Code of Ethics and Conduct
1. Purpose
This Code of Ethics and Conduct sets forth the principles and expectations that guide the behavior of all members, officers, staff, and affiliates of the International Ocean Society (IOS). It is designed to promote integrity, professionalism, inclusion, and respect within the global ocean science community.
2. General Principles
a. Integrity – Members shall uphold the highest standards of honesty, transparency, and accountability in all professional activities.
b. Respect – Members shall treat others with dignity and fairness, regardless of gender, race, nationality, religion, disability, or other personal characteristics.
c. Scientific Rigor – Members shall strive to conduct and promote research with accuracy, objectivity, and reproducibility.
d. Collaboration – Members are encouraged to foster constructive cooperation, openness, and exchange of knowledge.
3. Professional Conduct
a. Avoid plagiarism, data fabrication, or misrepresentation of research.
b. Disclose conflicts of interest in any IOS-related activities.
c. Refrain from harassment, discrimination, or bullying of any kind.
d. Respect confidentiality when handling sensitive or proprietary information.
e. Use IOS resources responsibly and only for purposes aligned with the organization’s mission.
4. Responsibilities as Representatives of IOS
a. Members serving in official roles (e.g., Board, Committees, Working Groups) shall act in the best interest of the Society.
b. Avoid personal or financial gain through abuse of official position.
c. Represent IOS with professionalism at public events, meetings, and publications.
5. Reporting and Enforcement
a. Suspected violations of this Code should be reported to the Ethics and Membership Committee.
b. Allegations will be reviewed confidentially and fairly.
c. Disciplinary actions may include a warning, suspension, removal from the office, or termination of membership, depending on the severity of the violation.
6. Acknowledgment
All members shall acknowledge this Code upon joining or renewing membership and are expected to reaffirm adherence during service on any official IOS body.
Bylaws of the International Ocean Society (IOS)
Article I: Name and Status
The name of the organization shall be the International Ocean Society (hereinafter referred to as “IOS”.
IOS is an independent, international, non-profit academic organization committed to advancing interdisciplinary research and technological innovation in response to critical ocean-related challenges. IOS fosters collaboration across diverse domains—including marine science, ocean engineering, advanced technologies, resource management, and renewable energy—to drive the development of sustainable, science-based solutions that support both marine ecosystem integrity and responsible human use of ocean resources.
Article II: Mission and Objectives
Section 1. Mission
IOS is dedicated to advancing interdisciplinary research, science-based innovation, and sustainable solutions in the field of ocean science, engineering, and technology.
Section 2. Objectives
1. Promote international cooperation among professionals and institutions in ocean-related fields.
2. Facilitate dissemination of scientific knowledge through meetings, symposia, and publications.
3. Encourage innovation in ocean technology and coastal engineering.
4. Support evidence-based policymaking for ocean governance.
5. Recognize excellence through awards, fellowships, and research grants.
Article III: Membership
Section 1. Eligibility
Membership is open to individuals and institutions with professional or academic interest in ocean science, technology, and related disciplines.
Section 2. Categories
The Membership includes the following categories: Senior Member, Member, Early Career Member, Student Member, IOS Young Fellow, IOS Fellow, and IOS Distinguished Fellow.
Section 3. Rights and Responsibilities
Members shall have voting rights as determined by the Board and Members must adhere to the Society’s code of ethics.
Article IV: Governance Structure
Section 1. Board of Directors
The Board of Directors (“the Board”) is the governing body of IOS. It shall provide strategic direction, approve budgets, and oversee organizational performance.
Section 2. Composition
The Board shall consist of seven voting members, including: one President, four Vice Presidents, three division chairs and one executive director (non-voting ex officio member).
Section 3. Election of President and Vice President
a. Any current or former Board Member in good standing may be nominated for the position of President or Vice President. Nominees should have demonstrated leadership, integrity, and a strong commitment to the mission of IOS.
b. The Nominating Committee shall solicit nominations from the Board and the general membership.
c. Self-nominations are permitted, provided they are supported by at least ten eligible voting members, or at least two board members.
d. The Nominating Committee shall review all nominations and present a final slate of candidates to the Board.
e. The election shall be conducted by secret ballot, either electronically or during a designated Board Meeting. All voting Board Members are eligible to vote.
f. A simple majority of votes is required to elect the President or Vice President. In case of a tie, a second round of voting shall be held between the top two candidates.
a. The President and Vice President shall serve a term of four years, renewable once.
b. The Vice President may succeed the President at the end of the President’s term, subject to election.
c. If the office of the President becomes vacant during the term, the Vice President shall assume the role of Acting President until a new election is held.
Article V: Divisions and Committees
Section 1. Divisions
IOS’s core areas of focus include, but are not limited to the following three divisions, ocean science & exploration, ocean engineering & technology, ocean sustainability & governance, ensuring a comprehensive and integrative approach to addressing the complexities of ocean sustainability.
1. Structure of divisions
Each division shall consist of One Division Chair, Two Vice Chairs, and the number of Division Board Members equal in number to the scientific committees under that division’s umbrella.
The Division Chair shall be responsible for overall leadership, strategic direction, and coordination among the scientific committees. Vice Chairs shall support the Chair and may assume delegated responsibilities. Division Board Members serve as liaisons to the scientific committees and contribute to strategic planning and inter-committee coordination.
2. Election of Division Chair and Vice Chairs
a. Eligibility: All current Chairs and Vice Chairs of the scientific committees under the division are eligible to nominate themselves or be nominated by others for the positions of Division Chair and Vice Chairs.
b. Nomination Process: The IOS Executive Director and Secretariat shall announce the opening of nominations at least 60 days before the election date. Each eligible committee Chair or Vice Chair may submit a nomination form, including a brief biography, statement of interest, and vision for the division. Nominations must be submitted within 15 days of the call for nominations. A list of confirmed candidates will be published no later than 30 days before the election.
c. Voting shall be conducted electronically or during a scheduled official meeting. Eligible voters include all current Chairs and Vice Chairs of scientific committees within the division. Each voter may cast one vote for Division Chair and two votes for Vice Chairs. The candidate receiving the most votes for each position shall be declared elected. In the event of a tie, a runoff vote shall be held.
d. The term of office for Division Chair and Vice Chairs shall be three years, renewable once. Elected individuals must continue to serve on their respective scientific committees for the duration of their term.
e. A transition period of up to six months shall be provided to allow proper handovers from outgoing to incoming Division leadership.
f. In cases of resignation, incapacity, or failure to fulfill duties, the Board may appoint an interim Division Chair until a special election is held within 90 days.
Section 2. Scientific Committees
1. Structure
Each scientific committee shall consist of one Chair, two Vice Chairs, and no fewer than ten Committee Members.
2. Function
The Scientific Committee provides expert guidance on IOS’s scientific activities, ensuring academic rigor, relevance, and quality. main function include:
- Review and advise on scientific programs, research initiatives, and publications.
- Propose themes and speakers for conferences, workshops, and seminars.
- Evaluate grant proposals and project applications where applicable.
- Support the development of scientific collaborations and partnerships.
- Assist in maintaining ethical standards and best practices in research.
- Provide recommendations to the Board on scientific strategy and priorities.
The Committee shall meet regularly, at least annually, and report its findings and recommendations to the Board.
3. Election of Chair and Vice Chairs
a. Candidates for Chair and Vice Chairs must 1) be an active member of the Scientific Committee for at least three years for chair and two years for vice chair, 2) be in good standing with the IOS, and demonstrate strong leadership, academic credentials, and commitment to IOS’s mission.
b. The Executive Director or designated staff shall issue a call for nominations six months prior to the end of the Chair’s term.
c. Nominations must include a brief biography and a statement of intent. Self-nominations are permitted.
d. Elections shall be organized by the executive director and conducted via anonymous electronic ballot among all voting members of the specific Scientific Committee.
e. A simple majority is required to elect the new Chair and Vice Chair. In the case of a tie, the President of the Board shall cast the deciding vote.
f. The term of office for Scientific Chair and Vice Chairs shall be three years, renewable once. Elected individuals must continue to serve on their respective scientific committees for the duration of their term.
g. A transition period of up to six months shall be provided to allow proper handovers from outgoing to incoming Scientific Committee leadership.
h. In cases of resignation, incapacity, or failure to fulfill duties, the division chair may appoint an interim scientific committee chair until a special election is held within 90 days.
Section 3. Election of Scientific Committee Members
a. Eligibility: Any individual who is an active member of IOS in good standing, has demonstrated significant contributions to ocean science or related disciplines, and upholds the mission and values of the Society.
b. Nomination Process: The Chair shall issue an open call for nominations to all members within the scientific committee no later than 90 days before the scheduled election.
c. Each nomination must include: The nominee’s CV or biography, a statement of interest, a brief summary of how the nominee will contribute to the committee, and confirmation of willingness to serve. Self-nominations are allowed, provided they meet all submission requirements.
d. Each nomination must be supported by at least two current Committee Members (other than the nominee). Each current committee member can only support a maximum of two candidates.
e. The Scientific Committee Chair shall review all nominations, verify eligibility, and prepare a final slate of candidates, ensuring diversity of geography, expertise, and background. The final slate shall be announced and shared with members at least 30 days before the election date.
f. Elections shall be conducted by secure electronic or in-person ballot. A simple majority of votes is required to elect a candidate.
g. The term of office for Division Chair and Vice Chairs shall be three years, renewable once. Elected individuals must continue to serve on their respective scientific committees for the duration of their term.
h. A transition period of up to three months shall be provided to allow proper handovers from outgoing to incoming Scientific Committee board.
i. In cases of resignation, incapacity, or failure to fulfill duties, the scientific committee chair may appoint an interim member until a special election is held within 30 days.
Section 4. Duties and Obligations
Division, Scientific Committee chair, vice chairs and members shall follow the duties and obligations listed below:
a. Support the growth of IOS by actively promoting the Society and recruiting new members.
b. Participate actively in annual meetings and decision-making processes.
c. Contribute to the development and implementation of the committee’s work plan.
d. Review and provide input on documents, proposals, or initiatives within the division or committee’s scope.
e. Represent the interests of the broader IOS community while upholding the mission and values of the Society.
f. Adhere to the code of ethics and confidentiality policies set by IOS.
Section 5. Rights and Privileges
The division, committee chair, vice chairs and members shall enjoy the following rights and privileges:
a. The right to propose agenda items, working topics, or initiatives for the division or committee’s consideration.
b. The right to vote on matters brought before the division or committee.
c. The privilege of nominating candidates for various awards within the specified research domain.
d. The right to be considered for leadership positions within the division or committee and the upper level, subject to eligibility.
e. Access to IOS internal resources and platforms necessary for the division or committee work.
f. Eligibility for recognition and awards for outstanding service or contributions.
g. IOS may provide administrative support, official materials, and communications tools to enable the Division and Scientific Chair’s work. Chairs may receive travel reimbursements for official activities, subject to budget availability.
Section 6. Advisory Committee
1. The Advisory Committee shall serve as a consultative body to provide strategic, academic, and operational guidance to the IOS Board and Leadership Team.
2. The Advisory Committee shall consist of no less than 20 members, selected based on their expertise, professional background, or contribution to IOS-related fields. Members of the Advisory Committee shall be nominated by any member of the Board and appointed by a majority vote of the Board. Members serve on a voluntary basis unless otherwise agreed.
3. Each member shall serve a term of three years and may be reappointed for additional terms. The Advisory Committee shall convene at least once annually and may provide input to strategic plans, annual reports, or special initiatives. Meetings may be virtual or in person.
4. The Advisory Committee shall not have decision-making power but may provide recommendations, identify opportunities, and act as ambassadors of the organization.
Section 7. Regional Chairs
1. Regional Chairs serve as the primary representatives of IOS in their designated geographic areas. They are responsible for promoting IOS’s mission locally, building regional networks, facilitating member engagement, and coordinating area-specific activities in alignment with IOS’s global strategy.
2. Regional Chairs are nominated by the Board and appointed by a majority vote of the Board. Each Chair shall serve a renewable term of three years.
3. Regional Chairs serve on a voluntary basis unless otherwise stated by the Board. Appointments may be terminated by the Board in cases of inactivity, misconduct, or misalignment with IOS’s values and goals.
4. Regional Chairs are expected to:
- Represent IOS in their assigned region and maintain regular communication with the Board.
- Promote IOS programs, events, and opportunities to local institutions and stakeholders.
- Identify and develop regional partnerships and collaborations.
- Organize or support regional activities such as conference, workshops, seminars, or outreach events.
- Assist in the recruitment and onboarding of members and volunteers.
- Submit at least two reports per year outlining regional activities, needs, and outcomes.
- Collaborate with Scientific Chairs to ensure the quality and relevance of local programs.
5. Regional Chairs shall participate in regular coordination meetings with the Board and other chairs. Chairs are encouraged to work closely with Scientific Chairs and other functional leaders to ensure alignment between scientific content and regional outreach. Reports and proposals from Regional Chairs may be included in the organization’s annual review and strategic planning.
6. IOS may provide administrative support, official materials, and communications tools to enable the Regional Chair’s work. Chairs may receive certificates, public recognition, or travel reimbursements for official activities, subject to budget availability.
Section 8. Standing committees and working Groups
The board may establish standing committees such as: Publication Committee, Awards Committee, and Ethics and Membership Committee, in consultation with the division and Scientific Committee leaderships.
Working groups may be created to address thematic, technical, or regional priorities under the guidance of committee chairs. Each group may be supported by a part-time Secretary appointed by the Executive Director.
Article VI: Meetings and Voting
Section 1. Annual Meeting
An Annual Meeting of members shall be held to report activities, present financial status, and discuss important agenda items.
a. Important agenda items may be proposed by: Any voting member of the Board, any Standing Committee or Division, and any group of at least 20 general IOS members acting jointly.
b. Agenda items must be submitted in writing to the Executive Director at least four weeks prior to a scheduled Board Meeting or Annual Meeting.
c. The submission should include a title, background summary, and a clear statement of the proposed action or discussion point.
d. The Executive Director, in consultation with the President, shall review all submitted items.
e. Items deemed relevant and timely shall be added to the meeting agenda and circulated to members two weeks in advance.
f. In exceptional cases, emergency agenda items may be proposed up to 48 hours before a meeting. Inclusion requires approval by a majority of the Board at the start of the meeting.
g. All agenda items shall be introduced by one of the Division or Committee Chair during the meeting. The proposer may be invited to present a brief summary. The Board or members shall then have an opportunity to discuss the item, raise questions, and suggest modifications.
h. Unless otherwise specified in the Bylaws, decisions on agenda items shall be made by simple majority vote of those present. Only voting members of the Board may vote on agenda items during Board Meetings. In case of a tie, the executive director shall cast the deciding vote.
i. The outcome of each vote shall be recorded in the official minutes of the meeting.
Article VII: Finances
Section 1. Funding Sources
IOS may receive income from membership dues, grants, sponsorships, event registration fees, publication revenues, and donations. All financial activities must align with IOS’s nonprofit mission.
Section 2 Fiscal Year
The fiscal year of IOS shall follow the calendar year, January 1 through December 31.
Section 3. Financial Oversight and Management
The finances of IOS shall be administered and managed by the IOS Foundation, a legally affiliated nonprofit foundation established to support the mission of the Society. The IOS Foundation shall ensure proper financial governance, compliance, and accountability.
Section 4. Budget and Audits
The Executive Director shall manage the financial details with the IOS Foundation and prepare an annual budget for Board approval. Financial reports and independently audited statements shall be submitted annually to the Board.
Article VIII: Administrative Management
1. The Executive Director is established to ensure the stable, professional, and efficient operation of IOS in support of its long-term goals and mission.
2. The Executive Director is the chief administrative officer of IOS. Responsibilities include overseeing daily operations, faciliate IOS election processes, organise IOS conference, manage financial items and implement the Board directives.
3. The Secretariat, appointed by and operating under the leadership of the Executive Director, consists of voluntary, full-time, and part-time administrative personnel. Its core responsibilities include delivering member services, managing event logistics, and coordinating internal and external communications.
4. The Executive Director shall be a part-time or full-time, remunerated role appointed according to dutch law by the Board. The terms of remuneration and employment follow the Collective Labour Agreement for Dutch Universities at executive and administrative levels. The sectary’s compensation and terms of employment follow the Collective Labour Agreement for Dutch Universities at entry level based on the experiences or agreed otherwise if it is part-time.
Article IX: Amendments
Amendments to the Bylaws may be proposed by the Board or by petition from 20% of the membership.
Amendments shall be approved by three-fourths of all voting members present at the Annual Meeting or participating via electronic ballot.
Article X: Dissolution
Upon dissolution, all remaining assets shall be distributed to the IOS Foundation for nonprofit activities, in compliance with applicable law.
These bylaws were adopted by the Board of Directors on 30 July 2025 and are effective immediately.