Regulations for electing ordinary members and foreign members of the Academy

The board of the Royal Academy of Arts and Sciences, in view of Article 3.5, paragraph 2, of the Academy Regulations, is resolving to adopt the Regulations for electing ordinary members and foreign members of the Academy.

Article 1 Definitions

1. The terms in these regulations that are also included in the Regulations of the Academy have the same meaning as assigned to them in the latter.

Article 2 Members of the Academy

1. The Academy has ordinary members, foreign members, and corresponding members, the last in so far as these were chosen and appointed before 1 May 2011 and for as long as they continue to meet the requirements for corresponding members, as were applicable before 1 May 2011.

2. The appointment of members of the Academy, as arranged in Article 3.5, second paragraph, of the Academy regulations, takes place in accordance with the procedure laid down in these regulations.

Article 3 Nomination of ordinary members

1. Ordinary members are those who are eligible for appointment on the basis of their scientific achievements and who perform their work mainly in the Netherlands and who on the date of appointment have not yet reached the age of 67.

2. For the annual vacancies, nominations may be submitted by the following persons and institutions:

a. threesomes of ordinary Academy members;
b. the boards of subsidised Dutch Universities;
c. the executive board of the Netherlands Organisation for Scientific Research (NWO);
d. the Director General of the Academy;
e. the board of the Dutch Network of Women Professors [Landelijk Netwerk Vrouwelijke Hoogleraren];
f. the board of the Young Academy.

3. After the annual call by the academy in May, nominations may be submitted before 1 September of the same year.

4. The following applies to those eligible to nominate members as referred to in paragraph 2 of this article:

a. The threesomes of ordinary members referred to in paragraph 2, under a, of this article may nominate an unlimited number of people for the domain vacancies or cross-domain vacancies.
b. The executive boards of subsidised Dutch universities referred to in paragraph 2, under b, of this article may each nominate one person for each domain and one person for each cross-domain vacancy, with the person nominated being employed by the university in question;
c. The executive board of the Netherlands Organisation for Scientific Research (NWO) and the Director General of the Academy referred to in paragraph 2, under c and d, of this article may each nominate one person in total, with the person nominated being employed by an NWO institute and an Academy institute respectively;
d. The other parties referred to in paragraph 1 may each nominate one person.

5. The following applies to the threesomes of ordinary members referred to in paragraph 2, under, of this article:

a. At least two of the three members must be affiliated with a different university or other institute for scientific research or, in the case of members who have then reached the age of 67, must have previously been associated with a different university or institute.
b. At least two of the three members must be affiliated with a different university or other institute for scientific research than the person being nominated or, in the case of members who have then reached the age of 67, must have previously been associated with a different university or institute.
c. Members of the Academy board and the members of the domain jury referred to in Article 5 of these regulations may not submit (or co-submit) nominations.

Article 4 Nomination of foreign members

1. Foreign members are those who are eligible for appointment on the basis of their scientific achievements, who perform their work mainly abroad, and who on the date of appointment have not yet reached the age of 67. If a foreign member is working mainly in the Netherlands for a period longer than two years, the foreign membership will be converted into an ordinary membership for the period of his work in the Netherlands.

2. For the vacancies to be filled each year, the threesomes of ordinary members as referred to in Article 3, paragraph 2, under a, may nominate no more than one foreign member per domain. The provisions of Article 3, paragraphs 3, 4, and 5, will apply accordingly.

Article 5 Composition of the domain jury

1. Each domain has a domain jury that is charged with assessing the nominations of new members for the relevant domain and then making a recommendation. After the Academy board has approved the list of candidates in accordance with Article 7, votes will be cast based on that recommendation.

2. A domain jury must consist of at least six and no more than nine members, including the chairperson, who are members of the relevant domain. The composition of a domain jury must take into account the disciplines within that domain, the distribution over universities or other research institutes, and the male/female ratio.

3. The chairperson and the other members of the domain jury are appointed by the Academy board, on the recommendation of the relevant domain, for a term of three selection rounds and may be reappointed once for another term of three selection rounds. They must not yet have reached the age of 67 at the time of their appointment or reappointment.

4. Being a member of a domain jury is incompatible with being a member of a domain board or of the Academy board.

5. The jury for assessing nominations for new members for the cross-domain vacancies is composed as follows. Together, the four chairpersons of the domain juries referred to in paragraph 1 of this article will form the jury, with the technical chairperson to be appointed by the board. The provisions of paragraphs 3 and 4 of this article will apply accordingly.

Article 6 Working method of domain juries

1. With respect to filling vacancies for ordinary membership, as well as for foreign membership, a domain jury will draw up a proposal for the relevant domain vacancies or cross-domain vacancies on the basis of the nominations submitted in accordance with the provisions of this article. The proposal will consist of one candidate for each vacancy to be filled.

2. Before a domain jury arrives at its nomination, it will give ordinary members of the domain in question who have not yet reached the age of 67 at the time of voting the opportunity to vote on the scientific status of the nominated candidates for the domain in question. Votes can be cast ‘for’, ‘against’, or ‘abstain’. The election result is valid if at least half of the members entitled to vote, plus one, cast their votes.

3. The members entitled to vote will discuss the outcome of the vote and draw up an opinion for the domain jury for each candidate of which at least two-thirds of the votes validly cast, excluding the blank votes cast, were in favour. The opinion will in any case consider the unique scientific contribution of the candidate to the discipline, including an outline of the assessment framework in the discipline in question.

4. On the basis of the advice of the members as referred to in paragraph 3 of this article, the domain jury will assess the merits of the candidate in the field of scientific research and the performance in terms of education and impact and will also focus on the following aspects:

a. the degree of expected involvement with the Academy’s forum and advisory functions;
b. an even spread of candidates among the various scientific areas within the domain;
c. regional distribution in terms of scientific organisations in which members of the relevant domain are active;
d. diversity in terms of gender and cultural background;
e. the arguments for proposing candidates who are 60 or older on 1 January of the year of appointment.

Before the domain jury, on the basis of its assessment, arrives at a motivated nomination, the candidates to be nominated will preferably be submitted for consultation to at least three (international) referees.

5. The motivated nomination of the domain jury as referred to in paragraph 4 of this article will be submitted to the Academy board no later than 15 March.

6. In all cases in which issues are decided by vote, motions will be passed by a simple majority.

Article 7 Responsibilities of the Academy board

1. The Academy board will assess the domain jury’s proposal before 1 April. The board will determine whether the domain jury completely and correctly followed the procedure laid down in these Regulations. If so, the board will approve the proposal. If the procedure was not followed correctly and/or completely, the Academy board may resolve to reject the recommendation and leave the relevant vacancy or vacancies for that year unfilled.

2. After the board’s approval, elections are held in accordance with the provisions of Article 8 of these regulations.

Article 8 Election

1. The election of new members takes place within no more than two weeks after the Academy board has approved the proposal.

2. Votes are cast online.

3. Votes can be cast ‘for’, ‘against’, or ‘abstain’.

4. Only ordinary members are entitled to vote.

5. The election result is valid if at least half of the members entitled to vote, plus one, cast their votes.

6. If the majority referred to in paragraph 5 of this article is not achieved, a new voting round will be held. If fewer than half of the members entitled to vote, plus one, cast their votes in this new voting round, the election result may still be declared legally binding by an Academy lawyer.

7. A candidate will be elected if he or she has received at least two-thirds of the validly cast votes. Abstentions do not count when determine this majority.

Article 9 Announcement and inauguration

1. The newly elected ordinary members and foreign members will be announced in mid-May.

2. The newly elected ordinary members and foreign members will be inaugurated during a public meeting of the Academy.

Article 10 Unforeseen cases

1. The board is empowered to take decisions in all cases not provided for in these regulations.

Article 11 Title for purposes of citation and effective date

1.These regulations may be cited as ‘Regulations for electing ordinary members and foreign members of the Academy’.

2. These regulations enter into effect on 1 March 2017, superseding the ‘Regulations for electing ordinary members and foreign members of the Academy’ adopted on 1 May 2011.

These regulations were adopted by the board on 27 February 2017 and were subsequently amended on 27 March 2018, on 24 October 2019, on 31 March 2020 and on 21 September 2021.

The Dutch-language version of these Regulations will prevail over any translations thereof.