Before participating, read all the instructions and linked documents below.

There are many pages of minutes, motions, reports, and candidates’ documents that you will be voting on, and it is important that you make informed decisions. Going through documents at the last minute can lead to additional misunderstandings that can make the GA much longer and unnecessarily arduous.

You Need an IAPSS Membership to Participate

Check that your membership is updated and that you can log into your member account on the IAPSS website well before the General Assembly. IAPSS memberships can be purchased via the online store. If you have problems logging into your account, please contact secgen@iapss.org. This General Assembly webpage will be only accessible to members from May 15, 2021 to the close of the final voting period on May 29, 2021.

The 2013 IAPSS Statutes are currently in force.

As of a March 3, 2021 ruling by a Dutch court, IAPSS had to revert back to its 2013 statutes. The official Dutch version of these statutes, as well as an unofficial English translation, are available online here.

There are two General Assemblies this year!

At the December 2020 General Assembly, members voted to relocate IAPSS to Canada. To complete this relocation process, the General Assembly is divided into two parts:

General Assembly Part 1 (May 15, 2021 at 14:00 CET/15:00 CEST): Members will vote annual reports as well as on whether to liquidate the Dutch Association and transfer everything to the new Canadian not-for-profit corporation.

General Assembly Part 2 (May 22, 2021 at 14:00 CET/15:00 CEST): If the vote to liquidate the Dutch association and transfer everything to the new Canadian not-for-profit corporation passes, members will vote on the ratification of the new Canadian bylaws and elect representatives to the Canadian not-for-profit corporation. If the vote to liquidate the Dutch association and transfer everything to the new Canadian not-for-profit corporation does not pass, General Assembly Part 2 will elect representatives to the Dutch association

You Can Submit Motions Until April 13, 2021 at 23:59 CET for General Assembly Part 1 and Can Submit Motions and Candidacies Until April 20, 2021 at 23:59 CET for General Assembly Part 2

The Agendas for the May 15, 2021 IAPSS General Assembly Part 1 and the May 22, 2021 IAPSS General Assembly Part 2 are provided below. Appendices will be added as they arrive and as motions are submitted. The deadline for motion submissions and candidate applications is April 20, 2021 at 23:59 CET. All motions and applications must be sent to secgen@iapss.org. Motions for General Assembly Part 1 will be posted by April 15, 2021. Motions and Candidacies for General Assembly Part 2 will be posted by April 22, 2021.

Examples of Motions to Submit: proposed changes to the IAPSS Legal Framework, proposals for what IAPSS should do as an organization, topics the IAPSS membership should discuss

Examples of What Not to Submit: concerns with IAPSS of a personal nature, motions that do not align with the IAPSS Legal Framework and in particular the Code of Conduct, motions that do not align with the laws of the Netherlands (the country IAPSS is incorporated in), or, if the vote to liquidate the Dutch association and transfer everything to the new Canadian not-for-profit corporation passes, the Canada Not-for-profit Corporations Act. If a motion falls into any of these categories, there is a chance that it will be ruled out of order by the General Assembly chairperson and not be added to the General Assembly agenda.

Confirm Your Attendance on the Day of the GA

Please confirm your attendance by filling out the General Assembly attendance form.

Fill Out the Relocation Consent Form

To indicate whether you consent to your IAPSS membership being transferred from the Dutch association to the Canadian not-for-profit corporation, please fill out the consent form linked here. You must have an active IAPSS membership for it to be transferred.

If the vote to liquidate the Dutch association and transfer everything to the new Canadian not-for-profit corporation passes, all memberships purchased from that point forward will be part of the Canadian not-for-profit corporation. Members who indicate in the form that they do not want their IAPSS membership transferred to the Canadian not-for-profit corporation will remain members of the Dutch association until their membership expires or the Dutch association completes the liquidation process, whichever happens first.

How to Join the Online GA

To participate in the General Assembly discussion, click the link to the Zoom room or copy and paste the link into another tab in your internet browser. You will need to keep a tab with this page open to participate in votes.

The IAPSS Zoom account can accommodate an estimated 500 participants. If the online meeting is full, you can still participate via our auxiliary YouTube livestream, which will go live at around 15:00 CEST. This livestream can be accessed here. Please note that if you are only participating via the YouTube livestream, you will only be able to communicate via the livestream chat.

How Does the GA Work?

The General Assembly operates according to Robert’s Rules of Order, Newly Revised. This is a standardized set of procedures for making decisions as a group. While detailed information about these procedures can be found online, here are some tips for beginners:

  • The meeting is led by a chairperson confirmed by the General Assembly at the start of the meeting. The chairperson’s job is to ensure the rules are followed and that the General Assembly takes place in an orderly and respectful fashion. Each time a member speaks, they must speak to the chair instead of other members directly.
  • Minutes are taken at this meeting and posted online once confirmed by a vote at the next General Assembly. This means that discussions and results of votes will be recorded. It also means that the General Assembly will vote to confirm the minutes from the last General Assembly that took place in December 2020. Confirming the minutes means that members agree the minutes are accurate and sufficiently detailed. The General Assembly is also audio and video recorded to ensure accurate minutes and to serve as an archive for future years. By attending the General Assembly, members consent to having their contributions recorded in written, audio, and video form.
  • At the start of the meeting, the General Assembly must confirm the agenda. This means that members agree that the points on the agenda are the ones they want to talk about and/or vote on. Sometimes, members may wish to change the order of points or add or remove items. To change the agenda, a member must motion to do so and another member must second it. The next bullet point explains motions.
  • Members initiate decisions to be discussed or voted on at the General Assembly through motions. A motion is something a member wants to be enacted through the general assembly. When the chairperson notifies them that it is their turn to speak, a member can express that they want to move a motion and then must outline what it is they want to happen. Motions require a seconder, or another member who expresses that they too want the motion to be discussed and/or voted on. Once a motion is moved and seconded, it can be discussed and voted on. Motions can be used to adjust procedures, like call for a recess, or can be used to amend proposals that are being voted on, like adding another sentence to one of the Legal Framework Amendments linked below.
  • If the mover of a motion considers an amendment to said motion to be friendly, or in other words, the mover agrees with the amendment, the amendment can be adopted without a vote.
  • There are other points members can raise that do not require a seconder. A point of information can be raised to ask a question about procedure, which can help if a member does not know what is going on or if they want to know why something is happening. A point of order can be raised to express that the correct procedures are not being followed. A point of personal privilege can be raised if there is something that is preventing a member from engaging in the General Assembly, like if they cannot hear, if they cannot access a linked document, or if there is another kind of technical malfunction.
  • If members believe that the chairperson is not fulfilling their duties properly, they can motion to challenge the chair, which leads to a vote on removing the chair and then the selection of a new chairperson.
  • If someone present is not behaving respectfully, they can be censured either by the chairperson or by a motion. If censured, a member will be removed from the online General Assembly space for the amount of time designated by the chairperson or the motion.

What is the IAPSS Legal Framework?

The IAPSS Legal Framework comprises IAPSS’ guiding documents that oversees how it operates. The current Legal Framework can be accessed here. You should read through the Legal Framework before the General Assembly, because you will be voting on amendments to it. It is important to note that as mentioned above, IAPSS had to revert to its 2013 statutes, so IAPSS has to follow a different set of statutes than at its previous General Assemblies.

There are three kinds of documents in the Legal Framework: statutes, regulations, and policies.

Statutes are the most powerful of the documents that outline the basic organizational structures of IAPSS. They must be compliant with the law of the Netherlands, the country that IAPSS is incorporated in, so there are limitations on what can be amended. Also, amendments must be written in Dutch and passed by two thirds (2/3) of individual and association members, respectively, present at a General Assembly. Association members in this context refer to the definition of the term as outlined in the 2013 IAPSS Statutes. Associations that joined IAPSS after the May 2020 IAPSS General Assembly with agreements that granted each of their members individual IAPSS memberships do not fall under this definition.

Regulations outline more intricate details than what is specified in the statutes. They require a majority General Assembly vote to amend.

Policies outline non-operational matters, like what stances IAPSS takes on political issues and the values it upholds. They require a majority General Assembly vote to amend.

How Does Voting Work Online?

Votes during the General Assembly will appear as multiple choice options at the bottom of this web page where members can click their desired option. As there may be additional votes needed depending on the decisions the General Assembly makes, votes will appear one at a time on the page with a list of options for members to click, which may require members to refresh the page each time the General Assembly chairperson announces that a vote has been launched.

How Do Elections Work?

  • Candidates must submit a CV and a platform statement to secgen@iapss.org by April 20, 2021 at 23:59 CET. A platform statement is like a cover letter and should outline a candidate’s qualifications and what they would do if elected to the position they are running for. There are no length requirements or limitations. Candidates should keep in mind that the CV and platform statement they send will be posted online on this web page for all members to see, so they should not include any information they do not wish to be made public. At this time, all elected positions within IAPSS are voluntary and unpaid.
  • Each candidate must have an active IAPSS membership by the time the General Assembly starts. Memberships can be purchased here.
  • Each candidate shall be able to make a short statement to address the General Assembly and motivate their candidacy.
  • After candidates for one of the positions give their statements, there will be time for members to ask questions.
  • After the question period, voting opens. Voting in elections is required to remain open for at least seven (7) days as stipulated by IAPSS’ Regulations.

Agenda

General Assembly Part 1: May 15, 2021

1. Call to order

2. Approval of the Agenda and General Assembly Committee

3. Approval to seat visitors and grant them speaking rights
 
4. Approval of the minutes of the December 12, 2020 Online General Assembly – click here to access the minutes

5. Report of the IAPSS President (needs a vote to approve)

6. Report of the IAPSS Treasurer (needs a vote to approve)
a. Financial Statement 2020-2021
b. Draft Budget 2021-2022

7. Report of the IAPSS Advisory Board (needs a vote to approve)

8. Regional Reports

9. Legal Framework Amendments and Motions – click here to access the Motions Package
a. Motion 1: Liquidation of the Dutch Association and Transferring Resources to the New Canadian Not-for-profit Corporation.

b. Motion 2: Amendment of regulations regarding discrimination

c. Motion 3: Reimbursement for legal expenditures

d. Motion 4: Expulsion of Mr. Patrick as member of the Board/ExCom

e. Motion 5: Dischargement of Mr. Patrick as member of the Board/ExCom

f. Motion 6: Dischargement of Paola Navarro Villa as member of the Board/ExCom

General Assembly Part 2: May 22, 2021

1. Ratification of new Canadian bylaws – click here to access the bylaws

2. Elections – (candidate presentations, questions, and voting)
a. President

b. Secretary General

c. Treasurer

d. Vice President for Academic Affairs

e. Vice President for Programs

f. Vice President for Public Relations

g. Advisory Board (3 positions)

h. IAPSS Africa Chair

i. IAPSS Asia Chair

j. IAPSS Europe Chair

k. IAPSS Latin America and the Caribbean Chair

l. IAPSS Oceania Chair

m. IAPSS USA and Canada Chair

3. Other Business

4. Adjournment

Current Candidates and Information About Elected Positions

Candidates will be listed by April 22, 2020 in alphabetical order by first name for each position.

President
The IAPSS President leads the organization and the Executive Committee. They directly oversee the International Cooperation Department and represent IAPSS externally. They chair Executive Committee meetings. Commitment: 20 hours/week.

Secretary General
The IAPSS Secretary General oversees IAPSS’ internal communications and democratic processes. They lead the Secretariat, which looks after the website, email accounts, and project management applications. They take minutes at Executive Committee meetings, organize General Assemblies and elections, ensure the IAPSS Legal Framework is followed, and oversee all matters pertaining to memberships. Expected commitment: 20 hours/week.

Treasurer
The IAPSS Treasurer oversees IAPSS’ finances and leads the Financial Administration Department. Key operations include managing IAPSS bank accounts, using accounting software to keep records of transactions, to develop a budget for the year in conjunction with the other departments, and guide the organization on all financial matters. Expected commitment: 20 hours/week

Vice President for Academic Affairs
This position oversees the Academic Department, which includes two academic journals, one academic blog, and a dozen Student Research Committees. Key operations include helping organize IAPSS’ delegations to academic events of partner organizations and the academic aspects of IAPSS events and initiatives, such as reviewing and editing submissions. Expected commitment: 15 hours/week.

Vice President for Programs
This position oversees the Programs Department, which guides all IAPSS events and initiatives. Key responsibilities include helping organize event plans, coordinating between event teams and other IAPSS departments, and assisting with event implementation. Expected commitment: 15 hours/week.

Vice President for Public Relations
This position oversees the Public Relations Department and is responsible for all of IAPSS’ public relations and communications activities. Key responsibilities include managing social media and YouTube accounts, creating content, engaging students and promoting IAPSS around the world, engaging with media, drafting press releases, and responding to questions from members and external organizations. Expected commitment: 15 hours/week.

Advisory Board (3 Positions)
The Advisory Board ensures that IAPSS is functioning ethically, with accountability, and in accordance with its guiding documents and applicable laws. The Advisory Board also provides guidance to all aspects of the organization, audits the finances to the best of its ability, and makes rulings in certain internal disputes. Expected commitment: 5 hours/week.

IAPSS Africa Chair
This position oversees the entirety of IAPSS Africa, including its team, resources, strategies, and outreach. Key responsibilities include promoting engagement with students in the regions, organizing regional events and initiatives, and representing the regional association at Council of Regions meetings. Expected commitment: 15 hours/week.

IAPSS Asia Chair
This position oversees the entirety of IAPSS Asia, including its team, resources, strategies, and outreach. Key responsibilities include promoting engagement with students in the regions, organizing regional events and initiatives, and representing the regional association at Council of Regions meetings. Expected commitment: 15 hours/week.

IAPSS Europe Chair
This position oversees the entirety of IAPSS Europe, including its team, resources, strategies, and outreach. Key responsibilities include promoting engagement with students in the regions, organizing regional events and initiatives, and representing the regional association at Council of Regions meetings. Expected commitment: 15 hours/week.

IAPSS Latin America and the Caribbean Chair
This position oversees the entirety of IAPSS Latin America and the Caribbean, including its team, resources, strategies, and outreach. Key responsibilities include promoting engagement with students in the regions, organizing regional events and initiatives, and representing the regional association at Council of Regions meetings. Expected commitment: 15 hours/week.

IAPSS Oceania Chair
This position oversees the entirety of IAPSS Oceania, including its team, resources, strategies, and outreach. Key responsibilities include promoting engagement with students in the regions, organizing regional events and initiatives, and representing the regional association at Council of Regions meetings. Expected commitment: 15 hours/week.

  • N/A

IAPSS US and Canada Chair
This position oversees the entirety of IAPSS US and Canada, including its team, resources, strategies, and outreach. Key responsibilities include promoting engagement with students in the regions, organizing regional events and initiatives, and representing the regional association at Council of Regions meetings. Expected commitment: 15 hours/week.

  • N/A

Votes will appear below as they happen during the General Assembly.

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The results of the votes for General Assembly Part 1 are as follows:

Total individual member attendance: 74

Total attendance of association members as defined in the 2013 Statutes: 0

Vote to approve the GA committee. 71 yes, 1 no, 2 abstain, 0 did not vote.

Vote to remove motion 2 from the agenda. 52 yes, 7 no, 9 abstain, 6 did not vote.

Motion to remove motion 3 from the agenda. 54 yes, 5 no, 9 abstain, 6 did not vote.

Motion to remove motions 4, 5, and 6 from the agenda. 57 yes, 4 no, 8 abstain, 5 did not vote.

Vote to approve the agenda as amended. 60 yes, 2 no, 5 abstain, 7 did not vote.

Vote to seat visitors and grant them speaking rights. 58 yes, 5 no, 3 abstain, 8 did not vote.

Vote to approve the minutes from the December 2020 General Assembly. 62 yes, 0 no, 6 abstain, 6 did not vote.

Vote to approve the report of the IAPSS President. 64 yes, 1 no, 2 abstain, 7 did not vote.

Vote to approve the treasurer’s financial report. 60 yes, 1 no, 6 abstain, 7 did not vote.

Vote to approve the draft budget presented by the treasurer. 60 yes, 0 no, 6 abstain, 8 did not vote.

Vote to approve the report of the Advisory Board. 62 yes, 1 no, 4 abstain, 7 did not vote.

Vote to dissolve and liquidate the Dutch Association and Transfer Resources to the New Canadian Not-for-profit Corporation. 62 yes, 2 no, 4 abstain, 6 did not vote. Majority needed: 80%. Majority in favour: 83.78%.

The results of the votes for General Assembly Part 2 are as follows:

Total individual member attendance: 61

Vote to ratify the bylaws of the Canadian not-for-profit corporation. 37 yes, 1 no, 4 abstain, 19 did not vote.

Vote to confirm the General Assembly board with Tobias Scholz as the Chair and Biligtsaikhan Uuganbayar as the minutetaker. 37 yes, 2 no, 2 abstain, 20 did not vote.

Vote for 2021-2022 IAPSS President. 47 Justin Patrick, 1 Jan Behrens, 1 none of the above, 12 did not vote. Justin Patrick was elected IAPSS President.

Vote for 2021-2022 IAPSS Secretary General. 21 Oleksii Zahreba, 18 Reon van der Merwe, 2 Jan Behrens, 0 none of the above, 20 did not vote. Oleksii Zahreba was elected IAPSS Secretary General.

Vote for 2021-2022 IAPSS Treasurer. 37 Shobhendra de Vries-Srivastava, 2 Jan Behrens, 1 none of the above, 21 did not vote. Shobhendra de Vries Srivastava was elected IAPSS Treasurer.

Vote for 2021-2022 IAPSS Vice President for Academic Affairs. 31 Melis Kirtilli, 3 Shrey Madaan, 2 none of the above, 25 did not vote. Melis Kirtilli was elected IAPSS Vice President for Academic Affairs.

Vote for 2021-2022 IAPSS Vice President for Programs. 16 Crystal Staebell, 13 Ginisha Dewani, 2 none of the above, 30 did not vote. Crystal Staebell was elected IAPSS Vice President Programs.

Vote for 2021-2022 IAPSS Vice President for Public Relations. 31 Paola Navarro Villa, 5 Shrey Madaan, 1 Jan Behrens, 1 none of the above, 23 did not vote. Paola Navarro Villa was elected IAPSS Vice President for Public Relations.

Vote for 2021-2022 IAPSS Advisory Board (3 Positions). 18 Giulia Zampedri, 9 Kenneth Jim Joseph M. Jimeno, 2 none of the above, 32 did not vote. Giulia Zampedri and Kenneth Jim Joseph M. Jimeno were elected to the Advisory Board.

Regional Chair Ballot – 16 members voted. 45 did not vote.

Vote to confirm Boluwatife Ajibola as IAPSS Africa Chair. 7 yes, 0 no, 0 abstain. Boluwatife Ajibola was elected IAPSS Africa Chair

Vote to confirm Rutaba Tariq as IAPSS Asia Chair. 2 yes, 1 no, 0 abstain. Rutaba Tariq was elected IAPSS Europe Chair.

Vote to select the next IAPSS Europe Chair. 2 Clara Caspar, 4 Frank Stengs, 0 abstain, 0 none of the above. Frank Stengs was elected IAPSS Europe Chair.

Vote to confirm Murad Khan as IAPSS Latin America and the Caribbean Chair. 0 yes, 0 no, 0 abstain. No candidates were elected to this position.