Section 1 Mission and objectives of the Young Academy
(1) The Young Academy of the Bavarian Academy of Sciences and Humanities sees itself as a forum for young researchers, where representatives from various disciplines engage in interdisciplinary discussions on cutting-edge issues and form cross-disciplinary networks. (2) It helps to enrich the current academic landscape through interdisciplinary and inter-university cooperation, as well as by facilitating exchanges between established researchers* and junior researchers. (3) The Young Academy thus aims to promote interdisciplinary exchange; it seeks to further develop the projects represented within the Young Academy through dialogue with the Academy’s members and actively works to strengthen cooperation between universities and research institutes. (4) This creates a forum for non-university qualifications, the benefits of which lie in interdisciplinary dialogue and in networking the Young Academy’s research projects within the academic community. (5) With a view to promoting the interests of junior researchers in Bavaria, the Young Academy can also act as a point of contact in a national and international context.
Section 1 Status
(1) The Young Academy of the Bavarian Academy of Sciences and Humanities is an institute of the Bavarian Academy of Sciences and Humanities and the Bavarian State Ministry of Science, Research and the Arts. (2) The Young Academy carries out its functions independently and is responsible for determining the content of its work. (3) The Academy’s central offices provide administrative support for the Young Academy.
Section 3 Responsibilities
(1) The Young Academy was established to support the next generation of young scientists in Bavaria. (2) It supports the research of outstanding young researchers and aims to strengthen cooperation between Bavarian universities and research institutes. (3) The Young Academy fosters interdisciplinary exchange and promotes forward-looking research, particularly in cross-disciplinary projects. (4) It also provides a forum where junior researchers can express their views and engage in dialogue with established academics (in particular members of the Bavarian Academy of Sciences and Humanities). (5) The Young Academy is committed to supporting junior researchers and promoting a healthy work-life balance.
Section 1 General provisions
(1) The members of the Young Academy elect a spokesperson and a deputy spokesperson from among their number. (2) This spokesperson is responsible for the day-to-day running of the Young Academy. (3) He or she represents the interests of the Young Academy and its members in dealings with the Bavarian Academy of Sciences and Humanities, as well as in dealings with external parties. (4) The Academy’s central offices assist the spokesperson in performing his or her duties.
Section 2 Responsibilities
(1) The spokesperson coordinates events organised by the Young Academy. (2) He or she must ensure that all Young Academy members are able to fulfil their obligation to attend. (3) Twice a year, he or she shall submit a report to the Academy’s Executive Committee on the Young Academy’s completed and planned activities and discuss it with the Executive Committee. (4) He or she also keeps the central offices informed about the Young Academy’s day-to-day affairs.
Section 3 Deputy
(1) The deputy spokesperson assists the spokesperson in carrying out his or her duties. (2) He or she acts as a substitute for the spokesperson if the spokesperson is unable to attend. (3) If necessary – in particular if the spokesperson and the deputy spokesperson are unable to attend – the members may appoint a further deputy from among themselves.
Section 1 Eligibility to vote
(1) Members of the Young Academy are eligible to vote. (2) The spokesperson and the deputy spokesperson are elected for a term of one year. (3) Re-election is permitted. (4) The President or his or her deputy shall preside over the election.
Section 2 Advance notice of election
(1) The current spokesperson, or his or her deputy if the spokesperson is absent, shall issue a written invitation or an e-mail invitation to take part in the election. (2) The invitation must be sent with advance notice of two weeks.
Section 3 Voting rights
(1) A discussion may take place amongst the members prior to the election. (2) The election of the spokesperson and the election of the deputy spokesperson shall take place in two separate votes by a show of hands. (3) If requested by one third of the members present, the election shall be held by secret ballot using ballot papers. (4) The election is valid if all members have been duly invited, at least two-thirds of the members are present, and at least two-thirds of the members present have voted. (5) Voting rights are non-transferable. (6) The candidate who secures a simple majority of the votes cast is elected. (7) In the event of a tie, a second ballot shall be held. (8) This shall be repeated up to three times. If, even after three further ballots, no candidate secures a simple majority, the decision shall be made by drawing lots.
Section 4 Minutes
(1) Minutes of the election shall be drawn up by a member of the Young Academy. (2) The minutes of the election shall be signed by the minute-taker and the returning officer. (3) The attendance register shall be attached to the minutes of the election.
Section 5 Assumption of duties
The newly elected spokesperson and the newly elected deputy spokesperson shall take up their duties immediately.
Section 6 Miscellaneous
(1) If the spokesperson leaves the Young Academy before the end of his or her term of office, the deputy spokesperson shall invite the members of the Young Academy to an extraordinary meeting to elect a new spokesperson. (2) If the deputy spokesperson leaves the Young Academy before the end of his or her term of office, the spokesperson shall invite the members to an extraordinary meeting to elect a new deputy spokesperson. (3) Section 5(2) applies mutatis mutandis.
Section 1 Frequency
(1) Twice a year, the spokesperson shall invite the members of the Young Academy and the members of the Academy’s Executive committee to a meeting. (2) Motions for the agenda of these meetings may be submitted by members of the Young Academy and by members of the Executive Committee of the Bavarian Academy of Sciences and Humanities. (3) Motions must be submitted to the spokesperson at least one week before each meeting and must then be included on the agenda.
Section 2 Miscellaneous
(1) At the request of two members of the Executive Committee or at least one third of the members of the Young Academy, or as required, the spokesperson shall convene the members of the Young Academy for meetings.
Section 3 Agenda
(1) The spokesperson shall draw up the agenda for the meetings. (2) As a rule, the meetings are not open to the public. (3) In consultation with the members, and in the case of meetings held in accordance with Section 7(1), in consultation with the members of the Executive Committee of the Bavarian Academy of Sciences and Humanities, the spokesperson may admit guests to a meeting or to discuss specific agenda items.
Section 4 Motions
(1) Motions received after the deadline, with the exception of those under the agenda item ‘Any other business’, may still be included in the agenda by a resolution of the members of the Young Academy at the start of the meeting. (2) Otherwise, they must be deferred until the next meeting.
Section 5 Adjournment
Items on the agenda that could not be dealt with, or could not be dealt with conclusively, during a meeting should, as a rule, be placed at the top of the agenda for the next meeting.
Section 1 Convening a meeting
(1) The spokesperson shall convene the meetings, enclosing the agenda. (2) In the case of meetings held in accordance with Section 6(1), the notice shall be given in writing; in all other cases, it shall be given in writing or via e-mail. (3) The notice convening the meeting must be sent out so that the invitees receive it two weeks before the meeting. (4) In urgent cases, the notice period may be reduced to one week.
Section 2 Agenda items
If items on the agenda are to be considered for a second time due to a previous lack of a quorum, the notice of meeting shall state that a quorum is not required for the consideration of these items.
Section 4 Absence
(1) Members who are unable to attend should give timely notice of their absence from meetings. (2) Written statements from members who are unable to attend may be read out. (3) Members attending the meetings shall sign the attendance register.
Section 1 Chairing of meetings
(1) The spokesperson chairs the meetings. (2) If the spokesperson is unable to attend, the deputy spokesperson shall chair the meeting.
Section 2 Proper convening of meetings
After opening the meeting, the spokesperson shall confirm that the meeting has been duly convened.
Section 3 Quorum
(1) To pass a resolution, the Young Academy requires the presence of at least half of the members. (2) Resolutions shall be adopted by a majority vote of those present. (3) In the event of a tie, the spokesperson shall have the casting vote.
Section 1 Approval of the agenda items
(1) At the start of the meeting, the agenda shall be adopted and, where applicable, a vote shall be taken on any motions received after the deadline in accordance with Section 3(3). (2) Any addition to the agenda requires the consent of all members present.
Section 2 Agenda items
The individual items on the agenda will be discussed and decided upon in the specified order.
Section 3 Opportunity to speak
The spokesperson shall introduce the relevant agenda item or call on another member to speak on it.
Section 4 List of speakers
(1) The spokesperson keeps track of the list of speakers. (2) He or she shall call upon speakers in the order in which they have spoken or in response to procedural motions. (3) A procedural motion may be raised to interrupt the list of speakers once a speaker has finished speaking.
Section 5 Procedural motions
(1) Procedural motions may be raised regarding the following:
a) Adjournment or temporary suspension of the meeting
b) Postponement of an item on the agenda
c) Closure of the debate
d) End of the list of speakers
e) Secret ballot
f) Wording of the question put to a vote
(2) If no objection is raised to a procedural motion, the procedural motion is adopted. (3) Otherwise, a vote shall be taken after hearing any objections.
Section 6 End of meeting
Once the agenda has been dealt with and any questions have been answered, the spokesperson shall declare the meeting closed
Section 1 Order of voting
(1) Once the discussion on an agenda item has concluded, or once a motion to “close the debate” has been adopted, a vote shall be taken. (2) Where several motions are put to the vote, they shall be voted on in the following order: a) procedural motions; b) motions of a more far-reaching nature; motions of a more far-reaching nature are those which require greater effort or concern a more drastic measure; c) motions tabled first, provided that the later motion does not fall within the scope of the two preceding categories of motions.
Section 2 Arrangements
Before any vote, with the exception of elections and appointments, the spokesperson must, in consultation with the proposer, phrase the question to be put to the vote in such a way that it can be answered with ‘yes’ or ‘no’.
Section 3 Resolutions
(1) Resolutions are generally passed by a majority of the votes cast. (2) Abstentions shall not be counted as votes cast. (3) Voting shall be carried out by open ballot. (4) In the event of a tie, the spokesperson shall have the casting vote.
Section 4 Voting rights
The delegation of voting rights is not permitted, including in elections and appointments.
Section 5 Secret ballot
(1) If requested by at least one third of the members present, the decision shall be taken by secret ballot. (2) Ballot papers shall be used for the voting by secret ballot. (3) In the event of a tie, the spokesperson may call for a re-vote. (4) In that case, he or she has two votes. (5) If there is another tie, the motion is rejected.
Section 1 Form
(1) Minutes shall be kept of the meetings, recording not only the items discussed and, where possible, a brief summary of the discussions, but in particular the resolutions adopted. (2) Where the Statutes or the Rules of Procedure impose specific requirements regarding the voting ratio, the minutes must state whether these requirements have been met. (3) The Academy’s central offices shall receive a copy of the minutes within one week of the meeting.
Section 2 Approval of the minutes
The minutes of the meetings are taken by one of the members of the Young Academy and approved by the members at the next meeting.
Section 1 Final provisions
(1) These Rules of Procedure supplement the Statutes, as amended from time to time. (2) In the event of any doubt, the provisions of the Statutes, in particular Section V thereof, shall take precedence over the provisions of these Rules of Procedure. (3) In all other respects, the provisions of the Rules of Procedure of the Bavarian Academy of Sciences and Humanities shall apply in addition. (4) Resolutions to amend the Rules of Procedure require a two-thirds majority of the members of the Young Academy.