I – Membership
Members of ARS are all IASC regulars members (institutions and individuals) residing in Asia without any restriction on number. An institutional member shall be entitled to designate a representative who may attend meetings of ARS and take part in the activities of the association with the same privileges as the individual members. Individuals or institutions who are not members of the IASC and are interested in the activities of ARS may become members by applying and paying any prescribed dues to IASC.
II. Regional Assembly
The business transactions of the Regional Assembly shall include:
- consideration and adoption with or without modification of reports of the Chairman, Scientific Secretary and others of the BoD on the activities and finances of the ARS;
- election of Officers and members of the BoD among the candidates proposed by the Election Committee;
- consideration of reports of any committees appointed by the Regional Assembly, and proposals regarding policy and programmes of the ARS;
- all other business necessary for the promotion of the objectives of the Association.
A notice specifying the place, date, time and the agenda of a Regional Assembly shall be communicated (by mail or IASC-newsletter) to all members of the ARS not less than three months before the date of the Regional Assembly.
III. Board of Directors
The BoD shall meet every third years, in occasion of IascAsian meetings. If possible, the BoD meet twice during the IascAsian meeting, the first meeting of the outgoing BoD and the second a meeting of the incoming BoD. To assist in the transition, all members of both BoD are encouraged to attend both meetings.
The BoD shall hold an interim meeting, if possible, midway between the IascAsian meetings. This meeting may coincide with a regional meeting cosponsored by the IASC-ARS. Decisions of the BoD required between meetings may be taken by mail.
The BoD members who are unable to attend meetings are encouraged to appoint a representative who may attend and speak at the meeting in the member’s place, but who may not vote on questions before the BoD.
When an issue arises that would normally be dealt with by BoD but which requires action before a mail vote or the next BoD meeting, the Chairman shall be empowered to act on behalf of the BoD. In doing so, the Chairman shall consult with the Officers and members of BoD to the extent possible, and shall submit the action for confirmation by BoD as soon as possible.
IV. ARS-BoD Chairman
In the Chairman’s absence its roles shall be filled by the Chairman-Elect or by some member of the BoD nominated by the Chairman. If no member of the BoD is able to be present at a meeting organized or sponsored by the ARS, the Chairman may nominate a member of the ARS to act as his representative for that occasion and to maintain liaison with the Scientific Secretary.
If the chairmanship becomes vacant or the Chairman is for any reason unable to fulfill his responsibilities, the Chairman-Elect shall serve for the remaining term of the Chairman or until the Chairman shall again be able to serve, as the case may be.
If, for any reason, an office becomes vacant, a new officer shall be nominated by the Chairman and approved by the majority of the BoD.
V. Elections procedure
The Election Committee (EC) shall consist of four members who shall be selected among the members of the BoD. The BoD shall designate one member of the Election Committee to act as Chairman.
The first step of the election procedure shall consist of the preparation of the list of nominations. In order to obtain suggestions by the ARS members a call for candidature must be sent out via e-mail or on the web site of the ARS by the EC at least six months before the date of the election in the Regional Assembly.
The list of nominations along with short biographical details of the candidates (i.e. present position, membership in international societies, service to statistics of international level, special field of statistical work) shall be informed to the ARS members at least three months before the election. The election shall be held by ballot based on votes at a regional assembly or by mail.
The BoD and membership of the ARS shall be notified of the result of the elections.
No gift or legacy may be accepted unless approved by the BoD.
The funds of the IASC-ARS may be used to meet the normal operating expenses of the BoD, the expenses of conferences, courses, publications, and other activities of the ARS.
Officers and members of the BoD shall serve without compensation. They may be reimbursed for travel expenses associated with official functions.
The BoD may authorize the provision of grants or financial assistance for research or developmental projects consonant with the objectives of the Association. The BoD is expected to maintain reserves sufficient to meet prior commitments; it may transfer funds to assist activities of IASC.
Any expenditure of funds shall be for a purpose consistent with the statutes and by-laws, and shall be authorized by the Chairman. Recurring expenditures for the same purpose may be authorized by the Chairman on a continuing basis. The Chairman may revoke such a continuing authorization. If the appropriateness of the expenditure might reasonably be questioned, the Chairman shall submit the matter to the BoD for approval.
The Treasurer shall make suitable arrangements for signing contracts, agreements and other relevant documents, for maintenance of bank accounts, etc. and for all procedural matters relating to transactions, meetings, conferences, publications and other activities of the ARS.
At each ordinary meeting the accounts of the outgoing Treasurer shall be audited, consistently with the practices and standards of the ISI, by two members of the ARS and their report shall be presented to the BoD for acceptance by a majority of votes.
VII. Scientific meetings and publications of the ARS
The BoD may arrange seminars, summer schools, conferences, etc. and other programmes on its own responsibility or in collaboration with other organizations.
Ordinary meetings of the ARS (i.e. IascAsian meetings) shall be convened normally every third year. The ordinary meeting of the ARS shall be held at such times and places as the BoD may direct.
For IascAsian meetings as well as for each official meeting (seminar, summer school etc.) of the ARS the Chairman in consultation with the BoD shall appoint a Scientific Program Committee (SPC) and a Local Organizing Committee (LOC). In order to assure a suitable coordination between, SPC and BoD at least one member of the BoD should be appointed as SPC member. SPC and LOC should make brief reports on progress, at least every 6 months, to BoD chairman.
The LOC (on the behalf of the Host Institution) is responsible for the finance of the meeting (seminar, summer school etc.).
Sponsorship can be given to Asian meetings pursuing the same objectives of the Association under condition that a representative of the BoD be a member of the SPC.
The BoD may make necessary arrangements for publishing in a suitable way the IascAsian proceedings and lectures presented at meetings or summer schools organized or sponsored by the IASC-ARS, or to make arrangements to publish a newsletter of ARS.