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European Solar Physics Division (ESPD) of the Euroean Physics Society (EPS)

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Article 1

1.1 The European Solar Physics Division (ESPD - hereinafter the "Division") of the European Physical Society (EPS - hereinafter the "Society") represents and provides a forum for European scientists, primarily, and any scientist, secondarily, interested in aspects of the physics of the Sun.

Article 2 - Objective

2.1 The objective of the Division is the advancement of the study of the Sun and heliosphere, the dissemination of solar physics knowledge and information to the general public, and the promotion and coordination of solar physics research with other areas and branches of science.

Article 3 - Tasks pertinent to the Objective

3.1 The tasks of the Division are, inter alia:
  1. to support and coordinate solar physics research;
  2. to facilitate contacts with and between its members, in particular through organizing and coordinating conferences, workshops, symposia, and training schools;
  3. to help in the training of young solar physics researchers and in the development of skills which will aid their future professional activities;
  4. to cooperate with the Society and its various Divisions, and with other institutions and organizations with an overlapping field of interest;
  5. to offer expertise and advice to other bodies of the Society as well as to other European institutions regarding the Sun, its influence in the heliosphere, and solar-terrestrial relations;
  6. to promote and stimulate public understanding of the Sun and solar physics and, in particular, to encourage and attract students who may become future professionals in the field of solar physics.

Article 4 - Membership

4.1 Regular Membership is available to any individual scientist that is a Member of the Society under Articles 4a, 4c, 4d, 6 or 7 of the Constitution of the Society. Any individual scientist must apply personally to the Secretary of the Division. Regular membership in the Division is contingent upon continuing membership in the Society and upon payment of dues assessed by the Division.
4.2 Affiliate Membership is available to individuals who are not members of the Society but are members of another recognized professional organization with an interest in solar physics. An application for Affiliate Membership must be sponsored by at least two regular Members of the Division and must be submitted to the Secretary of the Division who will be responsible for presenting it to the Board of the Division for approval. Should the total number of Affiliate Members exceed one third of the total number of Division Members, any new Affiliate Membership application will be held in abeyance by the Secretary in the order in which it was received. Affiliate Members have all the rights, privileges, and obligations of the Regular Members except that they may not vote or hold an office in the Board of the Division.
4.3 Emeritus Membership is available for individuals who are Emeritus Members of the Society or to individuals granted Emeritus Membership by the Board of the Division. Emeritus Members have all the rights, privileges, and obligations of the Regular Members except that they are exempt from the payment of Division dues.
4.4 Student Membership is available for individuals who are graduate students of solar physics or a related topic. Student Members may maintain their status until they are awarded the graduate degree or title that certifies a successful completion of their studies, at which point they are eligible to become Regular or Affiliate Members. Student Members have all the rights, privileges, and obligations of the Regular Members except that they are exempt from the payment of Division dues and that they may not hold an office in the Board of the Division. Student Members are eligible to participate in the Division elections.
4.5 Participation in science activities of the Division will be open to non-members of the Division or the Society.

Article 5 - Structure - Board Officers

5.1 The business of the Division will be conducted by the Board of the Division (hereinafter the "Board"), in accordance with the Bylaws of the Division, the Constitution of the Society, and the General Statutes of the Society applying to Divisions. The Board Officers will include a President, a Vice President, a Secretary, a Treasurer, and a Press Officer. The Board is charged with the affairs of the Division and will report regularly the activities of the Division to the Society, through the President, Secretary, or Press Officer. The Board will decide the annual Division dues and may, following approval by all Board Members, impose enrollment fees for new Members of the Division.
5.2 The President and the Secretary will be elected by the Regular Members of the Division and confirmed by the Executive Committee of the Society. The Vice President, Treasurer, and Press Officer will be elected by the Board of the Division, among the Board Members. Nominations for the President and the Secretary will be accepted according to Article 7 of the Division's Bylaws.
5.3 Each Board Officer of the Division will be charged with the following roles and responsibilities:
  1. The President will call the meetings of the Board and preside at these meetings if possible. Upon the advice and consent of the Board, the President may appoint special committees to conduct the affairs of the Division. The President will be an ex-officio Member of each such committee except the Board Candidate Nominating Committee;
  2. The Vice President may act as President at the latter's request and will act on behalf of the President should the latter be absent or temporarily unable to perform the duties of the office. The Vice President is also charged with coordinating and organizing the scientific activities of the special committees and reports to the President on the progress of these activities;
  3. The Secretary sends out notices and announcements to the Board and Division Members. Announcements of Division meetings are prepared by the Secretary and transmitted to the appropriate Officer of the Society for distribution at least one month prior to the registration / abstract submission deadline for the meeting. The Secretary assists committees appointed for the preparation of the Division meetings. The Secretary also prepares minutes of Board meetings, particularly the Division's business meeting, and submits these to the Board Members and the Secretary of the Society;
  4. The Treasurer collects applicable Division dues and is responsible for the proper handling and disbursement of these funds in accordance with the budget approved by the Board. The Treasurer prepares and submits to the Board an annual financial report that may be subject to approval by an audit committee appointed by the President. The audit committee may or may not include Board Members but it will consist entirely of Division Members. Upon approval by the audit committee the Treasurer will submit the report to the Secretariat of the Society;
  5. The Press Officer is responsible for the electronic communication of the Division as outlined in Article 13 of the Division's Bylaws, and is charged with the maintenance of the Division's World Wide Web site, including all information mandated by the Board.
5.4 Upon approval from the Council of the Society, the Division Board may create Science Sections consisting of Division Members with an interest in particular sub-fields of solar physics.
5.5 The Board may co-opt up to four additional members from inside or outside the Division. The co-opted member status will expire at the time of the next Board elections.

Article 6 - Structure - General Board Composition

6.1 The Division Board consists of twelve Members elected by the Members of the Division with a right to vote. The Board will also include one representative from each Section stated by the Division. The representative can be the Section Chair or a Division Member designated by the Section Chair.

Article 7 - Elections

7.1 Division Board elections will be held every three years, during the business meeting scheduled within a standalone meeting of the Division. Voting rights will be limited to Regular, Emeritus, and Student Members with status or accounts in good standing.
7.2 With the advice and consent of the Board, the Division President will appoint a Board Candidate Nominating Committee consisting of a Chairperson and two members. The Committee's function expires immediately after the business meeting in which votes are counted. No more than one member of the Committee may be a Board Member.
7.3 Not later than one month before the business meeting the Nominating Committee will nominate candidates for each vacancy, having first ascertained the willingness of its nominees to serve if elected. If the existing Vice President is unwilling or unable to assume the office of the President, or if the existing Vice President was appointed by the Board in accordance to paragraph 8.3 of the Division's Bylaws, the Nominating Committee will nominate at least one candidate for the office of the President.
7.4 Any Division Member will be considered a candidate if at least five Regular Division Members submit a written nomination at least one month before the business meeting, and provided that the Secretary has ascertained the willingness of the Member to serve if elected.
7.5 The Secretary will prepare a ballot containing the names of all candidates nominated in accordance with paragraphs 7.3 and 7.4 of the Division's Bylaws and distribute these ballots to all Division Members with voting rights. Each Member may cast one vote for each vacant Board position and must return the ballot to the Secretary, on paper or electronically, before or during the business meeting. The Secretary will count the votes and submit the tally to the President during the business meeting. Election will be by plurality of those voting, and the President may not cast a ballot unless it is needed to break a tie. The President will report on the results of the election to the Division Members during the business meeting and to the Secretariat of the Society not more than a week later.

Article 8 - Terms

8.1 The term for each Board Member is three years. No one is entitled the serve the Board for more than two consecutive terms, except the newly elected President who can serve one additional term (up to three consecutive terms on the Board, including the term of Presidency, all together). However, a former Board Member is eligible to become a candidate after a lapse of three years.
8.2 The terms of Board Members shall begin at the conclusion of the business meeting in which they were elected.
8.3 The President and the Secretary will normally serve a three-year term. In the event that either office becomes vacant in the course of the term, the Vice President will assume the duties of that office for the remainder of the term. If both offices become vacant in the course of the term, the Vice President will assume the President's Office and the Treasurer will assume the Secretary's Office for the remainder of the term. The Board may also nominate a Division member to assume the office of the Vice President and/or the Treasurer, in the event of its / their being vacated early. A Board-nominated Vice President or Treasurer must be elected by at least two thirds of the Board Members. In the event of a vacancy of the Press office the Board will appoint a Division Member to serve as the Press Officer for the remainder of the term.

Article 9 - Division Meetings

9.1 The Division will hold a regular (standalone) meeting at least every three years, at a time and location agreed by the board. The Board reserves the option to hold yearly standalone meetings should demand and finances allow. The regular meeting will be devoted to the dissemination of the results of solar physics research between the Division Members, and to Tasks pertinent to the Division's Objective as described in Article 3 of the Division's Bylaws.
9.2 The regular (standalone) meeting will include the business meeting of the Division, devoted to the reports of Officers and appointed committees, the conduct of business affairs, and the Board elections every three years. The business meeting's agenda will not include scientific papers, but may include items pertinent to science policy or education / public outreach. Any Board Member unable to attend a business meeting may, with the President's approval, name a proxy. A business meeting is quorate if at least two thirds of the elected Board Members are present (excluding proxies, section representatives, and co-opted members). If a quorum cannot be reached, the business meeting must be re-scheduled. The business meeting will be open to all members of the Division.
9.3 In addition to the regular, standalone meetings, the Division will strive to organize annual Division meetings jointly with the Society's annual meeting or other meetings with a solar physics interest. Conferences, workshops, or schools sponsored solely by the Division or jointly with other organizations may also, with the agreement of the Board, be designated as Division meetings.
9.4 All Division meetings will be open to all members of the science community with an interest in solar physics and to individuals invited by the Board to attend. The Board will make every effort to assist in supporting invited or young speakers, including by disbursement of available Division funds.

Article 10 - Committees appointed by the Division

10.1 The Division will establish Committees to better conduct its tasks and affairs. The role(s) of each of these Committees will be subject to discussion and agreement between the Board members.

Article 11 - Division Funds

11.1 The Division may accrue funds from its functions and activities including, but not limited to, membership dues. The funds will be identified in the accounts of the Society as being at the disposition of the Society.
11.2 It will be the Division's responsibility to decide how to use these funds. Pursuant to these decisions, the Division will entitle the Secretariat of the Society to make payments and investments. Any Division Member may propose expenditure by submitting a written statement to the Treasurer. A proposed disbursement decision must be approved by at least two thirds of the elected Board Members.
11.3 Funds identified in Society accounts as funds of the Division will be considered reserves of the Society. However, they may not be used by the Society for activities or debts pertinent to the Society, or in the event of financial difficulty, unless explicitly authorized by the Division. Authorization to the Society for disbursements of Division funds must be approved by all elected Board Members.

Article 12 - Division Prizes and Awards

12.1 The Division may establish prizes and awards to distinguished members of the scientific community and promising young scientists. Prizes and awards may be accompanied by a certificate and an honorarium in the form of a monetary or in-kind award. These awards may include the following:
  • A prize presented to a distinguished senior solar scientist for a life-long prolific career or scholarship.
  • A prize presented to a young scientist up to thirty-six years of age for outstanding scientific performance achieved early in the Member's career.
  • A Best Student Paper Award presented to the first author of the best paper presented by a Student Member during the most recent Division meeting.

Article 13 - Electronic Communication of the Division

13.1 The Division via its Press Officer will create, operate, and regularly update an openly accessible world-wide web (WWW) site devoted to the dissemination of Division activities.

Article 14 - Amendment of Division Statutes and Bylaws

14.1   Amendments to the approved Statutes and Bylaws may be proposed by the Council of the Society, the Division Board, or by a written petition to the Board President signed by no fewer than fifteen Members of the Division. The Board will discuss the proposed amendments at its earliest opportunity. The Secretary will then distribute copies of the proposed amendments to the Board Members, who will have four weeks to comment on the amendments. The Secretary will distribute copies of the proposed amendments, including any comments by the Board and the petitioners, to all Division Members with voting rights well in advance of the next business meeting, where the proposed amendments will be discussed. After the meeting the Secretary will prepare and distribute ballots with the final wording of the amendments to all Division members with voting rights. Voting on the amendments must be completed within three weeks of the ballot distribution. Amendments will be confirmed if supported by least one half of the vote, and will then be passed to the Council of the Society for final approval.
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