The Executive Committee is empowered by the Constitution (Article VIII, 8) to establish Bylaws as necessary to achieve the objectives of the League, subject to their not being in conflict with the Constitution and to their ratification by the General Assembly.
The Secretary-General shall keep a book containing the current Bylaws, in which all modifications are entered as they are made.
- For each phase of the election, the Elections Commission shall ascertain if candidates are available and willing to serve. Candidates will provide the Elections Commission with appropriate background information on their candidacy. This information will be sent to each Chapter and published in appropriate League publications.
- Each Chapter has from 1 to 6 votes depending on the number of dues paying members in good standing.
- For the election of the President, the Elections Commission shall submit to the Chapters a list of persons fulfilling the requirements of the Constitution (Article VIII, 3), who are available and willing to serve and will ask each Chapter to vote for one of them. If one of the candidates receives more that fifty percent of all possible votes, that candidate shall be elected. If this is not the case, a run-off shall be held between the two candidates that received the highest number of votes. The candidate in the run-off that receives the highest number of votes cast shall be elected. If both candidates receive the same number of votes, the Elections Commission has the final choice.
- Following completion of the Presidential Election, the Elections Commission shall request each Chapter to submit a slate of four names as candidates for the remaining officer positions.
- The geographic representation of the candidates must allow for the eventual election of officers who meet the geographic distribution requirement stated in the Constitution (Article VIII, 6)
- The Elections Commission shall choose a slate of not more than twelve candidates on the basis of weighted multiple nominations from the lists submitted by the Chapters. The Commission shall ascertain that these candidates are available and willing to serve.
- The Elections Commission shall then submit the slate to each Chapter for voting by mail, e-mail, or fax. This is the fourth and final stage in the election process. If two or more candidates obtain the same number of votes the Elections Commission has the final choice.
- The Elections Commission will, with the advice and consent of the President-Elect, appoint the Secretary-General, Treasurer, and two Vice Presidents from the newly elected slate.
II. Duties of Officers
- The President shall preside at meetings of the Executive Committee and the General Assembly.
- The President, Secretary-General and Treasurer shall act as Management Committee in between meetings of the Executive Committee. Their actions shall be subject to ratification by the Executive Committee.
- The Vice Presidents shall assist the President, and the First Vice President shall assume the duties of the President in his absence. In case of the inability of the first Vice President to serve, his place shall be taken by the Second Vice President.
- The Secretary-General shall conduct the affairs of the League under the direction of the Executive Committee.
- The Treasurer shall administer the accounts of the League.
III. The General Assembly
Unless otherwise indicated, matters brought before the General Assembly shall be decided by majority of vote of those attending an official meeting or responding to a mail ballot. The number of votes accorded to each Delegate shall depend on the number of professional dues paying members in his/her Chapter according to the most recent statement provided by the Chapter. The number of votes shall be determined by a sliding scale where a second vote is obtained when the membership has passed the number of 50, and where the increase of membership giving an additional vote doubles for every step. There shall be a maximum of six votes for any chapter:
|up to 50 members
|above 1,500 members
Chapters that do not collect dues shall have one vote.
- The Editorial Advisory Board shall advise the editors on matters of general policies and arbitrate on matters referred to it by the Editor-in-Chief, but shall leave the day-to-day conduct of the journal entirely to the Editor-in-Chief and the Editorial Board consisting of the editors, working with the publisher.
- The Executive Committee shall approve or terminate any contract with the publisher. It shall determine the budget of Epilepsia.
- The Editor-in-Chief will take all steps necessary to fulfill the aims of the League through its journal, Epilepsia. The Editor-in-Chief shall: conduct the day-to-day business of the journal in conjunction with the Editorial board and the publisher; have final responsibility for the acceptance or rejection of manuscripts; call meetings of the Editorial Board in special situations; recommend a budget for Epilepsia on request of the Executive Committee; and render an account of expenses incurred.
V. Information and Communication
- The Information Officer supervises the publication of Epigraph at least twice annually.
- The Information Officer is responsible for the information published on the Website and serves as Chair of the Website Taskforce.
- The Information Officer oversees the activities of, and the contract with, the Epilepsy Information Center.
VI. Commissions and Taskforces
- Each Commission and Taskforce shall have a Chair appointed by the President.
- The term of office of each Commission shall expire at the end of the term of the Executive Committee, but it may be renewed in the same or a revised composition by the new President of the ILAE.
- Taskforces are appointed for specific purposes and their term of office expires when their duties are completed.
- The Chair of each Commission and Taskforce shall make interim reports and recommendations to the Executive Committee as deemed necessary and shall submit a final report at the conclusion of their term. Said final report shall be communicated to the Chapters.
VII. Chapters’ Obligations
- Each Chapter must send to the ILAE Secretary-General the names and contact information of its officers within thirty days after the Chapter’s General Assembly Meeting during which a new Executive Committee takes office. Documentation, such as minutes of this meeting, must accompany the contact information. If changes in contact addresses occur these must be immediately reported to the Secretary-General of the ILAE.
- In March of each year, every Chapter shall send to the ILAE’s Secretary-General the names and addresses of its members as of December 31 of the previous year.
- Before July 1 of each year, each Chapter shall pay to the ILAE annual dues which shall be proportional to the number of dues paying members as of December 31 of the previous year, and shall be fixed for each fiscal period of the General Assembly. Dues for a Chapter are 3% of the annual dues that the Chapter charges each member, multiplied by the number of Chapter members, or a minimum payment of $10 (U.S.), whichever is highest. In countries where exchange regulations do not allow for remittance of funds outside the country, then escrow accounts may be established with the approval of the ILAE Treasurer.
- If a Chapter without consent of the Executive Committee omits paying its dues it will be once warned to do so; if the next year dues are again not paid the Executive Committee will propose disaffiliation to the General Assembly by mail ballot. Two-thirds of votes cast (with at least two-thirds of all available votes having been cast) have to confirm disaffiliation.
VIII. Fiscal Year
The fiscal period of the ILAE shall be July 1 through June 30.
- The location of the ILAE’s Headquarters Office will be determined by the Executive Committee.
- The Executive Committee is empowered to retain such staff and contract for other professional services as may be necessary to carry out the functions of the League.
- The International Congress of ILAE shall be held ordinarily every two years, in conjunction with the International Bureau for Epilepsy.
- In the year between two International Congresses of the ILAE, the Regional Divisions of the ILAE will organize Regional Congresses with the support of the ILAE.
- The ILAE may sponsor or support, wholly or in part, other meetings relevant to its objectives. Such a meeting shall not be designated as an International Congress of the League.
- Regional Commissions shall consist of representatives elected by local chapters together with a Chair and Secretary appointed by the ILAE President. Chapters can belong to only one region.
- Regional Commissions should meet from one to three times a year and must submit an annual budget for approval to the Executive Committee.
- Regional Councils may be established to include members from all local chapters. In some regions, Councils may include non-voting members from countries without Chapters. Councils are expected to meet at least once per year.
- Regional Commissions should aim to develop, stimulate and coordinate the epileptology agenda in their part of the world.
- Regional Commissions should promote the activities of local chapters, encourage similar policies and administrative structures and facilitate their involvement within the global ILAE agenda.
- Regional Commissions should coordinate local educational activities via the formation of a regional epilepsy academy.
- Regional Commissions should run their congresses under the direction of the International Director of Meetings (IDM).
- Regional Commissions should review epilepsy services and the size of the treatment gap in each country and aim to improve the former and reduce the latter.
- Regional Commissions should develop documents with the aim of stimulating local medicopolitical initiatives and improving patient care.
XII. Cooperation with the International Bureau for Epilepsy (IBE)
- ILAE shall cooperate with IBE on all levels — international, national, regional, and chapter — to ensure maximum efficiency in promoting quality of life for people with epilepsy.
- Each ILAE Chapter shall promote the establishment and/or assist in establishing a chapter of the Bureau, if such a chapter does not exist.
- At least annually, and more frequently if possible, the Executive Committee shall meet jointly with the Executive Committee of the IBE, to consider matters of mutual interest and/or responsibility to both ECs. Such a meeting shall be known in full as a Joint Meeting of the Executive Committees of the IBE and ILAE, and in brief as a JEC.
- A JEC shall have no financial or constitutional power or existence independent of the Executive Committees of the IBE and ILAE. It is a meeting of two separate and independent constitutionally defined bodies, not an entity in itself.
- Matters to be considered by a JEC shall include International Epilepsy Congresses, the Global Campaign, the Epilepsy Website, the International Resource Center, and such other matters as the IBE and ILAE Executive Committees shall consider appropriate to be delegated to consideration and decision by a JEC.
- A proposed action by a JEC should not be in conflict with the Constitution of the ILAE and must be ratified by the two ILAE and IBE Executive Committees prior to implementation.
- Chairing of each JEC shall be shared equally between the IBE and ILAE Presidents, or their nominees, in a manner acceptable to both. The Chairperson of a JEC shall not have a casting (i.e., tie-breaking) vote.
- A quorum for a JEC shall be the presence of a majority of the members of each of the IBE and ILAE Executive Committees.
- A JEC may be called at any time mutually acceptable to the Presidents of both the IBE and ILAE.
- To be considered by a JEC, a motion must be moved by a member of one Executive Committee, and seconded by a member of the other.
- Members of the Management Committee of each of the IBE and ILAE, although ex officio members of both Executive Committees, shall each have only one vote in a JEC meeting.
- Responsibility for administration, minuting etc. of JECs shall be shared equally between the Secretaries-General of the IBE and ILAE, in a manner acceptable to both.
- Responsibility for overseeing all financial matters considered by JECs shall be shared equally between the Treasurers of the IBE and ILAE, in a manner acceptable to both.
A. Joint Management Committee, consisting of the Management Committees of each of the IBE and ILAE, is authorized to take actions in the name of a JEC between JEC meetings. Such actions must:
- Be approved by a majority (i.e., two members) of each of the Management Committees of the IBE and ILAE.
- Be in accord with policies of both the IBE and ILAE.
- Involve neither Executive Committee in expenditure exceeding a sum to be set by each Executive Committee.
- Be notified to each Executive Committee as soon as possible.
- Be ratified by each Executive Committee at its next meeting.
Executive Committee members, officers, and other authorized staff, volunteers, or agents of the ILAE shall be indemnified against claims arising in connection with their positions or activities on behalf of the ILAE to the full extent permitted by law.
The Executive Committee shall have the power to amend these Bylaws by the affirmative vote of a majority of the voting Executive Committee members then in office, provided that notice of the proposal to amend the Bylaws is provided to the Executive Committee with at least thirty days’ notice.