CONSTITUTION AND BY LAWS

OF THE

THE AEROSPACE HUMAN FACTORS ASSOCIATION

A CONSTITUENT ORGANIZATION OF THE AEROSPACE MEDICAL ASSOCIATION

CONSTITUTION

(Amended and approved by the Membership on May 4, 2009)

ARTICLE I: NAME

The name of this organization shall be the Aerospace Human Factors Association (herein after referred to as “AsHFA”).

ARTICLE II: PURPOSE

As a constituent organization of the Aerospace Medical Association (AsMA), the Aerospace Human Factors Association (AsHFA) shall have purposes and objectives aligned with those of AsMA as outlined in Article II of the AsMA Constitution. Specifically, AsHFA shall further the purposes of AsMA through local meetings, acquaintanceship, and discussion by the members, embraced within the group, of matters relating to aviation, space, undersea or environmental medicine, human performance, and their allied sciences; increasing the value of AsMA to its members, and helping maintain and increase its membership.

Aerospace human factors encompasses human performance measurement, evaluation and improvement, and also broadly includes but is not limited to human/systems engineering, personnel selection, training and equipment, and life support. The purpose of AsHFA is to produce better aerospace systems and human performance.

The objectives of AsHFA shall be to:

(a) stimulate a multidisciplinary approach, involving behavioral, biomedical, psychosocial and engineering considerations, in the concept, design, development, test and evaluation, operation, and maintenance of aerospace systems;

(b) support the application of human performance knowledge to every phase of systems development and deployment;

(c) promote research in the areas of workload, safety, productivity, reliability, human/machine interface, and maintainability factors that affect human performance outcomes within systems; and

(d) develop close relations and facilitate the interchange of information with other societies, associations, and technical groups and committees that have similar interests.

ARTICLE III: MEMBERSHIP

The AsHFA membership categories shall be Fellow; Member; and other categories as provided by Article I of the AsHFA By-Laws.

ARTICLE IV: GOVERNANCE

The governing body of the organization shall be the AsHFA Executive Committee as defined in the By-Laws, hereinafter be referred to as the “Executive Committee,” which shall be constituted by the officers of AsHFA.

ARTICLE V: OFFICERS

The officers of AsHFA, eligibility, terms of elected service, duties, and nominations and election procedures shall be detailed in the By-Laws. These officers shall constitute the Executive Committee and at a minimum consist of:

• President, Immediate Past-President, President-Elect, Representative to the AsMA Council, and three (3) Members-at-Large of Executive Committee, as elected by the accredited membership of AsHFA; and

• Secretary, Treasurer, and Representative to the AsMA Nominating Committee, as elected by the Executive Committee.

ARTICLE VI: COMMITTEES

The committees of AsHFA shall consist of such standing committees or special committees as may be provided for in the By-Laws.

ARTICLE VII: MEETINGS

AsHFA shall hold at least one Annual Business Meeting each year as detailed in the By-Laws.

ARTICLE VIII: FUNDS

AsHFA shall be a non-profit organization, supported by funds consisting of annual dues, assessments, contributions, bequests, fees, and income derived from any source in accordance with existing laws and regulations. Accounting and financial reporting shall be provided for by the By-Laws.

ARTICLE IX: PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Robert's Rules of Order, Newly Revised, shall cover the procedures at all meetings unless otherwise provided by the By-Laws.

ARTICLE X: DURATION

AsHFA shall have perpetual existence.

ARTICLE XI: AMENDMENTS

The Constitution of AsHFA may be amended by:

• two-thirds affirmative vote of the accredited membership constituting a quorum present at the Annual Business Meeting, or by two-thirds affirmative vote of those ballots (distributed to the accredited membership) returned and constituting a quorum as provided in the By-Laws; and

• providing such amendments to the Constitution have been either

• presented and read at the preceding annual business meeting; or

• circulated to the membership at least one month prior to the final vote on the proposed amendments. Circulation may be carried out by publication in the official journal of AsMA, publication in the AsHFA newsletter, or distribution via mail or electronic media to the last known physical or electronic address of the membership as provided in the By-Laws.

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BY-LAWS

ARTICLE I: MEMBERS

Section 1. There shall be three (3) categories of membership in AsHFA.

• Fellow. A Fellow of AsHFA shall be a person who

  1. is a current AsMA member in good standing (Member, Life Member, Emeritus Member, Technician Member, or Student/Resident Member);

  2. has had five years of work related to Aerospace Human Factors;

  3. has a minimum of five (5) continuous years as an accredited Member in good standing in AsHFA; and

  4. has been nominated by any accredited member and elected by AsHFA’s Fellows Group for unusual and outstanding contribution or performance in the field of Aerospace Human Factors, in accordance with the rules determined by the Fellows Group. Newly elected Fellows shall be recognized at the Annual Business Meeting of the Aerospace Human Factors Association.

• Member. A member of AsHFA shall be a person who

  1. is a current AsMA member in good standing (Member, Life Member, Emeritus Member, Technician Member, or Student/Resident Member);

  2. has a field of study, research, interest or employment in the area of Aerospace Human Factors; and

  3. has submitted application and been nominated by the Membership Committee, and elected by a majority vote of the Executive Committee.

• Affiliate Member. An Affiliate Member of AsHFA shall be

  1. a prospective member of AsMA who is matriculating in or has recently (less than three years) matriculated from an appropriate undergraduate or graduate program; an AsMA Honorary Member; or a current AsMA Corporate and Sustaining Member in good standing;

  2. has a field of study, research, interest or first-time employment in the area of Aerospace Human Factors, and

  3. has submitted application and been nominated by the Membership Committee, and elected by a majority vote of the Executive Committee.

Section 2. Membership year. The “membership year” begins on Friday after the Annual Scientific Meeting of AsMA and runs through Thursday of the following Annual Scientific Meeting of AsMA.

Section 3. Creditable membership in good standing. Once elected to membership as a Fellow or Member, creditable membership in good standing shall be defined by dues status and maintenance of current AsMA membership in good standing (Member, Life Member, Emeritus Member, Technician Member, or Student/Resident Member). Only accredited Fellows and Members are reported on the AsHFA membership roster to AsMA and are eligible to vote on AsHFA matters.

• “Creditable” or “accredited” status is defined by: being a current member of AsMA as confirmed with the AsMA staff; and being current, or less than three membership years delinquent, in payment of AsHFA dues.

• On renewal, delinquent Members must pay delinquent dues in order to re-establish continuous good standing in the organization. Foregoing payment of delinquent dues will result in a recorded gap in membership status. Members who are no longer accredited in good standing shall be dropped from the membership roster. Once dropped from the membership roster, Members must re-apply for membership as provided in Section 1 above.

• On renewal, delinquent Fellows are encouraged but not required to pay delinquent dues in order to re-establish continuous good standing in the organization. Fellows who are no longer accredited in good standing shall be transferred from the active membership roster to a historical AsHFA Fellow roster. Fellows may be reinstated to active status by paying dues at any time.

• Affiliate Members who are prospective members of AsMA may, at any time up to the third anniversary of graduation from their undergraduate/graduate program, transition to become an AsHFA Member by establishing current AsMA membership in good standing (Member, Life Member, Emeritus Member, Technician Member, or Student/Resident Member as appropriate). Affiliate Membership as a prospective member of AsMA is available only once per person. Such Affiliate Members may participate in all activities of AsHFA with the exception of not being entitled to vote or hold office; are not reported on the “accredited” membership roster to AsMA; must maintain current AsHFA dues status; and will be dropped from AsHFA membership if (1) declared in a delinquent status or (2) following the third anniversary of graduation from their undergraduate/graduate program without establishing status as a current AsMA member.

• Affiliate Members who are Honorary Members or Corporate and Sustaining Members of AsMA may participate in all activities of AsHFA with the exception of not being entitled to vote or hold office; are not reported to on the “accredited” membership roster to AsMA; must maintain current AsHFA dues status; will be dropped from AsHFA membership if declared in a delinquent status

Section 4. On all matters calling for action by the membership of AsHFA, each accredited Fellow and Member shall have one vote. Affiliate Members are not eligible to vote. No proxy votes shall be allowed.

ARTICLE II: ASHFA EXECUTIVE COMMITTEE

Section 1. There shall be an Executive Committee, as specified in Article IV (Governance) of the AsHFA Constitution, consisting of all Officers of AsHFA as specified in Article III (Officers) of these By-Laws.

Section 2. The Executive Committee shall have general supervision of the affairs of AsHFA. All actions of the Executive Committee affecting rules of governance (e.g.., Constitution and By-Laws) are subject to approval of the membership as provided in Sections 1 and 2 of Article IV (Voting, Nominations and Elections) of these By-Laws. The Executive Committee shall have authority to make and execute policy, plans or other actions to accomplish the AsHFA goal and objectives as allowed for and in accordance with these By-Laws.

Section 3. The President of AsHFA shall be Chair of Executive Committee; the Secretary shall be Secretary of Executive Committee; the Treasurer shall be the Treasurer of the Executive Committee.

Section 4. Finances. The Executive Committee shall receive and review reports from the Treasurer on the financial status and accounting of AsHFA. Changes in annual dues and assessments of any special dues shall be approved by Executive Committee. At a minimum, membership dues shall be assessed annually by the Treasurer of AsHFA during the week of the Annual Scientific Meeting of AsMA. The fiscal year of AsHFA will coincide with the calendar year.

Section 5. The President, in consultation with the Executive Committee, shall appoint such chairpersons and members of committees as provided for in Article V (Committees) of these By-Laws.

ARTICLE III: OFFICERS

Section 1. The officers of AsHFA shall include all of those AsHFA accredited members elected by either the general accredited membership or the Executive Committee as specified in this section.

• Officers elected by the AsHFA general accredited membership shall include:

  • President-Elect;

  • President; See “Section 3. Terms of elected service” below for explanation

  • Immediate Past-President;

  • Representative to the AsMA Council; and

  • three (3) Members-at-Large of Executive Committee.

• Officers elected by the Executive Committee shall include:

  • Secretary;

  • Treasurer; and

  • Representative to the AsMA Nominating Committee.

Section 2. Eligibility. Only the membership of AsHFA accredited in accordance with Section 3 of Article I of these By-Laws and in a current dues paid status shall be eligible for Nominations as Officers.

Section 3. Terms of elected service. The general terms of elected service for all officers will be three (3) years, with the following codicils:

• The term of the President-Elect shall be one year, followed by one year as President and then one year as Immediate Past-President (for a total of 3 sequential years of service);

• The 3-year terms for each Member-at-Large shall be staggered with one position coming up for election each year.

• That Member-at-Large whose 3-year term coincidentally expires in the same year that the 3-year term of the Representative to the AsMA Council is an automatic nominee for election as the new Representative to the AsMA Council, contingent on their continued willingness to serve.

• The Secretary and the Treasurer shall each be elected to a three-year term and reaffirmed annually by the Executive Committee.

• Officers shall assume their terms of office on the first day following the close of the AsHFA annual business meeting (May of each year) after their election. They shall hold office until their successors are elected and accept office in their stead.

Section 4. Duties.

• President. The President shall preside at all meetings of AsHFA; act as Chair of the Executive Committee; exercise supervision over the affairs of AsHFA with the approval of the Executive Committee; and perform such other duties as are incidental to the office or as may properly be required by vote of Executive Committee. The President shall submit a list of the incoming Officers of AsHFA, prepared by the Secretary, to the AsMA Executive Director by the conclusion of the AsMA Annual Scientific Meeting.

• President-Elect. The President-Elect shall serve as the Chair of the Nominations and Election Committee and assume the duties of President in the absence or incapacity of the President.

• Immediate Past-President. The Immediate Past-President shall serve as Chair of the Awards Committee, and re-assume the duties of President in the absence or incapacity of the President and the President-Elect.

• Representative to the AsMA Council. The Representative to the AsMA Council shall perform the duties and accept the responsibilities specified in Article VI of the By-Laws of AsMA. The Representative shall annually present a written report of AsHFA status and activities to the AsMA Council at both the AsMA Annual Scientific Meeting in May and the mid-year Council meeting in November. The Representative shall provide an updated, current roster of creditable members, prepared by the Treasurer, to the AsMA Executive Director by January 1 of each year as specified in Section 1 of Article VII of the By-Laws of AsMA.

• Members-at-Large. The Members-at-Large shall serve as members of the Nominations and Elections Committee as provided in Section 5 of Article V (Committees) of these By-Laws; may be designated to provide assistance to the Program Committee, Membership Committee, Representative to the AsMA Council, or Representative to the AsMA Nominating Committee; or be given special assignments at the discretion of the President.

• Secretary. The Secretary shall serve as a member of Executive Committee; keep the minutes and records of all meetings of AsHFA; disseminate and present meeting minutes and other records; issue calls and notices of meetings; and assist the President, as required, with project management activities.

• Treasurer. The Treasurer shall serve as a member of Executive Committee; have custody of all funds and property of AsHFA; collect any special dues or assessments that may be voted in accordance with Section 4 of Article II (AsHFA Executive Committee) of these By-Laws; make disbursements as authorized Executive Committee; maintain records of member’s dues status; provide an updated, current roster of creditable members to the Representative to the AsMA Council for submission to the AsMA Executive Director by January 1 of each year as specified in Section 1 of Article VII of the By-Laws of AsMA; and compile the AsHFA Membership Directory.

• AsHFA Representative to the AsMA Nominating Committee. The AsHFA Representative to the AsMA Nominating Committee shall perform the duties and accept the responsibilities specified in Section 2 of Article IX of the AsMA By-Laws.

Section 5. No concurrent election. No member or fellow may serve concurrently in two elected positions of AsHFA. If an officer is elected to another office in AsHFA, he/she must resign from the first office before assuming the duties of the second.

Section 6. Death, incapacity or resignation. In the case of death, incapacity, or resignation of any of these Officers, Executive Committee shall, by majority vote, elect a successor to serve until the next annual business meeting. The office shall then be filled by an officer nominated and elected during the next regularly scheduled Association elections.

When, in the judgment of the Executive Committee, an elected officer of AsHFA has failed to perform his or her duties, Executive Committee may remove that officer from office if two-thirds of the members of Executive Committee vote for removal. If an officer is removed from an Association office, Executive Committee shall, by majority vote, elect a successor to serve until the next annual business meeting. The office shall then be filled by an officer nominated and elected during the next regularly scheduled Association elections.

ARTICLE IV. VOTING, NOMINATIONS AND ELECTIONS

Section 1. Voting by the membership on any matter may take place either by ballot distributed via mail or electronic media, or at a regularly scheduled meeting as provided in Sections 1 of Article VI (Meetings) of these By-Laws. A quorum necessary for a vote to be considered valid shall be required as provided in Section 2 below and Section 2 of Article VI (Meetings) of these By-Laws.

Section 2. Quorum. A quorum must be present or exist for voting to be considered valid on issues brought before the membership for decision. At the annual business meeting, a quorum shall consist of the presence of not less than 10 (ten) percent of the total accredited membership of AsHFA. For issues brought before the membership by ballot distributed by mail or electronic media, a quorum shall exist when the number of returned ballots constitutes not less than 10 (ten) percent of the ballots distributed to the accredited membership.

Section 3. Passage of items brought for a vote before the accredited membership shall require:

• Two-thirds affirmative vote for amendments to the Constitution as provided in Article XI (Amendments) in the Constitution or for amendments to the By-Laws as provided in Article VIII (Amendment of By-Laws) of these By-Laws.

• Majority vote on all other matters, except as provided for specifically in the following sections of this Article.

Section 4. The officers of AsHFA elected by the general accredited membership shall be nominated and elected by the accredited membership of AsHFA according to a preferential voting system.

• Voting shall be by ballot distributed via mail or electronic media or at a regularly scheduled meeting as provided in Sections 1 and 6 of this Article.

• Exception: The Secretary, Treasurer and the Representative to the AsMA Nominating Committee shall be elected by a majority vote of the Executive Committee.

Section 5. Nominations. The Chair, Nominations and Elections Committee shall transmit, via mail or electronic media, a nominations ballot each year to the membership of AsHFA at a time designated by the Executive Committee. The nominations ballot will solicit write-in nominees using a preferential voting system, specifying that nominees will be submitted in rank order preference (e.g., first preference should be listed as #1, second preference as #2, etc.).

• Each year the nominations ballot shall provide places to solicit up to three nominees each for the office of President-Elect and the office of Member-at-Large of Executive Committee. In the third year of term of the Representative to the AsMA Council, the nominations ballot shall additionally provide places to solicit up to three nominees for that office. The ballot shall strongly encourage the accredited membership to ensure in advance that their nominees are willing to serve prior to submitting their nominations.

• Following return of the nominations ballots from the membership to the Chair of the Nominations and Elections Committee, the Committee will tally the votes for nominees by rank order preference. Each vote tallied will receive preferential weighting using a point-assignment system decided on in advance (for example, first preference votes may receive 5 points each, second preference votes may receive 3 points each, and third preference votes may receive 1 point each). Nominees for each office will be ranked based on their point totals. The Committee may also nominate one candidate for each office to be filled, who may or may not be among the nominees submitted by the membership.

• The Committee shall confirm that all nominees are willing to serve and also which position a person wishes to be a candidate for in the event that they are among the top nominees for more than one office. The Committee shall prepare a slate of candidates for each office as follows:

• President-Elect. The names of a minimum of two but no more than three (preferred) nominees. The nominees presented shall be based on the results of the nominations ballot, and may include the name of a person nominated by the Nominations and Elections Committee.

• Member-at-Large of Executive Committee. The names of a minimum of two but no more than three (preferred) nominees. The nominees presented shall be based on the results of the nominations ballot, and may include the name of a person nominated by the Nominations and Elections Committee.

• Representative to the AsMA Council. The names of a minimum of two but no more than three (preferred) nominees. The nominees shall include the name of the Member-at-Large of the Executive Committee who will complete the term of that office in the year of election (if willing to serve); at least one nominee based on the results of the nominations ballot; and may include the name of a person nominated by the Nominations and Elections Committee.

• In the event that the Committee’s efforts find fewer than three candidates for a given office, the Chair will refer the matter to the President for decision.

Section 6. Elections. The Chair, Nominations and Elections Committee shall transmit, via mail or electronic media, the election ballot each year to the accredited membership of AsHFA with a deadline designated by the Executive Committee. The election ballot will present the slate of candidates prepared by the Nominations and Elections Committee. The ballot shall use a preferential voting system, specifying that voters rank the candidates for each office by rank order preference (e.g., first preference should be listed as #1, second preference as #2, etc.).

• Following return of the election ballots from the membership to the Chair of the Nominations and Elections Committee, the Committee will tally the votes by rank order preference. For each vote tallied will receive a preferential weighting using a point-assignment system decided on in advance (for example, first preference votes may receive 5 points each, second preference votes may receive 3 points each, and third preference votes may receive 1 point each).

• The candidate with the highest number of points as certified by the Committee is declared the winner for that office. The Chair of the Nominations and Elections Committee will announce the winners at the Annual Business Meeting.

• In event of a tie vote, a run-off election using a preferential voting system (as above) will be conducted by the Chair of the Nominations and Elections Committee either via mail or electronic media, or by secret ballot at the Annual Business Meeting, with votes tallied and results certified by the Committee.

ARTICLE V: COMMITTEES

Section 1. The committees of AsHFA shall consist of such standing committees as may be provided by these By-Laws, and such special committees as may be established by majority vote of Executive Committee.

Section 2. Committee Chairs. The President shall nominate committee chairs, and may solicit nominations from the Executive Committee. Committee chairs are confirmed by majority vote of the Executive Committee. Unless otherwise provided for, committee chairs shall serve for the term of the President.

Section 3. Committee Members. The President shall nominate committee members for confirmation by majority vote of the Executive Committee or, if approved by majority vote of the Executive Committee, delegate selection of committee members to the committee chairs. Unless otherwise provided for, committee members shall serve for the term of the President (one year).

Section 4. The Membership Committee shall be a standing committee consisting of up to three persons, with the Treasurer acting as Chair. The committee shall receive applications for membership (except election to Fellow), examine the credentials submitted, and make recommendations accompanied by the data regarding the applicants to Executive Committee in accordance with the requirements set forth in Section 1 of Article I (Members) of these By-Laws. The committee shall also provide to the Representative to AsMA Council an updated, current roster to furnish to the AsMA Executive Director by January 1 of each year as required by Section 1 of Article VII (Organizations) of the AsMA By-Laws. The Treasurer shall compile the AsHFA Membership Directory and provide it to the Publicity Committee as required.

Section 5. The Program Committee shall be a standing committee consisting of up to three persons, one of which will act as Chair. The committee shall recommend panels, symposia and other programs in cooperation with the AsMA Program Committee for the annual AsMA meeting and for any other meetings in which AsHFA participates.

Section 6. The Publicity Committee shall be a standing committee consisting of up to three persons, one of which will act as Chair and Editor for the AsHFA Newsletter. The committee shall publish a newsletter describing AsHFA events and activities of interest to the membership. At the request of the Executive Committee, the Editor shall publish and distribute, by appropriate print and/or electronic means, the AsHFA Membership Directory.

Section 7. The Nominations and Elections Committee shall be a standing committee consisting of the President-Elect as Chair and the three Members-at-Large of Executive Committee. The committee shall carry out the provisions of Article IV (Nominations and Elections) of these By-Laws.

Section 8. The Awards Committee shall be a standing committee consisting of the Immediate Past-President as Chair and the President-Elect and President. The committee shall solicit submissions for the AsHFA awards (e.g., Henry L. Taylor Founder’s Award, Stanley N. Roscoe Award, William E. Collins Award), evaluate the submissions and determine the award winner. The chair will announce the winner at the annual business meeting.

ARTICLE VI: MEETINGS

Section 1. There shall be at least one annual business meeting of AsHFA each year as provided for in the Constitution. There may be additional meetings of AsHFA if the membership so decides at any annual business meeting.

Section 2. A quorum required for a vote at the annual business meeting to be considered valid on issues brought before the membership shall consist of the presence of not less than 10 (ten) percent of the total accredited membership of AsHFA as specified in Section 2 of Article IV (Voting, Nominations and Elections) of these By-Laws.

ARTICLE VII: PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Robert's Rules of Order, Newly Revised, shall govern AsHFA in all cases to which they are applicable and in which they are not inconsistent with these By-Laws or with any special rules of order which AsHFA may adopt.

ARTICLE VIII: AMENDMENT OF BY-LAWS

The By-Laws of AsHFA may be amended by:

• two-thirds affirmative vote of the accredited membership constituting a quorum present at the Annual Business Meeting; or by two-thirds affirmative vote of ballots distributed to the accredited membership constituting a quorum returned as provided in these By-Laws; and

• providing such amendments to the By-Laws have been either

• presented and read at the preceding annual business meeting; or

• circulated to the membership at least one month prior to the final vote on the proposed amendments. Circulation may be carried out by publication in the official journal of AsMA, publication in the AsHFA newsletter, or distribution via mail or electronic media to the last known physical or electronic address of the membership as provided in the By-Laws.

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