21. Procedure for Evaluation of MOs in Hardship
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:
- 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
- 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).
- The number of years that this MO has not paid its IFToMM dues.
Guidelines for the sub-commission:
- An application by the MO in hardship should have been submitted to conduct a review. That is, the review is initiated by MO request,
- 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.
- The commission should submit an evaluation report to the IFToMM EC within a maximum of two months of an application from MO in hardship.
- 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”:
- The decision to assist the MO or not should be clearly stated with indications as in point 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.
- 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:
- EC discusses the sub-commission recommendation and submits a recommendation to the GA
- After a decision is taken, the EC will inform the outcome of the review to the respective MO by attaching the “Evaluation Report”.
- Automatically reject a repeated application by the same MO in the following years.
- Details