Article I. Name, Purpose, and Mission

1. Name: The name of this organization shall be Social Work AI Network (SWAN).
2. Purpose:
   • To encourage rigorous, ethically grounded research and practice in integrating AI and data science with social work.
   • To foster collaboration among social work scholars, educators, and practitioners, as well as with our interdisciplinary collaborators interested in developing and/or applying artificial intelligence (AI) in social work.
3. Mission:
   • Support the professional development of faculty, researchers, and graduate students involved in AI-related projects in social work.
   • Enhance the professional and academic competency of social workers in quantitative and computational methodologies, as well as their ability to collaborate with methodological experts.
   • Disseminate knowledge and practice skills in responsible and ethical AI research, including promoting community-based participatory data science, addressing data biases, AI ethics, and supporting real-world implementations, especially in serving marginalized or vulnerable individuals, families, and communities.
   • Establish an international network that promotes interdisciplinary collaboration and fosters innovation to serve diverse populations ethically and effectively.

Article II. Membership

1. Eligibility:
   • Must be a full-time faculty member in a recognized college or university.
   • The primary appointment or degree should be in a social work/social welfare/social policy school, college, department, or program, or a closely related discipline.
   • Must have at least one peer-reviewed publication focusing on AI applications in social work, data biases, or AI ethics.
2. Membership Categories:
   • Full Members: Individuals who meet all the above criteria. Full members have equal voting rights.
   • Affiliate Members: Individuals who do not fully meet the publication (c) or academic appointment criteria (a and b) but have demonstrated a strong interest in AI and social work (e.g., postdoctoral fellows, doctoral students, part-time/adjunct faculty members, or working professionals). Affiliate Members may serve on committees but do not have voting rights.
3. Membership Application and Approval:
   • Only current Full Members can nominate prospective members.
   • Applicants submit a CV and an application letter that supports evidence of meeting the membership criteria.
   • A majority vote of the Membership Committee approves.

Article III. Governance

1. Officers:
   • President: Serves as the chief executive officer, provides overall leadership, represents the organization in external matters, and convenes regular and special meetings.
   • Vice President (or President-Elect): Assists the President, oversees membership recruitment, and chairs committees as assigned. Assumes the President’s duties if the President is unavailable.
   • Secretary: Maintains meeting minutes and official records, coordinates communication among members, and oversees the distribution of organizational materials.
   • Treasurer: Manages the organization’s finances, prepares annual budgets, collects membership dues (if applicable), and provides financial reports.
2. Executive Board:
   • Consists of the four Officers and up to five additional members elected by the Full Members.
   • The Board provides strategic direction, approves budgets, and sets priorities for conferences, workshops, or projects.
3. Election and Term:
   • The Full Members elect officers via an online or in-person ballot. In the event of a tie, the tie will be announced, and subsequent rounds of voting will take place until a candidate receives a majority of the votes cast.
   • Each Officer serves a two-year term, with the possibility for reelection for one additional term (as determined by membership vote or organizational needs).
   • In the event of an unexpected vacancy on the Executive Board, the vacancy will be announced and filled by a majority vote of the remaining Board members.
4. Advisory Council:
   • Composition: The Advisory Council shall consist of up to nine senior researchers, each holding a full, emeritus, or associate professor rank (or equivalent position outside academia) in a social work/social welfare/social policy school, college, department, or program, or a closely related discipline, with demonstrated expertise in AI, data science, and/or data ethics.
   • Selection: Council members shall be nominated by Full Members and approved by a majority vote of the Executive Board.
   • Term: Each Council member serves a two-year term, with the possibility of renewal for one additional term, pending approval by the Executive Board. Terms shall be staggered to maintain continuity: 4-5 members will be invited to join the Advisory Council in the first year; an additional 4-5 members will be invited in the second year. In the event of a vacancy, the President may appoint a temporary replacement to fill the role until the next election.
   • Roles and Responsibilities: The Advisory Council provides high-level guidance and strategic oversight to the Executive Board, ensuring that organizational initiatives align with the association’s mission, ethical standards, and long-term objectives.
   • Meetings: The Advisory Council meets at least twice a year (virtually or in-person), or as necessary, to review major projects, offer feedback, and propose recommendations to the Executive Board.

Article IV. Meetings

1. Annual General Meeting:
   • Held once a year, either in person or virtually.
   • Key agenda items include the election of officers, budget approval, review of major initiatives, and updates on membership.
2. Board Meetings:
   • The Executive Board meets quarterly (virtually or in-person) to discuss ongoing projects, finances, and membership matters.
3. Special Meetings:
   • May be called by the President or any two officers in response to urgent organizational matters.
   • Notice must be provided at least two weeks in advance, except in emergencies.

Article V. Committees

1. Standing Committees:
   • Each committee will have a chair appointed by the President.
   • Membership Committee: Reviews applications and coordinates new member onboarding. Only Full Members can serve on the Membership Committee.
   • Event Committee: Plans and executes workshops, tutorials, and training resources, and collaborates on roundtables and panel discussions at relevant conferences (e.g., SSWR, CSWE).
   • Communication Committee: Promotes the organization, its members, and activities, and disseminates relevant information.
2. Ad Hoc Committees:
   • Established by the Executive Board to address specific initiatives or projects.
   • Serve until their specific goals are accomplished.

Article VI. Finances

1. Fiscal Year:
   • The fiscal year begins on January 1st and ends on December 31st.
2. Dues and Donations:
   • Membership dues should be set by the Executive Board, with approval by a simple majority of Full Members.
   • Additional funding may come from grants, sponsorships, or donations, provided they align with the organization’s mission and ethical standards.
3. Budget and Reports:
   • The Treasurer drafts an annual budget and presents it for review and approval by the Executive Board.
   • Financial reports and statements are reviewed quarterly by the Executive Board.

Article VII. Amendments to Bylaws

1. Proposal:
   • Full Members of five or more may propose an amendment to the bylaws.
   • Proposed amendments must be submitted in writing to the Secretary.
2. Review and Notice:
   • The Executive Board reviews the proposal and distributes it to all Full Members at least 30 days before voting.
3. Voting:
   • Amendments require a two-thirds (2/3) majority of votes cast by Full Members.
   • Voting may occur during the Annual General Meeting or online.

Article VIII. Dissolution

1. Process:
   • In the event of dissolution, any remaining funds and assets shall be distributed to a nonprofit or educational entity with purposes aligned to social work or AI ethics.
2. Approval:
   • Dissolution must be approved by a two-thirds (2/3) majority of Full Members.

Article IX. Miscellaneous Provisions

1. Ethical Standards:
   • Members shall uphold the highest standards of ethical conduct, respecting equity, justice, privacy, and avoiding harm when employing AI in social work practice, research, or education.
2. Conflict of Interest:
   • Members must disclose any potential conflict of interest related to organizational decisions, grants, or sponsored events.
   • Members with significant conflicts may be recused from voting on specific matters.
3. Communication:
   • The primary mode of communication shall be email and/or an online platform. Formal announcements will also be posted on the organization’s official website or mailing list.