International Visual Literacy Association | Bylaws

THE BYLAWS OF THE INTERNATIONAL VISUAL LITERACY ASSOCIATION, INC.

 ARTICLE I—THE NAME 

The name of this organization is “The International Visual Literacy Association, Inc.”

ARTICLE II—TERRITORY 

The territory in which the Association’s operations are principally to be conducted is the State of New York, although most of the operations of the association are conducted virtually, and the Association is international in scope.

 ARTICLE III—PURPOSE 

The purposes for which the Association was formed are:

• To provide education, instruction, and training for individuals, groups, and organizations, and to the public in general, in modes of visual communication and the application thereof, through the concept of visual literacy that was defined as:

the group of vision competencies a human being can develop by seeing and at the same time having and integrating other sensory experiences (Jack Debes, 1969).

and more recently, as:

. . . a set of abilities that enables an individual to effectively find, interpret, evaluate, use, and create images and visual media. Visual literacy skills equip a learner to understand and analyze the contextual, cultural, ethical, aesthetic, intellectual, and technical components involved in the production and use of visual materials. A visually literate individual is both a critical consumer of visual media and a competent contributor to a body of shared knowledge and culture  (Visual Literacy Standards Task Force, ACRL, 2011).

• To provide a multidisciplinary forum for promoting the development of visual literacy by holding conferences, publishing and circulating a newsletter or social media posts and journal, collecting and disseminating information, publishing Selected Readings and/or conference proceedings of its conferences and its research, providing speakers, and serving as a link between many diverse organizations and groups working in the field of visual literacy.
• To receive gifts or grants of cash, securities, and property, and to acquire by device, gift, or otherwise real property to be held or expended for the purposes of the Association.
• To do such other things as are incidental or conducive to the carrying out of the purposes herein set forth, either alone or in conjunction with any other person, firm, organization, corporation, or governmental agency.
• To exercise any and all powers as may be required for the convenient conduct of the operation, provided that such powers are not inconsistent with the law under which the Association is organized.

 ARTICLE IV—MEMBERSHIP 

Membership in the Association may be secured by paying dues, the status and amount of which are determined by the Executive Committee and approved by the Board of Directors. Membership categories may include: regular, student, part-time/retired, life. All regular, student, part-time/retired, and life Members in good standing who are in attendance at the Annual Meeting or a Special Meeting of the Association may vote on issues raised in those meetings. All Members in good standing may also vote in elections for IVLA Officers and in elections for Members of the Board of Directors. Members in good standing are those who are current with all IVLA Membership dues. 

 ARTICLE V—BOARD OF DIRECTORS 

The Board of Directors shall consist of no fewer than seven and no more than 10 dues-paid Members of the Association in good standing. The size of the board for each upcoming year will be determined by a majority decision of the Executive Committee, based on the number of nominations and needs.

1. The Board of Directors shall be elected from the Membership at the Annual Meeting of the Association or no more than one month prior to said meeting, from a slate of nominees that should be prepared by a Nominating Committee and chaired by the Immediate Past President.
2. The term of office for Directors shall be three years, with approximately one-third elected each year.
3. Vacancies on the Board occurring during the year may be filled by the Executive Committee until the next Annual Election. The Executive Committee shall ask the first runner-up from the most recent Election to take up the vacant position until the position is filled at the next Annual Election. If the runner-up elects not to fill the position, or there is no runner-up, the Executive Committee shall appoint a Member in good standing for this position.
4. Each Member of the Board of Directors should be active in all matters relating to the Association and must attend at least two Annual Conferences within each term of office, one of which may be attended virtually.
5. Members of the Board who do not act in accordance with these Bylaws may be recalled by majority vote of the Executive Committee, provided appropriate documentation is supplied that demonstrates cause.

Duties of the Board shall be to:

1. Decide, based on majority vote, on policy recommendations from the Executive Committee.
2. Approve, based on majority vote, the budget and the activities of the Association.
3. Work with the Executive Committee to ensure the Association’s smooth functioning.

ARTICLE VI—OFFICERS 

The Officers of this Association shall be the President, the Vice President, the Immediate Past President (hereafter Past President), the Communications Director, the Membership Director, the Secretary,  the Treasurer, and the International Presence Director.

1. The Officers shall be elected from the Membership at the Annual Meeting of the Association from a slate of nominees that should be prepared by a Nominating Committee appointed by the Executive Committee and chaired by the Immediate Past President.
2. Each Officer shall serve for two years or until a successor shall have been elected.
3. Vacancies occurring during the year may be filled by the Executive Committee until the next Annual Election.
4. Officers must be active in all matters relating to the Association, including participation in at least one Annual Conference during their term of office.
5. Officers shall serve as voting members at all meetings of the Board of Directors.
6. Officers who do not act in accordance with these Bylaws may be recalled by the Board, by majority vote, provided appropriate documentation is supplied that demonstrates cause.

The duties of the President shall be to:

1. Provide leadership for the Association by clearly communicating his or her vision for the future and the Association’s continued growth. Communication may occur via the communication tools available on the IVLA website, email, or other appropriate channels.
2. Require and review semi-annual or quarterly reports from the Officers, the Committee Chairs, and the Conference Chairperson.
3. Prepare a “State of the Association” report for the Board and Members, based on the semi-annual reports and other observations, which will be presented at the Annual Meeting.

The duties of the Vice President shall be to:

1. Serve as President if the President is unable to attend meetings or conduct duties. If the President leaves or is removed from office prior to the completion of his or her term, the Vice President shall become President and serve the completion of that term as well as the term for which he or she was elected.
2. Chair the Conference Committee and oversee the Annual Conference planning process.
3. Perform any additional duties assigned by the President.

The duties of the Immediate Past President shall be to:

1. Chair the Nominating Committee
2. Serve as a consultant to the President and other Officers.

The duties of the Communications Director shall be to:

1. Provide strategic oversight and coordination of the Association’s communications efforts in support of its mission, programs, and initiatives. Develop and guide communication strategies that enhance the visibility, clarity, and consistency of the Association’s public and internal messaging.
2. Support and coordinate the work of the Association’s publications, website manager, and related communications contributors. Oversee public communications channels, including social media and official announcements, in alignment with organizational priorities.
3. Solicit, review, and coordinate content from Officers, the Board of Directors, and Members for use across communication platforms. Ensure the timely delivery of accurate and relevant information to the website manager, including but not limited to newly elected Officers, meeting outcomes, and other official updates as they become available.
4. Serve as the primary liaison to the Executive Committee on matters related to communications, publications, and website updates, and communicate issues requiring consultation, problem-solving, or resolution.

The duties of the Membership Director shall be to:

1. Promote and solicit Membership in the Association and provide contact and involvement to new Members.
2. Maintain up-to-date lists of individual Members, both individual and institutional, and provide them to the Journal of Visual Literacy, and to the Communications Director and the editors of the Journal upon request.
3. Certify the current membership of Officers, the Board of Directors, and Committee Members, and report discrepancies to the executive committee.
4. Respond to questions from members, including those regarding membership status, access to the Journal of Visual Literacy, and other benefits.

The duties of the Secretary shall be to:

1. Take minutes of Executive Committee meetings and distribute a synopsis of those minutes to the Board.
2. Take minutes of Board meetings and create and distribute digital archives of those minutes for the Membership.
3. Send notice of Regular or Special Meetings to each Member of the Board of Directors at least ten days before the meeting.
4. Ensure correspondence is distributed to the IVLA membership and other constituents, as appropriate.
5. Monitor board members’ and officers’ attendance at required meetings and notify the President if anyone is out of compliance.

The duties of the Treasurer shall be to:

1. File all necessary federal government (IRS) and New York State reports to maintain not-for-profit status.
2. Ascertain that each person in a position of responsibility within the Association pays dues, and keep the terms of said persons up-to-date, communicating updates to the Communications Director.
3. Work with the Membership Director to ensure financial information regarding membership is communicated to them.
4. Coordinate all financial activities and sign all Association checks, ensuring all expenditures fall within the allotments authorized by the Board.
5. Place any and all membership dues and other income into Association accounts.
6. Submit financial reports semi-annually or upon demand of the Board, Executive Committee, or President.
7. Store securely the Association’s business documentation, including but not limited to the Certificate of Incorporation and amendments, Internal Revenue Service letter assigning the Employer Identification Number (EIN), authorization letter of approval of 501(c) (3) status, etc., and transfer those documents to the new Treasurer upon leaving this position.
8. Review the budgets of conference hosting proposals and make recommendations to the conference committee.

The duties of the International Presence Director shall be to:

1. Maintain an inclusive and dynamic presence within IVLA for Members across all cultures
2. Promote a supportive environment for diversity within the Membership
3. Build, support, and maintain an international network of visual literacy professionals through cross-institutional affiliations and collaborative research projects.

ARTICLE VII—COMMITTEES

Awards Committee (Standing)

1. The Awards Committee shall consist of a Chairperson appointed by the President and no fewer than three Members of the Association.
2. The length of the term of the Awards Committee Chairperson shall be determined by the Executive Committee, but it should not be limited to only one year, in order to provide the continuity required by this Committee.
3. The Awards Committee Chair shall provide regular reports to the Board of Directors at scheduled Board meetings, including updates on nominations, selections, and award preparations.
4. The duties of the Awards Committee shall include, but are not limited to:
   • Soliciting and promoting nominations for Association awards.
   • Reviewing nominations and selecting award recipients based on established criteria.
   • Coordinating the preparation and procurement of award certificates or recognitions.
   • Organizing and presenting awards at the Annual Conference or other designated Association event.
5. The Association recognizes the following awards:
   • John L. Debes Award

The Association’s highest honor, recognizing individuals who have demonstrated sustained leadership in the Association and significant contributions to advancing visual literacy within and beyond the organization.

• Distinguished Researcher Award

Recognizes members with an established record of outstanding research and scholarly publication that significantly advances knowledge in the field of visual literacy.

• Emerging Researcher Award

Recognizes members who are developing a research agenda that contributes to the advancement of knowledge in visual literacy.

• Creative Achievement Award

Recognizes members whose creative work significantly advances the field of visual literacy through innovation, design excellence, or technical achievement.

• Education Award

Recognizes members for significant contributions to visual literacy through teaching, curriculum development, educational outreach, or related educational leadership.

• James G. Sucy Distinguished Service Award

Recognizes members who have provided exceptional service to the Association and significantly advanced the mission and ideals of visual literacy.

• Special Contribution Award

Recognizes non-members, institutions, or organizations that have made outstanding contributions to the Association or to the advancement of visual literacy.

• Student Research Award

Recognizes outstanding student research that contributes to the advancement of visual literacy. Nominations must be submitted by an Association member familiar with the student’s work.

Additional awards may be established with the Executive Board’s approval.

Bylaws Committee:

1. The Bylaws Committee shall consist of a Chairperson appointed by the President and no fewer than three Members of the Association.
2. The length of the term of the Bylaws Committee Chairperson shall be determined by the Executive Committee, but it should not be limited to only one year, in order to provide the continuity required by this Committee.
3. The duties of the Bylaws Committee shall be to review and recommend changes to the governing documents to ensure compliance with state and federal law and organizational needs.
4. The Committee shall review the bylaws at least every three years and present any proposed amendments to the Board of Directors for approval.

Communication Committee
The Communications Committee shall be composed of a Chairperson, who shall serve as the Communications Director, and such other Members of the Association as the Board deems appropriate.

The Chair of the Communications Committee shall coordinate committee activities and ensure alignment with the Association’s communications goals and priorities.

The Communications Committee shall support the planning, development, and execution of the Association’s communications strategy. The Committee is responsible for contributing to the clarity, consistency, and visibility of the Association’s messaging across internal and external communication channels.

The duties of the Communications Committee shall include, but are not limited to:

1. Assisting in the development and implementation of ongoing public communication strategies, including email communications, newsletters, listservs, social media platforms, and other official communication channels.
2. Supporting conference-related communications, including the creation of a posting calendar, the coordination and dissemination of conference information, and the promotion of conference initiatives in collaboration with conference planning committees.
3. Serving as a conduit for collecting and organizing information from Officers, Board members, conference committees, and other Association stakeholders for communication purposes.
4. Assisting with the creation, design, and dissemination of communications assets, including announcements, calls for participation, and promotional materials.
5. Supporting website content updates related to communications and conference activities, in coordination with the website manager, as needed.

Conference Steering Committee

The Conference Steering Committee shall consist of the Past-President, current President, and Vice-President of IVLA. The Steering Committee is distinct from the ad hoc planning committees formed for events, conferences, and/or symposia.

The duties of the Steering Committee shall include, but are not limited to:

• soliciting and reviewing proposals for hosting upcoming conferences two or more years in advance. 
• conveying conference proposals and recommendations to the Executive Committee and the Board of Directors for consideration. 
  • Decisions on conference locations shall be made by a vote of the Board of Directors based on recommendations of the Steering Committee and the Executive Committee 
• maintaining a conference planning guide to be supplied to the Annual Conference chair and planning committee each year. 
• Planning and executing the yearly Virtual Symposium 
• providing oversight and support for the Ad Hoc Conference planning committee (“planning committee”). This may include:
  • Facilitating the use of and instruction on planning technology (Sched, etc.) for conference events
  • Financial oversight: budget, bank access, and reports
  • Guidance on the conference planning guide completion
  • Liaison between the IVLA board and the planning committee
  • Other assistance as needed

Conference Planning Committee 

The Ad Hoc Conference Planning Committee will be responsible for organizing and executing the IVLA Annual Conference. This group will work under the auspices of the Conference Steering Committee to arrange conference theme and branding, content, and keynote speaker selection registration, marketing (publicity), and local arrangements, working with the Conference Steering Committee and the IVLA Executive Board to align the event with goals, recruit volunteers, and ensure a valuable experience for attendees.  Members will include the conference hosts, the IVLA Vice-President, and volunteers solicited from the IVLA Board and past conference attendees who express interest in serving.

Executive Committee (Standing)

1. The Executive Committee shall consist of officers of the Association: the President, who shall be Chairperson, the Vice President, the Past President, the Communications Director, the Membership Director, the Secretary, and the Treasurer.
2. The Executive Committee shall have the power between meetings of the Board of Directors to transact any business within the Association’s accepted policies. It shall report any business transacted by it at the succeeding meeting of the Board of Directors. A quorum of the Executive Committee shall consist of three Members.
3. The Executive Committee shall appoint committee chairs and publication editors.

Meetings of the Executive Committee may be called by the President or by a majority of the Executive Committee by notifying all Members of the Executive Committee via electronic communication that a meeting is being scheduled and requesting that all Executive Committee Members indicate their availability based on several possible meeting date and time options. Once the optimal date and time are determined, the President will notify all Members of the Executive Committee via electronic communication of the date and time of the meeting, at least five days before the meeting, or earlier if all executive committee members agree.

Membership Committee

1. The Membership Committee shall consist of a Chairperson, who shall be the Membership Director, and such other Members of the Association as deemed appropriate.
2. The Membership Committee is responsible for ensuring that membership structures, records, and practices are applied consistently and aligned with the Association’s policies and strategic plans.
3. The duties of the Membership Committee shall include, but are not limited to:
   • Promote, solicit, and support membership in the Association, including welcoming and onboarding new members.
   • Foster member engagement and retention, and contribute to initiatives that enhance the value of membership.
   • Maintain accurate, secure, and up-to-date records of members, and share relevant information with the Journal of Visual Literacy publishers and the Communications Director as required.
   • Certify the current membership status of Board and Committee members, and report discrepancies to the Executive Committee.
   • Respond to member enquiries regarding membership status, benefits, and access to Association resources.
   • Support equitable and inclusive membership practices, ensuring accessibility and responsiveness to members’ needs and diversity.
   • Provide a membership report at regular board meetings and at the annual conference meeting. 
   • Provide appropriate content in liaison with the Communications Director for the Association’s regular newsletter and other communications when necessary.

Facilitate a welcome meeting at the annual conference.

Nominating Committee (Standing)

1. The Nominating Committee shall consist of no fewer than three Members of the Association appointed by the Executive Committee and chaired by the Past President. In cases in which the Past President cannot perform his or her duties, the Vice President will assume this responsibility.
2. The duties of the Nominating Committee shall be to seek candidate(s) for each elective office and prepare a slate of Nominees for the Board of Directors and Officers for election at the Annual Meeting. The Committee shall also collect brief biographical sketches for each candidate, which will be submitted to the Past President along with the slate.
3. Prior permission must be obtained from each Nominee before adding that Nominee to the slate.
4. The slate shall be distributed to the Membership in advance of the Annual Meeting. Additions to the slate may be made during the Meeting.

Scholarship Committee shall:

1. The Scholarship Committee shall consist of a Chairperson appointed by the President and no fewer than three additional Members of the Association.
2. The term of the Scholarship Committee Chairperson shall be determined by the Executive Committee. The term should ordinarily extend beyond one year to provide the continuity essential for the effective functioning of the Committee.
3. Scholarships administered by the Association depend on available financial resources and final approval of the Executive Board. The Scholarship Committee shall review scholarship funding annually and may recommend modifications, suspension, or postponement of awards if funding is insufficient. 
4. The duties of the Scholarship Committee shall include, but are not limited to
   • Solicit nominations for all scholarships offered by the Association in collaboration with the Director of Communications;
   • Review nomination materials and select qualified candidates based on predefined review criteria;
   • Ensure that all scholarship processes are conducted in a fair, transparent, and timely manner;
   • Prepare scholarship notifications;
   • Present the scholarships at the business meeting of the Annual Conference;
   • Work with the Treasurer to ensure that scholarships are disbursed in a timely manner;
   • Work with the Director of Communications to ensure that press releases are created for each scholarship awardee.

Other Committees (Ad Hoc)

The President or Executive Committee may appoint such other Committees as may be required. The Members of the Committees must be IVLA Members but need not be Members of the Board, except as otherwise provided. A Member of the Executive Committee shall be nominated as an ex-officio Member in any committee.

ARTICLE VIII — PUBLICATIONS OF THE ASSOCIATION

1. Official Publications

The International Visual Literacy Association (IVLA) sponsors and provides institutional oversight and stewardship for its official publications, which advance its mission and support the dissemination of visual literacy scholarship and practice. These publications include, but are not limited to:

1. The Journal of Visual Literacy (JVL), the Association’s official peer-reviewed scholarly journal; and
2. Other scholarly or professional publications such as proceedings, monographs, or collections authorized by the Board of Directors.

    

1. Editorial Independence

Each IVLA publication shall operate under its own approved bylaws or editorial policies. In cases in which any IVLA publication bylaws or editorial policies contradict the IVLA Bylaws, the IVLA Bylaws supersede any others. Editorial decisions shall remain the sole responsibility of the appointed Editor(s), in order to safeguard academic freedom and scholarly integrity.

IVLA Responsibilities:
The Association retains responsibility for:

1. Ensuring continuity, sustainability, and ethical standards in its publications.
2. Support long-term planning related to publishing partnerships, visibility, and archival stewardship.
3. Appointing Editor(s), consistent with the publication’s bylaws, as well as recommending Associate Editor(s), as appropriate, for each of the organization’s publications.

Editor Responsibilities

The Editor retains responsibility to:

1. Maintain a current IVLA membership.
2. Attend Board meetings quarterly to present reports and engage in discussion about the publication, and attend additional Board meetings as needed when merited by publication business
3. Provide the IVLA Executive Committee with applications for Associate Editor(s) for review
4. Submit reports when requested on publication activity, metrics, and strategic matters.
5. Work in coordination with the Communications Director to support appropriate dissemination, promotion, and member access to IVLA publications.
6. Collaborate with the IVLA Executive Committee to support long-term planning related to publishing partnerships, visibility, and archival stewardship.
7. Attend the annual IVLA conference in person to promote the publication, solicit submissions, and make connections with members.
   1. For any Editor-in-Chief who receives funding to promote the publication, the Editor(s) or Associate Editor(s) are expected to attend the IVLA Conference in order to ensure representation of the publication and engagement with the membership.
   2. For any Editor-in-Chief who does not receive funding to promote the publication, the Editor(s) should attend at least two Annual Conferences within each term of office, one of which may be attended virtually.
      1. If the Editor(s) are unable to attend, an Associate Editor(s) shall attend on their behalf, either in person or virtually, to ensure representation of the publication and engagement with the membership.
8. Adhere to requirements of the respective Publisher.

 ARTICLE IX—MEETINGS 

Meetings of the Association

1. The Annual Meeting of the Association shall be held at the Annual Conference during the last half of the year at such time and place as the Board of Directors determines.
2. The State of the Association report shall be presented at the Annual Meeting.
3. At the Annual or Special Meetings of the Membership of this Association, a quorum shall consist of those current Members present.

Meetings of the Board of Directors

1. The Board shall meet at least four times per year (at least one meeting at the time of the annual conference and the remainder during the year). Board meetings may be held virtually and may utilize any synchronous and/or asynchronous tools necessary to conduct IVLA business.
2. Notice of Regular or Special Meetings shall be sent by the Secretary to each Member of the Board of Directors at least ten days before the meeting.
3. Special Meetings of the Board of Directors may be called by the President upon the written/electronic request of twenty percent or more of the Members of the Board to the President, three days in advance of said meeting, or at an earlier date if the majority of the board agrees to the meeting date and time.
4. Under very special circumstances, the President may call emergency meetings when warranted by unanticipated conditions or situations that need to be addressed within a timeframe that does not conform to the normal 10-day notification for such meetings. A unanimous vote of the Executive Committee must be obtained prior to such meetings. Emergency meetings will be limited to two meetings per calendar year.
5. Fifty-one (51%) percent of the combined Members of the Board of Directors and Executive Committee shall constitute a quorum for the conduct of the business at any Regular, Special, or Emergency Meeting of the Board of Directors.

ARTICLE X—ELECTIONS

1. The Nominating Committee shall seek candidate(s) for each elective office. Self-nominations are allowable. Candidates must be dues-paid Members. After obtaining the consent of those nominated, the Immediate Past President shall prepare and submit the slate and brief biographical sketches for the Annual Election in time to communicate it to all Members.
2. The Past President shall electronically disseminate information about the candidates for elective office, and directions for voting, to all Members at least four weeks prior to the Annual Meeting.
3. Voting may take place electronically through an online survey instrument that allows anonymous participation or, if necessary, in written form at the annual conference. The Past President and at least one volunteer from the Membership shall independently compile the survey voting results and convey them via email to the Executive Committee and Board of Directors by a date and time specified by the President.
4. Candidates receiving the highest number of votes shall be declared elected. If a runoff election is needed, Members shall be notified electronically, and voting shall take place via an online survey instrument that allows anonymous participation.
5. The Executive Committee shall keep track of election results so that a list is available to determine a first runner-up when necessary. Disputes over election results will be resolved by the Executive Committee and the Board before the President announces the winners.
6. The IVLA President shall announce the names of those elected for specific posts at the Annual Meeting of the Association.

ARTICLE XI—STAFF

The Staff of the International Visual Literacy Association shall consist of such personnel as may from time to time be authorized by the Board of Directors and supervised by the Executive Committee.

ARTICLE XII—FISCAL YEAR 

The Fiscal Year for this Association shall be the Calendar Year.

 ARTICLE XIII—AMENDMENTS 

If the Board of Directors determines that the bylaws should be reviewed and possibly revised, it will appoint an ad hoc committee for this purpose. Proposed amended bylaws shall be reviewed by the Board of Directors. If approved by a two-thirds vote, they shall be sent to the membership for ratification via electronic vote. Proposed amended bylaws shall be provided electronically for review by all IVLA Members at least 10 days prior to the ratification vote. In order to be ratified, the amended bylaws must be approved by a majority of the members who voted.

ARTICLE XIV—PARLIAMENTARY AUTHORITY 

The principles contained in Democratic Rules of Order should govern this Association in all cases to which they are applicable, and in which they are not inconsistent with the Bylaws or Special Rules of this Association.