INSTITUT INTERNATIONAL DU FROID INTERNATIONAL INSTITUTE OF REFRIGERATION 177, boulevard Malesherbes 75017, Paris, France Tel. +33 (0)1 42 27 32 35 Fax +33 (0)1 47 63 17 98 iif-iir@iifiir.org www.iifiir.org March 2017 INTERNAL REGULATIONS FOR THE SCIENCE AND TECHNOLOGY COUNCIL SECTIONS AND COMMISSIONS OF THE INTERNATIONAL INSTITUTE OF REFRIGERATION RÈGLEMENT INTÉRIEUR POUR LE CONSEIL SCIENCE ET TECHNOLOGIE, LES SECTIONS ET LES COMMISSIONS DE L INSTITUT INTERNATIONAL DU FROID
D uring its meeting of September 1958, the Technical Board of the International Institute of Refrigeration (IIR) adopted a set of internal regulations defining its working methods, as also those of the scientific and technical Commissions of the IIR. These regulations were slightly modified in 1968 to take into account the re-designation of the Technical Board as the Scientific Council and the adoption of rules appertaining to the presentation of papers of Commission meetings. A further modification has been found necessary in view of the change in the structure of the Scientific Council which came about during the meeting of the General Conference in Washington (August 28, 1971), particularly as a result of creating Sections within the Scientific Council (Article 15 of the General Regulations). During the General Conference on August 17, 2003, the name Scientific Council was changed in Science and Technology Council. L ors de sa session de septembre 1958, le Conseil Technique de l Institut International du Froid (IIF) avait adopté un règlement intérieur définissant ses méthodes de travail ainsi que celles des Commissions scientifiques et techniques de l IIF. Ce règlement a été légèrement modifié en 1968 pour tenir compte du changement de dénomination du Conseil Technique, devenu Conseil Scientifique et de l adoption d un règlement pour la présentation des communications aux réunions des commissions. Une nouvelle modification est rendue nécessaire par le changement de structure du Conseil Scientifique, intervenu lors de la Conférence Générale de Washington (28 août 1971) et notamment par suite de la création de «Sections» au sein du Conseil Scientifique (article 15 du Protocole d Application). Lors de la Conférence Générale à Washington le 17 août 2003, le changement de nom du «Conseil Scientifique» en «Conseil Science et Technologie» (CST) est approuvé. 2
CHAPTER I SCIENCE AND TECHNOLOGY COUNCIL (STC) Article 1 Functions and work of the STC a) The STC is established under Article XVII, item 1, of the Agreement and Article 15 of the General Regulations. Its main functions are: The direction and coordination of the studies and work of the Sections and Commissions Preparation of scientific and technical documents b) The scientific and technical documents adopted by the STC are published in the database of the IIR (Fridoc) or other publications of the IIR. The STC may decide to transmit these documents to the Executive Committee for further action, especially as regards application. Article 2 Meetings of the STC As directed in the Agreement (Article XVII, item 7) the STC ordinarily holds one meeting each year; it can hold extraordinary meetings on the initiative of its President or at the request of one third of its Members. Attendance at meetings is one of the duties of a Member of the STC. Members who are unable to attend, especially if they live very far away, should send their remarks and suggestions on the items of the agenda to the President in advance of the meeting. The minutes of the STC meetings will be sent to all Members of the STC, as well as to Vice-Presidents and Secretaries of Commissions. Article 3 Bureau of the STC The Bureau of the STC is composed of the President and Vice-Presidents of the STC and the Director General. The Bureau can meet at the instigation of the President. Article 4 Reports by Section Presidents to the STC At any ordinary meeting of the STC, each Section President shall submit a brief report on the work of his Section during the previous year. These reports shall be submitted in writing to the Director General of the IIR one month before the meeting in order to permit advance distribution to all Members of the STC. Commission Presidents will provide, in advance, Section Presidents with all the necessary information on the activities of their Commission in order that Section Presidents may present a summary statement during the meeting of the STC. Article 5 The scientific and technical program of International Congresses a) The Congress Organizing Committee shall send a draft scientific and technical program to the Director General of the IIR. b) The Director General shall transmit this draft to all Members of the STC. c) After having studied the draft and, where necessary, carried out any modifications in the domains within their competence, the President of Sections and Commissions shall submit the propositions to the Director General of the IIR and to the President of the STC. d) Taking these propositions into account, the STC will then take a decision on setting down the scientific and technical program for the Congress. This decision of the STC shall be taken two years prior to the Congress. Propositions from Section and Commission Presidents must reach the Central Office of the IIR three months prior the meeting of the STC. All drafts prepared by the Organizing Committee must be sent to the Head Office six months prior to the meeting of the STC. 3
Article 6 Functions and work of Sections Chapter II SECTIONS According to the directives laid down in Articles 15 and 16 of the General Regulations, scientific and technical Commissions will be grouped under Sections according to large sectors of activity (cryology; thermodynamic; biology; the cold chain; air conditioning). The main functions of Sections will be the direction and coordination of the studies and work of Commissions under their responsibility. Article 7 Meetings of Section Councils The Section Council, defined under Article 17 of the General Regulations, shall meet during the occasion of each International Congress and at least once between two Congresses, if possible immediately prior to the meeting of the STC; it can hold an extraordinary meeting on the initiative of its President or at the request of one-third of its members. Attendance at meetings of the Section Council is one of the duties of the Members of this Council. Members who are unable to attend a meeting, especially if they reside very far away, should submit their remarks and suggestions on the items of the agenda to the President in advance of the meeting. Article 8 Reports by Commission Presidents At any ordinary meetings of the Section Council, each Commission President shall submit a report on the work of his Commission during the previous year. Article 9 Functions and work of Commissions Chapter III COMMISSIONS a) According to Article XVII, item 1, of the International Agreement, Commissions shall study the scientific and technical problems falling within their technical area, as assigned to them by the General Regulations for the Application of the Agreement. b) The work of Commission essentially comprises planning and overseeing of technical activities and output in its technical area, which may include: - Conferences - Working Groups - Informatory Notes - Position statements - Guidelines and books - IIR website content. c) Where the work of a Commission, or group of Commissions, has as its object the preparation of a document of international recommendations, this document must be submitted to the STC for further action. Article 10 Creation of Sub-Commissions A Commission President may set up a Sub-Commission, in agreement with the President of the relevant Section, to study certain aspects within the domain of the Commission. Such Sub-Commissions are quasi-permanent and will normally be set up after consultation with the STC. 4
Article 11 Meetings of Commissions A Commission should hold a Commission meeting at least once in two years. The same applies to Sub- Commissions. Several Commissions may hold joint sessions. Article 12 Participation at meetings Typically, Commission meetings are open to anyone interested in the technical area covered by the Commission. In some cases, the President of the Commission can restrict the meeting only to Commission Members depending to the matter under discussion. The President of the Commission also has the power to invite any person qualified in the subject under discussion. Article 13 Preparation of meetings The Commission meeting shall be announced to Commission members at least 90 days before the date of the meeting. Article 15 Objectives Chapter IV WORKING GROUPS The International Agreement (Article XIX) envisages the setting up of Working Groups (WGs) under the aegis of the IIR to provide solutions to certain important problems, for example: a) establishing recommendations designed to modify existing practice in a field where it has become out-of-date, or is generally agreed to be unsatisfactory; b) providing, when asked to do so, another International Organization with information on the basis of which international recommendations may be established; c) deciding on the position to be taken by the IIR in some technical issues which can be foreseen as arising in the future. Article 16 Formation of Working Groups A Working Group is set up by agreement between the initiators of the Working Group, Presidents of the interested Commissions, corresponding Sections Heads, the President of the STC, and the IIR Director General. The Terms of Reference are agreed by the aforementioned persons. The Chair of the Working Group is nominated by the same authority. The Terms of Reference identifies the lead Commission, which President provides direct oversight and support for Working Group s activities. Article 17 Composition of Working Groups WG members can be either Commission members, IIR private members, or representatives of corporate members of the IIR. However, the WG Chair can admit non-iir members if he/she judges their scientific/professional expertise to be instrumental to reaching the objectives of the WG. Article 18 Working and Responsibilities of Working Groups The Terms of Reference shall identify the expected output of the Working Group. Examples of possible outputs include: - Guide or technical report - Informatory Note - Workshop or conference and its proceedings - Special Issue of the International Journal of Refrigeration - Proposal of an IIR position document on an emerging technology or environmental issue 5
Documents prepared by a Working Group must be broadly circulated for comments; these consultations during the lifetime of the Group are made in the name of the Working Group, and not that of the IIR; it must be mentioned that the documents are drafts. Draft documents must not use the IIR logo. The final version of a document prepared by a Working Group and duly approved by the Group, including possible contrary opinions, must be accepted by the interested Commissions. It is then submitted, for decision on future action, to the STC. In case of urgency, a decision may be given by the President of the STC in consultation of the President of the lead Commission. 6