Rules of Operation (established on November 24, 2008, became effective on April 1, 2009, and amended on October 25, 2009, June 22, 2013, June 13, 2015, and March 19, 2016)
I. Rules of Operation
1. These Rules of Operation shall be stipulated for performance of the Articles of Association of the Society.
2. Any revision or abolition of these Rules of Operation shall be made by the Permanent Committee and shall be subject to a resolution adopted at the general meeting.
II. Members
1. Procedures for the members
A member shall be sure to submit applications for entry, changes of registered matters, and withdrawal.
2. Right of the members
The members shall be entitled to participate in the affairs of the Society.
3. Suspension of the right of the members
a. Any member’s right shall be suspended if he or she fails to pay the membership fee.
b. The President may cancel the membership of any member after a resolution adopted by the Permanent Committee if the member is considered to have committed any acts to defame the Society or against the purpose of the Society.
4. Any member who fails to pay the membership fee for three years shall be deemed to have withdrawn from membership.
5. The member may be allowed to adjourn membership.
III. Membership fee
1. Regular Member’s annual membership fee shall be JPY 8,000.
2. Student Member’s annual membership fee shall be JPY 4,000.
3. Supporting Member’s annual membership fee shall be JPY 25,000 per unit.
IV. General meeting
1. General meeting shall be held once a year at the annual conference.
2. If the Permanent Committee determines it necessary, an extraordinary general meeting may be held.
V. Selection, term, and eligibility for election as President
1. The President shall be selected by the Permanent Committee through election of the attending Permanent Committee Members (excluding those present in proxy).
2. The term of the President shall be two years and reappointment may be made only once.
3. Eligibility for election as the President shall be as a member of this Society.
4. The President shall not be subject to retirement.
5. Election of the President shall be held by the Permanent Committee in March of the year in which the new President should be elected.
6. The Secretary-general and Vice- Secretary-general of the Secretariat shall serve as the Board of Election for the President.
VI. Selection, term, and eligibility for election as Vice President
1. The Vice President shall be assigned by the President after consulting the Permanent Committee.
2. The term of the Vice President shall be two years and reappointment may be made only once.
3. The Vice President shall be a member.
4. The Vice President shall not be subject to retirement.
VII. Permanent Committee
1. The Permanent Committee shall be established with the attendance of one-half or more of the Permanent Committee Members (including those present in proxy).
2. The Permanent Committee shall be held when the President determines it necessary and one-third or more Permanent Committee Members request so.
3. The Permanent Committee may, from time to time and as necessary, request the attendance of persons other than the Permanent Committee Members to hear their opinions.
4. Former Permanent Committee Members may, from time to time, state their opinions at the Permanent Committee but do not have voting rights.
VIII. Selection, term, and eligibility for election as Permanent Committee Member
1. With regard to the selection of the Permanent Committee Member, candidates shall be recommended using the two methods below and selected among them after discussion by the Permanent Committee.
(i) The Permanent Committee shall constitute the Permanent Committee Member Recommendation Committee comprising the Executive Office (President, Vice President, and Secretary-general and Vice- Secretary-general of the Secretariat) and a few Permanent Committee Members. The Permanent Committee Member Recommendation Committee shall recommend candidates to the Permanent Committee in consideration of fields and regions.
(ii) The member may run as, or recommend, a candidate for the Permanent Committee by using a specific form.
2. The prescribed number of Permanent Committee Members is twenty-five, and about one-third of them shall be changed at the selection.
3. The term of the Permanent Committee Member shall be two years and their reappointment shall not be prevented.
4. The eligibility for election of the Permanent Committee Member shall be as a member of this Society.
5. The Permanent Committee Member shall not be older than sixty-five years old when she or he takes office. The term of the Permanent Committee Member who takes office at sixty-five years old shall be one year.
6. Election of the Permanent Committee Member shall be held by the Permanent Committee in March of the year in which the Member should be changed.
7. The Permanent Committee Member Recommendation Committee shall be constituted by the Permanent Committee held in the fall of the year before the year in which the Member should be changed.
IX. Selection, term, and eligibility for election as Controllers
1. The Controllers shall be assigned by the President after consulting the Permanent Committee.
2. The term of the Controllers shall be two years and their reappointment shall not be prevented.
3. The Controllers shall be a member of this Society.
4. The Controller shall not be subject to retirement.
5. The Controllers may, from time to time, state their opinions at the Permanent Committee.
X. Secretariat
1. The Secretariat shall have a Secretary-general, Vice-Secretary-general, and Secretariat Staff.
2. The Secretary-general and Vice-Secretary-general shall be selected by the Permanent Committee out of the Permanent Committee Members. Multiple Vice- Secretary-generals of the Secretariat may be selected.
3. The term of the Secretary-general and Vice-Secretary-general of the Secretariat shall be one year and their reappointment shall not be prevented.
4. Secretariat Staff shall be recommended by the Secretary-general and selected by the Permanent Committee. Any Secretariat Staff shall be a master degree holder. The term of the Committee Members shall be two years and their reappointment shall not be prevented. Secretariat Staff may attend the Permanent Committee to state their opinions.
XI. Various Subcommittees
1. Subcommittees shall be constituted by the President and Committee members.
2. The President of a subcommittee shall be selected by the Permanent Committee. The President shall be a Permanent Committee Member when he or she takes office.
3. The term of the President shall be two years and reappointment may be made only once.
4. Members of subcommittees shall be referred to each President and subcommittees and selected by the Permanent Committee in consideration of fields and regions.
5. The term of the members of subcommittees shall be two years and their reappointment shall not be prevented.
6. The following subcommittees shall be established.
(i) Academic Journal Editing Committee
(ii) Conference Preparation Committee
(iii) Study Group and Lecture Meeting Organizing Committee
(iv) International Exchange Committee
7. The Permanent Committee may establish any subcommittees in addition to the four subcommittees above as necessary.
XII. Advisor
1. The Permanent Committee may select a person who makes (i) significant contributions to the Society and/or (ii) distinguished contributions to medieval European studies as the Advisor.
2. The Advisor shall be sixty-six years old or older.