The Articles of Incorporation

Division of Condensed Matter Physics in the Association of Asia-Pacific Physical Societies

Chapter 1 General Provisions

(Name)
Article 1
The Division of the Association of Asia-Pacific Physical Societies(AAPPS) shall be called the Division of Condensed Matter Physics,
in short and hereafter called “DCMP.”

(Office)
Article 2
The DCMP is established as a voluntary organization and will be transferred to a General Incorporated Association in 6 years. At the time of the founding,
the principal office will be placed in the chair's institution or the place determined by the executive committee(EXCO) defined by Article 21. The principal
office will be re-registered in accordance with the transfer to a General Incorporated Association.

Chapter 2 Purpose and Business

(Purpose)
Article 3
The DCMP will promote the progress of condensed matter physics in the regions and the member societies. It will also disseminate the knowledge and its
application through research presentations, knowledge exchange, and corporation among members and other academic societies. We thereby aim to
contribute to the development of academic research.

(Business)
Article 4
The DCMP will operate the following business to achieve purposes set in Article 3.

• ·  Operation of academic meetings such as regular regional conferences, schools for young researchers,
     and lecture meetings.
• ·  Organization of a condensed matter physics sub-meeting in the meeting of AAPPS.
• ·  Provision of information through the DCMP website and mailing system.
• ·  Publication of journals and academic books.
• ·  Other business necessary to achieve the purpose of the DCMP
• ·  Represent the condensed matter researchers in AAPPS for related organizations in other continents and nations.
• ·  These businesses will be operated mainly in the Asia-Pacific region.

(Code of conduct)
Article 5
Activities conducted by the DCMP should satisfy the following criteria under the rule of the AAPPS.

(1)It must contribute to the promotion of physics in the Asia and Pacific regions. In case it is held outside the region covered by the Association,
members of the Association's member societies must be treated on the same footing as the members of the main organizing body.
(2)It must be organized in such a way to carry out and communicate scientific works with integrity, respect, fairness, trustworthiness, and transparency.
(3)It must be free from discrimination based on such factors as ethnic origin, religion, citizenship, language, political or other opinions, gender,
sexual orientation, or disability.
(4)It must not receive financial support and/or in-kind contribution from any military-related fund or organization, nor serve for any military purpose.
(Gender equality)

Article 6
The DCMP shall give due consideration to gender equality in its actions and the composition of committees.
(Notification)
Article 7
Notification on this DCMP is an electronic notice.

Chapter 3 Members

(Member composition of the DCMP)
Article 8
The DCMP has the following types of members.

• ·  Regular member: Scientist who has a Ph.D. degree in physics or related areas or equivalent qualifications and agrees with    the DCMP's purpose.
• ·  Associate member: Person who had a university-level education in physics or related area.
• ·  A candidate of regular or associate member requires one regular member's recommendation for their application, which    shall be considered and approved by the EXCO.
• ·  A regular member must be, in principle, a member of the societies belonging to the AAPPS. A member of an AAPPS’s    society who does not have a representative in the EXCO can be a member of the DCMP.
     The EXCO shall determine the treatment of an exceptional case.

(Liability for Expenses)
Article 9
Regular member bears the responsibility for payment of expenses to this DCMP when the membership fee is determined as a General Incorporated
Association. The membership is free, while the DCMP is a voluntary organization(non-General Incorporated Association).

(Withdrawal)
Article 10
Any member can withdraw with immediate effect from the DCMP anytime by submitting a notice of withdrawal as specified by the EXCO.

(Expulsion)

Article 11
A member might be excluded if the EXCO judged that the member hurts the honor of this Society.
(Termination of membership)
Article 12
In addition to the previous two articles, membership will be terminated following cases on the date of notice:

• ·  Communication method (such as e-mail) becomes invalid for six months;
• ·  Death or dissolution;

(Registry)
Article 13
This DCMP shall prepare a registry of members.
The founding members are those who participated in the founding meeting of the DCMP and are listed in article 41.

Chapter 4 General Assembly

(Constitution)
Article 14
(1) General assembly is composed of all regular members.
(2) The general assembly set in the Association Act is this general assembly.

(Convocation)
Article 15

• ·  General assembly shall be called by the chair of the DCMP on the resolution of the EXCO.
• ·  Regular general assembly shall be held at least once in two business years.

(Authority)

Article 16
General assembly adopts resolutions on the following matters.

• ·  Approval of representatives of the EXCO.
• ·  Approval of an action plan for a new term and the report of the current term, including the financial status of the DCMP of    the current term made by the EXCO.
• ·  Change of the articles of incorporation.

(4) Other matter set in Association Act or this Articles.

(Chairperson and Operation report)
Article 17
Chairperson of the general assembly shall be a member of the EXCO and be appointed by the chair of the DCMP

(Voting Right)
Article 18
Each regular member shall have one vote at the general assembly.

(Resolution)
Article 19

• ·  Resolution of the general assembly shall be made by the majority vote among participating regular members, except for    matters set by Association Act or by this Articles of Incorporation.
• ·  Regular member who is unable to participate in a general assembly can exercise the voting right through electronic    means.
• ·  Regular members may exercise their voting rights by a substitute, whose personal information should be submitted in    advance to the chair. In such cases, the subject regular member or a substitute shall submit a document certifying the    authority of representation to the DCMP.

(Minutes)
Article 20
Minutes of the general assembly shall be prepared and be open for regular members of the DCMP.

Chapter 5 Executive Committee

(Constitution)
Article 21

• ·  The DCMP shall set up an Executive Committee. Members of the executive committee(EXCO) shall be composed of two    representatives from each participating society of AAPPS. The offices are included as the above representatives.
• ·  Member societies of the AAPPS that do not have representatives in the EXCO can send two observers who do not have the    right to vote. The request for sending an observer should be approved by the EXCO.
• ·  The EXCO shall determine approval of the paricipation of the representatives of a new soceity to the EXCO.
• ·  For a newly participating society, the number of representatives in the EXCO should be 1 or 2. It will be decided by the    EXCO depending on size of the newly participating society in terms of regular members.

(Authority)

Article 22
The EXCO shall execute the following businesses in addition to business set in other Articles of incorporation.
(1) The determination of the business;
(2) The supervision of the duties of officers;
(3) The selection and dismissal of the chair, vice-chairs, and auditors
(4) Formation and appointing of subcommittee and/or working groups for specific purposes.

(Call and Chairperson)
Article 23

• ·  The EXCO shall be called by the chair, and the chair shall be the Chairperson. The EXCO may be organized via electronic    platforms such as Web conference of circulation of e-mail.
• ·  In case of non-availability of the chair due to indisposition or accident, one of the vice-chairs shall take the chair's role by    the EXCO's pre-decided order. When there is a further lack of officers, the EXCO will decide the replacement by the
     pre-decided order. The EXCO shall be called and chaired by an officer highest on the pre-decided order of the remaining   members of the EXCO.
• ·  Under extraordinary circumstances, if more than 1/3 of the EXCO or one of the auditors make a request to call the EXCO,
     the chair is obliged to hold the EXCO. In the negligence of this call request, the EXCO can be organized with the    participation of the 2/3 majority of the EXCO members have participated.

(Resolution)
Article 24

• ·  Resolutions at an EXCO meeting shall be made by a majority vote when the 2/3 majority of the EXCO members have
      participated.
• ·  If the chair has made a proposal on a resolution, it is regarded as the resolution of the EXCO if an auditor does not state
     an objection to the proposal.
• ·  If an officer is found to be involved in unethical behavior, the EXCO can suspend the officer by the absolute majority of
     the EXCO member.

(Minutes)
Article 25
The minutes shall be prepared according to the related law provisions and be signed by the chair and auditors present at the EXCO.

Chapter 6 Officer

(Establishment of officer)
Article 26
This DCMP shall have the following officers.

• ·  One chair
• ·  Two vice-chairs
• ·  One auditor and another associate auditor.
• ·  Chair, vice-chairs, and the auditors, but not the associate auditor, shall not belong to the same associations of the AAPPS.
• ·  The chair of the next term shall be elected from the vice-chairs of the current term, but this rule shall apply from the
     election for the term starting from 2025.
• ·  hen a bank account of the DCMP is set, a treasurer shall be appointed from the members of the EXCO where the bank
     account is registered.

(Appointment of Officer)
Article 27
Offices shall be elected by the EXCO meeting and shall be approved by the General Assembly.

(Duty and Authority of Chairs)
Article 28

• ·  The chair acts as the representative director of the DCMP.
• ·  The chair will execute its duty according to the act and these articles.
• ·  The chair, vice-chairs, and auditors shall report their status of execution of duties to the EXCO more than once within
     a half-year.

(Duty and Authority of Auditors)
Article 29

• ·  Auditors shall audit the performance of the duties by chair and the vice-chairs. Auditors shall prepare an audit report as
     prescribed by the related law.
• ·  Auditors may request reports on business from the chair and employees or investigate the state of business and property
     of the DCMP at any time.
• ·  At least one of two auditors shall attend EXCO meetings and provide relevant inputs, as per the requirement.

(Tenure of Officers)
Article 30

• ·  The tenure of a chair and vice-chairs shall be two years starting from the beginning of the appointment's
  first business year. Their terms will be limited only to one term of two years.
• ·  A chair and vice-chairs shall not serve for two consecutive terms as either a chair or a vice chair, except for the vice-chair
     who shall be elected as the next chair.
• ·  The tenure of auditors shall be two years starting from the beginning of the first business year of appointment.
     Reappointment shall not be precluded. But the action tenure should not be more than two consecutive terms

(Liability of the officer)
Article 31

• ·  If an officer is negligent in performing one’s duties or is responsible for significant financial irregularity, he/she is liable for
     compensating any damages arising therefrom concerning the DCMP.
• ·  The liability of officers set in the previous paragraph may be forgiven through a resolution of the EXCO, with a maximum
     limitation determined by deducting the amount listed as the minimum amount of liability.

(Remuneration for Officer)
Article 32
Officers shall have no remuneration.

(Dismissal)
Article 33

Officers may be dismissed at any time by resolution of the general assembly. Dismissal of the auditor shall be effected by at least a two-thirds majority of
the votes of all regular members and with a quorum of at least one-half of the total number of regular members.

Chapter 7 Assets and Accounting

(Business year)

Article 34
A business year of the DCMP starts on 1st January and ends on 31st of December.

(Business plan and Budget)
Article 35

• ·  The chair shall prepare the business planning documents and financial report documents of the DCMP by a day before the
     new business year and obtain approval at the General Assembly after the EXCO resolution. It also applies similarly to the
     amendment. The budget report shall include the report on support from institutions such as Asia Pacific Center for
     Theoretical Physics and the report on an event organized by the DCMP.
• ·  The above document shall be kept for 5 years and shall be provided for regular member reading.

Chapter 8 Administrative Office

(Administrative Office) Article 36

• ·  The DCMP may establish an executive office for processing administrative matters.
• ·  Secretary-general and administrative staff may be employed as necessary.
• ·  The chair shall make an appointment and dismissal of the secretary-general and necessary administrative staff after
     approval at the EXCO.
• ·  The EXCO's resolution shall set matters on the organization and operation of the administrative office.

Chapter 9 Governing Law

Article 37

• ·  When the registration of the DCMP is made as a General Incorporated Association, the governing law shall be set in
     accordance with the registration.
• ·  While there is no registration, this agreement shall be governed by and construed in accordance with the laws of the
     jurisdiction where the defendant resides.

Chapter 10 Supplementary Provisions

(First Business Year)
Article 38
The first business year of the DCMP shall be from the date of foundation to December 31, 2021.

(Representative director, officers, and EXCO members at founding)
Article 39
The chair, two vice-chairs, two auditors, and the EXCO members at the time of the establishment of the DCMP
shall be as follows.
Chair Je-Geun Park
Vice-Chair S. M. Yusuf
Vice-Chair Hiroyuki Nojiri
Auditor Hai-Hu Wen
Associate Auditor Feng-Chuan Chuang

Other Members of the EXCO
Kwang-Yong Choi
Ya-Ping Chiu
Li Lu
Vandana Nanal
Toru Sakai

(Name and institutes of founding members)
Article 40
The name and addresses of the founding members at the time of establishment are as follows.
Name, Institutes
Hyeonsik Cheong, Sogang University
Ya-Ping Chiu, National Taiwan University
Hyoung Joon Choi, Yonsei University
Kwang-Yong Choi, Chunang University
Feng-Chuan Chuang, National Sun Yat-sen University
Tanusri Saha Dasgupta, S .N. Bose National Centre for Basic Sciences
Xiu-feng Han, Institute of Physics, Chinese Academy of Sciences
Kenji Ishida, Kyoto University
Yang Ji, Institute of Semiconductors, Chinese Academy of Sciences
Ying-Jer Kao, National Taiwan University
Hiroko Aruga Katori, Tokyo University of Agriculture and Technology
Wen-Chin Lin, National Taiwan Normal University
Hanjin Noh, Chonnam National Unversity
Li Lu, Institute of Physics, Chinese Academy of Sciences
Meng-Fan Luo, National Central University
Chih-Wei Luo, National Chiao-Tung University
Hatsumi Mori, University of Tokyo
Hiroyuki Nakamura, Kyoto University
Vandana Nanal, Tata Institute of Fundamental Research
Shobhana Narasimhan, Jawaharlal Nehru Centre For Advanced Scientific Research
Hiroyuki Nojiri, Tohoku University
Je-Geun Park, Seoul National University
S. Ramakrishnan, Tata Institute of Fundamental Research
Toru Sakai, SPring8
D. D. Sarma, Indian Institute of Science
Hai-hu Wen, Nanjing University
Tao Xiang, Institute of Physics, Chinese Academy of Sciences
Chan-Ho Yang, Korea Advanced Institute ofScience and Technology
Qikun Xue, Tsinghua University, and Southern University of Science and Technology of China
S. M. Yusuf, Bhabaha Atomic Research Center


(Compliance with laws and regulations)
Article 41
All matters not stipulated in this Articles of Incorporation are subject to Association Act and other regulations. For the establishment of, Division of
Condensed Matter Physics, Association of Asia-Pacific Physical Societies, this Articles of Incorporation is prepared and signed by the founding members.

Januaryr 1st 2021

Hyeonsik Cheong	22-Dec-2020
Ya-Ping Chiu	Dec. 23, 2020
Hyoung Joon Choi	2020.12.28
Kwang-Yong Choi	22-Dec-2020
Feng-Chuan Chuang	Dec. 23, 2020
Tanusri Saha Dasgupta	Dec. 18, 2020
Xiu-feng Han	Dec. 15, 2020
Kenji Ishida	Dec. 18, 2020
Yang Ji	Dec. 15, 2020
Ying-Jer Kao	Dec. 23, 2020
Hiroko Aruga Katori	Dec. 22, 2020
Wen-Chin Lin	Dec. 23, 2020
Hanjin Noh	23-Dec-2020
Li Lu	Dec.15, 2020
Meng-Fan Luo	Dec. 23 2020

Chih-Wei Luo	Dec. 23, 2020
Hatsumi Mori	Dec. 22, 2020
Hiroyuki Nakamura	Dec. 18, 2020
Vandana Nanal	18-Dec-2020
Shobhana Narasimhan	22-Dec-2020
Hiroyuki Nojiri	Dec. 18, 2020
Je-Geun Park	Dec. 21, 2020
S.Ramakrishnan	18-Dec-2020
Toru Sakai	Dec. 18, 2020
D.D. Sarma	18-Dec-2020
Hai-hu Wen	Dec. 15, 2020
Tao Xiang	Dec. 15, 2020
Qikun Xue	Dec. 15, 2020
Chan-Ho Yang	22-Dec-2020
S. M. Yusuf	18-Dec-2020

Chanage history:
(1) the First version was approved on January 1st., 2021.