Bylaws - arXiv info

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href="../help/stats/index.html" class="md-nav__link"> arXiv Usage Stats </a> </li> </ul> </nav> </div> </div> </div> <div class="md-sidebar md-sidebar--secondary" data-md-component="sidebar" data-md-type="toc" > <div class="md-sidebar__scrollwrap"> <div class="md-sidebar__inner">    <nav class="md-nav md-nav--secondary" aria-label="Table of contents">  <label class="md-nav__title" for="__toc"> <span class="md-nav__icon md-icon"></span> Table of contents </label> <ul class="md-nav__list" data-md-component="toc" data-md-scrollfix> <li class="md-nav__item"> <a href="#arxiv-bylaws" class="md-nav__link"> arXiv Bylaws </a> <nav class="md-nav" aria-label="arXiv Bylaws"> <ul class="md-nav__list"> <li class="md-nav__item"> <a href="#0-arxiv-organizational-structure-definitions" class="md-nav__link"> 0. arXiv Organizational Structure - Definitions </a> </li> <li class="md-nav__item"> <a href="#1-arxiv-advisory-councils" class="md-nav__link"> 1. arXiv Advisory Councils </a> </li> <li class="md-nav__item"> <a href="#2-advisory-council-members" class="md-nav__link"> 2. Advisory Council Members </a> </li> <li class="md-nav__item"> <a href="#3-advisory-council-operations" class="md-nav__link"> 3. Advisory Council Operations </a> </li> <li class="md-nav__item"> <a href="#4-advisory-council-meetings" class="md-nav__link"> 4. Advisory Council Meetings </a> </li> <li class="md-nav__item"> <a href="#5-code-of-conduct" class="md-nav__link"> 5. Code of Conduct </a> </li> <li class="md-nav__item"> <a href="#6-selecting-and-replacing-advisory-council-chairs" class="md-nav__link"> 6. Selecting and replacing Advisory Council Chairs </a> </li> <li class="md-nav__item"> <a href="#7-resignation-removal-or-replacement-of-an-advisory-council-member" class="md-nav__link"> 7. Resignation, removal or replacement of an Advisory Council member </a> </li> <li class="md-nav__item"> <a href="#8-annual-fees" class="md-nav__link"> 8. Annual Fees </a> </li> <li class="md-nav__item"> <a href="#9-amendments" class="md-nav__link"> 9. Amendments </a> </li> <li class="md-nav__item"> <a href="#10-exceptional-circumstances" class="md-nav__link"> 10. Exceptional circumstances </a> </li> </ul> </nav> </li> </ul> </nav> </div> </div> </div> <div class="md-content" data-md-component="content"> <article class="md-content__inner md-typeset"> <a href="https://github.com/arXiv/arxiv-docs/blob/develop/source/about/arXiv_bylaws.md" title="Edit this page" class="md-content__button md-icon"> <svg xmlns="http://www.w3.org/2000/svg" viewBox="0 0 24 24"><path d="M20.71 7.04c.39-.39.39-1.04 0-1.41l-2.34-2.34c-.37-.39-1.02-.39-1.41 0l-1.84 1.83 3.75 3.75M3 17.25V21h3.75L17.81 9.93l-3.75-3.75L3 17.25Z"/></svg> </a> <h1 id="arxiv-bylaws">arXiv Bylaws</h1> <p><em>effective July 1, 2023</em></p> <h2 id="0-arxiv-organizational-structure-definitions">0. arXiv Organizational Structure - Definitions</h2> <p>The <strong>arXiv Steward</strong>, who is Dean and Provost of Cornell Tech, holds the final responsibility for all aspects of arXiv. </p> <p><strong>arXiv Faculty Director</strong></p> <p>The arXiv Faculty Director (FD) is appointed by and reports to the Steward, who may consult broadly with arXiv stakeholders (e.g., advisory committee members) on matters related to appointment, reappointment, and performance of the FD. The Faculty Director holds responsibility and decision-making authority for all day-to-day operations, functions and activities of arXiv, including supervising arXiv staff and managing the arXiv budget. The FD leads the Executive Committee (EC) and is presiding chair of the arXiv Advisory Board (AAB). Upon recommendation of the Faculty Director, the Steward appoints an Associate Faculty Director to assist the Faculty Director and broaden the faculty support base of arXiv.</p> <p>The Faculty Director will engage in activities such as:</p> <ul> <li>managing relations with external parties and fundraising for arXiv</li> <li>ensuring arXiv works successfully towards its mission, in compliance with its operating principles</li> <li>establishing long- and short-term goals for arXiv, and optimizing the use of staff and budget towards achieving those goals</li> <li>keeping the Advisory Councils informed about progress towards achieving the stated goals</li> </ul> <p><strong>arXiv Executive Committee</strong></p> <p>The Executive Committee is the leadership team within arXiv that supports the Faculty Director in executing their responsibilities. The Executive committee consists of the Faculty Director, Associate Faculty Director and leadership within arXiv staff selected by the Faculty Director.</p> <p><strong>arXiv Advisory Board</strong></p> <p>The arXiv Advisory Board (AAB) is a group of experts who lend their skills, expertise and guidance in support of the mission of arXiv; the Faculty Director is the presiding chair of the AAB. The arXiv Advisory Board includes members of the Executive Committee and the Advisory Council Chairs, and may be augmented by experts (see 6.5.4). The arXiv Advisory Board is the main point of contact between Executive Committee and the Advisory Councils, tasked with:</p> <ul> <li>ensuring efficient exchange of information between Councils and Executive Committee</li> <li>coordinating the advising work of the councils; this includes hearing from the Executive Committee about upcoming issues and informing the Executive Committee of upcoming matters relevant to arXiv stakeholder communities.</li> </ul> <h2 id="1-arxiv-advisory-councils">1. arXiv Advisory Councils</h2> <p>1.1. Each arXiv Advisory Council is a consultative body that advises the arXiv Faculty Director and provides input to the arXiv Advisory Board.</p> <p>1.2. There are three Advisory Councils within arXiv: the Science Advisory Council (SAC), the Institutions Advisory Council (IAC), and the Editorial Advisory Council (EAC). Each Advisory Council has a chair, and these chairs are members of the arXiv Advisory Board.</p> <p>1.3. The three Advisory Councils operate in parallel and serve complementary roles. Their overall role is to serve as the voice of their respective communities and to provide advice to the arXiv Advisory Board on issues guiding the sustainability and success of arXiv, including mission, vision, strategy, budget.</p> <p>1.4. Each council fulfills its duties as a single body; individual members may be explicitly tasked to represent the council, but in all cases, members must put aside their personal and professional interests and act in the interest of the council. </p> <h2 id="2-advisory-council-members">2. Advisory Council Members</h2> <p>2.1. Determination of Advisory Council Members</p> <ul>2.1.1. Recommendations for Advisory Council Members are made by their respective currently serving arXiv Advisory Council Chairs.</ul> <ul>2.1.2. All recommendations for new Advisory Council Members must be approved by the arXiv Faculty Director. New Members are appointed at the discretion of the arXiv Faculty Director. </ul> <p>2.2. Advisory Council qualifications for members</p> <ul>2.2.1. Members should be affiliated with an arXiv member institution.</ul> <ul>2.2.2. Membership of the Advisory Councils should be representative of the diversity of the arXiv community, including but not limited to diversity of geography, gender, race and scientific disciplines within the scope of arXiv.</ul> <ul>2.2.3. Additional qualifications for Advisory Council members are documented in each Council’s operating manual.</ul> <p>2.3. Advisory Council Composition</p> <ul>2.3.1. Regular - each Advisory Council will determine the appropriate number of Regular (duly appointed) members needed to serve its role.</ul> <ul>2.3.2. Liaisons - Councils - to support cross-Council communication, each Advisory Council will appoint members to serve as Liaisons to the other Advisory Councils. Each Advisory Council shall designate a primary liaison to each of the other councils; for each liaison an alternate may be appointed. </ul> <ul>2.3.3. Liaisons - Staff - to support communication across Councils and arXiv staff, Faculty Director shall select arXiv staff members to attend each Advisory Council meeting. At least two arXiv staff members should attend each Council meeting; staff will not attend executive sessions. </ul> <ul>2.3.4. Emeritus - after consultation with the relevant Chair, the Faculty Director may award emeritus status to an Advisory Council member who has served the maximum allowable term. Each Advisory Council will determine the role that Emeritus members will have in the Council.</ul> <p>2.4. Advisory Council Chairs</p> <ul>2.4.1. Advisory Council Chairs preside over their Advisory Councils. Each Advisory Council will recommend a Chair and a Vice Chair, who are then appointed with the approval of the arXiv Faculty Director. Nominations for the Chair and Vice Chair will be presented in accordance with the operating manual for the Council.</ul> <ul>2.4.2. Each Advisory Council chair will define their council operations independently.</ul> <p>2.5. Advisory Council Structure</p> <ul>2.5.1. The Chairs of each Advisory Council will have the authority to create subcommittees as needed to address specific needs of the community they represent.</ul> <ul>2.5.2. Each Advisory Council will identify representatives to participate in ad hoc committees requiring representation across Councils.</ul> <p>2.6. Term</p> <ul>2.6.1. Advisory Council members will serve staggered 3-year terms, renewable once, for a maximum of 6 consecutive years served. The term starts at the beginning of the calendar year.</ul> <ul>2.6.2. Advisory Council members’ terms will be renewable once, for a maximum of 6 consecutive years served, upon the recommendation of their respective Advisory Council Chair and with the approval of the Faculty Director.</ul> <ul>2.6.3. The Faculty Director may choose to extend an Advisory Council member’s term in exceptional circumstances. Faculty Director determines that such service is in the best interest of Cornell Tech and arXiv.</ul> <h2 id="3-advisory-council-operations">3. Advisory Council Operations</h2> <p>3.1. Each Advisory Council will develop and maintain an operating manual describing its operations and submit them to the arXiv Advisory Board for approval.</p> <p>3.2. Science Advisory Council Role</p> <ul>3.2.1. The Science Advisory Council represents the scientific and research community of arXiv, that is, those who create and those who systematically read the content, by advising on topics such as intellectual impact and relevance of arXiv, including aspects of significant expansions, high-level issues of standards, expansion in new fields/sections, novelties and changes in the production and dissemination of scholarly works, impact across disciplines. </ul> <p>3.3. Institutions Advisory Council Role</p> <ul>3.3.1. The Institutions Advisory Council represents the scholarly communications community, including librarians and information science and publishing professionals. The Institutions Advisory Council advises on topics such as issues related to scholarly communication, publishing, standards, open access and open science; issues related to membership program and policy; arXiv services, interoperability and advocacy to the community; user needs, metadata, technical and user trends and other issues guiding the sustainability and success of arXiv.</ul> <p>3.4. Editorial Advisory Council Role</p> <ul>3.4.1. The Editorial Advisory Council acts as the editorial board of arXiv: it organizes and monitors moderation of arXiv content. To this end, it will <ul> <li>establish standards and procedures for that moderation, as uniformly as possible between fields </li> <li>create a Section Editorial Committee for each Section, to which responsibilities are delegated as specified in the Operating Manual</li> <li>define the functionalities of the Section Editorial Committees</li> <li>guide the recruitment of Section Editorial Committee members and moderators.</li></ul></ul> <ul>3.4.2. The Editorial Advisory Council represents the moderation and editorial community. It advises on topics such as submission and publication standards, the technical and staffing requirements for an efficient submission and moderation process, and the submission standards.</ul> <p>3.5. Advisory Council Decision-Making Process</p> <ul>3.5.1. Consensus: Each Advisory Council aims to come to consensus through discussion. If consensus is not achieved in a reasonable amount of time, the majority and minority opinions will be transmitted to the arXiv Advisory Board; valid majorities and minorities are defined in the operating manuals.</ul> <ul>3.5.2. In matters requiring a vote, only Regular Council members will have voting rights.</ul> <p>3.6. Information Sharing</p> <ul>3.6.1. Advisory Councils’ agendas and discussion outcomes will be shared amongst the Councils for their review and comment.</ul> <h2 id="4-advisory-council-meetings">4. Advisory Council Meetings</h2> <p>4.1. Advisory Councils may meet separately or as a combined Advisory Council.</p> <p>4.2. Advisory Council meetings may be virtual, in-person or a combination of both options, as deemed appropriate or as agreed by the Advisory Councils.</p> <p>4.3. There will be regular updates via virtual meetings, the dates, times, and places of which will be designated by the Advisory Council Chairs. The frequency and duration of meetings will be based on agenda items and their urgency. </p> <p>4.4. There will be an Annual Meeting of the Advisory Councils, ideally in-person meeting, with the understanding that circumstances may require that the meeting be held virtually. The arXiv Steward will be invited to this meeting.</p> <p>4.5. Special meetings of the Advisory Councils may be called at any time by the Advisory Council Chairs or by a majority of Advisory Council members.</p> <p>4.6. arXiv will provide travel funding for in-person meetings subject to the approval of the Faculty Director.</p> <p>4.7. arXiv staff shall provide support for preparation of agendas and taking minutes for the Advisory Councils as appropriate.</p> <h2 id="5-code-of-conduct">5. Code of Conduct</h2> <p>All arXiv staff, arXiv Advisory Board and Council members, moderators and users must abide by the <a href="../help/policies/code_of_conduct.html">arXiv Code of Conduct</a></p> <h2 id="6-selecting-and-replacing-advisory-council-chairs">6. Selecting and replacing Advisory Council Chairs</h2> <p>6.1. Inaugural Advisory Council Chair positions will be appointed by the arXiv Faculty Director.</p> <p>6.2. The process for selecting and replacing Advisory Council Chairs will be included in each Councils’ operations manual. Recommendations for these positions must be approved by the Faculty Director.</p> <p>6.3. Recommendations should be received by the Faculty Director a minimum of 4 weeks prior to the annual fall meeting.</p> <p>6.4. Advisory Council Chairs must meet the same qualifications as Advisory Council Members in Clause 2.2.</p> <p>6.5. Term</p> <ul>6.5.1. Advisory Council Chairs will serve 3-year terms.</ul> <ul>6.5.2. At the discretion of the Faculty Director, Advisory Council Chairs will have the option to extend their term by an additional 1 year if the Faculty Director determines that such service is in the best interest of Cornell Tech and arXiv.</ul> <ul>6.5.3. Amongst Advisory Council Chairs, representation by an individual consortium, institution or organization should rotate to ensure diverse voices and representation.</ul> <ul>6.5.4. The Faculty Director can appoint additional members with specific expertise to the arXiv Advisory Board as needed.</ul> <h2 id="7-resignation-removal-or-replacement-of-an-advisory-council-member">7. Resignation, removal or replacement of an Advisory Council member</h2> <p>7.1. Each Advisory Council will determine and codify criteria for removal of Council members as they see fit.</p> <p>7.2. All recommendations for replacements, deemed resignations or vacancies of Advisory Council Member positions must be approved by the Faculty Director.</p> <h2 id="8-annual-fees">8. Annual Fees</h2> <p>To be considered an arXiv member institution for the purposes of Advisory Council membership, annual fees must be paid by March 1 of each calendar year. Fees may be waived at the discretion of the Faculty Director.</p> <h2 id="9-amendments">9. Amendments</h2> <p>These Bylaws were established in 2023 and may be amended, or new Clauses adopted, by consensus agreement of the arXiv Advisory Board with approval from the Faculty Director. </p> <h2 id="10-exceptional-circumstances">10. Exceptional circumstances</h2> <p>In situations that are either not foreseen by these Bylaws or in which acting in accordance with these Bylaws has unforeseen negative effects, the Faculty Director may take necessary action. 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