant professor rank or higher, with associate and full professor reviewers preferred. Reviewers should come from the current AAA Research Committee membership, but may be

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recruited beyond that membership if deemed necessary by the AAA Research Committee chair.

Support of non-AAA Publications Funding permitting, the AAA will strive to support educational advertising publications. The AAA currently supports the publication: Where Should I Go To Study Advertising & Public Relations in the amount of $1,000 (2009) and the Journal of Advertising Education in the amount of $500 (2009).

Travel & Reimbursement Policy Member reimbursement requests (such as for travel or authorized purchases) are to be submitted within 45 days after the travel or purchase takes place. Any one submitting a reimbursement request after this time period will require special permission from the President for reimbursement.

Authorized Travel Only budgeted travel will be reimbursed. Travel that has not been budgeted will be considered on a case to case basis and require Treasurer and Presidential approval (change to budget). The AAA will reimburse personal vehicle mileage at mileage reimbursement rates used by the Federal Government (www.gsa.gov/mileag). Other travel related expenses, shall be reimbursed (with proper documentation) up to the rates used by the Federal Government for each state (www.gsa.gov/perdiem). These include lodging, meals, coach air travel and incidentals such as parking, taxi, Internet use, etc. Should attendance at a specific conference or meeting hotel be involved, the AAA will reimburse a higher negotiated room rate – with backup from the conference/meeting organizer.

Committee Expenses A budget will be provided to committees for expenses. Reimbursable expenses include supplies, guest entertaining, etc. These monies are not to be used for committee meals.

EC Reimbursement for Fall Meeting

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If rooms must be “paid” rather than “comped” for the Fall EC meeting, AAA will automatically pay for up to two nights lodging per officer. Officers can request a $150 subsidy for the Fall EC meeting (current as of 12/07) based on the fact that not all schools covered travel to this meeting. Either an airline ticket or expense report showing mileage should be submitted for this reimbursement.

Use of AAA Name Any use of the AAA’s name in conjunction with another organization, event, endorsements, etc. must be approved by AAA’s EC.

Website 1) Whereas the AAA website was created to serve the Academy and all of its members, its content shall, first and foremost, follow the principles embodied in the objectives of the American Academy of Advertising, as stated in Article 2 of the AAA constitution. 2) In keeping with these objectives, the AAA website is not intended to provide or encompass materials about advertising or advertising education for use by the general public or undergraduate students, but to serve professional involved in teaching, researching, or practicing advertising. 3) In order to serve all constituencies without bias, the website should treat all members and member interests in a fair and balanced manner. 4) The reputation (i.e., brand image) of the AAA should be carefully considered and protected when any change to the website is considered. 5) To protect the integrity of the website and the AAA, no content should be posted on the website by anyone other than the website manager or the ED. As appropriate, this responsibility is shared with other designated AAA officers, committee chairs, and publication editors. Therefore, content areas like “blogs,” “chat rooms,” and “personal member pages” generally are not in keeping with the AAA mission. Links to such content, however, may be posted in an appropriate location (e.g., on a “links” page) without the Web manager assuming responsibility for the linked websites.

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6) To avoid diminishing the value of other AAA publications (e.g., the Newsletter) or information outlet, duplication of content generally should be avoided, unless there is a clear and justifiable reason for doing so. 7) For purposes of this policy, the term “advertising” shall encompass all aspects of marketing communication, not limited to traditional paid placement in print or broadcast media. 8) All substantive changes in the website (e.g., new sections) should be submitted to the AAA Communications Committee for approval, and such proposals should be accompanied by a written rationale. 9) The minutes of each year’s Members’ Meeting, from the annual conference, should be posted on the website as soon as it is practical to do so. Minutes from committee meetings should not be posted for public viewing. 10) Complete proceedings should be posted on the member’s only section and an on-going proceedings’ table of contents should be posted for all to view. 11) The web manager should seek to keep the website current, updating information in a timely manner and removing content areas that do not serve the AAA Objectives or areas that are “dead” or unused for a significant period of time. 12) The web manager will report to the AAA Communications Committee and all requests should be made to that committee.

Web manager This position has two main responsibilities: -Design, develop, and maintain the AAA website, and - Posting of content as approved by the Communications Committee, AAA Officers and Executive Director . 1) Primary duties/responsibilities include: the regulation and management of access right of different users of the web site, the appearance and setting up of web site navigation and design, and the functionality of the website. The web manager handles suggestions and inquiries regarding use of the website, manages the computer server, uploads files for publication, updates pages, corrects errors, fixes links and responds to technical inquiries. In this capacity, the Web manager reports to the Communications Committee.

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2) Since the website also houses the AAA membership data bank, which is the responsibility of the Executive Director, the web manager’s responsibility is solely the design, functioning, and updating of data input fields. The Executive Director is responsible for updating all specific member information. 3) The web manager is not responsible for creating content but rather for posting as directed and deleting outdated information. In this capacuty, the web manager works with the President, Executive Director and communicatons committee. The web manager accepts conference related materials from the Vice President, President Elect and Director of Conference Services, uploads newsletters as forwarded by the Newsletter Editor and Proceedings as forwarded by the Vice President or Editor of the Global Conference Proceedings. While it is the responsibility of AAA officers to get materials to the web manager in a timely fashion, the web manager is responsible for posting received materials within four days. The Web manager will liaise with the Communications Committee or Executive Director if is there are any questions about postings or changes. 4) While the web manager is responsible for all content placement, should the web manager be unavailable for any prolonged time period, the web manager will allow access to postings by either the Executive Director or another identified person. So that the web manager can post information from other organizations in a timely fashion, the web manager is authorized to post calls for papers and academic conferences if the organization is on the EC approved list. As of 10/08/08 this list includes: • • • • • • •

• • • • • •

ACCI – American Council on Consumer Interests ACR – Association for Consumer Research Ad Division, AEJMC (Association of Educators for Journalism and Mss Communication AEJ – Association of European Journalists AMS – Academy of Marketing Science AMA – American Marketing Association AMA SIGS – Relevant Special Interest Groups (SIGS): Advertising, Consumer Behavior, Marketing Research, Marketing and Public Policy APA – (Division 23 – Consumer Psychology - see SCP below); APA – (Division 46 - Media Psychology) Amer. Agri. Econ. Assoc ICA – International Communication Association NCA – National Communication Association SCP – Society for Consumer Psychology (APA Division 23) 44

•

SMA – Society for Marketing Advances

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American Academy of Advertising: Awards, Fellowships and Competitions [as of June 2013] AWARD HOW OFTEN

PLAQUE

SELECTED BY MONEY

Journal of Advertising Best Article Award Yearly Plaque $500 Best Conference Paper Award Yearly

JA Editorial Review Board*** VP, last 2 VPs, Res. Cmte. rep

Plaque

None

Best Student Conference Paper Award Yearly Plaque

None

Research Fellowship Awards Yearly

Research Committee Varies* $1,000 - $3,000

Number Varies None

VP, last 2 VPs, Res. Cmte. rep

Doctoral Dissertation Competition Awards = # Varies Yearly None Varies

Research Committee $1,000 - $2,500

Ivan L. Preston Outstanding Contribution to Research Awards Committee Varies Plaque $1,000 Charles H. Sandage Award for Teaching Excellence Varies Plaque None Kim Rotzoll Award for Advertising Ethics and Social Responsibility Varies Plaque

None

Billy I. Ross Advertising Education Award Varies Plaque

Varies

Fellows of the American Academy of Advertising Varies Plaque

None

American Academy of Advertising Distinguished Service Award Varies Plaque

None

S. W. Dunn International Advertising Award Varies None

Varies

Awards Committee**

Awards Committee** Awards Committee** Nominating Committee

Awards Committee** Research Committee

Mary Alice Shaver Promising Professor Award Awards Committee Varies Plaque None *Amounts determined by Research Committee; committee members recommend, committee chair has final decision on recipients and amounts of money. **Must be approved by Executive Committee. ***AAA members nominate; Publications Committee Chair tabulates nominations and prepares a list voted on by members of JA Editorial Review Board.

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Guidelines for Emerging Scholar’s Pre-Conference •

Find good co-chairs. It is a requirement that one co-chair be a very well known and respected in the field. It is also a requirement that at least one co-chair is very motivated and is willing to invest some serious time to putting together a solid workshop.

•

Compile a potential list of resident faculty to participate/chair/moderate sessions. The senior co-chair (as mentioned above) should be able to generate a list fairly easily. An important consideration is inviting participants from schools with “big” doctoral programs. This will increase the potential attendance at the workshop (presumably the resident faculty will recruit students from their own doctoral program to participate).

•

Put together a “wish list” for sessions that would be of interest to doctoral students and junior faculty. Consider breakout sessions where workshop participants can spend individual or small group time with resident faculty discussing research projects/ideas. With the optimal program in mind, plug in faculty that would fit best in the individual sessions. Assume that most of the invited resident faculty will participate, but also think of potential alternates.

•

An important consideration is keynote speakers. Unlike resident faculty, you should not assume potential prominent keynote speakers would automatically agree to participate. Consider inviting “heavy hitters” that do not regularly attend AAA, but have done important advertising work. If you cannot get a very firm commitment from a single keynote speaker, consider inviting a “panel” of keynote speakers so you will still be ok if the primary keynote has to drop out.

•

Try to find sponsors for the lunch an afternoon reception. You will maximize attendance if you can reduce the cost of attending the workshop as much as possible.

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Once the program is set, publicize the heck out of the workshop. This includes posting announcements on various list serves (AAA, AMA, ACR, etc.). Also, ask the resident faculty to actively recruit doctoral students and junior faculty from their departments. Consider compiling an email list of junior faculty and doctoral students at all the major ad schools and sending personalized email invitations to them.

•

Consider designing your program so that it is of interest to BOTH doctoral students AND junior faculty to increase potential attendance.

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•

Consider providing resident faculty and workshop participants some sort of recognition for attending (e.g., plaques).

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Draft Special Pre-Conference Event Proposal American Academy of Advertising Conference Date Place Junior Faculty and Doctoral Student Consortium Organizer(s) The purpose of this preconference event is to provide junior advertising scholars (doctoral students and junior faculty) an unprecedented opportunity to learn from some of the most accomplished leaders in our field in an intimate, positive, and encouraging environment. (The event co-chairs will work diligently to encourage participation from accomplished scholars.) This full-day event will feature timely and practical sessions relevant to junior scholars such as navigating the review process and getting published. But perhaps more importantly, the event will feature interactive sessions that allow junior faculty and doctoral students to get “one-on-one time” and customized advice from senior scholars. These “networking” sessions will consist of a more formal session focused on advice on a particular project or idea and then will be followed by a reception that will encourage the mingling of junior and senior scholars. Junior scholar participants will be required to submit a brief, one-page research proposal to be discussed with a senior faculty member at the afternoon formal networking session. We think the structure of our program, combined with the distinguished scholars who have tentatively agreed to participate, would generate strong attendance in this pre-conference event. Senior scholars presenting and/or leading the panels would not be expected to register for the pre-conference event. Proposed Program (All participants listed below have tentatively agreed to participate unless indicated by an asterisk; in which case we are still waiting for a response) 8:30-9:00: 9:00-9:15: 9:15-10:30 10:30-12:00 12:00-1:30: 1:30-3:00 3:00-4:00 4:00:

Breakfast Welcome and Introduction Setting a Research Agenda Navigating the Review Process and Getting Published Lunch with the Editors (Roundtable Discussion) Interactive Breakout Sessions Based on Career Stage A: Completing the Degree and Landing a Great Job B: Early Career Success Formal Networking Session: Junior scholars are paired with senior scholars to discuss research proposals Closing remarks followed by Informal Networking reception with food and drink (sponsored by whomever)

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Draft Call for Editor Journal of Advertising Application Deadline: The American Academy of Advertising (AAA) seeks an Editor for The Journal of Advertising (JA), published quarterly by Routledge. Editorship is a three-year appointment. The JA Editor appoints members to the JA Editorial Board, works with Routledge to ensure a timely production process, provides bi-annual reports to the AAA Publications Committee regarding submissions and processes, and oversees JA's content. Candidates must be current members in good standing of AAA. JA encourages discovery and development of (a) valid theory and relevant facts regarding the behavioral and philosophical aspects of advertising communications, and (b) the relationships between these and other components of the advertising business and related disciplines. Candidates should provide evidence of demonstrated excellence in research and publication in the field of advertising. Preference is given to candidates whose educational background, experience, and research accomplishments provide direction for the future development of JA. The Editor is expected to attend the AAA annual conferences and report to the AAA Publications Committee and is required to be an AAA member during the period of Editorship. Endorsement from the Editor's institution is required (see below). Finalists will be interviewed at the 2013 AAA Annual Conference in Albuquerque, NM, April 4-7, 2013. To Apply: Submit (1) letter of interest, (2) statement of publishing philosophy and relevant experience, (3) current vita, and (4) statement of support from your university director, chair, or dean, including any specifics as to whether your institution can provide release time from other duties Submit all documents in MS Word or PDF form via e mail to Michael Capella, Chair, AAA Publications Committee, email: [email protected]. In the email subject line, please put JA Editor Application. More information will be provided upon request. Deadline to Apply: All inquiries and applications should be addressed to: Chair, AAA Publications Committee,

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Suggested Questions to ask Editor Candidates Philosophical/Guidance Issues/Moving the journal forward • Why do you want to be editor of the Journal of Advertising? • What is your vision for the journal? How will you strategically get there? Do you anticipate any constraints to your progress? • Clearly we are moving to greater support of more integrated, multidisciplinary research? Given this journal has been traditionally discipline based, how receptive would you be to entertain articles that represented creative integration across disciplines? • What creative ideas do you have for the journal’s future? • What role do you see for special topic issues during your time as editor? • Would you bring back or start any particular features or items other than the refereed papers, such as book reviews, editorials, and author commentaries? Why or why not? • What would be your top priority for the Journal of Advertising? Operational issues: • What is the appropriate number of days for a review? Several major journals are now requiring 3-4 weeks in order that articles are published in a timely manner. Both candidates are suggesting 90 days. This seems lengthy given a trend toward faster feedback among the major journals. • What support will your department provide to you? ERB/Reviewing process: • Is the journal ready for associate editors? If so, how many would be sufficient? If so, what role(s) do you anticipate for associate editors? • Have you read any of the literature on the editorial referee process and, if so, do you see it influencing your approach to the work? • How do you intend to evaluate people who should be included on the ERB and who should go off. What criteria will you use to include new people? What criteria will you use to remove people from the board? 51

•

•

•

What is your philosophy on the revision process and the role of the editor? How much and what type of direction would you provide to authors in a revision letter? How will reviewer evaluations relate to your editorial decisions? How would you handle author requests for revisions and resubmissions? Some editors only recommend this when they think the potential to turn an article around is truly there. Others seem to automatically give authors this opportunity, which can be a waste of time for authors and reviewers if the potential truly isn't there. This has happened to several of us as reviewers, even at major journals, where despite negative reviews, editors were willing to give author(s) a second chance, causing significant frustration within the review process. How would you handle "problem" reviews, such as those from people who clearly lack knowledge of the research methodology? Though this will not likely occur often given our current state of experienced reviewers, many qualitative researchers have received reviews for their research by reviewers who clearly misunderstood the method. If the editor does not handle address this well when the problem is pointed out, the journal gets the reputation of being only for quantitative research, which then limits the range of possible articles.

Marketing the journal to various stakeholders • What would your strategy be for promoting the journal to various stakeholders? General questions: • What do you see as the toughest job for an editor? • Without regard to whether it's the fault of the editor or something outside his control, can you identify thing that have gone wrong in journals you are familiar with? • What do you feel is good about the Journal of Advertising? • Do you see any weaknesses in the Journal of Advertising as it is presently administered and published?

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DRAFT REQUEST FOR PROPOSALS PUBLISHER OF THE JOURNAL OF ADVERTISING The American Academy of Advertising, owners of the Journal of Advertising, seeks proposals for publishing the journal for the period from January 1, 2013 to December 31, 2017. The last issue under the current contract will be Volume 41, Number 4 with a cover date of winter 2012. The Academy views both revenue generation and widespread dissemination of the Journal to be important. Currently, the Journal is published four (4) times per year, but with volume of submission increasing, the Academy is considering publishing additional issues due to increasing levels of submission. Input is sought on this issue in the RFP’s. The publisher is expected to be responsible for copyediting accepted manuscripts as well as printing and mailing the journal to subscribers. The Academy has historically offered the Journal to members at a reduced rate and plans to continue offering a reduced rate. The publisher is also expected to work with the Editor of the Journal, who is appointed by the Publications Committee of the Academy and serves a three (3) year term. In the past, this has involved an in person meeting with the Editor. The publisher is also expected to deliver a report to the AAA Publications Committee once per year at the annual American Academy of Advertising meeting (normally held in March/April). Proposal should be submitted to Patricia Rose, Executive Director of the American Academy of Advertising at the following address: American Academy of Advertising 831 Fearrington Post Pittsboro, NC 27312 [email protected] Proposals must be received by January 15, 2011 to be considered. Electronic submissions are preferable. The following information must be included in the proposal: Annual Page Allotment 1. How many pages will you allocate to JA? 2. JA is currently published on a quarterly basis. Do you have the flexibility to increase the number of issues if that is needed?

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2. How many pages will you allocate for AAA internal promotion? Schedule: Submission, Production, and Distribution 1. Please provide a suggested publication schedule (time parameters: when manuscripts are due from the editor, when proofs will be sent and when they need to be returned, publication date. 2. What physical specifications are you recommending? Access 1. Please summarize electronic access efforts related to your journals. 2. Do you provide online access to articles for subscribing libraries and individuals? 3. What is the status with full text databases such as EBSCO, ABI/ Inform, etc.? Are there other databases that need to be considered? The AAA currently has contractual arrangement that generate revenue. . Marketing Efforts 1. Please describe your planned marketing efforts to promote the Journal. (e.g., direct mail, advertising, conference attendance, catalogs, newsletters; domestic and international efforts). 2. What else can be done (short and long term efforts)? 3. What can you do to promote international subscriptions? 4. Please provide a projection on the number of subscribers you would anticipate AAA having over the term of the contract. . Royalties, Revenues, and Subscriptions 1. What do you propose as subscriptions prices? 2. What is your proposed royalty agreement with AAA? Are you willing to provide a guarantee? If so, at what level? 3. What is your proposed revenue split re: advertising with AAA? 4. When would royalties/revenue be paid to AAA? Member subscriptions 1. What price is you willing to charge AAA for member subscriptions to the journal. 2. How often are you willing to update the AAA member subscriber list? Will you provide back issues of the journal to new members though out the year? Complimentary issues 1. How many and to be mailed in bulk or singularly? 2. Will authors (including co-authors) receive a complimentary copy? Editor Assistance 1. Do you have, or use for your publications, some type of Editorial Manager system?

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2. If so, please describe the system and your experience with it. Editor Amenities 1.To what extent is "copy-editing" available, i.e., this does not mean merely "proofing" manuscripts; does it mean editing papers that require it to enhance a manuscript's readability? 2. To what extent will the publisher pay for trips by the new editor to visit the publisher’s facilities? Since the editor’s term is three years, will this be applicable to subsequent editors? 3. Does the publisher provide any type of stipend directly to the editor? Would the publisher pay for anything else the editor might need at her/his home office of the journal? 4. Does your company provide any general training to Editors, such as at a conference, for the purpose of providing guidance on running journals and/or increasing the prestige of a journal? Possible Bundling of Journal of Advertising and Journal of Interactive Advertising 1. In addition to the Journal of Advertising, the Academy owns a second journal titled Journal of Interactive Advertising (JIAD). JIAD is currently an online only journal. The Academy would like to improve the prestige of the JIAD and may be interested in finding a publisher for the journal. Would you be interested in publishing JIAD in conjunction with publishing JA? 2. If you published JIAD, what do you believe the prospects are for getting the journal listed by ISI/ SSCI?

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