(In the following text, "Society" shall signify the American Physical Society, "Council" and "APS Executive Board" shall signify the Council and the Executive Board of the Society, respectively; "APS Executive Officer" shall signify that Officer of the Society; and "Regular Meeting" shall signify the principal meeting held once a year by the Division.)
ARTICLE I - NAME
This Division of the American Physical Society shall be called the Division of Particles and Fields.
ARTICLE II - OBJECTIVE
The objective of the Division shall be the advancement and diffusion of knowledge of the fundamental particles and fields, their structure, their interactions and interrelationships, the design and development of high energy accelerators, and the design and development of instrumentation techniques for high energy physics.
ARTICLE III - ENABLING CONSTITUTIONAL PROVISION
Article VIII of the Constitution of the Society, as said Article may be subsequently revised or amended, is hereby incorporated in these Bylaws by reference.
ARTICLE IV - MEMBERSHIP
The members of the Division shall consist of members of the Society who have indicated in accordance with procedures established by Council their desire to join the Division and who retain membership from year to year by the payment of designated dues or by other method established by Council.
ARTICLE V - EXECUTIVE COMMITTEE
1. Governance. The Division shall be governed by an Executive Committee, which shall have general charge of the affairs of the Division.
2. Composition. The Executive Committee shall consist of the Officers of the Division, the most recent Past Chair, the Division Councillor(s), and six Members-at-Large elected to staggered three-year terms.
3. Executive Committee Meetings. The Executive Committee shall meet at least once each year. Any member of the Executive Committee unable to attend a meeting may name a nonvoting alternate to represent him or her, subject to the approval of the Chair. The Chair of the Division shall preside over the Executive Committee meetings. A majority of the voting members, including at least two Officers, shall constitute a quorum.
ARTICLE VI - OFFICERS AND DIVISION COUNCILLOR(S)
1. Officers. The Officers of the Division shall be a Chair, a Chair-Elect, a Vice-Chair, and a Secretary-Treasurer.
2. Duties of the Chair. The Chair shall preside at all meetings of the Executive Committee and Business Sessions of the Division at which his or her attendance is possible.
3. Duties of the Chair-Elect. The Chair-Elect shall act in place of the Chair if the latter is unable to perform his or her duties. The Chair-Elect shall perform such other functions as may be explicitly provided in the Bylaws.
4. Duties of the Vice-Chair. The Vice-Chair shall act in place of the Chair-Elect if the latter is unable to perform his or her duties. The Vice-Chair shall perform such other functions as may be explicitly provided in the Bylaws.
5. Duties of the Secretary-Treasurer. The Secretary-Treasurer shall maintain the records of the Division including minutes of Executive Committee meetings and Business Sessions, Division activities, and membership lists. The Secretary-Treasurer shall notify the Executive Committee of matters requiring the decision of said Committee. The Secretary-Treasurer shall prepare minutes of Executive Committee meetings and Business Sessions and shall submit these minutes to the APS Executive Officer within four weeks of their approval by the Executive Committee.
The Secretary-Treasurer shall have responsibility for all funds in the custody of or placed at the disposal of the Division and shall authorize disbursements from such funds for expenses in a manner that is consistent with the general policies of the Society and the Division. Financial records shall be kept on an annual basis consistent with the fiscal policies of the Society. The Secretary-Treasurer shall present a financial report at the annual Business Session of the Division if a quorum is present.
6. Duties of the Division Councillor(s). The Division Councillor(s) shall serve as liaison between the Council of the Society and the Executive Committee of the Division. Following each Council meeting, the Division Councillor(s) shall report to the Chair and the Secretary-Treasurer regarding Council actions that affect the status and operations of the Division. Reports shall be made to the entire Executive Committee during their regularly scheduled meetings.
ARTICLES VII - ELECTION AND TENURE OF THE OFFICERS, EXECUTIVE COMMITTEE MEMBERS, AND DIVISION COUNCILLOR(S)
1. Qualifications. Officers, Division Councillor(s), and Members-at-Large of the Executive Committee must be current members of the Division.
2. Ballot. The Vice-Chair, Secretary-Treasurer, Division Councillor(s), and Members-at- Large of the Executive Committee shall be elected by ballots cast electronically or by mail as hereinafter provided.
3. Nomination and Election of the Vice-Chair, Secretary-Treasurer, and Executive Committee Members. Each year the Nominating Committee shall nominate at least two candidates for the office of Vice-Chair, for Secretary-Treasurer during the final year of the term of the current Secretary-Treasurer, and for open positions of Members-at-Large of the Executive Committee. The Nominating Committee shall notify the Secretary- Treasurer of the results not later than 30 April of each year, except under extraordinary circumstances. The Secretary-Treasurer shall inform the Division members by mail and/or electronically of the nominations made and shall invite these members to suggest candidates for the various offices and Executive Committee positions. If as many as 20 members of the Division suggests the same person for the same office by petition, received by the Secretary-Treasurer not later than 15 June, that person shall be deemed to have been nominated.
Not later than 15 July of each year, the Executive Committee shall set a date, hereinafter called the Election Date, by which time the election results will be published. The Election Date should be no later than November 15. Once the Election Date is set, and not less than three months before the Election Date, the Secretary-Treasurer shall poll the Division membership by mail and/or electronic ballot, stating a closing date not later than 15 days before the Election Date. Ballots shall be returned to and counted by the Secretary-Treasurer or his or her designate. Election shall be decided by a plurality of those voting. If there is a tie, the Executive Committee shall decide the election, with the Chair voting only in the case of a tie among the other Executive Committee members. The Secretary-Treasurer shall communicate the results of the election to the Chair not later than the Election Date and shall publish the results in a manner designated for official announcements.
4. Nomination and Election of a Division Councillor. During the final year of the term of a Division Councillor and when the Division has more than one Division Councillor, the Secretary-Treasurer shall determine from the APS Executive Officer if the terminating Division Councillor position is to continue. Such determination shall be made by the APS Executive Officer based on Division membership according to rules specified in the Constitution and Bylaws. If the position is to continue or whenever the APS Executive Officer informs the Division that a new Division Councillor is to be elected, the Executive Committee shall nominate at least two candidates for the open position not later than 30 April of the year of the election. The Secretary-Treasurer shall inform the Division members by mail and/or electronically of the nominations made and shall invite these members to suggest additional candidates. If as many as five percent of the total Division membership determined on 31 December of the year preceding the election suggests the same person, that person shall be deemed to have been nominated. Not later than three months before the Election Date, the Secretary-Treasurer shall poll the Division by mail and/or electronic ballot, stating a closing date not later than two weeks before the Election Date. Ballots shall be returned to and counted by the Secretary- Treasurer or his or her designate. Election shall be by a plurality of those voting. If there is a tie, the Executive Committee shall decide the election, with the Chair voting only in the case of a tie among the other Executive Committee members. The Secretary-Treasurer shall communicate the results of the election to the Chair and to the APS Executive Officer not later than the Election Date and shall publish the results in a manner designated for official announcements.
5. Official Year. The official year shall be the calendar year.
6. Vice-Chair, Chair-Elect, and Chair. The member elected as Vice-Chair shall serve in that office for one year, then for one year as Chair-Elect, and then for one year as Chair. The Chair shall not be eligible for the office of Vice-Chair in the year following his or her term of office.
7. Terms of Office. The terms of office of the Officers and Members-at-Large of the Executive Committee shall begin at the beginning of the calendar year following their election. The Secretary-Treasurer shall serve for a term of three years and may not serve more than two consecutive terms. The tenure of a Member-at-Large of the Executive Committee shall terminate in the event of his or her assumption of a post as an elected Officer of the Division, and the unexpired portion of his or her term shall be filled as hereinafter provided for a vacancy.
The term of office of a Division Councillor shall begin at the beginning of the calendar year following his or her election. Division Councillors shall serve for a term of four years and may not serve more than two consecutive terms unless otherwise specified by Council.
8. Vacancies in Offices. If a vacancy occurs in the office of Chair, the Chair-Elect shall succeed and complete the term and shall serve as Chair also in the following year. The Vice-Chair shall serve simultaneously as Chair-Elect during the remainder of the term and shall continue to serve as Chair-Elect in the following term.
If a vacancy occurs in the office of Chair-Elect otherwise than through advancement to Chair, the Vice-Chair shall becomeChair-Elect. In this case, and also if the office of Vice- Chair becomes vacant for other reasons, the office of Vice-Chair shall remain vacant for the remainder of the term. In the next scheduled election, candidates for both Chair- Elect and Vice-Chair shall be nominated.
If vacancies occur in the offices of both the Chair and the Chair-Elect, the Vice-Chair shall become Chair and shall complete the term. In this case a special election shall be held to fill the offices of Chair-Elect and Vice-Chair. The members so elected shall continue to serve as officers in the normal succession order.
Vacancies in any other elected office shall be filled (or left unfilled) by the Executive Committee until such time as the vacancy can be filled by regular election procedures.
ARTICLE VIII - APPOINTED COMMITTEES
1. Nominating Committee. The Nominating Committee shall consist of five members appointed by the Chair to staggered two-year terms and one member appointed by the Council for a one-year term. The Chair shall ascertain through the APS Executive Officer the identity of this member not later than 1 March of each year. No more than one member of this Nominating Committee shall be a member of the Executive Committee. The Nominating Committee shall prepare a slate of candidates for the positions of Vice- Chair, Secretary-Treasurer, and Members-at-Large of the Executive Committee according to Article VII.3 of these Bylaws. The Nominating Committee shall perform such other duties as described in the Bylaws.
2. Program Committee. The Program Committee shall consist of the full Executive Committee. The Chair-Elect shall serve as Chair of the Program Committee. The Program Committee shall have the responsibility of assisting the APS Executive Officer, or his or her designate, in arranging the meetings of the Society. This activity shall include the scheduling of contributed papers within the areas of interest of this Division, as well as the arranging, in cooperation with the APS Executive Officer or his or her designate, of symposia and sessions of invited papers sponsored by the Division for a meeting. For meetings of the Division, including the Regular Meeting, the Program Committee shall be responsible for the solicitation and selection of invited and review papers for the arrangement of the programs of such meetings.
3. Fellowship Committee. The Fellowship Committee shall consist of all Chairs, and one Councillor appointed by the Chair. The Past Chair shall serve as Chair of the Fellowship Committee. The Fellowship Committee shall promote the nomination of candidates for Fellowship, shall review the qualifications of such candidates, and shall report its recommendations to the Executive Committee for approval before submission is made to the APS Executive Officer.
4. Terms of Office of Appointed Committee Members. The terms of committee members appointed or recommended by an incoming Chair shall commence at the beginning of the year in which he or she assumes office.
5. Ad Hoc Committees. The Chair shall appoint other ad hoc committees as necessary, which shall serve only during his or her term as Chair.
ARTICLE IX - MEETINGS
1. Regular Meeting. One meeting of the Division, to be known as the Regular Meeting, shall be held annually at such time and place as shall be ordered by the Executive Committee, subject to approval by the APS Executive Board. Whenever it shall be feasible and not to the disadvantage of the members of the Division, the Executive Committee may order this or any other meeting to be held conjointly with a Meeting of the Society or of another society, conference, or group, so long as such joint meeting does not conflict importantly with the schedule of Meetings of the Society as determined by the APS Executive Board. The registration fee for the Regular Meeting, when not held jointly with a Meeting of the Society, shall be fixed after consultation with the APS Executive Officer. Non-members of the Society shall pay a surcharge to be set each year by the APS Executive Board.
2. Annual Business Session. Each year the Executive Committee shall schedule a Business Session during the Regular Meeting. Attendance by five percent of the total Division membership determined on 31 December of the year preceding the Business Session shall constitute a quorum. If a quorum is present, this Business session shall be devoted exclusively to the reports of officers and committees, election results, and the transaction of business affairs. No scientific program of the Division shall be presented simultaneously with the Business Session. A majority vote of those Division members present at the Business Session shall be sufficient for approval of actions. At least sixty days before the date of any general meeting of the Division, the Secretary-Treasurer shall notify the Division membership of the scheduled meeting. If no quorum is present, the business session may be abbreviated or adjourned and any scheduled business conducted by mail and/or electronically.
3. Other Meetings. Meetings of the Division, other than the Regular Meeting, may be initiated by the Executive Committee or by petition of twenty percent of the members of the Division, subject to approval by the APS Executive Board. Special conferences may be sponsored in whole or in part by the Division, subject to the rules and regulations specified in the Society Constitution and Bylaws.
4. Papers at Meetings. Programs of meetings of the Division may provide for the inclusion of both invited and contributed papers. When a meeting of the Division is held in conjunction with a meeting of the Society, the rules of the Society shall apply to submitted papers. When a meeting of the Division is not held in conjunction with a meeting of the Society, the Executive Committee shall prescribe the subject and character of the meeting, which may include limitations on the subject matter of submitted papers. The Secretary-Treasurer shall fix the deadline date for receipt of titles and abstracts in consultation with the APS Executive Officer and shall designate the place to which they should be sent. The amount of time to be allowed for the presentation of a paper at the Regular Meeting shall be determined by the Program Committee, except as otherwise directed by the Executive Committee. These allotments of time shall be consistent with the Constitution and Bylaws of the Society and with regulations of Council.
ARTICLE X - DUES
Dues for maintenance of membership in the Division shall be established by Council.
ARTICLE XI - OFFICIAL ANNOUNCEMENTS
Official announcements shall be made in the APS News and in such other publications as the Executive Committee may direct.
ARTICLE XII - PROCEDURE OF AMENDMENT OF BYLAWS
Proposal of an Amendment to these Bylaws may be made by the Council, by the Executive Committee, or by a petition to the Chair signed by not fewer than ten percent of the members of the Division. If the proposed amendment originates within the Division, it must be approved by the Council before further action can be taken. Following Council approval, the Secretary-Treasurer shall distribute by mail and/or electronically, copies of the proposed Amendment to all members of the Division not less than three weeks before the Regular Meeting and opportunity shall be given for discussion during the Business Session. Not later than twelve weeks after said Regular Meeting the Secretary-Treasurer shall again distribute copies of the proposed Amendment, accompanied by ballot forms. Adoption of the Amendment shall require a two-thirds vote by those voting.
Last modified September 1998