ByLaws

Article I. NAME OF THE ORGANISATION

The name of this organisation is the Immersive Learning Research Network (also referred to as iLRN).


Article II. AFFILIATIONS OF THE NETWORK

iLRN is a network of professionals hailing from across a number of distinct disciplines collaborating on the common goals of researching, designing, developing, and showcasing evidence on immersive learning. As a multidisciplinary group, iLRN has and will work to establish full particular affiliations with specific professional organizations as appropriate to fully fulfill the mission of iLRN.

One such sub-group has been a priori established – that of the professional educational research Applied Research in Immersive Environments for Learning SIG (ARIEL) – as ARIEL SIG is affiliated with the American Educational Research Association (hereinafter, “AERA” or “Association”). Through the inception of ARIEL SIG – a formally accepted Special Interest Group of AERA and subject to all policies and actions held accountable to SIGs within the AERA organization. SIGS within AERA are “established to facilitate the formation of research specialties of an intra- or cross-divisional nature and to increase the exchange of knowledge within research arenas of special interest, and for other purposes in keeping with achieving the mission and objectives of the Association.”

As such, ARIEL Special Interest Group or ARIEL SIG is an educational research component of both the iLRN Network as well as an official SIG of the American Educational Research Association.

Article III. GOVERNING AUTHORITY OF THE NETWORK

The NETWORK shall be governed by it’s own Articles of Incorporation, Bylaws and policies, as periodically amended. The Bylaws, decisions and actions of the Network shall not conflict with Partner Association’s Bylaws and policies, including Association SIG Handbooks and guidelines, procedures and policies associated with partner Association’s Annual Meetings and its programs.

 

Article IV. PURPOSES OF THE iLRN Network

The purpose of the Network is to develop and support a community of educators, scholars, and practitioners dedicated toward research in and on digitally-enhanced immersive learning environments. Using a variety of research methods, we support a diverse approach to understanding the optimal use of immersive worlds and environments for educational purposes. We are interested in developing a comprehensive research agenda, intended to encompass the breadth and scope of learning potentialities, affordances and challenges of immersive learning environments.

 

Article V. MEMBERSHIP IN THE NETWORK

Section 1. Eligibility. Membership in the NETWORK shall be open to any person who supports the purposes of the NETWORK and who pays the specified NETWORK dues and all additional fees required of NETWORK members by the Association.

Section 2. Joining the NETWORK. Members shall join the NETWORK by paying NETWORK dues through the NETWORK Central Office using the appropriate NETWORK print or electronic form.

Section 3. Members in Good Standing. NETWORK members are considered ‘in good standing’ immediately upon the recording of their dues paid in full by the NETWORK Central Office.

Section 4. Length of Membership in the NETWORK. The length of membership in the NETWORK shall be from the date membership dues are recorded by Central Office to the end of the NETWORK membership year as established by the NETWORK. Members may join the NETWORK at any time.

Section 5. Voting Rights. All NETWORK members in good standing, with fully paid NETWORK dues, shall be entitled to vote for NETWORK officers and on any other matter where a vote is required or taken.

 

Article VI. OFFICERS
Section 1. Required Officers. The NETWORK shall have a Chair, a Secretary/Treasurer, and a Web Officer who shall be elected. These three positions shall serve as the three required officers. The NETWORK shall have five (5) other full officers that its members from time to time chose to designate. One (1) honorary ex officio position is extended to the immediate Past Chair, though he/she be without the power of a vote on matters decided by the Executive Committee.

Section 2. Other Officers. The other officers of this NETWORK shall be Chair-elect, Associate Program Chair, Program Chair, Publications Officer, and Communications Officer. The Associate Program Chair shall be appointed by the Executive Committee

Section 3. Eligibility to Hold Office. All members in good standing of the NETWORK and who are not restricted from holding a particular office due to requirements in the NETWORK Bylaws and policies shall be eligible to run as candidates for election or to be appointed as officers and for any office within the NETWORK.

Section 4. Length of Term of Office. Except for the Chair-elect, Immediate Past Chair and Associate Program Chair. who shall serve one-year terms., the terms of office for officers in this NETWORK shall be two years. The term of each officer shall begin the day following the close of the Annual Meeting and end on the last day of the Annual Meeting appropriate to their term.

Section 5. Eligibility to Succeed to the Same Office for Consecutive Terms. Individuals shall be eligible to be nominated and to succeed themselves to the same office for consecutive terms.

Section 6. Automatic Succession of Offices. There shall be an automatic succession of the following offices, from Chair-elect to Chair to Immediate Past Chair in that order so that the person elected as Chair-elect shall automatically assume the office of Chair upon the completion of one term as Chair elect and then automatically assume the office of Immediate Past Chair following the completion of one term as Chair; and from Associate Program Chair to Program Chair, in that order such that the person elected as Associate Program Chair shall automatically assume the office of Program Chair following the completion of one term as Associate Program Chair.

Section 7. Limit to Length of Service in One Office. No person may serve in the same officer position for more than three consecutive years. The Chair of the NETWORK shall be charged with ensuring that this requirement is met.

Section 8. Vacancies. Whenever any elected office is vacated for any reason before the term of that officer has been completed, the NETWORK Chair shall on advice from the Executive Committee appoint a replacement until new elections are held. This replacement shall assume the full duties and responsibilities of that office immediately upon appointment. In the case of the Chair position being vacant, the Executive Committee shall by majority vote elect an individual to complete the term of the Chair.

 

Article VII. DUTIES AND RESPONSIBILITIES OF THE OFFICERS

Section 1. Chair. The Chair shall be responsible for the general administration of the NETWORK, for ensuring that the NETWORK Bylaws are followed, and shall act as liaison between the NETWORK and AERA and the NETWORK and the NETWORK Executive Committee. The Chair shall preside at all meetings of the NETWORK’s Executive Committee and at the Annual Business Meeting. The Chair shall act as parliamentarian or shall appoint a NETWORK member to serve in that role for each meeting. The Chair shall appoint ad hoc committees as needed. Unless otherwise specified in these Bylaws, the Chair of the NETWORK shall appoint persons to assist officers, to chair committees or to carry out other work of the NETWORK.

Section 2. Chair-elect. The Chair-elect shall assist the Chair to frame, prepare for and conduct affairs for the NETWORK, compiling and disseminating official NETWORK information by email or via the NETWORK’s website at least twice a year. The Chair-elect shall also be responsible for developing and conducting the occasional survey to query membership about matters of importance determined by the NETWORK Executive Committee.

Section 3. Immediate Past Chair. The Immediate Past Chair shall be an honorary ex officio (nonvoting) member of the iLRN NETWORK Executive Committee. The NETWORK Past Chair may be called upon for matters of advice and commentary when needed. The Past Chair shall preside over the Nominations Committee for the NETWORK each year, as appropriate.

Section 4. Secretary/Treasurer. The Secretary/Treasurer shall be responsible for managing and reporting on the financial accounts of the NETWORK, for assisting the NETWORK Chair to create a budget for the NETWORK, and for the safe keeping of all financial documents of the NETWORK. He/she will also be responsible for taking minutes for all meetings and disseminating those to the NETWORK Executive Committee in a timely fashion. The Secretary/Treasurer is responsible for contributing to and maintaining a historical record of NETWORK activities to be handed down from Secretary/Treasurer to the succeeding Secretary/Treasurer and made available upon request in full within one week to any member of the Executive Committee for review.

Section 5. Web Officer. The Awards Officer shall be responsible for developing and maintaining the NETWORK website and electronic communication tools.

Article VIII. OTHER LEADERSHIP POSITIONS
Section 1. Non-Officer Leadership Positions. The NETWORK may from time to time establish important leadership positions that are not officers of the NETWORK.

Section 2. Titles of Non-Officer Leadership Positions. The NETWORK shall appoint or elect individuals to the following non-officer leadership positions to carry out leadership or task assignments of the NETWORK for the benefit of the NETWORK: Nominations Committee Member, Special Projects Committee Member

Section 2a. Unless otherwise stated in these Bylaws, the current qualifications, eligibility
requirements, duties, responsibilities, term limits, and manner and timing of appointment or election for each non-officer leadership position shall be posted on the NETWORK’s website and shall not violate these Bylaws or those of the Association.

Section 2b. Individuals serving in non-officer leadership positions may not serve, make motions or vote on the Executive Committee, although they may, from time to time and at the discretion of the Chair, be invited to participate and provide reports to the Executive Committee.

Section 3. Eligibility. All members in good standing of the NETWORK and who are not restricted from holding a particular non-officer leadership position due to requirements in the Association’s or the NETWORK’s Bylaws and policies shall be eligible to run as candidates for election or appointment to any non-officer leadership position within the NETWORK.

Section 4. Length of Term for These Leadership Positions. The term of each non-officer leadership position, whether stated herein or on the NETWORK website, shall be for two years. The term of each non officer shall begin the day following the close of the NETWORK Annual Meeting.

Section 5. Eligibility to Succeed to the Same Non-Officer Position for Consecutive Terms. Individuals shall be eligible to be appointed or nominated and to succeed themselves, if elected, to the same non-officer leadership position for consecutive terms.

Section 6. Limit of Length of Term in the Same Non-Officer Position. No person may serve in the same non-officer position for more than three consecutive years. The Chair of the SIG shall be charged with ensuring that this requirement is met.

Section 7. Vacancies. Whenever any non-officer position is vacated for any reason before the term has been completed, the Chair shall appoint a replacement until the date of the next elections or appointment cycle for that position. This replacement shall assume the full duties and responsibilities of that position immediately upon appointment.

 

Article IX. DUTIES AND RESPONSIBILITIES OF NON-OFFICER LEADERSHIP POSITIONS

Section 1. Nominations Committee Member. The Nominations Committee Member shall work with the current Past Chair, who is the Chair of the Nominations Committee, to select at least two (2) members of the NETWORK in good standing for each available elected position within the NETWORK for the forthcoming year.

Section 2. Special Projects Committee Member. The Special Projects Committee Member shall work with the NETWORK Chair on projects and activities that further the mission of the NETWORK yet are beyond the scope of the normal activities of the NETWORK outlined within the NETWORK bylaws that have been approved by the Executive Committee.

Article X. EXECUTIVE COMMITTEE

Section 1. Membership. There shall be an Executive Committee consisting of the NETWORK Chair, Chair-elect, Program Chair, Associate Program Chair, Secretary/Treasurer, Awards Officer, and Communications Officer. The Immediate Past Chair may sit at the Executive Committee in an advisory ex officio capacity without voting privileges.

Section 2. Responsibilities and Powers. The Executive Committee shall have responsibility and powers to provide leadership and to direct and review the general affairs of the NETWORK within the limits set forth in these Bylaws.

Section 3. Meetings. The Executive Committee shall hold at least one meeting each year and shall communicate as needed throughout the year. This meeting may be during the Annual Meeting. The Chair shall be responsible for setting the time and place of this meeting and for creating and distributing the agenda for this meeting.

Section 4. Quorum and Decision-making. A majority of the members of the Executive Committee shall constitute a quorum, and decisions of the Executive Committee shall be by a majority of those present, provided a quorum is present.

 

Article XI. NOMINATIONS AND ELECTIONS
Section 1. Oversight of the Nominations and Elections Process. The Executive Committee shall be responsible for setting up, monitoring and providing other oversight duties regarding all aspects of the nomination and election processes of the NETWORK.

Section 2. Nominations Committee. The Nominations Committee shall consist of The Immediate Past Chair and at least one other member of the NETWORK in good standing. The NETWORK Immediate Past Chair shall be the Chair of the Nominations Committee.

Section 3. Nominations and Nomination Process.

Section 3a. The Nominations Committee shall seek eligible individuals to serve as candidates for each elected officer and Non-officer position.

Section 3b. No NETWORK member may nominate an individual for any NETWORK office without the prior consent of the individual to be nominated.

Section 3c. The NETWORK Chair shall ensure that the Nominating Committee elicits at least one candidate for each position to be elected.

Section 3d. By the deadline set by the Association, the Nominations Committee shall submit the names of the candidates and any other information required for inclusion in the NETWORK electronic ballot system. The deadline for this submission shall be determined by the Association.

Section 4. Date for Completion of Election Tabulation. All election processes and tabulation of votes for designated officers for the following year shall be completed within the timeline and by the deadline established by the NETWORK executive committee in conducting its electronic election of Officers of the Association. The Chair of the Nominations Committee and the Immediate Past Chair shall receive the results of the balloting from the Central Office.

Section 5. Notification of Results. The Chair of the NETWORK Nomination and Election Committee and the NETWORK Immediate Past Chair shall be responsible for reporting the results to the membership.

Article XII. MEETINGS
Section 1. Annual Business Meeting. The NETWORK shall hold an Annual Business Meeting. Unless otherwise noted in these Bylaws, decisions made during this meeting shall be made by the majority of NETWORK members present and voting.

Section 2. Other Meetings. The NETWORK may hold other official business meetings at times and places approved by the Executive Committee and vote of the NETWORK members. The NETWORK may conduct NETWORK business and vote on motions in person, electronically, or by e-mail or mail.

Section 3. Officer and Committee Meetings. The Officers and Committees of the NETWORK shall meet when, where and as needed to conduct the business of the NETWORK or carry out the charges of the committee within the parameters and requirements of these Bylaws. The NETWORK Chair, other NETWORK officers and committee chairs shall set the meetings and notify all officers of the date, time, place and agenda or purposes of the meetings.

Section 4. Notice of Meetings. Announcement of day, time and place of any official business meeting of the NETWORK membership shall be made by the NETWORK Chair as far ahead as is reasonably possible. In all cases notice shall be communicated to members at least three weeks in advance of a meeting.

Section 5. Rules of Order. In all cases to which they apply and do not conflict with the provisions of these Bylaws and the Association Bylaws, Robert’s Rules of Order (current edition) shall govern all business meetings of the NETWORK.

 

Article XIII. DUES AND OTHER FISCAL CONCERNS
Section 1. Dues. The amount of dues for the NETWORK shall be decided by a majority of the membership by postal, e-mail, or electronic voting. This vote will be administered by the NETWORK Central Office.

Section 2. Effective Date of Dues Increases. All increases in dues shall go into effect for all categories of NETWORK membership for the following membership year as determined by the Association.

Section 3. Allocation of NETWORK Assets. The Chair, the Executive Committee or majority of members voting at the Annual Business Meeting or by electronic vote shall authorize the expenditure of NETWORK funds for any allowable purpose that is requested and approved. In instances where the Executive Committee or majority of the membership approved a standing maximum expenditure as funds permit, such as to cover the costs of awards or refreshments as part of the NETWORK reception following the Annual Business Meeting, the Chair and Treasurer shall jointly be responsible for giving final consent to commit NETWORK funds up to the amount approved.

Section 4. Overseeing the Allocation of NETWORK Assets. The Chair and the Treasurer shall have the joint responsibility to ensure that all NETWORK assets, including money collected via dues, are allocated and spent in ways and in a timely manner to fulfill commitments made by the NETWORK members or Executive Committee, to pay debts and to enhance and promote the NETWORK and the purposes, goals and objectives of the NETWORK and the Association.

 

Article XIV. TERMINATION/DISSOLUTION OF THE NETWORK

Section 1. Membership Decision to Voluntarily Dissolve the NETWORK. Should it be decided that the NETWORK is no longer meeting the needs and serving the purposes for which it was founded, the NETWORK shall be voluntarily dissolved by a majority vote of the members present at a NETWORK Business Meeting followed by a two-thirds vote of those NETWORK members voting in a postal, e-mail, or electronic administered by the NETWORK Central Office within 30 days of the vote to terminate passed at the Annual Business Meeting. A message of the results of this election shall be sent in writing to the SIG membership, and Chair of the NETWORK Executive Committee by the NETWORK Chair within one week of the counting of the votes.

Section 2. Distribution of NETWORK Assets. Should the NETWORK be discontinued for any reason, its assets shall be used to pay all outstanding debts and obligations. Any remaining funds shall be returned to the membership.

Article XV. RATIFICATION AND AMENDMENTS
Section 1. Approval Process of the Initial Bylaws. The process for approving the initial Bylaws shall be as follows:

Section 1a. The officers of the NETWORK shall decide the process for the construction of a draft of the Bylaws, and offer NETWORK members an opportunity to comment on this draft. The officers shall be responsible for making specific revisions, additions and/or deletions in the Bylaws based upon the feedback and suggestions.

Section 1b. After the membership has provided feedback and input on the draft of the Bylaws, the Chair shall submit a copy of the draft to relevant legal counsel for review. The NETWORK legal counsel may send it back to the NETWORK Chair with comments for revisions or may forward the Bylaws to the NETWORK Executive Committee for review and recommendation for approval. The NETWORK Executive Committee may return the Bylaws to the NETWORK Chair to address specific concerns before making a recommendation to approve.

Section 1c. The NETWORK legal counsel may recommend changes or revisions in the language of the Bylaws or amendments thereof prior to final approval. Once approved by the NETWORK Executive Committee, the Chair shall be notified that the Bylaws are in effect and will stay in effect until notification in writing to NETWORK Executive Committee of the favorable or unfavorable vote of NETWORK members. The NETWORK Chair and officers shall then complete the process of getting approval of the Bylaws by a vote of NETWORK members. The NETWORK Chair shall have 30 days to convey in writing to the NETWORK Executive Committee the dates and manner of voting decided upon by the NETWORKofficers.

Section 2. Ratification. Following NETWORK Executive Committee approval, these Bylaws shall require a majority vote of those members voting electronically, such voting to be administered by the NETWORK Central Office. The NETWORK Central Office shall transmit in writing the manner, dates and results of this vote to the NETWORK Chair within 10 days of the final count of the votes.

Section 3. Effective Date of Implementation. These Bylaws shall take effect immediately upon receipt in writing to the NETWORK Central Office by the NETWORK Chair acknowledging the Central Office’s written statement of the favorable vote of the NETWORK membership for the presented version of the Bylaws or amendment(s) thereof.

Section 4. Amendments to the NETWORK Bylaws. These Bylaws may be amended by a majority vote of those members voting at a duly called Annual Business Meeting and a majority of the members voting by postal, e-mail, or electronic voting as designated by the Executive Committee or elsewhere within these Bylaws. Amendments to the NETWORK Bylaws must be approved by the NETWORK membership and the NETWORK Executive Committee.

 

Article XVIII. POSTING OF THE RESEARCH NETWORK BYLAWS

Within 30 days of the membership’s adoption of the NETWORK Bylaws approved by the NETWORK Executive Committee and all amendments to the Bylaws, the entire set of Bylaws shall be posted on the NETWORK website and visible to all NETWORK members in good standing with the date of final approval included and the Chair shall send an electronic communication to all NETWORK members announcing the posting of the Bylaws on the NETWORK website.