EINIRAS Constitution

1. Name
The name of the organization is "European Information Network on International Relations and Area Studies" (EINIRAS).*

2. Aims and Objectives

i. The aims of the group are: To promote cooperation and the exchange of information throughout Europe in the fields of international relations and area studies; and, to provide tools and systems enabling institutions to improve documentation and information services in these fields for researchers and practitioners.

ii. Detailed objectives are set out in the memorandum "Towards the Creation of a European Information Network on International Relations and Area Studies: A Call for Support," adopted by the group at Ebenhausen, Germany, in November 1992. (See Appendix A.)

3. Membership

i. Membership shall be by invitation of the steering committee.

ii. Full membership is open to institutions with documentation and information activities in the field of international relations and area studies willing to contribute their data in an approved way to the aims of the group.

iii. Associate membership is open to institutions in the field of international relations and area studies that are interested in the aims of the group, but are unable to contribute any additional resources.

iv. Corresponding membership is open to individuals interested in the aims and activities of the group.

v. All members may attend meetings and contribute to discussions. Only full members have the right to vote, each holding one vote.

4. Structure

i. There shall be a president, general meetings, a steering committee and standing task groups.

ii. The president is the official representative of the group and is charged with the promotion of its aims, strategic planning, fundraising, ensuring adequate communications and the holding of general meetings at appropriate intervals. The president shall be elected for a period of three years ending no later than 31 December after the completion of the third year, and may stand for re-election. (For election procedures, see Appendix B.)

iii. A general meeting open to all members shall normally be held every year but at least every third year. Apart from those cases specified elsewhere in the constitution, voting shall be by a simple majority of full members present.

iv. The steering committee shall consist of the president, an elected representative of each standing task group, and the chairpersons of the previous, current and next general meetings. Others may be invited to attend. The steering committee's role is to support and advise the president, who reports to the general meeting.

v. Standing task groups may be formally set up and dissolved at general meetings with the approval of a simple majority of full members present. They shall elect a full member from the group to serve on the steering committee. Standing task groups report to the general meeting.

5. Finances

i. Financial contributions to the work of the group shall be handled and accounted for according to the requirements of the bodies providing those funds, and a report shall be made to the general meeting.

ii. A general meeting may decide by a simple majority of voting members present to levy fees. Any proposals for such fees shall be circulated to all members at least six weeks before a general meeting.

iii. Should fees be levied, the steering committee shall be charged with reporting on the use of these funds to the general meeting.

iv. Auditing procedures shall be established by the general meeting as required.

6. Amendments to the Constitution

Proposals to amend the constitution shall be circulated to all members at least three months ahead of a general meeting. Amendment of the constitution shall be by a two-thirds majority of the voting members present at a general meeting, provided that majority constitutes at least half of the full membership.

Appendix A

Towards the Creation of a European Information Network on International Relations and Area Studies - A Call for Support

Having analysed current developments on the European scene, in particular with regard to the need for information in foreign policy decision-making processes, and being concerned by the absence of a Europe-wide specialized information system, some 19 well-known European research institutes and three international organizations have decided to create a common European Information Network on International Relations and Area Studies. An additional consideration was that at this historical turning-point, both East and West European research institutes must achieve a comprehensive form of information dissemination in order to be truly efficient.

As a complement to the substantial efforts that they are willing to make themselves, participants in this project appeal to the relevant authorities in their respective countries, as well as to the European institutions and organizations concerned to support it, particularly in terms of finance, upon which the efficiency of the project will greatly depend.

Thus, with the required financial support, the participating institutes will be able to establish a large common European database on international relations, foreign policy and area studies. The result will be the creation of a network of information sharing without the establishment of a new international organization. Network activities will be made possible through the use of common technical facilities, terminological tools and access to information and material. Implementation should be widely achieved within a period of three-to-four years. The database will be of substantial benefit to a wide range of activities: research, work in national parliaments and ministries, work in European institutions and in international organizations, as well as work in higher education, the media, business and civilian groups.

For the immediate future, practical results of the new cooperation will include the provision of bibliographical data, improved availability of textual material, training and exchange of professional staff.

When operational, the database will offer highly comprehensive and topical information on international relations and area studies. Such a common database cannot be established by any single national European institute or even a smaller group of institutes in one country but must be produced in wider cooperation.

The database will contain references to all relevant textual material in the international field, national politics and specialized research, comprehensively analysed and retrievable in different ways and at different levels. Moreover, important and topical facts on international agreements, political events, political and academic institutions, and conferences can be offered in the form of an electronic handbook that will allow different types of access.

On the basis of the all-European cooperative project and the resulting common database, various information products could be offered by the member institutions or by the European Information Network, i.e. online access to the complete database, compilations for different purposes, weekly printed services with a broad scope of up-to-date information or background information on special issues, collections of selected material for conferences, political debates or analysis. In addition, the member institutions within the network will mutually benefit by providing each other with relevant information and material.

A databank on international relations and area studies, as envisaged, will not only improve the information situation of European political and academic institutions, but will also offer a chance to bring European views on international relations and political issues, expressed in different European languages, to the attention of the rest of the world.

The development of a European Information Network on International Relations and Area Studies cannot be fully financed from the budgets of the member institutions alone. Additional funding will be necessary for staff, technical facilities such as terminals and data communication, and regular working group meetings.

The preconditions for the co-production of such a database are numerous and complex and require an overall and step-by-step approach. A strategy paper on the aims, working methods, and structure of the new system, a detailed plan of subprojects, and financial estimates, will be submitted to interested authorities upon request.

This memorandum was adopted by the European Working Group on Information and Documentation in International Relations and Area Studies in Ebenhausen (Germany) on 4 November 1992.

Appendix B

Procedures for the Election of President

i. Elections for the office of president shall be held by secret ballot at a general meeting.

ii. The steering committee shall nominate an electoral officer, who will normally be the chairperson of the upcoming general meeting.

iii. The electoral officer shall decide on a closing date for nominations in relation to the arrangements for the general meeting and shall give all members at least six weeks notice of this.

iv. Nominations shall be delivered in writing to the electoral officer, with the consent of the candidate, by the specified date.

v. The names and personal statements of those standing for election and the date and time of the ballot shall be sent to all full members at least two weeks before the General Meeting, as well as be made available at the meeting.

vi. Full members unable to attend a general meeting at which elections will be held may vote by proxy. The proxy shall be assigned to another full member and the electoral officer informed in writing of the arrangement. Not more than two proxies shall be held by one member.

vii. Election shall be by absolute majority of the votes cast. Should the leading candidate obtain less than 50 percent of these, a second round ballot shall be held between the two candidates with the most votes.

viii. If only one candidate is nominated, a formal ballot shall still be held and that candidate elected, provided she/he obtains a positive vote from 50 percent of votes cast.

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* The name was decided by the steering committee on 26 July 1996 in Ebenhausen, Germany, after a referendum of the member institutes according to a decision of the general meeting in Paris, France, 17 September 1995.



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Constitution Contact Board Members Membership Disclaimer		EINIRAS Constitution 1. Name The name of the organization is "European Information Network on International Relations and Area Studies" (EINIRAS).* 2. Aims and Objectives i. The aims of the group are: To promote cooperation and the exchange of information throughout Europe in the fields of international relations and area studies; and, to provide tools and systems enabling institutions to improve documentation and information services in these fields for researchers and practitioners. ii. Detailed objectives are set out in the memorandum "Towards the Creation of a European Information Network on International Relations and Area Studies: A Call for Support," adopted by the group at Ebenhausen, Germany, in November 1992. (See Appendix A.) 3. Membership i. Membership shall be by invitation of the steering committee. ii. Full membership is open to institutions with documentation and information activities in the field of international relations and area studies willing to contribute their data in an approved way to the aims of the group. iii. Associate membership is open to institutions in the field of international relations and area studies that are interested in the aims of the group, but are unable to contribute any additional resources. iv. Corresponding membership is open to individuals interested in the aims and activities of the group. v. All members may attend meetings and contribute to discussions. Only full members have the right to vote, each holding one vote. 4. Structure i. There shall be a president, general meetings, a steering committee and standing task groups. ii. The president is the official representative of the group and is charged with the promotion of its aims, strategic planning, fundraising, ensuring adequate communications and the holding of general meetings at appropriate intervals. The president shall be elected for a period of three years ending no later than 31 December after the completion of the third year, and may stand for re-election. (For election procedures, see Appendix B.) iii. A general meeting open to all members shall normally be held every year but at least every third year. Apart from those cases specified elsewhere in the constitution, voting shall be by a simple majority of full members present. iv. The steering committee shall consist of the president, an elected representative of each standing task group, and the chairpersons of the previous, current and next general meetings. Others may be invited to attend. The steering committee's role is to support and advise the president, who reports to the general meeting. v. Standing task groups may be formally set up and dissolved at general meetings with the approval of a simple majority of full members present. They shall elect a full member from the group to serve on the steering committee. Standing task groups report to the general meeting. 5. Finances i. Financial contributions to the work of the group shall be handled and accounted for according to the requirements of the bodies providing those funds, and a report shall be made to the general meeting. ii. A general meeting may decide by a simple majority of voting members present to levy fees. Any proposals for such fees shall be circulated to all members at least six weeks before a general meeting. iii. Should fees be levied, the steering committee shall be charged with reporting on the use of these funds to the general meeting. iv. Auditing procedures shall be established by the general meeting as required. 6. Amendments to the Constitution Proposals to amend the constitution shall be circulated to all members at least three months ahead of a general meeting. Amendment of the constitution shall be by a two-thirds majority of the voting members present at a general meeting, provided that majority constitutes at least half of the full membership. Appendix A Towards the Creation of a European Information Network on International Relations and Area Studies - A Call for Support Having analysed current developments on the European scene, in particular with regard to the need for information in foreign policy decision-making processes, and being concerned by the absence of a Europe-wide specialized information system, some 19 well-known European research institutes and three international organizations have decided to create a common European Information Network on International Relations and Area Studies. An additional consideration was that at this historical turning-point, both East and West European research institutes must achieve a comprehensive form of information dissemination in order to be truly efficient. As a complement to the substantial efforts that they are willing to make themselves, participants in this project appeal to the relevant authorities in their respective countries, as well as to the European institutions and organizations concerned to support it, particularly in terms of finance, upon which the efficiency of the project will greatly depend. Thus, with the required financial support, the participating institutes will be able to establish a large common European database on international relations, foreign policy and area studies. The result will be the creation of a network of information sharing without the establishment of a new international organization. Network activities will be made possible through the use of common technical facilities, terminological tools and access to information and material. Implementation should be widely achieved within a period of three-to-four years. The database will be of substantial benefit to a wide range of activities: research, work in national parliaments and ministries, work in European institutions and in international organizations, as well as work in higher education, the media, business and civilian groups. For the immediate future, practical results of the new cooperation will include the provision of bibliographical data, improved availability of textual material, training and exchange of professional staff. When operational, the database will offer highly comprehensive and topical information on international relations and area studies. Such a common database cannot be established by any single national European institute or even a smaller group of institutes in one country but must be produced in wider cooperation. The database will contain references to all relevant textual material in the international field, national politics and specialized research, comprehensively analysed and retrievable in different ways and at different levels. Moreover, important and topical facts on international agreements, political events, political and academic institutions, and conferences can be offered in the form of an electronic handbook that will allow different types of access. On the basis of the all-European cooperative project and the resulting common database, various information products could be offered by the member institutions or by the European Information Network, i.e. online access to the complete database, compilations for different purposes, weekly printed services with a broad scope of up-to-date information or background information on special issues, collections of selected material for conferences, political debates or analysis. In addition, the member institutions within the network will mutually benefit by providing each other with relevant information and material. A databank on international relations and area studies, as envisaged, will not only improve the information situation of European political and academic institutions, but will also offer a chance to bring European views on international relations and political issues, expressed in different European languages, to the attention of the rest of the world. The development of a European Information Network on International Relations and Area Studies cannot be fully financed from the budgets of the member institutions alone. Additional funding will be necessary for staff, technical facilities such as terminals and data communication, and regular working group meetings. The preconditions for the co-production of such a database are numerous and complex and require an overall and step-by-step approach. A strategy paper on the aims, working methods, and structure of the new system, a detailed plan of subprojects, and financial estimates, will be submitted to interested authorities upon request. This memorandum was adopted by the European Working Group on Information and Documentation in International Relations and Area Studies in Ebenhausen (Germany) on 4 November 1992. Appendix B Procedures for the Election of President i. Elections for the office of president shall be held by secret ballot at a general meeting. ii. The steering committee shall nominate an electoral officer, who will normally be the chairperson of the upcoming general meeting. iii. The electoral officer shall decide on a closing date for nominations in relation to the arrangements for the general meeting and shall give all members at least six weeks notice of this. iv. Nominations shall be delivered in writing to the electoral officer, with the consent of the candidate, by the specified date. v. The names and personal statements of those standing for election and the date and time of the ballot shall be sent to all full members at least two weeks before the General Meeting, as well as be made available at the meeting. vi. Full members unable to attend a general meeting at which elections will be held may vote by proxy. The proxy shall be assigned to another full member and the electoral officer informed in writing of the arrangement. Not more than two proxies shall be held by one member. vii. Election shall be by absolute majority of the votes cast. Should the leading candidate obtain less than 50 percent of these, a second round ballot shall be held between the two candidates with the most votes. viii. If only one candidate is nominated, a formal ballot shall still be held and that candidate elected, provided she/he obtains a positive vote from 50 percent of votes cast. ------------------------------------------ * The name was decided by the steering committee on 26 July 1996 in Ebenhausen, Germany, after a referendum of the member institutes according to a decision of the general meeting in Paris, France, 17 September 1995.

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