GOVERNANCE
Indiana Academy of the Social Sciences (IASS)
Incorporated February 8, 1937 by the State of Indiana
Earlier Constitutions and By-laws Revised/Approved 1937, 1986, 1990, 2001, 2010, 2013

Constitution and By-laws

Article 1 – Objectives and Membership

1.1  The objectives of the Indiana Academy of the Social Sciences (IASS) shall be to facilitate a more effective cooperation among social scientists, promote the interests of the several social sciences, and increase the usefulness and advance the effectiveness of both teaching and research in the several social sciences in Indiana.

1.1.1  The following social science disciplines are represented in and by the Academy: anthropology, business, criminology, economics, history, geography, psychology, political science, and sociology.  Environmental studies, gender studies and international studies utilizing social science perspectives and methods are also represented by the Academy.  Others may be added by approval of the Board.

1.2  There are three types of memberships in the Academy:  full membership, associate membership (student, retired and non-academic), and institutional membership.  A person who wishes to become a member of the Academy may do so by submitting an application and with the payment of dues.

1.2.1  A full member is one who has received a graduate degree in one of the social sciences represented by the Academy and enjoys full membership privileges including being eligible to vote for and/or serve on the Board of Directors.

1.2.2  An associate member may be a student, retired faculty or non social scientist who has limited membership privileges and is not eligible to vote for and/or serve on the Board of Directors. 

1.2.3  Only full members that are present at the Annual Business Meeting have the right to vote for the Board of Directors and on other business as submitted by the Board.  

1.2.4  Only full and associate members may submit proposals and be eligible to present their work  at the Annual Conference; only full and associate members may submit their research papers for possible publication in the Journal.

1.2.5  Membership in the Academy is from September 1 to August 31.  Failure to pay dues in a timely manner as required will result in the suspension of membership privileges.


Article 2 – Organizational Structure

2.1  The IASS consists of three major bodies:  the Board of Directors and the Executive Committee of the Board, the Conference Committee, and the Journal Committee.

2.2  The Board of Directors consists of a maximum of sixteen (16) members.  It consists of seven executive officers collectively defined as the Executive Committee of the Board:  President (3 year term), Vice President/President Elect (3 year term), Treasurer (4 year term), Executive Secretary (4 year term), Administrative Secretary (4 year term), Journal Editor (5 year term), and the Past President (3 year term).  The Board of Directors also include up to nine (9) at-large members/directors.  The Board of Directors is the highest policy making body in IASS.  The Executive Committee has primary executive and financial authority for all IASS matters including the Journal and may represent and act with the authority of the full Board as may be required.

2.2.1  All officers and members of the Board of Directors shall perform the duties commonly pertaining to their offices, subject to the provisions of this Constitution and By-laws.  All Board members are expected to attend all Board meetings as well as the Annual Conference; two or more consecutive absences without cause may result in review and action by the Executive Committee and/or Board.  Any officer, member of the Board, the Conference Committee, and the Journal Committee may be replaced at the discretion of a majority of the Executive Board and/or Board of Directors for failure to meet their responsibilities.

2.2.2  The Board of Directors approve the following members of the Conference Committee:  one or two Conference Program Chairs-Coordinators, the Local Site Coordinator, and the at-large member of the Conference Committee.

2.2.3  The Board of Directors approve the following members of the Journal Committee:  the associate editors, a managing/web editor, and any additional editors as necessary.

2.3  The Conference Committee consists of the Administrative Secretary, one or two Conference Coordinators (who will receive proposals, organize panels and report to the administrative secretary who has final authority),  the Local Site Coordinator (person who is the local organizer for the annual conference), and one other at-large member. The primary purpose of this committee is to organize the annual IASS meeting.  It will receive proposals for paper presentations, panels, etc. for the annual conference and organize the papers and panels.  It will also take care of the logistics of the annual conference including hotels, meeting rooms, luncheon, and other necessary matters.

2.3.1  Annual conference registration fees including late charges will be reviewed and established periodically by the Board of Directors with the financial goal of the annual meeting being self-supporting.

2.3.2  Only current members may submit abstracts and papers for the annual meeting.

2.3.3  Annual Meeting and Conference registration fees will be the same for all categories of membership.

2.3.4  All authors and co-authors listed on the conference program must be members and are required to preregister with payment of all membership dues and conference fees at least one week prior to the annual meeting or be subject to removal from the program listing.

2.3.5  Persons who do not pay membership dues and pre-register with payment for conference fees at least one week in advance of the annual meeting will be subject to a late fee as determined by the Board.

2.4  The Journal Committee consists of the Senior Editor-in-Chief  who may select up to three associate editors, a managing/web editor and up to 12 editorial board members.  The primary job of the Senior Editor in conjunction with his editorial staff is the publication of the Journal.  The Senior Editor with the assistance of editorial staff will receive manuscript proposals, develop and oversee a suitable peer review process for manuscripts to be refereed, and will have final say on publication of manuscripts.

2.4.1  The Senior Editor advises and reports to the Board of Directors in general regarding editorial policies such as frequency of journal publication, manuscript submission fees and review process, manner and number of journal publications annually, and other relevant information.  The Senior Editor is subject to the Executive Committee for approval on all fiduciary matters relating to the cost and frequency of printing, publishing and distributing the journal.

2.4.2  Only current members may submit manuscripts for review for publication in the journal.  All authors and co-authors must be members in order for their papers to be accepted for review.  In addition a manuscript review processing fee must accompany all papers submitted for publication.

2.4.3  First preference for journal publication will be given to Annual Conference participants and their papers but manuscripts may also be submitted directly to the Editor from any current member at any time during the year.

Article 3 – Executive Officers and Elections

3.1  Executive officers of the Academy consist of the following:  President, Vice-President, Past-President Treasurer, Executive Secretary, Administrative Secretary, and Journal Editor.

3.1.1  The Treasurer, Executive Secretary, and Administrative Secretary each serve a four (4) year term. The Journal Editor serves a five (5) year term.  At-large members or directors serve a three (3) year term.  Any person in any of these positions may serve two consecutive terms.

3.1.2  The offices of Vice-President/President Elect, President and Past President are for one, three (3) year  term only.

3.1.3  The terms of office for all Executive Officers and Board members begin and end at the Annual Business Meeting in October.  Previous time in served executive roles or on the Board prior to October 15, 2010 will not be considered for the length or terms of office beginning on this date.  In addition, any person shall be eligible to hold the same office or position after being out of that position for at least one term. 

3.2  Elections for all executive officers and board members of the Academy shall be held at the Annual Business Meeting which occurs during the Annual Conference.  All full members (excludes associate/student members who pay a reduced membership fee) of the Academy have the right to vote for and serve as the candidates for the Board of Directors. The Board of Directors of the Academy will submit a slate of candidates for executive officers and directors at the Annual Business Meeting.  Nominations along with supporting documents (CV, past history with IASS, recommendation, attendance and participation at annual meetings, etc) for Board officers and directors may come from any full member through nominations sent to the President that are received at least one month prior to the annual meeting.  Nominations from the floor will not be permitted.  A simple majority vote will determine elections and other business including revisions to the Constitution and By-laws.

Article 4 – Meetings and Annual Conference

4.1  The Academy shall hold an Annual Business Meeting in October.  The purpose of this meeting is for the membership of the IASS to vote upon any proposed amendments to this Constitution and it By-laws and to elect the officers and directors of the Academy.  The Annual Business Meeting is a joint Board of Directors and General Membership Meeting.

4.2  The Board of Directors of the Academy will meet at least twice a year; additional meetings of the Executive Committee of the Board may be held as may be required.  The Board will normally meet in the spring and in the fall in addition to the Annual Board Meeting in October which is held the evening prior to the Annual Meeting.  Board meetings are restricted to only members of the Board of Directors of the Academy. The Annual Business Meeting will typically be held during the Annual Conference at a convenient time and gathering place such as the luncheon.

4.3  The Academy shall hold an Annual Conference in October for the purpose of providing an outlet for research papers and presentations by the members of the Academy.

Article 5 – Amendments

5.1  Amendments to this Constitution and its By-laws may be proposed to the President by any member in writing at least one month  to the annual meeting.  If supported by a majority of the Board of Directors, the Board will present these proposed amendments to the membership at the Annual Business Meeting in October.  Passage of the proposed amendments requires a majority vote of the full members of the Academy present at the Annual Meeting.

Article 6 – Implementation

6.1  This Constitution and it By-laws shall be presented and voted upon at the Annual Meeting of the Academy in October 2010.  It will go into effect immediately after a majority vote of the members present.  Terms for all officers start at this time.

By-laws of the IASS

1.1  Job Responsibilities of the President

1.1.1  The President shall have the responsibility of coordinating the activities of the executive officers and the three bodies of the Academy.

1.1.2  The President presides over meetings of the Board of Directors and the Annual Business Meeting.

1.1.3  In consultation with the Board of Directors, the Conference Committee, and Journal Committee, the President will set the agenda for the meetings of the Board of Directors and the Annual Meeting.

1.1.4.  In consultation with the Board of Directors, the President will authorize and appoint any special committees that may be necessary.

1.1.5  In consultation with the Board of Directors, the President will secure a guest speaker for the Annual Conference.  The President may secure a commitment from the speaker for a manuscript usable by the Editor for publication in the Journal.

2.1  Job Responsibilities of the Vice-President

2.1.1  The Vice-President shall serve in the absence of the President and shall have the full authority of the President during that absence.

2.1. 2  The Vice-President shall work in close consultation with the Conference Committee and the Journal Committee.

2.1.3  The Vice-President shall orient the newly elected primary officers and any other new members of the Board of Directors concerning their responsibilities to the Board and IASS.

3.1  Job Responsibilities of the Treasurer

3.1.1  The Treasurer shall maintain a permanent record of all receipts, disbursements, and financial assets of the Academy.  The Treasurer shall prepare a financial report to present at the spring Board of Directors meeting and the fall Annual Meeting.

3.1.2  The Treasurer shall maintain a current record of student, individual/professional, and institutional members.  The Treasurer shall collect all of the dues of the members of the IASS.

3.1.3  The Treasurer shall make recommendations to the Executive Committee of the Board of Directors policies concerning the financial assets of the IASS (stock, bonds, etc.).

3.1.4  The Treasurer shall make recommendations to the Executive Committee of the Board of Directors concerning any financial matters of the IASS.

3.1.5  The Treasurer shall prepare any tax returns or informational filings as may be required by the State of Indiana or the United States Government.

4.1  Job Responsibilities of Executive Secretary

4.1.1  The Executive Secretary shall promote the growth of the Academy by recruiting new members and communicating with social scientists across the state via Endnotes: the Newsletter of the IASS or other means.

4.1.2  The Executive Secretary shall publish Endnotes: the Newsletter of the IASS.

4.1.3  The Executive Secretary shall from time to time publish a Directory of Social Scientists in Indiana.

5.1  Job Responsibilities of the Administrative Secretary

5.1.1  The administrative secretary shall record and distribute appropriately minutes of the Board of Directors Meetings and the Annual Meeting.

5.1.2  The administrative secretary shall maintain a mailing list of current and retired members of the Academy.  The list may also contain past members or other individuals or institutions as deemed relevant.

5.1.3  The administrative secretary shall send out dues notices to institutional members no later than August 1 of each year.

5.1.4  The administrative secretary shall maintain copies of the Constitution and it By-laws.

5.1.5  The administrative secretary shall preside over meetings of the Conference Committee.  She/he shall provide any annual conference updates to the Board of Directors as necessary.  The administrative secretary shall put together the program for the Annual Conference.  See 2.3 of the Constitution for specific responsibilities of the administrative secretary and the Conference Committee.

6.1  Job Responsibilities of the Senior Editor

6.1.1  The Senior Editor shall serve as chair of the Journal Committee and serve as the liaison to the Board of Directors.  See 2.4 of the Constitution for the specific responsibilities of the Editor and the Journal Committee.

6.1.2  It is the responsibility of the Editor and the Journal Committee to insure the quality of the articles that appear in the Journal.

7.1  Job Responsibilities of the Past President

7.1.1  The Past President shall serve in an advisory capacity to the President and the Board of Directors.

7.1.2  The Past President shall serve in the absence of the President and Vice-President and shall have the full authority of the President during that absence.

7.1.3  The Past President shall work closely with the Journal Committee to determine the winner of the George C. Roberts Award for the outstanding paper presented at the Annual Conference that is published in the Journal.  He shall work with the Executive Board to nominate and determine the winner of the J. Carl Metz Award for Outstanding Service to the Academy.  Both awards are honorary.  The J. Carl Metz Award is not necessarily an annual award and neither award has a monetary value except as may be recommended and approved by the Board from time to time.

8.1 Job Responsibilities of the Directors/At-large Members

8.1.1  The Directors/At-large Members shall serve in an advisory capacity to the President and the Board of Directors.

8.1.2  The Directors/At-large Members shall assist and contribute their talents and time to the administration and support of IASS activities and participate in events such as the Annual Meeting.

8.1.3  The Directors/At-large Members shall review, propose and vote on policies that will promote the mission of IASS and serve as liaisons with their campuses and the membership at large.