International Conference on Atomic and Molecular Data (ICAMDATA) Charter

| Purpose | Scope |
| Conference Board and Committees: <International Program Committee> <IPC and Conference Officers> <Nominating Committee> <Local Conference Committee> |
| Conference frequency and Venue | Conference Business Meeting | Revision of the Charter |

Purpose The International Conference on Atomic and Molecular Data and Their Applications (ICAMDATA) is a continuing series of international conferences that promotes the use of atomic and molecular (AM) data in various fields of science and technology, provides a forum for interaction of AM data producers and users and for information exchange on AM data needs and availability, and fosters cross-disciplinary cooperation between the AM data producers and users and the coordination of AM data activities and databases worldwide.
Scope ICAMDATA covers topics on AM data needs in various scientific and technological areas (such as aeronomy, astrophysics, biomedicine, gaseous electronics, surface physics, industrial plasmas, and environmental, fusion, semiconductor and other technologies), and the development of experimental and theoretical methods for AM data generation, AM data collection, assessment, exchange and dissemination activities, establishment of national and international general and purpose-oriented AM databases, standardization of data formats and assessment criteria and efficient utilization of modern data access and transmission tools (such as WWW and Internet).
Conference Committees Three bodies and their officers govern the Conference affairs: the International Program Committee (IPC), the Executive Committee and the Local Conference Committee (LCC). The IPC serves also as a Nominating Committee.
International Program Committee (IPC) The IPC is composed of up to 24 researchers active in the scientific and technological fields within the scope of the Conference.. The composition of the IPC reflects the geographical distribution of research activities covered by the Conference and is chosen so that it is responsive to the evolution of the subject areas.

The functions of the IPC are to:

  • advise, in consultation with the Chair or Co-Chairs of the Local Conference Committee, on the program of the next Conference, including the selection of invited speakers, and topics for panel discussions;
  • determine the sites of subsequent Conferences and their Chairs or Co-Chairs;
  • propose new IPC members and the Vice-Chair.

Communications will be initiated at an appropriate time frame before an upcoming conference by the IPC chair and will be carried out by mail or email. The main subjects will be the selection of topics for invited talks and the speakers and topics for panel discussions and selection by their organizers. The IPC will also meet on the eve of the Conference to receive the final report from the Local Conference Committee and prepare the Conference Business Meeting.

The decisions/recommendations of the IPC will be communicated in due time to the Local Conference Committee Chair by the IPC Chair or his/her designate.

New IPC members are proposed by members of the IPC and are formally proposed by the IPC Chair and elected by the Conference at its Business Meeting by the majority of participants present and voting. The IPC members serve for a period that covers two meetings of the Conference and may be re-elected for a second term covering an additional two meetings. The terms of Committee members commence with the end of the Conference during which they are elected.

Executive Committee The Executive Committee is a subgroup of the IPC and consists of the IPC Chair, the Vice-Chair, the Secretary, the past Chair, and the Chair of the Local Conference Committee. Together with the Chair of the Local Conference Committee they run the affairs of ICAMDATA between conferences, including final selections of the invited speakers. The Chair issues the official invitations. The Chair and Vice-Chair may not succeed themselves in office. The outgoing Vice-Chair automatically succeeds the Chair for a period of one full term. Should the Vice-Chair resign, the IPC will select a new Vice-Chair from its membership. The IPC Chair, Vice-Chair and Secretary formulate the agenda for the IPC meetings.

The functions of the IPC Chair are to preside over the IPC, Executive Committee, and the Conference Business Meetings, and nominate candidates to fill any vacancy in the IPC that may occur between Conferences.

The Vice-Chair cooperates with the Chair and other Conference officers on all Conference matters.

The Executive Committee prepares the agenda items for the IPC meetings and the Conference Business meetings, keeps adequate records of the actions taken by the Committees, applies to international science and technology organizations for sponsorship of each Conference, and transmits the records to successors.

The Secretary keeps the financial records of ICAMDATA in cooperation with the Local Conference Chair who manages and adds to a rolling conference fund passed from one conference to the next. The Secretary gives financial reports at the IPC meetings and at the Conference Business Meeting.

The Executive Committee also prepares a list of candidates to fill the expiring terms on the IPC. All the nominees are submitted for election to the Conference at its Business Meeting. In selecting candidates for the IPC, the Executive Committee keeps in mind the functions of this body and pays due attention to achieve appropriate geographical, gender, research field and age distributions of their membership.

Participants to the Conference are invited to make suggestions to the IPC Chair regarding new IPC candidates.

Local Conference Committee Each Conference has a Local Committee that is responsible for all arrangements. The LCC has a Chair (or Co-Chairs), Secretary and Treasurer, and additional officers if required. In constructing the Conference program, the LCC shall strongly consider the recommendations of the EC and the IPC with final approval resting with the IPC Chair. The LCC is encouraged to establish and maintain a website for the Conference that includes all information relating to the organization of the Conference. The functions of the LCC are to:

  • send out the Conference announcements, decide on paper deadlines, and make such arrangements for housing of Conference participants, and other local matters as may be required;
  • in consultation with the IPC chair, undertake final selection of topics and speakers for the conference, including panel discussions and contributed papers, determine panel and session chairs, and invite the selected speakers;
  • consult the IPC Chair when establishing a registration fee.
  • publish the Book of Abstracts of contributed papers to be presented at the Conference and distributed to the participants and has the option of publishing the proceedings of the Conference consisting of the Invited Talks and Progress Reports and of the Contributed Papers presented at the Conference.
  • take custody of the rolling ICAMDATA fund which is provided to cover initial costs (before registration fees are collected) and is then augmented by a portion of the proceeds raised and passed on to the next Local Conference Committee (in this way sufficient initial working funds are assured).

The LCC Chair cooperates with the EC Secretary in preparing the meetings of the IPC.

The LCC Chair, Secretary and Treasurer, and other Local Committee members designated by the Local Committee Chair participate in the meetings of the IPC and EC and report on the status of Conference matters. The LCC Chair is designated by the IPC.

After the Conference, all relevant Conference records are transmitted to the Secretary of the Executive Committee.

Conference Frequency and Venue The Conference is held every two or three years. The location is determined by the IPC.
Conference Business Meeting Toward the end of the Conference a plenary session will be held that serves as the Conference Business Meeting. During this meeting the IPC Chair reports on the decisions of the IPC and Executive Committee, and the IPC Secretary delivers a summary of the financial status of the Conference. The IPC Chair then calls for votes of approval of the actions and decisions of the committees, for action on any proposed changes of the Charter, and for new business proposed from the floor. A majority of those present and voting is required for approval of any action.
Revision of the Charter This charter is on display on an appropriate notice board at each Conference and is available at the ICAMDATA website. This Charter may be revised by action of a majority of those present and voting at the Conference Business Meeting, provided that written notification of an amendment is given to the IPC Chair at least three months prior to that Meeting. The IPC Chair shall see that the proposed amendment is discussed by the IPC and that adequate written notice of the proposed amendment is given to the participants of the Conference by the close of the first day of the Conference.

The original Charter was adopted by a majority of the participants of the 1st ICAMDATA held in Gaithersburg, Maryland, USA, on October 2, 1997. A revision was approved by a majority of participants in the business session of the 4th ICAMDATA held in Toki, Japan on October 8, 2004. This revised charter was approved by a majority of participants in the business session of the 6th ICAMDATA held in Beijing, China on October 27, 2008.

ICAMDATA Home | Comments Online: June 1997   -   Last update: March 2009