IAIED Constitution

Constitution
International Artificial Intelligence in Education Society

 
 
1.    PURPOSE & MEANS
 
1.1.  The aim of the International Artificial Intelligence in Education Society
      (hereafter, AIED Society, or Society) is to advance knowledge and
      promote research and development in the field of Artificial Intelligence 
      in Education.
 
1.2   The Society organizes its international conference at least every two
      years.  The conference will be called ``International Conference on
      Artificial Intelligence in Education'' unless otherwise agreed by the
      Executive Committee.
 
1.3.  The Society is the publisher of the International Journal of
      Artificial Intelligence in Education.
 
 
 
2.    ADDRESS (provisional)
 
2.1.  The official address is:
         International Artificial Intelligence in Education Society
         c/o Dr Vania Dimitrova,
         School of Computing
         University of Leeds,
         Woodhouse Lane
         Leeds LS2 9JT, UK  

2.1.  The address for financial issues is currently:    
         I AIED Society
         10 Crichton Street
         I AIED Society ICCS HCRC
         School of Information
         Edinburgh
         EH8 9AB

2.3.  The WWW address is: http://iaied.org    
      The e-mail address is: treasurer@iaied.org
 
 
3.    MEMBERS
 
3.1   A person becomes a Member upon reception of an application for
      membership and payment of dues.
 
3.2   Each Member shall be entitled to one vote on any vote of the
      membership.
 
3.3   The Executive Committee may suspend or expel a Member for cause after
      an appropriate hearing, after written prior notice to the Member, stating
      the reasons therefore and after providing an opportunity within one
      year to be heard on the matter. The terms for suspension or expulsion 
      should be decided and sent by written notice to the Member.
 
3.4   Any Member may resign by writing to the administrative address.
      Resignation does not relieve the resigning Member from any obligation
      owed to the Society.
 
3.5   Membership in this Society is not transferable or assignable.
 
3.6   No Member shall be personally liable for any indebtedness, obligation
      or liability of the Society.
 
4.    EXECUTIVE COMMITTEE & MANAGEMENT BOARD
 
4.1.1 The business and affairs of the Society shall be managed by its
      Executive Committee (EC).  The EC is responsible for the actions
      performed on behalf of Society.  The EC may delegate the management 
      of the activities of the Society to any person or persons or 
      committee however composed, provided that the activities shall be 
      managed under the ultimate direction of the EC.
 
4.1.2 If not specifically delegated otherwise, the EC delegates the management
      of the activities to the Management Board (MB).  The MB requires approval
      of initiating actions that are not implied by earlier decisions, statutes
      or customs from the EC.  This approval may be obtained post-hoc, but not
      later than six weeks after the decision has been made.
 
4.2   Members of the EC (EC Members) must be Members of the Society.
 
4.3   There shall be at most and preferrably 25 EC Members, 24 elected by
      the Members, eight each two years to serve six-year terms.  The Editor of
      the International Journal of AI in Education is a member of the EC.
 
4.4.1 Immediately after the election of the new EC Members, the EC elects
      the President-elect of the Management Board (MB).
 
4.4.2 At the same occasion the EC may extend or decrease the number of
      positions  in the MB and/or elect or re-elect members for these positions.
 
4.5   Members of the MB are members of the EC.
 
4.6   The MB consists of at least four members.  There is a President, a
      President-elect, a Secretary and The Editor of the International
      Journal of Artificial Intelligence in Education.  The maximum number 
      of MB members is seven.
 
4.6.1 The President coordinates activities of the MB and initiates the
      consultation of EC, respectively chairs the Meetings of the EC or MB.
      The President represents the Society in dealing with third parties.  
      He or she shall perform all duties as may be prescribed by the EC.  
      He or she may assign duties to other EC Members.  The term of the 
      President is two years.
 
4.6.2 The President-elect succeeds the President. The President-elect
      takes over the duties of the President when the President is not able to
      observe these duties.  The President-elect is elected every two years.
 
4.6.3 The succeeded President takes the role of Secretary. The Secretary
      prepares the annual report of activities and finance of the Society, and
      the budget for the next year.  The term of the Secretary is two years.
 
4.6.4 The terms of the members of MB on the EC shall be extended beyond six
      years if necessary to enable the completion of executive duties.  The EC
      may extend the terms as specified in art. 4.6.1 till 4.6.3.
 
 
4.7   An EC Member may resign from the EC by giving written notice to the
      President.
 
4.8   An EC Member may be removed from the EC by vote of the EC.
 
4.9   A vacancy in the EC, respectively MB shall be filled at the time of the
      biennial election of EC Members or at a meeting of the Society, if
      convenient.
 
4.10  The business of the EC shall be carried out through e-mail and other
      means of communication.  Decisions shall be made by a majority vote of EC
      Members.  Proposals requiring the approval of the Members shall be
      specified in the notice for the annual meeting of Members.  The Secretary
      shall maintain a record of decisions made by the EC.
 
5.    MEETINGS
 
5.1   The Society meets annually, either
      * At the International Conference on Artificial Intelligence in 
        Education.
      * At another occasion, approved by the EC at least six months in
        advance.
      * Via electronic mail, organized by the MB.
      Notice of the meeting shall be given in an appropriate Society
      publication and via electronic mail.  Such notice shall set forth 
      those matters which the EC intends to present for action by the Members.
      These matters include the annual reports and the budgets, while 
      biennially the voting of the new EC, respectively MB members shall be 
      on the agenda.
 
 
5.2   In case the meeting is held at a specific time and place, then
      five per cent of Members shall constitute a quorum for the transaction of
      business at a meeting of the Members, provided, however, that if less
      than one-third of the Members attend then the only matters that may be
      voted on are those of which notice was given. In case the meeting and/or
      ballot is held by electronic means, one-third of the Members shall
      constitute a quorum.
 
5.3   Voting may take place by show of hand at a meeting of Members or by
      (electronic) ballot.  Approval at a meeting shall be by majority vote.
      Approval by ballot shall be by majority vote provided that the number of
      votes cast exceeds that which would constitute a quorum at a meeting of
      Members.
 
5.4   (Electronic) ballots shall be organised by the MB, who shall
      distribute one ballot to each Member, specifying the time by 
      which the ballot must be received in order to be counted.
 
5.5   Agenda, reports, budget and other relevant documentation for the meetings
      should be available at least two weeks before the actual meeting
      respectively the ballot by electronic mail takes place to the Members.
      During this period all Members are allowed to comment on this
      documentation, and specifically propose additional topics for the
      agenda or candidates for the EC.  The MB should enable the dissemination 
      of these comments to all other Members.
 
5.6   A meeting of EC Members may be held immediately before or after an
      annual meeting of Members, if requested by an EC Member.
 
5.7   The decisions made by majority vote at a Meeting of Members overrule
      decisions made by the EC, respectively MB.
 
 
6.    FINANCES
 
6.1   Contracts on behalf of the Society shall be signed by the President
      and the President-elect.
 
6.2   All payments by the Society shall be made by or signed by the Secretary.
      For payments which are not implied by the approved budget and which are
      beyond the maximum amount to which the EC has given its authorization,
      advance permission by the EC is required. The Secretary may delegate
      this authority to other members of the MB.
 
6.3   The financial report and the budget for the next calendar year have to be
      approved by the EC before three months have passed in the calendar
      year of the budget.
 
6.4   The budget for the International Conference on Artificial Intelligence
      in Education shall be approved by the EC and the host institution.  A
      distribution of profits and losses between the host institution
      (Organization Chair) and the Society shall be an appendix to the
      agreement between the Society and the Organization Chair.  The budget 
      of the International Conference is not part of the budget of the Society.
 
6.5   The EC shall determine the membership dues and the method and time of
      payment.
 
6.6   Any person acting in good faith for or on behalf of the Society, and
      with the approval of the EC, shall be indemnified by the Society
      against any expenses incurred in connection with any claim or suit arising
      from that action.
 
 
7.    THE INTERNATIONAL CONFERENCE ON ARTIFICIAL INTELLIGENCE IN EDUCATION
 
7.1   The organization of an International Conference may be delegated to an
      Organization Chair after approval by the EC of the budget of the
      Conference.  The Organization Chair forms an Organization Committee.
      The MB shall make an agreement on behalf of the Society and the 
      Organization Committee.
 
7.2   The President of the Society is Conference Chair of an International
      Conference. The Conference Chair controls the the execution of the
      agreement. The President may delegate this role.
 
7.3   The MB appoints one or more persons as Program Chair for an International
      Conference. The Program Chair is responsible for the program and 
      the publication of the Proceedings of the Conference.  The Program 
      Chair does not need approval of any member of the Society for decisions 
      regarding the content of the Conference.  The Program Chair forms 
      a Program Committee.
 
8.    THE INTERNATIONAL JOURNAL OF ARTIFICIAL INTELLIGENCE IN EDUCATION
 
 
8.1   The Journal has an Editor, one or more Associate Editors and an
      Editorial Board
 
8.2   The Editor of the Journal is elected or re-elected every six year by
      the EC. The Editorial Board and the Associate Editors of the Journal
      have the exclusive right to propose candidate editors.
 
8.3   The Editor determines the Associate Editors and the  membership of
      the Editorial Board.
 
8.4   The Editor prepares the annual financial report and a budget for the
      next year for the Journal, and has it included in the annual report,
      respectively budget of the Society.
 
8.5   The Editor is exclusively responsible for the content of the Journal.
 
 
 
9. AMENDMENTS
 
Any Member may propose to the EC to amend, adopt or repeal any clause of
this constitution. Upon 2/3 vote by the EC in favour of such a proposal, it
shall be placed on the agenda of the next meeting of the membership.
Amendments are accepted by a ballot when more than 2/3 of the votes of
the members are in favour.
 
10. DISSOLUTION
 
On dissolution of the Society, its assets remaining after payment of all
debts and liabilities shall revert to UNESCO.
 
 
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The latest official address of the AIED society is:
 
International Artificial Intelligence in Education Society
c/o Dr Vania Dimitrova,
School of Computing
University of Leeds,
Woodhouse Lane
Leeds LS2 9JT, UK