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Home Resources Interest Groups Interest Group Policies
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Interest Group Policies

March 1992
Revised May 1998

I. Informal Interest Groups

A. Definition

An informal interest group should be formed around a topic or issue that cuts across disciplines and existing Sections in the Society, primarily for the purpose of organizing discussions or programs at, but not during, the scientific portion of annual meetings. The mission of the informal interest group must be consistent with that of the Society's as approved by Council, "to promote the conduct of multi- and interdisciplinary research in aging by expanding the quantity of and improving the quality of gerontological research, and by increasing its funding resources. To disseminate gerontological research knowledge to researchers, practitioners and decision and opinion makers." Informal interest groups are designated by Council on the recommendation of the Task Force on Interest Groups (TFIG).

B. Procedures and Criteria for Establishing an Informal Interest Group

  1. 1. Organizers must submit a formal request to the task force including the following. Forms for this purpose will be provided by the Society office. Submitted applications should contain: a. A statement of purpose covering: (i) the mission(s) of the Society (as stated in the Society's bylaws) to be served; (ii) the interests of group members to be served; (iii) the potential to attract new members to the Society; and (iv) the potential to attract non-members to the annual meeting; b. Names of at least three conveners; and c. General descriptions of initial activities (nature of discussion group or program).
  2. Conveners must be members of the Society; attendees and informal interest group members need not be. GSA members can only serve as primary convener for a maximum of three years. GSA members can continue to serve as co-conveners after the three-year time limit.
  3. Approval of an interest group for a test period of three years will be based on the soundness of the proposed purpose statement, including consistency with a Society mission(s).
  4. To test potential of creating an informal interest group and/or to develop a statement of purpose, a group may convene on a space-available basis with approval of the Society's president. A group may meet for a maximum of two years, at which time, to continue at the Society, they must apply for informal interest group status.
  5. Any listing of a proposed interest group's material (including information on activities, meetings, and projects) via any electronic on-line system (e.g. e-mail, Internet, CompuServ) must be registered with the GSA Office and must include the following disclaimer: "Users are expected to use good judgment as to the appropriateness of material posted. No commercial advertising is permitted. Opinions expressed are not necessarily those of The Gerontological Society of America."

C. Criteria for Maintaining an Informal Interest Group

  1. Informal interest groups will file by December 31 a brief annual report with the Director of Promotion reporting: (a) the content of its annual meeting program and/or business meeting; (b) the number of persons attending the session; (c) representation in membership from more than one Section; (d) new members recruited or non-members attending the annual meeting; (e) plans and leadership for next year; and (f) involvement of group members in the peer review process of annual meeting abstracts. Annual report forms will be provided to the convener each November by GSA staff. Also, staff will provide conveners with attendance sheets and instructions for those wanting to review abstracts. Conveners will be responsible for distributing these at the annual meeting.
    If the interest group is one year delinquent in filing an annual report, they will receive a warning that their space could be in jeopardy at the next annual meeting. These groups will be scheduled after the interest groups that have filed their annual report.
    If an interest group is delinquent for two years, they will not be assigned space at the Annual Meeting (unless a report is submitted immediately).
    If an interest group is delinquent for two years and is up for its 3-year review, the renewal will be delayed and they will not be assigned space at the Annual Meeting (unless a report is submitted immediately).
  2. At the end of three years, the TFIG and Council will evaluate an informal interest group for continuation on the basis of: (a) averaging at least 20 persons at the group's meetings, including representation from more than one Section; (b) the description of the programs; (c) continuity of effective leadership; and (d) the group's active efforts to recruit and retain members of the GSA.
  3. Any listing of an informal interest group's material (including information on activities, meetings, and projects) via any electronic on-line system (e.g. e-mail, Internet, CompuServ) must be registered with the GSA Office and must include the following disclaimer: "Users are expected to use good judgment as to the appropriateness of material posted. No commercial advertising is permitted. Opinions expressed are not necessarily those of The Gerontological Society of America."

D. Services Provided Informal Interest Groups

  1. Staff will arrange meeting space at the time of but not during the scientific program of the annual meeting on a space-available basis, not necessarily in the convention hotel(s).
  2. In addition to its meeting, an interest group can sponsor a pre-conference workshop following the regulations stipulated in the Protocol for Pre-Conference Workshops. Pre-conference workshops are subject to the review and approval of the Society's Program Committee.
  3. Groups are encouraged to use mechanisms that are already in place for disseminating information on plans and activities such as the GSA newsletter. If there is sufficient interest, the GSA newsletter will contain interest group news twice a year. Nonmembers of the Society will receive the portion of the newsletter containing interest group information. Staff may mail one announcement of a group's activities as determined by the budget and guidelines of the Executive Director. Recipients of the announcement need not be Society members. Interest group activities will be listed in the front portion of the meeting program and in the program "Day-at-a-Glance."
  4. The GSA will maintain a roster of interest group members in its database and will provide rosters to conveners. If a mailing is approved for the interest group, the Society will provide labels. Labels will be made available only for interest group purposes and cannot be used as a marketing device.
  5. The GSA information department may use interest group members as a resource to review legislation, regulations and other policies being considered as well as for activities in which the Society is asked to participate.
  6. Informal interest groups may raise funds from voluntary contributions of interest group participants for refreshments only during the annual meeting. With prior approval of the Executive Director, groups may also secure funds from outside non-GSA sources to pay for these receptions. The Society can act as a depository for checks from the outside, non-GSA sources but will not accept individual checks from interest group members.
II. Formal Interest Groups

A. Definition

A formal interest group should be formed around a topic or an issue that cuts across disciplines and existing Sections of the Society, for the purpose of exploring gerontological issues or topics. The mission of the formal interest group must be consistent with that of the Society as approved by Council "to promote the conduct of multi- and interdisciplinary research in aging by expanding the quantity of and improving the quality of gerontological research, and by increasing its funding resources. To disseminate gerontological research knowledge to researchers, practitioners, and decision and opinion makers." Formal interest groups are designated by Council on the recommendation of the Task Force on Interest Groups (TFIG).

B. Procedures and Criteria for Establishing a Formal Interest Group

  1. Group must have operated successfully as an informal interest group for three years and have an active membership of at least 20 persons who are members of the Society and represent more than one Section.
  2. The organizers of the group must submit a written request, approved by a majority of the group's members, including: (a) a statement of purpose consistent with the stated mission of the Society; (b) operating procedures, including a procedure for selecting group leaders; (c) a permanent mechanism for providing peer reviewers to assist the annual meeting program; (d) an organizational structure for carrying out program objectives; (e) a statement of operational objectives for the next three years, including how plans contribute to the Society's overall program and annual meeting; and (f) a statement of potential for attracting members and annual meeting participants. Forms for applying for formal status will be provided by the Society office.
  3. The organizers of the group (conveners) must be members of the Society. GSA members can only serve as primary convener for a maximum of three years. GSA members can continue to serve as co-conveners after the three-year time limit.
  4. Approval of a formal interest group will be based on the group's performance as an informal interest group and the quality of its plans and organizational structure.

C. Criteria for Maintaining a Formal Interest Group

  1. Formal interest groups will file by December 31 a brief annual report with the Director of Conferences and Education reporting: (a) the description of its annual meeting program; (b) the number of persons attending the session; (c) plans and leadership for the next year; (d) the amount and purpose of any assessment planned for next year; (e) involvement of group members in the peer-review of annual meeting abstracts; and (f) number of new members recruited and non-members attracted to the annual meeting. Annual report forms will be provided by the Society office. Also, staff will provide conveners with attendance sheets and instructions for those wanting to review abstracts. Conveners will be responsible for distributing these at their annual meetings.
    If the interest group is one year delinquent in filing an annual report, they will receive a warning that their space could be in jeopardy at the next annual meeting. These groups will be scheduled after the interest groups that have filed their annual report.
    If an interest group is delinquent for two years, they will not be assigned space at the Annual Meeting (unless a report is submitted immediately).
    If an interest group is delinquent for two years and is up for its 3-year review, the renewal will be delayed and they will not be assigned space at the Annual Meeting (unless a report is submitted immediately)    .
  2. At the end of every three years, the TFIG will evaluate a formal interest group's request for continuation on the basis of: (a) the nature of its activities; (b) continuity of effective leadership; (c) an active membership of at least 20 Society members; and (d) the group's active efforts to recruit and retain members for the GSA.
  3. Any listing of an informal interest group's material (including information on activities, meetings, and projects) via any electronic on-line system (e.g. e-mail, Internet, CompuServ) must be registered with the GSA Office and must include the following disclaimer: "Users are expected to use good judgment as to the appropriateness of material posted. No commercial advertising is permitted. Opinions expressed are not necessarily those of The Gerontological Society of America."

D. Services Provided Formal Interest Groups

  1. A formal interest group may request space for a substantive presentation which may be at the same time as the scientific program of the annual meeting. The substantive part of the program must be organized by the interest group and is not submitted through the peer-review process. A small portion of the group's time slot within the scientific portion of the meeting may be devoted to group business. The presentation must meet the same standards which apply to other annual meeting presentations; that is, high quality, new research. The interest group will establish its own mechanism for ensuring quality control but an abstract of the presentation must also be submitted to the chair or co-chairs of the Society's Program Committee to ensure it is consistent with the Society's bylaws and purposes. To be included in the meeting's printed program, abstracts must be submitted to the Program Committee by April 1. Presentations may be up to four hours, though organizers of the presentations will be informed that shorter presentations fitting the time length of regular annual meeting sessions will have a greater chance of being scheduled in the principal convention hotel.
    The announcement of the group's program will be carried in the forward part of the annual meeting program, in the "Day-at-a-Glance," and incorporated into the regular daily program schedule.
    While formal interest group sessions may be scheduled within the hours of an annual meeting's scientific program, the presentation will not necessarily be held in the convention hotel(s). Presentations accepted through the Society's normal program committee procedures take precedence in scheduling during the scientific program. The Society's Program Committee chair and staff will be responsible for scheduling time and location of formal interest group sessions, taking into consideration such concerns as space limitations, conflicts with non-competitive presentations, etc.
  2. The GSA will maintain rosters of interest group members in its database and will provide rosters to conveners. If a mailing is approved for the interest group, the Society will provide labels. Labels will be made only for interest group purposes and cannot be used as a marketing device.
  3. Formal interest groups are encouraged to use the Society's newsletter for announcements, news, etc. However, if the demand is sufficient and the budget permits, the Society will produce and mail up to two, four-page newsletters a year for a formal interest group, provided the group supplies the camera-ready copy. The newsletter may be mailed to up to 100 persons at the Society's expense.
  4. In addition to a session at the annual meeting, formal interest groups can sponsor a pre-conference workshop following the regulations stipulated in the Protocol for Pre-Conference Workshops. Pre-conference workshops are subject to the review and approval of the Society's Program Committee.
  5. Staff will work with interest group and section annual meeting program chairs to ensure participation by group members in the peer review of abstracts submitted to the regular annual meeting program.
  6. Staff will assist formal interest groups in scheduling social events at annual meetings as space is available, but all expenses must be met by interest group members.
  7. The GSA information department may use interest group members as a resource to review legislation, regulations, and other policies being considered as well as for activities in which the Society is asked to participate.
  8. Formal interest groups may raise funds from voluntary contributions of interest group participants for refreshments only during the annual meeting. With prior approval of the Executive Director, groups may also secure funds from outside non-GSA sources to pay for mailings and interest group activities. Activities held outside the annual meeting must be submitted for approval, in writing, to the Executive Director and Chair of TFIG prior to the distribution of funds or commencement of the activity, even if the activity is not funded. The Society can act as a depository for such outside, non-GSA checks but will not service individual contributions from interest group members.
  9. A formal interest group may assess fees for particular items or services. The purpose and amount of the assessment must be approved in advance by the Executive Director and Council. The method for collecting and accounting for these funds is to be determined by the GSA Executive Director and Council in consultation with formal interest group conveners.