The Executive Board of Digital Medievalist is currently reviewing our Bylaws to ensure they best serve our community and mission. As part of this process, we invite all members to participate in a consultation period to provide feedback and suggestions on our proposed revisions. As a subscriber to the dm-l, you are a member of Digital Medievalist.

The core of the bylaws remains largely unchanged, but we have refined the language for clarity and consistency, corrected typographical errors, and integrated our commitment to inclusivity and equality throughout the document.

Please review the amended bylaws, and submit your comments by email to DMedievalist@googlegroups.com. The current bylaws (approved on 21 April 2022) can be found on the DM website.

This is your opportunity to share your thoughts and help shape the governance of our organisation. The consultation period will run until 28 March 2025, closing at 23:59 Pacific Daylight Time. Your input is invaluable, and we look forward to your contributions.

Following the consultation period, the Executive Board will review the feedback, implement necessary changes, and present the new bylaws to the membership for a seven-day vote.

DM Executive Board

A copy of the amended bylaws for consultation is also presented below for your convenience.

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Bylaws

1. Name and Purpose

• The name of this organisation is ‘Digital Medievalist’ (hereafter abbreviated ‘DM’).
• DM is an international community of practice supporting digital medieval studies, an interdisciplinary field that applies digital methods and technologies to the study of the Middle Ages, broadly understood.
• DM’s mission is to promote innovation and interdisciplinary exchange in digital medieval studies through maintaining open-access resources and organising scholarly activities, as outlined in Section 5.
• DM is committed to creating an inclusive and welcoming atmosphere, prioritising diversity, equity, and inclusion.
• DM is a non-profit organisation.
• DM comprises three entities: the Executive Board, the Postgraduate Committee, and Membership.

2. Executive Board

2.1. Organisation and Responsibilities

• DM is governed by an elected Executive Board who holds responsibility for the oversight of the organisation’s mission and its strategic direction.
• The Executive Board ideally consists of nine members, each ordinarily serving a four-year term.
• Every year, the Executive Board elects a Director from its ranks and appoints committees and officers as necessary for its core activities as defined in Section 5. Ordinarily, the committees are responsible for: 

• Managing the website.
• Moderating the mailing list.
• Moderating social media accounts.
• Editing the journal.
• Organising events.

• Membership on these committees is not exclusive; individuals may serve multiple roles.
• The Executive Board may delegate tasks to members at large but retains final responsibility.

2.2. Elections and Terms

• Elections take place every two years for a four-year term (see Election Procedures, which provide guidance but are not part of these Bylaws). 
• Terms of the members are staggered, with different numbers of positions open for election every two years.
• Ties in elections are decided by the members of the Executive Board, excluding members standing for re-election.
• Members may serve a maximum of two consecutive terms. After two terms, they must wait until the next ordinary election to qualify for re-election.
• Members may resign at any time but should provide adequate notice. In such cases, the Executive Board may appoint a temporary member to fill the seat, decide to wait until the next ordinary election, or hold a special election.
• In order to stand for election, candidates for the Executive Board must be members of DM and have made a demonstrable contribution to DM or the field in the recent past (for example, by presenting at a DM event or publishing in the DM Journal).

2.3. Director

• The Executive Board elects a Director every year from among its members, ordinarily at the start of the first meeting of the year in August.
• The duties of the Director include:
  • Convening and chairing the Executive Board meetings.
  • Serving as an ex officio member of all committees.
  • Delegating tasks as needed.
• The Executive Board may elect the same Director to serve for a maximum of six years.
• Decisions by the Director may be overturned by a two-thirds majority of the Executive Board.
• A vote of no confidence requires a two-thirds majority of the Executive Board. A new Director will then be elected from the Executive Board members.

3. The Postgraduate Committee

• The Postgraduate Committee (PGC) consists of and represents postgraduate and early career members of DM. 
• PGC consists of ideally no fewer than three and no more than nine members serving no longer than five years.
• Appointments to the PGC are coordinated by the PGC with the assistance of the Executive Board.
• The PGC coordinates with the Executive Board to ensure that their activities align with DM’s mission and strategies. A representative of the PGC is invited to Executive Board meetings and a representative of the Executive Board is invited to PGC meetings. 
• The PGC is governed by its own bylaws (see Bylaws of the Postgraduate Committee, which provide guidance but are not part of these Bylaws).

4. Membership

• Membership in DM is open to anyone with an interest in its mission and goals.
• Membership is ordinarily conferred by subscribing to the DM mailing list. In exceptional circumstances, however, such as when the mailing list is unavailable, the Executive Board may verify and maintain membership records through alternative channels.
• Individual members have the right to vote in Executive Board elections and on any issues that the Executive Board chooses to poll the membership on.
• Members who meet additional eligibility criteria may stand for election to the DM Executive Board (see Section 2.2. Elections and Terms).
• A member’s subscription to the mailing list, and consequently their membership in DM, may be suspended or revoked by the Director or their delegate (subject to confirmation by the Executive Board) for inappropriate behaviour on the list. Inappropriate behaviour includes but is not limited to racist, sexist, and ableist comments and communicating false or misleading information. In such cases, the member will be notified in writing once the decision is confirmed. A suspended or expelled member may reapply for membership after the DM Executive Board’s review.

5. Activities

5.1 Website

• DM maintains a website as its main contact point, serving to increase visibility and engagement with the broader community.
• The website is moderated by the Executive Board.

5.2 Mailing List

• DM provides a forum for discussion and communication on digital medieval studies, for example, through an online mailing list.
• The mailing list is open to anyone interested in digital medieval studies and is ordinarily how the Executive Board manages DM Membership.

5.3 Social Media

• DM maintains social media channels to engage with the broader community and share relevant updates on digital medieval studies. These platforms are used to promote events, discussions, and other initiatives.
• The social media channels are moderated by the Executive Board to ensure that content aligns with DM’s mission and guidelines, fostering constructive dialogue and engagement.

5.4 Journal

• DM publishes a peer-reviewed, open-access journal focused on digital medieval studies.
• The journal is ordinarily managed by an Editorial Committee, which is led by an Editor-in-Chief.
• The Editor-in-Chief is appointed by the Director for a three-year term, following approval by the Executive Board.
• The Editor-in-Chief of the journal is ordinarily an elected member of the Executive Board, but in exceptional circumstances may be a member of the DM community at large. In the latter case, they become an ex officio member of the Executive Board and are expected to attend the Executive Board meetings on a regular basis.

5.5 Events

• DM organises scholarly events, for example, conference sessions at large international conferences as well as dedicated DM events.
• Ordinarily, the Executive Board coordinates these events. Members are also invited to contribute ideas and help shape the schedule of DM’s events, ensuring a diverse and inclusive range of activities

5.6 Other Activities

• DM may undertake additional activities that align with its mission and strategy, such as maintaining digital repositories and other related initiatives.
• Ordinarily, the Executive Board coordinates these efforts. Members are also invited to contribute ideas for new initiatives or activities that align with DM’s goals and mission.

6. Amendments

• Amendments to these bylaws may be proposed by the Executive Board and require a simple majority of the Executive Board.
• Proposed amendments must be posted publicly on the DM website and communicated to the DM Membership for a 10-day comment period. Following the comment period, the Executive Board will discuss feedback and incorporate agreed changes by simple majority vote.
• The final amended bylaws will be presented to the membership for a seven-day vote, requiring a two-thirds majority to pass.