International Society of Philology
GUIDELINES FOR JOINT COMMISSIONS OF The International Society of Philology
endorsed by the ISP General Assembly on December 13, 2011
These are guidelines for the conduct of joint commissions of the ISP to facilitate their work. In the following a “Parent Union” refers to (each) Union associated with a Joint Commission.
1) Governance of a Joint Commission of the ISP. The structure of the Board/Committee of a Joint Commission of the ISP and its Terms of Reference will be determined by mutual agreement of all Parent Unions.
2) Terms of office of Board/Committee members of Joint Commissions of the ISP. An elected representative may hold an office for a maximum of two terms (8 years). In particular at the beginning of the term of a new Board/Committee of a Joint Commission, its membership must be communicated to the contact person (briefly Secretary from now on) of each Parent Union. The four year term of the Board/Committee begins on a date agreed by the Parent Unions, possibly at a meeting of the General Assembly of one of the Parent Unions. With the permission of the Parent Unions less stringent term limits can be determined for an elected representative who acts as the Joint Commission’s treasurer or who is responsible for the website of the Joint Commission and its hosting.
3) Activity reports of a Joint Commission of the ISP. A Joint Commission of the ISP will submit a (common) annual activity report to the Secretary of each of its Parent Unions. A Joint Commission should also submit to the Secretary of ISP, in time for a meeting of the ISP General Assembly, a cumulative report covering the full period since the previous ISP General Assembly. (Other parent unions may also require such a cumulative report.) Submission of activity reports is necessary even if the Joint Commission has not requested/received a grant from the Parent Union. The Board/Committee members elected by and representing the ISP should report, in writing to the ISP Secretary, their agreement or otherwise with each activity report submitted to the ISP.
4) Annual financial report of a Joint Commission of the ISP. A Joint Commission of the ISP will submit an annual financial report to the Secretary of each of its Parent Unions. Submission of the financial report is necessary even if the Joint Commission has not requested/received a grant from the Parent Union. It will document clearly all expenditures and all grants received. All paperwork (bills, invoices, receipts, etc.) related to the financial management of the Joint Commission must be available in case of a possible financial review.
5) Website of a Joint Commission of the ISP. A Joint Commission should have a website reporting its most important activities (symposia, workshops, congresses, etc.) and a bibliography of publications emanating directly from the Joint Commission (edited works, special publications, proceedings, etc.). The website should be regularly updated (at least twice a year), and there should be a link to the ISP web site (and vice versa).
6) Participation of a Joint Commission of the ISP in the International Congress of Philology (ICP). A Joint Commission is expected to participate in the congresses of each of its Parent Unions. In particular, an ISP representative on the Board/Committee of a Joint Commission should be involved in the relevant panel of the ICP Program Committee to organise and promote an ICP activity relevant to the Joint Commission.
If these guidelines are not adhered to without a satisfactory reason then the ISP may withdraw from the joint commission agreement.
The ISP General Assembly explicitly permits the ISP Executive Committee (EC) to adjust and update this document if it appears necessary for clarification of particular items and advancement of the work done within the Joint Commission and in cooperation with other Unions. The EC is expected to report all changes made to the ISP General Assembly.