GUIDELINES FOR AFNLP SPECIAL INTEREST GROUPS (SIGS)
1. The function of a SIG is to encourage interest and activity in specific areas within the AFNLP and to create a platform for individual researchers from Asia including linking with related areas by such means as workshops, newsletters, etc. The existing regional conferences in Asia can be a good candidate to contribute to a SIG.
2. Proposals for a SIG shall be approved by the AFNLP executive committee.
3. A SIG shall have a statement of purpose and constitution approved by the executive committee.
4. A SIG shall have at least two elected officers, Chair and Secretary, and hold elections for these positions. The initial SIG organizer(s) may serve as the de facto officers for the first year, while a nomination/election process is being established; official elections must be held within the first year after approval of the SIG. The election procedure must be specified in the constitution.
5. A SIG shall provide a written report to the executive committee before the AFNLP Board Meeting.
6. A SIG shall maintain a list of its members and supply this to the executive committee along with its annual report.
7. The executive committee may close a SIG on such grounds as: failure to meet required procedures, inactivity over a period of years, or divergence from the interests of the AFNLP. Or the SIG can initiate a closure. In this case, the issues on how to settle the remaining membership, the money, etc should be approved by the executive committee.
8. A SIG’s statement of purpose, current officer information, and annual report shall be published by the AFNLP. In addition, SIG leaders must create a webpage with the statement of purpose, constitution, and current officer information (including e-mail addresses, appropriately spam-protected) prominently displayed, either directly or through a single-level link, on the first page.
9. A SIG may hold workshops in conjunction with IJCNLP or other AFNLP sponsored conferences, under the normal arrangements for workshops associated with such meetings (independent of other workshops it may hold).
10. A SIG may have access to the AFNLP membership list, and SIG announcements may be included in normal AFNLP publicity.
11. A SIG must request executive committee approval for any activities jointly sponsored with any other non-AFNLP organizations.
12. The AFNLP will not provide any automatic financial support for a SIG beyond that implicitly covered by the means already mentioned, such as publicity. AFNLP will be indemnified in any cases of bankruptcy or financial loss and law suits of a SIGs.
A SIG must cover its own running costs, and any significant proposed expenditures must be approved by the executive committee. A SIG may request support for a workshop according to the normal AFNLP workshop guidelines, but funding for such a workshop is not guaranteed.
13. Formal approval must be obtained for all workshops held as an official workshop of an AFNLP-affiliated meeting, including SIG-related workshops. To obtain formal approval, proposals for such meetings must be submitted by the official deadline-specified in the single AFNLP Call for Workshop Proposals (which applies simultaneously to all AFNLP SIG Meetings) of the year PRIOR to the year for which the workshop is requested.
Annex X.1 Proposing a new SIG
Proposal procedure: a group interested in becoming a SIG should submit a written proposal to the Secretary for consideration by the executive committee. The proposal should satisfy relevant guidelines above and should also explicitly state why it would be desirable for there to be such a SIG for the AFNLP, list initial interested people, and identify a liaison representative. For reference, see the model constitution below.
CONSTITUTION OF THE AFNLP SPECIAL INTEREST GROUP ON <TOPIC>
I. STATEMENT OF PURPOSE
The purpose of the AFNLP Special Interest Group on <TOPIC> (the SIG) shall be to promote interest in <TOPIC> under AFNLP; to provide individual members of the AFNLP with a special interest in <TOPIC> with a means of exchanging news of recent research developments and other matters of interest in <TOPIC>; and to sponsor meetings and workshops in <TOPIC> that appear to be timely and worthwile, operating within the framework of the AFNLP’s general guidelines for SIGs.
II. ELECTED OFFICERS
The elected officers of the SIG shall consist of a President, a Secretary and <any such other officers as the organizers of the group may deem advisable to carry out the duties of the organization. fill in specifics here>. The President and Secretary shall be members in good standing of the AFNLP.
The term of all elected officers of the SIG shall be <fill in term here, but not more than 2 years, dating from specific time>.
The duties of the President shall be: (1) To have primary executive authority over actions and activities of the SIG. (2) To prepare a written report on the activities of the SIG for the Executive Committee of the AFNLP, for presentation to the AFNLP at its Board Meeting. (3) To designate a Liaison Representative for the SIG, who shall be primarily responsible for communication with members of the SIG, answering inquiries about the SIG, and communication with the Executive Committee of the AFNLP.
The duties of the Secretary shall be: (1) To maintain a membership roster of the SIG. (2) To be responsible for any moneys awarded to the SIG by the AFNLP; to collect and manage any dues that may be required by the organization; and to present a written annual report on the SIG finances to the Executive Committee of the AFNLP. (3) To act as a Liaison Representative, who shall be primarily responsible for communication with members of the SIG, answering inquiries about the SIG, and communication with the Executive Committee of the AFNLP.
<Each SIG must have an Liaison Representative (LR) as point of contact for communication with the SIG. While one of the officers may fill this duty, to allow for flexibility the President can appoint the LR: however the person must be designated so people know who to communicate with.>
III. ELECTION OF OFFICERS
All officers of the SIG shall be elected by a vote of the membership. The vote shall take place at least <time period> before the expiration of the terms of the officers to be elected, with at least 4 weeks’ notice of nominations to SIG members.
<Each SIG can establish procedures for conducting elections, subject to approval by the executive committee>
IV. DUES
<Not all SIGs may want to charge dues. However, if it is desired that the SIG produce mailings, a newsletter, etc. it may be necessary to charge some amount to defray expenses.>
Subject to the approval of the Executive Committee of the AFNLP, the SIG may levy annual membership dues, where the rate is determined by <state the means here: small SIGs may make this a matter for their President and Secretary, others may want to put it to a vote; there is flexibility here>.