According to the CAA-GR constitution members of the CAA-GR Board are elected for a 3 year term with the right to be re-elected for a second term. Three of the current Board members, Apostolos Sarris (Chair), Eleftheria Paliou (Vice or Deputy Chair) and Costas Papadopoulos are stepping down as they are completing their second 3 year term. The rest of the current Board members have already given notice that will stand for re-election, however, all Board positions will be open to interested eligible candidates.
In this respect we are launching the election procedure for new Board members. All eligible candidates are invited to apply for any Board position. The elections will be conducted with electronic voting through SurveyMonkey. The election process will be supervised by CAA-Int members.
Eligible candidates should notify the current members of the Board for their willingness to stand for elections for a position at the Board at least 10 days before the election date (Friday, 25 May 2018). Interested CAA-GR members should submit a candidacy declaration form through the web site of CAA-GR by indicating the position of the Board at which they would like to be elected and uploading a 2-page CV, as well as a photograph.
The corresponding form can be found here (closed).
All information on eligible candidates will be made accessible to CAA-GR members via the CAA-GR website.
1. Important Dates
Candidacy form open: Friday, 11 May 2018
Deadline for candidates: Friday, 25 May 2018
e-Vote start: Monday, 4 June 2018
e-Vote end: Tuesday, 19 June 2018
Announcement of results: Wednesday, 20 June 2018 during the AGM in CAA-GR 2018.
2. General Information about the Board of CAA-GR
According to the current Constitution of CAA-GR:
1. CAA-GR shall be administered by five Board members.
2. The Board will be elected after each CAA-GR general meeting. The Board for CAA GR has the right to opt for electronic voting whenever this is deemed appropriate.
3. One of the Board members of CAA-GR will be designated, by the other members of the Board, as the representative of the national chapter to CAA international (ex-officio member of the steering committee of the international CAA [article 4.iv]). In the case that the designated representative of CAA GR is not able to attend an international CAA conference, another Board member may be chosen by the Board to represent CAA GR at the Steering Committee of that conference.
4. The Board members – to the best of their ability – should pursue participation in the international CAA conferences during their term
5. The task of the Board is:
a) To meet at least once a year during the international annual conference or at any other place convenient to the board’s members
b) To ensure, to the best of their ability, that a national conference does take place every two – three years
c) To arrange to the best of their ability, a peer-reviewed publication of selected papers given at these conferences
3. Board Members Responsibilities – Position Descriptions
All board members act as representatives of the CAA-GR community in CAA International conference meetings and activities. They are expected to attend the CAA-GR and CAA-Int conferences to the best of their ability and work in connection with the relevant CAA-Int committees to actively promote the CAA-Int policies.
Chair
The primary role of the Chairperson is to provide coordination for the group. They must be dynamic, strategic and willing to commit a not insubstantial effort to the building of the community over the duration of their tenure. The Chair is responsible for making sure that each scientific meeting is planned effectively, conducted according to the constitution and that matters are dealt with in an orderly, efficient manner. The CAA-GR Chair will need to attend most frequently the CAA-International conferences and provide information about the activities of CAA-GR.
Deputy Chair
The deputy chair works with the chairperson to ensure that each scientific meeting and other activities (e.g. seminars, events) proceed smoothly. S/he must be willing and able to take up a high profile role assuming duties of the chairperson when the latter is unavailable. Such duties will be decided on a case by case basis by all members of the Board. The vice-chair works in close collaboration with the relevant organising committees to oversee, report and communicate with different stakeholders, (including the academic community, industry, agencies, Government, university leaders, and the wider public) the preparation of conferences and other events in which the CAA-GR is directly involved.
Secretary
The Secretary must ensure that the CAA-GR operation is fully and properly recorded. Specifically, this means that the Secretary must arrange, prepare agendas for, and record the minutes of each scientific meeting. They must ensure that messages are communicated effectively between the board, the Scientific Committees, the members of CAA-GR and the broader community. The secretary is also in charge of any matters related to members and membership.
Publications officer
The Publications Officer is charged with the management of the CAA-GR official publication strategy. Each Scientific Meeting should have a person in charge of the publication of the proceedings. The Publications Officer will oversee this process ensuring that any printed and/or digital outputs comply with CAA-GR and CAA-Int. standards in the field and follows open-access policies for research outputs. In this capacity, the Publications Officer will also develop a strategy for, and implement the dissemination of the papers and presentations of the event, through sourcing and coordination of peer reviewers, liaison with web editors/ publishers etc. S/he will also ensure the proper editing of the proceedings of a Scientific Meeting in collaboration with the person in charge from the SM Organising Committee.
Treasurer
The Treasurer oversees the financial administration of the organisation, reviews procedures and financial reporting, and advises the board and conference organisers on financial strategy and fundraising. The Treasurer should also keep up-to-date records as well as an audit trail for all transactions, protect the organisation against fraud and theft, ensure safe custody of money and prompt banking, and make sure the CAA-GR board members understand their financial obligations and that the organisation complies with any tax regulations. Internal processes and reporting methods should be reviewed at least annually.
4. Eligibility Criteria
All nominations must be submitted to the present Board members at least 10 days beforehand and the willingness of the candidate to stand must be demonstrated. Eligible candidates must have exhibited participation at the CAA international conferences. Board Members can be re-elected only once for the same position in the Board. Each term in the Board will last for 3 years.
5. Changes to the Constitution of CAA-GR
During the elections procedure all voting members will also be asked to decide on proposed changes to the CAA-GR constitution. Any changes to this constitution must be approved by a 75% majority of votes at a GM or e-voting session. Such changes shall not take effect until they have been announced at the GM and/or at the CAA-GR website. Below are the proposed changes to the current CAA-GR constitution by the CAA-GR board. Propositions for changes of the Constitution by CAA-GR members are also welcome. If you wish to propose a change in the constitution to be included in this vote, please inform us by replying to this email or by using the CAA-GR website contact form by Thursday, 31 May 2018.
TOPIC1: THE RIGHT OF MEMBERS TO BE ELIGIBLE CANDIDATES FOR THE BOARD
Current state
III. 3. Members are entitled to the following:
a) keep their name and address on the mailing list held by the representatives of the CAA Greece
b) receive a copy of all mailings
c) vote at the general meetings (GM) of CAA-GR
Proposed changes
III.3. Members are entitled to the following:
a) keep their name and address on the mailing list held by the representatives of the CAA Greece
b) receive a copy of all mailings
c) vote at the general meetings (GM) of CAA-GR, including electronic voting
d) be eligible candidates for the board
Justification note
This change intends to amend the omission in previous versions of the right to be elected to the CAA-GR board into the CAA-GR constitution text.
TOPIC 2: ENCOURAGEMENT OF MEMBERS TO PARTICIPATE IN THE CAA-GR BOARD
Current state
IV.4. The election of the Board shall take place at the GM, normally by show of hands. The Board for CAA GR has the right to opt for electronic voting whenever this is deemed appropriate. All nominations must be submitted to the present Board members at least 10 days beforehand and the willingness of the candidate to stand must be demonstrated. Eligible candidates must have exhibited participation at the CAA international conferences. Board Members can be re-elected only once for the same position in the Board. Each term in the Board will last for 3 years.
Proposed changes
IV.4. The election of the Board shall take place at the GM, normally by show of hands. The Board for CAA GR has the right to opt for electronic voting whenever this is deemed appropriate. All nominations must be submitted to the present Board members at least 10 days beforehand and the willingness of the candidate to stand must be demonstrated. Eligible candidates are members who have exhibited participation at the CAA international conferences and the CAA-GR conferences in the last 7 years. In particular, eligible members for the position of the chair and deputy chair need to have exhibited participation at the CAA International conferences in the last 5 years.
CAA GR is an open organisation led by the research community and aims to encourage as many qualified candidates as possible to serve as CAA GR Board members. In this respect, Board members can be re-elected only once for the same position in the Board. Each term in the Board will last for 3 years. Members of the Board that have already spent two terms at any position of the Board will not be eligible candidates for any other position of the Board, except after a period of 6 years. The board can invite eligible members who have served in the past to re-apply under exceptional circumstances and in case there are no eligible candidates for a given position.
Justification note
As stated in the proposed text, the aim of the CAA-GR is to encourage participation to the CAA-GR board. By implementing this change the intention is to keep the CAA-GR board as open as possible to qualified members of the CAA-GR community. Provided that the proposed change is accepted by CAA-GR members, it will take effect on the following elections in 3 years time.
TOPIC 3: ADDITION OF ANOTHER POSITION IN THE CAA-GR BOARD: Social Media, Communications and Outreach Coordinator
Current state
IV. 1. CAA-GR shall be administered by five Board members.
Proposed changes
IV.1. CAA-GR shall be administered by six Board members.
Justification note
This provision is specifically made for the set up of a Social Media, Communications and Outreach Coordinator, whose duties includes all elements of the branding and marketing of CAA-GR. S/he will be expected to develop the strategies for communicating with different stakeholders, including the academic community, industry, agencies, Government, university leaders, and the wider public. S/he will also be the administrator of Facebook, Twitter, Instagram and any other social media CAA-GR pages, while being in charge of constantly updating the CAA-GR website as instructed by the board members and according to decisions taken in SC meetings and AGMs. S/he will also lead the web and social media strategies.
This provision will not take effect in these board elections. However, if this proposed change is accepted by CAA-GR members the new board will advertise the position immediately after this year’s CAA-GR conference.