Article 1 – Name and Scope
The Association as founded was called the “Irish Ergonomics Society” (IES). In 2019 it was revised to the Irish Human Factors and Ergonomics Society (IHFES). The Association has its office in Limerick and is unlimited in duration. The Association may form regional sections, groups or delegations. The Association is non-political, non-union, non-confessional and non-profitmaking.
Article 2 – Purpose
A full expression is given in the IHFES Mission Statement but in general it aims to foster the development of ergonomics and the diffusion and improvement of knowledge and experience related to the ergonomics approach, with due regard for social and production needs. It shall process Irish applications for registration as a European Ergonomist and shall endeavour to ensure that high professional standards are maintained by them and by all its members.
Article 3 – Members
The IHFES shall consist of Fellows, Members, Associates, Affiliates and Students. Fellows and Members shall have the right to one vote at general meetings but may appoint a proxy provided the name of the proxy is communicated in writing and received not later than the day before the vote is held. Associates, Affiliates and Students may participate in General Meetings but without any right to vote.
Membership requirements and endorsements are specified on the current version of the application form.
Membership ceases following any one of:-
- Non-payment of fees.
- Activities and deeds contrary to the aims of the IHFES.
Resignations must be given in writing to the Chairman. Defaulting members will be dropped automatically after two years of non-payment of fees. Such members may be reinstated upon payment of all outstanding fees. Cessation of membership for activities and deeds contrary to the aims of the IHFES shall be decided by a General Meeting upon proposal by the Chairman.
Article 4 – Management
The Society is governed by:-
- General Meetings (Annual and Extraordinary).
- The Chairman.
Article 5 – General Meetings
There shall be a General Meeting at least once every year, convened by the Chairman, and there can be an Extraordinary General Meeting upon request by the Committee or by one third of voting members. The General Meeting consists of all Fellows and Members in good standing; Associates, Affiliates and Students may participate without the right to vote.
The Annual General Meeting shall:-
- Elect the Chairman
- Elect the Committee
- Elect the Auditors
- Approve the annual budget and financial statement
- Fix the membership fees
- Approve the Society’s programme of activities.
An Extraordinary General Meeting shall:-
- Approve amendments to the Constitution
- Decide on the dissolution of the Society.
- Deal with any issue of emergency.
A General Meeting is deemed valid provided it has been called in accordance with the provisions of the first paragraph and provided that the membership has been notified of it, in writing, postmarked not less than 14 days before the date of the meeting.
Members who are unable to attend a General Meeting in person may delegate another member to provide representation by means of a written proxy. No member may hold more than 3 proxies.
The decisions of a General Meeting are made by an absolute majority of votes, whatever the number of members present.
Approval of amendments to the Constitution requires a two-thirds majority of the votes cast including proxies.
A decision to dissolve the Society requires approval by two-thirds of the voting members.
Whenever the Committee deems fit members may be asked to express their views and decisions on the topics proposed by means of a ballot vote. Such a ballot shall be deemed valid whatever the number of voting members participating in it.
All questions shall be determined by a simple majority of votes, except for amendments to the Constitution or dissolution of the Society, in which cases the majority set out in the Constitution is required.
Article 6 – Committee
The Committee shall be elected by the Annual General Meeting by secret ballot for a period of one year.
The Committee shall consist of the Chairman and 6 members selected at the Annual General Meeting, and the Committee may co-opt not more than 2 other members. In addition associate members shall be entitled to elect 1 associate member onto the committee. All but one of the Committee members must be voting members of the IHFES.
The Committee shall elect from among its members, by an absolute majority of those having the right to vote, one deputy Chairman, one Secretary and a Treasurer.
The Committee shall govern and co-ordinate the activities of the Society in accordance with the guidelines approved by the General Meetings, prepare the budget and financial statements, and the programme of activities for approval by the Annual General Meeting.
The Committee may set up regional and inter-regional sections, groups or delegations and the programmes of activities thereof shall be subject to Committee approval.
The Committee shall appoint working groups or sub-committees for special purposes. The Committee shall appoint a representative for liaison with the International Ergonomics Association and with other Irish and overseas associations.
The Committee shall decide on membership applications and refer to a General Meeting members for whom disciplinary action is proposed. The Committee shall propose the annual membership fees to the Annual General Meeting for approval.
The Committee is convened by the Chairman, who presides at the meetings, at least twice per year or upon request by half plus one of the Committee members.
Meetings of the Committee are deemed valid when at least 3 members are present and at least 7 days’ notice has been given.
All questions are decided by an absolute majority of votes by those present; in the case of an equal vote the Chairman holds a casting vote.
A Committee member who fails to attend three consecutive Committee meetings shall automatically cease to be a Committee member and can be replaced by a co-opted member subject to the approval of the Committee.
Article 7 – Chairman
The Chairman shall represent the Society in all respects.
Article 8 – Registration Sub-Committee
The Committee shall appoint a Registration Sub-Committee to process Irish applications for registration as a European Ergonomist.
This Sub-Committee shall ascertain whether or not an applicant meets the criteria specified for registration and shall inform the applicant of its decision.
Where the application is refused the applicant shall be advised, in writing, of the reasons for its decision. It may also suggest remedial action it deems appropriate.
If an application is approved, or is deemed to be one on which it is difficult to reach a definite conclusion, the Sub-Committee shall pass on to the Centre for the Registration of European Ergonomists (CREE) all the relevant documents, along with the Sub-Committees comments, and shall notify the applicant of this step. Once a decision has been received from CREE this shall be communicated in writing to the applicant.
When the Sub-Committee deems that a European Ergonomist has violated the Professional Code of Conduct specified by CREE it shall report this matter to CREE so that proceedings can commence to decide whether or not the person in question is to be struck off the Register.
Article 9 – Auditors
The Auditors are responsible for ensuring the correct financial administration of the Society: they shall check on cash operations, ensure that book-keeping is in order, and examine the financial statements for honesty and accuracy.
Article 10 – Income and Membership Fees
The financial income of the Society shall consist of the annual membership fees paid by members and of financial contributions made to the Society for any purpose that is compatible with the aims of the Society.
The annual membership fees shall be approved by the Annual General Meeting upon proposal by the Committee. Fellows shall pay 110% of the Member’s fee, Associates and Affiliates shall pay 50% of it, and Students 25% of it to the nearest euro.
The Society’s funds may be administered by the Chairman or by the Treasurer with separate signatures.
Article 11 – Amendments To The Constitution
Proposals for amendments to the Constitution must be made by the Committee or by at least one-third of the members with the right to vote.
Approval of any amendments to the Constitution requires a two-thirds majority of the votes cast including proxies.
Article 12 – Dissolution
Dissolution of the Society may be decided by a General Meeting by a majority vote of two-thirds of the votes cast including proxies.
The General Meeting shall, at the same time, appoint a liquidator to carry out the operations required and fix the related fee.
Any residual funds after liquidation shall, save any other decision by the General Meeting, be assigned to University Institutes or organisations having similar aims to the IHFES, or to establish scholarships for specialisation in ergonomics research.