PROCEDURES

EXECUTIVE BOARD MEMBERS

To update Executive Board members in the GMS system, the Member Federation must submit the following documentation to the World Aquatics Legal Department at legal@worldaquatics.com:

  • The Federation’s Constitution/Statutes, together with an English translation.
  • The original Minutes of the relevant Elective General Meeting, together with an English translation.
  • A duly completed Minutes Summary Form.

Requests must be sent from the Member Federation’s current official email address.

While providing all formal attachments is standard procedure, World Aquatics aims to be as accommodating as possible. We will proceed with the review and update if the provided documents clearly contain all essential and material information.

CONSTITUTION/STATUTES APPROVAL

For amendments to the Constitution/Statutes, the Member Federation must submit the following to the World Aquatics Legal Department at legal@worldaquatics.com:

  • The new Constitution in Word format in English, to allow for edits and comments.
  • The Minutes of the Assembly at which the changes were approved.

Requests must be sent from the Member Federation’s current official email address.

The World Aquatics Legal Department will review the documents. If all requirements are met, approval will be granted promptly. If revisions are required, the documents will be returned with comments and reviewed again once resubmitted. As with Board updates, flexibility applies provided the essential information is clearly documented.

CHANGE OF NAME

For a change of the Federation’s name, the Member Federation must submit the following to the World Aquatics Legal Department at legal@worldaquatics.com:

  • The updated Constitution.
  • The relevant Assembly Minutes approving the change.

Requests must be sent from the Member Federation’s current official email address.

Following confirmation by the Legal Department that the documents are compliant, the Legal Department will handle the final approval. The name change will take effect once this approval is granted.

CONTACT DETAILS (EMAIL, PHONE, ADDRESS, ETC.)

  • Any request to update minor contact details must be sent directly to the GMS Department at gms@worldaquatics.com.
  • Member Federation simply states which contact details they want to add, delete or change.
  • Requests must be sent from the Member Federation’s current official email address registered in GMS.
  • Upon reception from the officially recognized communication channel, the GMS team will process the request and update the system directly.

BANK ACCOUNT DETAILS

Considering ongoing cybersecurity risks and organisational instability affecting certain Member Federations, any change in bank account details requires the following:

  • The Member Federation must submit the new bank account details to the World Aquatics Legal Department at legal@worldaquatics.com.
  • Requests must be sent from the Member Federation’s current official email address.
  • The World Aquatics Legal Department will inform the relevant World Aquatics departments.
  • The Finance Department approves the change after conducting a verification process. This includes a phone cross-check with the Member Federation using the officially registered contact details.
  • Once the verification process is duly completed, the World Aquatics Finance Department will update its internal records accordingly.