Chapter I: General Provisions
Article 1 The official name of the organization shall be "Hubei Society for Polar Scientific Exploration" (hereinafter referred to as "the Society"), abbreviated as HSPSE.
Article 2 The Society constitutes a provincial-level, non-profit academic organization voluntarily formed by professionals engaged in Antarctic and Arctic scientific exploration and research.
Article 3 The Society's mission is to comply with the Constitution, laws, regulations, and national policies of China; to uphold social morality and socialist core values; to unite polar researchers and institutions; to advance polar research through domestic and international collaboration; to enhance academic standards and promote polar science popularization; and to contribute to humanity's peaceful utilization and protection of polar regions.
Article 4 The Society operates under the dual supervision of its governing authority, the Hubei Association for Science and Technology, and the registration and management organ of associations—the Hubei Provincial Department of Civil Affairs.
Article 5 The Society has established a system for reporting major activities. Important meetings such as Council Meetings or Member (Representative) Conferences must be reported to the registration authority at least 15 days in advance. Large academic events, research projects, surveys, and donations must be reported to the relevant authorities 7 working days in advance. Events such as celebrations, seminars, and forums should be included in the annual activity plan (submitted in January and June), and require approval from the registration authority 10 days prior to the event. International exchanges, overseas visits, and receipt of foreign donations must be reported to relevant government departments and the registration authority 10 working days in advance, with necessary procedures completed.
Article 6 The Society shall establish an organization of the Communist Party of China in accordance with the constitution of the Communist Party of China and relevant regulations to conduct Party activities with proper operational support.
Article 7 The Society is headquartered at the Chinese Antarctic Center of Surveying and Mapping, Wuhan University, located at No. 129 Luoyu Road, Wuhan, Hubei Province. Postal code: 430079.
Chapter II: Scope of Business
Article 8 The scope of the Society's activities encompass:
(1) Establishing connections with domestic and international polar academic organizations to promote academic exchanges, and organizing or co-hosting academic events related to Arctic and Antarctic research;
(2) Publicizing China's achievements in polar scientific investigation and research, and promoting public understanding of polar science;
(3) Facilitating information exchange among members and expanding international cooperation channels;
(4) Organizing polar science consulting services and talent development programs for members;
(5) Recommending academic papers or monographs for publication, and evaluating outstanding polar research papers upon approval;
(6) Recommending qualified personnel for polar science outreach and expeditions;
(7) Developing member services and activities, and establishing technology development entities in accordance with laws and regulations.
Chapter III: Membership
Article 9 The Society primarily consists of individual members while admitting a limited number of institutional members.
Article 10 Membership applicants must meet the following requirements:
(1) Endorse the Society's constitution;
(2) Express willingness to join;
(3) Demonstrate professional influence in relevant fields;
(4) Specific qualifications:
Individual members: Applicants must satisfy one of the following:
a. Hold professional titles at or above assistant researcher, lecturer, or engineer in polar science and technology;
b. Hold bachelor's degrees or higher and demonstrate commitment to polar exploration.
Institutional members: Institutional membership is open to corporations, research institutions, and academic organizations involved in polar (Arctic/Antarctic) research that employ qualified scientific personnel, actively participate in Society activities, and support the Society's mission and operations.
Article 11 Membership application procedures:
(1) Submit the application for membership;
(2) Obtain approval through Council deliberation;
(3) Receive membership certification issued by the Council or its authorized body.
Article 12 Members enjoy the following rights:
(1) Voting, election, and decision-making rights in the Society;
(2) Participation in Society activities;
(3) Priority access to Society services;
(4) Rights to critique, suggest, and supervise Society operations;
(5) Voluntary membership with freedom to withdraw.
Article 13 Member obligations:
(1) Implement Society resolutions;
(2) Protect the Society's legal rights and interests;
(3) Complete assigned tasks;
(4) Pay membership fees as required;
(5) Provide feedback and relevant information.
Article 14 Members withdrawing must submit written notice and return membership certificates. Members failing to pay fees or participate in activities for one year will be considered automatically withdrawn.
Article 15 Any member found to have committed serious violations of this Constitution shall be subject to expulsion upon resolution by a majority vote of the Council.
Chapter IV: Organizational Structure and Leadership Appointment/Removal
Article 16 The supreme authority is the Member Congress, with powers to:
(1) Formulate and amend the constitution;
(2) Elect or remove Council members, Secretary-General, Vice-Chairpersons, and Chairperson;
(3) Review Council reports and financial statements;
(4) Establish and modify membership fee standards;
(5) Decide on termination matters;
(6) Determine other significant issues.
Article 17 The Members Congress shall require the attendance of at least two-thirds of all representatives to constitute a quorum, with resolutions becoming effective only upon approval by a simple majority of those present.
Article 18 The Members Congress shall serve a four-year term. Under exceptional circumstances requiring term extension, such extension must be approved by the Council, reviewed by the Hubei Association for Science and Technology, and formally authorized by the Hubei Provincial Department of Civil Affairs, provided that no term extension shall exceed one year.
Article 19 The Council serves as the executive body of the Members Congress, exercising operational authority over the Society's daily affairs during intersessional periods and remaining accountable to the Members Congress. The Council's membership shall comprise no more than one-third of the total number of duly elected Member Representatives.
Article 20 Council responsibilities:
(1) Implement the resolutions of the Members Congress;
(2) Elect or remove the Chairperson, Vice-Chairpersons and Secretary-General;
(3) To prepare for the convening of the Members Congress;
(4) Report work and financial status to the Members Congress;
(5) Decide on the admission or removal of members;
(6) Decide to apply for the establishment of offices, branches, representative offices and entities;
(7) To decide on the appointment of deputy secretaries general and principal heads of various agencies;
(8) To lead the work of all organizations of the Association;
(9) Formulate internal management system;
(10) Decide on other major matters.
Article 21 The Council shall convene validly only with the attendance of at least two-thirds of its total membership. All resolutions shall require approval by a two-thirds supermajority of directors present to take effect.
Article 22 The Council meets at least annually, with special sessions conducted remotely when necessary.
Article 23 Candidates for executive positions (Chairperson, Vice-Chairpersons, and Secretary-General) must satisfy all of the following requirements:
(1) Demonstrate firm commitment to the Communist Party of China's fundamental principles, political line, and policy directives; Maintain exemplary political integrity;
(2) Possess recognized professional influence within the Society's field of operations;
(3) Be under 70 years of age at the time of election (applies to Chairperson, Vice-Chairpersons, and Secretary-General);
(4) Maintain physical health adequate for normal performance of official duties;
(5) Have no criminal record involving deprivation of political rights;
(6) Possess full civil capacity as defined by Chinese law.
Article 24 In the event that the Chairperson, Vice-Chairpersons, or Secretary-General exceed the prescribed maximum age for office, their appointment shall require approval by a resolution of the Council, followed by review and endorsement from the Hubei Association for Science and Technology, and final authorization from the Hubei Provincial Department of Civil Affairs, with all approvals to be obtained prior to assuming office.
Article 25 The standard term of office for the Chairperson, Vice-Chairpersons, and Secretary-General shall be four years (with a maximum of two consecutive terms permitted); under exceptional circumstances requiring term extension, such extension must be approved by a two-thirds majority vote of the Members Congress representatives, subsequently reviewed by the Hubei Association for Science and Technology, and granted final authorization by the Hubei Provincial Department of Civil Affairs.
Article 26 The Chairperson serves as legal representative and cannot hold similar positions elsewhere.
Article 27 The Chairperson of the Association shall exercise the following executive authorities:
(1) Convening and presiding over Council meetings;
(2) Supervising the implementation of resolutions adopted by both the Members Congress and the Council;
(3) Executing signature authority on all significant documents representing the Association.
Article 28 The Secretary-General of the Association shall exercise the following functions and powers:
(1) Presiding over the routine operations of the Secretariat and overseeing implementation of annual work plans;
(2) Coordinating activities among branches, representative offices, and affiliated entities;
(3) Nominating candidates for Deputy Secretary-General and principal officers of all offices, branches and representative entities for Council approval;
(4) Determining the appointment of full-time staff for administrative offices and representative entities;
(5) Handling all other day-to-day administrative matters.
Chapter V: Asset Management and Use Principles
Article 29 The Society's funds shall be derived from the following legitimate sources:
(1) Membership fees;
(2) Donations;
(3) Government funding;
(4) Income generated from activities or services conducted within the approved business scope;
(5) Interest income;
(6) Other lawful revenues.
Article 30 The Society shall collect membership fees in accordance with applicable state regulations. Any formulation or amendment of membership fee standards shall require approval through secret ballot by at least two-thirds of the member representatives at the Members Congress.
Article 31 All the Society funds shall be exclusively utilized for developing initiatives and operations within the scope defined by this Constitution, and shall under no circumstances be distributed to members.
Article 32 The Society shall implement a rigorous financial management system to ensure all accounting records maintain legality, authenticity, accuracy and completeness.
Article 33 The Society shall employ professionally qualified accountants who may not concurrently serve as cashiers. Accounting personnel shall perform proper accounting practices and exercise financial supervision. Personnel transfers or resignations shall require complete settlement procedures with their successors.
Article 34 The Society 's asset management shall comply with state-prescribed financial management systems and accept supervision from both the Members Congress and relevant financial departments. Assets originating from state appropriations or public donations/subsidies shall additionally undergo audit institution supervision, with related information appropriately disclosed to the public.
Article 35 The Society shall undergo financial audits organized by both Hubei Provincial Department of Civil Affairs and Hubei Association for Science and Technology prior to any leadership transition or legal representative change.
Article 36 No organization or individual shall be permitted to embezzle, privately divide, or misappropriate any Association assets.
Article 37 Full-time Association staff shall receive salaries, insurance, and welfare benefits in accordance with relevant state provisions governing public institutions.
Chapter VI: Amendment Procedures
Article 38 Any proposed amendments to this Constitution shall first be approved by a Council resolution before submission to the Members Congress for formal deliberation and adoption.
Article 39 Amendments duly adopted by the Members Congress shall undergo review and endorsement by the Hubei Association for Science and Technology within 15 days; and receive final approval from the Hubei Provincial Department of Civil Affairs.
Chapter VII: Termination Procedures and Post-Termination Asset Disposition
Article 40 The Council shall propose termination proceedings when the Association has fulfilled its purpose, requires voluntary dissolution, or necessitates cancellation due to organizational restructuring such as division or merger.
Article 41 The termination motion of the Society shall be subject to approval by a vote of the Members Congress and subsequent review and consent by the Hubei Association for Science and Technology.
Article 42 Prior to termination, the Society shall establish a liquidation committee under the guidance of the Hubei Association for Science and Technology and relevant authorities to settle claims and debts and handle concluding matters. No activities other than liquidation shall be conducted during this period.
Article 43 The Association shall be formally terminated upon completion of deregistration procedures with the Hubei Provincial Department of Civil Affairs.
Article 44 The residual assets after termination shall, under the supervision of both the Hubei Association for Science and Technology and the Hubei Provincial Department of Civil Affairs, be donated in accordance with relevant state regulations to social organizations with similar objectives and purposes for continued use in public welfare undertakings.
Chapter VIII: Supplementary Provisions
Article 45 This Constitution was adopted by resolution of the Members Congress on May 18, 2019.
Article 46 The authority to interpret this Constitution resides exclusively with the Council of the Society.
Article 47 This Constitution shall enter into force upon approval by the Hubei Provincial Department of Civil Affairs. |
