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SLUO Administration

sluodesk@slac.stanford.edu

SLUO
SLAC National Accelerator Laboratory
2575 Sand Hill Road
Menlo Park, CA 94025

SLUO CHARTER

(drafted by D. Coyne, 11 April 1989)

(revised in Subcommittee 21 April 1989)

(revised in Working Committee 6 May 1989)

(Revisions approved July 2, 1998 by SLUO Membership)

(Proposed revisions April 21, 1999 by Executive Committee, approved September, 1999 by SLUO Membership)

(Proposed revisions October 2007 by Executive Committee, approved November 1, 2007 by SLUO Membership)

A. Purpose

The SLAC Users Organization (SLUO) is a group of professional individuals with a scientific interest in

the particle physics, astrophysics, or accelerator research programs at the Stanford Linear Accelerator

Center. The purpose of the Organization is:

1. To provide an organized channel for communication between the users of SLAC facilities and the

management of the Laboratory on matters of operating policy and facilities utilization;

2. To provide a means for facilitating the involvement of its members in specific projects with

SLAC;

3. To provide information to its members on matters affecting their relationship to the laboratory;

4. To help promote the utilization of existing SLAC facilities and the approval of the new ones, as

deemed appropriate by the members and the SLAC management;

5. To facilitate interactions among the diverse user community;

6. To participate in organizing educational activities at SLAC, especially as relevant to the user

community;

7. To represent the interests of the SLUO community at national/international policy levels.

B. Structure

1. Individual Membership

Individual membership in SLUO is open to all scientists and engineers

involved in research and development with SLAC. Application for membership may be made to

the SLUO administrator or to the Secretary-Treasurer. There are no dues for individual

membership.

2. Institutional Membership

Institutional membership in SLUO is open to any organization

engaged in research with SLAC. A modest annual fee, to be determined by the Executive

Committee, may be required of each member Institution. The individual members of SLUO at

each such member institution will designate, by methods of their own choosing, an Institutional

Representative. The primary role of the Institutional Representative is to enhance communication

between the Institution and the Executive Committee. As such, that representative shall be in

charge of organizing SLUO-related discussions within the corresponding institution, transmitting

(by mail/email or in person) institutional concerns to the Executive Committee and representing

that institution in nominating candidates for the Executive Committee.

3. Executive Committee

Activities of the Users Organization shall be conducted by an Executive

Committee: It will consist of 12 members, chosen as follows:

The Executive Committee consists of 12 persons. Candidates for four positions per year

shall be nominated in a meeting of the Institutional Representatives. Election of new

members is by the entire membership of SLUO at large; the four persons receiving the

most votes shall be elected to new three-year terms. Additional names of SLUO members

may be placed in nomination by a written petition of any SLUO member which is signed

by a total of ten members. The annual election process is to be conducted electronically by

the Executive Committee prior to the expiration of terms. At the first meeting of the

Executive Committee after the election, it will elect its own officers, for terms of one year,

from among its members.

The nominations to the Executive Committee referred to above may be for any SLUO

member and need not be confined to institutional representatives. The term of Executive

Committee members shall commence with the first meeting after the election of each year.

For any reason deemed sufficient by the Executive Committee, it may delegate all or any

powers and duties of any officer to any other officer or member.

4. Officers

The officers of the Users Organization shall be:

a) The Chair, who shall preside over all meetings, enforce due observance of the rules and

perform other duties as directed by the Executive Committee or as the office may require.

The Chair or a person designated by the Chair should represent the Users' Organization

before relevant meetings of organizations such as EPAC, SPC, DOE, NSF, etc.

b) The Secretary-Treasurer, who shall keep a complete and accurate record of the

proceedings of the meetings of the Executive Committee and oversee maintenance of

archival records and of an accurate record of all members of the Users Organization. This

officer will oversee the election process and keep the membership informed by such

means as web postings and minutes of all meetings, including reports of subcommittees.

This officer shall receive all money belonging to the Organization, from whatever source

and shall keep an accurate record of all receipts and expenditures, reporting the state of

the treasury, if any, at each meeting.

c) The Coordinator of Committees, who shall act in the capacity of assistant to the Chair

to verify that each subcommittee is working to carry out its charge in a timely manner.

The method of election and term of office was described in paragraph 3. Although members

employed by SLAC can be part of the Executive Committee, they are not eligible to serve as the

Chair or as the Coordinator of Committees.

C. Function

1. Meetings: Meetings of the Executive Committee shall be held at intervals of approximately three

months, with no fewer than four regular meetings per year. Additional meetings may be called at

the chair's discretion or by a majority of the Executive Committee. Announcements of all

meetings will be made in advance to all Committee members and Institutional Representatives;

any member of SLUO may attend and participate in discussions, but not vote.

At the discretion of the Executive Committee, an advisory meeting of the Institutional

Representatives may be called at which each Institutional Representative can vote on issues

presented by the Executive Committee.

Executive sessions of the Committee may be called by the Chair; such sessions are subject to

reporting as described in C3 below. The minutes of executive session must report topics

discussed, but details may be withheld by vote of the Executive Committee.

The Executive Committee shall organize and convene an annual general meeting of the full

membership. The Chair may call additional such meetings when appropriate. A yearly meeting of

the Institutional Representatives, typically in conjunction with the annual general meeting, will

be held in order to fulfill their role in nominating candidates for the Executive Committee.

2. Decisions: For decisions to be made, a quorum of at least 8 of the 12 Executive Committee

members is required, including at least two of the three officers. On substantive questions before

the Committee, an affirmative vote shall require a simple majority of those members of the

Committee present. Officers shall vote as regular members of the Committee. A vote will be

recorded by name at the request of any Executive Committee member. It may occasionally be

proposed to conduct a vote via email; such a ballot may be conducted unless any member of the

Executive Committee objects.

3. Reporting: The minutes of each Executive Committee meeting will be posted on the Web.

4. Subcommittees: The Executive Committee shall appoint subcommittees, standing or special, as

and when needed. A subcommittee may draw from the entire SLUO membership. The Chair shall

be a voting ex-officio member of all subcommittees.

D. Amendments

This Charter may be amended by a vote of the membership. A two-thirds majority of the members

voting is required for passage of the amendment. The vote must be taken within two months of the time

the amendment was introduced.

Added:  1/17/08

 

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