Procedures Overview

Conference Site Selection

The International Conference on X-Ray Absorption Fine Structure (XAFS Conference) is held every three years under the aegis of the International X-Ray Absorption Society (IXAS). The IXAS Executive Committee (IXAS-EC) selects the conference site approximately four years in advance of the conference. Conference location is to be determined based on rotational selection among geographical regions of active XAFS communities, with due considerations to previous conference locations. The IXAS-EC is responsible for circulating a call for Proposals for Hosting XAFS Conference (Conference Proposal) to all registered IXAS members and attendants of the last conference. The Conference Location is selected by the IXAS-EC by a majority of its voting members after all proposals have been reviewed. The Conference is not required to be at a location near a synchrotron light source. Conference Organizers will be accountable for the conference planning, accordingly with close cooperation with the IXAS-EC. The IXAS-EC is expected to extend full support to Conference Organizers in organizing scientific programs.

EC Election

The IXAS-EC consists of twelve voting members including three officers (Chair, Vice Chair and Treasurer/Secretary). The officers are elected at-large, and nine other voting members, six of whom will be elected by geographical region and three of whom will be elected at-large (Bylaws). The Vice Chair will serve for three years and then become Chair for three years. The Secretary/Treasurer and other elected members will serve for six years. Elections will be held every three years (prior to the conference) using the procedures described in the following. A Nominating Committee consisting of seven members will be appointed by the Chair. Memberships will be staggered so that approximately one half of the total membership will be chosen at each election. Newly elected members and officers will assume their offices at the Executive Committee meeting held at the International Conference. The Nominating Committee shall be guided by the recommendations of the Executive Committee regarding the scientific and geographic distribution of the society in order to achieve the most representative membership of the Executive Committee possible.
At least two names shall be nominated for each position to be elected on the electronic ballot. Members to be elected by geographical region will be pre-elected by the XAS community within the region.

IXAS Awards

Soliciting IXAS Awards is a tradition of the IXAS and a highlight of the recent XAFS Conference. There are three IXAS awards to be handed out at the ceremony in the IXAS session. The IXAS Chair forms the Awards Committee consisting of five voting members representing different scientific areas after opening a call for nominations to the Awards Committee. Nominations with cv or recommendation letters are received by the Awards Committee which selects the winners by voting.

INTERNATIONAL X-RAY ABSORPTION SOCIETY
CONFLICT OF INTEREST POLICY

Article I
Purpose

The purpose of this conflict of interest policy is to protect this tax-exempt organization's (Organization) interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or a member of the Executive Committee or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.

Article II
Definitions

1. Interested Person

Any member of the Executive Committee, principal officer, or member of a subcommittee with Executive Committee delegated powers, who has a direct or indirect financial interest, as defined below, is an interested person. For the purpose of this Conflict of Interest Policy, the term "Executive Committee" shall mean "Board of Directors".

2. Financial Interest

A person has a financial interest if the person has, directly or indirectly, through business, investment, or family:

  1. An ownership or investment interest in any entity with which the Organization has a transaction or arrangement,
  2. A compensation arrangement with the Organization or with any entity or individual with which the Organization has a transaction or arrangement, or
  3. A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the Organization is negotiating a transaction or arrangement.

Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial.
A financial interest is not necessarily a conflict of interest Under Article II, Section 2, a person who has a financial interest may have a conflict of interest only if the Executive Committee or appropriate subcommittee decides that a conflict of interest exists.

Article III
Procedures

1. Duty to Disclose

In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the members of the Executive Committee and members of subcommittees with Executive Committee delegated powers considering the proposed transaction or arrangement.

2. Determining Whether a Conflict of Interest Exists

After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the Executive Committee or subcommittee meeting while the determination of a conflict of interest is discussed and voted upon. The remaining members of the Executive Committee or subcommittee members shall decide if a conflict of interest exists.

3. Procedures for Addressing the Conflict of Interest

  1. An interested person may make a presentation at the Executive Committee or subcommittee meeting, but after the presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest.
  2. The chairperson of the Executive Committee or subcommittee shall, if appropriate, appoint a disinterested person or subcommittee to investigate alternatives to the proposed transaction or arrangement.
  3. After exercising due diligence, the Executive Committee or subcommittee shall determine whether the Organization can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.
  4. If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the Executive Committee or subcommittee shaii determine by a majority vote of the disinterested members whether the transaction or arrangement is in the Organization's best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination it shall make its decision as to whether to enter into the transaction or arrangement.

4. Violations of the Conflicts of Interest Policy

  1. If the Executive Committee or subcommittee has reasonable cause to believe a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose.
  2. If, after hearing the member's response and after making further investigation as warranted by the circumstances, the Executive Committee or subcommittee determines the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.

Article IV
Records of Proceedings

The minutes of the Executive Committee and all subcommittees with Executive Committee delegated powers shall contain:

  1. The names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest, the nature of the financial interest, any action taken to determine whether a conflict of interest was present, and the Executive Committee's or subcommittee's decision as to whether a conflict of interest in fact existed.
  2. The names of the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection with the proceedings.

Article V
Compensation

  1. A voting member of the Executive Committee who receives compensation, directly or indirectly, from the Organization for services is precluded from voting on matters pertaining to that member's compensation.
  2. A voting member of any subcommittee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Organization for services is precluded from voting on matters pertaining to that member's compensation.
  3. No voting member of the Executive Committee or any subcommittee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Organization, either individually or collectively, is prohibited from providing information to any committee regarding compensation.

Article VI
Annual Statements

Each member of the Executive Committee, principal officer and member of a subcommittee with Executive Committee delegated powers shall annually sign a statement which affirms such person:

  1. Has received a copy of the Conflict of Interest Policy,
  2. Has read and understands the Conflict of Interest Policy,
  3. Has agreed to comply with the Conflict of Interest Policy, and
  4. Understands the Organization is charitable and in order to maintain its federal tax exemption it must engage primarily in activities which accomplish one or more of its tax-exempt purposes.

Article VII
Periodic Reviews

To ensure the Organization operates in a manner consistent with charitable purposes and does not engage in activities that could jeopardize its tax-exempt status, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the following subjects:

  1. Whether compensation arrangements and benefits are reasonable, based on competent survey information, and the result of arm's length bargaining.
  2. Whether partnerships, joint ventures, and arrangements with management organizations conform to the Organization's written policies, are properly recorded, reflect reasonable investment or payments for goods and services, further charitable purposes and do not result in inurement, impermissible private benefit or in an excess benefit transaction.

 

Article VII
Use of Outside Expert

When conducting the periodic reviews as provided for in Article VII, the organization may, but need not, use outside advisors. If outside experts are used, their use shall not relieve the Executive Committee of its responsibility for ensuring periodic reviews are conducted.

Adopted April 7, 2008

CHARTER AND BYLAWS
of
the INTERNATIONAL X-RAY ABSORPTION SOCIETY

Charter

The International X-ray Absorption Society (IXAS) represents all those working on the spectral fine structure associated with inner shell excitation (near edge and extended) by various probes (e.g. x-rays and electrons), and related techniques for which the data is interpreted on the same physical basis. Anyone working in or studying the field is eligible to be a member of the IXAS upon their formal application.
The purpose of the IXAS is to oversee activities which benefit the community as a whole, to establish operational committees, to provide for education in the field, to disseminate relevant information, to work with other related regional, national and professional organizations in promoting and developing XAS and related disciplines, and to act as representative for the community to other professional organizations.

Bylaws

I. Organization: The IXAS will be governed by an Executive Committee (EC) composed of a Chair, Vice Chair, Secretary/Treasurer officers to be elected at-large, and nine other voting members elected by geographical region (3 North/South America, 3 Europe/Russia/Africa, 3 Asia/Oceania). The distribution across regions is evaluated by the EC every three years and revised as needed to reflect changes in XAS activities around the world. An advisory panel composed of former EC members, former IXAS conference chairs and the current chair of the IUCr commission on XAFS provides input to the EC upon request.

II. Terms of Office: The Vice Chair will serve for three years and then become Chair for three years. The Secretary/Treasurer and other elected members will serve for six years. If the Vice Chair resigns before the end of his/her term, then both a Chair and Vice Chair will be chosen at the next election. If the Chair resigns before the end of his/her term, the Vice Chair accedes to the Chair, and in the next election only the Vice Chair is elected. The Vice Chair and Chair are normally expected to be from different geographical regions. If a member resigns, the vacancy will remain until the next election.

III. Duties: The duties of the EC are to establish and charter standing committees, to determine the location and frequency of the International Conference and to approve its Chair, to approve budgets submitted by the Chair, to advise and assist the Chair in fulfilling the goals of the charter, to make recommendations to the Nominating Committee regarding the scientific and geographic distribution of the society in order to achieve the most representative membership of the EC possible, to ratify decisions of the EC by a simple majority (except in the case of proposed changes to the Bylaws, which will require a two-thirds majority), and to assume other responsibilities necessary for the benefit of the IXAS. The duties of the Chair are to prepare and submit budgets to the EC, to call and chair EC meetings, to distribute reports of the standing committees, to assure the distribution of ballots and information to the membership of the IXAS at large, to act as liaison between the IXAS and other organizations, to appoint the Nominating Committee, and to assume other responsibilities necessary to the benefit of the IXAS. The duties of the Vice Chair are to act as the Chair in the absence of the Chair and to serve as the Chair of the Nominating Committee. The duties of the Secretary/Treasurer are to prepare minutes of the EC physical and electronic meetings, to coordinate correspondence within the EC and with the standing committees, to oversee the budgets and expenditures of the IXAS, to provide for the establishment of accounts for IXAS EC funds during the Secretary/Treasurer's term of office, and to prepare an annual report on the budget for the EC.

IV. Elections: Elections of EC members will be held every three years using the procedures established below. Positions in the EC will be staggered so that approximately one half of the committee will be chosen at each election. Newly elected members and officers will assume their roles at the Executive Committee meeting held before closure of the International Conference. Only registered members of the society are eligible to run for EC positions and to vote in EC elections. While all registered members can vote for EC officer (at-large) positions, voting for geographical representatives is restricted to members in the corresponding regions. Voting begins 2 months before the start of the International Conference and ends on the 2nd day of the conference. Votes are tallied on the 3rd day and announced on the 4th day of the conference.

V. Nominations: A Nominating Committee consisting of seven members will be appointed by the Chair in consultation with the EC to nominate members of the Society for at-large (EC officers) vacancies in the EC. The committee will be appointed 6 months before the International Conference. The Vice Chair of the EC will be Chair of the Nominating Committee. The Chair of the EC will appoint to the Nominating Committee two members of the EC whose positions are not up for election and four other members of the Society chosen to obtain, to the extent possible, a representative scientific and geographical balance on the Nominating Committee. At least two names shall be nominated for each position to be elected on the general ballot. Nominations for EC positions representing geographical regions will be accepted from organizations representing the XAS community within the region. Nominations for any EC position supported by at least ten members of the society will also be accepted. Nominations should be for a specific position, be accompanied by appropriate biographical information, and be received by the Secretary/Treasurer at least 3 months before the start of the International conference in order to be included on the ballot. Secretary/Treasurer gathers nominations and to EC for approval by simple majority.

VI. Funding and Budgets: Budgets for the operation of the IXAS will be prepared by the Chair and ratified by a majority of the EC. Funding may be accepted from any sources approved by the EC, but base funding will be provided by mandatory membership fees, an increased non-member fee required to attend the international conference, and advertisement at the IXAS web site. The membership fees are set by the EC (2/3 majority needed) and revised on a tri-annual basis. The difference between member and non-member conference fee is at least 50% above member dues. Membership will be validated at time of conference registration with unique member ID number. Membership applications will be processed via the IXAS web site or the XAFS conference web page. Membership is valid for 3 years from date of payment. Non-member conference fees collected by conference organizers will be used to fund IXAS awards, student travel and other core functions of IXAS.

VII. Organization of the International Conference: One of the duties of the EC is to contribute to the organization of the XAS International Conference held regularly in different locations. The senior scientists of the IXAS EC are automatically considered for the International Advisory Board of the Conference pending their confirmation of commitment to contribute to conference organization. Senior scientists are those with more than 10 years since completion of the Ph.D., or comparable experience in the field. The former Chair of the International Conference is an additional key member of the International Advisory Board of the Conference. Other members of the International Advisory Board are selected by the chairman of the Conference accounting for scientific and geographical balance. Program and Organizing Committees of the Conference are selected by the chairman of the conference with input from the scientific community of the organizing country or region.

VIII. Revision of Bylaws: Revisions to the Bylaws may be proposed by two means. The Bylaws may be changed by a request from either two-thirds of the Executive Committee voting members or from twenty-five members of the IXAS, followed by approval of a two-thirds of the Executive Committee or by a simple majority of those members voting in the next election of the Society, when explicitly requested by at least one half of the Executive Committee members.

Approved by the Executive Committee - 1 November 2016
Pieter Glatzel (IXAS chair), M. Newville (vice-chair), D. Haskel (secretary and treasurer)