ERCOM - EMS Union of European Research Centres on Mathematics

Eligibility: Members of ERCOM are research centres dedicated to advancing mathematical science. They achieve this goal through a broad programme of activities, evaluated by an international scientific board and by the engagement of international audiences.
The centres must be institutional members of the EMS.

Vote: Each member has a single vote. The email address of each voter is kept up to date by the centre which communicates it to the Chair of ERCOM. In any round of voting, abstentions, blank, or invalid votes are not counted. Decisions will be by simple majority of votes cast, except where larger majorities are required by these Statutes.

Application Process for membership: A centre which is already an institutional member of the EMS can apply for membership to ERCOM. Membership of ERCOM is free of charge. The procedure is as follows:

1. a formal application is sent to the Chair of ERCOM presenting the case for membership of ERCOM. It should demonstrate alignment with the values and eligibility criteria above;
2. the application is reviewed by a committee consisting of:
   1. the ERCOM Chair
   2. the ERCOM Vice-Chair
   3. the former ERCOM Chair
   4. an external member, preferably a colleague from the Executive Committee of the EMS.
   The committee sends the application and its recommendation on acceptance or otherwise to ERCOM members. In reviewing an application, the role in mathematics that the centre plays for its country is taken into account.
3. membership is granted upon approval by a majority vote of ERCOM members, provided a quorum of 50% is met.

Affiliated Centres: ERCOM can also show its support to selected mathematics centres worldwide, by granting them a two-year (renewable) "Affiliated Centre" statute. This allows them to participate to ERCOM meetings without voting rights.

Loss of Membership: A centre automatically loses ERCOM membership if it ceases to be an EMS member.

The Governance is made up of the Chair and Vice-Chair of ERCOM.

Chair and Vice-Chair

• The Chair is elected from the scientific representatives of ERCOM members.
• A call for candidates is issued by e-mail by the current Chair at least six months before the end of her/his mandate. The candidates are invited to send their covering letter for the position.
• The term of Chair lasts three years (from January to December) and is not immediately renewable.
• The Chair appoints a Vice-Chair from a centre in a different country.

Responsibilities
The Chair and the Vice-Chair meet regularly online to handle the current business of ERCOM. The Chair may replace the Vice-Chair with reasonable justification provided to members.

Removal or Resignation
The Chair will step down if:

• his/her centre is no longer an ERCOM member,
• he/she is no longer the representative of her/his centre,
• a two-thirds majority of the members, motivated by a serious reason, vote for dismissal (with prior opportunity for defence).

The Chair may also choose to resign.
If the Chair is removed or resigns, the Vice-Chair assumes the role and immediately initiates a new election.

Decision-Making
The Chair of ERCOM may consult members either during a meeting or by email. He/She should ask for a vote on important decisions. The decision is taken upon approval by a majority vote of ERCOM members, provided a quorum of 50% is met.

• Each year, at least one meeting is organised and hosted by an ERCOM member centre.
• Each centre can send a maximum of 3 representatives and should cover their expenses.
• The agenda is set jointly by the host and the ERCOM Chair and Vice-Chair.
• At each meeting, the location of the next meeting is decided by vote.

• Proposed changes to the statutes must be circulated at least two months before voting.
• Amendments require a two-thirds majority of votes cast, with a quorum of 50%.