Constitution of the National Association of Science Writers, Inc.

ARTICLE I — General

  • Section 1. NAME OF ORGANIZATION. This organization shall be known as the National Association of Science Writers, Inc.

  • Section 2. PURPOSE OF ORGANIZATION. This organization shall foster the dissemination of accurate information regarding science and technology, through all media normally devoted to informing the public; and shall foster the interpretation of science and its meaning to society, in keeping with the highest standards of journalism. In addition, this organization shall foster and promote the professional interests of science writers.

ARTICLE II — Membership

  • Section 1. CLASSES OF MEMBERSHIP. There shall be three classes of membership in the Association: Regular, Honorary, and Student.

  • Section 2. REQUIREMENTS FOR REGULAR MEMBERSHIP. Members shall be people who are professional science writers or instructors of science writing. This includes — but is not limited to — journalists, authors, editors, producers, public information officers, and people who write and produce films, museum exhibits, and other material intended to inform the public about science and technology. Individuals applying for regular membership must present the names of two current members who endorse them for membership.

  • Section 3. REQUIREMENTS FOR HONORARY MEMBERSHIP. Honorary membership may be extended to scientists or other persons who have notably aided the purposes of this organization as expressed in Article I, Section 2.

  • Section 4. REQUIREMENTS FOR STUDENT MEMBERSHIP. Student members shall be enrolled in a journalism program and/or science program.

  • Section 5. RIGHTS OF MEMBERS. Members shall have full voting privileges. Student members and Honorary members shall have all rights of membership, except they may not vote or hold office.

ARTICLE III — Elections

  • Section 1. OFFICERS. The elected officers of the Association shall consist of a president, a vice-president who shall be president-elect, a treasurer, and a secretary, who shall all be members of the executive board. A substantial majority of an officer's science-writing activities shall be journalism. Journalism is defined as reporting, writing, editing, or producing news, analysis, discussion, and features for: media outlets such as newspapers, magazines, television and radio stations, and networks; books written and published in keeping with journalistic standards; and other forms of mass media that are credible sources of news and information. Officers may not write press releases or otherwise act on behalf of an institution or company to affect media coverage while they serve in office. Officers who engage in such activities shall notify the board immediately. They may remain on the board, but the board shall appoint another fully qualified member to carry out the officer duties.

  • Section 2: BOARD MEMBERS AT LARGE. In addition to the four officers, the executive board shall also consist of 11 members at large. Any regular member is eligible to serve as a board member at large.

  • Section 3. TERM OF OFFICE. All officers and board members shall serve for two years from the beginning of the year immediately following their election.

  • Section 4. NOMINATION PROCESS.

    • (a) NOMINATION OF OFFICERS. Within one year after election, the president shall appoint a nominating committee of no fewer than five members who shall nominate one member for vice-president/president-elect, one member for secretary, and one member for treasurer. The membership and nominating committees may request material from candidates to identify those who would qualify as officers, as set forth in Section 1. The membership committee shall determine which nominees meet the qualifications for officer.

    • (b) NOMINATION OF MEMBERS AT LARGE. The nominating committee shall also nominate at least 15 members, including at least six who are qualified to serve as officers, to run for at-large seats on the executive board.

    • (c) NOMINATIONS BY PETITION. A group of 20 or more members may nominate by petition to the nominating committee members for vice-president/president-elect, secretary, treasurer, and board members at large. These nominees must meet the requirements as set forth in Section 1 of this Article, as determined by the membership committee.

    • (d) NOMINATION DEADLINE. All nominations, whether by the nominating committee or by petition, shall be forwarded to the executive director by October 1 of the year in which the terms of current officers end.

  • Section 5. ELECTION OF OFFICERS AND MEMBERS AT LARGE. The executive director shall prepare ballots reflecting all nominations made in conformance with this article. Ballots shall be mailed to all members by October 20 of the year in which the terms of the current officers end. Votes received by December 1 shall be counted. Of those at-large candidates qualified to serve as officers, the four garnering the most votes shall be elected to the board. The remaining at-large positions will be granted to the seven remaining candidates with the most votes, regardless of whether they are qualified to be officers. In the event of a tie, a run-off election between the contested nominees shall be held by mail ballot as expeditiously as possible.

ARTICLE IV — Officers' Duties

  • Section 1. DUTIES OF THE PRESIDENT. The president shall: (a) Preside over all meetings of the Association; (b) Call special meetings when they are considered advisable; (c) Call to the attention of the membership any development threatening the functions of the organization or of its members, or any method of improving the activities of the Association; (d) Appoint nominating and membership committees, and any other committees that are desirable; (e) Arrange for participation of the Association in meetings such as the annual conference of the American Association for the Advancement of Science; (f) Represent the Association in any activities in which the Association may be involved, or provide representation.

  • Section 2. DUTIES OF THE VICE-PRESIDENT. The vice-president shall: (a) Assume the functions of the president when the president is unable to perform them, or when the president chooses to delegate them. (b) Serve as president-elect, and assume the presidency when the president completes his or her term or otherwise leaves office.

  • Section 3. DUTIES OF THE SECRETARY. The secretary shall: (a) Record the proceedings of all meetings of the Association and provide each board member a copy of the general substance within two months after each meeting. (b) Write a summary of the annual meeting to be circulated to the membership.

  • Section 4. DUTIES OF THE TREASURER. The treasurer shall (a) Plan an annual budget to be considered by the executive board; (b) Transmit to the membership an annual summary of the financial status of the organization.

ARTICLE V — Membership Process

  • Section 1. NOMINATION OF NEW MEMBERS. The president shall appoint a committee of at least five members to judge membership applications whenever questions arise about an applicant's qualifications. If the committee rejects an applicant, the committee shall inform the candidate of the reason for doing so. Decisions of the membership committee may be appealed to the executive board.

  • Section 2. HONORARY MEMBERS. Honorary members shall be elected by a majority vote of members at a regular meeting.

ARTICLE VI — Meetings

  • Section 1. MEETINGS. The Association shall have regular meetings at least once a year at a time and place designated by a majority vote of the executive board.

  • Section 2. SPECIAL MEETINGS. Special meetings may he called at the direction of the president. Any 30 members may petition the president to call a special meeting, which must then be called within two months of the completed petition.

  • Section 3. NOTIFICATION. The secretary shall make sure that members are notified of all meetings at least one month in advance.

ARTICLE VII — Dues

  • Section 1. FISCAL YEAR. The fiscal year of the Association shall coincide with the calendar year.

  • Section 2. DUES. The dues shall be fixed by vote of the membership.

  • Section 3. ARREARS. A member whose dues remain unpaid by May 15 shall be considered in arrears. A member in arrears shall have all services suspended.

ARTICLE VIII — Sanctions

  • Section 1. SUSPENSION OF MEMBERS. Any member who remains in arrears for 12 months shall be given a month's notice. If dues are not paid at the end of the month, membership shall be terminated. In each case, the executive director shall give the delinquent member proper notice.

  • Section 2. DISCIPLINE OF MEMBERS. Should the president, or any 20 members, find the conduct of a member to be prejudicial to the best interests of the Association, charges shall be brought at the next meeting. The membership shall have access to all pertinent information. The member shall be informed of the full nature of the charges and the names of those bringing the charges, and shall have full opportunity to be heard. Upon a vote of two-thirds of the members present, the member may be disciplined as directed by a committee of three, to be appointed by the president. Disciplinary action may include expulsion.

ARTICLE IX — Decision Process

  • Section 1. VOTES. Except where otherwise specified, all actions of the Association shall be determined in one of two ways: (a) by a majority vote of those members present and voting at the annual meeting, provided a quorum is present; (b) by a mail ballot. No matter shall be presented to the members by mail ballot except by approval of a majority of the executive board, except as provided by Section 3 of this article.

  • Section 2. QUORUM. Fifty members shall constitute a quorum.

  • Section 3. MAIL BALLOTING. In the absence of a quorum at the annual meeting, the members present shall set forth the matter upon which they wish to vote, and it shall be conveyed to all members by the executive director in the form of a mail ballot. The president shall decide in advance how long ballots will be accepted for a particular vote. A majority of members voting shall determine the outcome of the matter being voted on.

ARTICLE X — Legal History

  • Section 1. INCORPORATION. All members of the National Association of Science Writers shall be members of National Association of Science Writers, Inc., a corporation duly organized pursuant to the membership corporation laws of the State of New York. Any and all members elected prior to the date of such incorporation are hereby elected as members of the National Association of Science Writers, Inc., a membership corporation of the State of New York. The standing, participation, and authority of all members, officers, and past officers, committees, and boards, as set out in the said bylaws of the said association, shall be the same in said National Association of Science Writers, Inc., a corporation duly organized pursuant to the membership corporation laws of the State of New York.

  • Section 2. INCORPORATION CONFLICTS. Nothing contained in this constitution shall conflict with the provisions and sections of the Certificate of Incorporation, and any such provisions or bylaws which are in conflict with the Certificate of Incorporation are hereby declared to be null and void.

ARTICLE XI — Constitutional Amendments

  • Section 1. AMENDMENTS. An amendment to this constitution may be proposed by the vote of three-fourths of the members present at a regular meeting, or by petition to the president of no fewer than 20 members. The proposed amendment shall be circulated to the membership and put to a vote by mail ballot. If a substantial majority of a member's science-writing activities are science journalism, as defined in Article III, Section 1, he or she may state so on a signed ballot. Those ballots shall be verified by the Membership Committee and counted separately. An amendment shall be adopted if accepted by more than half the journalist members voting and by more than half the remaining votes. Only votes received within 45 days after ballots are mailed shall be counted.

Amendments adopted up to January 4, 1999, have been incorporated herein.

More information:

Last revised: March 18, 2006

The National Association of Science Writers, Inc.
P.O. Box 890, Hedgesville, WV 25427 | (304) 754-5077

Copyright © 2006 The National Association of Science Writers, Inc. All rights reserved.