Institute of Australian Geographers

Guidelines for setting up Study Groups

In view of the interest of many members in the setting up of Study Groups within the IAG, and recognising the important contribution that such groups can make to the work of the Institute, the following procedures for the formation and administration of Study Groups have been adopted by Council.

1. Formation

1. Members of the Institute who wish to initiate a recognised Study Group on some aspect of Geography are required to demonstrate to Council that:

the proposal has the support of a significant number of members (normally a minimum of about 10)
that the group is likely to remain active over a number of years, and
that the Group differs substantially in its aims from other Groups.

2. A convenient course of action for those attempting to initiate such a Group is for arrangements to be made via the IAG Conference Organiser to hold a meeting of those interested on the occasion of a Conference. On request from the initiators, the Secretary will send a notice to all members about the formation of a new Group. The IAG-List should also be used to connect with potential members.

The ‘life’ of a Study Group will normally be 4 years in the first instance. This may be extended if the Group has a continuing program of activities.

2. Constitution

In making application for formal recognition the Group should draw up a simple Constitution in consultation with the Secretary of the Institute and append this to the submission to the Council. The Constitution should include inter alia

(i) a statement of formal title and the aims of the Group
(ii) arrangements for the election of Officers (a Chairman and a Secretary/Treasurer who must be members of the IAG)
(iii) arrangements for holding a General Meeting, whenever possible to coincide with an IAG Conference.

A model for a Study Group Constitution is appended to these guidelines.

3. Membership

1. Although normally members of a Study Group should also be members of the Institute, Council recognises that many Group activities can clearly profit from the association of specialists in cognate disciplines and therefore does not insist on dual membership in all cases.

2. The subscriptions of non IAG members are the responsibility of the Group administrators and cannot be dealt with by the Honorary Treasurer.

3. A list of the Study Group’s office bearers should be sent annually to the Secretary of IAG, as part of an annual report.

4. Finance

1. Council may provide funding for specific activities on submission of an application. Groups must submit a statement to the Treasurer on how any funds allocated have been spent.

2. Groups are empowered, if they so wish, to fix in addition an annual subscription from members to be paid directly to the Group Treasurer.

3. Council cannot undertake to underwrite losses by a Group arising from its activities (eg Group conferences) but equally profits from such activities can be retained in the Group’s account.

4. Upon the termination of a Study Group any balance remaining in the Group Account will revert to the Institute Account.

5. Administration Procedures

1. The organisation of a Group’s activities shall be entirely a matter for its elected Officers and Committee, but in order that the Council and the Institute be kept informed of such activities:

(i) A report of the Group’s activities for each year should be sent to the Secretary for presentation to the Council and the General Meeting of the Institute.
(ii) Group secretaries are encouraged to use the IAG website, the IAG-List and other relevant media to give wide publicity of their activities to the membership of the Institute as a whole.

2. At its meeting each year Council will take decisions on the extent of financial support for each Group’s activities. Council reserves the right to withdraw formal recognition and financial support from any Group that is no longer active.

3. If Study Groups are contemplating possible publications bearing the name of the Institute they must contact the Editors of Geographical Research at an early stage of planning to ascertain current Institute policy on such publication, and the possibility of participating in the formal Institute publication program as a themed issue of the Institute’s journal.

4. Council strongly encourages Study Groups to hold their meetings in conjunction with the annual Conference, in order to provide the maximum opportunity for IAG members to participate in Study Group activities, and to increase Conference attendance.

Model Constitution for Study Groups

1. The Group shall be called the ……….. Study Group, hereinafter referred to as the Group.

2. The Group shall be a Study Group of the Institute of Australian Geographers, hereinafter referred to as the Institute.

3. The aim of the Group is to further research and education in ………….

4. Membership of the Group shall be open to all members of the Institute and such other persons as the committee of the Group shall consider eligible, subject to any general rules of the Institute.

5. With the exception of members who are not members of the Institute all members may be nominated for any office of the Group.

6. The annual subscription of the Group shall be such sum as may be determined by its General Meeting from time to time.

7. Management of the Group shall be in the hands of a committee which shall normally consist of at least two officers and one ordinary committee member.

8. An Annual Report of the Group’s activities shall be compiled and sent to the Secretary of the Institute, for presentation to the Council and the General Meeting of the Institute.

9. The funds of the Group shall be managed at the discretion of the Committee in pursuit of the aims of the Group ( para. 3 above). Proper books of account shall be kept by the Group Treasurer.

10. Should the Group wish to engage in publication involving the name of the the Institute prior consultation shall be held with the Editors of Geographical Research.

11. The group may cease to be the …… Study Group of the Institute either by a decision at the General Meeting of the Institute, or by a decision of the Council of the Institute.

12. The Group may at any time be dissolved at a General Meeting of the Institute or Extraordinary General Meeting of the Institute by two-thirds of those present.

13. In the event of the Group being dissolved, all debts and liabilities shall be discharged by the members of the Group. No individual member of the Group shall benefit financially. Any balance remaining in the account will be made over to the Institute.