IPA DOCUMENTS

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Page 1TABLE OF CONTENTS
DOCUMENT

Page

International Statutes

3International Rules

10

Procedure for IEB and Internal Auditors Job Descriptions

19

Procedure for International Commissions

25

Procedure for the Foundation and Affiliation of National Sections

28

Procedure for the Conduct of IPA World Congresses and IEB Meetings

31

Procedure for the Organisation of an IPA World Congress

35

Procedure for the Arthur Troop Scholarship

43

Procedure for the International Learning and Development Exchange
Programme

46

Procedure for Emergency Aid

49

Procedure for IPA Houses and Other Accommodation

52

Procedure for the Hosting Sections’ Meeting

56

Procedure for the Organisation of the IPA Games

58

Procedure for the IPA World Class Policing Award

62

Procedure for the IPA Technology Innovation Award

64

Procedure for Travel and Accommodation Expenses

66

Procedure for Travel Assistance69

IPA International Application Form72

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INTERNATIONAL STATUTES

A

Fundamental Principles

Art. 1 Definition
The International Police Association (IPA) is a non-profit organisation ruled by its current
International Statutes (IS) and additionally by article 60 onwards of the Swiss Civil Code
(CCS). It is politically neutral and independent.
The IPA is a non-governmental organisation (NGO) in Consultative (Special) Status with the
Economic and Social Council of the United Nations; in Consultative Status with theOrganization of American States and UNESCO.

Art. 2 Principles
The IPA is committed to the principles as set out in the Universal Declaration of Human
Rights as adopted by the United Nations in 1948 and recognises that any form of torture isabsolutely inconsistent with these principles.

Art. 3 Motto
The IPA motto, in Esperanto, shall be "SERVO PER AMIKECO" (service through friendship).

Art. 4 Emblems of the IPA
The emblems of the IPA are protected by trademark and may only be used within theframework of the Association.

Art. 5 Seat
The seat of the Association shall be in Geneva, Switzerland, at the following address:
REGO Avocats, Esplanade de Pont-Rouge 4, 1211 CH-Geneva 26.

Art. 6 Official Languages
The official working language of the Association shall be English. The IPA documents,
namely the International Statutes, the International Rules and the Procedures will continue tobe published in the 4 official IPA languages of English, French, German and Spanish.

B

Aims

Art. 7 Aims of the IPA
The aims of the IPA are to:
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create and strengthen bonds of friendship between members of the police service,promote international cooperation in social, cultural and professional fields,
encourage peaceful co-existence between peoples and preservation of world peace,
improve the public image of the police service,
enhance recognition of the IPA by international bodies.

To this end the IPA, with a view to promoting greater tolerance, peace, respect for law andorder, understanding between people and for the work of the police, shall develop andundertake nationally and internationally:
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C

exchange programmes, visits and trips for IPA members,
scholarships for young members,
professional seminars,
emergency aid,social gatherings and events,social funds for its members,
sport events,
cultural exhibitions and competitions,
meetings with a view to promoting the work of the police,
contacts with the authorities,
publications, statements and campaigns,
participation in events set up by other organisations,any other activity following the goals described above, within the IPA or incooperation with other organisations.

Resources

Art. 8 Resources
The resources of the IPA are made up of:• the international levy paid by the members and fixed by the International Executive
Council (IEC),• donations and legacies,• private and public subsidies,• any other resources authorised by law.
All financial resources shall be used in conformity with the aims of the Association.

Art. 9 Financial Obligations
The liabilities of the Association shall be limited to the assets of the Association (article 75a CCS). The liabilities of any member section are limited to the payment of the international
levy and any outgoing or expelled member section shall have no claim on the fortune of the
Association.

Art. 10 Administrative and Financial Year
The administrative and financial year shall be the same as the calendar year starting
1 January and ending 31 December.

D

Membership

Art. 11 Membership

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The IPA shall consist only of National Sections from states which are sovereign according toexisting international law, members of the United Nations or recognised by the UN, andwhere it is possible to execute unrestricted realisation of the principles as set out in thecurrent International Statutes.

Art. 12 Procedure
To be recognised as a National Section of the IPA, it shall follow the Procedure for theFoundation and Affiliation of National Sections and adopt national statutes in accordancewith the International Statutes, especially with regards to article 2 of the International
Statutes that shall be included in the national statutes.

Art. 13 Conditions
The National Sections, affiliated or in the process of affiliation, gather members of the police
service, whether in employment or retired, and without distinction as to rank/position, gender,
age, race, language or religion.
There shall be the following categories and conditions of membership:• Ordinary Membership: each Section shall determine for itself who is to beconsidered as belonging to the police service and who can be accepted as amember. Each Section may also restrict membership to police officers only.
• Foreign Associate Membership: members of the police service of a country where
there is no IPA section, may be admitted to the membership of existing Sections as
Foreign Association Members (FAM).
• Extraordinary Membership: Sections are permitted to admit widows and widowersof members as Extraordinary Members. However, such membership shall not entitle
them to hold any governing office.

Art. 14 Proof of Membership
An international membership card acts as proof of membership in the Association.

Art. 15 National Executive Board
National Sections shall elect a National Executive Board whose term of office shall be limited
in time by the national statutes and which shall consist of at least a:• President,• Secretary General,• Treasurer.
National Sections are independent with regards to their administration.

Art. 16 Affiliation
A National Section shall be affiliated at the annual IPA World Congress, proposed by theInternational Executive Board (IEB).

Art. 17 Recognition
Only one IPA Section is permitted in a single state.

Art. 18 Suspension - Expulsion
A section may be suspended or expelled from the IPA. The decision is to be taken by theIEC, or in exceptional cases, by the IEB. The reasons and the procedure shall be as definedin the International Rules.

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E

BodiesArt. 19 International Bodies
The official bodies of the IPA are the:
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International Executive Council,
International Executive Board,International Commissions,Internal Auditors,
Crisis Committee.

International Executive Council (IEC)Art. 20 Composition and Tasks
The IEC is composed of one delegate from each Section and of the IEB. It shall meet every
year for an ordinary session at an IPA World Congress. The International Executive Board
shall convene the IPA World Congress at a time and place approved by the IEC.
The IEC is the supreme body of the Association and shall have overall responsibility for it.
At an IPA World Congress, the International Executive Council shall:
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affiliate, suspend or expel National Sections,elect the members of the IEB and the internal auditors every four years,
vote on the annual reports and the accounts,
vote on the annual budget,
decide upon the international levy,
decide upon modifications of the IPA documents: International Statutes,
International Rules or Procedures,• decide upon the dissolution of the Association.

Art. 21 Quorum, Chair and Voting
For the purpose of the IPA World Congress, a minimum of 3/4 of all Sections must bepresent or represented, plus a minimum of 5 IEB members.
The President, or if absent, the President’s representative, shall chair the IPA World
Congress.
The decisions of the IPA World Congress shall be taken by a simple majority of the votes
cast for and against. Each delegate has one vote and the IEB has a collective vote. In caseof equality, the vote of the IEB counts double.
Decisions regarding the modification of the International Statutes, the International Rules, theProcedures, the affiliation, suspension, or expulsion of a Section, as well as the dissolution of
the Association can only be taken by a 2/3 majority of the votes.

Art. 22 Extraordinary World Congress
An IPA Extraordinary World Congress shall be convened if a proposal signed by at least halfof all Sections is submitted to the IEB.

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International Executive Board (IEB)
Art. 23 Composition and Tasks
The IEB is authorised to render all acts that are in accordance with the aims of the
Association and is responsible for its day-to-day management.
The procedure for elections shall be as defined in the International Rules.
The IEB shall be elected for a period of four years. A candidate can only run for one positionon the IEB at any one time.
It shall be composed of the:
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President,
Secretary General,
Chairperson of the External Relations Commission,
Chairperson of the Professional Commission,
Chairperson of the Socio-Cultural Commission,
Head of Administration,
Treasurer Finances,
Treasurer Social Affairs.

On completion of the elections to the IEB, delegates will then be asked to elect one Vice
President from among the three commission chairpersons.
The IEB is responsible for the regular management of the Association and for the
implementation of decisions taken by the IEC. It shall have the power to act on behalf of the
IEC in any matter requiring immediate action and is especially in charge of:• taking appropriate measures in order to fulfil the aims of the Association,• calling for ordinary and extraordinary IPA World Congresses,• taking care of the IPA documents (International Statutes, International Rules andProcedures) and administering the assets of the Association.

Art. 24 Representation and Signatory Authority
The President and an additional member of the IEB shall represent the Association in andout of court.
The association is validly certified by the signatures of the President and an additional
member of the IEB.
For financial transactions, the individual signature of one of the Treasurers is required,
unless the amount exceeds the limits as specified in article 23 of the International Rules, inwhich case the additional signature of another IEB member is required.

International Commissions
Art. 25 International Commissions
In furtherance of the aims of the Association there shall be three standing commissions
which shall support the work of the IEB regarding external, professional and socio-cultural
matters:• External Relations Commission (ERC),• Professional Commission (PC),• Socio-Cultural Commission (SCC).

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The chairpersons of the commissions will select commission members according to theProcedure for International Commissions.

Internal Auditors
Art. 26 Auditing
Two internal auditors shall be elected for a period of 4 years. Their term of office shall berenewable once only.
They shall be responsible for examining the accuracy of the income and expenditure of theInternational Treasury annually and for submitting a report to the IEC.
In addition, an external accountant shall examine the accounts annually.

Crisis CommitteeArt. 27 Crisis Committee
In the event that the IEB is unable to continue its work, a Crisis Committee shall be formed
consisting of the Presidents of the five oldest Sections (United Kingdom - Netherlands Belgium - France - Norway). Should one of these Sections be eliminated by dissolution or
expulsion, its place shall be taken by the next most senior Section.
The Crisis Committee shall be responsible for the conduct of business until new elections
can be held.

F

Miscellaneous Provisions

Art. 28 Impartiality
IEB members, International Commission members, Internal Auditors and members of the
Crisis Committee, shall carry out their duties independently of the interests of their Sections
and for the exclusive good of the Association.

Art. 29 International Rules and ProceduresInternational Rules and Procedures shall be established in support of the International
Statutes. They are an integral part of the IPA documents.

Art. 30 Dissolution of the IPA
The dissolution of the IPA may only occur at an IPA World Congress and in this event, theassets of the Association shall be donated to one or several international relief organisations
chosen at the IPA World Congress.

Art. 31 Matters of Interpretation
All matters of interpretation arising in conjunction with the International Statutes shall besettled provisionally by the IEB pending a decision by the IEC.

Art. 32 Entry into ForceAny amendments to IPA documents shall enter into force at the end of an IPA World
Congress, at a later date as specified in a motion, or at a different date determined by the
IEB if necessary.

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These International Statutes were adopted by the IEC during the IPA World Congress
in Cyprus 2015 and entered into force on 16 October 2015. They replace any previous
International Statutes.

Amendments
IPA WC Auckland - 2016
IPA WC Albena - 2017
IPA WC Rotterdam - 2018
IPA IEC 2021

President:

Pierre-Martin Moulin

Secretary General:

Georgios Katsaropoulos

Articles
6
1
20,32
7,13,14

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Entry into force
07.10.2016
22.09.2017
21.09.2018
10.10.2021

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INTERNATIONAL RULES

A

Fundamental Principles

Art. 1 Definition
The International Rules are the internal provisions of the IPA and are binding for National
Sections and the various official bodies of the Association, in order to ensure thesustainability of the IPA in accordance with the principles and values expressed in theInternational Statutes.

Art 2. Basis
The International Rules are based on article 29 of the International Statutes.

B

National Sections

Art. 3 Membership
IPA membership follows the ‘one person – one membership’ principle. Members of the police
service, whether IPA members or not, who transfer their residence to another IPA Section
may be accepted as a member of that Section provided they satisfy their conditions ofmembership. If they are already an IPA member, they may choose to retain membership with
their original Section, however, an individual may not be a member of more than one IPA
section at the same time. This shall also apply to members of a police service on
secondment to another section.
Once a National Section has been established in a country, resident members shall
automatically become ordinary members.

Art. 4 National Statutes
The Statutes of National Sections shall be submitted to the IEB in one of the 4 official IPA
languages as soon as they have been adopted or modified.
Any clashes between the National and the International Statutes resulting from national
legislation shall be examined by the IEB first to find a resolution, and brought to the attentionof the IEC if necessary.

Art. 5 Administration and Structure
National Sections may be subdivided geographically into Regional Groups.
Regional Groups are not independent and may only be represented by the National
Executive Committee as far as the IPA is concerned.

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Art. 6 Affiliation
Any National Section shall be affiliated by the IEC, in compliance with the Procedure for theFoundation and Affiliation of National Sections.

Art. 7 Suspension
The suspension of a National Section is a decision taken in the overall interest of the IPA. It
equals a warning to the section which, in the hope of seeing it fully reintegrate into the
Association, deprives the Section of certain rights, without expelling either the Section or its
members.
Conditions
A National Section may be suspended:• for a breach of the International Statutes, Rules or Procedures,• when external circumstances prevent a National Section from carrying out its
statutory activities in the foreseeable future, in particular when national legislation
stands in the way of the implementation of the fundamental principles set out in theInternational Statutes,• when the National Section has not paid its international levy for a period of 2 years
and does not meet its financial obligations after having been formally reminded to do
so by the IEB,
• when the National Section fails to supply any Progress Reports or other information
required by the IEB for a period of 2 years,• when the membership of a National Section falls below the minimum as required by
the Procedure for the Foundation and Affiliation of National Sections,• when the National Section so requests.
Authority
The IEC has the authority to suspend a National Section at an IPA World Congress, following
a motion submitted by the IEB.
In exceptional circumstances, a provisional suspension can be imposed by the IEB, if itconsiders that there has been a serious breach of the IPA documents. This provisional
suspension shall be confirmed or lifted by the IEC at the next IPA World Congress.
OutcomeOnce a National Section is suspended, voting rights shall be lost; only observers may attend
the IPA World Congress, and expenses shall not be reimbursed.
Upon the recommendation of the IEB, the IEC shall appoint another National Section torepresent the interests of a National Section which has been suspended - but without theright to vote on its behalf - and to seek the lifting of the suspension.
Members of a suspended National Section shall continue to be recognised as IPA members,
and positions on the IEB, the International Commissions or as Internal Auditors shall not beaffected. Their membership card remains provisionally valid, provided their NEC is still
operational and able to deliver it to the members.
Duration
A suspension decision is valid until the following IPA World Congress, where it shall be reevaluated.
The maximum duration for any suspension is limited to two years, by which time thesuspension shall either be lifted, or the section shall be expelled.

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The National Section appointed to represent the interests of the suspended National Section
shall present a report to the IEB in due time for the IEB to draft a motion before the IPA
World Congress.
Based on the findings of the report, the IEB shall submit a motion to the IEC, proposing
either to:• lift the suspension,• extend the period of suspension for 1 year only,• expel the National Section.
Before a suspension can be lifted, the IEB shall first settle the question of any outstanding
international levy and reports by the suspended National Section.

Art. 8 Expulsion
The expulsion of a National Section is a decision taken in the overall interest of the IPA. The
National Section in question shall lose its right to membership in the IPA.
Conditions
A National Section may be expelled:• if its suspension has not been lifted under the conditions listed above,• for the same conditions as listed above, but with immediate effect if there is aserious breach of the principles as set out by the IPA or the Universal Declaration of
Human Rights as adopted by the United Nations,• when the National Section so requests.
Authority
The IEC has the authority to expel a National Section at an IPA World Congress, following a
motion submitted by the IEB.
In exceptional circumstances the IEB may propose an expulsion, which shall be submitted asa motion to the IEC at the next IPA World Congress.
OutcomeIndividual members of an expelled Section may be accepted as Foreign Associate Members
in any other National Section, provided that they satisfy the conditions of membership andare accepted.
Duration
Expulsion is final.
To re-establish a National Section, members shall follow the Procedure for the Foundation
and Affiliation of National Sections.

Art. 9 IPA Emblems
Models of the two protected forms of the emblems shall be kept by the IEB, under the
responsibility of the Head of Administration.
National Sections and Regional Groups are authorised to use the emblems of the
Association as long as this does not jeopardise the trademark protection.
The IPA emblems must not be utilised for unapproved commercial purposes.
Sections may authorise their Regional Groups and members to use the emblems only under
the above-mentioned conditions.

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Page 12Any change made to the emblem jeopardises trademark protection and is therefore notpermitted.
The emblems may be superimposed over other artwork, but other artwork may not besuperimposed over the emblems. If in doubt, proposed artwork should be submitted by
National Sections to the Head of Administration for evaluation and approval.

Art. 10 IPA Membership Card
1. National sections shall be responsible for the issuing of the IPA membership card to
all their members.
2. The membership card shall either bea. issued in credit-card style, valid for one year. The reverse side of the card
may contain other information as required by the National Section.
b. issued as a permanent card, with a QR code on the back of the card ensuringthat the validity of the membership can be verified worldwide. In addition to
the QR code, the reverse side of the card may contain other information as
required by the National Section.
c. digitally displayed on mobile devices, with a QR code ensuring that the validityof the membership can be verified worldwide.
3. The IPA membership card (a.) shall display the member's name, section, andmembership number. The permanent membership card (b.) and digital membershipcard (c.), must also display the duration of the membership.
This information must be provided in one of the 4 official IPA languages.
4. The IEB shall be responsible for providing the templates for the three membershipcard types, with the option to add a photograph of the member.
The membership data listed in point 3 must be updated at least annually by thenational sections.

C

Official Bodies

International Executive Council (IEC)Art. 11 Delegates
Each National Section, provided that it is not suspended, shall be invited by the IEB to senda delegate to attend the annual IPA World Congress at the expense of the Association.
The National President shall be the IEC delegate of the Section at the IPA World Congress,
unless another member of the same Section has been appointed as the official delegate.
IEC delegates and observers shall register with the organising section of the IPA World
Congress, by the deadline set by that section, with a copy to the IAC.
Should unforeseen circumstances prevent the registered delegate from attending, theNational Section may appoint a substitute from the same Section. In this case, a signed letterfrom the National President is required, designating the substitute as the official Delegate
before participating in the IPA World Congress.

Art. 12 Proxies
Should a National Section wish to be represented by another Section at an IPA World
Congress, written notification to this effect must be delivered to the IEB, at least 90 days prior
to the start of the IPA World Congress.

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Alternatively, notification may be delivered at any time prior to the start of the IPA World
Congress, provided the National Section being represented was already registered to attend.
In either case, the notification is only valid if completed and signed by the President and theSecretary General of the Section. The form must also bear the written consent of the
President or the Delegate of the Section appointed to act as proxy.

Art. 13 Observers
Every National Section may send, at its own cost, no more than two observers, to the IPA
World Congress.
‘Sections in Foundation’ may send one observer to the IPA World Congress, at the expenseof the Association.

Art. 14 Voting Rights
Delegates not registered in accordance with articles 11 and 12 of the International Rules,
and Delegates of National Sections that have not paid their International Levy as required inarticle 22 of the International Rules, shall have no voting rights for the duration of the IPA
World Congress.
In addition, travel and hotel expenses in connection with the IPA World Congress shall not be
paid.
Observers from Sections in Foundation have no voting rights.

Art. 15 Agenda
The IEB shall be responsible for the contents and timely circulation of the documents for the
IPA World Congress to all participants.
The documents may only include motions that have been submitted by national sections or
the IEB. These motions shall be sent to the IAC at least 150 days before the start of the IPA
World Congress, in English, on the official form provided by the IAC, justified and withdiscussion points explained. Details of any financial or administrative implications must also
be given.
The timetable thereafter shall be as follows:• 80 days : Agenda of the IPA World Congress to be sent out,
• 50 days : Deadline for sending amendments of motions to the IEB,
• 20 days : Amendments to be sent to National Sections.
The documents shall include reports from the• IEB,• Auditors.
Furthermore the documents shall include:• a draft agenda,• motions,• a list of the IEB, internal auditors, delegates, observers and names of proxies,• a list of candidates for all positions, when an elective congress takes place.
The IEB may include in the Agenda ‘urgent motions’ in case of an emergency or if an
important matter arises, up to the beginning of the Congress. The Delegates shall first vote toaccept the ‘urgent motion’ and then vote on the contents of the motion.

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International Executive Board (IEB)
Art. 16 Working Methods
The IEB shall meet at least once a year to review the administration of the Association.
Between meetings, business shall be conducted by the IEB members according to their job
descriptions and the strategic plan defined for the term by the IEB.
The President shall chair the meetings of the IEB and shall have a casting vote in the eventof a tie.
The working methods of the IEB members are defined in the IPA Procedure for IEB andInternal Auditors Job Descriptions.
The minutes of all IEB meetings shall be stored at the IAC. Minutes of the IEB meetings
between each IPA World Congress shall be made available at the IPA World Congress that
follows these meetings, subject to privacy laws.

Art. 17 Elections
Candidates
Candidates for positions on the IEB and as Internal Auditors shall be notified to the IEB atleast 90 days before an elective IPA World Congress.
After the elapsing of the 90 days' limit, no notifications are permitted unless there is no
candidate for a position at the time of the elections, in which case nominations for thisposition may be submitted by the delegates to the IEC.
Candidates may not be nominated or elected without their consent and the support of theirown National Section.
Election Process
Voting shall be by electronic system. Where this is not possible, voting shall be by secretballot.
The election process shall be directed by a Delegate or outgoing member of the IEB, to bechosen by the participants from their midst and accepted by vote as Election Officer. A
suitable number of tellers may be appointed by the Election Officer to assist in the election
process.
The Election Officer and the tellers must not be nominated as candidates and shall not
originate from the same Section as any of the nominated candidates.
The election of the IEB shall be conducted in the following order:• President,• Secretary General,• ERC Chairperson,• PC Chairperson,• SCC Chairperson,• Head of Administration,• Treasurer Finances,• Treasurer Social Affairs,• Vice President (from one of the Commission Chairpersons).
A candidate who obtains more than half of the votes cast shall be considered elected.

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If there are several candidates and none of them reaches the required percentage, a run-off
shall be organised between the two candidates with the highest number of votes.
Once a new President has been elected, the outgoing President may be appointed by the
IEC to the IEB as Advisor for one year only, without voting rights. In this case the proposal
must be brought forward by the newly elected President or by a Delegate who will then need
to be seconded. A vote will take place.

Art. 18 Alternates
The question of alternates shall be resolved as follows:• the President shall be replaced by the Vice President,• the Secretary General by the Head of Administration and vice versa,• the Treasurer Finances by the Treasurer Social Affairs and vice versa,• chairpersons of Commissions by another IEB member.
If a position falls vacant during the first three years of a term, the alternate shall stand in until
the next IPA World Congress when an election for that position shall take place. If theposition falls vacant during the fourth year of the term, the alternate shall stand in until theelective World Congress at the end of the IEB term. A replacement Vice President may beelected at any World Congress.
A sitting IEB member may not stand for election for another IEB position during their term ofoffice.
Where an alternate feels the extra duties are unworkable, tasks may be shared with other
IEB members.

DInternational Administration Centre (IAC)

Art. 19 Definition
The International Administration Centre is the official office of the IPA, maintained by the IEB
who employ professional staff.
The IAC shall be under the control of the Head of Administration who is responsible to keep
the job descriptions of the staff up to date. It shall facilitate the administrative work of the IEB
and of the Association.
On a daily basis, the IAC is placed under the responsibility of the office manager designatedby the IEB.

Art. 20 Location
The IAC is based in Nottingham, at the Arthur Troop House.
The IEB shall have responsibility for negotiating the lease, rent and employment contracts.

Art. 21 Tasks of the IAC
The main tasks of the IAC are as follows:• assisting the IEB,
• supporting the National Sections by dealing with enquiries and visitors,• preparing and distributing the documentation for the IPA World Congresses and IEB
Meetings,• compiling and circulating the IPA Newsletter,• collating the information and amendments for the IPA information guide,
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Page 16• maintaining an up-to-date filing system of all IPA records.

E

Finances

Art. 22 International Levy
Each section must deposit, not later than the start of the IPA World Congress, its
international levy, as fixed by the IEC.

F

Other Regulations

Art. 23 Financial Transactions
For any financial transaction above 10 000 Euros the signature of a Treasurer and an
additional IEB member is required.

Art. 24 Business Enterprises
The IEB, National Sections and Regional Groups are permitted to enter into contracts andagreements with any other organisation or business, provided that such organisations orbusinesses shall not have any control or influence over any part of the IPA.

Art. 25 Code of Conduct
All IPA bodies shall conduct themselves in accordance with the provisions contained within
the IPA documents.
A violation of the International Statutes, Rules or Procedures shall be dealt with by the
National Section to which the member belongs. If the National Section does not act, it will beheld responsible for the violation and dealt with in accordance with article 7 of theInternational Rules.

Art. 26 Publications
Statements on political, religious or racial issues may not be made or published on behalf of
the Association.
The Association's strict policy of neutrality shall be observed in all publications.
Sections are responsible for ensuring that any material circulated or sent to the IAC for
publication meets copyright law.

Art. 27 Internal Affairs
Reports and minutes shall be signed. The list of authorised recipients must be mentioned.
If they are considered and marked ‘confidential’ they may neither be published, nor passed
on to unauthorised persons.
The confidentiality status of reports and minutes shall be determined by the IEB, with the
exception of reports submitted to the IEC, when the decision shall be taken by that body.
The confidentiality status of documents fixed by National Sections or their Regional Groups
shall be respected by all members of the Association.
Restricting the status of IPA documents to ‘confidential’ should only be used in cases where
publication could damage the Association.

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Art. 28 Revision of the International Statutes, Rules and Procedures
The IPA documents shall be amended at an IPA World Congress and shall be submitted asa motion, either by a National Section or the IEB.
Before the World Congress, the Secretary General shall examine if any amendment to the
IPA documents would create a contradiction with any existing article. If this is the case, themotion may be altered and re-submitted within the specified timeframe.
Any amendment shall enter into force at the end of the IPA World Congress or at a later dateas specified in the motion.
Once a motion to amend the IPA documents has been placed before an IPA World
Congress, the same issue cannot be discussed for a period of 3 years, unless to prevent or
correct a contradiction with another article within the IPA Documents.
If deemed necessary and not requiring an amendment of the IS and IR, the Procedures, as aworking tool of the IEB, may be amended by the IEB between IPA World Congresses withimmediate entry into force or at a later date as specified. Amended versions of the relevant
Procedures shall be circulated to all sections as soon as practicable and shall be presented
again at the next IPA World Congress for information.
All matters of interpretation arising in conjunction with the IPA Documents shall be settled
provisionally by the IEB pending a decision by the IEC.
These International Rules were adopted by the IEC during the IPA World Congress in
Cyprus 2015 and entered into force on 16 October 2015. They replace any previous
International Rules.

Amendments
IPA WC Auckland - 2016
IPA WC Albena - 2017
IPA WC Rotterdam - 2018
IPA WC Dubrovnik - 2019
IPA IEC 2021

President:

Pierre-Martin Moulin

Secretary General:

May-Britt Ronnebro

Articles
4,10,1511
28
10,11,18
3,10

IPA DOCUMENTS – COMPILATION 2021-2022 – ENGLISH

Entry into force
07.10.2016
22.09.2017
21.09.2018
11.10.2019
10.10.2021

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Procedure for
IEB and Internal Auditors Job
Descriptions

A

IEB

Art. 1 References in IPA Documents
Please refer to the following articles:• IS art. 19: International bodies• IS art. 23: Composition and tasks• IR art. 16: Working methods

Art. 2 General IEB Skill Profile
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Strategic vision
Analytical skills
Experience in leadership and project management
Communication skills
Presentation expertise
Representation skills
Ability to communicate in one of the four IPA official languages
Good proficiency in spoken and written English
Ability to work on own initiative as well as part of a teamDiscipline to work to agreed deadlines
Computer literacy

Art. 3 Permanent Tasks of IEB Members
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Uphold the ideals of the IPA
Represent the IPA
Represent the IEB when required
Liaise with IPA sections
Attend all IEB meetings (2-4 p.a.; 12 days)
Attend the annual IPA World Congress (7 days)
Communicate with IEB members and the IAC
Provide items for the agendas
Provide a yearly reportComplete actions assigned within agreed time limits
Carry out specific projects and research if requested

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Art. 4 IEB Individual Job Descriptions
PRESIDENT
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Lead the current business of the IPA
Define and implement the overall strategy of the IPA
Ensure the development and recognition of the IPA
Propose and develop an IPA PR strategy
Deal with correspondence of general interest to the IPA
Set the agendas for IPA World Congress and IEB meetings
Chair the IEB meetings
Chair the annual IPA World Congress
Maintain contact with the sections
Represent the IPA at official events
Propose IEB motions, ensuring the development of the IPA
Examine motions submitted by IPA sections (member of the IEB sub-committee in
conjunction with the Secretary General, Head of Administration and Treasurer
Finances)• Validate and present the annual IPA report• Report annually about the President activities
SECRETARY GENERAL
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Act as the right hand of the President in all matters
Set the annual strategy of the Secretary General's tasks
Prepare the draft of the annual IPA report
Ensure the follow-up of the actions and decisions taken by the IEB and the IEC
Be in charge of the affiliation process of new sections
Analyse the documents of the new sections
Ensure the adherence to the IPA documents
Examine motions submitted by IPA sections (member of the IEB sub-committee in
conjunction with the President, Head of Administration and Treasurer Finances)
Write IEB motions
Organise World Congresses, including the congress theme topic, (with theTreasurer Finances and the Head of Administration) in co-operation with theorganising section
Supervise the voting system at IPA world congresses and define the voting strength
during the congress
Collect and analyse data from allocated IEB liaison sections
Compile data from IEB members relating to their liaison sections, in order topropose measures for development
Report annually about the Secretary General’s activities

CHAIRPERSON OF THE EXTERNAL RELATIONS COMMISSION (ERC)• Maintain and enhance the IPA’s recognition among international organisations• Look for new partnerships with international organisations• Propose a plan of action and goals for the term in order to develop the impact of the
IPA among the international organisations, together with the designated members of
the ERC• Compile and disseminate the UN Quadrennial Report• Propose and recruit ERC members with the sections’ support and IEB agreement• Take part in events of international organisations if appropriate• Propose PR activities in relation to ERC activities• Set the annual strategy of ERC tasks• Collect and analyse data from allocated IEB liaison sections
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• Report annually about the ERC activities
CHAIRPERSON OF THE PROFESSIONAL COMMISSION (PC)
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Define the projects for the PC
Monitor the development of the professional projects
Propose a plan of action and goals for the term
Encourage the exchange of best practice on a professional level between sections
Manage the Arthur Troop scholarship programme
Develop and strengthen the International Learning and Development Exchange
Programme (ILDEP)
Support and guide the IPA Young Police Officers' Seminars
Set up projects such as conferences or seminars that will allow a better visibility andrecognition of the IPA
Liaise with sections’ PC liaison officers
Act as official representative of the IEB for Gimborn
Implement an annual Strategic Young Members’ Conference
Propose and recruit PC members with the sections’ support and IEB agreement
Take part in professional events if appropriate
Propose PR activities in relation to PC activities
Maintain the PC Facebook page
Liaise, support and provide advice to sections and members with regard to requests
concerning the police profession
Initiate and maintain relations with other international associations related to thepolice profession
Set the annual strategy of PC tasks
Collect and analyse data from allocated IEB liaison sections
Report annually about the PC activities

CHAIRPERSON OF THE SOCIO-CULTURAL COMMISSION (SCC)
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Define the projects for the SCC commission
Monitor the development of existing social and cultural projects
Propose a plan of action and goals for the term
Encourage the exchange of best practice on a social and cultural level between
sections
Be responsible for the international management of the IPA houses and otheraccommodation
Liaise with sections’ social and cultural liaison officers
Act as official representative of the IEB at the Hosting Sections’ Meeting (HSM)
Propose and recruit SCC commission members with the sections’ support and IEB
agreement
Monitor and develop IPA travel activities
Co-ordinate international sports events, including the IPA Games
Initiate and support international cultural events
Take part in social and cultural events if appropriate
Propose PR activities in relation to SCC activities
Maintain the SCC Facebook page
Liaise, support and provide advice to sections and members with regards torequests concerning social and cultural topics
Set the annual strategy of SCC tasks
Collect and analyse data from allocated IEB liaison sections
Report annually about the SCC activities

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HEAD OF ADMINISTRATION
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Manage and set the goals of the IAC
Oversee the official IPA website and all official social media of the IPA
Set the annual strategy of the Head of Administration's tasks
Keep all IPA documents updated in the four official IPA languages
Propose measures to assist with the administrative development of the IPA and the
IEB
Ensure the follow-up and development of new technologies from a PR aspect
Organise World Congresses (with the Secretary General and the Treasurer
Finances) in co-operation with the organising section
Oversee the preparation of documents for the IPA World Congress
Examine motions submitted by IPA sections (member of the IEB sub-committee in
conjunction with the President, Secretary General and Treasurer Finances)
Communicate relevant dates for IPA World Congresses and IEB meetings
Collect and analyse data from allocated IEB liaison sections
Report annually about the Head of Administration, IAC, webmaster and archivists’activities
Have responsibility for trademark issues regarding the IPA logos
Oversee the processing of the annual IPA Technology Innovation Award
Act as IEB liaison with the UK Section’s NEC, owners of the IAC office building

TREASURER FINANCES
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Manage the assets of the association
Set and defend the annual budget
Supervise the yearly financial management of the IPA
Devise a medium-term financial strategy
Set the annual strategy of the Treasurer Finances' tasks
Balance the annual accounts
Invoice the sections for the annual levy based on up-to-date membership numbers
Pay the bills
Organise the financial management of the IPA World Congress and IEB meetings
Advise the board (with the Treasurer Social Affairs) on any financial implications ofdecisions taken and inform them about their financial duties and responsibilities
Organise World Congresses (with the Secretary General and the Head of
Administration) in co-operation with the organising section
Keep up-to-date with financial and accounting legislation
Be in charge of the annual payment to IBZ Gimborn
Prepare and organise the internal and external auditing of the accounts
Examine motions submitted by IPA sections (member of the IEB sub-committee in
conjunction with the President, Secretary General and Head of Administration)
Collect and analyse data from allocated IEB liaison sections
Report annually about the Treasurer Finances' activities

TREASURER SOCIAL AFFAIRS
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Assist the Treasurer Finances
Set the annual strategy of Treasurer Social Affairs' tasks
Manage miscellaneous financial contributions of the treasury
Organise IEB meetings
Collect data in case of emergencies / catastrophes and co-ordinate the aid
Advise the board (with the Treasurer Finances) on any financial implications ofdecisions taken and inform them about their financial duties and responsibilities• Take care of the IPA membership card

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• Collect and reimburse travel and accommodation costs for relevant participants at
IPA World Congresses, IEB meetings and any other meetings as agreed by the IEB• Be in charge of IPA gifts, IPA promotional items and IEB members’ visiting cards• Collect and analyse data from allocated IEB liaison sections• Report annually about the Treasurer Social Affairs' activities
VICE PRESIDENT• Take the President’s place in case of the President’s absence or incapacity• Remain in close contact with the President in all matters

B

Internal Auditors

Art. 5 References in IPA Documents
Please refer to the following articles:• IS art. 19: International Bodies• IS art. 26: Auditing• IR art. 15: Agenda

Art. 6 Skills Profile Internal Auditors
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Financial background preferable
Experience in dealing with treasury issues
Accounting skills
Strategic vision
Analytical skills
Ability to communicate in one of the four IPA official languages
Good proficiency in spoken and written English

Art. 7 Internal Auditors Job Description• Take part in an internal auditors meeting once per year in order to examine theannual IPA accounts provided by the International Treasurers (balance sheet plus
income and expenditure)• Monitor and evaluate how well the finances of the Association are governed, thatinternal decisions and processes are working and respected, i.e. verifying theadequacy between decisions taken by the IEC / IEB and the action of the Treasury• Provide a written report for the attention of the IEC which will, if accepted, release
the Treasury and the IEB of the responsibility of the accounts and the financial result• Provide an oral report at the annual IPA World congress based on the conductedaudit• If required, act as consultants, advising the IEB on how to improve the financial
management of the Association
This Procedure for IEB and Internal Auditors Job Descriptions was adopted by the IEC
during the IPA World Congress in Cyprus 2015 and entered into force on 16 October
2015. It replaces any previous documents relating to IEB and Internal Auditors job
descriptions.

President:

Pierre-Martin Moulin

Secretary General:

Georgios Katsaropoulos

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Amendments
IEB Meeting Tallinn - 2019
IPA IEC 2021

Articles4
4

IPA DOCUMENTS – COMPILATION 2021-2022 – ENGLISH

Entry into force
18.06.2019
10.10.2021

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Procedure
for International Commissions

Art. 1 Basis
The Procedure for International Commissions is based on articles 25 and 29 of theInternational Statutes as well as the Procedure for IEB and Internal Auditor Job Descriptions.

Art. 2 Standing International Commissions
In accordance with article 25 of the International Statutes there shall be three standing
International Commissions:• External Relations Commission (ERC)• Professional Commission (PC)• Socio-Cultural Commission (SCC)
Each commission shall have a member of the IEB as its chairperson.

Art. 3 Purpose of the International Commissions
The international commissions are supporting bodies of the IEB. Within their working areas
they shall develop projects based on the strategic plan of the IEB.
They are not decision-making bodies and any recommendations require the approval of the
IEB.

Art. 4 Selection of Commission Members
IPA members willing to help with the work of the international commissions by offering theirexpertise in a specific field will have the opportunity to apply for a position on theInternational Commissions.
Candidates shall be notified to the IEB at least 10 days before an elective IPA World
Congress, using the official form provided by the IAC.
Candidates may not be nominated and selected without their consent and the support of theirown national section.
Once elected, the commission chairpersons will select commission members according to
the projects agreed by the IEB. These members shall not necessarily be permanent. The
number and final appointment of commission members is placed under the responsibility of
the IEB. Once the selection has been completed, all applicants shall be informed by the IEB
of the outcome.
Should a commission member not be able to fulfil their task anymore or should a projectrequire the appointment of a new commission member, the relevant chairperson may
propose a replacement or an additional commission member to the IEB, preferably selectedfrom the remaining applicants, or chosen for their specific skills in relation to the project. In
this case, the national board of the candidate shall be informed and asked for theiragreement.
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Regarding the ERC, which is working in close relationship with International Organisations, itwould be beneficial, but not a sine qua non for the representatives of the Association to live
close to the location of these organisations. Nevertheless, every candidate is welcome toapply, as the ERC might develop further projects where specific tasks might be assigned,
and the location has no specific relevance.
As the working language of the commissions is English, language skills shall also be
considered for the workability of the commissions.

Art. 5 Allocation of Tasks
The following list displays the main tasks of the commissions and is subject to changes
depending on decisions taken either by the IEB or the IEC.
Commission for External Relations (ERC)
The main task of the ERC is to promote the IPA through establishing and maintaining
relations with international organisations approved by the IEB or the IEC by:••••attending conferences of other international organisations when appropriate,
attending at the centres of other international organisations when appropriate,
collating relevant information for submission to other international organisations,collating relevant information for IPA publications.

Professional Commission (PC)
Tasks of the Professional Commission are:
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developing matters relating to police development, structure and history,comparing surveys regarding police work within IPA sections,promoting and representing the IPA at international education centres,
administering the applications of IPA scholarships,
monitoring, advertising and promoting international criminology events,
promoting, developing and strengthening the International Learning andDevelopment Exchange Programme (ILDEP),
supporting and working with IBZ Gimborn on professional and educational issues,liaising, supporting and providing advice to sections and members with regards torequests concerning the police profession,
coordinating and supporting the Young Police Officers’ Seminar,
maintaining the PC Facebook page,liaising with sections’ PC liaison officers.

Socio-Cultural Commission (SCC)
Tasks of the Socio-Cultural Commission are:• promoting and co-ordinating social and cultural activities,• dealing with matters regarding IPA houses and other accommodation,• co-ordinating international sports events and championships, including the IPA
Games,• dealing with matters regarding travel,• organising international educational events other than policing matters,• organising competitions,• co-ordinating matters regarding hobbies,• managing the SCC Facebook page.
The IEB shall decide which commission shall undertake a specific task, which is not alreadyclearly defined in "Allocation of Tasks" above.

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Art. 6 Working Methods
The work of the commissions and the number of commission members shall be determinedby the projects proposed by the commission chairpersons and approved by the IEB.
The primary working method shall be by correspondence between the commission
chairpersons and the commission members. Potential meetings are subject to IEB approval.
The commission chairpersons shall submit working plans for each intended project detailingclearly the goals, main steps, financial implications and deadlines, to the IEB for approval.

Art. 7 Reporting
The chairperson of each commission shall inform the IEB about their work by submitting
reports at IEB meetings as well as copies of agendas and minutes if appropriate.
The commissions shall provide any necessary reports for the information of organisations inwhich the IPA is represented.
The chairpersons of the commissions shall provide the IEC with a written report of theiractivities in accordance with article 15 of the International Rules.

Art. 8 Liaison Officers
National sections may appoint liaison officers to the international commissions. Althoughthese shall not be members of the commissions, they may be encouraged to participate incommission work, in particular when their national section is involved.
This Procedure for International Commissions was adopted by the IEC during the IPA
World Congress in Cyprus and entered into force on 16 October 2015. It replaces any
previous directives or decisions on international commissions.

Amendments
IEB Meeting Dublin - 2019
IPA IEC 2021

President:

Pierre-Martin Moulin

Secretary General:

Georgios Katsaropoulos

Articles4,5
5

IPA DOCUMENTS – COMPILATION 2021-2022 – ENGLISH

Entry into force
01.02.2019
10.10.2021

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Procedure
for the Foundation
and Affiliationof National Sections

Art. 1 Basis
The Procedure for the Foundation and Affiliation of National Sections is based on articles 1117 of the International Statutes and articles 3-6, 10, 13-14 of the International Rules and shallapply to all applications for foundation and affiliation of a new national section, either asfounding member(s) of that new section or when acting as a sponsor section.

A

FOUNDATION PROCEDURE

The foundation procedure is led by the IEB and is divided into two steps:

Art. 2 Assessment of the Request
Foreign Associate Members (FAMs), serving or retired police officers, with the assistance of
an official IPA national section, wish to establish a national section.
Contact with the Secretary General must be established and the following conditions must be
met:• proof of 50 FAMs
• proof that the country fulfils the IPA criteria according to the International Statutes(articles 2 and 11)• report about the potential for development and growth, shown as acceptable• letter of support from the police directorate and, if possible, from the ministry incharge of security
Once these conditions are fulfilled, the Secretary General shall report to the IEB who shallsign a declaration in favour of starting the process and designating a sponsor section toassist with the next steps required.

Art. 3 Section in Foundation Status
FAMs, with the assistance of the Secretary General and the sponsor section, shall thereafter
be requested to:• create an official committee (president, secretary general and treasurer as aminimum)• draft a constitution and statutes
They shall then submit this information, including a report from the sponsor section, to theSecretary General in one of the 4 official IPA languages, with the request to be recognised
as ‘Section in Foundation’.
Based on the recommendation of the Secretary General, the IEB will render its decision.

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The new committee will thereafter organise a founding meeting, attended by representativesof the sponsor section and the IEB.
The founding meeting shall include, among others, the following steps:• election of the Founding Committee• signing of the IPA official Declaration of Human Rights provided by the Secretary
General, on behalf of their members, stating their commitment to the principles set
out in the Universal Declaration of Human Rights as adopted by the United Nationsin 1948• signing of the new national statutes• signing of the International Statutes• awarding of a certificate of recognition for the status ‘Section in Foundation’ by arepresentative of the IEB• the meeting should close with the playing of the national anthem and the IPA hymn
After the founding meeting, the new section in foundation will send the following
documentation to the IEB:
• copy of the minutes of the founding meeting• names, addresses and telephone numbers of the elected committee• list of the members attending the founding meeting

Art. 4 Miscellaneous Provisions
The IEB will inform all national sections as soon as a new section in foundation has been
accepted.
A delegate of the new section in foundation shall be invited to attend the next IPA World
Congress as observer, according to article 13 of the International Rules.
Should external circumstances prevent a section in foundation from carrying out its statutory
requirements, in particular when national legislation inhibits the implementation of thefundamental principles set out in the International Statutes, the IEB may withdraw the‘Section in Foundation’ status.

Art. 5 Sponsor Section
The role of the sponsor section shall be to provide guidance, support and administrative
assistance to the section in foundation
The sponsor section shall be responsible for the issuing of IPA membership cards to theFAMs of the section in foundation until such time as affiliation is attained.

B

AFFILIATION PROCEDURE

The affiliation procedure is led by the IEB, submitted to the IEC for decisions, and is divided
into two steps: provisional and full affiliation.

Art. 6 Provisional Affiliation
Once granted the ‘Section in Foundation’ status, the founding committee and the sponsor
section shall submit a full report to the Secretary General every 6 months, on the official
template and in one of the 4 official IPA languages.
If progress is satisfactory and proof of development regarding an increase in membershipand IPA activities are reported, the section in foundation, with the support of the sponsor
section, may submit a request for provisional affiliation to the Secretary General after 1 year
at the earliest.
Based on the recommendation of the Secretary General, the IEB will render its decision.
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The IEB shall thereafter draft a motion for ‘Provisional Affiliation’ for a minimum of 2 years.
If the motion is passed, the section in foundation shall be granted the status ‘Section
Provisionally Affiliated’.
Thereafter the section shall be responsible for issuing membership cards for its members
and paying the international levy to the International Treasury starting from the next calendar
year.
The section shall report every 6 months to the Secretary General about the progress of thesection. The sponsor section is welcome to continue providing guidance, support andadministrative assistance until full affiliation is granted, and beyond if invited.
A delegate of the ‘Section Provisionally Affiliated’ shall be invited to attend the following IPA
World congress as delegate, with full rights. In addition, the section may also send two
observers.

Art. 7 Full Affiliation
If progress is satisfactory and proof of development regarding an increase in membershipand IPA activities are reported, the ‘Section Provisionally Affiliated’, with the support of theSponsor Section, may submit a request for Full Affiliation to the Secretary General.
Based on the recommendation of the Secretary General, the IEB will render its decision.
The IEB shall then draft a motion of ‘Full Affiliation’ for the attention of the delegates for the
next IPA World Congress.
If accepted by the delegates, the section will then be granted the status of "National Section".
This Procedure for the Foundation and Affiliation of National Sections was adopted by
the IEC during the IPA World Congress in Cyprus and entered into force on 16 October
2015. It replaces any previous directives or decisions on the Foundation and
Affiliation of National Sections.

Amendments
IEB Meeting Dublin - 2019

President:

Pierre-Martin Moulin

Secretary General:

Georgios Katsaropoulos

Articles3

IPA DOCUMENTS – COMPILATION 2021-2022 – ENGLISH

Entry into force
01.02.2019

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Procedure
for the Conduct of
IPA World Congresses
and IEB Meetings

Art. 1 Basis
The Procedure for the Conduct of IPA World Congresses and IEB Meetings is based on
article 20 of the International Statutes and articles 11-18 of the International Rules, and shallapply to all IPA World Congresses and IEB meetings of the IPA.

A

IPA WORLD CONGRESSES

Art. 2 Agenda
The agenda of the IPA World Congress shall be circulated to all participants in due time by
the IAC, in conformity with article 15 of the International Rules.
Amendments to the agenda may be proposed by the IEB or the delegates until the beginningof the Congress, when the final agenda shall be put to the vote.

Art. 3 Minutes
All matters discussed and all decisions made shall be recorded. The electronic files shall be
stored at the IAC who are responsible for producing the minutes, which shall be approved by
the President and signed by the President and the minute taker. The minutes shall becirculated by the IAC to all sections and the IEB as soon as practicable after the IPA World
Congress.

Art. 4 Congress Languages
The IPA World Congress shall be interpreted simultaneously into English, French, German,
Spanish and Russian.

Art. 5 Chairing the IPA World Congress
The chairperson decides the timing of the IPA World Congress.
The chairperson shall decide who, apart from members and official observers, may attend
each congress. Their presence will be announced and recorded in the minutes.
The chairperson may agree to the temporary appointment of another participant (observer ordelegate) to replace a delegate who, after informing the chair, leaves the congress.
The chairperson gives speakers the floor, and may also take it away from them. Speakers
may only take the floor regarding items related to the matter discussed.
The chairperson may permit items, not submitted in accordance with the International
Statutes and Rules, to be discussed under Any Other Business, but no decision may betaken in this instance, unless an immediate decision is necessary, in which case thedelegates shall first decide upon the necessity of a decision, then if granted, upon thecontents of the item.
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At the request of a delegate, the chairperson may permit an observer to speak on specificmatters.
The chairperson’s decision is final in all matters not subject to a vote.

Art. 6 Motions
Every motion must be moved by the delegate of the section proposing the motion and by thechair when it concerns an IEB motion before it can be discussed and put to the vote.

Art. 7 Amendments
No amendment to a motion will be accepted during the session, unless the original motion
presents an obvious breach or contradiction with the International Statutes and/orInternational Rules.
If an amendment is considered, it will be put to the vote first and, if adopted, the amended
motion shall then be put to the vote. If two or more amendments are moved to a motion, thelast amendment must be voted on first. They are dealt with in reverse order before themotion is altered.
The chairperson’s decision is final when distinguishing between acceptable andunacceptable amendments which may be contrary to, or remote from, the intention of theoriginal motion.
If the discussion is moving away from the original motion, the chairperson may call a halt tothe proceedings and remove the motion from the current agenda.

Art. 8 Roll Call - Voting Strength and Voting
At the opening of the meeting on the first day, there shall be a roll call of delegates andobservers. The Secretary General shall ask each section in turn if they are present or
represented as registered. Only where there are changes is there a need to ask for names tobe given.
No further roll call shall be taken. It is the responsibility of the individual sections to ensurethat their delegate is present.
Each delegate shall have one vote to cast in all matters, plus any properly appointed proxyvote. The IEB shall have one collective vote on all matters.
The total number of votes possible, including all nominated proxies and the single vote of the
IEB shall be advised to the IEC. This shall be the agreed voting strength for the rest of thecongress.
Decisions shall be taken by the votes cast for and against, provided the number of votes castis more than half of the voting strength.
The Secretary General shall advise the number of votes needed to pass a motion (oramendment); i.e. 50% + 1 of the votes cast for and against, or 2/3 of the votes cast for andagainst in the case of votes on matters which cause a change of the International Statutes,
International Rules and Procedures, as well as regarding suspensions, expulsions andaffiliations.
Voting, including elections, shall normally be by electronic system. Where this is not possible,
voting shall be by show of hands, except for elections, which shall be by secret ballot.
In the case of an equality of votes, whether electronically or on a show of hands, the IEB
shall be entitled to a second and casting vote; provided they have exercised their first vote.

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B

IEB MEETINGS

IEB meetings enable the International Executive Board to deal with the current business of
the Association. They shall take place in an atmosphere of transparency and mutual respect,with the aim of taking constructive actions and decisions in line with IEC decisions and theprinciples of the Association.

Art. 9 Frequency
The frequency of IEB meetings shall be determined by the necessity of the items to be
discussed, while simultaneously respecting the allocated budget. The meetings will be
proposed by the President and decided upon by the IEB members.

Art. 10 Location
The IEB shall decide upon the location of the IEB meetings, in line with the requirements andinterests of the Association.

Art. 11 Agenda
All IEB members are required to submit agenda points of their interest within an agreed
timeframe, allowing the President to finalise the agenda, so it can be circulated in due time.

Art. 12 Minutes
The discussions of the IEB meetings shall be recorded. The electronic files shall be stored at
the IAC who are responsible for producing the minutes, which shall be approved by the
President and signed by the President and the minute taker. The minutes shall be circulatedby the IAC to the IEB as soon as practicable after the IEB meeting.
In addition, an up-to-date file detailing all actions and decisions, enabling a regular check-up
of all tasks, will also be provided by the IAC.

Art. 13 Chairing the IEB Meeting
The President or a designated replacement shall lead the IEB meetings.
Only IEB members and IAC staff shall attend the IEB meetings, plus an interpreter if
required. The discussions shall in general be held in English, or in one of the official IPA
languages.
If individual IEB members are unable to attend the IEB meeting, it is their duty to inform theircolleagues of the relevant discussion points by either providing a report, or by delegating thediscussion of items to another IEB member.

Art. 14 Voting
All decisions shall be taken by simple majority. In the case of an equality of votes, thePresident’s vote counts double.

Art. 15 Quorum
To meet a quorum there should be at least 5 IEB members present. When a quorum is notmet, no decision can be made unless ratified at a later meeting where a quorum is present,or ratified by the quorum of the IEB members by email.
In between meetings, decisions needing to be reached may be discussed and voted on byexchange of email. The IAC must be included in the exchange of emails, to ensure that achronological record of the discussion, the decision and any action, deadline and outcome ismaintained.

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This Procedure for the Conduct of IPA World Congresses and IEB Meetings was
adopted by the IEC during the IPA World Congress in Cyprus 2015 and entered into
force on 16 October 2015. It replaces any previous directives or decisions concerning
the conduct of meetings.

Amendments
IPA WC Auckland - 2016
IEB Meeting Dublin - 2019

President:

Pierre-Martin Moulin

Secretary General:

Georgios Katsaropoulos

Articles2,3,4,615

IPA DOCUMENTS – COMPILATION 2021-2022 – ENGLISH

Entry into force
07.10.2016
01.02.2019

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Procedure for theOrganisation of an
IPA World Congress

Art. 1 Basis
The procedure for the organisation of an IPA World Congress is based on article 20 of theInternational Statutes, articles 11-18 of the International Rules and on the Procedure for the
Conduct of IPA World Congresses and IEB meetings.

Art. 2 Venue
National sections willing to organise and IPA World Congress must apply by submitting a
motion to the IEB. This motion shall specify the dates as well as the location, and include aframework budget including envisaged price estimates of accommodation and congressfacilities.

Art. 3 Advice
IPA World Congresses should be held in September or October to be equally spaced apart.

Art. 4 GeneralOnce the proposal to host is adopted by the IEC, the IEB entrusts the hosting National
Section with the planning, administration and organisation of the World Congress. The
Organising Section and IEB shall work in full co-operation and agreement.
Liaison is particularly necessary with the International Treasury (TF) and Secretary General(SG) who shall visit the Organising Section to finalise arrangements and costings at least
one year prior to the World Congress. Details of potential hotels and their websites shall be
provided to the SG and TF prior to their visit.
The Organising Section must not sign a contract or publish brochures and prices before
approval of the TF/ SG has been obtained.

Art. 5 IEB Financial Responsibility
The IEB is only responsible for the official part of the World Congress.
The International Treasury is financially responsible for the accommodation expenses of the:
•
•
•
•
•
•

Delegates (1 per Section)
IEB
IAC staff
Interpreters
Internal Auditors
Representative for Gimborn (if present)

Observers have the same status as visitors, and the IEB shall bear no financial responsibility
for them.

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The entertainment and tour programmes for participants, including any Friendship Week
organised after the World Congress, are the full responsibility of the Organising Section.

Art. 6 Participants
The official participants of an IPA World Congress are:
•
•
•
•
•
•

One delegate from each national section
Members of the IEB
Observer(s) of section(s) in foundation
IAC Staff members
Internal auditors
Interpreters

Further participants may include:••••

Observers (maximum of 2 per national section)
Representative(s) for Gimborn
WebmasterAny invited guests (as agreed by the President)

Art. 7 Facilities required by the IEB
A small conference room for the IEB will be necessary, to seat 12 people around a large
table from Monday until Saturday night.
The following facilities will be required:
•
•
•
•
•

Extension cables and sockets to accommodate 12 computers
Access to a printer and photocopier
Overhead projector and screen
Flip chart with paper and pens
Wi-Fi connection

The Secretary General should be provided with the telephone contact details of theOrganising Committee for the duration of the congress, with at least one contact available atany one time should the need arise.
Prior to the congress, the IAC will send several parcels to the organising section, to an
address to be advised by the section. The parcels will need to be at the congress facility by
the Monday before the start of the congress. The organising committee is kindly asked tosend the parcels back to the IAC after the congress; the cost for postage will be reimbursedby the International Treasury.

Art. 8 Accommodation
Hotels of reasonable quality and average price are to be sought, preferably with good accessto airports and within walking distance from the congress hall. Sections must be cautious
and responsible when selecting accommodation. The use of hotels with additional facilities
such as swimming pool, sauna, fitness centre etc. can be costly, and these are not important.
The Organising Section must negotiate favourable prices, with alternatives, before the IT isapproached with final cost estimates.
The Organising Section should provide a “package price” per person (delegate/observer;
guests), according to three different choices:- stay in a single room
- stay in a double room
- stay in a double room with single use

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Page 36This package price should be presented, in the first instance, to the Treasurer Finances in a
detailed format, i.e. cost of rooms, meals, each coffee break, hire of meeting rooms, etc.
This price should as a minimum include:- five nights (Tuesday to Sunday)- all meals from Tuesday night to Sunday breakfast (inclusive)- transport to / from airport or other collection point- social programme for the stay
It is also important to obtain a price for an additional night for a single or double room. The
TF will go through the list of attendees at the beginning of the congress and ascertain those
whose extra night will be paid for by the International Treasury.
It is mandatory that Observers are accommodated in the same hotel as the Delegates.
Observers and Visitors are responsible for paying the Organising Section or the hotel for thecost of their rooms directly.

Art. 9 Congress hall
The hall must be suitable to accommodate approximately 200 participants:
•
•
•
•
•
•
•
•
•
•

One delegate from each national section
Members of the IEB
Observer(s) of section(s) in foundation
Representative of Gimborn
IAC staff members (2)Internal auditors (2)Interpreters (8)Observers (maximum of 2 per national sections)WebmasterAny invited guests (agreed by the President)

Each section will need a table and 3 chairs, set out in ‘classroom’ style. Sockets need to beavailable under each table for the congress participants to plug in their laptops. On the tableof each delegation, the name of the section should be indicated and be clearly visible. The
IAC will provide the name plates.
The IEB is to be seated on a platform facing the delegates. The IEB requires a good-sizedtable and 8 chairs. Name plates including the job titles will be provided by the IAC.
Close to this platform, provision of a good-sized table should be made for the IAC staff
members, with a second table nearby for the placing of the documents.
A number of chairs for guests should be made available.
A lectern on or near the podium for presentations is required.
A large screen for projection set up high (above the IEB’s seats), or 2 screens to the side of
the IEB table are necessary. Please ensure the projector light will not shine directly into thefaces of the IEB.
One or two screens will need to be set in front of the IEB table, to enable the IEB to follow
the presentations.
An overhead projector with connections for 2 laptop computers is required.
An E-voting system fully functional, including one remote control per section, one for the IEB
and a few spare ones to replace any defect ones, is to be set up.
Sufficient electrical sockets and extension cables for computers of IEB members plus 2
computers and a printer at the table of the IAC staff members are required.
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Clear signs in the hotel indicating the location of the congress hall are necessary.
The following arrangements are required regarding microphones:
•
•
•
•
•
•
•
•
•

200 headsets for receiving translations for all congress participants
1 microphone for each member of the IEB on the podium
1 microphone for each delegate
1 microphone for the IAC staff table
A prominent notice in the congress hall showing on which channel each language islocated
1 remote control for the electronic voting system for each delegate plus 1 for the IEB
1 hands-free microphone for presentations
1 or 2 hand microphones
All microphones to have an optical activity signal (indicating if they are on or off)

In addition:••

Equipment for the recording of the congress proceedings (in English). The software is
to be numbered and dated, then handed to the IAC staff at the conclusion of thecongress.
A permanent technician for the period of the World Congress (3 days). It is vital thatthe technician speaks English.

Art. 10 Simultaneous interpretation
Simultaneous interpretation is in 5 languages: English, French, German, Spanish andRussian. Consequently 8 interpreters will be in attendance.
The organising section should make contact as soon as possible in the planning stage withthe company supplying interpreters for the IPA World Congress. Contact details are available
from the IAC.
The following equipment is required:•••

4 cabins (booths) each fully equipped for 2 interpreters with 2 seats and 2 headsets.
The booths must be fully enclosed. The headset consists of half-closed earphones
with microphone and with the possibility of changing the volume and listening to theother channels (switching over to listen to the other interpreters).
Additional rest facilities close or next to the interpreters (table with 3 chairs).
Projection screens in front of the interpreters’ booths.

Art. 11 Security
The organising section provides for the security of all participants during the entire durationof the congress.
The organising section should appoint a Sergeant-at-Arms, to be in charge of the congress
hall.

Art. 12 Catering
Arrangements are to be made by the Organising Section for daily breakfast, lunch and dinner
throughout the duration of the IPA World Congress: from dinner on the official day of arrival
to breakfast on the official day of departure.
Lunch is to be served preferably with a buffet system on session days, to ensure faster
service – 1 hour break only.
Coffee breaks for all participants should take place in a room adjoining the congress hall,during morning and afternoon congress sessions.
Water is to be made available on the tables of the congress hall for the duration of thesessions.
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The organising section should include a question in the registration form for the IPA World
Congress relating to dietary preferences, including medical and / or religious requirements.
This should cover all meals provided.

Art. 13 Programme
Prior to the congress, the Secretary General should be informed of the programme of eventsand any dignitaries attending the congress. An indication of dress to be worn and whether
speeches will be necessary is also requested.

Art. 14. Congress theme
The IEB will provide the theme, after consultation with the organising section.
The organising section is invited to submit ideas for a professional theme with aninternational scope. It is recommended that suggestions are sent to the Secretary General assoon as possible, but at least 1 year prior to the congress, so that an IEB decision can bemade in good time for arrangements to be made.

Art. 15 Gifts
It remains the decision of the organising section to advise national sections whether gifts areto be presented or alternatively whether donations are to be given instead to a nominatedcharity.

DURING THE CONGRESS WEEK – ADDITIONAL INFORMATION
Art. 16 Accommodation and programme
These are the specifics of the programme, from the first arrival until the end of the IEB
meeting following the congress. Please look at the requirements and have an offer ready tocater for these points as soon as possible.
SundayArrival of the SG, HA, TF, TS and IAC staff. Dinner at hotel.
MondayJoint meeting SG, HA, TF, TS, IAC staff and Organising Committee representatives.
The TF will need information (electronically) of the:••••Name of each Delegate
SectionType of room
Date of arrival and date of departure

The same information will be required for all IEB members, internal auditors, IAC staff
members, the webmaster, the Gimborn representative and the interpreters.
The SG will require a key for the IEB meeting room for the duration of the congress week.
The joint meeting should include an inspection of the congress hall to ensure that the layout
and facilities are suitable.
•••

Lunch.
Arrival of all other IEB members.
Dinner for IEB, IAC staff and 1 interpreter.

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Tuesday
IEB meeting all day, requiring:•••Meeting room
Light lunch
Coffee breaks, morning and afternoon

Arrival of Delegates, Observers and guests – registration and introductions.
19:30: welcome drink (optional) and dinner.
Wednesday
10:00: official opening of the IPA World Congress
11:00: official photograph
12:00: light lunch for all
14:00: beginning of the session
15:30: coffee break
18:00: end of 1st day
Note: Please ensure that the evening meal / entertainment does not start before 19:00, to
give all congress participants adequate time after the congress session.
Thursday and Friday
08:00: beginning of the session
10:00: break
12:30: light lunch for all
14:00: beginning of the session
15:30: coffee break
18:00: end of session
Note: Please ensure that the evening meal / entertainment does not start before 19:00, to
give all congress participants adequate time after the congress session.
Saturday
IEB meeting following the IPA World Congress.
Social programme for congress participants.
The IEB might finish its meeting early and should have the opportunity to join the social
programme.

Art. 17 Summary of additional IEB requirements
The following should be taken into account when preparing a cost estimate:
Additional meals:•••

Dinner Sunday (6)Lunch Monday (6)Dinner Monday (11)

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••Lunch Tuesday (11)Lunch Saturday (11)Nights:••Sunday night (6 rooms)
Monday night (11 rooms)

The Organising Section will be informed beforehand if any IEB members are accompanied.

MISCELLANEOUS
Art. 18 Visas
The Organising Section shall provide a list of the IPA Sections that will require a visa to enter
the country and any other advice useful to obtaining the visa.

Art. 19 Opening ceremony
The Organising Committee is requested to inform the IEB before the congress of the locationand price of the opening ceremony.
A row to seat the IEB is required.
The organising section should plan for the opening ceremony to last no longer than 90
minutes, including speeches and any musical or cultural performances. This will ensure thatthe working session of the congress is able to commence on time.
The opening ceremony should include the IPA hymn.
The Organising Committee shall inform the IEB of any speakers and officials expected totake part in the opening ceremony well in advance.

Art. 20 Official photograph
The Organising Section shall arrange for a photo of all official participants (including
observers), with agreement of the Treasurer Finances regarding the cost. This photo is to betaken at an appropriate time (to be arranged with the SG).
The Organising Section may consider appointing someone officially, preferably an IPA
member, to take photos of key World Congress events, which shall be made available forpromotional use.

Art. 21 Main congress hall
Please specify if the congress hall is in the hotel or in another location (avoid long distances
between the two).

Art. 22 Gala evening
The gala evening should take place on the Saturday evening of the congress week andinclude a formal dinner. Guests are requested to wear formal dress or uniforms.
The organising section should arrange a seating plan for the gala dinner that allows for the
IEB members, IAC staff, and partners to sit together, with the hosting section’s nationalboard members.
Please keep the official part of the gala dinner as short as possible. During the official part,awards will be given and photographs taken.
The traditional handing over of the flag from the current organising section to the organising
section of the next IPA World Congress will take part during the gala evening. The
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Organising Section is requested to post the flag to the Organising Section of the next World
Congress.

Art. 23 Social programme
A social programme will be organised for the guests during the entire duration of thecongress. We remind the organising section that this programme must not interfere with theprogramme of the congress as mentioned above.
On Saturday everybody (delegates, observers and guests) should have the opportunity totake part in the social programme.
This Procedure for the Organisation of an IPA World Congress was adopted by theIEC during the IPA World Congress in New Zealand 2016 and entered into force on 7
October 2016. It replaces any previous directives or decisions concerning theorganisation of an IPA World Congress.

Amendments
IPA WC Rotterdam - 2018
IEB Meeting Dublin - 2019
IEB online Mtg. - 07.07.2020

President:

Pierre-Martin Moulin

Secretary General:

Georgios Katsaropoulos

Articles
9,10,12,19,22
16
20

IPA DOCUMENTS – COMPILATION 2021-2022 – ENGLISH

Entry into force
21.09.2018
01.02.2019
07.07.2020

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Procedure for the
Arthur Troop Scholarship(ATS)

Art. 1 Basis
The procedure for the Arthur Troop Scholarship (ATS) is based on article 7 of theInternational Statutes.

Art. 2 Definition
The Arthur Troop Scholarship, as a legacy to Arthur Troop, is a professional education andadvanced training bursary, with the aim of aiding IPA members in their professional careersand promoting the International Police Association.

Art. 3 Programme
The Arthur Troop Scholarship shall be awarded to IPA members annually at the IPA World
Congress.
A total budget of 25,000 € shall be set side annually for the Arthur Troop Scholarship.
Each awardee may receive a bursary of up to 2500 € which shall contribute to the cost of theseminar, conference or symposium fee, as well as travel and accommodation expenses.

Art. 4 ApplicantsApplicants must have been a member of the IPA for a minimum of 3 years and mustcurrently be performing a law enforcement role.

Art. 5 Application
The relevant Arthur Troop Scholarship Application Form shall be available on theinternational website of the IPA (www.ipa-international.org). Applicants are obliged tocomplete the application form to the required quality and standard. An estimated budget
must be included. The completed application form shall be submitted to the IAC at iac@iebipa.org.

Art. 6 Timeframe
The closing date for sending completed application forms for the following calendar year to
the IAC is 31 March. Any applications received after this date will be taken into consideration
for the following year.
Each Arthur Troop Scholarship must be used between 1 January and 31 December of theyear following the granting of the scholarship.
Awardees who are unable to use their scholarships in the relevant year due to extraordinary
circumstances may have the bursary carried over to the following year. The Chairperson of
the PC shall be the final arbitrator.

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Art. 7 Confirmation of membership
The IAC shall request confirmation of the 3 years’ membership of the applicant from theSecretary General of the relevant section.
The Secretary General shall confirm this no later than 1 May of the respective year.

Art. 8 Finances
Applicants are required to read and abide by the ‘Procedure for Travel and Accommodation
Expenses’.
Advances of the Arthur Scholarship bursary shall only be granted in exceptional
circumstances, following a written request and including an estimated budget. The decision
will be made by the Chairperson of the PC.
Any advance payments are to be repaid by the awardee if the scholarship is not used asagreed.

Art. 9 Assessment
The Chairperson of the PC shall oversee the administration of the assessment of the Arthur
Troop Scholarship. The assessment board shall consist of no less than 3 temporary
members of the PC.
It is mandatory that the applicants complete all application fields, in their own words.
Applications shall be evaluated using an assessment matrix.
Any applications which do not meet the minimum requirements shall not be evaluatedfurther.

Art. 10 Awarding Process
The Chairperson of the PC shall ratify the decision of the assessment board and submit thelist of awardees to the IEB for formal approval.
The awardees of the Arthur Troop Scholarship shall be announced by the Chair of the PC at
the IPA World Congress.
The Arthur Troop Scholarship shall preferably be awarded to at least one applicant fromeach continent, provided an application has been submitted that is of the required quality andstandard.
Applicants may only be awarded the Arthur Troop Scholarship once and awards are nottransferable from one IPA member to another IPA member.

Art. 11 Bursary payment
After completion of the Arthur Troop Scholarship, awardees shall submit, by email (signed
and scanned):• a report detailing the acquired knowledge, including photographs• a reimbursement form
• a bank detail form
• supporting receipts
To receive the bursary, the above-listed documents are to be forwarded to the Chair of thePC within 1 month following the completion of the seminar, conference or symposium.

Art. 12 Agreement
All reports and photographs submitted by recipients of the Arthur Troop Scholarship shallbecome the property of the IPA. All documents may be used as decided by the Chair of thePC, for advertising and promotion of the IPA.
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Art. 13 Promotion
Award recipients agree to deliver presentations on the benefits of the Arthur Troop
Scholarship as requested by the national board of the applicant.
It is expected that recipients shall endeavour to create opportunities within their law
enforcement agencies to share their acquired knowledge gained from the attended seminar,
conference or symposium and promote IPA membership.
This Procedure for the Arthur Troop Scholarship was adopted by the IEC during the
IPA World Congress in Bulgaria 2017 and entered into force on 22 September 2017. It
replaces any previous directives or decisions concerning the Arthur Troop
Scholarship.

Amendments
IEB Meeting Croatia - 2019

President:

Pierre-Martin Moulin

Secretary General:

May-Britt Ronnebro

Articles4, 5, 6, 7

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Entry into force
8 October 2019

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Procedure
for the International Learningand Development Exchange
Programme (ILDEP)

Art. 1 Basis
The Procedure for the International Learning and Development Exchange Programme(ILDEP) is based on article 7 of the International Statutes.

Art. 2 Definition and aims
The International Learning and Development Exchange Programme (ILDEP) relates to aninternational exchange of IPA members pertaining to their professional working role and isplaced under the responsibility of the Chairperson of the Professional Commission on behalfof the International Executive Board (IEB).
The exchange is a focus on sharing knowledge, ideas, practices and policy. The exchange isan intellectual one; it does not imply that there needs to be a physical exchange whereparticipants’ enter into a reciprocal visiting arrangement.
The term programme implies a clearly defined structure, a recorded plan that shall promotelearning and development resulting in a recognised IPA certification of endorsement at theconclusion of the activity.
The aim of the programme is learning and development with the intention of ensuring thatparticipants gain professional and personal development during their exchange.

Art. 3 Beneficiaries and Eligibility
Applicants must have been a member of the IPA for a minimum of 2 years and mustcurrently be performing a law enforcement role.
ILDEP is suitable as an exchange to develop IPA members with a minimum of 3 years’operational policing experience, thus enabling them to share their knowledge further.
Members would see benefit when linking evidence gained through ILDEP as part of a careerplan. ILDEP offers a clear programme of development for individual members and vicariously
their policing organisations, and in doing so ensures the programme is valued by chief
officers.
Individual exchanges are the current norm for the Association, but groups may be welcomedon attachment in certain circumstances and there is potential opportunity to develop suchexchanges through this programme.

Art. 4 ILDEP Coordinators
Each IPA section participating in ILDEP shall appoint an IPA member as ILDEP coordinator.
ILDEP coordinators shall be responsible for developing contacts in each policing
organisation within a national section, to promote opportunities available through the

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programme and to assist in responding to requests for exchanges from members from othernational sections, by identifying the most appropriate organisation to fulfil the requests.

Art. 5 Mechanism
ILDEP will adopt the following stance:••

Applicants have a duty to undertake research on their own behalf to identify potential
suitable sections for exchanges.
If a professional exchange is arranged, local IPA representatives shall offer additional
support where possible.

Art. 6 Application process
Applicants are required to complete an ILDEP application form.
The application process assists in identifying the applicants’ objectives and promotes theidea of development for the IPA member involved.
The application shall include:• personal details• IPA membership details• aim of the exchange• objectives of the exchange• specific requirements• special considerations
Completed application forms shall be submitted to the national Secretary General of theapplicant.
On completion of the certification of the:• applicant’s IPA membership• role of the applicant in law enforcement in the national section,
the national secretary general shall forward the completed ILDEP Application Form to thesection of interest.
Once submitted, the national section’s ILDEP coordinator shall evaluate the application form
and offer assistance in:••••developing the applicant’s aims and objectives
creating a development plan
identifying the most appropriate hostfacilitating the exchangeArt. 7 Placement
Exchange locations shall be identified as the most appropriate to fulfil the applicants’
objectives with regards to learning and development, from the list of local agencies willing
and able to cooperate.

Art. 8 Applicants’ responsibilities
Applicants are responsible for arranging:•••travel (including finance)
accommodation (including finance)
visas (if required)Art. 9 Personal objectives
The objectives will consist of a list of activities the applicant hopes to undertake in support ofcompleting their aim.

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Art. 10 Post ILDEP placement responsibilities
Following the ILDEP placement, the hosting ILDEP coordinator shall provide the following
documentation:
•
•
•
•
•

Post exchange review, including the member’s recorded evidence of their aims andobjectives, identification of the exchange’s benefits and the member’s plans how totake the learning forward.
Post exchange questionnaire, featuring qualitative and quantitative information for
efficient evaluation
Post exchange feedback
Post exchange evaluation, for completion by the ILDEP Coordinator
Written report from the beneficiary within 1 month of the completed ILDEP placement.

Art. 11 Publicity
IPA members participating in ILDEP agree to be involved in publicising the exchange via all
IPA media channels, so that others can see the benefits to be gained.
This Procedure for the International Learning and Development Programme wasadopted by the IEC during the IPA World Congress in Bulgaria 2017 and entered into
force on 22 September 2017.

President:

Pierre-Martin Moulin

Secretary General:

Georgios Katsaropoulos

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Procedure
for Emergency Aid

Art. 1 Basis
The Procedure for Emergency Aid is based on article 7 of the International Statutes andarticle 4 of the Procedure for IEB and Internal Auditors Job Descriptions.

Art. 2 Purpose and responsibility
The purpose of the Procedure for Emergency Aid is to establish a speedy implementation of
emergency aid and is the responsibility of the Treasurer Social Affairs (TS).
The emergency aid which can be applied for falls into 2 categories:• Emergency Aid Appeal:
official IPA call for help, whether financial or material, launched by the IEB, in favourof a section affected by a disaster.
• Immediate Emergency Aid:
direct financial help from the IEB in favour of a section affected by a disaster.
It is essential that when a disaster takes places within a National Section, the Secretary
General of the affected Section or another designated member initiates contact with the TS,
so that rapid aid can be provided.

Art. 3 Outcome
When all relevant facts have been established and an Emergency Aid Appeal has beenlaunched, donor sections will have the opportunity to transfer funds to a designated bankaccount without delay.
In addition, the IEB is authorised to release an instant payment as immediate emergency aid.

Art. 4 Process
Affected Section
It shall be the responsibility of the affected section to advise the TS of the disaster and of its
intention to proceed with the provision of emergency aid to those affected.
The affected section shall establish the extent of the disaster, the number of casualties andthe damage.
Furthermore, the affected section shall appoint an IPA member to co-ordinate the provisionof assistance at national level and to administer international contributions.
All relevant details are to be submitted by the affected section to the TS by completing theattached ‘Application for IPA Emergency Aid’ form.

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The designated IPA member in the affected section shall ensure that the assistance isdistributed appropriately, all contributions are acknowledged, the TS is kept fully informed
throughout, and a comprehensive report is prepared and sent to the TS with a copy to theInternational Administration Centre (IAC) for the information of all national sections.
Treasurer Social Affairs
It shall be the responsibility of the TS to maintain contact with the affected section. In theevent that this is not feasible, the TS shall establish contact with the nearest national section.
On receipt of the request for aid from the affected section and on being satisfied with theinformation supplied in the ‘Application for IPA Emergency Aid’ form, the TS shall present thecase to the IEB and, following the approval of the IEB, inform all sections with the assistanceof the IAC that an IPA Emergency IPA appeal has been launched.
Donor Sections
Sections wishing to provide assistance can send their donations to the affected section, after
the bank details have been circulated.
When transferring contributions to the designated bank account of the affected section, thedonor section shall inform the affected section of the transfer, by providing details of theamount donated, the transfer date and any specific instructions to which the contribution is
subject, with a copy to the TS and the IAC.
The IEB suggests that IPA Sections establish an Emergency Aid Fund to enable quick andefficient action.

Art. 5 Immediate Emergency Aid
Where financial assistance is required immediately following a disaster, the IEB is authorised
to make an instant payment from international funds up to a maximum amount equal to 1%of the yearly income for the International Treasury from the preceding calendar year
(rounded to the nearest 500 Euros) per incident, up to 4 times per annum. If more than 4
requests for emergency aid are received during a financial year, the IEB may grant further
aid in exceptional circumstances. Payments may only be made in support of an appeal.
Should the IEB make an instant payment, they will notify Sections as soon as possible andprovide a report to the IEC at the next IPA World Congress.
This Procedure for Emergency Aid was adopted by the IEC during the IPA World
Congress in New Zealand 2016 and entered into force on 7 October 2016. It replaces
any previous directives or decisions on Emergency Aid.

President:

Pierre-Martin Moulin

Secretary General:

Georgios Katsaropoulos

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Application for Emergency Aid - for reference only Affected Section:
Facts:
Extent of damage:
Extent of the proposed disaster
relief:Affected:

Total:IPA members and/or theirfamily members:

Police officers and/or
their family members:

Number of victims:
Fatalities:
Injured persons:Total number of destroyedhouses:Property of IPA members

Property of Police officers

Damage:Proposal regarding the kind ofassistance:
Emergency Aid Account:

Account name:Name of the bank:
Full postal address of the bank:Account number:
BIC:
IBAN:
Name:

Contact Details:

Date received:

IEB approval:

Disaster coordinator:
President of Section:
Secretary General of Section:
For IEB/IAC use:

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Procedure for IPA Houses
and Other Accommodation

Art. 1 Basis
The Procedure for IPA Houses and Other Accommodation is based on articles 7 and 29 of
the International Statutes and shall apply to IPA Houses and Other Accommodation such as
defined hereafter.

Art. 2 Definition
IPA Houses relate to IPA properties that are officially owned, leased or rented by IPA
sections and/or their subdivisions and which have duly been designated as an IPA House inaccordance with this procedure.
Other Accommodation relates to properties owned and managed by private persons/entities
and/or IPA members, not officially recognised as IPA Houses, and offering accommodation
for IPA members and their immediate dependants at discounted rates.

Art. 3 Objective
This Procedure regulates the management and operation of officially registered IPA Houses.
It ensures that IPA Houses provide cost-effective, good-quality and friendly accommodation
for all IPA members, their families and other visitors within the framework of a well-managed
environment.
Other Accommodation properties are not the responsibility of the national IPA sections and /or their subdivisions.

Art. 4 Principle
In accordance with this Procedure national sections and/or their subdivisions shall be entitledto own, purchase, rent or lease the following properties with the intent to be designated as
IPA Houses:
•
•
•
•
•
•

HousesApartments or flats
Chalets
Mobile Homes
Houseboats
Any other property provided that there is overnight accommodation available

Art. 5 Minimum Requirements
Each IPA House shall have the following minimum facilities:•••

Living Room
Bedroom(s)Fully equipped kitchen

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Toilet

The rooms and facilities of the house shall be at the sole disposition of the guests.

Art. 6 Utilisation of IPA Houses
IPA Houses are to be utilised primarily for the benefit of IPA members and their families,
providing overnight accommodation, holiday accommodation and/or as a venue for social
activities and meetings

Art 7. Approval of IPA Houses
The approval of any property as an IPA House is the responsibility of the respective national
section.

Art 8. Designation of IPA Houses
As soon as a national section intends to establish a new IPA House, they shall provide the
Chairperson of the SCC, the Head of Administration as well as the International
Administration Centre (IAC) with the following documents and request for the status of IPA
House to be granted:
•
•
•
•
•
•
•
•
•
•
•

A description of the property
Address and location of the premises
Number and type of rooms, including the number of beds in each bedroom(indicating type - double beds, twin or single beds)
Whether bedding and linen is provided
Availability of towels, hairdryers and laundry facilities on site
Bathroom and toilet facilities
Kitchen facilities and amenities
Availability of dining room and lounge facilities
Other facilities available at the House (conference rooms, parking, club and/or bar
facilities, TV, internet, etc.)
Tourist attractions nearby
Maps of the country and the local area, indicating the location of the IPA House

The IEB shall upon recommendation of the SCC grant the approval for an IPA House, andshall inform all sections via the IAC.

Art 9. IPA Plaques
Each approved IPA House shall receive the official IPA House Plaque supplied by the IAC.
The plaque shall be prominently displayed on the building.

Art 10. Ceasing to Operate as an IPA House
If the national section or the IEB are of the opinion that an existing IPA House has fallen
below the required criteria, they may remove its status as an IPA House. In this instance, thenational section shall return the plaque to the IAC.

Art 11. Accountability
National sections and / or subdivisions shall be responsible and accountable for the financial
control, administration and operation of their IPA Houses.

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Art 12. Collective Responsibility
The national sections and / or subdivisions within which IPA Houses are situated, have acollective and specific responsibility towards ensuring the effective management of the IPA
Houses.
They are bound to apply, comply with and enforce international as well as national
operational procedures and standards, applicable legislation, policies and regulations toensure sound governance and effective management of IPA Houses.
All cases of abnormal or substantial financial expenses not covered in the budget, as well asother serious matters pertaining to the House, must be communicated to the NEC for formal
approval of such costs and/or advice or assistance in dealing with serious issues.

Art 13. National Procedures or Directives
National Sections and / or subdivisions may in addition draft their own regulations concerning
the management and operation of their IPA Houses, provided that such regulations do notconflict with the conditions contained in this Procedure and/or legislation applicable in therespective countries.

Art 14. Accommodation FeesAs IPA Houses are primarily intended to be utilised by IPA members and their families,
accommodation fees should be beneficial so as to motivate IPA members to utilise theHouses as often as possible. Affordable prices should additionally also serve as an incentive
for potential members to join the Association.

Art 15. Reservation
All IPA Houses should establish formal reservation procedures which are to be appropriately
communicated, published and adhered to.

Art 16. Insurance Cover
Adequate Insurance Cover for each IPA House must be maintained. Consideration must be
given to at least the following categories of cover:
•
•
•
•
•

Fire & storms
Water damage
Burglary, theft of IPA assets and other criminal acts
Calamities
Public Liability

Particulars of the insurance shall be published, specifying the extent to which different typesof damage are covered.
Insurance policies should be evaluated on a regular basis as negligence regarding insurance
cover could lead to considerable financial loss.
A “Liability Disclaimer” shall be appropriately and visibly displayed in all IPA Houses.

Art 17. Safety Arrangements
Safety arrangements, conforming to national standards, shall be provided for by therespective national section and/or subdivision.

Art 18. IPA Employees
National sections and / or subdivisions shall comply with national employment legislation
when hiring staff.

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Art 19. Other Accommodation
The IPA is not responsible for reservations, maintenance or management of these properties
and cannot be held accountable for any aspect relating to them.

Art 20. Publishing IPA House Information
The Socio-Cultural Commission (SCC), in coordination with the International Administration
Centre, will facilitate the publication of information relating to IPA Houses and Other
Accommodation in the International Newsletter, Information Guides, on the Website, on
social media, and via other appropriate media.
National sections and / or subdivisions are encouraged to publicise information relating to
IPA Houses and Other Accommodation in their Newsletters, on their websites and othersocial media as appropriate.
Every effort should be made to ensure that the description of the accommodation and its
facilities is accurate at all times. Changes are to be reported to the International Webmasterthrough the IAC and SCC immediately, in order to update the information and distribute anychanges through the correct channels.
This Procedure for IPA Houses and Other Accommodation was adopted by the IEC
during the IPA World Congress in New Zealand 2016 and entered into force on
7 October 2016. It replaces any previous documents related to IPA Houses.

President:

Pierre-Martin Moulin

Secretary General:

Georgios Katsaropoulos

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Procedure
for the Hosting Sections’MeetingArt. 1 Basis
The Procedure for the IPA Hosting Sections’ Meeting is based on articles 7 and 29 of theInternational Statutes and is placed under the responsibility of the Chairperson of the SocioCultural Commission on behalf of the International Executive Board (IEB).

Art. 2 Definition
The IPA Hosting Sections’ Meeting (hereafter referred to as HSM) relates to an international
meeting that is directed at addressing matters pertaining to official IPA Houses as well as
Other IPA Accommodation.

Art. 3 Frequency
The HSM shall be a biennial meeting organised in an IPA Section as approved at an IPA
World Congress.

Art. 4 Applications
Any IPA section may apply to organise a HSM, through a motion placed on the agenda of the
IPA World Congress, at least one year before the event, including a draft programme,
agenda and budget.

Art. 5 Responsibilities
National sections organising a HSM are responsible for all arrangements concerning themeeting.
The SCC should, however, be consulted by the Organising Section at all stages, includingthat of planning, programming and finalising the event.

Art. 6 Governance
The SCC shall be responsible for finalising the agenda and minute keeping of the HSM.
The agenda shall be sent to all Sections 80 days before the start of the meeting.
Before finalising the agenda, the SCC should ask sections for their input on the topics to be
discussed.
Following the HSM, the SCC shall ensure that minutes are distributed to all sections as wellas the IEB.

Art. 7 Chairing of Meeting
The Chairperson of the SCC or, by delegation, one of the SCC members, shall chair theHSM.
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Art. 8 Attendance & Participation
Attendance is open to representatives from all IPA sections, preferably to people dealing withIPA Houses and Other Accommodation.

Art. 9 Schedule
The HSM should preferably be organised as follows:••••

Day 1: Arrival
Day 2: HSM working session
Day 3: Social Programme
Day 4: Departure

Art. 10 Finances
Participants shall bear the cost of travel, accommodation and attendance.
The Organising Section shall draft a budget in coordination with the SCC, including perdelegate:
•
•
•
•
•

Cost of accommodation
Cost of all meals from dinner on the day of arrival until breakfast on the day of
departure
Cost for duration of the meeting (conference costs)
Cost of the social programme
Overall cost for visitors or partners

The Organising Section must do its utmost to limit the costs for the participants in order togive as many people as possible the opportunity to participate. The Organising Section isfree to provide part or all of the expenses for the event in accordance with its financial
resources.
The IEB will contribute to the overall cost with an amount of 150 EUR per section present at
the meeting, up to the number of IPA sections. This overall amount will be sent by theInternational Treasury to the organising section and shall help to reduce the package pricefor the participants.

Art. 11 Registration
The Organising Section is responsible for issuing a registration form that participants shallsubmit through their national section in due time. A final list of participants shall be sent to
the SCC.

Art. 12 Communication
The SCC, in coordination with the Organising Section, shall publish all relevant information
regarding the HSM in the International Newsletter and on the International Website.
This Procedure for the Hosting Sections’ Meeting was adopted by the IEC during the
IPA World Congress in New Zealand 2016 and entered into force on 7 October 2016.

President:

Pierre-Martin Moulin

Secretary General:

Georgios Katsaropoulos

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Procedure
for the Organisation of the
IPA Games

Art. 1 Basis
The Procedure for the Organisation of the IPA Games is based on article 7 of theInternational Statutes and article 4 of the Procedure for IEB and Internal Auditors Job
Descriptions.

Art. 2 Definition
The Procedure for the Organisation of the IPA Games regulates the objectives of the IPA
Games, the management and the organisation thereof, the venue and timing of the events,
the terms and conditions of the competitions, the programme, the establishment of winners
and awards, the procedures for the submission of applications, as well as the terms andconditions regarding the admission of participants.

Art. 3 Frequency
The IPA Games shall be held every two years.

Art. 4 Objective and aims of the IPA GamesThe objective of the IPA Games is to encourage the members of the IPA to get involved in
sports life and to continue the traditions of international communication.
The aims of the IPA Games are the following:• To encourage the members of the IPA to participate in sports activities, and for IPA
national sections to engage more actively in common IPA initiatives and projects;• to help IPA members gather at events worldwide, to learn about the culture ofdifferent countries, to cherish sports traditions, to give members a chance torepresent their section; to improve the health of IPA members through sports;• to promote physical training and sports, to enhance members’ wellbeing, to provide
optimum conditions for IPA members to pursue their sports within their abilities;• to promote the International Police Association amongst young police officers, andto encourage them to join the IPA.

Art. 5 Management and organisation of the IPA GamesThe IPA Games are under the coordination of the SCC of the IEB.
The IPA Games are organised and implemented by the IPA National Section appointed by
the IEC, after submitting a motion in conformity with the IPA Procedures.
The competition venues shall be determined by the hosting IPA National Section after
agreement with the relevant sports federations, as well as regional sports and culture
departments and facilities if necessary.
The IPA Games, when regulated by national legislation, shall be protected by a liability
insurance arranged by the National section organising the event.
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The organisers of the sports competitions and events shall be responsible for the security
and safety of the athletes, sport specialists, sports amateurs and viewers/spectators during
the sports competitions and events.

Art. 6 Participants, sports, competition terms and conditions of the IPA GamesThe participants of the IPA Games shall be IPA members or police officers.
The number and age of participants, as well as the competition rules and schedule shall be
detailed in the rules of the individual sports events.
Sports disciplines:• Futsal• Shooting• Running (5 km)• Volleyball• Basketball• Table Tennis
Individual and team competitions shall be held in compliance with the relevant internationaland national sports regulations as follows:• Futsal should be conducted according to FIFA rules;• Shooting should be conducted according to ISFF rules;• Running (5km) should be conducted according to IAAF rules;• Volleyball should be conducted according to FIVB rules;• Basketball should be conducted according to FIBA rules;• Table tennis should be conducted according to ITTF rules.
In order to add a new sport discipline to the programme of the IPA Games, the approval of
the SCC is needed. The request must be made at least six months before the competitions
are held.
Athletes participating in competitions require a permit from their physician to take part in the
IPA Games and a valid health insurance certificate.

Art. 7 Programme of the IPA GamesThe programme of the IPA Games shall include:••••

The official opening of the IPA Games (including cultural demonstrations). The IPA
Games ceremonial opening shall be held at a location specified by the hosting IPA
National Section;
the official closing of the IPA Games;
a cultural (tourist) programme;
a forum of the IPA Games’ team representatives and the managers of sports
organisations.

Art. 8 Determining and awarding of winners
The winners of the various categories of the IPA Games individual and team competitions
shall be determined in compliance with the rules of the sports competitions.
The winners of finals and prize-winners shall be awarded with relevant medals andcertificates. The IPA Games working group of the host section, which operates under theguidance of the SCC, shall provide all official participants of the IPA Games (athletes, team
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leaders, judges, physicians, organisers and other assisting personnel and sponsors) with thenecessary special equipment and other items required for the organisation of the IPA
Games.
Sport federations, sports organisations, municipal administrations, other organisations andsponsors may provide additional prizes and awards.

Art. 9 Registration
IPA National Sections shall submit their provisional registrations in consultation with the
hosting IPA National Section, within an agreed period before the opening of the IPA Games.
Final registrations shall be submitted no later than 2 months before the date of the opening of
the IPA Games.
The arrival dates and times of the national delegations, the mode of transport, as well as thenumber of participants shall be notified to the hosting IPA National Section before thedeadline each hosting section requires.

Art. 10 Admission conditions for participants and sections
Athletes shall participate as part of their team and wear their team’s outfit, if provided by theirsections, and also, if possible, bear the IPA flag and their national flag, if provided to theteams. Athletes shall also participate in the IPA Games’ opening sports festival.

Art. 11 Finances
A framework budget including price estimates shall be drafted for the entire event when the
motion is presented by the Organising section to the IPA World Congress.
An application for financial support (from the International Treasury) should be forwarded to
the IEB prior to WC the previous year.
If any budget funds of the IPA are to be used to organise the IPA Games, the organisersplanning the utilisation of such funds shall comply with the rules and procedures, the use of
IPA funds and the accounting for the use thereof, as detailed in the IPA documents, as wellas the financial standards of sports events.
IPA national sections shall decide individually regarding covering of their athletes’
accommodation, catering and travel costs.
The organising section must have a public liability insurance in place. This will cover the
sports event organiser and help by paying damages, claimants’ costs and expenses which
may arise as a result of and in connection with the event, relating to accidental injury or
damage to a third party or their property.

Art. 12 Logo
The IPA Games have a logo which is under the copyright of the IPA.
The logo, as seen below, consists of five lines (black, blue, red, yellow and green), which
symbolise the five continents inside a running track.

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Host countries may have their own IPA Games mascots in addition to the logo, after
submission to SCC and approval by the IEB.

This Procedure for the Organisation of the IPA Games was adopted by the IEC during
the IPA IEC 2021 and enters into force on 1 June 2022. It replaces any previous
guidelines or decisions on IPA Games.

President:

Pierre-Martin Moulin

Secretary General:

May-Britt V.R. Ronnebro

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Procedure for the
IPA World Class Policing Award

Art. 1 Definition
The IPA World Class Policing Award (IPA WCPA) is a significant recognition of international
policing achievements and is presented annually during the World Class Policing Awards(WCPA) Ceremony. The WCPA, launched in 2019, celebrate and acknowledge the best in all
aspects of 21st century policing. The IPA WCPA forms an independent part of these awards.
The WCPA ceremony is run by CoPaCC, an independent organisation, established tomonitor policing governance in England and Wales.
The IPA WCPA may be awarded to any individual or organisation for a special and lasting
contribution to police research or successful police cross-border operations in crime
prevention, matters of Human Rights or the preservation of World Peace.

Art. 2 Aim
The IPA WCPA aims to:
•
•
•
•
•
•

Promote the IPA
Recognise examples of world class policing
Celebrate excellence in policing and research around the world
Encourage modern, progressive, collaborative and effective policing
Showcase individual, team and organisational achievement and success
Encourage the sharing and delivery of innovation and good practiceArt. 3 Prize
The IPA WCPA will include a prize of 2,500 Euros and shall be accompanied by a certificate.

Art. 4 Nominations
The IEB welcomes nominations for the IPA World Class Policing Award from across theglobe, including IPA sections, representatives of police forces, police partners, otheragencies, the third sector, commercial organisations or academic institutions.

Art. 5 Submitting Nominations
Full details, including instructions of how to submit nominations and deadlines, can be foundat www.worldclasspolicing.com.

Art. 6 Judging Panel
The judging panel will be comprised of experienced and expert representatives from acrosspolicing in the UK and overseas, which are announced annually, and will include theSecretary General of the IEB.
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Art. 7 Procedure
Full details of all nominees will be forwarded in writing to the judging panel.
All nominations will be scored on evidenced characteristics and the overall quality of thesubmission.
The judging panel may return nominations that are considered as borderline for revision. In
case of rejection, constructive feedback will be provided.
The first stage of the judging process will see the judging panel review and score thenominations via an online judging portal. These scores will be used to shortlist the finalists.
In the second stage, the judging panel will select the three finalists of the IPA World Class
Policing Award.
The judging panel shall ensure that the judging process is open, transparent and fair to allconcerned.

Art. 8 Decision
The Secretary General will present the 3 finalists to the IEB, who will make the final decision.

Art. 9 Privacy
The submitted information and any additional material will be used as part of the judging
process and may be included in the event description at the awards ceremony. The
nominations will also be covered in articles by the IPA and World Class Policing media
partners Policing Insight and Police Oracle.
Submitted contact details will not be shared with third parties and will only be used by the
IPA and World Class Policing to manage the judging process and the event. The leadcontact may be contacted by our media partners Policing Insight and Police Oracle forclarifications when covering the nominations and the event in approved articles.
Important: Please highlight clearly any information or supporting materials and contacts or
personnel that should be treated as confidential. These items will still be viewed by the
judging panel, but will not be featured in any public coverage. We cannot accept liability
preserving confidentiality of any information not highlighted as such.
This Procedure for the IPA World Class Policing Award was adopted by the IEC aspart of the IPA IEC 2020, and entered into force on 16 October 2020.

President:

Pierre-Martin Moulin

Secretary General:

May-Britt V.R. Ronnebro

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Procedure for the
IPA Technology Innovation Award

Art. 1 Basis
The procedure for the IPA Technology Innovation Award is based on article 7 of theInternational Statutes.

Art. 2 Description
The IPA Technology Innovation Award is an annual recognition honouring outstanding
improvements within the field of technology within the Association. The award recognises
individual IPA members, branches, regions, or sections for creating innovative and provennew technology products, services, processes, or solutions which have been implemented to
improve the service and/or wellbeing of IPA members.
This not a competition.
One or more awards may be made each year.

Art. 3 Process
Nominations must be made by national sections, and the nominee/s must be current
members of the IPA.
Nominations should be sent to the Head of Administration, at least 50 days before the start of
the IPA World Congress, in English.
Innovations should cover one, or more of the following areas of importance to the lives of IPA
members:
•
•
•
•
•
•

Communication
Mobile and Web services
IT
Environment
Energy savings
HealthSome of these improvements will apply to some sections more than to others, depending on
national circumstances, and the merit of any nomination for an award will be treated fairly
and appropriately.

Art. 4 Requirements
Nominations must show:••••

the nature of the innovation,
whether the innovation is completely new, or only new to the relevant section,
how long it has been implemented (minimum requirement – at least 6 months),
details of any financial or administrative implications or gains,

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critical proven validation of the success of the innovation, to the benefit of the
Association and its members.

Art. 5 Assessment and Awarding Process
The HA may bring together a panel of persons with appropriate knowledge to assess the
merits of the nominations.
The HA will then submit any chosen nominations to the IEB for agreement and approval.
The awards, in the form of certificates, will be presented as appropriate, at a World Congressto the national sections of awardees.
This Procedure for the IPA Technology Innovation Award was adopted by the IEC aspart of the IPA IEC 2021, and entered into force on 10 October 2021.

President:

Pierre-Martin Moulin

Secretary General:

May-Britt V.R. Ronnebro

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Procedure
for Travel andAccommodation Expenses

Art. 1 Basis
The Procedure for Travel and Accommodation Expenses is based on articles 11 and 29 of
the International Statutes. It defines who is entitled to claim reimbursement from theInternational Treasury of the IPA, what kind of expenses are reimbursed and the procedure
to follow.

A

ENTITLED MEMBERS

Art. 2 IPA World Congresses
•
•
•
•
•

IEB members
IAC staff
Internal Auditors
Delegates (1 per section)
1 observer per Section in Foundation

Art. 3 IEB Meetings• IEB members• IAC staff• Interpreter(s)Art. 4 Other Meetings• based on IEB decisions

B

EXPENDITURE

Art. 5 Type of Expense• travel to the meeting• accommodation/meal costs during the meeting• return travel following the meeting

Art. 6 Train• ticket in 2nd class, including any necessary extra costs (reservation supplement)• sleeping car, if required due to the length of the journey, after consultation and withprior agreement of the International Treasury

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Art. 7 Plane• ticket with the best value tariff in economy class

Art. 8 Boat
• ticket in 2nd class• a cabin, if required due to the length of the journey, after consultation and with prioragreement of the International Treasury

Art. 9 Private Car• 0.50 Euros per km, up to a maximum reimbursement not exceeding the price of aplane ticket as mentioned above. This price includes petrol costs• an additional payment of 0.04 Euros per km shall be paid for any passenger entitled
to reimbursement of travel expenses• extra expenses such as ferry, toll, car park, etc., shall also be reimbursed uponpresentation of the receipts

Art. 10 Reimbursement of Meals• 15 Euros per meal
• the number of meals that can be claimed depends on the length of travel in one
direction, with a maximum reimbursement of 45 Euros for travel in one direction:o up to 5 hours’ travel:
1 meal (15 Euros)
o 5-10 hours’ travel:
2 meals (30 Euros)o more than 10 hours’ travel: 3 meals (45 Euros)• meals provided as part of all-inclusive travel do not qualify for reimbursement.
• where a claim is made for meals whilst travelling, the times of starting and finishingeach journey must be shown on the reimbursement form

Art. 11 Overnight Accommodation• 110 Euros maximum

Art. 12 Insurance• cancellation insurance only will be refunded

C

PROCEDURE

Art. 13 Authority
The International Treasurers are authorised to make further decisions in accordance with thisprocedure.

Art. 14 Reimbursement Form
The reimbursement form, available from the International Treasury, shall be used in allcases.
It must be signed by the claimant.
All receipts must be attached.
Forms shall be submitted to the International Treasury within the time limit specified by the
IT. Any form returned after the given date shall not be reimbursed.

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Art. 15 Reimbursement
The International Treasury shall reimburse the claimants’ expenses to the bank accountprovided.
In the event of missing documents or vague explanations, the International Treasury is
authorised to decide whether or not to refund these expenses.
The International Treasury is also authorised to deduct any debt of the claimant's section
from the reimbursement, provided that prior notification has been given.

Art. 16 Receipts• public transport: copy of the ticket plus receipts for any additional expenses• plane: copy of the ticket with all details relating to the flight. If insurance forcancellation is obtained, a copy of the policy and payment receipt must be provided• private car: The distance in km and the route taken plus all receipts must be
provided• overnight accommodation: receipts must be provided

Art. 17 Miscellaneous Provisions
All claims not covered by the current procedure or for other purposes must have the priorapproval of the International Treasury, before any expense is incurred.
This Procedure for the Travel and Accommodation Expenses was adopted by the IEC
during the IPA World Congress in Cyprus 2015 and entered into force on 16 October
2015. It replaces any previous directives or decisions concerning travel andaccommodation expenses.

Amendments
IEB online Mtg. - 26.05.2020

President:

Pierre-Martin Moulin

Secretary General:

Georgios Katsaropoulos

Articles
10,11,16

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Entry into force
26.05.2020

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Procedure forTravel Assistance

Art. 1 Basis
The Procedure for Travel Assistance is based on articles 7 and 29 of the International
Statutes, and aims to standardise the process of helping IPA members (individuals orgroups) requesting IPA assistance when travelling and visiting IPA Sections worldwide.
It promotes the use of a form designed to officially inform the requested section of the trip
details and the kind of assistance required.
It is not necessary to use this form when personal contacts are already in place, i.e. regulargroup exchange visits, visiting friends, etc., or in case of an emergency (i.e. medical
reasons).
This procedure is placed under the responsibility of the Chair of the Socio-Cultural
Commission

Art. 2 Deadlines
Sufficient time before the visit must be allowed so that assistance can be provided at its best:Group travel:
Individual travel:

At least 3 months’ noticeAt least 1 month’s notice.

Art. 3 Conditions
An anticipated itinerary and requirements should be clearly given by the applicant.
A separate form should be used for each requested IPA section.

Art. 4 Procedure
The travel form and details of all IPA sections can be found on the international website, oron request by the secretaries general of all IPA sections worldwide.
The applicant is required to complete the travel form and send it to their national section, whowill provide written confirmation of the applicant’s membership and sign the document.
The national section or the applicant shall then send the travel form electronically to theperson in charge in the requested section(s).

Art. 5 Financial Responsibility
The applicant is expected to bear any financial costs incurred during their visit

Art. 6 IPA Travel Form
Applicants are requested to complete the IPA Travel Form attached in the appendix to thisprocedure.

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This Procedure for Travel Assistance was adopted by the IEC during the IPA World
Congress in New Zealand 2016 and entered into force on 7 October 2016. It replaces
any previous directives or decisions concerning this issue.

President:

Pierre-Martin Moulin

Secretary General:

Georgios Katsaropoulos

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IPA TRAVEL FORM - for reference only TO the applicant’s National IPA-Section:
Section:
Email:
1.

Applicant’s Details
Family Name:

2.

First Name:

Address: (Give full private address)

Email:
3.

IPA membership number:

4.

Police Force:

5.

Telephone Numbers:

6.

Accompanying persons (give full name of accompanying persons and in the case of children, age).

Department:

Position:

Personal:

Work:

Name

Children’s Age

Relationship

A.
B.
C.
7.

Destination: Complete a separate form for each section you intend to visit. When visiting more than one place in any section,please list each area.
A. Country:

B. Town:

8.

Date of Arrival:

Time:

Place of Arrival:

9.

Date of Departure:

Time:

Place of Departure:

10.

What kind of accommodation is required?

11.

What kind of assistance do you require during your visit?
Please bear in mind that visiting a police unit requires a specific request and your police background details.

Signed:Section:Date:

FOR OFFICIAL USE
TO: Section

Name:

I certify that the applicant is an IPA Member. The request (as outlined) for assistance during the visit to your Section is
forwarded for your attention. You may communicate with the applicant directly. Thank you in advance for your assistance.
Signed:Position:

IPA DOCUMENTS – COMPILATION 2021-2022 – ENGLISH

Date:

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IPA INTERNATIONAL APPLICATION FORM
Please return to: iac@ieb-ipa.org

I hereby express my interest in becoming a member of the International Police Association (IPA) and would
like to be contacted by the relevant authorities.

First name:
Surname:
Email address:
Phone number:Country of residence:
Home address:

Law enforcement agency:
Rank / Title:
Status:ActiveRetired Please selectPreferred method of contact:

Email

Phone

Post

Active☐Retired☐ Please sel

By submitting this document, I agree that the above information will be forwarded to the appropriate IPA section. I
understand that further information may be required and that the final decision regarding membership shall be madeby the relevant national IPA section.

Administration:
Date received at IAC:
Forwarded to IPA Section:

IPA DOCUMENTS – COMPILATION 2021-2022 – ENGLISH

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