Statutes (approved June 2012)
Article 1 – Mission
- IFSAM is the International Federation of Scholarly Associations of Management. Our mission is to advance business and management research, teaching and practice throughout the world.
- To pursue this mission and provide direct benefits to our member associations and their individual members we:
- encourage the establishment of scholarly associations of management,
- promote linkages and exchanges of information amongst associations and support their internationalization,
- establish and maintain standards of competence in management research, teaching and practice,
- organize international conferences to explore the development and exchange of new concepts and perspectives on global business, and management challenges and developments,
- promote other strategies to develop management research, teaching and practice, and encourage the development of contextualized fields of inquiry, and
- facilitate the development of networks amongst academics with common interests.
Article 2 – Membership
The membership of the Federation shall consist of:
- Full members
- Associate members
- Full membership: The voting membership of the Federation shall consist of established national associations or a federation of (national) associations whose primary objective is the advancement of research and teaching in management or any other business discipline. Criteria for a full membership are given in appendix 1.
- Associate membership: Shall be primarily scholarly associations from developing countries with small numbers of scholars in the respective business discipline. Delegates may attend council meeting. Associate members are expected that they will become full members at some future time, and their associate membership is limited to 3 years. Criteria for associate membership are given in Appendix 2.
- Applications for membership should be addressed via email to the President and Secretary of the Federation.
- Applications, once complete, will be sent to the members of the Council who will be invited to approve applications and will be given one month to submit their electronic ballot.
- A member may withdraw from the Federation by providing six months’ notice in writing.
- A two-thirds majority of the Council may withdraw membership privileges from a member.
- Associations that fail to pay their dues for a two-year period will lose their membership status. Their membership may be automatically reinstated by bringing their outstanding dues up to date.
Article 3 – Council
- The governance of the Federation and its affairs shall be vested in the Council of the Federation subject to the provisions in these articles.
- The Council shall consist of the members of the Executive Committee of the Federation plus two representatives designated by each member association (so called national representatives) who will express it’s views, cast it’s vote and deal directly with the President on Federation business. Council votes will either occur at Council meetings or by electronic mail. In case there is more than one national association, membership on the council is restricted to two voting representatives. Each full member association has up to two votes in the Council; and associate members have one vote in the Council.
- Each member association appoints each year two Council members.
- In all formal votes, the Council members will be allowed one calendar month to return their electronic ballot. Votes received late will not be counted. A majority vote is defined as meaning that the majority of the votes cast within the allotted voting period. A two-thirds majority is defined as meaning that at least two-thirds of the votes cast during the allotted voting period. Each vote will permit an abstention to be recorded.
- A formal vote on issues not covered by these statutes which is requested by at least three members of the Council of different member organisations will be taken by an electronic ballot.
- In the event of any member association not paying its annual membership fee, levy or any other debt to the Federation within twelve months of the date of the original yearly invoice, such member shall not be eligible to either raise or vote on any issue or attend Council meetings of the Federation until past due amounts have been received.
- The council can appoint working groups, or committees on specific issues.
Article 4 – Council Meeting
- A Council Meeting of the Federation will be held every year.
- Council members are responsible for their own travel and accommodation expenses related to the annual Council meeting. Executive Committee members are expected to seek shared expense arrangements from sources other than IFSAM to cover travel expenses.
- A Council Meeting is to be called on the occasion of each International Conference as provided in Article 8.1.
- The president shall invite all members of the Council to the Council Meeting.
- The Council may hold meetings more frequently if considered necessary or desirable.
- All working groups, or committees (see article 3.7) must prepare a report for the annual Council Meeting.
- Direct meeting costs associated with the annual Executive and Council meetings should be covered by the host institution/association. Direct costs include meeting rooms, lunches, the Council dinner, break items, audio-visual equipment and ancillary support staff.
Article 5 – Executive Committee
- The Executive Committee will be elected by a majority vote by the Council. The Executive Committee shall consist of President, President-Elect, Past-President, Secretary and Treasurer. The Council can decide whether to elect a Member-at-Large to serve on the Executive Committee. Membership on the Executive Committee and membership on the Council are not mutually exclusive.
- In the event that an association loses its membership status in the Association and a representative is on the Executive committee, the Executive member should be allowed to complete his/her term of office on the Executive Committee. The Executive member would not have a vote on Council but would retain a vote Executive committee matters and proposals.
- The election of the Executive Committee takes place during the Council Meeting. An exception to this rule can de made through a majority vote in the Council Meeting.
- The terms of office will be for two calendar years. The secretary and treasurer will be eligible for re-election.
- The terms of office shall start on January 1st of the year following the date of election.
- All votes on persons will be by secret ballot.
- The election of the Executive Committee will follow the normal voting rules. The candidate with the majority of votes wins. If no candidate receives the majority of the votes cast in the first ballot, then a second ballot must be held between the top two candidates.
- Nominations for open positions on the Executive Committee will be sought from member associations. The President and President-Elect are responsible for proposing at least one nomination for open Executive Committee positions where no nominations have been received. The secretary will send a call for nominations for open Executive Committee positions well in advance of the Council Meeting.
- The President (i) manages the Executive Committee activities, (ii) invites all members to the Council Meetings, (iii) is responsible for an Annual Report to be prepared and circulated among the members prior to the Council meeting following the year of the Report, and (iv) is responsible for the recruitment of new members.
- The Secretary is responsible for compiling and circulating the minutes of every Council Meeting of the council, for preparing and circulating a newsletter once a year (see Article 9) and for maintaining an accurate membership list. The Secretary may employ an assistant secretary on a part-time basis subject to the approval of the Executive Committee. The Secretary should submit a budget and justification for the request. The Secretary is responsible for administration and for carrying out the policies of the Federation under the instructions of the president.
- The Treasurer is empowered in the name of the Federation to accept and hold funds and property and to make contracts within the authority of the budget approved in advance of Council Meeting. The Treasurer must prepare a budget proposal for approval by the Executive Committee and Council. Major non-budgeted expenses (over $500) need approval of the Executive Committee.
- The Treasurer shall keep proper accounts records with respect to all money transactions and liabilities of the Federation. The accounts shall be audited annually by a professional auditor appointed by the Council and circulated with the Treasurer’s report for the annual Council Meeting.
- The Executive Committee is responsible for soliciting proposals for our bi-annual conferences (see Article 8).
Article 6 – Dues
All member associations shall pay an annual membership fee. The amount of dues for each type of membership shall be decided by majority vote of the Council. Associate membership dues will be one-half of full membership dues.
Article 7 – Information and Reports
All member associations shall provide the Council with a profile of their membership, names and contact details of their association’s officers, the Council members appointed by the member organisation, and a summary of their major activities. These reports will be included in the minutes of the Council meeting.
Article 8 – International Conferences
- An international conference of the Federation shall be held at least every two years.
- The host association should submit to the Executive Committee and Council a proposal with the following elements included: proposed conference theme, proposed organizing committee structure and appointees, conference venue and local arrangements, scientific committee, review process and budget (see Appendix 4 for more detail). The proposal should be submitted preferably 2 years in advance of the conference.
- At each conference a host association will be responsible for the finances, the physical location and domestic arrangements as approved by the Executive Committee and Council.
- Rules with respect to profit and losses of international conferences are included in Appendix 3.
Article 9 – Publications
- The Federation publishes a Newsletter to be circulated to the members. The newsletter will be published at least once a year.
- The Federation may publish an international journal of management and/or other specialized publications.
- The executive nominates candidates for editorship (with respect to article 9.2), proposes editorial principles and financial arrangements. The Council need to approve publication proposals.
Article 10 – Dissolution
In the event of the Federation ceasing to function, the remaining funds, after all debts are paid, will be returned to the current member associations in equal amounts unless a proposal to distribute the funds in an alternative manner is decided by a two-thirds majority of the Council.
Article 11 – Changing Statutes
- Proposals to change the statutes or appendices must be submitted to member associations at least one month in advance of the annual Council meeting.
- Statute or appendix changes must be approved by a two-thirds majority vote of members voting. Voting will take place at the annual Council meeting.
Approved IFSAM Council Meeting 2012
IFSAM Criteria for full membership
IFSAM is a federal association of associations or academies of business and management (hereafter we use the term associations). An association aspiring to become a member of IFSAM should have at least four of the following characteristics:
- The majority of individual members (if any) of the association should be professional academics in the management or business field, broadly defined (employed by business schools, universities or other educational institutions).
- The majority of the Association’s institutional members (if any) should be management or business education schools or colleges of universities, similar educational institutions or associations.
- The association should arrange meetings or conferences (including research, teaching or practice) at least once every two years.
- The association should have a management structure (i.e. a procedure for selecting the president/chairperson, secretary and other officers).
- The association should have a regular newsletter or a website announcing its activities and giving names of the officers.
- The association should have a journal and/or a publication series.
- The association should run workshops for research students and/or junior staff (possibly in connection with the research conferences).
Approved IFSAM Council Meeting 2012
IFSAM criteria for associate membership
IFSAM aims at only full members, but in specific occasions, where criteria for full membership are not fulfilled, or a starting organisation in, for instance, a developing country, the Executive Committee can propose to the Council that a specific national organisation or federation of scholarly associations can become an associate member. In the Council a majority decision is needed.
At least two criteria of the full membership (see Appendix 1) must be fulfilled. An associate membership has amaximum duration of three years. After that period an associate member must fulfil the criteria of full membership or must leave IFSAM.
An associate member has only one vote in the Council meeting. It can still send two representatives to the Council meetings.
Approved IFSAM Council Meeting 2012
Policy for the Distribution of IFSAM Conference Funds
- IFSAM offers “seed money” to the amount of USD 5 000 to the organizing committee to cover pre-conference expenses.
- The “seed money” is required to be repaid to IFSAM from the conference revenues within a 12 month period after the conference.
- Twenty percent of the conference surplus profit should be transferred to IFSAM within 12 months of the date in which the conference took place. The host institution retains the remainder and is responsible for any loss.
- The host organization is expected to host the Council and Executive meetings and cover the direct onsite costs associated with these meetings, i.e. meeting rooms, breaks, meals and audio-visual equipment.
- If alternative arrangements are to be made, the IFSAM Executive Committee has to approve a written proposal in advance (majority vote).
International Federation of Scholarly Associations of Management (IFSAM) Conference Proposals – Requested Information
The nature of IFSAM with it’s diverse membership and communities of practice presents some challenges and opportunities to the planning of our regular bi-annual conferences. The normal process in recent years has been to approve a conference site “in principle” with the expectation that the conference organizers will submit a formal proposal for IFSAM Executive and Council approval. To aid in the development of that proposal this document outlines the sections that should be included.
Conference theme – What is the organizing theme of the conference and what program components are planned
to support that theme? It is rare that a conference limits it’s program to the theme but thematic aspects of the conference should play a strong role in the program.
Proposed organizing committee structure and appointees – What is the proposed structure and positions needed to carry out the conference planning? For example, who is the Conference Chair, the committee chairs for the different functions related to the general conference organization and local arrangements? The identification for specific individuals to perform the various roles is preferred.
Conference venue – What is the proposed venue, facilities and supports that will be in place for the conference? The rooms, sizes of rooms, large meeting areas, location access (both handicap and travel), special arrangements that will be needed for travel, etc. should be outlined.
Scientific committee – The scientific committee is recommended to be an international/multidisciplinary group that draws from and represents the various members of IFSAM and the disciplines represented by the member associations. About half of IFSAM’s members go across business disciplines and the other half is focused on management disciplines, either broadly or narrowly defined as per different member associations. There have been different structures to the scientific committee but it should include the organizers of the academic portion of the program, the track chairs, and chairs of special program events, e.g. the organizer of the doctoral consortium, workshops, caucuses, etc. (if planned). The names of the individuals expected to perform each of the roles does not necessarily need to be in the proposal, but if not, a timeline should be established about when those members will be recruited/appointed.
Review process – The structure of the review process has varied a great deal amongst conferences. There have been themed tracks with representatives from the member organizations and track chairs, there have been national chairs composed of representatives from various member nations, etc. The proposal should outline the track topic areas, the structure of the review committee, the process for the review of manuscripts, etc. Forms that can be used in the review process are available from member associations and previous IFSAM conferences. Does the conference organizer plan to use a web-based review process and tracking system? etc. The proposal should also include any plans for special awards and the process for determining who receives the award(s). A guiding principle to keep in mind in considering how the review process should be structured is that the IFSAM conference draws many participants from nations without IFSAM member associations and from countries where there are member associations but the participants are not members of that association.
Local organizing committee – While not necessarily a part of the formal program, the proposal should include any special events that would be planned for the conference. Ideas from other conferences include a gala dinner, visits to local firms to view production processes, fun events such as fun walk/run, football (soccer) match, outings to local areas of interest, partner/family programs, etc. These events are not necessary but there has traditionally been a gala dinner. This section of the proposal should also include information on the local hotels and rates for rooms. We would suggest that a range of hotels be proposed to cover attendees with various levels of financial support.
Budget – A general budget which projects the expected revenues and expenses, the planned conference fees, etc. should be included. For the last several Executive and Council meetings the host organization has picked
up the costs of the meetings, dinners, etc. (Please refer to Appendix 3 for our policy on shared conference revenues.)
Planning schedule and activities – The proposal should include a timeline for conference publicity, including development of a website (and connected link from the IFSAM website), conference logo (may use the IFSAM logo and combine with a themed logo if wish), fundraising schedule and plans, timelines for the conference planning schedule that should include the dissemination of the call for papers, timeline for the review process and selection of best papers (if applicable), conference registration deadlines, finalizing of program, opening of the registration site, etc.