Member Federation Guidance

The following table has the aim to help Member Federations (MFs) to navigate through these Rules and the World Athletics (WA) Constitution by also
identifying where there is anything new (e.g., safeguarding) and references to the corresponding templates and guidance that have been produced.
MEMBERFEDERATION
RULES
Rules 1.1; 1.1.1;
1.1.2; 1.2; 1.4.

WA Constitution
Articles 4.1(g);4.1(h); 6.1; 8; 9;
7.2; 19.1.
Rules 4; 4.6.5;
4.10; 4.11; 4.14.2

WA Constitution
Articles 7; 7.6;7.8; 32.1.
Rule 5.

WA Constitution
Article 8
Rules 6; 6.2; 6.3;
6.4; 6.5; 6.6; 6.7;
6.8; 6.11; 6.14.

SUMMARY OF RULES

KEY INFO/ ACTIONSREFERENCE DOCUMENTPROVIDED

Overview• Where in the Rules there are references to“Country” this includes “Territory” too.
• “Constitution” (denoted by initial capitalletter) means World Athletics Constitution.
If “constitution” (i.e. starts with lowercase), it refers to the Member Federation’sconstitution.
Admission to World Athletics Membership
Procedure for application for admission to WA
Membership for new Member Federations(including those that have withdrawn membershipor have been expelled under WA Constitution andRules)
Rights of MFs
Sets out the same rights for Member Federations
as those stated in the WA Constitution.

These Rules set out current practices andprocedures that MFs have been working on andcontinue to work on from the perspective of
their rights and obligations, as well as setting out
the new elements such as safeguarding anddispute resolution.

N/A

Only applies to new applicants and does not
apply to current Members. Current MFs not
required to re-apply (material #1).

1- Affiliation to World
Athletics Application
Form

Obligations of MFs
The Rules cover different topics:

These Rules do not grant any additional rights
for MFs and restate that Council may grant
additional rights from time to time.
2- Template meetingnoticeMEMBERFEDERATIONRULESWA Constitution
Articles 7.5;
9.1(a); 9.1(b);9.1(c); 9.1(d);9.1(e); 9.1(f);9.1(g); 9.1(h);9.1(j); 17.

SUMMARY OF RULES•••••••••

Elections
Supply of Information to WA
Reporting if changes to (recognition as
governing body, risk of continuing tobeing a legal entity, financial solvency)
Providing changes to the MF
constitutions
Completion of the Annual Report Form
Competing in competitions
Membership FeeGeneral Meetings; NationalChampionships
Integrity and Governance; Safeguarding
and Medical

KEY INFO/ ACTIONSREFERENCE DOCUMENTPROVIDED•

3- Template meeting
agenda4- Template meeting
attendance table
5- Template candidate list
6- Template meeting
minutes structure7- Meetings, elections
checklist
8- Template resolution••••••

Rule 6.2: Elections, to support MFs in theirelection processes we have produced
template notice, agenda, attendance table,
candidate lists and minutes structure, as
well as a checklist of “things to think about”(materials #2-#8).
Rule 6.3: Supply of Information to WA and
AA - documents concerning general
meetings and associated rules governing
election procedures. MFs are to provide
other information as and when requested.
Rule 6.4: Contact us if your recognition
status as the governing body changes,
there is a risk that you cannot continue
being a legal entity or are facing insolvency(you can no longer pay your debts).
Rule 6.5: After approval at a general
meeting, send a copy of the updated
constitution to WA. The Rule sets out thatMFs must ensure there is a process intheir constitutions to filling vacancies on
their boards.
Rule 6.6: There is an Annual Report Formand existing process.
Rule 6.7: This Rule does not add anything in
addition to the existing Obligations in theConstitution (i.e. to compete in at least one
International Competition or Area
Championships in the period between WA
Congresses).
Rule 6.8: Membership Fee is charged
annually.

Rule 6.11: support materials
being developed.
Rule 6.12: See World
Athletics Safeguarding
policy and all supporting
tools, resources, templates,etc. on the WA website

MEMBERFEDERATIONRULES

SUMMARY OF RULES

KEY INFO/ ACTIONS

•••

•
•

Rule 6.9: As with the Rule on Elections, tosupport MFs in their process of organising
general meetings, refer to the same
template notice, agenda, attendance table,
candidate lists and minutes structure, as
well as the checklist (materials #2-#8). The
expectation on frequency of general
meetings is at least once every two years
but MFs can hold them more frequently.
Rule 6.10: MFs to hold at least one
National Senior Championships eachcalendar year unless there are exceptional
circumstances (if so, inform WA CEO ornominee immediately).
Rule 6.11: A new obligation to recognisingprocedures before or decisions of the WA
Disciplinary Tribunal or Vetting Panel inrespect of Member Federation Officials.
See guidance on when and how tocommunicate notification to the person
concerned (whether an existing official andassociated guidance on filling a vacancy).
Rule 6.12: Rule covering achievement ofminimum standards and key performanceindicators in safeguarding.
Rule 6.13: The medical rule is taken fromthe Competition Rules, Medical General
Rules and reflects for athletes to behealthy, monitored medically and to
appoint a team doctor in lead up andduring WAS Competitions and Area
Championships.

REFERENCE DOCUMENTPROVIDEDMEMBERFEDERATIONRULES

SUMMARY OF RULES

KEY INFO/ ACTIONSREFERENCE DOCUMENTPROVIDED•Rule 7.1.

WA Constitution
Article 11.
Rules 8.1; 8.3.4;
8.6.1; 8.6.2; 8.6.3.

WA Constitution
Articles 7.6; 7.7;
7.8; 16; 16.1;
32.1(a).
Rule 9.1.

WA Constitution
Articles 84.1;
84.2(b).

Withdrawal from Membership
Process to follow if a MF wishes to withdraw fromWA Membership.
Reinstatement to Membership followingExpulsion
Process to follow if after expulsion a MF wishes tobe reinstated as a member of WA.

Disputes
In the event there is a dispute (i) between MFs or(ii) MFs and their AA (a “Dispute”)

Rule 6.14: This is a generic catch-all Rule tocomply with the Rules and Regulations andapplicable policies and procedures. No
additional requirements have been inserted.
Only applies if a current Member Federation
wishes to withdraw from Membership. We haveproduced a template letter of notification, form,and checklist of items to include with the form.
Only applies if there is a decision by Congress
to expel a member. The process forreinstatement is similar to application for a newmember (material #1). However, WA will assist inthe process on a case-by-case basis.
If a Dispute arises and cannot be resolved withAA’s (if not party to the Dispute) involvement
there are two routes where WA may be able toassist, (i) mediation or (ii) appointing a Council
member(s) to help resolve the Dispute. This new
resolution process is to avoid costs and time
incurred in referring the dispute to the Court ofArbitration for Sport (CAS). We have produced
template letters, notification of assistance form
and flow diagrams of the procedure. Resolving adispute through these processes needs theagreement and support of the parties to thedispute.

9- Withdrawal Affiliation toWorld Athletics Form

N/A

10- Template letter (i)mediation
11- Template letter (ii)appointment of Council
Member(s)12- Notification ofAssistance Form
13- Flow diagram (Rule 9)

MEMBERFEDERATION
RULES
Rule 10.

SUMMARY OF RULES

KEY INFO/ ACTIONSREFERENCE DOCUMENTPROVIDED

Internal MF Disputes
When there is a dispute between people within aMember Federation.

14- Checklist – internal
disputes
15- Flow diagram (Rule 10)

Rules 11.1; 11.2.

Breaches of the Rules by MFs
The sanction procedure under the Constitution
must be followed.

This Rule sets out the practice already in place.
The primary importance is to follow the MF’sown documented dispute resolution procedures(if they exist). If this is not possible then therelevant Area Association will assist with theresolution. We have developed a checklist of“things to think about” concerning the handlingof an internal dispute. To ensure that athletes
and the general operations of the Member
Federation are not affected, WA, after
consulting with the relevant AA, will confirm who
has access to the official email account and liaise
with whilst the dispute is ongoing.
Before WA Council can impose a sanction, due
process under the WA Constitution must be
followed. The relevant Area Association will beinformed and copied on key correspondence
throughout the process. No other sanctioning
regime exists unless there is a breach of theIntegrity Code of Conduct.

WA Constitution
Articles 13; 13.5;
13.6; 17.

N/A