FIG PUBLICATION NO. 26

FIG STATUTES, INTERNAL RULES AND GUIDELINES

Includes amendments adopted by General Assembly up to 13 May 2007

This publication as a .pdf-file including amendments up to 13 May 2007 (238 kB)


CONTENTS

Preamble

Statutes

Internal Rules

Responsibilities of council members 2007-2010

Responsibilities of commissions chairs

Responsibilities of permanent institutions

Guidelines

FIG Foundation - Statutes

Orders of the printed copies


PREAMBLE

The International Federation of Surveyors was founded in 1878 as the Fédération Internationale des Géomètres (FIG) by seven national associations of surveyors representing Belgium, France, Germany, Italy, Spain, Switzerland and the United Kingdom. It is an international, non-government organisation (NGO) registered in the country in which its permanent office is domiciled, whose aim is to ensure that the disciplines of surveying and all who practise them meet the needs of the markets and communities that they serve. It operates under the following Statutes.


STATUTES

(approved by the General Assembly on 11 May 2001, amendments to paragraphs 5.5 and 6.3.3 approved by the General Assembly 13 May 2007)

1.0 DEFINITION

1.1 In these Statutes the following definitions shall apply

  1. "Federation" means the International Federation of Surveyors (FIG)

  2. "Internal Rules" means rules prescribed by the General Assembly for the efficient and democratic management of the affairs of the Federation

  3. "Permanent Institution" means an institution established for the purpose of pursuing specific on-going tasks

  4. "Office" means the permanent office for the purpose of administering the work of the Federation

  5. ACCO means the Advisory Committee of Commission Officers

  6. "Surveyor" means a professional person as defined in Appendix 1.

2.0 OBJECTIVES

2.1 The objectives of the Federation are

  1. to provide an international forum for the exchange of information about surveying and for the development of fellowship between surveyors

  2. to collaborate with the United Nations and other international and regional agencies in the formulation and implementation of policies affecting the use, development and management of land and marine resources

  3. to promote the disciplines of surveying, particularly in developing countries and countries in economic transition

  4. to promote the role of the surveyor in the management of natural and man-made environments

  5. to promote the development of national associations of surveyors and to promote professional standards and codes of ethics and the exchange of surveying personnel

  6. to promote high standards of education and training for surveyors and to facilitate continuing professional development (CPD)

  7. to encourage the development and proper use of appropriate technology

  8. to encourage research in all disciplines of surveying and to disseminate the results.

2.2 The Federation shall abstain from any interference in questions of a political, racial or religious nature.

2.3 The Federation shall not permit any of its activities to be influenced by statements or actions of a political, social or religious nature.

3.0 MEMBERS

3.1 There shall be the following categories of members

  1. member association: a national association representing one or more of the disciplines of surveying

  2. affiliate: a group of surveyors or surveying organisation undertaking professional activities but not fulfilling the criteria for member associations

  3. corporate member: an organisation, institution or agency which provides commercial services related to the profession of surveyor

  4. academic member: an organisation, institution or agency which promotes education or research in one or more of the disciplines of surveying

  5. correspondent: an individual in a country where no association or group of surveyors exists that is eligible to join the Federation as a member association or affiliate

  6. honorary president: a past president who has rendered outstanding service to the Federation during his or her period of office

  7. honorary member: an individual who has materially assisted the development and promotion of the surveying profession at the international level.

3.2 The admission of a member association and the appointment of an honorary president and honorary member shall be decided on a vote of the General Assembly. All other admissions shall be decided by the Council.

3.3 Membership shall cease by resignation or by expulsion.

4.0 MEMBERSHIP FEES

4.1 The General Assembly shall set levels of fees, including minimum and maximum levels, for member associations based on the numbers of their members.

4.2 Fees shall be payable annually on the first day of the calendar year in which they fall due.

4.3 The General Assembly shall have powers to expel from the Federation any member association whose fees are in arrears. The General Assembly shall under normal circumstances expel from the Federation any member association whose fees are three years in arrears. The Council shall take action to expel any other member whose fees are in three years in arrears.

4.4 The fees payable by affiliates, corporate members, academic members and correspondents shall be decided by the Council and reported to the General Assembly.

4.5 Honorary presidents and honorary members shall not be required to pay any fees.

5.0 ADMINISTRATION OF THE FEDERATION

5.1 The Federation is an international organisation with a registered Office.

5.2 The business of the Federation shall be directed by the Council under the authority of the General Assembly and administered by the Office.

5.3 The Council is composed of the president of the Federation and four vice presidents.

5.4 Additional ex-officio (non-voting) members of the Council may be appointed by the General Assembly. These will include the Director of the Office, an ACCO representative and the Director of the next Congress.

5.5 The term of office for all elected members of the Council is four years. No individual may serve for more than two consecutive periods on the Council and the term of office of the president is limited to one period of four years. The term of office for the President, Vice Presidents and the ACCO representative starts on 1 January in the year immediately following their election. For the purposes of this section a single term of two years or less shall not be considered as a term of office. (Adopted by General Assembly 13 May 2007).

5.6 If any elected/appointed officer is unable to complete his or her period of office, a replacement member shall be elected/appointed for the remaining period.

6.0 GOVERNANCE OF THE FEDERATION

6.1 The Federation is governed by its General Assembly of member associations which shall meet once each calendar year. The meetings of the General Assembly should be held at intervals of about 12 months but must be no closer than nine months apart, except in the case of an extraordinary meeting.

6.2 Meetings of the General Assembly are presided over by the president of the Federation or, in his or her absence, by one of the vice presidents. A full agenda, with motions for each item to be put to the meeting, shall be sent out at least two months prior to each meeting and shall also be placed on the Federation’s home page on the World Wide Web.

6.3 The powers of the General Assembly are

  1. to amend the Statutes of the Federation

  2. to admit member associations and to appoint honorary presidents and honorary members

  3. to elect members and to confirm appointments to the Council (adopted by General Assembly 13 May 2007)

  4. to set levels of fees for the member associations

  5. to establish commissions, ad hoc commissions, permanent institutions and task forces and to elect chairs and vice chairs of the commissions and directors of the permanent institutions

  6. to adopt plans of work, budgets and audited statements of accounts

  7. to prescribe Internal Rules

  8. to expel member associations

  9. to do all such other matters as the Federation sees fit for the achievement and promotion of its objectives.

6.4 For a General Assembly to be constitutionally valid, there must be present at least one individual member of at least one third of the member associations. An individual member may represent only one member association.

6.5 All decisions of the General Assembly shall be taken by simple majority vote. Only member associations which have paid their fees for the previous calendar year and have no other arrears and which are represented at the meeting by an individual member shall be entitled to vote. Each member association shall nominate an individual member who shall be authorised to cast that member association’s vote at any meeting or extraordinary meeting of the General Assembly.

6.6 The number of votes which may be cast by a member association is one.

6.7 The vote shall be taken by a show of hands unless a ballot is ordered by the chairperson or requested and seconded from the floor. Elections should always be by ballot. In the case of an equality of votes the chairperson shall cast the deciding vote except in the case of elections to office where the final decision will be made by selecting a name by blind ballot.

6.8 The Council or one quarter of the member associations can demand the convening of an extraordinary meeting of the General Assembly. The period of notice, quorum and voting procedures for an extraordinary meeting shall be the same as those for the General Assembly.

7.0 POWER TO BIND AND LIABILITY

7.1 The Federation shall indemnify employees, members of the Federation and all FIG officers and Directors against any liability in respect of actions properly taken on behalf of the Federation.

8.0 FORCE MAJEURE

8.1 In the event of force majeure rendering liaison with the majority of members of the Federation impossible, the Council shall take all measures necessary for the safety of the Federation’s funds and its archives and for the custodianship of the Federation; but otherwise all activity of the Federation shall cease until conditions permit activities to be resumed.

9.0 LANGUAGE

9.1 The working language of the Federation shall be English.

10. LIQUIDATION

10.1 The decision to liquidate the Federation can be taken only at a meeting or an extraordinary meeting of the General Assembly.

10.2 Assets which may become available or realised shall be transferred to the members in proportion to annual fees paid in the calendar year prior to liquidation.


Appendix 1

FIG Definition of the Functions of the Surveyor

(approved by the General Assembly on 23 May 2004)

Definition as a .pdf-file.

Summary

A surveyor is a professional person with the academic qualifications and technical expertise to conduct one, or more, of the following activities;

  • to determine, measure and represent land, three-dimensional objects, point-fields and trajectories;
  • to assemble and interpret land and geographically related information,
  • to use that information for the planning and efficient administration of the land, the sea and any structures thereon; and,
  • to conduct research into the above practices and to develop them.
Detailed Functions

The surveyor’s professional tasks may involve one or more of the following activities which may occur either on, above or below the surface of the land or the sea and may be carried out in association with other professionals.

  1. The determination of the size and shape of the earth and the measurement of all data needed to define the size, position, shape and contour of any part of the earth and monitoring any change therein.
     
  2. The positioning of objects in space and time as well as the positioning and monitoring of physical features, structures and engineering works on, above or below the surface of the earth.
     
  3. The development, testing and calibration of sensors, instruments and systems for the above-mentioned purposes and for other surveying purposes.
     
  4. The acquisition and use of spatial information from close range, aerial and satellite imagery and the automation of these processes.
     
  5. The determination of the position of the boundaries of public or private land, including national and international boundaries, and the registration of those lands with the appropriate authorities.
     
  6. The design, establishment and administration of geographic information systems (GIS) and the collection, storage, analysis, management, display and dissemination of data.
     
  7. The analysis, interpretation and integration of spatial objects and phenomena in GIS, including the visualisation and communication of such data in maps, models and mobile digital devices.
     
  8. The study of the natural and social environment, the measurement of land and marine resources and the use of such data in the planning of development in urban, rural and regional areas.
     
  9. The planning, development and redevelopment of property, whether urban or rural and whether land or buildings.
     
  10. The assessment of value and the management of property, whether urban or rural and whether land or buildings.
     
  11. The planning, measurement and management of construction works, including the estimation of costs.

In the application of the foregoing activities surveyors take into account the relevant legal, economic, environmental and social aspects affecting each project.


INTERNAL RULES

(approved by the General Assembly on 11 May 2001, amendments to 11.8-11.12 approved by the General Assembly 21 April 2002, amendment to 9.4 approved by the General Assembly 13 April 2003 amendments to paragraphs 9.4-9.6 and 11.8-11.9 approved by the General Assembly 13 May 2007.)

1.0 DEFINITIONS

1.1 In these Internal Rules the following definitions shall apply

  1. "congress" means an international meeting held every fourth year and including meetings of the General Assembly, the Advisory Committee of Commission Officers and the Council.

  2. "host" means the member association or member associations responsible for hosting and organising a meeting

  3. "working week" means a period of activity including an international or regional seminar and meetings of the General Assembly, the Advisory Committee of Commission Officers and the Council.

2.0 MEMBER ASSOCIATION

2.1 A member association is comprised of individuals who possess relevant academic qualifications (which should normally be equivalent to at least UNESCO International Standard Classification of Education (ISCED) level 5 degrees) plus approved professional experience; and who provide professional services in accordance with ethical standards.

2.2 Associations which include technician grades of membership are also eligible for membership of the Federation.

2.3 A member association shall be entitled to host congresses and working weeks, to nominate candidates for election to the Council, to nominate delegates to the commissions and ad hoc commissions of the Federation, to participate in voting at meetings and extraordinary meetings of the General Assembly and to receive all material disseminated in the name of the Federation. A member association shall encourage its members to participate in the Federation’s technical meetings.

2.4 In the case of an application received from an association in a country which already has one or more member associations, these associations shall be informed of the application and their comments sought.

2.5 An association wishing to become a member of the Federation shall make an application to the Council which will consider it and submit it to a vote of the General Assembly.

3.0 AFFILIATE

3.1 An affiliate is an organisation, comprised of individuals who practise the profession of surveying, which does not fulfil the criteria for membership as a member association.

3.2 An affiliate may be admitted to membership where the discipline or disciplines it represents are not already represented within the Federation by a member association from the same country. The admission of an affiliate should normally be a step towards the development of an association which can eventually become a member association.

3.3 An affiliate shall be entitled to nominate delegates to the commissions and ad hoc commissions of the Federation and to receive all material disseminated in the name of the Federation. An affiliate shall encourage its members to participate in the Federation’s technical meetings.

3.4 In the case of an application received from a group or organisation in a country which already has one or more member associations, these associations shall be informed by the Council of the application and their comments sought.

3.5 A group wishing to become an affiliate shall make an application or organisation to the Council which will consider it and notify its decision to the applicant and to the General Assembly. Under normal conditions an affiliate must withdraw from membership consequent on the disciplines it represents becoming represented within the Federation by a member association from the same country.

4.0 CORPORATE MEMBERS

4.1 An organisation, institution or agency wishing to become a corporate member shall make an application to the Council which will consider it and notify its decision to the applicant and to the General Assembly.

4.2 A corporate member shall be entitled to contribute to the work of the commissions and ad hoc commissions of the Federation, to receive all material disseminated in the name of the Federation and to promote its products and services through the medium of the Federation. Corporate members’ representatives shall be encouraged to participate in the Federation’s technical meetings.

5.0 ACADEMIC MEMBERS

5.1 An organisation, institution or agency wishing to become an academic member shall make an application to the Council which will consider it, and notify its decision to the applicant and to the General Assembly.

5.2 An academic member shall be entitled to contribute to the work of the commissions and ad hoc commissions of the Federation, to receive all material disseminated in the name of the Federation and to promote its educational and research activities through the medium of the Federation, including the Federation’s surveying education data base. Academic members’ representatives shall be encouraged to participate in the Federation’s technical meetings.

6.0 CORRESPONDENTS

6.1 A correspondent shall be a senior member of the profession whose activities bring him or her into contact with more than one discipline of surveying. There shall be no more than one correspondent per country.

6.2 Correspondents shall be entitled to contribute to the work of the commissions and ad hoc commissions of the Federation and to receive all material disseminated in the name of the Federation and have a duty to make this material available to surveyors and others in their countries. Correspondents and other surveyors in the countries they represent shall be encouraged to participate in the Federation’s technical meetings.

6.3 The admission of a correspondent should normally be a step towards the development of groups or associations in the same country which can eventually become affiliates or member associations.

6.4 The admission of a correspondent shall be decided by the Council and reported to the General Assembly.

7.0 HONORARY PRESIDENT AND HONORARY MEMBER

7.1 Nominations for these appointments shall be made by a member association or the Council which will consider them and submit them to a vote of the General Assembly.

7.2 Honorary presidents and honorary members shall be kept informed about the activities of the Federation and welcomed at meetings of the General Assembly.

8.0 OFFICE

8.1 The Office of the Federation is registered in Copenhagen, municipality of Frederiksberg.

9.0. THE COUNCIL

9.1 The president is elected by the General Assembly in the year of a Congress. Each nomination shall be made by the member association of which the nominee is a member. The Council will write to member associations asking for nominations and giving the closing date for their receipt by the Office. This will normally be six months prior to the General Assembly.

9.2 The four vice presidents are elected by the General Assembly. The election will take place on a phased basis so that two posts are filled at the General Assembly held during a congress year and two posts at the Assembly held two years later. Each nomination shall be made by the member association of which the nominee is a member. The Council will write to member associations asking for nominations and giving the closing date for their receipt by the Office. This will normally be six months prior to the General Assembly.

9.3 A member association can nominate a new candidate or renominate a previously unsuccessful candidate whenever nominations are called for the office of president or vice president.

9.4 Deleted. (Adopted by the General Assembly 13 May 2007)

9.5 The Council shall prepare a template document specifying the background information required from each candidate for any open post on the Council. This document shall be available on the FIG website. Additional information may be provided at the discretion of the candidate and member association. All nominations must be accompanied by a letter from the candidate consenting to the nomination together with a completed template document. (Adopted by the General Assembly 13 May 2007)

9.6 The General Assembly shall vote for each candidate of their choice. The first vote shall be between all candidates for the post in question. If no single candidate for that post gains an absolute majority of the votes cast, a second vote will be held between the three candidates that have the most votes. If there is no absolute majority a final vote will take place between the two candidates that have gained the largest number of votes in the second round. In the event of a tie on that vote, the successful candidate shall be decided by the drawing of lots by the President. (Adopted by the General Assembly 13 May 2007)

9.7 The Council shall meet whenever necessary and at least twice year.

9.8 The Council shall develop and ensure the implementation of the policy of the Federation and seek approval for the Federation’s plan of work from the General Assembly. It shall prepare and submit to the General Assembly for approval annual budgets and statements of account and ensure that professional audits are conducted annually. It shall execute contracts to maintain and staff the Office, lay down the responsibilities of the Office and monitor its performance.

10.0 FINANCIAL ADMINISTRATION

10.1 The Federation shall finance its activities from fees payable by its members; meetings, publications and other revenue-generating activities; grants and subsidies; special levies; and gifts and legacies.

10.2 Changes to levels of fees set by the General Assembly must be approved by the General Assembly during the calendar year that occurs two years ahead of the one in which the changes are to take effect.

10.3 In the case of a member expelled for non-payment of fees, membership can be restored on payment of the arrears by the decision of the Council.

11.0 COMMISSIONS

11.1 Commissions shall be established to further the technical and professional work of the Federation. Between them they shall cover all the activities listed in the definition of a surveyor. The terms of reference of the commissions and the duration of their work shall be decided by a vote of the General Assembly so that together they shall be able to anticipate and respond to market trends and client demand.

11.2 A commission shall be comprised of delegates appointed by the member associations and affiliates. Each member association or affiliate shall be entitled to appoint one delegate to each commission, who will be expected to attend, as a minimum, at least one congress and, whenever possible, technical meetings organised by the commission in the intervening years. It is, however, recognised that much of the work of a commission will be conducted by correspondence.

11.3 Correspondents, corporate members, academic members or other persons appointed by commission chairs may contribute to the work of the commissions but not to their administration.

11.4 Each commission shall be presided over by a chair who shall take office at the conclusion of a congress and serve until the conclusion of the next congress. The appointment of chairs of commissions shall be decided by a vote of the General Assembly. In the case of each commission, nominations may be made either by the current chair on behalf of the commission or by member associations. The nominations shall be called for at least six months in advance of the General Assembly at which the appointments are to be made to enable the Council to ensure that the nominees command the support of their member associations and the relevant commissions. A nominee shall preferably have played an active part in the activities of the commission for which he or she is being nominated as chair and shall have demonstrated possession of the personal and professional capabilities needed to lead the work of the commission. In addition, the Council shall assure itself as to the nominees’ practical availability for service and that they have sufficient financial and administrative support. In the event of no nomination being received for the chair of a particular commission, the Council shall take such action as may be needed to ensure that the position is filled.

11.5 No one country shall normally hold a chair of the same commission for two consecutive terms.

11.6 Each commission chair shall attend and submit a report to each meeting of the General Assembly and may participate in debate but shall not have voting rights.

11.7 The Council shall promulgate guidance notes for commission chairs.

11.8 The appointment of chair-elect shall be decided by a vote of the General Assembly at the meeting which takes place two years prior to the General Assembly at which chairs are elected. In the case of each commission nominations may be made either by the chair on behalf of the commission or by member associations. The nominations shall be called for at least six months in advance of the General Assembly at which the appointments are to be made to enable the Council to ensure that the nominees command the support of their member associations and the relevant commissions. The Council shall prepare a template document specifying the background information required from each candidate for chair or chair-elect. This document shall be available on the FIG website. Additional information may be provided at the discretion of the candidate and member association. All nominations must be accompanied by a letter from the candidate consenting to the nomination together with a completed template document. In the event of no nomination being received for the chair elect of a particular commission, the Council shall take such action as may be needed to ensure that the position is filled. (Adopted by the General Assembly 13 May 2007)

11.9 The General Assembly shall vote for each candidate of their choice. The first vote shall be between all candidates for the post in question. If no single candidate for that post gains an absolute majority of the votes cast, a second vote will be held between the three candidates that have the most votes. If there is no absolute majority a final vote will take place between the two candidates that have gained the largest number of votes in the second round. In the event of a tie on that vote, the successful candidate shall be decided by the drawing of lots by the President. (Adopted by the General Assembly 13 May 2007)

11.10 The Commission chair-elect will appoint a minimum of three chairs of Working Groups prior to the General Assembly in which he or she will take over the chairmanship of the Commission. These Working Group chairs will be given the status of a Commission Vice Chair. In addition the chair-elect may also appoint a person to provide administrative and communication support to the work of the Commission. This person will also be given the status of a Commission vice chair.

11.11 In the event that a chair, chair-elect or a vice-chair is unable to fulfil the responsibilities of the office the Council shall make such arrangements as it deems necessary to ensure the continuity of that commission’s work, including the appointment of a new chair, new chair-elect or new vice-chair if necessary.

11.12 All persons appointed to, or nominated for, the posts of chair, chair-elect or vice-chair of a Commission or Inter-Commission activity must be a member of and have the formal support of their Member Association.

12.0 THE ADVISORY COMMITTEE OF COMMISSION OFFICERS (ACCO)

12.1 ACCO is constituted by the commission chairs and vice chairs and the vice president responsible for commissions and the ACCO representative on the Council. It shall be chaired by the vice-president and shall be responsible to the Council. ACCO shall meet at least annually, during either the working week or the period of a congress. It is responsible for co-ordinating and advising the Council on the work of the commissions. It may also debate other matters affecting the Federation and advise the Council accordingly.

12.2 ACCO shall be entitled to nominate a representative to the Council whose term of office shall be two years. This representative shall be knowledgeable about the commissions and their way of working and will normally be a commission chair, vice chair or immediate past chair.

13.0 AD HOC COMMISSIONS

13.1 In addition to the commissions, ad hoc commissions may be established by a vote of the General Assembly to carry out special technical assignments, projects or studies, including cross-commission activities. Ad hoc commissions will normally be established for a specified period and disbanded following the acceptance of their reports by the General Assembly. Their composition, chairs, terms of reference and work plans shall be approved by the Council.

13.2 The work of an ad hoc commission may be supported financially by the Federation.

14.0 TASK FORCES

14.1 Task forces may be established by the Council to research and advise on matters of an administrative nature. They will normally be of short duration and will be concluded on the presentation and acceptance of their reports by the Council and, where necessary, the General Assembly. Their composition, chairs, terms of reference and work plans shall be approved by the Council.

15.0 PERMANENT INSTITUTIONS

15.1 The establishment of a permanent institution shall be decided by a vote of the General Assembly for the purpose of pursuing specific on-going tasks.

15.2 The work of a permanent institution shall be presided over by a director, who shall be nominated by a member association in the country in which the permanent institution is housed. The Council will consider the nominations for the director and submit it to a vote of the General Assembly. The Council will ensure that the work of a Permanent Institution accords with the Federation’s plan of work.

15.3 Directors of permanent institutions may attend meetings of the General Assembly and ACCO and may participate in debate but shall not have voting rights. They shall present reports on the work of their permanent institutions to each meeting of the General Assembly.

15.4 Each permanent institution shall be responsible for its own finances and for any expenses incurred by its director.

16.0 LIAISON WITH INTERNATIONAL BODIES

16.1 The Council, together with the commissions where appropriate, shall seek opportunities for the Federation to develop relationships and undertake activities jointly with the United Nations and other international agencies.

16.2 The Council shall take action to ensure that the profession of surveying is correctly represented in international and regional classifications of activities, occupations and educational programmes.

17.0 CONGRESSES AND WORKING WEEKS

17.1 Congresses provide opportunities for commissions to report the results of their previous four years’ work and to establish the goals which will guide their future work. Technical and professional meetings, including those held during working weeks, and other technical and professional events provide a medium for the commissions to present interim reports and otherwise to review progress and identify trends that will influence their future work.

17.2 A member association or associations wishing to host a congress or a working week in its country shall make a submission, accompanied by an outline budget, to the Council and the venue shall be selected five years in advance on a vote of the General Assembly. If the host is subsequently unable to fulfil its commitment, the Council will decide on an alternative venue, which the General Assembly will be invited to ratify at its next meeting.

17.3 The Council will publish guidelines on procedures for congresses and working weeks.

18.0 DOCUMENTATION AND INTERPRETATION

18.1 Documentation for and presentations at all meetings of the Federation shall be in English apart from regional seminars and symposia and special sessions during the working weeks and congresses. Host associations can, if they so wish, organise the translation of documents into other languages. The host may provide simultaneous interpretation into its own language. Other member associations can bring their own interpreters and the host may provide simultaneous interpretation facilities for a limited number of languages, debiting the cost to the event budget.

19.0 PUBLICATIONS

19.1 The Council shall be responsible for publishing

  1. a home page on the World Wide Web

  2. an annual report, which is the Federation’s main medium of external communication and its principal marketing tool

  3. a quarterly bulletin, as the main medium of communication between the Council; the commissions and their delegates; and the members of the Federation

  4. additions to the FIG publication series, which includes formal policy statements and ethical, educational and technical guidelines

  5. practice statements

  6. minutes of meetings and extraordinary meetings of the General Assembly and minutes of meetings of the Council.

20.0 BADGES AND CERTIFICATES

20.1 From time to time the Federation may award badges and certificates in recognition of individuals who have made significant contributions to the work of the Federation. The Council shall decide who merits the awards and shall publish guidelines regarding the format of the badges and certificates.


RESPONSIBILITIES OF THE COUNCIL MEMBERS 2007-2010

(recorded by the General Assembly for information 13 May 2007)

The individual responsibilities of the members of the Council for 2007-2010 are as follows.

President Stig Enemark

  • provide the professional and strategic leadership of the Federation
  • take appropriate initiatives to ensure that the Federation achieves its principal objectives as laid down in the statutes and defined within the plan of work
  • clarify and communicate a future vision for the Federation and oversee the development of the Federation’s strategic plan
  • promote the Federation to external agencies and ensure the co-ordination of the Federation’s relations with such agencies
  • recommend and ensure the appointment of task forces to undertake specific tasks which are not within the ambit of the commissions or to assist the work of the Council
  • consult the General Assembly whenever a question arises outside the administrative powers of the Council
  • submit a written report to each meeting of the General Assembly.

Vice President Ken Allred

  • be responsible for financial strategy and its implementation based on the guidelines given by the Council, advice the FIG office on finance issues, presentation and reporting back to the General Assembly on finance issues, and negotiation on salaries and issues related to the office staff in cooperation with the President
  • develop fundraising policies for the Federation
  • provide the link between the Federation and the FIG Foundation
  • lead on links with member associations within North America
  • co-operate with other international and with regional bodies according to the decisions of the Council
  • chair and participate in task forces as appropriate
  • report as required to meetings of the General Assembly.

Vice President Matt Higgins

  • chair the Advisory Committee of Commission Officers together with the ACCO representative
  • ensure that commission chairs develop their plans of work for inclusion in the Federation’s work plan
  • ensure that commission chairs implement tasks assigned to them in congress resolutions and included in their work plans
  • ensure that commission chairs deliver high quality technical programmes at the FIG events
  • ensure liaison as required between the commissions together with the ACCO representative
  • ensure liaison between the Council and the local organizing committee of FIG Congress 2010 as agreed with the President
  • lead on links with member associations within Australia and the Pacific
  • co-operate with other international and with regional bodies according to the decisions of the Council, especially UN OOSA
  • chair and participate in task forces as appropriate
  • report as required to meetings of the General Assembly.

Vice President Dalal S. Alnaggar

  • be responsible for co-operation with students, young surveyors and under-represented groups
  • lead on links with member associations within Arab countries and co-operation with the Arab Union of Surveyors
  • develop the Federation’s information policy and quality of FIG events
  • co-operate with other international and with regional bodies according to the decisions of the Council, especially UNESCO
  • chair and participate in task forces as appropriate
  • report as required to meetings of the General Assembly.

Vice President Paul van der Molen

  • be responsible for relations to the United Nations and the World Bank based on agreement with the President
  • chair and participate in task forces as appropriate and chair the Task force on Developing Global Land Tools for Pro Poor Land Management
  • co-operate with other international and with regional bodies according to the decisions of the Council
  • report as required to meetings of the General Assembly.

Congress Director Paul Harcombe

  • Congress Director of FIG Congress 2010 will not be a member of the Council, but will consult the Council and FIG Office on congress matters.

This list of responsibilities will be updated by the Council as necessary.


RESPONSIBILITIES OF COMMISSION CHAIRS

(endorsed by the General Assembly on 25 July 1998)

The particular responsibilities of each chair are as follows

  • lead the commission in seeking to achieve the overall objectives of the Federation
  • prepare a plan of work that helps to take forward FIG's strategic plan and advance the overall objectives of the Federation, appointing working groups as appropriate
  • modify the plan of work if asked to do so by the Council in order to meet the overall objectives of the Federation
  • direct the affairs of the commission so that it achieve the goals outlined in its current plan of work
  • consult with and involve the delegates and others involved in the work of the commission in order to achieve these goals
  • work with other commission officers and chairs of commission working groups in all matters relating to strategy and planning
  • submit annual written reports to the General Assembly on progress in implementing the plan of work
  • attend all meetings of the Advisory Committee of Commission Officers
  • if required, appoint a commission secretary to assist with the work of the commission
  • organise seminars, workshops and commission delegate meetings during congresses, the FIG working weeks or otherwise, on an annual basis
  • seek opportunities for advancing the work of the commission through the co-sponsorship of events with relevant outside bodies, member associations, etc
  • participate as requested by the Council and the General Assembly in cross-commission project activity as a means of advancing the overall objectives of the Federation and its current plan of work
  • prepare, in collaboration with the congress director, a detailed programme for the congress and call for papers
  • select the required number of papers for discussion in the technical sessions (papers having an international relevance and a high professional, technical or scientific standard), leaving as poster session papers those of immediate relevance or otherwise more appropriate for that form of presentation
  • chair congress sessions or select chairs and brief them to ensure that creative and informative discussions take place
  • appoint rapporteurs for summarising discussions at technical sessions and for subsequent publication in appropriate Federation media
  • maintain a commission home page.

RESPONSIBILITIES OF PERMANENT INSTITUTIONS

(endorsed by the General Assembly on 25 July 1998, on 4 June 1999 and on 13 May 2007)

The responsibilities of the International Office of Cadastre and Land Records (Office International de Cadastre et du Régime Foncier - OICRF) are

  • To collect and systematically file and index all documentary material relating to existing cadastral and land registration systems in all countries
  • To make comparative studies of that material followed by publication of the results
  • To give information and advice on all cadastral and land registration systems to all interested institutions or persons, whether for the purpose of study or to help countries wishing either to introduce a cadastre or a land registration system or to improve their existing system
  • To maintain the documentary material on a day to day basis
  • To endeavour to have a correspondent in each country, whether or not that country is a member of the Federation.

The responsibilities of the International Institution on the History of Surveying and Measurement - a Permanent Institution of FIG are

  • To study the achievements of surveyors, the evolution of knowledge and the methodology of measuring, and the evolution of surveying instrumentation
  • To encourage the preservation of instruments, basis documentation, and books (including manuscripts, diaries and field books)
  • To promote an interest in the history of surveying, inter alia through research and exhibitions
  • To collaborate with other experts, including curators and others who have the care of collections of relevant material
  • To encourage and promote survey art.

FIG GUIDELINES ON ORGANISING CONGRESSES

(approved by the Council on 5 May 2001)

1. Responsibilities

Financial responsibility for organising a congress rests with the host member association or associations (referred to from now on as the host). The host, working through the medium of a congress director and such local back-up support that may be required, is also responsible for the provision of all local facilities. The host has to work in close co-operation with the FIG office and consult the Council on all main issues.

2. Length and content of meeting

A congress lasts no more than eight days excluding the administrative meetings of the Council and the Advisory Committee of Commission Officers (ACCO). Provision should be made for sessions of the General Assembly (exact number and their duration to be advised by the Council); for the technical sessions, workshops and poster sessions and a complementary programme of technical tours; for a social programme and an accompanying persons programme; and for an opening and closing ceremony and an exhibition. 

3. Programme and administrative arrangements

The content, number and duration of technical sessions allocated to each commission, including joint sessions, shall be settled by agreement between the congress director, the commission chairs, mainly through the medium of the ACCO and the Council, with the technical assistance of the FIG office. The Council should be asked if it requires any plenary or breakout sessions.

The congress director, with the assistance of an organising committee and, if so required, a professional event organiser, is responsible for all administrative arrangements associated with the event. The role of the FIG office will be agreed between the host and the FIG office for each congress.

The congress director and the host shall work in close co-operation with the FIG office. It is normal for the Director of FIG office to visit the host once or twice before the congress, to discuss the programme with the local organising committee; visit venues and review facilities; help with local promotion of the event and otherwise assist with the arrangements; and agree on the share of responsibilities between the local organisers and FIG. A technical visit closer to the date of the event may be needed to check that arrangements are proceeding according to plan.

4. Preparation and presentation of technical papers

The work of each commission consists of the presentation and discussion of (i) reports of commission working groups and (ii) invited and selected, and possible poster, papers. It is important that authors of reports and papers (referred to from now on as papers) should be given a clear indication of what is required. The host, in consultation with commission chairs should therefore prescribe a timetable for preparing and issuing papers and ensure that this is strictly followed.

Authors are expected to attend the event as paying delegates to present their papers in person. A reduced fee for the speakers can be offered. The congress director may care to consider accepting papers only after their authors or nominated presenters have registered for the congress.

On acceptance by the commission chair of the subject matter of a paper, each author should be told by the commission chair, the FIG office or, if agreed, the organising committee:

  • the length of time available for presentation of the paper

  • that the paper must be written and presented in English (unless it has been agreed and notified via the congress programme that there will be sessions in any other language)

  • the maximum length of the paper (which should not normally exceed 10 A-4 pages) and all requirements regarding format including title page, headings, page numbering, drawings, diagrams, formulae, photographs, tables, captions, footnotes and references

  • that the paper must be accompanied by a summary (not exceeding 500 words) in English and any other language(s) which the event organiser may specify

  • that the author is responsible for the English summary and possible summaries in any other languages

  • whether the paper is required to be submitted in electronic format and, if so, the format to be used

  • how many copies of the paper (and summary) are required

  • the latest date by which the paper must be ready and to whom it is to be sent

  • whether the event organisers will produce the copies required for distribution to delegates or whether this is to be the responsibility of the author (and, if so, what arrangements are to be made for paying the cost)

  • the computer and audio-visual facilities which will be available for the presentation of papers

  • that FIG has the right to publish the paper on the FIG web site without compensation both as an abstract and as a full paper.

When deciding how many papers to invite and how long each should be, commission chairs and the host should have regard to

  • the time available at the event and its individual sessions for the presentation and discussion of papers

  • whether or not simultaneous interpretation will be available

  • the general nature and scope of the papers, and the results which are to be sought in the discussion and

  • the cost of printing or otherwise producing the papers and other material comprising the proceedings of the event.

5. Translation and interpretation

Simultaneous translation facilities and a team of interpreters should be provided if the host decides to provide simultaneous interpretation between English and the local language. Simultaneous interpretation facilities will also be needed for those member associations who advise that they will be bringing their own interpreters with them to the congress. If several member associations request this facility, the host should consult with the Council before deciding how many languages are to be accommodated. The costs of interpretation between English and the local language can be included in the event budget.

6. Registration fees and other charges

The host should establish either a schedule of charges or registration fees to cover all costs associated with the organisation of the event, or a lower fee supported by grants or subsidies obtained by the host. It is advisable to avoid extra expenses for services, activities or events. Registration fees for students and for accompanying persons may be lower than the fees for delegates but the latter should at least cover the costs of their participation.

Gratis registrations should not be given, other than for members and ex-officio members of the Council (but not any accompanying persons) and Commission chairs or those directly responsible for the technical programme. There are also special rules applying to representatives of FIG’s partners (e.g. UN agencies).

The Federation will not support a congress financially except to cover incidental costs the Council incurs for its work in the host’s country.

The Council has to be consulted on the registration fees and fees for accommodation and technical tours. The additional registration fee for the General Assembly, if needed, should be low and could only be collected to cover the additional costs.

The registration form should include a payment box enabling delegates to make a voluntary contribution to the FIG Foundation. The details should be agreed with the FIG office.

7. Technical tours

Technical visits to government departments and agencies, private practices, commercial undertakings, university departments and any other bodies concerned with surveying disciplines should be included in the programme, to give participants a first-hand look at the facilities and work of their counterparts. The tours should be scheduled to avoid conflict with other activities relevant to their fields of interest and at least half a day should be allocated to each tour or group of tours.

8. Social programme

Wherever possible costs associated with social programmes should be included in the registration fee. The host itself is encouraged to sponsor at least one social event and every effort should be made to obtain hospitality from national and local government and from other organisations or commercial undertakings which may be willing to sponsor social events.

9. Accompanying persons programme

A programme for accompanying persons should be designed by the host. Costs for these activities should be charged to the participants, either separately or in the registration fee.

10. Invitations and programme

The invitation leaflet, registration form, programme and web site for the event should be designed in co-operation with the FIG office and approved by the FIG office before printing or being placed on the internet.

The timetable for sending out invitations, calling for papers, submitting papers, etc. should be agreed with the FIG office.

Invitations should be sent to all FIG member associations, affiliates, correspondents, academic members, corporate members, honorary presidents and honorary members, commission officers, task force chairs, permanent institutions and members of the Council. Addresses will be provided by the FIG office, which is also able to assist with other contact information. The number of invitations to be sent to each member should be agreed with the FIG office.

11. Numbers of participants

The number of delegates and accompanying persons can vary considerably from time to time and from country to country. It is therefore recommended that information about numbers at previous congresses be sought from congress statistics or from the FIG office.

Normally 50–60 member associations and 150–250 delegates attend the meetings of the General Assembly at the Congress. The number of participants to the technical sessions varies depending on the programme and local participation.

12. Facilities

Meetings of the General Assembly held during a congress should be laid out class-room style, with Council members seated on a platform facing the delegates. The FIG banner and the flags of countries represented in the Federation by member associations are normally placed behind the platform; and they are transferred from meeting organiser to meeting organiser, together with country and other name cards (costs are covered by the next host). A public address system with table and floor microphones should be provided, together with headsets for interpretation if there is to be simultaneous interpretation of any or all of the proceedings. Computer and audio-visual facilities and flip charts should be made available as required. The details should be agreed with the FIG office.

The same facilities should wherever possible be provided for technical seminars, commission and task force meetings and workshops.

Auditorium-style seating should be provided for the opening and closing session. The FIG banner and the Federation’s country flags should be displayed, together with a banner or other backdrop if the host so wishes. Arrangements should be made for playing the FIG fanfare at the opening and closing session. Computer and audio-visual facilities should be made available as required by the FIG office.

A series of rooms, each with audio-visual facilities and flip charts, whose seating capacity when set out committee-style should range from between 20 to 50 people, should be made available to provide meeting accommodation for the Council, President, ACCO and individual commissions. For Commission meetings a room for each Commission (seats for 20-50 people) is required at least for the Commission meetings shown on the programme but ideally for the whole length of the congress.

For technical sessions rooms accommodating 50–300 people are required. The number of rooms will depend on the number of parallel sessions.

If possible there should be a hospitality room for accompanying persons. Rooms should also be made available for the administrative staff and helpers and translators (if simultaneous interpretation facilities are being provided). For the FIG office a room equipped with copier, printer, personal computer and internet and telephone connection should be reserved. The host is in charge of copying administrative papers during the working week and for providing assistant personnel.

Computers and photocopiers should be provided in a secretariat office. Other facilities, including telephone, fax and e-mail should be made available at cost for the delegates.

Whoever is responsible for organising each session is also responsible for appointing the moderator of that session. Moderators are responsible for appointing rapporteurs where these are required to keep records or prepare reports for inclusion in the published proceedings of the event, for presentation to General Assemblies or for other purposes.

Provision should be made to tape the discussions in any or all of the sessions if this is considered essential to the production of the final report of the proceedings.

Depending on the number of delegates, paging and message facilities should be provided. The possibility for internet café should be considered.

13. Published proceedings

The papers to be presented at the technical sessions of each of the commissions at the congress are made available in advance, in electronic format and/or in separate published volumes for each commission. The format of the proceedings (hard copy of full papers/hard copy of extended abstracts/CD-rom) should be agreed with the FIG office as well as the pricing principles.

The host is also responsible for providing all papers to FIG office in electronic format, to be posted on the FIG web site.

An additional volume, published after the congress, contains reports of the proceedings including the welcoming and keynote addresses presented at the opening ceremony, the congress prize winning paper, national reports from member associations, a summary of main decisions, the list of delegates, the list of exhibitors and the congress statistics. The registration fee should include the costs of providing each delegate with a CD-Rom of all presentations or/and three volumes of commission papers at the start of the congress (or such other number of volumes as the congress director may decide) and for sending delegates the additional volume by post.

Sale copies of all volumes should be available, at a price to be decided by the congress director.

14. Exhibition

The number of exhibitors and visitors to the exhibition can vary considerably from time to time and from country to country. It is therefore recommended that information about numbers at previous comparable events be sought from the congress statistics or from the FIG office.

The amount of exhibition space, the rates to be charged and the duration of the exhibition will be determined by the host, who will usually find it helpful to consult with organisers of exhibitions at previous FIG congresses and at conferences organised by other international professional bodies. Space is leased to exhibitors at a rate determined by the host. Income from fees charged to exhibitors may be fixed so as to provide sufficient income to help defray other costs; and perhaps also to pay for the cost of a social function hosted by the exhibitors. Entry to the exhibition should be free to congress delegates; a separate day registration fee should be charged to members of the public.

FIG Corporate Members have to be given the first choice of space in the exhibition area. They are normally offered other benefits such as reduced booth prices. Booths should also be provided free of charge to the hosts of the next working weeks and the next congress, to enable them to promote these forthcoming events, and to FIG, to promote its own activities.

It is recommended that coffee/tea breaks and lunches take place in the exhibition area.

15. Publicity

The host is advised to produce their preliminary programme in time for it to be available and promoted at the working week held two years prior to the congress. The preliminary programme is normally produced and promoted one year in advance. Organisers are encouraged to access the FIG web site (www.fig.net) in compiling mailing lists for the preliminary programmes, other publicity material and the final programme/registration form. The host is encouraged to circulate these as widely as possible within their own country to encourage local attendance.

16. Pre- or post-congress tours

These optional tours should be included in the overall event programme at the discretion of the congress organisers and should be financially self-supporting.

17. Finances

The allocation of financial responsibilities as between the host and FIG will be agreed after the selection of the member association(s) hosting the congress.

The host must submit to the Council a draft budget, including the proposed registration fee and approximate accommodation and other relevant costs, when bidding for the congress. The final budget of the event should be sent to the FIG office as soon as it prepared. The host must also deliver key figures and indicators of the congress to the FIG office for statistical purposes.

The apportionment of the costs of visits of FIG officers and/or Council representatives to the host will be agreed between the FIG office and the host. The help provided by the FIG Office (e.g. assisting with the preparation of the technical programme ) will be charged in accordance with an agreement between the FIG office and the host.

Rooms required for administrative meetings, the FIG office and the commissions should be provided free of charge as well as technical facilities (including telephone, personal computer, internet, etc. facilities and printing documents for administrative meetings) during the congress.


FIG GUIDELINES ON ORGANISING WORKING WEEKS

(approved by the Council on 5 May 2001)

1. Responsibilities

Financial responsibility for organising a working week rests with the host member association or associations (referred to from now on as the host). The host, working through the medium of a conference director and such local back-up support that may be required, is also responsible for the provision of all local facilities. The host has to work in close co-operation with the FIG office and consult the Council on all main issues.

2. Length and content of meeting

A working week lasts no more than five days excluding the administrative meetings of the Council and ACCO. Provision should be made for sessions of the General Assembly (exact number and their duration to be advised by the Council); for the technical sessions and workshops and a complementary programme of technical tours; for a social programme and an accompanying persons programme; and for an opening and closing ceremony.

A working week or other technical event may also include an exhibition, at the discretion of the host.

3. Programme and administrative arrangements

The content and number of technical sessions allocated to each commission, including joint sessions, and the commissions which shall contribute to their organisation shall be settled by agreement between the host, the commission chairs, mainly through the medium of the Advisory Committee of Commission Officers (ACCO) and the Council, with the technical assistance of the FIG office. In addition to the Commission programme there can be professional symposia organised by the host. The Council should be asked if it requires any plenary or breakout sessions.

The conference director, with the assistance of an organising committee and, if so required, a professional event organiser, is responsible for all administrative arrangements associated with the event. The role of the FIG office will be agreed between the host and the FIG office for each working week.

The host should work in close co-operation with the FIG office. It is normal for the Director of FIG office to visit the host once or twice before the event, to discuss the programme with the local organising committee; visit venues and review facilities; help with local promotion of the event and otherwise assist with the arrangements; and agree on the share of responsibilities between the local organisers and FIG. A technical visit closer to the date of the event may be needed to check that arrangements are proceeding according to plan. The host often invites the President of the Federation to visit his or her country before the working week to promote FIG and the event in the host country.

4. Preparation and presentation of technical papers

The work of each commission consists of the presentation and discussion of (i) reports (or interim reports) of commission working groups and (ii) invited and selected, and possible poster, papers. It is important that authors of reports and papers (referred to from now on as papers) should be given a clear indication of what is required. The host, in consultation with commission chairs should therefore prescribe a timetable for preparing and issuing papers and ensure that this is strictly followed.

Authors are expected to attend the event as paying delegates to present their papers in person. A reduced fee for the speakers can be offered. Event organisers may care to consider accepting papers only after their authors or nominated presenters have registered for the event.

On acceptance by the commission chair (or event organiser) of the subject matter of a paper, each author should be told by the commission chair, the FIG office or, if agreed, the organising committee:

  • the length of time available for presentation of the paper

  • that the paper must be written and presented in English (unless it has been agreed and notified via the event programme that there will be a session or symposium in any other language)

  • the maximum length of the paper (which should not normally exceed 10 A-4 pages) and all requirements regarding format including title page, headings, page numbering, drawings, diagrams, formulae, photographs, tables, captions, footnotes and references

  • that the paper must be accompanied by a summary (not exceeding 500 words) in English and any other language(s) which the event organiser may specify

  • that the author is responsible for the English summary and possible summaries in any other languages

  • whether the paper is required to be submitted in electronic format and, if so, the format to be used

  • how many copies of the paper (and summary) are required

  • the latest date by which the paper must be ready and to whom it is to be sent

  • whether the event organisers will produce the copies required for distribution to delegates or whether this is to be the responsibility of the author (and, if so, what arrangements are to be made for paying the cost)

  • the computer and audio-visual facilities which will be available for the presentation of papers

  • that FIG has the right to publish the paper on the FIG web site without compensation both as an abstract and as a full paper.

When deciding how many papers to invite and how long each should be, commission chairs and the host should have regard to

  • the time available at the event and its individual sessions for the presentation and discussion of papers

  • whether or not simultaneous interpretation will be available

  • the general nature and scope of the papers, and the results which are to be sought in the discussion and

  • the cost of printing or otherwise producing the papers and other material comprising the proceedings of the event.

5. Translation and interpretation

Simultaneous translation facilities and a team of interpreters should be provided if the host decides to provide simultaneous interpretation between English and the local language. Simultaneous interpretation facilities will also be needed for those member associations who advise that they will be bringing their own interpreters with them to the working week. If several member associations request this facility, the host should consult with the Council before deciding how many languages are to be accommodated. The costs of interpretation between English and the local language can be included in the event budget.

6. Registration fees and other charges

The host should establish either a schedule of charges or registration fees to cover all costs associated with the organisation of the event, or a lower fee supported by grants or subsidies obtained by the host. It is advisable to avoid extra expenses for services, activities or events. Registration fees for students and for accompanying persons may be lower than the fees for delegates but the latter should at least cover the costs of their participation.

Gratis registrations should not be given, other than for members and ex-officio members of the Council (but not any accompanying persons) and Commission chairs or those directly responsible for the technical programme. There are also special rules applying to representatives of FIG’s partners (eg UN agencies).

The Federation will not support a working week financially except to cover incidental costs the Council incurs for its work in the host’s country.

The Council has to be consulted on the registration fees and fees for accommodation and technical tours. The registration fee for the General Assembly should not be remarkably higher than that for the technical conference or symposium.

The registration form should include a payment box enabling delegates to make a voluntary contribution to the FIG Foundation. The details should be agreed with the FIG office.

7. Technical tours

Technical visits to government departments and agencies, private practices, commercial undertakings, university departments and any other bodies concerned with surveying disciplines should be included in the programme, to give participants a first-hand look at the facilities and work of their counterparts. The tours should be scheduled to avoid conflict with other activities relevant to their fields of interest and at least half a day should be allocated to each tour or group of tours.

8. Social programme

Wherever possible costs associated with social programmes should be included in the registration fee. The host itself is encouraged to sponsor at least one social event and every effort should be made to obtain hospitality from national and local government and from other organisations or commercial undertakings which may be willing to sponsor social events.

9. Accompanying persons programme

A programme for accompanying persons should be designed by the host. Costs for these activities should be charged to the participants, either separately or in the registration fee.

10. Invitations and programme

The invitation leaflet, registration form, programme and web site for the event should be designed in co-operation with the FIG office and approved by the FIG office before printing or being placing on the internet.

The timetable for sending out invitations, calling for papers, submitting papers, etc. should be agreed with the FIG office.

Invitations should be sent to all FIG member associations, affiliates, correspondents, academic members, corporate members, honorary presidents and honorary members, commission officers, task force chairs, permanent institutions and members of the Council. Addresses will be provided by the FIG office, which is also able to assist with other contact information. The number of invitations to be sent to each member should be agreed with the FIG office.

11. Numbers of participants

The number of delegates and accompanying persons can vary considerably from time to time and from country to country. It is therefore recommended that information about numbers at previous working weeks be sought from their organisers or from the FIG office.

Normally 40–50 member associations and 150–200 delegates attend the meetings of the General Assembly. The number of participants to the technical conference varies depending on the programme and local participation.

12. Facilities

Meetings of the General Assembly held during a working week should be laid out class-room style, with Council members seated on a platform facing the delegates. The FIG banner and the flags of countries represented in the Federation by member associations are normally placed behind the platform; and they are transferred from meeting organiser to meeting organiser, together with country and other name cards (costs are covered by the next host). A public address system with table and floor microphones should be provided, together with headsets for interpretation if there is to be simultaneous interpretation of any or all of the proceedings. Computer and audio-visual facilities and flip charts should be made available as required. The details should be agreed with the FIG office.

The same facilities should wherever possible be provided for technical seminars, commission and task force meetings and workshops.

Auditorium-style seating should be provided for the opening and closing session, if needed. The FIG banner and the Federation’s country flags should be displayed, together with a banner or other backdrop if the host so wishes. Arrangements should be made for playing the FIG fanfare at the opening and closing session. Computer and audio-visual facilities should be made available as required by the FIG office.

A series of rooms, each with audio-visual facilities and flip charts, whose seating capacity when set out committee-style should range from between 20 to 50 people, should be made available to provide meeting accommodation for the Council, President, ACCO and individual commissions. For Commission meetings a room for each Commission (seats for 15-30 people) is required at least for the Commission meetings shown on the programme but ideally for the whole length of the working week.

For technical sessions rooms accommodating 30–100 people are required. The number of rooms will depend on the number of parallel sessions.

If possible there should be a hospitality room for accompanying persons. Rooms should also be made available for the administrative staff and helpers and translators (if simultaneous interpretation facilities are being provided). For the FIG office a room equipped with copier, printer, personal computer and internet and telephone connection should be reserved. The host is in charge of copying administrative papers during the working week and for providing assistant personnel.

Computers and photocopiers should be provided in a secretariat office. Other facilities, including telephone, fax and e-mail should be made available at cost for the delegates.

Whoever is responsible for organising each session or symposium is also responsible for appointing the moderator of that session. Moderators are responsible for appointing rapporteurs where these are required to keep records or prepare reports for inclusion in the published proceedings of the event, for presentation to General Assemblies or for other purposes.

Provision should be made to tape the discussions in any or all of the sessions if this is considered essential to the production of the final report of the proceedings.

Depending on the number of delegates, paging and message facilities should be provided. The possibility for internet café should be considered.

13. Published proceedings

Papers presented at the technical sessions or symposia organised as part of working weeks should be published, for free distribution to delegates and for sale. The format of the proceedings (hard copy of full papers/hard copy of extended abstracts/CD-rom) should be agreed with the FIG office.

The host is also responsible for providing all papers to FIG office in electronic format, to be posted on the FIG web site.

14. Exhibition

The number of exhibitors and visitors to the exhibition can vary considerably from time to time and from country to country. It is therefore recommended that information about numbers at previous comparable events be sought from their organisers or from the FIG office.

The amount of exhibition space, the rates to be charged and the duration of the exhibition will be determined by the host, who will usually find it helpful to consult with organisers of exhibitions at previous FIG events and at conferences organised by other international professional bodies. Space is leased to exhibitors at a rate determined by the host. Income from fees charged to exhibitors may be fixed so as to provide sufficient income to help defray other costs; and perhaps also to pay for the cost of a social function hosted by the exhibitors. Entry to the exhibition should be free to congress delegates; a separate day registration fee should be charged to members of the public.

FIG Corporate Members have to be given the first choice of space in the exhibition area. They are normally offered other benefits such as reduced booth prices. Booths should also be provided free of charge to the hosts of the next working week and the next congresses, to enable them to promote these forthcoming events, and to FIG, to promote its own activities.

It is recommended that coffee/tea breaks and lunches take place in the exhibition area.

15. Publicity

The host is advised to produce their preliminary programme in time for it to be available and promoted at the working week held two years in advance. The preliminary programme is normally produced and promoted one year in advance. Organisers are encouraged to access the FIG web site (www.fig.net) in compiling mailing lists for the preliminary programmes, other publicity material and the final programme/registration form. The host is encouraged to circulate these as widely as possible within their own country to encourage local attendance.

16. Pre- or post-event tours

These optional tours should be included in the overall event programme at the discretion of the event organisers and should be financially self-supporting.

17. Finances

The allocation of financial responsibilities as between the host and FIG will be agreed after the selection of the member association(s) hosting the working week.

The host must submit to the Council a draft budget, including the proposed registration fee and approximate accommodation and other relevant costs, when bidding for the event. The final budget of the event should be sent to the FIG office as soon as it prepared. The host must also deliver key figures and indicators of the working week to the FIG office for statistical purposes.

The apportionment of the costs of visits of FIG officers and/or Council representatives to the host will be agreed between the FIG office and the host. The help provided by the FIG Office (eg assisting with the preparation of the technical programme) will be charged in accordance with an agreement between the FIG office and the host.

Rooms required for administrative meetings, the FIG office and the commissions should be provided free of charge as well as technical facilities (including telephone, personal computer, internet, etc. facilities and printing documents for administrative meetings) during the working week.

Appendix

Checklist and timetable for congresses/working weeks

 

Months before event

Appointment of local organising committee and PCO

 

Selection and booking of venue (meeting and exhibition)

 

Budget

 

Publicity

 

Issue of preliminary programme

 

Appointment of exhibition contractor

 

Issue of exhibition information/ booking forms

 

Opening and closing ceremony

 

Keynote speaker

 

Issue of final programme/registration form

 

Hotel accommodation

 

Technical visits

 

Social programme

 

Accompanying persons programme

 

Local transportation

 

Translation services

 

Recruitment of local helpers

 

Council and commission rooms

 

Other secretariat facilities

 

Message centre

 

Receipt of abstracts

 

Receipt of final papers

 

FIG banner, flags, country and other name cards

 

Selection of registrants’ satchels

 

Selection of gifts for registrants and speakers

 

Recording services for sessions

 

Computer and audio visual equipment, microphones

 

Local invitations to opening, social events

 

Crèche

 

Microphones

 

Photographer

 

Delegate wallets

 

List of participants

 

Individual name tags

 

Press information

 

Checklist of expenses (including self-financing activities)

  • Professional event organiser costs (management fee and direct costs)

  • Stationery

  • Administration costs (postage, telephone, fax, etc)

  • Meeting accommodation

  • Participants accommodation

  • Exhibition (venue, contractor)

  • Promotion and publicity, including associated travel

  • Printing - including exhibition booking forms, delegates’ registration forms, publicity material, programmes, registration lists, name tags, invitations, proceedings

  • Mailing - including preliminary programme, exhibition information/booking form, final programme/registration form

  • Registrants’ satchels

  • Gifts for registrants and speakers

  • Signs and decorations, including floral arrangements and flowers for presentation

  • Bank charges and audit

  • Legal costs

  • Delegate wallets

  • Catering, including morning/afternoon tea/coffee and water/glasses in all rooms

  • Entertainment

  • Invited guests

  • Registration procedures and desk

  • Local helpers

  • Technical tours

  • Social programme

  • Accompanying persons programme, including hospitality room

  • Transport

  • Photography

  • Welcome reception

  • Security

  • Translations and simultaneous interpretation infrastructure

  • Gratuities.


Guidelines on FIG Certificates and Badges

(approved by the Council on 5 May 2001)

Badges

1. There shall be three categories of badge, each 17mm x 17mm, enamelled and displaying the FIG logo,

  • for honorary presidents, with golden oak leaves

  • for honorary members, with silver oak leaves

  • for members of the Council and chairs of commissions, with bronze oak leaves.

Certificates

1. There shall be certificates of appointment for honorary presidents and honorary members.

2. There shall be certificates of membership for member associations, affiliates, corporate members, correspondents and academic members.

3. There shall be certificates of appreciation for past members of the Council and past chairs of commissions. In addition the Council may present a certificate of appreciation to anyone who has made a valuable contribution to the work of the Federation.


GUIDELINES ON THE USE OF THE FIG LOGO

(approved by the Council on 5 May 2001)

1. Background

The aim of these guidelines is to clarify the procedure how to apply the privilege of using the FIG logo for events and publications and/or the endorsement of FIG e.g. for guidelines and standards. The general policy of the Federation is in favour for the use of FIG logo and its signs at national level by the member associations to promote their membership in FIG to the individual members. This so called normal use of FIG logo happens by using the FIG logo with appropriate text, e.g. "Member Association"; "Affiliate Member"; "Academic Member" and "Corporate Member". The different logos with the text can be downloaded from the FIG web site (under Administration). The logos are available in several formats both for printing and for web site use.

2. Events

FIG policy to give the right to use FIG logo and signs with different kind of events is as follows:

FIG support to international and regional conferences, congresses, exhibitions and symposia as a Federation

The decision whether FIG will be an organiser, a co-organiser or a co-sponsor of an event is taken by the FIG Council. This is applied when the request is about whether FIG as a Federation supports the event. The Council will decide also on the financial consequences (sharing the profit; royalties for the use of the FIG logo to be donated to the FIG Foundation or FIG; or financial support given by FIG to the event; and sponsoring e.g. speakers from developing countries to the event). Normally to get the FIG support to an event requires that FIG is involved in and/or consulted on the programme. Further there has to be a clear contribution from FIG also during the event itself. Applications to use the FIG logo and signs for such purposed should be sent to the FIG office.

If this kind of event is organised by an organisation that has a Memorandum of Understanding with FIG and the topics of the event are in accordance with the MoU, the FIG office will make the decision on the use of the FIG logo. The FIG office will be in contact with all relevant bodies in FIG, e.g. Commissions involved. Also in these events there shall be an FIG input to the programme.

The permit to use the FIG logo in conjunction with any event that is organised or co-organised by FIG shall give FIG the right to publish the proceedings of the event on the FIG web site without any compensation.

FIG support to international conferences, symposia and seminars from an FIG Commission

The decision whether an individual Commission (or several Commissions individually) is willing to support an international or regional event will be made by the chair of each Commission. The contact can be made directly to the Commission chair or to the FIG office, which will then inform each other on the request and take care of disseminating the information in the case of a positive decision (newsletters, bulletins, leaflets etc.). When a Commission decides to support an event it is also responsible to take care of its input to the programme of the event. On possibility for financial support the Council shall be consulted.

The permit to use the FIG logo in conjunction with any event that is organised or co-organised by FIG shall give FIG the right to publish the proceedings of the event on the FIG web site without any compensation.

FIG support to national events and conferences

The normal way to FIG to support national conferences is not to give the right to use the FIG logo except to use it in addition with text "FIG Member Association", explained above. If FIG, however, decides to send a representative to an event or with other important reasons decides to support the event, the Council can decide that the event will be a co-sponsored FIG event.

3. Publications

The FIG policy to admit the use of its logo and signs (e.g. endorsed, recommended or refereed by FIG) is as follows:

Commercial use of the FIG logo for guidelines, publications etc.

The request of using FIG logo for commercial purposes in publications shall be sent to the Council (FIG Office) which will contact the Commissions that have expertise on this special topic. The Commission(s) is requested to evaluate if the publication fulfils the scientific, technical and ethical qualifications that FIG expects from publications that it supports. The Commission(s) shall inform the Council whether terms like "Endorsed by FIG" or "Recommended by FIG", if any, could be used in this connection. The royalties or fees to be paid to FIG or the FIG Foundation (these shall be based on the commercial benefit) will be decided by the FIG office based on the guidelines given by the Council.

Other publications with no commercial value

The permit to use FIG logo and signs with these publications will be taken by the FIG Council, relevant FIG Commission or the FIG office following the FIG policy. The professional/scientific value of the publication shall always be refereed by a Commission(s). Each Commission decides on its own publications and endorsement (e.g. "Endorsed by FIG Commission 5", "Recommended by Commission 8". The Council (or the FIG office if delegated to it) decides whether a publication will be published by FIG in its publication series.

Publications at national level and in local languages

The general policy of FIG is to promote the membership of the Federation at the national and local levels. This includes e.g. publishing the FIG reports and publications (including Commission reports) on local languages by the member associations. When doing so the FIG logo and signs have to be clearly visible. There will be no charge for using the FIG logo if the publication is used in its original format. A copy of the publication has to be submitted to the FIG office and the proceedings also in electronic format to be posted on the FIG web site when appropriate.


GUIDELINES TO ASSIST THE REVIEW OF APPLICATIONS FROM POTENTIAL MEMBER ORGANISATIONS

(approved by the Council on 8 May 2001)

1. Introduction

Following the policy of the Federation to increase its efforts to extend membership, and the subsequent decision by the General Assembly to enable membership from more than one professional organisation per country, an increasing number of new applications have been forthcoming. This has clear benefits to the Federation by enhancing its role as an international NGO representing all facets of the surveying profession. In addition the new members often bring a different perspective to the work of the Federation and help strengthen its technical and professional activities.

To assist in the review of applications for membership the following guidelines have been established to help in the review of applications.

2. Guidelines for reviewing new applications for membership

2.1 New applications where no existing member association exists.

The process of reviewing new applications will follow the criteria established by the General Assembly in its Internal Rules.

These criteria include; (section 2 - internal rules)

  • That a member association is comprised of individuals who posses relevant academic qualifications (which should normally be to at least UNESCO ISCED level 5 degree) plus approved professional experience and who provide professional services in accordance with ethical standards.
  • Associations which include technician grades are also eligible for membership of the Federation.

Subject to satisfying these conditions, the Council will normally recommend to the General Assembly, without reservation, that the application be endorsed.

2.2 New applications where one, or more existing member association exist.

In circumstances where an additional membership application is received from a country where one, or more, existing member association already exist, the Council will inform the existing member(s) of the new application. This is clearly important as a matter of common courtesy. In addition an existing member may wish to offer views on the new members application. These views will be considered by the Council in reviewing the application from the potential new member.

In reviewing new applications, the Council will in addition judge the application against the following criteria;

  • Does the application meet the requirements for membership of FIG in terms of area of practice, educational level etc. (as set out in the internal rules)?, is so,
  • Is the application complementary to that covered by the existing member association, for example, in terms of representing;
    • a different area of the profession of surveying (as set out in the FIG definition of a surveyor)?, or
    • a different balance of area of practice (e.g. members drawn predominantly from the private sector compared to public sector representation, or vice versa)?
    • Another form of complementary activities.

In these cases the application would normally be recommended, without reservation, to the General Assembly.

  • In circumstances where the new application appears to replicate entirely or predominantly the work of the existing members activities the new application will also be considered.

In these cases the application may also, on its merits, be recommended by Council to the GA.

  • In circumstances where one, or more, of the existing members do not fully support the application, the Council may, nevertheless, recommend to the GA the proposal to admit the applicant,

In these cases, however, the objections of the member association will be made known to the GA and the member association(s) will be invited to present their case to the GA prior to any vote on the application taking place.


FIG MEMBERS AND THEIR COMMISSION DELEGATES

(endorsed by the General Assembly on 25 July 1998)

The purpose of these guidelines is to help ensure that the full benefits of FIG membership are passed down to all the individual members of associations or other organisations that are members of the Federation.

To ensure that these individual members are kept fully informed of and input where necessary to the work of FIG and its commissions, FIG recommends that

  • FIG members should support, or encourage others to support, the attendance of national commission delegates at annual FIG working weeks (including annual commission delegate meetings and technical symposia) and other symposia organised by the commissions
  • FIG members and their national commission delegates should consider establishing networks within their countries to communicate information and obtain feedback
  • national commission delegates should be actively involved in commission activities, including responding to questionnaires or correspondence and identifying topics and authors of papers for commission symposia and FIG congresses
  • FIG members should seek and encourage funding support to enable national commission delegates to attend FIG activities, including commission meetings
  • national commission delegates should write at least one annual report for publication in a local newsletter or technical journal or for dissemination by some other means to individual members of their association or organisation.

THE FIG FOUNDATION

STATUTES

1. The name of the Foundation is The FIG Foundation ("the Foundation").

2. The Foundation is established under the International Federation of Surveyors (FIG) which is registered under Danish legislation in Denmark with a permanent office in Copenhagen, municipality of Frederiksberg.

3. The purpose of the Foundation is the funding of educational and capacity building projects and scholarships.

The objects for which the Foundation is established are:

  1. To give grants and scholarships to projects, for instance to develop curricula for surveying education and capacity building, especially in developing countries;
  2. To promote high standards of education and training for surveyors and to facilitate continuing professional development;
  3. To educate people in the disciplines of surveying, particularly in developing countries and countries in transition;
  4. To promote virtual academies and the use of distance learning in surveying education;
  5. To encourage research into all disciplines of surveying and to disseminate the results of that research;
  6. To promote the exchange of surveying personnel for greater understanding of all facets of the profession of surveying;
  7. To support by seed funding conferences and similar events in co-operation with international agencies such as the United Nations.

4. The Foundation's funds are established by moving the funds of the FIG Education Foundation Limited from Australia. The accumulated profit of the Foundation on 31.12.2000 was Swiss francs 46,474.

5. The Foundation is administered by the FIG Office in Copenhagen directed by a Board of Directors. The five (5) Directors are appointed by the FIG Council. The majority of the Directors shall have expertise in education in surveying disciplines and be familiar with FIG. One of the Directors shall be one of the Vice Presidents of FIG, normally the one in charge of fund raising. The remaining Directors shall not be members of the FIG Council. The FIG Council appoints one of the Directors to be the President of the Foundation.

6. The funds of the Foundation must not fall below Swiss francs 40,000 during the years 2001 and 2002. Thereafter, the Foundation may use fifty (50) per cent of its annual income for projects implementing its aims.

7. The funds of the Foundation shall not be used to support the normal activities of FIG, for instance to support travel to conferences or visits to member associations.

8. The Directors shall announce to FIG members once a year the scholarships and grants available from the Foundation. These announcements will be distributed through normal FIG information channels.

9. If there are insufficient applications meeting the criteria set by the Directors submitted in any year to use all of the funds available for distribution in that year, the Directors will decide whether the unused funds will be carried forward for use in the following year, or used for increasing the Foundation's assets, or a mixture of these two options.

10. The accounting year of the Foundation is a calendar year. Accounts shall be prepared in conjunction with the FIG accounts and shall be audited together with the FIG accounts. The accounts and annual report of the Foundation shall be submitted to the General Assembly of FIG for its adoption. The annual report will include information on fundraising activities undertaken and grants given.

11. If the Foundation is closed for any reason, any remaining Foundation funds shall be used for the purposes expressed in the objects of the Foundation on decision of the FIG General Assembly.

12. Changes to these statutes may be made by the FIG Council.


FIG PUBLICATION No 26

FIG STATUTES, INTERNAL RULES AND GUIDELINES

Published in English

Published by The International Federation of Surveyors (FIG)
ISBN: 87-90907-13-2, May 2001, Frederiksberg, Denmark

Printed copies can be ordered from:
FIG Office, Kalvebod Brygge 31-33, DK-1780 Copenhagen V, DENMARK,
Tel: + 45 38 86 10 81, E-mail: FIG@fig.net


©2017 FIG