Articles of Association of the European olympiad of Experimental Science

DEFINITIONS

• Country Representative (CR): person designated by the Ministry of Education of a Member country or an institution delegated by the Ministry, to lead the delegation. The CR is a Member of the Association of EOES and can also be a mentor.
• Delegation: a group of a CR, other mentors, observers and students participating in the competition on behalf of a Member country.
• Director: The Executive in charge of the organization of the competition, appointed by the organizer.
• Member country: the country, represented by the Country Representative (CR) in the Association of EOES.
• Mentor: a person who – by nature of his/her expertise in Biology, Chemistry or Physics – is part of a country delegation.
• Observer: a person who is either (i) representing a new member country, or (ii) an extra mentor in a delegation.
• The organizer: The country organizing the competition in a given year.

1 GENERAL STATEMENT

The Association of European Olympiad of Experimental Science (Association of EOES) is an Association for public benefit purposes as defined in Luxembourgish laws. Registered office: 1 Rue du Lycée, 8508 Redange, Luxembourg. Its term is unlimited.

2 AIMS AND OBJECTIVES OF ASSOCIATION OF EOES

The Association of EOES promotes the scientific education for European Union (EU) second-level school students. This objective is accomplished through experimental and laboratory activities in the fields of biology, chemistry and physics. In particular, the Association of EOES ensures:

• The organisation of an annual competition called European Olympiad of Experimental Science (EOES).
• The exchange of ideas and materials about science education with emphasis on experimental sciences within the EU member states, in order to improve science education at national levels.

3 MEMBERS

3.1. MEMBERSHIP
The Association of EOES is open to all member states of the European Union (EU) only, that is, the members of the Association of EOES are the country representatives (CR) of countries of the EU. The list of the members is in Appendix 1. The Ministry of Education, or a designated institution, in the eligible country wishing to participate in the competition must nominate a CR for the Association of EOES and communicate the name and contact details to the Executive Board. Each Member country must be legitimised by provision of an official document issued by the respective Ministry of Education or designated institution. The Governing Body approves the new Member country. Upon approval of membership, the CR of the new member country will become a member of the Association of EOES. New member countries are invited to send an observer to the annual competition in the year prior to participation in the competition. If there should be a change of the CR, a new CR should be delegated before December 31st of the year prior to a competition. The new CR of the member country will then become a new member of the Association of EOES replacing the old CR of the country. The minimum number of members required is 5. If the association has fewer than 5 members, it must be dissolved.

3.2. OBLIGATION OF MEMBERS
Members are obliged to comply with The Articles of Association of EOES. Member countries should organize the competition in their countries within 20 years of membership.
Competition should be organised according to Rules and Regulations approved by Association of EOES. Member countries must pay the contributions set by the Governing Body.

3.3. TERMINATION OF MEMBERSHIP
Membership may be terminated by a notice of resignation or an exclusion. A member country wishing to terminate its membership by resignation should do so at least 4 months before a competition. A member country may be expelled in case of gross or repeated breaches of these Articles of Association of EOES or any by-laws. Matters of expulsion are to be decided by the Governing Body. Decisions in the GB concerning expulsion require a two-thirds majority in the presence of at least 75% of the CRs. Each member country has one vote.

4 BODIES OF THE ASSOCIATION OF EOES

The bodies of the the Association of EOES are
a) the Governing Body
b) the Executive Board
c) the Election Committee

4.1. GOVERNING BODY

4.1.1. Members of The Governing Body
The Governing Body of the Association of EOES (GB) consists of all Country Representatives. The President and the Secretary of the Executive Board act as President and Secretary of the GB and if they are not CRs, they are still members of the GB, but without voting rights (only one vote per member country).

4.1.2. Duties and Powers of The Governing Body
The main duties of the GB are:

• approving new Members of the Association of EOES;
• electing and removing members of the Executive Board;
• evaluate the applications of countries offering to host the competition and decide on future host countries;
• approving the annual report;
• to vote on and approve changes to The Articles of Association of EOES and any by-laws; the
  GB may only validly deliberate on amendments to the Articles of Association with the
  agreement of two thirds of the members present. The GB may only dissolve the Association
  with the agreement of three quarters of the members present and if two thirds of the members
  are present. If this condition is not met, a second meeting may be convened at least 15 days
  later, which may deliberate regardless of the number of members present; but in this case the
  decision will be subject to approval by the civil court;
• to discuss issues of relevance to the on-going competition or for the future development of the competition;
• in the event of a breach of The Articles of Association of EOES or by-laws, to take appropriate actions including the expulsion of teams or delegations from the competitions.

4.1.3. Meetings of The Governing Body
GB meetings are held at least once a year, normally at the ongoing competition, and are chaired by the President or his/her nominee. The Organizer must give notice in writing of the date and time of the GB meeting to all CRs, not later than four months prior to the GB meeting. Proposals for the GB meeting must be sent to all CRs at least two months in advance of the GB meeting. An agenda must be circulated by the Executive Board to all CRs at least one month prior to the meeting. In extraordinary circumstances, five members of the GB may call for an Emergency GB meeting, which can be held during or outside of a competition. Decisions in the GB concerning changes of The Articles of Association require a two-thirds majority in the presence of at least 75% of the CRs present. Each member country has one vote. Meetings of the GB may be held by videoconference.

4.2. EXECUTIVE BOARD

4.2.1. Officers of The Executive board
The Executive Board (EB) consists of the following officers:

• the President,
• the Vice President,
• the Secretary,
• the Financial officer,
• the officer for Science and Assessment.

4.2.2. Duties and Powers of The Executive board
The EB is responsible for representing the Association and managing its affairs. In particular it has the following duties:

• calling and preparing for meetings of the GB, which includes compiling the agenda for said meetings;
• carrying out any resolutions passed at such meetings;
• making arrangements for any other decision required by the GB;
• to support Organisers in the preparation for the competition;
• preparing the annual report of the competition.
  

In addition, the President has the following responsibilities

• to ensure that the The Articles of Association of EOES are upheld;
• to convene and chair GB and EB meetings;
• to represent the Association of EOES in all external communication and other business affairs.
  

The other officers will assist the President in his/her work with external communication and other business affairs as needed.
The EB shall meet as required, at least once a year at the competition. Meetings can be virtual and are to be called by the President or Vice President. No less than one week’s notice in writing must be given. If a meeting is held at any other time during the year, provisions must be made for all members of the EB to be able to attend and vote remotely if required. Members of the EB may appoint another member of the EB to give their vote.
Executive board decisions shall be minuted, to be signed by the minute secretary and the President or in his/her absence by the Vice President or any other member of the Executive board. The minutes will be sent to all Members within 8 weeks of the relevant meeting.
An officer wishing to resign has to announce this to the EB and the EC at least six months before a competition, so that the EC can perform its duties well in time before the next competition.
The eligibility for, and election of, Officers is regulated in paragraph 5.1.

4.2.3. Decision-making of The Executive Board
Decisions shall be valid if at least 3 valid votes have been cast. Resolutions are passed by a simple majority of the votes cast (delegated words included).

4.3 ELECTION COMMITTEE

4.3.1. Members of The Election committee
The Election committee (EC) consists of three CRs/Mentors from different countries. Their tenure is not limited.

4.3.2. Duties and Powers of The Election Committee
The EC is responsible for the election processes for Officers of the Executive Board. The EC have the following duties:

• When an officer announces his/her resignation, the EC must inform the Governing Body at least six months in advance and the election of a new officer will take place at the next competition.
• The EC should also start seeking nominations for resigning officers or officers whose term is ending at least six months prior to the election.
• The EC is responsible for collecting nomination papers of the candidates and distributing the names and support documentation to the Governing Body at least one month before the election date.

5 ELECTION

5.1. Election of Officers of the Executive Board
The election of the officers is conducted by the EC.Officers serve a four-year terms commencing after the conclusion of the competition at which they were elected. A term of Office ends at the end of the competition in which a new Officer has been elected. Officers are elected by the GB with one vote per country in a secret ballot and by simple majority. Officers may be re-elected for the same Office one additional term only, that is, for the same function. After two terms, a hiatus of at least one year must be observed before applying for a new EB position.
Candidates for the office of President must have participated in at least three of the last five preceding competitions as a CR, Mentor or Director (or any subsequent combination of these roles). Candidates must have a proposer and a seconder from two different countries and should confirm in writing to the EC their willingness and ability to serve for the four years.
The candidates for President should present their contribution to the Association of EOES, and their vision for the Association of EOES and the competition during their term of office. Persons eligible for all other offices of the EB are all Mentors participating in the competition at which the election is taking place.

Voting procedure:
The CR – or his/her representative - writes a maximum of six names on the ballot, one name for each position. The ballots are then cast in the ballot box after being called by one of the members of the EC. Ballots are then counted by the members of the EC. The successful candidates will be those receiving the most votes. If two or more candidates have received the same number of votes for one position, a subsequent vote shall be held limited to those candidates receiving equal votes.

6 FINANCIAL MATTERS

The Association of EOES shall be entitled to charge its members with membership fees, contributions, and any other charge, the amount of which, and the due dates for which, shall be approved and determined by the GB. The maximum membership fee is €500 per member. No expenses shall be paid to any Member or to any other person unless such expenses
1) were incurred in furtherance of the objectives of the Association of EOES and
2) were authorized by the EB or the GB and
3) are reasonable.

7 NO FINAL REGULATIONS

Revisions to The Articles of Association of EOES become valid only after the completion of the on-going competition. Proposals for changes to The Articles of Association of EOES must be submitted to the GB at least two months before the GB meeting at which the changes are to be discussed. An agenda including the proposed changes must be circulated by the EB to all members at least one month prior to the meeting (see paragraphs 4.1.3 and 4.2.2).
The GB will decide upon any matter that is not included in this document.

8 DISSOLUTION OF THE ASSOCIATION OF EOES

In the event of dissolution of the association or in case its tax-privileged purpose should be terminated, the assets of the association shall accrue to Olympiades luxembourgeoises des sciences naturelles (OLSN) A.S.B.L. which must use these assets immediately and exclusively for the public benefit or for charitable purposes.
The officers of the EB shall act as liquidators.