Additional rules for EViPRG

  1. Introduction

As part of being an entity registered in Finland we have selected mandatory rules in line with their requirements. These rules are at the bottom of this document, translated from Finnish to English. In addition to these rules, we have put together this document to outline rules regarding the governing of the board, how the board is elected, etc. Significant changes to these rules (to create V2) will require approval at the Annual EViPRG Members Meeting.

  1. The role of the Board

The EViPRG Board is responsible for running the group. The Board is the legally responsible governing body of the organisation. It acts collectively, makes decisions by simple majority unless otherwise specified, and ensures compliance with legal, financial, and reporting requirements under Finnish law. The board meets regularly, both virtually and in person. Among its responsibilities are:  

  • Forming a yearly action plan, including setting dates, program and venues for membership meetings
  • Collecting fees and handling the organization’s economy  
  • Integrate Early career researchers into EViPRG
  • Support coordination of EViPRG research
  • Maintain content and functionality of our web site and social media
  • Approving applications for membership
  • Handling all other relevant EViPRG business

The Board shall include at minimum a Chair, Vice-Chair/Secretary, and Treasurer. Additional roles (e.g., communications lead, ECR representative) may be created by the Board according to need. According to the Finnish regulations, one of the board members should be a Finnish citizen.

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The Board has quorum when at least half of its members are present. Unless otherwise required, decisions are made by simple majority of those present.

  1. Rules and criteria for selecting new Board members
  1. Rules
  1. The criteria (see below) the board will follow in selecting new board members will be sent to all EViPRG members at least half a year before the board decides. All relevant dates should be part of this announcement.  
  1. It is up to the board to decide whether one is asking for specific roles to be filled or just to supplement the board. A short description of present roles should in any case be part of the announcement.
  1. EViPRG members can nominate new board members (including themselves) for a board role until three months before the board decides. Those nominated must have agreed to their nomination.
  1. The application can describe what role the person is interested in undertaking.
  1. Board members will talk to applicants in the three months up to the board decision on who to propose to the annual meeting.  
  1. The Board proposes new members and presents the proposal to the Annual Meeting, which decides the appointments.
  1. If a position becomes vacant during the term, the Board may appoint a temporary member until the next Annual Meeting, where the appointment shall be decided upon.
  1. Board members can serve up to two consecutive 3-year terms. After this, they must step down for at least one term before they can be elected again.
  1. The new board will be announced to all through our mailing system for the group.
  1. Criteria for selecting new members

Board members must:

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1. Be members of EViPRG at the point when they take on their Board role  

2. Have time (availability and commitment) to contribute effectively to network management (e.g., attend EViPRG Board meetings, contribute in line with their role)

3. Be researchers, clinicians/practitioners, persons with lived experience, teachers and trainers who (i) want to prevent and reduce violence and coercion in mental health care; and (ii) are based in primarily within mental health services but not restricted to that.

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Overall, the Board aims to represent diversity and equality in terms of:

  1. Geographical location across Europe and beyond
  1. Career stage  
  1. Gender  
  1. Relevant roles contributing to mental health care and research, teaching and lived experience.
  1. The procedure for accepting persons as members of EViPRG

The person applying must fill in the application form and pay the membership fee. The application form is then distributed to all board members, who digitally give their opinion within 1 week. At least 50% of the board must have voted yes, for a person to be accepted. The board member responsible for membership informs the person of the board decision. If the applicant is found to be unsuitable to join the network, then their fee will be refunded and their consent nullified.

  1. Organisational membership in EViPRG

Organisations can also become members of EViPRG. Their interest and values should align with those of EViPRG’s regarding the aim to reduce violence and coercion in mental health settings (and beyond).

As for individual membership, the organisation in question must apply for membership. The organisation must appoint one person who is the EViPRG representative. This representative has the same rights as ordinary members of EViPRG.

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Organisational memberships will be presented on the EViPRG website, and their benefits are:

  • May nominate up to five representatives who have full access to EViPRG activities, events, and communications.
  • Visibility and recognition: Have the organisation’s logo and name displayed on the EViPRG website
  • Reduced fees for participation in the biannual Congress for all nominated representatives.
  • Opportunity to participate in or establish thematic/regional working groups within the network (once created).
  1. Procedures for ending an EViPRG membership

EViPRG aims to be an including organisation. That includes embracing many opinions regarding our topics. All decisions about ending a membership, regardless of reason, should thus be taken by the board.

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EViPRG membership can end in different ways.

  • Voluntary withdrawal: Members may leave the network at any time by informing the board by email.
  • Unpaid membership fees: Membership may be ended if the annual fee has not been paid, after two reminders have been sent.
  • Change of status or eligibility: Membership may end if the organization ceases to exist or if the member no longer meets the criteria for participation.
  • Behaviour not in line with EViPRG values: In rare cases, the Board may end a membership if a member’s actions or behaviour conflict with EViPRG’s aims, ethics, or respectful collaboration principles.
  • Misuse of materials or confidential information: Membership may also be ended if EViPRG materials or member contact details are used inappropriately.

Before a member is required to end their membership, the person should be given the opportunity to discuss the case with the board.

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If a member, despite at least two reminders, has not paid the annual fee, the member will be removed from the membership list and loose access to our membership area. The member will be notified of the decision in writing.  

  1. Procedures for deciding the EViPRG fee

The individual and organisational membership fees are proposed by the Board and decided in the Annual EViPRG Members’ Meeting.

  1. Amending these rules

Changes to these rules require approval by 2/3 majority at the Annual EViPRG Members’ Meeting.  

  1. Mandatory rules – due to being registered in Finland

These will be updated once the registration is complete.