Election of the IDA Board
With reference to the consortium agreement, an IDA Board is established.
The board consists of two representatives from the four participating parties;
Aarhus University (AU), University of Copenhagen (KU), University of Southern Denmark (SDU), and Technical University of Denmark (DTU).
(Representatives are appointed by the relevant institutes for the period of 2017-2019)
The Board includes the head of IDA, 10 representatives elected among astronomers in Denmark as well as Danish scientific delegates of Denmark's international convention-based memberships (European Southern Observatory – ESO, and Nordic Optical Telescope – NOT). This includes scientific members of the Council, the STC, the OPC (however not sub-groups of OPC) and Users Committee). The Danish Agency for Science and Higher Education may also appoint an observer to the Board.
The Board meets twice a year and may also have additional meetings, if requested. The Board discusses and evaluates activities, new projects and priorities and decides on and approves the IDA budget. The meetings are prepared and called by the head of IDA at min. 14 calendar days’ notice. Minutes are in English and sent out no later than 14 calendar days after each meeting. The minutes of a meeting are viewed as approved by the parties, provided that the head of the Board receives no written objections within 14 calendar days of the date of receipt of the minutes.
All minutes are published on IDA's website.
The Board is the top governing body of IDA, and its tasks are to
- establish an Executive Committee for IDA consisting of eight members from the Board
- ensure that IDA is managed in accordance with the objective and the conditions of the grant
- promote Danish astronomers’ access to international research facilities
- discuss and approve the budget
- advise the Danish Agency for Science and Higher Education and to be in an ongoing dialogue about the Danish memberships of e.g. ESO and NOT
The election of 10 representatives among Danish astronomers will ensure diversity in the composition of the Board. All students and researchers affiliated with a Danish research institution can run for the election. All candidates running for the election must give their consent that they stand for election. Four representatives are elected among master’s students and PhD students (two representatives are elected every year - one male and one female), and six representatives among other researchers (three representatives are elected every year, and at least one male and at least one female every year). Only students can participate in the election of master’s students and PhD students to the Board. Students cannot participate in the election of other researchers. No election of alternates for the Board. In the event that the elected representative withdraws from the IDA Board before time, and if the term has not expired, the representative will be replaced at the next election (for the remainder of the original term).
In 2019, the election will take place in the following way:
- The election will be held in connection with the Annual Danish Astronomy Meeting at Nyborg Strand in the afternoon of Thursday, 2 May, 2019.
- The election will be run by the center manager and the center administrator.
- All students and researchers affiliated with a Danish research institute can run for the election, and it does not require any posts, nor is it necessary to be present at the Annual Meeting in order to stand for election. However, all candidates running for the election must accept and give their consent that they stand for election. You can announce your candidacy at the Annual Meeting or send an email to Center Administrator Mai Korsbæk, email@example.com. A brief letter of motivation may be included in the email. The letter of motivation will be read out at the Annual Astronomy Meeting in connection with the election process. It is possible to participate in the election by remote voting. Remote voting will take place simultaneously with the election during the Annual Astronomy Meeting. The participant is responsible for being present in the election process on 2 May. Remote participants who wish to make use of this opportunity, must submit name and email to Center Administrator Mai Korsbæk, firstname.lastname@example.org, on 29 April at the latest. Afterwards, you will receive further information on the election.
- Candidates appointed by AU, DTU, and KU or candidates who are already members of the IDA Board as Danish scientific delegates in Denmark's international convention-based membership cannot run.
- The election takes place in two stages. The first stage is about the election of four representatives among the master’s students and PhD students enrolled in a Danish research institution. The second stage is about the election of six representatives among the other researchers (students cannot participate in the election of other researchers).
- The election of four master’s students and PhD students is made by providing all students with a ballot paper with all names listed in random order. Afterwards, up to four representatives are voted for by ticking the candidates of your choice for the IDA Board. When the poll closes, the votes for each candidate are counted. The female candidate receiving most votes will be elected for a two-year period, and the candidate receiving second-most votes will be elected for a period of one year. This procedure also applies for the male candidates. In the event of a tie, the result will be determined by a draw. No election of alternates.
- The election of the six other researchers is made by providing all other researchers with a ballot paper with all names listed in random order. Afterwards, up to six representatives are voted for by ticking the candidates of your choice for the IDA Board. When the poll closes, the votes for each candidate will be counted. The candidate receiving most votes will be elected for a two-year period. In the event that there are no female candidates among the two, who receives most votes, the female candidate receiving most votes will be elected for a two-year period. This procedure also applies, if there is no male candidate among the two receiving most votes. The male candidate who in this case has received the most votes will be elected for a two-year period. In the event that a male and female are among the two candidates with most votes, the candidate who comes in third will be elected for a two-year period. Among the other candidates, another three are elected from a prioritized order as indicated by the votes cast. The three candidates are elected for a two-year period using the same procedure described under the election of the three candidates elected for two years. In the event of a tie, the result will be determined by a draw. No election of alternates.
- Immediately after the election, the names of the elected candidates will be announced (and those who have been elected for one and two years, respectively). The number of votes will not be announced (However, it will be announced if there has been a tie and draw during the electoral proceedings), but the candidate may be informed of his / her own number of votes by contacting the Center Administrator Mai Korsbæk, email@example.com. All ballot papers from the election will be kept by IDA for a period of three months. Any complaints relating to the election will initially be dealt with by the head of IDA who will take the necessary steps, if any are required. In the event that the complainant disagrees with the decision, he / she may forward it to the member universities for further consideration, in continuation of the IDA consortium agreement.
The details of the consideration will depend on the content of the complaint.