(In the following text, "Topical Group" shall signify the APS Topical Group on Magnetism and its Applications; "Society" shall signify the American Physical Society, "Council" and "Executive Board" shall signify the Council and the Executive Board of the Society, respectively-; "Executive-Officer" shall signify that Officer of the Society; and "Regular Meeting" shall signify the principal meeting held once a year by the Topical Group.)
ARTICLE I -- NAME
This Topical Group of the American Physical Society shall be called the Topical Group on Magnetism and its Applications.
ARTICLE II -- OBJECTIVE
The objective of the Topical Group shall be to serve physicists working in magnetism, by providing a focal point for consideration of the technological aspects of magnetism within the American Physical Society; by organizing conference sessions of interest to physicists working in applications of magnetism; and by fostering interactions and meetings with other scientists and engineers interested in advancing and diffusing knowledge of the multidisciplinary field of magnetism.
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 Topical Group shall consist of members of the Society who have indicated in accordance with procedures established by Council their desire to join the Topical Group 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
- Governance. The Topical Group shall be governed by an Executive Committee, which shall have general charge of the affairs of the Topical Group.
- Composition. The Executive Committee shall consist of the Officers of the Topical Group, the most recent Past Chair, six Members-at-Large elected to staggered three-year terms.
- Executive Committee Meetings. The Executive Committee shall meet at least once each year and one meeting shall be held during the Regular Meeting of the Topical Group. 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 Topical Group 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
- Officers. The Officers of the Topical Group shall be a Chair, a Chair-Elect, a Vice-Chair, and a Secretary/Treasurer.
- Duties of the Chair. The Chair shall preside at all meetings of the Executive Committee and Business Sessions of the Topical Group at which his or her attendance is possible.
- 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.
- 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.
- Duties of the Secretary/Treasurer. The Secretary/Treasurer shall maintain the records of the Topical Group including minutes of Executive Committee meetings and Business Sessions, Topical Group activities, and membership lists. The Secretary/Treasurer shall notify the Executive Committee of matters requiring the decision of said Committee and, in collaboration with the Chair, shall prepare the agenda of Executive Committee meetings and Business Sessions. The Secretary/Treasurer shall prepare minutes of Executive Committee meetings and Business Sessions and shall submit these minutes to each member of the Executive Committee and to the Executive Officer within four weeks after each meeting. Following elections, such minutes are to include the results of the election and a roster of the current Executive Committee membership.
The Secretary/Treasurer shall keep the Council and Executive Officer of the Society informed of the activities and needs of the Topical Group.
The Secretary/Treasurer shall have responsibility for all funds in the custody of or placed at the disposal of the Topical Group and, with the concurrence of the Chair, shall authorize disbursements from such funds for expenses in a manner that is consistent with the general policies of the Society and the Topical Group. 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 each meeting of the Executive Committee and at the annual Business Session of the Topical Group.
ARTICLE VII -- ELECTION AND TENURE OF THE OFFICERS AND EXECUTIVE COMMITTEE MEMBERS
- Qualifications. Officers and Members-at-Large of the Executive Committee must be members of the Topical Group at least during the year of their nomination and during their tenure in office.
- Ballot. The Vice-Chair, Secretary/Treasurer, and Members-at-Large of the Executive Committee shall be elected by mail and/or electronic ballot as hereinafter provided.
- 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 sixteen weeks before the Regular Meeting, except under extraordinary circumstances. The Secretary/Treasurer shall inform the Topical Group members of the nominations made and shall invite these members to suggest candidates for the various offices and Executive Committee positions. If as many as five percent of the total Topical Group membership determined on 31 December of the year preceding the election suggests the same person for the same office, that person shall be deemed to have been nominated.
The Secretary/Treasurer shall poll the Topical Group membership by mail and/or electronic ballot, stating a closing date at least three weeks prior to the Regular Meeting. 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 Secreatry/Treasurer shall communicate the results of the election to the Chair at least two weeks prior to the Regular Meeting and shall publish the results in the following issue of the newsletter of the Topical Group.
- Official Year. The official year shall extend from the close of one Regular Meeting to the close of the next Regular Meeting.
- 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.
- Terms of Office. The terms of office of the Officers and Members-at-Large of the Executive Committee shall begin at the close of the Regular Meeting of the Topical Group following their election. The Secretary/Treasurer shall serve for a term of three years each and may not serve more than two consecutive terms. The tenure of a Member-at-Large of the Executive Committee shall be three years and shall terminate in the event of his or her assumption of a post as an elected Officer of the Topical Group, and the unexpired portion of his or her term shall be filled as hereinafter provided for a vacancy.
- 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 become Chair-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
- Nominating Committee. The Nominating Committee shall consist of three individuals: a member of the Executive Committee appointed by the Chair, with the concurrence of the Executive Committee, for a one-year term who shall serve as Chair of the Nominating Committee; and two members of the Topical Group, one of whom is not a member of the Executive Committee, to be appointed by the Chair of the Nominating Committee with the concurrence of the Chair for one-year terms; and a Council representative. 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 advise the Chair on suitable candidates for Society committees, including relevant Society Prize and Award committees, and on candidates for Society offices. The Nominating Committee shall perform such other duties as determined by the Executive Committee of the Topical Group.
- Program Committee. The Program Committee shall consist of the Program Committee Chair appointed for a one-year term by the Chair with the concurrence of the Executive Committee; and any other members of the Topical Group whose assistance the Program Committee Chair chooses to obtain during the term of his or her appointment. The Program Committee shall have the responsibility of assisting the 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 Topical Group, as well as the arranging, in cooperation with the Executive Officer or his or her designate, of symposia and sessions of invited papers sponsored by the Topical Group for a meeting. For meetings of the Topical Group, including the Regular Meeting, the Program Committee shall be responsible for the solicitation and selection of invited and review papers and for the arrangement of the programs of such meetings.
- Fellowship Committee. The Fellowship Committee shall consist of the Vice-Chair and Members-at-Large of the Executive Committee. The Vice-Chair shall serve as Chair of the Fellowship Committee.
- 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.
- 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
- Regular Meeting. One meeting of the Topical Group, 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 Executive Board. Whenever it shall be feasible and not to the disadvantage of the members of the Topical Group, 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 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 Executive Officer. Non-members of the Society shall pay a surcharge to be set by the Executive Board.
- Annual Business Session. Each year the Topical Group shall hold a Business Session which shall be a session of the Regular Meeting. 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 Topical Group shall be presented simultaneously with the Business Session. The Secretary/Treasurer shall notify the Topical Group members of the agenda for the Business Session no later than three weeks prior to the Regular Meeting.
- Other Meetings. Meetings of the Topical Group, other than the Regular Meeting, may be initiated by the Executive Committee or by petition of twenty percent of the members of the Topical Group, subject to approval by the Executive Board. Special conferences may be sponsored in whole or in part by the Topical Group, subject to the rules and regulations specified in the Society Constitution and Bylaws.
- Papers at Meetings. Programs of meetings of the Topical Group may provide for the inclusion of both invited and contributed papers. When a meeting of the Topical Group 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 Topical Group 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 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 Topical Group shall be established by Council.
ARTICLE XI -- NEWSLETTER
The newsletter of the Topical Group shall be managed and edited by the Chair, who shall oversee its preparation and distribution. There shall be at least two issues per year; the frequency and timing of these issues shall be determined by the Chair in consultation with the Executive Committee. The Editor shall be assisted in policy decisions by the Executive Committee as a whole.
ARTICLE XII -- OFFICIAL ANNOUNCEMENTS
Official announcements shall be made in the APS News, or in the newsletter of the Topical Group.
ARTICLE XIII -- PROCEDURE FOR 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 Topical Group. If the proposed amendment originates within the Topical Group, it must be approved by Council before further action can be taken. Following Council approval, the Secretary/Treasurer shall distribute copies of the proposed Amendment to all members of the Topical Group not less than three weeks before the Regular Meeting and opportunity shall be given for discussion during the Business Session. The voting on the proposed Amendment shall then be as follows. If a special election is not held for membership ratification of the bylaws amendments, the Secretary-Treasurer shall again distribute copies of the proposed Amendment in conjunction with the next regularly scheduled election, accompanied by ballot forms. The distribution of copies of the changes as well as the ballot may be carried either by mail and/or electronically. Adoption of the Amendment shall require a two-thirds vote by those voting.ARTICLE XIV -- UNIT STATEMENTS
- Enabling Bylaws. Authorization and guidelines for APS Unit Statements are provided in Article XVI, Section D of the APS Bylaws.
- Criteria for Proposed Statements. The following criteria shall be used to determine the appropriateness of a proposed Unit Statement and serve as a proposal template.
- Relevance: Why should the Unit make this statement and how is it specifically relevant to the interest and expertise of the Unit members?
- Why does the statement need to be issued now
- Background: What technical background is there to support the statement?
- Context: Who are the potential proponents and critics of the statement and what have been/are the actions of other scientific organizations?
- Breadth: Is this a statement that would be better served as an APS statement?
- Publication: What should the Unit do with the statement?
- Endurance: Will the statement have enduring value or is it a temporary position on an issue of specificity?
- Procedure. The Executive Committee shall be responsible for reviewing and deciding whether or not to advance proposed Unit Statements. It shall also be responsible for statement publication and periodic review to ensure continued relevance.
- Acceptance: A statement proposal may be submitted by any current Unit member. The proposal should not be more than three pages in length and address the criteria noted in Article XIV, paragraph 2. A positive vote by a two thirds majority of Executive Committee members shall be required for a proposed statement to be accepted.
- Drafting: Upon acceptance, the Chair shall appoint a subcommittee to draft a statement and shall ensure that the subcommittee incorporates members with sufficient expertise. At least two members of the Executive Committee shall be appointed to the drafting subcommittee. A positive vote of the majority of the Executive Committee shall be required to accept a draft Unit Statement for unit membership input.
- Member Input: The Executive Committee shall actively solicit comments from the unit membership with the assistance of the APS Executive Officer if necessary. Unit members shall have a minimum of 30 days to provide input.
- Modification: At the end of the comment period, all comments shall be reviewed by the drafting subcommittee. The drafting subcommittee shall determine if the comments justify modifications to the draft statement. All comments and modifications to the statement in light of member comments shall be forwarded to the Executive Committee.
- Approval: Final Unit approval of the draft statement requires a two thirds positive vote of the Executive Committee. Upon Unit approve, the Unit Statement, the original proposal, and summaries of unit member comments shall be forwarded to the APS Executive Officer. In accordance with APS Bylaws, Article XVI, Section D, Paragraph 3, the APS Executive Officer will coordinate obtaining comments from the Physics Policy Committee, the Office of Public Affairs and the POPA Steering Committee. Concurrence is required from the APS Executive Board prior to publication of any Unit Statement.