Guidelines on the Organisation and Functionning of IASIA Groups
1. Working Groups are the principal means of achieving IASIA’s aims and objectives. Their reports, recommendations and other materials are primarily for the use of participating institutions.
2. The Programme Committee shall consist of the Vice President for Programme as the Chairperson and of representatives from each region. The representatives shall be appointed by the President for three-year terms, after consultation with the Vice President for Programme and the Regional Vice Presidents.
3. The composition of Working Groups shall assure a representation of varying views, subject-matter areas, and different regions of the world.
4. Those persons wishing to establish a new Working Group shall prepare a proposal which sets out:
a) the purpose and goals of the Working Group and its estimated duration (normally not to exceed three years);
b) the relevance of the proposed Group to IASIA aims and objectives;
c) the likely extent of other institutional interest in the topic;
d) a framework of action;
e) a tentative plan for future activities;
f) responsibility for project direction and the resources available to the Project Director.
5. This proposal shall be submitted to the meeting of the IASIA Programme Committee at which new proposals are to be considered.
6. The Vice President for Programme may schedule at the annual conference one or two ad hoc meetings of a proposed new group to see how much interest there is in the group’s subject-matter.
7. The vice President for Programme will receive all new proposals, and, after consulting the Programme Committee and the IASIA President, will submit a recommendation to the Board of Management for approval or disapproval. The Vice President for Program, in consultation with the Programme Committee, may recommend the dissolution of groups which have outlived their usefulness. If for any reason a Project Director is unable to discharge his or her functions, the Vice President for Programme will make whatever arrangements are necessary to fulfil IASIA’s objectives. The Programme Committee may authorise creation of a new Group on an interim basis; however, the continuation of the Group requires approval of the Board of Management at its next meeting.
8. Each Working Group shall consist of a Chairman, a Project Director (or Co-Project Directors where desirable) who is the executive officer of the Group, and other members. Due consideration shall be given to equitable composition of the officers of a Working Group in terms of representation of different regions of the world.
9. Working Groups will set long-term objectives (usually over a three-year period).
10. Working Groups will divide their activities into long-term and short-term activities.
a) Long-term activities are those which fulfil the objectives of the Group as set out in its three-year plan.
b) Short-term activities are those which relate to a particular annual conference.
11. Project Directors will set the topic of the sub-theme well in advance of the annual conference and will circulate a paper which explains the issues involved in the sub-theme and relates the sub-theme to the broader objectives of the Group. Persons preparing papers for the conference will be encouraged to relate their papers to the sub-theme. At the first meeting of the Group at the Annual Conference, the Project Director or his/her designate will make an introductory presentation on the sub-theme chosen for the particular conference.
12. Project Directors will ensure that at least one copy of each paper is made available to the IASIA secretariat to ensure:
a) duplication of the papers in good time for the conference.
b) complete files for reference.
13. Each Working Group shall present at each IASIA Conference a report of its activity at the appropriate plenary session of the conference. Project Directors are required to send their written report to the Programme Committee Chairperson as soon as possible, or roughly two-three weeks after the end of the Conference. The Working Group Reports will focus more on the substance than the process of the Group’s activities.
14. Project Directors are responsible for the follow-up work performed by their working group between two conferences. By November 30 of each year, Project Directors shall send a report to the Vice President for Programme which will provide a statement of progress made since the previous conference and plans for the next conference. These reports shall be circulated to all IASIA members by the Brussels office.
15. For some Working Groups three years might be too short a time for the Groups to complete their work. It was agreed, however, that at the end of three years any Group that has not completed its work should have to justify its continuation.