These rules form an integral part of the Statutes of the International Society of Audiology.
CHAPTER I - MEMBERS
The Society shall comprise the following: affiliated member societies, full members, associated members, honorary members and members of honour. The members shall be deemed to have acquainted themselves with the Society's Statutes and Rules, to agree to adhere to the standards of the Society, and to pay appropriate dues.
To become an affiliated member society, a state, provincial, regional or national organisation whose members engage in clinical, research or teaching of some aspect of audiology must apply to the International Society of Audiology for membership. Normally only one organisation will be recognised in a geographical region, but exceptions are possible. Member societies shall be entitled to appoint representatives to the General Assembly of the Society based on a formula of one representative for each twenty-five (25) full members of the International Society of Audiology. Regardless of the number of representatives, each member society shall be entitled to only one vote in the General Assembly of the International Society of Audiology. In the event more than one organisation represents a geographical area, normally, only one vote will be permitted, the participating organisations responsible for determining how the vote will be determined. More than one vote may be allowed, up to a maximum of two votes, in accordance with Paragraph 20 of these Rules of the International Society of Audiology. Member societies will receive copies of all publications, except the journal and be entitled to other benefits of the Society as periodically prescribed.
To become a full member of the Society, the applicant must be in possession of a university degree in Audiology or any related field and be engaged in some clinical, research or teaching aspect of Audiology. A full member of the Society is entitled to receive the journal, the newsletters and communications of the Society, to attend its international congresses at a discounted rate, to vote in appropriate elections including the selection of regional representatives to the General Assembly, participate in committee activities, serve on the governing bodies of the Society, and to other benefits of the Society as may be periodically prescribed.
To become an associate member of the Society, the applicant must indicate an interest in the aims of the Society, not be eligible for full membership, and be recommended for associate status by two full members or by a member society. An associate member is entitled to receive the journal of the Society, appropriate newsletters and communications of the Society, attend its international congresses at a discounted rate, and to other benefits of the Society as may be periodically prescribed.
Honorary members are those individuals who have attained the age of 70 years, who have been a full member of the Society for not less than ten (10) years, and apply for such a status. Under certain conditions, the Executive Committee may waive the age limitations for this category of membership. Honorary Members are entitled to receive the journal of the Society, appropriate publications and communications of the Society, attend its international congresses at a discounted rate, to vote in appropriate elections, and to other benefits as may be periodically prescribed.
Members of Honour of the Society may be designated by the Executive Committee. This status will be granted in recognition of scientific or other contribution to the field of Audiology. A Member of Honour may be awarded to a current or past member of the Society, or to a nonmember. Members of Honour are entitled to receive all publications of the Society, except the journal, and other such benefits as may be periodically proscribed.
Annual payment of the membership dues shall be compulsory for all members. The amount shall be fixed by the Executive Committee for the next term, but must be approved by the General Assembly. The membership dues for the Society shall be paid directly into the Bank account of the Society or other location as specified by the Executive Committee, before the end of February each year. A notice requesting payment of dues for the Society shall be sent to all members and affiliated societies not later than at the beginning of January of each year.
All members of the Society shall receive publications appropriate to their membership status. As regards the journal Audiology, a compulsory subscription, for each full member shall be requested by the Editor at the beginning of January of each year at a special rate. Institutions, organisations, and non-members of the Society may subscribe to the journal at the general distribution price.
CHAPTER II - GENERAL ASSEMBLY
The General Assembly shall include voting members and non-voting members. All members of the Executive Committee are voting members. There will be voting members representing the affiliated member societies, the associated members and the full members of the International Society of Audiology. Honorary members may vote for representatives of their region as full members.
Each affiliated member society may appoint a voting member and a non-voting member. If there is only one affiliated member from a country, that member provides the voting member. If more than one organisation from a country becomes an affiliated member, and the total number of full members of the International Society of Audiology from that country is 100 or less, the organisations should agree to appoint one representative as the voting member for that country. If the total number of full members from a country exceeds 100, and two organisations are recognised as affiliated members, each organisation may have one vote. The maximum number of votes allowed any country is two.
The full members shall be divided into regional groups as named by the World Health Organisation. These include Africa, Asia, North America, South America, Europe and Western Pacific. Each region may appoint at least three (3) members; the number of non-voting members is subject to an increase equal to twice the number of voting members from that region. The number of voting members of the General Assembly will be based on the number of full members from the region who have paid their current dues, and is subject to the following formula:
1 vote for up to 10 full members
2 votes for 10 up to 49 full members
3 votes for 50 up to 99 full members
4 votes for over 100 full members.
The meetings of the General Assembly shall be under the Chair of the President of the Society. Only voting members shall have the right to vote on constitutional matters and elections of officers. Other participants of the Congress may attend as observers without voting rights. Full members shall receive a report from the Secretary-General. All members present may vote on approval of the venue for an International Congress. Should a tie vote occur, the tie-breaking vote should be cast by the President.
An agenda for the regular meeting of the General Assembly shall be prepared by the President and shall usually include at least the following:
Opening address by the President of the Society.
Approval of the minutes of the previous meeting.
Business arising from the minutes
Approval of the agenda
Financial report by the Secretary-General
Report of the Editorial Committee regarding all publications.
Election of members of the Executive Committee.
Selection of the site for the second next International Congress
Theme for a Round Table Conference at the next Congress and, if possible, nomination of the moderator.
Congratulations and Awards of the Society.
Minutes of the General Assembly meeting shall be signed by the President and the Secretary General. The minutes will be kept at the head office of the Secretary General and may be inspected by those wishing to do so. Copies will be send to the members of the Executive Committee and will be available at the next meeting of the General Assembly.
The General Assembly may constitute ad hoc committees with a distinct task and a limited period of time to fulfil the charge. If this period is longer than six (6) years, an election procedure for replacement of members should be included.
One year prior to a conference at which there will be any extraordinary vacancy on the Executive Committee, the Secretary General shall announce any impending vacancies and call for nominations. If more than one nomination is made for any vacancy, a postal ballot shall be held among voting members of the General Assembly and the result decided by a simple majority. This vote will be held 6 months prior to the conference and votes must be returned to the Secretary General not later than 3 months prior to the conference.
CHAPTER III - THE EXECUTIVE COMMITTEE
The Executive Committee shall be responsible for the management of the Society, and shall meet at least during every ordinary congress of the Society. It shall comprise at least 8 persons and no more than 10 persons including the President, Vice-President, Secretary General, Assistant Secretary General, Editor in Chief, Immediate Past President and Member(s) at large. All members shall be members of the Society. Additional meetings can be called by the President and the Secretary general. Meetings of the Executive Committee shall be chaired by the President.
The Executive Committee shall submit a list of nominees for the post of Vice-President to the General Assembly. Additional nominations may be suggested by the members of the General Assembly. A vote by the members of the General Assembly will select the new Vice-President. By preference the Vice-Presidents should have alternately a medical and a non-medical training.
At the end of each regular International Congress, the Vice-President shall become President, the President shall become immediate Past President, and the newly elected Vice-President shall assume office.
It shall be the role of the Immediate Past-President to serve as a representative of the Society, consultant to the next Congress President, and an official member of Congress Organising Committee. The Immediate Past-President may be called upon to perform other duties as requested.
It shall be the role of the President to chair the Executive Committee and General Assembly meetings, including determining the agenda. The President is the official representative of the International Society in all activities. The President is the liaison with Hearing International. The President may appoint persons to represent the Society or to assist with any duties.
It shall be the role of the Vice-President to serve as representative of the Society, consultant to the various editors, and an official member of the Publications Committee.The Vice-President may be called upon to perform other duties as requested.
Each Member at Large of the Executive Committee shall be elected by those eligible to vote in the General Assembly. The representatives of the affiliated member societies shall elect one Member at Large. Members at Large shall be elected for a term of two years and may be re-elected twice for a maximum period of six (6) years on the Executive Committee. Nominations and elections will be made at the General Assembly meeting of each regular international congress.
The Secretary General shall be appointed by the Executive Committee and approved by the General Assembly for a six-year term, renewable for an additional six year term. The location of the office of the Secretary General shall be at the choice of the Secretary General. The Secretary General shall co-ordinate all correspondence and, in conformity with directives issued by the Executive Committee, shall attend to the daily administrative and financial affairs of the Society, and the Secretary-General shall serve as Treasurer. The Secretary General shall be an ex-officio member of all Society committees, shall act as the Secretary at the Executive Committee and General Assembly meetings, and represent the Executive Committee on local organising committees of the Congresses of the Society. If the Secretary General is unable to perform his duties, the President may ask the Assistant Secretary General to assume those responsibilities.
The Assistant Secretary General shall be appointed by the Executive Committee and approved by the General Assembly for a term of 6 years, renewable for an additional six-year term. The Assistant Secretary General shall assist the Secretary General as requested, and in the event the Secretary General is unable to perform his duties, will be asked by the President to assume those responsibilities.
The Executive Committee shall have responsibility for permanent standing committees of the Society including the Congress Organising Committee, the Scientific Committee, and the Publications Committee. Other standing committees may be established by recommendation of the Executive Committee and on approval of the General Assembly.
The Congress Organizing Committee shall, in conjunction with the local organizing committee, be responsible for the financial management of the Congress. It shall propose venues based on bids by the local organisers. The members of the Congress Organizing Committee shall include the President, Immediate Past-President, Secretary-General, President of the Past Congress, Presidents of the next two Congresses, and a member of the General Assembly.
The Scientific Committee shall be responsible for the scientific programme of the International Congresses. The Scientific Committee may propose topics for Congresses, seminars, tutorials, and other programs of the Society, and are responsible for reviewing the abstracts submitted to each Congress. The members of the Scientific Committee shall include the President, President of the next Congress, Secretary General, and at least two members of the General Assembly.
The Publications Committee shall be responsible for the publications of the Society. The Publications Committee shall monitor publication strategy, audit the running of publication(s), propose new publication initiatives, and recommend to the Executive Committee nominees for editor and/or co-editors of the various publications of the Society. The Publications Committee shall regularly review publication contracts held by the Society and recommend renewal or change as appropriate. The members of the Publications Committee shall include the President, Vice President, Secretary General, Editor(s) in Chief, and at least two members of the General Assembly.
Decisions in all meetings are taken by majority vote except in those cases where explicitly a different ratio is stated. Should a tie vote occur, the tie-breaking vote should be cast by the Chair.
The decisions taken by the Executive Committee shall be written down as minutes and signed by the President and the Secretary General. The minutes will be kept at the head office of the Secretary General. Copies will be send to the members of the Executive Committee.
CHAPTER IV - CONGRESS: Organization
The Ordinary Congresses of the Society shall take place every two years. The exact date of a Congress shall be fixed by the President of the Congress. Each of these Congresses shall be known as 'xth International Congress of Audiology'. If appropriate, a second line may be added to repeat the title in the language of the country where the Congress is to be held. The following information must also be included: 'Organised in the name of the International Society of Audiology'; the names of the members of the Executive Committee; address of the Society designated by the Secretary General.
From time to time, Extraordinary Congresses may be approved by the Executive Committee and the General Assembly. The title of these Congresses shall be 'xth Extraordinary Congress of the International Society of Audiology'. The same information designated for the ordinary Congresses must be provided.
The President of a Congress shall be designated by the Executive Committee four years before the Congress takes place and shall become a member of the Society Congress Organising Committee. The Executive Committee may recommend other persons to collaborate with the President of the Congress for the organisation of the Congress. The President shall organise the local arrangements for the Congress by observing the official regulations of the Society and with the approval of the Society Organising Committee.
The Executive Committee of the Society should be informed about financial matters related to the local organisation of congresses. The Congress Organising Committee must recommend approval of all budgets submitted by the Congress President. The proposed budget should be submitted to the Congress Organising Committee for recommendation, and approved by the Executive Committee at the Congress immediately preceding the proposed Congress. Through the approval of the Financial Committee of the ISA, the Society may be called upon to provide funds and loans for initiating activities of the Congress. It is anticipated that a portion of any profits generated from the Congress will be donated to the ISA, following any agreements between the Local Organisers and the Financial Committee. The Financial Committee can be involved on an advisory level concerning financial matters related to the Organisation of International Congresses. The International Society will pay any approved debts incurred by the congress, and retain any profits earned by the Congress.
Any bids to the Executive Committee to hold future Congresses should include information on Congress and hotel facilities together with an estimate of likely costs. They should be submitted to members of the Congress Organising Committee and the Executive Committee at least 90 days before the meeting at which any decision is to be taken.
The official Congress language shall be English. The language of the scientific sessions, the General Assembly and the meetings of the Executive Committee shall be English except where the local organisers provide simultaneous translation to and from English. Local organising committees may provide simultaneous translation to and from other languages at their own expense.
The Executive Committee shall hold its first session at a Congress before the opening of that Congress. At least 5 hours should be allowed for this meeting. Appropriate accommodation and refreshments should be provided by the Local Organising Committee. The meeting of the General Assembly shall take place at the end of the afternoon session of the next to the last day of the Congress. A period of ninety minutes should be allowed for this meeting.
The primary purpose of the International Congress of Audiology is the exchange of information. To that end, there shall be a minimum of three Round Table sessions at each Congress. One Round Table topic shall be selected by the General Assembly. One Round Table topic shall be selected by the Executive Committee. One Round Table topic shall be selected by the Congress President. If the budget and time permit, additional Round Table topics may be added with the approval of the Congress President. A Round Table shall include communications and discussions by panel members, with conclusions by the moderator. Each day of the Congress shall also include sessions devoted to that day's Round Table topic. In addition, time shall be reserved for the presentation of papers on subjects not related to the topics of the Round Table sessions, and for poster sessions, videos, films, etc. The Scientific Committee of the Society should act as advisory, and if disagreement arises within the Local Organising Committee or with others, the Scientific Committee of the Society should be consulted, and has the right to accept or reject any abstract. The scientific sessions are not open to the public, but are reserved for the registered participants of the Congress. The Organising Committee of a Congress shall be empowered to extend the duration of a Congress.
The scientific subjects to be presented at an Extraordinary Congress shall be decided upon in consultation between the Congress Organising Committee and the President of that Congress.
The President of the Congress shall be responsible for the publication of summaries of the Round Tables, abstracts of the accepted papers and posters. These shall be available to all participants before the official opening of the Congress. Included should be the name and affiliation of all participants. There will also be a list of all registered participants.
A complimentary stand, in an easily accessible place and near the hall or halls where the congress sessions are being held, must be reserved for the Secretariat of the Society and for the journal Audiology. Membership details, membership lists and information on future conference should be available.
A scientific and commercial exhibition, which will be the responsibility of the President of the Congress and the local organising committee, shall be arranged in rooms at or near the congress venue.
The Secretary General or President must be informed of any unofficial meetings, meetings of other societies or organisations, or special sessions to be held at the Congress and has the right to attend such a meeting or send a representative of the International Society of Audiology.
Visiting participants at a Congress must pay to the Congress Organising Committee a registration fee, the amount of which shall be fixed by the President of the Congress and is based on the approved budget. Invited non-member round table participants are exempted from payment of registration fees. Members of the Society pay a reduced registration fee.
The final programme must contain a detailed agenda of the scientific meetings and also the agenda of the General Assembly of the members of the International Society of Audiology. The scientific sessions shall be presided over by the President of the Congress or those selected by the Local Organising Committee. The General Assembly of the Society shall be presided over by the President of the Society.
The welcoming address at the congress shall be made by the President of the Congress. The official opening will be performed by the President of the Society or some other important personality.
CHAPTER V - PUBLICATIONS OF THE SOCIETY
The Executive Committee shall have final responsibility for all publications. The Publications Committee shall be responsible for periodic evaluation of existing publications and recommendations to the Executive Committee concerning existing publications policy, structure and personnel.
The Society shall be the owner of the journal "Audiology - Journal of Auditory Communication". This journal shall be the official publication of the Society.
The Executive Committee shall entrust the editing of this journal to the Publications Committee who will recommend an Editor and Associate Editor(s) to the Executive Committee for appointment.
The journal shall publish articles relative to the aims of the Society. The Society reserves the right to publish a statement that the views presented in an article are those of the author and are not those of the Journal or of the Society. The Editor shall have the right to refuse acceptance of, or to suggest alterations to communications which do not come within the scope of the Society's terms of reference, or where the quality of the article does not appear to be sufficiently satisfactory. Disputes, should they arise, may be placed before the Executive Committee of the Society.
The Executive Committee may entrust the publication of the Journal to a publisher in accordance with a special agreement, stressing particularly the right of the Society to remain at all times the owner of the Journal. The Executive Committee shall have the right to negotiate changes in, or to terminate, this agreement.
The publisher shall deliver the Journal to those members whose membership status and payment of dues entitles them to receipt. Such information shall be maintained by the Secretary General of the Society. The journal may also be supplied to non-members of the Society against payment of the appropriate subscription fee.
A newsletter entitled "Audi News" shall be published. The purpose of the newsletter shall be to provide information about the activities of the Society. The Executive Committee shall entrust the editing of this journal to the Publications Committee who will recommend an Editor and Associate Editor(s) to the Executive Committee for appointment.
From time to time the Society may publish monographs, special issues or extraordinary publications in accordance with its aims and rules. The Society may also purchase or chose to distribute such documents to its members. Approval of the Executive Committee is required for any such action, usually upon recommendation of the Publications Committee.
CHAPTER VI - FINANCES
The general expenses of the Society shall be covered by the membership dues and revenues generated by the publications and congresses. The general accounts of the Society shall be kept current by the Secretary-General and closed on December 31 of each year. Further income may be generated by official or voluntary contributions or by legacies.
The Executive Committee may, from time to time, approve expenditures by the International Society of Audiology as dues or as a contribution to a duly constituted organisation, where such a contribution furthers the aims of the Society.
Membership dues shall be proposed by the Executive Committee and approved by the General Assembly.
CHAPTER VII - ACCOUNTABILITY
The Executive Committee shall represent the Society in all its dealings with third parties. It shall designate the persons authorised to sign on behalf of the Society and shall decide on the title of the signature. As a general all documents should bear the signature of the President and the Secretary General. Members of the Society and their agents and assignees shall incur no personal obligation when acting on behalf of the Society.
CHAPTER VII: MODIFICATION OF RULES AND DISPUTES
These Rules of the International Society of Audiology may be modified by a two-thirds vote of those eligible to vote at a General Assembly meeting or by a two-thirds vote of those returning a mail ballot. Any full member of the Society, officer of the Society or affiliate member of the Society may propose a change in the Rules to the Executive Committee. The Executive Committee, by a two-thirds vote may approve a ballot at the General Assembly or by mail. Any full member of the Society, officer of the Society or affiliate member of the Society may propose a change in the Rules by requesting it be placed on the agenda of the General Assembly. The General Assembly, by a two-thirds vote of those present may approve a ballot at the General Assembly or by mail.
Any dispute shall be subject to the following procedure: A registered letter must be addressed to the Secretary-General and to the President. The President shall decide whether it is necessary to call an extraordinary session of the Executive Committee or whether to wait for a statutory meeting. The Executive Committee shall decide on the course of action. Unless a decision is agreed to by at least two thirds of the members present, the dispute must be brought before the General Assembly. Should this happen, the Assembly shall pronounce a verdict by secret ballot after the case has been presented.
In the event of the Society being wound up, for whatever reason and whenever this might be, this step will be undertaken by a liquidator appointed by the General Assembly, which shall also decide on his powers and, if applicable, fix his reasonable remuneration. The assets of the Society should go to an institution of public utility with a similar purpose as the Society.
Rotterdam, 9 September 1997