Charter, version by Harrie Lalieu

PREAMBLE

General Mission Statement

EuroCRIS is established in Europe to be the internationally recognized point of reference for all matters relating to CRIS: Current Research Information Systems.

EuroCRIS is established to provide a not for profit organization to address issues of current research information systems (CRIS). Issues are, but not limited to: expertise, projects, institution, facilities and products (including publications) databases; standards and guidelines; best practice; data access and exchange mechanisms; and to address other data standardization issues within the realm of research, training and development (RTD, R&D), in a timely and efficient manner. The group identifies and resolves issues and recommends management actions that support the accelerated implementation of data standards and best practices. As the single focal point for all such activities, EuroCRIS will seek to coordinate data requirements among global entities. In the realization of its mission EuroCRIS capitalizes on international developments in science and science policy, particularly with reference to the European Research Area (ERA) and the evolving needs of user groups.

Authority

Due to the demonstrated need for such a body, EuroCRIS was established initially as an informal organization in 1995. EuroCRIS has developed into a platform of technical and scientific experts, who in a schedule of biannual meetings and biennial conferences discuss the latest developments and decide on action plans and programs. With the increasing workload and complexity of tasks, the proceeding internationalization of research, the increasing mobility of researchers the forthcoming implementation of the ERA and the increasing importance of research information, a more formal organizational structure has been established to meet the mission. Structure, identity and procedures have been laid down in the statutes hereafter.

STATUTES

(as confirmed by the EuroCRIS Assembly, November 2, 2001)

Statute 1 - Name and Corporate Identity

1.1 – Name

The members of the Platform on Current Research Information Systems decide to establish a mutual organizational network called EuroCRIS. It is a not for profit organization.

1.2 - Corporate Identity

EuroCRIS has a logo and therefore ‘brand identity’. A domain name, www.eurocris.org, has been acquired.

Statute 2 - Mission and Objectives

2.1 - Mission

EuroCRIS is established in Europe to be the internationally recognized point of reference for all matters relating to CRIS: Current Research Information Systems.

EuroCRIS serves its membership and the global research community, and advances the field of CRIS through life-long professional development, the sharing of knowledge, and by fostering a sense of true community.

2.2 - Objectives

The primary goal of EuroCRIS is to act as a single forum for all interested individuals and organizations to enter into dialog and resolution of all matters related to the use of information technology in the conduct of all research information system business. EuroCRIS (through its members) is responsible for maintenance of standards and provision of advice in all matters relating to CRIS. Additionally, EuroCRIS supports standardized, streamlined information exchange across all aspects of the CRIS lifecycle as follows:

Apply and maintain internationally accepted standards and guidelines, and develop where necessary (e.g. Common European Research Information Format – CERIF)
Build and maintain an RTD thesaurus
Establish a “one-stop shop” portal/gateway to global CRIS
Set up a European database of RTD endeavors
Adhere to principles of best practice
Include the management of the Code of Good Practice (CGP)
Provide a forum for exploring and exploiting new and emerging concepts and technologies (incl. data quality, standards, etc…)
Nurture a community of CRIS practitioners and users
Addressing the needs of the CRIS user groups

Statute 3 - Roles and Responsibilities

EuroCRIS will:

On request provide advice to any national or international body on any aspect of CRIS
Maintain documentation on CRIS standards and best practice
Encourage new initiatives in the field and disseminate experience

Statute 4 - Membership

4.1 - Membership types

Membership will be open to any organization or individual who is interested in CRIS.

There shall be four types of members:

National Members

A National Member shall be a scientific academy, research council, national scientific institution or association of such institutions, which has activities in the policy making, production, coordination and/or evaluation of national current research information systems

Institutional Members

An Institutional Member shall be a university, information center, advisory body or any other type of public or private organization involved in the production, compilation and/or coordination of current research information systems

Affiliate Members. An international body, representing a group of nations on the basis of some regional or other relationship and having an interest in the work of EuroCRIS and in transnational information systems, may become an Affiliate Member of EuroCRIS
Individual Members

Any person engaged in CRIS activities as well as any full-time Ph.D. student (proof required)

The Executive Committee, pursuant to procedures established by the membership, shall approve applications for membership in EuroCRIS. The Executive Committee, pursuant to the guidelines set forth herein, shall determine membership eligibility, qualification and any other interpretive guidance set forth by the membership.

4.2 - Membership Dues

Membership annual dues are set at 300 Euro for National, Institutional and Affiliate Membership and 100 Euro for Individual Membership. A discount of 50% will be given to full-time Ph.D. students.

Statute 5 - Administration

The administration of EuroCRIS shall be executed by:

(a) The EuroCRIS Assembly (see Statute 6)

(b) The Executive Committee (see Statute 7)

Statute 6 - EuroCRIS Assembly

The EuroCRIS Assembly is the highest authority of EuroCRIS and shall determine its general policy.

6.1 - Functions of the EuroCRIS Assembly

The EuroCRIS Assembly shall have, in particular, the following functions:

- to elect Officers of the Executive Committee

- to govern EuroCRIS and to direct its work

- to assign duties to the Executive Committee

- to examine the report of the Executive Committee and the financial report

- to determine the fields in which Task Groups shall work and to confirm or reject the establishment or continuation of Task Groups.

6.2 - Annual Business Meeting

There shall be at least one meeting of EuroCRIS’s membership each year. This meeting shall be designated the Annual Business Meeting, the purpose of which shall be the transaction of EuroCRIS business and to exert the functions mentioned under 6.1. Annual Business Meetings shall be held during the last quarter of each calendar year, unless otherwise designated by resolution of the Executive Committee. The President, with the consent of the Executive Committee, may provide by resolution the time and place for the any additional business meetings of the membership.

6.3 - Special meetings

Upon a resolution of the Executive Committee or when petitioned by at least ten percent (10%) of the members, the President shall be required to convene a special meeting of the membership.

Notice of any meeting of the membership, other than the Annual Business Meeting, shall be received by each member by mail, overnight courier, facsimile, or other mode of written transmittal, not less than 30 days, and must include the time, date, place, and purpose of such meeting. Any member may waive notice of any meeting before, at or after such meeting.

6.4 – Quorum

At least one-third (1/3) of the voting members of the membership shall constitute a quorum at all meetings of the membership for transaction of business, except as otherwise provided. If less than one-third of the voting members are present at said meeting, a majority of the members present may adjourn the meeting without further notice.

6.5 – Manner of acting

Any action required to be taken or which may be taken at a meeting of the membership may be settled without a meeting if a consent in writing, setting forth the action so taken, shall be signed by all of the members entitled to vote with respect to the subject matter thereof.

Any action required to be taken or which may be taken at a meeting of the membership may be settled without a meeting if duly approved by a written mail or facsimile ballot of the membership. Such written mail or facsimile ballots shall be subject to the same minimum approval and quorum requirements as are required for votes taken at a meeting of the membership.

The President will schedule EuroCRIS work items on the agenda, as required. EuroCRIS will maintain a calendar identifying meetings and other factors affecting the work of EuroCRIS.

Statute 7 – The Executive Committee

The Executive Committee of EuroCRIS shall consist of the Officers (see Statute 8) together with the chairpersons of Task Groups. In making elections to the Executive Committee, attempts should be made to strike a balance as regards type of membership and countries and to provide specialized expertise relevant to currently important EuroCRIS activities.

7.1 - Annual Meeting of the Executive Committee

Annual meetings of the Executive Committee shall be held at a time and place designated by resolution of the Executive Committee. The Executive Committee shall meet at least twice annually, once in conjunction with the Annual Business Meeting and at such other times as determined by the President or at the request of the Executive Committee. The Executive Committee may provide by resolution the time and place for the holding of additional regular meetings of the membership.

7.2 - Special Meetings

Special meetings of the Executive Committee may be called by or at the request of the President or a member of the Executive Committee. The person or persons authorized to call special meetings of the Executive Committee may fix the time and place.

7.3 - Quorum

A majority of the voting Executive Committee members in office shall constitute a quorum for the transaction of business at any meeting of the Executive Committee, provided that, if less than a majority of the Executive Committee members are present at said meeting, a majority of the Executive Committee members present may adjourn the meeting without further notice.

7.4 - Manner of Acting

Any action required to be taken or which may be taken at a meeting of the Executive Committee may be settled without a meeting if a consent in writing, setting forth the action so taken, shall be signed by all of the Executive Committee members entitled to vote with respect to the subject matter thereof.

7.5 - Removal or Resignation of Executive Committee Members

Any Executive Committee member may be removed from office at any time by the affirmative vote of a least two-thirds (2/3) of the eligible votes cast by members entitled to vote for the election of such Executive Committee Members, whenever in their judgement the best interests of the membership would be served thereby.

Any Executive Committee member may resign at any time by giving written notice to the President, Secretary, or to the Executive Committee. Such resignation shall take effect at the time specified in such notice, or, if no time is specified, at the time such resignation is tendered.

7.6 - Vacancies

Any vacancy occurring in the Executive Committee because of death, resignation, or removal, shall be filled by the Executive Committee among its own members for the unexpired portion of the term.

Statute 8 – The Officers

8.1 - Functions

EuroCRIS shall elect a President, a Vice-President, a Secretary and a Treasurer.

8.2 – Terms of Office

The President shall be elected for a term of two years, which cannot be extended. The Immediate Past President shall remain an Officer for the first two years following the conclusion of his term of office as President.

The Vice-President, Secretary and Treasurer shall be elected initially for a term of two years with the possibility of a renewal for a further term not to exceed two years.

There will be a staggered start so that there is always some level of continuity in the Executive Commitee. Initially, and once only, the President and Vice-President shall be elected for a term of two years, the Treasurer for three years, and the Secretary for four years. This means that elections will be held every year for one position starting at the end of the second year.

The maximum, aggregate number of consecutive years which an individual may serve as Officer shall be six years. Upon completion of such a term of service, the individual shall not be considered eligible for election to any Executive Committee position for the next two years but may be considered after expiry of that two-year period.

8.3 – Manner of acting

Between meetings of the Executive Committee, responsibility for transacting the business of EuroCRIS is vested in the Officers. All decisions of the Officers shall be submitted for approval to the Executive Committee at its next meeting.

The Executive Committee may conduct postal ballots of the EuroCRIS members between Annual Business Meetings to obtain guidance on major issues.

Statute 9 – Task Groups

The EuroCRIS Assembly may appoint Task Groups in cases requiring extensive work beyond the normal EuroCRIS Annual Business Meeting schedule, for the examination of special topics, to plan new activities or to investigate immediate short-term problems. The President may authorize the Task Groups for the discretion and availability of Task Group members to meet projected user requirements.

Statute 10 - Elections

10.1 – Nominating Committee

A nominating committee of three persons, duly appointed by the EuroCRIS Assembly, shall certify to the President, on or before August 1 of each year, a slate of two or more candidates for each of the offices to be filled by election in that year. Provision shall be made in the ballot for write-in votes by the membership for all offices.

10.2 - Procedures

On or before September 1 of each year, the President shall forward a ballot to each member of EuroCRIS. Thirty (30) calendar days following the latest date on which any ballot was mailed, the election shall be declared closed and the ballots counted by the President or his or her designee, and the person or persons receiving the highest vote for each office shall be elected and shall be so certified. In the event that two or more candidates receiving the highest number of votes for a particular position receive the same number of votes, the candidates receiving equal votes shall engage in a runoff election, and a new ballot shall be sent to each member of EuroCRIS, after which the same procedure as set forth above shall be followed. If any two or more candidates receiving the highest number of votes in such runoff election receive the same number of votes, then the tie shall be broken by vote of the Executive Committee.

The results of the election shall be certified at the Annual Business Meeting.

The Executive Committee may call and conduct special elections as circumstances dictate. Generally, and as is reasonable and permissible, such elections shall be conducted in accordance with the procedures set forth above.

Statute 11 - International Cooperation

EuroCRIS recognizes that substantial work, including policy development and system design, is underway in a number of national and international agencies and will impact the work of EuroCRIS. EuroCRIS will consult with representatives from any such organization as technical experts and advisors in order to ensure that all EuroCRIS work products are consistent with overall accepted policy and IT initiatives.

Statute 12 - Fiscal Policy and Financial Administration

12.1 – Revenues

EuroCRIS shall acquire revenue through annual dues according to financial categories of membership as set by the EuroCRIS Assembly. EuroCRIS may also acquire income from grants, contracts, contributions, donations, publications and meetings.

EuroCRIS shall not assume expenses or debts exceeding the sum of liquid assets on hand plus membership dues, promised grants, contributions and other income receivable over the subsequent 12 months period.

12.2 – Authorization of accounts

All income of EuroCRIS shall be deposited in accounts authorized by the Officers. Only Officers or other persons so authorized by the Executive Committee may be signatories to contracts and disbursements.

12.3 – The Treasurer

The Treasurer is responsible for financial planning and budgeting for the Executive Committee and the EuroCRIS meeting. The Executive Committee shall meet the appropriate fiscal reporting requirements.

The Treasurer is also responsible for the safekeeping and expenditure of EuroCRIS funds and shall require accounts of expenses from recipients of EuroCRIS money. He or she shall prepare for approval by the Executive Committee and for submission to the EuroCRIS Assembly annual budgets and an annual account of expenditures. He or she will, with the approval of the Executive Committee, arrange for independent auditing of the accounts.

Statute 13 - Books and Records

EuroCRIS shall keep correct and complete books and records of account and shall also keep minutes of the Proceedings of its Executive Committee, Task Groups, and the EuroCRIS Annual Business Meeting.

Statute 14 - Limitation of Liability and Indemnification

14.1 - Limitation of Liability

The personal liability of the Officers, Task Group members, and EuroCRIS members is hereby eliminated.

14.2 - Indemnification

EuroCRIS shall indemnify and hold harmless each Officer, Task Group member and EuroCRIS member against any and all liabilities, costs and expenses (including legal counsel fees and expenses) reasonably incurred by him or her or on his or her behalf in connection with any civil action or proceeding to which he or she may be a party by reason of his or her being or having been an Officer, Task Group member, or by reason of any action alleged to have been taken or omitted by him or her in such capacity, except where the injury or damage was a result of:

(i) the willful misconduct of such person;

(ii) a crime, unless such person had reasonable cause to believe that the act was lawful;

(iii) a transaction that resulted in an improper personal benefit of money, property or services to such person; or

(iv) an act or omission that was not in good faith and was beyond the scope of authority of the Executive Committee, Statutes or By-laws.

Such indemnity shall be effective only in the event that the interested Officer, Task Group member, or EuroCRIS member provides the Executive Committee, within a reasonable time after the institution of such action or proceeding, written notice thereof. Such indemnity shall not be deemed exclusive of any other rights to which those indemnified may be entitled under any agreement or otherwise. Such indemnity shall insure to the benefit of the heirs, executors or administrators of each Officer, Task Group member, and EuroCRIS member.

EuroCRIS may purchase liability insurance for the indemnity specified above to the fullest extent as determined from time to time by the membership. Such liability insurance shall provide a minimum limit of coverage of not less than $ 200,000 per individual claim and $ 500,000 per total claims that arise from the same occurrence.

Statute 15 - Dissolution

EuroCRIS may be dissolved by a ballot vote of the membership if two-thirds (2/3) of the ballots cast are affirmative.

Statute 16 - Conflict Resolution

Conflicts will be referred to an ad-hoc group convened by the Executive Committee with membership from neutral parties to the dispute but with sufficient knowledge to resolve it. The group will report to the Executive Committee. The judgement shall be absolute for all parties.

Statute 17 – Proposal and Amendment of Statutes and By-laws

This Charter will be updated as required to meet evolving procedures, identified business needs, and direction from the membership. Questions or comments associated with this Charter should be referred to the current EuroCRIS President.

The President shall have the responsibility of interpreting the provisions of the Statutes and By-laws and shall rule on any questions in accordance with the applicable provisions and subject to any limitations set forth by the membership.

Amendment of the Statutes and By-laws can be recommended by either the Executive Committee or upon petition of 10% of the membership.

Proposed changes shall be:

a) submitted in writing to the President no later than August 1;

b) distributed to members at least thirty days prior to the Annual Business Meeting;

c) discussed at the next Annual Business Meeting, at which time they may be amended by a majority vote of those members in good standing in attendance, provided there is quorum present at the meeting;

d) distributed with appropriate revisions and a ballot to members no later than December 15 in the same year;

e) declared in effect 30 days thereafter if two-thirds (2/3) of the ballots cast are affirmative.

Statute 18 – Interpretation

The English text of the Statutes and By-laws comprising this Charter shall be considered as authoritative. In matters not covered by this text, the Executive Committee will act at its discretion.

BY-LAWS

By-law 1 – Regarding Attendance at Meetings

Because of the wide range of CRIS business areas, members are not expected to be functional experts in all matters falling under the purview of EuroCRIS. Accordingly, any EuroCRIS member may propose to augment attendance at any meeting – to be decided upon by the Executive Committee – with functional business experts and observers in order to ensure that a sufficient degree of expertise and consideration is provided to the subject under review. Nevertheless, voting responsibility continues to reside only with the voting member.

Any person participating in a meeting of the membership may participate by means of conference telephone or by any means of communication by which all persons participating in the meeting are able to hear one another and otherwise fully participate. Such participation shall constitute attendance in person at the meeting.

Any person participating in a meeting of the Executive Committee may participate by means of conference telephone or by any means of communication by which all persons participating in the meeting are able to hear one another and otherwise fully participate in the meeting. Such participation shall constitute attendance in person at the meeting.

Whenever any notice whatsoever is required to be given, a waiver thereof in writing signed by the person or persons entitled to such notice, whether before or after the time stated therein, shall be deemed equivalent to the giving of such notice. Attendance at a meeting shall constitute a waiver of notice of such meeting, except where the person attends such meeting for the express purpose of objecting to the transaction of any business because the meeting was not lawfully called.

By-law 2 – Regarding Voting Privileges

Each individual EuroCRIS member will hold one vote.

Each National, Institutional or Affiliate Member is entitled to delegate at most three voting representatives, who are considered to be authorized by their organizations; additional representatives or experts from one organization will have no voting rights.

The total number of votes of all types of membership from one nation shall not exceed six.

Decisions are made generally by unanimous agreement after discussion using email or other electronic means. If there is not unanimity a motion is proposed by the protagonist and a vote is called. There will be at least 20 days between the emailing of the motion to be voted and the vote close date. Motions to be voted can also be raised at meetings. Approval of any matter under vote will result from a simple majority of votes cast by EuroCRIS members in attendance at the meeting at the time a vote is taken. No provision will be made for providing proxies or accepting votes from members not in attendance.

By-law 3 – Regarding Postal Ballots (cf. Statute 8.3)

The following procedures will be used by the Executive Committee in conducting postal ballots.

In order to give EuroCRIS members time for consultation, the deadline stipulated for the receipt of the returned ballot papers shall not be less than 8 weeks after the date of their dispatch. If necessary, the answer may be given by fax or email, but it must be confirmed in writing.

On the ballot paper the EuroCRIS members will be given the opportunity to object to the issue being decided by the Executive Committee and to request that the decision be made at the subsequent Annual Business Meeting.

Members who object will be requested to state their reason for doing so in writing to the Secretary. These replies shall be circulated to the EuroCRIS members with the request for additional comments.

By-law 4 – Regarding Task Groups

The Executive Committee shall propose to the EuroCRIS Assembly the need for Task Groups consistent with the provisions of Statute 9. The power to establish Task Groups is vested in the EuroCRIS Assembly.

Proposals for the establishment of Task Groups shall be solicited by the Executive Committee from the EuroCRIS members beginning at least 6 months in advance of the Annual Business Meeting.

The clearly stated tentative objective, budget and work plan, including a timetable for completion as appropriate, of every proposed Task Group shall be mailed to the EuroCRIS members at least 8 weeks in advance of the Annual Business Meeting.

The President, in consultation with the Executive Committee, shall appoint the chairperson of each Task Group. The chairperson in turn shall formulate the terms of reference of the Task Group, its detailed work plan and the proposed list of members.

The proposed list of members shall be sent to the EuroCRIS members for their comments. The final list of members, when confirmed and approved by the Executive Committee, shall be sent to the EuroCRIS members.

The continuation of all Task Groups shall be subject to reconfirmation at each Annual Business Meeting on the basis of a progress report and proposals for future activities to be mailed to the EuroCRIS members by the Secretary eight weeks in advance of the Annual Business Meeting.

The ballot for establishing Task Groups, and approving their continuation, will provide for the casting of either a “Yes” or a “No” vote for each Task Group. A Task Group must receive more “Yes” than “No” votes to be established or to be approved for continuation. Failures to vote for a given Task Group will be ignored in determining majority. Approval does not necessarily imply funding of the proposed budget of the Task Group.

The term of office of the Task Group chairpersons will be two years and may be renewed for two additional terms of two years each. He or she may continue to serve as a member of the Task Group.