Memorandum of Understanding

The "Memorandum of Understanding" was created at the International Air Cadet Exchange Planning Conference held at Bendor, France in October 1971 and consolidated the various agreements made between the participating organisations since the IACE started in 1947.

Memorandum Of Understanding

Twelfth Edition - January 2012

Summary

Organization

  1. The International Air Cadet Exchange Association, hereafter referred to as the Association, is composed of co-operating national air organizations from any number of countries.
  2. By joining the Association, each national organization agrees to the rules and procedures established in this memorandum.

Aim Of The Association

  1. The aim of the Association is to foster international understanding, goodwill and friendship among young people who have an interest in aviation.
  2. It endeavours to realize this aim by organizing an annual exchange of air cadets between participating organizations.

Membership

  1. To be eligible for membership the sponsoring organisation must have a direct connection to aviation within its country.
  2. Full Membership. Only one organization from each country may be a full member of the Association.
  3. Probationary Membership. Probationary Membership status may be given to an organization by majority vote of the IACEA members. Members on probation are members whose country is observing the IACE program in pursuit of full membership. Members on probation are not granted voting privileges and are on probation for a minimum of two exchanges during which time they must complete their first exchange. The probationary membership fee is half the fee for full members.
  4. Associate Membership. Associate membership status may be given to an organization by majority vote of IACEA members. Associate members are not granted voting privileges. Fees for Associate members are one-quarter the fees of full members. Associate members are members whose country may send cadets to exchange through one or more full members, through mutually agreed terms. Associate members do not in their own right host cadets from other countries.
  5. Dormant Membership. Dormant membership status may be given to an organization by majority vote of IACEA members. Dormant members are not granted voting privileges. Dormant members are members who have: a. Not participated in the exchange for a minimum of 2 consecutive years
    And
    b. Not paid Fees by the due date.

    Dormant membership is permissible for a maximum of two consecutive years, after which time membership is deemed to have lapsed.

Management

  1. 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.
  2. 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.
  3. 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.
  4. The Nominating Committee comprises a Chairman (Immediate Past President), the President and the Secretary General.
  5. The Honours and Awards Committee comprises the President, the Secretary General and the Immediate Past President.
  6. The Association Secretary General is appointed from a member country, with the approval of the Planning Conference. Each year the Executive Committee will review the performance of the Secretary General with the incumbent. At the close of the fourth year of the term, and every two years thereafter, the Executive Committee will formally review and announce if, for any reason, new candidates should be requested. When new candidates are requested, each member country may provide candidates for the position prior to 15 June of that year. The Executive Committee will review and announce by 15 August the new Appointee, subject to approval of the Annual Planning Conference. It is the intention to hold elections for Executives and the appointment for the Secretary General on alternating years. Upon appointment of a new Secretary General, the outgoing Secretary General is expected to mentor the incoming Secretary General through the next summer exchange. For this, the full honorarium will be paid to each of the outgoing and incoming Secretaries General. Travel Expenses of the Secretaries General for the Planning Conference will be determined by the Executive Committee.
  7. The official language of the Association is English, which is to be used in all correspondence and at the Annual Planning Conference.
  8. 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.
  9. All decisions at the Annual Planning Conference, unless otherwise noted, will take effect at the close of the Planning Conference.

IACEA Foundation Charter

  1. The purpose of the Foundation is to develop sources of financial means to support IACEA programs and objectives.
  2. 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.
  3. The IACEA Foundation Board of Directors comprises a minimum of 5 members as follows:
    1. Immediate Past President (Chairman), President, Vice President (all ex officio).
    2. Two members at large, from IACEA delegate organizations.
    3. Additional members at large, external to the IACEA.
    Membership will be reviewed or modified, as needed
  4. 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.

Friends Of The IACE

  1. 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.
  2. 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.
  3. 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.

Planning The Exchange

  1. 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.
  2. The agenda for the conference must be with member organizations’ at least three weeks before each scheduled conference and must include the following items:
    1. Review of the previous exchange.
    2. Planning for the forthcoming exchange.
    3. Election of the President and Vice President (usually every 2 years)
  3. Each member organization, in turn, is responsible for hosting the Planning Conference.
  4. Member organizations decide for themselves the extent to which they wish to participate and with which countries they wish to exchange.
  5. For an exchange to come within the Association framework:
    • All countries must be Association members.
    • The exchange must be made within the period agreed at the Planning Conference. Member countries may exchange outside the dates agreed at the Conference. However, food and accommodation arrangements are to be agreed in advance.
    • 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.
  6. 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.
  7. Countries considering Association membership may participate in the Exchange by sending Observer escorts and cadets with the agreement of the host country concerned. The host country is to ensure that observers meet the requirements for cadets and escorts as laid down in this Handbook eg ID Card, Insurance, luggage restrictions and age limitations.

The Cost

Each member organization is to meet the following costs:

  1. 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.
  2. The cost of transporting its own cadets and visiting cadets and escorts in accordance with the procedures established in paragraph 5 (vi) above.
  3. 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.
  4. 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.
  5. The Annual Fee levied to meet Association operating costs is due to the Secretariat annually, and by no later than 31st March.
  6. An Annual Planning Conference Registration Fee is required from all attendees. The fee amount and the currency to be used will be determined by a majority vote of the Planning Conference each year for the following year’s conference.

Rules For The Exchange

  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. 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 host country is to decide the level formality of dress to be worn for each occasion during the host country programme. The originating country is to determine the mode of dress to be worn for travel to and from the host country. The following dress codes 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).
  6. MEDICAL FITNESS: Cadets and escorts are to be free from any medical condition that will prevent them from taking part in all aspects of the exchange programme, including flying as passengers in military and civilian aircraft and gliding. Where any special medication is required for use by participants on a regular and prescribed basis, such must be reported to the host country in advance. Exchange participants must agree that if necessary they are prepared to accept medical treatment under arrangements made by their host country.
  7. REPORT OF ILLNESS OR ACCIDENTS: In the event of illness or accident, in addition to any other action taken, the host country must inform the IACEA organization of the country concerned immediately.
  8. EXCHANGE DETAILS: Each year, members are required to submit participant (cadet and escort) details and the host country exchange programme in accordance with the time schedule determined by the Planning Conference and administered by the Secretariat. IACE Information Forms are to reach host countries as soon as possible in the planning cycle but by no later than 1st June.
  9. LUGGAGE: Participants’ (cadet and escorts) luggage is limited to one piece weighing not more than 20 kilos (44 pounds (lbs)) and one hand carried bag that meets current international airline requirements.
  10. COMMUNICATIONS: Member countries are to exchange details of their national escort officers’ mobile/cell phone numbers to facilitate timely contact in the event of an emergency.
  11. SMOKING: Smoking is banned for all Exchange participants.
  12. CONSUMPTION OF ALCOHOL:
    • WHEREAS, there are multiple cultures represented by the IACEA, and
    • WHEREAS, the variety of cultures may have different traditions regarding alcohol consumption, and
    • WHEREAS, the host countries may choose to include alcohol as long as there are non-alcoholic alternatives offered, be it
    • RESOLVED, that IACEA acknowledges the culture of participating countries, but will not tolerate excessive use of alcohol, violations of the cadet’s home country organization rules, or legal violations.
    • Incidents involving alcohol are to be reported immediately to a cadet’s home country organisation which will then agree an appropriate course of action with the host country.

Honorary Appointments

The Standing Committee (through the Honours and Awards Committee) may honour a member by inviting him/her to become an Association Honorary President or Honorary Member. To be eligible for the appointment of Honorary President, the nominee must have served as IACEA President, and for the appointment of Honorary Member, the person must have attended at least five IACEA Annual Conferences. Once an honorary appointment has been made, those accepting are responsible for their own expenses. In addition, honorary appointees attending an IACEA Planning Conference will need to pay the registration fee.