Special Interest Groups

DEFINITION

A Special Interest Group (SIG) of the Irish Gerontological Society (IGS) is a group of members from within or across any of the disciplines that are included in the IGS who have a particular gerontological interest in common and wish to pursue it together. The particular focus of a SIG may be research, or review of a service, or investigation of an issue that falls under the aegis of the IGS. 

The SIG provides a forum for valuable collaboration among gerontologists, giving the members an opportunity to share ideas or network on the discussion forum, exchange research and views and share best practice with their peers and to develop policy positions and scientific papers.  

Joining a SIG enables the members to: make valuable contacts, gain insight into topical, relevant and challenging issues in specialist areas, further develop their knowledge and apply their additional knowledge and new contacts to drive improvement in the practice of the particular focus area. 

CREATION OF SIGS

Special Interest Groups (SIGs) will be created at the request of a minimum of 5 people with one person designated as Chair.

Proposers of SIGs will present a written application to the National Executive of the IGS and may contact the National Executive for discussion and clarification. This application shall include information about the name and precise aims of the group, the relevance of these aims for the mission of the IGS, the expected method of work, the first expected outcome, the initial Chair, a brief professional background of its initial and future members, communication among members, planning of meetings and activities.  A template to be filled by the proposers of the SIG will be available for download on the website and a completed copy should be sent to the IGS Honorary Secretary (secrretary@irishgerontology.com). A period of up to 3 months will be allowed for confirmation of a SIG. The decision of the National Executive will be passed to the Chair of the proposed SIG. 

MEMBERSHIP

In its application to the National Executive, the proposed SIG shall determine what number of members is optimal to reach its aims, and should take this fact, together with the expertise that new members add to the group, into consideration when accepting new applications to the group. Membership includes individuals with relevant scientific interests who are members of the IGS.

Members of SIG accept to:

a) do their best to attend actual or virtual meetings of the group

b) provide their experience and knowledge to promote the aims of the group

c) participate in the preparation of reports or documents that may arise as a result of the work of the group

d) participate in tasks that will lead to the fulfilment of the aims of the group

e) respond to emails to the SIG email account.  

Chair

The Chair will be selected by the SIG. An individual may remain chair for a maximum of 3 years.  If agreed by the majority of SIG members, an individual may remain as Chair for an additional term of three years.  No more than two consecutive terms as Chair is permitted. The Chair has the responsibility to:

a) coordinate all the activity of the SIG by convening meetings and regulating in a collaborative manner the work of its members and the activities of the group

b) represent the SIG to the IGS National Executive and have the final responsibility for the results of the work of the group

c) keep records of the activities, meetings, documents or results of the work of the group, and report briefly on them at least once per year to the IGS Honorary Secretary

d) be named as Chair of the SIG on the IGS website

e) manage the database of SIG members

f) respond to emails to the SIG email account or delegate this task to an alternative SIG member

MEETINGS

SIGs are encouraged to meet at least twice per year to convene SIG members and interested people. may hold at least (but not limited to) one event/meeting each year outside of the Annual Scientific Meeting (ASM) to convene SIG members and interested people. It is expected, but not mandatory, that one of these meetings will occur at the ASM.

SIGs are expected to have usual contact through electronic means, at a pace that is in accordance with its size, aims and activities. The SIG may request facilities for its use during the ASM in terms of use of a room, size of room etc. The Chair will keep brief records of SIG meetings for annual reports to the National Executive, through the Honorary Secretary. 

ACTIVITIES

SIGs may organize seminars, workshops or symposia to fulfil the aims of the Group. The ASM may be an opportunity for the SIG to present relevant output of its activities. If a SIG wishes to meet and/or present at the ASM they should notify the Honorary Secretary. While every effort will be made to facilitate presentation at the ASM when requested by a SIG, this may not be possible on an annual basis depending on space/meeting requirements. The IGS will strive to facilitate a formal meeting slot in alternate years.

If the SIG requires financial support for some of its activities such as seminars or workshops, it may seek financial support from the Executive. The Executive will decide on such an application and will provide the mechanism for accountability to the Executive Committee, through the Honorary Treasurer (and any finance sub-committee of the National Executive), for any finance/sponsorship granted to the SIG. All plans by the SIG leaders for sponsorship at the ASM in particular must be arranged via the Honorary Treasurer (treasurer@irishgerontology.com) and members of the finance sub-committee, to ensure transparency of all sponsorship revenue associated with the ASM.  

The SIG should provide information on SIG activity at least once per year for the IGS website.

Any resolution, document, report of activity of the SIG should be approved by the group (either virtual or in person).  Any document or report of the SIG should clearly promote the aims of the SIG within the vision and mission of the IGS and include the IGS logo in communication with members and other interested parties.  

 Documents produced by the SIG will be an important aspect of expression of the IGS. Thus, all documents or products will have to be finally approved by the National Executive Committee before they become available to others in paper or electronic format. Results of the SIG work that may be used or applied outside the group (scientific documents, courses, reports) will always have to be ratified by the Executive Committee.

In disseminating its work, the SIG may use the IGS Twitter handle for promotion. 

RESPONSIBILITIES OF THE IGS

The IGS will support and promote the SIG by:   

a) offering support for group meeting logistics in a way that is egalitarian for all SIGs

b) helping SIG members in the creation of links with other societies and organizations, including possible sponsors for financial support for the group

c) sharing relevant information and activities available to the IGS with the SIG  

d) using SIG members as first contacts in any scientific activity that is related to the Group area of knowledge  

e) maintaining support for and interest in the work, reports and findings of the SIG

f) updating the SIG information on the IGS website, which will be provided by the Chair or a delegated SIG member to the IGS via email to the Honorary Secretary.   

TERMINATION

A SIG will be terminated in any of the following circumstances:

a) by a reasoned request of the majority of its members

b) when the activities of the SIG cease to exist for two years 

c)  when the National Executive Committee decides that the aims of the SIG have been achieved or that the IGS priorities are elsewhere

d) when the SIG does not meet the minimum requirements for size or activities

d) when it deviates from the objectives that led to its creation or is unable to comply with its aims.

Termination of a SIG is ultimately the decision of the Executive Committee. 

PRIVACY RESPONSIBIITIES

The IGS is compliant with the General Data Protection Regulation (GDPR) and recognises the transparency this law requires about personal data collection and usage. 

By accepting to become a member of an IGS Special Interest Group individuals accept the IGS expectations for Special Interest Groups.  The IGS will not under any circumstance share or provide access to the content of the member database to any outside organisation or company.