CONSTITUTION AND BYLAWS: OCTOBER 2022
Article 1 – Objectives and Membership
1.1 The objectives of the Indiana Academy of the Social Sciences (IASS) shall be to promote the interests of the social sciences by facilitating an environment of collaboration and professional networking among social scientists, as well as advance the effectiveness of both teaching and research within the various social sciences disciplines.
1.1.1 IASS represents all the social sciences, including but not limited to: anthropology, business, communication, criminal justice/criminology, economics, history, geography, psychology, political science, social work, sociology, marketing, philosophy, and education. Also included are interdisciplinary areas such as Environmental Studies; Gender and Women’s Studies; Urban and International Studies; and Health Studies that utilize social science perspectives and methods.
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 are eligible to present their work at the Annual Conference. Submissions to the Journal are open to all social scientists, regardless of their membership status.
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 Indiana Academy of the Social Sciences (IASS) consists of three major bodies: (1) the Board of Directors and the Executive Committee of the Board, (2) the Conference Committee, and (3) the Journal Committee.
2.2. The Board consists of a maximum of 19 members, including seven (7) executive officers collectively defined as the Executive Committee of the Board: President (2-year term), Vice President/President Elect (2-year term), Treasurer (3-year term), Executive Secretary (2-year term), Administrative Secretary (3-year term), Journal Editor (3-year term), and the Past President (2-year term). The Board also includes up to twelve (12) Directors (3-year terms). 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 appoints 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 approves the following members of the Journal Committee: the associate editors, a managing/web editor, and any additional editors as necessary.
2.4 The Conference Committee reports to the President (who has final authority) and the Executive Committee. The Conference Committee consists of one or more Conference Coordinators, the Local Site Coordinator (person who is the local organizer for the annual conference), and other members as needed. The primary purpose of Conference 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.
2.4.1 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.
2.4.2 Only current members may submit abstracts and papers for the annual meeting.
2.4.3 Annual Meeting and Conference registration fees will be the same for all categories of membership.
2.4.4 All authors and co-authors listed on the conference program must be members and are required to preregister with payment of all membership dues. Every author and at least one co-author must also pay conference fees. Any co-author(s) who attend(s) the meetings must also pay conference fees.
2.4.5 Persons who do not pay membership dues and pre-register with payment for conference fees at least 14 days in advance of the annual meeting will be subject to a late fee as determined by the Board. Program listing of author(s) and paper titles cannot be guaranteed without preregistration and payment.
2.5 The Journal/Editorial Committee consists of the Senior Editor-in-Chief, a Web Manager (if needed), a Journal Manager up to three associate editors, and up to 12 advisory editorial board members. The primary job of the Senior Editor-in-Chief, with the assistance of editorial team and staff, is to provide leadership and oversee and manage the publication of the Journal. The Senior Editor receives scholarly submissions, develops and manages a suitable peer-review process for manuscripts to be refereed. The Senior Editor-in-Chief alone has final authority to accept or reject submissions for possible publication.
2.5.1 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.
2.5.2 There are no fees associated with journal submission or publication.
2.6 In case of any vacancy in the Board of Directors and Officers through death, resignation, removal, or other cause, the remaining Directors may appoint a successor to fill such vacancy until the next Annual Membership Meeting, at which time a successor shall be elected to fill the unexpired term of office. (Also see below 3.3 and 3.4)
2.7 The Board may bestow the honorary title of ‘President Emeritus’ or similar title on any prior Officer or Director for exemplary service to the IASS. Such persons may attend and participate in Board meetings as non-voting members and represent the IASS as directed by the Executive Committee.
Article 3 – Executive Officers and Elections
3.1 Executive officers of the Indiana Academy of the Social Sciences Association consist of the following: President, Vice-President, Past-President, Treasurer, Executive Secretary, Administrative Secretary, and Journal Editor. Officers’ terms of office are as follows:
3.1.1 The offices of Vice-President/President Elect, President and Past President are for two-year terms each. No person may serve in any of the positions of Vice-President / President Elect, President and Past President more than once.
3.1.2 The Treasurer serves a three (3) year term, the Executive Secretary a two (2) year term, and the Administrative Secretary a three (3) year term. The Journal Editor serves a three-year term. Any person in any of these positions may serve two consecutive terms At-large members or directors serve a three (3) year term and may be reappointed by the Board for consecutive terms, without term limits.
3.1.3 The terms of office for all Executive Officers and Board members begin and end at the Annual Business Meeting in October.
3.2 The Vice President shall assume the duties of the President in the case of absence or inability of the President. In the case of absence or inability of both the President and the Vice-President, the Past-President shall perform temporarily the duties of the President.
3.3 In case of vacancies in offices, the succession will be as follows: The Vice-President shall succeed the President and an interim Vice-President shall be elected by the Board. If the two offices are vacant, the Board shall elect an interim President and an interim Vice President.
3.4 Elections for all executive officers and board members of the IASS shall be held at the Membership Business Meeting which occurs during the Annual Conference. A simple majority vote of those IASS members present at the Annual Business Meeting will determine elections of Officers and Directors as well as other business including revisions or amendments to the Constitution and Bylaws. No absentee ballots are permitted.
3.5. All current full members (excludes associate/student members who pay a reduced membership fee) have the right to nominate, vote for and serve as candidates for the Board of Directors. Nominations, along with supporting documents (CV, recommendation, attendance and participation at annual meetings, etc.) for Board Officers and Directors, must be received by both the President and Administrative Secretary at least one month (30 days) prior to the annual meeting. Nominations from the floor are not permitted. The Board of Directors of the IASS will submit a preferred slate of candidates for executive officers and directors at the Annual Business Meeting.
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. 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.
Article 7 – Indemnification
7.1 The Corporation (IASS and/or IASS) shall indemnify and hold harmless each member of its Board of Directors and each of its Officers against all loss, cost and reasonable expense hereafter incurred by that person in the payment, settlement and defense of any claim, suit, or proceeding brought against that person, because that person is or has been such Director or Officer or because of any action alleged to have been taken or omitted by that person as such Director or Officer. The rights of indemnification and exoneration occurring under this Section shall apply whether or not such person continues to be a Director or Officer at the time any such loss, cost or expense is suffered or incurred. Such rights shall not apply in relation to any matters as to which such Director or Officer shall be adjudged in final judgment in such suit or proceeding to be liable for willful misconduct.
1. Job Responsibilities of the President
1.1. The President shall have the responsibility of coordinating the activities of the executive officers and the three bodies of the Academy.
1.2 The President presides over meetings of the Board of Directors and the Annual Business Meeting.
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.
1.4. In consultation with the Board of Directors, the President will authorize and appoint any special committees that may be necessary.
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. Job Responsibilities of the Vice-President
2.1. The Vice-President shall serve in the absence of the President and shall have the full authority of the President during that absence. The Vice-President shall assume the position of Interim President if the President is unable to fulfill their duties because of poor health, resignation, death, removal, or other cause. The position of Interim President would extend to the next Annual Membership Meeting when a new President would be elected.
2.2 The Vice-President shall work in close consultation with the Conference Committee and the Journal Committee.
2.3 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. Job Responsibilities of the Treasurer
3.1 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.
3.2 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.
3.3 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.).
3.4 The Treasurer shall make recommendations to the Executive Committee of the Board of Directors concerning any financial matters of the IASS.
3.5 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. Job Responsibilities of Executive Secretary
4.1. The Executive Secretary shall promote the growth of the IASS by communicating with social scientists across the state via Endnotes: The Newsletter of the IASS or other means.
4.2 The Executive Secretary shall publish Endnotes: the Newsletter of the IASS.
4.3 The Executive Secretary shall record and distribute appropriately minutes of the annual business meeting.
5. Job Responsibilities of the Administrative Secretary
5.1. The administrative secretary shall record and distribute appropriately minutes of the Board of Directors Meetings and the Annual Meeting.
5.2 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.
5.3 The administrative secretary shall send out dues notices to institutional members no later than August 1 of each year.
5.4 The administrative secretary shall maintain records of the organization, including the Constitution and its Bylaws, special rules, and minutes.
6. Job Responsibilities of the Senior Editor
6.1 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.
6.2 It is the responsibility of the Editor and the Journal Committee to insure the quality of the articles that appear in the Journal.
7. Job Responsibilities of the Past President
7.1. The Past President shall serve in an advisory capacity to the President and the Board of Directors.
7.2 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.
7.3 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. The Past President 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.
7.4 In the case of absence or inability of both the President and the Vice-President, the Past-President shall perform temporarily the duties of the President.
8.1 Job Responsibilities of the Directors/At-large Members
8.1. The Directors/At-large Members shall serve in an advisory capacity to the President and the Board of Directors.
8.2 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.
8.3 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.