Conferences

ICIS Terms of Reference

1.  Nature of the International Conference on Information Systems  

(a)   The International Conference on Information Systems (ICIS) is the premier international conference of the Association for Information Systems.  It is held annually with the objective of providing a forum where scholars who have an interest in the information systems discipline can meet to present and hear the highest-quality research conducted within the discipline.

(b)   ICIS is a conference under By-Law 12 of the Association for Information Systems.  As such, it is subject to the Articles and By-Laws of the Association for Information Systems.

(c)   In the event of a conflict between these terms of reference and the Articles and By-Laws of the Association for Information Systems, the latter shall prevail.

2.   Responsibility of the ICIS Executive Committee

The ICIS Executive Committee has overall responsibility for ensuring that ICIS is run in a cost-effective way, consistent with the overall objective of the Conference and subject to the Articles and By-Laws of the Association for Information Systems.

3.  Accountability

(a)  The ICIS Executive Committee is accountable to the Council of the Association for Information Systems (AIS).

(b) The Chair of the ICIS Executive Committee is a member of the AIS Council as the ICIS representative.

(c)  The ICIS representative shall provide a written report on ICIS activities for each meeting of AIS Council.

(d) The President of AIS can also request that the ICIS representative prepare a report on some aspect of the activities of ICIS at any time.  The ICIS representative is responsible for preparing the report requested within the time frame given.

(e)  The President of AIS has the authority to access all records of the ICIS Executive Committee at any time.  The President may choose to make such records available to AIS Council.

(f)  The President of AIS has the authority to request that the ICIS representative and the Vice President-Meetings and Conferences of AIS Council provide a verbal report on any closed sessions of the ICIS Executive Committee.

(g)  AIS Council may revoke any decision of the ICIS Executive Committee.

4.   Membership Positions on the ICIS Executive Committee
(a)  The membership positions on the ICIS Executive Committee shall be:
  • Conference Chairs of the Conferences in the current year, immediate past year, and the following year
  • Program Chairs of the Conferences in the current year, immediate past year, and the following year
  • Doctoral Consortium Chairs of the Conferences in the current year, immediate past year, and the following year
  • Immediate Past Chair of the ICIS Executive Committee (non-voting)
  • VP-Meetings and Conferences of AIS Council
  • ICIS Executive Committee Secretary
  • AIS Treasurer
  • Executive Director of AIS (non-voting)

(b)   Up to three persons can be appointed to the positions of Conference Chair, Program Chair, and Doctoral Consortium Chair.  Where two or three persons hold a position, they shall be known as Co-Chairs.  Only one person may occupy any other membership position.

(c)  The Chair of the ICIS Executive Committee shall be the Chair or one of the Co-Chairs of the Conference in the immediate past year.  In the event that a site nominates Conference Co-Chairs in their bid to host ICIS, the bid document must specify which of the Co-Chairs will assume responsibility at the appropriate time for chairing the ICIS Executive Committee.

(d)  In the event the Chair of the ICIS Executive Committee cannot attend a meeting of the ICIS Executive Committee, the Executive Director of AIS will preside over an election of a chair for the meeting.  The election of a Chair will be the first agenda item for the meeting.

(e)  The ICIS Executive Committee Secretary is appointed by the Chair of the ICIS Executive Committee whenever a new Secretary is required. The Secretary servers for 3 years and may be reappointed for additional terms.

(f)   The AIS Treasurer shall be the Treasurer of the ICIS Executive Committee.

(g)   Any member of the ICIS Executive Committee can be removed via a resolution adopted by the AIS Council.

(h)   A member of the ICIS Executive Committee forfeits membership on the Committee immediately if she/he fails to attend two meetings of the Committee.  In the case of face-to-face meetings, attendance means physical attendance at the meeting.  In the case of meetings that are not face-to-face (e.g., telephone or e-mail meetings), attendance means active participation in discussions for the duration of the meeting.

(i)  A vacancy on the ICIS Executive Committee because of death, resignation, removal, disqualification, or otherwise may be filled by the AIS Council for the unexpired portion of the term of the member.
 
5.  Site Selection

(a)  The ICIS Executive Committee is responsible for selecting the site of the Conference with reference to the ICIS Site Selection Procedures and Criteria

(b)  At any time, the ICIS Executive Committee may revoke its decision to hold the Conference at a particular site.

(c)  In the event the ICIS Executive Committee revokes a decision to hold the Conference at a particular site, it will refund reasonable costs incurred by the Conference Committee whose site has been revoked.

6.  Meetings

(a) The ICIS Executive Committee shall hold at least one face-to-face meeting each year.  This meeting shall be at the time and the site of ICIS for that year.

(b)  The Secretary may call special meetings of the ICIS Executive Committee at the request of the Chair and any other two ICIS Executive Committee members.  Such meetings may be held face to face, by video or telephone conference facilities, or via the Internet.

(c)  Notice of any meeting must be given via electronic mail at least two weeks prior to the meeting.

(d)  A majority of the members of the ICIS Executive Committee shall constitute a quorum for the transaction of business at any meeting of the ICIS Executive Committee.

(e) Each of the following membership positions holds one vote:
  • Conference Chair of the Conference in the current year
  • Conference Chair of the Conference in the immediate past year
  • Conference Chair of the Conference in the following year
  • Program Chair of the Conference in the current year
  • Program Chair of the Conference in the immediate past year
  • Program Chair of the Conference in the following year
  • Doctoral Consortium Chair of the Conference in the current year
  • Doctoral Consortium Chair of the Conference in the immediate past year
  • Doctoral Consortium Chair of the Conference in the following year
  • VP-Meetings and Conferences of AIS Council
  • ICIS Executive Committee Secretary
  • AIS Treasurer

(f)  In the event that two or three persons hold a membership position, each will hold an equivalent fraction of a vote. In the case of an absence and a proper proxy designee has been registered, the designee's vote will increase by the fraction passed by the absent member. If the proxy has not been registered properly, the vote of the absent member will be given to the attending co-chair of the position or will be shared equally by the attending co-chairs of the position.

(g)  A member may register a vote by proxy by notifying the Secretary of the ICIS Executive Committee in writing or by e-mail at least one week before the start of a meeting.  The person must nominate another voting member to hold their proxy.  They may direct the holder of their proxy to vote in a particular way in relation to any or all of the agenda items for the meeting.  Alternatively, they may authorize the holder of their proxy to vote as the latter sees fit in relation to some or all of the agenda items for the meeting.

(h)  Except at the sole discretion of the Chair of the ICIS Executive Committee, all meetings of the ICIS Executive Committee shall be open to any current member of AIS.

7.   Compensation

(a) Members of the ICIS Executive Committee shall not receive compensation for their services.

(b) By resolution of the ICIS Executive Committee, reimbursement may be provided to offset expenses incurred by some or all members of the ICIS Executive Committee to attend a Special Meeting of the ICIS Executive Committee.

8. Records

The ICIS Executive Committee shall keep correct and complete records of account and shall also keep minutes of its proceedings.

9. Amendment to Terms of Reference
These terms of reference may be altered, amended, or repealed, and new terms of reference may be adopted by a majority of votes at any meeting of the ICIS Executive Committee, provided that at least fifteen days’ written notice is given of intention to alter, amend, or repeal and to adopt new terms of reference at such meeting.

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