INFORMATION HANDBOOK
MEMORANDUM OF AGREEMENT

EIGHTH EDITION FEBRUARY 2007

MEMORANDUM OF AGREEMENT

3. MEMBERSHIP

(i) Only one organization from each country may be a member of the Association.

(ii) To be eligible for membership the sponsoring organization must have a direct connection to aviation within its country.

4. MANAGEMENT

(i) The Association is managed by a Standing Committee, consisting of the President, Vice-President, Immediate Past President, Secretary General and members nominated by the participating organizations. Standing Committee Job Descriptions are on Page 12. See Standing Committee Job Descriptions.

(ii) The Annual General Meeting of the Association, known as the Planning Conference, is held around autumn each year, usually in September. The Conference is chaired by the President or, in his absence, by the Vice-president At the Conference, each member organization has one vote regardless of delegation size or participation in the exchange programme.

(iii) The Association President and Vice-president are elected at the Planning Conference following submissions from the Nominating Committee. The President and Vice President will hold office for a period not exceeding 2 years unless there are extenuating circumstances.

(iv) The Nominating Committee comprises a Chairman, (Past President), the President and the Secretary General.

(v) The Honours and Awards Committee comprises the President, the Secretary General and the Past President.

(vi) The Association Secretariat and Secretary General are appointed from a member country, with the approval of the Planning Conference. No term of office is set for this appointment.

(vii) The official language of the Association is English, which is to be used in all correspondence and at the Annual Planning Conference.

(viii) All member organizations contribute on an equal basis toward the operating costs of the Secretariat. The Standing Committee determines the contribution amount in the currency of the country operating the Secretariat.

5. IACEA FOUNDATION CHARTER

(i) The purpose of the Foundation is to develop sources of financial means to support IACEA programs and objectives.

(ii) This is achieved by establishing a separate and unique entity, optimizing opportunities to accept donations from a variety of sources, including individuals, foundations, and companies.

(iii) The IACEA Foundation Board of Directors comprises a minimum of 5 members as follows:

(a) Immediate Past President (Chairman), President, Vice President (all ex officio)
(b) Two members at large, from IACEA delegate organizations
(c) Additional members at large, external to the IACEA

Membership will be reviewed/modified, as needed

(iv) Each member of the IACEA Foundation Board is expected to give an annual donation, at a level comfortable to each. Further, each member of the IACEA is urged to donate to the Foundation annually.

6. FRIENDS OF THE IACE

(i) The purpose of Friends of the IACE is to support the IACEA organization through the compilation of contact information of former IACE cadets, sponsors, and other friends, for enhanced visibility and understanding of the successes and needs of the IACE programs.

(ii) The contact database of the Friends of the IACEA will be protected using best efforts, and will not be distributed outside current IACEA members. Anyone wishing to be contacted via only certain methods (eg email, mail, none) may so request.

(iii) Data may be used only by coordination of the IACEA, though written request to the Secretary General. If approved, data will be made available for a one-time use, unless otherwise agreed in advance. In no circumstances will the data be used for commercial purposes.

7. PLANNING THE EXCHANGE

(i) Details of the forthcoming year exchange and all matters affecting the Association are determined and agreed upon by majority vote at each Annual Planning Conference.

(ii) The agenda for the conference must be with member organizations' at least three weeks before each scheduled conference and must include the following items:

(a) Review of the previous exchange.
(b) Planning for the forthcoming exchange.
(c) Election of the President and Vice President

(iii) Each member organization, in turn, is responsible for hosting the Planning Conference.

(iv) Member organizations decide for themselves the extent to which they wish to participate and with which countries they wish to exchange.

(v) For an exchange to come within the Association framework:

(a) All countries must be Association members.
(b) The exchange must be made within the period agreed at the Planning Conference.
(c) The share of transportation costs to be borne by each side and the responsibility for arranging flights must be agreed upon between organizations at the Annual Planning Conference and before an exchange of cadets is confirmed.

(vi) A direct, or assembly point, exchange of cadets between countries will be made as agreed upon by each member organization. Member organizations are to provide transportation for their cadets to the host country or assembly point as previously agreed at the Planning Conference on the established first and last day of the exchange. The Planning Conference will establish arrival and departure dates each year.

8. THE COST

Each member organization is to meet the following costs:

(i) The exchange programme cost in its own country including the cost of accommodation, meals and transport for visiting cadets and escorts. Visiting cadets and escorts should have no expenses apart from private expenditure.

(ii) The cost of transporting its own cadets and visiting cadets and escorts in accordance with the procedures established in paragraph 5 (vi) above.

(iii) The cost of accommodation and meals for its own cadets and escorts until their arrival in the host country and upon departure from the host country.

(iv) Member organizations are to adequately insure their participants against any harm resulting from accidents and/or illness, and otherwise safeguard all receiving countries against any such claims. Countries requiring additional insurance for possible claims from IACE participants' next-of-kin must arrange this by bilateral agreement.

(v) The Annual Fee levied to meet Association operating costs is due to the Secretariat annually, and by no later than 31st March.

(vi) An Annual Planning Conference Registration Fee is required from all attendees. The fee amount will be determined by a majority vote of the Planning Conference each year for the following year's conference.

9. RULES FOR THE EXCHANGE

(i) ELIGIBILITY: To participate in the exchange, cadets must be at least 17 years and no more than 20 years of age on 1st August in the year of the exchange. Male and female cadets may be exchanged. Selected cadets should have a working knowledge of English, but this requirement may be waived when cadets speak their host country language.

(ii) SELECTION OF CADETS: Each organization will determine its own selection procedures, but emphasis must be placed on cadets' knowledge and interest in aviation and on being good representatives for their organization and country.

(iii) SELECTION OF ESCORTS: By agreement, escorts may be appointed to accompany cadets. An escort is required when exchanging groups of 6 or more cadets. Escorts must be over 25 years of age, physically fit, knowledgeable of the Association aims, and have experience in the field of aviation. Above all, they must have the common sense and maturity and experience in dealing with young people. Spouses, relative and friends are not to accompany escorts. Escorts are to be briefed on all aspects of the exchange programme and are to be made aware of their responsibility and that of the host organization for ensuring the success of the visit. They will be actively involved in the day-to-day exchange operation and will assist host country members in supervising all cadets regardless of nationality. Escorts will be also appointed by the host organization to accompany cadets throughout the period of the exchange.

(iv) PROGRAMME: Each country will decide its own programme contents, but all countries should aim to provide a programme that will appeal to cadets with the right balance between aviation subjects, visits to industry, cultural activities, sightseeing and leisure entertainment. Cadets and escorts must take part in each programme event offered by their host country. All programmes must be designed with due consideration for all participants' protection and safety. Exchange participant countries are to exercise all reasonable duties of care in considering the suitability of activities to ensure that appropriately trained personnel execute programmes.

(v) DRESS: Each organization will ensure that all their cadets and escorts wear clothes of a uniform pattern by means of an official exchange outfit. This may take the form of uniform or civilian clothes. The official country dress must be worn on all formal occasions and for travel to and from the host country. The following dress codes will apply:

DF - Formal (Example, Dress shirt with tie, Blazer or Pullover and slacks or skirt.
DS - Semi-Formal (Example, Polo Shirt with Slacks)
DC - Casual (Example, Tee Shirt and shorts or other non-offensive clothing of a similar type)