I.          COMMITTEES OF COUNCIL

(Made 13 December 1978; amended 14 July 1982, 17 October 1984, 8 December 2003.)

   1   Application

This Standing Order provides procedures for the establishment and working of all subsidiary bodies of Council.

For the purpose of this Standing Order the term 'Committee(s)' will, unless specific exception is made, include all subsidiary bodies of Council which are defined as follows:

SECTIONAL COMMITTEE

A committee, as provided in the Bye-Laws, to advise Council regarding the qualifications of candidates for election to the Academy.

NATIONAL COMMITTEE

A committee to foster a designated branch of natural science in Australia and to provide liaison with appropriate international scientific bodies.

CONFERENCE ADVISORY COMMITTEE

A committee, under the Standing Orders for the organisation of scientific conferences, to be widely representative of Australian interests in the proposed topic, to define the broad scientific program and outline the arrangements for a scientific conference.

CONFERENCE ORGANISING COMMITTEE

A committee, for an individual scientific conference, responsible to Council for the detailed arrangements for such a conference.

STANDING COMMITTEE

A committee to provide continuing advice on one or more defined aspects of the Academy's activities.

SUB-COMMITTEE

A sub-committee, established for a specific purpose within the province of the parent committee.

AD HOC COMMITTEE

A committee established for a short period to discharge a specific task.

WORKING GROUP

A group to discharge a specific task, for example, the preparation of a report.

This Standing Order will apply also to committees, sub-committees and other subsidiary bodies appointed jointly with another institution, to the extent agreed in writing with that institution.

   2   Establishment and termination

All committees will be established and terminated by Council.

   3   Membership

a   Chairs, who will normally be Fellows, and members of all committees will be appointed by Council.

b   Membership of all committees will be reviewed annually.

c   The Officers of the Academy will be ex officio members of all committees and will receive, on request, the notice papers and agenda for their meetings. Where appropriate, the membership of committees may also include another member of Council to provide liaison and continuity with Council policy.

d   Members of committees other than Sectional Committees will be appointed after taking into account the following:

      i)  the membership (including the Chair) of a committee should usually include at least one Fellow: for a committee of six or more members it should usually include at least two Fellows;

     ii)  representatives of relevant outside bodies will be appointed after consultation between Council and the body concerned to ensure effective liaison with such bodies;

    iii)  the membership of committees will be appropriate to the pursuit of the best interests of Australian science, both internationally and nationally;

     iv)  members, other than chairs and ex officio members, of all committees will usually be appointed for a term of three years with possible immediate re-appointment for one further term of three years;

     v)  appointments will be arranged in designated periods so that approximately one third of the members retire each year. In the case of newly formed committees such retirements will begin at the end of the second year;

     vi)  a Chair will usually have served on the committee for at least one year and will be appointed as Chair for a term of three years;

    vii)  whenever possible the next Chair of a National Committee should be designated one year in advance.

e   The membership of a National Committee will not normally exceed eight.

  f   As provided in the Bye-Laws, Sectional Committees, composed wholly of Fellows, will be appointed by Council not later than 31 July each year. Council, from time to time with respect to these committees, will:

      i)  determine their number;

     ii)  nominate their membership and propose a Fellow, who will not be a member of Council, as Chair. Chairs should not serve for more than two years;

    iii)  provide guidelines if thought necessary;

     iv)  endeavour to ensure that the whole field of the natural sciences is adequately covered by Fellows who are competent to assess the qualifications of candidates.

g      i)  A Fellow who has been a member of a Sectional Committee for four consecutive years will not be eligible for appointment to that committee for the next year;

     ii)  a casual vacancy on a Sectional Committee may be filled by Council at any time;

    iii)  members of Council will not serve on Sectional Committees.

h   As provided in the Bye-Laws, a Finance Committee will be appointed annually by Council at its first meeting after the Annual General Meeting. It will consist of the Officers and three other members, one of whom will be a Fellow, with the Treasurer as Chair. In the absence of the Treasurer the Committee will elect one of its members to act as Chair for the meeting. The Treasurer will call upon an independent member (the Deputy Chair) to preside over that section of the committee agenda dealing with strictly audit matters.

   4   Terms of reference and role of committees

a   Terms of reference for committees will be determined by Council and may be reviewed from time to time on the recommendation of the committee itself, or otherwise, to ensure:

      i)  regular and continuing advice to Council on designated fields of natural science and other aspects of the Academy's activities;

     ii)  adequate definition of tasks of the committee;

    iii)  any desired limits or extensions to committee activities.

b   Committees will advise Council on matters within their terms of reference and on other matters referred to them by Council.

c   Where special matters are referred to a committee, Council will provide adequate terms of reference, indicating the extent to which other Academy committees are concerned, relevant timing con-siderations, and arrangements to be followed for the authorisation by Council of submissions to outside bodies.

d   Committees will be informed of Council policy on relevant aspects of their work, including finance, publication, review of reports, education and public action.

NATIONAL COMMITTEES

e   The functions of a National Committee are to foster a designated branch of natural science in Australia, to serve as an effective link between Australian scientists and overseas scientists in the same field, and to advise Council on these matters. To these ends it will:

      i)  provide liaison with appropriate national and international bodies and societies;

     ii)  propose and encourage activities in Australia, either jointly with other bodies or separately;

    iii)  ensure the maximum participation by Australian scientists in relevant activities of the international body;

     iv)  keep the international body informed at appropriate times of Australian opinions and plans.

  f   National Committees will make recommendations to Council on:

      i)  the appointment of voting delegates and, where the rules of the international body allow, additional or alternate delegates to international meetings;

     ii)  instructions for the delegate(s), having considered the agenda of the relevant international meeting;

    iii)  nominations of Australian scientists for office in international bodies.

FINANCE COMMITTEE

g   As provided in the Bye-Laws the primary function of the Finance Committee is to act as an agent of and an advisory body to Council in relation to financial management, risk management, statutory accountability and audit and financial statement related matters. Its responsibilities, as defined in the Finance Committee Charter[1], are to inform Council on matters within the Committee's authority, and to provide advice to Council on outcomes and policies relating to these specified areas.

   5   Declaration of interest

When offered appointment, and at other appropriate times during a committee's work, the members will be asked by Council to identify any aspect of the work of the committee that relates to their own pecuniary or professional interest. Such declarations will be made available, at the discretion of Council, to other members of the committee.

   6   Reports to Council

a   The Chair of each committee will make an annual report to Council on the work of the previous year by the 15th of January covering:

      i)  a list of meetings held, and business transacted, with reference to minutes previously submitted to Council;

     ii)  meetings of relevant outside bodies, including those of related international unions or other organisations, with details of the Academy's representation at, and contributions to, such meetings;

    iii)  in the case of National Committees, office held by Australians in the relevant international body;

     iv)  details of the principal issues or activities of the committee during the year and their current standing;

     v)  recommendations for continuing Academy activities;

     vi)  proposals for future activities;

    vii)  recommendations as to membership of the committee including representatives of outside bodies;

   viii)  an appropriate budget for the year starting 1 July.

b   Reports of sub-committees and other subsidiary bodies should be made through the parent committee.

c   Annual reports will be reviewed before presentation to Council as follows:

      i)  National Committees, by The Secretaries concerning activities within Australia and collaboration with other national bodies and by the Foreign Secretary regarding liaison with inter-national bodies;

     ii)  all other committees by The Secretaries.

Matters of special note will be drawn to the attention of Council. Annual reports may be considered at the Annual General Meeting.

d   Finance Committee, through the Chairperson, reports to Council after each Committee meeting. Minutes of all Committee meetings are circulated to Council with the papers.

   7   Finance

Committees may incur expenditure only within budgets previously approved by Council.

   8   Method of working

a   The work of committees will usually be carried out by their members, coordinated by correspondence and meetings where necessary (see section 9a below). Members of committees will serve in an honorary capacity.

b   Where the activities of a committee require the appointment of staff or paid consultants (including writers or editors), recommendations for such appointments will be made to Council. In the case of staff appointments, these will be subject to the Conditions of Employment for staff of the Academy.

   9   Meetings

a   A meeting of a committee may be convened (subject to the provisions of section 7 above and section 9b below) by its Chair at any time and will be convened within 30 days of the Chair receiving a requisition for a meeting. Such a requisition may be signed by any three committee members, one of the Secretaries, or the Executive Secretary under the direction of Council. A requisition may specify a matter which the committee is required to consider. In that case, the committee will consider it and make a report to Council.

b   The Chair of a committee will consult the Executive Secretary on the convening, timing and financial provisions for a meeting and will ensure that the Secretaries receive a notice paper not later than 14 days before the date of the meeting.

c   Meetings of committees will be held where practicable in Canberra. They may be held elsewhere, including in association with meetings of national scientific societies, if it is significantly cheaper to do so.

d   The Executive Secretary, or a member of the Academy's staff appointed by the Executive Secretary, will act as Secretary and attend all meetings of a committee.

e   As provided in the Bye-Laws, the Finance Committee will meet at least twice in each year, provided that a meeting need not be held if all members of the committee who are in Australia at the time so agree in writing. Members may be convened by the Treasurer or either of The Secretaries. A quorum shall be three, including one member who is not an Officer.

10   Confidentiality

In accordance with the Bye-Laws, all business transacted at a meeting of any committee of the Academy will be treated as confidential to the members of the committee, unless otherwise determined by Council. Notwithstanding the foregoing provision, representatives of outside bodies should keep the members of the bodies that they represent informed of the work of the committee concerned.

11   External action

a   Formal communications and public statements relating to the work of committees will be channelled through Council. Chairs and members of committees will not communicate directly with external bodies concerning action by the Academy or proposed action by such external bodies, with the following provisos:

      i)  that, in the following matters, international communications will be made through the Foreign Secretary of the Academy:

a)   notifications of membership of Australian National Committees;

b)   invitations to international bodies to hold meetings in Australia;

c)   major policy matters or any financial commitment;

d)   matters on which it is desired that an opinion carrying the full weight of the Academy be expressed;

e)   nominations of Australians for office in related international bodies;

     ii)  that, on any other matters which do not involve a major commitment for Australia or the Academy, the Chair may communicate directly with the related international union or organisation.

II.         PUBLICATION POLICY

(Made 14 July 1977; amended 8 December 2003.)

   1   General

a   Academy activities should be reflected in appropriate publications, produced as described below, unless specific exception is made, and should maintain a standard of excellence appropriate to the Academy.

b   Publications may comprise or contain material not directly arising from Academy activities, but which is considered to be relevant to the achievement of the Academy's objectives.

c   The term 'publication' refers to printed material and other media.

   2   Content

a   The content of publications should reflect the terms of reference and other guidelines provided by Council for those responsible for planning the Academy's activities.

b   In the case of reports of an investigatory nature, procedures and guidelines adopted by Council for their review should be observed.

   3   Presentation and design

a   The presentation and design of publications may vary, appro-priateness of format being preferred to strict uniformity, although attention should be given to the development of consistency of presentation. Illustrations should be used appropriately for text and covers.

b   The presentation of the same material in different forms as a means of increasing both the extent of dissemination and the range of readership on individual topics should be retained as an option.

   4   Style

Guidelines on style should be adopted as a contribution to excellence of production.

   5   Production

Economy in production should be actively sought and, in particular, an increase in demand to secure lower unit costs and selling prices.

   6   Timing

Planning and procedures should be developed to ensure that all publications are produced with the minimum of delay, especially those resulting from symposia and conferences.

   7   Promotion

The Academy's publications should be promoted actively to secure the widest possible circulation in Australia and overseas.

   8   Financial aspects

a   The publication program should be managed to ensure that it is financially self-supporting, although Academy policy considerations may lead to individual publications being distributed free or sold at a loss.

b   The prime purpose of Academy publications is to disseminate scientific knowledge. If this is achieved effectively the number of copies required will normally exceed the financial break-even point.

III.        CONDUCT OF MEETINGS OF THE COUNCIL

(Made 24 June 1955; amended 11 December 1964, 8 December 2003.)

   1   Dates of meeting

These will be determined for the ensuing year at the last (March) meeting of each Council. The dates so determined will not be altered subsequently, save for grave reason such as probable lack of a quorum; any such alteration will be made only upon the order of the Chair of the projected meeting.

   2   Agenda

These will be prepared by The Secretaries. The order of business will be:

a   Approval of the minutes of the previous meeting.

b   Matters arising from the minutes.

c   Actions required by the Bye-Laws.

d   Items of business put forward by Officers.

e   Items put forward by members and of which brief outlines have been received at the office of the Academy at least 14 days before the meeting accompanied by a statement of any action to be proposed. Items accompanied by recommendations for specific action will take precedence over items for which only discussion is proposed.

  f   Report of any action taken by the Officers in anticipation of approval by the Council.

   3   Notice to members of business to be considered

The agenda will be sent to all members at least ten days before a meeting. A supplementary agenda, containing items covered by section 2d-f above, may be sent to members four days before the meeting.

   4   Minutes

Draft minutes approved by The Secretaries will be presented at the following meeting of Council for approval.

   5   Suspension of Standing Orders for the conduct of meetings of Council

These orders may be suspended during a meeting for any portion of that meeting, provided such suspension is formally proposed and seconded and is agreed to by at least three-fourths of the members present.

IV.        TRAVELLING EXPENSES

(Made 7 October 1955; amended 22 February 1957, 3 April 1959, 14 February 1964, 17 March 1967; 16 October 1975; 13 December 1990, 8 December 2003.)

   1   Application

This Order will apply only when travel is authorised by Council, an Officer or the Executive Secretary and when the claimant has travelled exclusively on Academy business.

Unless otherwise determined by Council, fares and either overnight or meal allowances will be paid for attendance at Annual General Meetings, meetings of Council, meetings of Officers and Executive Secretary, and meetings of Standing Committees.

   2   Fares

Economy class airfares or first-class rail fares may be paid together with transfers (taxi, bus or parking) to and from terminals. Travel by the claimant's own car may be paid for at a rate determined by Council from time to time, provided the cost does not exceed the economy airfare.

Notwithstanding the above paragraph, first-class or business class airfares may be paid on the decision of an Officer.

   3   Overnight and daily allowances

Costs of accommodation and meals may be paid for nights spent away from home within Australia on Academy business when it is not possible to travel to and from an event on the same day, but excluding any night spent in transit. Such travel expenses claims may be paid within limits set by Council and based on the Australian Taxation Office Reasonable Allowances amounts.

For overseas travel, expenses may be paid based on the Australian Taxation Office Reasonable Allowance amounts.

   4   Meal allowance

While absent on Academy business and when no overnight allowance is payable, reimbursement may be sought for the cost of meals within limits set by Council and based on the Australian Taxation Office Reasonable Allowances amounts.

V.         CONDITIONS OF EMPLOYMENT

(Made 16 November 1955; amended 17 October, 5 December 1979, 17 October 1984, 26 June 2003.)

      Available at www.science.org.au/so5.htm.

VI.        ADMINISTRATIVE ARRANGEMENTS

(Made 7 October 1960; amended 20 July 1962, 10 June 1971, 12 July 1989, 8 December 2003.)

1   Trust funds and similar endowments administered by the Academy will be levied

a   For larger funds, as defined by Council from time to time, 1.5 per cent of the value of the fund, including accumulated income, at the end of the preceding financial year, or

b   For smaller funds 1.75 per cent of the value of the fund.

2   The fund will receive a return each year based upon the capital in the fund and on the interest rate calculated on the basis of the Academy's fixed interest investments only, including the fixed interest component of any managed fund.

VII.       SCIENTIFIC CONFERENCES

(Made 15 February 1963; amended 11 December 1964, 20 March 1968, 14 February 1969, 3 December 1970, 12 February 1971, 15 September 1972, 20 February 1976, 13 April 1978, 15 July 1981, 17 February 1983, 11 July 1984, 22 October 1986, 8 December 2003.)

   1   Application

This Standing Order is to be observed for all conferences sponsored by the Academy.

   2   Sponsorship

In considering whether or not to grant Academy sponsorship to a proposed scientific meeting Council will be influenced by some or all of the following factors:

a   Contribution to the advancement of scientific knowledge.

b   Appropriateness of timing in relation to the international status of the subject.

c   Importance of the subject for the development of Australia in relation to national or regional problems.

d   Scale and scientific quality of Australian work.

e   Stimulation of Australian work.

  f   Number and quality of overseas scientists likely to attend.

g   Other benefits to Australia or Australian science.

   3   Support for sponsored conferences

In granting sponsorship to a conference, the Academy gives general approval to the scientific content of the conference but takes no responsibility for its organisation or financing. Assistance with specific aspects of the conference may be provided as described in sections 5 to 8 below. Council will nominate at least one member of the committee responsible for the scientific program of the conference.

   4   Procedures

a   Council should be informed of tentative proposals as early as possible.

b   Proposals should normally be made to the Council through a National or other Academy committee.

c   Council recognises that for some international meetings the 'intention to invite' may have to be foreshadowed many years in advance. In such cases the advice of Council should be sought before any action is taken which may later involve the Academy. If substantial financial support, including a Commonwealth grant is required, an invitation can only be made conditionally unless prior guarantees have been received.

d   When a definite request for sponsorship is made to Council the following details should be given:

      i)  reasons for sponsorship (see section 2 above);

     ii)  outlines of the scientific scope of the meeting and the supporting programs;

    iii)  estimated number of the participants from Australia and from overseas. If there is to be any differentiation in status of the participants (eg, observers), this should be indicated;

     iv)  organisational arrangements;

     v)  proposed Budget;

     vi)  proposed publication arrangements (see section 5 below).

   5   Publications of proceedings

Where it is appropriate that proceedings of a sponsored conference should be published, the Academy may undertake direct publication with the agreement of and on terms to be agreed with the organising committee.

   6   Financial arrangements

Council may approve bridging loans to sponsored conferences, from the Conference General Reserve, in specific cases and under terms to be approved individually by the Treasurer.

   7   Donations

The Academy may accept donations towards the scientific aspects of sponsored conferences under the Academy's tax deductibility arrangements, subject to specific conditions including Council's prior written approval for the use of the funds so accepted.

   8   Visas

Where sponsored conferences come within the purview of the International Council of Scientific Union's Rules for the Free Circulation of Scientists, the Academy will assist the organising committees of sponsored conferences in the application of those rules, in the obtaining of visas for bona fide scientists wishing to participate in sponsored conferences, and in liaison on these matters with the Department of Foreign Affairs.

   9   Independent action and public statements

Formal communications and public statements related to the conference, other than about the program and participants of a conference, will only be made with the Academy's prior approval.

VIII.      CONFIDENTIAL ARCHIVES

(Made 23 March 1966.)

   1   Application

This Order applies to the following material which will be designated the Confidential Archives of the Academy:

a   Referees' opinions of former candidates for election to Fellowship.

b   Personal records prepared and submitted by Fellows.

c   Such other material as may be designated from time to time by the Council.

   2   Access

a   No person will have access to the Confidential Archives referred to in section 1a above until after the death of the subject.

b   No person except the subject will have access to the Confidential Archives referred to in section 1b above until after the death of the subject.

c   Subject to paragraphs a and b of this section, access to Confidential Archives may be granted only by approval of Council, limited in each case as Council may think fit.

IX         ADMINISTRATIVE ARRANGEMENTS FOR SCHOOL SCIENCE PROJECTS

(Made 10 September 1981; amended 8 December 2003.)

Council is aware that individual school science projects, from inception to completion, span several years and that the feasibility of the original proposal may not have been fully tested when the project is approved. Timing, publication proposals and financial provisions may subsequently require modification. The following arrangements have been designed to ensure the orderly progress of projects and that proposals for necessary modifications are dealt with effectively, flexibly and quickly.

For any school science project, or similar activity, established by Council the following arrangements will apply:

   1   Project Committee

a   A Project Committee (the Committee) will be established by Council with terms of reference that specify:

      i)  the nature, extent and timing of the project or activity;

     ii)  the expected product(s) of the activity;

    iii)  any follow-up activities to be undertaken in conjunction with, or following the completion of the main activity;

     iv)  the Committee's management responsibilities for the activities defined in paragraph a (i-iii) of this section.

b   Thereafter the Committee will be responsible to Council for:

      i)  carrying out its terms of reference within the approved timetable;

     ii)  preparing a detailed timetable for the project and submitting it to Council for approval;

    iii)  revising the timetable if required by events, and resubmitting it to Council;

     iv)  reporting to Council on each of its meetings (paragraph d of this section);

     v)  providing direction to the Project Director;

     vi)  submitting annual budgets to Council, and requesting variations in such budgets whenever necessary;

    vii)  preparing, in consultation with the Project Manager and the Publications Manager, an assessment of the publishing aspects of the project in the form approved by Council and submitting it to Council;

   viii)  keeping all approved publications proposals under review and seeking Council's prior agreement to any departure from the approved content, extent, timing or cost;

    ix)  authorising material for publication, in accordance with approved proposals.

c   The Committee will meet as often as necessary (normally at least twice yearly) to keep under close review:

      i)  the progress of each of the project activities;

     ii)  any changes in extent or timing of these activities;

    iii)  the progress of authorised publications and any changes from the plan;

     iv)  the financial implications of such changes;

     v)  the project's budget for the current and future years.

d   The Committee will report to Council through the minutes of its meetings, on the matters for which it is responsible (paragraphs b and c of this section).

   2   Project Director

a   For any project for which a Project Director, Supervising Editor, Project Officer, Consultant or similar staff member is appointed, they will be subject to the direction of the Project Committee and responsible to the Project Manager for:

      i)  the development of the project within the approved extent and timing including publications resulting from it, in the latter case in collaboration with the Publications Manager;

     ii)  writing, collecting from other authors, and editing material for publication, within the specification in the publications' proposal(s) approved by Council;

    iii)  supervising and directing writing, re-writing, editorial and other tasks assigned by the Project Committee (with the approval of Council) to other authors and editors;

     iv)  obtaining suitable illustrative material for approved publications and, in consultation with the Publications Manager, supervising the preparation of the necessary artwork;

     v)  carrying out or supervising other tasks associated with the project as may be approved from time to time by Council, on the recommendation of the Project Committee;

     vi)  supervising, directing and reporting on the work of such other project staff, including field officers, editors or consultants as may be approved from time to time by Council, on the recommendation of the Project Committee; and

    vii)  keeping the Chair of the Project Committee and the Project Manager closely informed of the progress of all work for which they are responsible and for advising them without delay of any likely departures from approved timing, extent and costs of the project and its associated publications.

   3   Publications Manager

The Publications Manager will be responsible to the Executive Secretary for:

a   Advising and collaborating with the Project Committee in developing the concept of the publication or publications to be produced by the committee including the format and related matters.

b   Consulting with and advising the Project Committee on the preparation of publications proposals for submission to Council, and in the preparation of any supplementary proposals.

c   Preparing detailed costings for planned publications on the basis of the best information available at the time, including information on student numbers and other advice from the Project Committee and its Director, and for including these costings in the Academy's budget estimates.

d   Maintaining continuing liaison with the Project Committee, project staff and editorial groups during the development of the material, including participation as necessary in meetings of the Project Committee or editorial groups.

e   Keeping the committee and staff of the project, the Publications Management Committee and the Project Manager informed of the schedules for the production of publications associated with the project, of the details of costing and prices and of all potential or actual departures from approved timing, extent and costs of these publications.

  f   Collaborating with the Project Committee in the production and dissemination of material promoting the individual publications resulting from the project.

g   The publication of authorised material within the approved specifications and financial limits, subject to the supervision of the Publications Management Committee.

   4   Project Manager

A Project Manager will be nominated and will be responsible to the Executive Secretary for:

a   Ensuring that the approved program of the Project Committee is executed in accordance with the directions of Council.

b   Communicating to the Project Committee the policies and specific decisions of Council concerning the project.

c   Acting as secretary to the Project Committee.

d   Reporting to the Executive Secretary on the progress of the project and on any departures from the authorised plan as to content, extent or timing, and the financial implications of such departures.

x.         Investment Policy

(Made 14 July 1999; amended 8 December 2003.)

1   The Academy's goal is to build a secure financial base through the long-term growth of an investment portfolio, and to provide annual inco