IFToMM

The following is the procedure on yearly calendar for evaluation of MOs in hardship:

• A MO can advise the EC for a hardship condition to initiate an evaluation of the situation;EC or its sub-commission investigates to recognize the hardship conditions of a MO in critical situation;
• The MO in hardship is contacted by the President to have the consensus on the declaration of hardship status;
• Once the hardship evaluation of a MO is approved by EC, the EC can propose to GA the suspension and/or partial/full discount of the payment of the annual fee and/or due arrears;
• The GA is asked to express the final decision either by email ballot or at a GA meeting.

Appendix

Procedure for evaluation of MOs in hardship in the Manual of IFToMM procedures.

Conditions for MO in Hardship Application:

1. The reason for being in hardship can be internal conflict, country being in a severe economic crisis, or any situation perturbating a regular functioning of a MO community
2. The lack of activities of the MO and its members in IFToMM events in the past 5 years (e.g., conferences/summer schools/meetings organized and/or participated).
3. The number of years that this MO has not paid its IFToMM dues.

Guidelines for the sub-commission:

1. An application by the MO in hardship should have been submitted to conduct a review. That is, the review is initiated by MO request,
2. The commission should review each case based on each case’s own dynamics. However, the review should be made according to the above 4 items of MO in Hardship Application.
3. The commission should submit an evaluation report to the IFToMM EC within a maximum of two months of an application from MO in hardship.
4. The commission should ask future plans/initiatives of the MO to recover from the current status (e.g., organizing event, form a local organization, be associated with an existing organization such as chambers of mechanical engineering).

Content of the “Evaluation Report”:

1. The decision to assist the MO or not should be clearly stated with indications as in point 2.
2. If the decision is to assist this MO:

   a. The reason for the acceptance of the application should be explained by addressing the 4 items of the application.

   b. The sub-commission may decide to give a loan to the MO for paying its IFToMM dues. This loan amount can be up to two annual fees, which is to be returned in 3 years.

   c. The sub-commission may decide to forgive up to a year’s dues.

   d. If this MO does not have a local organization, the sub-commission should advise them to form one within 2 years.

   e. If this MO does not have a local conference, the sub-commission should advise them to form one within 2 years.

3. If the decision is not to assist this MO; the reason for the rejection of the application should be explained by addressing the 4 items of the application.

Actions to be taken by the EC:

1. EC discusses the sub-commission recommendation and submits a recommendation to the GA
2. After a decision is taken, the EC will inform the outcome of the review to the respective MO by attaching the “Evaluation Report”.
3. Automatically reject a repeated application by the same MO in the following years.