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IAPSS General Assembly, May 2020

Before participating, read all the instructions and linked documents below.

There are many pages of minutes, motions, reports, and candidates’ documents that you will be voting on, and it is important that you make informed decisions. Going through documents at the last minute can lead to additional misunderstandings that can make the GA much longer and unnecessarily arduous.

You Need an IAPSS Membership to Participate

Check that your membership is updated and that you can log into your member account on the IAPSS website well before the General Assembly. IAPSS memberships can be purchased via the online store. If you have problems logging into your account, please contact secgen@iapss.org.

You Can Submit Motions and Candidacies Until May 9, 2020 at 23:59 CEST

The Agenda for the May 23, 2020 IAPSS General Assembly is provided below. Appendices will be added as they arrive an as motions are submitted. The deadline for motion submissions and candidate applications is May 9, 2020 at 23:59 CEST. All motions and applications must be sent to secgen@iapss.org.

Examples of Motions to Submit: proposed changes to the IAPSS Legal Framework, proposals for what IAPSS should do as an organization, topics the IAPSS membership should discuss

Examples of What Not to Submit: concerns with IAPSS of a personal nature, motions that do not align with the IAPSS Legal Framework and in particular the Code of Conduct, motions that do not align with the laws of the Netherlands (the country IAPSS is incorporated in). If a motion falls into any of these categories, there is a chance that it will be ruled out of order by the General Assembly chairperson and not be added to the General Assembly agenda.

Confirm Your Attendance on the Day of the GA

Please confirm your attendance by filling out the General Assembly attendance form.

How to Join the Online GA

To participate in the General Assembly discussion, click the link to the Google Hangouts Meet here or copy and paste (https://meet.google.com/vov-njjd-orv) into another tab in your internet browser. You will need to keep a tab with this page open to participate in votes. You can also join by phone at +1 216-525-9576‬ and enter the PIN: ‪504 903 177‬# , though we recommend trying the link first to avoid any potential phone fees.

The Google Hangouts Meet can accommodate an estimated 100 participants. If the online meeting is full, you can still participate via our auxiliary YouTube Livestream, which will go live at 18:45 CEST. This Livestream can be accessed here: https://youtu.be/YEB62UI3RNA. Please note that if you are only participating via the YouTube Livestream, you will only be able to communicate via the Livestream chat.

How Does the GA Work?

The General Assembly operates according to Robert’s Rules of Order, Newly Revised. This is a standardized set of procedures for making decisions as a group. While detailed information about these procedures can be found online, here are some tips for beginners:

  • The meeting is led by a chairperson confirmed by the General Assembly at the start of the meeting. The chairperson’s job is to ensure the rules are followed and that the General Assembly takes place in an orderly and respectful fashion.
  • Minutes are taken at this meeting and posted online once confirmed by a vote at the next General Assembly. This means that discussions and results of votes will be recorded. It also means that the General Assembly will vote to confirm the minutes from the last General Assembly that took place on December 28, 2019. Confirming the minutes means that members agree the minutes are accurate and sufficiently detailed. The General Assembly is also audio recorded to ensure accurate minutes and to serve as an archive for future years. By attending the General Assembly, members consent to have their contributions recorded in written and audio form.
  • At the start of the meeting, the General Assembly must confirm the agenda. This means that members agree that the points on the agenda are the ones they want to talk about and/or vote on. Sometimes, members may wish to change the order of points or add or remove items. To change the agenda, a member must motion to do so and another member must second it. The next bullet point explains motions.
  • Members initiate decisions to be discussed or voted on at the General Assembly through motions. A motion is something a member wants to be enacted through the general assembly. When the chairperson notifies them that it is their turn to speak, a member can express that they want to move a motion and then must outline what it is they want to happen. Motions require a seconder or another member who expresses that they too want the motion to be discussed and/or voted on. Once a motion is moved and seconded, it can be discussed and voted on. Motions can be used to adjust procedures, like a call for a recess, or can be used to amend proposals that are being voted on, like adding another sentence to one of the Legal Framework Amendments linked below.
  • If the mover of a motion considers an amendment to the said motion to be friendly, or in other words, the mover agrees with the amendment, the amendment can be adopted without a vote.
  • There are other points members can raise that do not require a seconder. A point of information can be raised to ask a question about the procedure, which can help if a member does not know what is going on or if they want to know why something is happening. A point of order can be raised to express that the correct procedures are not being followed. A point of personal privilege can be raised if there is something that is preventing a member from engaging in the General Assembly, like if they cannot hear, if they cannot access a linked document, or if there is another kind of technical malfunction.
  • If members believe that the chairperson is not fulfilling their duties properly, they can move to challenge the chair, which leads to a vote on removing the chair and then the selection of a new chairperson.
  • If someone present is not behaving respectfully, they can be censured either by the chairperson or by a motion. If censured, a member will be removed from the online General Assembly space for the amount of time designated by the chairperson or the motion.

What is the IAPSS Legal Framework?

The IAPSS Legal Framework comprises IAPSS’ guiding documents that oversee how it operates. The current Legal Framework can be accessed here. You should read through the Legal Framework before the General Assembly because you will be voting on amendments to it.

There are three kinds of documents in the Legal Framework: statutes, regulations, and policies.

Statutes are the most powerful of the documents that outline the basic organizational structures of IAPSS. They must be compliant with the law of the Netherlands, the country that IAPSS is incorporated in, so there are limitations on what can be amended. Also, amendments must be written in Dutch and passed by two thirds (2/3) of those present at a General Assembly where at least 10% of the total IAPSS membership is present.

Regulations outline more intricate details than what is specified in the statutes. They require a majority General Assembly vote to amend.

Policies outline non-operational matters, like what stances IAPSS takes on political issues and the values it upholds. They require a majority General Assembly vote to amend.

How Does Voting Work Online?

Votes during the General Assembly will appear as multiple choice options at the bottom of this web page where members can click their desired option. As there may be additional votes needed depending on the decisions the General Assembly makes, votes will appear one at a time on the page with a list of options for members to click, which may require members to refresh the page each time the General Assembly chairperson announces that a vote has been launched.

How Do Elections Work?

  • Candidates must submit a CV and a platform statement to secgen@iapss.org by May 9, 2020, at 11:59 CEST. A platform statement is like a cover letter and should outline a candidate’s qualifications and what they would do if elected to the position they are running for. There are no length requirements or limitations. Candidates should keep in mind that the CV and platform statement they send will be posted online on this web page for all members to see, so they should not include any information they do not wish to be made public. At this time, all elected positions within IAPSS are voluntary and unpaid.
  • Each candidate must have an active IAPSS membership by the time the General Assembly starts. Memberships can be purchased here.
  • Each candidate shall be able to make a short statement to address the General Assembly and motivate their candidacy.
  • After candidates for one of the positions give their statements, there will be time for members to ask questions.
  • After the question period, voting opens. Voting will remain open for 48 hours as stipulated by the laws of the Netherlands, the country that IAPSS is incorporated in.

Agenda

1. Call to order

2. Approval of the Agenda and General Assembly Committee

3. Approval of the minutes of December 28, 2019, Online General Assembly – click here to access the minutes

4. Report of the IAPSS President (needs a vote to approve)

5. Report of the IAPSS Treasurer (needs a vote to approve)
a. Financial Statement 2019
b. Draft Budget 2020-2021

6. Report of the IAPSS Advisory Board (needs a vote to approve)

7. Reports from the Regions

8. Legal Framework Amendments and Motions – click here to view the motions package
a. Motion 1: Addition of Advocacy Framework

b. Motion 2: Addition of Declaration on Plagiarism

c. Motion 3: Relocation

d. Motion 4: Merging the Diversity and Equality Committee and the Human Resources Committee

e. Motion 5: Amendments to Regulation 1

f. Motion 6: Amendments to Regulation 2

g. Motion 7: Amendments to Regulation 3

h. Motion 8: Amendments to Regulation 4

i. Motion 9: Regional Autonomy

j. Motion 10: Amendments to the Code of Conduct

k. Motion 11: Association Membership

l. Motion 12: Remuneration and Reimbursement

m. Motion 13: Dispute Resolution Process

n. Motion 14: Applying for Consultative Status with ECOSOC

o. Motion 15: Further Regional Autonomy

9. Elections – (candidate presentations, questions, and voting)
a. President

b. Secretary-General

c. Treasurer

d. Vice President for Academic Affairs

e. Vice President for Regional Affairs

f. Vice President for Programs

g. Vice President for Public Relations

h. Advisory Board Members (3)

i. IAPSS Africa Chair

j. IAPSS Asia Chair

k. IAPSS Europe Chair

l. IAPSS Latin America and the Caribbean Chair

m. IAPSS Oceania Chair

n. IAPSS US and Canada Chair

10. Other Business

11. Adjournment

Current Candidates and Information About Elected Positions

Candidates will be listed on May 10, 2020, in alphabetical order by first name for each position.

President
The IAPSS President leads the organization and the Executive Committee. They directly oversee the International Cooperation Department and represent IAPSS externally. They chair Executive Committee meetings. Commitment: 20 hours/week.

Secretary General
The IAPSS Secretary General oversees IAPSS’ internal communications and democratic processes. They lead the Secretariat, which looks after the website, email accounts, and project management applications. They take minutes at Executive Committee meetings, organize General Assemblies and elections, ensure the IAPSS Legal Framework is followed, and oversee all matters pertaining to memberships. Expected commitment: 20 hours/week.

Treasurer
The IAPSS Treasurer oversees IAPSS’ finances and leads the Financial Administration Department. Key operations include managing IAPSS bank accounts, using accounting software to keep records of transactions, to develop a budget for the year in conjunction with the other departments, and guide the organization on all financial matters. Expected commitment: 20 hours/week

Vice President for Academic Affairs
This position oversees the Academic Department, which includes two academic journals, one academic blog, and a dozen Student Research Committees. Key operations include helping organize IAPSS’ delegations to academic events of partner organizations and the academic aspects of IAPSS events and initiatives, such as reviewing and editing submissions. Expected commitment: 15 hours/week.

Vice President for Regional Affairs
This position oversees the Regional Affairs Department, which is responsible for coordinating communication between IAPSS Global and its regional associations, as well as to foster regional associations’ organizational development. Key responsibilities include organizing Council of Regions Meetings with Regional Chairs and helping plan regional events and initiatives. Expected commitment: 15 hours/week.

Vice President for Programs
This position oversees the Programs Department, which guides all IAPSS events and initiatives. Key responsibilities include helping organize event plans, coordinating between event teams and other IAPSS departments, and assisting with event implementation. Expected commitment: 15 hours/week.

  • Vacant

Vice President for Public Relations
This position oversees the Public Relations Department and is responsible for all of IAPSS’ public relations and communications activities. Key responsibilities include managing social media and YouTube accounts, creating content, engaging students and promoting IAPSS around the world, engaging with media, drafting press releases, and responding to questions from members and external organizations. Expected commitment: 15 hours/week.

Advisory Board (3 Positions)
The Advisory Board ensures that IAPSS is functioning ethically, with accountability, and in accordance with its guiding documents and applicable laws. The Advisory Board also provides guidance to all aspects of the organization, audits the finances to the best of its ability, and makes rulings in certain internal disputes. Expected commitment: 5 hours/week.

IAPSS Africa Chair
This position oversees the entirety of IAPSS Africa, including its team, resources, strategies, and outreach. Key responsibilities include promoting engagement with students in the regions, organizing regional events and initiatives, and representing the regional association at Council of Regions meetings. Expected commitment: 15 hours/week.

IAPSS Asia Chair
This position oversees the entirety of IAPSS Asia, including its team, resources, strategies, and outreach. Key responsibilities include promoting engagement with students in the regions, organizing regional events and initiatives, and representing the regional association at Council of Regions meetings. Expected commitment: 15 hours/week.

IAPSS Europe Chair
This position oversees the entirety of IAPSS Europe, including its team, resources, strategies, and outreach. Key responsibilities include promoting engagement with students in the regions, organizing regional events and initiatives, and representing the regional association at Council of Regions meetings. Expected commitment: 15 hours/week.

IAPSS Latin America and the Caribbean Chair
This position oversees the entirety of IAPSS Latin America and the Caribbean, including its team, resources, strategies, and outreach. Key responsibilities include promoting engagement with students in the regions, organizing regional events and initiatives, and representing the regional association at Council of Regions meetings. Expected commitment: 15 hours/week.

IAPSS Oceania Chair
This position oversees the entirety of IAPSS Oceania, including its team, resources, strategies, and outreach. Key responsibilities include promoting engagement with students in the regions, organizing regional events and initiatives, and representing the regional association at Council of Regions meetings. Expected commitment: 15 hours/week.

IAPSS US and Canada Chair
This position oversees the entirety of IAPSS US and Canada, including its team, resources, strategies, and outreach. Key responsibilities include promoting engagement with students in the regions, organizing regional events and initiatives, and representing the regional association at Council of Regions meetings. Expected commitment: 15 hours/week.

The voting period has closed.

If you have any questions about the General Assembly or require any assistance please contact secgen@iapss.org.

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