IAC Rules of Procedure

IAC Rules of Procedure 2005

Adopted under Article 4.2.k. of the IAC Bylaws 2005



SECTION I:  ELECTIONS AND APPOINTMENTS

Article 1:  Election of IAC members from among IAP member academies

1.1    No later than 31 January of the year preceding the expiration of the term of
         an IAC Board, the IAC Co-Chairs shall request the Co-Chairs of the
         InterAcademy Panel on International Issues (IAP) to call for nominations from
         among IAP member academies for membership of the IAC.
1.2    Within one month after the deadline for submitting nominations the IAC Co-
          Chairs shall request the IAP Co-Chairs to conduct a vote by email among IAP
          member academies to determine an order of preference among the academies
          that have been nominated for IAC membership.
1.3    At the same time, the IAC Co-Chairs and the IAP Co-Chairs shall create an
         Election Committee consisting of themselves plus one person appointed by the
         IAC Co-Chairs from among the representatives of  IAC members and one person
         appointed by the IAP Co-Chairs from among the members of the IAP Executive
         Committee.
1.4   With the nominations received and the ranking of these nominations as
         guidelines, the Election Committee shall, by consensus, develop a proposal to
         elect 15 members of the IAC. That proposal shall meet the following criteria:
         a.   Proposed members of the IAC shall be drawn exclusively from IAP member
                academies;
         b.   Proposed members of the IAC shall be ready and able to contribute to the
                 work of the IAC;
         c.   Of the 15 members to be elected 10 shall be re-elected from among the
                present members of the IAC and 5 shall be new members;
         d.   There shall be balance between members from developing countries and
                 members from industrialized countries; and
         e.   There shall be balance among the regions of the world.
1.5    The Election Committee shall submit its proposal to the outgoing IAC Board not
          later than 1 July of the year preceding the expiration of the term of that Board.
1.6    The proposal of the Election Committee shall be approved with a two-thirds
          majority vote of all members of the IAC. If the vote does not result in approval,
          the Election Committee shall reconsider its proposal and re-submit it to the IAC
          Board for approval.
1.7   The IAC Co-Chairs shall inform the members that rotate off the IAC and the newly
         elected IAC members of the outcome of the election process, requesting the
         new members to inform the IAC Executive Director of the name of the person to
         represent them on the IAC Board.

Article 2:  Election of Co-Chairs

2.1    As soon as a new Board has been elected, the Co-Chairs of the outgoing Board
         shall initiate a consultative process involving all Board members, present and
         new, to seek nominations for new IAC Co-Chairs.
2.2    Based on these consultations the Co-Chairs shall develop a proposal to the
         outgoing Board on the new IAC Co-Chairs. The outgoing IAC Board shall submit
          a proposal to the new IAC Board to elect new Co-Chairs only when it is satisfied
          that such a proposal has broad support among the new IAC members.

Article 3:  Appointment of Executive Director

3.1   Not later than one year preceding the end of the term of the IAC Executive
         Director, the President of the academy hosting the IAC Secretariat shall request
         the IAC Co-Chairs to appoint a Search Committee.
3.2   If the Executive Director seeks re-appointment the Search Committee shall first
        decide on his candidacy.
3.3   If the Executive Director does not seek re-appointment or if the Search
         Committee decides to seek additional candidates, the Committee shall request
         the IAP Co-Chairs to ask IAP member academies to nominate candidates for
         Executive Director. The Search Committee may decide to advertise the position
         in public media.
3.4   When the Search Committee has selected one or more candidates, it shall
        submit a proposal to the IAC Board for approval with a two-thirds majority vote of
        all members of the IAC.

Article 4:  Election of host academy

4.1   If a new host academy needs to be elected, the IAC Co-Chairs shall request the
        IAP Co-Chairs to seek nominations from among IAP member academies. Taking
        account of the nominations so received, the IAC Co-Chairs shall submit a
        proposal to the IAC Board at least one year before the new host academy is to
        take office.
4.2   The IAC Board shall elect the new host academy with a two-thirds majority vote of
         all members of the IAC.


SECTION II:  ON IAC STUDIES


Article 1: Initiating a study
1.1   Proposals for an IAC study may originate from a requesting agency, such as an
         intergovernmental organization or a national government, or from the IAC Board.
         When a request for a study is received, the IAC Executive Director shall arrange
         for a formal proposal for the study to be prepared. Such a proposal shall
         describe purpose, audience, scope and methodology of the study and it shall
         outline a budget for its completion.
1.2    The IAC Co-chairs may appoint an Organizing Committee to assist in the
         preparation of a study proposal. If the IAC Co-Chairs intend the members of such
         an Organizing Committee to become members of the study panel to be
         established at a later stage, they shall consult with the Co-Chairs of the IAP
         and, if appropriate, with the Co-Chairs of the IAMP and/or CAETS to ensure
         compliance with the nomination procedure set forth in article 2 below.
1.3    A proposal for a study shall be placed before the IAC Board by the IAC Co-
         Chairs. The Board shall approve a study proposal with a two-thirds majority vote
         of all members of the IAC.  In deciding on a study proposal the Board shall be
         guided, inter alia, by the following considerations:
         a.    The importance of the issue;
         b.    The timing of the study;
         c.    Engagement of target audiences;
         d.    Previous studies and related activities;
         e.    Likely impact on policy-making;
         f.     Range of competencies required for the study;
         g.     Possible dissemination mechanisms; and
         h.     Availability of funding.
1.4   If a study proposal is approved by the IAC Board, the IAC Co-Chairs shall initiate
         the nomination procedure set forth in article 2 below, while the IAC Executive
         Director shall ensure that all necessary contractual arrangements with
         requesting agencies or funding organizations are made.
1.5   The IAC Executive Director shall also prepare a proposal on the staffing of the
         study and after approval of this proposal by the IAC Co-Chairs, the Executive
         Director shall appoint the staff of the study.

Article 2: Study panel formation
2.1   When the IAC Board has approved a proposal for a study, the IAC Co-Chairs
         shall: (i) inform the Co-Chairs of the IAP and the IAMP and the President of
         CAETS of that decision; (ii) request the IAP and IAMP Co-Chairs and the
         President of CAETS to communicate the decision of the IAC Board, as well as
         the study proposal, to IAP, IAMP and CAETS member academies; and (iii)
         request the IAP Co-Chairs and, if appropriate, the IAMP Co-Chairs and/or the
         President of CAETS, to request IAP, IAMP and/or CAETS member academies
         to submit nominations for membership of the IAC study panel to be established
         for the study. Such nominations shall be sent directly to the IAC Executive
         Director, preferably in a format established by the IAC.
2.2    Nominations for study panel membership may also be made: (i) by the
         organization or organizations requesting the study; (ii) personally, by the
         Presidents, or their designated representatives, of IAC member academies; and
         (iii) personally, by the Co-Chairs of IAC, IAP and IAMP and the President of
         CAETS.
2.3    The IAC Executive Director shall prepare a survey of all nominations received
          and, on that basis, the IAC Co-Chairs shall develop a proposal on the
          membership of the study panel to be established. In developing this proposal
          the IAC Co-Chairs shall seek to achieve a balance, inter alia, between regions
         of the world, nationalities, disciplines, experience, age and gender. They shall
         also seek to ensure that no (potential) member has a conflict of interest or bias
         that disqualifies from serving on the study panel to be established.
2.4    The IAC Co-Chairs shall submit their proposal on the membership of a study
          panel to the IAC Board for approval with a two-thirds majority vote of all
          members of the IAC. In their proposal the Co-Chairs shall indicate the persons
          to serve as Chair or Co-Chairs of the study panel.

Article 3: Review draft report
3.1    All IAC reports shall be subject to independent review by experts not involved in
          the preparation of the draft report. Review shall take place immediately after the
          study panel has formally approved the draft report.
3.2.   Reviewers shall be asked whether in their judgment the evidence and arguments
         of a draft report are sound and whether the draft report is fully responsive to the
         charge of the study panel. Reviewers shall not be asked to agree or disagree
         with the findings of a draft report.
3.3    The IAC Co-Chairs shall ask the Presidents, or their designated representatives,
          of IAC member academies to nominate persons qualified to serve as reviewers.
          Reviewers shall be appointed by the IAC Co-Chairs.
3.4    The IAC Co-Chairs shall also appoint review monitors to advise them whether or
          not the study panel has dealt adequately with the comments and observations
          received from reviewers.
3.5    The IAC Board shall adopt, with a two-thirds majority vote of all members of the
          IAC, special guidelines and procedures to make the review process as
          transparent as possible to all concerned.

Article 4: Report publication
4.1    In deciding on the release of a (draft) IAC report for publication, the IAC Co-
          Chairs shall consult with the review monitors on the manner in which the study
          panel has dealt with the comments and observations of the reviewers.
4.2    If the IAC Co-Chairs decide that a (draft) IAC report is ready for publication, they
          shall submit a proposal to the IAC Board on the manner and mechanisms of
          report dissemination. The report shall be released for publication after the
          approval of that proposal by the Board with a two-thirds majority vote of all
          members of the IAC.
4.3    The text of IAC reports shall be identical to the final text approved by the study
          panel after review. Format and style of IAC reports shall be determined by the
          IAC, while the role of the IAC in the preparation of the report shall be explained
          in the front or the back of IAC reports.

Article 5:  Short-term advisory projects

5.1    For reasons of timing or urgency the IAC Board may decide, with a two-thirds
         majority vote of all members of the IAC, that a study be undertaken as a short-
         term advisory project.
5.2   The above rules on study initiation, panel formation, review and publication shall
         apply to such advisory projects to the extent possible.
5.3   The IAC Board may adopt, with a two-thirds majority vote of all members of the
         IAC, special guidelines for short-term advisory projects.