COSPAR BY-LAWS

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1.    National Scientific Institutions, as defined by ICSU, engaged in space research and International Scientific Unions federated in ICSU may become Members of COSPAR.

NOTE: As defined by ICSU, a National Scientific Institution "shall be a scientific academy, research council, scientific institution or association of such institutions.  Institutions effectively representing the range of scientific activities in a definitive territory may be accepted as National Members, provided they can be listed under a name that will avoid any misunderstanding about the territory represented" (ICSU Statute number 8).

2.    National Scientific Institutions or International Scientific Unions desiring COSPAR membership shall submit their application to the President of COSPAR. The letter of application shall consist of a letter of intent accompanied by an information sheet giving an account of activities related to scientific space research on the territory represented by the National Scientific Institution or in the field of scientific research covered by the International Scientific Union.

3.    Each application for membership shall be circulated to Member National Scientific Institutions and International Scientific Unions. If no objections are raised within three months, the applicant Institution or Union shall become a Member without any further action by the date of expiration of the three month period.  In the event any objections are raised by National Scientific Institutions or International Scientific Unions, the COSPAR Bureau may ask for further information and shall submit the case to the COSPAR Council for discussion and decision by vote.  A two-thirds majority of votes cast, excluding abstentions, shall be required for the application to be approved.

1.    To be informed about all COSPAR activities.

2.    To make available and/or to participate in evaluating and disseminating scientific information resulting from space research.

3.    To appoint a representative to COSPAR whose rights and duties shall include:

a)  to facilitate the regular flow of information between COSPAR and the National Scientific Institution or International Scientific Union which s/he represents,

b)  membership in the Council, as a representative of his/her National Scientific Institution or International Scientific Union, including participation in discussions conducted in Council meetings, with voting rights on behalf of his/her Institution or Union at such meetings.

4.    The Member National Scientific Institutions shall have voting rights on the Council on all matters.

5.    The Member International Scientific Unions shall have voting rights on the Council on all matters that do not involve income or expenditure of money by COSPAR, or expenditure of money by the Member National Scientific Institutions.

6.    Member International Scientific Unions shall have the right, and shall be encouraged, to appoint liaison representatives to the Executive Groups of COSPAR Scientific Commissions (each Union or semiautonomous part of a Union shall be allowed one liaison representative to each Scientific Commission) if, in the opinion of the International Scientific Union, this will ensure good coordination of related activities.

7.    The Member National Scientific Institutions shall contribute to the financial support of COSPAR as determined by the budget recommended by the Bureau and approved by the Council. The contribution amount for a given Member National Scientific Institution shall be based on the membership category to which the Institution belongs which shall correspond to the country's scientific space activity.

8.    In the event that a Member National Scientific Institution should fail to pay contributions for a three year period, its membership will be automatically suspended until such time as the contributions for the said period are paid.

1.    A Nomination Committee of five members shall be elected by the Council for a term of four years from a slate of candidates to be presented by the President and which may be amended by the Council.  Motions for amendments may come from the floor and must be supported, also from the floor, by at least two other members of the Council.

2.    Following their election, the Nomination Committee shall immediately elect from among its members a chairman who shall be responsible for the proper functioning of the Committee.

3.    The Nomination Committee may include members who are not members of the Council.

4.    No member of the Bureau may be a member of the Nomination Committee.

5.    Members of the Nomination Committee are not eligible for re-election immediately consecutive to their term of office, except members appointed by the President of COSPAR according to articles III.10 or III.11.

6.    The Nomination Committee shall prepare a slate, or slates, of candidates for each office to be filled (President, Vice-Presidents, Bureau members, Finance Committee chairman and members).  The slates shall include a sufficient number of candidates for each office to provide Council members a choice of candidates. The slates of candidates shall include scientists from the widest possible range of both nationality and scientific expertise.

7.    No member of the Nomination Committee may appear on the slates of candidates presented by the Nomination Committee to the Council.

8.    The chairman of the Nomination Committee shall ascertain whether a candidate is willing to serve as an officer of COSPAR in the post for which s/he is to be nominated. Candidates for the offices of the President of COSPAR and the Chairman of the Finance Committee shall be asked to consider paragraphs IV.2 and IV.5, respectively, of the By-Laws before agreeing to their nomination.

9.    The quorum of the Nomination Committee shall consist of three members in addition to the chairman.

10.  In the event that the chairman of the Nomination Committee is unable to carry out his/her responsibilities, the President of COSPAR shall, in consultation with representatives of National Scientific Institutions and International Scientific Unions, appoint a new member to the Nomination Committee.  The President shall also request one of the members of the Nomination Committee to organize the election of the new chairman of the so completed committee from among its members.

11.  In the event that one or more member(s) of the Nomination Committee is (are) unable to carry out his/her (their) responsibilities, the President of COSPAR shall, in consultation with representatives of National Scientific Institutions and International Scientific Unions, appoint a new member (new members) to the Nomination Committee to complete the membership to five.

1.    The President of COSPAR shall be elected for a term of four years from a list of internationally recognized space scientists submitted by the Nomination Committee to the members of the Council at least two months before the election.

2.    Upon his/her election to office, the President shall become independent and act only on behalf of COSPAR.  S/he shall neither represent any of the Member National Scientific Institutions and International Scientific Unions, nor be chairman or officer of any of COSPAR's Commissions or standing committees.

3.    Two Vice-Presidents shall be elected for a term of four years from among the representatives of the National Scientific Institutions and International Scientific Unions from a list of nominees provided by the Nomination Committee.

4.    Six other members of the Bureau shall be elected for a term of four years from among the representatives of the National Scientific Institutions and International Scientific Unions from a list (or lists) provided by the Nomination Committee.

5.    The Chairman and members of the Finance Committee shall be elected for terms of four years from lists provided by the Nomination Committee.  Upon election, the Chairman of the Finance Committee shall become independent and act only on behalf of COSPAR.  S/he shall neither represent any of the Member National Scientific Institutions or International Scientific Unions, nor be a chairman or officer of any of COSPAR's Commissions or standing Committees other than the Finance Committee.

6.    Those elected shall continue to serve until their successors have been duly elected and have agreed to serve.  Vacancies arising during interim periods shall be filled for the remainder of the term by nomination and election as specified in paragraphs IV.3-5 above, except for vacancy in the office of the President which shall be filled according to paragraphs V.4-6 of the By-Laws.

7.    All officers elected by the Council may be re-elected once for a second term of four years, in accordance with the Rules for Scientific and Special Committees of ICSU.

1.    The President shall be an ex-officio member of all COSPAR Committees, Commissions, and subsidiary bodies, except the Awards Committee and the Nomination Committee.

2.    The President shall have voting rights on the Council on all matters that do not involve expenditure of money by Member National Scientific Institutions. In addition, the President, as chair of the Council, shall have the casting vote, irrespective of the matter being put to vote.

3.    The President shall preside at all meetings of the Council and the Bureau and conduct the affairs of COSPAR between such meetings.

4.    In the event that the President is unable to carry out his/her responsibilities, the two Vice-Presidents shall alternate as Principal Vice-Presidents and, as such, shall assume the responsibilities of the office of the President.  The office of the Principal Vice-President shall alternate each four months with the older Vice-President holding office during the first four months.

5.    It shall be the responsibility of the Principal Vice-President to convene the Council at the first opportunity for the purpose of electing a new President.

6.    In the event that the President and Vice-Presidents are unable to discharge their responsibilities, the Bureau shall take the steps necessary to ensure the continued activity of COSPAR.

7.    Bureau members other than the President shall have voting rights on the Council in their capacity as National Scientific Institution or International Scientific Union representatives, according to paragraphs II.4 and II.5 of the By-Laws.

1.    Scientific Commission Chairmen shall be informed about and take part in all Council activities and discussions, and represent their  Commission on the Council.  They may vote on the Council on all matters except:

a) those involving income or expenditure by COSPAR, or expenditure of money by the Member National Scientific Institutions, and

b) the election of the President, Vice-Presidents, members of the Bureau, chairman and members of the Finance Committee.

2.    Scientific Commission Chairmen shall ensure that the activities of their Commissions be conducted in an orderly way, including, among others, election of officers, preparation of scientific programs, publication of the proceedings of scientific sessions and meetings organized fully or in part by their Commissions.

3.    Scientific Commission Chairmen shall be required to report on the activities of their Commissions to the Bureau and the Council, to contribute to COSPAR reports to external bodies such as the UN, and to make recommendations for awards as appropriate.

4.    In the event that the Chairman of a Scientific Commission should be unable to discharge his/her responsibilities, the Executive Group of the given Scientific Commission (see paragraph XI.7 of the By-Laws) shall elect from among the Executive Group a new chairman who will serve until the next regular meeting of the given Scientific Commission.

1.    The Finance Committee Chairman shall be informed about and take part in all Council activities and discussions and report the recommendations of his/her Committee to the Bureau and the Council.

2.    The Finance Committee Chairman shall have voting rights on all matters on the Council, except those involving the finances of COSPAR or Member National Scientific Institutions.

3.    The Chairman shall ensure that Finance Committee activities be conducted in an orderly way, that the said Committee be fully informed on all aspects of COSPAR income and expenditure, and that it formulate short and long term financial plans for submission to the Bureau and the Council.

1.    A quorum of the Council shall consist of not less than fifty per cent of members holding voting rights on the matter to be voted. 

2.    If an appointed representative of a Member National Scientific Institution or International Scientific Union is unable to attend the Council meeting, his/her parent institution may name an alternate delegate, who shall have voting authority at the meeting.

3.    Similarly, if a Scientific Commission chairman or the Finance Committee chairman is unable to attend the Council meeting, s/he may name one of the Vice-Chairmen of the given Scientific Commission or any of the Finance Committee members, respectively, to be his/her alternate, who shall have voting rights at the Council meeting.

4.    The President of COSPAR shall be notified in writing of the transfer of voting rights mentioned in paragraphs 2 and 3 above, not later than 10 days before the first session of the Council meeting.

5.    Any member of the Council and his/her alternate (as defined in paragraphs 2 and 3 above) attending the Council meeting who is prevented from attending part of the meeting (either part of a session or a complete session which is part of the meeting), may delegate his/her voting power by proxy to another member of the Council.  The President shall be notified of this act in writing before the beginning of the session.

6.    Alternates as defined in paragraphs 2 and 3 above, as well as proxy-holders mentioned in paragraph 5 above, shall be included in determining a quorum of the Council.

7.    At Council meetings, votes may be cast only by persons who are present.

8.    A quorum of the Bureau shall consist of not less than fifty percent of its membership.  Any member of the Bureau unable to attend the Bureau meeting may delegate his/her voting power by proxy to another member of the Bureau.  The President shall be notified of this act in writing before the beginning of the Bureau meeting.  A vote by proxy shall not be included when determining a quorum of the Bureau.  At Bureau meetings, votes may only be cast by members who are present.

9.    Majority vote on the Council.  Official decisions by the Council shall be made by a simple majority vote of those voting for or against each motion, except in the following cases:

(1)  motions as to modification or changes in the COSPAR Charter (see Charter, paragraph VI.3) or the COSPAR By-Laws

(2)  financial matters pertaining to Member National Scientific Institutions, and

(3)  motions concerning the admission of new Members in cases as defined in paragraph I.3 of the By-Laws.

In these cases a two-thirds majority of those voting for or against the motion shall be required. Abstentions from voting shall not be considered in determining the majority action but may be entered in the records if so desired by the abstaining Council members.

10.  Majority vote in the Bureau.  Official decisions of the Bureau shall be made by a two-thirds majority of votes cast for or against each motion.  Abstentions from the voting shall not be considered in determining the majority action but may be entered in the records if so desired by the abstaining Bureau members.

11.  The Council shall meet at least once every two years usually during COSPAR Scientific Assemblies.

12.  The Bureau shall normally meet once a year.  Other meetings may be called by the President, as necessary.

13.  An agenda shall be prepared under the direction of the President for each meeting of the Council and the Bureau, and shall be mailed to the members of the respective body at least three weeks prior to the meeting.  Amendments to the agenda for such a meeting may be proposed by any member of the respective body who is present at the meeting.  These amendments may be adopted by a simple majority of votes cast, excluding abstentions.

14.  Bureau and Council meeting reports shall be circulated to all members of the respective bodies for approval.  If the Secretariat does not receive any specific objections or recommendations to amend the draft report within two months of the transmittal date, these reports shall be considered approved as written.  Following approval, the reports of both Bureau and Council meetings shall be distributed to all members of the Council.

IX.            ASSOCIATES

1.    Any scientist actively engaged in space research may become a COSPAR Associate by attending a COSPAR biennial Assembly or a COSPAR Colloquium.

2.    Each associate shall be a member of at least one and not more than three of the COSPAR Scientific Commissions.

3.    Associate status shall be retained for five years after attending a COSPAR biennial Assembly or a COSPAR Colloquium.

4.    The rights and duties of associates include:

a)  to be informed regarding, and take part in, the scientific activities of COSPAR, in particular, the Scientific Commission(s) of which s/he is a member,

b)  to attend the meetings of these Commission(s), take part in the discussions conducted therein, and

c)  to vote on all matters brought to a vote at these meetings.

X.             ASSOCIATED SUPPORTERS

1.    The honorary status of COSPAR Associated Supporter may be accorded to duly constituted legal entities or individuals.  Such entities and persons wishing to become a COSPAR Associated Supporter must request this status in writing and pay an adherence fee.

2.    Several categories of COSPAR Associated Supporter may be defined.

3.   The status of COSPAR Associated Supporter shall be recognized by COSPAR in its publications and public events.  Associated Supporters may use the title "COSPAR Associated Supporter," in their public activities for the totality of the period for which the adherence fee was paid.

4.    Adherence fees for each category of Associated Supporter will be determined by the President of COSPAR acting on the advice of the Bureau and upon authorization from the Council.

5.    COSPAR Associated Supporters shall be informed of all the Committee's scientific programs and activities.  Scientific Assembly and Colloquium registration fees shall be waived for COSPAR Associated Supporters for these events which are held during the period for which the adherence fee was paid.  For legal entities the registration fee shall be waived for one representative only.

6.    The President of COSPAR will seek views of Associated Supporters on Committee policies and activities.  In case of need, a formal response shall be provided after an appropriate discussion by the Council.

XI.            SCIENTIFIC COMMISSIONS

1.    Scientific Commissions may be established, modified, or discontinued at any time by the Council upon recommendation of the Bureau.

2.    Scientific Commissions shall be established for indefinite periods.

3.    The membership of a Scientific Commission shall consist of those associates who have declared their interest in being active in the given Scientific Commission.

4.    Official decisions of Scientific Commissions shall be made by simple majority votes cast for or against each motion, except in the case of resolutions to be transmitted by the Council to outside parties.  Such resolutions shall be endorsed in writing by a majority of Commission members present.

5.    Each Scientific Commission shall elect a Chairman and three Vice-Chairmen from among its members for periods not longer than four years.  They shall be elected by members of the given Scientific Commission who are attending the open business meeting of the Commission.  Scientific Commission Chairmen and Vice-Chairmen may be re-elected once for a second term not longer than four years.

6.    Elections shall be from a list of nominees proposed by the Executive Group of the given Scientific Commission (see the next paragraph) in consultation with that Commission's members and must be approved by the Bureau.

7.    The Executive Group of a Scientific Commission shall consist of the Chairman, the three Vice-Chairmen and the Chairmen of the Sub-Commissions established by the given Scientific Commission.

8.    Scientific Commissions shall meet normally during the COSPAR Scientific Assemblies.

9.    Actions by Scientific Commissions which may affect or involve individuals or groups outside COSPAR shall be subject to approval of the Bureau prior to execution.

10.  Reports of the open business meetings of the Scientific Commissions shall be prepared by the Chairmen of the Scientific Commissions and presented to the Council.

XII.           SUB-COMMISSIONS AND TASK GROUPS

1.    Sub-Commissions and Task Groups may be established, modified, or discontinued by Scientific Commissions. Such actions shall require both a majority vote of the Scientific Commission and approval of the Bureau.

2.    Should two or more Scientific Commissions wish to establish, modify, or discontinue a common Sub-Commission or Task Group, approval both by majority votes cast separately in each Scientific Commission interested in the given Sub-Commission or Task Group, and by the Bureau shall be required.

3.    A Scientific Commission may wish to withdraw from a Sub-Commission or Task Group that it has supported in common with another (other) Scientific Commission(s).  For that action a majority vote of the Scientific Commission wishing to withdraw and the approval of the Bureau shall be required.

4.    Sub-Commissions shall be established for indefinite periods.

5.    Each Sub-Commission shall be headed by a Chairman the nomination and election procedure of whom shall be regulated by the Scientific Commission(s) which has (have) established the given Sub-Commission.

6.    The Chairman of a Sub-Commission shall be elected for a period not longer than four years.  S/he may be re-elected once for a second term not longer than four years.

7.    Task Groups shall be established for well-defined periods, usually for three to five years. After this time period has elapsed, the Task Group shall be automatically dissolved. However, a Task Group's activity may be prolonged for a further well-defined period by the Bureau on the recommendation, by majority vote(s), of the Scientific Commission(s) that established the given Task Group.

8.    Members and officers of a given Task Group shall be appointed by the Chairman (Chairmen) of the Scientific Commission(s) to which the Task Group belongs, subject to the approval of the Scientific Commission(s) at its (their) open business meeting(s).

9.    Actions by Sub-Commissions and/or Task Groups which may affect or involve individuals or groups outside COSPAR shall be subject to approval both of the relevant Scientific Commission(s) and the Bureau prior to execution.

XIII.           SUBSIDIARY BODIES

1.    Panels, ad hoc Committees, and other subsidiary bodies may be established, modified, or discontinued at any time by the Bureau.

2.    The period for which the subsidiary body is established shall be determined by the Bureau.  The period may be indefinite.

3.    The chairmen, other officers (as needed), and members of subsidiary bodies shall be appointed by the Bureau for the period of the (rest of the) mandate of the subsidiary body, or four years, whichever is shorter.  Chairmen, officers, and members of subsidiary bodies may be re-appointed by the Bureau once for a second term lasting until the end of the mandate of the subsidiary body, or four years, whichever is shorter. In the case of highly specialized Panels additional terms shall be considered on an exceptional basis.

4.    Among the subsidiary bodies of COSPAR there shall be a Committee on Publications and a Committee on Awards.  These shall be standing committees (i.e.  established for indefinite periods).

XIV.         OTHER RULES

1.    The Bureau and/or the Council may, in accordance with the COSPAR Charter and By-Laws, establish further rules governing COSPAR activities and change or invalidate existing ones.  Such actions shall become effective immediately unless specified otherwise.

2.    Any rules established, changed, or invalidated by the Bureau shall be reported to the Council at the next regular Council Meeting.

3.    All rules established, changed, or invalidated by the Bureau and/or the Council shall be entered into a procedures book for easy reference.

XV.          CHANGES IN THE BY-LAWS

Rules for changing the COSPAR By-Laws shall be the same as those of changing the COSPAR Charter (see Section VI of the Charter), with the exception that approval of ICSU shall not be required.  Changes shall be effective immediately upon close of the Council meeting at which approval occurs, unless specified otherwise.