Template for Internal Regulations and Bylaws  

Regional IEA Groups (RIG) may be set up according to Article 6 of the IEA Bylaws. Council must approve the regional regulations before a regional group may act in an official IEA capacity. The Regional Councilor must present to Council the regulations and the names of proposed members of the Regional Council.  Once created, future Regional Councilors are expected to chair the group.

At present there are two approved regional groups: The European Epidemiology Federation (EEF), which has operated alongside IEA in Europe, and more recently, the African Epidemiology Association (AfEA) in Africa. The AfEA was launched in 2010 at the Edinburgh World Conference. It 2015 AfEA gained a Certificate of Incorporation in Nigeria, and a tax registration certificate was awarded in 2018.

The following wording is suggested for the regulations governing IEA regional groups. Words in square brackets should be replaced by the appropriate local terms.  Additions of local relevance should be added as required.

1.  Nature 
The [REGION NAME] Regional IEA Group (RIG) is a regional structure of the International Epidemiological Association, established in accordance with article 6 of the IEA Bylaws.

2.  Aims 
Within the aims and objectives of IEA encompassing, and in accordance with Article 1 of the Constitution, “the development of epidemiological methods in all fields of health”, the aims of the Regional Group are:

   • To network professionals working in the field of epidemiology in the region;
   • To encourage and improve the quality of epidemiological research;
   • To foster the use of such research in public health and clinical medicine domains;
   • To encourage establishment of or join forces with national groups / societies, of similar aims and objectives within the region; and
   • To capitalize on national and regional resources to achieve such objectives.

Such objectives are pursued by:

   • Holding regional meetings, seminars, workshops and training programs in collaboration with local and regional societies;  
   • Discussing, preparing and distributing concept papers;
   • Preparing and producing newsletters, reflecting ongoing research and major activities in the region; and
   • Promoting opportunities, conditions and resources conducive of sound epidemiological research.

3.  Members and voting rights 
Members of the [RIG] must be members of the IEA and resident in the [REGION] region. As IEA members, they may vote for the election of the IEA Councilor for [Region], according to the procedures of the IEA Constitution and Bylaws and have a right to vote at the [RIG] business meetings.

4.  Business meetings 
[RIG] business meetings shall normally be held at the regional meetings and not less frequently than every three years.

A [RIG] business meeting will be announced to [Regional] members of the IEA at least 120 days before the scheduled date. The business to be transacted shall include the officers’ reports and any other items accepted by a majority of the present members and voting. 

Special business meetings may be convened at any time by the IEA Regional Councilor or a majority of the Board. Notice of this meeting shall be sent to the voting membership at least 70 days before the scheduled date for the meeting.

6.  Board 
The Board of the [RIG] is composed of the chairman, vice-chairman, past chairman, secretary and treasurer.  The IEA Regional Councilor is ex officio the chairman. The vice-chairman, treasurer and secretary are elected by the regional membership. Nominations may be made by any [RIG] member 48 hours before the date of the Election Business Meeting.

The term of office is 3 years, coterminous with the period of the IEA Council.  Officers may be re-elected for a maximum of three terms.

IEA Executive Committee members resident in [REGION] are also ex officio voting members of the Board. 

7.  Voting at business meetings and in the Board
Motions are passed by a simple majority of members present and voting. At special business meetings at least 10% of all [RIG] members must be present to pass a motion. Motions may also be passed by simple majority through means of a mailed ballot among [RIG] members. A minimum of one month should be allowed for the return of a mailed vote. 

8.  Funding  
Funds of the [RIG] are composed of:
  • Funds from the IEA councilor’s budget;
  • A supplement to the IEA subscription, agreed by the IEA Council
  • Income gained through activities of the [RIG] 

Financial liability rests with the [RIG], and not IEA.

9.  Conduct of affairs
At every business meeting an activity report and plans for the next term must be presented to the members and the IEA Executive Committee by the chairman. 

The secretary is responsible for: encouraging membership, registering members, ensuring the accuracy of regional membership information with the IEA office, and communicating information / newsletters to all regional members.

The treasurer is responsible for fiscal matters. The account and future budget must be submitted to the Board and the IEA Treasurer for approval and presented to the members during the business meetings

10. Other matters
When experience shows that procedures have been omitted from the regulations, the procedures in the IEA constitution will apply until the Regional Bylaws have been amended and approved by Council.