Part A    General Guide Lines

A 1   Issue and Use of the Vademecum

The rules, orders, and regulations within this Vademecum are part of the Association of the Sports Communities of the European Research Institutes and are binding to all members of the Association. They are also mandatory for the international sports meetings, which are carried out under the name of the Association of the sports communities of the European Research Institutes.
The Vademecum is edited by the the President of the Association of the Sports Communities of the European Research Institutes (ASCERI) assisted by the members of the Association. The Vademecum remains the property of the association even after its distribution.
Amendments to these texts can only be decided at working conferences of the European Research Institutes (DATEF). The German text at the ASCERI web site is decisive, unless otherwise marked.
Rules and game orders are mandatory for those sports meetings, to which all European Research Institutes, who are taken care of by the president of ASCERI, have been invited.

These sports meetings are:

A 2   Association of the Sports Communities of the European Research Institutes

A 2.1 History, Aims and Scope

With the "Association of the Sports Communities of the European Research Institutes" the staff of the European Research Institutes created an organization to retain sporting and friendly relationships. Their aim is to contribute to an united Europe through sports.
The international sports meetings of the Sports Communities of the European Research Institutes since 1966 led to the foundation of this Association.
The aim is set out in the preamble.

A 2.2   Model of the Organisation, Sections of the Association

1. Kind of Organisation

The Association of the Sports Communities of the European Research Institutes is a community of interests. It is called > ASCERI < which is derived from "Association of the Sports Communities of the European Research Institutes". Never-the-less, its intention is to form a federation of the Sports Communities of the European Research Institutes as a permanent parent organisation.

2. Sections of the Association

The sections of the ASCERI are:

A 2.3 Membership

1. Members

Members within the Association of the Sports Communities of the European Research Institutes are:

a) Sports Communities of the European Research Institutes, which belong to the Association up to the 7th ATOMIADE 91
b) Sports communities which filed an application with the co-ordinator after the 7th Atomiade 91 or after the 1st of May 2007 with the president of ASCERI for admission to the Association with acknowledgement of the aims of the Association and which are admitted to the following working conference of the delegates.

2. Conditions for Admission

Applications for admission to the Association are to be addressed in writing to the president.
This application must provide the following information:

  1. Name and address of the Research Institute
  2. Information on Research Contents of the Research Institute
  3. Abbreviation of the Research Institute to be used at sports meetings
  4. Kinds of sports offered in the sports community of the Research Institute
  5. Number of members of the sports community
  6. Name and address od the person to contact

By submission of the application form, the sports community of the applying Research Institute acknowledges the guide lines and the financial commitments as set out in the Vademecum.
Sports communities of Research Institutes, which research for military purposes only, are not to be admitted.

3. Confirmation of the Admission

At the working conference of the delegates following the filing of the application the admission will be decided with simple majority of the votes cast. A requirement of voting is that at least one delegate of the applying Research Institute is present and is able to answer additional questions.
If for important reasons it is not possible for this delegate to be present at the working conference, a delegate from another Research Institute, which is already member of the Association, may offer to be the guarantor for the Research Institute, which filed the application for admission.
The applicant will be informed about the decision in writing; in case of refusal, reasons will be given.
In the case of consent the delegates of this Research Institute are at once entitled to vote according to section A 4.1.
Upon approval of the application, a free copy of the Vademecum will be handed over to the new member.
Financial commitments (see A 6.2 and A 6.4) come into effect immediately.

4. Termination of the Membership

a) Withdrawal

A member can declare its withdrawal from the Association of the Sports Communities of the European Research Institutes with immediate effect.
The declaration of withdrawal is to be addressed in writing to the president.

b) Exclusion

A member can be excluded from the Association at a working conference of the delegates with ¾ majority of votes cast if

- it infringes with gross negligence of the guide lines of the Vademecum, thereby causing damage to others,
- does not pay its subscription in spite of being reminded twice,
- an organiser of a tournament does not pay the president's expenses to him in spite of being reminded within one year,
- it is not willing to contribute to this Association in spite of several requests.

The application for the exclusion of a sports community is filed by the president.

c) Commitments

Members of the Sports Communities of the European Research Institutes of which the membership is terminated by withdrawal or by exclusion are not allowed to participate in sports meetings within the Association.
Possible current liabilities against the Association or the president are untouched. They are to be carried out without delay.
The Vademecum is a property of the ASCERI and has to be returned to the president when terminating the membership.

A 3   Sports Meetings

A 3.1   Participants

  1. Only members of the sports communities of the European Research Institutes listed in part E, or members of the staff of these Research Institutes, are allowed to participate in the sports meetings for which these rules and game orders listed in part B and C of this Vademecum are mandatory. Life partners of these people can participate, too, unless additional circles of participants are admitted in the individual rules.
     
  2. Members of Sports Organizations of Research Institutes or their employees, who are not members of the Association of the Sports Communities of the European Research Institutes, can participate as guests in sports events according to the possibilities of the organiser.
    Their participation however takes place out of competition and they will not be considered in the evaluation respectively in the distribution of the cups.
    A participation in sports events, in which the selection results in form of a knock-out competition, is not possible.

A 3.2   Frequency of the Sports Meetings

In case organisers are found, tournaments should take place in the following frequency:

This regulation is valid from the 11th ATOMIADE 2003, where an IFEF is held (resolution of the delegates at the 17th DATEF 2002 in Jülich).
The ATOMIADEs and winter-ATOMIADEs alternate in a rhythm of one and a half year.

A 3.3    Application for organising a Sports Event

A Research Institute which wants to organise one of the sports events listed in A 3.2 applies to the president for its organisation. The following Working Conference of the Delegates (DATEF) decides to the allocation.

A 3.4   Organisation of Sports Meetings

Guide for Invitation for Tournaments

The invitation for tournaments of individual kinds of sports or for an ATOMIADE must include the following information:

- Name of the organising Research Institute
- Place and date, the first and the last day of the sports meeting
- Number of playing fields or places for the tournament
- Conditions of the sporting places
- Instructions of the composition of a team for kinds of sports with single competitions for the institute evaluation, if there are still no regulations within the Vademecum
- Maximum number of participating teams or players
- Information as to the accommodation
- Level of charges
- Service included in the fee
- Last day for announcement
- Date of paying the first and the last part of charges
- Arrangements for transporting the teams
- Information of the expected number of kilometres for the buses to the tournament places
- Charges for the bus driver
- Insurance of the participants
- Information about the tourist programme including dates, time, and costs
- Details of the programme for all participants

A 3.5  Oath of ASCERI

At all sports meetings the participants personally undertake to compete fairly in friendly competition with respect for their opponents.
The oath is read by an athlete chosen by the organiser to represent the participants immediately after the opening of the sports meeting.
The text of the oath should be available to all the participants in a suitable form in German, English and French.

Text of the Oath:

Throughout our sports meetings we solemnly promise to show friendship and respect towards our opponents in accordance with our sporting and professional ethics.
In honesty and sincerity we will serve our cause, understanding among nations.g

A 3.6  Challenge Cups

  1. As an exceptional trophy for a victory of a research institute challenge cups may be offered. A challenge cup changes into the ownership of a candidate if it was won by a research institute
        either
    or    		 3 times in a row
    5 times with breaks in between

    The following challenge cups are in circulation:
        Atomiade Institute evaluation
    Winter-Atomiade evaluation
    Football tournament IFEF
    Small field football tournament IFKEF
    Tennis tournament ITEF
         		 donation ( Date )
    donation ( Date )
    donation 2007-06-11
    donation ( Date )
    donation 2000-03-16
     

  2. A winner of a tournament, who was handed out the challenge cup, is obliged to return the trophy to the organiser on the occasion of the next similar tournament well on time. This is also valid in the event that the winner will not participate in the next upcoming tournament.
  3. If an organiser has invited an additional sporting team which is not attached to the Association of the Sport Communities of the European Research Institutes (ASCERI), the challenge cup for this tournament is not handed out to this team in case of being winner. Instead of this the trophy is handed out to the best team which is member of the association.
    This concerns to tournaments within an ATOMIADE as well as for tournaments of individual kinds of sports.

A 3.7 Mediation Panel

  1. General
    If during the ASCERI sports events violent conflicts occur between the participants within or outside the sports competitions, a Mediation Panel is appointed when the peaceful progress of the events can no longer be ensured.
  2. Composition
    The Mediation Panel is elected from the ranks of the delegates. The organiser of the sports events is responsible for the election.
    The Mediation Panel consists of
    - the President or one of the vice-presidents
    - a representative of the organisation responsible for the sports meeting
    - 3 assessors
    Several countries should be represented in this committee.
    The members of the Mediation Panel elect a chairman among them. Resolutions are passed by a simple majority.
  3. Assignments
    In case of serious violations against the peaceful progress within or outside the sports competition, especially disputes or violent acts between the different teams or delegations, the Mediation Panel has the assignment to determine the culprits and to take measures in order to ensure the uninterrupted progress of the event.
    In aggravating cases such measures can mean the disqualification of the respective team(s) or delegation(s) of the current sports meeting.
    In case of disqualification the participants concerned will not receive refunds for their expenses.
    If a disqualification from further participation is determined, the Mediation Panel has to decide whether the disqualified team(s) or delegation(s) may participate in subsequent sports events.
    The chairman of the Mediation Panel has to inform in writing the concerned team(s), delegation(s) (Research Institutes), the president and the organiser of the next sports event about the disqualification and further measures.

A 4 Meetings of the Delegates

The meetings of the sports representatives of the European Research Institutes include:

- working conferences of the delegates (DATEF)
- general meetings of the delegates
- meeting for the election of the president

Minutes have to be taken of all meetings of the delegates. These minutes and an attendance list are to be distributed by the coordinator to all members of the Association of the Sports Communities of the European Research Institutes.

A 4.1   Working Conferences of the Delegates

  1. Working conferences of the delegates of the European Research Institutes (DATEF) take place outside the sports meetings of the European Research Institutes according to requirements. A two-year-rhythm should be aimed at. To this, the sports representatives of the Research Institutes belonging to the Association of the Sport Communities of the European Research Institutes are invited by the president.
    For each sports community a maximum of two people are entitled to vote. But they have one vote only. Research Institutes not represented may have a sports representative present to replace them after executing a power of attorney in writing.
    The meeting place is confirmed by the president. The application to carry out a working conference of the delegates is to be addressed to the president.
  2. A working conference of the delegates has to be arranged at least 6 weeks ahead of the appointed date, naming the registration deadline.
    Applications for the agenda is to be addressed to the president four weeks prior to the date of the conference.
    The preliminary agenda is distributed among the sports communities enrolled two weeks prior to this date.
  3. The working conference of the delegates is chaired by the president, in case of his absence by one of the vice-presidents. The president and the vice-presidents are entitled to vote.
    For the voting, cards are distributed. Decisions are made at by a simple majority of votes cast, unless otherwise stated in the individual passages of this Vademecum. In case of tied vote, the chairman has the casting vote. By abstention in voting of the chairman, the equality of votes is to be considered as disapproval.
  4. At the working conference of the delegates new members can be admitted by a simple majority of the votes cast, and members can be excluded by ¾ majority of the votes cast after the coordinator has applied for the exclusion (see item A 2.3).
  5. The conference may request committees to work on special tasks, the results of which are discussed and, if necessary, decided at a working conference of delegates.
  6. At the working conferences of the delegates general problems of sports meetings as well as financial reports of the sports meetings are discussed and passed, respectively.
  7. At the working conferences of the delegates amendments, deletions or modifications of the Vademecum and the rules and game orders for sports meetings of the European Research Institutes are discussed and decided. These amendments, deletions or modifications are to be sent to the participants in draft form, possibly in the native language, together with the agenda two weeks prior to the date of the conference.
    During the meetings the expert committees should have the possibility to discuss applications before they are presented to the plenum for passing a resolution.
  8. Income and expenses as well as a detailed financial report (budget), worked out in cooperation with the president and presented by the financial committee, are discussed and passed by the delegates.
  9. The decisions agreed upon are binding for all members of the Association of the Sports Communities of the European Research Institutes.
  10. At the Working Conference of the Delegates which precedes a summer-ATOMIADE has to be inserted a special item for the election of the president and the vice presidents. Further information see the parts A 4.3.

A 4.2   General Meetings of the Delegates

General meetings of the delegates are held during the sports meetings of the European Research Institutes. They are convened and chaired by the organiser of the sports meeting.
The purpose of these general meetings of the delegates is mainly the discussion of this sports meeting. However, on request of the delegates, a meeting may define proposals and issues to be discussed further and perhaps be decided at a working conference of the delegates.
A general meeting of the delegates can only pass decisions that concerns this sports meeting.
Decisions can only be made with a simple majority of votes cast. Equality of votes is to be considered as disapproval.

The right to vote is regulated as follows:

a) At the general meetings of the delegates on the occasion of the sports meetings of team competitions (e.g. football), each participating team has a vote.
b) At the general meetings of the delegates on the occasion of the sports meetings of individual contests (e.g. athletics), each participating Research Institute has one vote only.
c) At the general meetings of the delegates on the occasion of an ATOMIADE or a Winter-ATOMIADE, each Research Institute has a vote, independently of the number of events the Research Institute has signed up for.
d) The president is not eligible to vote.
e) A vice-president is only eligible if he/she represents a research institute as a delegate.

A 4.3   Meeting for the Election of the President and the Vice-presidents

For the election of the president and the vice-presidents a meeting is organised especially for this purpose and is convened at the working conference of the delegates which precedes a summer-ATOMIADE. This meeting should take place as a special item on the agenda at the end of the meeting.
The organiser of the DATEF concerned will be the chairman.
Entitled to vote are only those People to contact or their substitutes, who are listed in part E of the Vademecum.
Each Research Institute has only one vote. The vote is carried out with voting cards.
At the request of only one delegate a secret ballot will become necessary.
The person, who get most of the votes cast, is elected President of the Association of the Sports Communities of the European Research Institutes. With equality of votes for the first two candidates, a second ballot will become necessary.
The election of the vice-presidents takes place immediately after the election of the president. Those persons are elected, who collected most of the votes cast.
The assumption of office takes place at the closing ceremony of the ATOMIADE with the presentation of the new president and the new vice presidents.

A 5   Presidents

A 5.1   President

For the co-ordination of the sports meetings of the European Research Institutes the post of the Co-ordinator for Sports Meetings is established in 1978 to guarantee the continuance of these sports meetings for a long period of time. At the 22nd DATEF 2007 in Dresden the post of the co-ordinator is changed into the post of the President of the Association of the Sports Communities of the European Research Institutes.
The president is elected for 3 years at a meeting of the delegates for the election of the president on the occasion of the DATEF which precedes a summer-ATOMIADE.
The responsibilities of the president are written down in part D of this Vademecum.

A 5.2   Vice-Presidents

To guarantee the permanent support of the president, two vice-presidents will assist him. The allocation of duties of the president and the vice-presidents should be made in mutual agreement.
At a meeting of delegates electing the president, the vice-presidents are elected immediately after the election of the president .
The president and the vice-president should come from different countries.

A 5.3   Honorary President

The title “Honorary President” may be conferred on a president who retires from his post.
A retired president who was honoured with this title should be invited to all the sports events of ASCERI and to all the DATEFs. He does not have genuine tasks; he may participate at DATEFs in consulting function.
His costs may be settled by the organiser of the event or the president within the range of their financial possibilities.

A 5.4 Member of Honour

A delegate who has especially worked in the service of ASCERI may be appointed "Honorary Member ".

A 6  Financing

A 6.1 Financing of the Sports Meetings

  1. Each organiser of a sports meeting of the European Research Institutes must try to keep the expenses for each participant as low as possible by choosing adequate accommodation, arranging the festival events and the additional programme to enable as many athletes to participate as possible.
     
  2. The costs resulting from the organisation and execution of sports meetings of the European Research Institutes will be paid by the participants themselves in form of a charge.
    This charge should cover the expenses.
     
  3. A registration fee to be paid in advance, has to be taken completely into account to the participating charges.
    If a Research Institute cancels its participation after having paid the registration fee, the organiser is allowed to keep this fee without giving reasons.
     
  4. It is not permitted to profit by arranging international sports meetings of the European Research Institutes.
    If, however, a surplus is obtained, it will be divided between the number of participants and paid back to the participating Research Institutes.
    Should there be doubts for paying back such a surplus, the financial report will be presented at a meeting of delegates for their decision.
    It is not allowed to credit the surplus or part of it to the assets of the executing sports community.
     
  5. After every sports meeting of the European Research Institutes a detailed financial report is to be made and sent to the Research Institutes who participated in the sports meeting.

A 6.2  Financing of the current Expenses of the President

  1. Subscription
    Each member of the Association of the sports communities of the European Research Institutes is required to pay a yearly subscription to the president. The amount is to be fixed at a working conference of the delegates according to a proposal of the financial committee. If there is no DATEF, the old subscription is still effective.
    This subscription has to be paid to the president within the first half of the year after he has sent in his account. After the delegates have decided about the subscription, invoices will be sent off. The charge for remittance is to be paid by the member.
    If the subscription is not payed despite of being reminded twice the member can be excluded from the Association (see section A 2, chapter 4b).
  2. Charges at Sports Meetings
    According to the standing orders of the president, item 3, the president receives a payment from each participant at sports meetings of the European Research Institutes as a refund of expenses. The amount is to be fixed at a working conference of the delegates.
    The organiser is responsible for the payment of the money to the president.
    If an organiser fails to comply with this refund of costs, this may lead to his exclusion from participating in sports meetings of the European Research Institutes (see section A 2, chapter 4b).

A 6.3 Financial Committee

To relieve the president of handling the finances, a financial committee is founded, which consists of one delegate of three Research Institutes each.
The financial committee is to be elected for 2 years at a working conference of the delegates with simple majority of the votes cast.
This financial committee has to check the expenses and the income of the president, has to report this at a working conference of the delegates, and must propose the amount of the yearly subscription.

A 6.4 Charges

The charges of the members to be fixed at a working conference of the delegates are:
   - membership fees:
for sports communities with a number of members

   up to 50:  

55,- EUR / year

between 51 and 100:  

85,- EUR / year

between 101 and 250:  

115,- EUR / year

between 251 and 500:  

145,- EUR / year

more than 500:  

175,- EUR / year
   - refund of expenses of the president at sports
meetings per participant

3,00 EUR
   - costs for an additional copy of the Vademecum:

20,- EUR

A 7   Expert Committees

On the occasion of the 3rd working conference of the delegates (3. DATEF) on March 27th, 1987, at Karlsruhe, experts committees of the sports communities of the European Research Institutes were established and elected.
These committees were announced in the Minutes of May 17th, 1987.
The purpose of the expert committees is to create special rules for the regulation of ASCERI sports meetings and, if necessary, adapt them to new requirements or international changes. They must ensure that the texts in German, English and French correspond. Therefore the members of an expert committee should, whenever possible, come from different countries.
The members of the expert committees act in an advisory capacity to sports competition organisers and mediate in the case of disputes if an arbitration panel is not intended to use.
The existing expert committees were partly formed anew and some were newly constituted at the working conferences of the delegates.

The Research Institutes printed in bold in the .pdf-file are the responsible co-ordinators and the reference partners for the president.