Nomination, Evaluation and Election Procedures - World Academy of Art and Science

March 23, 2021

Nomination, Evaluation and Election Procedures of the World Academy of Art and Science

In this document, approved by the Board of Trustees of the World Academy of Art and Science (BoT) on March 23, 2021, we describe the nomination, evaluation and election procedures of the Academy – for obtaining new Members, i.e., new Fellows, Associate Fellows and Junior Fellows. The major role in conducting these procedures is played by the Nominations and Evaluations Committee of the Academy (NomCom), which is an adviory committee of the Academy. It has two subcommittes – the Nominations Subcommittee (NomScom) and the Evaluations Subcommittee (EvScom). The task of NomScom is to identify candidates for new Members from the underrepresented geographical regions and fields of art and science giving clear preference to females [1]. The activities of this body are intended to complement the usual nomination process, rather than to prevent Fellows from nominating candidates for new Members [1]. NomScom may ask other Fellows, from a previously prepared list, to help it find the proper candidates for new Members [2]. The task of EvScom is to evaluate candidates for Fellows. It should include a minimum of six members so that they can be divided in two groups to independently evaluate two groups of candidates when their number is large.

A. Fellows

1. The Bylaws authorize the Academy to have up to 1,000 Fellows [3]. The main criteria for Fellowship are the following:

a. Distinction or leadership in his or her profession
b. Interdisciplinary accomplishments or interests
c. Global perspective or commitment to issues of global importance
d. Record of public service
e. Participation in the Academy’s activities before nomination

In addition, the candidate for Fellow must agree to be nominated and to participate in the Academy’s activities if elected. A Fellow participates in activities of the Plenum of the Academy, serves in its Committees, participates in its programs, projects, meetings and fund-raising activities, contributes articles to its journals, promotes its policies, pays dues as stipulated by BoT, and maintains the information in the directory of Fellows.

2. The proposal for Fellow must contain the following:

a. Directory information

Name
Address
Phone number and e-mail address
Designation(s)
Affiliation(s)
Areas of interest
Specialties
Photo
Web site, if any

   b. Curriculum vitae not exceeding 1,000 words focused on criteria a–e from point A.1
   c. Nominating letter
   d. Seconding letter
   e. Personal statement

The nominating and seconding letters, to be written by two Fellows, must contain a detailed description of the candidate’s merits, in accordance with criteria a–e specified in point A.1 above, and the reasons for nomination. In the personal statement, the candidate must state that he or she is aware of and accepts all the obligations of Fellowship, specified in point A.1 above, if elected, and must specify his or her past and present activities in the Academy as well as the potential future Academy’s activities he or she would like to be involved in. All these documents, referred to as the candidate’s material, are sent electronically to the Academy’s administrator associated with NomCom (e-mail address: [email protected]).

3. The Academy’s administrator creates a folder for the candidate on the Academy’s website and stores his or her material in it. With the help of the administrator, the EvScom Chair checks whether the candidate’s material is complete and written in accordance with point A.2 above. If the material is not complete and/or not written correctly, the Chair asks the nominating Fellow to organize its completion and/or correcting. Then, the Chair asks the EvScom members to fill in the candidate’s evaluation form, within the folder. The evaluation form contains four blank spaces for merits a–d the candidate should have, specified in point A.1 above, for grades between 1 and 5, and a blank space for the comments, which must contain the explanations of the grades given. The comments must also contain an assessment of the candidate’s activities in the Academy before nomination (merit e he or she should have, specified in point A.1 above).

4. EvScom evaluates the package of pending nominations in the period of four weeks beginning at least seven weeks prior to the initial date of the announced Academy’s elections. The elections are organized at least once a year, and the maximum number of candidates is 40 per elections. The package of pending nominations comprises those received before the beginning of the evaluation. On the basis of the grades and comments appearing in the evaluation form of a candidate, the EvScom Chair fills in the final part of the form with the average grades of candidate’s merits a–d specified in point A.1 above, the total average grade, a comment on his or her activity in the Academy before nomination (merit e), and a recommendation. The recommendation should reflect the views of a majority of EvScom members. In a case not fully comprehended, EvScom should ask a qualified Fellow to help in the evaluation [2]. EvScom may recommend election of the candidate for Associate Fellow, rather than for Fellow, but this must be approved by the nominating Fellow. Then, the Chair informs the Secretary General of the Academy (SecGen) that the candidate’s material is ready to be considered by BoT.

5. SecGen informs Trustees that the package of pending nominations is ready for consideration. BoT considers each candidate’s material in the period of two weeks beginning at least three weeks prior to the initial date of the announced elections and decides by a two-thirds majority whether to recommend election of the candidate to the Plenum. The voting is conducted in a meeting but can also be performed electronically.

6. If the consideration of the candidates is conducted in a meeting, the maximum number of candidates should be 20. When the number of candidates is above 20, another meeting is organized within 10 days to consider the remaining candidates. Each consideration is preceded by a detailed presentation of each candidate by the EvScom Chair and a discussion of his or her material and the results of the evaluation.

7. If the decision of BoT on the candidate is positive, SecGen places his or her name on the announced elections ballot together with his or her curriculum vitae and personal statement, and a statement prepared by SecGen. The SecGen’s statement contains a description of the candidate’s merits, in accordance with criteria a–e specified in point A.1 above, and the reasons for nomination. It should not contain more than 300 words.

8. Fellows vote for or against the candidate’s Fellowship or can abstain. This is done within at least one month of receipt of the request. If the candidate receives positive votes from at least two-thirds of Fellows who have voted, he or she is elected Fellow. If the candidate is elected Fellow, SecGen informs him or her about that and announces this to the Plenum. If the candidate is not elected, SecGen asks the nominating Fellow to inform him or her about that.

9. If the candidate satisfies criteria a–d and not criterium e specified in point A.1 above, but his or her curriculum vitae as well as the nominating and seconding letters demonstrate clearly outstanding achievements in his or her field of interest and willingness to actively participate in the Academy’s activitites, SecGen may propose to BoT to consider whether to approve the candidacy independently of EvScom and without referral to the Plenum. The positive decision on the election is made by a two-thirds majority.

10. The Academy’s administrator prepares for the new Fellow the certificate on Fellowship and the Academy’s insignia pin. The President of the Academy congratulates the Fellow in writing on his or her election with the certificate and insignia pin attached. The whole nomination, evaluation and election process must be completed within six months. The administrator adds the information on the Fellow to the directory of Fellows.

B. Associate Fellows

1. According to the Bylaws, the Academy has up to 100 Associate Fellows [3]. The main criteria for Associate Fellowship are criteria a–d specified in point A.1 above. A candidate for Associate Fellow may also be an individual who does not satisfies fully these criteria but has shown certain activity in the Academy before nomination (criterium e specified in point A.1 above). In addition, the candidate must agree to be nominated and to participate in the Academy’s activities if elected. An Associate Fellow serves on the Academy’s Committees, participates in its programs, projects, meetings and fund-raising activities, contributes articles to its journals, promotes its policies, pays dues as stipulated by BoT, and maintains the information in the directory of Associate Fellows.

2. The proposal for Associate Fellow must contain the following:
a. Directory information

Name
Address
Phone number and e-mail address
Designation(s)
Affiliation(s)
Areas of interest
Specialties
Photo
Web site, if any

   b. Curriculum vitae not exceeding 1,000 words focused on criteria a–e from point A.1
   c. Nominating letter
   d. Seconding letter
   e. Personal statement

The nominating and seconding letters, to be written by two Fellows, must contain a detailed description of the candidate’s merits, in accordance with criteria a–e specified in point A.1 above, and the reasons for nomination. In the personal statement, the candidate must state that he or she is aware of and accepts all the obligations of Associate Fellowship, specified in point B.1 above, if elected, and must specify his or her past and present activities in the Academy if any as well as the potential future Academy’s activities he or she would like to be involved in. All these documents, referred to as the candidate’s material, are sent electronically to the Academy’s administrator ([email protected]).

4. SecGen informs Trustees that the candidate’s material is ready for consideration. BoT considers the material and decides by a simple majority whether to elect the candidate Associate Fellow. The voting is conducted in a meeting but can also be performed electronically.

5. If the candidate is elected Associate Fellow, SecGen informs him or her about that and announces this to the Plenum. The candidate enjoys the status of Associate Fellow for four years. BoT can renew this status for an unlimited number of four-year terms. If the candidate is not elected, SecGen asks the nominating Fellow to inform him or her about that. An Associate Fellow may be nominated for Fellow after two years of his or her first term, in accordance with criteria a–e specified in point A.1 above.

6. The President congratulates the new Associate Fellow in writing on his or her election. The whole nomination, evaluation and election process must be completed within six months. The administrator adds the information on the Associate Fellow to the directory of Associate Fellows.

C. Reelection of Associate Fellows

1. At least three months before the end of the term of office of an Associate Fellow, SecGen collects the existing information from the Academy’s administrator on his or her activism in the Academy and paying the membership dues in the previous term. Then, SecGen asks the candidate to describe his or her activities in the Academy in the previous term and express the interest to be reelected if so.

2. If the candidate does not want to serve the next term as Associate Fellow, SecGen informs BoT about that. On the other hand, if the candidate’s response is positive, SecGen sends to BoT the complete collected information on his or her activism in the Academy and paying the membership dues, and asks it to consider the reelection. BoT decides by a simple majority whether to reelect the candidate. The voting is conducted in a meeting but can also be performed electronically.

3. SecGen informs the candidate on the decision of BoT on his or her reelection as Associate Fellow. If the candidate is reelected, this is announced to the Plenum.

D. Junior Fellows

1. According to the Bylaws, the Academy has up to 100 Junior Fellows [3]. A new Junior Fellow is selected from individuals of strong commitment and leadership promise who can provide practical service that contributes to realization of the Academy’s objectives. In addition, the candidate must agree to be nominated and to participate in the Academy’s activities. A Junior Fellow participates in the Academy’s programs, projects, meetings and fund-raising activities, contributes articles to its journals, promotes its policies, pays dues as stipulated by its BoT, and maintains the information in the directory of Junior Fellows.

2. The proposal for Junior Fellow must contain the following:
a. Directory information

Name
Address
Phone number and e-mail address
Designation(s)
Affiliation(s)
Areas of interest
Specialties
Photo
Web site, if any

   b. Curriculum vitae not exceeding 1,000 words
   c. Nominating letter
   d. Seconding letter
   e. Personal statement

The nominating and seconding letters, to be written by two Fellows, must contain a detailed description of the reasons for nomination, in accordance with the criteria specified in point C.1 above. In the personal statement, the candidate must state that he or she is aware of and accepts all the obligations of Junior Fellowship, specified in point C.1 above, if elected, and should specify his or her potential future Academy’s activities he or she would like to be involved in. All these documents, referred to as the candidate’s material, are sent electronically to the Academy’s administrator ([email protected]).

4. SecGen informs the Members of ExCom that the candidate’s material is ready for consideration. ExCom considers the material and decides by a simple majority whether to elect the candidate Junior Fellow. The voting is conducted in a meeting but can also be performed electronically.

5. If the candidate is elected Junior Fellow, SecGen informs him or her about that and announces this to the Plenum. The candidate enjoys the status of Junior Fellow for two years. ExCom can renew this status two times. If the candidate is not elected, SecGen asks the nominating Fellow to inform him or her about that.

6. The President congratulates the new Junior Fellow in writing on his or her election. The whole nomination, evaluation and election process must be completed within six months. The administrator adds the information on the Junior Fellow to the directory of Junior Fellows.

E. Reelection of Junior Fellows

1. At least three months before the end of the term of office of a Junior Fellow, SecGen collects the existing information from the Academy’s administrator on his or her activism in the Academy and paying the membership dues in the previous term. Then, SecGen asks the candidate to describe his or her activities in the Academy in the previous term and express the interest to be reelected if so. In addition, SecGen sends the complete collected information to the candidate’s nominator requesting his or her opinion on the reelection.

2. If the candidate does not want to serve the next term as Junior Fellow, SecGen informs ExCom about that. On the other hand, if the candidate’s response is positive, SecGen sends to ExCom the whole information on his or her activism in the Academy and paying the membership dues, including the nominator’s opinion, and asks it to consider the reelection. ExCom decides by a simple majority whether to reelect the candidate. The voting is conducted in a meeting but may also be performed electronically.

3. SecGen informs the candidate on the decision of ExCom on his or her reelection as Junior Fellow. If the candidate is reelected, this is announced to the Plenum.

Explanations:
[1] According to paragraph IV.E.2 of the Bylaws of the Academy, the proposal for nomination of an identified candidate for Felow, Associate Fellow or Junior Fellow is made in writing by a Fellow and must be seconded in writing by another Fellow.
[2] The members of NomScom and EvScom must be well informed on the distributions of the Academy’s Membership across different geographical regions and fields of art and science.
[3] According to paragraph IV.A of the Bylaws, there are no formal qualifications, such as age or possesion of advanced degrees, for becoming Member.