Rules

Rules of The European Association of Work and Organizational Psychology

SECTION 1. REGISTRATION, ELECTION, AND ACKNOWLEDGEMENT

1. Constituents

a. The application for being a Constituent will be made at least 45 days before the next meeting of the Assembly. Candidates have to submit:
- a description of their name, domicile, aim, activities, and membership, preferably accompanied a copy of their statutes;
- a statement of endorsement of the EAWOP statutes;
- a list of services that will be made accessible to EAWOP Members.
b. Constituents can be elected in any meeting of the Assembly.
c. The election of Constituents will be acknowledged and subsequently invoiced. Constituents will be asked to nominate Representatives.

2. Members

a. The application for Full, Associate, Student and Senior membership will be made in writing. Applicants will provide the following data:
- name and address;
- citizenship (or long term residency);
- academic degrees (copy of diploma if demanded);
- positions/activities in the field of W&O psychology and a statement of endorsement of the Statutes;
- Student Members only: proof of student status (copy of the relevant university registration document);
- Senior Members only: an affirmation work cessation(a proof made only if required);
b. Members can be admitted in any meeting of the Executive Committee.
c. The Executive Committee will inform the Assembly as well as the Members by a publication of names in the Newsletter.
d. The Executive Committee will maintain access to the lists of diplomas of each country in order to decide on the acceptance of new members. In cases where a diploma offered by a new member is not in the lists the Executive Committee can demand the member candidate to give further accounts of the relevant issues before admitting the member.

SECTION 2. TERMINATION OF MEMBERSHIP

1. Termination upon written request, death, non-payment.
The Executive Committee can terminate the membership of the Full, Associate, Student and Senior Members:
a. following receipt of written request by the end of the year;
b. immediately following death;
c. following non-payment of fees by 1st June;

2. Expulsion of a Member
a. Expulsion can take place by the initiative of the Executive Committee or any five or more Members of the Association can ask the Executive to make a proposal for the Expulsion of a  Member.
b. Grounds for expulsion can be: not meeting the criteria for being a Member, violation of Statutes or Rules, or any behavior that has caused damage to the Association or that runs counter to the Association's interests.
c. Notification of expulsion takes place in writing to the Member. The act of expulsion will be mentioned in the Newsletter.
d. The Member in concern has the right a) to defend him/herself before the decision takes place in the Executive Committee and b) to complain about the decision to the Assembly, who in that case makes the final decision.
3. Expulsion of a Constituent
a. Expulsion can only take place on the basis of a proposal by the Executive committee to the Assembly.  The proposal will contain the grounds for expulsion as well as the defence by the Constituent, as established in a hearing.
b. Any five or more Members or Representatives of the Association can ask the Executive committee to make a proposal for the Expulsion of a Constituent
c. Grounds for expulsion can be: unpaid membership fees, not meeting the criteria for being a Constituent, violation of Statutes or Rules, any behavior that has caused damage to the Association or that runs counter to the Association's interests.
d. Notification of expulsion takes place in writing to the Constituent. The act of expulsion will be mentioned in the Newsletter.

SECTION 3. NOMINATION OF REPRESENTATIVES

1. Constituents

a. Constituents are supposed to inform the Executive Committee about the nomination of representatives and other liaison persons.
b. The Constituent will confirm the nomination of the representative by an official letter sent to the Executive Committee or the Representative will prove his/her nomination by showing the proxy before the Assembly meeting. The nomination is valid only for 4 years, but may be renewed or a new representative be nominated at any time.

SECTION 4. MEETINGS OF THE ASSEMBLY

1. Announcement and agenda

a. The General Assembly meeting takes place during the European Conference and will be announced in the conference programme. Extraordinary Meetings will be announced with 60 days notice.
b. Items and motions for the agenda will be sent to the President up to 45 days before the meeting.
c. The agenda will be sent out at least 30 days before the meeting.
d. Decisions can only be taken about items mentioned on the agenda.

2. Voting

a. The right to vote can only be exercised when fees are paid. The fee will be paid no later than 30 days before the meeting.
b. In order to take votes at least 25 Full Members and one-third of the Representatives have to be present. If this number is not met another (Extraordinary) Meeting has to be called, at which decisions can be taken without any restrictions.
c. Voting by proxy is allowed by written authorization of the Member or Representative who is absent, indicating the item on the agenda to which the vote pertains. The authorization will be shown to the President before the voting takes place.
d. A Member or Representative cannot take proxy votes from more than two other Members or Representatives.
e. The votes of Full Members and Representatives will be counted separately.
f. If a proposal is not supported by a majority of both Full Members and Representatives it  will be rejected.

3. Approving minutes by the examiner of the minutes

a. At the beginning of the meeting the Assembly will select four (4) persons to check and approve the meeting minutes after the meeting (examiner of the minutes). Two (2) of these persons will be selected among the Full Members attending the meeting and the other two (2) among the constituents representatives attending the meeting.
b. The Assembly meeting minutes will be submitted to the examiner of the minutes by the Executive Committee within one month after the meeting. The examiners have one month to do their work and make the necessary changes to the minutes and approve the final version.
c. The minutes are officially approved when the examiners and the President and the General Secretary of the Executive Committee of EAWOP have approved them.

SECTION 5. ELECTION OF PRESIDENT AND EXECUTIVE COMMITTEE

1. President

a. Candidates will be proposed to the Executive Committee 45 days before the Meeting (see Statute 7.2)

b. Each Full Member and each Representative will vote for one candidate. Next, the proportion of votes per candidate will be ascertained for both categories. The candidate with the most votes in both categories will be elected. In case of a tie the procedure will be repeated. If still no candidate has been elected a third round will be organized. The candidate who receives the highest proportion of votes from Members and Representatives together will be elected.

c. If the president resigns before the next Assembly meeting, the Executive Committee will nominate one of the members of the Executive committee as a new president, who will hold the position only until the Assembly meeting takes place.

2. Executive Committee

a. Candidates will be proposed to the Executive Committee 45 days before the Meeting. (See Statute 7.3)

b. Each Full Member and each Representative will vote for as many places as are vacant. Next, the proportion of votes per candidate will be ascertained for both categories. The candidates with the most votes in both categories will be elected. Persons who are elected in the first round will not participate in the second round. In the case of a tie the procedure will be repeated. If still no candidate has been elected a third round will be organized. The candidate who receives the highest proportion of votes from Members and Representatives together will be elected

c. The Executive Committee may present a list of candidates for the new Executive Committee members. In any case where the Assembly votes first it will accept the list. The list must get the majority of votes in both categories (members and representatives). If this does not happen the second round is organized by using the procedure described in Clause b.

d. If a member of the Executive Committee resigns before the next Assembly meeting, the candidate who had obtained the second highest number of votes will be elected as a new member, who holds the position only until the Assembly meeting takes place. The same procedure will take place when the President resigns and the Executive Committee is completed.

SECTION 6. SUBSCRIPTIONS

1. Subscription rates

Modifications to subscription rates cannot become effective before the next year. They will be made public in the first newsletter after the meeting of the Assembly in which the modifications were made.

2. Payment

2.1. Constituents.

Invoices will be sent during the first quarter of each year. Payment will be made before 30th May of the year of subscription.

2.2 Members
a. The EAWOP biannual Congress fee includes two years’ subscription for Full and Associate Members. The Executive Committee will make a contract detailing the payment procedure with the congress organizer. The congress participant will register his/her membership by sending the EAWOP administrative secretary the membership application form in any case where he/she has not been an EAWOP member during the preceding year.
b. The subscription can also be paid separately in any case where the person is not participating with the congress or he/she has not paid the congress fee. In such a case the subscription can be paid only for one or two years.
c. Membership services can be provided and delivered for a one year period from May of the starting year until May of the following year. For instance, Journal issues will be sent to members for one year: if the person has paid the membership for the first year later than May she/he will get the issues published after May of that year and then in the second year the issues published before May.

SECTION 7. JOURNAL

EAWOP offers an ordinary and an electronic Journal to its Members (see Statute 3.0). Here the Journal means the scientific journal in the field of work and organizational psychology. The Editor is appointed and the editorial matters of the Journal are managed by the following rules:

1. The Editor of the Journal is appointed by the EC for a period of four years. The four year period can be extended once for a further two years.
2. The Editor proposes associate editors for a period of four years. The four year period can be extended once for a further two years. The decisions of the associate editors need approval by the EC.
3. The editor and the associate editors should be EAWOP members.
4. The Journal is independent from EAWOP; the EC does not interfere with editorial policy or practice.
5. The Journal is a scientific journal.
6. The president of EAWOP is a member of the Board of the Journal
7. The editor reports once a year to the EC. This report includes at any rate the number of subscriptions, the number of submitted manuscripts and the rejection rate.

SECTION 8. TIMETABLE

Constituent payments:
- 1^st December: Invoices sent
- 31^st January: Deadline for payment
- 28^th February: Reminders in cases of non-payment
- 1^st April: Final deadline for payments

Member payments:
- 15^th April: invoices for those members who have not paid congress fees or the membership fees up until 1^st April
- 30^th May: Reminders in cases of non-payment
- 30^th June: Final deadline for payments

Bi-annual congress, General Assembly Meeting:
- April-May

TRANSITORY REGULATIONS

Accepted by the Representative Assembly during its Second Meeting in Alicante, Spain on 15^th April 1993.

Modified by the Extraordinary Representative Assembly during its Fifth meeting in Windsor, London, United Kingdom on 13^th December 1997.

Modified by the General Assembly during its Meeting in Istanbul, Turkey on 13^th May 2005. The changes were in force immediately.

Modified by the General Assembly during its Meeting in Stockholm, Sweden on 10^th May 2007. The changes were in force immediately.

Modified by the General Assembly during its Meeting in Maastricht, the Netherlands on 26^th May 2011. The changes were in force immediately.