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4. Rules governing COSPAR involvement in scientific meetings
4. RULES
GOVERNING SCIENTIFIC
COSPAR
INVOLVEMENT
IN
MEETINGS
Rules governing COSPAR involvement in scientific meetings were approved in 1973 by the XVI COSPAR Meeting in Constance. In view of the reorganization of COSPAR, carried out in the interval 1978 -80, and the change in frequency of COSPAR Plenary Meetings from annual to biennial, the COSPAR Bureau reviewed the 1973 version of the rules at their meeting in April 198 1. The following, for your information, is the revised version, as approved by the COSPAR Bureau. 1. Meetings initiated by COSPAR
The proposals for organization, by COSPAR, of symposia, workshops, etc. should come from the Interdisciplinary Scientific Commissions or Panels of COSPAR, or from the representatives of the International Union members of COSPAR who sit on the Executive Council. The proposals should be made at least 15 months before the meeting and they should contain: i. Proposed title ii. Proposed programme or topics .. . 111. Suggestions on desirability of involvement of other international bodies iv. Name of proposed chairman of Organizing (Programme) Committee and of other members of this Committee. (If other international bodies are to be invited to co-sponsor the meeting in question, they will be requested to appoint representatives to the Organizing (Programme) Committee.) V. Proposed duration, dates and place of the meeting. (One should note that as a rule, such workshops or symposia should be organized in conjunction with the COSPAR Plenary Meeting, where the material basis for organization is to be ensured by the inviting National Institution. Proposals for COSPAR symposia or workshops to be held in different locations must contain the guarantee that the material organization costs will be covered from sources other than those of COSPAR.) for publication of proceedings, names of proposed scientific vi. Proposals editors. 2. Meetings organized by other ICSU or Inter-Governmental Bodies The invitation should be addressed to the President of COSPAR through official channels and should contain: i. Proposed title ii. Information on proposed programme and topics 1.. 111. Information on other co-sponsoring organizations or organizations to be invited to co-sponsor iv. Proposed dates and place V. Request for appointment of COSPAR representatives to the Organizing (Programme) Committee 127
vi. Information on publication plans for proceedings. Such invitations will be referred to appropriate COSPAR Scientific Commissions for opinions.
Interdisciplinary
3. Meetings organized by International Non-Governmental and Non-ICSU Bodies and International Meetings organized by National Agencies (Scientific Institutions, etc.) for which COSPAR involvement has been requested In principle, COSPAR does not accept the invitations for formal cosponsorship of such meetings, but may collaborate in their preparation through the participation of its experts. If such is done, in all official announcements it should be defined that this meeting is being organized in collaboration with COSPAR.
In respect to meetings organized by national bodies, invitations received will be referred to the respective National Institutions adhering to COSPAR and then, only if supported by the National Institution, will be considered by COSPAR. COSPAR, in accepting an invitation to co-sponsor the meetings as specified under 2, or involvement in those listed under 3, does not underwrite the obligation to participate
in the costs of their preparation
or in the costs of publication of the
proceedings.
Decisions on organizing of COSPAR symposia or workshops (item 1) or involvement of COSPAR in the meetings listed under items 2 and 3, are to be made by the Executive Council (simple majority vote) and confirmed by the Bureau (two-thirds majority vote). Such decisions will then be communicated to the Plenary Meeting for final approval (simple majority vote). In the case of proposals submitted in the interval between COSPAR Meetings, the final decision will be made by the Executive Council after necessary consultation with the appropriate COSPAR bodies. The Executive Council or Plenary may decide, in the cases of 2 or 3, that the meeting may be endorsed by COSPAR, instead of being officially co-sponsored or organized in collaboration with COSPAR. Such an endorsement means the approval by COSPAR of the aims of the meeting, but at the sarne time indicates less interest of COSPAR in the programme than in the case of granting cosponsorship or collaboration. When endorsing a meeting, COSPAR should agree with the composition of the Organizing (Programme) Committee proposed by the organizers, but will not necessarily appoint its representatives to this Committee.
128
GOVERNING SCIENTIFIC
COSPAR
INVOLVEMENT
IN
MEETINGS
Rules governing COSPAR involvement in scientific meetings were approved in 1973 by the XVI COSPAR Meeting in Constance. In view of the reorganization of COSPAR, carried out in the interval 1978 -80, and the change in frequency of COSPAR Plenary Meetings from annual to biennial, the COSPAR Bureau reviewed the 1973 version of the rules at their meeting in April 198 1. The following, for your information, is the revised version, as approved by the COSPAR Bureau. 1. Meetings initiated by COSPAR
The proposals for organization, by COSPAR, of symposia, workshops, etc. should come from the Interdisciplinary Scientific Commissions or Panels of COSPAR, or from the representatives of the International Union members of COSPAR who sit on the Executive Council. The proposals should be made at least 15 months before the meeting and they should contain: i. Proposed title ii. Proposed programme or topics .. . 111. Suggestions on desirability of involvement of other international bodies iv. Name of proposed chairman of Organizing (Programme) Committee and of other members of this Committee. (If other international bodies are to be invited to co-sponsor the meeting in question, they will be requested to appoint representatives to the Organizing (Programme) Committee.) V. Proposed duration, dates and place of the meeting. (One should note that as a rule, such workshops or symposia should be organized in conjunction with the COSPAR Plenary Meeting, where the material basis for organization is to be ensured by the inviting National Institution. Proposals for COSPAR symposia or workshops to be held in different locations must contain the guarantee that the material organization costs will be covered from sources other than those of COSPAR.) for publication of proceedings, names of proposed scientific vi. Proposals editors. 2. Meetings organized by other ICSU or Inter-Governmental Bodies The invitation should be addressed to the President of COSPAR through official channels and should contain: i. Proposed title ii. Information on proposed programme and topics 1.. 111. Information on other co-sponsoring organizations or organizations to be invited to co-sponsor iv. Proposed dates and place V. Request for appointment of COSPAR representatives to the Organizing (Programme) Committee 127
vi. Information on publication plans for proceedings. Such invitations will be referred to appropriate COSPAR Scientific Commissions for opinions.
Interdisciplinary
3. Meetings organized by International Non-Governmental and Non-ICSU Bodies and International Meetings organized by National Agencies (Scientific Institutions, etc.) for which COSPAR involvement has been requested In principle, COSPAR does not accept the invitations for formal cosponsorship of such meetings, but may collaborate in their preparation through the participation of its experts. If such is done, in all official announcements it should be defined that this meeting is being organized in collaboration with COSPAR.
In respect to meetings organized by national bodies, invitations received will be referred to the respective National Institutions adhering to COSPAR and then, only if supported by the National Institution, will be considered by COSPAR. COSPAR, in accepting an invitation to co-sponsor the meetings as specified under 2, or involvement in those listed under 3, does not underwrite the obligation to participate
in the costs of their preparation
or in the costs of publication of the
proceedings.
Decisions on organizing of COSPAR symposia or workshops (item 1) or involvement of COSPAR in the meetings listed under items 2 and 3, are to be made by the Executive Council (simple majority vote) and confirmed by the Bureau (two-thirds majority vote). Such decisions will then be communicated to the Plenary Meeting for final approval (simple majority vote). In the case of proposals submitted in the interval between COSPAR Meetings, the final decision will be made by the Executive Council after necessary consultation with the appropriate COSPAR bodies. The Executive Council or Plenary may decide, in the cases of 2 or 3, that the meeting may be endorsed by COSPAR, instead of being officially co-sponsored or organized in collaboration with COSPAR. Such an endorsement means the approval by COSPAR of the aims of the meeting, but at the sarne time indicates less interest of COSPAR in the programme than in the case of granting cosponsorship or collaboration. When endorsing a meeting, COSPAR should agree with the composition of the Organizing (Programme) Committee proposed by the organizers, but will not necessarily appoint its representatives to this Committee.
128