assembly of delegates

 IFoRE ‘22 will kick off on Thursday, November 3 with the Assembly of Delegates. The delegates consist of Membership-at-Large and chapter representatives who will gather to conduct business and act on governance items, as authorized by the Society's bylaws and constitution. Chapters must send a designated delegate once every three years to remain in good standing.

Submission of Resolutions 

The deadline to submit resolutions of a substantive nature expired as of June 30, 2022. 

Sigma Xi Chapters and Members-at-Large are invited to submit proposed resolutions, including motions, for review by the Committee on Resolutions, in accordance with Sigma Xi’s Bylaw III, Section 2. Item F (iv) Limitations on Resolutions, as follows:

  1. Motions and resolutions merely expressing the sense of the Assembly, such as commemorative resolutions.

  2. Proposals concerning resolutions of a substantive nature may be considered by the Assembly of Delegates for inclusion on the agenda of the next Assembly of Delegates by a majority vote of the current Assembly of Delegates on such a proposal shall require that it be placed on the  agenda of the next Assembly. 

Resolutions must be signed by two officers of the chapter or Members-at-Large submitting the resolution and submitted to executiveoffice@sigmaxi.org by October 15, 2022.  View Sigma Xi’s Bylaws for more information.

Schedule

Affinity Groups — 9:30–11:00 a.m. ET / 2:30–5:00 p.m. UTC

  • 9:30 a.m. — Women in Science

  • 10:00 a.m. — People of Color

  • 10:30 a.m. — International

Delegates Training — 11:00 a.m.–noon ET / 4–5 p.m. UTC        

Assembly of Delegates Meeting (I) — 1–2:30 p.m. ET / 5–6:30 p.m. UTC

  • 1:00 — Welcome and Introductions

  • 1:05 — Report of the Credentials Committee

  • 1:07 — Report of the Standing Rules of the 2022 Hybrid Assembly of Delegates

  • 1:15 — Adoption of Agenda

  • 1:20 — Appointments

  • 1:30 — Report of the President

  • 1:40 — Report of the President-Elect

  • 1:50 — Report of the Treasurer

  • 2:05 — Report of the Executive Director/Secretary

  • 2:25 — Program Announcements

  • 2:30 — Recess

Regional Caucus — 2:45–3:35 p.m. ET / 7:45–8:35 p.m. UTC

  • Mid-Atlantic Region

  • Northeast Region

  • North Central Region

  • Northwest Region

  • Southeast Region

  • Southwest Region

Break — 3:35–3:50 p.m. ET / 8:35–8:50 p.m. UTC

Constituency Caucus — 3:50–4:40 p.m. ET / 8:50–9:40 p.m. UTC      

  • Area Groups, Industry, State & Federal Laboratories

  • Baccalaureate Colleges

  • Canadian/International

  • Comprehensive Colleges & Universities

  • Membership-at-Large

  • Research & Doctoral Universities

Break — 4:40–5:00 p.m. ET / 9:40–10:00 p.m. UTC

Assembly of Delegates Meeting (II) — 5–6:40 p.m. ET / 9–10:40 p.m. UTC

  • 5:00 — Report of Committee on Nominations for President-Elect

  • 5:05 — Presentation of the Presidential Candidates

  • 5:30 — Chapter Recognition and Awards

  • 5:45 — Presentation of Evan Ferguson Award

  • 5:55 — Recognition of Immediate Past President

  • 6:05 — New Business

    • Committee on Resolutions Report

    • Acknowledgements

  • 6:15 — Q & A: Officers Panel

  • 6:25 — Announcements

  • 6:30 — Adjournment

Dinner Break       

Meet the Candidates Reception — 8–9:00 p.m. ET / 1–2:00 a.m. UTC

 

TRAVEL INFORMATION

  1. Delegate Arrival & Departure: There will be a chapter development workshop and delegate orientation prior to the first assembly. Please plan to arrive prior to 10:00 am on Thursday, November 3. The caucuses will follow the first assembly and the second assembly will take place on Thursday. Please note, there will be Chapter Delegate development workshop sessions throughout the conference. Delegates are encouraged to attend these sessions to adequately represent their chapters at the meeting. The meeting will conclude Sunday, November 6, with the Sigma Xi STEM Art and Film Festival. The festival is free and open to the public.

  2. Booking Travel: Delegates are responsible for booking their travel to/from the meeting. Delegates may use Sigma Xi's authorized travel agency to book travel online. Further travel information will be sent to delegates via e-mail within three business days after online registration has been completed. Delegates are unable to book travel via the agency until after online registration has been received.

  3. Travel Support for Designated (Voting) Delegates: Sigma Xi will offer up a subsidy of $400 to support the cost of travel to/from IFoRE for all Designated Delegates. Reimbursement forms are available before the meeting as well as onsite at the meeting registration desk for those who do not book travel through the Sigma Xi travel agency. Delegates are responsible for all other expenses including lodging, rental car, and associated expenses, tolls, taxi, airport shuttle, parking fees, meals, registration fees, guests, etc.

  4. Travel Restrictions: Travel by the most economical means available is currently based on 21-day advance purchase, round-trip, non-refundable fares. Travel costs will be paid only for Designated Delegates. Pro-rating of travel based on the proportion of the Annual Meeting attended cannot be authorized. If more than one representative from a chapter attends, only the Designated Delegate's travel costs will be paid by the Society. Chapters may arrange for travel support to be shared among their representatives.

  5. Travel Agency: Each delegate's name (as it appears on their driver's license or passport) and email address are required by the travel agency. Specific travel agency instructions will be provided via e-mail within 3 business days after online registration has been completed. The agency will direct bill your most economical airfare to Sigma Xi. If your driver's license/passport name is not provided during online registration, then travel cannot be arranged through the agency.

  6. Non-Reimbursable Expenses: The cost of travel to and from, or parking at, the airport nearest the home of the delegate is not reimbursed by Sigma Xi.

  7. Automobile Travel: Designated delegates who wish to travel by automobile will be reimbursed a $400 subsidy for mileage only at the government rate as of the meeting dates. Car rental fees, tolls, fuel, parking fees or other expenses associated with automobile travel are not paid by Sigma Xi.

  8. Train Travel: Designated delegates who wish to travel by train will be reimbursed from a $400 subsidy for train travel. However, the cost of travel to and from, or parking at, the train station is not reimbursed by Sigma Xi.

  9. Travel Cancellation Policy: If a delegate must cancel their attendance to IFoRE then notification must be sent to the Sigma Xi offices. If a delegate is unable to use travel arrangements that have already been paid by Sigma Xi, then the delegate has two options:

    • The delegate can travel, as the delegate from their chapter to the next IFoRE Meeting. The delegate is responsible for contacting the appropriate travel or airline agency to make the required changes so that a new ticket can be issued under the delegate's name. The delegate is also responsible for paying all change fees and penalties associated with the new ticket. Sigma Xi will ONLY pay the difference in the travel cost between the two cities. Choosing this option does not require the delegate to reimburse Sigma Xi for the cost of the ticket, but only to pay ALL change fees and penalties to attend the next meeting.

    • The delegate must reimburse Sigma Xi for the cost of the ticket and may then use the ticket for personal travel.

  10. Ground Transportation: Each registrant is responsible for securing and paying for his/her own ground transportation to/from the hotel and/or airport. Estimated driving distance between Ronald Reagan Washington National Airport (DCA, the closest airport to the hotel) and the Hilton Mark Center Hotel, is eight miles. Taxi Fare: Estimated US$32.00 (one-way).

  11. Supplemental Expenses: Designated Delegates are responsible for all other expenses such as lodging, rental car and associated expenses, tolls, taxi, airport shuttle, parking fees, meals, registration fees, guests, etc.

  12. Reimbursement Form: For those delegates who chose not to book their travel through the Sigma Xi travel agency, a Delegate Reimbursement Form is available to download as a text, Word, or PDF document. Forms will also be available at the registration desk of the Annual Meeting. Please see the 'Eligibility for Travel Support' section for restrictions. Completed reimbursement forms and any supporting receipts must be returned to the Sigma Xi offices no later than December 4. Mailing address: Sigma Xi, Attn: Michelle Taber, P.O. Box 13982, Research Triangle Park, NC 27709, USA. Email finance@sigmaxi.org.

  13. Cancellation: Registration cancellations must be received in writing by October 3, 2022. No refunds will be made for cancellations received after this date. Refunds are subject to a $50.00 processing fee and will be issued no sooner than 4 weeks after the meeting. Written cancellations may be sent via e-mail to finance@sigmaxi.org.

 

HOTEL INFORMATION

  1. Meeting Location: The Sigma Xi meeting will take place at the Hilton Mark Center Hotel in Alexandria, Virginia

  2. Hotel Accommodations: The Hilton Mark Center Hotel is the conference hotel. The address is 5000 Seminary St, Alexandria, Virginia. 

  3. Hotel Reservations:  Each delegate is responsible for securing and paying for his/her own hotel accommodations. Delegates may reserve rooms using the IFoRE booking page to receive the special group rate of $135/night. Reservations received after the cut-off dates (see next section for dates) will be accepted only on a space availability basis and may be at the hotel's prevailing rates. All reservations must be accompanied by a first night room deposit plus tax or guaranteed with a major credit card. The hotel will not hold any reservation unless secured by a room deposit or credit card. You may also call the Hilton Mark Center Hotel directly at (703) 845-1010 for booking questions or more information.

  4. Hotel Reservation Deadline:  The deadline to reserve a room at the Hilton Mark Center Hotel to receive the group rate of $135 plus tax is October 3, 2022. This rate is based on availability, and we encourage you to make your reservation early. Reservations made after the deadline are subject to the hotel's availability and prevailing rates.

  5. Hotel Room Rates: Hilton Mark Center Hotel: US $135 + tax for Single/Double and US$135 + tax for Triple/Quad occupancy per night. Room rates are subject to any applicable taxes that are in effect at the time of check-in. The group rate expires with the reservation deadline.

  6. Hotel Arrival & Departure: Hilton Mark Center Hotel: Check-in after 4:00 p.m. Check-out is 11:00 am.

  7. Hotel Internet Access: Internet access is complimentary in your guest room. The hotel does not provide complimentary Internet access in any other area of the complex. 

  8. Hotel Parking: On-site self-parking is US$28/day. Sigma Xi cannot validate parking.