Trustee Handbook

Click here to read the Charter of the AIA

Council
The 1906 Congressional charter vests the governance of the AIA in a Council. The Council of the AIA is made up of the members of its Governing Board, chairs of the Managing Committees of all American Schools that the Institute has founded, the presidents of each AIA Society, and appointed delegates from each AIA Society according to its size. The Council meets once a year at the Annual Meeting to conduct AIA business and to elect new Governing Board members.

Governing Board
In the intervals between the meeting of Council at the Annual Meeting, the Governing Board exercises full power in managing the Institute and conducting its affairs. In addition, the Governing Board has responsibility for preparing and approving the organization’s annual budget, for overseeing its investments and endowment, and for conducting fundraising activities. The Governing Board meets three times per year and consists of the President, the First Vice President, four Vice Presidents, the Past President, the Treasurer, the Executive Director, and not fewer than twenty-four and not more than thirty Trustees (divided into Academic, General, and Society Trustees) who shall be elected by the Council.

Executive Committee
The Executive Committee was established by the Governing Board in 1984 to exercise all the power and authority of the Governing Board between meetings of the Governing Board. The Executive Committee meets three times per year and has thirteen members: President, First Vice President, Vice President for Outreach and Education, Vice President for Research and Academic Affairs, Vice President for Cultural Heritage, Vice President for Societies, Treasurer, Executive Director, the Chair (or one of two co-chairs) of the Development Committee, and four Trustees, one of whom must be an Academic Trustee. The Executive Committee typically meets via video. Governing Board ratification of Executive Committee actions is not required.

Duties of Care and Loyalty
The following is excerpted from The Attorney General’s Guide for Board Members of Charitable Organizations, “The law imposes upon you two primary duties: the duty of care, and the duty of loyalty. The duty of care means that you must act with such care as an ordinarily prudent person would employ in your position. The duty of loyalty means that you must act in good faith and in a manner that you reasonably believe is in the best interest of the organization, in light of its purposes.” These duties mean that Officers and Trustees should read materials and attend meetings to be informed about matters to be discussed and voted upon. Officers and Trustees should exercise informed, independent judgment, and should be aware of all aspects of the AIA’s finances to assure that the organization is using funds contributed by the public to carry out its mission. Finally, Officers and Trustees should avoid conflicts of interest or promptly disclose any that are unavoidable and recuse themselves from discussion and/or vote on a matter if appropriate.

All Trustees are required to maintain an active AIA membership throughout their term. If a Trustee’s membership lapses, it will be automatically renewed, and an invoice will be issued for any outstanding

Click here to become an AIA member or renew your AIA membership.

Both professional archaeologists and archaeological enthusiasts belong at the Archaeological Institute of America, making the AIA a unique organization that brings scholars and the public together. Members receive a variety of benefits while helping the AIA protect and preserve archaeological sites, create a vivid and informed public interest in civilizations of the past, and foster the practice of responsible archaeology.

Current membership categories includes:

• Supporting
• Professional
• Retired Professional and Contingent Faculty
• Graduate Student
• Undergraduate and Below Student
• Military and K-12 Educator
• Lifetime
• Corresponding (by election only)

As a member of the Governing Board, you are entrusted with upholding the highest standards of integrity and responsibility in support of the AIA’s mission.

• All Trustees are expected to adhere to the AIA’s Code of Ethics, as amended on January 8, 2016. This code reflects our commitment to ethical conduct in all aspects of governance and institutional engagement.

• Trustees who are professional archaeologists, regardless of board category, are also expected to abide by the AIA’s Code of Professional Standards, also amended on January 8, 2016. This code outlines best practices in research, fieldwork, publication, and stewardship of cultural heritage.

We ask that you review and affirm your understanding of both documents upon beginning your term of service.

All members of the Governing Board are expected to act in accordance with the AIA’s governance policies, which support transparency, accountability, and ethical leadership.

• Conflict of Interest Policy: All Trustees must review and sign this policy annually to affirm their commitment to objective decision-making and organizational integrity. Click here to read and sign the Conflict of Interest Policy.
• AIA Regulations (Bylaws): The AIA’s bylaws define the structure, duties, and operational procedures of the organization. Click here to view the AIA Regulations (bylaws).
• Comprehensive Policy List: For detailed information on the AIA’s governance, ethics, finance, and operational policies: Click here to view a complete list of AIA policies.

In the Fall of 2019, a review of AIA financial data and a study of comparable organizations, encouraged the Finance Committee to approve 25% (up from 15%) be allocated from restricted gifts to offset administrative costs to ensure that the organization continues to run in an efficient and cost-effective manner and that its programs meet the highest levels of excellence.

• Temporarily restricted gifts: 25% administrative support fee will be released to operations in the fiscal year the gift is received to fulfill the program.
• Restricted endowment gifts: The contribution will be deposited into the endowment fund when received per the endowment policy. 25% administrative support fee from the endowment draw will be allocated to unrestricted income in the current fiscal year to fulfill the program.
• In rare cases, the AIA Executive Director may negotiate a different or no administrative fee for gifts of significant value and will notify the Governing Board or Executive Committee if this occurs.

Click here to view the AIA Endowment Policy.

As a non-profit organization, the AIA relies heavily upon the Governing Board for a large portion of its charitable funding. Donations to the AIA’s programs are welcome to the extent each Trustee is able, but 100% participation by the Governing Board in the AIA Annual Fund is critical to the AIA’s fundraising efforts. While minimum contributions are described below, Trustees with the resources to do so are strongly encouraged to increase giving levels, if possible. Trustees are also expected to participate in any campaign endorsed by the Governing Board. Specific fund­raising responsibilities are as follows:

1. General Trustees: Those who joined the Governing Board in 2021 or after, should make an Annual Fund contribution totaling at least $15,000 annually. Those who joined the Governing Board prior to 2021 are encouraged to make an Annual Fund contribution totaling $15,000 annually but are only obligated to make an Annual Fund contribution totaling at least $10,000 annually. 
2. Academic and Society Trustees: Each Academic Trustee or Society Trustee should make an Annual Fund contribution totaling at least $1,000 annually.

Click here to make your Governing Board pledge to the Annual Fund.

Click here to make your Governing Board donation to the Annual Fund.