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Articles of Association of the European olympiad of Experimental Science

approved by the constitutive assembly on October 10, 2020

DEFINITIONS
Country coordinator (CC): person appointed by the ministry of education of a member country or an institution delegated by the ministry, to lead the national delegation. The CC is a member of the EOES association and can also be a mentor.
Delegation: a group formed by a CC, other mentors, observers and students participating in the competition on behalf of a member country.
Director: the person in charge of organizing the competition, appointed by the organizer.
Member country: the country, represented by the Country Coordinator (CC) within the EOES Association.
Mentor: a person who - as an expert in biology, chemistry or physics - is part of a national delegation.
Observer: a person who is either
(i) representative of a new member country, or
(ii) an additional mentor in a delegation.
The organizer: the country organizing the competition in a given year.
CHAPTER 1: GENERAL DECLARATION
The European Olympiad of Experimental Science Association (EOES) is a non-profit association (NPO) as defined by Luxembourg law.
Registered office: 1, rue du Lycée, 8508 Redange, Luxembourg.
CHAPTER 2: GOALS AND OBJECTIVES OF THE ASSOCIATION
The EOES association promotes science education for secondary school pupils in the European Union (EU). This objective is achieved through experimental and laboratory activities in the fields of biology, chemistry and physics.
In particular, the EOES association ensures:
  • the organization of an annual competition called the European Olympiad of Experimental Science (EOES).
  • exchange of ideas and materials on science education, with a focus on experimental sciences in EU Member States, in order to improve science education at national level.
CHAPTER 3: MEMBERS
3.1. COMPOSITION
The association is made up exclusively of full members. The minimum number of effective members may not be less than four.
3.2. MEMBERSHIP
The EOES association is only open to Member States of the European Union (EU), i.e. the members of the EOES association are the country representatives (CCs) of the EU countries. The list of members can be found in Annex 1.
The Ministry of National Education, or a designated establishment, in the eligible country wishing to participate in the competition must designate a CC for the EOES association and communicate the name and contact details to the Executive Board. Each member country must provide an official document of legitimation issued by the Ministry of National Education or the designated establishment. The board of directors approves the new member country. Once membership is approved, the CC of the new member country will become a member of the EOES association.
New member countries are invited to send an observer to the annual competition in the year preceding the participation in the competition.
If there should be a change of CC, a new CC should be delegated before December 31 of the year preceding a competition. The new CC of the member country will then become a new member of the EOES association, replacing the old CC of the country.
3.3. OBLIGATIONS OF MEMBERS
Members are required to abide by the statutes of EOES.
Member countries are expected to hold the competition in their country within 20 years of joining. The competition must be organized in accordance with the rules and regulations approved by the EOES association.
Member countries must pay the contributions set by the board of directors.
3.4. TERMINATION OF MEMBERSHIP
Membership can be terminated by notice of resignation or exclusion.
A member country which wishes to terminate its membership by resignation must do so at least 4 months before the next competition.
A member country may be expelled for serious or repeated violations of these EOES Statutes or any regulations.
Expulsion issues must be decided by the board. Decisions in the board regarding expulsion require a two-thirds majority in the presence of at least 75% of the CCs. Each member country has one vote
CHAPTER 4: THE ORGANS OF THE ASSOCIATION
The organs of the EOES association are:
  • the Governing Body (GB)
  • the Executive Board (EB)
  • the Electoral Commission (EC)
4.1. GOVERNING BODY (GB)
4.1.1. Members of the governing body
The Governing Body (GB) of the EOES Association consists of all country representatives. The chairman and secretary of the Executive Board act as chairman and secretary of the GB and if they are not CC, they are still members of the GB, but without voting rights (only one vote per member country).

4.1.2. Functions and powers of the GB
The main tasks of the GB are:
  • approve new members of the EOES association;
  • elect and dismiss the members of the Executive Board;
  • evaluate the applications of countries offering to host the competition and decide on future host countries;
  • approve the annual report;
  • vote and approve changes to the EOES statutes and bylaws;
  • discuss relevant issues regarding the current competition respectively for the future development of the competition;
  • in the event of non-compliance with the statutes or regulations of the EOES, take appropriate measures, including the expulsion of teams or delegations from competitions.
4.1.3. GB meetings
GB meetings take place at least once a year, in principle during the current competition, and are chaired by the chairman or his deputy. The organizer must notify the date and time of the GB meeting in writing to all CCs, no later than four months before the GB meeting. Proposals for the GB meeting should be sent to all CCs at least two months before the GB meeting. An agenda should be circulated by the Executive Board to all CCs at least one month before the meeting. In extraordinary circumstances, five GB members may call an emergency GB meeting, which may be held during or outside a competition.
The decisions of the GB concerning the modifications of the statutes require a two-thirds majority in the presence of at least 75% of the CCs present. Each member country has one vote.
4.2.THE EXECUTIVE BOARD (EB)
4.2.1. Members of the Executive Board
The members of the Executive Board are:
  • the president,
  • the vice president,
  • the secretary,
  • the treasurer,
  • the officer responsible for science and assessment.
4.2.2. Functions and powers of the EB
The EB is responsible for representing the association and managing its affairs. In particular, it has the following missions:
  • convene and prepare GB meetings, which includes setting the agenda for these meetings;
  • carry out the resolutions adopted during these meetings;
  • make arrangements for any other decisions required by the GB;
  • support the organizers in the preparation of the competition;
  • prepare the annual competition report.
In addition, the president has the following responsibilities:
  • ensure compliance with the statutes of the EOES;
  • convene and chair the GB and EB meetings;
  • represent the EOES association in all external communications and other operational matters.
The other members of the EB support the president in his external communication work and in other operational matters as required. The EB will meet as needed, at least once a year during the competition. Meetings can be virtual and must be called by the president or vice-president. Written notice of at least one week must be given. If a meeting takes place at any other time of the year, arrangements should be made for all EB members to attend and vote remotely if necessary. EB members can nominate another EB member to vote in their name.
The decisions of the EB will be taken by minutes, signed by the secretary of the minutes and the president or in his absence by the vice-president or any other member of the EB. The minutes will be sent to all members within 8 weeks of the relevant meeting.
A member of the EB wishing to resign must announce it to the Executive Board and the Electoral Committee at least six months before a competition, so that the EC can perform its functions well in time before the next competition. The eligibility and election of EB members are governed in paragraph 5.1.

4.2.3. Decision making of the EB
Decisions are valid if at least 3 valid votes have been cast. Resolutions are adopted by a simple majority of the votes cast (including delegated votes).
4.3 ELECTORAL COMMITTEE
4.3.1. Members of the Electoral Committee
The Electoral Committee (EC) is made up of three CCs / Mentors from different countries. Their mandate is not limited.

4.3.2. Functions and powers of the electoral committee
The EC is responsible for the election process for members of the Executive Board. The EC has the following duties:
  • when a member of the EB announces his resignation, the EC must inform the GB at least six months in advance and the election of a new member of the EB will take place at the next competition.
  • the EC should also start looking for candidates for members who have resigned from the EB, or whose term ends, at least six months before the election.
  • the EC is responsible for collecting nomination papers from candidates and distributing names and supporting documents to the Executive Board at least one month before the date of the elections.
CHAPTER 5: ELECTIONS
5.1. ELECTION OF MEMBERS OF THE EXECUTIVE BOARD
The election of EB members is conducted by the EC. EB members have a four-year term starting after the end of the competition to which they were elected. A term ends at the end of the competition in which a new officer has been elected. The members of the bureau are elected by the GB with one vote per country by secret ballot and simple majority. EB members can only be re-elected for the same office for an additional term, that is to say for the same function. After two terms of office, an interruption of at least one year must be observed before applying for a new position within the Executive Board.
Candidates for the position of President must have participated in at least three of the last five previous competitions as a CC, Mentor or Director (or any subsequent combination of these roles). Candidates must have a nominator and a second person who supports the candidacy from two different countries and must confirm in writing to the Electing Committee their willingness and ability to serve for four years.
Candidates for the presidency must present their contribution to the EOES association and their vision for the EOES association and the competition during their tenure.
Persons eligible for all other positions on the EB are all mentors participating in the competition in which the election takes place.

Voting procedure:
The CC - or its representative - enters a maximum of five names on the ballot, one name for each position. The ballots are then placed in the ballot box after being called by one of the members of the EC. The ballots are then counted by the members of the EC. The successful candidates will be those who receive the most votes. If two or more candidates obtained the same number of votes for a position, a subsequent vote takes place with only those candidates who received equal votes.
If a EB member resigns before the end of his term, a successor will not be appointed until the next GB meeting. In this case, his tasks will be assumed by one of the other members of the EB, with one exception: the president cannot take over the tasks of the treasurer and vice versa.
CHAPTER 6: FINANCIAL MATTERS
The EOES Association is entitled to charge its members membership fees, contributions and any other charges the amount and due dates of which are to be approved and determined by the GB.
No expenses will be paid to a member or any other person unless such expenses
  • have been incurred in the pursuit of the objectives of the EOES Association and
  • have been authorized by the EB or the GB and
  • are reasonable.
CHAPTER 7: NO FINAL REGULATIONS

Changes to the EOES statutes only become valid after the completion of the current competition.
Proposals for changes to the EOES statutes 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 distributed by the EB to all members at least one month before the meeting (see paragraphs 4.1.3 and 4.2.2).
The GB will decide any matter that is not included in this document

CHAPTER 8: DISSOLUTION OF THE EOES ASSOCIATION
In the event of dissolution of the association or in the event of termination of its fiscally privileged object, the assets of the association will revert to the Luxembourg Olympiad of Natural Sciences (OLSN) NPO, who must use these assets immediately and exclusively for the public good or for charitable purposes. The directors of the EB will act as liquidators.
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