EUROCALL Constitution (revised 2012)

NB: This is a revised constitution for member consultation and review. Members have until 11th January 2013 to respond with comments, which should be sent to the EUROCALL Secretary, Toni Patton (t.patton@ulster.ac.uk). During this consultation period, the current constitution remains in force.

Please note that a copy of the constitution is sent to all EUROCALL members upon joining.

I. Name, Headquarters

Article 1.

The Association shall be called the European Association for Computer-Assisted Language Learning (EUROCALL). The location of the administrative and financial headquarters of the Association shall be determined by the Executive Committee (see Article 6.6 below).

II. Aims

The aims of EUROCALL shall be to advance education by:

2.1 promoting the learning and teaching of languages within Europe;

2.2 developing a community of scholars and researchers working in the area of Computer-Assisted Language Learning;

2.3 providing a European focus for the promulgation of innovative research, development and practice in the area of Computer-Assisted Language Learning and Technology-Enhanced Language Learning in education and training;

2.4 promoting the quality and diffusion of open educational resources and practices in the area of language learning and teaching;

These aims shall be achieved by means of:

2.5 the provision of information and advice for those involved in language education and training;

2.6 dissemination through publications of various kinds (such as the ReCALL Journal, the EUROCALL Review, and conference proceedings)

2.7 the exploitation of electronic digital communication and storage systems

2.8 the facilitation of knowledge transfer through Special Interest Group meetings, annual conferences and participation in European co-operative projects.

III. Membership

Article 3.

The Association shall consist of the following classes of members:

3.1 Individual members

Any individual interested in promoting the aims of the Association is eligible to become a member.

3.2 Corporate members

Bodies which have a general interest in the objectives of EUROCALL and which support it in the realisation of its aims may become corporate members. This includes:-

(a) educational institutions [including departments within institutions, language centres, libraries etc];

(b) professional associations;

(c) commercial enterprises.

3.3 Benefactor members

Individuals who or institutions which want to give financial, material or moral support to EUROCALL may become benefactor members.

3.4 Honorary Members

The Executive committee shall have the power to award honorary membership of the Association to acknowledge long-standing and significant contributions to the work of EUROCALL.

IV. Annual General Meeting

Article 4.

4.1 There shall be an Annual General Meeting at which all individual members and one representative of each corporate or benefactor member shall be entitled to vote.

4.2 The Annual General Meeting of the Association shall normally take place at the annual conference.

4.3 The meeting shall be called by the President of the Association at least 42 days before the date of the meeting, which shall be notified at the previous Annual General Meeting. The invitation to the meeting shall be accompanied by the agenda.

4.4 Elections for all committee positions may be conducted by electronic means in order to ensure the maximum participation of members in the choice of its officers. When conducted by this means, nominations for President, Vice-President and positions on the Executive Committee, if these have become vacant, shall be received by the Secretary at least 21 days before the opening of the on-line poll. The electronic voting system should remain open for up to six weeks before the AGM, voting to continue until one hour before the start of the AGM.

4.5 Nominators and nominees must be members of the Association.

4.6 The Annual General Meeting shall be declared quorate when at least 40 members (corporate membership counting as one person only) of the Association are present. Decisions shall be taken on a simple majority vote, except for changes to the Constitution or dissolution of the Association (see articles 15 and 16). In elections, candidates receiving the highest number of votes shall be deemed elected.

4.7 The Annual General Meeting ratifies decisions taken, by electronic means, on the constitution and standing orders of the Association.

4.8 The Annual General Meeting ratifies the electronic election of the President and Vice-President of the Association.

4.9 The Annual General Meeting ratifies the electronic election of four further members of the Executive Committee.

4.10 The Annual General Meeting will vote on the Annual Reports of the President and the Treasurer, the latter to include the proposed Budget for the next financial year.

4.11 If the President of the Association is unable to be present, the Vice-President shall chair the Annual General Meeting.

4.12 The proceedings of the Annual General Meeting shall be minuted and signed by the President and the Secretary of the meeting.

V. Extraordinary General Meeting

Article 5.

5.1 On application to the Secretary of the Association by at least 100 of its members (corporate members counting as one) or at least one half of the membership (whichever is less), or by the Executive Committee, an Extraordinary General Meeting shall be called by the President within three months of receipt of the application and at least 42 days in advance of the meeting. The invitation shall be accompanied by the agenda.

VI. Executive Committee

Article 6.

6.1 The Association shall be organised and managed by an Executive Committee.

6.2. The Executive Committee shall consist of a President, Vice-President and four ordinary members. In addition to these four members, the Committee shall have the power to appoint a Secretary and a Treasurer (see Article 14) and to co-opt up to three more members.

6.3 . The period of office of the President, Vice-President and members of the Executive Committee shall normally be three years. The President, Vice-President and members of the Executive Committee shall be eligible for re-election.

6.4 The Executive Committee shall meet at least twice a year. Invitations shall be issued by the President. The quorum shall consist of at least half of the members. The proceedings of meetings of the Executive Committee shall be minuted and signed by the President and the Secretary.

6.5 The duties of the Executive Committee shall be:

6.5.1 to coordinate the activities of EUROCALL;

6.5.2 to conduct the affairs of EUROCALL in a businesslike manner;

6.5.3 to organise, in collaboration with the local organising committees, the international conferences held by EUROCALL;

6.5.4 to organise/oversee the organisation of international seminars, workshops and symposia on behalf of EUROCALL;

6.5.6 to oversee the formation and operation of Special Interest Groups;

6.5.7 to be responsible for EUROCALL publications;

6.5.8 to be responsible for the provision of an information service to EUROCALL members;

6.5.9 to liaise, on behalf of the members, with national and international sister Associations in the area of Computer-Assisted Language Learning.

6.6.1 The Executive Committee shall appoint, for a minimum period of four years, a Secretary and a Treasurer, both of whom must be located in a single institution which is committed to providing an appropriate academic environment and support in terms of office space, staffing costs, financial management and overheads. The Secretary and the Treasurer shall become ex officio members of the Executive Committee and shall be responsible for operating the EUROCALL office and administering the Association's finances.

6.6.2 The periods of office of the Secretary and the Treasurer may be extended for further periods of four years by the Executive Committee. A decision to extend will normally be made one year before the end of the term of office. If the period of either office is not extended for a further period, then institutions will be invited to submit bids to house the EUROCALL office and to provide a Secretary and a Treasurer. The bidding and selection process shall be carried out by the Executive Committee.

6.6.3 In the event of unforeseen circumstances, the Executive Committee is empowered to make interim arrangements.

VI. Finances

Article 7.

7.1 The activities of EUROCALL shall be largely financed through an annual subscription paid by individual and corporate members. The amount of the subscription shall be determined by the Executive Committee and approved by the Annual General Meeting.

7.2 All subscriptions, benefactions, other income, or possible profits shall be used exclusively for purposes consonant with the Association’s aims and objectives.

7.3 The annual accounts of the Association shall be audited by a professional accountant who is not a member of EUROCALL. The Accountant shall be appointed by the Executive Committee.

VII. Final Clauses

Article 8.

The constitution may be changed by a two-thirds majority of members voting electronically (corporate members counting as one), following the posting of the proposed amendment/s on the Association’s web-site six weeks before the commencement of electronic voting. The voting period shall last six weeks.

Article 9.

Any decision to amalgamate the Association with another Association shall be made by a two-thirds majority of an Extraordinary General Meeting on a proposal from the Executive Committee (corporate members counting as one).

Article 10.

The Association may be dissolved by a two-thirds majority of an Extraordinary General Meeting on a proposal from the Executive Committee (corporate members counting as one). In the event of the dissolution of the Association:

(a) a Residual Executive of no fewer than 5 members of the Association shall be elected by the Extraordinary General Meeting to oversee the conclusion of outstanding business and to determine the disposal of assets;

(b) the assets of the Association shall be donated to any charitable organisation or organisations with aims that are similar or relevant to those of EUROCALL.

Article 11.

11.1 The English language version of this Constitution is definitive.

This Amended Constitution was adopted by the Annual General Meeting of EUROCALL held on .

Signed by (President) and (Secretary)