Statutes and By-Laws


Statutes

The Statutes and By-Laws can be found in the following documents in the original Dutch text and in an English translation.

These pages will be updated in HTML in due course.

BYLAWS uparrow

By-Laws of the European Crystallographic Association as decided and agreed upon during the meeting of the ECC in Lisboa but with proposals about OPEN questions implemented and with several technical modifications [ circulars ECA#3 and ECA#5 ]

1. Council uparrow

1.1 The agenda of business to be transacted at a meeting of the Council shall be determined by the Executive Committee and shall be dispatched by the Secretary to the Councillors, to the Special Interest Groups, and to the Commissions of the Association at least ten weeks before the meeting.

1.2 Normally all nominations and elections to serve on the Council should be for a three-year term.

1.3 Representatives on the Council of the Individual Members shall be elected by a ballot from a list of all nominations signed by at least six Individual Members. Representatives on the Council of the Affiliate Members shall be elected by a ballot from a list of all nominations signed by at least two Affiliate Members.

1.4 A quorum of the Council shall be the first whole number equal to or greater than one half of the total number of the Councillors.

1.5 All decisions of the Council shall be by a simple majority of those voting, unless specifically stated in the Statutes or By-Laws to be otherwise.If no majority exists, the President may use a casting vote.

2. Executive Committee uparrow

2.1 The Executive Committee shall meet at least once each year.

2.2 The Executive Committee shall make nominations to the Council for the Officers of the Association. Normally these nominations shall be made following a communication with the Councillors.

2.3 In the event of the resignation, death or disability of the President, the Vice-President shall assume the office of President until the close of the next ordinary Council meeting.In the event of another Officer cannot carry out his duties the President after consultation with the Executive may appoint or co-opt a new Officer until the close of the next ordinary Council meeting. In any such event, election for the office concerned will take place at next meeting of the Council, following the rules given in By-Laws 3. The duration of the office will be up to next election meeting of the Council.

2.4 The President, on his own initiative or at the request of the Executive Committee may invite any individual to be present at a meeting of the Executive Committee. Such an invited guest may take part in the discussions but shall have no voting power.

2.5 Minutes of the meetings of the Executive Committee shall be made. Two copies of the minutes shall be signed by the Chairman and the Secretary of the meeting at which they were approved, and shall be kept by the President and the Secretary.

2.6 The Secretary of the Association is Secretary of the Council and of the Executive Committee. In his absence from a session or meeting another Officer of the Association designated by the Executive Committee shall act as Secretary.

2.7 The President coordinates the activities of the Executive Committee, chairs the meetings of the Council, and does all such things as are appropriate for allowing the ECA to fulfil its purposes. The Vice-President assists the President and assumes his duties in the absence of the President and whenever the President is not able to perform his function. The Secretary is responsible for conducting the ordinary business of the Association, with the exception of the financial administration, and for keeping its records. The Treasurer of the Association is responsible for the financial administration of the Association and for keeping its accounts. The Additional Members of the Executive Committee do all such things as are considered appropriate by the Executive Committee.

2.8 Officers of the Executive Committee need to be Individual Members of the Organization.

3. Nominations and elections uparrow

3.1 All delegates (and alternates) shall be notified of the nominations presented by the Executive Committee under By-Law 2.2 for the Officers of the Association as early as possible and in any case at least ninety-six hours before the scheduled commencement of the session of the Council at which the vote is to be taken.

3.2 After the delegates have been notified of the nominations made by the Executive Committee, other nominations for Officers of the Association may be made by any five or more Councillors.

3.3 In voting for the President, Vice-President, Secretary and Treasurer of the Association, each of these offices shall be taken separately and voting shall be by secret ballot. A simple majority of the votes represented by the delegates present at the voting session shall be required for election. If there are two candidates or more for one of these offices, and an election is not achieved after two ballots, the candidate receiving the smallest number of votes in the second ballot shall be removed from the list.

4. Special or General Interest Groups uparrow

4.1 The formation of a Special or General Interest Group may be approved by the Council on receipt of a formal request from not less than 4 Councillors or 20 individual members.

4.2 The rules and regulations governing each Special or General Interest Group shall be approved by the Council

4.3 Applications for transversal or networking groups can be accepted by the Council. These groups will be named General Interest Groups and will follow the same rules as the Special Interest Groups defined in ECA Statutes.

5. Meetings and European Crystallographic Meetings (ECMs) uparrow

5.1 Individual members are entitled to attend the various kinds of meetings held under the auspices of the Association on payment of a reduced registration charge.

5.2 As a rule, European Crystallographic Meetings (ECMs) will be held two years out of three. The Executive Committee arranges for invitations to be received from potential host organisers and the Council decides upon the choice of dates and places.

5.3 ECM Programme Committee. In order to maintain a high standard in the organisation of ECMs, the Executive Committee appoints no less than two of its members to participate on the programme of the ECM. Special and General Interest Groups are invited to organise microsymposia during ECMs.

5.4 ECM Abstracts. The method of publication of the abstracts of ECMs remains the joint responsibility of the ECA through its Executive Committee and the Program Committee of the ECM.

6. Fees uparrow

6.1 The annual dues shall be expressed in terms of a unit fixed by the Council.

6.2 Any decisions to change the value of the unit fee shall be supported by three out of four votes cast. Any proposal by the Executive Committee to increase the unit fee shall be submitted to all Councillors at least three months before the Council is to meet to decide the matter.

6.3 Members of the Association pay fees as follows.

      • (a) National Members pay 1 unit per audited member of the Adhering Body otherwise for each practising crystallographer which it represents according to the World Directory of Crystallographers (WDC). Numbers are rounded to the nearest 25 but a minimum of 50 units has to be paid.
      • (b) Affiliate Members pay such number of units as decided by the Executive Committee.
      • (c) Individual Members pay 10 units.
      • The National and Corporate Affiliate Members of the Association shall pay the annual fees between the 1st of April and the 1st of September of the year. Individual Members can pay at any time of the year.

6.4 Membership of a Special Interest Group shall not involve any additional fee to the Association, but the officers are required to be Individual Members.

6.5 The value of 1 unit equals 1€.

7. The Satellite conference of an ECM uparrow

7.1 The satellites associates to the ECM have to be close (within 2 or 3 days) in time to the ECM. The satellites to ECM must have a close link both geographically and scientifically to the ECM. The satellite activities must be agreed upon with the ECM Committees (Local and Program Committees). For the rest of pre- or post- ECM activities, the blackout period must be observed.

7.2 Applications should be supported by a letter from at least one SIG chair or if no relevant SIG exists by the Chair of an IUCr Commission.

7.3 Dates of other ECA supported conferences must be outside of a blackout period of ±2 weeks around the ECM’s and IUCr Congresses.

8. The ECA Prizes uparrow

8.1 Max Perutz Prize of the European Crystallographic Association

      • The Max Perutz Prize is awarded in recognition of meritorious achievements in any branch of crystallography by a crystallographer having a clear affiliation with the ECA region and being an individual member of the ECA. It can be for leadership or scientific contributions or both.
      • The ECA awards the Max Perutz Prize twice in a three-year cycle (year of the General Assembly of the IUCr excluded) at the ECMs, official general meetings of the ECA.
      • The president of the ECA appoints the chairperson of the Max Perutz Prize Committee, usually for a three-year period.
      • The Max Perutz Prize Committee is an independently convened group that works in confidence to discuss candidacies for the Perutz Prize, and is chaired by a member of the ECA Executive Committee. The president of the ECA monitors due process through general reports from the chairperson of the selection committee, but is in no way involved in the details of the deliberations or conclusions on the individual candidacies of the selection committee.
      • The chairperson of the Max Perutz Prize Committee issues a call for nominations approximately ten months before the prize is awarded.
      • A candidate for the Max Perutz Prize of the ECA is nominated taking in account the contribution which the candidate has made to the field of crystallography.
      • The nominee must have a clear affiliation with the ECA, directly associated with crystallography and a listed member of the World Directory of Crystallography.
      • The nominee shall not hold a current position on the ECA Executive Committee or member of the current Max Perutz Prize Committee.
      • Nominators may be an (i) ECA individual Member or (ii) any person from a national member of ECA or (iii) any CAM. The nominator must ensure a signed acceptance of the nomination by the nominee.
      • The nominator must indicate briefly why the candidate is nominated and may include matters such as publication record and motivate impact. However, uniqueness (i.e. pioneering contributions) and the usefulness of the nominee’s work should always be of prime importance to the selection committee.
      • Nominations close approximately five months before the award is made.
      • The chairperson of the Max Perutz Prize committee appoints six additional members to the committee representing the five focus areas of the ECA, taking into account recommendations by the SIG chairs. The committee considers the candidates, select the winning candidate by a clear majority, and forward the name of the successful Max Perutz Prize candidate to the president of the ECA, who makes the announcement.
      • The Max Perutz Prize Committee shall, when two winning candidates equal in stature are identified, give preference to the candidate from a different focus area than that of the previous Max Perutz Prize Laureate.
      • Where an Awardee’s research is in collaboration, the credits to the team or to particularly relevant partnerships are naturally expected to be acknowledged by the Awardee, and thereby to be specifically requested in the formal announcement drafting step.
      • The candidate receives the award at the official opening of the following ECM and presents a lecture at this occasion.

8.2 Erwin Felix Lewy Bertaut Prize of the European Crystallographic and Neutron Scattering Associations (ECA-ENSA)

      • The European Crystallographic Association (ECA) and the European Neutron Scattering Association (ENSA) award a prize in memory of the scientific achievements of the late Erwin Felix Lewy Bertaut, which are cornerstones in both crystallography and neutron scattering.
      • The Bertaut Prize is awarded to a young scientist (up to 8 years after finishing her or his PhD thesis) having a clear affiliation with the ECA/ENSA region, in recognition of notable experimental, methodological or theoretical contributions to the investigation of matter using crystallographic or neutron scattering methods.
      • ECA and ENSA will award the Bertaut Prize in a regular alternating sequence, or as specified by the two associations based on mutual agreement.
      • A selection committee is in place for the evaluation of the Bertaut Prize nominations. The positions of chair and deputy chair of this selection committee will be filled by one member of the Executive Committee of the ECA and by one member of the ENSA Executive Board. The chair and deputy chair of the selection committee then appoint another five members of the committee remaining in charge for one edition of the Prize. Whichever of the two associations organizes the price ceremony, will hold the position of the chair of the selection committee for that year. The chairperson of the Selection Committee issues a call for nominations approximately eight months before the Bertaut Prize is awarded.
      • Nominations for the prize may be submitted by European scientists as individuals (self-nomination excluded) or on behalf of a group. Nominators may be (i)an ECA/ENSA Individual Member or (ii) any person from a national member of ECA/ENSA or (iii) any Corporate Associate Member (CAM). The nominator must ensure a signed acceptance of the nomination by the nominee.
      • Nominations should include the motivation for the award, a brief curriculum vitae of the nominee and a short list of major publications. Letters of support from authorities in the field are accepted.
      • Nominations for the Bertaut Prize will be treated in confidence and, although they will be acknowledged, there will be no further communication.
      • Nominations close approximately four months before the Bertaut Prize is awarded.
      • Nominations for the Bertaut Prize will be evaluated by the Selection Committee specified above. The Selection Committee considers the candidates, selects the winning candidate by a clear majority. The chair of the selection committee forwards the name of Bertaut Prize winner to the President of his or her association, who makes the announcement.
      • The Bertaut Prize ceremony is held at European conferences organized by ECA or ENSA. The two Associations will decide on an alternate timing of the venue of the prize ceremony and organize the call for nominations according to their respective schedules of conferences.
      • The candidate receives the Bertaut Prize at the following ECA/ENSA meeting and presents a lecture on this occasion.
 

8.3 Other prizes

ECA may cooperate with international or national partner organisations in awarding science prizes in the general area of crystallography., e.g. by endorsing a prize awarded by the partner organisation.

Such prizes must have an international or European character. Within the area of European cooperation, there should be no restrictions on the geographical origin of the nominating or nominated scientists.

ECA does not assume any financial responsibility or liability for such prizes.

ECA must be involved in selecting the awardee to ensure an equal level of scientific excellence among prize winners.

ECA should gain visibility by cooperating with partners in awarding science prizes, and the extent of ECA’s involvement in the prize should be transparent.

Science prizes covered under this category:

  • International Kalman Prize of the Hungarian Chemical Society to eminent researchers in the field of structural sciences for outstanding scientific contributions within the last 5-10 years. The International Kalman Prize preserves the memory of the late Alajos Kalman, an eminent scientist in the field of chemical crystallography. The International Kalman Prize is endorsed by ECA. The prize consists of a medal and a financial award. In ECM years, calls for nominations to the International Kalman Prize are published jointly by HCS and ECA. HCS and ECA will appoint a joint prize committee. The chair of ECA / SIG13 will appoint the chair of the International Kalman Prize committee. The prize committee defines the rules and regulations for the selection process. An award ceremony for the International Kalman Prize will be organised at the European Crystallographic Meeting.