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Statutes

CONSEIL INTERNATIONAL D’ÉTUDES FRANCOPHONES

STATUTES

1. NAME

The name of the association is: Conseil International d’Études Francophones (CIÉF) [International Council of Francophone Studies].

 

2. HEADQUARTERS

The CIÉF was founded in Lafayette, Louisiana; its headquarters are located in Florida.

 

3. MISSION

The CIÉF is an international non-profit association whose goal is to further and disseminate studies, research and creations in the French language or regarding the Francophone world (understood in the broad sense, which includes France).

The CIÉF aims to promote the common interests of researchers. Its annual conference (that takes place during the Spring or summer) and its scientific journal Nouvelles Études Francophones (NEF) [New Francophone Studies] (published twice a year) reflect this guiding principle.

The CIÉF is exclusively established for educational and scientific purposes, and therefore belongs to the category of organizations covered by section 501(c)(3) of the United States Internal Revenue Code (or the corresponding section of a future federal tax code).

 

4. GOALS

The objectives of the CIÉF are:

4.1 To organize and hold an annual international conference for the members of the association.

4.2 To publish the association’s journal, Nouvelles Études Francophones, twice per year.

4.3 To ensure communication with its members through varied scientific and electronic tools, including bulletins, scholarly publications, conference proceedings, its website, mailing list, databases, directories, agreements with publishers, subsidies, etc.

4.4 To stimulate and propagate scientific research across all fields related to the Francophone world.

4.5 To establish ties with academic and cultural associations in order to promote Francophone studies or studies on the Francophone world.

 

5. MEMBERSHIP

5.1 Members: Researchers, professors, graduate students, and all people, whether tied to a university or not, who support the CIÉF’s mission are accepted as association members by means of paying an annual fee set by the Executive Committee. They can remain active members of the association by paying this fee each year.

5.2 Active members: Active members are members who have paid the fee for the year underway.

5.2.1. There exist multiple categories of active members who pay different fees: life members, ordinary members, student members, members from countries with non-convertible currencies, retired members.

5.2.2 The status of active member grants the right to vote in the elections and at the General Assembly.

5.3 Affiliated members: Affiliated members do not have voting rights and consist of institutions and associations that show an interest in the field of Francophone studies by paying the annual fees set for affiliated members.

5.4 Honorary members: Honorary members are people designated by the Executive Committee and the Board of Administration because they have made a contribution that has been judged to be exceptional in the accomplishment of the CIÉF’s mission. Honorary member status does not grant voting rights.

5.5 Active or affiliated member status is lost in the event of non-payment of fees as of the renewal date.

5.6 On the association’s behalf, the Executive Committee of the CIÉF reserves the right to refuse or withdraw member status from any person who has demonstrated conduct judged to be unacceptable or which could be harmful to the integrity of the association, its official representatives, or its members.

 

6. DELIBERATING BODIES

Executive Committee

Board of Administration

General Assembly

 

7. THE EXECUTIVE COMMITTEE

7.1 The association is administered by its Executive Committee, under the condition that the Board of Administration as well as the General Assembly approve its policy and the nature of its projects. The terms of the members of the Executive Committee and the Board of Administration take effect at the end of the conference that takes place in the year of their election or appointment.

7.2 The Executive Committee is composed as follows:

one president (at the end of her or his term, the vice president becomes the president for a two (2) year non-renewable term;)

one vice president elected by active members for a two (2) year non-renewable term  ;

one director general appointed by the Executive Committee and confirmed by the Board of Administration and the General Assembly, for a term of three years, renewable at the request of the Executive Committee with the agreement of the Board of Administration and the General Assembly;

one secretary-treasurer appointed in the same way as the director general for a term of three years, renewable at the request of the Executive Committee with the agreement of the Board of Administration and the General Assembly.

7.3 The Executive Committee meets twice (2 times) per year, and more often if needed, at the request of the president or director general.

7.4 At the end of the president’s term, the vice president becomes the president for the following two years. If the vice president is not capable of ensuring succession, the Executive Committee will propose a temporary solution to be ratified by the Board of Administration within a month to become effective until the following elections.

7.5 In the event of the resignation or incapacity of the president to pursue his or her role, the vice president will cover the interim period up until the time normally established for his or her succession to the presidency.

7.6 In the event of the vacancy of the vice president position, the Executive Committee will propose a temporary solution to be ratified by the Board of Administration within a month to become effective until the following elections.

7.7 In the event of the vacancy of the positions of director general or secretary-treasurer, the Executive Committee will appoint a replacement as quickly as possible. This appointment must be approved by the Board of Administration and ratified by the General Assembly at the following conference.

 

8. DISTRIBUTION OF EXECUTIVE DUTIES

8.1 The president is responsible for organizing the annual conference according to the guidelines of the Board of Administration and with its approval. He or she is responsible for scheduling the conference panels and communicating with members.

The president, director general and secretary-treasurer preside over the meetings of the Board of Administration and the General Assembly at the annual conference.

With the help of the director general, the president organizes statutory annual meetings in which he or she presents his or her report.

With the help of the vice president and the Local Committee, the president prepares the content of the annual conference according to the guidelines of the Board of Administration.

The president is permitted to entrust duties to other members of the Board of Administration or the Executive Committee depending on the circumstances.

8.2 The vice president is responsible for assisting the president in order to subsequently fulfill the position of president. The vice president is responsible for the elections and for presiding over the Young Scholar Award committee.

8.3 The secretary-treasurer is responsible for keeping the association’s books up to date and for managing its finances. The secretary-treasurer is in charge of writing and archiving the minutes of the meetings with the Board of Administration, the General Assembly as well as the Executive Committee meetings. He or she collects the membership annual fees and the conference registration fees. He or she carries out all necessary payments and ensures the contents of the members’ files. He or She files tax returns.  He or she prepares and presents a financial report during the annual meetings of the Board of Administration and the General Assembly. The secretary-treasurer supervises the dissemination of the Newsletter and updates the website.

8.4 The director general does the research necessary for future conferences and ensures the conference logistics. He or she signs all contracts on behalf of the CIÉF. The director general is responsible for inviting speakers, participants to roundtables and other noteworthy individuals identified by the Executive Committee. Along with the president, the director general organizes the meetings of the Board of Administration and the General Assembly, at which he or she presents his or her report.

 

9. THE BOARD OF ADMINISTRATION

9.1 The Board of Administration completes the tasks entrusted to it by the president and the director general. Members of the Board of Administration are required to attend the annual meetings.

9.2 The Board of Administration is elected by active members.

9.3 The Board of Administration is made up of fifteen members, each of whom is elected for a three-year term. Five members represents the United States, five Canada and five the other countries.

9.4 The role of the Board of Administration is:

9.4.1 To define the mission of the CIÉF, its activities, its needs, its goals and to ratify its budget.

9.4.2 To spread information on and advertise the CIÉF and to recruit new members.

9.5 The Board of Administration meets annually during the CIÉF conference.

9.6 The members of the Executive Committee are ex officio members of the Board of Administration.

 

10. THE GENERAL ASSEMBLY

10.1 The General Assembly constitutes the association’s central authority.

10.2 The General Assembly is convened by the president and director general three months prior to the annual global conference at the latest.

10.3 It meets each year during this conference.

10.4 It is composed of active members, each of whom has a vote.

10.5 The quorum is equal to the number of members present at the Assembly.

10.6 The decisions of the General Assembly are adopted by means of a simple majority, except in the event of a motion to dissolve the association. To pass, a motion to dissolve the association must receive a two-thirds majority vote during the General assembly.

10.7 If a vote for dissolution is held, active members must be informed by email at least thirty (30) days before the General Assembly and must receive the information regarding vote by proxy.

10.8 Active members are permitted to vote by proxy by means of a power of attorney, under the condition that the power of attorney be established in writing and brought by another active member.

10.9 The powers of the General Assembly are essentially the following:

10.9.1 Ratifying the results of the elections or the appointments of members of the Executive Committee and Board of Administration;

10.9.2 Approving the locations of future conferences;

10.9.3 Approving reports from the president, the director general, the editor-in-chief of Nouvelles Études Francophones, and financial statements from the secretary-treasurer.

10.10. Extraordinary General Assemblies of members can be convened on dates and at locations established by the Board of Administration or by the president.

 

11. LOCAL COMMITTEE

The Local Committee is chosen by the Executive Committee of the CIÉF in view of the annual conference. It provides assistance in preparing the conference and intervenes as a liaison between the CIÉF and different local bodies. In general, the Local Committee is composed of scholars, but its members can also come from the public and the private sector.

 

12. NOUVELLES ÉTUDES FRANCOPHONES

12.1 The CIÉF’s official publication is the scientific journal entitled Nouvelles Études Francophones [New Francophone Studies]. The rules regarding its publication and scientific content are decided by its Editorial Board. Any substantial change must be approved by the Executive Committee and the Board of Administration.

12.2 The editor-in-chief is appointed by the Executive Committee. He or she is appointed for a three-year period that is renewable at the request of the Executive Committee.

12.3 The editor-in-chief of the CIÉF’s scientific journal is an active member of the CIÉF during his or her term. Nouvelles Études Francophones is published twice per year. As a member ex officio of the Board of Administration, the editor-in-chief attends its meetings, participates in its deliberations and informs it of all aspects related to the journal.

12.4 The editor-in-chief must benefit from the support of a team composed of one reader and one assistant, among others.

12.5 The CIÉF commits to pay the expenses related to the publication of Nouvelles Études Francophones. The Executive Committee must approve all financial commitments.

13. GUIDING PRINCIPLES AND PROCEDURES

Guiding principles and procedures are defined by the Executive Committee and the Board of Administration. They are adopted at the annual General Assembly.

 

14. GIFTS AND BEQUESTS

The CIÉF gladly accepts gifts and bequests. It is also permitted to use the services of administrative staff or other agents in the public or private sector when such services are offered.

 

15. ACQUISITION OF REAL ASSETS

The association is authorized to purchase real assets up to a value that must not exceed US$500,000. Beyond this value, the association will be required to create a special foundation to this effect.

 

16. LOANS

The CIÉF is authorized to borrow money if needed. For operating expenses of less than US$20,000, the director general and the secretary-treasurer can sign a loan agreement with the financial institution offering the most advantageous conditions. For sums exceeding this amount, the director general and secretary-treasurer are required to obtain a prior authorization from the Executive Committee (for operations not exceeding US$100,000) or the authorization of the Board of Administration (for operations exceeding US$100,000).

 

17. DISSOLUTION OF THE ASSOCIATION

Upon the dissolution of the present association, assets will be allocated to one or multiple purposes as defined in section 501(c)(3) of the United States Internal Revenue Code or the corresponding section of a future federal tax code.

18. ANNUAL FEES

CIÉF membership is obtained through payment of the annual fees. The annual fees as well as the registration fees for the annual conference must be paid according to the instructions indicated on the CIÉF’s website.

 

19. AWARDS

Any member whose membership is current can propose candidacies for the CIÉF Award by writing a letter to the Executive Committee.

 

20. PROXY VOTE

All members of the General Assembly and the Board of Administration can grant a proxy to any other member to vote in their place during the annual General Assembly or other assemblies convened by the Executive Committee. The proxy can be general or special. All proxy documents must mention the name of the member, the date of the meeting, the purpose of the meeting (if known) as well as the name of the member to which the proxy is granted. The proxy is submitted to the Executive Committee prior to the beginning of the General Assembly.

 

21. OTHER STATUTES

No portion of the CIÉF’s profits can be distributed to its members, administrators, directors, members of the Executive Committee or other individuals. The CIÉF will be authorized and can pay a reasonable compensation for services provided. It can also make payments and gifts in accordance with the provisions of section 501(c)(3) of the United States Internal Revenue Code. The CIÉF is not permitted to dedicate a significant portion of its activities to advertising or attempting to influence legislation (lobbying), and must not participate or intervene in (including through the publication or distribution of declarations) any political campaign to help or oppose a candidate for public office.

Notwithstanding any other provisions contained in the present articles, the CIÉF must not carry out any other activities prohibited (a) for an association exempt from income tax in accordance with section 501(c)(3) of the United States Internal Revenue Code (or the corresponding section of a future federal tax code), or (b) for an association whose contributions are deductible according to section 170(c)(2) of the United States Internal Revenue Code (or the corresponding section of a future federal tax code).

 

22. MODIFICATIONS TO THE ARTICLES OF INCORPORATION AND STATUTES

22.1 The articles of incorporation and statutes of the CIÉF can be modified by means of a vote of the General Assembly.

22.2 A member who wishes to amend the articles of incorporation or statutes will address his or her proposal to the Executive Committee so that it can be submitted to the Board of Administration during its next meeting. If the Board adopts the modification proposed, it is subject to the subsequent ratification by members during the following annual General Assembly at the latest. If the Board rejects the proposed modification, the member has the right to present this proposal at the following annual General Assembly individually, so long as all members receive the text of the amendment two months before the meeting is held at the latest. Upon request, the secretary-treasurer will distribute the text with the comments that the Board of Administration deems to be appropriate or necessary.

22.3 The CIÉF’s articles of incorporation or statutes could be modified by the Executive Committee and the Board of Administration with immediate effects, under the condition of their ratification by simple majority vote during the General Assembly . In this case, a written memo of the proposed modification is sent to all active members two months prior to the annual General Assembly at the latest.

  1. The CIÉF denounces and is strictly prohibited from practicing any form of racial, sexual, political or religious discrimination.

 

Decreed on June 8th, 2018

Signed:
Lucie Hotte
President

Signed:
Suzanne Crosta
Director General

Signed:
Oana Panaïté
Vice President

Signed:
Carla Calargé
Secretary-Treasurer