Bylaws

BYLAWS OF THE

ASSOCIATION FOR GERONTOLOGY EDUCATION IN SOCIAL WORK

(Name change approved March 2007)

ARTICLE I

Board of Directors

SECTION 1. General Powers. The business and affairs of the Committee shall be managed by the Board of Directors.

SECTION 2. Number, Term and Qualifications. The number of the Board of Directors shall range from 14-20, two of whom shall be the retiring President and Vice President and two who shall be doctoral students.  No more than 50% of the Board of Directors shall be non-tenured faculty.  The year prior to the term of the Vice President or President ending, the Board of Director’s Executive Committee shall select from the current Board a Vice President Elect and President Elect, who shall serve for one year prior to serving as Vice President and President, respectively.  Each director shall hold office for three years from the date of the annual meeting at which s/he was elected. Those directors elected during the year to fill a vacancy due to death, resignation or other causes will serve the term of the director they replaced expires. Two or three of the directors will be elected each year. Directors may serve for no more than two consecutive terms in the same position and for no more than a total three consecutive terms. Directors are eligible for election again after a one year hiatus. Each director shall be required to chair and/or serve on an organizational committee.

SECTION 3. Election of Directors. Except as provided in Section 5 of the Article, the directors shall be elected annually by bonafide members of the Association for Gerontology Education in Social Work from an official list of candidates provided by the Board of Directors. Those persons who receive the highest number of votes will be deemed to have been elected. The annual election will take place during the spring with results announced in May and new directors assuming their positions in the summer.

SECTION 4. Removal. At a meeting called expressly for that purpose, any director may be removed from office with or without cause by a vote of 2/3 of the Board members. If any directors are so removed, new directors may be elected at the same meeting.

SECTION 5. Vacancies. Any vacancy occurring in the Board of Directors, including a vacancy resulting from an increase by not more than two in the number of directors, may be filled by the affirmative vote of a majority of the remaining directors though less than a quorum of the Board of Directors.

SECTION 6. Resignation. Any member may resign at any time by giving written notice of such resignation to the Board of Directors.

SECTION 7. Compensation. Expenses incurred by the Board of Directors in attending regular meetings of the Board will be provided, subject to availability of funds.

ARTICLE II

Directors Meetings

SECTION 1. Regular Meetings. The Board will meet twice each year for the purpose of carrying on such other business as may properly come before the directors. 

SECTION 2. Special Meetings. Special meetings of the Board of Directors may be held upon request by any member in consultation with the President at such a place as the President may direct.

SECTION 3. Notice. Notice of the regular meeting of the Board of Directors will be given to each director four weeks prior to the meeting date. Notice of special meetings of the Board of Directors shall be mailed or e-mailed to each director at least three weeks, or telephoned at least two weeks prior to the date of the meeting and must set forth the purpose for which the meeting was called.

SECTION 4. Quorum. A majority [5] of the directors shall constitute a quorum for the transaction of business. The act of the majority of the directors present at a meeting at which a quorum is present shall be the act of the Board of Directors.

SECTION 5. Waiver of Notice. Notwithstanding any other provisions of the bylaws, whenever any notice of any meeting for any purpose is required to be given to any director, a waiver thereof in writing signed by the person or persons entitled to said notice, whether before or after the time stated therein, shall be the equivalent of the giving of such notice. A director who attends a meeting shall be deemed to have had timely and proper notice of the meeting unless s/he attends for the express purpose of objecting to the transaction of any business because the meeting is not lawfully called or convened.

ARTICLE III

Board Committees

SECTION 1. Executive Committee. The Executive Committee shall consist of the President, Vice-President, Secretary and Treasurer.  The Executive Committee shall have and may exercise all of the authority of the Board of Directors except to approve amendments to the Articles of Incorporation.

SECTION 2. Journal of Gerontological Social Work Executive Committee. The Journal of Gerontological Social Work (JGSW) Executive Committee is charged with oversight of the operations and management of the Journal of Gerontological Social Work.

SECTION 3. Other Committees. Other committees with limited and specified authority may be designated by a resolution adopted by a majority of the directors present at a meeting at which a quorum is present.

ARTICLE IV

Officers

SECTION 1. Election, Removal, Duties. The Executive Committee shall nominate officers from the Board of Directors: a President, Vice President, Secretary and Treasurer/Financial Development. The full Board of Directors, with the exception of the nominees, shall vote to accept these nominations. All officers shall serve for a term of three years and until their respective successors are elected; however, any officer may be removed summarily with or without cause at any time be a vote of a majority of the directors. Vacancies among the officers of the committee shall be filled by the directors. The officers of the committee shall have such duties as generally pertain to their respective offices, as well as such powers and duties as may be delegated to them by the Board of Directors.

ARTICLE V

General Membership Meetings

SECTION 1. There will be an annual general membership meeting. Other membership meetings will be held at various national conferences during each year. An annual report to the membership will be provided by the President of the Board of Directors at the annual meeting.

ARTICLE VI

Journal of Gerontological Social Work

SECTION 1. JGSW Executive Committee Membership. Voting members of the JGSW Executive Committee include the: AGESW President, AGESW Vice President, AGESW member at large who is chairing the AGESW membership committee, and two editorial board members.  One editorial board member will be nominated by the Editor-in-Chief to serve as the Executive Committee Chair, and one additional editorial board member will serve as a committee member. Neither the Chair nor the editorial board member can serve concurrently on the AGESW Board. Non-voting members of the JGSW Executive Committee include the: Editor-in-Chief, Managing Editor, Book, Media & Resource Review Editor, AGESW Past-President, and the AGESW-JGSW marketing liaison.  The Chair of the Executive Committee attends the AGESW board meetings in a liaison function.    

AGESW President, AGESW Vice President, and AGESW member at large who is chairing the AGESW membership committee serve on the JGSW Executive Committee as a part of their regular AGESW role and their terms on the Executive Committee will coincide with their AGESW terms. Two current JGSW Editorial Board members are nominated to the JGSW Executive Committee by the Editor-in-Chief and approved by the AGESW Board to serve a three-year term each, with the option to be re-nominated for a second consecutive term. JGSW Editorial board members appointed to the Executive Committee must rotate off the EC for a minimum of 1 year after serving two consecutive terms. These two JGSW Editorial Board members should not be serving on the AGESW Board during their time of appointment or service to the JGSW Executive Committee. The president of AGESW will insure that the editorial board member terms on the Executive Committee are staggered.

SECTION 2. JGSW Executive Committee Chair. The JGSW Editor-in-Chief will nominate a JGSW executive committee chair from the editorial board membership who must be approved by the AGESW Board. This Chair shall be responsible for:

• Organizing and convening Executive Committee meetings at least 2 times per calendar year.
• Setting the agenda for Executive Committee meetings in consultation with the Editor-in-Chief, Managing Editor, and Book, Media & Resource Review Editor.
• Organizing and convening the annual JGSW Editorial Board meeting – in-person and/or by conference call – and any additional Editorial Board meetings as needed and appropriate.
• Setting the agenda for Editorial Board meetings in consultation with the Editor-in-Chief, Managing Editor, and Book, Media & Resource Review Editor.
• Inviting Taylor & Francis to participate in at least one annual Editorial Board meeting.
• Serving as the primary liaison from the JGSW Executive Committee to the JGSW editorial staff – the Editor-in-Chief, Managing Editor, and Book, Media & Resource Review Editor.
• Acting as a liaison to the AGESW Board, in collaboration with the Editor-in-Chief.

SECTION 3. JGSW Executive Committee Duties. The JGSW Executive Committee will be responsible for the following duties relating to oversight of the regular operations and management of the JGSW:

• Negotiation and management of contract issues with Taylor & Francis Publishing Company
• Manage process of recruiting editorial staff  and making recommendations to the AGESW Board
• Provision of regular reports on JGSW to the membership of AGESW
• Organize and convene in-person at the Gerontological Society of America Annual Meeting and/or remote (online or by conference call) annual meetings of the JGSW Editorial Board
• Provide assistance to the Editor-in-Chief in Identifying prospective Editorial Board members
• Approve  all nominations for Editorial Board members
• Develop and approve policy and practices for JGSW in collaboration with the appointed editorial staff including all significant structural and substantive changes to the Journal such as development of new journal sections, changes in abstract format, etc.
• Providing guidance and support to the Editor-in-Chief, Managing Editor, and the Book, Media and Resource Review Editor related to the future and vision of the Journal, recruitment of submissions, themed or special sections and issues, manuscript review, marketing of the Journal and dissemination of articles, relationships with and interactions between the editorial staff and Taylor & Francis representatives, etc., as needed and appropriate
• Make decisions regarding the Journal on behalf of the Editorial Board.

SECTION 4. Appointing the JGSW Editor-in-Chief. The Editor-in-Chief will be appointed by the AGESW Board after reviewing recommendations from the JGSW Executive Committee. The Editor-in-Chief will be offered an annual stipend from AGESW for her/his service. A public solicitation to fill a vacancy in the position of Editor-in-Chief will be made at least one month prior to appointment date. Applicants must formally apply for the position and be selected by a majority vote of the voting members of the AGESW Board. Appointments will be made for a 4-year term. The term shall be renewable one time.  Renewal decisions shall be made by the AGESW Board at least 4 months prior to the current term’s expiration to allow for transition of duties to a new Editor-in-Chief if required. If the Editor-in-Chief decides to step down before her/his term expires, she/he is requested to provide at least 2 months’ notice. If for any reason the Editor-in-Chief abruptly decides to step down from her/his role, the Managing Editor may be appointed by the AGESW Board to step in as Interim Editor-in-Chief until the vacancy is filled through the above noted process.

SECTION 5. Appointing the JGSW Managing Editor. The Managing Editor will be appointed by the AGESW Board in consultation with the Editor-in-Chief. A public solicitation to fill a vacancy in the position of Managing Editor will be made at least one month prior to appointment date. Applicants must formally apply for the position. Applications will be reviewed jointly by the AGESW Board and the Editor-in-Chief who will work collaboratively to select the final candidate. To be appointed, the final candidate must receive a majority vote for approval of appointment by the voting members of the AGESW Board. Appointments will be made for a 4-year term; sequenced to start and end in a different year than that of the Editor-in-Chief’s appointment terms so that there is consistent knowledge retained within the Journal’s editorial staff at all times. The term shall be renewable one time. A renewal shall be offered by the AGESW Board at least 4 months prior to the current term’s expiration to allow for transition of duties to a new Managing Editor if required. The Managing Editor will be offered an annual stipend from AGESW for her/his service. If the Managing Editor decides to step down before her/his term expires, she/he is requested to provide at least 2 months’ notice. If for any reason the Managing Editor abruptly decides to step down from her/his role, the AGESW Board may appoint an Interim Managing Editor until the vacancy is filled through the above noted process.

SECTION 6. Appointing the JGSW Book, Media and Resource Review Editor. The Book, Media and Resource Review Editor will be appointed by the AGESW Board in consultation with the Editor-in-Chief. A public solicitation to fill a vacancy in the position of JGSW Book, Media and Resource Review Editor will be made at least one month prior to appointment date. Applicants must formally apply for the position. Applications will be reviewed jointly by the AGESW Board and the Editor-in-Chief who will work collaboratively to select the final candidate. To be appointed, the final candidate must receive a majority vote for approval of appointment by the voting members of the AGESW Board. Appointments will be made for a 4-year term; sequenced to start and end in a different year than that of the Editor-in-Chief’s appointment terms so that there is consistent knowledge retained within the Journal’s editorial staff at all times. The term shall be renewable one time. A renewal shall be offered by the AGESW Board at least 4 months prior to the current term’s expiration to allow for transition of duties to a new Managing Editor if required. The Book, Media and Resource Review Editor will be offered an annual stipend from AGESW for her/his service. If the Book, Media and Resource Review Editor decides to step down before her/his term expires, she/he is requested to provide at least 2 months’ notice. If for any reason the Book, Media and Resource Review Editor abruptly decides to step down from her/his role, the AGESW Board may appoint an Interim Book, Media and Resource Review Editor until the vacancy is filled through the above noted process.

SECTION 7. Appointing the AGESW-Taylor & Francis Marketing Liaison. The AGESW-Taylor & Francis Marketing Liaison is appointed by the AGESW President for a two-year term. The AGESW President may renew the Marketing Liaisons term up to two times. The Marketing Liaison must be an AGESW Board Member. If the AGESW Board term expires, the appointment to the role of AGESW-Taylor & Francis Marketing Liaison will also expire.

SECTION 8. Duties of the JGSW Editor-in-Chief. The Editor-in-Chief has primary responsibility for all editorial functions of the Journal including:

• The review of all manuscripts including decisions of fit, selection of reviewers, and decisions of acceptance.
• Ensuring consistency in publication standards across accepted manuscripts.
• Developing and implementing strategies to ensuring continual manuscript flow in order to achieve Taylor & Francis publication targets.
• Adherence to industry publication standards and protocols (e.g. COPE guidelines), publication policies of Taylor & Francis and related federal and international guidelines.
• Review of all manuscript proof copies in the CATS system.
• Recommendation of new and renewal Editorial Board member appointments to the JGSW Executive Committee.
• Communicating with authors and reviewers as needed regarding substantive manuscript content and review questions.
• Communicating and working with Taylor & Francis editorial and production staff in regard to issues of review procedures and guidelines, Journal production management timelines and procedures, standardized Taylor & Francis Journal content and guidelines (i.e. mission & scope), Journal marketing, and other industry related issues such as Impact Factor ratings, open access, etc.
• Communicating with the JGSW Executive Committee in a timely manner regarding the status of the Journal including its operations and performance, concerns or initiatives from Taylor & Francis, and/or other substantive issues that may affect the success of the Journal.
• Coordinating managing editor activities with the Editor-in-Chief and the Book, Media & Resource Review Editor.
• Chair annual editorial board meeting

SECTION 9. Duties of the JGSW Managing Editor. The Managing Editor takes direction from and works collaboratively with the Editor-in-Chief to ensure the smooth operation of the JGSW. This position works collaboratively with the Book, Media, and Resource Review Editor. The Managing Editor has primary responsibility for the operational process of JGSW including:

• Initial screening of all submitted manuscripts (including book, media, and resource reviews) for required elements including inclusion of all required submission documents and author references, appropriate manuscript formatting, page limits, blinded references, IRB reference if required, and financial disclosures.
• Processing of manuscripts from time of submission to time of transfer to the Taylor & Francis production staff
• Responding to potential and submitting author inquiries regarding submission guidelines, timelines for response, extension of deadlines, and processing and production of manuscripts. Communicating with and responding to reviewer inquiries regarding the review process, its timelines, and submission of reviews
• Communicating and working with Taylor & Francis editorial and production staff in regard to the Scholar One and CATS systems, updates of the JGSW website and print journal, and other related issues.
• Producing reports on Journal processing operations.
• Coordinating managing editor activities with the Editor-in-Chief and the Book, Media & Resource Review Editor.
• Communicating and working with Taylor & Francis editorial and production staff in regard to the operations and modifications of the Scholar One and CATS systems, Taylor & Francis’s JGSW website and print journal copies, updating reviewer databases, process call for special issue papers, and other items or activities directed by the Editor-in-Chief
• Monitors the status and progress of manuscripts from first submission to acceptance of final files and initial publication production steps.
• Monitors the status and progress of authors and reviewers’ responses to all requests and prompts to required steps from first submission to acceptance of final files.
• Monitors manuscript revisions submissions to confirm authors have supplied a revision manuscript that conforms to the Editor-in-Chief's request including highlighting changes, providing written responses to reviewer comments, and all required document files.
• Attends Executive Committee and Editorial Board meetings.

SECTION 10. Duties of the JGSW Book, Media & Resource Review Editor

The Book, Media & Resource Review Editor has primary responsibility for the editorial and review processes of the Journal’s Review section including:

• Solicitation of materials to review.
• Selection of reviewers, oversight of the review process, and editorial decision making regarding acceptance of reviews for publication.
• Coordinating managing editor activities with the Editor-in-Chief and the Book, Media & Resource Review Editor.
• Attend Executive Committee and Editorial Board meetings.

SECTION 11. Duties of the AGESW-Taylor & Francis Marketing Liaison

The AGESW-Taylor & Francis marketing liaison is responsible for regular interfacing with the JGSW's marketing representative at Taylor & Francis and working to:

• Coordinate and plan AGESW and JGSW events and activities at conferences where AGESW is present 
• Supply Taylor & Francis with information and materials about AGESW that can be promoted and distributed alongside JGSW promotions
• Work with JGSW editorial staff to identify notable articles, article bundles, articles/authors receiving awards for Taylor & Francis promotion
• Help coordinate material being presented across the AGESW and Taylor & Francis' JGSW website
• Develop new content to promote AGESW and the JGSW including online and print materials such as YouTube author videos, email blasts, Facebook material, etc.
• Attend Executive Committee and Editorial Board meetings.

SECTION 12. Appointment of Editorial Board Members. The Editor-in-Chief is responsible for appointing JGSW Editorial Board members. All appointments to the Editorial Board must be approved by the JGSW Executive Committee prior to appointment by the Editor-in-Chief. Nominated candidates must receive a majority of votes by the JGSW Executive Committee to receive an appointment. The Editor-in-Chief will provide written letters of appointment to each Editorial Board member and provide a copy of the Editorial Board member list with their terms of appointment to the JGSW Executive Committee.

SECTION 13. Editorial Board Member Terms of Service. Editorial Board members generally are appointed for four-year staggered terms with a maximum consecutive appointment of two terms. Appointments may be made for shorter periods of time depending on the needs of the Journal – for example in cases where existing Editorial Board Members resign or an appointee requests a shorter term of service. Appointments of Editorial Board members may be terminated prior to completion of a full term of service by the recommendation of the Editor-in-Chief and the approval by the JGSW Executive Committee for failure to execute the duties of Editorial Board members. Terminations will be discussed on a case-by-case basis but causes for termination may include such issues as continual decline of solicitations to review manuscripts and lack of responsiveness to editorial staff communications.

SECTION 14. Duties of Editorial Board Members. JGSW Editorial Board members agree to:

• Serve as reviewers for JGSW when called upon and when reasonable given the subject matter of the manuscript and their ability to complete a timely review
• Assist in the identification of reviewers if consulted by the editorial staff for guidance
• Attend JGSW Editorial Board meetings as requested and when feasible
• Provide guidance to the JGSW editorial staff on the direction and activities of the Journal. Positively represent the JGSW as an Editorial Board member.

SECTION 15. Membership of Editorial Board Members in AGESW. JGSW Editorial Board members are required to hold current membership in AGESW.

ARTICLE VII

AGESW Pre-Dissertation Fellows Program

Section 1. Pre-Dissertation Fellows Program Co-Director Terms. Co-Directors of the Pre-Dissertation Fellows Program will serve a term of three years with the option to renew for one more term. The terms will be staggered such that one co-director is in office for a year prior to the second co-director taking office.

Section 2. Selecting the Pre-Dissertation Fellows Program Co-Directors. The Co-Directors of the Pre-Dissertation Fellows Program shall be selected by the AGESW Executive Committee members. The AGESW President will issue a call to the AGESW membership requesting nominations or self-nominations. Nominations will be reviewed and co-Directors selected by AGESW Executive Committee with a majority vote. Should a co-director desire to serve a second term, the AGESW Executive Committee will vote to renew term. A majority vote must be reached by the Committee members.

Section 3. Eligibility Criteria for Selecting the Pre-Dissertation Fellows Program Co-Directors. The criteria for serving as a co-director shall include:

• Evidence of leadership
• Evidence of being a collaborator
• Mid- to senior level professor status
• At least one co-director is to be tenured
• At least one is working at a School of Social Work that has a doctoral program
• Must have a PhD
• Currently engaged in research and teaching
• Currently engaged in mentoring

Section 4. Pre-Dissertation Fellows Program Role on the Board. The Co-Directors will attend annual AGESW Board Meetings as ex-officio members. Their role on the Board will be to present an annual report of the AGESW Pre-Dissertation Fellows Program to Board members at the Fall Board Meeting and to serve in a consulting position as needed.

Section 5. Pre-Dissertation Fellows Program Co-Directors Duties. With oversight by the President of AGESW, the annual responsibilities of the Co-Directors include:

• Draft and promote the Pre-Dissertation Program Call for Applications to the following:  AGESW, NADD, BPD, CSWE Gero-Ed Center, GSA, GADE, and Pre-Dissertation Initiative Alumni
• Co-chair the Pre-Dissertation Application Review & Selection Committee
• Notify all applicants of selection status and provide information related to accepting the award.
• Maintain ongoing communication with Fellows prior to and following their selection.
• Prepare and facilitate the one-day professional development program to be held the day prior to the opening of the annual meeting of the Gerontological Society of America (GSA) and the daily meetings during the conference, including coordinating with GSA staff and AGESW Conference Committee
• Work closely with AGESW President regarding planning and decisions about the Annual Pre-Dissertation Professional Development Program
• Work with assigned AGESW Conference Committee member, who will handle the details prior to and during the Professional Development Program held at GSA
• Attend annual fall and spring AGESW Board meetings
• Prepare and present an annual report to the AGESW Board of Directors, including feedback from Fellows’ evaluation of their Professional Development Program experience.
• Conduct a spring webinar for the Fellows on topics they have pre-determined.
• Participate in the AGESW Pre-Dissertation Alumni Reception held at GSA
• Serve as a consultant to the AGESW Financial Committee

Section 6: AGESW Pre-Dissertation Fellows Application Review & Selection Committee. The Co-Directors and the AGESW President and Vice President will comprise the Pre-Dissertation Fellows Application Review & Selection Committee. The Committee will meet in late spring each year to review applications and select the next Pre-Dissertation Fellows cohort. Selections will be determined by a majority vote of the Committee.

ARTICLE VIII

Amendments

SECTION 1. New By-Laws and Alterations. These may be amended or repealed and new bylaws may be made at any regular or special meeting of the Board of Directors by a majority of the Board.

Revised & Board Approved: November 16, 2018