Governance Update: Clarifying the Path Forward

Dear EMA Members,

I hope this message finds you well.

Over the past few weeks, questions have been raised about the selection process of EMA’s new Management Board (MB) 2025-27. Some members, including former board members, asked why a vote to confirm the Pool of Experts didn’t happen and asked EACEA and ICF to facilitate the resolution. I’d like to walk you through what happened, what we’ve done to address it, and how we are moving forward together, with guidance from EACEA.

On 23 July 2025, myself as EMA President and Vice-President received a response from EACEA through ICF (Erasmus+ Service Support Team). Their recommendations offer a balanced, constructive and pragmatic way forward that respects EMA’s independence and legal framework while safeguarding the progress already made.

Key Guidance from EACEA and ICF

1. Retrospective Validation: The former MB is advised to retrospectively validate the Pool of Experts, as the concerns raised relate to procedure (complaints about non-voting on the Pool of Experts from the former MB) - not substance. This stance of some of the former MB was recorded by ICF, during the 30th June meeting, held in presence of EC, EACEA, and ICF representatives. To quote ICF's noting:

   
   

   "During our meeting held on 30 June 2025, no objections were raised by any party regarding the composition of the Selection Committee; concerns were limited solely to the procedural aspects and process. In light of this, EACEA encouraged all parties to focus on a practical solution and, to avoid invalidating substantial work already done, proposed that validation of the processes be undertaken retrospectively."

   
   

   A record of this retrospective decision will stay in the internal archives of EMA. The same is not needed for the registration of EMA MB 2025-2027 in the Belgian Official Gazette.

   
   

2. Panel for assessment of complaints of MB Applicants: Candidate feedback should be welcomed and processed respectfully.

   
   

3. Documentation confirming the appointment of Board of Directors by the Selection Committee: The documentation of the appointment must be signed by all members of the Selection Committee participating in the meeting, describing the applicable voting procedures, and record of the voting outcomes and final decision;

   
   

4. General Assembly Confirmation: The appointment of directors may be confirmed by the General Assembly, as per Article 14.10 of EMA’s Statutes.

   
   

Actions Taken So Far

• Shared the Legal Guidance: Upon receiving BDO’s response, I, as EMA President, formally communicated it to the former EMA President Dr. Md. Ashiqur Rahman and invited constructive collaboration to implement the recommended action of retrospective voting decision, as recommended by the EACEA during 30th June meeting and via email dated 23 July 2025. 

  
  

• Candidate Feedback Invitation remains open: All candidates for the MB were invited to seek individual feedback by the SC via its Open Letter dated 16 July 2025. This offer from SC remains open. SC has already heard from two candidates and is processing their requests.

  
  

• Documentation confirming the appointment of Board of Directors by the Selection Committee: A protocol signed by all attendees of the SC is available in EMA archives, meeting the requirements of publication of the MB 2025-27 in the Belgian Gazette. The SC also confirmed signing the same via its Open Letter dated 16 July 2025.

  
  

• Selection Process completion: Three MB positions remain vacant, 7 new applications have been received and are being reviewed by the SC. The SC is concluding the constitution of the full MB 2025-2027 as per its mandate under Article 10.1 of the EMA Statute 2024.

  
  

• EMA General Assembly: During the General Assembly, the EMA MB 2025-27 will be confirmed and reforms in the EMA governance documents will be proposed. The transparent, whole-membership process will be launched to consider every opinion. EMA needs reform and time is now!

What Happened Internally within the Management Board 2023-25

The MB vote required to confirm the Pool of Experts, as required by EMA’s Internal Regulations, was discussed during the MB meeting held on 15 June 2025. Given that six out of 12 board members were also candidates for the incoming 2025-2027 Board, the former President, Dr Md Ashiqur Rahman raised clear conflict of interest concerns. To quote, as recorded by Mr Razy Aman Eddine, the former Director LIA in the minutes of the 15 June 2025 MB meeting:

“President: Raising the conflict of interest between the current Board and the work of the selection committee, as 6/12 Board members are applicants to the new Board, considering it inappropriate for the Board to approve the Committee that will later assess their own applications.”

Given the conflict-of-interest risks and the absence of an established Pool of Experts, the SC was formed by the then incumbent Presidency in good faith under Article 10.2 of the Statute.The SC included the then-incumbent President Dr Md Ashiqur Rahman, then-incumbent Vice President Ruturaj Trivedi, and two incumbent MB members (Marvi Qazi, Director PSU and Shahin S. Eity, Director PQA). Following deliberations, on 10 June 2025, the then-incumbent President Dr Md Ashiqur Rahman extended invitations to former EMA leaders (Presidents, VPs, members of Steering Committees and Management Boards) to serve as independent experts on the SC. These individuals (experts) accepted the invitation and have confirmed receiving the invitation, via their Open Letter dated 16 July 2025.

All actions were conducted in line with EMA’s values and conflict-of-interest safeguards outlined in Section 4.14 of Internal Regulations, and the Volunteer Code of Conduct.

The voting on the Pool of Experts for 2023-2025 cycle occurred retrospectively, as mentioned by the Former Director LIA in the meeting minutes dated 15 June 2025 in following words:

“Additionally, [Name redacted]  inquired about the extent to which this process was followed in the selection of the 2023-2025 Board. Upon later investigation, it appears that the voting of the then incumbent Management Board did indeed occur, but in a more advanced timeframe.”

The record of such a voting is still being traced in the EMA internal archives.

These minutes, along with the SC expert invitation email dated 10 June 2025, form part of EMA’s institutional records and are available to members upon request, subject to compliance with necessary requirements. To ensure that members are better informed about how key decisions are made, we are reviewing how we can make MB meeting minutes available to EMA members in an accessible and responsible manner. This initiative aims to provide clarity on how decisions are made, offer transparency into the work of the MB, and help prevent the spread of partial, or misinterpreted information.

EMA President’s Immediate Actions:

1. Webinar

To ensure open dialogue, I invite all EMA members to a community webinar this Sunday (on 03 August 2025, for one hour, confirmed timing will be shared along with meeting link). We will walk through these developments, clarify any remaining questions, and listen to your input. Please submit your questions by 1 August 2025 through this form. Registration details will be shared via EMA Community Portal and social media channels.

2. Misinformation

The Management Board (2025-2027) is stepping into leadership during a challenging period, marked by institutional transitions, legacy issues, and strong member sentiment. I ask all members to extend their support, patience, and trust as the new MB team works to rebuild, unify, and reform EMA in line with our shared mission.

Our volunteers, past and present, devote their time with genuine passion. Let us not forget the human cost of negativity. The recent spread of misinformation and accusatory messaging, both officially and unofficially, has impacted morale and trust across the community.

3. A Call for Unity and Rebuilding

I kindly urge everyone to rise above division and focus our collective energy on rebuilding EMA into a stronger, more united, and transparent global association.

Now more than ever, we need:

• Collaboration, not confrontation

• Truth, not speculation

• Hope, not fear

Key Takeaways:

• The absence of vote on the Pool of Experts was a procedural gap, not a breach of core values or invalidation of the process.

• Legal insight was sought and is being followed.

• The transition of MB 2025-2027 is legitimate, and governance reforms are underway.

• EMA is taking feedback seriously and taking actions for further reforms.

• Actions against EMA's unity and solidarity will always be met with serious response.

Let’s engage critically, but respectfully, and choose dialogue over disruption.

Each of us plays a role in restoring trust and shaping a future we can be proud of.

Together, we move forward, with transparency, with heart, and with unity.

With gratitude and resolve,

Marvi Qazi

EMA President