Bylaws

(Approved by the APS Council, April 30, 2004, amended June 2014)

(In the following text, “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 Shock Compression of Condensed Matter.

ARTICLE II – OBJECTIVE

The objective of the Topical Group shall be to foster the development and exchange of information in the discipline of shock compression science. The Group shall provide to its members, and to all members of the American Physical Society, an opportunity to disseminate information on shock compression research, including theoretical and computational studies, experimental methods and developments, and numerical methods that are necessary to facilitate an understanding of the physics of shock compression of condensed matter. The Group shall:
  • Promote scientific activities in shock compression science;
  • Encourage the dissemination of scientific information through publications, conferences and other professional means;
  • Enhance the professional standing of its members, and the scientific stature of shock compression science through peer recognition of outstanding contributions to this field.

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.

A copy of these Bylaws shall be maintained by the Secretary-Treasurer of the Topical Group on Shock Compression of Condensed Matter and a copy presented to all officers of the Topical Group. The Bylaws shall be made available to all members of the Topical Group, and to others as deemed appropriate by the Chair of the Topical Group.

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. Any member of the Topical group may resign upon written notice to the Executive Officer.

Voting privileges in elections of the Topical Group shall be limited to members of the American Physical Society whose application for membership in the Topical Group has been received by the Executive Officer at least thirty days prior to voting.

ARTICLE V – EXECUTIVE COMMITTEE

1. Governance. The Topical Group shall be governed by an Executive Committee, which shall have general charge of the affairs of the Topical Group.

2. Composition. The Executive Committee shall consist of the Officers of the Topical Group, the most recent Past Chair, and four Members-at-Large elected to staggered two-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 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

1. Officers. The Officers of the Topical Group 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 of the Topical Group 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 Topical Group including minutes of Executive Committee meetings and Business Sessions, Topical Group activities, and membership lists, and shall transfer these records to the succeeding Secretary-Treasurer. The Secretary-Treasurer shall prepare minutes of Executive Committee meetings and shall submit these minutes to each member of the Executive Committee and to the Executive Officer within six 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. All minutes shall be made available to any member of the Topical Group upon request.

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 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

1. Qualifications. Officers and Members-at-Large of the Executive Committee must be members of the Topical Group in good standing.

2. 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.

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 at least three candidates 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 the Topical Group members to suggest candidates in writing for the various offices and Executive Committee positions. Such nominations shall be accompanied by written acceptance by, and biographical information for, the nominee. If as many as five percent of the total Topical Group membership determined on 31 December of the year preceding the election suggests in writing the same person for the same office, that person shall be deemed to have been nominated. The nominee's written acceptance, biographical information, and letters from five percent of members suggesting this nominee must be in the office of the Secretary-Treasurer eight weeks prior to the Regular Meeting.

The Secretary-Treasurer shall poll the Topical Group membership by mail and/or electronic ballot not later than six weeks prior to the Regular Meeting, 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 Secretary-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 a manner designated for official announcements.

5. Official Year. The official year shall extend from January 1 to December 31.

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. The Chair shall serve on the Executive Committee for one year after his or her tenure as Chair has been served.

7. Terms of Office. The terms of office of the Officers and Members-at-Large of the Executive Committee shall begin on the first day of January 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 be two years. No Officer or Member-at-Large shall be eligible for the same office in the same year following his or her term of office, with the exception of the Secretary-Treasurer.

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 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

1. Nominating Committee. The Nominating Committee shall be chaired by the immediate past Chair and shall include three members appointed by the Chair and one member appointed by the Council to two-year terms. The Chair shall ascertain through the Executive Officer the identity of the Council-appointed member. Every attempt shall be made to ensure that the Nominating Committee is constituted from academia, industry and government laboratories. 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 recommendations shall be made at least 90 days prior to the Business and Executive Committee Meeting at which election results are reported. The Nominating Committee should strive to nominate slates of candidates that will provide a distribution of Officers and Steering Committee members among government laboratories, government-affiliated laboratories, industry and universities.

2. Topical Group Meeting Committee. The Chair of the Topical Group shall appoint a member of the Topical Group to serve as Chair of the biennial Topical Group Meeting on Shock Compression of Condensed Matter. The Chair of the Topical Group Meeting shall appoint a technical program committee to assist in the organization of the meeting. The Meetings Committee, in consultation with the Secretary-Treasurer and the Executive Officer, shall have the responsibility for setting the dates of the meeting, establishing a tentative budget and submitting a proposal to the Chair of the Topical Group. Approval of the proposal by the Executive Committee shall be given at the Business and Executive Committee Meeting of the Topical Group, held two years before the Topical Group meeting is to be held.

3. Technical Publications Committee. The Chair of the Topical Group Meeting Committee, in conjunction with the Chair, shall appoint a Chair of the Publications Committee who will serve as Editor for publishing the proceedings of the Topical Group Meeting on Shock Compression of Condensed Matter. The tenure of this position shall not be fixed, since the publication activity requires a long-term commitment. The Publications Chair shall be responsible for obtaining APS signatures on contracts relating to publication of meeting proceedings.

4. Fellowship Committee. The Fellowship Committee shall be chaired by the Vice-Chair or his/her replacement as selected by the Chair if the Vice-Chair is vacant, and shall include three members appointed by the Chair, to two-year terms. It shall solicit, propose and review the nominations of candidates for Fellowship and shall report its recommendations to the Executive Officer of the Society.

5. Terms of Office of Appointed Committee Members. Except for the Chair of the Technical Publications Committee, the terms of committee members appointed or recommended by an incoming Chair shall commence at the beginning of the year in which the Chair assumes office.

6. 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 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 the rules and regulations specified in the Society Constitution and Bylaws. 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. 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 each year by the Executive Board.

Every two years, the Regular Meeting shall be a Topical Group Meeting held at a location to be approved by the Executive Committee announced in writing to the general membership no later than one year in advance of the meeting... All contracts must be signed by an Executive Officer of the Society. The proceedings of the Topical Group Meeting on Shock Compression of Condensed Matter shall be published.

In the years between Topical Group Meetings, the Regular Meeting shall be a Technical Meeting. The Chair of the next Topical Group Meeting shall also be responsible for organizing the Technical Meeting. The location of the Technical Meeting will usually coincide with that of the March Meeting of the Division of Condensed Matter Physics. The location can be changed to another General Meeting of the Society after consideration of the views of the Topical Group members at a prior Business Meeting of the Topical Group.

2. 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 open to the general membership of the Topical Group and must be announced in writing at least thirty days in advance of the meeting. It 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.

3. 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. 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.

4. 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 – OFFICIAL ANNOUNCEMENTS

Official announcements shall be made in the APS News and in such other publications as the Executive Committee may direct.

ARTICLE XII – UNIT STATEMENTS

  1. Enabling Bylaws – Authorization and guidelines for APS Unit Statements are provided in Article XVI, Section D of the APS Bylaws.
  2. 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.
    1. Relevance: Why should the Unit make this statement and how is it specifically relevant to the interest and expertise of the Unit members?
    2. Urgency: Why does the statement need to be issued now?
    3. Background: What technical background is there to support the statement?
    4. Context: Who are the potential proponents and critics of the statement and what have been/are the actions of other scientific organizations?
    5. Breadth: Is this a statement that would be better served as an APS statement?
    6. Publication: What should the Unit do with the statement?
    7. Endurance: Will the statement have enduring value or is it a temporary position on an issue of specificity?
  3. 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.
    1. Acceptance – A statement proposal may be submitted by any current Unit member. The proposal shall be of appropriate length and address the criteria noted in Article XII, paragraph 2. A positive vote by a two thirds majority of Executive Committee members shall be required for a proposed statement to be accepted.
    2. 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.
    3. 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.
    4. 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.
    5. 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.

ARTICLE XIII – 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 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. 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.