Standing Committees of the Executive Council

1. The President proposes Standing Committees and appoints their Chairs, Vice Chairs and Secretaries.
2. Committee members will normally be selected from members of the Executive Council or STD who volunteer to serve, but other qualified individuals may be appointed. The President is an ex-officio member of all Committees.
3. The President will request Executive Council approval for setting up new Standing Committees or disbandment of existing Committees.
4. Committees will normally meet during the Executive Council weekend, before the STD and EC Meetings. The schedule will be set by the Secretary General.
5. All decisions of Standing Committees are subject to confirmation by the Executive council. In particular, any decisions with financial implications must be ratified by the Executive Council.

Responsibilities of Committee Chairs

1. Standing Committee Chairs will set the agenda for each of the committee meetings and send it (by e-mail) to the members of their committees and the Officers of the Union, preferably at least one month in advance of the meeting. The President will inform the Chair of any special items to be considered at their meetings.
2. A copy of the agenda should be sent to the Secretary General for posting on the website for information of all Executive Council members.
3. The Committee Chair (or in his or her absence the Vice Chair or Secretary) will report on the meeting and other activities of the Committee to the STD and/or ECM as appropriate, drawing attention to any matter which requires approval by these bodies.
4. Towards the end of the triennium, the Chair will, through discussions with the Committee, prepare a plan for and advise the Treasurer on a budget for the next triennium.
5. Towards the end of the triennium, the Chair will prepare a Report on the activities of the Committee during the triennium and submit it to the Secretary General for inclusion in the book of Reports for the Triennium.

Responsibilities of Committee Secretaries

Standing Committee Secretaries will record the minutes of their committee meetings. An electronic copy of the minutes will be sent to the Recording Secretary no later than one month after each meeting. (The Recording Secretary will give these minutes a number and include them with the minutes of the Executive Council meeting.)

The Standing Committees (Triennium 2010-2013)

Awards and Scholarship	Overview	Terms of Reference and Related Procedures
Congress Planning	Overview	Related Procedures
Education	Overview	Terms of Reference and Related Procedures
Emerging Societies	Overview
Finance	Overview
Long Range Planning	Overview
Publications	Overview	Terms of Reference and Related Procedures
Statutes	Overview	Terms of Reference

Overview of the Responsibilities of the Committees of the Executive Council

Awards & Scholarships

1. To select Trustees for the Welch Scholarship
2. To oversee the administration of the Welch Scholarship
3. To solicit nominations for and select winners of the IUVSTA Prizes
4. To liaise with the organisers of the IVC for the presentation of the IUVSTA Prizes at the IVC and plenary lectures by the prizewinners.
5. To propose the conferences to receive Elsevier Student Awards
6. To oversee the World Transfer Program

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Congress Planning

1. To oversee the arrangements for the next two IVCs
2. To solicit and review bids for the subsequent IVC in accordance with the protocol
3. To oversee the arrangements for and calendar of other IUVSTA conferences

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Education

1. To oversee all IUVSTA educational activity
2. To commission and maintain new and existing Visual Aid materials
3. To organize IUVSTA Technical Training Courses and Short Course programs.
4. To maintain the IUVSTA educational web pages
5. To organise special seminars
6. To organise Summer Schools
7. To liaise with other relevant organizations such as UNESCO and ICTP (Trieste) through appointed Liaison Officers.
8. To assist scientists in Developing Countries where there are problems of shortage of funds or facilities.

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Emerging Societies

1. To establish contact with scientific bodies whose interests are congruent with those of IUVSTA in countries where there is no Vacuum Society.
2. To encourage the formation of proto Vacuum Societies with a view to Membership.
3. To assist with the organization of conferences, workshops and seminars in lesser developed countries and to travel to similar meetings in other countries
4. To generate data banks to assist workers in different countries to come together to formulate joint projects for support, for example, by the European Union or NATO, and to find experts to review national and international research proposals and projects.

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Finance

1. To be chaired by the Treasurer
2. To oversee the financial management of the Union
3. To manage investments
4. To approve the accounts of the Union prepared by the Treasurer
5. To recommend budgets to the Executive Council

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Long Range Planning

1. To be chaired by thePresident Elect
2. To discuss future directions and activities for the Union
3. To consider matters relating to the structure of the Union

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Publications

1. To be responsible for recommendations on questions of publication of all archival material generated under the aegis of the Union.
2. To be responsible for the publication of all archival materials approved by the Executive Council, including the IUVSTA News Bulletin in electronic format.
3. To be responsible for the IUVSTA Website.
4. To determine and monitor the costs of all publications.
5. To advise on the publication of conference proceedings and publication of similar archival material which is intended for extensive distribution on behalf of the IUVSTA.
6. To recommend candidates for the position of Editor of the IUVSTA News Bulletin, Webmaster and persons responsible for any other special publications of the IUVSTA, as required.
7. To serve in an advisory capacity to other Standing Committees of IUVSTA for publication of any type of archival material they generate.
8. To assist with publication of IUVSTA documents, such as an Information Booklet, Directory and Procedures Manual.

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Statutes

1. To be chaired by Secretary General.
2. To review and recommend required changes in Statutes and By-laws. The text of all changes, in both languages of the Union, must be dispatched to the members of the Union at least 6 months before the General Meeting. It is usual to contact the Belgian Ministry of Justice prior to this to ensure that the changes are in compliance with Belgian Law.
3. To maintain the necessary interfaces with Belgian Ministry of Justice (IUVSTA is officially registered in Belgium). At least one member of the Committee should be a Belgian national.
4. To establish and continually up-grade the material for a Procedures Manual to assist Officers and Chair of Committees and Divisions and improve the administration of the Union activities.
5. To monitor new applications for membership of the Union, to ensure that the Statutes and Bylaws of applicants are acceptable and that the new societies are the only groups representing vacuum and related interests in their countries (or regions) and that their interests cover the whole field of vacuum science, technology and its application.
6. To monitor applications by the Union for membership in and interaction with other National and International organizations and to report on progress of such activity to the Executive Council.
7. To consider the provisional agenda for all General Meetings.
8. To consider any other matters relating to Statutes and Procedures which the Union may require.
9. To consider and, if necessary, propose to the Executive Council amendments to the Statutes and Bylaws of the Union.

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