Article 1 – Name and Seat
- IFSAM is the International Federation of Scholarly Associations of Management.
- The Registered Office of the Association is established in the Brussels region (Belgium) * .
Article 2 – Mission and objectives
- IFSAM’s mission is to advance business and management research, teaching and practice throughout the world. The Association has no profit purposes. Management is broadly defined, encompassing all the different subfields (operations, marketing, accounting, finance, IT/IS, OB/OT, HRM, strategy, governance, ethics and CSR, …) for all kinds of legal forms of formal organizations, in all sectors of activity and regardless of the ownership structure.
- To pursue this mission and provide direct benefits to our member associations and their individual members we:
- encourage the establishment, maintenance of and synergies among scholarly associations of management,
- promote linkages and exchanges of information amongst associations and its leaders, supporting their associations’ internationalization,
- establish and maintain standards of competence in management research, education and practice, with a contextualized perspective,
- organize international conferences and workshops 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 3 – Membership
- The membership of the Federation shall consist of:
- Full members
- Associate members
- Full membership: shall consist of established national, regional and/or international (global, worldwide) scholarly associations in the broad management field, including its different domain areas, whose primary objective is the advancement of research and education in management. The minimum number of members is two. Criteria for a full membership are given in Appendix 1.
- Associate membership: Shall be primarily scholarly associations in management with small numbers of scholars. Their associate membership is limited to 3 years; they are expected to become full members after this period by applying for that status. Criteria for associate membership are given in Appendix 2.
- Leaders of scholarly associations of management interested in joining may be granted observer status by the Executive Committee for a limited period of time.
- Applications for membership should be addressed (preferably via email) to the President and Secretary of the Federation. The Secretary will verify whether the application is complete and ask for application correction or completion when necessary.
- An application, once complete, will be immediately sent by the secretary to all the members of the General Assembly who will be invited to vote on the application in one month (electronic ballot).
- Through its president a member may withdraw from the Federation by providing six months’ notice by emailing a letter with the approval of its highest governing body to the President and Secretary of the Federation.
- A two-thirds majority of the General Assembly (GA) may withdraw membership privileges from a member by providing a justification which will be recorded in the GA minutes.
- Associations that fail to pay their dues for a two-year period will lose their membership status and thus will be withdrawn from membership list by the Secretary. Their membership may be automatically reinstated by bringing their outstanding dues up to date the following year. Otherwise, if they wish to be readmitted, they will have to reapply.
Article 4 – General Assembly
- The governance of the Federation and its affairs shall be vested in the General Assembly (GA) of the Federation subject to the provisions in these articles.
- The General Assembly shall consist of the members of the Executive Committee of the Federation plus two representatives designated by each member association who will express its views, cast its vote/s and deal directly with the President on Federation business. General Assembly votes will either occur at GA meetings or by electronic mail. In case there is more than one national association per country, the associations from that country will have a total of two votes, which will be evenly distributed among them. Thus, each full member association has up to two votes in the GA; and associate members have up to one vote in the GA.
- Each member association appoints each year two General Assembly members, communicating it to the Secretary at the end of the current year or beginning of the next.
- In any electronic (online) ballot, GA members will be allowed one calendar month to vote. Votes received late will not be counted.
- A majority vote is defined as 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 rights to vote have been cast during the allotted voting period. Each vote will permit an abstention to be recorded. The Secretary will record all votes and their date and once the ballot period is over s/he will immediately communicate the results first to the executive committee and, if there is no objection, then to the Council.
- A formal vote on issues not covered by these statutes may be requested by at least three members, belonging to at least three different member academies, of the GA and will initiate 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 GA meetings of the Federation until past due amounts have been received.
- The GA can appoint working groups or committees on specific issues, including making ad personam appointments (external to the GA). The Federation will have at least the following committees: strategy & membership, research, education, practice and awards.
Article 5 – General Assembly (GA) Meetings
- At least one GA Meeting of the Federation will be held every year (called the annual meeting). The GA may hold meetings more frequently if considered necessary or desirable.
- GA members are responsible for their own travel and accommodation expenses related to the annual GA meeting if the meeting is onsite. Executive Committee members are expected to seek shared expense arrangements from sources other than IFSAM to cover travel expenses.
- A GA Meeting is to be called by the President on the occasion of each International Conference as provided in Article 10.
- The president shall call for GA Meetings with an agenda which will contain at least the prior meeting minutes for approval and the required statutory points regarding finances.
- All GA working groups or committees (see Article 4.8) must prepare a report for the annual GA Meeting or another meeting called for that purpose.
- Direct meeting costs associated with the annual Executive and GA onsite meetings should be covered by the host institution/association. Direct costs include meeting rooms, lunches, the GA dinner, break items, audio-visual equipment and ancillary support staff.
Article 6 – Executive Committee
- The Executive committee is composed of the Past president, the president, the president elect, the treasurer, the secretary and other member positions created by the GA (VP conferences, communications, governance, research, education, practice,…) collectively or at the proposal of the President. Where such positions are proposed and agreed, the GA will establish the denomination and mission scope of the additional positions. Their term will be of 2 years, renewable as many times as the GA approves it, apart from the President. Only under exceptional circumstances acknowledged by the GA a prior President might extend his/her term or stand as candidate for President elect again. Differently, the secretary and treasurer will be always eligible for re-election.
- In the event that an Executive committee member who is a member representative in the GA loses her/his representation in her/his association or its association loses membership status in the Federation, the Executive member should be allowed to complete his/her term of office on the Executive Committee. The Executive member will retain a vote both in the GA and in the Executive committee.
- Executive Committee members are elected by the GA, through a majority vote, whether in situ or online.
- The terms of office will be for two calendar years.
- The terms of office shall start on January 1st of the year following the date of election. An exceptional prolongation of a limited number of months can be authorized by the GA under exceptional circumstances which will be recorded in the GA minutes.
- 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.
- The Secretary will send to GA members a call for nominations for open Executive Committee positions 3 months in advance of the end of each position’s term or as soon as the position is open in case of resignation, incapacity, death or removal, stating the position/s. GA members will be allowed at least 4 weeks to nominate a candidate (whether an IFSAM General Assembly member or another member of their organization) for each open position. Self-nominations are allowed. Once the 4 weeks for the nomination period have elapsed, the Secretary will immediately communicate to all GA members the nominations received for each position. The candidates will have one week to confirm to the Secretary and the President whether they accept the nomination and if so, provide a statement for their candidacy for the election ballot. The President and President-Elect are responsible for proposing at least one nomination for open Executive Committee positions when no nominations have been received. Once the week for candidacy acceptance elapsed, the Secretary will call for the election by emailing the GA the names of the candidates who accepted to be nominated and their candidacy statement for each position. GA members will have at least two weeks to return their electronic ballot to the Secretary, with copy to the President and the Past President. Ballots are secret but, once the two weeks of the election elapsed, the Secretary will immediately communicate the results of the election to all GA members indicating the number of votes in favor, against and abstentions received by each candidate, for the sake of transparency.
- The President (i) calls for and chairs the Executive Committee meetings, and (ii) the GA meetings. S/he (iii) is responsible for an Annual Report to be prepared and circulated among the members prior to the annual GA 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 GA Meeting – at least one week prior to the subsequent meeting – and for maintaining an accurate membership list of the GA, from each member organization (admission and withdrawal). The Secretary may employ a Deputy Secretary as well as 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 annual GA Meeting. To this concern, the Treasurer is responsible for sending the request for the annual membership fees to the Presidents of the member organizations, with copy to their respective GA representatives. The Treasurer must prepare a budget proposal for approval by the Executive Committee and GA. 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 GA and circulated with the Treasurer’s report for the annual GA Meeting.
- The Executive Committee is responsible for soliciting proposals for our bi-annual conferences (see Article 10).
- In the event of resignation of a serving member of the Executive Committee during his/her term of office, or where a majority of the Executive Committee can establish that said individual is dead or incapable of performing his/her duties with the result that the Federation is negatively impacted, the Secretary will immediately call for a nomination and election process described in Article 6.8. In the event that the President resigns or cannot perform her/his function, the President Elect will become Interim President until s/he becomes President. In the event that both the President and President Elect roles become vacant, the Past President will be President ad interim. In the event that the three roles of President, President Elect and Past President become vacant, the Secretary will become President ad interim. In the event that the Secretary or the Treasurer resign or cannot perform their function, another officer will carry out the responsibilities of the vacant office ad interim until a new officer is elected.
- In event that any of the Officers (members of the Executive Committee) do not fulfil their statutory obligations, a majority of the Executive Committee or the GA can call for her/his removal and replacement.
- A majority of Executive Committee members can call for an executive committee meeting. They will communicate the agenda to all the Executive Committee members. The Secretary will provide the minutes of the prior executive committee meeting to be submitted for approval as the first substantive agenda item of the meeting.
- GA representatives of at least three different member associations can call for a GA meeting. They will communicate the agenda to all GA members and the Executive Committee. The Secretary will provide the minutes of the prior GA meeting to be submitted for approval as the first substantive agenda item of the meeting.
Article 7 – Advisory Board
- The executive committee will be empowered to make proposals to the GA about members’ appointment to the advisory board (AB) after the end of their term/s as executives. Persons who have made significant contributions to the field of management research, education and practice can be appointed as members of the advisory board. This includes former members of the Council (including the Executive Committee) as well as external members. Former members of the Executive Committee can also be proposed, even if they remain as members of the Council.
- The appointment to the AB will be lifetime or until resignation.
- The AB will have a Dean democratically elected by AC members to convene it and make recommendations to the GA or the Executive Committee, which can also call for an AB meeting for advice. The term of the Dean will be 3 years, renewable two times (up to 9 years).
- When the AB is called by the GA or the Executive Committee, IFSAM past president and president will co-chair the AB with its dean, respectively.
- IFSAM secretary will serve as secretary of the AB and keep minutes of its meetings.
Article 8 – Dues
All member associations shall pay an annual membership fee. In case of admission during the year, the fee is calculated on the basis of a pro rata criteria. The amount of dues for each type of membership shall be decided by majority vote of the General Assembly. The maximum amount of fees the member associations should pay is fixed at € 2000,00 with a possible maximum increase of 5 % annually. Associate membership dues will be one-half of full membership dues.
Article 9 – Information and Reports
All member associations shall provide the General Assembly with a profile of their membership, names and contact details of their association’s officers, the General Assembly members appointed by the member organisation, and a summary of their major activities. These reports will be included in the minutes of the annual General Assembly meeting. The VP communication is responsible for preparing and circulating a newsletter once a year.
Article 10 – 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 General Assembly 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 General Assembly.
- Rules with respect to profit and losses of international conferences are included in Appendix 3.
Article 11 – Publications
- The Federation publishes a Newsletter to be circulated to the members. The newsletter will be published at least once a year. The VP of communication or another Executive Committee member designated by the Executive Committee will be in charge.
- The Federation may publish an international journal of management and/or other specialized publications.
- The executive nominates candidates for editorship (with respect to Article 11.2), proposes editorial principles and financial arrangements. The General Assembly needs to approve publication proposals.
Article 12 – Dissolution
In the event of the Federation ceasing to function, the President will be the liquidator.
Any remaining funds of the Federation may be disposed of by:
– transferring the funds to a successor Association; this procedure requires a decision taken at the GA Meeting, by a two-thirds majority of the GA,
In case the previous destination fails to be approved, outright gift to a scientific foundation at the discretion of the Executive Committee would take place.
Article 13 – Changing Statutes
- Any General Assembly member can send a proposal to modify the existing Statutes to the President, the Past President and the Secretary. They will immediately transmit the proposal to the entire Executive Committee for information and consideration. On being fully considered by the Executive Committee, the Secretary, acting on behalf of the Executive Committee, will then transmit the proposal to the General Assembly, accompanied by any comments arising from the deliberations of the Executive Committee and/or an alternative proposal where considered appropriate. Proposals to change the statutes or appendices must be submitted to member associations at least one month in advance of the General Assembly meeting.
- Statute or appendix changes must be approved by a two-thirds majority vote of members voting. Voting will take place at the GA meeting.
* (in progress)
Approved IFSAM General Assembly (ex 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 General Assembly (ex 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 General Assembly (ex Council) that a specific national organisation or federation of scholarly associations can become an associate member. In the General Assembly (ex Council) a majority decision is needed.
At least two criteria of the full membership (see Appendix 1) must be fulfilled. An associate membership has a maximum 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 General Assembly (ex Council) meeting. It can still send two representatives to the General Assembly (ex Council) meetings.
Approved IFSAM General Assembly (ex Council) Meeting 2012
Policy for the Distribution of IFSAM Conference Funds
- IFSAM offers “seed money” to the amount of € 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 General Assembly (ex 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 its 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 General Assembly 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 its 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.
External distinguished, supportive members of the community worldwide might be involved.
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 General Assembly 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.