approved 31 July 2014
Glossary of terms in correspondence with Belgian Statutes of IATUR vzw
- VZW - Vereniging Zonder Winst
- Council - Raad van Bestuur
- Executive Committee - Directiecomité
- General Assembly - Algemene Vergadering
- Current members - Toegetreden leden (individual members whose dues are current)
- Active members - Werkelijke leden (those Current Members who manage the institutional operation of the Association, as well as the Vrije Universiteit Brussel, who fulfil the requirement under Belgian vzw law to have an Active Member outside the Council)
- Institutional member - Institutionele leden
- IATUR members - IATUR leden (includes active members, other current members, and institutional members)
1. Composition of the Members of the IATUR vzw Council and Executive Committee
The IATUR vzw governing Council consist of the following Office Bearers, all of whom must be and remain Active Members of the Association during the period that they hold their office
- The President
- The Vice-President (one of two)
- The Vice-President (two of two)
- The Secretary
- The Treasurer
- Eight Council Members, one from each of the following geographic regions
- Central and South America
- Eastern Europe
- North America
- North and East Asia
- South Asia and Middle East
- Western Europe
For daily affairs, an Executive Committee is formed by the following members:
- The President, the Vice-presidents (two), the Secretary and the Treasurer
- Appointed Advisors to the Executive, drawn from the current membership, whose mandate runs in parallel with the election cycle of the Executive and Council members at the time of appointment
- The Executive can co-opt from up to two additional Advisors-at-Large from the current members for a period of up to one year
Members of the Council representing geographic regions may invite additional persons whose particular expertise would be of value to items under discussion at a meeting of the Council to attend these meetings as non-voting participants. Appointed Advisors and Advisors-at-Large also are non-voting participants at Executive and Council meetings.
2. Roles of the Members of the IATUR vzw Council and Executive Committee
(a) The President has responsibility for:
- Overall management of the Association
- Representing the Association at international meetings and with local, regional and international media
- Chairing executive committee and general meetings
- Working with the Treasurer to raise funds for the association
(b) The two Vice-Presidents have responsibility for:
- Assisting the President in the overall management and promotion of the Association
- Liaising with national statistical and international governmental organisations
- Chairing executive committee and general meetings if the President is not available
- Identifying policy applications using time use data
- Assisting the Managing Editor of the Journal
(c) The Secretary has responsibility for:
- Organising Executive Committee meetings, Council Meetings, Annual General Meetings and Special General Meetings
- Managing organisational guidelines
- Participating in the organisation of all IATUR vzw conferences and events
- Managing the IATUR vzw archives
- Informing the time use community of publications, data, events, resources, and organisational matters
- Managing the website in conjunction with the Treasurer
- Managing the membership and institutional affairs in conjunction with the Treasurer
(d) The Treasurer has responsibility for:
- Collecting dues, managing accounts and other funds of the Association
- Arranging audits
- Working with the President to raise funding for the Association
- Managing the website in conjunction with the Secretary
- Managing the membership and institutional affairs in conjunction with the Secretary
(e) All Members of the Executive Committee shall have responsibility for:
- Regularly participating in IATUR events
- Co-ordinating ethical standards in the field
- Promoting IATUR vzw and time use surveys to agencies which might use or fund time-use surveys
- Promoting high quality standards time use data collection, data harmonisation and analysis
- Continuing members of the Executive mentor newly appointed or elected members of the Executive Committee
(f) Location of treasurer in relation to other members of the Executive Committee
- The Treasurer and at least one Appointed Advisor should reside and work in the same country, preferably same jurisdiction within that country, as another member of the Executive so that more than one member of the Executive can sign for and have access to the accounts
(g) Transitions between post-holders on the Executive Committee and Council
- All Active Members of the Executive Committee and Council are elected by the Current Membership at the General Assembly to hold posts for 4 year terms
- While post-holders may be re-elected, any current member may put their name forward to stand as a candidate for any post in the approach of new electoral cycles
- The Executive and Council reserve the right to review propositions from people who wish to stand as the candidates for the Executive Committee elected posts to ensure that these candidates have sufficient institutional support and experience to take on the post
- Executive Committee and Council members who cannot serve through the end of their elected term normally should give at least six months notice in writing to the Secretary (or in the case of the Secretary, the Secretary shall give at least six months notice in writing to the President) in advance of the next annual general assembly to permit a call for elections
- Executive Committee and Council members who do not keep their payment of IATUR membership dues up-to-date or otherwise fail to discharge their specified duties as post-holder will lose their Active Membership status and thus will not be able to vote on IATUR business decisions
- Active Members will continue to discharge the duties of their posts through that elections and until after all functions reasonably can be turned over to the new post-holder, unless exceptional circumstances arise or in the event that a member is removed by a vote of the Active Members at the General Assembly
(h) Members of the Executive attend Council Meetings to
- Report on work of the Executive
- Answer questions and concerns raised by Council Members about the running of the Association
- Offer input based on their expertise to items on Council Meeting agendas
(i) The Council Members representing geographic regions will
- Monitor time-related research, data collection and related events in their region
- Attend meetings of the Executive and Council
- Periodically write region reports for the Time Pieces section of the eIJTUR
- Promote activities of the Association within their region
- Act as a check on the activities of the Executive
(j) The Appointed Advisor(s) the Executive
- The Secretary and Treasurer, as other members of the Executive as needed, can appoint Associate Advisors to assist with the performance of day to day operations of the Association as well as up to two specific project Advisors-at-Large, aiming to reflect the diversity of the IATUR vzw community in appointments
- The Secretary will put forward prospective names to the Council for approval before Associate Advisors or Advisors-at-Large are appointed
(k) Past-Presidents may attends Council Meetings to offer input based on their expertise.
(l) The Managing Editor of the Electronic International Journal of Time Use Research may attend Council Meetings to represent the interests of the journal.
(m) All members of the Council, including Advisors to the Executive, and Advisors-at-large, commit to attend at least one of every three conferences, and commit to participate in at least one of every two Executive and Council meetings (even if this participation is over Skype or related teleconferencing means).
3. IATUR vzw membership
The principal criterion of eligibility for membership (both individual or institutional membership) is an interest in the field of time use research. Membership is open to all persons/institutions willing to subscribe to the Statutes and pay annual dues and other fees as may be required.
IATUR makes a distinction between Active and Current membership. Active Members make the legally binding decisions on behalf of the Association. Active Members include the elected members of the Council, the Immediate Past President, the Managing Editor of the eIJTUR, and the institutional member the Vrije Universiteit Brussel. Both Active and Current members have the powers granted by the Statutes of the IATUR vzw.
All new members and members who have renewed after the regularisation period of 8 weeks from 1 January until 28 February each annual cycle, and individual lifetime members who have not expressed an interest in involvement with the Association General Assembly for any given year during the regularisation period, cannot hold Active Member status or seek election to a Council post unless special dispensation is extended to that member by the Executive Committee. People who and institutions which have paid in previous years who have not renewed their membership are not Current Members. Active Members, Current Members, former members, and other people participating in IATUR conferences can attend General Assembly meetings and express views on matters under discussion which the Active members will take into account when making decisions. In the event of a controversial issue with a close vote, only Current Members will be able to vote in General Assembly meetings, and only Active Members will be able to vote on operational matters and make legally binding decisions.
Belgian vzw law requires a minimum of 2/3rds of Active Members be present or represented by proxy during the General Assembly meetings for decisions to count as approved, Active and Current membership distinction enables IATUR can meet this threshold to function as a legal not-for-profit Association vzw under Belgian law.
Institutional members, with exception of the Vrije Universiteit Brussel (whose institutional membership is a requirement of the incorporation in Belgium), only can hold Current Membership. The Council decides which applicants can become an institutional member based on the following criteria:
- Being a formal organisation or institution whose aims are compatible with Association objectives (the latter criteria of which is decided in a vote of the Council)
- Having an active and reputable research program in the field of time-use
- Having at least one current member who has participated in at least two IATUR-conferences during the last 5 years
The Vrije Universiteit Brussel hosts the IATUR vzw and provides some facilities for daily affairs (office space, telephone and internet facilities, administration, and related overheads). Until the Association winds down incorporation in Belgium, the Vrije Universiteit Brussel holds an Active institutional membership represented by a legal counsellor.
4. Membership dues and membership list
IATUR distinguishes Individual Current Members, Individual Lifetime Current Members and Institutional Current Members. Members or employees of an institutional member are not automatically Individual Current Member of IATUR vzw. Each individual wishing to be a member should apply as an individual member.
The Association has regular expenses in Euros, and UK pounds sterling. Expenses associated with conferences are payable in the relevant local currency.
The Executive will set the dues to account for global currency fluctuations. Changes to dues must be approved at the annual General Assembly before coming into effect for the next Association registration period.
(a) The current annual dues for an Individual Current Member are:
- €50,00 Standard membership – 1 year
- €25,00 Membership for students, people from developing and transition economies, and retired persons (or the equivalent) – 1 year
Persons who wish to qualify for a reduced membership fee should provide evidence of eligibility for this status. The Treasurer and Secretary decide which people are eligible for a reduced membership fee.
(b) The current annual fees for a Individual Lifetime Current Membership are:
- €375,00 Lifetime membership for people aged 50-59 at time of payment
- €150,00 Lifetime membership for people aged 60+ at time of payment
Each year, people with a Lifetime Individual Membership who potentially qualify as Active Member have to explicitly indicate via the IATUR website that they plan to participate in the annual Council meeting and General Assembly to be counted as an Active Member in Council meetings and the General Assembly. The lifetime membership stays granted until death or until a decision from the Council/General Assembly to expel this member.
(c) The current annual fees for an institutional membership fees are:
- €500,00 Institutional membership – 1 year
The Vrije Universiteit Brussel is exempted from this institutional fee as long as it hosts IATUR vzw.
The Association’s Membership List containing the name, current email address and current membership status of each member shall be maintained by the Secretary and the Treasurer. The membership list shall not be passed on to other agencies.
5. Discipline, suspension and expulsion of members
In the event of an incident associated with an IATUR vzw Current Member or any person working with time use data or associated with a time use study that brings the methodology or field into disrepute or poses challenges to the legitimacy or standing of the Association, the President will call an emergency meeting of the Executive and Council. In the event that the issue of concern is Associated with the President or the President is not able to act, a Vice-President of IATUR will call the emergency meeting.
Circumstances under which the Executive and Council may consider disciplinary action against a member (Active, Current or former, individual or institutional) include the following:
- Engaging in bullying, threatening, intimidating, violent or criminal behaviour against any IATUR vzw member or participant in an IATUR event
- Misusing IATUR vzw funds or resources
- Taking any action or failure to take action which leads to the exposure of a participant in a time use survey or causes any harm to a time use survey participant
- Taking any action or failure to take action which leads to damage to public confidence in time use surveys
- Any other action or failure to act which brings the methodology or field into disrepute or poses challenges to the legitimacy or standing of the Association
After the Executive and Council reach a majority decision, the President (or Vice-President, in cases where the incident involves the President or where the President is not able to act) will release a public statement.
- Association rules only apply to members (Active or Current, individual or institutional), but IATUR vzw may need to make a public statement to disassociate itself from the bad practice of other parties
- In the event the President (or a Vice-President) calls an emergency meeting in relation to one or more IATUR vzw members, any member affected will be advised that a meeting has been called
- The President (or Vice-President in cases where the incident involves the President or the President is not able to act) holds discretion to determine if the affected member(s) should participate during part of the meeting or have an opportunity to reply following the meeting
- Normally responses to situations of concern to the Association will be addressed in the public statement from the President (or Vice-President as necessary). In extreme circumstances, the Executive and Council may vote to suspend or expel the member, and to ban a former member from participating at future IATUR events. In the case of an Active Member, the expulsion only can be final after a decision of the General Assembly
- The Association will provide affected members with a statement explaining any disciplinary decision. Affected members will have 6 weeks to file an appeal with the President. This period may be extended at the discretion of the Executive. A subsequent meeting of the Executive and Council will consider the appeal. If affected members do not accept the outcome, they may pursue mediation via any formal mediation service available in Belgium or consider legal action against the Association. Any decision taken by a majority vote of the Executive and Council following mediation is final
6. Disputes and mediation
(a) The grievance procedure set applies to disputes between
- a Current Member and another Current Member; or
- a Current Member and The Association
(b) The parties to the dispute must meet if practicable, or communicate by email or other methods to discuss the matter in dispute, and, if possible, resolve the dispute within 21 days after the dispute comes to the attention of all of the parties.
(c) If the parties are unable to resolve the dispute at the meeting or during their communication by email or other methods, or if a party fails to attend that meeting or reply to email or other communication methods, then the parties must, within 21 days, hold a meeting or communicate by email or other methods in the presence of a mediator.
(d) The mediator must be
- a person chosen by agreement between the parties; or
- in the absence of agreement, a person appointed by the Executive Committee of The Association
(e) A member of The Association or an independent party can be a mediator
(f) The mediator cannot be a party to the dispute
(g) The parties to the dispute must, in good faith, attempt to settle the dispute by mediation
(h) The mediator, in conducting the mediation, must
- give the parties to the mediation process every opportunity to be heard; and
- allow due consideration by all parties of any written statement submitted by any party; and
- ensure that natural justice is accorded to the parties to the dispute throughout the mediation process
(i) The mediator must not determine the dispute
(j) If the mediation process does not result in the dispute being resolved, the IATUR Executive will issue a final statement of the Association position on the matter. After this statement is issued, aggrieved parties would need to resolve the dispute in accordance with the vzw legislation or otherwise at law if they do not accept the final statement.
7. Electronic International Journal of Time Use Research (eIJTUR)
- The eIJTUR shall maintain a publicly accessible web-site and receive submissions from any person who has conducted original research in the field of time use research for consideration through the review process set out on the journal web site
- The Council will review accounts and decide the working budget for running the journal during the annual Executive and Council meeting
- IATUR will pay to have DOI numbers for eIJTUR articles
- The Editors of eIJTUR shall exercise their discretion over the content of the Journal
8. The IATUR vzw Web Site
- The IATUR vzw web site shall publish time use information and resources in the official language of the Association, as set out in the Statutes (English at present), as the Executive Committee deems necessary and practical, some information also may be posted in other languages
- The Executive Committee shall exercise their discretion in all matters pertaining to the content of the IATUR vzw website
9. Andrew Harvey Fellowships
(a) IATUR devotes some funds to assist with the travel costs of students, academics, national statistical office staff and others seeking to present research at an IATUR conference. In principal these funds are aimed at students and people working in developing countries, though can be extended to anyone with financial need. IATUR vzw calls these travel support awards Andrew Harvey Fellowships in recognition of Professor Harvey's long service, first as Secretary-Treasurer, then as President of IATUR (prior to incorporation in Belgium).
- Awards contribute toward the cost of travel, board and accommodation
- Awards provide supplementary funding, and applicants should seek alternative sources of funding in addition to the Andrew Harvey Fellowships
- People can receive awards to present work, not simply to attend
- Awards are available for use by full participants, not accompanying persons
- Awards will be given to one author of a paper or poster, not to multiple authors
- To receive an Andrew Harvey Fellowship, participants must register and pay for registration for the conference as well as pay the student / developing country level of IATUR vzw dues by the early registration deadline of the conference. IATUR vzw dues will not be refunded and conference registration only can be refunded in accordance with the procedures set out for each conference if an award recipient does not attend
- Fellowships are offered to people who have not received awards to attend an IATUR conference previously before people who previously have received funding
- Fellowships favour funding people from many backgrounds and many countries over funding multiple people from the same institution
- Depending on funds available, IATUR vzw will strive to fund a substantial portion of the travel costs of 1 or 2 people, and offer small awards to others
- Funding decisions are at the discretion of the Secretary, Treasurer and local organisers