Japan OLED Forum Bylaws

Article 1 - Name
This forum shall be known as the Japan OLED Forum.

Article 2 - Office
The secretariat of this Forum is located at 6-1 Kasuga-koen, Kasuga-city, Fukuoka Prefecture (on the premises of Kyushu University).

Article 3 - Branch offices
This Forum can establish, based on necessity, branch offices by resolution of the Steering Committee.

Article 4 - Aim
The aim of the Forum is to advance the further development of the science, applied research, and practical use of OLEDs through the exchange of scientific research among specialists in OLED science and technology.

Article 5 - Business
This forum conducts the following business to achieve the aim of the previous article.
(1) The Japan OLED Forum hosts meetings.
(2) The Forum can conduct other activities that promote OLED research and development.

Article 6 - Members
Sec. 1. This Forum consists of the following types of members.
Sec. 2. Special member: A special member is an individual who has made a distinguished achievement in a field relevant to the Forum or an individual who has made significant contributions toward accomplishing the objectives of this Forum.
Sec. 3. Regular member: A regular member is an individual who supports the objectives of this Forum.
Sec. 4. Support member: A support member is an individual or corporation that supports the objectives of this Forum.
Sec. 5. Management member: A management member is an individual or corporation that supports the objectives of this Forum and takes part in the formation and maintenance of the Forum.
Sec. 6. Support members and management members shall recommend the appointment of a separately decided number of members from their organization as regular members.
Sec. 7. Student member: A student member is a student enrolled at a university or similar institute of higher education and who supports the objectives of this Forum.

Article 7 - Admission and withdrawal
Sec. 1. New members shall join the Forum by submitting a registration form along with the membership fee and by getting the approval of the Steering Committee. Sec. 2. Members shall withdraw from the Forum by submitting a withdrawal notification along with a reason for withdrawing. Sec. 3. The membership of a member who commits an act that damages the honor of this Forum or who fails to pay the membership fees two or more years with no response to reminders can be revoked by resolution of the Steering Committee.

Article 8 - Representative and Auditor
Sec. 1. This Forum has one Representative and at most two Auditors.
Sec. 2. The Representative shall represent the Forum and preside over the Forum's affairs. The Representative shall be recommended by the Steering Committee and elected at a General Meeting. The term of office shall be two years, and reappointment or reelection shall be allowed but shall not exceed two consecutive terms.
Sec. 3. The Auditor(s) shall perform financial audits of this forum. The audit results shall be reported to the Steering Committee and at a General Meeting, and approval shall be obtained. The Auditor(s) shall be recommended by the Steering Committee and elected at a General Meeting. The term of office shall be two years, and reappointment shall be allowed.

Article 9 - Steering Committee
Sec. 1. This Forum shall have a Steering Committee. The Steering Committee shall have one Chairperson and two to five Vice-Chairpersons.
Sec. 2. The Steering Committee Chairperson serves as the chairperson of the Steering Committee and oversees the Steering Committee. The Steering Committee Chairperson shall be elected by the Steering Committee from among its members, and the election result shall be reported at a General Meeting. The term of office of the Steering Committee Chairperson shall be two years, and reappointment or reelection shall be allowed but shall not exceed two consecutive terms. If the Steering Committee Chairperson has an accident and cannot fulfill his or her duties, the Representative shall choose a Steering Committee Vice-Chairperson to perform the Steering Committee Chairperson's duties.
Sec. 3. The Steering Committee Vice-Chairpersons assist the Steering Committee Chairperson. Steering Committee Vice-Chairpersons shall be elected by the Steering Committee from among its members, and the election results shall be reported at a General Meeting. The term of office of a Steering Committee Vice-Chairperson shall be two years, and reappointment or reelection shall be allowed.
Sec. 4. Steering Committee members (10 to 25 people) are recommended by the management members and elected by the Steering Committee. The members shall deliberate at Steering Committee meetings and assist the Steering Committee Chairperson and Steering Committee Vice-Chairpersons to administer its affairs as decided by the Steering Committee. In addition, the Steering Committee members shall be able to decide and enforce duties not already explicitly placed under the authority of the Steering Committee of this Forum in these Forum Bylaws. The term of office of Steering Committee members is not fixed.

Article 10
Sec. 1. At Steering Committee meetings, one-half of the current Steering Committee members shall constitute a quorum. However, a member who is absent can be counted as present through prior notification entrusting matters to a member in attendance.
Sec. 2. The proceedings of the Steering Committee are decided by a majority vote of the attending Steering Committee members, and tie votes shall be decided by the Steering Committee Chairperson.

Article 11
Sec. 1. This Forum shall have a Special Purpose Committee. The chairperson of this committee shall be appointed by the Steering Committee.
Sec. 2. The Special Purpose Committee shall perform its duties according to separately decided regulations. The management of this committee shall be based on the regulations of Article 10.

Article 12 - General Meetings
Sec. 1. The chairperson of General Meetings shall be the Representative. The Representative shall convene an ordinary General Meeting once every year. Sec. 2. The Representative must convene a Special General Meeting when the Steering Committee deems one necessary, when one-fifth or more of the total Forum members request one, or when an Auditor requests one for a clearly expressed purposed.

Article 13
Sec. 1. General Meetings shall be organized by the regular members and can only be held if one-tenth or more of the regular members attend. However, regular members who cannot attend a General Meeting can exercise voting rights in writing or through a proxy. In the latter case, the proxy must submit a document certifying his or her role as proxy to the Forum Representative before the opening of the General Meeting. Each regular member has one vote.
Sec. 2. Resolutions at the General Meeting shall be decided by a majority vote of the attendees, and tie votes shall be decided by the chairperson.

Article 14
The following matters should be submitted in ordinary General Meetings for receiving approval.
(1) Business plans and budgets
(2) Business reports and settlements of accounts
(3) Inventories of assets
(4) Other matters approved as necessary by the Steering Committee

Article 15
A summary of the proceedings of and the matters decided at General Meetings shall be presented in the bulletin.
The chairperson shall prepare the minutes of General Meeting, and at least two attendees shall sign and seal the minutes, which shall be safely kept by the Representative.

Article 16 - Regular Meetings
This Forum holds two or more Regular Meetings (individually referred to as a Meeting of the Japan OLED Forum or just a Meeting) every year. The Execution Committee Chairperson is selected by the Steering Committee from among the Steering Committee members and the regular members.

Article 17 - Fees
Membership fees are for one year and are as follows.
(1) Special member　　No fee
(2) Regular member　　\5,000
(3) Management member　　\300,000 or more in increments of \50,000
(4) Support member　　\50,000 or more in increments of \50,000
(5) Student member　　\2,000
Any fee incurred during the sending or transfer of membership fees shall be paid for by the payor and not deducted from the membership fees. Paid annual membership fees will not be returned for any reason.

Article 18 - Accounting
The expenditures of this Forum shall be paid from membership fees, donations, fruits obtained from them, and other income. The fiscal year shall start on April 1 every year and end on March 31 of the following year.

Article 19 - Changes in the Forum Bylaws
These Forum Bylaws are proposed by the Steering Committee and can be changed by a resolution at a General Meeting.

Article 20 - Supplementary regulations
Detailed regulations necessary to enforce these Forum Bylaws can be established upon passing of a resolution by the Steering Committee and reporting of the regulations at a General Meeting.

Additional clause: These Forum Bylaws come into force from June 23, 2016.

Operating regulations

Article 1: In principle, Regular Meetings are held at least two times a year.

Article 2: In principle, the Regular Meeting will be held over two days, and the oral presentations will be part of a single session.

Article 3: Presentations can be one of three types: invited talk, topics talk, or contributed talk (which includes posters).

Article 4: The Steering Committee shall select the theme for invited and topics talks. Contributed talks (including posters) shall be reviewed and selected to ensure the content is of high quality.

Article 5: In principle, the language used at the Regular Meetings is Japanese, and English translations are not given.

Additional clause: These regulations come into force from June 23, 2016.

Execution Committee operating regulations

Article 1: This Forum shall have an Execution Committee to perform the business of Article 5 of the Forum Bylaws.

Article 2: The Execution Committee shall plan and hold the Regular Meetings in accordance with Articles 11 and 12 of the Forum Bylaws. The Meetings will be planned and implemented based on discussion with and approval of the Steering Committee.

Article 3: Sec. 1. The Execution Committee shall have one Chairperson, one Secretary General, and two or more Secretaries.

Sec. 2. The Execution Committee Chairperson shall convene meetings of the Execution Committee as necessary and will be the chairperson of such meetings.

Sec. 3. The Secretary General and Secretaries shall assist the Chairperson and divide responsibilities for overseeing the implementation of the Meeting.

Sec. 4. The Execution Committee can choose additional people, regardless of Forum membership or lack thereof, to serve on the committee as necessary.

Sec. 5. In principle, the terms of Chairperson is one year (two Regular Meetings).

Article 4: Revisions to these regulations shall be decided by the Steering Committee and are to be reported at a General Meeting.

Additional clause: These regulations come into force from November 17, 2017.

Article 1: This Forum shall have a Program Committee to carry out the business of Article 5 Clause (1) of the Forum Bylaws.

Article 2: The Program Committee shall review the contributed abstracts and decide the program contents of the Regular Meeting. The review and program contents shall be executed through discussion with and with the approval of the Executive Committee.

Article 3: Sec. 1. The Program Committee shall have one Chairperson, one Secretary General, and two or more Secretaries.
Sec. 2. The Chairperson shall convene the meetings of the Program Committee as necessary and will be the chairperson of such meetings.
3. The Secretaries shall assist the Chairperson and oversee the abstract review.
4. In principle, the terms of Chairperson is one year (two Regular Meetings).

Article 4: The Program Committee shall review and classify, into the following technical fields, the abstracts and ensure high quality both academically and technically.
(1) Materials science
(2) Devices
(3) Simulations
(4) Displays
(5) Processing technology
(6) Reliability
(7) Evaluation technology
(8) Applications

Article 5: The Program Committee shall review the contributed abstracts based on the following criteria.
(1) Originality of the thesis is not required.
(2) Abstract content shall be able to withstand discussion at the Forum and be reproducible.
(3) Abstracts shall be selected as either general oral presentations or short oral presentation or be rejected.
(4) Review results shall be promptly communicated to the contributors.
(5) The aforementioned review criteria shall be described in the "Call for Papers" and shall be announced to the contributors in advance.

Article 6: Revisions to these regulations shall be decided by the Steering Committee and are to be reported at a General Meeting.
Additional clause: These regulations come into force from November 17, 2017.

Article 1 - Establishment
The Japan OLED Forum Outstanding Achievement Award and Outstanding Presentation Award Selection Committee (hereinafter "Committee") is established as a subsidiary of the Japan OLED Forum (hereinafter "Forum") Steering Committee.

Article 2 - Duties
Sec. 1. This Committee deliberates on the following matters.
(1) Selection of candidates for the Japan OLED Forum Outstanding Achievement Award and Outstanding Presentation Award.
(2) Creation of revised drafts of the Japan OLED Forum Outstanding Achievement Award and Outstanding Presentation Award rules, Committee operating regulations, etc.
(3) Additionally, matters requested by the Representative related to the Japan OLED Forum Outstanding Achievement Award and Outstanding Presentation Award.
2. The Chairperson shall report the progress and results of discussions of this Committee to the Steering Committee.

Article 3 - Organization
Sec. 1. This Committee shall be consist of one Chairperson, one Vice-Chairperson, one Secretary, and five Committee Members.
2. The Representative of this Forum shall be also hold the post of Chairperson, and the Steering Committee Chairperson shall also hold the post of Vice-Chairperson.
3. The Secretary and Committee Members shall be commissioned by the Steering Committee based on the recommendations of the Chairperson.

Article 4
In principle, the terms of office of the Chairperson and Committee Members are two years. However, in principle, about half of the Committee Members should change each year. The reappointment of Committee Members is allowed.

Article 5 - Meeting operation
Sec. 1. The Chairperson shall convene meetings of this Committee and act as the chairperson of such meetings.
Sec. 2. When the Chairperson has an accident and cannot fulfill his or her duties, a Committee Member chosen by the Vice-Chairperson or Chairperson shall perform the Chairperson's duties.

Article 6 - Miscellaneous regulations
In principle, two or less recommendations for the Japan OLED Forum Outstanding Achievement Award shall be made, and the reason for each recommendation shall be specified.

Article 7
The general affairs of this Committee shall be processed in the Secretariat. However, this is not mandatory, especially when approved by the Steering Committee Chairperson.

Article 8
These regulation can be changed by a resolution of the Steering Committee.
Additional clause: These regulations come into force from November 17, 2017.

Subject Examination Working Group operating regulations

Article 1: This Forum shall have a Subject Examination Working Group to carry out the business of Article 5 Clause (1) of the Forum Bylaws.

Article 2: The Subject Examination Working Group shall discuss the subject at the Regular Meeting from long-term and general perspective, and submit the resultsto the Steering Committee.

Article 3: Sec. 1. The Subject Examination Working Group shall have one Chief Examiner and two or more members.

Sec. 2. The Steering Committee Chairperson shall also hold the post of Chief Examiner.

Sec. 3. The Members shall be appointed by the Chief Examiner, assist the Chief Examiner, and discuss the subject.

Sec. 4. The Execution Committee Chairperson and the Program Committee Chairperson shall be approved as an observer of the Subject Examination Working Group.

5. The term of Chief Examiner shall be same to that of Steering Committee Chairperson.

Additional clause: These regulations come into force from November 17, 2017.

Membership regulations

Article 1: Sec. 1. The authorization of regular members, management members, support members, and student members shall be performed by the Steering Committee or a Special Purpose Committee approved by the Steering Committee.
Sec. 2. Special members shall be recommended by management members and approved by the Steering Committee.

Article 2: Applicants shall be informed of the following required conditions when applying for membership based on Articles 6 and 7 of the Forum Bylaws.

(Management member)
(1) The applicant can be a corporation or an individual. The applicant must be an upstanding member of society, actively work toward raising the international competitiveness of Japan, and receive a majority approval from the Steering Committee.

(Support member)
(2) The applicant can be a corporation or an individual. The applicant must be an upstanding member of society, actively support the development of OLEDs, and receive a majority approval from the Steering Committee.

(Regular member)
(3) The applicant can be recommended by a management or support member and must be an official member of the organization by which he or she is recommended.
(4) The applicant can be an official member, or visiting researcher, of a corporate enterprise having a manufacturing and development base
(5) The applicant can be a faculty member, researcher, or postdoctoral fellow of a university or similar institute of higher education
(6) The applicant must receive the Steering Committee's approval, which will be based on the applicant's accomplishments in his or her field of expertise.

(Student member)
(6) The applicant must be a student enrolled at a university or similar institute of high education.

Article 3: Membership status shall be lost if a member no longer meets the membership requirements because of changes in affiliation for reasons such as transfer or retirement.

Article 4: Individuals approved as members by the Steering Committee and individuals with prior special approval by the Steering Committee can undertake the business provided in Article 5 of the Forum Bylaws.

Article 5: Sec. 1. Up to ten people from a management member and up to five people from a support member can recommended as regular members. Such regular members are not required to pay individual membership fees. Sec. 2. Management members can nominate regular members as candidates for the Steering Committee.

Article 6: Annual membership fees may be paid on the date of a Regular Meeting if the member registration was previously approved.

Article 7: Members staying in a foreign country for one or more years, such as for study abroad, can apply for a membership suspension to receive an exemption from paying annual membership fees for that period.

Article 8: Revisions to these regulations shall be decided by the Steering Committee and are to be reported at a General Meeting.

Additional clause: These regulations come into force from June 23, 2016.

Secretariat operating regulations

Article 1: This Forum shall have a Secretariat to perform the business of Article 5 of the Forum Bylaws. This Forum can establish, based on necessity, branch offices by resolution of the Steering Committee.

Article 2: The Forum Secretariat shall act on requests from the Representative, the Auditors, the Steering Committee Chairperson, the Steering Committee, and the Special Purpose Committee and execute the following clerical work. This work shall be performed under the direction of the Steering Committee Chairperson.
(1) Establish and maintain a homepage for the Forum.
(2) Establish a bank account for receiving membership fees. Maintain the accounting books.
(3) Create and maintain a member mailing list.
(4) Organize the submission system for and handle the reception of abstracts for meetings. Send and track submission confirmation notices.
(5) Request and monitor the review for selecting abstracts.
(6) Assist the organization of the program for meetings.
(7) Edit and print the preliminary draft.

Article 3: Revisions to these regulations shall be decided by the Steering Committee and are to be reported at a General Meeting.
Additional clause: These regulations come into force from November 18, 2005.

Regulations related to expenditures

Article 1: Standard payments by the Forum for expenditures shall be as follows.
(1) Lecture fee
In the case of special lectures and invited talks, the speaker will be provided with actual travel expenses so long as the speaker does not reside in the same area as, or a neighboring area of, the venue. Additionally, the standard compensation for non-member invited speakers and the standard honorarium for a chairperson shall be as follows.
Lecture fee: \3,000/10 minutes (Including an abstract fee)
Chairperson honorarium: \5,000/session

(2) Committee meeting and Regular Meeting traveling expenses
Regulations for payment of travel expenses are based on the regulations of the Japan Society of Applied Physics.
Actual travel expenses will be provided each time for managers from outside the area of the meeting venue. Committee members located in the same area as, or a neighboring area of, the meeting venue will be paid \1,500 for travel expenses for each committee meeting or Regular Meeting. In addition, an allowance will be paid, based on the regulations of the Japan Society of Applied Physics, to people for which lodging is deemed as necessary to attend the meeting. However, travel expenses for committee meetings and Regular Meetings held during the meeting of other academic societies might not be provided.

(3) Manuscript fee for abstracts
In principle, a manuscript fee is not paid for abstracts.

(4) Compensation for a part-time worker doing secretariat work
The compensation for support work is \10,000 per person per day, which includes transportation expenses. The Steering Committee can change, upon careful deliberation, this compensation based on the situation.

Article 2: Revisions to these regulations shall be decided by the Steering Committee and are to be reported at a General Meeting.
Additional clause: These regulations come into force from November 18, 2005.

Information handling regulations

Article 1 - Handling of information
Information necessary to conduct the business of Article 5 of the Forum Bylaws shall be handled and managed by the Secretariat.

Article 2 - Regulations of information disclosure date
The information described in the book of abstracts shall be open to the public on the distribution date of the book of abstracts.

Article 3 - Copyright
The copyright to the material published in the book of abstracts shall belong to both the Forum and the author.

Article 4 - Prohibited matters in the venue
Sec. 1. Audio recording, video recording, and photography inside the meeting venue of events held by this Forum, such as the Regular Meetings, is strictly prohibited.
2. The contents of the presentations, question and answer sessions, discussions, etc., at events held by this Forum, such as the Regular Meetings, are not recorded by the Forum. However, audio and video recording and photography is allowed under the instruction of a Forum Committee Member for the purposes of preparing the minutes or a record of the meeting.

Article 5 - Personal information
Sec. 1. Personal information acquired by the Forum shall only be used for accomplishing Forum business within the scope defined in the Forum Bylaws and the Operating Regulations.
Sec. 2. Personal information acquired by the Forum shall be kept confidential through strict management. Moreover, appropriate measures shall be enacted to prevent illegal access.
Sec. 3. The communication of personal information to a third party is not permitted unless approved by the member himself or herself. Even if approval is obtained, information is only provide after agreement upon the necessary items to ensure the proper transfer of appropriate and correct information.

Article 6: Revisions to these regulations shall be decided by the Steering Committee and are to be reported at a General Meeting.
Additional clause: These regulations come into force from November 18, 2005.

[Established on November 18, 2005]
[Revised on June 8, 2007]
[Revised on June 13, 2008]
[Revised on June 19, 2009]
[Revised on June 17, 2010]
[Revised on June 23, 2016]