Since the foundation of the ISSCT in 1924, the Society’s Constitution has significantly evolved to improve its activities and operations.
The two major improvements to the Constitution in more recent years have been in 1986, with the setting up of an Executive Committee to ensure continuity and management during periods between Congresses, and in 1995 with the establishment of a Secretariat. Other minor changes have been effected at various Congresses.
At the following seven Congresses, the Society has taken several further strategic initiatives to better respond to members’ expectations. The most important changes in 2001 have aimed at greater involvement of the Executive in the future management and control of Congress, and improved communication with Councillors and Affiliated Societies through changes in the appointment of Councillors. The latest changes have been the setting up of a Management Commission, the appointment of a Editor and Security measures for members attending Congresses and Workshops. In Brazil among the strategies adopted is the involvement of young technologists in ISSCT, reduction of cost of attendance at congress, possibilities of organising congresses by ISSCT and opening the society to African industries which hold promises for the future.
Those aspects of the ISSCT Constitution which constitute the Society’s Policy, and details of the Procedures to run the Society’s activities according to the objectives of the Constitution, have also been spelled out in three documents which can be accessed on this site. An Operations Manual of the Technical Program Committee has been prepared. It defines its roles and responsibilities and spells out in detail the procedures associated with the organisation of the technical program of an ISSCT congress and of ISSCT workshops. At the XXVIII Congress in Brazil a Congress Operations Manual has been adopted to better define the relations between ISSCT and the Congress Organizing Committee as well as the commitments and responsibilities of both parties.
At the XXXI Congress in Hyderabad, India, amendments were made to the Constitution, Policy and Procedures. A revised consolidated version has been approved and is available on this website.
Article II: The Members
Clause 1. Membership
Membership of the ISSCT shall be open to all persons and organizations involved in the study, or dissemination of sugar cane technology. The following of membership shall be recognized.
- Individual members: scientists, technologists and administrators concerned with the technical progress of the sugar cane industry.
- Honorary life members
- Affiliated members: national societies of sugar cane technologists, with objects consistent with those of the ISSCT.
- No affiliated member shall be recognized except on a national basis;
- Exceptionally however, because of the wide geographical separation, France shall be represented at each Congress alternatively by its metropolitan Society «Association Française de la Canne à Sucre (A.F.C.A.S.)» and its Réunion Society «Association Réunionnaise pour le Développement de la Technologie Agricole et Sucrière (A.R.T.A.S.)». One shall be the Affiliated Member and the other the Association Member.
- Associate members: other societies of sugar cane technologists in countries represented by an affiliated member.
- Institutional members: research institutions, libraries, companies and other organizations which are non-profit making and support the objects of the ISSCT.
- Corporate members: industrial and commercial organizations, which are associated with the sugar cane industry and which support the objects of the ISSCT occasionally.
Clause 2. Admission of members
An applicant qualifying for membership shall forward name, sphere of interests, address and membership dues to the General Secretary.
- Membership application and renewal
- The General Secretary with the collaboration of the Congress Secretary-Treasurer shall, as soon as possible after Congress, forward with the first Congress Newsletter to each member a renewal notice and advice of current membership dues, and all pertinent information on ISSCT activities and office bearers.
- Upon receipt of membership dues and application forms from affiliated, associate, individual, institutional or corporate members, the General Secretary shall issue the requisite certificate of membership. A membership card shall be forwarded showing the class of membership, the period of admission and other relevant data.
- The General Secretary shall forward the membership card directly or through the Congress Secretary-Treasurer or the organizer of a Workshop, to the applicant.
- Membership shall run from the period starting immediately after the official adjournment of a Congress until the official adjournment of the next Congress.
- Membership services shall cease when membership dues have not been renewed after a period of one year following a Congress.
- Should the General Secretary be in doubt as to whether an applicant qualifies for membership and the class of membership, then the application shall be referred to the Compliance Committee.
- Membership dues and determination
Membership dues which are meant to support the activities of the ISSCT, membership services and for financing the running costs of the Secretariat, shall be paid to the accounts of the ISSCT Secretariat. However, the General Secretary may make special arrangements with Affiliated Societies or Organizers of Congress and Workshops for payment to be made through them. The following shall be taken into consideration for the determination of dues for different categories of membership.
- Membership dues for individual members shall be set at a level to:
- encourage continuity of membership but sufficient to recoup, on a pro-rata basis, the costs of membership services, correspondence and communication;
- finance the publication and distribution of technical newsletters, the maintenance of a website, databases and any other approved technical activities such as workshops, through the Technical Programme Committee and the Secretariat.
- Membership dues for Affiliated and Associate members shall be sufficient to cover the cost of correspondence, a copy of the Proceedings and Congress Newsletters.
- Membership dues and benefits for Institutional members shall be the
same as for Affiliated members.
- Membership dues for Corporate members shall include, in addition to provisions in sub sections 2.2.2, 2.2.3 above, the exclusive right to rent space and exhibit at Congress, and entitlement to one named representative who will be allowed to participate in the activities of the ISSCT without any additional membership fee. Such dues shall be set at a level to provide funds also for the Secretariat, for co-operative research and other activities.
- Membership dues for individual members shall be set at a level to:
- Individual membership is personal and is not interchangeable.
Clause 3. Honorary Life Membership
Honorary life membership may be conferred upon individual members who have distinguished themselves in the sugar cane industry and have made an outstanding contribution to the ISSCT over a considerable period of time.
- Honorary life members shall be recommended by the Executive, elected by Council and announced at a Plenary Session of Congress. Nominations for such election shall be submitted to the Executive on the prescribed form (Form 4), signed by a proposer and two seconders, together with the Curriculum Vitae of the nominee, to be screened by the Compliance Committee. Among the proposer and seconders, at least one shall be a member of Council or Executive and at least one shall not be from the country of origin of the nominee.
- The number of Honorary life members shall not exceed twenty-five and shall be selected from current or past members of the ISSCT. Exceptionally such distinction may be awarded to non-members.
- Honorary life members, who shall not be required to pay membership dues and who shall have full status, shall be deemed to be paid-up at all times.
Clause 4. Participation in activities
Attendance at Congresses and participation in all activities of the ISSCT are restricted to paid-up members, except for a limited number of personalities and institutions who are special guests of the host organization and of the Executive, to promote an activity. Every commercial organization taking part in the Congress Trade Exhibition or presenting a demonstration of equipment, services or other items, or sponsoring Congress events or other ISSCT activities, must be a Corporate member of the ISSCT, unless there is agreement between the Congress Organizing Committee and the Executive to the contrary. Such agreement may, for example, apply to the involvement in the trade exhibition of small independent companies based in the immediate vicinity of the place where the Congress is held and may be allowed a reduced fee representing a sharing of ISSCT Corporate membership.
Article III: The Structure of the ISSCT
Clause 1. The ISSCT shall carry out its objects through the following structure:
- the Council
- the Executive Committee (referred to, in this Constitution, as the Executive)
- the Technical Programme Committee, the Technical Panel and the Commissions
- the Secretariat
- the Congress Officers and Congress Organizing Committee
- the Congress
- the Workshops
Article IV: The Council
Clause 1. Membership of Council
The Council shall consist of:
- the Executive;
- the Councillors appointed by the Affiliated members;
- the Officers of the host country responsible for Congress;
- the General Secretary (ex-officio);
- the rotating representative of the Associate member from France, who shall have observer status without the right to speak or vote.
Clause 2. Functions
The functions of the Council shall be to:
- elect members of the Executive from eligible nominees;
- select the Affiliated member to host the next Congress;
- receive the audited accounts of the ISSCT and ratify the report of the Executive, including its recommendations for the appointment of Commissioners, those responsible to Chair Sections and the election of Honorary Life Members;
- determine dues for each class of membership;
- ratify, on the recommendation of the Executive, the selection of the host of the Secretariat, and the appointment of the General Secretary;
- receive the report of the General Secretary, through the Executive;
- approve the report of the Technical Panel;
- receive the report of the Congress Secretary-Treasurer issued on behalf of the Congress Organizing Committee (COC).
Clause 3. Chair and Vice-Chair of Council
The Chair of Executive shall be Chair of Council, and the Vice-Chair of Executive shall also be Vice-Chair of Council.
Clause 4. Appointment of Councillors
- Councillors shall be appointed by Affiliated members shortly before a Congress and their appointment announced at the last meeting of Council at Congress. Their term of office shall last from the end of that Congress until the end of the next Congress and is renewable.
- The method of choice of Councillors shall be decided by each of the Affiliated members.
- In case a Councillor is unable to attend a Congress, his Affiliated Society shall nominate someone from his country to act in his stead and shall notify the General Secretary accordingly at least one month before the opening of Congress.
- A Councillor or his representative is accredited to attend meetings of Council and exercise the right to vote only if the Affiliated member he represents has paid its membership dues.
Clause 5. Quorum and voting at Council meetings
- One-half of the members of Council having the right to vote shall constitute a quorum.
- Voting on resolutions or by-laws shall be by a majority show of hands.
- A secret ballot shall be held for the election of Honorary Life Members, members of the Executive and for the choice of the Affiliated member to host a Congress or may be invoked when any Councillor requests it. In these circumstances, Council shall appoint scrutineers: the General Secretary and two members of Council.
- The Congress officers shall have no voting rights.
Article V: The Executive Committee
Clause 1. Membership of Executive
- The Executive Committee of the ISSCT shall consist of ten members elected by Council from nominations received, plus the General Secretary.
- The mandate of an Executive Committee shall extend from the end of one Congress to the end of the following one.
- In electing members of the Executive, the Council shall ensure that the interests of the ISSCT are broadly represented.
- Any member elected on the Executive Committee shall not represent an Affiliated Society on Council and shall resign from that position if previously appointed.
- The General Secretary shall act as Secretary of the Executive, but without voting rights.
Clause 2. Election to Executive
A member of the ISSCT, whose nomination is submitted to the Compliance Committee for election by Council to the position of member of the Executive, shall have the following qualifications and obligations:
- a record of distinguished service to the ISSCT and the sugar industry in an administrative and/or technical capacity;
- have held membership for the last nine years, during which at least two Congresses will have been attended; /li>
- be able to attend, as far as possible, meetings of the Executive; and attend all Congresses, which are held while an Executive member;
- be proficient in English;
- be reasonably proficient in e-mail and internet communication systems and be willing to use these skills and collaborate actively in the management of ISSCT activities during the inter-congress period;
- have held a senior professional post for at least six years;
- the Chair of the Technical Programme Committee must be elected from among members qualified to be able to comply particularly with clauses.
Nomination of candidates for election to the Executive shall be made on the prescribed form (Form 5), supported by a proposer and a seconder, both members of the ISSCT, together with a written Curriculum Vitae including a record of qualifications specified in sub-clause 2.1.
Such nominations shall be submitted to the General Secretary not later than noon on the first day of Congress. The documents must be submitted to the Compliance Committee which must report on the eligibility of the nominees to the third meeting of Council at Congress.
Under normal circumstances, there should be five vacancies to be filled at each election by the Council for a period of two consecutive Congresses. In exceptional circumstances there are more when any member does not continue his second term; the additional vacancy should then be filled for one term only.
In case there are fewer nominations than the vacancies to be filled, the Council shall appoint an appropriate member with the desired qualification who shall also serve for one term only.
Clause 3. Election of Chair and Vice Chair of the Executive and Chair of the Technical Programme Committee
- At each Congress the New Executive shall elect its Chair and Vice Chair of the Executive Committee and Chair of the Technical Programme Committee.
- Any member elected as Chair can serve only one term over the period of one Congress.
- Should the Chair be absent from a meeting or be temporarily unable to exercise his duties, the Vice-Chair shall automatically be required to act as Chair.
- In case the position of Chair becomes vacant due to resignation or incapacitation for unforeseen reasons, the Vice-Chair shall automatically become the new Chair.
- Should the Vice-Chair resign or be incapacitated for unforeseen reasons during the inter-congress period, the Chair shall propose another member of Executive to replace him, for approval by members of Executive.
- Should an outgoing Chair of Executive continue to serve on Executive, he shall be designated Immediate Past Chair and assigned specific duties for the Congress period immediately following his term as Chair, at the discretion of the incoming Chair.
Clause 4. Duties of Executive
The duties of the Executive shall be to:
- ensure that the Constitution is upheld and the aims and objects of the ISSCT are achieved;
- review and recommend changes in the Constitution, as required and with the collaboration of the Constitution and Resolutions Standing Committee;
- report objectively to Council on the qualifications of Affiliated members desirous of holding the next Congress, on the basis of the adequacy of their facilities and technical standards for that Congress;
- report to Council, hosts desirous of holding a workshop,
- recommend to Council the names of individual members who qualify for Honorary Life Membership;
- assist and guide the Commissions in order to ensure that the technical standards of the ISSCT are maintained;
- be responsible to Council for the assets of the ISSCT, and to ensure that such assets are used according to the budget;
- review periodically the accounts of the ISSCT and approve the audited Interim and Final Accounts as per Article X: Clause3;
- appoint an Editorial Committee for each Congress as outlined in Article IX sub-clauses 7.1 and 7.2;
- select the Affiliated or Institutional member to host the Secretariat, and appoint the General Secretary in consultation with the host organization, subject to Council ratification;
- appoint an Editor, preferably a present or past member of the ISSCT, who has had a proven record in the editing of scientific publications, at a fee in accordance with the budget;
- assist the Congress Organizing Committee, if so requested;
- report to Council on matters of interest to the ISSCT;
- appoint at its last meeting at the Congress, the three standing committees specified in Clause 5.
- take appropriate action in the event that the Congress Organizing Committee and/or an Affiliated member breaches any articles or by-laws of the Constitution, for which it is empowered by Council.
Clause 5. Standing Committees
For the purpose of conducting its duties, the Executive shall appoint three standing committees to deal with issues as specified below. It may also appoint temporary adhoc sub-committees to study other issues not covered by the three standing committees.
- Compliance Committee
This shall consist of the Chair of the Executive, the General Secretary and two Councillors appointed at the first meeting of Council at Congress.
Its duties shall be to:
- examine and express its opinion to the Executive on nominations received for Honorary Life Membership and report to Council;
- examine nominations for election to the position of member of the Executive and ascertain that they comply with the qualifications and obligations as defined under Clause 2 above, to express its opinion to the Executive and report to Council;
- examine applications to host Congress and report to Council;
- examine applications for Affiliated membership and review their eligibility for membership;
- examine and make recommendations on any question brought up by the General Secretary regarding membership;
- study and report to the Executive on all matters related to languages.
- Finance Committee
- This shall consist of three members of the Executive and chaired by one who is not from the country hosting the Secretariat.
Its duties shall be to scrutinise the budget proposed by the General Secretary and audit of the finances of the ISSCT and make relevant recommendations to Executive and Council.
- The term of office of the Finance sub-committee shall coincide with the budget period and shall start the next month following the end of a Congress and continue until the Interim accounts for the subsequent inter-congress period have been fully audited and signed by the Chair of the outgoing Executive.
- This shall consist of three members of the Executive and chaired by one who is not from the country hosting the Secretariat.
- Constitution and Resolutions Committee
This shall comprise of three members of the Executive. Its duties shall be to:
- review the Constitution and propose amendments as and when necessary, working in close collaboration with the Chair and the
- prepare a list of resolutions taken at Congress for presentation to delegates at the final plenary session.
- review the Constitution and propose amendments as and when necessary, working in close collaboration with the Chair and the
Clause 6. Duration of Membership
- A member of the Executive Committee shall normally be elected by Council to serve over the period of two Congresses, except as otherwise provided in the Constitution, but shall not serve for more than four consecutive Congresses.
- An elected member of the Executive, who dies, resigns or ceases to be a member for any reason, shall not be replaced until the next Congress.
- An Executive member who is unable to attend at least one Mid-term Meeting for Congress organization and any Congress during his term of office, shall be deemed to have resigned as a member of Executive.
Clause 7. Quorum and voting
The Quorum for a meeting of the Executive Committee shall be six members and decisions taken shall be by an absolute majority vote.
Article VI: The Technical Programme Committee, Technical Panel, Commissions, Technical Section Committees and Workshops
Clause 1. Constitution and Functions
The technical work of the ISSCT shall be carried out by the Technical Programme Committee (TPC) which consists of a Chair, who is a member of the Executive and five Commissioners, Chair of the Commissions, the General Secretary and the Editor, who shall act as its Secretary, under the control of the Executive. The Commissions shall foster the study of sugar cane technology through cooperative research and publications, and make recommendations to the Executive for the organization of workshops and symposia.
Clause 2. The Commissioners, Commissions, and Technical Sections
- There shall be five Technical Commissions comprising of the following ten Technical Sections each under the control of a Chair and his Section Committee Members:
- Agricultural Commission:
– Agricultural Engineering
- Biological Commission:
– Molecular Biology
- Factory Commission:
- Co-Products Commission:
- Management Commission:
A Commissioner shall be appointed to be responsible for each commission who will, in general but not necessarily chair one of the Technical Sections within that Commission. The other Technical Sections in each Commission shall be chaired by other appropriately qualified members of the Section.
- Agricultural Commission:
- Technical Section Committees
Each Technical Section may set up committees of up to eight members, subject to requirements and the approval of the Technical Program Committee, one of whom shall be appointed as Chair. Commissioners and/or those who chair Technical Sections may nominate a substitute member of a section committee if, for any reason, an appointed member cannot fulfil the required obligations.
- The term of each committee shall be limited to the period between Congresses,
- All members of the Technical Panel and of the Technical Sections must be Individual members of the ISSCT and no one shall be a member of more than one Section.
- In the event of any member of a Technical Section Committee not being available or having resigned during the interval between Congresses, the Chair of each Technical Section is empowered to fill the vacancy, after consultation with the relevant Commissioner and the Chair of the Technical Programme Committee
- The Technical Section Chair shall submit a written report of the activities of his Committee with particular reference to the technical discussions during the sectional inter-congress workshop for presentation as a paper at the Congress.
- The Technical Section Chair shall also work with the organizers of the sectional inter-congress workshop to ensure arrangements are put in place to maximize as far as possible the success of the workshop. He must also, in collaboration with the organizers of the workshop, arrange for a summary of the discussions at the workshop to be posted on the ISSCT web site within one month of the end of the workshop.
- Any expenditure associated with the financial support for a Technical Section Committee and in particular the financial subsidy for a workshop approved by the Executive shall be approved by the Chair of the Technical Programme Committee who shall also liaise with the General Secretary to seek approval and arrange for payment.
Clause 3. Duties of the Technical Programme Committee
The Technical Programme Committee shall meet as needed at Congress and once between Congresses to:
- determine the distribution and numbers of papers and posters for the next Congress;
- formulate instructions to authors and criteria for accepting papers and posters as recommended by the Editor;
- establish in collaboration with the Editor the procedures to be followed for the submission, acceptance and editing of papers;
- prepare a draft time-table for the next Congress;
- discuss the preparation of the Proceedings of the Congress;
- propose subjects for invited speakers and themes for symposia and plenary sessions for the next Congress;
- recommend the themes and schedules of workshops, their hosts and the organizers;
- promote the publication of Technical Newsletters;
- study necessary amendments to the Constitution which are of pertinence to its responsibilities;
- work with sugar cane industry technical and research organizations from around the world to develop, organize and present a technical workshop for each of the technical sections;
- discuss any other matters of a technical nature that may be pertinent.
Clause 4. Technical Panel Membership and Duties
The Technical Panel shall comprise the Chair of Technical Programme Committee, all Commissioners and Chair of the Technical Sections, the General Secretary, the Editor and a member appointed by the Affiliated Member hosting Congress. The Secretary of the Panel shall be the Editor. The Technical Panel shall meet as frequently as necessary while Congress is in Session to organize issues associated with the technical programme of Congress, and promote the technical aspects of the ISSCT at and between Congresses, including workshops, database management and research projects.
- By the end of the second full day of Congress or before the time of the meeting of the Technical Panel scheduled to consider this matter, the current Chair of each Technical Section shall submit to the relevant Commissioner the nominees for the following posts for the ensuing three years and at the next Congress:
Those to Chair Technical Sections and Technical Section Committee membership
- The Commissioners shall submit the proposals of the Technical Sections to the Chair of the Technical Panel, together with the proposals for the membership of panel for Spanish and French translators for each Commission.
- The Chair of the Technical Panel shall submit the proposals received through and from the Commissioners to the Executive Committee for approval, adding recommendations for the appointment of Commissioners from among the Technical Section Chairmen in each Commission.
- Candidates for Commissioner and Technical Section Chair must be consulted prior to their names being submitted to ensure that they are available for nomination. If possible, the candidates for the Panels in Spanish and French and Technical Section Committee membership should also be consulted prior to their names being submitted to ensure that they are available for nomination. If contact with such candidates is not possible, their availability must be confirmed to the General Secretary and the appropriate Commissioner and Sectional Chair within two weeks of the end of Congress.
Clause 5. Technical Programme Committee Reports
The Chairman of Technical Programme Committee shall submit a review of the technical activities of the ISSCT between Congresses to the Executive and Council. The Chair of Technical Programme Committee, in consultation with the Technical Panel must also provide a report for the incoming Congress Organizing Committee on technical aspects to be considered for the next Congress. That report shall be transmitted to the next Organizing Committee by the General Secretary.
Clause 6. Appointment of Commissioners and those who chair Technical Sections
The Executive, on receipt of the recommendations of the Chair of Technical Programme Committee, shall appoint the Commissioners and Members of the Panels for Spanish and French and those who will chair Technical Sections. The Members of the panels shall be proficient in English and Spanish or in English and French. They shall be responsible for translating the abstracts of communications and shall assist the chair of the respective Sections and thereby ensure an opportunity for questions and discussions in three languages during the presentation of papers at each of the Sessions. Chairmen of Technical Sections shall be appointed to serve at least for two consecutive Congresses, and within each Commission the appointments shall be such that all those chairing Technical Sections do not terminate office at the same time. The Congress Organizing Committee may appoint local members as Sectional Vice-Chair.
Clause 7. Technical Workshops
Subject to Article III Clause 1.7 and Clauses 2.2.4, 2.2.5 and 2.2.6 above, the ISSCT shall organize Workshops grouping a reasonable number of members during the Inter-Congress periods to discuss specific issues within the province of its different Technical Sections for the advancement of technology and report accordingly.
Clause 8. Meetings of Technical Sections
Technical Section Committees shall meet whenever they orqanize a Workshop or as often as possible at Congress. The Chair of the Technical Panel shall ensure that meetings of each Technical Section are scheduled as early as possible during the first two days of Congress, to receive technical reports from Technical Sections, to finalize recommendations for workshops during the next Inter-Congress period and, as far as possible, finalize recommendations for membership of the Sectional Committee. Commissioners shall submit reports of the inter-Congress activities of Technical Sections within each Commission to the Chair of the Technical Programme Committee for inclusion in his report as per Clause 5 above.
Clause 9. A Commissioner unable to attend Congress shall notify the Chair of the Technical Panel, the General Secretary and the Congress Secretary‑Treasurer of a replacement, who shall be one of the persons chairing a Technical Section within the Commission.
Clause 10. If a Chair of a Technical Section dies, resigns or ceases to be Chair for any reason, the Chair of the Technical Programme Committee is empowered to fill the vacancy.
Article VII: The Secretariat
Clause 1. The Secretariat and its Role
A Secretariat shall be established to further the aims of ISSCT. It should be domiciled with a well-established sugar organization, which is an Affiliated or Institutional member of ISSCT, and selected in accordance with Clause 2. The role of the Secretariat shall be to:
- provide a permanent address and focal point for ISSCT;
- co-ordinate the activities of ISSCT, maintain communication among members and the various bodies of ISSCT, and foster public relations;
- maintain a database for membership and for technical information related to ISSCT activities and the sugar cane industry;
- hold in custody and safekeeping the assets of the ISSCT, including a copy of all proceedings, newsletters and any other records or reports of commissions or committees to be retained by the ISSCT for future use;
- process membership renewals and applications;
- prepare budgets and financial statements, have accounts audited, and implement revenue raising activities;
- support activities and other functions including congress and workshops.
Clause 2. Selection of host for Secretariat
Whenever the need arises to seek a new organization to host the Secretariat, the Executive shall call for applications from suitable Affiliated and Institutional members for that purpose. In selecting the host organization, the Executive shall take into account the capabilities of the organization, including availability of good facilities and skilled staff, and its apparently secure future in a stable environment. Other factors should include access to good postal services and telecommunications, and ready travel without major restrictions. There also must be available a current or retired staff member, or some other local person, qualified in accordance with Clause 3, to run the Secretariat in the part-time position of General Secretary.
- The selected host organization shall sign a Memorandum of Understanding with the ISSCT Executive, stipulating the conditions for the hosting and functioning of the Secretariat for a minimum period of 6 years.
- At each Congress the Executive will review the Memorandum of Understanding and may recommend to Council a change of the host organization.
- Any host organization unable or unwilling to continue hosting the Secretariat beyond the Term of Agreement of the MOU shall notify the Executive at least one and a half years prior to the next Congress.
Clause 3. Appointment of General Secretary
After consultation with the organization hosting the Secretariat the Executive will recommend to Council approval of the candidate for General Secretary:
– have a record of distinguished service to ISSCT through attendance at Congresses, and desirably through membership of Executive or Technical Committees;
– be fluent in spoken and written English, preferably with some knowledge of Spanish and/or French;
– have a good knowledge of the sugar cane industry and its R&D needs, and have held a senior post within the industry for a period of at least 3 years, renewable;
– be proficient in computer, database, e-mail and internet communication systems;
- Should the General Secretary become incapacitated or be unable to continue in his functions for unforeseen reasons, the host organization shall propose someone for his temporary or permanent replacement, with the required knowledge and past experience of ISSCT Administration, and agreeable to the ISSCT. Except in case of incapacitation, advance notice of at least 6 months shall be given for such change. In case of permanent replacement, the decision must be ratified by the Executive.
- The host organization shall appoint one of its members, with appropriate accounting qualifications and experience, to help the General Secretary with the management of the ISSCT’s funds and to organize the auditing of the accounts.
Clause 4. Duties of the General Secretary
The role, duties and responsibilities of the General Secretary shall be as follows to:
- be the administrative head of the Secretariat, but without executive powers, except as directed by the Executive from time to time;
- be accountable to the Chair of Executive for technical and policy matters, and to the head of the host organization for financial matters;
- be an ex-officio member of the Executive, Council, Technical Programme Committee and Technical Panel, and Standing Committees of Executive, but without voting rights on the Executive and Council;
- be the Secretary of the Executive and of Council, and to provide secretarial help in general to, the Technical Programme Committee and the Technical Panel, at and between Congresses;
- ensure that minutes of all meetings of Council, Executive and Standing Committees are rapidly circulated among members concerned in time for the efficient running of subsequent meetings and timely application of decisions;
- ensure smooth handing over from one Congress Organizing Committee to the next;
- maintain the membership list and organize with the assistance of the Congress Secretary-Treasurer and those responsible for the organization of ISSCT Workshops, the renewal of membership, recruitment of new members, payment of membership dues, and issue of membership certificates;
- co-ordinate with the collaboration of the Editor the publication of selected papers from congress proceedings in appropriate sugar journals.
- assist in the organization of the technical activities of ISSCT, including Congresses, Workshops and other projects, publication of Proceedings, newsletters, books and reports, by providing guidelines to the organizers and responsible officers;
- submit to the Congress Organizing Committee at regular intervals an up-dated list of names and addresses of members for each classification;
- maintain communication among various bodies of the ISSCT and with sugar cane technologist societies and all Affiliated, Institutional and Corporate members;
- foster the public relations of ISSCT;
- be the Custodian of ISSCT assets and to administer ISSCT funds as follows:
- Prepare the 3-yearly budget.
- Make payments from the ISSCT’s funds as directed by the Executive.
- Make recommendations to Executive on the investment of funds for best returns.
- Seek outside sources of funds for the ISSCT.
- Provide the Executive with biannual financial statements.
- Arrange for an independent audit of the ISSCT’s accounts:
- closed at the end of the calendar month within 90 days before the opening of Congress, for presentation as an Interim Statement to Executive and Council at Congress, followed by:
- a Final Statement of Accounts up to the end of the Calendar month during which Congress is held, for submission to Executive and approval at its next meeting.
- carry out any other duties as directed by the Executive.
Article VIII: The Congress Officers and Organizing Committee
Clause 1. The Congress Officers
The Officers responsible for Congress in the host country shall be the Honorary President of Congress, the Congress Chair, the Congress Vice-Chair, the Chair of the Affiliated Society hosting Congress and the Congress Secretary-Treasurer.
Clause 2. Appointment of Congress Officers
The Congress Officers shall be members of the ISSCT, except for the Honorary President of Congress who need not be a member, and shall be appointed by the affiliated member chosen to host Congress. At the final Plenary Session of Congress, the affiliated member chosen to host the next congress and the Officers responsible for that Congress shall be announced to members present.
Clause 3. Replacement
In the event of a Congress Office falling vacant through death, resignation or other causes, the Affiliated member awarded the Congress shall be empowered to fill such vacancy.
Clause 4. Congress Chair
The Congress Chair shall preside at the first Plenary Session of Congress. Executive shall be responsible and shall decide for all other Plenary Sessions.
Clause 5. Congress Vice-Chair
The Congress Vice-Chair shall assist and co-operate with the Congress Chair and Congress Secretary-Treasurer. In the absence of the Congress Chair, the Congress Vice-Chair shall replace the Chair for such functions and duties as may be required, subject to the decision of the Affiliated Society responsible for Congress. Otherwise he shall be replaced by the Congress Secretary-Treasurer.
Clause 6. The Congress Organizing Committee
The Congress Organizing Committee shall consist of the Congress Officers and any other members designated by the Affiliated member selected by Council to host Congress.
- It shall be responsible for making all the local arrangements for congress.
- It is empowered to set up sub-committees to which Congress responsibilities may be delegated.
- It may appoint local members with appropriate qualifications as Members of Panels in Spanish and French for each Commission; the biodata of these members shall be submitted to the Executive for information.
- In accordance with Article IX Clause 7, it shall nominate an officer to form part of the Proceedings Editorial Committee.
- It shall be responsible to ensure that Article II Clause 4 of the Constitution is followed.
Clause 7. Duties of Congress Secretary-Treasurer
The Congress Secretary-Treasurer shall:
- liaise with the Chair Executive, the Chair Technical Programme Committee and the General Secretary regarding all information on the progress of the local organization of Congress;
- request members, on registration to attend a Congress, to specify the Commission of technical interest in order to ensure their active participation.
- finalize after consultation with the General Secretary as early as possible at the opening of Congress, the lists of names and addresses of members for each classification, and indicate by notation those members in attendance at Congress, ensuring that their membership dues have been settled.
- be responsible for the safe-keeping of all current documents;
- at the conclusion of his term of office, forward to the General Secretary all such documents as are required for the permanent records of the ISSCT;
- submit to Council and to a Plenary Session of Congress, a written report on the activities of the Congress Organizing Committee during its term of office;
7.7 submit through the General Secretary to the Editor, a copy of the report as at sub-clause 7.6, together with all relevant data regarding congress, to be included in the Proceedings;
- file reports and all other relevant documents on the activities of the Congress Organizing Committee during its term of office, and transmit these to the General Secretary with copy to his successor for the next Congress;
- maintain liaison with all members, the Executive, Councillors, General Secretary, Commissioners, Editor and those who are Chair of Sections;
- assist the General Secretary in the renewal of membership, the recruitment of new members, the payment of membership dues and the issue of membership certificates.
Article IX : The Congress
Clause 1. Objectives
The purpose of the Congress shall be the advancement of sugar cane technology through Plenary and Technical Sessions, the discussion and publication of accepted papers, symposia, panel discussions, workshops, study tours, exhibitions, meetings of Council, Commissions, Committees and the Executive, and in any other way that Council may determine.
Clause 2. Application to host Congress
- An Affiliated member desirous of hosting the next Congress in its country or any other adequate location shall so inform the Executive through the General Secretary well in advance of the ultimate Congress, giving information on its facilities and technical organization.
- At least 30 days before the official opening of Congress, a formal application shall be made on the prescribed form (Form 1) which shall be available, on request, from the General Secretary, giving in great detail as prescribed, its facilities, its proposed programme and its undertaking for ensuring that all requirements to ensure the success of a Congress shall be met.
The Affiliated member shall be given the opportunity at Congress to support its application before Council and Executive with appropriate audiovisual facilities.
- While the Executive shall take all the above aspects into account at the time of recommending to Council on an Affiliated member’s application to host the next Congress, particular emphasis shall be given to the strong engagement by the Affiliated member and its Congress Organizing Committee of the following assurances:
- Freedom to attend Congress
A commitment by the Affiliated member that it has an authorized policy statement from the Government concerned to the effect that all members shall have the opportunity and the right to attend the Congress.
- Obtention of Entry Visas
While the ISSCT recognizes that the Congress Organizing Committee may be unable to influence or alter their Government’s policies in respect of entry to that country of all members who may register to attend the Congress, great support shall be given to facilitate the obtention of entry visas for prospective delegates.
- Security of delegates
That the Congress Organizing Committee shall do its utmost to ensure the security of Congress delegates during their stay in the host country, especially in conjunction with the activities programmed, and that the collaboration of Government or other relevant civil authorities shall be sought to that effect.
- Insurance cover
A commitment by the Affiliated member that it will take the appropriate insurance cover to protect persons attending Congress against loss or injury and inform delegates that they should ensure their own cover to minimize risks.
- Freedom to attend Congress
- If the bid(s) do not comply with the previous requirements, or if the Executive Committee rules that the bid(s) are inadequate, the Executive Committee may consider alternative Congress sites and organizational hosts and advise Council accordingly.
Clause 3. Change in Congress Venue
If through unforeseen or unavoidable circumstances, it is not practicable to convene Congress at the agreed time and place, the Executive is empowered to select another Affiliated member willing to host the Congress or contract an entity of recognized competence to organize the Congress, the decision to be made as soon as possible.
Clause 4. Organization
Subject to clauses 5 to 12, arrangements for Congress shall be the responsibility of the Executive and the Congress Organizing Committee, and the Executive shall participate in key planning arrangements, in particular.
- the technical programme, the presentation of communications and the publication and distribution of the Proceedings;
- the organization of the exhibition;
- the cost structure of fees for the registration and accommodation of delegates, charges for the exhibition and other activities, and the cost of the Proceedings.
- the verification that each delegate has taken out appropriate accident cover for travel to and from host country and stay in host country.
Clause 5. Registration fees and their payment
The overall cost of running the Congress shall be met from the Registration fees charged to delegates. The Congress Organizing Committee which has the financial responsibility for Congress shall determine, after consultation and in agreement with the Executive, for prepayment by members attending Congress of:
- a registration fee including the pro-rata cost of organizing the Congress, convention facilities, light refreshments, luncheons, welcome cocktails, farewell banquet, and other relevant expenses.
- for optional acceptance, separate fees for:
- tours and shows;
- ladies and other accompanying persons program;
- Congress Proceedings, which may or may not be included in the Registration fees;
- complete and partial packages each of which includes the registration fee.
- Determination of Congress registration fees
In the determination of Congress Registration fees, Congress Organizing Committee and Executive shall take into account the following factors:
- The general cost for the participants during Congress, including food and other optional costs, welcoming arrangements, transportation. The cost of accommodation may or may not be included in the costs.
- Cost of hiring the necessary offices for COC, and venues and facilities throughout Congress week.
- The overall cost of organization of Congress, the payment of the necessary support staff, including the appointment of a Congress Manager and / or an Agency prior to and during Congress, the communication with ISSCT members and the issue of Congress Newsletters addressed to them.
- The cost of organizing the Mid-term Review with Executive for the Co-ordination of Congress Management, including the boarding cost of participants.
- The processing and publication of Proceedings.
- The fees of the Editor and any collaborator involved in the processing of Proceedings.
- The Travelling cost of the General Secretary and the Editor to attend the Mid-term Meeting and any other meeting concerning Congress organization, and their travelling to and attendance at Congress.
- Any cost that may be required for the participation of certain members of Executive at the Mid-term Meeting and the participation at Congress of any of those fully involved in its organization, as recommended by Executive.
- Payment of fees
The Congress Organizing Committee shall determine the methods of payment of Congress fees including Congress Proceedings, and charges for exhibition space made available to Corporate members and for Sponsorship, etc. Such fees shall be credited to the account of the COC, who shall pay to the ISSCT Secretariat a Congress host fee and any other financial benefits that may accrue to ISSCT funds as determined by Council.
Clause 6. Technical Program and Paper Acceptance
Subject to sub-clause 4.1, the choice, co-ordination, processing and presentation of communications shall follow the following procedures.
- The Technical Programme Committee shall be responsible for:
- determining the conditions of acceptance and the number of papers for each section and procedures for their processing;
- arranging for submitted papers to be refereed and accepted by the Chair of the relevant Section;
- ensuring that authors of accepted papers are informed of such decision and of the conditions attached to paper presentation, including the nomination of someone familiar with the communication to present it in case they are unable to attend Congress.
- The Congress Secretary-Treasurer shall liaise with the General Secretary and the Chair of the Technical Programme Committee, following the directions of the latter who will represent the Technical Panel in such matters as:
- ensuring that, other than papers invited by the Congress Chair, authors submitting papers are members;
- establishing that the author of each paper either registers to attend Congress or nominates another member with appropriate qualifications who is attending and willing to present and discuss the paper;
- implementing as practicable, the technical program as proposed for Congress by the Technical Programme Committee.
- making arrangements for the programme, proceedings and abstracts to be distributed to the delegates at Congress.
Clause 7. Processing of Papers and Proceedings
- The Executive shall appoint a Proceedings Editorial Committee under the Chair of Technical Programme Committee which shall include the Editor and the Commissioners, to co-ordinate, with the collaboration of the General Secretary and a representative of the Congress Organizing Committee, the processing and publication of the Proceedings.
- The Editorial Committee shall include, in addition to the Chair of Technical Programme Committee, the five Commissioners, the Editor, the General Secretary and an officer nominated by the Congress Organizing Committee.
- It is the duty of the Chair of the Technical Programme Committee, through the Editor and with the collaboration of the General Secretary and the Congress Secretary-Treasurer, to ensure that all the arrangements for the publication of the Congress Proceedings are carried out as rapidly and economically as possible, preferably for distribution to delegates at Congress and within six months after Congress to other recipients.
- Subject to sub-clauses 7.1, 7.3 and 7.5, it is the duty of the Editor to consult with the Chair of the Technical Programme Committee in order to comply with the requirements of the Technical Panel and with General Secretary and Congress Organizing Committee to ensure that all communications presented at Congress and all reports and relevant data concerning the administrative proceeds of the ISSCT and of Congress, are prepared for printing in the Proceedings.
- The General Secretary and the Congress Secretary-Treasurer shall submit to the Editor at a convenient and agreed time, all reports on the administrative proceedings of the ISSCT and of Congress as well as all relevant data, including the names of Congress Officers, Councillors, members of the Executive, Commissioners, Chairmen and members of Technical sections, and members of the Congress Organizing Committee and of any other Committees for publication in the Proceedings.
- All accepted papers shall have summaries prepared in English, Spanish and French; these summaries shall be available to members attending Congress and shall be published in the Proceedings.
- Papers presented at Congress may be submitted for publication in appropriate sugar journals as selected by the Executive upon the recommendation of the Technical Programme Committee according to any agreement which Executive would have come to with the editors of those sugar journals.
Clause 8. Appointment and duties of the Editor
- The Editor shall be appointed by the Executive for a term of 6 years covering two Congress periods, renewable for further periods of 3 years.
- The Editor shall be a member of the Technical Programme Committee and shall have the following specific duties and obligations to:
- be the secretary of the TPC and of the Proceedings Editorial Committee;
- make recommendations to Chair TPC regarding Guidelines for the submission and processing of communications;
- ensure that at least one author of each communication is a member of ISSCT, except as otherwise provided in the Constitution regarding participation in ISSCT activities;
- communicate with the Chair TPC, Commissioners and those who chair the Technical Sections, and the authors, concerning the processing of papers, their acceptance and their presentation at Congress;
- organize the publication of Proceedings, including any CD-Rom or other compact storage device version that may be produced, and make recommendations on the production cost and sale price, and to assist in their distribution;
- liaise with the Chair TPC, the General Secretary and Congress Organizing Committee, regarding Congress organization to foster communication among members generally.
- collaborate with the General Secretary for the publication of selected papers from the Proceedings as per Clause 7.7 and Article VII Clause 4.8.
Clause 9. Newsletters
- The Congress Organizing Committee must issue, from time to time prior to Congress, Newsletters to be distributed to registered members to keep them informed about the organization of Congress and about the host sugar cane industry and provide all details about congress participation. The General Secretary and the Chair Technical Programme Committee shall assist by submitting suitable necessary information.
Including items of technical interest submitted by the Chair of Technical Sections. A website may be created and other Internet facilities used for this purpose.
- The Congress Organizing Committee may keep Congress delegates informed about current events during Congress by the publication of a Congress Daily Newsletter which shall also include information on the organization of ISSCT affairs at Council, Executive and the Technical Panel and on the schedule of meetings to that effect.
Clause 10. Languages
- The primary language of the ISSCT shall be English.
- The Congress Organizing Committee shall liaise with the Compliance Committee of Executive for all matters related to languages.
- The Congress Organizing Committee shall provide simultaneous translations from English into Spanish and French languages of the Proceedings during Plenary Sessions, and, if possible, during Technical Sessions.
- Steps shall be taken by the Proceedings Editorial Committee to have abstracts of Communications translated into French and Spanish. The COC may request Executive Committee for the translation of abstracts in a site specific language separately at its own expense with reference that the English version prevails.
Clause 11. Administrative meetings at Congress
Prior to Congress, the General Secretary shall arrange with the Congress Secretary-Treasurer for schedule of meetings of Executive and its Standing Committees, Council, and the Technical Panel during Congress, and their venues. The General Secretary shall notify the appropriate members about the above arrangements as early as possible, preferably before Congress.
Article X: Finance
Clause 1. Source of ISSCT Funds
The funds of the ISSCT are:
- membership dues from members;
- Congress hosting fees;
- support from the institution hosting the Secretariat;
- donations or bequests.
Clause 2. Trust Funds
The ISSCT may set up trusts or foundations from donations and other monies received from fund raising activities to ensure security of its financial resources.
Clause 3. Budget, Audit and Review of Finances
The budget for the period starting just after a Congress until the end of the next one shall be approved by the Executive and presented at Council for comments and discussions.
- Audit and review
- The General Secretary shall close the Accounts at the end of the calendar month within 90 days prior to the opening of each Congress and shall arrange for an independent audit of these Accounts.
- A general review of the ISSCT’s finances accompanying an Audited Interim Statement as at the above date shall be submitted by the General Secretary to the Executive for approval and for presentation to Council for comments and discussions.
- Within 3 months after the end of the calendar month during which Congress ends, a final statement of Accounts including all the proceeds of Congress and closed as far as possible at the end of the Calendar month of Congress subject to an independent Audit, shall be circulated to Executive for approval at its next meeting and for presentation to Council for comments and discussions at the next Congress. This statement shall also be circulated among the outgoing members of the previous Executive.
- The General Secretary shall further supply a statement on disbursement of funds and the status of the ISSCT’s finances every six months and whenever requested to do so by the Executive.
Article XI: General
Councillors, Commissions, Technical Sections and Committees shall serve from the end of one Congress to the end of the following Congress.
All office bearers of the ISSCT shall not be elected or appointed to the same position for more than four consecutive Congresses.
Amendments to the Constitution may be proposed to Council by twenty Individual members or representatives of other categories of members or by an absolute majority of the Executive. Amendments shall require a two-thirds majority of Council.
By-Laws consistent with the Constitution may be adopted by the Executive and subsequently ratified by Council.
Clause 5. Distribution of copies of the Constitution
This Constitution shall always be available for consultation on the ISSCT website. A printed copy shall be forwarded by the General Secretary to Congress Officers, members of the Executive, Chairmen of Technical Sections and the Editor, and shall be available to Councillors on request or at the Congress.
Clause 6. Incongruences
The English version of this Constitution shall supersede any incongruence between the English version and other versions and/or policy statements.