Membership Regulations

From the 2010 HWA Bylaws:

ARTICLE I
STATEMENT OF AUTHORITY

SECTION 1. These Bylaws are enacted by vote of the Active Members of the Horror Writers Association as of 23 March 2010, to take effect immediately. They supersede and hereby replace all previous Bylaws, Codes, Amended Codes, Regulations, Rules, and Procedures of the Corporation unless specifically stated otherwise. Any subsequent revision, amendment, or replacement must include a date of enactment and a statement of authority to be considered valid.


ARTICLE III
MEMBERSHIP

SECTION 1. There shall be five (5) classes of regular membership in HWA: (1) active members, (2) affiliate members, (3) associate members, (4) academic members; and (5) supporting members.

SECTION 2. Writers are defined as those who create original or adapted works of fiction or non-fiction of Horror or Dark Literature that are published in any of the following forms: books, periodicals, one-off printed material, stage plays, screenplays, graphic novels, comic books, computer games and internet-based material. The HWA Board has the right by majority vote to alter this definition to reflect developments in the marketplace and future technologies for the delivery of fiction and non-fiction material.

SECTION 3. Active membership requires one or more of the following:

  1. Three or more separate publications or sales of short works of fiction whose combined total length equals or exceeds 7,500 words, sold at professional rates and containing one or more elements of horror or dark literature. Professional rates are defined in this case as five cents (5¢) or more per word. "Publications or sales" is defined to mean either publication, or the receipt of payment for future publication; the signing of a contract shall not constitute sale until the first payment has been received.
  2. Three or more separate publications or sales of articles, reviews, or translations whose combined total length equals or exceeds 7,500 words, sold at professional rates and containing one or more elements of horror or dark literature. Professional rates are defined in this case as five cents (5¢) or more per word. "Publications or sales" is defined to mean either publication, or the receipt of payment for future publication; the signing of a contract shall not constitute sale until the first payment has been received.
  3. The publication or sale of at least one book-length work, fiction, non-fiction, or translation, sold at professional rates and containing one or more elements of horror or dark literature or study, scholarship, criticism, or commentary thereon. "Book-length" is defined as being in excess of 40,000 words. Professional rates are defined in this case as an advance of at least $2,000 against royalties of 5% or more, OR an advance of at least $5,000 against royalties of less than 5%. Flat-fee sales or royalty rates below 1% of the retail price of the volume do not constitute professional sales. For works not published as independent volumes, such as magazine serials, qualifying rates shall be defined as five cents (5¢) or more per word. "Publication or sale" is defined to mean either publication, or the receipt of payment for future publication; the signing of a contract shall not constitute sale until the first payment has been received.
  4. The writing of one screenplay for a theatrical film related to the dark fantasy, horror, or occult genre(s), for which the writer was paid at least $5,000 minimum at the time of sale and for which the writer received at least partial screenplay credit, or would have received such credit had the film been released.
  5. The writing of one television movie related to the horror or dark fantasy genre(s) at least ninety (90) minutes in length, or two episodic teleplays each at least thirty (30) minutes in length, intended for broadcast on either a major network, in nationwide syndication, or on a major cable channel, for which the writer was paid at least the Writers' Guild minimum current at the time of sale and for which the writer received at least partial screenplay credit, or would have received such credit had the teleplay been aired.
  6. The scripting of no less than three full-length comic books (defined as a minimum of 20 story pages per issue), or that equivalent in self-contained stories, relating to the horror or dark literature, as "work-for-hire" at a page-rate of no less than $50.00 per page. The same quota applies to writer/artists, who must be paid no less than $100.00 per page for material they have written and illustrated. Payment must be received before Active status will be granted under this provision.
  7. The scripting of a minimum of three creator-owned full-length comic books, relating to horror or dark literature, with a paid advance and with a nationally-distributed print run of at least 5,000 copies. The advance for the creator-owned published work must be no less than $30.00 per page or $700.00 per issue. The same quota applies to writer/artists, who must be paid no less than $60.00 per page for material they have written and illustrated, or $1,200 per issue.
  8. The scripting within a one-year period of no less than three self-published full-length comic books (defined as a minimum of 20 story pages per issue), or that equivalent in self-contained stories, relating to horror or dark literature, with a minimum print-run of 2,000 nationally-distributed copies per issue.
  9. The writing of three role-playing games, gaming modules, scenarios, sourcebooks, or other role-playing gaming projects related to horror or dark literature of at least 10,000 words each, and each paying at least five cents (5¢) per word.
  10. The writing of one role-playing game, gaming module, scenario, sourcebook, or other role-playing gaming project related to horror or dark literature of at least 40,000 words, paying at least five cents (5¢) per word.
  11. Payment of $2,000 for the scripting of a computer game related to horror or dark literature, or a single work of interactive fiction intended for electronic media, regardless of length or memory usage.
  12. The writing of a computer game or a single work of interactive fiction related to horror or dark literature for electronic media without payment in advance, but with a paid circulation exceeding 1,000 copies, of which all or part of that payment has been received by the writer -- i.e., "shareware" with over 1,000 registered copies.
  13. Ten or more separate publications or sales of individual poems whose combined total length equal or exceeds 150 lines, sold at professional rates and containing one or more elements of horror or dark literature. "Professional rates" are defined in this case as no less than 25 cents (25¢) per line or $5 for each poem, whichever figure is greater. "Publication or sale" is defined to mean either publication, or the receipt of payment for future publication; a verbal promise or the signing of an agreement shall not constitute sale until payment has been received.
  14. The publication or sale of at least one poetry collection for which a professional-level prize or honorarium is paid, and containing one or more elements of horror or dark literature. "Poetry collection" is defined in this case as a bound or saddle-stitched book or booklet of at least 48 pages, excluding cover, title sheets, and end-pages, with a print run of no fewer than 100 copies. "Professional-level prize or honorarium" is defined in this case as no less than $50. "Publication or sale" is defined to mean either publication, or the receipt of the aforementioned prize or honorarium; a verbal promise or the signing of an agreement shall not constitute sale until payment has been received.
  15. Recognized academic presses that do not pay advances will be considered acceptable credit for membership, provided the author can demonstrate proof of earned income within two years of a book's release that equals advance amounts as specified in the requirements for Active membership.
  16. A writer may qualify for Active status by mixing and matching work from different categories. However, this is a complex matter requiring review by the Membership Committee on a case-by-case basis.
  17. With the sole exception of comic books, self-published work can not be used for qualification purposes. "Self-published work" is defined as written material disseminated by the author (for example, email or electronic publications, publication on the author's Web site, or printed publications sold on consignment or solely by the author), or written material whose basic publication costs are defrayed in whole or in part by the author.

SECTION 4. It shall be required that the publication, publisher, or other entity making payment as described in Section 3 shall be one that pays the same qualifying rate to at least 90% of its contributors. This is necessary to avoid having members attain Active status through "traded" or other irregular sales at artificial rates.

SECTION 5. Since there is no reliable way of determining who contributed what to a collaborative work, every writer whose name appears as author of any qualifying work shall be permitted to claim that work as fully his own for the purpose of Active membership, so long as no more than three names are listed as author. No collaboration listing four or more authors shall be accepted as a membership credential. Up to three authors may be admitted to Active membership for the same qualifying work.

SECTION 6. The HWA has established these minimum standards not only in the interest of maintaining credible professional standards for Active members, but to discredit by implication those publishers who attempt to define lower rates as professional. The HWA recognizes that while the aforementioned rates are professional, many of them are nevertheless quite low, and neither body wishes to suggest that such payments are, in fact, adequate for any purpose other than establishing standards for Active membership. The HWA further recognizes that part of the duty of HWA is to improve the working conditions of the artists who comprise its Active membership; therefore, it is obligated to establish firm minimums for Active status, for by failing to do so it would be encouraging to some degree those publishers who unfairly exploit writers.

SECTION 7. Writers who have not yet met the criteria for Active membership in HWA, but do meet the criteria listed below, may join the Corporation as Affiliates. Affiliates shall pay the same dues as Active members, and shall receive the same publications and services as Active members, but lack certain rights available to Active members. HWA does not consider the criteria listed in this section to be acceptable evidence of professional standing. These criteria are meant only to show the professional intent of a prospective member. Affiliate membership requires one or more of the following:

  1. One or more publications or sales of short or long fiction in excess of 500 words each, sold at qualifying rates and containing one or more elements of horror or dark literature. Qualifying rates are defined in this case as $25 or more. "Publications or sales" is defined to mean either publication, or the receipt of payment for future publication; the signing of a contract shall not constitute sale until the first payment has been received.
  2. One or more publications or sales of non-fiction, role-playing supplements, comic book scripts, computer gaming scripts, or theatrical plays in excess of 500 words each, sold at qualifying rates and containing one or more elements of horror or dark literature or study, scholarship, criticism, or commentary thereon. Qualifying rates are defined in this case as $50 or more. "Publications or sales" is defined to mean either publication, or the receipt of payment for future publication; the signing of a contract shall not constitute sale until the first payment has been received.
  3. The publication or sale of at least one book-length work, fiction, nonfiction, or translation, sold at qualifying rates and containing one or more elements of horror or dark literature or study, scholarship, criticism, or commentary thereon. "Book-length" is defined as being in excess of 40,000 words. Qualifying rates for works published in book form are defined in this case as an advance of at least $200; the advance may be against royalties of no less than 1% of the retail price of the volume, or it may be a flat-rate payment. For works not published as independent volumes, such as magazine serials, qualifying rates shall be defined as one cent (1¢) or more per word. "Publication or sale" is defined to mean either publication, or the receipt of payment for future publication; the signing of a contract shall not constitute sale until the first payment has been received.
  4. The sale of one or more screenplays or the sale of one or more options for existing screenplays written by the applicant and related to the horror or dark fantasy genre(s) for television or theatrical film at qualifying rates. "Qualifying rates" are defined as $200 or more. "Sale" is defined to mean the receipt of payment; the signing of a contract shall not constitute sale until full payment has been received.
  5. Three or more separate publications or sales of individual poems of at least 10 lines each, sold at qualifying rates and containing one or more elements of horror or dark literature. "Qualifying rates" are defined in this case as a combined total of at least $15. "Publication or sale" is defined to mean either publication, or the receipt of payment for future publication; a verbal promise or the signing of an agreement shall not constitute sale until payment has been received.
  6. Self-published work can not be used for qualification purposes. "Self-published work" is defined as written material disseminated by the author or by a publisher in which the author has a material ownership interest or material executive position (for example, email or electronic publications, publication on the author's Web site, or printed publications sold on consignment or solely by the author), or written material whose basic publication costs are defrayed in whole or in part by the author.
  7. It shall be required that the publication, publisher, or other entity making payment as described in sub-sections i-vi of this clause shall be one that pays the same qualifying rate to at least 90% of its contributors. This is necessary to avoid having members attain Affiliate status through "traded" or other irregular sales at artificial rates.
  8. Since there is no reliable way of determining who contributed what to a collaborative work, every writer whose name appears as author of any qualifying work shall be permitted to claim that work as fully his own for the purpose of Affiliate membership, so long as no more than three names are listed as author. No collaboration listing four or more authors shall be accepted as a membership credential. Up to three authors may be admitted to Affiliate membership for the same qualifying work.

SECTION 8. Persons working as professionals other than writers in the field of horror or dark literature (including, but not limited to, editors, illustrators, literary agents, booksellers, institutions with a legitimate interest in the horror genre, such as high schools, colleges, universities, libraries, broadcasting organizations, film producers, publishers, or an individual associated with such an institution) may join the Corporation as Associates. Professionals are defined in this case as individuals or institutions able to demonstrate earned income from non-writing activities associated with horror or dark literature. Individual Associates shall pay the same dues as Active members, and shall receive the same publications and services as Active members, but lack certain rights available to Active members. Corporations or other business organizations joining as Associates shall pay dues and receive publications as stipulated in Article VII, Section 1.2 below.

SECTION 9. Persons working as Academics and who have an academic interest in the field of horror or dark literature may join the organization as Academic Members. Academics are defined in this case as individuals able to demonstrate an academic interest in the genre through research, teaching, writing or other appropriate activities. Academics shall pay the same dues as Active members, and shall receive the same publications and services as Active members, but lack certain rights available to Active members.

SECTION 10. Any person with an interest in horror or dark literature who does not qualify for Active, Affiliate, Associate or Academic Membership may join the HWA as a "Supporting Member". This specifically includes those who primarily intersect with horror or dark literature as readers or 'fans'. This form of Membership is provided to allow such persons to support the horror and dark literature genre.

  1. Supporting members will not have access to the Members Only section of the HWA website, which shall only be, from the enactment of this sub-clause, available for access by Active, Associate, Affiliate and Academic Members.
  2. Supporting Members are encouraged to volunteer their services to assist the organisation through its website, functions, promotions and so on.
  3. Supporting Members may not claim to be "Writer" members of the HWA under any circumstances. Those who qualify as Associate or Active Members should join those classes of Membership as soon as possible after qualifying.
  4. Supporting Members may be suspended from Membership or be removed from the Membership at any time upon a majority vote of the Board. Any activity that may bring the HWA into disrepute is prima facie sufficient reason for said suspension or termination. Any member suspended may regain Membership by majority vote of the Board. Any member terminated may not re-apply for Supporting Membership for a period of 2 years following said termination.

SECTION 11. All members of the Corporation are encouraged to submit recommendations for the preliminary ballot of the Bram Stoker Awards during the course of each year. However, Affiliates, Associates, Academics, and Supporting Members are not enfranchised to vote on the preliminary or final ballots of the Bram Stoker Awards, nor may they vote in the election of the Corporation's officers and trustees or the amendment of its Bylaws. Affiliates, Associates, Academics, and Supporting Members shall not be excluded from any business meeting, social function, or other event that HWA may be responsible for (other than meetings of the Board that are held in executive session, from which all persons other than members of the Board and invited attendees are excluded); under no circumstance shall any gathering of HWA's membership be open only to Active members.

SECTION 12. At this time the state of the marketplace is such that any form of requalification of membership is deemed unfeasible. The Board of the HWA reserves the right to re-evaluate this position at some future point in order to ensure that the organization maintains a professional stature and composition. Requalification standards may only be introduced on the majority vote of all Active Members of the HWA.

SECTION 13. HWA offers two forms of Dues:

  1. Individual Memberships: Dues for individual Supporting, Academic, Affiliate, Associate, and Active members are $69.00 per year. The Board of the HWA, by the vote of two-thirds of the officers and trustees then in office, may increase these dues for any future calendar year but must give at least three months notice to the Membership before doing so.
  2. Business Memberships: Business memberships are available only to entities that can show legally recognized business status and can demonstrate earned income substantial enough to qualify at the Associate level. Business members receive access to HWA's private web site for up to five people, all of whom must be bona fide employees of the business. Mailed materials are sent to a single address. Business members receive one listing (as "Associate") in the Directory. Business membership dues are $115.00 per year. The Board of the HWA, by a vote of two-thirds of the officers and trustees then in office, may increase these dues for any future calendar year but must give at least three months notice to the Membership before doing so.

SECTION 14. No member, no matter what level of Membership they hold, may use the mailing list for private purposes, under any circumstances.

SECTION 15. Any new individual member joining HWA between April 1 and June 30 shall pay 80% of the dues due for a calendar year. Individual members joining between July 1 and September 30 shall pay 60% of the dues due for a calendar year. And individual members joining between October 1 and November 30 shall pay 30% of the dues due for a calendar year. Individual members joining during the month of December shall pay 100% of annual dues, which will cover their membership through the end of the next calendar year. This applies only to persons, businesses, and families who have not been members of HWA at any time in the previous two years.

SECTION 16. Only Active members in good standing shall be eligible to serve as an Officer or Trustee of the HWA, to make nominations for such positions, and to vote in elections thereof. Only Active members in good standing may make nominations for these offices, or vote in elections for these offices. "In good standing" shall be defined in Article VIII, Section 2.

SECTION 17. The Board shall appoint a Membership Committee, consisting of three members of the Board ; along with a Membership Co-ordinator who shall not be a Trustee; one Active Member who is not a member of the Board; and one Affiliate Member. The Board shall designate one of such members of the Board as the Chair of the Membership Committee. Members of the Committee will serve until they either resign, are no longer members of the HWA of the category in which they were appointed to such Committee, or are removed by a majority vote of the Board. The Chair will serve until such person is no longer a trustee, resigns as Chair, or is removed as such by a majority vote of the Board.

SECTION 18. In the absence of action by other members of the Membership Committee, Membership Chair shall act for the Committee. Any member of the Membership Committee may require that the entire Committee review any action by the Membership Chair, and a majority vote of that Committee shall have final authority in all membership matters.

SECTION 19. The Membership Committee shall satisfy itself in the case of each member that the requirements for membership have been met, and shall have discretion to decide whether any publication or work, and/or proof thereof, is acceptable as qualification for Active membership in HWA.

SECTION 20. However, once any member has been admitted to HWA, or any credential accepted as qualification for Active membership in HWA, that decision shall not be reversed unless there is clear evidence that the Membership Committee was misinformed of the facts of the case.

SECTION 21. No change to any membership criteria in these Bylaws shall be applied retroactively to change the membership status of a member of HWA.

SECTION 22. In accordance with Article VIII, Section 2, members joining after the last day of February shall not be eligible to vote in the election of officers in that year.

SECTION 23.  

  1. Any member may, by notice in writing to the Membership Co-ordinator, resign from membership in HWA. It shall be the responsibility of the Membership Co-ordinator receiving such a resignation to inform the elected officers.
  2. In the event that a member resigns, his or her name shall be promptly removed from all mailing lists and other current membership records of the Corporation. No person shall have authority to refuse a resignation.
  3. In the event of a resignation, no part of the departing member’s dues shall be refunded.

SECTION 24. The Board may, by a vote of 80% of the officers and trustees then in office, expel any member for good and sufficient cause. For avoidance of confusion, 80% of the officers and trustees then in office must vote to expel the member in order for such expulsion to be effective. In the event of expulsion, the expelled member’s dues, if paid, shall be refunded on a pro rata basis. An expelled member shall be reinstated if the Board shall receive a petition for reinstatement signed by a number of Active members equal to no less than two-thirds of the Active membership as of the date of receipt.

SECTION 25. Any person not otherwise eligible for Active membership may be elected as an Honorary member by unanimous vote of the Board, or may, at the discretion of the President in consultation with the trustees, be offered this special status upon receipt of the Bram Stoker Life Achievement Award. Honorary members shall pay no dues and may not nominate or vote in the election of officers or trustees, nor serve as officers or trustees, but shall otherwise have the rights and obligations of Active members.

SECTION 26. Exemption from Dues. Members may only be exempted from Dues in accordance to sub-clauses i, ii, or iii of this Clause. Should such members resign or be expelled from the HWA and then rejoin they will not be exempt from paying dues. Members exempted from dues by these sub-clauses shall otherwise have the rights and obligations of Active members. Members may not be exempted from dues for any reason other than those given in this Section III Clause 25.

  1. Recipients of the Bram Stoker Life Achievement Award (see Section XI, Clause 3), and members who have been exempted from HWA dues for life, as at 30 June 2009 are exempt from dues for the period of their lifetime. Recipients of the Bram Stoker Life Achievement Award from 1 July 2009 will automatically be offered exemption from HWA dues for the period of their lifetime.
  2. Presidents of the HWA who have served at least one term as President will be offered exemption from HWA dues for as long as they maintain membership of the HWA.
  3. The Board may by unanimous vote waive the payment of dues of any Member for the sole reason of financial hardship and for a period to be determined from time to time by the Board.
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