IAC Rules of Procedure 2005
Adopted under Article 4.2.k. of the IAC Bylaws 2005
SECTION I: ELECTIONS AND APPOINTMENTS
Article 1: Election of IAC members from among IAP member academies
1.1 No later than 31 January of the year preceding the expiration of the term of
an IAC Board, the IAC Co-Chairs shall request the Co-Chairs of the
InterAcademy Panel on International Issues (IAP) to call for nominations from
among IAP member academies for membership of the IAC.
1.2 Within one month after the deadline for submitting nominations the IAC Co-
Chairs shall request the IAP Co-Chairs to conduct a vote by email among IAP
member academies to determine an order of preference among the academies
that have been nominated for IAC membership.
1.3 At the same time, the IAC Co-Chairs and the IAP Co-Chairs shall create an
Election Committee consisting of themselves plus one person appointed by the
IAC Co-Chairs from among the representatives of IAC members and one person
appointed by the IAP Co-Chairs from among the members of the IAP Executive
1.4 With the nominations received and the ranking of these nominations as
guidelines, the Election Committee shall, by consensus, develop a proposal to
elect 15 members of the IAC. That proposal shall meet the following criteria:
a. Proposed members of the IAC shall be drawn exclusively from IAP member
b. Proposed members of the IAC shall be ready and able to contribute to the
work of the IAC;
c. Of the 15 members to be elected 10 shall be re-elected from among the
present members of the IAC and 5 shall be new members;
d. There shall be balance between members from developing countries and
members from industrialized countries; and
e. There shall be balance among the regions of the world.
1.5 The Election Committee shall submit its proposal to the outgoing IAC Board not
later than 1 July of the year preceding the expiration of the term of that Board.
1.6 The proposal of the Election Committee shall be approved with a two-thirds
majority vote of all members of the IAC. If the vote does not result in approval,
the Election Committee shall reconsider its proposal and re-submit it to the IAC
Board for approval.
1.7 The IAC Co-Chairs shall inform the members that rotate off the IAC and the newly
elected IAC members of the outcome of the election process, requesting the
new members to inform the IAC Executive Director of the name of the person to
represent them on the IAC Board.
Article 2: Election of Co-Chairs
2.1 As soon as a new Board has been elected, the Co-Chairs of the outgoing Board
shall initiate a consultative process involving all Board members, present and
new, to seek nominations for new IAC Co-Chairs.
2.2 Based on these consultations the Co-Chairs shall develop a proposal to the
outgoing Board on the new IAC Co-Chairs. The outgoing IAC Board shall submit
a proposal to the new IAC Board to elect new Co-Chairs only when it is satisfied
that such a proposal has broad support among the new IAC members.
Article 3: Appointment of Executive Director
3.1 Not later than one year preceding the end of the term of the IAC Executive
Director, the President of the academy hosting the IAC Secretariat shall request
the IAC Co-Chairs to appoint a Search Committee.
3.2 If the Executive Director seeks re-appointment the Search Committee shall first
decide on his candidacy.
3.3 If the Executive Director does not seek re-appointment or if the Search
Committee decides to seek additional candidates, the Committee shall request
the IAP Co-Chairs to ask IAP member academies to nominate candidates for
Executive Director. The Search Committee may decide to advertise the position
in public media.
3.4 When the Search Committee has selected one or more candidates, it shall
submit a proposal to the IAC Board for approval with a two-thirds majority vote of
all members of the IAC.
Article 4: Election of host academy
4.1 If a new host academy needs to be elected, the IAC Co-Chairs shall request the
IAP Co-Chairs to seek nominations from among IAP member academies. Taking
account of the nominations so received, the IAC Co-Chairs shall submit a
proposal to the IAC Board at least one year before the new host academy is to
4.2 The IAC Board shall elect the new host academy with a two-thirds majority vote of
all members of the IAC.
SECTION II: ON IAC STUDIES
Article 1: Initiating a study
1.1 Proposals for an IAC study may originate from a requesting agency, such as an
intergovernmental organization or a national government, or from the IAC Board.
When a request for a study is received, the IAC Executive Director shall arrange
for a formal proposal for the study to be prepared. Such a proposal shall
describe purpose, audience, scope and methodology of the study and it shall
outline a budget for its completion.
1.2 The IAC Co-chairs may appoint an Organizing Committee to assist in the
preparation of a study proposal. If the IAC Co-Chairs intend the members of such
an Organizing Committee to become members of the study panel to be
established at a later stage, they shall consult with the Co-Chairs of the IAP
and, if appropriate, with the Co-Chairs of the IAMP and/or CAETS to ensure
compliance with the nomination procedure set forth in article 2 below.
1.3 A proposal for a study shall be placed before the IAC Board by the IAC Co-
Chairs. The Board shall approve a study proposal with a two-thirds majority vote
of all members of the IAC. In deciding on a study proposal the Board shall be
guided, inter alia, by the following considerations:
a. The importance of the issue;
b. The timing of the study;
c. Engagement of target audiences;
d. Previous studies and related activities;
e. Likely impact on policy-making;
f. Range of competencies required for the study;
g. Possible dissemination mechanisms; and
h. Availability of funding.
1.4 If a study proposal is approved by the IAC Board, the IAC Co-Chairs shall initiate
the nomination procedure set forth in article 2 below, while the IAC Executive
Director shall ensure that all necessary contractual arrangements with
requesting agencies or funding organizations are made.
1.5 The IAC Executive Director shall also prepare a proposal on the staffing of the
study and after approval of this proposal by the IAC Co-Chairs, the Executive
Director shall appoint the staff of the study.
Article 2: Study panel formation
2.1 When the IAC Board has approved a proposal for a study, the IAC Co-Chairs
shall: (i) inform the Co-Chairs of the IAP and the IAMP and the President of
CAETS of that decision; (ii) request the IAP and IAMP Co-Chairs and the
President of CAETS to communicate the decision of the IAC Board, as well as
the study proposal, to IAP, IAMP and CAETS member academies; and (iii)
request the IAP Co-Chairs and, if appropriate, the IAMP Co-Chairs and/or the
President of CAETS, to request IAP, IAMP and/or CAETS member academies
to submit nominations for membership of the IAC study panel to be established
for the study. Such nominations shall be sent directly to the IAC Executive
Director, preferably in a format established by the IAC.
2.2 Nominations for study panel membership may also be made: (i) by the
organization or organizations requesting the study; (ii) personally, by the
Presidents, or their designated representatives, of IAC member academies; and
(iii) personally, by the Co-Chairs of IAC, IAP and IAMP and the President of
2.3 The IAC Executive Director shall prepare a survey of all nominations received
and, on that basis, the IAC Co-Chairs shall develop a proposal on the
membership of the study panel to be established. In developing this proposal
the IAC Co-Chairs shall seek to achieve a balance, inter alia, between regions
of the world, nationalities, disciplines, experience, age and gender. They shall
also seek to ensure that no (potential) member has a conflict of interest or bias
that disqualifies from serving on the study panel to be established.
2.4 The IAC Co-Chairs shall submit their proposal on the membership of a study
panel to the IAC Board for approval with a two-thirds majority vote of all
members of the IAC. In their proposal the Co-Chairs shall indicate the persons
to serve as Chair or Co-Chairs of the study panel.
Article 3: Review draft report
3.1 All IAC reports shall be subject to independent review by experts not involved in
the preparation of the draft report. Review shall take place immediately after the
study panel has formally approved the draft report.
3.2. Reviewers shall be asked whether in their judgment the evidence and arguments
of a draft report are sound and whether the draft report is fully responsive to the
charge of the study panel. Reviewers shall not be asked to agree or disagree
with the findings of a draft report.
3.3 The IAC Co-Chairs shall ask the Presidents, or their designated representatives,
of IAC member academies to nominate persons qualified to serve as reviewers.
Reviewers shall be appointed by the IAC Co-Chairs.
3.4 The IAC Co-Chairs shall also appoint review monitors to advise them whether or
not the study panel has dealt adequately with the comments and observations
received from reviewers.
3.5 The IAC Board shall adopt, with a two-thirds majority vote of all members of the
IAC, special guidelines and procedures to make the review process as
transparent as possible to all concerned.
Article 4: Report publication
4.1 In deciding on the release of a (draft) IAC report for publication, the IAC Co-
Chairs shall consult with the review monitors on the manner in which the study
panel has dealt with the comments and observations of the reviewers.
4.2 If the IAC Co-Chairs decide that a (draft) IAC report is ready for publication, they
shall submit a proposal to the IAC Board on the manner and mechanisms of
report dissemination. The report shall be released for publication after the
approval of that proposal by the Board with a two-thirds majority vote of all
members of the IAC.
4.3 The text of IAC reports shall be identical to the final text approved by the study
panel after review. Format and style of IAC reports shall be determined by the
IAC, while the role of the IAC in the preparation of the report shall be explained
in the front or the back of IAC reports.
Article 5: Short-term advisory projects
5.1 For reasons of timing or urgency the IAC Board may decide, with a two-thirds
majority vote of all members of the IAC, that a study be undertaken as a short-
term advisory project.
5.2 The above rules on study initiation, panel formation, review and publication shall
apply to such advisory projects to the extent possible.
5.3 The IAC Board may adopt, with a two-thirds majority vote of all members of the
IAC, special guidelines for short-term advisory projects.