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Current Version: 04Dec2012
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By-Laws
The major activities of ISDE are undertaken with financial support of the Chinese Academy of Sciences and other sources to provide an international forum for:
a) Organizing the "International Symposium on Digital Earth" biennial series.
b) Organizing Summits on thematic topics and other Digital Earth meetings.
c) Producing the ISDE Newsletter, Proceedings, Journal and other publications to further the understanding of
Digital Earth.
d) To stimulate new achievements utilizing Digital Earth.
e) A forum for outreach and to raise awareness of Digital Earth.
f) Administrating the ISDE and interacting with Members and others.
2.1 Membership:
Anyone who accepts and agrees to comply with the Statutes of ISDE can be a member of ISDE.
2.2 Annual Membership Fees
A new Membership shall begin in the month of the receipt of required fees and may be renewed on a calendar year basis (i.e. on January 1, each year).
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Membership Categories |
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Membership Fee (US $) |
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Corporate
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National |
National D. E. societies |
1000 |
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Organizational
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Government departments |
500 |
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Universities and research institutes |
400 |
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International societies |
400 |
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Regional societies |
300 |
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National societies |
200 |
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Enterprise
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Enterprise |
1,000 to 5,000 depending on size/ turnover |
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Individuals |
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Honorary |
Free |
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Founding |
Free |
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Life individual |
300 |
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Individual |
60 |
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Student and seniors (65+) |
30 |
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2.3 Membership benefits
Corporate members
ISDE will use its best endeavours to recognize and publicise the generosity of all contributions from Corporate Members. This will be done at ISDE events where Corporate Members are contributing, the ISDE web site, brochures, etc. ISDE will not undertake any commercial advertising.
Corporate members might make proposals for nomination of their representative at the Council.
In addition, Corporate Members benefits include:
a) The opportunity to actively participate in all events organized by ISDE.
b) A discount on registration fees of conferences held by ISDE (maximum 3 representatives).
c) Receipt of ISDE newsletters.
d) Acknowledgement on the ISDE website
Individual members
Accredited ISDE members can access the benefits and services that the Society offers, including:
a) The opportunity to actively participate in all events organized by ISDE.
b) A discount on registration fees of conferences held by ISDE.
c) A reduced price for a subscription to the print edition of the International Journal of Digital Earth for individual-class members.
d) The opportunity to participate in international programs conducted by ISDE with other research institutions or organizations.
e) Receipt of ISDE newsletters.
3.1 Nominating Committee:
- At each ISDE Symposium the EC shall elect a Chairperson and at least four members to the Nominating Committee.
- At least one Officer of the ISDE shall be a member of the Committee
Responsibilities:
- The Nominating Committee shall be responsible for management and administration of the election of Officers and EC Members, as specified in the Bylaws.
- Members of the Nominating Committee shall serve for a period of two years, which may be renewed.
3.2 Financial Commission:
- At each ISDE Symposium, the EC shall elect a Chairperson and two members to the Financial Commission.
- Members of the Finance Commission shall serve for a period of two years, which may be renewed for another term.
- The Secretary General and Treasurer shall be ex-officio members of the Finance Committee.
Responsibilities:
- The Finance Commission shall be advisory and consultative. It shall examine all expenditures incurred by the Society, recommend their approval to the Executive Committee, and develop broad lines of the financial policy for the Society for the coming two years. The Financial Committee shall be present in an advisory capacity at meetings of the Executive Committee.
- Between Symposia, the Financial Commission shall report directly to the Treasurer of ISDE through the Secretary General at least once a year after the annual Financial Report has been prepared and examined.
3.3 Awards Commission:
- At each ISDE Symposium, the EC shall elect a Chairperson and two members to the Awards Commission.
- At least one Officer of the ISDE shall be a member of the Awards Commission.
Responsibilities:
- The Commission shall be responsible for recommending appropriate awards or other ISDE recognition to deserving persons, inside or outside the ISDE.
- Such awards or recognition shall be made at the Symposium or similar event, whenever possible.
- Members of the Awards Commission shall serve for a period of two years, which may be renewed for another term.
3.4 Committee on Collaboration
- At each ISDE Symposium the Council shall agree on the membership of the Committee on Collaboration.
- Members of the Committee on Collaboration shall serve for a period of two years, which may be renewed.
Responsibilities:
- The Committee on Collaboration will advise Council of the organisations with which it might be useful to seek collaboration, and to justify the reasons for those recommendations.
- In making proposals to the Council, the Committee on Collaboration will outline the benefits to ISDE of specific collaborations, and the nature that those collaborations should take.
- The Committee on Collaboration will work with the President and Secretary-General in pursuing the Council-approved proposals for collaboration.
3.5 Symposia and Summits Committee
- At each ISDE Symposium the Council shall agree on the membership of the Symposia and Summits Committee.
- Members of the Symposia and Summits Committee shall serve for a period of two years, which may be renewed.
Responsibilities: - The Symposia and Summits Committee is responsible, on behalf of the Council, for soliciting and receiving proposals for Symposia and Summits, and vetting them, including their proposed budgets, before they are presented to Council.
- No proposal for a Symposium or Summit will be presented to Council (or the Executive Committee operating on its behalf) without having first been considered by the Symposia and Summits Committee.
- The Symposia and Summits Committee will work with the chairs of the Organising Committees for approved Symposia and Summits to ensure smooth planning and that Council is kept informed of all developments.
3.6 Young Scientist Committee
- At each ISDE Symposium the Council shall agree on the membership of the Young Scientist Committee.
- Members of the Young Scientist Committee shall serve for a period of two years, which may be renewed.
Responsibilities:
- The Young Scientist Committee is responsible, on behalf of the Council, for developing proposals that will encourage participation in the affairs of the Society of early career researchers and students.
4.1 Bidding and Selection Process
Any organization or group may apply to the Secretariat to host a Symposium or Summit. The procedures to be followed in selecting the Host organization for an event are:
a) The Secretariat will issue a call for proposals to host an ISDE event, at least two years in advance of the planned event.
b) Following the closing date for applications, the Secretariat will send all completed proposals to the members of the Symposia and Summits Committee for their consideration, and after being considered, they should then be presented to the next Council Meeting for a decision.
c) The Secretariat, on behalf of the Symposia and Summits Committee, may invite the applicants to make presentations on their proposals to the Council.
d) The Host organization or institution will sign a contract with the ISDE with a commitment to deliver the Symposium or Summit under the Terms of Reference that have been agreed between the parties.
4.2 Preparation of Bids
Proponents for Symposia or Summits will prepare their bids in accord with the Guidelines for Potential Hosts Bidding for Digital Earth Symposia or the Guidelines for Potential Hosts Bidding for Digital Earth Summits, as appropriate.
Information which shall be included in any proposal to host an ISDE Symposium or Summit must include:
a) The name of the Host Institution organization, the name(s) of Chair(s) of the Organizing Committee with up-to-date contact information, a list of all Committee Members and their individual experience in hosting international events.
b) The proposed date and location(s), other dates available, as well as dates which are not available.
c) A detailed outline of the past experience of the Host Institution in organizing international events and conferences, including names and contact information from previous events.
d) Complete information on the event location(s), complete description of the facilities available for the meeting, accommodation availability, distances to the venue, transportation and costs to and from airport(s), and ground transportation to the venue, Hotel rate ranges and star ratings, as well as other possible accommodations in the vicinity of the venue. A copy of the insurance policy and coverage for the facility shall be provided, along with information, as appropriate, on any special measures for safety and security seen as appropriate.
e) A complete time-line and schedule for all announcements, advertising and promotion to be developed and distributed, by whatever means, in preparation for the event, including all associated costs.
f) A description of tourist attractions and facilities or entertainment that might be of interest to delegates and others attending the meeting, for before and after the event.
g) A full description of the overall scope of the meeting, including any other associated conferences that may be held in conjunction with the ISDE meeting, and the expected or estimated number of attendees under all options identified.
h) A complete Budget proposal, including base facility costs, management or coordination charges and overhead, advertising, publication and promotion, printing and distribution, salaries and commissions, set-up and equipment rental charges, take-down and transportation charges, refreshment availability and costs, etc.
i) On the revenue side, the Budget must include actual or potential revenue from all sources, including: registration fees, exhibitor charges, advertising returns, sponsorship fees, governmental contributions from all levels, offsetting or in-kind contributions, as well as all other sources of actual or potential revenue. Any Symposium, Workshop, Summit or other events under the auspices ISDE shall submit 10 percent (10%) of the revenue of the event to the ISDE Secretariat to support its on-going operations and activities.
j) To indicate to participants where can they find all the necessary regulations to obtain an entry visa into the country hosting the ISDE event.
k) To mention the type of assistance that the host-organizer will provide to participants that required an entry visa: official invitation letter, etc.
l) When possible, reduced fees will be offered to early career researchers and students as a means for encouraging their attendance.
a) The selection of Officers and Members of the Council shall take into consideration a well-balanced geographical distribution, gender and professional expertise so as to fully represent ISDE members to the extent possible.
b) The election of the Officers and Council members may be proposed to the Nominating Committee, via the Executive Director, by any ISDE Member.
5.1 Selection of Officers
a) The elected officers of ISDE shall serve for a period of two years, and may be re-elected for a second term of two years
b) The Election of Officers of the ISDE shall be done using the following procedures:
i. The ISDE Nominating Committee will solicit nominations to positions of Officers of the ISDE as required before the expiry of their normal terms of office, at least ten months before a Symposium at which the election would take place.
ii. In the event of a casual vacancy, the Nominating Committee will invite nominations for a replacement as soon as feasible, and follow the normal election procedures for a Council decision, which will be ratified at the next Council Meeting.
iii. The Nominating Committee shall decide on the persons to recommend to the Council as candidates.
iv. The list of nominees is then sent to the Council members for their consideration.
v. Council shall decide who is elected by the usual method(s) at the next scheduled Council Meeting.
5.2 Selection of Council Members
a) The elected Council members shall serve for a period of two years, and may be re-elected for a second and third term of two years.
b) The Election of Officers of the ISDE shall be done using the following procedures:
i. An invitation to submit nominations to the Council is published by the Secretariat at least eight months before a Symposium at which the election would take place.
ii. Those interested in nominating a candidate shall write to or email the Secretariat attaching the nominee’s CV, as well as the names and addresses of three referees.
iii. The Secretariat shall forward these nominations to the ISDE Nominating Committee for their review and recommendations.
iv. If the Committee agrees that the applicant deserves consideration the Committee would contact the referees for input, if deemed necessary.
v. After a review of the documents from the referees the Committee shall decide to include the person as a candidate.
vi. The nominee's name, CV and letters of reference are then sent to the Council for their consideration.
vii. The Council shall decide who is selected, by a majority vote [6.2], at the next scheduled Council Meeting.
5.3 Responsibility of Council members
a) Developing the policy, strategy and tasks of the ISDE.
b) Evaluating and approving work reports and financial statements of the ISDE.
c) Formulating and amending Statutes and By-Laws.
d) Provide reports about actions taken by the Executive Committee through the Secretariat.
e) As recommended by the Secretary-General, Council approves the appointments of persons to the Secretariat for all operations, including financial, on behalf of the ISDE.
a) The quorum for a meeting of Council is six members in attendance.
b) Council decisions are resolved by majority vote of those in attendance. In the event of a tie, the President or his or her designate shall cast a deciding vote.
c) In exceptional circumstances, and as agreed by the Executive Director and President, email can be used as a voting mechanism.
d) Every effort should be made to circulate items for discussion well in advance of a meeting, and elicit input from those unable to attend. For items not requiring major discussion, the Council may invite non-attendees to submit their opinions and votes, where necessary, in advance of a meeting.
e) At least thirty days notice of a meeting of the Council shall be given to each Member. An emergency or special meeting can be called by the President or by a simple majority of Members.
f) Council papers including the agenda will be circulated to Council members at least 20 days before the meeting. Following the meeting draft minutes and a summary of actions will be circulated to Council members within 7 days of the meeting.
7.1 Income and Support
a) A Secretariat, staff, associated office space, materials and supplies are provided by the Government of the People’s Republic of China.
b) Donations or contributions received from sponsoring agencies, individuals, governments or other national or international institutions may be accepted as general revenue for operations of the Secretariat and the ISDE.
c) Any Symposium, Workshop, Summit or other events under the auspices ISDE shall submit 10 percent (10%) of the revenue of the event to the ISDE Secretariat, to support its on-going operations and activities. This shall be done as soon as possible after the conclusion of the event.
d) Income is also derived from collection of ISDE Membership Dues.
7.2 Expenditures
a) All funding received by the ISDE shall only be used as specified by the Council, under the By-laws of the ISDE, for the development of the ISDE and shall not be disbursed in any manner to any Officers or Members or the Executive Committee.
b) Funding shall, for example, be used for Secretariat operations, organizing academic conferences and workshops, publications, etc., and any other matters as determined and approved by the Executive Committee.
7.3 Management
7.3.1 The Secretary-General is authorized to sign documents related to the financial affairs of the ISDE, including all transactions for income and expenditures.
7.3.2 Externally-held (non-CAS) funds shall be audited by an external body and forwarded to the Finance and Audit Committee for their review and recommendation to the Council. In particular, the audit of the ISDE account at the Industrial and Commercial Band of China Limited (ICBC), shall be carried out every two years by an external auditing agency (Authorised by the Bureau of NGOs, Ministry of Civil Affairs, P. R. China), in accordance with current policy at RADI[1], and the results of this audit shall be provided to the Finance and Audit Committee and Treasurer, for presentation to the Council for approval.
7.3.3 As well as the audit of the ISDE external account(s), the Finance and Audit Committee will, together with RADI, provide a summary estimate of the direct and indirect contribution of RADI to ISDE operations, and this could include, but not be limited, to, RADI salaries directly and indirectly provided in support of ISDE, and an estimate of RADI direct and indirect annual financial and in-kind contributions.
7.3.4 The Finance and Audit Committee will provide a total estimate of these costs incurred by RADI related to ISDE, were they to be supplied by an organization outside of China, for comparative purposes.
7.3.5 All finances and financial transactions of the ISDE shall be governed by the Civil Code of China.
[1] Institute of Remote Sensing and Digital Earth (RADI), a merged institute of former the Centre for Earth Observation and Digital Earth (CEODE) and the Institute of Remote Sensing Applications, Chinese Academy of Sciences.
