Bylaws for the Norwegian Scientific Academy for Polar Research

Founded March 27th 2008, bylaws revised Feb. 3rd 2009, Jan. 18th 2010, Sept. 21st 2012 and Aug. 29th 2013

§1 Name

The Academy’s name is the Norwegian Scientific Academy for Polar Research (NVP)

§2 Mission

NVP is a non-profit foundation with the following missions:

  • Promote research and education in polar areas.
  • Stimulate national and international cooperation and interdisciplinary polar research.
  • Contribute to communicating the knowledge of polar regions and the people that live there to national and international governing bodies, industry and the public.
  • Contribute to the understanding of environmental and climate changes and human activities that affect and are affected by these.
  • Promote sustainable development on Svalbard and in northern regions.
  • Contribute to the development of expertise at the University Centre in Svalbard (UNIS) and the polar scientific community in general.

§3 Organization

The Academy is situated in Longyearbyen. Meetings can also be held outside of Svalbard.

§4 Founding capital

The Academy’s founding capital is set to NOK 100.000

§5 Members
5.1

The Academy consists of (1) Norwegian members, (2) foreign members, and (3) honorary members. The Academy may also have institutional members. These have no voting rights, but are admitted to the board meetings as observers with rights to speak and to provide recommendations and proposals. Election of the members follows its own regulations.

5.2

The Norwegian Members are required to be Norwegian citizens who have carried out independent scientific work in polar research or specifically have contributed to the advancement of polar research.

5.3

Foreign members may be admitted by the same criteria.

5.4

Honorary Members may be individuals who have made ​​a particular effort for the academy’s purpose and activities. The number of honorary members shall not exceed 10.

5.5

At least half of the members must be Norwegian citizens.

5.6

The membership shall reflect the range of discipline areas in polar research.

§6 Management Bodies
6.1

The Academy’s Board is the foundation’s highest authority. The Academy’s Board consists of President, Vice President and up to 5 members. The composition should reflect the geographical spread of Norwegian universities, research institutions and disciplines. Efforts should be a balanced gender distribution. UNIS is a member of the Board ex officio.
The Board has a quorum when at least three directors, among them president or vice president, are present. During an equal vote, the president has the casting vote.

6.2

The Board manages the Academy’s assets and has a particular responsibility to ensure proper operation. The Board determines the programs and implements activities to promote the Academy’s mission. There will be held at least two meetings a year.

6.3

Election of new members is decided by the board and is based on the proposal of at least 2 members. There must be a recommendation from a Member Nomination Committee appointed by the Annual Meeting.

6.4

The President is the head of the Academy and represents the Academy externally.

6.5

The Academy’s daily operations are handled by a Secretary General.

6.6
An auditor is elected in accordance with the trust law.

§7 Annual Meeting
7.1

An Annual Meeting is to be held before the end of April each year. The Board should give at least 3 weeks’ notice. The President, or in his absence the Vice-President, leads the proceedings.

7.2

Matters raised by the Board shall be considered at the Annual Meeting. Matters that members wish to discuss at the Annual Meeting must be submitted to the Board within two months before the Annual meeting.

7.3

The Annual Meeting shall elect the president, vice president and up to 5 board members, each for a period of 2 years. It shall be ensured by appropriate rotation that the various disciplines and regions are represented.
The elections are based on the recommendation of an Election Committee appointed by the Annual Meeting. The Election Committee consists of three members elected for a period of 3 years.

7.4

Following the recommendation of the Election Committee, the Annual Meeting elects a Member Nomination Committee consisting of 3 members, elected for a period of 3 years.

7.5

The Annual Meeting may establish subcommittees such as scholarship committees and program committees for the purpose of holding seminars, initiating research, announcing prizes etc.

7.6

The members of all the above bodies shall be members of the NVP.

7.7

The Board shall prepare the minutes of the Annual Meeting proceedings. The protocol shall be signed by two of the Academy members present at the meeting. These are elected at the Annual Meeting as soon as it is set. The Annual Meeting is a closed session.

§8 Rules for changing the bylaws
8.1

The Academy’s bylaws may be amended by proposals from at least three members. Proposals for such an amendment are submitted to the Academy’s Board of Directors at least one month prior to the Annual Meeting. It requires at least 2 / 3 majority of members attending the Annual Meeting for the proposed amendments to be adopted.