Proposal from the Executive Committee
for Changes in the Organization and Management of IUPAC's Scientific
Activities
In April, 1998, the Executive Committee unanimously endorsed
the integrated program and timeframe proposed by the Strategy
Development and Implementation Committee (SDIC) for improvement
in the organization and management of the Union's scientific
activities. This program is designed to convert the present
Division/Commission structure to one that is more dynamic and
under which approved projects will be carried out by short-term
Task Groups that report directly to the Division Committees.
Subsequently, the EC has also endorsed the recommendations of
the Committee on Project Evaluation Criteria (CPEC). Together,
these sets of recommendations provide a clear direction for the
Union to
- revitalize its scientific activities,
- ensure the selection of only high quality projects to bear
the IUPAC label,
- encourage participation by the worldwide chemistry community,
- optimize the use of IUPAC's limited financial resources,
and
- simplify management and accountability.
The need for changes in the overall operations of the Union's
seven Divisions and 37 Commissions has been repeatedly demonstrated
in discussions and debates over many years. The rationale for
selecting the particular course of action proposed here is laid
out in great detail in the reports by the SDIC and the CPEC.
The Bureau is now being asked to approve the program outlined
below. All actions requested are clearly within the authority
of the Bureau except for two changes in Bylaws, which the Bureau
is asked to endorse for submission to Council in 1999. By approving
the program now, the Bureau will permit the Divisions and the
Secretariat to initiate certain changes immediately and to provide
a period of three years to fully phase in the new procedures.
The Bureau is asked to:
1. Approve a policy that gives authority to each Division
Committee to initiate and directly manage all scientific projects,
symposia and other activities within its area of responsibility,
and to cooperate with other Divisions to initiate and manage
interdisciplinary projects, symposia and other activities.
2. Encourage Division Committees to actively solicit ideas
for projects from NAOs, national chemical societies, regional
federations, international specialty societies and industry groups,
IUPAC Fellows, and participants at relevant scientific symposia,
as well as from current Commissions and advisory groups established
by the Divisions.
3. Confirm the authority of Division Committees to appoint
Task Groups as needed to carry out specific projects.
4. Approve the recommendations by the SDIC for the nomination
process for Members and Officers of Division Committees, in order
to strengthen the Committees and assure breadth of expertise.
Provide flexibility to Division Committees to define details
of the process within the SDIC guidelines, subject to approval
by the Executive Committee.
5. Authorize Divisions to suspend, to the end of 2001, portions
of their Rules that are in conflict with points 1-4. Request
the Secretary General and the Divisions to develop new Rules
that reflect the enhanced role of Division Committees and the
needs of the new project-driven system.
6. Approve the recommendations by the CPEC for prospective
and retrospective evaluation and funding of projects from the
Divisions and Standing Committees, beginning January 1, 1999.
Establish the Project Committee and the Evaluation Committee
within the Bureau, as proposed by the CPEC.
7. Establish the size of Division Committees as 10 Titular
Members and up to six Associate Members if requested by the Division,
in accord with Bylaw 4.103. Authorize the Executive Committee
to make exceptions to the number of Titular Members, through
2001, in order to assist Divisions in phasing in the new procedures.
8. Authorize each Division to add up to six non-voting National
Representatives to its Division Committee, with qualifications
of the NRs to be approved by both the relevant Division Committee
and the relevant NAO.
9. Recommend that Council, in exercising its responsibility
under Bylaw 4.302, decide at the General Assembly in 1999 not
to continue any existing Commission beyond the end of 2001.
This action in 1999 will permit each Division Committee to utilize
the period 1999-2001 to take a fresh look at its overall programs,
to consider how best to allocate its resources, and to determine
the optimum way to provide for oversight of activities and continuity
of programs. During this period (and thereafter), if a Division
Committee believes that a new Commission is needed, it may request
the Bureau and Council to form such a Commission by making a
persuasive case via the procedures given in Bylaw 4.301, including
a specification of the life of the new body.
10. Approve a policy of providing IUPAC funds for support
of approved projects and other specific activities, not support
of the travel of Titular Members per se. Recommend that Council
amend Bylaw 4.307 in 1999 to remove the "right" of
Titular Members to receive travel reimbursements.
11. Request the Treasurer to adjust Division budgets within
the current biennium as needed in order to assist Divisions to
phase in new procedures for approval and funding of scientific
projects. Request the Treasurer and Finance Committee to develop
budgets for the 1999-2000 and 2001-2002 biennia that reflect
the phased conversion to a project-driven system, with increases
in Division allocations, creation of a central pool of funds
for support of projects, and concomitant reduction in the budgets
for future General Assemblies.
12. Request the Secretary General and Division Presidents
to refine the concept of Division Membership in the planned project-driven
system. Bylaw 4.102 currently defines the Membership of a Division
as the Titular and Associate Members of the Division Committees
and of the Commissions within the Division. With the anticipated
major change in the number of Commissions and in their roles
in the Division's programs, this Bylaw may need to be amended.
In the light of experience gained during the transition period,
1999-2001, the Secretary General should present, through the
Executive Committee, proposals for necessary action by the Bureau
and Council in 2001.
A Final Note. The actions requested of the Bureau
are phrased in formal terms involving the organizational components
of the Union. Underlying the organization, however, are the
members of the many bodies that constitute IUPAC. These eminent
scientists collectively devote enormous amounts of time and effort
to the Union, and the accomplishments of such volunteer members
have, over decades, created IUPAC's reputation. The proposed
changes are aimed only at improving the efficiency of the Union's
operations, not in any way questioning the quality or dedication
of existing IUPAC bodies. It is essential that that message
be clearly articulated by the Bureau and by the Division Officers.
It is important to recognize that people used to one system
of organization and management may be alarmed and suspicious
of impending change. The wide dissemination of the SDIC recommendations
and solicitation of comments have been designed to permit the
consideration of all views. The three-year period proposed before
full implementation of the new system and termination of existing
Commissions is very long in the fast-paced modern world, but
is strongly recommended to permit an orderly transition and to
ensure that individuals currently serving on IUPAC bodies may
complete their appointments. Moreover, the flexibility requested
in several instances is largely designed to permit the Divisions
to deal in a very human way with individual situations.
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