Rules and Procedures of 10 December 2015
1.1.1 Persons professionally engaged in activities related to HIV may become members of the IAS upon acceptance of their applications – by Member Services – and payment of dues.
1.1.2 Presidents and Treasurers of the IAS shall become Honorary Members at the end of their term on the Governing Council. Honorary Members have the same privileges and rights as other IAS members but are not obliged to pay the annual dues.
1.2.1 As of 1 January 2014, the annual membership fee for individual members is:
Prices in US$:
|| 2 years
|| 3 years
|Standard fee – high-income countries*
Standard fee – middle/low-income countries*
Student/youth** – high-income countries*
Student/youth** – middle/low-income countries*
1.2.2 The annual membership fee for patron members is:
|| 2 years
|| 3 years
1.2.3 Dues and other levies of members shall be determined in a separate resolutionby the Governing Council.
1.2.4 Annual dues shall be payable in advance and shall be due on the first day after the membership has expired. Membership shall be inactive while dues are delinquent. Membership can be reactivated by payment of delinquent dues. Dues shall be paid in US dollars or any other currency as defined by the Governing Council.
1.2.5 The membership commences on the date on which payment is received and runs for the number of years paid for. If payment is received before the expiration of the membership, the number of years paid for will be added to the existing membership.
The membership benefits are:
- access to the Members’ Area on the IAS website, where IAS members have the opportunity to search for and contact other members, to find worldwide job vacancies in HIV, to subscribe to AIDS – an official journal of the IAS – with a 33-60% discount, and to download and print their IAS membership certificate and card;
- 40-80% discount on Health[e]Foundation’s online courses;
- 15% discount on the publication fee for accepted articles in the Journal of the International AIDS Society JIAS);
- the electronic IAS newsletter and the IAS Member monthly e-Update, including the latest information on upcoming IAS conferences;
- the opportunity to post upcoming conferences and meetings in the IAS Events Calendar;
- the opportunity to decide who shall govern the IAS by taking part in the IAS Governing Council Elections;
- the right to vote at IAS General Members’ Meetings; and
- the opportunity to be involved in IAS working groups, IAS strategic planning and IAS members’ surveys.
Voting can be conducted either at an ordinary or extraordinary General Members’ Meeting or by restricted proxy through electronic ballot. At the time of electronic voting, members will be sent an email with a link to the voting page, together with login details and instructions on how to vote.
1.5 Termination of Membership
1.5.1 A member may resign at any time by filing his or her resignation – with Member Services – but such resignation shall not exempt the member from payment of dues for the current year of membership.
1.5.2 Only members with designated responsibilities in the governance, organization and management of the IAS may represent the IAS in an official capacity.
2. Governance: Governing Council, Executive Committee, Executive Director
2.1 Governing Council
2.1.1 The role of the Governing Council is, in accordance with Article 8.6 of the IAS Bylaws, to establish the guiding principles and policies for the IAS; to delegate responsibility and authority for enacting the principles and policies, to the extent permitted by Swiss law and the IAS Bylaws; to monitor compliance with those guiding principles and policies; to ensure that IAS secretariat staff and Governing Council alike are held accountable for their performance.
2.1.2 The Governing Council has fiduciary duties towards the IAS.
2.1.3 Governing Council members shall be responsible for representing and safeguarding the interests of IAS members in their region.
2.1.4 The IAS secretariat shall inform Governing Council members about – and involve them in – issues relating to their countries and regions.
2.1.5 Public speaking on behalf of the IAS shall be limited to the President and the Executive Director, or anyone duly authorized by the President and the Executive Director.
2.2 Candidates for the Governing Council
2.2.1 A candidate for the Governing Council shall:
- be a person working professionally in the field of HIV and AIDS;
- have been a paid-up member of the IAS for at least two years;
- be able to demonstrate leadership in their field;
- be able to demonstrate a sustained commitment to the ethics, and the vision, mission and values of the IAS;
- be able to demonstrate knowledge of HIV and AIDS organizations, societies and networks within their region, as well as engagement with them;
- be prepared to actively participate in and contribute to the annual IAS Governing Council retreat in November/December and an annual IAS Governing Council meeting in conjunction with the International AIDS Conference/the IAS Conference on HIV Science;
- be prepared to become actively involved in at least two IAS committees, advisory groups or working groups, as well as in IAS conferences (e.g. as a chair, member, speaker, point person etc.);
- be nominated by two members of the IAS (other than themselves), who must have been IAS members for at least one year; and
- agree to the nomination.
2.3 Election procedures
2.3.1 Term of office on the Governing Council shall be four years. A member of the Governing Council may be elected for one additional consecutive term.
2.3.2 Only IAS members who have been members for at least one year may nominate candidates for the Governing Council. The nominees are required to have been IAS members for at least two years (see 2.2.1).
2.3.3 The IAS secretariat shall arrange for nominations for the vacating Governing Council seats for each region.
2.3.4 Before the commencement of the election of the Governing Council, the President-Elect and Treasurer shall be elected from amongst and by the current Governing Council members. The candidates with the highest score for each position shall become President-Elect and Treasurer at the close of the International AIDS Conference. The Treasurer is elected for two years initially, renewable for a further two years.
2.3.5 The IAS secretariat shall commence election related communication with all its paid members approx. six months prior to the International AIDS Conference. At this time, an email is sent, announcing that nominations are open in each region for the upcoming elections. The email shall list the responsibilities and benefits of becoming an IAS Governing Council member and shall also include the criteria and deadlines for what a completed nomination entails. In order to ensure geographical representation from across the regions, only one member per country can be elected to the Governing Council. Therefore, members in countries already represented by the remaining regional representatives in each region cannot be nominated to run for election.4
2.3.6 Approx. five months prior to the conference, a list of nominations from each region is collected at the IAS secretariat and all nominees with two or more nominations from eligible5 IAS members, and whose dues are paid, are identified. The IAS shall then contact these nominees to confirm their interest and solicit recent photos, CVs and biographies, which shall include each candidate’s aspiration for the IAS, and two references. Nominees who fail to respond during this time shall be removed from further consideration.
2.3.7 Approx. four months prior to the conference the IAS secretariat shall present a list of candidates – who have accepted their nominations – together with their material to the Governing Council. Governing Council members who are up for re-election and have accepted to run for a second term shall be automatically included on the final list of candidates.
2.3.8 Approx. three months prior to the conference all final candidates shall be listed on a web based voting site. IAS members who have been members for at least one year and who paid their membership fee before the call for nominations shall be contacted by email and asked to electronically vote for candidates in their region, by ranking the candidates in their preferred order.
2.3.9 The candidates with the highest score in each region shall be identified, taking into consideration the one member per country rule referred to in 2.3.5, and the assigned seats for one member in non-Anglophone Africa, one member in Eastern Europe and one member in the Caribbean shall be filled by members with the most votes in these areas, in the respective regions. If there is a tie, a run-off may be conducted in that region.
2.3.10 The Governing Council Elections shall be completed at least two months prior to the International AIDS Conference. The outcome of the elections shall be presented at the General Members’ Meeting in conjunction with the conference, and posted on the IAS website.
2.3.11 The election of the Regional Representatives on the Executive Committee from amongst and by Governing Council members in each region shall occur immediately after the election of the Governing Council, and no later than the annual retreat of the Governing Council.
2.4 Resignation, Removal, Vacancies on the Governing Council
2.4.1 Any Governing Council member may resign at any time by delivering written or electronic notice to the President or Executive Director. Any such resignation shall take effect at the time specified therein, or if the time is not specified, upon delivery receipt by the President or Executive Director.
2.4.2 Should the President-Elect be incapacitated, or his or her seat be vacated, the Executive Committee has the authority to appoint, in acting capacity for a maximum of six months, a member of the Executive Committee to fill the position of President-Elect, while a special election to identify a replacement is carried out. The replacement President-Elect is elected from amongst and by the Governing Council and his or her term of office shall extend until the President completes his or her term of office.
2.4.3 Should the Treasurer be incapacitated, or his or her seat be vacated, the Executive Committee has the authority to appoint, in acting capacity for a maximum of six months, a member of the Finance Subcommittee to fill the position of Treasurer, while a special election to identify a replacement is carried out. The replacement Treasurer is elected from amongst and by the Governing Council and his or her term of office shall extend until the end of the term of office of the replaced Treasurer.
2.4.4 In accordance with Article 8.10 of the IAS Bylaws, any member of the Governing Council who misses two consecutive meetings of the Governing Council and/or the Executive Committee 6 without a written justification acceptable to the Executive Committee shall be deemed to be excluded from the Governing Council (and the Executive Committee, if applicable). Other reasons for removal may include, without limitation, breach of fiduciary duties and engagement in activities that harm in any way the IAS (fraud, criminal activity etc.). A Governing Council member may be removed by a three-fourths vote of the remaining Governing Council members.
2.4.5 Unexpected vacancies on the Governing Council shall be filled by member(s) appointed by the Governing Council members in the affected region. The powers of Governing Council members appointed in this way shall end when the term of the replaced member would normally expire. The member is thereafter eligible to run for re-election for one consecutive four-year term.
2.5 Executive Committee
2.5.1 The Executive Committee shall:
- monitor and oversee the IAS secretariat – providing direct governance of the IAS secretariat, and maintain financial control;
- ensure that approved broad strategies are properly implemented;
- ensure that officers and management consult with regional and disciplinary expertise within the Governing Council and the IAS membership when needed;
- be the link between the Governing Council and the IAS secretariat, and be responsible for liaising regularly with the Governing Council and the IAS secretariat; and
- work closely with the IAS President.
2.5.2 Past Presidents cannot be elected to serve on the Executive Committee if they are re-elected to the Governing Council.
2.5.3 If a decision cannot be made at Executive Committee level, the issue shall be referred to the Governing Council.
2.5.4 The Executive Committee shall report to the Governing Council after every meeting.
2.6 Executive Director
The performance of the Executive Director shall be monitored directly by the President, with support from the President-Elect, Treasurer and Regional Representatives, in accordance with the performance review process referred to in the IAS Human Resources Policies and Procedures.
3. IAS Travel Policy
Cf. the IAS Human Resources Policies and Procedures.
4. Parliamentary Authority
4.1 Rules of Order
The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the IAS in all cases to which they are applicable and in which they are not inconsistent with the bylaws, any mandatory provision of Swiss law or any special rules of order the organization may adopt.
1 World Bank Classification
2 Student/youth membership entitles the member to all the rights of a standard member. Youth memberships are available to individuals up to the age of 26 (date of birth and passport number are required). Student memberships are available to individuals of any age enrolled in full-time studies at a school, university, college or other tertiary institution (proof of student status confirming full-time studies, and reference person from institution are required).
3 Patrons have the same rights and benefits as standard members, but choose to pay a higher fee.
4 Except for region United States and Canada where both countries need to be represented.
5 Who have been members for at least one year.
6 Article 8.10 of the IAS Bylaws applies to ordinary Governing Council and Executive Committee meetings; such as Governing Council and Executive Committee meetings in conjunction with the International AIDS Conference, the IAS Conference on HIV Pathogenesis, Treatment and Prevention, and Governing Council retreats; as well as extraordinary Governing Council meetings called in accordance with Article 8.13 of the IAS Bylaws.