The Web4All organisation exists solely to organise the annual W4A academic conferences and has two voluntary operations officials; Dr. Simon Harper and Dr. Yeliz Yesilada, and an international steering committee which changes periodically and is likewise voluntary. Areas of responsibility are as follows:

• Operations (The 'Executive' Function): Responsible for the conference in its entirety - and its day--to--day management, running from sponsorship to Web--site updates. In general, everything which effects the long term running of the conference and requires inter--edition management decisions. In this regard operations may be thought of as the Web4All Organisation (similar to the ACM or IW3C2) therefore the conference could be smoothly transferred to any other organisation with only the operations function being replaced while all other functions stay unchanged;
• Steering Committee (The 'Legislative' Function): The Steering Committee is a representative deliberative assembly created to advise `operations' on policy and steer the conference in the direction deemed best. This includes Chair selection for each edition;
• General Chair ('Federal' Executive Function for each Edition): Controls matters devolved from operations and relating to the organisation and execution of a specific edition of the W4A conference.

The organisation holds a virtual teleconferenced closed steering committee and operations meeting twice per year discussing direction and matters relating to the responsibilities identified above, and an open meeting at each W4A conference in which conference matters are discussed with the community.

Bylaws

1. Introduction

1.1 Name

The official title of the Conference is the "International Cross-Disciplinary Conference on Web Accessibility". The official abbreviation, is "W4A" and for a specific year: yyyy is "W4Ayyyy".

1.2. Purpose

The purpose of the conference management is to provide a forum for publication, presentation, and discussion of scientific papers in the general area of Web Accessibility, whether that information is text, structured data, encoded knowledge, or combinations thereof. In other words, the papers of interest to W4A fall in the neighbourhood (hybrid areas) of Accessibility, Universal Usability, and Human Behaviour.

An additional purpose of W4A is to foster the growth of these research areas. We seek, for example, to improve the quality of the conference year after year. We also seek to encourage young researchers to enter these fields, through communication sessions, conference sessions and social events.

1.3. Language

The official language of the conference is English.

1.4. Schedule and Location

W4A normally takes place in mid April / mid May each year. W4A is an annual conference. Major holidays should be avoided as well as closely related conferences. Dates must be specified in any would-be organisers' bid to host W4A, and the bid needs to be approved by the steering committee (SC) before any announcement appears.

The W4A traditionally resides as a co-located conference to the IW3C2 Web Conference and devolves via annual negotiation all "domestic activities" to that conference for a fixed per attendee price, but these practices can be changed by an operational vote

2. W4A Organisation

2.1. Steering Committee Roles and Responsibilities

The W4A conference is overseen by a steering committee. The SC has the responsibility to encourage and foster conference proposals from prospective organisers. The SC has ultimate authority and responsibility to ensure the success and continuation of these conferences, subject to agreements that may exist with sponsoring societies.

2.2. Steering Committee Votes

There are two categories of votes: 1. Structural votes. These votes require a two-thirds vote of the SC; and 2. Operational votes. These votes require a majority vote of the SC and are purely advisory to the Web4All Operations. Structural votes pertain solely to changes in the bylaws and any decisions pertaining to the sponsorship of W4A. All other votes are operational.

2.3. Membership and Terms

The SC is composed primarily of highly respected members of the research communities served by the W4A conference. The number of voting members shall not exceed nine. The SC is composed of the Web4All Operations, The General Chairs for the last 4 years and any other co-opted members. Any member of the SC may nominate a candidate for SC membership. Members are added to the SC by an operational vote. No more than two SC members may be from the same institution. Each SC member shall have one vote at the SC meetings. The SC chair has the deciding vote in cases of tied votes. The SC appoints a Chair from its own members by an operational vote of the SC. The SC Chair's term limit is 2 years and can be re-elected one time for a total of two two-year terms consecutively. Steering Committee members have four-year appointments. Any SC member can be re-elected for three more years (for a total of two consecutive terms). All SC membership votes are operational. Any SC member may be removed from the SC by a structural vote of the SC. In any case where an SC member resigns or is removed, a replacement shall be appointed by an operational vote and the replacement will complete the term of the SC member. Any partial or replacement term does not count toward any term limit. Each sponsoring SIG organisation can recommend one liaison member to W4A each year. The liaison member can attend the annual SC meeting and can have a voice but without a vote. So, each year GC asks the SIG Chair to appoint the liaison member to each W4A

2.4. Honorary Membership

The SC may have "honorary" members from those who have served on the SC in the past and have contributed "significantly" to W4A. Any SC members can nominate those who are qualified and the SC approves, by two- thirds vote of the SC, based on their contributions and service to the W4A to be honorary SC members. Honorary SC members serve with voice but without vote. There is no term limit on honorary membership.

2.5. Selection of General Chair and Program Chairs

The SC approves and appoints the General Chair and Program Chairs for each W4A conference. It is recommended that this be done at a minimum of two years prior to the conference. An operational vote is required. However, the norm is that the last Programme Chair (if satisfactory) becomes the new General Chair; likewise the Challenge Chair becomes the new Programme Chair; with the previous General Chair becoming the next Special Issue Chair. Changes can be made to this rubric but in effect the only real decision is the Challenge Chair unless the SC decides otherwise by the mechanism stated here.

2.6. Meetings

The SC shall meet at least annually during W4A week at a time convenient for all SC members. The SC meets in an executive session (i.e., a closed meeting). Travel expenses incurred as a result of attendance at a SC meeting are not covered for any voting and honorary members.

2.7. Listing of Members

The membership of the SC is to be listed in the annual conference proceedings, technical program, and the W4A website.

3. Submission of Proposals to Host the W4A

3.1. Proposal Submission Procedure and Contents

This sub-section is purely informational (non-normative) and is included for completeness in the event 1.4 paragraph 2 not being possible for some reason. In this case because it is not tested it is advisor but not compulsory and our intention in writing it is to provide a place holder awaiting future update.

The W4A SC must solicit actively proposals from the relevant research communities. Also, the SC invites proposals from responsible groups or individuals who wish to host W4A conferences. Proposals must be submitted to the W4A SC Chair.

Proposals must include a proposed location, e.g. a specific city or university, proposed dates for the conference, and a nominee for General Chair and nominees for Program Chairs with their resumes (If 2.5 is not to be followed). Proposals may include nominations for other conference officers, a description of a specific proposed location such as a hotel or university conference facility, and possible social events and corporate sponsors.

The SC will entertain all serious proposals, and in doing so may request additional information from the proposers. Preference may be given to those who have participated in prior W4A conferences as, for example, attendees, authors, or PC members. It is recommended that those interested in hosting W4A submit proposals at least two years in advance of the meeting. The General Chair and the PC Co-Chairs shall not submit papers to their own W4A conference. Chair/PC-Chairs of workshops shall not submit papers to their own workshops (but may submit to the W4A conference).

The general principle for reviewing and selecting papers is one of anonymity and procedures outlined in the policy document should be followed.

3.2. Conference Officers

The W4A conference in a given year is the responsibility of the General Chair (GC). The GC's responsibilities are as specified elsewhere document, in addition to those specified in these bylaws. If 2.5 is not to be followed, the SC approves and appoints the General Chair and Program Chairs, otherwise they approve and appoint the special issue chair for each conference by two-thirds vote (to make sure that a Chair with the highest qualification is chosen) of the SC. The GC may expect the SC's advice and support in every aspect of conference organisation. The PC Chairs, in consultation with the GC, appoint the program committee members.

3.3. Conference Web Site

Web4All Operations shall build and maintain a conference web site. The web site should use the conference logo and name along with other information. It should have a professional look.

3.4. Continuity

Continuity is maintained by Web4All Operations.

4. Modifications, Charter and Other Matters

4.1. Changes to W4A Bylaws

These bylaws may be changed by a structural vote of the SC. The sponsors are to be informed of any changes. Any change in these bylaws that results in a violation of any sponsoring organisation's policy will require a structural vote of the SC, and such changes may be made only with due regard for the implications on sponsorship.

4.2. Charter

This charter was updated/revised in September 2008.

4.3. Unspecified Matters

All cases and issues within the scope of the W4A conference but not provided for therein shall be handled by a resolution of the Web4All Operations.