[Todos CMAT] Fwd: [IMU AO CL 10/2022] IMU General Assembly meeting in Helsinki

[Lydia Tappa]

---------- Forwarded message ---------
De: IMU Secretary <secretary en mathunion.org>
Date: vie, 25 mar 2022 a la(s) 10:42
Subject: [IMU AO CL 10/2022] IMU General Assembly meeting in Helsinki
To: <ao en mathunion.org>


To: The Adhering Organizations of the International Mathematical Union (IMU)

Dear colleagues,

This is the third announcement about the next IMU General Assembly (GA)
meeting, see also CL 2/2022
<https://www.mathunion.org/fileadmin/IMU/Publications/CircularLetters/2022/IMU%20AO%20CL%202_2022.pdf>
and
 9/2022
<https://www.mathunion.org/fileadmin/IMU/Publications/CircularLetters/2022/IMU%20AO%20CL%209_2022.pdf>
.

*1. Time and Location*

The next GA meeting of the IMU will take place on 3–4 July 2022 in
Helsinki, Finland.
Delegates are expected to arrive on 2 July. The GA meeting ends in the
evening of 4 July.
We hope that the current pandemic will not necessitate any changes to these
plans.

*2. The General Assembly (basic information)*

The role of the GA is described in the IMU Statutes
<https://www.mathunion.org/organization/statutes>, in particular, in
Articles 18–24, and 41.

*3. Delegations*

For the GA meeting, each IMU Member Adhering Organization (AO) shall
appoint and certify to the Secretary General a delegation,
which shall have the number of votes corresponding to the Group to which it
adheres, see Statutes Article 19 and IMU Member Countries
for information about the Groups.
I would like to ask all AOs to start selecting their Delegates for the IMU
GA meeting in Helsinki and to nominate the delegations in an email
to me at <secretary en mathunion.org>. This request applies to
    − all IMU Members,
    − all IMU Associate Members, and
    − all IMU Affiliate Members.
Please note, however, that only the Delegates of IMU Members have voting
rights at the GA. Affiliate and Associate Members have the right to
participate in the GA via a representative without voting rights.
In my capacity as Secretary General, I will maintain the list of Delegates
(together with the nomination letters) so that there is proof of which
persons
have the right to vote at the GA. A web registration procedure for the GA
participants will be set up, see below for more information.

In case it turns out that a formally nominated Delegate is unable to
participate in the GA and the AO wishes to nominate a substitute, you are
asked to
notify me by email without delay. We will try to handle the replacement as
smoothly as possible.
The deadline for submitting the delegation is 1 May 2022, and a nomination
has to include the full name and email address of each delegate. The email
address will be used during the voting procedure, which will be fully
electronic. All delegates are asked to bring a laptop, tablet or smartphone
for the voting
procedure. Ultimately, we require one email address per vote (e.g., Group 5
members will need to provide 5 unique addresses, Group 4 members will need
to provide 4 unique addresses, etc.). Please bear this in mind when
compiling your delegation and include the requisite number of email
addresses for your
group of adherence.

*Gender distribution at the GA*
I would like to recall that it was noted at previous GA meetings that the
gender distribution was not well-balanced. I urge the AOs to consider
gender
distribution as one criterion when they choose the Delegates for the GA
meeting in Helsinki.

*4. Other GA participants*

The IMU Executive Committee (EC) will invite further persons to the GA
meeting. Among these are
− IMU Officers (this group includes the IMU EC members, and
Chairs/Presidents of IMU Commissions and Committees who will provide
reports about their
   activities for IMU)
− Observers (this group includes possible representatives of countries that
will apply for IMU (Associate) Membership and, moreover, representatives of
ISC,
   ICIAM, and possibly other IMU related organizations)
− Members of the local GA organization in Helsinki.
No person in any of the categories mentioned here has a voting right at the
GA. Note that no person will be allowed to participate in the GA without a
formal
approval or invitation from me.

*5. The IMU Award Ceremony*

As announced in CL 9/2022
<https://www.mathunion.org/fileadmin/IMU/Publications/CircularLetters/2022/IMU%20AO%20CL%209_2022.pdf>,
the IMU Award Ceremony will take place as an in-person event in Helsinki on
5 July 2022, the day following the GA. All
participants at the GA are cordially invited to attend this grand event.
Participants can register for the Ceremony when registering for the GA.
Registration
is free of charge. More details will follow shortly.


*PRACTICAL INFORMATION*

*6. Accommodation and travel reimbursement*

All registered GA Participants at the GA meeting will get their hotel
accommodation in Helsinki covered for the period 2–5 July (three nights,
single
room rate). For participants wishing to attend the IMU Award Ceremony, we
will also cover the night 5–6 July.  The hotel rooms will be prepaid.
Meals during the GA will be provided. Any additional expenses must be paid
individually. This offer does not extend to other people,
e.g., accompanying persons.

In addition, one Delegate or Representative from each IMU Member, i.e.,
full IMU Member, Associate Member and Affiliate Member,
can receive travel support in order to attend the GA meeting in Helsinki.
The conditions for the GA travel support are as follows:

− One (-1-) GA travel grant can be given per member of the IMU.

− In very special cases, an AO may request travel support for more than one
delegate. Well-documented applications have to be sent to
  <secretary en mathunion.org> by 1 May 2022.

− It is the responsibility of the IMU Member (AO) to nominate to the IMU
Secretary General who will be the recipient of the GA travel grant
  (name of the person selected).

− GA travel grant implies that IMU will reimburse travel expenses up to a
maximum amount per grant, which depends on the geographical
   region of the member country. The maximum amounts per region and country
are specified below.

− Only round trips from the country of the Delegate or Representative
(country–Helsinki–country) are eligible for reimbursement.

− Eligible travel expenses are: basic economy class airfare, reasonable
expenses to travel from home to the airport and back.

− Reimbursement for travel expenses is subject to the presentation of the
following documents/receipts upon on-site registration in
   Helsinki:
    − Copy of passport;
    − Summary of the travel expenses which are claimed to be reimbursed
(note that there is a maximum amount), including travel support
       received from any other source, if applicable;
    − Ticket, originals of boarding pass and any other receipts for travel
expenses;
    − Estimate of travel expenses to travel home;
    − Travel insurance (if no coverage from other sources and only for the
travel to the GA meeting);
    − Bank information (printed), if not provided online at the time of
registration. A form will be available during the online registration.

Travel reimbursement will only take place when the required documents have
been presented by the grant recipient in Helsinki and
will only be by bank transfer. In exceptional cases, for instance, if a
bank transfer to the country is not possible, reimbursement can be made
in cash (in EUR only). This requires a request in advance to the IMU
Secretary General and his approval.

If you are eligible for the GA travel grant you will be able to provide
your bank information during the online registration process. A form will
be
offered where you can fill in your data. The form will be stored at a
secure server. After the GA meeting the forms will be deleted. It is
recommended to provide the information electronically, as this will help
facilitate the bank transfer.

If a Delegate or Representative selected for the GA travel grant gets
travel support from any other source, this will be deducted from the amount
available from the GA travel grant.

If a Delegate or Representative, who has been selected for the GA travel
grant and has a valid ticket, but is unable to attend the GA meeting
because of disease or an act of force majeure, travel expenses (or part
thereof) may be reimbursed if the disease or the act of force majeure
is duly certified and the travel expenses (or part thereof) are not
refundable from other sources.

Of course, we appreciate IMU Members covering the travel expenses of all of
their Delegates or Representatives to the GA meeting from their
own sources wherever possible.

Maximum amounts of GA travel grants per region and country of the AO  (see
Member Countries by Continent):

*Region A: Africa*
Maximum amount granted for reimbursement of travel expenses: 1,150 EUR

Algeria, Cameroon, Egypt, Gabon, Ivory Coast, Kenya, Morocco, Nigeria,
Senegal, South Africa, Tunisia, AMU.

*Region B: America*
Maximum amount granted for reimbursement of travel expenses: 950 EUR

Argentina, Brazil, Canada, Chile, Colombia, Cuba, Ecuador, Mexico,
Paraguay, Peru, United States of America, Uruguay, Venezuela, MCofA, UMALCA.

*Region C: Asia & Oceania*
Maximum amount granted for reimbursement of travel expenses: 1,400 EUR

Armenia, Australia, Bangladesh, China, Georgia, Hong Kong SAR, India,
Indonesia, Iran, Israel, Japan, Kazakhstan, Korea/Republic of, Kyrgyzstan,
Malaysia, Mongolia, New Zealand, Oman, Pakistan, Papua New Guinea,
Philippines, Saudi Arabia, Singapore, Thailand, Uzbekistan, Vietnam, SEAMS.

*Region D: Europe*
Maximum amount granted for reimbursement of travel expenses: 500 EUR

Austria, Belarus, Belgium, Bosnia and Herzegovina, Bulgaria, Croatia,
Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece,
Hungary, Iceland, Ireland, Italy, Latvia, Lithuania, Luxembourg,
Montenegro, Netherlands, Norway, Poland, Portugal, Romania, Russia, Serbia,
Slovakia,
Slovenia, Spain, Sweden, Switzerland, Turkey, Ukraine, United Kingdom, EMS.

In addition, *Delegates from Priority groups 1&2* (Bangladesh, Cameroon,
Egypt, India, Indonesia, Kenya, Kyrgyzstan, Mongolia, Morocco, Nigeria,
Pakistan, Papua New Guinea, Philippines, Senegal, Tunisia, Ukraine,
Uzbekistan, Vietnam) each receive an extra 200 EUR.


*7. The online registration process for the IMU GA in Helsinki*
After the nomination of the delegations by the AOs in a letter to me, the
approved persons will receive a direct link from the IMU Secretariat to a
webform for registration.
The GA Participants are requested to submit their registration by 22 May
2022.

*8. Letter of invitation and visa issues*

If you need a letter of invitation to attend the GA meeting, you can
request this when completing the GA registration webform.

*The deadline for sending the names and email addresses of your delegation
is 1 May 2022, *
*and should be sent to me at <secretary en mathunion.org
<secretary en mathunion.org>>*.

I look forward to seeing you all in Helsinki!

Regards
Helge Holden

[image: photograph] *Prof. Helge Holden*
Secretary General of the International Mathematical Union
[image: photograph]+47-92038625 <+4792038625>   [image: photograph]
secretary en mathunion.org <secretary en mathunion.org>   [image: photograph]
www.mathunion.org <https://www.mathunion.org>

_______________________________________________
AO en mathunion.org
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