OVERVIEW

 INTRODUCTION TO THE MANUAL

The Operations Manual is designed to assist Governing Council Members and elected Officers to fulfill the duties and responsibilities of their respective offices. The Manual or sections of the Manual also provide guidance to committee chairs and other specially appointed members to assist them in successfully completing their assigned tasks.

The Manual is organised to address major operational components of the Association. The introduction provides a brief history and describes the purpose of the organisation.

 Section 1 provides an overview of Governing Council of the organisation. This section also addresses procedures for updating the Operations Manual.

A current copy of the Constitution and Bylaws is included in Section 2 of the Operations Manual. The Constitution and Bylaws are posted on the website.

Section 3 describes the selection procedure, terms of office, responsibilities, and of the elected and appointed Officers and Directors.

Section 4 contains the duties and responsibilities of the standing committees.

Section 5 describes the Association's publications and responsibilities editors/webmaster IARSA World Wide Web site

 Section 6 describes the International Association of Research Scholars & Administrators (IARSA).

This manual serves as a policy and procedures document for our association. It describes proper procedures for everything we do.

We've worked to regularize our policies and procedures so that we can move from focusing on the internal workings of our association to making IARSA useful and effective for our members

These policies and procedures have been vetted by various task forces, committees, the Governing Council, focus group representatives, and conference planners. This manual represents years of thoughtful work, and remains a living document that will be revised as necessary. For now, we hope it will clarify all of your interactions with IARSA.

If, after reading this manual, you still have questions, please address them to the Executive Director or the President

Professor Ogunsakin, Akin B.

Executive Director

 

SECTION 1:

OVERVIEW

The Governing Council of IARSA includes the elected officers and Directors of the organisation: President, Deputy President, 6 Vice Presidents, Director General, Secretary and Treasurer. The President, Vice Presidents, Director General, Secretary and Treasurer and Immediate Past President shall constitute the Executive Committee of the Council. The Executive Committee meets at the call of the President of the Association. This committee has general supervisory responsibility for the affairs of IARSA between meetings of the Council. They also make recommendations to the Council on matters that affect the Association.

The Deputy/Vice Presidents/President-Elect are elected at the Annual Meeting of the Association to terms of three years for the Deputy/Vice Presidents/President-Elect. The Deputy President/President-Elect shall succeed automatically to the office of President for a term of three year upon completion of a term as Deputy Presidents/President-Elect or upon the occurrence of a vacancy in the office of President. Each officer shall serve until a successor assumes office except for the Deputy/Vice Presidents/President-Elect who would succeed to the office of President due to a vacancy in the office.

Elected Officers and Directors are eligible for reelection to the offices they hold for one additional term.

The elective Officers and Directors of the Association are elected by secret ballot of the members attending and voting at the business session of the Annual Meeting of the Association with the exception of the Country and State Directors. Country and State Directors are elected by a vote of the members of the Association who are from the country and the state to be represented by the Director. A majority (50% plus one) of the votes cast shall be required to elect Officers and Directors, except for the At-large Directors. A plurality (most votes received of all votes cast for the office) of the votes cast on ballots for Directors At-large shall be required for election.

Once the officers are elected and announced to the membership, they must be installed.

In a case of a vacancy the Council Members, the successor will be named by a majority vote of the Council of the Association. If a vacancy occurs in the office of Deputy/Vice President/President-Elect, the office will be filled by election at the next Annual Meeting of the Association. Any person who is named to fill an unexpired term shall be eligible for election to the office to which the appointment is made.

Absence by a Council Member from three meetings during a term of office shall constitute grounds for declaring the office vacant. If the Council deems that the absences are without merit, the office will be declared vacant. In the case of an elective office, except for the office of Deputy/Vice Presidents/President-Elect, the successor is named by a majority vote of the Council of the Association.

The Board of IARSA may remove a member of the Board, for good cause, by a two-thirds majority vote of the Council members present and voting at a regular or special meeting of the Council. One, but not the only, good cause is the failure to perform the duties of the office held by the member of the Board.

SECTION 2:

BYLAW AND CONSTITUTION

BYLAW AND CONSTITUTION INTERNATIONAL ASSOCIATION OF RESEARCH SCHOLARS & ADMINISTRATOR (IARSA)

(As Amended April 2019)

PREAMBLE

International Association of Research Scholars & Administrators (IARSA) is a global, interdisciplinary, nonpartisan International Association for Researchers from diversified fields of studies do firmly and solemnly…

We, the members of International Association of Research Scholars & Administrators (IARSA) a non-profit making and Non-Political Organization do firmly and solemnly resolve to provide for ourselves a constitution and to be governed by the provisions therein contained.

ARTICLE 1: NAME

The name of the INTERNATIONAL ASSOCIATION OF RESEARCH SCHOLARS & ADMINISTRATORS (hereinafter called the ASSOCIATION). Any person who supports the purposes of the Association shall be eligible for membership and shall be an active member in this organisation upon payment of annual dues as provided in the bylaws.

ARTICLE 2: ADDRESS

The International Mailing Addresses of the Association shall be Local Airport Office Complex, Block C, Suite 4, 118, Agege Motor Road, Ikeja-Along Expressway, Ikeja, Lagos, Nigeria; 9, Bode Thomas Street, Surulere, Lagos, Nigeria and Block 38, Flat 3 OAU Quarters, 87, Kashim Ibrahim Way, Central Business District, Maitama, Federal Capital Territory, Abuja, Nigeria

ARTICLE 3: AIMS AND OBJECTIVES

The aims and objectives of the association are:-

  • To play influential role in global promotion of research activities in diversified areas of studies
  • To encourage, organize, and promote international research activities
  • To tender open forums and communities for exchange of information about research thoughts, plans, resources, projects, results, and studies
  • To facilitate the exchange of information and ideas among the researchers, scientists and learned society in open forums
  • To encourage research thoughts and supporting research projects
  • To encourage collaborative research efforts by facilitating open communication between researchers
  • To spread awareness about latest research outcomes from different corners of the world
  • To offer links to higher education and research opportunities
  • To recognize the research achievers with apposite honorarium
  • To promote research in determining the impact of global inflation on annual budget policy
  • To promote research in determining the lifestyle patterns of the learned society
  • To promote research in determining the relationship between education and crime rate in a society
  • Encourage research thoughts in determining the relationship between child labour and lack of formal education globally.
  • Encourage research for effective teaching methods to enhance global literacy rate
  • Formation of large scale research communities conquering continental boundaries

ARTICLE 4: TRUSTEES

  1. The Trustees of International Association of Research Scholars & Administrators (IARSA) for the purpose of the Companies and Allied Matters Act No 1 of 1990, shall be elected at a General Meeting charged with responsibility of selecting the Trustees with 2/3 majority votes of members present.
  2. Such Trustees (hereinafter referred to as “The Trustee”) shall be FOUR (4) in number and shall be known as International Association of Research Scholars & Administrators
  3. A Trustee may hold office for life but a trustee shall cease to hold office if he/she
  • Resigns his/her appointment
  • Ceases to be a member of the registered trustees of International Association of Research Scholars & Administrators
  • Becomes insane
  • Is officially declared bankrupt
  • Convicted of criminal offence involving dishonesty by a count or tribunal of competent jurisdiction.
  • Is recommended for removal from office by Board of Governors and Trustees, by majority votes of members present at any General Meeting of International Association of Research Scholars & Administrators (IARSA)
  • Ceases to reside in Nigeria.

2. Upon a vacancies occurring in the number of Trustees, a general meeting will be held to appoint another eligible member of the International Association of Research Scholars & Administrators. By a resolution passed by 2/3 majority of members present at the meeting.

ARTICLE 5: COMMON SEAL

  1. The TRUSTEES shall have a common seal
  2. Such common seal shall be kept in the custody of the Secretary who shall produce it when required for use by the TRUSTEES.
  3. All documents to be executed by the Trustees shall be signed by such number of them and sealed with the common seal.

ARTICLE 6: MEETINGS

6.1.      The Council of the Association shall hold at least two meetings per year at sites designated by the President. One meeting shall be held for the purpose of outlining and planning activities for the Association's Annual Meeting including the programme for the Association, approving the annual budget, approving changes in the constitution and bylaws, and discussing such other matters of business that need to be addressed at that time. The second meeting shall be held prior to the Annual Meeting of the Association for the purpose of finalizing programme plans, acting upon proposed changes in the constitution and bylaws, and conducting such other business as the President or other members of the Council may deem necessary.

For effective administration of the Association, there shall also be the following meetings:

  1. Annual General Meetings
  2. Extra-Quality General Meetings
  3. Special Meetings
  4. Board of Trustees Meetings
  5. Executive Committee Meetings

6.2    QUORUM

The quorum for the meetings shall respectively be:

  1. Annual General Meeting:- One third (1/3) of all members of the Association
  2. Extra-Ordinary General Meetings:- One third (1/3) of members of the Association
  3. Special meetings 25% of members of the Association
  4. Board of Trustee Meeting:- Two members
  5. Executive Meetings:- 60% of Executive Committee Members

ARTICLE 7: NOMINATION AND ELECTION OF OFFICERS AND COUNCIL MEMBERS

Section 1.a. A slate of nominees for Officers and Council Members to be elected at the Annual Meeting of the Association will be named by a committee appointed by the President, chaired by the Past President who represents the constituent country in which the Past President resides, and composed of equal representation of one or more members from each of the constituent country.

b. Nominations for any position may be made to the committee by any active member of the Association, provided that the member secures (1) the written permission of the nominee and (2) the signatures of four other active members endorsing the nomination. The committee shall establish and announce a deadline for receiving nominations.

Section 2. The nominating committee shall announce the nominations for all positions, direct the preparation of ballots, and conduct the election. The President will announce the results of the election at the business session of the Annual Meeting of the Association. The Immediate Past President shall serve as chair of the nominating committee.

Section 3. The elective Officers and Directors of the Association shall be named by secret ballot of the members attending and voting at the business session of the Annual Meeting of the Association. A majority of the votes cast shall be required to elect Officers and Directors except for the Directors elected at large. A plurality of the votes cast on ballots for Directors elected at large shall be required for election.

Section 4. Each Director representing a constituent state shall be elected by the members of the Association who are from the state represented by the respective Director.

ARTICLE 8: AFFILIATIONS

A state research association whose members are desirous of promoting the purpose of this Association and sharing in its work may become affiliated with this organization as provided in the Bylaws.

ARTICLE 9: MEMBERSHIP

A person or an institution interested in educational research can be accepted as a member of IARSA. The rates of individual life membership and Patron Membership shall be $500 and $1000 respectively. There shall be four categories of institutional life memberships. The rate for Institutional Patron Membership shall be $2000 and there shall be three categories of Institutional Life Memberships - Category A ($3000) shall cover all faculty members 15-35 of an institution, and Category B ($2000) shall cover all faculty members less than 15 of an institution.

1 A. INDIVIDUAL MEMBERSHIP

International Association of Research Scholars and Administrators (IARSA) shall offer individual memberships in different classes suiting to needs and levels of different researchers.

1 B. CATEGORIES OF INDIVIDUAL MEMBERSHIP

Individual researchers shall apply and acquire IARSA's memberships in any one of the following grades:

Section 1: Patron: Patrons of International Association of Research Scholars & Administrators (PtrnIARSA) shall be the senior most membership and shall be equivalent to be members in board of directors of the association and shall have the rights of voting for all discussion points of the organisation. They shall participate in all open symposium of the association and shall give their opinion for the growth of the association and meeting its mission. Patron memberships shall be available only by invitation.

Section 2: Researcher Emeritus (REIARSA) of International Association of Research Scholars & Administrators shall be awarded to Retired Researchers to continue to be active in research related activities of IARSA. The designation of Researcher Emeritus of the International Association of Research Scholars & Administrators (IARSA) shall mark the past accomplishments of retired researchers and to express IARSA appreciation for the willingness of those persons to continue to be active in research-related activities at IARSA.

Section 3: Senior Research Fellowship (SFIARSA): Senior Research Fellow Members of International Association of Research Scholars & Administrators (SFIARSA) shall be equivalent to Advisory Members of the association who shall participate and contribute in symposiums related to growth of the association. The membership shall be opened only to Doctoral degree holders of regionally accredited university/institutions having academic/research/industrial experience of more than 13 years and a recognizable research history in terms of research publications, books, and others.

Section 3: Research Fellowship (FIARSA): The Fellow of International Association of Research Scholars & Administrators (FIARSA) shall be equivalent to certified research guide in the selected area of research and studies. The membership shall be opened only to Doctoral degree holders of regionally accredited university/institutions having academic/research/industrial experience of more than 8 years and having a recognizable research history in terms of research publications, books, and others.

Section 4: Associate Research Fellowship (AFIARSA): The Associate Fellow of International Association of Research Scholars & Administrators (AFIARSA) shall be equivalent to Certified Assistant Research Guide in the selected area of research and studies. AFIARSA shall be considered as co-guides with other senior guides for a research project in their fields. The membership shall be opened only to Doctoral degree holders of regionally accredited university/institutions having academic/research/industrial experience of more than 5 years or a Master degree holder with 10 years of research experience and having a recognisable research history in terms of research publications, books, and others.

Section 5: Senior Research Membership (SMIARSA): The Senior Members of International Association of Research Scholars & Administrators (SMIARSA) shall be recognized researchers in their specialised areas of work. The membership shall be opened only to master degree holders of regionally accredited university/institutions having academic/research/industrial experience of more than 5 years in research/academics/industry and having a recognizable research history in terms of research publications and memberships.

Section 6: Research Membership (MIARSA): The Members of International Association of Research Scholars & Administrators (MIARSA) shall be recognised researchers in their specialised areas of work. The membership shall be opened only to master/bachelor degree holders of regionally accredited university/institutions having academic/research/industrial experience of more than 3 years in research/academics/industry and having a recognizable research history in terms of research publications, books, and others.

Section 7: Associate Research Membership (AMIARSA): The Associate Members of International Association of Research Scholars & Administrators (AMIARSA) shall be recognised researcher savvy who want to build a career in research and development. The membership shall be opened to Bachelor Degree holders of regionally accredited university/institutions having academic/research/industrial.

Section 8: Student Research Member (StIARSA): The Student Members of International Association of Research Scholars & Administrators (StMIARSA) shall be recognized young researchers who are planning to build career in research and development. The membership shall be opened to students of under graduation/post graduation programmes of regionally accredited university/institutions.

2 A. INSTITUTIONAL MEMBERSHIPS

Institutional Members of International Association of Research Scholars & Administrators shall be groups and organisations that shall work in the form of larger professional teams towards the mission of the association and shall contribute actively in meeting the objectives of the association.

  1. B. CATEGORIES OF INSTITUTIONAL MEMBERSHIP

Section 1: Patron Institutional Member: Patron Institutional Members shall support the mission of association by accommodating chapters/branches of association in their premises and actively conducting the operations of associations on local level.

Section 2: Institute Member: Institutional Members shall contribute to the mission of the association by encouraging the activities of the association in its own or associated premises. It shall encourage spreading of message and activities of the association by promoting the association through it.

3 C. CORPORATE MEMBERSHIPS

The International Association of Research Scholars & Administrators shall allow companies to gain exposure to world renowned scholars in the fields of human endeavours. Professional certification and accreditation and shall have free advisory services on policy design and guidance with governments legislation, regulations and policy statements on research practices across the world

4.  LIFE MEMBERSHIP

Section 1: IARSA Life Membership is automatically bestowed upon an active IARSA member who:

  1. Has attained the age of 65 years
  2. Has been a member of IARSA for such a period that the sum of his/her age and his/her years of membership equals or exceeds 100 years

The designation of Life Member is effective on January 1 of the year immediately succeeding the year in which the requirements were met. Members who qualify will be notified by mail in the fourth quarter of the qualifying year.

5.  CESSATION OF MEMBERSHIP

Section 2: The membership of IARSA shall cease in case of non-payment of membership fee and in case of resignation in writing by a member.

ARTICLE 8: GOVERING/ADVISORY COUNCIL

  1. The Governing Council shall be composed of the President, the Deputy President, Vice Presidents in six continents of the world (Asia, Australia, Africa, Europe North America and South America), Secretary/Trustees. Each member of the Governing Council shall serve for three years and may be reelected to the same position in the subsequent election. The Advisory Council shall consist of seven elected members who will serve for three year. Each member of the Advisory Council may only be re-elected once to serve two consecutive terms.
  2. Elections for all officers will be conducted by electronic mail beginning at least one month before and closing before the biennial conference convenes. The Nominations Committee shall consist of the members of the Advisory Council, except for these running for an Officer position. The Chair of the Nominating Committee will be selected from the members of the Advisory Council by the President. The Nomination Committee shall, if it is possible to find willing candidates for positions on the Advisory Council. The Nominations Committee will seek to recognize the diversity of members of the International Association of Research Scholars & Administrators in respect to scholarly discipline, geographic location, gender, employment and educational status.

The Chair of the Nominating Committee shall solicit nominations from the membership and confirm the willingness of these nominated to serve if elected. A short statement of the nominee’s scholarly qualifications and plans to enhance the work of the International Association of Research Scholars & Administrators would be accompanied the nominees’ agreement to serve if elected. These statements will be circulated with the ballots.

  1. The Chair of the Nominating Committee shall oversee the counting of the ballots for positions on the Governing Council and the Advisory Council. Members of the International Association of Research Scholars & Administrators.

Advisory council shall act as monitors to verify the vote count will jointly confirm the results at the International Association of Research Scholars & Administrators business meeting convened at the biennial conference. The Chair of the Nominating Committee will inform the candidates of the election results before the biennial conference and announce the results of the vote at the business meeting of the biennial conference.

  1. The President shall chair the meetings of the Executive Board and oversee all activities of the organization. In consultation with the Executive Board and Advisory Council, the President shall be the spokesperson for the International Association of Research Scholars & Administrators.
  2. The Vice Presidents (First, Second, Third, etc) shall among other activities work closely with the President and Governing Council in organising the biennial conference, and shall take on such other duties as requested by the President and shall explore opportunities to expand IARSA footprint in their continents, counties or regions through publicity, events, and other strategies that will build the association's membership and reputation other administrative responsibilities of the International Association of Research Scholars & Administrators. This shall include working with university, college, existing local and regional research body and think tanks, and NGOs involved research and education.
  3. The New Media/Communications Officer shall develop and maintain website and Facebook pages and work to develop the International Association of Research Scholars & Administrators presence in terms of new media technologies.
  4. The Secretary/Treasurer shall conduct annual membership campaigns, publish a newsletter on activities and publications of International Association of Research Scholars & Administrators members, inform members of proposed resolutions and amendments to the bylaws, oversee the website and listserv, maintain International Association of Research Scholars & Administrators bank accounts and financial records, make quarterly financial reports to the Executive Board and Advisory Council, and arrange for annual auditing of the books of the International Association of Research Scholars & Administrators by a Certified Public Accountant approved by the Executive Board. All cheques shall be co-signed by both the Secretary/Treasurer and another International Association of Research Scholars & Administrators officer appointed by the Executive Board.
  5. The Governing Council may employ an Administrative Assistant to assist it in conducting the annual membership campaign and other communications, maintenance of the International Association of Research Scholars & Administrators website and other duties.
  6. The Governing Council shall employ a book-keeper to assist the Secretary/Treasurer with professional maintenance of financial records, bank and credit card accounts, preparation of quarterly financial reports, and submission of financial records for annual audit.
  7. The Advisory Council shall act as the Nominating Committee, lead and serve on International Association of Research Scholars & Administrators committees appointed by the President, offer management advice to the Governing Council, and take on other tasks requested by members of the Governing Council. The President may appoint Special Advisors in order to assist the organization with special duties and to represent the diversity of membership in the International Association of Research Scholars & Administrators such Special Advisors shall have no vote in decisions of the Advisory Council that require votes.
  8. In the event of a vacancy on the Governing Council, the Governing Council shall choose a member of the Advisory Council to fill the position. Vacancies on the Advisory Council shall be filled by the Governing Council from the International Association of Research Scholars & Administrators membership.
  9. The International Association of Research Scholars & Administrators membership Committee shall have responsibility for membership recruitment and retention for the International Association of Research Scholars & Administrators

The Membership Committee will consist of a Membership Director, Second Vice-President) and two other members chosen by the Executive Board and will report to the Secretary/Treasurer. The Committee will conduct an outreach program to recruit new members previously unaffiliated with the International Association of Research Scholars & Administrators. The Membership Committee will also oversee an annual membership renewal campaign to assure continued membership by current members in the International Association of Research Scholars & Administrators

ARTICLE 9 — COMMITTEES

Section 1 — Committee formation: The Council may create committees as needed, such as Finance Committee, Publication and Research Committee, Conference Committee, Award Committee, Training and Development Committee. The Council President appoints all committee chairs.

Section 2 — Executive Committee: The four officers serve as the members of the Executive Committee. Except for the power to amend the articles of incorporation and bylaws, the Executive Committee shall have all the powers and authority of the Board of Trustees in the intervals between meetings of the Board of Trustees, and is subject to the direction and control of the full board.

Section 3 — Finance Committee: The treasurer is the chair of the Finance Committee, which includes three other Council members. The Finance Committee is responsible for developing and reviewing fiscal procedures, fundraising plan, and annual budget with staff and other Council members. The Council must approve the budget and all expenditures must be within budget. Any major change in the budget must be approved by the Council or the Executive Committee. The fiscal year shall be the calendar year. Annual reports are required to be submitted to the Council showing income, expenditures, and pending income. The financial records of the organization are public information and shall be made available to Council members and the public.

ARTICLE 10: REMOVAL OF MEMBERS OF THE GOVERNING COUNCIL MEMBERS

Section 1. The absence of a Council Member from three meetings during a term of office shall constitute grounds for declaring the office vacant. In such case, the Council shall determine the reasonableness of the absences. If the Council deems that the absences are without merit, it shall declare the office vacant. In the case of an elective office except for the office of Deputy/Vice President/President-Elect, the successor to fill the vacancy shall be named by a majority vote of the Council of the Association.

Section 2. The Council of the Association may remove a member of the Council, for good cause, by a two-thirds majority vote of the Council members present and voting at a regular or special meeting of the Council. One, but not the only, good cause is the failure to perform the duties of the office held by the member of the Council.

ARTICLE 11: SOURCES OF INCOME

The Sources of income for the Association shall include:

  1. Members Annual Subscriptions.
  2. Donations
  3. Grants
  4. Sales from publications/Journals
  5. Training and professional development fees
  6. Grants from approved Foreign Agencies

ARTICLE 12: DISBURSEMENT AND APPLICATION OF FUNDS

The Funds of the association shall be disbursed and applied as follows:

  1. For execution of the aims and objectives of the association
  2. For payment of approved expenditures.
  3. Disbursement should be in accordance with approved budget estimates of the Association

ARTICLE 13: KEEPING OF ACCOUNT

Books of account i.e records of income and expenditure of the association should be kept on yearly basis. Such records to be kept include:- Cashbooks, Payment Vouchers, Members contribution, ledgers, Annual financial Reports i.e. Income and Expenditure account, statement of Financial Position, Debtors and Creditors statement,

The Association shall ensure the accurate keeping of record of all income and expenditure.

ARTICLE 14: APPOINTMENT OF AUDITOR(S)

  1. Independent qualified and licensed Auditors shall be appointed by the general meeting to audit the financial records of the Association annually and submit and audited report to the Annual General Meeting of the Association.
  2. The audited financial statements (Statement of Financial Position and Statement of Comprehensive Income) duly certified by independent auditors shall be annexed to the annual returns and file with the Corporate Affairs Commission.

ARTICLE 15: AMMENDMENT OF CONSTITUTION

Section 1. This constitution may be altered, amended, or repealed and a new Constitution or portions thereof may be adopted by a vote of two-thirds of the votes cast at an Annual Meeting of the Association or by a majority of the total voting power of the Association, whichever is less, provided that notice of any proposed revision has been mailed to every member of the Association at least thirty days prior to the Annual Business Session at which the revision is to be considered.

Revisions of this Constitution as provided above shall not be considered by the membership of the Association until such proposed revisions have been submitted to, reviewed by, and approved by the Council of the Association. Upon its election, in the case of conflict of interest or other special circumstances, the Council may choose to submit a proposed revision of the Constitution to the Association members without recommendation provided that the Council communicates the basis for this election to the members along with the proposed amendment. For the purpose of the review and recommendation by the Council, proposed revisions of the Constitution shall be submitted to the Council at any regular or special meeting. After review and appropriate action thereon, the Council shall forward the proposed revisions to the membership of the Association for consideration. During its review and prior to forwarding the proposed revisions with its recommendation, the Council may make such editorial revisions as are necessary and appropriate.

Section 2. The activities of the Association shall be regulated by the Bylaws. The Bylaws of the Association may be altered, amended, or repealed and new Bylaws or portions thereof may be adopted in the same manner as prescribed for the Constitution in the above Section 1 of this Article.

ARTICLE 16: SPECIAL CLAUSE

  1. The income and property of International Association of Research Scholars & Administrators shall be applied solely towards the promotion of the objective of the body as set forth in this Rules and Regulation/Constitution and no portion thereof shall be paid or transferred directly or indirectly, by way of dividend, bonus or otherwise howsoever by way of profit, to the members of the Association.
  2. PROVIDED that nothing herein shall prevent the payment in good faith, or reasonable and proper remuneration to any officer or servant of the Association in return for any service actually rendered to the association.
  3. With the exception of ex-offcio members of the Governing Council, no member of the Council of Management or Governing Council shall be appointed to any salaried office of the Association or any office of the Association paid by fees; and
  4. No remuneration or other benefit in money’s worth shall be given by the Council to any member of such Council or Governing Council except repayment of out of pocket expenses or reasonable fees for services rendered.

If in the event of a winding up or dissolution of the corporate body, if there remains after the satisfaction of all its debts and liabilities, any property whatsoever, the same shall not be paid to or distributed among the members, of the Association but shall be given or transferred to some other institutions, having objects similar to the object dissociation each institutions to be determined by the members of the Association at or before the title of dissolution.

If effect cannot be given to the aforesaid provisions, then the remaining property shall be transferred to some charitable object.

ARTICLE 17: CERTIFICATION

These bylaws were approved at a meeting of the board of directors by a two thirds majority vote on April 2, 2019.

SECTION 3:

RESPONSIBILITIES OF ELECTED AND APPOINTED OFFICERS AND DIRECTORS ELECTED OFFICERS

PRESIDENT

The President must be familiar with the duties of the office and that of the Officers and Directors of the association as written in the Constitution and Bylaws of the Association. This section of the Operations Manual provides guidance in the performance of these duties and responsibilities of the office of President.

The President presides at all regular and special meetings of the Association and all regular and special meetings of the Council during his/her term of office. If the President is unable to preside at a meeting, he/she will designate an individual to assume this responsibility. The President represents the Association at regular and special functions and speaks for the Association.

The President coordinates with the Executive Director to carry out the activities and functions of the Association. One of the functions that require close coordination among the President, Executive Director and Budget Advisory Committee is the preparation of the annual budget. The President has the responsibility for presenting to the Council at the Spring Council meeting a balanced budget for that operational year (January – December).

The President appoints members to chair committees necessary to perform specific activities for the Association. The chair of each committee serves as a nonvoting representative to the Council. The chair and all members of committees must be active members in good standing in the Association during their time of service. A list of committee chairs and, if applicable, co-chairs with email contact information is submitted to the Editor of the IARSA website. The President may also appoint Ad Hoc committees to serve specific functions during his/her term of office. The President may want to have each committee chair submit the names of each committee member when providing a report to the Board at the Spring and Fall meetings.

The President recommends to the IARSA Council at the Fall Council Meeting the name of an independent third party to review the financial records of the organisation. The independent third party, with appropriate financial expertise, reviews the books of the Association prepared by the Executive Director. The books must be submitted by January 25, after the close of the Association business year December 31, to the independent third party. The independent third party submits a certified statement to the President attesting to the accuracy of the financial records. This statement is presented to the Council of IARSA at the Spring Board Meeting.

The President appoints the editor(s) for the Proceedings of the Annual Meeting. The editor(s) is a nonvoting representative to the Council and must be member(s) in good standing during the time of service.

The President serves as the chair for the selection of recipients of the service and historical contributions awards of the Association..

The evaluation is conducted by the Executive Committee and others as appointed by the Council. The evaluation is to be retrospective for the prior year – January 1 to December 31. Those appointed by the Council should include persons who had a working relationship with the Executive Director in the prior year, such as the Programme Chair(s), Local Arrangements Chair(s), and Future Site Selection Chair(s). It is expected that the Executive Committee members will confer with other elected Council members in completing the evaluation. In general the procedures for conducting the annual evaluation include a notification memorandum to the Executive Committee and others appointed by the Council with a copy to the Executive Director, evaluation form to be completed by each committee member, self-review form to be completed by the Executive Director, and a Summary of the Evaluation ratings.

All evaluation forms are to be submitted to the President by January 30. The President compiles the results from the committee members and completes the Summary form with the average ratings and the Executive Director’s ratings. On the first day of the Spring Council meeting the Executive Committee and Executive Director review and discuss the evaluation. As a result of the annual evaluation the Executive Committee will make recommendations to the full Council for commendations, improvements and changes in operations.

The President must as the year of service draws to a close review this section of the Operations Manual to identify any edits, further description, or additions that will assist the incoming and future Presidents to fulfill the duties of this office. These updates are to be submitted to the Deputy President/President-Elect according to the schedule set, but in no case less than six weeks before the Annual Meeting.

DEPUTY PRESIDENT/PRESIDENT-ELECT

The Deputy President/President-Elect must be familiar with the duties and responsibilities of the office as written in the Constitution and Bylaws of the Association. This section of the Operations Manual provides guidance in the performance of these duties and responsibilities of the office of Deputy President/President-Elect.

The Deputy President/President-Elect is to assist the President. The Deputy President/President-Elect serves in this office for one year before automatically advancing to the position of President.

The Deputy President/President-Elect assumes the office of President in the case of the resignation or incapacity of the President and completes the unexpired term. The Deputy President/President-Elect subsequently serves the full term of office as President.

The Deputy President/President-Elect serves as chair of the Distinguished Paper/Outstanding Thesis/Dissertation Awards Committee. Instructions for submission are to be submitted to the IARSA Website Editor by February 15.The Deputy President/President Elect is to coordinate the activities of this committee with the programme chair.

The Deputy President/President-Elect is responsible for coordinating the preparation and dissemination of revisions and additions to the Operations Manual. He/she follows the Procedures for Updating the Operations Manual. The Deputy President/President-Elect is also responsible for reviewing the section of the Operations Manual on the duties of this office and recommending any necessary revisions or additions. The Deputy President/President-Elect submits revised sections to the Operations Manual, upon final approval, to the IARSA web site editor.

PROCEDURES FOR UPDATING THE OPERATIONS MANUAL

The Deputy President/President Elect has the responsibility for updating the Manual and presenting the updates to the Board for review and comment.

1. The Deputy President/President Elect will remind all Governing Council Members, Officers, committee chairs, and specially appointed members six to eight weeks before the Annual Meeting of their responsibility to review the pertinent section(s) of the Operations Manual to provide any necessary updates.

2. Governing Council Members, Officers, committee chairs and specially appointed members will submit proposed changes in procedures (as presented in the current Operations Manual).

3. The Deputy President/President Elect will assemble additions, deletions, and updates for the Operations Manual and disseminate to Council members two weeks prior to the Annual Meeting

4. The Council should review all changes to the Operations Manual to be prepared to vote on all sections with changes at the Annual Meeting.

5. Changes in all sections must receive a majority vote by the Council to become effective.

The Deputy President/President-Elect is responsible for receiving information from the Participation Survey. At the end of the Annual Meeting, he/she collects any paper copies of the Participation survey. In late December/early January when all committee chairpersons have been appointed, the now President sends chairpersons names of those volunteering for committees. The now President also checks with the chair of the Publication & Research Committee for any names of persons who completed the online Participation Survey.

PAST PRESIDENT

The Past President occupies this office in the year following his/her term as President of the Association. The Past President provides support to the current President. He/she is an ex officio voting member of the Board.

The Past President serves as chair of the Nominations Committee. As the Nominations Committee Chair, the Past President assembles a committee representative of the seven continents of the world of IARSA.

The Past President must as the year of service draws to a close review this section of the Operations Manual to identify any edits, further description, or additions that will assist the incoming and future Past Presidents to fulfill the duties of this office. These updates are to be submitted to the Vice President/President-Elect according to the schedule set, but in no case less than six weeks before the Annual Meeting.

SECRETARY GENERAL

The Secretary General must be familiar with the duties and responsibilities of the office as written in the Constitution and Bylaws of the Association. This section of the Operations Manual provides guidance in the performance of these duties and responsibilities of the office of Secretary.

The Secretary is responsible for conducting all correspondence for the Association. Correspondence includes but is not limited to keeping minutes and records for all regular and special meetings of the Association, including meetings of the Board and the business meeting at the Annual Meeting of the membership.

The Secretary General is responsible for preparing a written electronic copy of the Council Meeting minutes for regular and special meetings and electronically distributing to Council members within six weeks of the conclusion of Council meetings. He/she asks for any corrections or comments at the time of distribution. Council members have four weeks from the time of the distribution to submit corrections or comments. At the conclusion of the correction and comment period, the Secretary seeks the approval of the minutes from the Executive Committee of the Council. Once approved, the minutes become the official record of the proceedings of the meetings. They may be provided to the Council at the subsequent meeting as a frame of reference. The Secretary sends a copy of the meeting minutes to the Editor of the IARSA Website for posting. The Secretary also provides the Chair of the Constitution and Bylaws Committee and Executive Director with a copy of all motions made and approved at each meeting for inclusion in the appropriate documents of the organisation.

For the Annual Business meeting, the Secretary prepares a draft of the minutes after the conclusion of the meeting. A draft of the minutes is sent to the Editor of the IARSA Website for posting. A notice to the membership of the posting of the minutes is to be sent to the membership through the listserv. At the subsequent Annual Business Meeting, the President asks the membership for approval. After approval by the members attending the business meeting at the Annual Meeting, the minutes are considered final. The Editor of the IARSA Website is sent the final copy of the previous year’s minutes at the same time the draft of the current year minutes are sent for posting.

The Secretary is responsible for receiving, recording, and maintaining membership applications for the current year. For membership applications received during the course of the Association year, the Secretary photocopies or scans the membership form and check, if applicable, and adds the name to the current membership list. The Secretary must forward the original membership form and check, if applicable, to the Executive Director for deposit by the 15th of each month or communicate that no membership forms were received.

Membership information received through registration at the Annual Meeting is provided to the Secretary by the Executive Director at the close of the Annual Meeting. Within 15 days of the conclusion of the Association’s business year, December 31, the Secretary will transmit the membership list for that business year to the Executive Director. The Secretary and Executive Director both maintain a list of the previous years’ members.

As a matter of routine, a membership list is provided to the President, Membership Committee Chair(s), and Executive Director at the end of January. Executive Committee may request membership rosters in order to communicate with their membership. The Secretary is also responsible for seeing that the Editors of the Researcher and Research in the Schools have the membership information necessary for mailing copies to members. Also, the Secretary will provide the Editors of the Researcher the membership list by the date scheduled for the Membership Volume.

The Secretary also serves in a supervisory capacity for registration at the Association's Annual Meeting. He/she is responsible for being at the registration table and assisting the Executive Director with registration process.

The Secretary must as the year of service draws to a close review this section of the Operations Manual to identify any edits, further description, or additions that will assist the incoming and future Secretaries to fulfill the duties of this office. These updates are to be submitted to the Vice President/President-Elect according to the schedule set, but in no case less than six weeks before the Annual Meeting.

EXECUTIVE DIRECTOR

The Executive Director is the life officer of the Association. He/she will serve at the pleasure of the Council. He/she is an ex officio member of the Board. The Executive Director must be a resident of the parent country of the Association during the term of service and must be a member in good standing with IARSA during the time that he/she serves in the position.

The Executive Director is responsible for coordinating the work of the Association and serving as an advisor for activities of the Association. He/she serves as a liaison with other professional organisations and entities on behalf of IARSA. The Executive Director must coordinate with the President to carry out the activities and functions of the Association.

The Executive Director is to maintain a current compilation of the policies and procedures approved by the Council, including but not limited to the Constitution and Bylaws and Operations Manual. The Executive Director will coordinate this activity with the Deputy President/President-Elect, Secretary, and Chair(s) of the Constitution and Bylaws Committee. The Executive Director coordinates with the Deputy President/President Elect and the President in order to purchase plaques for those to receive the Association’s Service and Historical Contributions awards and the Distinguished/ Outstanding paper awards.

The President is to be provided evidence by the Budget Advisory Committee that the Executive Director and other officers as determined by the Executive Committee are bonded by January 15 of each year.

The Executive Director performs business and communications functions as directed by the Council. The functions include:

  1. Receiving monies on behalf of the organisation through membership dues and Annual Meeting registration fees;
  2. Depositing monies in a timely manner, generally within 15 working days, of receipt of monies;
  3. Reporting all monies received on behalf of the organisation. A written accounting of all monies received and expended is to be routinely provided to the President at Council Meetings;
  4. Coordinating with the President and Budget Advisory Committee to prepare the annual budget for that operational year (January – December) which allows the President to present the proposed budget to the Council at Council meeting;
  5. Writing cheque up to $10,000.00 on behalf of the Association. For amounts exceeding $10,000.00, the Executive Director must seek authorization from the Council through the President. Authorization requests must include the purpose, vendor, and amount.
  6. Coordinating the membership list with the Secretary.
  • The Secretary will forward to the Executive Director by the 15th of each month original membership form and cheques received, if applicable, for deposit or communicate that no membership forms were received.
  • The Executive Director will provide the Secretary membership information received through registration at the Annual Meeting at the close of the Annual Meeting.
  • Corresponding or otherwise communicating with individuals or organisations on behalf of IARSA. The President is to be copied on all correspondence conducted on behalf of the organisation.

The Executive Director must annually prepare the books of the Association for an annual review by an independent third party with appropriate financial expertise. The books must be submitted by January 15, after the close of the Association business year December 31, to the independent third party appointed by the IARSA Council at the Council Meeting. The independent third party submits a certified statement to the President attesting to the accuracy of the financial records. This statement is presented to the Council of IARSA at the Council Meeting.

The Executive Director is evaluated annually by the Executive Committee and others as appointed by the Council. In general, the evaluation includes a notification memorandum to the Executive Committee and others appointed with a copy to the Executive Director of the annual evaluation, evaluation form to be completed by each committee member, self-review form to be completed by the Executive Director, and a Summary of the Evaluation ratings. The evaluation is to be retrospective for the prior year – January 1 to December 31. All evaluation forms are to be submitted to the President by January 30. The President compiles the results from the committee members and completes the Summary form with the average ratings and the Executive Director’s ratings. On the first day of the Spring Board meeting the Executive Committee and Executive Director review and discuss the evaluation. As a result of the annual evaluation the Executive Committee will make recommendations to the full Board for commendations, improvements and changes in operations. These updates are to be submitted to the Deputy President/President-Elect according to the schedule set, but in no case less than six weeks before the Annual Meeting.

SECTION 4:

RESPONSIBILITIES OF APPOINTED COMMITTEES AND STANDING COMMITTEES

FINANCE COMMITTEE

The purpose of the Finance Committee is to advise the organisation, more specifically the President, on the development, implementation, and evaluation of the yearly budget presented to the Council. The President should consider asking the Past President to either chair or serve on this committee because of his/her past experience. The committee coordinates its work with the Executive Director/Director General, who serves as an ex-officio member of the committee, in order to determine expected income and past expenditures. The committee drafts a budget for the President by January 15 of each year.

The President should consider providing the membership of the Association with a copy of the budget during the Annual meeting and comparisons to previous years’ actual expenditures. In addition, the committee will act as a vehicle for the exchange of information between the organisational membership, the Board, and the President. The Finance Committee is responsible for ensuring the Executive Director and other members of the Board as determined by the Executive Committee are bonded by January 15 of each year.

The Executive Director shall prepare and submit the books of the Association for an annual review. This review is to be conducted after the close of the business year on December 31 by an independent third party with appropriate financial expertise. The Finance Committee recommends the independent third party to the President for appointment by the IARSA Council at the Council meeting. The Finance Committee will work with the Executive Director to ensure the timelines are met. A certified statement attesting to the accuracy of the financial records for the preceding year will be presented to the Board of the Association at its first meeting of the calendar year.

PUBLICATIONS AND RESEARCH COMMITTEE

The Publications and Research Committee shall responsible for the quality of IARSA publications and research and shall provide direction to and review of the Association’s print and electronic publications, including journals, books, news, educational and all other publications. It oversees general editorial policy, engages in strategic planning and development of the Association’s current and future publications, recommends and works with partner entities where appropriate, and initiate publication focused task forces and subcommittees as deemed necessary by the committee.

The Committee coordinates all publications associated with the section and to serve as an advisory unit to the Governing Council. The Committee identifies publication needs; stimulates research, writing, and discussion by overseeing the development and production of the Article Guides, Discussion Forums, and selected projects. The committee seeks opportunities to work collaboratively within IARSA as well as related organizations providing content both virtually and at conferences.

 

TRAINING AND DEVELOPMENT COMMITTEE

 

The Committee shall provide IARSA member institutions and companies with multiple, resource-efficient, opportunities for learning and development initiatives through a variety of delivery channels. The committee is also available as partners and a resource to other IARSA Committees (including various technical training committees) to respond to member institutions and companies learning and development needs; to guide and sponsor professional development skill activities that improve individual, institutions and corporate performances in all sectors.

MEMBERSHIP COMMITTEE

The Membership Committee shall responsible for supporting the mission, vision, purpose and strategic plan of IARSA. The Membership Committee is responsible for collaborating with committees, sections, special interest groups, and membership, Governing Council and staff on key strategies, challenges, and needs in order to provide insight on membership recruitment, engagement and retention. The Membership Committee shall from time to time assess and recommend services, and programmes that will add value to the membership.

CONFERENCE COMMITTEE

The Conference Committee shall responsible for planning and executing all aspects of the Annual IARSA Conference and all other conferences organized by the Association.

Committee Members shall work to assist in various aspects of the conference including:

  • Developing and confirming the curriculum programme
  • Recruiting speakers and volunteers
  • Creating written working session titles and descriptions, if necessary
  • Scheduling sessions throughout the Schedule at a Glance
  • Participating in conference calls
  • Various tasks throughout the conferences

AWARDS COMMITTEE

Awards Committee shall formulate policies and programmes for IARSA awards and recommends the recipients of the awards to the Governing Council.

The Awards Committee:

  1. Shall formulate general policies regarding awards and honours administered by the Association, and submit such policies and specific recommendations for approval by the Governing Council;
  2. Shall formulate a general programme designed to meet the needs and desires of the Association in the matter of awards and honours, a may be approved by the Council; and
  3. Shall select, subject to the approval by the Council, the recipients of the existing awards and honours.

SECTION 5:

IARSA PUBLICATIONS AND RESPONSIBILITIES OF EDITORS/WEBMASTER IARSA WORLD WIDE WEB SITE

The Webmaster is responsible for maintaining the organisation’s Web site (iarsa.org and www.iarsa.info). Assistance with Web site duties may be solicited from other Council or committee members, but the Webmaster must approve all revisions to Web site content prior to those revisions being published. The Webmaster is expected to ensure the currency and accuracy of all Web site content and perform any other duties in a timely manner at the request of the Council or Executive Director.

A secure backup of the Web site must be maintained. Discretion for protocol and location of the backup rests with the Webmaste

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