By-laws

Version 31 August 2017

By‐laws and Rules of Procedure

Supplementing the approved Statutes of the WCRI Foundation


World and Regional Conferences:

  1. One of the primary objectives of the WCRIF is to promote World Conferences on Research Integrity. The Governing Board does so by formulating and publishing calls for bids to organise and host World Conferences.

  2. Bids shall be evaluated by the Governing Board and the chosen host organisation shall be announced at the preceding World Conference.

  3. The Governing Board formulates and publishes criteria to assess bids.

  4. The Governing Board may approve selected Regional Conferences to be linked to the World Conferences, using the same procedure as for World Conferences.

  5. The Governing Board will stipulate explicitly, in all pertinent agreements, that WCRIF incurs no financial or other liability for World and/or Regional Conferences.

  6. The Governing Board will ensure that the host organisation for a World Conference determines whether it will take out comprehensive insurance to cover its financial risk and other liabilities, or whether it will assume those risks and liabilities itself.

  7. The Governing Board will ensure that the WCRIF receives 50 percent of any positive financial surplus arising from World Conferences.

  8. The Governing Board selects the Co‐Chairs of a World Conference.

  9. The Governing Board endorses proposals from the Co‐Chairs for membership of World Conference committees – programme committee, advisory committee, and the local organising committee.

  10. The Governing Board ensures that WCRIF databases are in compliance with EU Directives and Dutch law personal privacy protection.


Publicity and Transparency:

  1. The Governing Board will be responsible for all publicity for the WCRIF.

  2. The Governing Board will liaise closely with the Co‐Chairs to ensure that publicity, websites and social media related to WCRI are in accordance with WCRIF policy and responsibilities.


Finances:

  1. The Treasurer shall have overall responsibility for developing budgets and accounts of the WCRIF, as set out in the Statutes of WCRIF. The budgets and accounts of the World and regional conferences themselves shall be the responsibility of the local organisers, who are obliged to keep the WCRIFR of WCRI budgeting.

  2. All financial transactions require two signatures of which one shall be the Treasurer and the second being another member of the Executive Board. Digital endorsements shall be accepted in lieu of written signatures.

  3. The Treasurer is responsible for preparing annual accounts for audit.

  4. The Governing Board shall appoint an audit committee of two prominent participants of recent World Conferences who shall not be members of the Governing Board. The audit committee shall review the annual accounts and make recommendations to the Governing Board.


Nomination and selection of Board members:

  1. Two months in advance of the annual meeting of the Governing Board , the GoverningBoard shall call for nominations (including self‐nominations) to replace retiring member(s) of the Governing Board for new member(s).

  2. Current governing board members have the right to make nominations. Each nomination (including self‐nominations by others) need to be supported by a Governing Board member.

  3. The Governing Board, including its retiring members, select the new member(s) from the nominations received. This decision is made in accordance with the decision procedures laid out in the statutes (article 6 clauses 8‐13).


Board Procedures:

  1. The Chair shall have responsibility for the orderly conduct of Governing Board business.

  2. Motions for approval shall have both a proposer and a seconder.

  3. The Governing Board will normally work by consensus, but any member of the Board may ask for a formal vote and the result shall be recorded in the minutes of the meeting.

  4. The Governing Board may create such committees as deemed necessary for the conduct of the WCRIF.


WCRIF Archive:

  1. The Governing Board will be responsible for the structure, compilation and maintenance of an archive of the World Conferences materials. It will also be responsible for determining the appropriate contents of the archive and which portions will be publicly available.


Conflicts of Interest:

  1. All members of the Governing Board shall declare any conflict of interest (fiduciary or otherwise) prior to the start of consideration of an agenda item for which it is relevant.

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