Standard Operational Procedure for the IUTOX Nominating Committee

The Nominating Committee carries out its functions in accordance with the stipulations of Sections D-3 and E-1 of the IUTOX Constitution. The following procedural guideline, namely, the Standard Operational Procedure for the IUTOX Nominating Committee has been prepared in accordance with the principles delineated in the IUTOX Constitution.

The Nominating Committee is elected by the General Assembly held during the tri-annual International Congress of Toxicology and is chaired by the Past-President who is an ex officio member of the Executive Committee. The Past-President contacts the Secretary General who, no later than two hundred and seventy days before the next General Assembly, shall request Member Societies to send a list of nominees for officers and directorships to the next Executive Committee. The list of nominees, accompanied by short curriculum vitae, shall be submitted by the Secretary General to the Chair of the Nominating Committee at least 150 days before the General Assembly, who then distributes the list among the Nominating Committee members for review. Additional nominations may be made to the Secretary General by at least 3 Member Societies at least 120 days before the General Assembly. The Nominating Committee reviews the nominations by communication between its members through e-mail exchanges and thereafter prepares a list of nominees with at least two candidates for each Executive Committee position. The final list of nominees is forwarded by the Nominating Committee to the Secretary General no later than 100 days before the General Assembly.

The final list of nominees shall be sent by the Secretary General to the Executive Committee and the Member Societies no later than 90 days before the General Assembly.
The Past-President shall contact those members of the Executive Committee who are eligible for re-election and inquire whether they wish to stand for re-election. The Nominating Committee shall pay due regard to continuity of membership from the previous Executive Committee to the next one, and to gender and geographical distribution of the nominees. It is the duty of the Nominating Committee to ensure that a full complement of members of the Executive Committee and all Standing Committees are maintained.

The Past-President shall in addition prepare a slate of nominees for the 5 members of the new Nominating Committee to be elected at the General Assembly. Nominations shall also be called for from the floor.

The Past-President heads the voting process during the General Assembly. Election of the new Executive Committee is based upon votes cast at the General Assembly. Member Societies may also vote by secret ballot in advance. The Past-President is responsible for conducting a secret ballot election of the Nominating Committee during the General Assembly.

Two scrutineers, who shall be Councillors in attendance, are appointed by the General Assembly. The scrutineers shall examine the ballots for authenticity, open and count the ballots.
In the case of a vacancy in the Executive Committee during the time period between two General Assemblies, the President contacts the Nominating Committee for proposing of a suitable candidate for a temporary filling of the vacant officer-/directorship.