Umm Al-Qura University

Umm Al-Qura University

Regulations Governing Scientific Societies in Saudi Universities

- 2021/08/26

Regulations Governing Scientific Societies in Saudi Universities

Promulgated under the decree of the Council of Higher Education No. 10/15/1420 that was issued in Session No.15 of the Council of Higher Education held on 1 Safar, 1420 A.H., under the royal approval of the Custodian of the Two Holy Mosques, the Prime Minister and the Chairman of the Council of Higher Education, by virtue of the honorable direction No. 284/M dated 16 Rabi` Al-Awwal, 1421 A.H.

The wording of the decree of the Council of Higher Education

No. (15101420)

The Council of Higher Education, in accordance with the provisions of Paragraph 5 (five) of Article 15 (fifteen) of the Law of the Council of Higher Education and Universities, stipulated the approval of the rules for establishing scientific societies as one of the competencies of the Council of Higher Education.

The approval of the unified regulation of the scientific societies in the universities will lead to the organization of the activities and works of such societies in the universities.

Having reviewed the memorandum of the General Secretariat of the Council of Higher Education on the subject and a copy of the draft regulation referred to,..the council resolved the following:

The approval of the rules regulating scientific societies in Saudi universities, according to the wording attached to the decree.

Article 1

Saudi universities may establish scientific societies that shall work under their direct supervision, exercise their general activities towards the development of theoretical and applied knowledge, and the provision of scientific and applied consultations and studies to the public and private sectors, in accordance with the provisions ensured by such rules.

Article 2

Objectives of the scientific societies:

The scientific societies aim to achieve the following objectives:

  1. Developing scientific thinking in the field of specialization as well as working on fostering and revitalizing it.
  2. Achieving scientific communication among members of the scientific society (in the field of specialization).
  3. Providing scientific advice in the field of specialization.
  4. Developing the scientific and professional performance of the members of the society.
  5. Facilitating the exchange of scientific production and scientific ideas in the society's areas of interest, among the relevant authorities and institutions inside and outside the Kingdom.

Article 3

Activities of the scientific societies:

To achieve the objectives stipulated in Article 2, scientific societies are entitled to carry out the following:

  1. Encouraging scientific research and consultations.
  2. Authoring and translating scientific books in the society's area of interest and other relevant areas.
  3. Conducting scientific studies to develop the aspects of the applied practice.
  4. Convening seminars, study sessions, and courses related to the society's area of interest.
  5. Issuing scientific studies, bulletins, and periodicals related to the society's area of interest.
  6. Participating in local and international exhibitions.
  7. Inviting relevant scholars and intellectuals to participate in the activities of the society, according to the regulatory procedures.
  8. Organizing scientific trips for the members of such societies and establishing scientific competitions in their field of specialization.

Article 4

Procedures of establishing scientific societies:

  1. Subject to the non-repetition of the one-specialization society, whether in the university or in other universities in the Kingdom, scientific societies are established by virtue of a decision issued by the council of the university, according to a recommendation from the academic board thereof.
  2. After the issuance of the establishment decision and until the formation of its bodies, the society assumes all competencies, and all measures are carried out by an interim institutional committee formed by the academic council of five members who select one of them as a chairman. The work of this committee ends by convening the first general assembly and selecting the members about whom the committee submits a detailed report to the general assembly.

Article 5

Membership, the conditions and procedures thereof:

Membership is one of three types, as delineated below:

1. Full membership

It requires the following terms:

A) A requester of a full membership should have an academic degree or its equivalence in the society’s field of specialization or should be one of those working in this field of specialization.

B) Payment of the annual subscription fee.

C) Any other requirements imposed by the board of directors.

D) Approval of the membership should be issued via a resolution from the board of directors.

2. Affiliation membership

It is enjoyed by the following:

A) University students in the society's field of specialization.

B) Those workers who have an interest in the work of the society who do not fulfill the requirement of the academic degree required for full membership.

An affiliated member is exempt from 50% of the value of the annual subscription and may attend the meetings of the general assembly and the various committees thereof, as well as participate in the discussions, without having the right of voting.

3. Honorary membership

It is granted by virtue of a decision of the General Assembly to anyone who has contributed to the development of the society’s areas of interest, or has provided financial or moral services to the society. Honorary members are exempt from the requirement of payment of the subscription charges; they may attend the meetings of the general assembly and the various committees thereof as well as participate in the discussions.

Article 6

Termination of membership

Membership in the society is terminated in the following cases:

  1. The withdrawal or death of the member.
  2. The non-payment of the annual subscription after the elapse of one year of the entitlement thereof.
  3. The non-fulfillment of any of the requirements of the membership.
  4. The engagement in any work or activity resulting in afflicting an injury, either material or moral, to the society; the membership is not cancelled in such a case, except with the approval of the board of directors of the society.

Article 7

Reinstating membership

The membership may, by virtue of a resolution from the board of directors, be reinstated to the member who lost it, upon their request and if the reasons for canceling the previous membership have ended.

Article 8

General assembly

Formation of the general assembly and the meetings thereof:

The general assembly is formed of the full members, who convene a regular meeting once a year upon the invitation of the chairman. The meeting is not valid without the attendance of the majority of the members. If the majority of members do not attend, another meeting may be held after two weeks, and this meeting is deemed valid with the attended members.

An extraordinary meeting may, upon the request of the board of directors or one-fifth of the members of the general assembly, be convened, when necessary.

Article 9

Competencies of the general assembly

The general assembly seeks to achieve the objectives of the society, and it is especially entitled to carry out the following:

  1. Issuing the rules regulating the internal work process inside the society.
  2. Approving the annual budget of the society and approving the final account thereof per annum.
  3. Adopting the annual report of the society.
  4. Selecting the board members.
  5. Endorsing the work plan presented by the board of directors.
  6. Proposing the establishment of branches of the society, according to the recommendation of the board of directors.
  7. Appointing external auditors for the accounts of the society and determining their fees.
  8. Proposing the transfer of the headquarters of the society from one university to another.
  9. Proposing the dissolution of the society.

Article 10

Honorary chairman of the society

The general assembly, upon the proposal of the board, may nominate an honorary chairman for the scientific society from among the figures known for their interests in the society's work fields, for one term of three years, by virtue of a resolution issued by the council of the university; this chairman is entitled to head the sessions they attend.

Article 11

Resources and budget of the society

First: The society depends, primarily, on their own resources thereof, and they are as follows:

  1. The annual subscriptions of the members.
  2. The sales revenues of the society's prints, periodicals, and the services provided by the society, within the scope of its objectives.
  3. Revenues generated from the courses and programs the society holds.
  4. Endowments, donations, and grants provided by the university, bodies, and individuals.

Second: The budget and final accounts of the society

  1. The fiscal year of the society starts and ends with the fiscal year of the university.
  2. The final accounts are prepared according to the professional rules and norms.

Article 12

Formation of the board

  1. The board consists of a number of the full members whose number should not exceed nine, selected by the general assembly via secret ballot, from among the full members of such assembly, provided that two-thirds of the same are employees of the university that established the society.
  2. The term of membership of the board is three years, renewable once.
  3. If one of the members fails to attend the meetings of the board three consecutive times, without an acceptable apology, the board may consider such member as resigned.
  4. In the event of the vacancy of a membership of one of the members selected by the general assembly, for any reason whatsoever, the board selects an alternate member and the approval of the general assembly on the same is required in the first meeting thereof.
  5. The board selects a chairman from among the members via secret ballot, for a period of three years, renewable once, provided that such chairman is one of the employees of the university thereto the society affiliates; and the board selects, from among the members thereof, a vice chairman, a secretary of the board, and a treasurer.
  6. The chairman is deemed a representative of the assembly before third parties and represents the same in contacting the official and unofficial bodies inside and outside the Kingdom, according to the due regulatory procedures; and they are entitled to preside over the general assembly.

Article 13

Meetings of the board

The board holds a regular meeting every three months and the meeting thereof is only valid with the attendance of the majority of members thereof. The board may convene extraordinary meetings whenever it is requested by more than half of the members thereof, requested by one-fifth of the members of the general assembly or the chairman. In such event, the meeting is limited to consideration of the topic for which the meeting was held.

The resolutions of the board are issued by the majority of votes of the attendees, and in the case of an equality of votes on any question at a meeting of the board, the vote of the chairman of the meeting shall provide the casting vote.

Article 14

Competencies of the board

The board is responsible for the following:

  1. Proposing the budget of the society.
  2. Preparing the agenda of the general assembly.
  3. Proposing the general policy of the assembly, in the context of the objectives set out in such rules, and submitting such policy to the general assembly for approval.
  4. Proposing the internal rules of the society and organizing the work thereof.
  5. Forming specialized committees and groups to carry out the duties and activities of the society.
  6. Preparing the annual report on the activity of the society, presenting it to the specialized councils in the university, after obtaining the approval of the general assembly.
  7. Identifying the annual subscriptions of the members.
  8. Mandating the preparation of studies and research.
  9. Approving the conclusion of seminars, courses, and study groups, according to the relevant regulations, observed by the universities.
  10. Accepting the endowments, donations, grants, and aids.

Article 15

General provisions

  1. The activities of the society are associated with the president of the university wherein the society was established, or with anyone authorized by such president.
  2. The society sets out the executive statutes thereof, in a manner that is not contrary to the articles thereof, and they are approved by the council of the university wherein the society was established.
  3. The minutes of the general assembly and those of the board are approved by the president of the university to which the society affiliates, or the one authorized by such president.
  4. In the event of disagreement between the president of the university and the general assembly or the board, the topic is communicated to the council of the university whose decision, in this regard, is final.
  5. If the scientific society is dissolved (for any reason whatsoever), the properties thereof are devolved to the university that established the same.
  6. If a society is transferred from one university to another, all the properties and documents thereof are transferred as well to the new university.
  7. The Council of Higher Education is entitled to interpret these rules.
  8. These rules are applicable from the date of their approval.
  9. The provisions of such rules are applied to currently existing societies.
  10. These rules supersede any contrary provisions.