Documents & policies

1. Preamble

The African Paleosciences Student Council (APSC) is the administrative and executive body of the African Paleosciences Student Society (APSS). It exists to unite, represent, and empower African students and Early Career Professionals (ECPs) in the fields of paleosciences, including archaeology, paleoanthropology, paleontology, and geology.

The APSC is committed to dismantling structural barriers to inclusion, fostering a continent-wide academic network, and promoting equitable access to resources, collaboration, and enrichment opportunities. We reject all forms of discrimination based on race, gender, sex, pregnancy, marital status, ethnic or social origin, colour, sexual orientation, age, disability, religion, conscience, belief, culture, language, nationality, or political orientation.

2. Mission Statement

The African Paleosciences Student Society (APSS) is dedicated to developing a vibrant, inclusive community of African scholars and practitioners in the paleosciences. Rooted in the recognition of Africa as the cradle of humanity, the APSS supports interdisciplinary research, fieldwork, and public scholarship that uplifts African voices and indigenous knowledge systems. Our mission is to:

• Connect students and ECPs across institutions, disciplines, and regional borders.
• Create equitable access to academic and professional development opportunities.
• Champion the decolonisation of archaeological and paleoscientific knowledge.
• Foster equitable collaboration and transformation within the global academic community.

3. Objectives

As the executive and administrative body of the APSS, the APSC seeks to:

• 3.1 Promote collegiality and academic exchange among students and ECPs from across Africa and the global diaspora.
• 3.2 Facilitate interdisciplinary collaboration in research, fieldwork, and public engagement.
• 3.3 Advocate for equitable access to funding, learning resources, and career development.
• 3.4 Provide academic enrichment through conferences, workshops, and digital resource platforms.
• 3.5 Raise awareness and drive active engagement regarding the decolonisation of African paleosciences.
• 3.6 Represent the interests of students and ECPs to professional organisations and broader APSS senior leadership.
• 3.7 Encourage active membership and integration in related regional and international professional bodies, for example the Eastern Africa Association for Palaeoanthropology and Palaeontology (EAAPP), the Society of Africanist Archaeologists (SAfA), and the PanAfrican Archaeological Association (PAA).

4. Membership of the Society (APSS)

Membership in the Society is free and open to individuals across the following two categories:

4.1 Associate Members

• Individuals in the process of submitting required documentation, or those interested in supporting the society who do not meet full criteria.
• Associate Members may access general resources, public platforms, and communications, but they are not eligible to vote in elections or hold Council positions.

4.2 Full Members

• Registered students at recognized African or international institutions, or Early Career Professionals (within four years of graduation) working in or holding experience in a relevant field, for example archaeology, heritage studies, museum science, Cultural Resource Management (CRM), or academia.
• Required documentation. To ensure accessibility, applicants must provide flexible proof of status, consisting of: proof of registration, a recent academic transcript, or proof of employment or affiliation (such as a short, signed statement of the place of employment and current position); an updated Curriculum Vitae (2 to 4 pages); and a copy of official identification (national ID, student ID, or passport).

4.3 Status and Application

All prospective members must apply through the official APSS platform. Members in good standing, that is with no pending or ongoing disciplinary action, are eligible to vote, run for office, and participate fully in all APSS initiatives.

5. The Council (APSC)

5.1 General Governance

• 5.1.1 The APSC shall be elected every two (2) years by the Full Members of the APSS.
• 5.1.2 The Council serves to guide, organise, and implement the Society's strategic initiatives.
• 5.1.3 Nominees for Council positions must be Full Members in good standing and commit to a two-year term.
• 5.1.4 Council members are expected to actively contribute to the planning and execution of both virtual and in-person events.
• 5.1.5 Regional representation. To ensure pan-African inclusivity, no single country or sub-region (Northern, Western, Central, Eastern, Southern Africa) may hold a monopoly on Council positions. The APSC will actively seek geographic and linguistic balance during the election and co-option processes.

5.2 Council Roles and Responsibilities

Each role supports the strategic direction of the APSS and fosters a culture of collaboration, equity, and professional development.

• Chairperson. Leads the APSC and represents students and ECPs on external boards and broader APSS senior leadership structures. Oversees general Council activities, external partnerships, prepares annual reports, and ensures mission alignment.
• Vice-Chairperson. Supports the Chairperson and serves as Acting Chair when necessary. Assists in inter-organisational coordination and internal Council development.
• Secretary. Manages meeting documentation, official records, internal communication, and general institutional correspondence.
• Treasurer. Manages all financial matters, including budgeting, grant applications, fundraising initiatives, and ensures strict fiscal accountability and reporting.
• Events Coordinator. Plans and executes workshops, field expeditions, webinars, and conference activities, while managing event logistics and participant outreach.
• Membership Coordinator. Oversees membership applications, communication, and database recordkeeping. Builds regional engagement strategies to track and foster society growth.
• Social Media and Communications Officer. Manages digital outreach across official platforms such as Facebook, Instagram, X, Bluesky, LinkedIn and YouTube. Promotes member engagement, shares career opportunities, and publicises APSC activities.
• Student Liaison Officer. Facilitates direct communication between students and academic institutions, with a focus on reaching out to African and diaspora students, especially those in regional exchange or international programs.

5.3 Elections

• 5.3.1 Council elections shall occur digitally during the Virtual Biennial Meeting.
• 5.3.2 Members may self-nominate or nominate others. If insufficient nominations are received, the outgoing Council may approach members to stand for election.
• 5.3.3 Candidates must submit a short biography and motivation statement, and will be allocated a maximum of five (5) minutes to present their platform during the Virtual Biennial Meeting.
• 5.3.4 All Council positions are directly elected by Full Members, with the exception of the Chairperson.
• 5.3.5 Chairperson selection. To maintain institutional memory, the Chairperson is chosen by the outgoing Council, preferably from individuals who have served at least one full Council term. If no internal candidate is available, external nominations will be opened; external candidates must assist with event planning prior to elections and receive mentorship from the outgoing Chairperson. The outgoing Chairperson shall become an Ex-Officio advisor to the new Council for a transitional period of six (6) months.
• 5.3.6 Election objections. All nominees may be subject to vetting or objections prior to elections, provided that objections are submitted in writing to the Secretary with valid, evidence-backed reasoning, and are formally endorsed by at least three (3) Full Members. No post-election objections will be entertained.

5.4 Termination of Office

A Council member's term shall end prematurely if:

• 5.4.1 They resign in writing to the Executive.
• 5.4.2 They cease to meet the criteria of a Full Member.
• 5.4.3 They fail to attend three (3) consecutive meetings or six (6) meetings total annually without a valid, communicated explanation.
• 5.4.4 They are found to have violated the APSS Constitution or Code of Conduct following a fair disciplinary review.
• 5.4.5 Resignation notice and transition. In the event of a voluntary resignation, the outgoing Council member must provide at least thirty (30) days' written notice to the Chairperson and Secretary. Following the election or appointment of their successor, the outgoing member is required to facilitate a smooth handover by training their replacement and transferring all relevant institutional data, access credentials, and documentation within this 30-day period.

6. Amendments to the Constitution

• 6.1 Amendments require a sixty percent (60%) majority vote from participating Full Members at the Virtual Biennial Meeting.
• 6.2 A quorum of at least fifty percent (50%) of registered Full Members must be present, either virtually or by proxy or electronic ballot, for the meeting to proceed with constitutional amendments or elections.
• 6.3 Constitutional amendment proposals must be submitted in writing to the Council at least thirty (30) days prior to the meeting to be tabled during official roundtable discussions.
• 6.4 In case of a dispute over the interpretation of constitutional clauses, the Council may issue an interim ruling, which must be reviewed and ratified at the subsequent Biennial Meeting.

7. Dissolution

• 7.1 The dissolution of the APSC or APSS must be proposed either by a unanimous vote of the Council or through a petition signed by at least twenty-five percent (25%) of Full Members.
• 7.2 The dissolution resolution must be supported by at least a sixty percent (60%) majority of voting Full Members via an electronic ballot or during the Biennial Meeting.
• 7.3 Upon dissolution, any remaining funds, digital infrastructure, or physical assets will be allocated to a partner African educational institution or paleoscientific non-profit organization agreed upon by final Council consensus.

Ratification note. This Constitution was formally ratified by the African Paleosciences Student Council on 27 July 2026 and represents the sovereign guiding framework of the African Paleosciences Student Society. Signed by Dr. Degsew Zerihun Mekonnen, Ms. Nompumelelo Maringa, Dr. Seminew Asrat, Ms. Penina Emanuel Kadalida, Mr. Jackson Kimambo and Ms. Mariam Gichan.

1. Purpose

This Code of Conduct sets out the expectations for all members and leadership of the African Palaeosciences Student Society (APSS), including the African Palaeosciences Student Council (APSC). It reflects the Society's commitment to professionalism, ethical conduct, accountability, and inclusive engagement across Africa and the diaspora. The Code is binding for all members, with additional responsibilities for those serving in elected or appointed leadership roles, including council members, officers, committee chairs, and representatives.

2. Scope

This Code applies to all APSS members and APSC leaders participating in Society-related activities, including council meetings, public events, conferences, online discussions, fieldwork, collaborative research, and digital communications.

3. Core Principles and Responsibilities

3.1 Commitment to the APSS mission

• Actively advance the Society's goals of promoting African palaeoscience through research, education, mentorship, and community collaboration.
• Support student and Early Career Professional (ECP) development across the continent and in the diaspora.
• Uphold the Society's focus on decolonising knowledge and advocating for African-centred scientific practice.

3.2 Professionalism

• Conduct duties with honesty, transparency, and respect for others.
• Avoid any conduct that discredits the Society or its mission.
• Promptly disclose potential conflicts of interest to the Council and recuse oneself where appropriate.
• Fulfil responsibilities diligently, including participation in meetings, timely communication, and meeting obligations.

3.3 Inclusivity and respect

• Foster a welcoming environment that values diverse identities, experiences, and academic disciplines.
• Oppose and report any form of discrimination, harassment, or exclusion based on race, gender, sex, disability, nationality, sexual orientation, religion, language, or political opinion.
• Support equitable participation and representation within the Society's leadership and activities.

3.4 Collaboration and mentorship

• Work cooperatively with fellow Council members, APSS members, and partner organisations.
• Promote knowledge sharing, peer support, and mutual capacity building.
• Actively mentor emerging scholars and support future leaders in the Society.

3.5 Accountability and stewardship

• Accept responsibility for individual and collective decisions taken as part of the Council.
• Use Society resources, including funds, platforms, and partnerships, ethically and transparently.
• Report any misuse of Society resources or authority promptly to the Chair.

3.6 Confidentiality

• Maintain the confidentiality of internal communications, strategic planning, and member data unless otherwise approved for public release.
• Respect the privacy of members, partners, and collaborators.

3.7 Representation

• Represent the Society respectfully in public forums, including academic conferences, field settings, and on social media.
• Clearly distinguish personal opinions from official Society positions.
• Adhere to the Society's branding and communication guidelines when acting in an official capacity.

4. Prohibited Conduct

The following conduct constitutes a violation of this Code:

• Harassment, abuse, or bullying in any form.
• Discrimination on any basis, including race, gender, age, sexual orientation, religion, disability, or ethnicity.
• Academic dishonesty, including plagiarism or misrepresentation of credentials.
• Misuse of Society funds, platforms, data, or privileges.
• Breach of confidentiality agreements or wilful disclosure of private member information.
• Repeated non-fulfilment of Council duties without valid reason.
• Behaviour that disrupts the functioning, events, or governance of the Society.

5. Compliance and Enforcement

5.1 Reporting

• Violations may be reported confidentially to the Council Chair.
• Reports may be submitted anonymously or with identifying details and should include factual and specific information.
• Retaliation against individuals who report violations is strictly prohibited.

5.2 Review process

• Reports will be reviewed by a Council subcommittee within 14 days of receipt.
• All parties involved will have the opportunity to present their account and respond to any concerns raised.

5.3 Consequences

Violations may result in one or more of the following outcomes, depending on the severity and frequency of the offence:

• Informal resolution. For minor or first-time issues, a verbal or written reminder may be issued, along with an opportunity for corrective action.
• Formal warning. Members may receive a formal written warning for violations that affect the functioning or integrity of the Society. A maximum of two formal warnings may be issued to a member within a 12-month period.
• Suspension. A third formal warning within 12 months may result in a temporary suspension from Council duties or Society activities, typically 3 to 6 months, subject to a Council vote.
• Termination. Repeated or unresolved violations, or a fourth infraction, may result in termination of membership or Council position. Immediate termination may occur for serious misconduct, such as harassment, discrimination, misuse of funds, or breach of confidentiality.
• Legal action. Referral to legal or regulatory authorities in cases of severe misconduct, for example harassment or fraud.

All disciplinary measures will be based on due process and require approval by a majority vote of the Council, and members will be given a chance to respond to allegations prior to final action, except in urgent cases that warrant immediate action by the Chair or Council subcommittee.

5.4 Disciplinary subcommittee

• Appointment and composition. The subcommittee is convened by the APSC Chair, or the Vice-Chair where the Chair has a conflict of interest. It consists of three to five members drawn from the Council and, where necessary, senior non-Council members with prior governance experience. At least one member must be external to the APSC to promote impartiality. Anyone who is the subject of a complaint, or who has a personal or professional conflict of interest, is recused.
• Mandate. Review the report and documentation, offer the member in question the opportunity to respond, conduct interviews or collect statements if needed, deliberate confidentially, and make a written recommendation to the APSC. Final decisions are made by majority vote of the full Council.
• Timeline. Review must begin within 7 days of the subcommittee's formation, and a final recommendation should reach the Council within 21 days of its first meeting, unless an extension is granted for exceptional circumstances.
• Confidentiality and fairness. All proceedings are held in confidence, and the process adheres to natural justice: the right to a fair and unbiased hearing, the presumption of good faith, and the right to respond to any allegation.
• Appeals. A member subject to disciplinary action may submit a written appeal within 10 days of being notified of the Council's decision, to be reviewed by an ad hoc Appeals Panel.

6. Annual Review and Amendments

• This Code shall be reviewed annually by the APSC and updated as necessary to reflect evolving legal, cultural, and academic standards.
• Proposed amendments must be circulated to members in advance and approved by a 60% vote at a duly constituted Virtual Biennial Meeting, with a quorum of at least 50% of Full Members.

7. Acknowledgement and Consent

• All applicants for APSS membership, including those seeking election or appointment to the APSC, must formally acknowledge and sign both the Code of Conduct and the Constitution as part of the membership application process.
• This acknowledgement is a mandatory requirement for an application to be considered valid and complete.
• Continued participation in APSS or APSC activities indicates acceptance of this Code.

8. Contact and Support

For questions, reporting, or clarification regarding this Code of Conduct, please contact the APSS Council at paleosciencesociety@gmail.com.

This Code of Conduct was officially adopted by the African Palaeosciences Student Council on 27 July 2026.

The African Paleosciences Student Society is committed to protecting the privacy and personal information of all applicants and members.

Information we collect

As part of the membership application process, we may collect the following information:

• Personal identification details, such as name, email address, institution, country of residence, and contact information.
• A recent clear photograph of the applicant.
• Copies of academic qualifications, transcripts, certificates, or proof of enrolment.
• Information relating to the applicant's academic background, research interests, and professional activities.

Purpose of collection

The information collected will be used solely for:

• Verifying the identity of applicants.
• Confirming eligibility for membership.
• Maintaining accurate membership records.
• Communicating Society activities, events, opportunities, and announcements.
• Producing membership records and identification materials where applicable.
• Supporting the administration and governance of the Society.

Photographs and qualification documents are collected solely for identity verification and assessment of membership eligibility. These documents will not be published, distributed to other members, displayed publicly, or used for promotional purposes without the applicant's separate and explicit consent.

Storage and security

All personal information and supporting documents will be stored securely and accessed only by authorized officers or designated administrators of the Society who require access for membership administration purposes. The Society will take reasonable administrative, technical, and organizational measures to protect personal information against unauthorized access, disclosure, alteration, loss, or misuse.

Information sharing

The Society will not sell, rent, trade, or disclose personal information to third parties without the applicant's consent, except where required by law, where necessary for the administration of Society activities, or where disclosure is required to protect the rights, safety, or integrity of the Society and its members.

Retention of information

Personal information and supporting documents will be retained only for as long as reasonably necessary to administer membership and fulfil the purposes described in this Privacy Notice. Where documents are no longer required, they will be securely deleted, destroyed, or anonymised in accordance with applicable legal and administrative requirements.

Compliance with data protection laws

The Society is committed to processing personal information responsibly and in accordance with applicable data protection legislation, including the Protection of Personal Information Act, 2013 (POPIA) of South Africa. Personal information will be:

• Collected only for specific, legitimate, and lawful purposes;
• Processed fairly, lawfully, and transparently;
• Limited to information that is relevant and necessary for membership administration;
• Kept accurate and updated where reasonably possible;
• Protected through appropriate safeguards; and
• Retained only for as long as necessary.

Applicant rights

Subject to applicable legal requirements, applicants have the right to:

• Request access to their personal information;
• Request correction of inaccurate or incomplete information;
• Request deletion or destruction of personal information that is no longer required;
• Object to or restrict certain forms of processing where permitted by law; and
• Withdraw consent where processing is based on consent.

Requests relating to personal information may be directed to the Society's Membership Officer or designated Data Protection Contact at paleosciencesociety@gmail.com.

Consent

By submitting a membership application, you confirm that the information provided is accurate and complete, and you consent to the collection, storage, and processing of your personal information, photograph, and supporting academic documents by the Society for the purposes outlined in this Privacy Notice.

You understand that your photograph and qualification documents will be used solely to verify your identity and eligibility for membership and will not be publicly shared or used for promotional purposes without your separate consent.